Title:
TECHNOLOGY REIMBURSEMENT POLICY
Subject:
FINANCIAL AFFAIRS
Page:
1 of 3
Policy Number:
02.50.00
Category:
DISTRICTWIDE POLICY
Approval Date:
08/06/2019
Last Revised Date:
05/08/2020
1
POLICY STATEMENT:
The Forest Preserve District of Cook County (the “District”) will reimburse employees’ necessary and
authorized business-related expenses in compliance with the Illinois Wage Payment and Collection Act
(“IWPCA”).
PURPOSE:
The purpose of the Technology Reimbursement Policy is to comply with the Illinois Wage Payment and
Collection Act, which provides that an employer, subject to various conditions, reimburse employees for all
authorized or required expenses incurred in the course of their employment. Expenses that fall under the
IWPCA’s scope may include employees’ use of their personal cellphones, laptops, tablets, computers, and
internet services for required job tasks.
AFFECTED AREAS:
This policy applies to all District employees. This policy will not supersede any collective bargaining
agreements.
DEFINITIONS:
N/A
PROCEDURE/PROCESS:
A. Non-Reimbursable Expenses: The District will not reimburse employees for the following expenses:
1. Expenses related to the employees’ personal use or personal benefit;
2. Expenses for individuals not employed by the District; or
3. Business-related expenses that have not been authorized or that the District could provide if
requested, such as purchases of office supplies or tools.
B. Reimbursable Expenses: The District may reimburse employees up to $20.00 a (calendar) month for
authorized technology related activities, if such activity is on behalf of the District and not to the personal
benefit of the employee. Authorized (1) phone calls, (2) phone text messages, and (3) phone/computer
data usage related expenses, for District business purposes, on an employee’s personal technology device,
may be reimbursed. Note: If personal supplies and tools are needed to conduct District business, then
such items should be discussed and approved by a Department Head prior to the purchase and/or usage
of such item, in compliance with standard purchasing protocols developed by the Finance Department.
However, the District will not reimburse for unauthorized personal expenditures. Employees’
unauthorized usage of personal computers, laptops or tablets for District business are an employee
convenience, not a District requirement. Accordingly, such usage will not be reimbursed. All travel and
vehicle related expenses are to comply with the Districts “Employee Travel Policy.”
C. Reimbursable Rate: The District may reimburse employees up to $0.25₵ per conversation/activity.
The District may not authorize reimbursement for technology related expenses over $20.00 a (calendar)
month per employee.
Page
2 of 3
Policy Number:
02.50.00
2
D. Requests for the Reimbursement: All employees seeking reimbursement for authorized technology
related expenses must submit the appropriate documentation and the “Personal Device Reimbursement
Form” to the Finance Department within 60 days of the initial expense. Expenses submitted to the
Finance Department after 60 days from the initial expense may not be reimbursed.
E. WORK AT HOME POLICY
(COVID-19 RESPONSE)
1. This policy sets a maximum reimbursement of $20 per calendar month. This reimbursement amount
has not changed, as a result of the “Work At Home Policy”.
2. If District employees list more than $20 on their reimbursement form for documentation purposes,
the Finance & Administration Department will ensure that only the authorized $20.00 maximum is
submitted for payroll processing.
RESPONSIBILITY:
Finance & Administration Department: The Finance & Administration Department shall: (1) have overall
responsibility for the management and enforcement of this policy, and (2) review all expenditures to ensure
compliance with this policy and that expenditures are being properly processed and paid.
Department Heads & Supervisors: District Department Heads and other supervisors shall: (1) authorize
or deny authorization of requested personal expenditures for employees within their departments before they
are incurred; (2) review, validate, and if appropriate, approve Personal Device Reimbursement Forms in
accordance with this policy; and (3) ensure that employees under their supervision have the necessary
equipment and tools necessary to conduct District business.
TRAINING REQUIREMENTS:
N/A
COMMUNICATION PLAN:
1. This policy should be distributed to all District employees.
2. This policy should be added to the District shared drive, intranet, and website.
REFERENCES:
The Illinois Wage Payment and Collection Act
Forest Preserve District of Cook County: Receipts of Money (FPDCC Code Section 1-8-1-E)
Cook County Personnel Rules: Rule 8: Conduct and Discipline of Personnel
Forest Preserve District of Cook County: Employee Handbook; Rules of Conduct
POLICY LEAD: Stephen Hughes
Chief Financial Officer
APPROVAL: Arnold Randall
General Superintendent
POLICY HISTORY:
Approved: 08/06/2015
Revised: 05/08/2020
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3 of 3
Policy Number:
02.50.00
3
If you have questions, comments, or suggestions concerning District policies, please contact:
Forest Preserve District of Cook County
Office of the General Superintendent
69 W. Washington St., Suite 2040, Chicago, IL 60602
Email: FPD.Policy@cookcountyil.gov