1-6-1 APPLICABILITY AND AUTHORITY.
(A) All members of the County Board, County Officials, and County Employees shall comply with the procedure set forth below in order to be reimbursed for travel and living expenses, which may be incurred within or without the County of Union but must be necessary and related to the conduct of County business.
(B) Department Heads are responsible for planning the specific travel and educational needs of their departments. They shall request sufficient funds for these purposes plus the incidental daily travel needs of their departments when submitting their annual budget request. Passage of the budget by the County Board shall constitute authority to the Department Head to implement those plans. Travel expenses incurred in the conduct of County business shall be reimbursed upon submittal of proper receipts and approval by the County Board.
1-6-2 REIMBURSABLE TRAVEL EXPENSES.
(A) Expenses for the use of a private automobile shall be reimbursed at the rate per mile reimbursed to employees of the State ofIllinoisat the time the mileage is accumulated. The County Clerk shall ascertain the current reimbursement rate from time to time. This reimbursement rate shall be construed to include any and all costs for the operation of a privately owned automobile on County business, the County of Union not incurring any additional liability therefrom.
(B) The County shall reimburse parking fees and highway and bridge tolls. Requests for reimbursement of such fees shall be accompanied by receipts, where possible.
(C) Reimbursement of private automobile usage expenses must be requested in written form, which shall show the payee’s name, travel dates, net mileage, destination and purpose of the trip.
(D) All claims for reimbursement shall be subject to review and final approval by the CountyBoard.
1-6-3 REIMBURSEMENT OF LIVING EXPENSES.
(A) Personal living expenses shall be reimbursed for authorized County travel. The maximum daily allowance for three (3) meals and tips shall be Thirty-Six Dollars ($36.00). Expenses for alcoholic beverages shall not be reimbursed. Receipts shall be submitted with the reimbursement request; or
(B) The cost of meals purchased for persons, other than County Employees, shall be reimbursed if the reason for the expense is deemed to be in the best interests of the County. The reimbursement request shall indicate why and for whom the expense was incurred. Extreme discretion shall be used by all officials in granting this reimbursement.
(C) The actual cost of accommodations, excluding room service and valet service, shall be reimbursed up to a rate of One Hundred Twenty-Five Dollars ($125.00) per day. Receipts must accompany all requests for reimbursement.
(D) Special expenses of the following nature shall be reimbursed if accompanied by receipts.
(1) Stenographic, typing and copying service.
(2) Hire of special room for official business.
(3) Telephone calls.
(4) Registration fees for conferences and seminars.
1-6-4 TRAVEL ADVANCES.
(A) The County will advance to the traveler upon proper request the following:
(1) Estimated meal expense at the per diem rate of Thirty-Six Dollars ($36.00).
(2) Estimated single room rate for the number of nights expected to be stayed by the traveler.
(B) Where at all possible, the hotel expense should be paid in advance.
(C) When a traveler receives an advance expense check, the amount so advanced will be set up on an individual account receivable from the traveler. After five (5) working days, the traveler must turn in all receipts and settle his account with the County. If the traveler owes the County, he must submit payment immediately or the County will deduct any such debt from the payroll check of the traveler.
1-6-5 REIMBURSEMENT REQUESTS.
(A) Reimbursement of private automobile usage expenses must be requested on an approved form, which shall show the payee’s name, trip dates, net mileage, destination, and purpose of the trip. The form must be approved by the department head prior to the trip.
(B) Claims for travel expense reimbursement shall be submitted on an approved form, which shall show date and destination, transportation expenses other than private automobile usage expense, meals, lodging, and information about the purpose of the travel and guest meals. Expenses which were prepaid by the County, such as fares and registration fees, shall be deducted in order to arrive at a net reimbursement amount. Receipts for all expenses must be signed by the individual and approved by the department head before any claims may be paid.
(C) All claims for reimbursement shall be examined by the appropriate committee(s) of theCountyBoard.
(D) All claims for reimbursement shall be subject to review and final approval by theCountyBoard.
1-6-6 VEHICLE USE POLICY.
(A) Certain employees may be required by the County Board and/or certain Department Heads to have take-home County vehicles for the purposes of being on twenty-four (24) hour call in order to ensure efficiency and public safety.
(B) Take-home County vehicles used by such employees shall be used only for commuting, official use and de-minimous personal use, as defined by the Internal Revenue Service.
(C) Employees required to use take-home County vehicles shall be required to include in their wages such income from the use of County vehicle property based upon the “Commuting Rule” of determining value, as established by the IRS. Under this rule, the value of property provided to the employee for commuting purposes only is determined by multiplying each one-way commute by One Dollar Fifty Cents ($1.50), regardless of the length of commute. This method will be used to determine the extent to which income is included in the employees’ wages. Such wages shall be reported by the department heads of such affected employees to the County Treasurer for inclusion on those employees’ W-2 or 1099 forms.
(D) Affected employees shall be required to sign a vehicle use policy (attached hereto as “Exhibit A”) listing the requirements and prohibited uses of take-home County vehicles.
1-6-7 RISK MANAGEMENT GROUP. The County does hereby establish the Southern Illinois County Risk Management Group as its provider.