Loading...
Resolution 2017-06 Resolution No. 2017- o6 A RESOLUTION OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS,APPROVING AN AMENDMENT TO THE UNITED CITY OF YORKVILLE EMPLOYEE MANUAL WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City") is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of this State; and, WHEREAS, the City desires to amend the portion of its Employee Manual which addresses travel, lodging, and meal expenses in order to come in compliance with Public Act 099-0604, which sets forth the Government Travel Expense Control Act; and, WHEREAS, it has been determined to be in the best interests of the City to amend Section 4.18 and add new Section 4.18.2 to the Employee Manual, in the form attached hereto in Exhibit"A". NOW, THEREFORE, BE IT RESOLVED, by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois that Section 4.18 and Section 4.18.2 of the United City of Yorkville Employee Manual in the form set forth on Exhibit "A" attached hereto and incorporated herein are hereby adopted. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this (�Zf day of (,� l� , 2017. CITY_CLEIkK CHRIS FUNKHOUSER KEN KOCH CARLO COLOSIMO DIANE TEELING JACKIE MILSCHEWSKI JOEL FRIEDERS SEAVER TARULIS Resolution No.2017-06 Page 1 Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 3 day of T F-159 u A W , 2017. MA O Attest' City Clerk Resolution No. 2017-0`0 Page 2 Exhibit"A" Section 4.18 Lodging,Travel, and Meal Expenses Travel, meal, and lodging expenses are dependent on available of funds in the appropriate department budget. The City reserves the right to alter, modify, or amend training budgets and its policies dependent on budgetary constraints at the discretion of the City Administrator. Travel authorization is a two-part process including: 1) approval of all travel in advance; and 2) expense reporting following completion of the trip. Both steps require approval of the appropriate department head. All travel requiring an overnight stay must be approved in advance by the employee's department head. This applies to all travel of this nature even in instances where the travel has been budgeted. Travel shall be arranged using the least expensive, reasonable means. Employees should use good judgment when determining logical routes for arriving at the intended destination. For air travel, the City will reimburse for one coach/economy class airline ticket and one checked bag. Any seat upgrades or additional checked bags are at the employee's expense. Employees are expected to book air travel as far in advance as practical to obtain the best pricing. Ground travel is expected to be used for destinations under 200 miles from Yorkville,unless another form of travel is less expensive or more practical. Variations to this standard may be granted by the City Administrator where practical. Wherever practical, airport or hotel ground transportation should be the preferred method of transportation to hotels or meeting sites. Taxis or ride sharing services may be used as necessary, taking into consideration the cost of other means of transportation. Receipts are required for reimbursement of these expenses. If a family member transports you to/from your home and the airport,mileage may be claimed for each trip made. Rental automobiles may be used as necessary but must be approved in advance by the Department Head. Receipts are required for reimbursement of all expenses related to rental automobile use. When personal vehicles are used for travel, the employees shall receive the IRS authorized rate in effect at the time the travel takes place. The mileage reimbursement allowance covers all automobile related costs; gasoline, insurance,maintenance, etc. Toll charges and parking are reimbursable in addition to mileage allowance. The total personal automobile expenses shall not exceed the lowest available airfare. Mileage shall be actual mileage traveled and shall be subject review. Employees usuing personal vehicles on City business must have adequate automobile insurance in compliance with State law. Damage to personal vehicles while on City reimbursable travel is not the responsibility of the City. Meals are reimbursed on a per diem basis, at a maximum of$40 per day. Meals included with the price of registration for an event will not be included in the per diem. Meal payments shall be processed as a reimbursement after the event from petty cash or by requesting a check from the Finance Department; or employees shall be issued a City credit card, if feasible, for use at the event. For multiple-day seminars or conferences, the allowance for the day of departure and day of return shall be pro-rated based upon the number of meals required away from home. For these pro-rated allowances,breakfast shall be $10, lunch$10, and dinner$20 per day. In no instances shall per diems be used to purchase alcoholic beverages, whether or not the consumption occurs during meal-time. Maximum lodging rates shall be set at the conference-host hotel rate, or in absence of a conference, $150 per night. To minimize travel costs while at conferences, employees are encouraged to ask the hotel for government-rates and to stay at the conference-host hotels. At conferences, employees are allowed to stay at any other hotel of their choice, so long as the hotel rate is equal or cheaper than the conference- host hotel rate. Section 4.18.1 Family lodging and accompaniment The City does not encourage family members to accompany the employee on an official trip. However, there is no objection to this practice if their accompaniment does not interfere with the purpose of the trip. Family members shall travel at their own risk and cost. Section 4.18.2 Variances to Travel, Meal, and Lodging Policy For City employees, any variance to the travel, meals, and lodging policy above must be approved by City Council in an open meeting,per Public Act 099-0604. For elected officials, any travel,meal, and lodging expenditures must be approved by City Council in an open meeting,per Public Act 099-0604. Those approvals must contain an estimate, in writing of: 1) An estimate of the cost of travel,meals, or lodging if expenses have not been incurred, or a receipt of the cost of the travel, meals or lodging if the expenses have already been incurred; 2) The name of the individual who received or is requesting the travel, meal, or lodging expense; 3) The job title or office of the individual who received or is requesting the travel,meal, or lodging expense; and 4) The date or dates and nature of the official business in which the travel,meal, or lodging expense was or will be expended.