Chapter 3.16
ADVANCE TRAVEL REVOLVING FUND

Sections:

3.16.010  Fund created.

3.16.020  Amount of fund.

3.16.040  Designation of custodian.

3.16.060  Disbursement and administration of funds.

3.16.080  Settlement of advances.

3.16.100  Termination of fund.

Legislative history: Ords. 84-13 and 89-190.

3.16.010 Fund created.

There is created in the city of Mill Creek a revolving fund to be known as the "advance travel expense revolving fund," which is to be used solely for the purpose of making advance payments of out-of-town travel expenses for authorized city officials or employees traveling on behalf of the city for city purposes, and specifically to defray necessary costs while performing such official duties.

3.16.020 Amount of fund.

The fund shall be established by transfer of treasurer’s funds, by check or warrant in the sum of $1,500 to the custodian designated herein. The total amount of such fund so established shall be shown separately in the city’s statement of current assets.

3.16.040 Designation of custodian.

The city clerk-treasurer is designated and appointed as the custodian of the fund, and upon receipt of the monies transferred shall immediately open a checking account in a local bank in the name of the city of Mill Creek and entitle it "Advance Travel Expense Account – Clerk-Treasurer Custodian."

3.16.060 Disbursement and administration of funds.

Advance travel funds are available to authorized city officials and employees when necessary. An individual advance travel draw may not be less than $25.00 and may not exceed $300.00. All outstanding travel advances must be settled monthly. No advance travel will be made to an employee or official who has an outstanding balance.

3.16.080 Settlement of advances.

On or before the tenth day following each month in which said advance was furnished to the official or employee, a fully itemized travel expense voucher must be filed with the clerk-treasurer justifying the expenditure of such advance or whatever part thereof has been expended, for legally reimbursable items on behalf of the city. Any unexpended portion of such advance shall be returned to the city at the close of the authorized travel period. Payment shall accompany such itemized voucher at the close of the travel period, and may be made by check or similar instrument payable to the city. Any default in accounting for or repaying an advance shall render the full amount which is unpaid immediately due and payable with interest at the rate of 10 percent per annum from the date of default until paid. 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 such official or employee to whom such advance has been given, up to the amount of such advance and interest at the rate of 10 percent per annum, until such time as repayment or justification has been made. In the event the actual expenses are greater than the advance, the employee or official shall be reimbursed for the difference in accordance with the guidelines established in Resolution No. 89-96.

3.16.100 Termination of fund.

Upon termination of the fund, all monies remaining shall be returned to the city’s general fund.