ORANGE COUNTY CONSERVATION CORPS - 2008

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Orange County Conservation Corps Santa Ana Workforce Investment Board Request for Proposal The Youth Service Provider Network PY 2008/2009 Fiscal Capacity Describe the process used to capture and report fiscal data. The OCCC uses fund accounting to allocate, capture, and report fiscal data. Since the OCCC has multiple revenue streams (federal, state, and local), fund accounting allows expenses to be tracked and allocated to individual funding sources using a specific fund account and project code(s) for that fund account. The Santa Ana WIA contract will be assigned a specific fund number and a specific project code(s). All allowable expenses will be tracked using the assigned project code(s). Therefore, direct program costs such as staff time, corpsmember stipends, employer taxes, and other expenses will be tracked using the appropriate fund and project code(s) on time sheets. Costs for occupancy or transportation that are not easily tracked with project codes will be allocated on a percentage basis of work hours charged to the fund. For example, if the fund accounts for 10% of the total hours for that month, the fund will be allocated 10% of the occupancy and transportation costs for that month. The OCCC captures and reports fiscal data to the OCCC Board of Directors monthly and invoices contracts on a monthly basis. The OCCC undergoes several program audits and an independent financial audit each year. The OCCC has not received any negative findings or management letters as a result of these audits. Attach a copy of the procurement policy and procedures. Please see a copy of our attached procurement policy and procedure. What systems are used to ensure the fiscal accountability and appropriate expenditures, and planned costs? During the procurement procedure outlined above, the OCCC ensures accountability and that expenditures are appropriate and planned. In order for staff to submit a purchase request, staff must first determine if the purchase is within budget and which appropriate fund will be charged for the purchase. Budgets and line item accounts to track expenses are maintained on a monthly basis for all OCCC contracts/grants/departments. All purchase requests are reviewed by the OCCC Director of Finance before payment is made. Any Purchase Request that appears to be over budget or not planned will be flagged by the Director of Finance and reviewed by the Executive Director for final approval. The Director of Finance reviews monthly financials with the entire management team and with the Board of Directors monthly. Additionally, The most recent independent audit (FY 2006-2007) shows that 89% of our funding has gone to program expenses, a high mark when compared to the fact that 7 out of 10 charities average 75%. Describe invoicina process and list staff assianed to the task. The OCCC's normal procedure is to invoice between the 10th and the 20th of each month for services provided in the previous month. Invoices are prepared by the Director of Finance. All hours worked to provide services are entered along with all allowable costs tracked by the Page 23 of 24