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Osage County hires consultants to reconcile payroll and credit‑card records; commissioners direct look‑back to June 2024
Summary
Consultants for Osage County began a months‑long review of payroll and credit‑card transactions, seeking Paycor templates and credit‑card bills back to June 2024 so commissioners can retroactively approve payments that were recorded but not previously presented for commission approval.
Osage County commissioners on Dec. 2 were told outside consultants have begun a review of the county’s payroll and credit‑card records and were directed to reconcile transactions going back to June 2024.
An unnamed representative of BT & Co, the consultant engaged by the county, told commissioners the team had received “a lot of data” and was working through ADP and bank reports to determine what has and has not been captured in the county’s financial system, CIC. The consultant said Paycor, the county’s incoming payroll platform, requires templates or a login to import historical data; the consultant requested Michelle Morrison and department staff provide the necessary access or exported files.
Chair (speaker 1) emphasized the goal for BT & Co: “They have to compare those to what has been paid to what has been approved. Because a lot of those credit card bills were paid but never came to us,” and directed staff to send all credit‑card bills and supporting receipts to the consultant so the firm can package retroactive approvals for commission action.
Commissioners and staff discussed immediate and longer‑term steps. In the short term, the consultant said it will match bank and payroll records to CIC entries, identify missing approvals or supporting receipts and prepare either manual journal entries or upload templates for CIC. “The first step is figure out what actually occurred, match that up with the paperwork, figure out where we're missing them, and then get the ledgers completed to load that into the system,” the consultant said.
The commission also discussed operational changes to avoid repeating the backlog: department heads should upload receipts and submit summarized vouchers to the clerk’s office for coding in CIC rather than routing everything through Michelle’s office. Options discussed included department‑level charge cards with local coding and a monthly summary document for the clerk to approve.
Next steps recorded in the meeting: (1) BT & Co will be provided with credit‑card bills and payroll exports (including ADP files) back to June 2024; (2) the consultant will prepare reconciliations and proposed journal entries or upload files for CIC; (3) commissioners will review any retroactive approvals before payments are finalized in the county ledger.
No binding budget changes were made at the meeting; commissioners approved issuing a separate RFP for audit services (see related item).
