Loading...
Ordinance 2188WDT/trs 12/22/80 ORDINANCE NO. 2188 AN ORDINANCE OF THE CITY OF EDMONDS, WASH- INGTON, CREATING A NEW CHAPTER 3.04 IN THE EDMONDS CITY CODE TO BE ENTITLED "ADVANCE TRAVEL EXPENSE REVOLVING FUND"; CREATING AN ADVANCE TRAVEL EXPENSE REVOLVING FUND; SPECIFYING ITS PURPOSE AND OPERATION; DESIG- NATING THE FINANCE DIRECTOR AS CUSTODIAN AND SUPERVISOR OF THE FUND; PROVIDING FOR REPAYMENT TO THE FUND; PROHIBITING ADVANCE- MENTS TO PERSONS DELINQUENT IN REPAYMENT; AND AUTHORIZING ADOPTION OF RULES AND REGULATIONS. WHEREAS, frequently elected officials and employees are required to travel for considerable distances on City business, and WHEREAS, the expenses incurred in these trips are often substantial and are paid out of pocket by the elected official and City employee, and WHEREAS, it sometimes may take up to two weeks for the official or employee to be reimbursed by the City, which delay creates an undue hardship, and WHEREAS, RCW 42.24.120, et seq. authorizes the creation of a travel expense fund, now, therefore, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. A new Chapter 3.04 is hereby created in the Edmonds City Code to be entitled "Advance Travel Expense Revolving Fund" and to read as follows: "3.04.010 FUND ESTABLISHED Pursuant to RCW 42.24.120, et sect.., there is hereby'created and established a revolving fund to be known as the "Advance Travel Expense Revolving Fund." Such fund shall be used solely for the purpose of making advance payments for the necessary travel expenses of City officials and employees in excess of $100. 3.04.020 INITIAL APPROPRIATION - REPLENISHMENT There is appropriated and there shall be transferred from the General Fund No. 001 the amount of $1,000 to the Advance Travel Expense Revolving Fund. From time to time, as the fund is depleted by advance payments for travel expenses, the fund will be replenished by warrant or budgetary trans- fers from the appropriate City department. 3.04.030 FINANCE DIRECTOR - RESPONSIBILITIES The Finance Director shall be the custodian of the fund and responsible for supervising all transactions thereof. All advances made from the fund shall be made in accordance with the rules and regulations prescribed by the State Auditor's office and the rules authorized to be established by this chapter. The Advance Travel Expense Revolving Fund shall be maintained in a bank as a checking account and advances to officials or employees will be by check drawn on such account payable to the official or employee. 3.04.040 REQUEST FOR ADVANCE Whenever it becomes necessary for an elected official or employee to travel and incur expenses in excess of $100, that person may request a reasonable amount of funds in advance of said expenditure. The request for advances shall be made on forms prescribed by the Finance Director. 3.04.050 TRAVEL EXPENSE VOUCHERS On or before the tenth day following the close of the autho- rized travel period for which expenses have been advanced to any official or employee, that person shall submit to the Finance Director a fully itemized travel expense voucher for all reimbursable items legally expended and 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 10 percent per year from the date of default until paid. No advance of any kind shall be made to any officer or employee at any time when that person is delinquent in accounting for or repaying a prior advance authorized under this chapter. -2- I 3.04.060 LIEN AGAINST FUNDS PAYABLE TO OFFICIALS AND EMPT,0YEFS 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 give up to the amount of such advance and interest at the rate of 10 percent per year until such time as repayment has been made. 3.04.070 PURPOSES OF TRAVEL EXPENSE ADVANCE 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 cost in the performance of official duties. No such advance shall be considered as a personal loan to such official or employee and any expendi- ture thereof, other than for official business purposes, shall be considered a misappropriation of public funds. 3.04.080 RULES AUTHORIZED The Finance Director is authorized to adopt reasonable rules and regulations for the operation and management of the Advance Travel Expense Revolving Fund and to prepare appro- priate forms for transactions involving such fund." Section 2. This ordinance shall be in full force and effect five (5) days after passage and publication by posting as provided by law. APPROVED: ATTEST/AUTHENTICATED: TY CLERK, -1�—VARNE-Y—MO-R-ANI A APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: 0.4 FILED WITt THE CITY CLERK: December 23, 1980 PASSED BY THE CITY COUNCIL: December 30, 1980 POSTED: December 31, 1980 EFFECTIVE DATE: January 5, 1981 -3- .j r AFFIDAVIT OF POSTING ORDINANCE STATE OF WASHINGTON ss: COUNTY OF SNOHOMISH JACQUELINE G. PARRETT , being first duly sworn on oath deposes and says that she is over the age of eighteen (18) years and is competent to testify as to the matter stated herein. There is no official newspaper or other newspaper printed and published within the City. In accordance with RCW 35A.12.160, on the 31 day of December , 19 80, affiant posted true and correct copies of the attached Ordinance No.2188 , passed by the City Council on the 30 day of December , 19 80, at the official posting places for City notices which are the public bulletin boards at the following locations: Edmonds Civic Center 250 Fifth Avenue North Edmonds, Washington 98020 Edmonds Public Library Civic Center, 250 Fifth Avenue North Edmonds, Washington 98020 Edmonds Branch of United States Post Office 201 Main Street Edmonds, Washington 98020 DATED this 31 day of December , 1980. SUBSCRIBED AND SWORN to before me this 31 day of 19.0. " Z Ndt'ary PubAc i�ndXor the State sh�,ngton, residing at �v,.. .