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Marion County reviews electronic payments policy and considers moving payroll approval earlier
Summary
Commissioners reviewed a draft electronic‑payments policy (covering direct deposit, vendor ACH and sweep accounts) and discussed moving payroll approvals earlier in the month so bank transmissions can occur before payday; staff will add sweep‑account language and circulate a clean draft for potential adoption.
Staff presented a draft electronic‑payments (AC) policy intended to allow direct deposit and other electronic payments while preserving paper‑check options and appropriate internal controls.
The draft needs additional language on sweep accounts and minimum security standards, staff said. Commissioners discussed operational details, including that payroll transmissions must reach the bank the day before payday; to align approvals and transmission timing, staff proposed moving the county's payday meeting back one business day (to the second‑to‑last working day of the month) or otherwise adjusting the payroll release process.
Bank and payroll processing timelines were discussed as practical limits; commissioners favored a short trial rollout (beginning with a small set of vendors) and asked staff to send a revised, clean draft with added sweep‑account language for possible action at the next meeting. Staff noted that some sweep accounts (for tax withholding, flex spending and claim‑processing) are already in use and that policy language must set minimum security requirements and allowable uses.
Next steps: staff will incorporate sweep‑account language, circulate a revised draft for review and, if agreed, prepare a resolution to change meeting timing or payroll release procedures so payroll approvals and bank transmission align.
