Auditor raises credit-card problems; court approves payment of bills and schedules follow-up

The county auditor told Newton County Commissioners Court on Aug. 26 that the county is experiencing ongoing problems with credit-card use, missing receipts, late reconciliation and purchases charged to incorrect accounts. The auditor described the situation as an "auditor's nightmare," said several credit cards will be pulled back into the auditor’s office pending guidance from the attorney general, and asked for a practical process for travel and necessary vendor purchases.

Commissioners described operational difficulties: some cards were blocked at vendors that are not set up in the county’s vendor system; staff used the judge’s card for registrations when their cards would not work at vendor sites; and the county’s Amazon account exists but some purchases still appear on credit cards. One commissioner said they had already paid a disputed charge personally and turned in the receipt. Staff suggested holding a department-head workshop to discuss a PO system, vendor setup, and a workable credit-card checkout process. Several commissioners agreed that persistent offenders could have cards pulled.

Despite the procedural disagreements, the court approved payment of the presented bills by voice vote and later moved toward executive session on related personnel and invoice questions. Commissioners asked staff to prepare a workshop on PO and card procedures and requested that staff and department heads do due diligence on requisitions while interim measures are developed.

Next steps: auditor will continue work with the attorney general’s office for guidance, the county will convene a workshop on PO and credit-card procedures, and staff will return with recommended processes and any necessary disciplinary or administrative steps.