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II. Core Accounting Functions <br />2013 Annual Report · Publc Works Department · St. Anthony Village, Minnesota <br />3 <br />INTERNAL FINANCIAL REPORTING <br />The finance department has historically provided monthly <br />financial statements for the City’s General Fund and Liquor <br />operations. This process was enhanced in 2013 to provide <br />real time financial status to Department heads. Following up <br />on the 2012 conversion to Caselle Civic accounting software <br />the Finance department rolled out the “Dashboard” feature. <br />Through this module, Staff can search paid invoices for <br />payment details, coding information, and view their budget <br />versus actual status on a line item level or department wide <br />level at any point in time. Thereby allowing Department heads <br />to have the accurate and timely information they need and to <br />manage their resources efficiently. <br />LICENSE/PERMITS <br />This function provides billing and collection services for <br />building/remodeling permits and coordination of inspections <br />with the City Building Official. Annual fees and licenses as set <br />forth in the city ordinances are also processed using specialized <br />software. <br />PAYROLL <br />As part of the 2012 software conversion ADP was selected as <br />the City’s payroll service provider. This expanded the City’s <br />ability to provide accounting services for others as it allowed <br />for transitional options for outside entities. Additionally it <br />negated the tax filing risks connected to outside organizations. <br />In 2013 staff worked with ADP to download bi weekly payroll <br />transaction data into a formatted report that could be uploaded <br />into the Civic general ledger system. Additionally, the Finance <br />Department helped the Police Department transition to an Excel <br />based scheduling tool that can be viewed by officers via the <br />intra-net. <br />Upgrades in the future include down streaming the data input <br />to department levels, e-mail of pay stub, along with online <br />access to individual payroll information. <br />VENDOR PAYMENTS <br />The City processed 8,187 vendor invoices in 2013 which <br />generated 4,027 cash disbursements. The City’s largest <br />vendors (exclusive of Liquor Vendors) included the following: