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1 ORDINANCE NO. L'=�D
3 AN ORDINANCE of the City of Kent,.
creating a revolving working fund to be
q known as the "Advance Travel Expense w
Revolving Fund",designating the Kent City
5 Treasurer as the custodian thereof, the
amount to be provided therein and setting
6 forth the City of Kent's policy on
utilization thereof.
7
8 WHEREAS, pursuant to Chapter 74 of the Laws of the 1969
8 Regular Session of the Washington State Legislature, it is now
possible to create a revolving fund forthe advancement of travel
10 expenses to Kent City officials,
11 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT,
12 WASHINGTON, DO ORDAIN AS FOLLOWS:
Section 1. Whenever it becomes necessary for an elected
13 or appointed official of the City of Kent, Washington to travel
14 and incur expenses said city employee may receive in advance from
15 the City of Kent pursuant to the following Sections of this
Ordinance reasonable allowances to pay for said travel and expenses.
16 Section 2. To protect the City of Kent, Washington, from
17 any losses on account of advances made as provided in Section 1 of
18 this Ordinance, the City.of Kent shall have a prior lien against
and a right to withhold any and all funds payable or to become
18 payable by the City of Kent to any such officer or employee to
20rovided in Section 1 of this
whom such advance has been given as p
21 Ordinance up to the amount of such advance and interest at the rate
of ten percent (100) per annum until such time as repayment or
22 justification has been made. No advance of any kind may be made
23 to any officer or employee pursuant to the provisions of this
24 aid officer or employee is delinquent
Ordinance at any time when s
in accounting for or repaying a prior advance pursuant to the
25 Provisions of this Ordinance.
26 Section 3. On or before the 10th day following the close
27 of the authorized travel period for which expenses have been
advanced to any officer or employer of the City of Kent, he shall
28 submit to the appropriate official a fully itemized travel expense
28 voucher for the reimbursable items legally expended, accompanied by
the unexpended portions of such advance, if any. Any advance made
30
for this purpose or any portion thereof not repaid or accounted for
31 in the time and manner specified herein shall bear interest at the
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1 rate of ten percent (10%) per annum from the date of default until
2 paid.
Section 4. An advance made under the provisions of this
3 Ordinance shall be considered as.having been made to such officer
4 or employee to be expended by him as an agent of the City of Kent
5 for the City of Kent's purposes only and specifically to defray
necessary costs while performing his official duty. No such
6 advance sh:a-il be considered as a personal loan to such officer or
7 'employee and any expenditure thereof other than for official
8 business purposes shall be considered a misappropriation of public
funds.
9 Section 5. A revolving working fund to be known as
10 the "Advance Travel Expense Revolving Fund" is hereby created by
11 the City of Kent, Washington and theCity Treasurer of the City of
Kent is hereby designated the custodian thereof; and further, the
12 amount to originally fund said fund is herewith determined to be
13 $ -��rt' S ,06
14 Section 6. The Kent City Treasurer shall issue advance
travel expenses when p:operly applied and processed pursuant to the
15 terms of this Ordinance by Treasurer's check. The total amount of
16 such "Advance Travel Expense Revolving Fund" shall be shown
i7 separately in the City of Kent's Statement of Current Assets.
The Kent City Treasurer will retain a copy of both legislative
18 authorization and receipt supporting her transfer of such cash to
18 herself as the custodian of the "Advance Travel Expense Revolving
20 Fund".
Section 7. Upon receipt of monies, the Kent City
21 Treasurer will open a checking account in a local bank in the name
22 of the City of Kent entitled "Advance Travel Expense Account - -
23 Margaret Drotz, Custodian". Monies received from the following
sources will be deposited to said account:
24 From the treasurer or other disbursing officer in the
25 total amount originally establishing the revolving fund or
from officers and employees representing
26 subsequently added thereto;
refunds of any unexpended advances; and from the warrant issuing
27
officer reimbursing the custodian for travel expenses allowed in
28 the settlement of employee advances.
29 Section 8. A check register will be maintained in which
be recorded all transactions of the fund, including deposits,
30
disbursements and bank service charges. A red oncilliation shall
31 be made with the bank statement at the end of each month. When
32 possible, the reconcilliation should be made by someone other than
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1 the Kent City Treasurer. The balance remaining in the checking
account as of a given date, together with any outstanding advances
2 and travel expense claims on hand,but not yet reimbursed, should
3 always equal the amount established by the City of Kent for the
4 revolving fund.
Section 9. Employee advances for travel expenses will be
5 made by the issuance of checks drawn on the special bank account
6 payable to the applicant. .Approved requests will be retained in
7 the files of the custodian to support such advances until final
settlement is made and claim for reimbursement has been submitted.
8 Requests for such advancesshall be reasonable estimates of the
8 applicant's travel expense requirements and shall contain as a
10 minimum the following information:
Date of request
11 Name of applicant
12 Destination
13 Purpose of travel
Anticipated departure and return dates
14 Amount requested
15 Signature of applicant
16 Official approval of trip
Check number, amount and date (to be provided by the
17 custodian when advance is made).
18 Section 10. Settlement of aftnces will be made on or
18 before the tenth day following the close of the travel period by
filing with the Kent City Treasurer an expense voucher as required
20 by RCW 42.24.090. The Kent City Treasurer will verify the amount .
21 shown on such form as having been advanced to the employee. In
22 the event the traveler's actual expense is less than the amount
received, his expense voucher will be accompanied by the unex-
23 pended portion of the advance. The expense voucher and original
24 request for the advance will then be used to support the
25 custodian's claim for a warrant replenishing his revolving fund for
travel expenses reported. Expense vouchers containing expenses in
26 excess of the amount advanced willbe submitted in duplicate to
27 the custodian at the time of final settlement. The original copy
28 of the expense claim and the traveler's request for an advance will
then be used to support the custodian's claim for a warrant rep -
28 lenishing his revolving fund. The other copy of the expense claim
30 will be submitted to the warrant issuing officer for reimbursement
31
of the excess to the applicant. Claims for reimbursement to. the
fund should be submitted by the custodian of said fund periodically
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I as needed and at the end of the fiscal year in order that all
2 expenses incurred will be charged against the appropriations for
the period then ending.
3 Section 11. Upon termination of an individual's
4 appointment of custodian of said fund the said authorization will
.be rescinded and the fund turned over to the Treasurer or other
5
disbursing officer after being properly phased out. Phasing out
6 shall mean taking those steps necessary to bring the revolving
7 fund back to the original amount provided.
Section 12. This Ordinance shall take effect and be in
8 1
g approval and
.fpassage, .five (5) days from and after its , app
9 publication as provided by law. /
10
ISABEL HOGAN, Mayor
11
Attest:
12 r
13 MARIE JENSE:'Cit ClIrk
14 Approved as to form:
15
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16
JOSH,B. BEREITER, City Attorney
17
Passed the rdu day
of
1970.
1970.
Approved the- day
of
18
Published the _ day
of
1970.
19
I hereby certify that this is a
true copy of
20
Ordinance No.
passed by the City Council of the .city
of Kent and approved by
the Mayor of the
City of Kent as hereon
21
indicated.
'
� _ . (SEAL)
22
MARIE JEILSYN,
CityClerk
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