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Steele County approves a trial procurement‑card program to simplify purchasing
Summary
The commission approved a trial procurement‑card (p‑card) program modeled on a neighboring county. Commissioners discussed internal controls, monthly reconciliations, and the program’s cashback potential before voting to proceed with a trial period.
Steele County commissioners voted to authorize a trial of a procurement‑card (p‑card) program to streamline purchases and reduce voucher volume.
Staff presented a model used by nearby Trail County and said the program can be tailored to Steele County with daily and monthly transaction limits, department controls, and mandatory monthly reconciliation. Commissioners discussed safeguards — receipts, department sign‑off and spot checks — and reviewed rebate estimates other counties have received. One commissioner cautioned that misuse of a county card could carry serious consequences; staff said internal controls and policy language would prevent improper use.
After discussion, the board approved a pilot period and asked staff to adopt a policy template, set cardholder limits, and train staff on monthly reconciliation procedures. "This just, substantiates that you guys do look through the bills and do recognize anything out of the ordinary," staff said when presenting the proposed controls.
The pilot will start with a limited number of cards and include monthly reporting to commissioners; staff said the county typically earns small cashback rebates that would go to county funds rather than individual budgets.