|The utility billing and collection procedures are included in the utility ordinance, adopted on July 21, 2006. RUBA staff has a copy of the approved ordinance on file.
The accounts receivable reports indicate that there are five accounts that are more than 90 days past due. The traditional council has a hard time shutting off water due to no curb stops and there are watering points throughout the community. A random review of account receivable files indicated that the utility bills are issued within the first week of each month, as required by the utility's billing procedures.
Staff uses QuickBooks 2011 for bookkeeping. Invoices and payment for each customer are entered into the accounts receivable program.
The utility bookkeeper uses QuickBooks 2011 for financial recordkeeping, including all payroll records.The bookkeeper is proficient in the use of QuickBooks; all payroll records are up to date though December 2011.
The utility clerk writes a receipt for any income received. A copy of every receipt is kept in a permanent receipt book. At the end of the month, new data from the receipt book is entered into the utility's computerized accounting system.
All payments are made by check. Every check includes an amount, an expense account and a description of the payment. A copy of each paid invoice is kept in the vendor files.
The utility's chart of accounts identifies all asset account (un-deposited funds, bank accounts, and accounts receivable), all liability accounts (current, long-term and payroll liabilities), and fund balances. Income and expense accounts are identified in a manner that matches the income and expenses line items in the budget.
Bank reconciliations have been completed through November 2011. The utility does not require purchase orders for proposed purchases, however requires authorization of the council on any expenditures per the constitution and bylaws of the traditional council.