Scotts Bluff County updates purchase‑card agreement and approves new verification steps after audit

Scotts Bluff County commissioners approved an updated purchase‑cardholder agreement after an extended discussion prompted by an audit and staff recommendations.

County staff said the revised agreement clarifies acceptable uses, consequences for misuse, rules for sales‑tax reimbursement, and the steps staff will take when receipts are missing or non‑itemized. Commissioners and staff debated whether the agreement should require employees to initial specific provisions to confirm they read and understood each requirement; the board directed staff to add initialing verification in appropriate places. The county attorney explained that statutes governing county purchasing cards were in place and that the revised form aligned with recommendations seen in other Nebraska counties.

The meeting included technical discussion about merchant processing, surcharges and whether an employee can be penalized when a merchant’s terminal applies a surcharge; staff and counsel said the county would not routinely hold employees financially liable for merchant processing fees when those are outside the employee’s control, but agreed to clarify language. Commissioners also discussed Menards rebate cards and how rebate redemption procedures should be reconciled and centrally tracked going forward.

A motion to approve the updated cardholder agreement with recommended edits (including initialing verification and staff refinements) passed on roll call. Staff will distribute the revised agreement to current cardholders and incorporate follow‑up policy changes in the personnel/purchasing policy manuals as appropriate.