Sheriff

Sheriff

Sheriff’s Office Operating Budget

 

 

 

The Sheriff’s Office Finance and Business Services Division is responsible for the preparation of the Sheriff’s Office proposed fiscal year operating budgets, both in the Restricted and Unrestricted capacity, and continually monitors operating expenditures and revenues, as well as, capital project expenditures.

 

Budget Fiscal Year:  Clackamas County’s Fiscal year begins on July 1 and ends on June 30.

 

Budget Process: Each year, the Clackamas County Budget Committee holds public meetings and approves the entire County budget for all elected officials and departments. The Clackamas County Budget Committee is comprised of the five Clackamas County Commissioners and five members of the public. Following budget approval by the Clackamas County Budget Committee, the Board of County Commissioners votes to adopt the budget in June. 

 

Restricted Funds: Funds that are allocated or awarded to a public entity for a specific purpose and cannot be legally used to pay for expenses other than their original intent. This includes funding such as levies, special districts, and grants.

 

Unrestricted Funds: Funds that are allocated to a public entity to use for expenses including payroll costs, business needs, and training. Unrestricted funds include allocated County General Fund Support to the entity.

 

Sheriff’s Office FY 2023-2024 Budget:  The County Administrator’s FY 2023-2024 Budget for the Sheriff’s Office was approved by the Clackamas County Budget Committee and was formally adopted by the Board of County Commissioners on June 22, 2023.

 

Sheriff’s Office Chart of Accounts: The Sheriff’s Office Chart of Accounts is a financial, organizational tool that provides an index of every account used. The structure of the Sheriff’s Office Chart of Accounts is detailed and allows for the tracking of revenue and expenses at the program, service, and project levels. The Sheriff’s Office Chart of Accounts was developed and is maintained in conjunction with County Finance and is reviewed and approved annually during the Budget Process. You can view the Sheriff’s Office Chart of Accounts list here.

 

Sheriff’s Office FY 2023-2024 Budget Dashboard:  The Budget Dashboard is comprised of three sections: A general budget overview (Page 1), detailed breakdowns of the budget by revenue (Page 2), and expenses (page 3) at the program level. The data displayed in the Dashboard comes from Clackamas County’s OpenGov budget software and the PeopleSoft Finance System. View the Sheriff’s Office FY 2023-2024 Budget Dashboard here.

 

 

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Finance and Business Services Division

 

The Sheriff’s Office Finance and Business Services Division is comprised of six major areas: Accounting and Finance, Budget, Contracts and Agreements, Grants Management, Payroll, and Procurement. 

 

Accounting and Finance: The Accounting and Finance component encompasses the financial activities of the Sheriff's Office in the areas of accounts payable, accounts receivable, ensuring accuracy of transactions posted to the County general ledger, revenue collections, and tracking and posting restricted funding, as well as, other cash management functions. 

   

Budget: The Budget component encompasses the preparation of the Sheriff’s Office fiscal year operating budgets, both in the Restricted (i.e., Public Safety Local Option Levy, Enhanced Law Enforcement District, Forfeiture Funds, and other dedicated revenue sources) and Unrestricted (i.e., allocated General Fund dollars) capacity. The Budget component also continually monitors operating expenditures and revenues, as well as, capital expenditures. This is accomplished through means that include the preparation and analysis of fiscal reports including periodic financial statements, summaries, revenues and expenditures reporting, and budget calculations, forecasting, and projections. Learn more about the Sheriff’s Office Operating Budget here.

 

Agreements: The Finance and Business Services Division is responsible for negotiating, drafting, and finalizing all agreements that begin with the Sheriff’s Office, which include Intergovernmental Agreements (IGAs) and Interagency Agreements (IAAs) between and within governments. In completing these documents, a member of the Division works with County Counsel to ensure the documents are legally sound and presents them before the Board of County Commissioners for final approval.  

 

Grant Management: The Grants Management component encompasses the budgeting, accounting, fiscal reporting, and year-end reconciliation as it relates to the various grant awards from state, local, and federal sources. The Grants Management component also ensures compliance with various grant fund regulations and restrictions.

 

Payroll: The Payroll component, in collaboration with the Clackamas County Finance Department, involves the processing and management of employee pay, which includes, but is not limited to, regular bi-monthly employee salary.

 

Procurement and Contracts:  The Procurement and Contracts function includes ensuring public procurement rules, regulations, laws, and County policies are followed in securing goods and services. This includes identifying the goods or services needed, requesting bids or proposals, ensuring transactions are accurately posted in the County financial system, ensuring proper coding per the Sheriff’s Office Chart of Accounts, authorization for the purchase, and documentation of the transactions.

 

 

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