ORD 82-15 ADVANCE TRAVEL EXPENSE REVOLVING FUNDORDINANCE NO. 82-15
AN ORDINANCE ESTABLISHI~]G AN
ADVANCE TRAVEL EXPENSE REVOLVING
FUND
WHEREAS RCW 42.24.120 provides for the establishment of
an Advance Travel Expense Revolving Fund, and;
WHEREAS, the Council of the City of Winslow desires to
establish such fund for the purpose of making advances for
travel expenses to officers and employees of the City of
Winslow;
The City Council of the City of Winslow do ordain as follows:
Section 1. There shall be established a revolving working
fund in the amount of $509 (five hundred dollars). The
custodian of the fund shall be the City Clerk/Treasurer.
Section 2. The advance travel exoense revolving funds will
be established. The Treasurer will retain a copy of both
the legislative authorization and receiDt supporting his
transfer of such cash the revolving fund.
Section 3. Upon receimt of the moneys, the custodian will
open a checking account in a local bank in the name of the
governmental unit entitled "Advance Travel ExDense Account
--John Doe, Custodian." Moneys received from the following
sources will be deposited to the account:
From the Treasurer or other disbursin~lofficer in the total
amount originally establishing the revolving fund or
subsequently added thereto; from officers and employees
representing refunds of any unexDended advances; and
from the warrant-issuing officer reimbursing the custodian
for travel expenses allowed in the settlement of employee
advances.
Ordinance No. 82 -15
Page Two
Section 4. A check register will be maintained in which
will be recorded all transactions of the fund, including
deposits, disbursements and bank service charges. A
reconciliation shall be made with the bank statement at
the end of each month. When possible, the reconciliation
should be made by someone other than the custodian. The
balance remaining in the checking account as of a given date,
together with any outstanding advances and travel expense claims
on hand but not yet reimbursed, should always equal the
amount established by the governing body for the revolving
fund.
Section 5. Employee advances for travel expenses will be
made by the issuance of checks drawn on the special bank
account, payable to the applicant. ApDroved requests will
be retained in the files of the custodian to support such
advances until final settlement is made and claim for
reimbursement has been submitted. Requests for such advances
shall be reasonable estimates of the applicants' travel
expense requirements and shall contain as a minimum the
following information:
Date of request
Name of applicant
Destination
Purpose of travel
Anticipated departure and return dates
Amount requested
Signature of applicant
Official approval of trip
Check number, amount and date (to be provided by
the custodian when advance is made)
Ordinance No. 82 - 15
~age Three
Section 6. Settlement of advances will be made on or
before the tenth day following the close of the travel
period by filing with the custodian an expense voucher as
required by RCW 42.24.090. The custodian will verify the
amount shown on such form as having been advanced to the
employee. In the event the traveler's actual expense is
less than the amount of the advance received, his expense
voucher will be accompanied by the unexpended portion of
the advance. The expense voucher and original request for
the advance will then be used to support the custodian's
claim for a warrant replenishing his revolving fund for
travel expenses reported. Expense vouchers containing
expenses in excess of the amount advanced will be submitted
in duplicate to the custodian at the time of final settlement.
The original copy of the expense claim and the traveler's
request for an advance will then be used to support the
custodian's claim for a warrant, or check for municipalities
which do not issue warrants, replenishing his revolving fund.
The other copy of the expense claim will be submitted to the
warrant issuing officer for reimbursement of the excess to
the applicant. Claims for reimbursement to the fund should
be submitted by the custodian periodically as needed and at
the end of the fiscal year in order that all expenses incurred
will be charged against the appropriations for the period
then ending.
Ordinance No. 82 - 15
Page Four
Section 7. Any default in accounting for or repaying an
advance shall render the full amount Which is unpaid immediately
due and payable with interest at the rate of 10% per annum from
the date of default until repaid. To protect against any losses
on account of advances the governing body shall have a prior
lien against and a right to withhold any and all funds payable
or to become payable to such officer or employee to whom such
advance has been given. No advance of any kind may be made
to any officer or employee at any time when he is delinquent in
accounting for or repaying a prior advance. No such advance
shall be considered for any purpose as a personal loan to such
officer or employee and any unauthorized expenditure of such
funds shall be considered a misappropriation of public funds.
(RCW 42.24.140, 42.24.150 and 42.24.160)
Setion 8. This Ordinance shall be in full force and effect
five (5) days after posting in the manner provided by law.
Passed by the City Council of the City of Winslow and
approved by the Mayor on this 3rd day of June
A~ce ~. ~ ~Z~'
Mayor
ATTEST:
APPROVED AS TO FO~:
· 1982.
Thomas M. Walsh
City Attorney
I do hereby certify this ordinance was signed by the Mayor this
3rdday of June , 1982· and thereafter posted this
ID'FSday of June , 1982, at the Ferry Terminal· Chamber
of Commerce, and City Hall. Effective June 15, 1982
Clerk/Treausrer
S E A L