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Commissioners push for stricter credit-card documentation and monthly bundling
Summary
County controller urged a 'zero-exception' policy for credit-card receipts, recommending photographed receipts or emails and a monthly voucher front sheet signed by department heads; commissioners asked staff to prepare a standardized process.
County controller Tony Parrish urged commissioners to adopt stricter credit-card documentation standards at the July 21 meeting, recommending a "zero-exception" policy that requires receipts or a photographed image, plus a monthly bundled statement and department-head attestation.
Tony said small recurring purchases such as car washes make lost-receipt situations common and recommended that departments export monthly card statements and attach a voucher front sheet signed by the department head that breaks out line items by fund and account. He suggested acceptable substitutes for paper receipts could include a photo of the receipt or an email representation of the transaction.
Commissioners and staff discussed building a simple electronic workflow to bundle statements and highlight missing receipts rather than creating extra administrative burden. Chair and others agreed staff should standardize the documentation template and training so the county can verify purchases while maintaining reasonable administrative effort.
Why it matters: Improved documentation and a standard monthly process increase public confidence in internal controls and reduce the risk of undocumented charges being paid from county funds.
What’s next: Controller’s office will draft a recommended procedure and form for commissioner review and coordinate training with department heads.
