Board tables accounts-payable vouchers amid missing documentation, vendor-charge questions

The Fountain Hills Unified School board withheld approval of accounts-payable vouchers after finance and board members identified missing check listings, coding errors and disputed vendor charges.

Board members pointed to several concerning items in the accounts-payable packet: a $56.38 late fee tied to an AAA invoice that finance said was routed incorrectly, a disputed $556.25 finance charge from WEX the district asked to be reversed, and apparent duplicate permit payments that administrators said required follow-up. The board said it had not received individual check listings showing who each check was made out to and moved to not approve the vouchers until a checklist and supporting documentation were provided.

Administration response and audit context: district staff acknowledged a coding error that misposted an expenditure and said they would correct it with a journal entry. Doctor Jain (speaker 8) and finance staff said turnover in the finance office contributed to delays and that the district is adopting procedures and volunteer expertise (Rudolphi) to create consistent protocols. Finance staff and the board said Tammy and others would follow up with vendors to resolve disputed charges and produce the missing invoice copies.

Board action: the board president moved to withhold approval of the accounts-payable vouchers pending receipt of checklist information; the motion carried and the vouchers will return to a future meeting once the documentation is available.

Ending: administration committed to producing the requested check listings, resolving vendor disputes where possible, and presenting corrected vouchers with supporting documentation at a subsequent meeting.