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Osage County authorizes staff to enter past transactions into financial system and hires contractor to correct W‑2s
Summary
Facing months of unentered payroll, AP and credit‑card transactions, the Osage County Commission voted April 21 to authorize staff and consultants to input paid transactions into the county financial system so bank balances and books match and to engage a contractor to prepare corrected W‑2s; commissioners also moved to terminate the ADP contract.
The Osage County Commission voted April 21 to authorize county staff and consultants to enter past, already‑paid payroll and accounts‑payable transactions into the county’s financial system (CIC) so the county’s books match bank records and the county can generate trial balances needed for audits and the 2026 budget process. The motion was made, seconded and approved unanimously.
The action responds to a backlog of payroll corrections, unentered credit‑card transactions and historic AP invoices that staff said have left bank accounts but were never input into CIC, leaving gaps in the county’s financial reporting. Legal counsel and commissioners repeatedly emphasized the need for the county’s ledger to match bank records so staff can produce reliable reports.
Miranda Dick, the consultant leading the accounting work, told the commission the backlog has stopped routine reporting: "We really need to prioritize those things to get to the budget process," she said, adding that getting trial balances depends on entering payroll, AP and credit‑card transactions into CIC.
Commissioners also approved a separate motion to engage SJHHL (the consultant team that provided the estimate) to prepare corrected W‑2s at a projected cost between roughly $2,600 and $3,950 and with a turnaround the county estimated at about two weeks. Commissioners said they would then terminate ADP’s work order and direct staff to send termination notices to prevent further automatic filings or withdrawals related to the vendor.
County legal counsel Josh Nye described the practical stakes: even when a charge has not yet been approved administratively, if it has left the bank the county’s books must reflect it so reconciliations are accurate. Commissioners said staff should document the entries and provide periodic reports to the commission so retroactive approvals and supporting receipts can be reviewed.
The motions passed with all commissioners present voting in favor. Commissioners directed Miranda and county statutory officers to lead the data‑entry process, to create shared access to scanned receipts, and to return with progress updates in roughly three weeks.
