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RESOLUTION NO. JI '1 ~
A RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING PROCEDURES TO FACILITATE THE COORDINATION
3 OF THE CITY'S ACCOUNTING SYSTEM TO A COMPREHENSIVE DATA PROCESSED
PAYROLL SERVICE.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION ONE:
The City of San Bernardino has executed an Agree-
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tion for Comprehensive Data Processed Payroll Accounting Service
and the following procedures are hereby established to coordinate
the City's accounting system to be compatible therewith.
SECTION TWO: The City Treasurer shall establish a checking
account at the Highland Arrowhead Branch of the Bank of America
N.T. & S.A., and shall deposit therein sufficient funds to cover
one half of one month of gross salaries normally due all city
employees, including the Water Department, Library and Sewer
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Departments.
SECTION THREE: The Bank of America N.T.& S.A., after pre-
paring the city's payroll for each one half month as submitted,
shall debit said checking account for the gross amount of the
payroll and deliver to the City Treasurer all payroll checks and
registers, including checks for items withheld from employees'
checks, except for the item of Income Tax withheld.
SECTION FOUR: The City Treasurer shall verify the checks wit
the register and with the bank debit and shall hold the same as
cash items until the Chief Examiner of the Civil Service Board
certifies the payroll, and as soon as possible after receipt
thereo.f, he shall submit to the Personnel Division of the Admin-
istrative Office, all payroll registers in order that verificatio
and preparation of necessary documents for processing can be pre-
pared.
SECTION FIVE: The Personnel Division of the Administrative
Office shall verify all payroll registers as to their accuracy
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and correctness, except those for the Water Department and Library
Department.
Payroll registers for the Water Department and Library
Department will be submitted to the respective departments for
verification as to accuracy and correctness.
SECTION SIX: After receipt of the letter of verification by
the Chief Examiner. the City Treasurer shall forward all payroll
checks to the Personnel Division of the Administrative Office.
SECTION SEVEN: After verification of the registers by the
Personnel Division of the Administrative Office. one copy of each
department register shall be attached to a payroll claim form
(white) and submitted with the checks to the City Clerk1s Office
for distribution to the departments for handling in the usual
manner.
SECTION EIGHT: The Finance Officer shall prepare and submit
to the Mayor and Common Council for approval. a claim form payable
to the Bank of America N.T. & S"A. for the amount of the gross
payroll due for the one half month, from each specific fund in
accordance with payroll registers as submitted by the Bank and
verified by the Personnel Division. except Water and Library
Departments.
SECTION NINE: The warrants. including Water and Library
warrants. shall be submitted to the City Treasurer to hold as a
cash item until he is required to deposit sufficient funds with
the Bank of America N.T. & S.A. Highland Arrowhead Branch for the
subsequent payroll, and at that time the above warrants shall be
deposited in the checking account at said bank.
SECTION TEN: Should it become necessary because of an admin-
istrative delay in having the payroll warrants approved by the
Mayor and Common Council. the City Treasurer is hereby authorized,
only after certification by the Civil Service Board. to release
the payroll checks for distribution.
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SECTION ELEVEN: The Water Department and Library Department
will submit to the City Treasurer a warrant covering each one
half month gross payroll as soon as possible after delivery of
payroll registers and Civil Service Board approval.
SECTION TWELVE: In the event of errors in payroll checks or
an abstract being filed against an employee1s check, the City
Treasurer is authorized to re-deposit the check involved, including
checks for withheld items if necessary, and to issue new checks
in the corrected amount.
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10 SECTION THIRTEEN: In the event of refusal by the Civil
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Service Board to approve any employee1s check, the City Treasurer
shall notify the Administrative Officer and retain the check as
a cash item until he is given instructions by the Administrative
Officer as to the proper disposition thereof.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San Bernar-
dinoat B/7// A~.JL-h~/' A.~/Nh.l? meeting thereof, held on
the. <3//I7':da..j' of '~I",f , 1966, by the following
vote, to wit:
AYES:
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ABSENT :
C0Z
1ty
I )tereby approve the foregoing resolution this ~Z- day of
~ , 1966.
(J~
NOES:
ZR'~~#/Ji.~
y t rney
Flt:_ED
JUr4 2 1966
JAat 'J: J1~' · I'l. Cit~ Clerk
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