Fiscal Services

Welcome to the Fiscal Division of the Manatee County Sheriff’s Office.  We are a support group that performs those services necessary for conducting the Agency's financial functions in accordance with the Uniform Accounting System of the State of Florida. The division is comprised of the following sections:

• Payroll – We are responsible for the complete processing of bi-weekly payrolls. The payroll is prepared for an estimated 1,100 civilian and certified employees.   These important functions include direct deposits for pay, additional insurance coverage, deferred compensation, and other deductions as necessary. We process W-2’s for our employees and 1099’s for contractor services.  We pay the employer FICA and Medicare to IRS and retirement contributions to the state’s Florida Retirement System. All work is performed and records maintained within the Payroll department

• Accounts Payable – We pay the agency’s vendors within the State prescribed timeline of 45 days (actually about 2 weeks).  We maintain a database of over 7,500 vendors. Accounts payable also handles employee travel reimbursement, tuition reimbursement, and agency credit card payments.  We process in excess of 800 non-payroll related checks per month.
• Accounts Receivable/ Cash Receipts – We process cash received from the False Alarm Reduction Unit, the Records Section, miscellaneous reimbursements from state agencies, and payments of revenue due to the Sheriff’s Office. We bill other agencies and companies that contract with the Sheriff’s Office for specialized services. These revenues are forwarded to the County for their use.

• General Ledger Accounting – We perform governmental accounting for the Agency. We prepare MCSO Balance sheets, financial statements, and Bank reconciliations on a regular basis. Analysis of expenditures, as they relate to various fund types, is an integral part of fiscal accountability.  We are audited each year by an independent accounting firm.  Our financial statements are incorporated into the County’s Comprehensive Annual Financial Report (CAFR)
• Jail Commissary Accounting- we handle the finances of the Jail Inmate Welfare Fund and Commissary Funds.
• False Alarm Reduction Unit – the financials and preparation of the False Alarm Unit accounting statements are prepared by this department. The establishment of internal controls and processes is another duty of this department.

• Budget Preparation and Execution – one of the main duties of the Fiscal department is to prepare the agency’s annual budget for submission to the Manatee County Board of County Commissioners.  Our budget covers the Jail, Bailiffs at the courthouse, the Administrative, Investigative and Enforcement Divisions. Budgets are prepared using a zero based budgeting concept. Equally important is the on-going analysis of the Sheriff’s Office budget. Budget revisions, either amendments to existing budgets or additions, are coordinated with the County’s Budget Office and the Board of County Commissioners.  Budget execution is monitored daily and reported monthly to the Sheriff’s senior staff.

• Internal Controls – the Fiscal department is responsible for establishing internal controls and processes necessary to safeguard the assets of the Sheriff’s Office. We work with external auditors selected by the County Commissioners to do annual and semi-annual audits and the Clerk of Court Auditors. Additionally, we provide supporting details for State and Federal auditors at various times during the year.
• 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. Expenditures are monitored daily against approved budgets.   Any purchase over $1,000 is first approved by the Fiscal department before presentation to the senior management for final approval.

• Grant Management – this position directs the development of grant applications, including assisting bureaus with project planning, budgeting project expenses and performance outcomes. The division is also responsible for the administration of all grant award agreements (state, local, and federal), including approving expenditures to ensure they are within the terms of the agreement, overseeing implementation of project related activities, and financial and programmatic reporting. The grants include DUI; Homeland Security, Victims Advocate, Technology grants, Justice Assistance Grants, and Corrections Academy just to name a few. We manage over 15 different grants with a combined worth of nearly $5 million.

• Responsible for the identification of expenses that may be reimbursable from other sources. This includes the financial management of organizations that contract with the Sheriff’s Office such as: Department of Children Services, City of Anna Maria, School Resource Officers, and Community Services.

• Inventory Control – We maintain all inventory of the agency and perform a physical Inventory of all 6000 Fixed Assets each year per state statute 274.02. Inventory includes both fixed assets (assets over $1,000) and non-fixed assets which has a totaled value of over $35 million. We inventory a wide variety of equipment from the higher valued items in our Aviation and Marine units to the smaller desks and chairs throughout the department. We inventory over 800 vehicles in the agency and all related equipment in the cars. We also inventory livestock and all MSO farm equipment located throughout Manatee County related to the Sheriff’s Office.
• This unit is also responsible for the maintenance and issuance of all cell phones and pagers.

• Purchasing Section - This is a support section that is responsible for providing the Manatee County Sheriff’s Office with purchasing functions to support all sections of the Agency. These functions include the administering of the procurement, requisitioning, distribution, issuance, and accountability of owned or leased property including installed property, equipment, vehicles, munitions, and personal-wear or used items. This includes all aspects of the purchasing cycle from the receipt of a requisition, to the disposal of obsolete Sheriff’s Office property. We are a service oriented section that is charged with providing superior customer service to fellow employees as well as vendors that conduct business with the Manatee 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.  The purchasing section buys over $5 million worth of goods per year in support of the various departments.

The Purchasing Section is open for business from 8:00 a.m. to 4:30 p.m., Monday through Friday with the exception of legal holidays.

The mission of the Manatee County Sheriff's Office, Purchasing Section is to;

• Provide high-quality goods at the most economical prices in compliance with governmental purchasing standards.
• Maximize the purchasing power of public funds while promoting fair and open competition.
• Follow a strict code of ethics avoiding the appearance of and preventing the opportunity for favoritism.
• Maintain good vendor relations in order to promote the Sheriff’s Office reputation for fair dealing.

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.