About the Office

The Office of the State Controller has the following functions:

Statewide support Bureau in all areas of responsibility
Statewide accounting and appropriation control
Review, approve and consolidate all accounting transactions for all agencies within the Executive, Legislative and Judicial branches of government
Establish and monitor State accounting policies and procedures
Establish and administer State travel and expense policies
Review, compile and report all Statewide accounting information
Review Statewide and agency level internal controls.

The Office of the State Controller has five divisions:

Administration

Responsible for all Financial Reporting, which is prepared by the Controller and Deputy State Controller, and cash forecasting. State accounting policies and procedures are developed, monitored and subject to be reviewed and approved by Controller. State Travel and Expense policy is developed and monitored, Federal Tax Reporting, US Census Reporting, and prepares the Comprehensive Annual Financial Report.

Financial Reporting and Analysis

Prepares and distributes the State’s Comprehensive Annual Financial Report, prepared in accordance with generally accepted accounting principles (GAAP); the State’s Schedule of Expenditures of Financial Awards (SEFA), prepared in accordance with OMB Circular A-133; the State's Monthly Undedicated Revenue Reports for the General and Highway Funds; and, selected budgetary financial information, prepared on the State’s modified cash basis of accounting. This section also coordinates the reporting of general fixed assets and trust and proprietary fund assets.

This division is responsible for coordinating the annual closing process with all State agencies and Component Units; coordinating the annual financial audit and Statewide Single Audit with the State Auditor; and, compiling the Statewide Cost Allocation Plan (STA-CAP).

Agency liaisons provide technical assistance, training and information to CFO’s and other financial personnel statewide to develop sound internal controls, to properly record financial transactions, and to comply with all applicable laws and rules relating to financial matters.

General Accounting & Records Management

Monitors expenditures against appropriations, allotment and cash; processing Financial and Budget Orders; review and approve cash receipts; reconcile cash accounts, accounts receivable and other balance sheet accounts; control and reconcile advance accounts; review and approve internal transfers and payments; maintain the State vendor file; handles external interfaces and prepares checks for disbursement.

The pre-audit function within the division reviews larger payments processed through the State's accounting system before such payments are made. The pre-audit function also reviews all sizes of payments on a sample basis to ensure control procedures are consistent.

Coordinates record retention with State Archives.

Internal Audit

Reviews Statewide and agency level internal controls to manage risk of loss or misuse of assets, risk of inaccurate financial reporting and risk of non-compliance with applicable laws and regulations. Assists in the implementation of the internal control law (5 MRSA, §1541,sub-§10-A) and continued monitoring of compliance with this law. All findings resulting from external audits are followed up by this division to ensure that appropriate corrective action has been planned and implemented. The division performs information system audits on State systems that have direct effect or influence on the risks mentioned above. The division also pursues issues of potential financial impropriety and associated internal control implications.

Payroll

Examines and audits all State payrolls; reviews and reconciles all payroll deduction accounts; coordinates with insurance and deferred compensation carriers; processes all garnishments and all court ordered payments; processes all special payroll payments to employees and all retroactive payments.