Chapter 3.62
PETTY CASH AND CHANGE REVOLVING FUNDS
Sections:
3.62.010 Petty cash and change revolving funds—Established.
3.62.030 Balance of funds—Replenishment.
3.62.050 Receipts—Reimbursement vouchers.
3.62.060 Funds not for personal advances.
3.62.010 Petty cash and change revolving funds—Established.
The finance director is authorized to establish a petty cash fund not to exceed one thousand five hundred dollars, composed of two categories of cash, as follows:
A. Petty Cash. Such amount as the finance director determines necessary for the purpose of paying for purchases of small items and supplies and other expenses of a minor nature incurred for city departments; and
B. Change Funds. Such amount as the finance director determines necessary for the purpose of making change for members of the public who have financial dealings with city departments. (Ord. 2013-16 § 1, 2013: Ord. 2002-12 § 7 (part), 2002; Ord. 85-59 § 1 (part), 1985)
3.62.020 Promulgation of administrative regulations—Conformance with State Auditor’s Office requirements.
The finance director is hereby authorized and directed to establish written policies for the operation of the petty cash and change funds in order to ensure the efficient administration thereof, including but not limited to provisions governing the appropriate replenishment of said fund as reasonably necessitated from time to time. Such regulations shall conform to the petty cash requirements of the State Auditor’s Office as set forth in the Washington State Budgeting, Accounting, and Reporting System (BARS) manual and applicable sections of the Revised Code of Washington. (Ord. 2013-16 § 2, 2013: Ord. 85-59 § 1 (part), 1985)
3.62.030 Balance of funds—Replenishment.
Any and all expenditures from and deposits to such funds prior to the effective date of the original ordinance establishing the funds and codified in this chapter have been ratified and approved. As the petty cash revolving fund becomes depleted because of expenditures incurred for supplies or because of other expenses of a minor nature, the finance director, upon request by the appropriate department head, may issue checks to replenish the amount in the fund. The petty cash and change revolving funds created pursuant to this chapter shall constitute clearing funds and are not working funds of the city for budgetary purposes. (Ord. 2013-16 § 3, 2013: Ord. 2010-15 § 1, 2010: Ord. 2001-07 § 1, 2001: Ord. 95-2 § 1, 1995: Ord. 94-18 § 1, 1994: Ord. 91-07 § 1, 1991: Ord. 85-59 § 1 (part), 1985)
3.62.040 Custodian of funds.
The finance director or his or her designee, shall be the custodian of all petty cash and change revolving funds created pursuant to this chapter. A reconciliation of each fund shall be made periodically by someone other than the custodian. The balance remaining in each fund as of any given date, together with any outstanding advances and authorized expenditures, should always equal the amount established and transferred to the fund. (Ord. 85-59 § 1 (part), 1985)
3.62.050 Receipts—Reimbursement vouchers.
Each disbursement from each petty cash fund created by this chapter shall be supported by a receipt showing the amount and purpose of the expense. Reimbursements to the fund shall be made at least monthly and reimbursement vouchers shall have receipts attached thereto. The custodian shall maintain suitable records, showing the expenditures incurred. (Ord. 85-59 § 1 (part), 1985)
3.62.060 Funds not for personal advances.
The petty cash and change revolving funds created pursuant to this chapter shall not be used for personal use or personal cash advances secured by check or other IOU’s and any use of such funds for other than expenditures incurred in connection with the official department business shall be considered a misappropriation of public funds. (Ord. 85-59 § 1 (part), 1985)