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ORANGE, COUNTY OF (13)
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ORANGE, COUNTY OF (13)
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Last modified
6/8/2021 9:15:41 AM
Creation date
5/18/2021 8:05:49 AM
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Contracts
Company Name
ORANGE, COUNTY OF
Contract #
N-2021-051
Agency
Community Development
Expiration Date
3/30/2022
Insurance Exp Date
1/1/1900
Destruction Year
2027
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DocuSign Envelope ID: E3EC32AC-CBE2-4379-BB09-D502E3365EE4 <br />At any time, based on County's business needs and/or Contractor's performance, the County may <br />designate Contractor to submit abbreviated or comprehensive documentation, as identified in the <br />respective sections. Upon designation, Contractor will be notified, in writing via Reimbursement <br />Policy Status Form, of which requirements are in full force, When Contractor is required to submit <br />comprehensive documentation, In addition to the items identified In the Abbreviated <br />Documentation Requirements Section, Contractor must also provide the documentation identified <br />In the Comprehensive Documentation Requirements Section. <br />PROCEDURES: <br />Abbreviated Documentation Requirements <br />Compile and submit: <br />1. Supporting documentation includes, but is not limited to: <br />a. General ledger/expense transaction report <br />b. Payroll register or labor distribution report <br />c. Payroll allocation plan <br />d. Personnel Documentation <br />e. Benefit plan and calculation of benefit <br />f. Employer -employee contract for non -customary benefits (if applicable) <br />g. Pre -approval documentation for equipment purchases equal to or greater than <br />$6,000 <br />2. The following is required with the first month's invoice only: <br />a. Cost allocation plan for rent, utilities, ate, <br />b. Indirect rate approved by cognizant agency (if applicable) <br />3. Summary of leveraged resources (if applicable) <br />4. Demand letters must contain the following certification (If required by Contract): <br />"By signing this report, I certify to the best of my knowledge and belief that the <br />report is true, complete, and accurate, and the expenditures, disbursements and <br />cash receipts are for the purposes and objectives set forth In the terms and <br />conditions of the Federal award, I am aware that any false, fictitious, or fraudulent <br />Information, or the omission of any material fact, may subject me to criminal, civil <br />or administrative penalties for fraud, false statements, false claims or otherwise. <br />(U.S. Code'rifle 18, Section 1001 and Title 31 Sections 3729-3730 and 3801-3812)" <br />6. Grantee Performance Report (if required by Contract) <br />6. Supporting documentation shall be on single -sided sheets <br />7. Please redact employees' Social Security Number from payroll reports <br />8. Demand letter or invoice, along with supporting documentation shall be submitted to: <br />OC Community Resources Accounting <br />601 N. Ross St., 61 Floor <br />Santa Ana, CA 92701 <br />Comprehensive Documentation Requirements <br />In addition to abbreviated documentation, compile and submit: <br />9. Purchase orders, invoices, and receipts <br />10, Cashed checks <br />11, Check register <br />12, Cons ultant/sub-contractor invoices (with description of services) <br />13. Travel expense documentation: mileage reimbursement, hotel bill, meal reimbursement <br />ACTION: <br />Distribute this policy to all appropriate staff <br />INQUIRIES: Inquiries may be directed to OCCR Accounts Payable at: <br />OCCRAccountsPayable@occr.ocgov.com <br />Page 2 of 2 <br />
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