Chapter 3.04
PETTY CASH AND CHANGE FUNDS1
Sections:
3.04.010 Authorization to establish – Maximum amounts.
3.04.020 Purpose – Authorized expenditures.
3.04.010 Authorization to establish – Maximum amounts.
The finance director, using best business and accounting practices, is authorized to establish a petty cash and/or change fund for each city department or division which the finance director finds in need of such fund(s). The overall city limit of all petty cash and change funds is not to exceed $8,000 without prior council approval. (Ord. 1774 § 2, 2016).
3.04.020 Purpose – Authorized expenditures.
Petty cash shall be for the purpose of providing change for departments taking in receipts for the finance director and for departments requiring minor cash expenditures such as overdue postage; registered mail; filing documents with other governmental agencies; payments for licenses, franchises, and permits; and occasional one-of-a-kind purchases. (Ord. 1774 § 2, 2016).
3.04.030 Reimbursement.
All amounts expended by the departments shall be reimbursed monthly by a claim against the proper budget item(s). All such claims shall have supporting documents and receipts attached and shall in all respects comply with the current bulletins of the State Auditor. The supporting documents shall include a petty cash disbursement slip of such form as approved by the finance director. (Ord. 1774 § 2, 2016).
3.04.040 Promulgation of administrative regulations – Conformance with State Auditor’s Office requirements.
The finance director is hereby authorized and directed to establish written policies for the operation of the petty cash and change funds in order to ensure the efficient administration thereof, including but not limited to provisions governing the appropriate replenishment of said fund as reasonably necessitated from time to time. Such regulations shall conform to the petty cash requirements of the State Auditor’s Office as set forth in the Washington State Budgeting, Accounting, and Reporting System (BARS) manual and applicable sections of the Revised Code of Washington. The finance director shall maintain a comprehensive list of all petty cash and change funds for review upon request. (Ord. 1774 § 2, 2016).
Code reviser’s note: Ord. 1774 adds this chapter as Chapter 3.05. It has been editorially renumbered to avoid duplication of numbering.