HomeMy WebLinkAboutAdden 1From:Casaundra Sauls
To:Lori Fleming; Sandi Weir
Cc:Nina Christian; Raevel Chea
Subject:RE: Institute for Family Dev. CAG-21-080 Amt
Date:Wednesday, August 3, 2022 1:23:13 PM
Attachments:image001.png
Hello,
Please see my answers in “red” the email thread. Let me know if you have any other questions.
Thanks!
Casaundra
Working hours: Monday – Friday, 7:00 a.m. -4:30p.m
In Office: T/W
Telework: M/TH/F
From: Lori Fleming <LFleming@rentonwa.gov>
Sent: Wednesday, August 3, 2022 10:21 AM
To: Sandi Weir <SWeir@Rentonwa.gov>; Casaundra Sauls <CSauls@Rentonwa.gov>
Cc: Nina Christian <NChristian@rentonwa.gov>; Raevel Chea <RChea@Rentonwa.gov>
Subject: RE: Institute for Family Dev. CAG-21-080 Amt
Hi All,
Just a quick clarification that the other cities have already prepaid their share for the year and I
believe it is kept in a custodial type account. When we receive the quarterly invoice, I charge
Renton’s share to the HS budget account and the other cities share to that custodial account.
Hopefully Eden allows more than one account number to be entered per contract? Yes, we can
enter multiple accounts per contract when entering the invoice in Eden.
Thanks!
Lori Fleming
City of Renton
Human Services Coordinator
425-430-6655
From: Sandi Weir <SWeir@Rentonwa.gov>
Sent: Wednesday, August 3, 2022 9:47 AM
To: Lori Fleming <LFleming@rentonwa.gov>; Casaundra Sauls <CSauls@Rentonwa.gov>
Cc: Nina Christian <NChristian@rentonwa.gov>
(Issued "Adden 1" as a funds correction in Eden only).
Subject: RE: Institute for Family Dev. CAG-21-080 Amt
I remember this Eden issue coming up for these types of contracts, but I don’t recall what the
solution was from Finance. Although Renton is only paying out a net $20,000 ($10K for two years)
they are pre-paying for other Cities portions, then getting reimbursed by them later. The
reimbursements aren’t logged under the contract in Eden, so it makes it look like we paid out the
entire amount (is this correct, Casaundra?). That is correct.
We have two choices: enter the entire amount of funding for the two-year contract ($100,000) so
payments in Eden won’t be over-budget, or enter Renton’s NET payable amount ($20,000 – which
was entered for this contract) which brings up the red flags of being over budget. I don’t remember
what Finance decided on how they want these entered – Casaundra do you know? Are these
payable contract amounts tied to budgeting? If so, entering $100K when we are only actually
spending $20K would inflate the HS budget. You can enter the entire amount for the two year
contract. Also, the payable contract amounts are not tied to budgeting.
If we are able to enter the entire amount of $100K, I can’t change the original $20K amount in Eden,
but I can do an “Adden 1” for the additional amount of $80,000 so the total budget is $100,000. Lori
– your numbers below are correct for 2022, however, for Eden we need to enter the total amount
for entire contract period (2 years) as we don’t add funds for each year (hope that makes sense). If
there is an actual Addendum with KC later, you’ll just need to remember label it “Adden 2” as there
won’t be a physical Adden 1 document in LF.
For future contracts (if we are entering the entire amount), you’ll just need to list that number on
the checklist, and in the description clarify that Renton’s NET portion will be $XXX, so we have a way
to track it.
From: Lori Fleming <LFleming@rentonwa.gov>
Sent: Tuesday, August 2, 2022 5:44 PM
To: Casaundra Sauls <CSauls@Rentonwa.gov>; Sandi Weir <SWeir@Rentonwa.gov>
Cc: Nina Christian <NChristian@rentonwa.gov>
Subject: FW: Institute for Family Dev. CAG-21-080 Amt
Hi Casaundra and Sandi,
Hope you are enjoying the sunshine! We have a human services contract (CAG-21-080) with
Institute for Family Development, where the total contract amount should be $50,000 for 2022, with
$10,000 being Renton’s share and $40,000 being other cities shares. This contract is part of a Joint
Human Services Funding MOU, where Renton is the Lead City. It is similar to three other contracts
(CAG-21-103, 21-098, and 21-065). However, this one (21-080) with Institute for Family
Development must not have the correct total contract amount entered since it is showing we are
over the contract budget. It should be split out as follows:
$10,000 encumbered to Acct # 000.000000.010.565.10.41.003 (Renton’s share)
$40,000 encumbered to Acct # 630.000000.000.589.30.00.013 (other cities share-custodial
acct)
$50,000 Total contract amount for 2022
If you are able to update the contract amount to $50,000 for 2022, that would be great, otherwise
we will continue to override the error message that says we are over the contract amount when
processing quarterly invoices.
Thank you!
Lori Fleming
City of Renton
Human Services Coordinator
425-430-6655
From: Raevel Chea <RChea@Rentonwa.gov>
Sent: Monday, August 1, 2022 8:57 AM
To: Lori Fleming <LFleming@rentonwa.gov>
Cc: Nina Christian <NChristian@rentonwa.gov>
Subject: RE: Institute for Family Dev. CAG-21-080 Amt
Hi Lori,
The City Clerk’s office enters and updates contract information in Eden. I was looking at other
documents associated with the contract in Laserfiche, and it appears Dianne had prior
communication with Cassaundra (AP) and Sandi (City Clerk) regarding the expenses going over the
contract amount. Please see attached. Can I recommend reaching out to Casaundra on how to
handle processing the invoice based on previous discussions with Dianne/Sandi? It looks like AP may
be able to override the error message if you’re getting any.
Thank you,
Raevel Chea
Senior Finance Analyst
City of Renton
(425) 430-6937
rentonwa.gov
Working hours:
M-TH 8:00am-6:00pm
F 8:00am-5:00pm (Every other Friday flex)
From: Lori Fleming <LFleming@rentonwa.gov>
Sent: Tuesday, July 26, 2022 3:19 PM
To: Raevel Chea <RChea@Rentonwa.gov>
Cc: Nina Christian <NChristian@rentonwa.gov>
Subject: Institute for Family Dev. CAG-21-080 Amt
Hi Raevel,
Hope you had a nice vacation! Question on the 2022 contract amount for CAG-21-080, which is a
human services contract with Institute for Family Development. This is a Joint Human Services MOU
contract where Renton is the lead city and contracts/pays on behalf of participating cities. The total
contract amount for 2022 is $50,000, with $10,000 of that Renton’s share and the other $40,000
other cities funding. For 2nd quarter, we are trying to process an invoice for $12,500, which is
$2,500 Renton’s share and $10,000 other cities share, however Eden says the invoice total exceeds
the remaining balance for the contract. I think it may be that the contract is only set up for Renton’s
share. Are you the correct person to update the contract amount in Eden? Attached is a copy of the
contract, showing it is $50,000 for 2022.
Thank you!
Lori Fleming
Human Services Coordinator
City of Renton
425-430-6655
LFleming@rentonwa.gov