Laserfiche WebLink
appropriate bank account number. A deposit form for established OCCTAC accounts shall be completed with <br />deposit slip details for cash or multiple checks. A copy of the deposit form, slip and all items to be deposited <br />shall be made for accounting purposes and upon completion of the deposit attached to the deposit slip and <br />turned into the accounting revenue in -box. To ensure appropriate financial controls, the individual making <br />deposits shall not be the same person reconciling the OCCTAC account. All funds received shall be recorded in <br />the accounting system and filed in the locked accounting file cabinet. <br />Disbursements: All disbursements are and shall be made by checks drawn on the established operating checking <br />account for the OCCTAC. All disbursements shall utilize pre -numbered checks used in sequence. Any and all <br />"voided" checks are and shall be mutilated and notes on the voided check stub. At no time shall disbursements <br />be made to "bearer" or to "cash". All banking materials, records, blank checks, and deposit books are and shall <br />be maintained in secure cabinets in the OCCTAC office under the supervision of the Executive Director, Chief <br />Operating Officer and Finance/Accountant or staff. Only those individuals authorized to handle check stock as <br />their part of their accounting duties for OCCTAC account shall have access to these banking materials. <br />Disbursements shall be prepared from original invoices. Each disbursement shall require submission of a <br />purchase request form and appropriate backup documentation. Invoices shall be date stamped upon receipt <br />and marked "approved for payment." <br />Reconciliation of Accounts: All OCCTAC bank accounts are reconciled monthly. A monthly review of all accounts <br />and financial reports are prepared by the Board Treasurer or designated Finance Committee Member. <br />Financial Reporting: The Administrator maintains books of accounts, using Generally Accepted Accounting <br />Principles, and an accounting system capable of managing the bookkeeping and financial reporting needs of <br />operating the Center. <br />Files and Records: OCCTAC shall maintain hard copy files for all operational and business <br />transactions that occur. Files shall be separated into the following categories: <br />• Accounting records <br />• Grant documentation <br />• Tax filings; Donors <br />• Legal/Insurance/License/Permits <br />• OCCTAC Programs <br />• Personnel documents and files <br />• Vendor and Client contracts and other documents. <br />OCCTAC maintains electronic and hardcopy records of all accounting transactions and financial reporting. All <br />electronic records are be copied and stored in a secure, off site location or in a web based file storage system, <br />which is the server. All financial and accounting hardcopy files are stored in secure --lockable file cabinets. <br />Requests for financial documentation get processed through the accounting staff i.e. copy of original document. <br />Original financial documentation remains in the file/s cabinet at all times. <br />4. Describe invoicing process and list qualifications of staff assigned to task. <br />Lead Accounting Clerk --Sherri Sisson, Graduate student at UCLA through the Western Consortium Exchange <br />Student program and earned a Masters Degree from the University of Hawaii and received Certificates in <br />Accounting and Taxation from Saddleback College. Sherri has 6 -years experience with QuickBooks accounting <br />software and 15 years experience with Excel and Budgeting and Forecasting. Her experience includes: Volunteer <br />18 <br />EXHIBIT A <br />