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Additional Finance Accounting Intern Hours Copyrig hted February 1, 2021 City of Dubuque Consent Items # 6. City Council Meeting ITEM TITLE: Additional FinanceAccounting Intern Hours SUM MARY: City Manager recommending approval to increase the hours of the accounting interns by 543 hours annually. SUGGESTED Suggested Disposition: Receive and File;Approve DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo Dubuque THE CTTY O� � D 1fl-America Ciiy UB E µ.��:�ti���, �, i I j�r I � ML�ste i�ce on t�le Mississi i zflo�•�oiz-zois �P pp zoi��za�9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Additional Finance Accounting Intern Hours DATE: January 26, 2021 Director of Finance and Budget Jennifer Larson is recommending approval to increase the hours of the accounting interns by 543 hours annually. This is an increase of 0.26 FTE and additional cost of$2,054 in Fiscal Year 2021. The additional cost in Fiscal Year 2021 will be funded by investment manager fee savings in the Finance Department. The additional cost in Fiscal Year 2022 of$8,480 will be funded through the budget process. The Finance Department will be starting the implementation of a new Enterprise Resource Planning system in the Spring of 2021. It will be necessary to be able to complete daily tasks (accounts payable, purchasing card audits, monthly journal entries, monthly reporting, payroll, receipting, reconciliations, etc.) and undertake the additional workload of implementing the new ERP system (new chart of accounts, data conversion, creation of new processes, writing reports, training, etc.). The most cost- effective solution to the issue of needing enough staff to complete daily tasks while doing the ERP implementation is to increase the amount of accounting interns' full-time equivalents. I concur with the recommendation and respectfully request Mayor and City Council approval. �J�/'+�'� �Gv�r Michael C. Van Milligen MCVM/jml Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Shelley Stickfort, Human Resources Director Cassie Ross, Assistant Director of Finance Dubuque THE CITY OF � All•A�eri�a Ciry DuB E ���,,��a.��;.���� � �, � ► � � Maste iece on the Mississi i zoo�•zo��•zo�3 � pp 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Director of Finance and Budget SUBJECT: Additional Finance Intern Hours Recommendation DATE: January 25, 2021 INTRODUCTION The Finance Department is approved for 0.49 FTE or 1,023 hours annually for accounting interns and 0.51 FTE or 1,065 hours annually for utility billing interns. BACKGROUND The Finance Department is fortunate to have the ability to recruit finance interns from three local colleges. These high caliber candidates provide valuable service to the Finance Department and allow the department to pursue a wide variety of projects throughout the year. DISCUSSION The Finance Department will be starting the implementation of a new Enterprise Resource Planning system in the Spring of 2021. It will be necessary to be able to complete daily tasks (accounts payable, purchasing card audits, monthly journal entries, monthly reporting, payroll, receipting, reconciliations, etc.) and undertake the additional workload of implementing the new ERP system (new chart of accounts, data conversion, creation of new processes, writing reports, training, etc.). The most cost-effective solution to the issue of needing enough staff to complete daily tasks while doing the ERP implementation is to increase the amount of accounting interns' full-time equivalents from 0.49 FTE (1,023 hours) to 0.75 FTE (1,566). The 0.75 FTE of accounting intern hours will be split between multiple interns. On average, the Finance Department typically has two accounting interns and one utility billing intern on staff at one time. The two accounting interns work opposite hours based on their school schedules. The additional hours would allow the accounting interns to work more hours during the summer and school months. These additional hours will be needed to complete daily tasks and assist with the ERP system implementation. RECOMMENDATION I respectfully recommend that the Finance Accounting Intern full-time equivalents are increased from 0.49 FTE (1,023 hours annually) to 0.75 FTE (1,566 hours annually). These hours will be split between multiple interns. The annual cost impact is $8,480. The estimated fiscal year 2021 cost impact is $2,054. The additional cost in FY21 would be covered by the Investment Manager contract savings.