Commission directs consultant to reconcile credit‑card payments and assists Paycor payroll transition

Osage County commissioners on Dec. 2 instructed outside consultants to reconcile a year of credit‑card transactions and to help align payroll data for a Paycor conversion following a months‑long cutover effort.

Why it matters: County leaders told BT & Co. to compare credit‑card bills and receipts to what was recorded and approved in CIC; where payments were made but not previously approved by the commission, staff were directed to bring those items forward for retroactive approval or to seek refunds where documentation is insufficient. The reconciliation affects budget coding and will feed into the county’s ledgers.

Consultants working on payroll and accounting told the commission they had received ADP reports and are attempting to map those reports to Paycor’s required templates. The consultant said she needs logins or exported templates from the county to finish the work: "I either need to log in or someone needs to provide me with these templates outside," she said. Commissioners agreed that any binding action would require a public meeting but that administrative work to assemble the data can proceed.

On credit cards, commissioners stressed a lookback beginning June 2024 through the present. A presiding commissioner told staff: "We gave a very clear directive 2 weeks ago... those bills need to be sent because they have to compare those to what has been paid to what has been approved." The consultant will package bills and receipts and return reports indicating where retroactive approval is needed.

Next steps: Michelle and county staff were asked to send BT & Co. the credit card bills and related receipts, and to provide the Paycor login or templates so the consultant can complete the payroll mapping. Commissioners will receive reports and decide whether manual journal entries or a CIC upload should be used to correct the ledgers and remit CAPERS payments.