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14 <br />E. OCAPICA's offices and the building we are located in is compliant with ADA. All sites that <br />OCAPICA conducts services at are compliant with ADA. Any special services needed (sign <br />interpretation, Braille, adaptation devices) will all be provided. See Attachment H. <br />XIV. FISCAL CAPACITY <br />A. OCAPICA's fiscal department has excellent experience in capturing and reporting fiscal <br />data. OCAPICA utilizes Sage MIP Fund Accounting as its accounting software and provides <br />weekly and monthly reports to the Executive Director, Program Directors, Board of <br />Directors, and the Finance and Audit Committees of the Board. Monthly reports regarding <br />payroll, A/R, and A/P, bank reconciliation, review of cost allocation plans, are conducted. <br />B. See attached copy of the organization's procurement policies and procedures. <br />C. OCAPICA allocates costs to grants, and contracts on the basis of use or benefit they derive <br />from the expenditures and established cost centers to track cost incurred. The agency <br />complies with all GAAP and cost principles of OMB Circulars A -110 and A -122 as well as <br />has an annual A -133 Single Audit conducted by an outside auditor. OCAPICA's annual <br />audit is disseminated to board members, funders, and posted on GuideStar for general public <br />viewing. Monthly reviews of budget and allowable costs are conducted. The Board's <br />Finance Committee meets monthly to review all budget, expense, revenue, cash <br />management, reconciliation, and other reports. All financial reports are provided to the entire <br />Board of Directors for review. OCAPICA also ensure separation of duties in relation to fiscal <br />accountability and oversight. OCAPICA communicates regularly with all funders, providing <br />all policies and procedures, all financial back -up, providing our annual audit, and going <br />through annual audits from the County. OCAPICA has had no findings in our audits. <br />D. OCAPICA prepares invoicing in a manner and format consistent with the funding source <br />requirements on a monthly basis. If the funding source does not have specific invoicing <br />requirements, a billing is prepared that indicates the services and the period during which <br />services were provided, the unit cost of the service if applicable, and the total amount being <br />billed. If the funding agreement is a cost reimbursement, the billing indicates the expenses <br />incurred and the period for which it was incurred. For internal accounting controls, <br />verification of all services provided, reconciliation of services billed, control of billings with <br />use of a General Ledger control account, monitoring of billings and resolution of funding <br />agency noted differences, supporting documentation for all billing are reviewed monthly. All <br />invoices are reconciled with the funds received, and separation of duties between the <br />preparations of the billing and its review and approval are conducted. OCAPICA's AIR <br />Bookkeeper and Accountant with the review of the Director of Finance and Administration <br />conduct the invoicing process. The A/R bookkeeper and the Accountant works with the <br />Program Director to ensure accurate billing is conducted for services and actual expenses are <br />incurred; the A/R Bookkeeper prepares the monthly invoice; the invoice is given to the <br />Director of Finance and Administration and Executive Director for review and approval. <br />EXHIBIT A <br />25D -53 <br />