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Portage council approves new claims payment policy, signs off on $2.77 million in claims
Summary
Council approved a revised claims payment policy to streamline vendor payments and stronger credit-card controls, and approved claims totaling $2,768,821. The policy eliminates cutoff emails, increases batch check runs, and requires W-9s for purchases over $600.
The Portage Common Council on April 21 approved a new claims payment policy designed to reduce administrative burden and decrease late vendor fees, and separately approved claims totaling $2,768,821.
Finance staff explained that the policy would eliminate the current cutoff-email system and move to running check batches roughly three times per month so vendor due dates are met. Staff said reports would remain uniform, with a single paid claims report covering the relevant month. The policy also formalizes credit-card procedures: departments must submit receipts identifying accounting codes, and the city will require W-9s for purchases over $600.
"We would cut checks approximately three times a month to meet all vendor due dates," the finance staff member (Jen) said. She described existing burdens of scanning and reconciling multiple funds and said the change would reduce staff time spent chasing late invoices.
Council discussed whether the $600 W-9 threshold is per-vendor cumulative or per purchase and confirmed the city tracks vendor accounts; staff said vendor setup and attached W-9s in the accounting system would address cumulative reporting needs.
Separately, council moved and approved claims (paid and unpaid) totaling $2,768,821 by roll call. The new policy will be used under the council's temporary meeting structure.
