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Orange County Conservation Corps and You[hbuild <br />Santa Ma Workforce Investment Board <br />Request for Proposal <br />The Youth Service Provider Network <br />PY 2005!2006 <br />Whai svstems are used to ensure the fiscal accountabilih> and appropriate expenditures, <br />and planned costs? <br />During the procurement procedure outlined above the OCCC ensures accountability and <br />that expenditures are appropriate and planned. In order for staff to submit a purchase <br />request, staff must first determine if the purchase is within budget and which appropriate <br />fund will be charged for the purchase. Budgets and line item accounts to track expenses <br />are maintained on a monthly basis for all OCCC contracts/grants/deparhnents. All <br />purchase requests are reviewed by the OCCC Finance Manger before payment is made. <br />The Finance Manager will review any Purchase Request that appears to be over budget or <br />not planned with the Executive Director for final approval. The Finance Manager reviews <br />monthly financials with the Executive Director, Deputy Director, Program Director, and <br />Operations Director two times a month and with the Board of Directors monthly. <br />Will the organization have trouble invoicing for services provided on a monthly basis? <br />No, the OCCC will not have trouble invoicing for services provided on a monthly basis. <br />The OCCC's normal procedure is to invoice by the 10"' of each month for services <br />provided in the previous month. <br />Describe invoicingprocess. <br />Invoices are prepared by staff assigned to Accounts Receivable. All hours worked to <br />provide services are entered along with all allowable costs tracked by the appropriate <br />fund and project code(s). Once all costs for the month have been entered an invoice is <br />prepared. All supporting documentation required or requested (copies of timesheets, <br />receipts, etc.) for the invoice is attached. The invoice is then submitted to the Executive <br />Director or Deputy Director for review and signature. <br />Submit most recent financial statements or audit reports. <br />A copy of the OCCC most recent independent audit for 2003-04 is attached. <br />Subcontracting <br />Subcontracting client services/activities is not permissible under this contract. However <br />ifplannin to subcontract non-client services identify subcontracts and estimated cost <br />for services. <br />The OCCC will not subcontract non-client services. All services will be provided by the <br />OCCC. <br />Page 22 of 22 <br />