Columbus County moves forward with first reading of new county credit card policy requiring named employee cards

The Columbus County Board of Commissioners took the first reading March 16 of a new county credit card policy that would issue purchasing cards bearing the names of individual employees rather than department‑level cards. Finance Director Heather Wood told the board the change is being driven by the bank’s fraud‑liability rules and auditors’ recommendations.

Wood said the bank has indicated it will no longer honor fraud claims for generic, department‑level cards, which has forced the county to move toward cards issued to named employees. “So this policy particularly addresses the following items, and this is per the bank's request,” Wood said, adding that cards will still show Columbus County and the department but must also include the employee’s name. She said the county currently has about 80 cards in circulation.

Commissioners questioned how the county will ensure cards are used for legitimate county business and how departments that share or rotate cards will handle travel and temporary use. Wood said cards will be subject to the county’s existing purchasing policy and pre‑audit requirements, receipts must be submitted, and the county can temporarily suspend cards if receipts or reconciliations are not turned in. She said limits will vary: the county has a $5,000 cap available to some users and a minimum card limit of $500 for others, and travel limits could be set lower for particular cards.

The board approved the policy’s first reading, which advances the item to a future meeting for final adoption and any further revisions recommended by staff or the board. Under the draft, department managers will be responsible for oversight of employees assigned cards, and the finance office will continue to receive a master statement that is broken down by card for reconciliation.