ORANGE COUNTY CHILDREN'S THERAPEUTIC ARTS CENTER 18 - 2012

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OC Children's Therapeutic Arts Center 2012 -13 Proposal Narrative for YSPN Membership design, and cartooning classes to at -risk youth. Sean has worked for various medium to large corporations and agencies as a graphic designer and web designer. He has also worked as a freelance designer producing designs for companies such as Sony, CHOC Hospital, and US Bank. In 2001, Sean received his art degree from Platt College of Design. He then went on to get his Bachelor's Degree at Vanguard University in Costa Mesa in 2009. Sean is currently in his final year of obtaining his Master's Degree in Counseling from Cal State University, Long Beach. Sean hopes to use this degree to continue to help youth or others less fortunate. Time allocation for this program is 25 % - see budget narrative. C. Fiscal Capacity 1. Describe the process used to capture and report fiscal data. All invoices or vendor statements will be initialed by the Executive Director prior to signing the check to pay that bill or invoice. After checks are printed and signed, the accountant shall mark "Paid" with the date of payment and check number utilized for payment. All disbursements shall be reviewed and approved by the Executive Director. A monthly review of all disbursements shall be conducted by the Accounting clerk and reviewed by the Executive Director and the Finance Committee for verification of accuracy, documentation and appropriate approval. The Executive Director shall be authorized to expend funds as approved by the Board of Directors under the organization's annual operating budget. 2. Attach a copy of the organization's procurement policies and procedures. See attached documents. 3. What systems are used to ensure fiscal accountability and appropriate expenditures, and planned costs? All requests for reimbursement shall be reviewed and approved by the Executive Director and OCCTAC Board of Directors. All reimbursements are subject to budgetary limitations as established in the organization's approved operating budget. No reimbursement shall be made without appropriate backup documentation (i.e. Receipt or comparable document stating purchase description, date, place and amount of sale and of the specific reimbursable item). Accounting Method: OCCTAC utilizes an accrual -based account methodology. Revenue and expenses shall be recorded in the month that they were incurred or earned as opposed to the month that the cash is paid out or received. Cost Allocation Method: Costs shall be allocated using the Direct Cost Allocation Method (OBM Circular A- 122). OCCTAC shall classify each item to a specific program, department, site, grant or contact that it directly relates to. Indirect expenses like general administration and general expenses shall be allocated based on the allowable budgeted portion of each program with the remaining portion to the center's administrative category. OCCTAC shall produce financial reporting for each of the Center's program functions. In consolidation, these programs shall make up the overall financial position of OCCTAC. All transactions (Payments and cash receipts) that occur at the center shall be classified under identified categories and programs. When program funding is split between two or more sources, the cost allocation for this program shall conform to the budget allocations established in the program. Budgets: Under the guidance of the Finance Committee and prior to the beginning of each fiscal year, the Executive Director prepares an Operational Budget, including Program Budgets. Tuition fees, Service fee rates, etc., shall be approved by the Board. Any gifts (monetary or otherwise) resulting from fund- raising activities, solicitations and acceptance of gifts or contributions that are presented with restrictions of use shall be approved by the Board of Directors and submitted to the finance committee to verify the appropriate method of accounting and reporting. Receivables: Receivables shall be aged monthly and delinquent accounts shall be followed up for collection. Receivables from miscellaneous sources shall be reviewed periodically by the Treasurer and 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 are 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 are and shall be stamped "For Deposit Only" to the Account of OCCTAC with the appropriate Exhibit A 14