Code of Ordinances

of Union County, Illinois.

Ordinance Chapter: Article VI - Travel and Living Expenses

The Coun­ty does here­by estab­lish the South­ern Illi­nois Coun­ty Risk Man­age­ment Group as its provider.

(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.

(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.

(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.

(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.

(A) Expens­es for the use of a pri­vate auto­mo­bile shall be reim­bursed at the rate per mile reim­bursed to employ­ees of the State of Illi­nois at 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.

(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.