Resolution 2019-28 Resolution No. 2019-28
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 the Lodging, Travel and Meal Policy in order to maintain a consistent policy; and,
WHEREAS, it has been determined to be in the best interests of the City to amend Section
4.18 of 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 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
10`"day of September, 2019.
Cia0a- ?W/Aent
City Clerk
KEN KOCH AYE DAN TRANSIER AYE
JACKIE MILSCHEWSKI AYE ARDEN JOE PLOCHER AYE
CHRIS FUNKHOUSER AYE JOEL FRIEDERS AYE
SEAVER TARULIS ABSENT JASON PETERSON AYE
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
.:27'6 day of 56 Pr Ewt 862. , 2019.
MAYOR
Resolution No.2019-28
Page 1
Attest• •
wet
Aaa-
City Clerk
Resolution No.2019-28
Page 2
EXHIBIT A
Section 4.18 Lodging,Travel,and Meal Expenses
Meals are reimbursed on a per diem basis,at a maximum set by the Meals and Incidental Expenses
Breakdown as published by the US General Services Administration. Meals included with the price of
registration for an event will not be included in the per diem. Meal payments shall be processed,at the
per diem rate,as a reimbursement after the event from petty cash or by requesting a check from the
Finance Department in advance of the event. For multiple-day seminars or conferences,the allowance
for the day of departure and day of return shall be pro-rated at 75%of the daily rate available pursuant
to the federal tax code for this purpose. In no instances shall per diems be used to purchase alcoholic
beverages,whether or not the consumption occurs during meal-time. Attached as Appendix"X" is the
form to submit for reimbursement.
Maximum lodging rates shall be set at the conference-host hotel rate,or in absence of a conference,
$150 per night. Department head approval must be obtained for any and all increases to this amount for
lodging.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.
Appendix X
UNITED CITY OF YORKVILLE
TRAVEL AUTHORIZATION & EXPENSE REPORT
PART I. Authorization To Travel
EMPLOYEE NAME: TITLE: DEPARTMENT: ACCOUNT NUMBER
PURPOSE OF TRAVEL:
DESTINATION: NUMBER OF DAYS:
DEPARTURE DATE: RETURN DATE:
TRAVEL AUTHORIZATION APPROVED:
Department Head Date
PART II. Expense Report-Upon return,Submit a copy of the appropriate receipt with all requests for reimbursement other than per diems. If the original receipt is lost,worn
r non-existent,indicate that on the form below. Your signature below certifies you represent the expenses were actually incurred while conducting City business. No receipts are
needed for per diems.
SUN MON TUE WED THUR FRI SAT TOTALS
TRANSPORTATION
AIR/GROUND: $0.0
PARKING AND TOLLS:
$0.0
MILEAGE ON PERSONAL VEHICLE: $0
.00
(1019 IRS Bustmsss Mileage Rate is$0.581mile)
LODGING $0'
00
(Insert Per Diem Rates Per www.GSA.eov/yavel-
EALS >
BREAKFAST: $0.00
LUNCH: $0.00
DINNER: $0.00
REGISTRATION FEES $0'00
NCIDENTAL PER DIEM $0.00
MISCELLANEOUS $0.00
TOTALS: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
LESS TOTAL PAID DIRECTLY BY CITY $0.00
LESS TOTAL PAID VIA CITY CREDIT CARD $0.00
LESS ADVANCE: $0.00
TOTAL AMOUNT DUE: $0.00
certify that the above expenses were incurred while conducting City business. APPROVED:
Employee Date Department Head Date