A. Settlement of advances will be made on or before the tenth day following the close of the travel period by filing with the finance director an expense voucher as required by RCW 42.24.090. The finance director will verify the amount shown on such form as having been advanced to the employee. In the event the traveler’s actual expense is less than the amount received, their expense voucher will be accompanied by the unexpended portion of the advance. The expense voucher and original request for the advance will then be used to support the custodian’s claim for a check replenishing their revolving fund for the travel expenses reported. Expense vouchers containing expenses in the excess of the amount advanced will be submitted to the custodian at the time of final settlement. The expense claim and the traveler’s request for an advance will then be used to support the custodian’s claim for a check replenishing their revolving fund. The expense claim will be submitted to the check-issuing officer for reimbursement of the excess to the applicant. Claims for reimbursement to the fund should be submitted by the custodian of the fund periodically as needed and at the end of the fiscal year in order that all expenses incurred will be charged against the appropriations for the period then ending.

B. Any default in accounting for or repaying an advance shall render the full amount which is unpaid immediately due and payable with interest at the rate of 10 percent per annum from the date of default until repaid. To protect against any losses on advances, the governing body shall have a prior lien against and a right to withhold any and all funds payable or to become payable to such officer or employee to whom such advance has been given, up to the amount of the advance and an annual interest rate of 10 percent until repayment or justification is made (RCW 42.24.140). No advance of any kind may be made to any officer or employee at any time when they is delinquent in accounting for or repaying a prior advance.

C. Upon termination of the fund, all moneys remaining shall be returned to the city’s general fund. (Ord. 5087 § 2, 1998; Ord. 2921 §§ 2, 3, 1976.)