Clerk asks for county credit card access; commissioners approve duplicate copy

Tammy Flater, Daniels County Clerk of Court, asked the commissioners to authorize access to a county credit card to make hotel reservations and handle small, routine office purchases that currently require claim forms and reimbursements. Flater said she had asked the county auditor for guidance and that the auditor indicated a card could be issued if department use followed an established policy.

Commissioners raised concerns that issuing multiple department cards could bypass the accounts-payable processes and create extra work for county accounting staff to chase receipts. Flater and others noted that departments commonly reserve rooms on behalf of employees and that, for practical reasons, a duplicate copy of the single county card could reduce the need for staff to use personal cards and then file claims.

After discussion about limiting card use (for example, restricting it to hotel reservations) and protections against improper charges, a commissioner moved to obtain another duplicate copy of the county card. The motion was seconded and the board recorded a unanimous voice vote to obtain the duplicate card. The board asked staff to coordinate with the county’s card issuer and to ensure appropriate internal controls and receipt tracking were in place.

Next steps: staff was directed to request an additional copy of the county card from the card issuer and to report back on proposed controls and any auditor recommendations at a future meeting.