FINANCE DEPARTMENT
Divisions

Overview

Overview

  • Accounting Services
    • Controller’s Office
      • Financial Reporting
      • General Ledger
    • Disbursements and Receivables
      • Accounts Payable
      • Accounts Receivables 
    • Labor Services
      • Payroll
      • Time and Attendance
  • Compliance and Resolution
  • Financial Operations
  • Financial Services
    • Financial Management
    • Revenue
  • Print and Mail Operations
  • Public Utilities
  • Purchasing

Accounting Services

Accounting Services

The Accounting Services Group is responsible for the development, maintenance, and administration of the City’s accounting system, preparation of the City’s Comprehensive Annual Financial Report (CAFR) and other periodic financial reports as well as the implementation and maintenance of accounting controls over the City’s financial resources. Other Accounting Group functions include: time and attendance; payroll; accounts payable; general ledger; grants; capital projects; fixed assets; financial reporting; accounts receivable; self-insurance; and fiscal administration. The Group also ensures compliance with United States Generally Accepted Accounting Principles (GAAP) and applicable federal, state, and local laws/regulations.

Controller’s Office

The Controller’s Office is responsible for the management and oversight of the Financial Reporting and General Ledger sections. In addition, the Controller’s Office provides technical accounting and reporting guidance to all City departments.

The Financial Reporting Section is responsible for preparing and maintaining accurate financial statements and disclosures, which are audited annually under the Comprehensive Annual Financial Report (CAFR). The section is also responsible for preparing the annual Single Audit to provide assurance to the federal and state governments that grant/award receipts are compliant with applicable rules and regulations. In addition, the Financial Reporting section works closely with the Office of Management and Budget in preparation of monthly financial reports that highlight departments’ budget-to-actual results.

The General Ledger Section maintains the accuracy of the City’s general ledger account balances through the processing of various entries and preparing account reconciliations, provides accounting services and analyses to management, handles the City’s unclaimed property, and provides quality and timely customer service to both internal and external parties.

For additional information, please contact:

  • Victoria Roeder, Controller, 210-207-2169 
  • Jay Blackwell, General Ledger Manager, 210-207-8670
  • Elizabeth Drouillard, CPA, Financial Reporting Manager for Grants and Capital Projects and Internal Services Funds, 210-207-8636
  • Vacant, Financial Reporting Manager for Enterprise and General Funds, Special Revenue and Debt Services
Disbursements and Receivables

Disbursements and Receivables is responsible for the management and oversight of the Accounts Payable and Accounts Receivable sections.

The Accounts Payable Section is responsible for creating and executing all vendor payments for purchases necessary to support the City’s facilities, services, and programs, including goods and services, delegate agency program reimbursements, construction projects, debt service, and employee expense reimbursements. The section provides vendor support and works toward timely payments to foster good working relationships with the City. The Accounts Payable section also supports all City department personnel with the vendor payment process and policy and manages the employee travel/expense reimbursement system and related Administrative Directives.

The Accounts Receivable Section monitors and collects receivables, ensures timely remittance of revenues, and provides an accurate financial position relative to outstanding receivables. The section provides support and guidance to City departments on appropriate billing and collections processes, and ensures compliance with Generally Accepted Accounting Principles (GAAP) and applicable federal, state, and local laws.

Functions include:

  • Code Compliance billing
  • Customer support for all Accounts Receivable questions
  • Returned check processing
  • Ensuring compliance to all Accounts Receivables processes and policies

For additional information, please contact:

  • Juanita Mack, Disbursements and Receivables Administrator, 210-207-5023
  • Kay Grant, Accounts Payable Manager, 210-207-6307
  • Marilyn Canales, Billings and Accounts Receivable Manager, 210-207-5440
Labor Services

Labor Services is responsible for the management and oversight of the Time and Attendance and Payroll sections.

The Time and Attendance Section is responsible for the recording of attendance and leave data for employees of the City of San Antonio. In addition to recording time data, the Time and Attendance Section staff verifies payroll results and provides customer service to employees who have questions about their paychecks.

The Payroll Section is responsible for processing accurate and timely payrolls by efficiently maintaining and submitting confidential information to employees, departments, financial institutions, and external agencies. The goal of providing exceptional customer service is achieved by a conscientious team of payroll professionals, dedicated to serving the needs of the City of San Antonio employees through friendly and effective communication, with a pledge for continuous improvement. This is accomplished while following City policies as well as state and federal laws and regulations.

For additional information, please contact:

Compliance and Resolution

Compliance and Resolution

Compliance and Resolution reviews citywide financial policies and procedures, evaluates complex management controls, identifies control weaknesses, and formulates recommendations to improve the control environment. The group performs reviews to ensure citywide compliance with contracts, grants, ordinances, and management mandates. Compliance and Resolution also participates in special investigations, projects, and programs requested by the City Manager’s Office and/or Department Directors and coordinates with the Tax Assessor, City Attorney’s Office, and other departments to identify accounts receivable and resolve compliance issues.

The Compliance and Resolution Group is responsible for processing, issuing, billing, collecting, and limited enforcement of alcohol permit ordinances. The group is also responsible for enforcement of the coin-operated amusement machine tax. In addition, the Compliance and Resolution Group is responsible for Credit Access Business matters, such as approving or rejecting applications for a certificate of registration, issuing registration certificates, and processing complaints received. Compliance and Resolution inspects the records of hotels to verify that Hotel Occupancy Tax (HOT) reports are filed and accurate and to clarify the City’s HOT ordinances with hotel staff when appropriate.

For additional information, please contact:

Financial Operations

Financial Operations

Financial Operations has two primary areas of focus:

  • Providing on-going support for Finance systems and operations
  • Undertaking enterprise- and department-wide projects that result in improved financial processes and systems

On-going support includes the administration and maintenance of the San Antonio electronic Procurement System (SAePS) that provides functionality for vendor registration, solicitation development and posting, vendor selection process, and on-line procurement catalogues. Financial Operations provides Level One support for the City’s end users (employees) as well as City vendors and potential suppliers in using SAePS. For vendors, the group provides support from the vendor registration process through the solicitation phase. Financial Operations staff conducts vendor registration outreach and training presentations. For the City’s end users, the group directly assists employees experiencing issues with SAePS as well as develops and maintains all system and process training materials. Financial Operations works closely with ITSD staff to repair, test, and enhance SAePS.

Financial Operations maintains all master data related to grants and capital projects and other Finance-related master data, including customer, procurement and non-procurement vendor, and material master records. Additionally, the group is charged with maintaining the Finance Department’s website and contingency operating plan. Regarding projects, Financial Operations is responsible for project management for Finance-related technical and organizational projects that affect the COSA enterprise as well as the Finance Department. These include the implementation of such long-term projects as the Kaba Time & Attendance System and the Customer First San Antonio Project (C1SA) that is developing an enterprise point-of-sale and reservation/registration system. Financial Operations has also been instrumental in implementing projects such as Shared Services, Employee Self-Service, and other initiatives.

For additional information, please contact:

Financial Services

Financial Services

The Financial Services Group is responsible for debt management, investment portfolio management, banking services, and various revenue collections for the City of San Antonio.

Financial Management

The Financial Management Division is responsible for providing short-term and long-term strategic financial planning in order to efficiently and effectively utilize the City’s financial resources to help accomplish its various goals and objectives. In connection with this, the division is responsible for comprehensive debt and investment portfolio management and administration, to include the financing of capital projects, providing for the safety of investment principal, and ensuring adequate liquidity of City funds. Financial Management is also responsible for procuring and directing the utilization of depository and banking services required to administer and maintain custody of the City’s funds. Additionally, the division is responsible for updating and administering tax increment finance plans and assisting with other financial special projects.

For additional information, please contact:

Revenue

The Revenue Division is responsible for the calculation of the City’s effective tax rate and the publication of notices as required by law. The division provides all property tax information for the City’s Tax Increment Reinvestment Zones (TIRZ) and other initiatives including tax abatements, annexations, and special projects, and administers the Downtown Public Improvement District. The Tax Assessor/Collector Administrator serves as the City’s liaison with the Bexar County Appraisal District and the Bexar County Tax Office.
 
The Revenue Division collects incoming payments including Hotel Occupancy Tax due to the City and Bexar County, Code Compliance enforcement violations, and various City permits, such as peddler’s licenses, as well as the remittance for and issuance of various building permits. The Revenue Division also works with departmental Petty Cash Custodians for the issuance of Petty Cash reimbursements. Questions regarding payments should be directed to 210-207-8690.

For additional information, please contact:

Print and Mail Operations

Print and Mail Operations

The Print and Mail Operations Division is the City’s in-house print and mail facility responsible for providing professional-quality support to all City departments with their print and mail needs. Print and Mail Operations offers an array of printing services that include black and/or color ink reproduction of forms, flyers, agendas, postcards, booklets, and letters which facilitates printed communication between City departments, City staff, and the constituents they serve. 

Print and Mail Operations is located at Riverview Towers 111 Soledad, Suite 150, walking distance from City Hall and various other departments. The primary focus of Print and Mail Operations is to increase operational efficiencies in an effort to reduce the cost to other departments. With competitive procurement initiatives to acquire high-capacity network printers and wise investments in technology, Print and Mail Operations has attained increased production output with decreased resources, maintaining measurable improvements in turnaround time by completing 75% of all print requests in less than three business days.

COSA Departments please use the Central Services Work Order Form to submit your requests. NOTE: This link is for COSA employees only.

For additional information, please contact:

Public Utilities

Public Utilities

The Public Utilities Group provides recommendations and assistance to the Mayor and City Council regarding regulatory oversight of CPS Energy (CPS) and the San Antonio Water System (SAWS). This includes, but is not limited to, the review and analysis of all rate filings, utility financial transactions, and assistance to constituents with complaints regarding policies or services rendered by CPS or SAWS.

In addition, Public Utilities monitors and collects all cable television franchise fee payments and rights-of-way compensation from certified telecommunication providers operating within the City limits. Oversight of these entities includes the assurance that they are in compliance with the laws, rules, and regulations established by state and federal agencies, the provisions of the franchise agreements, and City Council policies.

For additional information, please contact:

  • Jeff Pullin, Public Utilities Administrator, 210-207-6191

Purchasing

Purchasing

The Purchasing Division provides support to all City departments on every aspect of procurements, from the development of solicitation documents to contract administration. The division is responsible for the timely and efficient procurement of goods and services necessary for the delivery of municipal services. This is accomplished through the use of the Shared Services program which places procurement staff in City departments. In addition, the division utilizes an electronic procurement system that increases visibility of contract items through the use of catalogs, which in turn increases the use of established contracts that reflect volume pricing.

The Purchasing Division is comprised of two teams aligned by service delivery type. One team is responsible for discretionary solicitations – those for which factors other than price are evaluated and negotiations are desired – and include Requests for Proposals, Qualifications, Competitive Sealed Proposals, and Information (RFP/RFQ/RFCSP/RFI). The second team is responsible for non-discretionary solicitations – those driven by price – and include Invitations for Bid as well as Requests for Price Quotes and Offers (IFB/RFPQ/RFO). Exceptions include solicitations for contracts involving a public work, such as construction, and architecture and engineering, which are coordinated through the Transportation & Capital Improvements Department, Contract Services Division. 

For additional information, please contact:

  • Norbert Dziuk, Assistant to the Director, 210-207-4050
  • Denise Gallegos, Procurement Administrator for Discretionary Solicitations, 210-207-4044
  • Paul Calapa, Procurement Administrator for Non-Discretionary Solicitations, 210-207-2074
  • Jennifer Wood, Procurement Manager for Facilities and Services Procurements, 210-207-2101
  • Marilyn Timlake, Procurement Manager for Fleet, Advertising and Printing Procurements, 210-207-6012
  • Jorge Garcia, Procurement Manager for IT and Library, 210-207-4048
  • Kimberly Coleman, Procurement Manager for Aviation Procurements, 210-207-3827
  • Comel Tiller, Procurement Manager for Public Safety Procurements, 210-207-8664

Shared Services

Shared Services

The Shared Services Program takes an enterprise approach to managing our operations by streamlining administrative resources to improve service delivery and providing a work environment that supports consistency, integrity, and accountability. This approach allows operating departments to focus on their core business delivery. The City has also taken a shared service approach to certain human resource and information technology functions. The Finance Department’s Shared Services Program includes the following:

Departmental Fiscal Administrators

Department Fiscal Administrators (DFAs) are finance employees assigned to all City departments. They are responsible for the management of fiscal operations throughout their assigned departments. DFAs develop department budgets, monitor expenditures and revenues, approve purchases, and monitor the financial status of construction projects and grants. They assist in the preparation of the monthly, quarterly and year-end financial reports to include the data needed for the Comprehensive Annual Financial Report (CAFR), budget documents, and the Single Audit. DFAs routinely work with operating department directors and managers to assist with department financial policies and procedures. DFAs are also the primary department contact for the external auditors.

For additional information, please contact:

Compliance and Resolution

Finance’s Compliance and Resolution Division provides guidance to compliance personnel in City departments. The purpose is to standardize and improve financial compliance activities for City contracts and grants for:

  • Planning, organizing, and investigating
  • Assessing contract and grant performance
  • Operational, contractual, and statutory compliance
  • Compliance with federal and state grant regulations
  • Monitoring of delegate agencies and performance of those agencies

For additional information, please contact:

  • Dawn Oppermann, Compliance and Resolution Administrator, 210-207-5067
Time and Attendance

Prior to February 2012, the duties of the Time and Attendance Section were decentralized, with departments having to dedicate man hours to time recording and payroll. Time and Attendance functions were centralized under the Finance department in order to accomplish the following objectives:

  • To gain economies and efficiencies in staffing with 36 full-time dedicated specialists whose jobs are solely time and attendance support
  • To ensure that City and federal policies and procedures regarding attendance and leave are being applied correctly and consistently across departments

For additional information, please contact:

Purchasing

The Shared Services Program has enabled the placement of procurement staff in operating departments, creating stronger working relationships between the departments and central purchasing. The Shared Services staff exercises the same level of functionality as the central procurement staff. The implementation of the Shared Services Program has resulted in:

  • Increased knowledge of and adherence to policies and procedures through training and monitoring
  • Enhanced customer service and information consistency
  • Improved timeliness and quality service delivery
  • Operating departments focusing on core business delivery
  • Established career/growth opportunities

For additional information, please contact:

  • Paul Calapa, Procurement Administrator for Non-Discretionary Solicitations, 210-207-2074
  • Denise Gallegos, Procurement Administrator for Discretionary Solicitations, 210-207-4044