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City of Santa Ana <br /> JP2017-Y2526 <br /> Exhibit D <br /> California Volunteers - Reporting (Metrics, Deadlines and Process), Invoicing, <br /> Service Events and/or Member Convenings, Programmatic and Fiscal Document <br /> Retention <br /> California Volunteers will update this reporting timeline with additional reporting <br /> periods, upon receipt of updated reporting timelines established by the <br /> California Department of Finance. Reporting metrics may be updated, <br /> depending on updated guidance from the California Department of Finance. <br /> Reporting Process: <br /> Municipalities will be required to report the following metrics and demographic <br /> data monthly to California Volunteers through the cloud-based platform <br /> America Learns or in any other format or method specified by California <br /> Volunteers. <br /> Invoicing: <br /> This grant is a cost-reimbursement grant. As such, grantees will be required to <br /> submit periodic and timely invoices to California Volunteers for expenses already <br /> incurred for processing and payment. Grantees have the discretion to invoice <br /> monthly or quarterly. <br /> Invoicing Deadlines: <br /> Grantees have the discretion to invoice monthly or quarterly. If monthly, invoices <br /> should be submitted by the 15th of the following month. If quarterly, invoices <br /> should be submitted no later than the due date identified in the reporting <br /> deadlines above. <br /> Service Events and/or Member Convenings: <br /> Municipalities agree to incorporate California Volunteers' materials into the <br /> onboarding and offboarding process and commit to having participants join at <br /> least one California Service Corps convening annually, as requested by <br /> California Volunteers. <br /> Programmatic and Fiscal Document Retention <br /> In line with State requirements regarding record retention, grantees are required <br /> to maintain all documentation, programmatic and fiscal, pertaining to this <br /> contract for a period of five years after the close out the contract and the <br /> payment of the final invoice. The grantee is required to maintain books, records, <br /> documents, and other evidence pertaining to the reimbursable costs and hold <br /> LCI -Public <br />