3.36.010 - Established.

There is established a Mason County advance travel expense revolving fund, in this chapter called the fund, which is authorized solely for the purpose of making advances for travel expenses to officers and employees of Mason County.

(Res. 739 (part), 1977).

3.36.020 - Custodian.

The custodian of the fund shall be the Mason County treasurer, in this chapter called the custodian, who shall be responsible for the disbursement and collection of moneys, the maintenance of records, and such other duties as prescribed in this chapter.

(Res. 739 (part), 1977).

3.36.030 - Amount.

The amount of moneys originally provided to and subsequently accountable for in the fund shall be three thousand dollars, to be shown separately in the statement of current Mason County assets.

(Res. 739 (part), 1977).

3.36.040 - Checking account established.

The custodian shall open and maintain in a local bank a special checking account in the name of Mason County, entitled "Advance Travel Expense Account—(John Doe), Custodian."

(Res. 739 (part), 1977).

3.36.050 - Balancing account.

Each month the Mason County prosecutor shall reconcile the bank statement for the fund with the custodian's records to assure that the balance in the special checking account, together with any outstanding advances and travel expense claims on hand, but not yet reimbursed, equals the three thousand dollars originally established.

(Res. 739 (part), 1977).

3.36.060 - Advance—Issuance of checks.

Employee advances for travel expenses will be made by the issuance of checks drawn on the special bank account, payable to the applicant after receipt of approved request.

(Res. 739 (part), 1977).

3.36.070 - Advance—Request form.

(a)

Such requests for advances shall be made on forms in duplicate supplied by the custodian, shall be a reasonable estimate of the applicant's travel expense requirements, and shall contain the following information:

(1)

Date of request;

(2)

Name of applicant;

(3)

Destination(s);

(4)

Purpose of travel;

(5)

Anticipated departure and return date;

(6)

Amount requested;

(7)

Signature of applicant;

(8)

Official approval of trip;

(9)

Check number, amount and date (to be supplied by custodian when advance is made).

(b)

The applicant shall retain the duplicate and the custodian the original.

(Res. 739 (part), 1977).

3.36.080 - Claim for expense form—Filing requirement.

On or before the tenth day following the close of the travel period, the applicant shall file with the custodian a "claim for expense" form in duplicate, completed as required by Chapter 3.32.

(Res. 739 (part), 1977).

3.36.090 - Advance—Adjustment—Procedure.

If the actual expense is less than the amount of the advance, the claim for expense form shall be accompanied by the unexpended portion of the advance, or, if the actual expense is more than the amount of the advance, the custodian shall pay the excess to the applicant from the special checking account.

(Res. 739 (part), 1977).

3.36.100 - Advance—Adjustment—Recordation.

The custodian shall note on the claim for expense form the amount advanced and unexpended portion received or excess paid to the applicant along with the check number and shall retain the original along with the original request from as substantiating records and shall return the duplicate to the applicant.

(Res. 739 (part), 1977).

3.36.110 - Advance—Adjustment—Delinquency.

If the applicant defaults in accounting for or in repaying an advance, the full unpaid amount shall be immediately due and payable with interest at ten percent per year from the date of default until repaid. The county shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the applicant to whom the advance was given. No advance of any kind shall be made to the applicant during the delinquency.

(Res. 739 (part), 1977).

3.36.120 - Advance—Unauthorized.

Any unauthorized expenditure of advances shall be considered a misappropriation of public funds.

(Res. 739 (part), 1977).