Chapter 3.12
ADVANCE TRAVEL EXPENSES*

Sections:

3.12.010    Created – Purpose.

3.12.020    Custodian – Allocation of moneys.

3.12.030    Requests for advances – Form.

3.12.040    Repayment or itemization of expenses.

3.12.050    City right to impose lien, withhold payments.

3.12.060    Uses specified.

*    For provisions of advancements for travel expenses, see RCW 42.24.140 et seq.

3.12.010 Created – Purpose.

Pursuant to RCW 42.24.120 et seq., and in order to provide reasonable allowances in advance of expenditure for expenses to be incurred by elected or appointed officials and employees of the city for necessary official travel, there is established a revolving fund to be known as the advance travel expense revolving fund, such fund to be used solely for the purpose of making advance payments of such travel expenses. Such advances shall be made under the provisions of RCW 42.24.120 et seq., this chapter, and under the rules and regulations prescribed by the State Auditor. (Ord. 835 § 1, 1977; Ord. 579 § 1, 1970).

3.12.020 Custodian – Allocation of moneys.

The custodian of this fund shall be the city treasurer. The fund shall be established by transfer from the current fund to a special checking account in a local bank in the name of the city and entitled “Advance Travel Expense Account – City Treasurer.” Increases to the advance travel revolving fund shall be at the discretion of the city treasurer and shall not exceed the sum of $20,000. (Ord. 2058 § 1, 2011; Ord. 1770 § 1, 1999; Ord. 1219 § 1, 1986; Ord. 835 § 2, 1977; Ord. 579 § 2, 1970).

3.12.030 Requests for advances – Form.

Requests for advances shall be reasonable estimates of the travel expense requirements of the applicant and shall include the following information: date of request, name of applicant, destination, purpose of travel, anticipated departure and return dates, amount requested, signature of applicant, official approval of trip by department head, check number, amount and date (to be provided by the custodian when advance is made).

Approved requests will be retained in the files of the custodian to support such advances until final settlement is made and claim for reimbursement has been submitted. (Ord. 579 § 3, 1970).

3.12.040 Repayment or itemization of expenses.

On or before the fifteenth day following the close of the authorized travel period for which expenses have been advanced to any officer or employee, such officer or employee shall submit to the appropriate official a fully itemized travel expense voucher for all reimbursable items legally expended, accompanied by the unexpended portion of such advance, if any. Any advance made for this purpose, or any portion thereof, not repaid or accounted for in the time and manner specified in this chapter shall bear interest at the rate of 10 percent per year from the date of default until paid. (Ord. 1625 § 1, 1996; Ord. 579 § 4, 1970).

3.12.050 City right to impose lien, withhold payments.

To protect the city from any losses on account of advances made as provided in this chapter, the city shall have a prior lien against and a right to withhold any and all funds payable or to become payable by the city to an officer or employee to whom such an advance has been given up to the amount of such advance and interest at the rate of 10 percent per year, until such time as repayment or justification has been made. No advance of any kind shall be made to any officer or employee at any time when he is delinquent in accounting for or repaying a prior advance. (Ord. 579 § 5, 1970).

3.12.060 Uses specified.

Any advance made under the authority of this chapter shall be considered as having been made to the officer or employee, to be expended by him as an agent of the city for the city’s purposes only, and specifically to defray necessary costs while performing his official duties. No such advance shall be considered as a personal loan to such officer or employee, and any expenditure thereof, other than for official business purposes, shall be considered a misappropriation of public funds. (Ord. 579 § 6, 1970).