Agenda - Council - 03/13/1991 - Laserfiche WebLink

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case ADOPT POLICY FOR PAYMENT PROCESSING OF UTILITY BILLS By: Sandra Ashley Helling, Finance Officer Background: As we continue to refine the bill paying process in the Finance Office, it is noted that payments for utility bills (electricity, natural gas, telephone and other like expenditures) are consistently made past the due dates. As utility bills are generally due within fifteen days from date of invoicing, and our approval/check processing procedure generally results in a thirty day turn-around for payment, we frequently are charged late payment fees. OI)se rva ti on s: Currently the Finance Office prepares a historical (previous year) usage report for each electric and natural gas account; this report is submitted to the appropriate Department ttead(s) along with the utility bill. Employees are required to complete a "Long Distance Call Slip" for all non-local telephone calls. These slips are matched to the telephone bill and it too is submitted to the appropriate Department Head(s) for approval. After necessary staff approvals, utility bills are included in the next bills list batch. Late payment fees could be avoided if the Finance Office made payment for utility bills after staff approval. While this would be in advance of specific Council approval, the payments would be detailed in the prepaid check register which is submitted to the Council for review. Recommendation: Staff recommends that City Council approve Resolution ~91-03- authorizing payment of utility bills upon approval by the appropriate Department Head or City Administrator. Council Action: Motion to approve/not approve Resolution ~91-03- Authorizing payment of utility bills upon approval by the appropriate Department Head or City Administrator. Review Checklist: Senior Accountant Finance Officer CC: 3/13/91