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S-1497 - 05/23/2017 - GOVERNMENT LEGISLATION - Ordinances Supporting Documents .a ITEM 8.13.4) BOARD OF TRUSTEES MEETING VILLAGE OF SAMUEL E. DEAN BOARD ROOM OAK B R , K BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of May 23, 2017 SUBJECT: Travel Expense Ordinance FROM: Riccardo F. Ginex,Village Manager BUDGET SOURCE/BUDGET IMPACT: NA RECOMMENDED MOTION: Motion to approve Ordinance S-1497,An Ordinance Adopting a Travel Reimbursement Policy in Accordance with the Local Government Travel Expense Control Act Background/History: On July 22,2016, Governor Rauner signed Public Act 099-0604, the Local Government Travel Expense Control Act into law. This law requires all non-home rule units of local government, including municipalities, school districts, special districts and community college districts,to regulate travel expenses at the board level. Thus, every covered unit of local government must adopt a resolution or ordinance that, at a minimum, contains for following provisions: • Allowed reimbursable activities(conference attendance, travel for business meetings, etc.) • The maximum amount that the unit of local government will reimburse for travel, meal and lodging expenses, and • A standardized form for documenting travel,meal or lodging expenses, as well as "the nature of the official business"for which reimbursement is sought. This law requires all non-home rule units of local government, including municipalities, school districts, special districts and community college districts,to regulate travel expenses at the board level. Thus, every covered unit of local government must adopt a resolution or ordinance addressing travel expenses. In addition,travel, meal, or lodging expenses may not be approved unless the minimum documentation requirements have R6 BOT AGENDA Page 1 been met. This law went into effect on January 1, 2017 but we have until June 30, 2017 to adopt the ordinance. The Village already has a very stringent travel request and reimbursement procedure in place. This will codify it per the state statue. Attached is the ordinance and policy. Recommendation The Board passes the ordinance as presented. BOT AGENDA Page 2 ORDINANCE 2017-TRVL-REIMB-S-1497 AN ORDINANCE ADOPTING A TRAVEL REIMBURSEMENT POLICY IN ACCORDANCE WITH THE LOCAL GOVERNMENT TRAVEL EXPENSE CONTROL ACT WHEREAS, the Village of Oak Brook is a non-home rule unit of local government("Village"); and WHEREAS, Public Act 099-0604, effective January 1, 2017, established the Local Government Travel Expense Control Act which requires all non-home units of local government to adopt by resolution or ordinance a policy governing reimbursement of all travel, meal, and lodging expenses of officers and employees; and WHEREAS, the Village Board finds it to be in the best interest of the Village to adopt a policy in compliance with the new law. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DUPAGE AND COOK COUNTIES, ILLINOIS, as follows: SECTION 1. The above recitals are incorporated into and made part of this Ordinance. SECTION 2. The Village adopts the "Reimbursement of Travel, Meal and Lodging Expenses Policy" attached as Exhibit A. SECTION 3. All ordinances, resolutions, and regulations in conflict with this Ordinance are hereby repealed to the extent of such conflict. SECTION 4. This Ordinance is effective on and after adoption, approval and publication in pamphlet form if required by law. APPROVED THIS 23`d day of May, 2017 Gopal G. Lalmalani Village President PASSED THIS 23`d day of May, 2017 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk Ordinance 2017-TRVL-REIMB-S-1497 Adoption of Travel Reimbursement Policy Page 1 EXHIBIT A Reimbursement of Travel, Meal and Lodging Expenses Policy A. Purpose. The Village of Oak Brook ("Village") will reimburse employee and officer travel, meal, and lodging expenses incurred in connection with pre-approved travel, meal, and lodging expenses incurred on behalf of the Village. Employees and officers are expected to exercise the same care in incurring expenses for official business as a prudent person would in spending personal funds. B. Definitions. "Entertainment" includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event. "Travel" means any expenditure directly incident to official travel by employees and officers of the Village involving reimbursement to travelers or direct payment to private agencies providing transportation or related services. C. Authorized Types of Official Business. Travel, meal and lodging expenses will be reimbursed for employees and officers of the Village only for purposes of official business conducted on behalf of the Village. These include but are not limited to off- site or out-of-town meetings related to official business and pre-approved seminars, conferences and other educational events related to the employee's or officer's official duties. If you are unsure whether an expense is reimbursable, please contact the Village Manager. D. Categories of Expenses. 1. Airfare—Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. Only coach or economy tickets will be paid or reimbursed. The traveler will pay for the difference between higher priced tickets and coach or economy tickets with his or her personal funds. 2. Personal Automobiles —Mileage reimbursement will be based on mileage from the work location office to the off-site location of the official business, not from the employee's or officer's residence. When attending a training event or other off-site official business directly from an employee's or officer's residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the employee's or officer's normal commute, reimbursement will be paid based on the differential of the commute less the mileage of a normal commute to the workplace. An employee or officer will be reimbursed at the prevailing IRS mileage rate. The traveler will only be reimbursed up to the price of a coach airfare ticket if they drive to a location for which airfare would have been less expensive. Travelers attending a conference or seminar who work under a collective bargaining agreement will be covered by the language in the agreement concerning automobile travel. 3. Automobile Rentals — Travelers will be reimbursed for the cost of renting an automobile including gasoline expense only as provided in this section. Travelers using rental cars to conduct official business are required to purchase insurance through the rental agency. Car rental insurance will cover the vehicle during personal use, e.g., using the vehicle after the conference has ended. Compact or mid—size cars are required for two or fewer employees Ordinance 2017-TRVL-REIMB-S-1497 Adoption of Travel Reimbursement Policy Page 2 or officers traveling together and a full—size vehicle may be used for three or more travelers. The traveler must refuel the vehicle before returning it to the rental company. 4. Public Transportation— In the case of local training or official business where an employee or officer chooses to use public transportation, reimbursement for use of public transportation is based on mileage from the agency office to the training site (not from the traveler's residence), regardless of the transportation method chosen. When attending training or business directly from an employee's or officer's residence, no reimbursement will be made if the distance is less than the mileage of a normal commute to the workplace. If the distance is higher than the traveler's normal commute, reimbursement will paid at the differential of the commute less the mileage of a normal commute to the workplace. 5. Other Transportation — The traveler should utilize hotel shuttle service or other shuttle services, if available. If none are offered, the use of the most economic transportation is encouraged. 6. Hotel/Motel Accommodations—The traveler will be reimbursed for a standard single-room at locations convenient to the business activity. Only standard single rooms will be paid or reimbursed. The traveler will pay for the difference between higher priced rooms and a single standard room with his or her personal funds. Multiple travelers will have their own accommodations. In the event of a change in plans or a cancellation, the traveler must cancel the hotel/motel reservation so as not to incur cancellation charges. Cancellation charges will not be reimbursed by the Village unless approved by the Village Manager. 7. Meals- Meal reimbursement for breakfast, lunch and dinner is limited to a maximum amount per day of$50. 8. Vacation in Conjunction with Business Travel— In cases where vacation time is added to a business trip, any cost variance in airfare, car rental, lodging and/or any other expenses must be clearly identified on the Travel, Meal, and Lodging Expense Report form and paid by the traveler. 9. Accompanied Travel —When a traveler is accompanied by others not on official business, any lodging, transportation, meals or other expenses above those incurred for the authorized traveler will not be reimbursed by the Village. 10. Parking — Parking fees at a hotel/motel, conference center, or other site will be reimbursed only with a receipt. 11. Tolls —Tolls required for travel to and from a conference or seminar will be reimbursed only with a receipt. E. Approval of Expenses. 1. Expenses for Members of the Village Board. Travel, meal, and lodging expenses incurred by any member of the Village Board must be approved by roll call vote at an open meeting of the Village Board. The maximum allowable reimbursement for travel is $1,500. The maximum allowable for lodging is$2,500. 2. Expenses for Officials or Employees Other than Members of the Village Board. Travel, meal, and lodging expenses incurred by any official or employee, who is not a member of the Village Board, in excess of the maximum dollar amount set forth in Paragraph E.1., must be previously approved in an open meeting by a majority roll-call vote of the Village Board. The Village will not pay for spouses or guests. Ordinance 2017-TRVL-REIMB-S-1497 Adoption of Travel Reimbursement Policy Page 3 3. Advanced Expenses. Travel, meal, and lodging expenses advanced as a per diem to any employee or official of the Village must be approved by roll call vote at an open meeting of the Village Board prior to payment. Documentation of expenses must be provided in accordance with Sections C, D and F of this policy, and any excess from the per diem must be repaid. 4. Other Expenses. All other expenses that do not fall within paragraphs E.1, E.2, or E.3 are subject to the Village Manager's approval. F. Documentation of Expenses. Before an expense for travel, meals, or lodging may be approved under Section E of this Policy, the following minimum documentation must first be submitted, in writing, to the Village Manager on a Travel, Meal, and Lodging Expense form: 1. an estimate of the cost of travel, meals, or lodging if expenses have not been incurred or a receipt for the travel, meals, or lodging if expenses have already been incurred; 2. the name of the individual who received or is requesting the travel, meal, or lodging expense reimbursement; 3. the job title or office of the individual who received or is requesting the travel, meal, or lodging expense reimbursement; and 4. the date or dates and nature of the official business for which the travel, meal, or lodging expense was or will be expended. G. Non-Reimbursable Expenses. The following expenses are non-reimbursable: a. Alcoholic Beverages b. Entertainment expenses unless ancillary to the purpose of the program, event or other official business c. Late check-out and room guarantee charges d. Parking tickets or other traffic citations e. Meals for other individuals All documents and information submitted in connection with this Policy are public records subject to disclosure under the Freedom of Information Act. H. Travel, Meal, and Lodging Expense Report Form. The Village hereby adopts as its official standardized form for the submission of travel, meal, and lodging expenses the Travel, Meal, and Lodging Expense Report form attached hereto and incorporated herein as Attachment 1. Within ten (10) days after the return from travel, or in the absence of travel within ten (10) days after incurring the expense, the Board Member or Village employee must complete the Travel, Meal and Lodging Expense Reimbursement Form supported by the required documentation and submit the form to the Village Manager for approval. Any travel reimbursement submitted after ten (10) days must include an explanation of the delay. Only delays caused by reasonable circumstances will be approved for reimbursement. J Ordinance 2017-TRVL-REIMB-S-1497 Adoption of Travel Reimbursement Policy Page 4 ATTACHMENT 1 Travel, Meal,And Lodging Expense Report Form VILLAGE OF OAK BROOK INSTRUCTIONS FOR PART 1 —AUTHORIZATION TO TRAVEL FORM Complete this section for all overnight travel and forward to the Finance Director thirty,daJANTNO. �F to travel. Approval is needed for travel and travel advances. Include a descriptive broch program if available. 1. EMPLOYEE NAME: TITLE: DEPARTMENT PURPOSE OF TRAVEL: ESTIMATED EXPENSE: DESTINATION NUMBER OF DAYS—( ) Prepaid Village Other by Credit Village Card MODE OF TRAVEL DEPARTURE DATE RETURN DATE Transportation Lodging AUTHORIZATION RECOMMENDED Meals DEPARTMENT HEAD DATE Registration CERTIFICATION OF FUNDS: Miscellaneous FINANCE DIRECTOR DATE Total Estimate TRAVEL AUTHORIZED Total Prepaid or Credit VILLAGE MANAGER DATE Advance Requested INSTRUCTION FOR PART II —TRAVEL EXPENSE REPORT: Complete within five days after return and forward to Finance Director. Attach original receipts for each item. II. Expense Report SUN M6 `` TUE `` WED THU FR1 SAT Total Dates Transportation , Air Rental Vehicle Personal Vehicle Mileage Refund Bus/Train/Taxi/Subway Tolls/Parking Lodging Meals Breakfast Lunch Dinner Total Registration Fees Miscellaneous (detail below) Total Cost of Trip Less Total Paid Directly by Villae_ —Le_s_s Total_Paid via Village Credit C_and - Less Cash Advance Amount Due TO<FROM>Employee = I certify that the foregoing expenses were APPROVED: APPROVED: incurred in the conduct of Village Business EMPLOYEE DATE DEPT. HEAD DATE FINANCE DIR. DATE