Chapter 3.44
ADVANCE TRAVEL REVOLVING FUND
Sections:
3.44.010 Fund created.
3.44.020 Amount of fund – Replenishment.
3.44.030 Custodian of fund.
3.44.040 Travel expense voucher.
3.44.050 Lien against funds payable to officials and employees.
3.44.060 Purpose of travel expense advance – Not personal loan.
3.44.070 Rules and regulations for fund management – Forms.
3.44.010 Fund created.
Pursuant to the provisions of RCW 42.24.120 – 160, there is created and established a special revolving fund to be known as the “Advance Travel Revolving Fund,” which shall be used for making reasonable allowances to officials and employees of the city in advance of expenditures to be incurred for travel expenses in accordance with the rules and regulations prescribed by the State Auditor. The revolving fund shall be used solely for the purpose of making advance payments for travel expenses and will be maintained in a bank as a separate checking account and all advances to officials or employees shall be made by check. (Ord. 685 § 1, 1975).
3.44.020 Amount of fund – Replenishment.
Monies deposited into the advance travel revolving fund shall not exceed the sum of $20,000 and this provision shall constitute an appropriation from the various funds and departments of the city of such amounts as are determined necessary by the Mayor and Finance Director to increase the total deposits into the fund up to said amount. Periodically, as the fund is depleted by advance payments for travel expenses, the fund shall be replenished by checks or budgetary transfers from the department or fund properly charged for the travel expense of the official or employee to whom advance travel expenses have been made. (Ord. 2375 § 1, 2007: Ord. 1626 § 1, 1991: Ord. 1079 § 1, 1982; Ord. 685 § 2, 1975).
3.44.030 Custodian of fund.
The Treasurer-Comptroller is designated as the custodian of the advance travel expense revolving fund and will be responsible for opening a checking account for the fund in a local bank in the name of the city of Redmond and for supervising all transactions involving the fund. (Ord. 685 § 3, 1975).
3.44.040 Travel expense voucher.
On or before the fifteenth day following the close of the authorized travel period for which expenses have been advanced, the official or employee shall submit to the Finance Director 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 herein, shall bear interest at the rate of ten percent per year from the date of default until paid. (Ord. 2375 § 2, 2007: Ord. 685 § 4, 1975).
3.44.050 Lien against funds payable to officials and employees.
To protect the city from any losses on account of travel expense advances, 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 any official or employee to whom such advance has been given up to the amount of such advance and interest at the rate of ten percent per year until such time as repayment or justification has been made. No further travel expense advance of any kind may be made to any official or employee at any time when such official or employee is delinquent in accounting for or repaying a prior advance. (Ord. 685 § 5, 1975).
3.44.060 Purpose of travel expense advance – Not personal loan.
A travel expense advance shall be considered as having been made to a city official or employee to be expended as an agent of the city and for the city’s purposes only, and specifically to defray necessary costs in the performance of official duties. No such advance shall be considered as a personal loan to such official or employee and any expenditure thereof, other than for official business purposes, shall be considered a misappropriation of public funds. (Ord. 685 § 6, 1975).
3.44.070 Rules and regulations for fund management – Forms.
The Treasurer-Comptroller is authorized to adopt reasonable rules and regulations for the operation and management of the advance travel expense revolving fund and to prepare appropriate forms for transactions involving such fund. (Ord. 685 § 7, 1975).