Council asks staff for flowchart after late fees prompt accounts‑payable review

GUNNISON — Councilmembers raised repeated concerns about finance charges on vendor invoices during the Feb. 18 meeting, prompting a detailed explanation of the accounts‑payable workflow and a commitment from staff to document and refine the process.

A councilmember flagged a recent late fee and asked for a full review of how invoices move from mail receipt to payment. Finance staff described the current process: invoices are collected in mail, placed in Angela's box, coded by department heads, compiled into a weekly report for Dennis to review, and paid on Friday after signatures. Staff said a change to a weekly payment schedule and adding a dedicated accounts‑payable position (Angela) had dramatically reduced late fees.

"Once we get that invoice, it's paid within a week," one finance staff member said, explaining the cadence and the role of online access to bank statements in reducing processing delays.

Staff recommended operational improvements including earlier mail pickup on Wednesdays so invoices can be processed before weekly cutoffs, ensuring vendors send billing to correct city email addresses, and obtaining online statement access from vendors when necessary. Council requested a written flowchart or mission statement that staff can use to check compliance monthly.

Action taken: Staff agreed to provide a flowchart documenting invoice receipt, coding, approval and payment steps and to explore additional digital billing options to reduce mail-related delays.

What happens next: Finance staff will prepare the process documentation and report back to council with recommended operational changes and a timeline to track late‑fee occurrences.