Mason County packet sets clear limits on county credit-card use

The Mason County Commissioners Court packet for its Oct. 14, 2025 meeting includes a proposed Procurement Credit Card Program that narrows authorized card use to county business and requires multiple internal controls. The policy limits eligible cardholders to elected officials and department heads and allows additional employees to use cards only with consent from an elected official or department head.

Under the program, cardholders must obtain advance authorization for charges, collect itemized receipts (summary receipts are not acceptable), and submit expense documentation to the County Treasurer. The policy bans purchases of alcoholic beverages, tobacco products, entertainment and personal items and prohibits cash advances. It also states that tips for meals are included in per-diem rates and may not exceed 20%.

The packet warns that any unauthorized use will be considered a debt to Mason County and cites Local Government Code 154.025, which limits county payments to persons with outstanding debt until notice and payment procedures are completed. The policy requires restitution for unapproved charges and gives the Commissioners Court final authority to allow or reject reimbursement requests.

The packet also sets operational controls: lost or stolen cards must be reported immediately, cards must be surrendered on termination of employment, and single-item capital purchases above thresholds in the county purchasing policy must receive court approval before purchase. The materials do not record a court vote; the item is listed as "up for discussion and possible action."