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The Administrative Services Division handles the day-to-day financial activities of the West Virginia Department of Agriculture and oversees the maintenance of buildings and upkeep of the grounds for the main headquarters at the Guthrie Agricultural Center as well as for the various field offices around the state and the Commissioner's office at the State Capitol.

Through its financial and facilities management activities, the Administrative Services Division provides the support services necessary to ensure the continuing operation of the West Virginia Department of Agriculture. The two component units of the Division, Fiscal Management and Building and Grounds, carry out a wide variety of behind-the-scenes activities in this supportive role.

The Fiscal Management Unit:

The Fiscal Management unit of Administrative Services is responsible for the annual appropriation request and expenditure schedule as part of the State budget process. This branch of Administrative Services also participates in the review of proposed state-level legislation to determine the financial impact to the department and provides the information via Fiscal Notes to the Legislature.

Additionally, this office also handles accounts payable and receivable duties. This includes the audit and payment processing for all vendor invoice payments, employee expense accounts, cash advances and billings from other State agencies. This office provides oversight of purchasing card ("P-Card") and procurement activities to ensure compliance with WV Division of Purchasing regulations. Revenue from statutory fees, rentals and other billings are collected by this office and deposited via the West Virginia State Treasurer's Office.

The Fiscal Management Unit is responsible for payroll processing for all WVDA and West Virginia Conservation Agency employees, as well as remittance of the associated state and federal payroll taxes. New employee orientation, benefit enrollment and administration and personnel records management are also performed by this office.

Finally, Administrative Services staff handles administration, compliance and financial reporting aspects for the various federally-funded programs carried out by WVDA. These staff members review program proposals (including budgets) and prepare the final application package for all grant-funded programs. Once funding is awarded, all employee time and expenditures related to the programs are tracked and financial/budget status reports for program coordinators and awarding agencies, along with associated reimbursement requests are prepared.

Buildings and Grounds Unit:

Building and Grounds, a unit of the Administrative Services Division, manages and performs service in housekeeping, security, building and utilities maintenance, construction, road maintenance, and grounds keeping at the Gus R. Douglass Agricultural Center at Guthrie. Building and Grounds staff also assist field offices on an as needed basis.

Sandi Gillispie, Director, Administrative Services Division
Telephone: (304) 558-2221
Fax: (304) 558-2222

Alan Clemans, Asssistant Director, Fiscal Management
Telephone: (304) 558-2221
Fax: (304) 558-2222

Jeff Lowe , Assistant Director, Building & Ground
Telephone: (304) 558-4058
Fax: (304) 558-2417

Administrative Services Division
West Virginia Department of Agriculture
State Capitol
1900 Kanawha Blvd., E.
Charleston, WV 25305



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