Osage County preapproves March credit‑card payment, directs staff to reconcile long credit‑card backlog

The Osage County Commission on April 21 preapproved payment of a March credit‑card statement to UMB in the amount of $7,352 even though supporting receipts had not yet been assembled. The preapproval was conditioned on later review of receipts and individual categorizations.

Treasurer Becky Holberg and county staff described a larger problem: many months of credit‑card charges, some automatic withdrawals and utility payments have been paid by banks but not entered into the county’s financial system. Commissioners directed staff to create a secure shared folder containing scanned statements and receipts, to organize those files by statement and cardholder, and to begin entering historical credit‑card transactions into CIC so trial balances and bank reconciliations can be produced.

Commissioner Brandon Smith emphasized the bookkeeping imperative: "If it's already gone out of the bank, our books still have to show that," legal counsel said during the discussion, explaining why retroactive entry is necessary. Staff said banker‑box receipts have been scanned and that a shared electronic folder would be created to allow commissioners and department heads to review documentation.

Separately, the commission approved an annual invoice from Computer Information Concepts for $48,461 to maintain the county’s financial management system; that payment was approved from the county’s computer contractual line. Commissioners said they will review subscription features in coming months and consider trimming unnecessary modules.

The preapproval of the credit‑card statement passed unanimously; commissioners asked staff to prioritize getting the scanned receipts organized and the transactions entered so the county can reconcile bank balances and move into budget preparation.