Osage County appoints treasurer as interim credit‑card administrator after months of missing receipts and unapproved payments

Commissioners voted on March 31 to appoint Rebecca (Becky) Holberg, the county treasurer, as interim administrator for the county’s UMB purchasing‑card account after outside consultants reported widespread missing documentation and the discovery that some large card payments had been processed without prior commission approval.

Miranda of SJHHL described a sample audit of credit‑card statements (Aug–Nov 2025) that showed a high rate of missing receipts or department approvals: one month sample had about 87% of transactions lacking receipts or approvals by dollar value, while another month had much better documentation after a follow‑up effort by the clerk’s office. SJHHL recommended the commission adopt a written purchasing‑card policy that defines authorized uses, required documentation, approval deadlines, and enforcement (including temporary revocation of card privileges for repeat problems). Miranda also recommended central tracking of subscriptions and clearer rules on fuel and food purchases.

Commissioners raised a second, related problem: the treasurer showed bank evidence that a group of checks and direct deposits dated March 12 had been processed and paid on March 16 without a signed, approved bill report on file. The commission directed staff to inventory autopay/wire/direct‑deposit arrangements, to identify which monthly obligations could be pre‑approved as a class (utilities, payroll, recurring contracts) and to require presentation of a credit‑card statement (with department head cover sheet and receipts) before approving any subsequent charge cycles.

On the action: the board approved Resolution 2026‑05 naming Holberg as the UMB purchasing‑card administrator, effective March 31. Commissioners also asked SJHHL to contact department heads to map available electronic/paper receipts for the previous 19 months and to return with a proposed credit‑card policy and an implementation timetable.

Why it matters: SJHHL reported roughly $748,251.64 of unapproved card payments spanning July 2024 through March 2026; that backlog and the discovery of payments made without signed approvals raised governance and audit concerns. Commissioners emphasized they do not want to halt payroll or essential services but want a clear process to prevent further unauthorized disbursements.

Attribution: Miranda (SJHHL) presented the audit findings; Becky Holberg (Treasurer) provided bank payment evidence; commissioners directed staff to work with SJHHL and department heads to recover receipts and implement policy.