Office of Finance

The Office of Finance (OOF), which consists of four divisions, is responsible for budget preparation and expenditure reporting, financial and statistical records and reports, accounts receivable, vouchers payable, programming certification and collection of federal funds for the Administration, Baltimore City, Counties and Municipalities and program management. The Director of the Office of Finance reports directly to the Administrator. The four divisions have the following responsibilities:

Accounting Operations Division

This division consists of five areas of responsibility that provide the day-to-day accounting operating functions for the MDOT State Highway Administration.

  1. The Vouchers Payable Section processes and pays approximately 60,000 invoices annually to State governmental units and private vendors.
  2. The Credit Card and Employee Expense Statements Section manages the credit card and expense statement programs.
  3. The Accounts Receivable Section bills approximately $130 million annually to outside sources.
  4. The Cash Receipts Section receives approximately $150 million in cash receipts annually.
    5. The Financial Management Information System (FMIS) Contract Monitoring Section is responsible for performing reviews of all procurement contracts and agreements/memorandum of understanding (MOUs), to ensure that all contracts, contract changes, and agreements have met certain minimum quality assurance standards before activation in FMIS.

Capital Program Division

This division consists of three areas that are responsible for the financial administration of the capital program at the MDOT State Highway Administration.

  1. The Federal Aid Programming Section matches specific projects with federal funding sources in accordance with Federal Highway Administration policies and procedures.
  2. The Federal Aid Billing Section creates and submits bills to the Federal Highway Administration (FHWA) to collect funds on federally participating projects for MDOT SHA, Baltimore City, Counties and Municipalities.
  3. The Program Coordination Section creates, monitors and maintains cash flows on current and future construction projects and establishes project identification numbers to facilitate the capture of costs on specific projects.

Budget and Financial Accounting Division

This division consists of two areas of responsibility that provide financial support for the MDOT State Highway Administration.

  1. The Budget Section is responsible for preparing, as well as monitoring SHA’s annual budget. This includes analyzing expenditures to determine accuracy, trends, and the budgetary impact of policy changes that may result in current budget amendments or future enhancements to the budget. This section also prepares the information presented at the budget hearings during the legislative sessions. In addition, this section prepares the administrative and general budget for each office.
  2. The Financial Accounting Section processes interfaces from other systems into FMIS, records all cancelled checks and chargebacks, develops various cost accounting rates, and records all cash receipts received electronically. In addition, this section processes all interagency transfers, processes required journal entries to both MDOT and State FMIS systems, co-ordinates monthly reconciliations and is responsible for the monthly and fiscal year-end closing process.

Fiscal Systems and Inventory Support Division

This division consists of three areas of responsibility that provide day-to-day support of fiscal systems for MDOT State Highway Administration.

  1. The Inventory Management Section (IMS) oversees MDOT SHA’s fixed assets and materials and supplies inventories, both as the internal manager of the automated systems and as the liaison with other agencies, such as the Department of General Services (DGS). In addition, the IMS is responsible for the collection and costing of MDOT SHA’s vehicle and equipment usage data.
  2. The Data Control Section provides day-to-day support for software applications and hardware issues for OOF. This section also develops programs, databases and spreadsheets to assist the OOF in the analysis of financial data.
  3. Finally, the FMIS Support Section monitors and maintains the security profiles of the MDOT SHA FMIS and WebFOCUS user community.