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FOAC accepts Sun Metro accounts-payable audit; Sun Metro to record invoice receipt dates
Summary
An internal audit found 50-sample invoices where receipt dates were not recorded in PeopleSoft and a separate set of invoices paid 33–74 days after invoicing; Sun Metro said it will enter receipt dates and added staff to meet the Texas Prompt Payment Act.
The Financial Oversight and Audit Committee accepted an internal audit of Sun Metro’s accounts payable that recommended recording invoice receipt dates in PeopleSoft and improving processes to ensure payments are made within 30 days.
Christian Castro, an internal audit presenter, said auditors analyzed 50 sample invoices from fiscal year 2026 and found 11 invoices where the PeopleSoft record lacked a receipt date; those items were supported by outside documentation and were paid on time, but an additional set of 11 sampled invoices were not paid within 30 days, ranging from 33 to 74 days. The audit recommended that Sun Metro record actual receipt dates and improve payment-timeliness processes.
"We identified invoices that lacked the recorded receipt date in PeopleSoft," Castro said. "Recording receipt dates will clearly establish payment timeliness and help ensure invoices are paid within 30 days."
Jerry DiBureau, deputy transit officer for Sun Metro, told the committee that Sun Metro historically posted invoice dates in PeopleSoft and has adopted the city's practice of using the actual receipt date for timeliness calculations. He said Sun Metro added one full-time-equivalent staffer focused on high-volume areas (warehouse and parts) and is committed to complying with the Texas Prompt Payment Act.
Marietta Marin, the deputy CAFO, clarified the city's approach: the change is to the PeopleSoft field used for calculating timeliness, not to vendor invoice terms. The system will measure payment timeliness from the later of receipt of goods/services or receipt of the invoice.
The committee unanimously accepted the audit report by voice vote.
