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King County DCHS says recent systems changes cut invoice processing time; capital payments remain timing challenge
Summary
DCHS told the committee that new contract systems, added fiscal staff and tighter coordination with central county finance have reduced average internal invoice processing to about nine days, though time‑sensitive housing capital wire payments require special handling.
The Department of Community and Human Services (DCHS) told the Housing, Health and Human Services Committee on April 1 that process improvements implemented in 2023–24 — a new contract management system, added fiscal staff, and closer coordination with King County Finance (FBOD) — reduced average internal invoice processing time to around nine days and that FBOD typically completes an ACH or check payment within 48 hours after DCHS submits a requisition.
The presentation was offered in response to a 2024 budget proviso directing DCHS to present a plan to improve payment timelines for housing providers and human services contractors. DCHS officials said collecting and paying grants is a multi‑step "relay" involving contract setup, program manager review, finance review and central accounts payable; because many contracts use multiple fund sources, some invoices require allocation work that increases review time.
Jennifer Calderon, DCHS director of Impact and Data Strategy, and Acting CFO Kevin Lowe described a multi‑month effort that included agency training, implementation of an enterprise contract system (Agiloft) and targeted process checklists for large capital transactions. DCHS reported processing more than 7,000 invoices in 2024 and said end‑to‑end provider timelines have averaged about 11–15 days from invoice submission to funds in bank accounts (DCHS internal processing ~9 days plus county central processing ~2 days).
Calderon noted the department’s increased fiscal staffing addressed a backlog in behavioral health invoice processing in early 2024 that had pushed timelines higher; that backlog has been worked down. Lowe said the remaining timing pressure is concentrated in a small number of housing finance transactions — typically transit‑oriented development and other closings — that require time‑sensitive wire transfers to escrow. Those transactions have unique paperwork and closing windows that require closer cross‑department planning to ensure funds arrive by required dates.
DCHS said it has taken these steps to reduce delays:
- Implemented Agiloft for enterprise contract and invoice tracking (rolled out to the whole department in August 2024). - Increased finance and compliance staff in DCHS to process invoices and clear backlogs. - Created checklists and monthly coordination meetings with the county’s Finance and Business Operations Division (FBOD) and DCHS housing finance staff to flag time‑sensitive wire needs well before closing dates.
Officials said they are not requesting new resources at this moment but will continue to reassess needs for the 2026–27 budget cycle. The department also pledged refresher trainings for DCHS program and fiscal staff and to continue monthly monitoring of invoice timelines.
Committee members welcomed the update and directed staff to return with any resource requests during the next budget cycle. Chair Teresa Mosqueda thanked staff and asked that DCHS continue improving transparency so providers can better plan subcontractor and construction schedules.
Ending: DCHS will continue monthly reporting on payment timelines and return with any proposed supplemental or biennial budget adjustments if needed to sustain timely payments.
