6b Memo August Claims and Obligations
COMMISSION AGENDA MEMORANDUM Item No. 6b ACTION ITEM Date of Meeting September 8, 2020 DATE: September 1, 2020 TO: Steve Metruck, Executive Director FROM: Duane Hill, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations August 2020 ACTION REQUESTED Request Port Commission approval of the Port Auditor's payment of the salaries and claims of the Port pursuant to RCW 42.24.180 for payments issued during the period August 1 through August 31, 2020 as follows: Payment Reference Payment Reference Payment Type Amount Start Number End Number Accounts Payable Checks 936338 936629 $ 3,477,645.63 Accounts Payable ACH 28498 29104 $ 58,180,051.42 Accounts Payable Wire Transfers 15446 15450 $ 8,883,048.12 Payroll Checks 197001 197140 $ 55,862.11 Payroll ACH 981769 986091 $ 11,499,065.40 Total Payments $ 82,095,672.68 Pursuant to RCW 42.24.180, "the Port's legislative body" (the Commission) is required to approve in a public meeting, all payments of claims within one month of issuance. OVERSIGHT All these payments have been previously authorized either through direct Commission action or delegation of authority to the Executive Director and through his or her staff. Detailed information on Port expenditures is provided to the Commission through comprehensive budget presentations as well as the publicly released Budget Document, which provides an even greater level of detail. The Port's operating and capital budget is approved by resolution in November for the coming fiscal year, and the Commission also approves the Salary and Benefit Resolution around the same time to authorize pay and benefit programs. Notwithstanding the Port's budget approval, individual capital projects and contracts exceeding certain dollar thresholds are also subsequently brought before the Commission for specific authorization prior to commencement of the project or contractif they are below the thresholds the Executive Director is delegated authority to approve them. Expenditures are monitored against budgets monthly by management and reported comprehensively to the Commission quarterly. COMMISSION AGENDA Action Item No. 6b Page 2 of 3 Meeting Date: September 8, 2020 Effective internal controls over all Port procurement, contracting and disbursements are also in place to ensure proper central oversight, delegation of authority, separation of duties, payment approval and documentation, and signed perjury statement certifications for all payments. Port disbursements are also regularly monitored against spending authorizations. All payment transactions and internal controls are subject to periodic Port internal audits and annual external audits conducted by both the State Auditor's Office and the Port's independent auditors. For the month of August 2020, $70,540,745.17 in payments were made to 573 vendors, comprised of 1,659 invoices and 6,332 accounting expense transactions. About 94 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Payroll Taxes, Contracted Services, Utility Expenses, and Environmental Remediation expense categories. Net payroll expense for the month of August was $11,554,927.51. The following chart summarizes the top expense categories by total spend. Top 20 Payment Category Summary Category Payment Amount Construction $ 44,695,905.94 Employee Benefits 9,219,896.39 Payroll Taxes 4,342,898.09 Contracted Services 4,270,070.72 Utility Expenses 2,055,535.96 Environmental Remediation 2,008,978.73 Sales Taxes 616,614.18 Maintenance Inventory 473,849.25 Software 419,495.76 Furn & Equip Purchase 250,938.08 Computers & Telephone 247,255.57 Legal 222,593.73 Parking Taxes 197,847.00 Equipment Rental 165,801.70 Bond Fees 134,252.00 Public Expense 133,680.80 Room/Space/Land Rental 103,853.74 Equipment Maintenance 100,688.28 Miscellaneous Expense 85,104.01 Trade Business & Community 61,000.00 Other Categories Total 734,485.24 Net Payroll 11,554,927.51 Total Payments $ 82,095,672.68 COMMISSION AGENDA Action Item No. 6b Page 3 of 3 Meeting Date: September 8, 2020 Appropriate and effective internal controls are in place to ensure that the above obligations were processed in accordance with Port of Seattle procurement/payment policies and delegation of authority. At a meeting of the Port Commission held on September 8, 2020 it is hereby moved that, pursuant to RCW 42.24.180, the Port Commission approves the Port Auditor's payment of the above salaries and claims of the Port: Port Commission
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