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County staff discuss new gift-card controls and P-card revisions; no final vote
Summary
Staff introduced a gift-card policy and proposed revisions to county P-card rules, focusing on internal controls, allowable uses (social-determinants supports), tracking and limits on meals; the commission asked for clarifications and for staff to return with edits.
County finance staff presented two policy items Oct. 6: a new gift-card policy to formalize internal controls around gift cards used by the health department and community corrections, and revisions to the county P-card (procurement card) policy.
Finance staff said gift cards are already used by community corrections and the health department for client incentives, transportation and to reduce no-shows. The proposed policy would require tracking (distribution acknowledgment forms or electronic equivalents), specify allowable and non-allowable uses (policy examples included prohibiting purchases of alcohol and tobacco), and require department-level approval and receipts when feasible. Health department and community corrections staff explained they sometimes accompany clients during purchases, use cards at specific vendors (Walmart, Dillon’s) for prescriptions and diapers, and screen clients for social determinants of health before providing support.
Commissioners pressed on enforceability — staff acknowledged that requiring receipts is often impractical for one-time emergency needs and that the program relies partially on staff oversight and trust. Community corrections asked to retain their existing carbon-copy receipt books for distribution acknowledgement, while health department staff said they hope to integrate sign-off into an upcoming electronic health record (EHR) system. Finance staff said they would split policy language so that district court and community corrections appear in separate policy scopes and would return with revised draft language and forms.
On P-card revisions, staff proposed that department head and budget/finance officer approval would be required for employees to carry P-cards, clarified allowable tipping levels for transportation, and outlined restrictions on meals for non-county employees; commissioners discussed setting a simple per-meal dollar limit to reduce ambiguity. No formal action was taken Oct. 6; staff will update policy drafts and return to the commission.
