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HomeMy WebLinkAboutRES-2022-120KITTITAS COUNTY BOARD OF' COUNTY COMMISSIONERS RESOLUTION NO. 2022 - \ AO Resolution Establishing Revolving FundlPetty Cash Accounts for Kittitas County Fair and Independence Day Events WHEREAS, the Kittitas County Fair is September I't through September 5th ,2022; and WHEREAS, the Kittitas County Event Center is sponsoring an Independence Day event on July 3'd,2022; and WHEREAS, The Fair and Independence Day Events require cash on hand to facilitate operations and setup; and WHEREAS, pursuant to County Cash Handling Policy, the Board of County Commissioners must authorize via Resolution each petty account. NOW, THEREFORE BE IT RESOLVED that an advance of $25,000 is established for the County Fair and Event Center from the General Fund. APPROVED this 7th'day of June 2022. BOARD OF COUNTY COMMISSIONERS WASHINGTON ABSENT V lt uu.r rTnLl,< Clerk of the 6da1'Oneputy Clerk of ttre Board Section l5: Al.teretl Currgncy Alteringcurrencyisdonebytakingagenuinebiliandtearingoff acornerortwoofasmall billsuchasa$l or$5 and then replacing these corners with the corners of a larger bill such as a Sl0, $20 or $50 bill. The original larger denomination bill is still redeemed as full value as mutilated money with one or more corners missing. The Treasurer's Office recornmends as a standard practice counting culrency by looking at the face of the bill, not at the denomination in the corners. Section l6: Petty Cash For the purpose of this policy, petty cash includes change funds, till accounts, revolving funds, advanced travel, and any money or other funds set aside for such specific purpose as minor disbursements, making change, or similar use. If petty cash is disbursed, it may be restorcd to its beginning balance twice monthly by a warrant drawn and charged to the appropriate budget account. The amounl of the warant should always be equal to the amount of the disbursements. l) The Board of Counfy Commissioners must authorize the establishment of each petry cash account by resolution, submitted to the Board by the Counfy Auditor's Office. Likewise, subsequent increases or decreases in the appropriate account. 2) A custodian of the account shall be appointed, and should not be connected with the processing of invoices, check signing, general account, or cash receipt functions within the department. 3) The custodian shall assure the petly cash is kept in a safe and secure location at all times. 4) It is the responsibilify ofeach department to assure that their petty cash account is periodically reconciled by personnel other than the custodian of the account. The County Auditor, or his/her designee, shall perform monthly audits of each department's peffy cash accounts. 5) The imprest amount shall be established by issuing a warrant. Wlen established by warrant, the transaction is a non-budget item. 6) The authorized amount of ail petty cash must be accounted for on the Counfy's balance sheet. 7) If petty cash is disbursed, it must be replenished a minimum of one time per month. This action is subject to the same review and approval process as invoices. The replenishment of the petty cash account must be vouchered with the appropriate original receipts attached. These receipts must include: a, Date b. Amount c. Recipient d. Purpose ofeach disbursement 8) Receipts nrust be signed by the person receiving funds. Receipts should be perforated, or canceled by some other means to prevent reuse. At the time of replenishment, the custodian must insure the balance remaining in the peffy cash fund, togethel with the replenishment voucher, equals the authorized imprest account. 9) The amount of petfy cash held by each department should not exceed one month's salary or surely bond covering the account custodian. I0) The peffy cash account may NOT be used to reimburse an empioyee from these funds, regardless of the situation, I I ) The petfy cash account may NOT be used for personal cash advances, regardless of the situation. 12) Petly cash accounts should always be replenished to their original levels at the end of each fiscal year. This will insure all expenses are reflected in the proper accounting period. 13) When an individual's appointment as custodian has ended, the fund must be replenished to its original balance and the imprest amount turned over to the disbursing officer. The County Auditor must then be notified of the change in custodian, and hisArer designee will be responsible for performing an audit. Sectlon l7; Non-Countv Monev 9 Monetary Gifts: Any monetary gifts to the Counfy received by a County Official, employee, or agent from a known benefactor. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS RESOLUTTON No. 2021-- trt x Resolution Establishin* *r,rn"*-* a"r" Revolving Fund/Petty Cash Accounts WHEREAS, the Kittitas County Fair is September 2nd through September 6th ,2021 and; WHEREAS, The Kittitas County Event Center is sponsoring an event on July 4th, and WHEREAS' the Kittitas County F'air needs a revolving fund/petty cash to start up the County Fair and for the special events, and; WHEREAS, the Board of County Commissioners authorizetbe County Auditorto authorize an advanceof up to $25,000 to establish as revolving fundipetty cash. NOW' THEREFORE BE IT RESOLVED that an advance of up to $25,000 be established for the County F'air and Event Center from the General Fund. This accormt will allow immediate payment of premiums, and many other items needed during the period the fair and special events are being conducted without going through the formality of a warrant issue. NOW THEREFORE BE IT F'URTHER RESOLVED the $25,000 is to always remain at that balance: the money in the account and any receipts that have not been reimbursed. There will be no other monies other than the reimbursement deposited into this account. Invoices paid from this account will be reimbursed in a timely manner through the normal voucher run. All requirements apply except that a paid receipt or properly cxecuted invoicc voucher will not be required for premiums or prizes disbursed. A list of premium or prizes winners, supplemented by entry record and certified by the Fair board will suffice to evidence expenditures for this purpose. Any single payment to a specific vendor of $600 or more shall be issued by a separate voucher and is not to be paid from this revolving fund, to meet IRS requirements. At the end of the County Fair period, or within 60 days thereafter, the revolving fund/petty cash shall be closed, and the authorized amount shall be remitted to the county auditor, which will be before November sth,2021. APPROVED this 15th'day of June 2021. BOARD OF COMMISSIONERS KITTTT co ASH rlllil ABSENT W\,\"KL of Board/Deputy Clerk of the Board mlssloner