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Council approves January 2025 payments report after questions on p‑card reporting
Summary
Council members asked about purchasing-card (p‑card) transactions, receipt requirements and a new report format before unanimously approving the January 2025 payments report (consent agenda item 8A).
The Leawood governing body unanimously approved the January 2025 payments report (consent agenda item 8A) after council members questioned how purchasing-card transactions are reported and supported.
Mr. Sippel withdrew item 8A from the consent agenda for questions. Finance staff (addressed in the meeting as Mr. Clavey) explained that “p‑cards” are purchasing cards (credit cards) issued through the city’s bank (named in the presentation as Commerce Bank), that the cards have spending limits and that receipts are required and attached to each p‑card transaction. Staff said the city is moving to new software that uploads p‑card transactions daily into the finance system so transactions can be routed through the usual approval workflow and receipts will be stored electronically.
Council members asked for additional detail in the new payments-report format. One council member said her printed packet omitted the net-dollar column that appears on the PDF; staff agreed to provide a reprinted copy and to supplement the packet with transaction descriptions and, if possible, actual transaction dates rather than statement dates. Staff said more automated revenue and payment reports (through the city’s OpenGov implementation) are expected by midyear.
A motion to approve 8A was made by Mr. Sippel and seconded by Miss Larson; the motion passed by unanimous voice vote. Staff said they would provide supplemental transaction detail and corrected printed copies to council members.
