Financial Services Overview

Services performed by the Financial Services Section:

Accounts Receivable: We track in QuickBooks the money owed to the Administrative Office of the Courts, Supreme Court, Court of Appeals, and Office of Civil Legal Aid. Examples of the various receivables are: the JIS Link monthly service fees; public record requests; public guardianship dues and fees. “Tracking” includes posting the payments; making daily deposits of the money coming in; aging of accounts, and collecting outstanding debts on these accounts. We also do a monthly reconciliation between QuickBooks and the Agency Financial Reporting System (AFRS).

Accounts Payable: We review, audit, and process for payment all invoices and bills for the Administrative Office of the Courts, Supreme Court, Court of Appeals, and Office of Civil Legal Aid. Examples of this work are: ensuring we have a managers approval for payment; we know the correct budget code to use, and have the correct approval for it; make sure the vendor invoice is correct according to the field order or contract terms and price quotes; that all the math is correct; what the item(s) is and how it will be used so we can code it correctly to the chart of accounts and object code tables.

Fiscal Year End Financial Statements: We do all the year-end reconciling and filing of the financial statements information for the Administrative Office of the Courts, Supreme Court, Court of Appeals, Office of Public Defense, and Office of Civil Legal Aid.

General Accounting: We do the tax reporting, tax filing, correcting payment documents, charging printing or postage costs to the individual program that used that service, grant accounting, help with budget work, and multiple fund, account, and/or general ledger reconciling tasks for the Administrative Office of the Courts, Supreme Court, Court of Appeals, and Office of Civil Legal Aid.

Pay and Benefits: Besides processing payroll and leave requests, the Payroll staff supply benefit information and assistance for the Administrative Office of the Courts, Supreme Court, Court of Appeals, State Law Library, Office of Public Defense, Office of Civil Legal Aid and all the judges of the Superior Courts.

Purchasing: We do the purchasing for the Administrative Office of the Courts, Supreme Court, Court of Appeals, and Office of Civil Legal Aid; and all the Court Supplies requests. This includes matching up all the packing slips, invoices, and orders to ensure all items requested have been received and billed at the correct price, then forwarded to the payable staff for processing.

Travel: We process travel reimbursement for: the employees of the Administrative Office of the Courts and Office of Civil Legal Aid; judges and other court staff that attend conferences put on by the Court Services Section; and, the Court of Appeals judges travel expenses to the division headquarters of the courts and back.