Res 90-013
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0072.03005
JDW/naa
01/16/90
RESOLUTION NO.
90-13
A RESOLUTION OF THE CITY COUNCIL OF THE CL'I'Y
OF FEDERAL WAY, WASHINGTON, AUTHORIZING THE CITY
MANAGER OR THE MANAGER'S DESIGNEE TO MAKE EARLY
PAYMENT OF CLAIMS AND AUTHORIZING PETTY CASH
FUNDS.
WHEREAS,
it is in the best interest of the ci ty to
provide a process for early payment of claims to take advantage
of early paYment discounts, and
WHEREAS, there is also a necessity to establish petty
cash funds, NOW, THEREFORE,
THE
CITY
COUNCIL
OF
THE
CITY
OF
FEDERAL
WAY,
WASHINGTON, DO RESOLVE AS FOLLOWS:
section 1.
The City Manager or the Manager's designee
may issue warrants or checks in payment of claims prior to City
Council
approval
of
those
claims,
subject
to
the
following
conditions:
A.
The city Manager or the Manager's designee shall
have furnished an official bond for the faithful discharge of
their duties in an amount not less than $50,000, which bonding
requirement may be satisfied by the posting of any other bonds
required
by
State
law
or
City
ordinance
to
assure
faithful
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performance of the person's dut~es .,'.
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B. The c~ty Counc~l shall
have
available
for
its
review
at
its
next
regularly
scheduled
public
meeting
the
documentation
supporting
claims
paid
and the
listing
of
all
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checks and warrants issued prior to City Council review.
C.
If, upon review, the city Council disapproves any
claim, the City Manager or the Manager's designee shall cause the
disapproved claims to be recognized as receivables of the city
and to pursue collection diligently until the amounts disapproved
are collected or until the City Council is satisfied and approves
the claim.
The city Manager or the Manager's designee
,section 2.
is authorized to establish and maintain necessary petty cash
funds as deemed appropriate.
Such individual petty cash fund
shall not exceed the sum of $500, with expenditures from each
such fund to be
separately accounted
for
in accordance with
recommended procedures of the State Auditor's office.
RESOLVED this 23rdday of January, 1990.
APPROVED:
BC_ÁL ~
MAYOR, DEBRA ERTEL
ATTEST/AUTHENTICATED:
~~~L
CITY CLERK, ELORES A. MEAD
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
RESOLUTION NO. 90-13
January l6.... 1990
January 2-,,1990
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JDWO0722R
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C I T Y
0 F
FEDERAL
WAY
POLICY & PROCEDURE
Subject: Index:
FINANCE
PETTY CASH
Number:
210-01
Effective Date: Supersedes: Page ,Of Prepared by: Approved by:
1 2 W. E. Bennett
1.0
PURPOSE:
To establish policy guidelines for use of petty cash funds
and procedure for reimbursement of city expenditures.
2.0
ORGANIZATIONS AFFECTED:
All departments/divisions.
3.0
REFERENCES:
Resolution No. 90-13.
4.0
POLICY:
4.1
Employees may receive an advance or be reimbursed for the
purchase of minor maintenance and operating supplies, meals
and charges made on behalf of the city.
4.2
Only expenses amounting to $30.00 or less will be reimbursed
through petty cash. Expenses in excess of $30.00 will be
reimbursed by completing a claims for expenses form for
inclusion with the next claims process.
4.3
In an emergency, the Finance Director or an authorized
representative of the Finance Department may approve an
expenditure reimbursement for more than $30.00.
4.4. Petty cash funds may be established by the City Manager.
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Page 1
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4.5
4.6
5.0
210-01
PETTY CASH
4.4.1
Department heads who request petty cash shall sign a
receipt from Finance and become responsible for the
funds. Custodial responsibility within the department
may be delegated by the department head, and the custodian
will have the following duties:
1.
Issues advances or reimbursements upon presentation of
request form, as per Exhibits 1 and 2 attached, or bill.
2.
Obtains bill for actual expenditure to replace request
form.
3.
Encodes bills with the proper expenditure account number
4.
Reconciles petty cash not less than once per month.
5.
Submits reimbursement request in accordance with
procedure 6.2.
Receipts must be submitted as soon as possible, but in no event
should it be more than 30 days after the expenditure.
No personal checks will be cashed out of a petty cash fund.
6.0
DEFINITIONS:
Not applicable.
6.1
PROCEDURE:
6.2
To be reimbursed, the employee must complete and sign a petty
cash request form together with paid receipts or other evidence
of payment.
To replenish the petty cash fund, the custodian of each fund will
request reimbursement through the claims process. This must be
done at least once a month. A request form (as per sample
attached) will be completed and all individual petty cash slips
and receipts must be attached.
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Page Two
EXHIBIT 1
CITY OF FEDERAL WAY
PETTY CASH
CLAIM FOR PERSONAL EXPENSES
Date:
Nature of Expense:
Amount: $
CERTIFICATION
I hereby certify, under penalty of perjury, that
this is a true and correct claim for necessary expenses
incurred by me and that no payment has been received by
me on account thereof.
Signed:
Title:
Account Number:
Dept. Head Authorization:
******
I hereby certify, under penalty of perjury, that
the expenses presented have been certified to me as a
just due and unpaid obligation against the City of
Federal Way, and that I am authorized to authenticate
and certify the said claim.
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Finance Department:
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.EXHIBIT 2
CITY OF FEDERAL WAY
REQUEST FOR
PETTY CASH REIMBURSEMENT
Reimbursement Request (receipts attached)
$
$
Unreimbursed Requests
Date:
Cash on Hand
$
TOTAL PETTY CASH FUND
$
CERTIFICATION
I certify that this is a true and accurate accounting
of the Petty Cash Fund for which I am custodian.
Date:
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