Page 208 - NRH FY20 Approved Budget

DEPARTMENT / DIVISION FUND
FINANCE – ACCOUNTING UTILITY
PROGRAM NAME
ACCOUNTS PAYABLE (A/P)
DESCRIPTION / MISSION
Accounts Payable is responsible for the timely and accurate payment of city vendors for goods and services received, for the
proper accounting for vendor payments and for the maintenance of vendor files. Primary activities of the program include the
entire accounts payable process from data entry to mailing of payments, and maintenance of all vendor payment files.

GOALS
• To provide for the timely and accurate payment of City vendors in compliance with state statutes. (Financial Stability)
• To establish and maintain vendor payment files in a timely manner. (Financial Stability)
• To maintain unfiled documents in an organized and easily understandable manner. (Financial Stability)
• To maintain and streamline the year-end accrual process to accurately account for year-end expenses. (Financial Stability)

OBJECTIVES
• Continue training of back up personnel in the accounts payable process to ensure availability of resources to assure timely
payment of vendors.
• Process vendor payments within 30 days of the latter of invoice/receipt date.
• Process payments to vendors within 12 day processing average.
• Encourage vendors to receive ACH payments for cost savings and efficiency of vendor payments.
• File vendor payment documents within 7 days of payment issuance.

2017-18 2018-19 2019-20
PERFORMANCE MEASURES ACTUAL REVISED ESTIMATED
Goal: Financial Stability
# Of full time equivalents (FTEs) 1.35 1.00 1.00
# Of vendor invoices processed in total 16,302 14,930 15,000
# Of invoices processed by purchase authorization 3,267 3,000 3,000
# Of invoices processed by field purchase order 3,111 2,736 2,800
# Of invoices processed by purchase order 9,924 9,194 9,200
# Of A/P checks issued 4,384 3,912 4,000
# Of ACH payments issued 3,339 3,189 3,200
# Of A/P payments voided 44 36 30
# Of documents filed within 7days 7,337 6,746 6,840
# Of documents total filed 7,723 7,101 7,200
% Of A/P payments voided 0.57% 0.51% 0.42%
% Of vendor invoices paid within 12 processing days 99.00% 99.00% 99.00%
% Of vendor invoices paid within 30 invoice days 90.00% 90.00% 90.00%
% Of purchase order lines to invoice lines 61.00% 62.00% 61.00%
% Of field purchase order lines to invoice lines 19.00% 18.00% 19.00%
% Of vendor payment documents filed within 7 days 95.00% 95.00% 95.00%
% Of vendors ACH payments to total payments 43.00% 45.00% 44.00%
Average # of invoices per A/P payment 2.11 2.10 2.08
Average # of days for approval process 4 4 4
Average # of days in A/P office 7 7 7
Average # of total processing day s 1 1 1 1 1 1

204