Fiscal Services Division
The Fiscal Services Division under the command of Director Sue Shafer consists of the Finance Bureau which oversees the financial matters of the agency. We are responsible for financial policy setting, inmate banking, inmate accounts receivable, accounts payable, budgeting, financial analysis, general accounting, payroll, cash management, grants budgeting and post-award administration, and employee reimbursements. Our key objectives are to enhance the allocation and management of taxpayer dollars and to preserve the integrity of the financial records by: developing a budget consistent with the strategic plan, providing reliable and timely customer service and oversight of spending, continuously improving a suitable accounting system with appropriate controls, and complying with legal and professional requirements.
- Payroll – consists of five members headed by Supervisor Lisa Wojdyla. Payroll is responsible for paying approximately 1900 members every 2 weeks. This is accomplished through on-line time cards. In Fiscal Year 2015-2016 they generated payments for salary and benefits totaling $121 million. This area deals with all aspects of payroll including payroll taxes, W-2 reporting, all record keeping for payroll benefits, and deductions including insurances, retirement contributions, deferred compensation, child support, liens, and garnishments. They also track leave credits available to agency members. Members of this group have received certification from the American Payroll Association.
- Accounts Payable – consists of four members headed by Supervisor Linda Herstine. This area oversees the payment of all invoices to all vendors from whom the Sheriff’s Office purchases. In Fiscal Year 2015-2016 Accounts Payable paid operating and capital expenditure invoices totaling $35 million. The Accounts Payable function is designed so that only properly authorized payments are made thereby safeguarding taxpayer monies. They also audit all vendor invoices to ensure that payments are in accordance with goods and services provided. Members of this group have received certification from the International Accounts Payable Professionals.
- Grants – Providing significant cost savings to the taxpayers as a source of alternative revenue, the agency seeks funding through available grant allocation resources. This unit is responsible for the budgeting, accounting, and fiscal reporting of grant awards from state, local, and federal sources. Projects funded by grant monies include the following: COPS deputies, School Resource Officers, Victims of Crimes Advocates, Methamphetamine Enforcement, Internet Crimes against Children, Domestic Violence and various others. To ensure compliance with all grant regulations and guidelines, they approve each purchase made with grant funds.
- Inmate Accounting – All monies received by an inmate while at our facility are deposited into a separate account maintained for each individual. Inmate Accounting consists of one member who is funded from profits from the commissary fund – no taxpayer dollars pay for this service. Inmates can place commissary orders for items ranging from candy to writing materials. Inmate accounting is responsible for deducting the cost of these orders from each individual inmate’s account. The unit also deducts from the accounts any charges for medical services, hygiene packets, per diem, subsistence, transportation, and issues checks from the account at the inmate’s request.
- Cash Management – This area is responsible for the daily deposit of all monies received at the Sheriff’s Office. Although the main source of revenue is from the Board of County Commissioners, the Sheriff’s Office also receives money daily for such items as inmate monies, grants, contracts, restitutions, proceeds from sales of vehicles, fingerprinting, record checks, report copies, public records requests, reproduction photographs, licensing, animal adoptions, city contracts, and various other sources.
- Budgeting – The Budget unit is responsible for preparation of the Sheriff’s line item and program budgets as they relate to the agency’s strategic plan. The budget unit monitors agency spending and prepares monthly analysis reports that track expenditure performance and forecast future spending. The Budget unit works with program managers to report public service levels and calculate outcome indicators for each program. Other responsibilities include processing budget adjustments, indirect cost allocation, and responding to information requests from the public and governmental agencies.
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