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Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Thursday, June 20, 2024  |  9 am – 9 pm

Monday – Thursday: 9 am – 9 pm
Friday: 9 am – 6 pm
Saturday: 9 am – 5 pm
Sunday: 1 – 5 pm

Policies govern many aspects of Glen Ellyn Public Library and are approved by Board of Trustees. The Board of Trustees may modify or amend these policies at any time.

Benefits and Services Policy

Last Revised: January 15, 2024

Paid Holidays

The following days or partial days on which the library is closed are paid holidays as detailed below:

  • New Year’s Day
  • Easter Sunday (4 hours)
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Eve (4 hours)
  • Thanksgiving Day
  • Christmas Eve
  • Christmas Day
  • New Year’s Eve (4 hours)

The library also recognizes the following days as “floating holidays:”

  • Veteran’s Day
  • President’s Day
  • Juneteenth

The library is open to the public on all three days, but holiday compensation is provided to qualified employees.

Full-time Employees

Subject to the restrictions listed below, full-time employees will be compensated for all listed holidays.

Employees working a full time schedule are eligible to receive 88-92 hours of holiday time each year, dependent upon whether or not they are scheduled to work Sundays on a regular basis.

If a holiday falls on a full-time staff member’s regularly scheduled day off, they will receive additional vacation time equivalent to the holiday pay for full-time employees.

All full-time employees scheduled to work on Sundays will be granted a four-hour paid holiday for Easter Sunday.

For the “floating holidays” of Veteran’s Day, Juneteenth, and President’s Day, the library will add one day each to the full-time employee’s vacation time.

In pay periods when the library closes early for a paid holiday, full time staff must adjust their schedules so that their work time plus paid holiday or vacation time equals 80 hours.

Part-time Employees

All part-time employees working 20 hours or more per week and regularly scheduled to work on Sundays will utilize 87 hours holiday time as their base for calculation; all other part-time employees scheduled to work 20 hours or more per week will use 83 hours.

Paid holidays are earned on a pro-rated basis as the benefits year progresses. The following formula is used to calculate an employee’s annual paid holiday hours:

Normal Two-Week Pay Period Hours / 75 X (87 or 83 as defined above) = Annual Holiday hours

Part-time employees may take earned holiday time at any time during the year, subject to the approval of the employee’s supervisor.

Unused holiday time is subject to the same carryover restrictions as vacation time, detailed below.

Part-time Employees Working Less than 20 Hours Weekly / Seasonal Employees

Part-time and seasonal employees working less than 20 hours per week are not entitled to paid holiday time.

Vacation Leave

Full-Time Employees
Full-time employees are entitled to 20 days / 160 hours of paid annual vacation leave

Part-time Employees Scheduled 20 or More Hours Weekly
Part-time employees working an average of twenty (20) or more hours per week annualized are entitled to Normally Scheduled Weekly Hours times 4 hours of paid annual vacation leave.

Calculating Paid Vacation Leave
Eligible staff members earn paid vacation leave from the date of their employment.

Vacation leave accrues on a prorated monthly basis, at the conclusion of each full month of employment.

Taking Vacation Leave
Vacation leave may be taken as earned.

A new employee may take earned vacation leave after three months.

Granting of vacation leave is subject to the service needs of the library and the approval of the Library Director and/or the employee’s Department Head.

Vacation leave is to be taken in increments of at least one half (1/2) hour.

Accumulation of Vacation Leave
An employee may accumulate no more than the equivalent of 2 weeks accumulated vacation at the end of the calendar year. Any vacation carried over from the previous year must be used by June 30th of the following year.

Compensation for Unused Vacation Leave
Upon termination of employment with the library, all unused vacation leave will be paid to the employee.

Vacation Accumulation During Unpaid Leave
Vacation leave does not accrue while an employee is on unpaid leave.

Sick leave

The purpose of sick leave is to provide protection for employees when they or members of their immediate family are ill, or to meet medical / dental appointments.

Eligibility and Rate of Accumulation

Sick leave benefits are provided for full-time employees and for part-time employees who are scheduled to work a minimum average of twenty (20) hours per week annually.

Full-time employees are granted 10 days or 75 hours of sick time every twelve months.

The following formula is used to calculate a part-time employee’s annual paid sick leave:

Normally Scheduled Weekly Hours X 2 = Annual Paid Sick Leave

Sick leave is earned on a prorated monthly basis starting with the first full month of employment.

Limits of Accumulation and IMRF Retirement Benefit

Unused sick leave may be carried over and accumulated to a maximum of 240 workdays.

Based on prevailing Illinois Municipal Retirement Fund policy at the time of retirement, if an employee retires from the Glen Ellyn Public Library, ALL unused sick leave will be included as part of the final IMRF retirement calculation.

Except for this additional IMRF benefit, employees will not be compensated for unused sick leave when they leave the library’s employment.

Calculation

Full day absences are calculated as 7.5 hours for full-time employees.

For part-time employees a full day’s absence is calculated as the scheduled number of hours to be worked the day of the absence unless some or all of the time is made up during the same pay period with the approval of the department head.

Sick leave may be taken in increments of one half (1/2) hour for all employees.

Appropriate Uses

Sick leave may be used for:

Illness of the employee

Medical and dental appointments which cannot be made outside of working hours

Care of members of the employee’s immediate family (child, spouse, parent, sibling, grandparent, grandchild, step parent, aunt, uncle, in-laws of the same degree) who are ill.

Scheduling of medical and dental appointments is subject to the approval of the Department Head.

Notification

Sick leave benefits will be contingent upon prompt notification to the employee’s direct supervisor. Except in emergency situations, prompt notification is defined as notifying the appropriate supervisor within the two (2) hour period preceding the start of the scheduled work time.

Any employee using sick leave may be required to provide verification of the necessity for such leave. The sufficiency of any verification shall be determined by the Department Head. A doctor’s note and/or a doctor’s authorization to return to work may be required.

All accidents involving employees during working hours or while on library premises must be reported as soon as possible to the Department Head and Business Manager.

Other Paid Leave

All employees, including seasonal and temporary, working less than 20 hours per week, will earn 25 hours of paid leave on January 1st. Employees are eligible to begin taking leave 90 days after their employment begins, and leave may be taken for any reason. The library requires advance notice when the leave is foreseeable.

Paid leave does not carry over and must be used during the course of the calendar year in which it was granted.

Upon termination with the library, any unused paid leave does not get paid to the employee.

Personal Leave

All employees working more than 20 hours per week can earn paid personal leave. Based on years of service, employees receive the following paid personal days:

0-5 years: 1 day
5-10 years: 2 days
10-15 years: 3 days
15-20 years: 4 days
20+ years: 5 days

Personal leave is prorated for part time employees working more than 20 hours per week and based on normally scheduled hours in a pay period.

Personal leave may be taken in increments of one hour.

Personal leave does not carry over and must be used during the course of the calendar year in which it was granted.

Jury Duty

Upon submission of proof of service, employees shall receive full pay for time spent serving on jury duty not to exceed two full weeks.

Bereavement Leave

Eligible full time and part time employees receive up to three (3) days paid bereavement leave for a death in the immediate family. In the case of this policy, immediate family includes spouse, parent, sibling, grandparent, grandchild, aunt, uncle, and in-laws of the same degree. In exceptional circumstances, other close relative, or individuals with a significant impact on the employee may be considered for bereavement leave.

If needed, additional paid leave may be charged against the employee’s vacation or sick leave allowance.

An employee may take unpaid leave with the prior approval of the Library Director.

Extended Bereavement Leave Act (EBLA)

The new Illinois Child Extended Bereavement Leave Act (CEBLA) becomes effective January 1, 2024. CEBLA defines a “child” to include biological, adopted, foster, and stepchildren, along with legal wards and children of people legally serving in place of a parent (in loco parentis).

Employees will be granted up to six (6) weeks of unpaid leave for the loss of a child. CEBLA leave may be taken in a single, continuous period or intermittingly in increments of no less than four (4) hours. However, CEBLA leave must be completed within one (1) year after the employee notifies the library of the loss.

The library may require advance notice of the employee’s intention to take CEBLA leave and reasonable documentation. When an employee returns from CEBLA leave, they are entitled to be restored to a position of employment held by the employee when the leave commenced or to be restored to an equivalent position.

Paid Parental Leave

Glen Ellyn Public Library is committed to supporting its employees during significant life events, including the birth, adoption, or fostering of a child. This Parental Leave Policy outlines the provisions for paid and unpaid parental leave to ensure that employees can balance their work responsibilities with their family needs. This policy will run concurrently with Family and Medical Leave (FML) as applicable.

All full-time and part-time employees who have completed at least one year of continuous service with the Glen Ellyn Public Library are eligible for parental leave. This policy applies to birth parents, adoptive parents, and employees fostering a child. Seasonal and temporary employees are not eligible.

Amount, Time Frame, and Duration

Eligible staff members will receive a maximum of eight (8) weeks of paid parental leave per birth, adoption, or placement of a child/children. The fact that a multiple birth, adoption, or placement occurs (e.g., the birth of twins or adoption of siblings) does not increase the eight week total amount of paid parental leave granted for that event.

Paid parental leave is compensated at the staff member’s current regular rate of pay based on the staff member’s regularly scheduled weekly hours. Paid parental leave will be paid on regularly scheduled pay dates.

Paid parental leave can be taken intermittently but should be taken in full week increments where possible. Approved paid parental leave may be taken at any time during the twelve-month period immediately following the birth, adoption, or placement of a child with the staff member.

Any unused paid parental leave will be forfeited at the end of the twelve month time frame.

Upon separation of employment, the staff member will not be paid for any unused paid parental leave for which they were eligible.

Coordination with Other Policies and Benefits

After the paid parental leave is exhausted, the remainder of the leave can be compensated through staff members’ applicable paid time off. Upon exhaustion of applicable paid time off, any remaining leave will be unpaid leave. Please refer to the Family and Medical Leave Act (FMLA) policy for further guidance.

The library will maintain all benefits for staff members during the paid parental leave period just as if they were taking any other leave. If a holiday occurs while the staff member is on paid parental leave, such a day will be charged to holiday pay.

Employees are to provide reasonable advance notice (30 days when possible) to their supervisor and the Finance/HR Director before commencing parental leave. Additionally, employees must submit appropriate documentation (birth certificate, adoption papers, etc.) to verify the reason for leave.

At the end of parental leave, employees are guaranteed to return to their previous position or an equivalent position with the same pay and benefits. The library will make reasonable accommodations to facilitate a smooth transition back to work.

During both paid and unpaid parental leave, employees will continue to receive their healthcare benefits as per the library’s policy. However, employees on unpaid leave are responsible for covering their share of the benefit premiums.

The library provides a designated lactation room for nursing parents to express breast milk. This room is equipped with appropriate facilities and privacy to ensure a comfortable and supportive environment.

Glen Ellyn Public Library is committed to the well-being of its employees and recognized the importance of supporting them during the transition to parenthood. This Parental Leave Policy reflects our dedication to creating a family-friendly work environment.

Family and Medical Leave

Library employees may be eligible for leave under the Family and Medical Leave Act of 1993 (FMLA)

An employee must be employed by the library for at least twelve months and worked at least 1,250 hours during the twelve months prior to the start of the leave.

FMLA leave may be used for any of the following events:

  • The birth and/or care of a newborn child of the employee
  • Placement of a child for adoption or foster care with the employee
  • To care for the employee’s spouse, child or parent with a serious health condition
  • A serious health condition that makes the employee unable to perform the functions of the employee’s job

Employees may not be granted an FMLA leave to gain employment or work elsewhere, including self-employment. If an employee misrepresents facts in order to be granted an FJLA leave, the employee may be subject to immediate termination.

Definitions

“12-Month Period” – means a rolling 12-month period measured backward from the date leave is taken and continuous with each additional leave day taken.

“Spouse” – does not include unmarried domestic partners. If both spouses work for the library, their total leave in any 12-month period may be limited to an aggregate of 12 weeks if the leave is taken for either the birth or placement for adoption or foster care of a child or to care for a sick parent.

“Child” – means a child either under 18 years of age, or 18 years of age or older who is incapable of self-care because of a mental or physical disability. An employee’s “child” is one for whom the employee has actual day-to-day responsibility for care and includes a biological, adopted, foster or step-child.

“Serious Health Condition” – means an illness, injury, impairment, or a physical or mental condition that involves:

Inpatient care; or

Any period of incapacity requiring absence from work for more than three consecutive calendar days AND that involves continuing treatment by a health care provider; or

Continuing treatment by a health care provider for a chronic long-term health condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days; or

Prenatal care by a health care provider

“Continuing Treatment” – means:

Two or more visits to a health care provider; or

Two or more treatments by a health care practitioner on referral from, or under the direction of a health care provider; or

A single visit to a health care provider that results in a regimen of continuing treatment; or

In the case of a serious, long-term or chronic condition or disability that cannot be cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider.

Coverage and Eligibility

To be eligible for family/medical leave an employee must:

  • Have worked for the library for at least 12 months, not necessarily consecutively; and
  • Have worked at least 1250 hours over the previous 12 month period.
Intermittent or Reduced Leave

An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule to care for an immediate family member with a serious health condition or because of a serious health condition of the employee when “medically necessary.”

“Medically necessary” means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule.

The employee may be required to transfer temporarily to a position with equivalent pay and benefits that better accommodates recurring periods of leave when the leave is foreseeable based on scheduled medical treatment.

An employee may take leave intermittently or on a reduced leave schedule for birth or placement for adoption or foster care of a child only with the employer’s consent.

For part-time employees and those employees who work variable hours, the family and medical leave entitlement is calculated on a pro rata basis. A weekly average of the hours worked over the 12 weeks prior to the beginning of the leave should be used for calculating the employee’s normal workweek.

Substitution of Paid Vacation and Sick Time

An employee will be required to substitute accrued paid vacation time for any part of a family/ medical leave taken for any reason.

When an employee has used accrued paid vacation time for a portion of family/medical leave, the employee may request an additional period of unpaid leave to be granted so that the total of paid and unpaid leave provided equals 12 weeks.

An employee may be required to use accrued sick leave for all or a portion of medical leave.

Notice Requirement

An employee is required to give 30 days notice to the library in the event of a foreseeable leave. A “Request for Family/Medical Leave” form should be completed by the employee and returned to the Business Services Department. In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable, usually verbal notice within one or two business days of when the need for leave becomes known, followed by a completed “Request for Family/Medical Leave” form.

If an employee fails to give 30 days notice for a foreseeable leave with no reasonable excuse for the delay, the leave will be denied until 30 days after the employee provides notice.

Medical Certification

For leaves taken because of the employee’s or a covered family member’s serious health condition, the employee must submit a completed “Physician or Practitioner Certification” form and return the certification to the Business Services Department. Medical certification must be provided by the employee within 15 days after requested, or as soon as is reasonably possible.

The library may require a second or third opinion (at its own expense), periodic reports on the employee’s status and intent to return to work, and a fitness-for-duty report to return to work.

All documentation related to the employee’s or family member’s medical condition will be held in strict confidence and maintained in the employee’s medical records file.

Effects on Benefits

An employee granted a leave under this policy will continue to be covered under the library’s group health insurance plan, life insurance plan and long-term disability plan under the same conditions as coverage would have been provided if the employee had been continuously employed during the leave period.

Employee contributions will be required either through payroll deduction or by direct payment to the library. The employee will be advised in writing at the beginning of the leave period as to the amount and method of payment. Employee contribution amounts are subject to any change in rates that occurs while the employee is on leave.

If an employee’s contribution is more than 30 days late, the library may terminate the employee’s insurance coverage.

If the library pays the employee contributions missed by the employee while on leave, the employee will be required to reimburse the library for delinquent payments (on a payroll deduction schedule) upon return from leave. The employee will be required to sign a written statement at the beginning of the leave period authorizing the payroll deduction for delinquent payments.

If the employee fails to return from unpaid family/medical leave for reasons other than (1) the continuation of a serious health condition of the employee or a covered family member or (2) circumstances beyond the employee’s control (certification required within 30 days of failure to return for either reason), the library may seek reimbursement from the employee for the portion of the premiums paid by the library on behalf of the employee (also known as the employer contribution) during the period of leave.

An employee is not entitled to seniority or benefit accrual during periods of unpaid leave but will not lose anything accrued prior to leave.

Job Protection

If the employee returns to work within 12 weeks following a family/medical leave, the employee will be reinstated to his/her former position or an equivalent position with equivalent pay, benefits, status, and authority.

The employee’s restoration rights are the same as they would have been had the employee not been on leave. Thus, if the employee’s position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave.

If the employee fails to return within 12 weeks following a family/medical leave, the employee will be reinstated to the employee’s same or similar position, only if available, in accordance with applicable laws. If the employee’s same or similar position is not available, the employee may be terminated.

Victims’ Economic Security and Safety Act

Eligible employees may use unpaid victims’ economic and security and safety leave for up to 12 weeks per 12-month period for any one or more of the following reasons:

  • Seeking medical attention for, or recovering from physical, or psychological injuries caused by domestic or sexual violence to the employee or the employee’s family or household member; or
  • Obtaining services from a victim services organization for the employee or the employee’s family or household member; or
  • Obtaining psychological or other counseling for the employee or the employee’s family or household member; or
  • Participating in safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee’s family or household member from future domestic or sexual violence or ensuring economic security; or
  • Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee’s family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic or sexual violence.
Definitions

“12-Month Period” – means a rolling 12-month period measured forward from the date leave is taken and continuous with each additional leave day taken.

“Family or Household Member” – means a spouse, parent, son, daughter, and persons jointly residing in the same household.

“Parent” – means the biological parent of an employee or an individual who stood in loco parentis to an employee when the employee was a child.

“Son or Daughter” – means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is under 18 years of age, or is 18 years of age or older and incapable of self-care because of a mental or physical disability.

Coverage and Eligibility

Both full and part-time employees are eligible to apply for this leave.

Intermittent or Reduced Leave

An employee may take leave intermittently (a few days or a few hours at a time) or on a reduced leave schedule.

Substitution of Paid Time Off/Family/Medical Leave

An employee may elect to substitute accrued paid vacation, sick or personal time for any part of victims’ economic security and safety leave. Such a substitution will not extend the 12-week period.

When the employee’s need for the leave also qualifies as family/ medical leave pursuant to the Family and Medical Leave Act (FMLA), or for short-term or long-term disability, these leaves may run concurrently with leave taken pursuant to this policy. Unpaid leave taken pursuant to the FMLA during any 12 month period will count against the 12 week allowance of unpaid leave permitted under VESSA.

Notice Requirement

An employee is required to give 48 hours’ notice to the library in the event of a foreseeable leave. In unexpected or unforeseeable situations, an employee should provide as much notice as is practicable – usually verbal notice within one or two business days of when the need for leave becomes known.

Certification

For leaves taken pursuant to this policy, the employee may be required to submit a certification demonstrating the need for leave. The certification must be provided by the employee as soon as reasonably possible, but in most cases, within 15 days after requested.

The certification requirement may be satisfied by the submission of a sworn statement from the employee and one of the following:

  • Documentation from a victim services organization, attorney, clergy, or medical or other professional from whom the employee or the family/ household member has sought assistance from in addressing domestic or sexual violence and/ or its effects.
  • A police or court record; or
  • Other corroborating evidence

All documentation related to the employee’s need for the leave pursuant to this policy will be held in strict confidence and will only be disclosed as required/ permitted by law.

Effect on Benefits

During an approved VESSA leave, the library will maintain your health benefits, as if you continued to be actively employed. If paid leave is substituted for unpaid VESSA leave, the library will deduct your portion of the health plan premium as a regular payroll deduction. If you leave is unpaid, you must pay your portion of the premium during the leave. Your group health care coverage may cease if you premium payment is more than 30 days late. If you do not return to work at the end of the leave, premiums paid by the library for maintaining coverage during your unpaid leave, unless you cannot return to work because of the continuation, recurrence, or onset of domestic or sexual violence or other circumstances beyond your control.

Job Protection

If you wish to return to work at the expiration of your leave, you are entitled to return to your same position, or to an equivalent position with equal pay, benefits and other terms and conditions of employment. If you take leave because of your own medical condition, you are required to provide medical certification that you are fit to resume work. You may obtain return to Work Medical Certification forms from the Business Office. Employees failing to provide the Return to Work Medical Certification Form will not be permitted to resume work until it is provided.

Reasonable Accommodations

The library supports the Victims’ Economic Security and Safety Act and will attempt to provide reasonable accommodations for people who are entitled to protection under this Act, unless such accommodations would present an undue hardship for the library.

Reasonable accommodation applies to applicants and employees and may include adjustment to a job structure, workplace facility, or work requirement, transfer, reassignment, or modified schedule, leave, a changed telephone number or seating assignment, installation of a lock, or implementation of a safety procedure in response to actual or threatened domestic or sexual violence.

A qualified individual is an individual who, but for being a victim of domestic or sexual violence or with a family or household member who is a victim of domestic or sexual violence, can perform the essential functions of the employment position that such individual holds or desires. Should you wish to request a reasonable accommodation pursuant to this policy you should contact your Department Manager.

Military Leave

All employees who are called for military training or service shall be granted a leave of absence without pay from their positions, as is required by law. Employees may use accrued paid time, as appropriate, for such leave.

Other Extended Leave

The library abides by the Family and Medical Leave Act of 1993. An unpaid leave of absence does not replace or extend FMLA. In no case shall an Unpaid Leave of Absence exceed 12 weeks in a rolling 12-month period measured backward. The following policy applies to those leaves of absence not covered by FMLA.

The Library Director may grant an unpaid leave of absence to probationary employees. The granting of such leave is at the sole discretion of the Library. The granting of an extended leave of absence is non-presidential and non-binding.

The staff member’s written petition for leave shall be considered by the Library Director in conjunction with reports from the Department Head regarding the impact on the library of granting such leave.

An employee’s position cannot be guaranteed upon return from such leave.

Any qualifying accrued paid leave time will run concurrently with any unpaid leave time. (Meaning all qualifying accrued vacation, personal, holiday, sick etc. will be paid until it is exhausted during the unpaid leave of absence.)

Vacation, holiday, and sick leave credit may not be earned during an unpaid leave of absence.

Holidays which fall on an unpaid leave of absence day are not paid. If the employee takes more than 15 days of unpaid leave of absence in a calendar month, and wishes to continue health and life insurance, the employee must pay the premiums for that month.

Requests for extension of leave must be made in writing to the Director before the date agreed upon for the employee to return to work. Failure to return to work on the agreed date, will be considered as voluntary termination.

Professional Development of Staff

Glen Ellyn Public Library supports the growth and development of its staff through a broad range of learning opportunities. Priority is placed on learning activities directly related to the employee’s job. Staff members are to take the initiative to develop their professional skills in order to make a meaningful contribution to the goals of the library.

Participation in conferences on a local or national level allows employees the opportunity to network with their peers and keep abreast of changes in their field. The library supports activities such as committee participation, presenting or moderating a program and attending exhibits to learn about new products and services. Determining which committees are appropriate for a particular employee should be a joint effort between the employee and the department head. An employee must work a minimum of 8 hours per week in a position related to the requested activity.

Funds for professional development must be requested when the Department Head is planning the budget for the coming fiscal year. All staff must submit their requests through their department head. Eligibility to attend a national conference is granted on a rotational basis. Specific allocations are made for travel, conferences, dues, journals, electronic devices, and professional activities that further the professional growth of the individual. These requests must be submitted to the department head for written approval.

Employees are paid for their time spent traveling to and attending a conference, or workshop. Employees should work out their time away at conferences with their department head, in order to accommodate the department’s schedule. The hours charged for a conference should be time spent productively.

Transportation is covered per the maximum reimbursable schedule currently held in the Business Office, and the most economical choices should be made. Mileage will be reimbursed at the current rate established by the Internal Revenue Service only if it is the most economical choice.

Lodging will be reimbursed at the maximum per the current GSA Per Diem Rates. Meals are reimbursed for breakfasts, lunches and dinners related to a conference per the current GSA Per Diem Rates. The library will cover penalty fees when changes or cancellations result from family emergencies, workplace demands or other emergency circumstances. It is the responsibility of the employee to notify the department head and the business office, if they are not able to attend a planned function.

Staff meetings for information and training purposes are held periodically.

Attendance at staff meetings is mandatory and shall be compensated at an employee’s normal hourly wage rate.

When filling out forms for reimbursements, the following forms should be used:

Permissible Travel Expenses

The maximum reimbursable rates for travel are set forth as follows:

Maximum Reimbursable Rates for Transportation
Air Travel: Lowest reasonable rate (coach)
Auto: IRS standard mileage rate
Rental Car: Lowest reasonable rate (midsize)
Rail or Bus: Lowest reasonable rate and cost shall not exceed airfare
Taxi, Shuttle, Rideshare, or Public Transportation: Actual reasonable rate

Maximum Reimbursable Rates for Meals
Breakfast: Per Diem Rates at www.gsa.gov
Lunch: Per Diem Rates at www.gsa.gov
Dinner: Per Diem Rates at www.gsa.gov

Maximum Reimbursable Rates for Lodging
Inside/Outside Illinois: Per Diem Rates at www.gsa.gov

The following expenses shall not be reimbursable:

  • Alcoholic Beverages
  • Entertainment Expenses including, but not limited to: shows amusement parks, 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 Expense Reimbursement Request Form

Before an expense for travel, meals, or lodging may be approved under the Glen Ellyn Public Library’s policy, the following minimum documentation must first be submitted, in writing, to the individual’s direct supervisor for approval, and then the Business Office for reimbursement.

The name of the individual who received or is requesting the travel, meal, or lodging expense and the individual’s job title or office.

Name:
Job Title/Office :

The date or dates and nature of the official library business in which the travel, meal, or lodging expense was or will be expended. Please attach supporting documentation describing the nature of the official library business event or program.

__________________________________________ ________________________________

Name of Event or Program Date(s) of Event or Program

__________________________________ ________________________________

Location of Event or Program Purpose of Event or Program

You may also provide such other documentation as would assist the Board of the Glen Ellyn Public Library in considering your request for reimbursement. In the discretion of the Board of the library, additional documentation relevant to the request for reimbursement may be required prior to action by the Library Board with respect to the reimbursement request.

When requiring reimbursement for travel, please use the following request form:

Reimbursement Request

Request Date:
Account Number:
Name of Event or Program, if Applicable:
Total Requested:
Person Making Request:
Description of Goods / Services or reason for travel including location and dates:
Department Head Signature:
Date:

ATTACH ALL INVOICES, RECEPTS OR DRIVING DIRECTIONS TO FORM

Staff Privileges

All staff members are eligible for a Glen Ellyn Public Library card. Staff library cards are only to be used at Glen Ellyn Public Library. Staff visiting other libraries should use their home library card, or in the case of staff who are Glen Ellyn residents, use a separate Glen Ellyn Public Library card.

All personal materials must be checked out at the Library Services desk or at a self-check machine, and all materials that leave the library must be checked out. Checking out or renewing one’s own personal materials, or leaving the library premises with materials that have not been checked out is a serious violation of library policy and may result in disciplinary procedures.

Employees who fail to return library materials that have been checked out or otherwise removed may be subject to disciplinary procedures and / or be suspended from the work schedule until the matter is resolved.

Staff members are exempt from payment of fines providing that the privilege is not abused.

Education Assistance

Glen Ellyn Public Library encourages employees to further their education and training in work-related areas and may provide employees with financial support to do so. Such courses should be taken from approved institutions of learning, such as accredited colleges, universities, secretarial and trade schools. A course is a formal academic activity in which a grade is given. Non-credit classes, seminars and workshops are generally not eligible for educational assistance reimbursement, but may be covered as “professional development” activities.

Education assistance is available to any full-time employee or a part-time employee working 20 hours or more a week with at least one year of continuous satisfactory performance. Courses must be approved by the employee’s departmental director and the Library Director prior to class enrollment to qualify for reimbursement.

The maximum reimbursement that will be made to an individual employee is $2,500 per calendar year. The Glen Ellyn Public Library will reimburse employees for the actual cost of the coursework, textbooks, and any applicable laboratory fees. Total reimbursement to be made, up to a maximum of $2,500 per calendar year is as follows:

Grade % Reimbursement
A or above 100%
B or above 80%
C or above 50%
Less than a C- 0%

Reimbursement will be granted for approved courses at the rate stated above upon receipt of a paid tuition bill and an official grade report.

Employees eligible for reimbursement from any other sources (e.g., a government-sponsored program or scholarship) may seek assistance under our education assistance program but are reimbursed only for the difference between the amount received from the other funding source and the actual course cost. Total aid provided by the Glen Ellyn Public Library and other sources may not exceed 100% of the allowable tuition and fees.

Time spent in such educational activity is not paid time. No mileage allowance will be paid for travel to such courses.

If the employee resigns or is terminated within twelve months after reimbursement is received, the employee must agree to repay the Glen Ellyn Public Library in full. Repayment will be deducted from remaining pay checks. A payroll deduction form for this purpose must be completed when the tuition bill and official grade report are submitted.

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