Audit 395583

Finding #SA 2025-001: Timeliness of Invoice Payments Assistance Listing Number: 14.251 Assistance Listing Title: Economic Development Initiative, Community Project Funding, Miscellaneous Grants Program Federal Agency: Department of Housing and Urban Development Federal Award Identification Number: B-23-CP-CA-0236 Criteria: 5 CFR (Code of Federal Regulations) Section 1315.4 states that grantees must make payments as close to the due date of an invoice as possible, to ensure timeliness of payments to vendors. Condition: During our testing of expenditures for the program, we noted one invoice that was received on December 17, 2024 that was not paid until May 8, 2025. Effect: The City was not in compliance with the timely payment requirements under the CFR for the invoice payment. In addition, when invoices are not paid timely, it increases the likelihood of late fees from the vendor. Cause: The invoice payment was delayed because required documentation, specifically certified payroll information, was not initially submitted by the vendor. Communication between the department and the vendor to obtain the missing documentation extended over several months due to the holiday schedule and staff oversight, resulting in the invoice being paid more than 90 days after the invoice date. Recommendation: The City should ensure that all invoices are processed and paid in a timely manner, generally within thirty to forty-five days after receipt from the vendor. In response to this finding, the Finance Department has implemented an additional Accounts Payable control requiring departments to verify the invoice date and provide written justification for any invoices submitted to Finance more than ninety days after the invoice date. This additional step strengthens internal controls and helps ensure timely invoice processing and payment.