(a) The following policy shall be used in providing or reimbursing Town Council members, Town Clerk-Treasurer, members of boards and commissions, appointed officials and/or Town employees for travel accommodations and expenses incurred therefor when such travel has been authorized and budgeted.

(b) Reimbursements for mileage shall be at the federal government mileage rate for the use of privately owned automobiles for official business. However, such reimbursement may be made only if motor vehicle liability insurance is carried as required by law, and demonstrates proof if requested.

Mileage claims should be submitted on a monthly basis to the Clerk-Treasurer for approval and subsequent payment. Any obligation to travel more than fifty (50) miles outside the corporate boundaries on official municipal business shall be reimbursed for actual expenses incurred, including meals and lodging, in addition to mileage as described above. Expense sheets must be itemized and supported by receipts, and submitted to the Clerk-Treasurer for approval and subsequent payment.

(c) All out-of-state travel (excluding the Chicago Metropolitan Area) shall be preapproved by the Town Manager.

(d) All registration fees up to and including three hundred dollars ($300.00) shall be pre-approved by the department head. All registration fees over and above three hundred dollars ($300.00) shall be pre-approved by the Town Manager. All registration fees for any department head, other than the Clerk-Treasurer, shall be pre-approved by the Town Manager.

(e) The cost of registration or similar fees for conferences, seminars and other similar meetings or functions related to Town affairs will be provided for or reimbursed. The approval process policy of the Town for attendance at such business events, meetings and functions will be followed, including specific approval authorization and claim docket processing. Arrangements for these affairs should be made by a designated person using a Town credit card, or by billing the individual directly. All reimbursements must be requested, submitted and documented by original detailed receipts.

(f) Travel by commercial airlines, rail service, bus, or similar common carrier mode will be provided for at the prevailing "coach" or "tourist" rate when authorized and supported by original receipts. Advanced bookings are required, when feasible, to secure the lowest rates available.

(g) Taxi fare and/or the cost of other local (public) conveyance will be provided for or reimbursed when supported by original receipts.

(h) Parking fees and tolls will be reimbursed when supported by original receipts.

(i) Town vehicles for transportation shall be used whenever necessary and practical, however, when a Town vehicle is not available the Town official may lease or rent, on a daily or weekly basis, a vehicle when authorized by the Town Council or Town Manager.

(j) Lodging shall be provided for or reimbursed when supported by original receipts in the following manner, and as approved at the direction of the Town Council. Single occupancy will be reimbursed at actual cost. Reimbursement for lodging costs shall include room costs, associated local taxes, and necessary, business-related telephone charges. One (1) personal phone call shall be allowed daily, at a reasonable expense. Any other charges made to the room are the responsibility of the Town official.

(k) Per diem allowance. In lieu of Town officials presenting itemized receipts for reimbursement by the Town, Town ordinance allows a "per diem" amount to be distributed to Town officials to offset the costs of incidental and direct travel expenses (i.e., food, transportation, gratuities, and the like) incurred by Town officials while on official Town business. Town officials who pay travel expenses with the use of "per diem" funds are not required to maintain itemized receipts showing the expenditures made while using said funds. The overnight stay "per diem" amount to be authorized by the Town Manager or the Town Council, in their discretion, shall not exceed the sum of ninety dollars ($90.00) per day with overnight stay involved. The day trip "per diem" amount to be authorized by the Town Manager or the Town Council shall not exceed the sum of fifty dollars ($50.00) per day for such day trip travel expenses, as defined, while on official Town business. "Per diem" funds shall only be used for those travel expenses authorized by the Town, and are not to be used for lodging and mileage costs.

(l) A violation of this travel policy shall constitute a violation of the Town's personnel policy ordinance with appropriate disciplinary measures to be determined by the Town Council based upon the facts and circumstances of the case and the severity of the offense.