Current through Register Vol. 5, March 7, 2025
(1) The
organization and functions of the Department of Administration and its attached
agencies are described in this rule.
(a)
History. The department was originally established under the Office of the
State Controller by Chapter 271, Session Laws of 1963, and was reestablished
under the Executive Reorganization Act of 1971.
(b) Director. The director of the Department
of Administration is appointed by the Governor and is responsible for managing
the department and its divisions. The director is supported by a deputy
director, a chief program and information officer, a strategic business
analyst, and the offices of Finance and Budget, Human Resources, Labor
Relations, Legal Services, and State Continuity and Emergency
Management.
(c) Divisions. The
department consists of the following eight divisions:
(i) Architecture and Engineering
Division;
(ii) Division of Banking
and Financial Institutions;
(iii)
General Services Division;
(iv)
Health Care and Benefits Division;
(v) Risk Management and Tort Defense
Division;
(vi) State Financial
Services Division;
(vii) State
Human Resources Division; and
(viii) State Information Technology Services
Division.
(2)
Functions of the Department Divisions.
(a)
Architecture and Engineering Division. The Architecture and Engineering
Division manages remodeling and construction of state buildings. Its functions
include overseeing the architect/engineer interview and selection process;
planning both new and remodel projects; administering and coordinating plan
reviews; negotiating and administering contracts with architects and engineers;
advertising, bidding, awarding, and administering construction contracts;
disbursing building construction payments; providing design services for small
projects; and formulating a long-range building plan for legislative
consideration each session.
(b)
Division of Banking and Financial Institutions Division. The Division of
Banking and Financial Institutions is responsible for the supervision,
regulation, and examination of state-chartered banks, trust companies, savings
and loans, credit unions, consumer loan and sales finance companies, deferred
deposit lenders, title loan companies, escrow companies, mortgage brokers and
loan originators, and mortgage lenders. The purpose of the supervisory function
of banks and credit unions is to investigate the methods of operation and
determine whether these institutions are operating in a safe and sound manner.
The nondepository financial institutions and licensees are examined for
compliance with federal and state law. Supervision of financial institutions is
accomplished through examinations conducted by division examiners.
(c) General Services Division. The General
Services Division, composed of two bureaus and a business support services
unit, is responsible for providing certain internal services to government
agencies and the public.
The Facilities Management Bureau manages the following
services for state agencies in the Capitol Complex and state-owned buildings in
the Helena area, either directly or through the administration of service
contracts: repair, maintenance, construction, energy consumption, emergency
response, space allocation, lease negotiation, facility security, janitorial,
pest control, grounds maintenance, and garbage collection.
The Print and Mail Services Bureau provides printing services
to state agencies by operating a central facility for duplicating and binding,
desktop publishing, layout and design, graphic illustration, and forms design.
The bureau operates a quick copy center, administers the state photocopy pool,
and manages procurement of all printing and printing-related purchases for
state agencies. Mail services for state agencies in the Helena area are
provided through a centralized facility that manages incoming, outgoing, and
interagency mail. In addition, the bureau operates a full-service contract U.S.
Post Office in the State Capitol.
The Surplus Property and Recycling Program promotes
sustainable use of state-owned property by providing access to surplus property
for state and local governments and nonprofits, and recycling common items and
materials on the Capitol Complex.
(d) Health Care and Benefits Division. The
Health Care and Benefits Division provides competitive, comprehensive benefits
that provide financial protection for state employees, retirees, legislators,
and their families. Benefit programs provided include group health, medical,
long-term disability, vision, dental, life, long-term care, workers'
compensation policy, safety, and return-to-work protection. In addition, the
division provides wellness programs, sick leave fund, and medical case
management for high-cost medical care, for all state employees.
(e) Risk Management and Tort Defense
Division. The Risk Management and Tort Defense Division promotes the
development of risk management and loss prevention principles and techniques
through consultation and training with state agencies and universities; serves
as a resource in resolving risk management and tort liability defense issues
for the protection of state assets and resources; purchases and maintains a
comprehensive insurance plan on behalf of state agencies; seeks timely and
cost-effective resolution of all property and casualty claims filed against the
state; and provides legal assistance to state defendants through the use of
staff counsel, agency legal services counsel, or contract counsel.
The Risk Management Committee is composed of representatives
from all state agencies. The committee is charged with assisting state agencies
in managing their loss prevention, insurance, and claims activities.
The Risk Management Network, composed of state and private
representatives, provides feedback and recommendations to the Risk Management
and Tort Defense Division on the implementation and management of the state's
loss prevention, insurance, and claims programs.
(f) State Financial Services Division. The
State Financial Services Division is responsible for providing accounting and
procurement services and guidance to all state agencies; serving as the central
banking function for agencies; supporting the financial and budgeting modules
of the Statewide Accounting, Budgeting, and Human Resource System (SABHRS);
assisting local governments with financial reporting and audit review statutory
compliance; and administering the Social Security Act Section 218 program for
the state.
The State Accounting Bureau is the process owner of the
SABHRS financial modules and provides technical assistance to agencies. The
bureau prepares and publishes the state's comprehensive annual financial report
(CAFR), develops the state's accounting policies and procedures, and provides
technical accounting assistance to agencies. The Warrant Writer Unit manages
the state payment processes, maintains the state vendor file, and issues 1099
miscellaneous forms. The Treasury Unit is responsible for maintaining
accountability of all money and securities belonging to or held in trust by the
state.
The Financial Services Technology Bureau is responsible for
the operational support and maintenance of the enterprise financial and budget
development information systems in SABHRS. The bureau works in partnership with
the State Accounting Bureau, Office of Budget and Program Planning, Legislative
Fiscal Division, and the State Human Resources Division. The CAFR, budget
books, single audit reports, and agency financial schedules rely on the
financial information housed in SABHRS.
The State Procurement Bureau procures or supervises the
procurement of all supplies and services needed by the state, to ensure
compliance with the Montana Procurement Act. The bureau maintains the Montana
Acquisition and Contracting System (eMACS) and provides technical assistance to
government agencies and the public. In addition, the bureau manages the state's
vehicle fueling system, energy procurement, and all procurement card
functions.
The Local Government Services Bureau is responsible for
administering provisions of the Montana Single Audit Act and providing
technical accounting, budgeting, financial reporting, and audit compliance
assistance to local governments. The bureau maintains and publishes the local
government Budgetary, Accounting, and Reporting System (BARS) chart of accounts
as well as the county collection and accounting manuals. The bureau also
receives and makes local government financial, budget, and audit reports
available to the public.
The State Social Security Administrator is responsible for
administering Section 218 of the Social Security Act, including interpreting
its provisions, providing education and outreach, and ensuring proper
application of Social Security coverage to all state and local government
employees.
(g) State Human
Resources Division. The State Human Resources Division provides state agencies
with a variety of human resource management services including professional
development, salary administration, policy development, workforce planning,
payroll and benefit eligibility administration, and an employee assistance
program. The State Human Resources Division is the process owner of the SABHRS
human capital management modules. In addition, the division provides support
for the following two groups.
The State Employees' Charitable Giving Campaign Advisory
Council, (SECGC) appointed by the director, advises the department on the
SECGC's activities and implements the annual campaign plan. The council
consists of state employee representatives and representatives from a statewide
federation, a local federation, and an independent nonprofit
organization.
The Interagency Committee for Change by Women (ICCW) was
created by executive order "to create positive change for all state employees
by promoting the full participation of women in state government." State agency
directors appoint representatives to the committee.
(h) State Information Technology Services
Division. The State Information Technology Services Division, composed of eight
bureaus and two offices, is responsible for the delivery of information
technology (IT) services and the planning, coordination, implementation,
operation, and control of information resources throughout state government.
Information services and resources include computing and storage systems,
telecommunication systems (including telephone systems, local area networks,
wide area networks, high-speed voice, video, and data backbone network
infrastructure, and interactive video systems), desktop office products and
systems, Internet and application systems and capabilities, management of the
statewide emergency 9-1-1 system, and enterprise security services. The
division provides oversight for IT planning and policy development throughout
the state, and coordination of agency information technology budget requests
with the Office of Budget and Program Planning.
The Information Technology Managers Advisory Council consists
of IT managers representing state agencies in the executive, legislative, and
judicial branches, the university system, and local government. The council
reviews enterprise IT issues; provides feedback regarding information
management policies; reviews opportunities for the application of new
information processing technology; and participates in statewide IT planning
efforts.
(3)
Attached Boards, Commissions, and Councils. The following boards, commissions,
and councils are allocated to the department for administrative purposes:
(a) Board of County Printing. The Board of
County Printing, established under
2-15-1026,
MCA, consists of five members appointed by the Governor with the consent of the
Montana Senate. The board's purpose is to adopt and publish a schedule of
maximum prices to be charged for county legal advertising and to establish
printing standards for county legal advertising. Rules regarding the board are
set out in ARM Title 2, Chapter 67.
(b) Board of Examiners. The Board of
Examiners (2-15-1007,
MCA) consists of the Governor, Secretary of State, and Attorney General. The
board is authorized to prescribe the form and terms of the sale of bonds for
the state and take whatever actions are lawful and necessary for their issuance
and payment. Board rules are set out in Chapter 53.
(c) Burial Preservation Board. The Burial
Preservation Board, established under
22-3-804,
MCA, consists of 13 members appointed by the Governor. The purpose of the board
is to help protect from disturbance or destruction all human skeletal remains,
burial sites, and burial material within the state of Montana. Rules regarding
the board, including the board's organization, are set out in Chapter
65.
(d) Information Technology
Board. The Information Technology Board, established by
2-15-1021,
MCA, consists of 19 appointed members who help guide state agencies, the
legislative branch, the judicial branch, and local governments in the
development and deployment of intergovernmental information technology
resources. The board also advises the department on statewide information
technology standards and policies, the state strategic information technology
plan, major information technology budget requests, and rates and other charges
for services established by the department.
(e) Montana Tax Appeal Board. The Montana Tax
Appeal Board (15-2-102,
MCA) is composed of three members appointed by the Governor for staggered
six-year terms, with the advice and consent of the Montana Senate. The board
hears appeals on the decisions of local county tax appeal boards concerning
property tax assessments made by the state Department of Revenue and takes
original jurisdiction on appeals arising from decisions of the Department of
Revenue concerning income, corporate, natural resource, centrally assessed
property, and new industry taxes; from decisions of the Department of
Transportation concerning motor fuels taxes; and from decisions of the
Department of Justice concerning the valuation of motor vehicles. Board rules
are set forth in Chapter 51.
(f)
Public Employees' Retirement Board. The Public Employees' Retirement Board,
established under
2-15-1009,
MCA, is composed of seven members appointed by the Governor. The board
establishes policies that provide employees of the state and its political
subdivisions with quality retirement, disability, and death benefits. The board
also conducts hearings and adjudicates contested cases. Board-administered
retirement systems cover traditional public employees, judges, and public
safety officers, but generally exclude teachers. The Montana Public Employee
Retirement Administration, an agency of state government, is responsible for
the day-to-day administration of the retirement systems. The board's rules are
found in Chapter 43.
(g) State
Banking Board. The State Banking Board, established under
2-15-1025,
MCA, consists of six members appointed by the Governor to advise the Department
of Administration regarding banking in Montana. Chapter 60 houses the board's
rules.
(h) State Compensation
Insurance Fund Board. The Board of Directors of State Compensation Insurance
Fund consists of seven members appointed by the Governor to govern the State
Fund, a workers' compensation insurer which is a nonprofit independent public
corporation. The organization of the State Compensation Insurance Fund,
established under
2-15-1019,
MCA, and additional rules are set out in Chapter 55.
(i) Teachers' Retirement Board. The Teachers'
Retirement Board (2-15-1010,
MCA) is composed of six members appointed by the Governor. The board provides a
comprehensive retirement plan for all members of the state Teachers' Retirement
System. This includes offering the broadest and fairest possible range of
disability, death, and retirement benefits to qualified members. The Teachers'
Retirement Board maintains an office of state government entitled the
"Teachers' Retirement System." Additional rules are set out in Chapter
44.
(j) State Lottery Commission.
The State Lottery Commission (23-7-201,
MCA) consists of five members appointed by the Governor to establish and
operate a state lottery. The organizational structure and additional rules
regarding the Montana Lottery are set out in Chapter 63.
(k) Capitol Complex Advisory Council. The
council, made up of nine individuals representing various state agencies, the
Legislature, and the public, advises the Legislature on the placement of
commemorative objects and art in public areas of the Capitol Complex and
grounds, including the executive residence and the Original Governor's Mansion;
and advises the Department of Administration on interior decoration of the
Capitol, grounds maintenance, and grounds displays.
(l) Montana Information Security Advisory
Council. The Information Security Advisory Council, created by executive order,
advises the Governor with respect to a statewide strategic information security
program.
(m) State Employee Group
Benefits Advisory Council. The State Employee Group Benefits Advisory Council
members are selected by the department director from a diverse group
representing state employees and retirees. The council, established by
2-15-1016,
MCA, advises the department regarding state employee group benefit plans
managed by the Health Care and Benefits Division.
(4) Information or Submissions. General
inquiries regarding the department may be addressed to the director. Specific
inquiries regarding the functions of each division or attached agency may be
addressed to the head of that division and/or agency. All requests for
hearings, declaratory rulings, and for participation in rulemaking may be
addressed to the director unless the notice in the Montana Administrative
Register makes specific provisions for submissions.
(5) Personnel Roster. Addresses of the
director, each division, and attached agencies are as follows:
Director, Department of Administration, Room 155, Mitchell
Building, 125 North Roberts Street, P.O. Box 200101, Helena, MT
59620-0101.
Architecture and Engineering Division, 1520 East Sixth
Avenue, P.O. Box 200103, Helena, MT 59620-0103.
Division of Banking and Financial Institutions, 301 South
Park Avenue, Suite 316, P.O. Box 200546, Helena, MT 59620-0546.
General Services Division, 1310 East Lockey Avenue, Old
Livestock Building, P.O. Box 200110, Helena, MT 59620-0110.
Health Care and Benefits Division, 100 North Park Avenue,
Suite 320, P.O. Box 200130, Helena, MT 59620-0130.
Risk Management and Tort Defense Division, 1625 Eleventh
Avenue, Middle Floor, P.O. Box 200124, Helena, MT 59620-0124.
State Accounting Division, Room 255, Mitchell Building, 125
North Roberts Street, P.O. Box 200102, Helena, MT 59620-0102.
State Human Resources Division, Room 125, Mitchell Building,
125 North Roberts Street, P.O. Box 200127, Helena, MT 59620-0127.
State Information Technology Services Division, Room 229,
Mitchell Building, 125 North Roberts Street, P.O. Box 200113, Helena, MT
59620-0113.
Montana Lottery, 2525 North Montana Avenue, Helena, MT
59601-0598.
Montana State Fund, 855 Front Street, Helena, MT
59601.
Office of the State Public Defender, 44 West Park Street,
Butte, MT 59701.
Public Employee Retirement Administration, 100 North Park
Avenue, Suite 200, P.O. Box 200131, Helena, MT 59620-0131.
Montana Tax Appeal Board, 600 North Park Avenue, P.O. Box
200138, Helena, MT 59620-0138.
Teachers' Retirement System, 1500 Sixth Avenue, P.O. Box
200139, Helena, MT 59620-0139.
