Resolution 11-001 Petty Cash
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
RESOLUTION NO. 11-001
A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, AMENDING SECTION 2 OF RESOLUTION 08-024, ESTABLISHING PETTY
CASH, CHANGE, AND WORKING FUNDS FOR SPECIFIC PURPOSES.
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 Auditors Office has suggested the adoption of these funds by
City resolution; and
WHEREAS, the operations/administration receptionist fund is insufficient as it necessitates
replenishing the fund on a frequent basis; and
WHEREAS, for expediency purposes, previously designated "Building cash one - permit
specialist" and "Building cash two - permit specialist" fund will now be consolidated into one change
account; and
WHEREAS, "Building cash three-office assistant" change account will now be designated as
"Building cash two- Senior Permit Specialist."
NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane
County, Washington, as follows:
Section 2. 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 finance director.
Responsible Position Amount
Operations/Administration Receptionist $200
Building cash one - Permit Specialist $400
Building cash two - Senior Permit Specialist $200
Parks & Rec. Administrative Assistant $ 50
Resolution 11-001 Petty Cash Page 1 of 2
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 periy cash shall be periodically counted and reconciled by someone other than the
custodian.
4. The custodian should assure the petty cash is kept in a locked location.
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 must be replenished at least monthly. The replenishment should be
subject to the same review and approval as processed invoices. The replenishment must be by
voucher with the appropriate receipts attached. The receipts should show the date, recipient, purpose
and amount of each cash disbursement. These receipts must be signed by the person receiving the
money, stamps, etc. At the time of replenishment, the custodian should 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 should not exceed one month's salary or the surety bond
covering the custodian.
8. The fund may not be used for personal cash advances even if secured by check or other I.O.U.'s.
9. Petty cash should always 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 must be replenished and
the imprested amount turned over to the treasurer or other disbursing officer.
Section 3. Repeal. . The remaining sections of Resolution 08-024 shall remain unchanged by this
action.
Section 3. Effective Date. This Resolution shall be in full force and effect upon adoption.
Adopted this 11'h day of January, 2011.
ATTEST: CITY OF SPOKANE VALLEY
ristine Bainbridge, City Clerk 4homas Towey, Mayor
Approved as to form: '
a-I / - • A,4-ZD
Offic f the City Attorney
Resolution 11-001 Petty Cash Page 2 of 2