PROCEDURES AND DOCUMENTATION—CITY MONEYS

SEA-MC tit. 5, subtit. I, ch. 5.14

in effect

Seattle Mun. Code § 5.14.010 Purpose—Scope

5.14.010 - Purpose—Scope This Chapter 5.14 implements the City Charter, Article VIII, Sections 9 and 11. When state statute directs a different procedure, state law controls. The term "City moneys" applies to cash and to checks and other negotiable instruments payable in money to the City. (Ord. 116368, § 136, 1992 [cross-reference update]; Ord. 114347, § 1, 1989.)

Seattle Mun. Code § 5.14.020 Authority in Director of Finance and Administrative Services

5.14.020 - Authority in Director of Finance and Administrative Services The Director of Finance and Administrative Services is authorized to promulgate rules in accordance with Chapter 3.02, for establishing procedures for the receipt, handling, and deposit by City officers and employees of City moneys into the City Treasury; for the method of documentation on all such transactions; for regular reporting to the Director of Finance and Administrative Services; for certifying and decertifying by the Director of Finance and Administrative Services of all City officers and employees who are authorized to receive or handle City moneys in the regular course of their employment or departmental activities; for inspection of departmental cash records, including overages or shortages; for inspection of departmental practices and procedures in handling City moneys; and for contracting with agents to collect City moneys and their collection procedures. The Director of Finance and Administrative Services may enforce these rules through on-site inspection; by decertifying any officer or employee who fails to comply with the Director of Finance and Administrative Services' Rules; and, in the event of noncompliance by a department or office, requiring that payments to personnel be authorized by the Director of Finance and Administrative Services, or deposited at his or her office. (Ord. 123361, § 133, 2010 [department head name change and style update]; Ord. 120794, § 89, 2002 [department head name change]; Ord. 116368, § 137, 1992; Ord. 114347, § 1, 1989.)

Seattle Mun. Code § 5.14.030 Duties of City personnel

5.14.030 - Duties of City personnel Any City officer or employee, who receives moneys belonging to the City in the scope and course of his or her duties, shall: A. Immediately deliver the same to the Director of Finance and Administrative Services or, when so authorized, deposit the moneys with a City depository designated by the Director of Finance and Administrative Services to the credit of the City. The delivery or deposit must be made within 24 hours after receipt unless otherwise authorized by the Director of Finance and Administrative Services; B. Comply with rules promulgated by the Director of Finance and Administrative Services for handling and processing of City moneys and for documentation and dissemination of records, and with departmental internal procedures established in conformity with the Director of Finance and Administrative Services' rules; and C. Notify the Seattle Police Department, the Director of Finance and Administrative Services, and the City Auditor of any loss or theft of City money immediately upon discovery. Written notice shall be given to them no later than 24 hours after discovery. (Ord. 123361, § 134, 2010 [department head name change and style update]; Ord. 120794, § 90, 2002 [department head name change]; Ord. 116368, § 138, 1992 [department head name change];; Ord. 114347, § 1, 1989.)

Seattle Mun. Code § 5.14.040 Certification of receivers, cashiers, and tellers

5.14.040 - Certification of receivers, cashiers, and tellers Only persons who are certified by the Director of Finance and Administrative Services may receive and handle City moneys on a regular basis in the scope and course of their employment. As a condition to certification or maintenance of a certification, the Director of Finance and Administrative Services may require that the officer or employee complete a course of instruction or training and/or pass an examination on the secure processing of moneys, the Director of Finance and Administrative Services' rules, procedures, and applicable departmental rules, and thereafter take refresher instruction or training at periodic intervals or when the need arises. (Ord. 123361, § 135, 2010; Ord. 120794, § 91, 2002; Ord. 116368, § 139, 1992; Ord. 114347, § 1, 1989.)

Seattle Mun. Code § 5.14.050 Departmental functions

5.14.050 - Departmental functions The head of any City department or office who anticipates receiving City moneys on a regular basis in the course of its activities shall: A. Contract with the Director of Finance and Administrative Services for cash collection services or, after the Director of Finance and Administrative Services' Rules take effect, assign the receiving and handling of City moneys only to those persons who are certified by the Director of Finance and Administrative Services for performing those functions; B. Establish and maintain a system of procedures, documentation and reporting on receipts handling and deposit of City moneys satisfactory to the Director of Finance and Administrative Services; C. Notify the Seattle Police Department, the Director of Finance and Administrative Services, and the City Auditor of any loss or theft of City money immediately upon discovery. Written notice shall be given no later than 24 hours after discovery; D. Allow the Director of Finance and Administrative Services to make on-site inspections and observe the processing of City moneys, and to make inspections of departmental collection records. (Ord. 123361, § 136, 2010 [department head name change and style update]; Ord. 120794, § 92, 2002 [department head name change]; Ord. 116368, § 140, 1992 [department head name change]; Ord. 114347, § 1, 1989.)

Seattle Mun. Code § 5.14.060 Liability for loss as between department and Director of Finance and Administrative Services

5.14.060 - Liability for loss as between department and Director of Finance and Administrative Services A. As between a department and its officers and the Director of Finance and Administrative Services, the department has primary responsibility for care and liability for loss of City moneys in its custody until deposited in the City Treasury or entrusted to a cashier certified by the Director of Finance and Administrative Services. When deposit is made in an after-hours drop box of the City's public depository, or an armored car service making collection for the City, losses are assigned to the Director of Finance and Administrative Services if the Director of Finance and Administrative Services' instructions for making deposits have been followed, and to the department otherwise. B. Compliance with the Director of Finance and Administrative Services' rules and procedures approved by the Director of Finance and Administrative Services establishes a presumption that a City department or office exercised due care in its custody and care of City moneys. (Ord. 123361, § 137, 2010 [department head name change]; Ord. 120794, § 93, 2002 [department head name change]; Ord. 118397, § 81, 1996; Ord. 117242, § 10, 1994 [department head name change]; Ord. 116368, § 141, 1992; Ord. 114347, § 1, 1989.)

Source: City of Seattle, Seattle Municipal Code and City Charter (Municode Library, library.municode.com)URL: https://library.municode.com/wa/seattle/codes/municipal_code?nodeId=TIT5REFITA_SUBTITLE_IGERE_CH5.14PRDOITMOFetched: 11/1/2026