Chapter 2.26
Expense Advances
Sections:
2.26.020 Applicability to reimbursement without advance.
2.26.040 Activity approval--Request--Disbursement.
2.26.050 Report upon return--Adjustments.
2.26.060 Maximum levels--Alcoholic beverages.
2.26.070 Appeal to city council.
2.26.080 Reimbursement to charged account.
2.26.090 Return to charged account.
2.26.010 Findings.
It is found in the best interests of the city to provide for a program of payment of moneys to employees, officers, and officials of the city in anticipation of their incurring expenses upon behalf of the city while attending schools, conferences, and other functions at the request and direction of the city. (Ord. 1136 §1, 1980).
2.26.020 Applicability to reimbursement without advance.
The individuals requesting reimbursement for expenses incurred by them on behalf of the city while attending schools, conferences and other functions at the request and direction of the city, but who have not requested advance payment, shall be subject to and follow the same procedure as established in this chapter. (Ord. 1160 §1(part), 1981: Ord. 1136 §4(F), 1980).
2.26.030 Issuance authorized.
On and after the effective date of the ordinance codified in this chapter, the clerk-controller shall be authorized to issue warrants or other evidences of debt upon behalf of the city agents, employees, officers, and officials of the city for use by those individuals for payment of expenses to be incurred by them in the course of the performance of duties upon behalf of the city, whether by attendance at schools, seminars, conventions, or other approved activities. The issuance shall be upon the terms and conditions established in the following sections of this chapter. (Ord. 1136 §2, 1980).
2.26.040 Activity approval--Request--Disbursement.
Prior to the issuance of the payments authorized by Section 2.26.030, the following criteria shall be met:
(1) The activity in question and the individual's attendance at that activity shall have been approved by the individual's department head and by the finance committee of the city council.
(2) The individuals shall submit a request for fund advancement specifying with reasonable particularity the nature of the anticipated expenditures and the amounts requested; provided, that in no event shall more than forty-five dollars per day be authorized for advance disbursement. The request shall be reviewed by the department head and the finance committee and, if approved in writing, the funds shall be subject to disbursement by the clerk-controller. (Ord. 1136 §3, 1980).
2.26.050 Report upon return--Adjustments.
Subsequent to the individual's return, the individual shall submit to the clerk-controller receipts or other proof of expenditures made by that individual during the course of that individual's attendance at the event. These items shall be submitted to the department head and the finance committee for review. After this submission, the department head and finance committee shall either approve or disapprove the report.
(1) The department head or finance committee may request further documentation of any expenditure reported by the individuals to have been made within the scope of the authorized activity.
(2) If any expenditure claimed by the individual is disallowed, then the individual shall reimburse the city general fund or such fund as from which the moneys were advanced, in that amount, with the reimbursement to be made within seven days of the disallowance; provided, that in the event the individual does not so reimburse, the moneys may be deducted from the individual's next payment, whether salary or otherwise, from the city.
(3) If the claimed expenditures exceed the amount approved in advance, no further moneys shall be paid without the approval of the city council. (Ord. 1160 §l(part), 1981:Ord. 1136 § 4(part)(A, B, C), 1980).
2.26.060 Maximum levels--Alcoholic beverages.
The finance committee is authorized to establish maximum levels which will be approved for any particular expenditure including, by way of representation and not by way of limitation, maximum levels approved for any particular meal expenditure, housing expenditure or travel expenditure; provided further, that no expenditure involving the purchase of alcoholic beverages shall be submitted or approved. (Ord. 1160 §1(part), 1981: Ord. 1136 §4(D), 1980).
2.26.070 Appeal to city council.
If any individual who has submitted an accounting under this chapter disagrees with the decisions of the department head and/or the finance committee, that individual may appeal the decision to a full city council. The materials presented to the department head and finance committee shall be submitted to the full city council who shall either affirm, reverse or modify the decision of the finance committee. The decision of the city council shall be final. (Ord. 1160 §1 (part), 1981: Ord. 1136 §4 (E), 1980).
2.26.080 Reimbursement to charged account.
If the city receives reimbursement from any source other than its own funds for moneys disbursed pursuant to the provisions of this chapter, then to the exent allowed by law the moneys so received shall be credited to the general fund account to which they were originally charged. (Ord. 1136 §5, 1980).
2.26.090 Return to charged account.
To the extent that any moneys advanced are not in fact expended or to the extent that any moneys are disapproved as to expenditure pursuant to Section 2.26.050(2), they shall be returned to the same fund or account within the city's financial system against which their disbursement was charged. (Ord. 1136 §6, 1980).