HomeMy WebLinkAboutResolution 21-006 revised petty cash CITY OF SPOKANE VALLEY
SPOKANE COUNTY,WASHINGTON
RESOLUTION NO.21-006
A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON,REPEALING AND REPLACING RESOLUTION 08-024 AND 11-001,
ESTABLISHING PETTY CASH,CHANGE,AND WORKING FUNDS FOR SPECIFIC
PURPOSES,AND OTHER MATTERS RELATING THERETO.
WHEREAS, Spokane Valley Municipal Code Section 3.30.030 authorizes the development of
rules and policies concerning the administration of petty cash funds; and
WHEREAS,it is the general policy of the City to set aside small amounts of cash to make change
and reimburse employees for City operating costs; and
WHEREAS, the City has established small funds for these purposes in the past by motion,
resolution, or ordinance; and
WHEREAS, the Washington State Auditor's Office recommends the adoption of these funds by
City resolution.
NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane
County, Washington, as follows:
Section 1. The following petty cash/change accounts shall be established in the amounts shown
below and administered by the position identified. The specific custodians for these accounts shall be
appointed by the City Manager or designee.
Name of account and Responsible Position Amount
Main Reception - Office Assistant $200
Building cash one -Development Services Coordinator/Building Official $400
Building cash two-Office Assistant/Permit Specialist $200
Parks, Recreation and Facilities Administrative Assistant $ 50
The following are minimum requirements for establishment and operation of these accounts:
1. Each petty cash account shall be established by the governing body by resolution.
2. The custodian of each petty cash account should be independent of invoice processing, check signing,
general accounting and cash receipts functions.
When it is not practical to hire additional personnel or to reallocate these duties among existing
personnel, a mechanism of review that accomplishes the objectives of the segregation of duties shall
be established. For example, periodic monitoring of cash receipts and/or independent performance of
the bank reconciliation add controls when complete segregation of duties is not possible.
3. The amount in petty cash shall be periodically counted and reconciled by someone other than the
account custodian.
4. The account custodian shall ensure the petty cash is kept in a locked location.
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5. The authorized amount of all such petty cash shall be included in the local government's balance sheet.
6. If petty cash is disbursed, it shall be replenished at least monthly. Account replenishment should be
subject to the same review and approval as processed invoices. Account replenishment shall be by
voucher with the appropriate receipts attached. The receipts shall show the date, recipient, purpose
and amount of each cash disbursement. These receipts shall be signed by the person receiving the
money, stamps, etc. At the time of account replenishment,the custodian shall ensure that the balance
remaining in petty cash,together with the amount of the replenishment voucher,equals the authorized
imprested amount.
7. The imprested amount of petty cash shall not exceed one month's salary or the surety bond covering
the custodian.
8. The fund shall not be used for personal cash advances even if secured by check or other I.O.U.'s.
9. Petty cash shall be replenished at the end of the fiscal year so that expenses will be reflected in the
proper accounting period.
10. Whenever an individual's appointment as custodian is terminated, the fund shall be replenished and
the imprested amount turned over to the Finance Director.
Section 2. Repeal. The Council hereby repeals Resolutions 08-024 and 11-001 in their entirety,
replacing them with this Resolution.
Section 3.Effective Date. This Resolution shall be in full force and effect upon adoption.
Adopted this le day of September, 2021.
ATTEST- CITY OF SPOKANE VALLEY
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Christine Bainbridge, City Clerk Ben Wick,Mayor
Approved as to farm:
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Office of e Cit+/A •ney
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