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produced based on charges to those accounts. The monthly reports indicate the line item budget <br />amounts, expenditures against the budget and the balance remaining for each account and funding <br />program. The STEM program would be provided with a separate and distinct account number to <br />identify all costs related to that particular program. <br />Invoicing Process <br />Invoices for the STEM program will be reviewed and approved by program staff at the SAWC. They <br />will then be forwarded to the department accounting staff at City Hall where they will be assigned <br />account numbers and approved for payment. The accounting staff will prepare the request for <br />payment, attach the necessary documentation and forward the invoices to the Accounts Payable unit <br />for entry into the city's accounting system. Checks are issued according to City policies and <br />timelines. <br />The department accounting staff includes a Senior Management Analyst and two Senior Accounting <br />Assistants with a total of 20 years of accounting experience with the City of Santa Ana. <br />Payroll <br />As part of the City of Santa Ana, SAWC staff is paid twice a month. Time sheets are completed by all <br />staff indicating functions and programs that have been worked on during that particular pay period. <br />That inforination, with the accompanying account numbers, is entered into the payroll system by the <br />Senior Accounting Assistant. Payroll dollar amounts are posted to the accounting system and are <br />reflected on the monthly financial reports. <br />Procurement <br />The SAWC follows the City of Santa Ana's procurement policies as well as federal and state <br />regulations related to procurement. Purchase requisitions for items over $500 are entered into the <br />accounting system and approved by the finance staff at City Hall. Buyers from the Purchasing <br />Department review the requisitions and issue purchase orders following City policies and procedures. <br />When the goods are received by SAWC, staff compares the goods delivered to the purchase <br />requisition for completeness and accuracy. The purchase order paperwork is approved, signed and <br />returned to the Purchasing department. Payment for the goods is initiated through the Purchasing <br />department following City procedures. <br />Financial Stability <br />The SAWC is funded by WIA grants, a Department of Labor H-113 grant and an Orange County <br />Social Services Agency grant. Staff continues to pursue additional sources of funding to compliment <br />current programs. The City of Santa Ana provides interim funding from its general revenue fund for <br />all expenses including payroll. Grant funds are requested monthly based on expenditures and <br />replenish the general fund expenses. <br />Exhibit A 13