Finance presents P‑card audit, voucher review and adopts financial policies with six‑month cash policy review

Finance staff presented the committee with the results of the first quarterly internal audit of county purchasing card (P‑card) use and described steps to tighten controls, train users and monitor compliance.

Beata, the county’s chief financial officer, said the audit drew a sample from November through January and that some sampled transactions occurred before a formal P‑card policy and training were in place. She said the audit sample included 150 transactions and that 16% of that tested population did not have a bank statement attached in the system; the audit identified about $21,000 of transactions without attached statements and an average of about $686 per such transaction. Beata said training on the new P‑card policy ran from late January through early February and that the audit provides a baseline to show progress as departments adopt the new procedures.

Beata described how the audit used both random sampling and judgmental sampling (including dollar‑threshold filters at $250 and higher) and said internal monthly checks now remind approvers to confirm attachments before approvals. She also said external county auditors were briefed on the internal audit approach and will review it during the countywide external audit next month.

The committee then reviewed vouchers and vendor payments for the fiscal period; the treasurer/CFO highlighted recurring items, a one‑time $18,000 maintenance contract for the district attorney and a $25,000 monthly medical services payment for the jail, and noted a larger bonding payment of $3,681,271.26 on the voucher list. Supervisor Story asked whether voucher listings showed the period covered; finance staff explained vouchers are payments and that outstanding invoices or pending entries are tracked separately in the accounting system and that the county’s planned ERP upgrade is intended to improve those controls.

After discussion the committee considered three financial policies: the cash receipt policy, a carry‑forward policy and an ACH/vendor onboarding policy. Supervisors expressed concern that the cash receipt policy’s 24‑hour deposit expectation could create undue workload for departments that take minimal cash (for example, occasional small copy fees). Finance staff said the policy allows departments to create procedures showing how they will meet the policy and that the county is piloting electronic cash registers and exploring lockbox options with Bramer Bank to reduce manual cash handling.

Supervisor Story offered an amendment that the committee revisit the cash receipt policy in six months; the amendment was seconded and approved by voice vote. The committee then approved the set of financial policies as presented, with the amendment that the cash receipt policy be returned for review in six months. The packet also included a minor typographical correction to the carry‑forward policy noted during review.

The committee approved vouchers on a motion from Supervisor Vogel, seconded by Supervisor Bachand; the record shows the committee approved vouchers and accepted the CFO’s explanations and documentation.