CHRISTIAN LATINO ASSOCIATION OF MUSIC AND ARTS

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C. Fiscal Capacity 1. Describe the process used to capture and report fiscal data? CLAMA/Project RYTMO employs the services of Sharon Taylor, a licensed Bookkeeper, with over 14 years experience and knowledge in non-profil organization accounting/bookkeeping methods such as payables, receivables, invoicing, tax requirements, and other accounting practices required for proper fiscal accountability and reporting. Sharon utilizes QuickBooks Non Protlt software to post entries and reconcile all of CLAMA's financial accounts. The process utilized to capture and report fiscal data is: 1. 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 bookkeeping 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. 2. Attach a copy of the procurement policies and procedures. (SEE PROCUREMENT POLICY AND PROCEDURES, ATTACHEMENT) 3 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 Administrator on a monthly basis. followed by approval by the LLAMA 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 monthly fiscal reports to the CLAMA Treasurer, Executive Director, and active Board of Directors for fiscal review, analysis and approval. 3. All bookkeeping/accounting records, files and data are reviewed by an independent Certified CPA for review, analysis and accountability on a quarterly basis for fiscal accountability. This includes all fiscal reports involving yearly tax requirements to the IRS and State of California, relevant to 501 c-3 non-profit organizations. 4. Describe invoicing process and list staff assigned to task. CLAMA/Project RYTMO has hired and appointed a professional and licensed bookkeeper to manage and oversee the weekly financial matters associated with all grant requirements. Part of the bookkeeper's duties is to provide invoices on a monthly basis and provide weekly reports to the Executive Director: Based upon the budgeted funding approved by the funding agency, organization or private donors, invoices are generated and posted utilizing QuickBooks software.