Administrator: Pat Schlauch
The Business Management Services Division is responsible for managing the department’s $185 million annual budget and providing fiscal-related support services to all programs. The division ensures the accuracy, integrity and timeliness of department-wide financial information by promoting fiscal accountability, compliance and sound financial management that benefits department employees, crime victims and all Montana taxpayers.
The division has three units.
The Budget and Program Planning Bureau works with division staff to make budgetary decisions and plan for the executive planning process and the legislature. The bureau is responsible for tracking expenditures in relation to budgets and appropriations. Communication is the key in working with the various department programs. The bureau tracks and reports on all legislative actions and department decisions that have a financial impact. The goal of the bureau is to be audit-ready every day with consistent and transparent processes, while providing financial guidance to staff. Accurately projecting expenditures and reporting outcomes are primary goals in this bureau’s success in budgeting.
The Contracts Management Bureau is responsible for overall management and coordination of several programs including contracting, procurement, fleet management, grants and cellular services.
The bureau is directly responsible for development and oversight of more than 240 contracts. These contracts provide services necessary to maintain offender programs provided by private businesses or other government agencies. As part of this contracting process, the bureau coordinates public procurement and contracting procedures, and manages the processes used to solicit offers and select contractors to provide offender services and programs.
The bureau oversees the department’s motor vehicle fleet and manages its grant processes, as well as more than 300 wireless phone plans and 200 procurement cards used by employees in their programs.
The Accounting Bureau is responsible for all payables, receivables, intra-agency transactions, accounting, asset inventory records, internal and statewide financial reporting, records retention and management of all financial activity associated with federal grants. Bureau staff develops the annual daily cost calculations for housing inmates in contracted regional prisons, manages inmate welfare funds and handles expenditure financial accounting. The bureau also:
- coordinates all inmate account banking transactions
- manages department payroll operations
- updates and maintains payroll files
- provides technical assistance and training to staff concerning timesheet preparation, payroll rules and procedures, and deductions
The Collections Unit within the bureau is responsible for the collection and disbursement of court-ordered victim restitution from adult felony offenders. Payment can be made through conventional checks or by using a credit card online. The unit also collects supervision fees from offenders on probation or parole.