Chapter 3.85
CLAIMS, DEMANDS AND VOUCHERS AGAINST THE CITY
Sections:
3.85.010 Preliminary examination and approval.
3.85.020 Audit of claims by finance director.
3.85.040 Finance director’s report to city council.
3.85.050 City council review and determination on claims.
3.85.010 Preliminary examination and approval.
All claims, demands and vouchers for payment presented to the city shall first be examined by the appropriate administrative official. If said official determines a claim to be just, due and unpaid he shall so indicate to the finance director or his/her designee, and shall further indicate the fund from which payment is to be made and whether the appropriate funds are available. (Ord. 1206 § 4, 2018).
3.85.020 Audit of claims by finance director.
The finance director or her/his designee shall examine and audit all claims, demands and vouchers presented to him/her by the appropriate administrative officials of the city. The finance director is hereby designated as the auditing officer pursuant to RCW 42.24.080 and 42.24.180(1); provided the finance director may with the approval of the city administrator make a written designation of another qualified city employee to act as auditing officer in case of his absence or disability. In examining and auditing the claims, demands and vouchers, the auditing officer may designate and rely upon approvals and internal controls over approvals performed by other city employees, provided the finance director describes such approvals and internal controls in writing. Following said examination and audit, the finance director or designee shall take action as follows:
A. If she/he concurs in a finding of the appropriate administrative official that a claim is just, due and owing, if funds are available, and if she/he further finds that payment of said claim would not be in violation of any city ordinance, state statute or general law, she/he may authorize payment of the same. Said authorization shall be sufficient for the honoring and payment of such claim.
B. If she/he disagrees with a finding of the appropriate administrative official of the city that a claim is just, due and owing, she/he shall so indicate in his/her report to the city council. No claim, demand or voucher shall be approved or payment ordered on any claim, demand or voucher upon which the finance director or his/her designee shall have noted an objection, pending presentation to and approval by the city council pursuant to SMC 3.85.050. (Ord. 1206 § 4, 2018).
3.85.030 Issuance of payment.
Where payment is authorized hereunder, the finance director or her/his designee is authorized, empowered and directed to issue warrants on and against the appropriate fund (e.g., claims clearing fund, payroll clearing fund) in payment of materials furnished, services rendered or expense or liability incurred by the various departments and offices of the city. In lieu of issuing a warrant, if the fund is solvent at the time city payment is ordered, and subject to compliance with the other requirements of this chapter, the finance director may elect to make payment by check, electronic payment, or credit card. (Ord. 1206 § 4, 2018).
3.85.040 Finance director’s report to city council.
The finance director or his/her designee shall, periodically as the city council may designate or not later than 30 days following the finance director’s determination under SMC 3.85.020, prepare a written report regarding his/her examination of claims. Such report shall indicate the action taken on each claim presented, together with such information thereon as may enable the city council to act upon all claims which have not been approved by the finance director or his/her designee. (Ord. 1206 § 4, 2018).
3.85.050 City council review and determination on claims.
Periodically, and not later than the regularly scheduled public meeting within one month of the finance director’s payment of claims and/or disapproval of same, the city council shall determine whether to approve the claims previously paid or disapproved by the finance director. The city council’s review and determination shall be made using the following process: The listing of claims paid, and the finance director’s written report, shall be made available to all city council members for at least 48 hours prior to the council’s finance and administration (“F&A”) committee meeting. City council members may request that the F&A committee review supporting documentation for any claim; however, such review shall not seek to duplicate the finance director’s examination and audit under SMC 3.85.020. The F&A committee shall consider the claims as part of its regular meeting agenda, and shall report to the full city council the results of the committee’s review of claims paid and supporting documentation for any claims for which F&A committee review was requested by a council member, along with a recommendation to the full city council whether to approve the claims. The claims, demands, vouchers, warrants and/or checks that were included in the listing provided at least 48 hours prior to the F&A committee meeting, and the F&A committee’s recommendation thereon, shall be scheduled on the consent agenda at the regular city council meeting next following the F&A committee meeting. If the city council approves any claims or demands to which the finance director has objected under SMC 3.85.020(B), the finance director shall thereafter issue payment pursuant to SMC 3.85.030. If the city council disapproves any claims or demands that the finance director has previously paid, the finance director shall cause the disapproved claims to be recognized as receivables of the city, and shall pursue collection diligently until the amounts disapproved are collected or until the city council is satisfied and approves the claims. (Ord. 1255 § 1, 2021; Ord. 1247 § 1, 2021; Ord. 1206 § 4, 2018).