BUDGET & FINANCE DIVISION
Accounting Services Unit
Payroll – We are responsible for processing bi-weekly payrolls for an estimated 900 employees. This important function includes direct deposits for pay, additional insurance coverage, deferred compensation, and directed checkages for child support, etc. We process W-2’s for our employees and W-9’s and 1099’s for contractor services. We pay the employer FICA and Medicare to IRS and Florida Retirement to the state’s Department of Revenue.
Accounts Payable – We pay the agency’s vendors within the State prescribed timeline of 45 days (actually about 2 weeks). We also handle Employee travel reimbursement, tuition reimbursement, and agency credit card payments. We process in excess of 800 non-payroll related checks per month, averaging over $1.3 million.
Cash Receipts – We process cash received from retirees for health insurance, miscellaneous reimbursements from state agencies, and donations from citizens and organizations.
Jail Canteen Accounting- we handle the finances of the Jail Inmate Welfare Fund and Canteen.
General Ledger Accounting – We perform governmental accounting for the Agency. We prepare MCSO Balance sheets, Financial statements, and Bank reconciliations on a regular basis. We are audited each year by an outside CPA. Our financial statements are incorporated into the County’s Comprehensive Annual Financial Report (CAFR)
Budget Preparation and Execution – We prepare the agency’s annual budget for submission to the Marion County Board of County Commissioners. Our current budget is $109,792,600 and covers the Jail, Bailiffs at the courthouse, the County’s Emergency Management Department, and the County’s Community Policing. Budget revisions, either amendments to existing budgets or additions, are coordinated with the County’s Budget Office and the BOCC. Budget execution is monitored and reported monthly to the Sheriff’s senior staff.
Performance Measurement – We value the trust that our citizens put in us to spend their treasure wisely. We monitor key processes to ensure that we are efficient and effective in our stewardship.
These are just a sample of the things that are monitored and maintained daily by the Fiscal Division staff. If you have any questions or need further information about any of these services, please feel free to contact us.
Acquisition Services
The Purchasing Division is a support division that is responsible for providing the Marion County Sheriff’s Office with high-volume purchasing functions to support all divisions of the Marion County Sheriff’s Office and the Marion County Jail. We are a service oriented division that is charged with providing superior customer service to fellow employees as well as vendors that conduct business with the Marion County Sheriff’s Office. While maintaining a high degree of integrity and trust, we strive to protect taxpayer dollars by conducting our business through a competitive quote and bid system. Vendors that desire to conduct business with the Marion County Sheriff’s Office are encouraged to contact Director Wendy Calhoun at any of the numbers listed below. We always welcome new vendor relationships.
Our volume purchasing allows us to stock our Central Warehouse with items that include, but are not limited to, office supplies and printed forms, all officer uniforms and duty gear along with a large array of other items necessary to maintain all officers and divisions in a state of readiness at all times. We stock inmate hygiene items, janitorial and chemical supplies and all food items that are maintained at adequate levels to handle emergency situations such as hurricanes.
All property assets are maintained by the Property Control Officer. A capital asset item is defined as an item that cost $5000.00 or more and must be tagged and tracked annually. Capital asset inventories are conducted and reconciled on an annual basis. The Property Control Officer is also responsible for balancing the capital asset reports against the Fiscal Division expenditures on a monthly basis.
The mission of our division is to provide high-quality goods at the most economical prices in compliance with governmental purchasing standards, save taxpayer dollars through the use of good stewardship practices, maintain adequate stock in the warehouse, and perform and reconcile perpetual inventory of all capital outlay items.