Comptroller seeks committee help tracking late invoices; workday ERP expected to improve timeliness in 2026

Comptroller Bill Christensen told the Finance & Personnel Committee Jan. 15 the city’s payment policy — codified in ordinance — requires departments to deliver prior‑year invoices to the comptroller’s office by Jan. 24, and that late invoices harm financial reporting and closeout work.

The comptroller said many invoices come in after the deadline for reasons including late vendor billing, missing supporting documentation, or timing when goods or services were delivered. "Departments miss that deadline for a number of reasons," he said, noting late invoices complicate preparation of the comprehensive annual financial report and the budget office’s year‑end estimates.

Christensen proposed tracking invoices that arrive late and reporting them to the committee. He suggested that after compiling a list of late invoices related to fiscal year 2024 the comptroller’s office would send departments the list and invite explanations before presenting a summary to the committee in late spring or early summer. "If it becomes a habitual or a regular problem, it could result in fewer vendors bidding on city contracts," he said, warning of potential long‑term cost effects.

The comptroller also said the city’s upcoming Workday ERP implementation, targeted for 2026, will provide much more real‑time invoice tracking and reduce the problem in the longer term. Committee sponsor Alderwoman Charlyn Moore asked the office to proceed with the proposed tracking and reporting approach. The committee placed the communication on file but agreed to hold the item to the call of the chair to keep it active for follow‑up.