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<br />Orange County Conservation Corps <br />Santa Ana Workforce Investment Board <br />Request for Proposal <br />The Youth Service Provider Network <br />PY 2007/2008 <br /> <br />will be tracked using the assigned project code(s). Therefore, direct program costs <br />such as staff time, corpsmember stipends, employer taxes, and other expenses will be <br />tracked using the appropriate fund and project code(s) on time sheets. Costs for <br />occupancy or transportation that are not easily tracked with project codes will be <br />allocated on a percentage basis of work hours charged to the fund. For example, if the <br />fund accounts for 10% of the total hours for that month, the fund will be allocated 10% <br />of the occupancy and transportation costs for that month. The OCCC captures and <br />reports fiscal data to the OCCC Board of Directors monthly and invoices contracts on a <br />monthly basis. <br /> <br />The OCCC undergoes several program audits and an independent financial audit each <br />year. The OCCC has not received any negative findings or management letters as a <br />result of these audits. <br /> <br />State procurement policy and procedures. <br />The occe has several policies and procedures that detail how the OCCC acquires <br />equipment and consumables depending on the amount and type of purchase. All <br />purchases must first be approved by one of three management staff; the OCCC <br />Executive Director, Director of Corpsmember Services, or Director of Operations. Staff <br />submit an ocec Purchase Request to the appropriate Director detailing vendor, costs, <br />total purchase amount, and the fund to which the purchase will be allocated. <br />Depending on the purchase, the OCCC may require a justification and/or three bids for <br />the item(s) to be purchased. Once approved, the Purchase Request must be ultimately <br />be approved by the Executive Director. Once approved, the purchase is made and <br />receipt of the purchase is verified. All supporting documents are attached to the <br />purchase request and submitted to Finance for payment. <br /> <br />What systems are used to ensure the fiscal accountabilitv and appropriate <br />expenditures, and planned costs? <br />During the procurement procedure outlined above, the OCCC ensures accountability <br />and that expenditures are appropriate and planned. In order for staff to submit a <br />purchase request, staff must first determine if the purchase is within budget and which <br />appropriate fund will be charged for the purchase. Budgets and line item accounts to <br />track expenses are maintained on a monthly basis for all occe <br />contracts/grants/departments. All purchase requests are reviewed by the OCCC <br />Director of Finance before payment is made. Any Purchase Request that appears to be <br />over budget or not planned will be reviewed by the Director of Finance and the <br />Executive Director for final approval. The Director of Finance reviews monthly financials <br />with the Executive Director weekly, with the Director of eorpsmember Services and <br />Director of Operations bi-monthly, and with the Board of Directors monthly. <br /> <br />Will the orqanization have trouble invoicinq for services provided on a monthly basis? <br />No, the oeee will not have trouble invoicing for services provided on a monthly basis. <br />The oeec's normal procedure is to invoice between the 10th and the 20th of each <br />month for services provided in the previous month. <br /> <br />Page 22 of 23 <br />