CC 02-21-23 Item #05 AP ending November 13, 2022_Responses to Councilmember Questions2/21/2023 City Council Meeting Item #5 Accounts Payable for the period ending November 13,
2022
Staff’s responses to questions received from councilmember are shown in italics.
Q1: What causes an accounts payable to be missed like this? (Chao)
Staff response: This item was missed primarily due to this file not showing in the two network
folders where the AP registers are stored.
Q2: What is being done to prevent this in the future? Who is doing it? (Chao)
Staff response: This appears to be a onetime glitch as the file reappeared subsequent to
submission with the same date as all the other files. Staff who prepare these reports will be
more diligent in searching beyond these folders and rerunning reports from the financial system
as necessary to ensure all reports are included.
Q3: The previous Council got these Accounts Payables to finally be submitted by month
regularly. Will this continue? (Chao)
Staff response: Yes, this is requirement.
Q4: Has there been a check from 2018-present? How many are still missing? (Chao)
Staff response: Staff has looked back only as far as the current fiscal year. None missing from
this search.
Q5: How frequently are the Accounts Payables reconciled? (Chao)
Staff response: On a weekly basis.