TDC members press clerk over delayed reimbursements that strain Visit Pensacola cash flow
Loading...
Summary
Council members pressed for clearer, faster reimbursement procedures after Visit Pensacola said delayed payments force it to use lines of credit for county-funded marketing — incurring interest and complicating buys that depend on advance payment.
Members of the Escambia County Tourist Development Council on Feb. 3 pressed county financial staff and Visit Pensacola over recurring delays in reimbursements that, council members said, are forcing Visit Pensacola to carry operating debt.
Council member David raised the item, saying reimbursements are being “dragged out” to the point that Visit Pensacola needs a line of credit to cash-flow marketing work done on behalf of the county. He asked the clerk’s office to provide a clear schedule and communications protocol: what steps trigger rejections, when providers will be notified, how long organizations will have to cure deficiencies and when payments will be made.
Darren of Visit Pensacola said the organization met with the comptroller’s office on Jan. 29 and has since been working to make submissions clearer. “We’re writing narratives now to help remove the questions that have previously caused the denial,” he said, adding that the office sometimes receives partial payments while other items are held for additional documentation. He reported a recent single-month showcase spend as high as $1,000,000, which can create acute cash-flow pressure if parts of a package are short-paid.
Council members described the operational impacts. “Who’s paying for the interest that’s being accrued on that loan?” David asked, noting the appropriation agreement does not authorize county reimbursement of that interest. Another member said delayed payments could cause outside media salespeople to stop working with Visit Pensacola or demand cash in advance for buys, a risk that would reduce marketing reach.
Several people on the council urged improved communication. Darren said checks are cut on Wednesdays and that, in practice, Visit Pensacola receives a spreadsheet after payment showing which invoices were short-paid, but not in real time. He suggested a portal or web page that would allow Visit Pensacola to see review notes and the clerk’s spreadsheet as packages are processed.
The council did not take formal action to change the clerk’s process at the meeting. Members encouraged continued engagement between Visit Pensacola, the Office of Management and Budget, and the Comptroller’s office to reduce turnaround times and increase transparency. Darren said Visit Pensacola would continue to provide the additional documentation the clerk’s office requests, and staff pledged to follow up with the comptroller’s office about whether a more immediate notification system could be created.
