(a) Cash Payments Prohibited. No expenditure of the City shall be paid in cash except as may be outlined in this Section 109.06
.
(b) Cash Transactions for Public Purposes. The City may reimburse City Officials who pay cash for expenses incurred in the Best Interests of the City and for Public Purposes, only when:
(1) The expenses incurred are for nominal sums in an amount less than twenty dollars ($20.00);
(2) The procedures for such reimbursement contained in sub-paragraph (c) of this Section are followed and when;
(3) The expenses are incurred within the following limited circumstances:
A. Required payments for the parking of City vehicles or the personal vehicles of City Officials while on City business;
B. Tolls incurred during authorized travel on behalf of the City on the highways and roadways for Public Purposes;
C. Emergency expenses incurred in situations that preclude the use of the City Card or City Check methods of payment and incurred in the Best Interests of the City and for Public Purposes.
(c) Procedure for Reimbursement. The City may reimburse City Officials for cash payments made in accordance with sub-paragraph (b) of this Section only so long as the following procedure is followed:
(1) The City Official who incurred the expense must obtain written confirmation of the payment in the form of a receipt;
(2) The City Official requesting reimbursement must return the receipt to the Clerk and complete a reimbursement form delineating at least (i) their name, (ii) the date the expense was incurred, (iii) the Public Purpose for which such expense was incurred, (iv) the Vendor who received the payment, and (v) the amount of the payment;
(3) The City Official completing the form shall sign the form and in so doing shall affirm the accuracy and validity of all of the information contained therein;
(4) The Clerk may, finding the procedures of this Section followed and the requirement of a Public Purpose satisfied, reimburse the City Official in question making the request for reimbursement.
(d) Cash Drawer. The Clerk is hereby authorized to keep a cash drawer for the sole purpose of making the limited reimbursements authorized by this Section, which drawer shall not exceed $100.00 in cash at any one time without prior authorization from the City Council. The Clerk shall report a summary of all cash reimbursements periodically to the City Council.
(Ord. 641. Passed 12-7-09.)