Resolution 22-022 petty cash CITY OF SPOKANE VALLEY
SPOKANE COUNTY,WASHINGTON
RESOLUTION NO.22-022
A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, REPEALING AND REPLACING RESOLUTION 21-006, ESTABLISHING
PETTY CASH, CHANGE,AND WORKING FUNDS FOR SPECIFIC PURPOSES,AND OTHER
MATTERS RELATING THERETO.
WHEREAS, Spokane Valley Municipal Code 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. Repeal. The Council hereby repeals Resolution 21-006 in its entirety,replacing it with
this Resolution.
Section 2. Replace. 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 $ 50
Building cash one-Development Services Coordinator/Building Official $400
Building cash two -Office Assistant/Permit Specialist $200
Parks&Recreation Petty Cash-Administrative Assistant $ 50
CenterPlace cash one—CenterPlace Coordinator $400
CenterPlace cash two—Office Assistant $200
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.
Resolution 22-022-Petty Cash Page 1 of 2
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 should ensure 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 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
imprest amount.
7. The imprest 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
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 imprest amount turned over to the Finance Director.
Section 3.Effective Date. This Resolution shall be in full force and effect upon adoption.
Adopted this 6'1' day of December,2022.
ATTE . CITY OF SPOKANE VALLEY
•
hristine Bainbridge, City Clerk Pam Haley,Mayor
Approved as to form:
Office of th ity Attorney
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