8b. Memo
Claims and Obligations March 2023
COMMISSION AGENDA MEMORANDUM Item No. 8b ACTION ITEM Date of Meeting April 11, 2023 DATE: April 3, 2023 TO: Steve Metruck, Executive Director FROM: Eloise Olivar, AFR Senior Manager Disbursements SUBJECT: Claims and Obligations –March 2023 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 March 1st through 31st, 2023 as follows: Payment Payment Type Payment Reference Reference End Amount Start Number Number Accounts Payable Checks 947452 947940 $ 6,534,720.24 Accounts Payable ACH 053145 054028 $ 49,273,319.38 Accounts Payable Wire Transfers 016007 016030 $ 13,426,365.55 Payroll Checks 206047 206490 $ 190,455.92 Payroll ACH 1124399 1131010 $ 21,553,736.83 Total Payments $ 90,978,597.92 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 December 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 contract—if 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. 8b Page 2 of 3 Meeting Date April 11, 2023 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 March 2023, over $69,234,405.17 in payments were made to nearly 771 vendors, comprised of 2,567 invoices and over 9,809 accounting expense transactions. About 91 percent of the accounts payable payments made in the month fall into the Construction, Employee Benefits, Payroll Taxes, Contracted Services, Utility Expenses, NWSA Construction Payments, Janitorial Services, Sales Taxes, Software and Maintenance Inventory. Payroll expense for the month of March was $21,744,192.75. Top 15 Payment Category Summary: Category Payment Amount Construction 29,260,436.14 Employee Benefits 9,201,339.03 Payroll Taxes 8,705,083.98 Contracted Services 6,070,852.96 Utility Expenses 2,616,689.21 NWSA Construction Payments 1,730,311.09 Janitorial Services 1,633,708.25 Sales Taxes 1,298,745.79 Software 1,203,718.12 Maintenance Inventory 965,457.99 Legal 670,383.12 Environmental Remediation 565,328.28 Membership Dues 517,202.42 Parking Taxes 488,786.17 Furn & Equip Purchase 425,304.01 Other Categories Total: 3,881,058.61 Net Payroll 21,744,192.75 Total Payments: $90,978,597.92 COMMISSION AGENDA – Action Item No. 8b Page 3 of 3 Meeting Date April 11, 2023 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 April 11, 2023, 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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