Commissioners debate tighter Weston County credit-card policy; propose employee liability for missing itemized receipts

A county commissioner raised concerns about inconsistent county credit-card use and proposed a more prescriptive policy that would require approval before cards are used, require itemized receipts and hold employees financially responsible when they fail to provide required documentation.

Why this matters: Speakers said Wyoming law and the state constitution require itemized invoices before approving payment and that current practice — paying card bills while still awaiting itemized receipts — risks late fees charged to the county and obscures what purchases taxpayers ultimately paid for.

At the meeting the commissioner who presented the issue suggested several specific policy changes: requiring board approval before issuing cards, adding language that makes an employee liable if they fail to produce an itemized receipt, rejecting handwritten receipts, requiring preauthorization for purchases, restricting use for equipment or subscriptions (Amazon purchases were singled out), and re-examining the county’s gratuity practice.

“If an itemized receipt is not provided, then that employee will pay for that,” the commissioner said, arguing the county should not shoulder late fees or unexplained charges. The presenter also recommended that late fees resulting from missing receipts be charged to the employee rather than the county.

Commissioners discussed practical trade-offs. Some said eliminating tips or returning to a policy that requires employees to pay their own gratuities would reduce taxpayer exposure; another commissioner suggested a travel per diem approach (one example referenced was $75 a day). Presenters acknowledged that restricting card use could increase administrative work (for example, one commissioner noted the alternative of a single county card used by a designated staff member to make reservations).

The presenter also said staff would investigate an apparent billing anomaly in which one entity pays a credit-card vendor and the county later receives a voucher for a different account; the presenter called that “not appropriate” and requested further review.

What happens next: Commissioners agreed to place the topic on old business and asked the presenting commissioner to draft suggested revisions for consideration at a future meeting. Several commissioners also suggested training for staff on the new policy requirements and on how to obtain itemized receipts.

Ending: No formal policy was adopted at the meeting; commissioners directed staff to return with draft language and additional information for a subsequent meeting.