Re: Past Due Repair bills
Posted by BBB on 6/19/2017, 10:41 am, in reply to "Past Due Repair bills"
I had this happen to me once, and it was definitely not my fault. I submitted all of my PO requests and paperwork through the proper channels for my summer repair. I was told (by my campus secretary who was in charge of submitting POs and the district's business secretary who approves POs) to send in the repairs. When they final bill came in at the end of July, I submitted it to be paid (the previous PO was the estimate, but was needed to generate the PO). Mid-September I get a call from the district's business secretary asking why they are getting a bill for summer repairs when a PO had not be submitted. I told them that I submitted the PO (gave the exact date), and forwarded the emails stating the repairs were authorized to be sent in (one was from her). Come to find out, the campus secretary didn't submit the initial PO request when I gave it to her. She simply told the district's business secretary that she had a request for the repairs and to expect the PO request from her. She never submitted it. Even though I followed all of my procedures and was told by two different people (with emails to back me up) I could send int eh repairs, I got blamed. I got blamed because...well, I wasn't the district's business secretary and I wasn't personal friends with the superintendent (the campus secretary was the superintendent's secretary for years before that. She was sent to our campus to "spy on" and "report back" any issues. That isn't hearsay; she would tell everyone that). I had to use that year's repairs budget to pay for those summer repairs. With the size of the budget I already had, that meant moving all of the funds I could to the repair budget and not purchasing anything (seriously, nothing was purchased that year except entry fees and membership fees) so I would have funds for the next summer repair. From that point on, I have insisted that I get confirmation on my POs at each step of the process. I also get a copy of the PO when it comes back and verified proof that a PO has been faxed to the vendor (a signed copy of the PO stating that it has been faxed). A letter was going to be placed in my file reprimanding me for this, but when I told them that I had proof backing up and if a letter was placed in there I would be contacting my organization, they backed off. I will take responsibility my my screw ups; I won't for anyone else's. Luckily, that campus secretary left after that year. The one after nearly screwed up just as bad, but I caught it in time. The current one doesn't like going through all of my CYA procedures, but understands it protects everyone. |