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Clerk says disallowed claim revealed gaps in county claims process
Summary
Daniels County Clerk Tammy Flater told commissioners a small reimbursement for office equipment was partly disallowed without prior notice; she urged clearer procedures and better communication across departments so denied claims become learning opportunities rather than surprises.
Daniels County Clerk Tammy Flater told the county commissioners Aug. 19 that a recent disallowed reimbursement for her office exposed a gap in the county’s claim-review process and that staff ought to notify department heads when claims are denied.
Flater said a portion of an office claim was disallowed (a figure transcribed in the record as roughly $73) and that she was less concerned about the money than the missed opportunity to explain purchases before a denial was processed. “It’s not about the money…I will pay for it, but I’d like the opportunity because it is miserable up there,” Flater said, referring to office conditions and a requested ice machine.
Why it matters: Flater framed the item as a process and training issue: when staff deny an obscure or atypical purchase, the affected department should be told why so that future requests conform to policy. She suggested that unusual purchases should be routed to the commissioners in advance so they can decide ahead of time.
Discussion: Commissioners and staff agreed there should be clearer communication when claims are disallowed. The conversation touched on examples, including past denials for road‑department items and an incident where dispatch staff pooled funds to pay for a county item after commissioners denied an expense. Commissioners suggested writing procedures or formal steps so routine denials can be explained and learned from.
Outcome: No formal policy change was adopted at the meeting; commissioners asked staff to improve communication about disallowed claims and consider documenting when and why denials occur so departments can learn from them.
Next steps: Staff agreed to follow up on internal communication and documentation practices for claim denials and to clarify when department heads should be consulted before processing or denying atypical claims.
