HomeMy Public PortalAboutResolution 1117RESOLUTION NO. 1117
A RESOLUTION AMENDING THE PERSONNEL RULES AND
REGULATIONS, COMMONLY KNOWN AS THE EMPLOYEE HANDBOOK
FOR THE VILLAGE OF PLAINFIELD.
WHEREAS, the President and Board of Trustees of the Village of Plainfield adopted
Personnel Rules and Regulations commonly known as the Employee Handbook for the
Village of Plainfield on November 3, 1986;
NOW, THEREFORE, BE IT RESOLVED BY THE PLAINFIELD BOARD OF TRUSTEES
OF THE VILLAGE OF PLAINFIELD, WILL COUNTY, ILLINOIS, as follows:
SECTION 8.4 MEAL EXPENSES shall be amended to read "Employees who are
engaged in official Village business outside the Village will be reimbursed far the actual
casts (receipts required) of any meals consumed while engaged in such duties, not to
exceed $24.00 daily".
This resolution shall be effective August 21
Passed this 2lstday of Asst
1995.
1995.
Village C rk
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Village President
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MEMO TO: DAVID VAN VOOREN,
ADMINISTRATOR
FROM: DONALD BENNET
POLICE CHIEF
DATE: AUGUST 7, 1995
SUBJECT: PERSONNEL MANUAL (Section 8.4)
This memo is a request for review of Section 8.4 (Meal Expense) of our Village's
Personnel Rules and Regulations handbook. This section (the dollar amount) has not been
adjusted in over six years.
Staff is requesting that you review this section either yourself or with the Ways and
Means Committee, to determine an appropriate dollar allowance for Village employees.
Currently, union officers are afforded the State of Illinois rate of $4.50 for
breakfast, $4.50 for lunch and $15.00 far dinner for a total of $24.00 per day.
DEB/kj
cc: file
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VID: TRA~SL EXPENSES
8.1 Personal Vehicle
Whenever an employee is authorized by the department head or Village Administrator
to use a .personal vehicle in the performance of official Village duties, the employee
shall be compensated in accordance with prevailing Federal I.R.S. regulations.
Reimbursable uses include: the use of a personal vehicle to attend out-of-town
functions, training sessions, and meetings when such functions are a requirement of
the employee's jab or are deemed desirable by the department head or Village
Administrator. Each employee shall be responsible for recording his mileage on a
mileage sheet provided by the Village and turn that sheet into the department head on
a monthly basis.
8.2 Out-~of-Town Travel
All travel on Village business outside an area of 300 miles of Plainfield shall be by air
(economy fare), unless the Village Administrator authorizes another mode of
transportation.
For travel inside an area of 300 miles of Plainfield, the employee will be provided
with transportation expenses for the mode of travel approved by the Village
Administrator (train, Village vehicle, personal vehicle, etc.). Any out-of-pocket
expenses such as tolls, emergency repairs shall be reimbursed upon presentation of
receipts.
8.3 ~~
Employee's lodging expenses will be covered while traveling an Village business,
however, employees are expected to be reasonable in selection of accommodations.
8.4 Meal Expenses
Employees who are engaged in official Village business outside the Village will be
reimbursed for the actual costs (receipts required) of any meals consumed while
engaged in such duties, not to exceed $15.00 daily.
-21-
ATTENTION: Chiefs and Sheriffs, the following instructions must be adhered to for timely processing of
claims and to avoid loss of reimbursement. Submit claim upon completion of course. qo not hold until the end
of the fiscal year.
INSTRUCTIONS POR COMPLETING THIS FORM "B"
1.Form must be submitted promptly after a course has been completed.
2.5ubmit original and one copy. Original ink signatures required. No stamped copies.
3.Check and re-check your calculations. Make certain they are correct.
4.Tuition costs differ from facility to facility and from commuter rate to in-residence rate. Select proper tuition.
5.Food and lodging are usually provided as a part of the registration fee for in-residence student.
6.Costs which are underwritten by funds from any other sources are not to be included as part of this claim.
7.Claims for meals are not to exceed state allowances: $4.50 for breakfast; $4.50 for lunch; $15.00 for
dinner. Total of $24.00.
8.Lodging not to exceed $50.00 per day, plus tax, except in Ghicago Metropolitan area (Counties of Cook,
WiII, DuPage, Kane, McHenry and Lake) not to exceed $60.00 per day, plus tax. Obtain lower rate ii
possible.
9.Lodging receipts are required (not meal receipts) and should be submitted as an attachment to the
claim form.
10.Salary cost is hours of course times the fixed rate of $10.50.
11.Transportation costs: Maximum of 25 cents per mile, or actual bus or train fares where this does not
exceed mileage cost via auto.
12.Mileage is a vehicle service allowance, not an individual allowance for each officer. Car pools should be
used where feasible.
13.Daily round trip mileage allowed for commuter students except those who live in same city where
training is given.
14.~ne round trip only allowed for in-residence student when tuition fee includes food and housing on a 7
day-a-week basis.
i5.Reimbursement can be claimed only for full time officer.
Payment of Claims
The Training Act states:'The Board, each year shall reimburse the local governmental units participating in the
training program in an amount equaling one half of the total sum paid by them during the state's previous fiscal
year for tuition at training schools, salary of trainees while in school, necessary travel expenses, and room and
board for each trainee" If it should happen that the total claims exceed the appropriation for a particular fiscal year
then each claim is paid on a pro-rate basis in accordance with the provisions of the Police Training Act.
ALL CLAIMS FOR TRAINING COMPLETED DURING THE FISCAL YEAR (JULY 1st to JUNE 30th)
MUST BE RECEIVED AT BOARD'S OFFICE NO LATER THAN JULY 15th EACH YEAR.
CLAIMS RECEIVED AFTER JULY 15th WILL
NOT BE AUTHORIZED FOR REIMBURSEMENT
John E. Peterson
• PRESIDENT
TRUSTEES
Jeffrey Dement
VILLAGE OF PLAINFIELD Jack Heimerdinger
Michael Lambert
WILL COUNTY'S OLDEST COMMUNITY Richard Rock
Raymond Smvlich
Kurt Stalzer
Susan Janik
TO: JOHN PETERSON, VILLAGE PRESIDENT VILLAGEGLERK
BOARD OF TRUSTEES
V ~~.
FROM: DAVID P. VAN VOOREN, VILLAGE ADMINISTRATOR
DATE: AUGUST 9, 1995
RE: TRAVEL EXPENSES
BACKGROUND:
~s you are aware, the Village Board has adapted a Personnel Manual which establishes the
procedures used for the administration of all full-time and part-time Village Employees.
From time to time the Board has reviewed the manual and where appropriate makes
changes to reflect current personnel practices. I am suggesting that we change the current
rate for Meal Expenses, Section 8.4, copy attached, at this time. The manual states a daily
maximum of $15.00, which I am suggesting the Village Board amend to $24.00. I have
based the $24.00 maximum on the current State Police training fees outlined in the
attachment.
RECOMMENDATION:
Staff recommends that the Village board approve the attached Resolution which will amend
the Village of Plainfield Personnel Rules and Regulations regarding Meal Expenses to a daily
maximum of $24.00.
DPV/smj
1400 NORTH DIVISION STREET • PLAINFIELD, ILLINOIS 60544 • (815) 436-7093 • F2ix (815) 436-1950