The Division of Administrative Services provides across the Department strategic and daily financial management; budget development, implementation and execution; accounting assistance and training; purchasing; Contract Management; internal audits; property accountability; insurance coverage and policy management; FLEET reporting; statistical analysis, and the budget portion of legislative impact statements.
Contract Management Branch
The Contract Management Branch is responsible for the daily administration of the Department’s contracts with private prisons, halfway houses and Kentucky Recovery programs. Branch staff monitors each contract for compliance, review monthly invoices to ensure the contractors bill for the correct number of inmate/days, perform on sight inspections, and represent the Department as required at the various participating sites and process inmate payroll for halfway house inmates. Contract Management maintains close contact with each vendor and serves as the “first line” regarding the interpretation of contractual matters. The Branch Manager conducts regular meetings for halfway house administrators keeping open communication lines between the administrators and the Department. Periodic inspections are conducted of all halfway houses to ensure compliance with applicable statutes and Department regulations. On-site monitors, stationed at each of the two private institutions, report directly to the Branch regarding operational matters at these facilities.
Fiscal Management Branch
The Fiscal Management Branch is divided into two areas, Accounting and Purchasing.
Accounting staff pre-audits and approves many of the transactions initiated by the Department. Documents that are processed through this section include employee travel vouchers, personal service contract payments, unemployment and workers’ compensation, insurance claims, attorneys’ payments, cash receipts, utilities and Fleet One invoices. Supervisors and staff process electronic payment vouchers and inter-accounts in eMARS submitted by other agencies which include FLEET billing, the Commonwealth’s Office of Technology (COT) for technical support and training, the Department of Insurance for insurance coverage, and KY State Police-Facilities Security services. The Procurement Card Administrator for central office support staff is also an integral part of the accounting section and monitors procurement card purchases for accuracy and compliance with Finance Statewide Accounting Services policies and procedures. This section also has the authority to post audit those institutions that have been granted final approval of their documents for accuracy and efficiency.
Procurement Section
The staff of the Purchasing Section serves as the central purchasing agent for the Department. The staff prepares and coordinates requisitions initiated by the Department and assists institutional Fiscal Officers/Managers with purchasing issues. This section is responsible for all Personal Service Contracts and Memoranda of Agreement. It also does the actual purchasing for central office and coordinates the training for all Corrections’ personnel in new purchasing techniques (eMARS, Pro-Card).
Staff:
Stephen W. Castle, Director
Hilarye L. Dailey, Assistant Director
Eric K. Buckley, Administrative Branch Manager – Contract Management
Pat Sudduth, Internal Policy Analyst III – Corrections Management Budget
Becky Meehan, Internal Policy Analyst III – Community Services Budget
Julie Brewer, Internal Policy Analyst III - Procurement