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Commission presses finance for tighter P‑card controls after instances of poor documentation
Summary
After reviewing procurement card activity, commissioners asked finance to return in about a month with recommendations to reduce card counts, tighten documentation and approval steps, and provide enhanced training; staff said finance had recovered funds and taken employment action in at least one case.
Commissioners spent extended time March 10 reviewing the city’s procurement‑card (P‑card) program and directed finance staff to propose tightened controls and reduced card issuance.
Several commissioners said they reviewed P‑card statements and found missing receipts, unclear line‑item descriptions and charges inconsistent with the city’s procurement rules. Finance controller Jared Peterson and others described the reconciliation process and said staff had identified and recovered improperly charged funds and taken employment action in at least one case.
Commissioner Seegmiller and others urged policy changes: fewer cards overall, clearer written rules about when food and beverage are reimbursable, and supervisor sign‑offs on certain categories. Finance staff offered to provide monthly P‑card statements and receipts for commissioner review and said they would return with written recommendations, including training materials, a proposed new sign‑off workflow, and a department‑by‑department card list.
The commission made no disciplinary findings in open session but instructed staff to prepare a set of policy changes and an implementation plan for the commission’s review.
