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Committee presses finance director on delayed invoices, contract tracking, W‑2 corrections and audit RFP
Summary
Trustees raised questions about delayed legal invoices, how contracts and encumbrances are tracked, W‑2 corrections for election workers, ACH vendor payments and an upcoming audit; staff said they will provide further detail and a March financial report.
Trustees used the finance report portion of the agenda to press staff for greater transparency and faster vendor billing, to clarify contract closeout accounting, and to review payroll and audit scheduling.
Trustee Jan Miller flagged multiple invoices from the village attorney (Wasilowski Reidenbach) that appeared in the January check run but reflected work performed in March–April 2024. Finance staff said invoices were submitted and coded in January and that they were charged to the 2024 fiscal year. Miller said she found delayed billing "a little disturbing" and asked staff to verify voucher/check numbers so the committee could follow payments.
Staff explained how contracts are tracked in the budget-to-actual reports: funds encumbered for a contract that are unused in a fiscal year are released back to the department's available budget line. For multi-year work or open contracts, staff said some dollars may carry forward or show as encumbrances. Trustees asked for an itemized report of contract balances that will roll back to the general fund.
Finance staff also described a W‑2 correction process: 28 election workers whose taxable wages exceeded $600 received corrected W‑2s and W‑2Cs because Munis initially excluded the first $600 when separate pay codes were used. The director said corrected W‑2s and W‑2Cs were mailed. Trustees asked whether the village uses ACH; staff said ACH is possible through Tyler Munis and the village uses it occasionally but not broadly; staff said they will explore expanding ACH for vendor payments.
Staff said the 2024 audit on‑site work by Baker Tilly (also referenced by name) remains scheduled for March–April and that the finance department will present year-end close and audit updates at the March meeting. The director said staff will provide a full financial report to the committee in March and an RFP for audit services is a departmental priority for later discussion.
