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. interoffice MEMORANDUM to: Billy Wasson, Ken Roudybush, Hitesh Parekh from: Kier Hartwig subject: Courthouse Square Expenditure Reconciliation date: December 30, 1997 • The above report was completed this morning at l0am and E-mailed to Hitesh by Juris Solovjovs. I am unsure how you thought this project was to be completed on 12/29/97. It was our understanding that we would turn in the report by 12/31/97 to Hitesh. We have approximated that it took 44 hours of staff time to complete this report using the following Fiscal staff: Juris, Carl Pitts, Janet Bradley, Robin Barnes and Eazl Horton. Our department received the request for the reconciliation on 12/18/97 at approximately 4pm. Juris visited Ken Kuhns and Company's office at 8:30am on 12/19/97 to get additional backup from them to assist in reconciling the expenditures to their Accountant's Compilation Report of 12/16/97. You will notice that Juris found an error in the Kuhn's report during his detailed analysis, and this item is noted on the end of the Reconciliation report. The following are some of the difficulties we encountered in completing this project. Expenditures for Courtliouse Square were originally chazged to three different funds, 140, 170 and 105. Almost all original chazges to the 140 and 170 funds were transferred to the 105 fund through journal vouchers. There were approximately 90 of these journal vouchers and each one required extensive research because back up data for all journal vouchers are stored at the department level, not at fiscal. Juris spent three hours with Elyn Lyon on researching General Services and Facilities Management journal vouchers. One of the Facilities Management JV's took 2 hours to unravel to discover the check numbers used to pay the expenditures. Suggestions on how to avoid this difficult reconciliation process would be to make sure that all Courthouse Square expenditures (including Facilities Maintenance direct purchases, such as permits, telephone equipment) are charged to the 105 fund and the correct project number so that journal vouchers are not required. If there needs to be an adjustment, we would recommend that complete detail including purchase order numbers, original check numbers and vendor names be included with the journal voucher request. Please let me know if you have any questions. cc: Earl Horton Juris Solovjovs Carl Pitts