25N - YOUTH PRGRM OPERATOR - Laserfiche WebLink

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indicate the line item budget amounts, expenditures against the budget and the balance remaining for each account and funding program. Accowlts Payable YSPN service provider invoices with accompanying documentation are received and reviewed by the SAWC staff for allowable and reasonable expenditures and for completeness of documentation. Any discrepancies are reported back to the Service Provider with requests for additional documentation as needed. After the invoices have been reviewed, they are forwarded to the Fiscal Specialist for final review, assigning of account numbers and approval for payment. The invoices; along with a request far payment, are sent to City Hall for processing. During the payment process at City Hall, the payment amount, payee, invoice number, payment date and account number are entered into the accounting system. (See Attachment C -Invoice Process) General operating costs of the SAWC are processed in a similar manner. Invoices are reviewed by the Fiscal Specialist who assigns the relevant account code based on the chart of account established by the City. The invoices are approved and forwarded for processing and payment. At the end of the month, expense reports are prepared by account az~d distributed to the various agencies within the City. Payroll As part of the City of Santa Ana, SAWC staff is paid twice a month. Time sheets are completed by all staff indicating functions and programs that have been worked on during that particular pay period. That information, with the accompanying account numbers, is entered into the payroll system by the Payroll Specialist. Payz•oIl dallat• amounts are posted to the accounting system and are reflected on the monthly financial reports. Procurement The SAWC follows the City of Santa Ana's procurement policies as well as federal and state regulations related to procurement. Purchase requisitions for items over $500 are entered into the accounting system and approved by the finance staff at City Hall. Buyers from the Purchasing Department review the requisitions and issue purchase orders following City policies 12 25N-19