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Department of Administrative and Financial Services

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Department of Administrative and Financial Services DEPARTMENTOFADMINISTRATIVEANDFINANCIALSERVICES DEPARTMENTOFADMINISTRATIVEANDFINANCIAL SERVICES RICHARDROSEN,ACTINGCOMMISSIONER CentralOffice:3RDFLOORCROSSOFFICEBLDNG,AUGUSTA,ME04333 MailAddress: 78STATEHOUSESTATION,AUGUSTA,ME04333-0078 FAX: (207)624-7804 Established: 1992 Telephone:(207)624-7800 Reference:PolicyArea: 00 Umbrella:18 Unit:106 Citation: T0005 M.R.S.A.,Sect.: 000000281 Units: OFFICEOFTHESTATECONTROLLER BUREAUOFGENERALSERVICES BUREAUOFALCOHOLICBEVERAGESANDLOTTERY BUREAUOFHUMANRESOURCES OPERATIONS OFFICEOFINFORMATIONTECHNOLOGY BUREAUOFTHEBUDGET INFORME CAPITOLPLANNINGCOMMISSION STATELIQUORANDLOTTERYCOMMISSION CENTRALFLEETMANAGEMENTDIVISION MAINEBOARDOFTAXAPPEALS STATECLAIMSCOMMISSION BUREAUOFREVENUESERVICES STATEEMPLOYEEHEALTHCOMMISSION DIVISIONOFRISKMANAGEMENT DIVISIONOFFINANCIALANDPERSONNELSERVICES PURPOSE: The Department of Administrative and Financial Services has two main functions: to manage the State's primary revenue streams; and, to coordinate a number of central services for departments within Maine State Government. ORGANIZATION: The Department of Administrative and Financial Services (DAFS) was created through Public Law 1991, Chapter 780, which merged the Department of Administration and the Department of Finance into one department. DAFS is comprised of the following functional areas: the Office of the Commissioner; the Bureau of Alcoholic Beverages and Lottery Operations; the Bureau of the Budget; the Board of Tax Appeals; the Board of Property Tax Review; the Division of Financial and Personnel Services; the Bureau of General Services; the Bureau of Human Resources; the Office of Information Technology; the Maine Revenue Services; and, the Office of the State Controller. Information on each of these individual components can be found in the following pages. PROGRAM: The Department of Administrative and Financial Services provides a number of central services to state agencies. These services include ensuring appropriate financial and human resource management systems are in place, managing the budget process, and overseeing all aspects of State's procurement process and property management. The Department also interacts with Maine citizens in the collection of revenues, the sale of lottery tickets and the receipt of employment applications. LICENSES: Information on licenses issued by the Department can be found within each component unit of the Department. PUBLICATIONS: Information on publications can be found within each component unit of the Department. 1 DEPARTMENTOFADMINISTRATIVEANDFINANCIALSERVICES FINANCES, FISCAL YEAR 2014: The expenditure information for this unit was generated from the Budget and Financial Management System (BFMS). DEPARTMENT SUMMARY TOTAL FOR SPECIAL ALL GENERAL REVENUE HIGHWAY FEDERAL MISC EXPENDITURES FUNDS FUND FUNDS FUND FUNDS FUNDS SALARIES&WAGES 60,063,430 19,952,673 741,191 39,369,566 HEALTHBENEFITS 20,846,531 7,246,943 330,516 13,269,072 RETIREMENTS 11,273,366 3,760,024 133,564 7,379,778 OTHERFRINGEBENEFITS 1,149,056 381,158 15,289 752,609 COMPUTERSERVICES 20,659,801 17,617,456 1,952,790 32,219 1,057,336 CONTRACTUALSERVICES 111,644,270 9,072,654 5,538,059 798,326 96,235,231 RENTS 4,909,849 1,398,910 214,647 35,732 3,260,560 COMMODITIES 4,372,638 3,200,673 208,866 517,946 445,153 GRANTS,SUBSIDIES,PENSIONS 60,136,147 33,593,323 17,623,214 491,037 8,428,573 BUILDINGIMPROVEMENTS 753,280 188,250 565,030 EQUIPMENT 709,848 314,005 395,843 INTEREST-DEBTRETIREMENT 4,815,739 3,815,765 760,000 239,974 TRANSFERTOOTHERFUNDS 436,601,051 6,190,419 167,242 69,006 430,174,384 COSTOFGOODSSOLD 21,845,106 13,050,637 8,794,469 TOTALEXPENDITURES 759,780,112 119,782,890 27,425,691 2,673,789 491,037 609,406,705 DEPARTMENT OF ADMINISTRATIVE TOTAL AND FINANCIAL SERVICES FOR SPECIAL ALL GENERAL REVENUE HIGHWAY FEDERAL MISC EXPENDITURES FUNDS FUND FUNDS FUND FUNDS FUNDS SALARIES&WAGES 402,943 402,943 HEALTHBENEFITS 102,200 102,200 RETIREMENTS 80,384 80,384 OTHERFRINGEBENEFITS 7,709 7,709 COMPUTERSERVICES 14,970 14,970 CONTRACTUALSERVICES 503,289 319,070 184,219 RENTS 122 122 COMMODITIES 5,030 5,030 GRANTS,SUBSIDIES,PENSIONS 10,620 10,620 TOTALEXPENDITURES 1,127,267 943,048 184,219 OFFICEOFTHESTATECONTROLLER DOUGLASE.COTNOIR,STATECONTROLLER CentralOffice:4THFLOORCROSSOFFICEBLDNG,AUGUSTA,ME04333 MailAddress: 14STATEHOUSESTATION,AUGUSTA,ME04333-0014 FAX: (207)626-8422 Established: 1931 Telephone:(207)626-8420 Reference:PolicyArea: 00 Umbrella:18 Unit:119 Citation: T0005 M.R.S.A.,Sect.: 000001541 PURPOSE: The Office of the State Controller maintains accounting policy and records according to Government Accounting Standards Board (GASB) rules. The powers and duties of the Bureau are detailed in Title 5, section 1541 of the Maine Revised Statutes Annotated. ORGANIZATION: The Bureau of Accounts and Control was created in 1931 as an organizational unit of the Department of Administrative and Financial Services. The Bureau was renamed to be the Office of the State Controller during the second special session of the 121st Legislature. The Office is under the direction of the State Controller who is appointed for an indefinite period by the Commissioner of Administrative and Financial Services, subject to the approval of the Governor. PROGRAM: The Office is an administrative agency responsible for maintaining and reporting all state financial transactions. Staff analyzes fiscal transactions and payrolls to ensure legality and correctness. In addition, the Office of the State Controller provides internal audit support for the agencies that comprise state government. Official financial records for all state agencies and programs 2 DEPARTMENTOFADMINISTRATIVEANDFINANCIALSERVICES are administered by the Office staff. The Office's Financial Reporting Unit prepares and publishes the state's Comprehensive Annual Financial Report (CAFR), based on Generally Accepted Accounting Principles (GAAP). The CAFR includes both blended and discretely presented Component Units. The State Auditor audits the CAFR that is delivered to a wide audience. The CAFR for fiscal year 2013 received the Certificate of Excellence in Financial Reporting for the seventh straight year. The Advantage System is the State's enterprise resource planning (ERP) system which is a hosted application under a long-term managed services agreement. Office staff work closely with the application vendor, the Office of Information Technology (OIT) application support team and state agencies to maintain and enhance Advantage. The Advantage System includes fund accounting, budget and appropriation control, general ledger and financial reporting, accounts payable, accounts receivable, cost accounting, fixed assets management, procurement management and vendor management. A data warehouse for all production systems is provided for statewide budget, accounting, human resources and payroll data. Queries to the warehouse can provide ad hoc or regular management reports, valuable data sorts, or specific data required in the course of completing fiscal work. The accounting production system is used to process more than 2 million payables and 400,000 accounting transactions annually. All payments above $5,000 are reviewed and approved by Office staff. The Human Resource production system keeps current personnel, payroll and position control information. This system issues over 338,000 payroll payments annually, with about 99% via direct deposit (electronic) and the balance via paper checks. The Office's Payroll Unit audits agency payroll input and initiates statewide payroll weekly. Other system functionality key to the work of the Payroll Unit includes tax withholding data and W-2 production. The most recent enhancement to the HR system is the introduction of MS-TAMS (Maine State Time and Attendance System). Currently, MS-TAMS is used by more than 9,700 employees. PUBLICATIONS: The Comprehensive Annual Financial Report for the State of Maine - Free FINANCES, FISCAL YEAR 2014: The expenditure information for this unit was generated from the Budget and Financial Management System (BFMS). OFFICE OF THE STATE CONTROLLER TOTAL FOR SPECIAL ALL GENERAL REVENUE HIGHWAY FEDERAL MISC EXPENDITURES FUNDS FUND FUNDS FUND FUNDS FUNDS SALARIES&WAGES 1,344,385 1,344,385 HEALTHBENEFITS 425,098 425,098 RETIREMENTS 290,115 290,115 OTHERFRINGEBENEFITS 28,040 28,040 COMPUTERSERVICES 52,491 52,491 CONTRACTUALSERVICES 71,702 61,048 10,654 RENTS 400 400 COMMODITIES 7,814 7,774 40 TOTALEXPENDITURES 2,220,045 2,208,951 11,094 BUREAUOFALCOHOLICBEVERAGESANDLOTTERY OPERATIONS GREGGMINEO,DIRECTOR CentralOffice:10WATERSTREET,HALLOWELL,ME04347 MailAddress: 8STATEHOUSESTATION,AUGUSTA,ME04333-0008 FAX: (207)287-6769 Established: 1992 Telephone:(207)287-3721 Reference:PolicyArea: 00 Umbrella:18 Unit:553 Citation: T0005 M.R.S.A.,Sect.: 000021006 PURPOSE: The purpose of the Bureau of Alcoholic Beverages and Lottery Operations is to provide for the pricing, listing, and delisting of spirits, oversight of liquor licensing and information and the creation, distribution, and sales of Maine 3 DEPARTMENTOFADMINISTRATIVEANDFINANCIALSERVICES State Lottery and Tri-State Lotto Commission Lottery games. The Bureau is authorized, through its Director, as the Chief Administrative Officer of the State Liquor and Lottery Commission, to have general charge of the office and records, employ personnel and make expenditures as necessary; and to conduct, with the guidance of the Commission, the administration of laws relating to the sale of spirits at agency liquor stores. The Bureau is responsible for the distribution
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