FINANCE DEPARTMENT
The Finance Department has the responsibility for performing the accounting, budgeting and financial reporting activities for the Mercer County Board of Social Services. The supervisory duties are divided into four major areas: administration/payroll, client benefits, child support & paternity, collections fiscal, and bus pass/special projects.
Accounting
The State Division of Family Development (DFD) mandates that the agency adhere to the guidelines and procedures outlined in their accounting manual, known as Ruling 12. The majority of receipts and disbursements are accounted for through the following six major accounts:
- Administration Account – Record activities for administrative expenses of the agency, such as salaries, employee fringe benefits, travel expenses, office expenses, and other administrative expenses. Various grant funds contracted to the agency are also maintained in this account.
- Assistance Account – Records payments for public assistance benefits known as Work First New Jersey. This account covers the Temporary Assistance for Needy Families (TANF) program and Supplemental Security Income (SSI).
- Child Support and Paternity Account – Records funds received and disbursed for the Child Support and Paternity Program. Child Support collections received from Mercer and other county probation offices, direct payments received from absent parents and third party recoveries are disbursed to clients or returned to the State to reimburse public assistance given to eligible clients.
- Clearing Account – Records funds received that represent a recoupment of various types of overpayments and recoveries that are subsequently reimbursed to the State.
- Reach Account – Records payments for transportation related expenses such as bus passes and payments for clients who are working or participating in employment related activities.
- General Assistance Account – Records payments for public assistance and emergency assistance for General Assistance clients.
The Finance Department is responsible for processing over 1,700 hold and release Electronic Benefit Transfer (EBT) entries per month for TANF and Food Stamps clients, and hold and release checks for GA clients. In addition, approximately 3,600 bus passes and 400 Medicaid Eligibility Cards for Family Care clients are processed each month.
Budgeting
The annual agency budget process is a collaborative effort coordinated by the Director. The Finance Department prepares the final budget, which is reviewed and adopted by the Board. The approved budget is then forwarded to the State Divisions of Family Development, Local Operations, Youth and Family Services and Medical Assistance for approval. The county appropriation to the Board appears as a line item in the approved County budget. The Finance Department monitors budget expenditures on a monthly basis.
Financial Reporting
The Finance Department prepares weekly, monthly, quarterly, and annual financial reports for internal use as well as external purposes. Reports are submitted for all major accounts to the New Jersey Division of Family Development. Expenditure reports are prepared monthly and quarterly for the agency’s special grants. Monthly reports are submitted to the Board for their review and approval.
2004 Year in Review
Cross training of staff continued during the year which resulted in less down time and helped achieve greater efficiency. Various internal control procedures were implemented as a result of prior year audit recommendations, which helped strengthen the control environment.
The Finance Department provided technical assistance and prepared expenditures reports on 18 special grants.
Challenges and Goals for 2005
This year will be a significant transition period for the Finance Department. Both the Fiscal Officer and Assistant Fiscal Officer retired during the year as well as the Supervisor of Accounts over Administration and Payroll. Responsibility for the payroll check production and payroll reports will transition back to the Board from the County payroll unit.
A new unit was established to handle grant reporting and preparing monthly & quarterly reports to monitor grant spending. Presently we have WFNJ/GA, WFNJ/TANF, SAIF, FSP Tech, FS Bonus Funding, Homemaker Health B & E, Adult Protective Services, BULC, CCM, Protective Services, Safe Housing, Homeless Hotline and MCOSCC grants- ABAWD/GA, EEI, TANF/AWEP, OSY. Contract reimbursement is also monitored.
Additionally, Finance assumed responsibility for the accountability and reconciliation of the bus pass process as of July 2004. This involves the distribution of several thousand bus passes every month to clients in work activities. This was accomplished through the development of a database management reporting system. Reimbursement for passes is also tracked.
The computerized accounting system will be expanded to include the activities of the Assistant Account, Child Support, and Paternity Account and the Clearing Account. The accounting system will be fully integrated with the budget process and the financial reporting system.
The Finance Department will provide technical assistance to other Departments in an effort to enhance the efficiency of the various programs and processes throughout the Agency.
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