Washburn University - List of Claims
November 12, 2005
Mayor William W. Bunten
City Hall Building
215 East Seventh Street, Room 352
Topeka KS 66603
Dear Mayor Bunten:
I can appreciate your frustration as you review the list of claims presented by Washburn University’s treasurer in her monthly report. It is difficult for you, or any other person, to ascertain the appropriateness of the expenditures in the manner that the claims are presented. The agenda item provides the claim total by fund. It is impossible to determine the specific claims paid from each fund based upon the attached detailed report of claims.
The University recently implemented a multi-million dollar information system that was to provide the administration and board members better information for decision making, not just raw data, as is presented in the current claims reports.
I would respectfully suggest that perhaps the administration use this new information system to develop better claims report for the board and the public to review. At a minimum, the reports should subtotal by fund, as presented in the accompanying agenda item. Then it would be useful to sort and subtotal the data by department, account or vendor, allowing the reader of the report to distinguish the type of expenditures as
1. departmental and capital expenditures, paid from public monies, or
2. auxiliary, paid as a cost of goods sold, or
3. restricted or agency expenditures, paid from private or designated funds.
It would also be helpful if the description of the expenditure was more appropriate. This field is too often left blank, or perhaps more representative of the last data entry line rather than the full expenditure.
Currently it is difficult to determine the source of funds for over $750,000 paid to Frye Allen over a twelve month period, or when payments to specific vendors are related to board approved contracts or for additional contracted services.
Hopefully, your input will result in improved reports that provide better information for the administration, board members and the public that helps to support this institution of higher education.
Sincerely,
Mary Lou Herring