CHRISTIAN LATINO ASSOCIATION OF MUSIC AND ARTS 1 - 2006

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Fiscal Capacity Describe the process used to capture and report fiscal data? CLAMA/Project RYTMO employs the services of Janell Arceo, a licensed Bookkeeper, v.~th over 14 years experience and knowledge in accountmg/bookkeepmg methods such as payables, receivables, mvoicmg, tax requirements, and other standard accountmg practices required for proper fiscal accountability and reporting. Janell utilizes QuickBooks Non- Profit software to post entries and reconcile all of CLAMA' s financial accounts. The process utilized to capture and report fIscal data IS I. Collect, review and approve all Purchase Orders, Requests for Funds, Expense Reports, receipts, employee Time Sheets, and Independent Contractor invoicing for services rendered. 2. All bookkeepmg data is recorded using QuickBooks Non-Profit Software for all accounts. 3. Monthly fiscal reports are submitted to the Financial Administrator, CLAMA Treasurer, Board of Directors and funding agencies, as required for approvaL State procurement poliq and procedures For any and all purchases for CLAM~/Project RYTMO, a simple procurement policy is utilized based upon budgets approved through each funding agency or source: 1. All equipment, supplies, small purchases, reimbursements and personal expenditures related to the organization and if s employees shall require a Request for Funds CRFF) through our Financial Department by the first Thursday of the month. 2. Upon approval by both the Financial Administrator and Executive Director, a Purchase Order is completed by fue person requesting funding or reimbursement This mcludes evidence of procurement such as 3-quotes for purchases or contracts for consultants as evidence of work For reimbursements such as gas, mileage, food, travel or other personal expenditures, an Expense Report is required prior to any approval of reimbursement 3. Approved funds/purchases/reimbursements are posted in QuickBooks. then disbursed based on chargeable approved budgeted items. What systems are used to ensure fiscal accountability and appropriate expenditures, and planned costs? 1. All fiscal accountability, expenditures and planned costs are overseen and verified by the CLAMA Financial Admmistrator on a monthlv basis followed bv approval bv the CLAMA Executive Director. This process involves the review and evaluation of budgeted items previously approved by the CLAMA Board of Directors for the current fiscal year. 2. The Financial Administrator shall then provide monthlv fiscal reoorts to the CLAMA Treasurer, Executive Director, and active Board of Directors for fiscal review and analysis. <0