SECTION 230:10-7-132. Reimbursing funds to the Personal Services account

  When an entity's payment for the expenses listed on the Record of Expense is received, the Secretary shall deposit the funds in the County Election Board's Special Depository Account and shall pay the various expenses of the election according to routine procedures. The Secretary also shall observe the following procedure to reimburse the County General Fund for the compensation and benefits paid to County Election Board employees for overtime worked in connection with the entity's election. (In a county with a Budget Board, the Secretary shall ask the County Clerk to contact the office of the State Auditor and Inspector for the procedure to reimburse these funds to the County Election Board's Personal Services account.) The County Commissioners first must have adopted a resolution directing such reimbursement before this procedure can be implemented. See 230:10-7-130.

(1)   Issue a voucher from the Special Depository Account in the amount of the overtime compensation plus the employer-paid benefits for deposit in the County General Fund.

(2)   Fill out a copy of the Reimbursement to General Fund Account form (SA&I Form No. 313).

(A)   If the resolution adopted by the County Commissioners directing reimbursement to the County Election Board's Personal Services Account does not have a resolution number, leave that space blank. Be certain to enter the date the resolution was adopted in the appropriate space.

(B)   Enter the County Election Board's Personal Services account number in the first column. However, if benefits are paid to a General Fund Account other than the County Election Board's Personal Services account, enter the benefits account number in the first column instead.

(C)   Enter the name of the entity or entities for which the election was conducted in the fourth column labeled "Source of Reimbursement."

(D)   Enter the total amount to be paid to the County Election Board Personal Services account in the fifth column. Also enter the amount to be paid to the benefits account if it is separate from the Personal Services account.

(3)   Attach the voucher to the Reimbursement to General Fund Account form.

(4)   Take the completed Reimbursement to General Fund Account form with the voucher attached to the County Treasurer. Ask the Treasurer to issue a receipt for the voucher and to sign and date the Reimbursement to General Fund Account form.

(5)   Enter the County Treasurer's receipt number in the second column and the receipt date in the third column.

(6)   Make two copies of the completed Reimbursement to General Fund Account form. Deliver the original form to the County Clerk, one of the copies to the County Treasurer, and keep the other copy for the County Election Board's records.

(7)   Add a reimbursement transaction to the MESA Budget Account and document the reimbursement on the Day LedgerBBudget Account.

[Source: Added at 17 Ok Reg 2335, eff 7-1-00; Amended at 30 Ok Reg 1617, eff 7-15-13]