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Commission adopts revised Purchasing Card Policy with three‑person review committee
Summary
Duchesne County adopted an updated Purchasing Card Policy (Policy 401) that creates a three‑member oversight committee (treasurer, auditor and a commissioner) to review card issuance and disputes; department heads retain emergency authority to deactivate cards.
The Duchesne County Commission on June 2 adopted an updated Purchasing Card Policy (Policy 401) that formalizes a three‑person review committee to make determinations about issuing or revoking county purchasing cards. The policy preserves department‑head authority to deactivate a card immediately in an emergency while adding a committee process intended to provide additional oversight and reduce perception of one‑person decisions.
Why it matters: County staff said the change responds to repeated complaints from employees claiming individual auditors or treasurers had acted unilaterally. The committee — composed of the county treasurer, the county auditor and one commissioner — will review contested cases and be able to appoint additional staff or department heads into conversations on a case‑by‑case basis.
What the policy does
- Creates a standing three‑person review committee to evaluate issuance, suspension and revocation of purchasing cards. - Keeps a three‑strike warning framework (missing receipts or other violations) and authorizes department heads to cut off cards immediately for serious incidents. - Allows the committee to be expanded, by invitation, to include relevant department heads when their employee’s card is under review.
Implementation notes
Clerk/auditor staff said about 198 county cards exist and that the county has escalated enforcement in the current year; one card has already been suspended under the stricter approach. Commissioners approved the revised policy unanimously and asked staff to publish the policy and to meet with department heads to ensure they understand the emergency‑deactivation authority and committee process.
Ending: The commission adopted Policy 401 by voice vote and asked staff to return quarterly with compliance metrics and any policy issues that arise.
