ORANGE COUNTY CHILDREN'S THERAPEUTIC ARTS CENTER 14 - 2009

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WIA Grant 2009-2010 OCCTAC Narrative significant amounts shall be reported to the Board of Directors. All write-offs shall require approval from the Finance Committee prior to implementation. The Board shall review all write-offs from uncollectible accounts receivables. Deposits and Receipt of Monies• Deposit of monies shall be made on a weekly basis, or whenever more than one thousand dollars (in either cash or check) has been received and recorded by the OCCTAC office. All items to be deposited shall be stamped "For Deposit Only" to the Account of OCCTAC with the appropriate bank account number. A deposit form for established OCCTAC accounts shall be completed with deposit slip details for cash or multiple checks. A copy of the deposit form, slip and all items to be deposited shall be made for accounting purposes and upon completion of the deposit attached to the deposit slip and turned into the accounting revenue in-box. To ensure appropriate financial controls, the individual making deposits shall not be the same person reconciling the OCCTAC account. All funds received shall be recorded in the accounting system and filed in the locked accounting file cabinet. Disbursements: All disbursements shall be made by checks drawn on the established operating checking account for the OCCTAC. All disbursements shall utilize pre-numbered checks used in sequence. Any and all "voided" checks shall be mutilated and notes on the voided check stub. At no time shall disbursements be made to "bearer" or to "cash". All banking materials, records, blank checks, and deposit books shall be maintained in secure cabinets in the OCCTAC office under the supervision of the Executive Director, Chief Operating Officer and Finance/Accountant or staff. Only those individuals authorized to handle check stock as their part of their accounting duties for OCCTAC account shall have access to these banking materials. Disbursements shall be prepared from original invoices. Each disbursement shall require submission of a purchase request form and appropriate backup documentation. Invoices shall be date stamped upon receipt and marked "approved for payment." Reconciliation of Accounts• All OCCTAC bank accounts shall be reconciled monthly. A monthly review of all accounts and financial reports shall be prepared by the Board Treasurer or designated Finance Committee Member. Financial Reportine• The Administrator shall maintain books of account using Generally Accepted Accounting Principles, and an accounting system capable of managing the bookkeeping and financial reporting needs of operating the Center. Files and Records: OCCTAC shall maintain hard copy files for all operational and business transactions that occur. Files shall be separated into the following categories: • Accounting records; • Grant documentation; • Tax filings; Donors; • Legal/Insurance/License /Permits; • OCCTAC Programs; • Personnel documents and files; • Vendor and Client contracts and other documents. OCCTAC shall maintain electronic and hardcopy records of all accounting transactions and financial reporting. All electronic records shall be copied and stored in a secure, off site location or in a web based file storage system. All financial and accounting hardcopy files shall be stored in a secure lockable file cabinet. Any requests for financial documentation must go through the accounting staff i.e. copy of original document. Original financial documentation shall remain in the file cabinet at all times.