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<br />Anaheim/ Santa Ana UASI Grant Office
<br />Financial and Audit Management
<br />City Financial Procedures:
<br />• Upon receipt of grant award Information, complete appropriation adjustment for attachment to the
<br />request for council approval, in order for new grant account number creation and budget allocations per
<br />object code.
<br />• Complete Lawson entry of Projects and Activities, in order to create budget allocations by project, and
<br />create Activity numbers that identify project and solution area as an accounting mechanism.
<br />• Process purchase orders and attach supporting documentation, such as Invoices and packing slips, provide
<br />accounting information and grant to be charged, create relmleursement packet, and send to City Finance
<br />for vendor payment.
<br />• Process incoming invoices for contract vendors, attach supporting documentation, for creation of direct
<br />payment vouchers, create reimbursement packet, and send to Police Fiscal for payment.
<br />• Process sub -recipient reimbursement packets to check for required financial paperwork and completion,
<br />process sub -recipient Invoices, create reimbursement packet, and send to Police Fiscal for payment.
<br />• Turn In bi-monthly timesheets for grant personnel, collect overtime chits, and turn Into Police Fiscal for
<br />posting. Review monthly labor distribution reports, attaching appropriate timesheets, chits, and use P2R
<br />Payroll program to printout additional information as required.
<br />• Complete budget projections for each open Homeland Security Grant, Including approved positions, and
<br />send completed budget to Police Fiscal for inclusion into the City Budget for each new fiscal year.
<br />• Upon close of grant, complete reconciliation of City General Ledger and all grant cash requests,
<br />completing necessary journal voucher to balance discrepancies.
<br />• Provide analytical supportfor project managers, grant manager, and grant administrator as needed.
<br />California Office of Emergency Services (colOES) Procedures:
<br />• Ensure financial compliance with the grant and any financial directives set forth by the California Office of
<br />Emergency Services (previously the Office of Homeland Security) and the Department of Homeland
<br />Security. Ualson with local, state and federal agencies regarding financial matters related to the
<br />administration of the Homeland Security Grants.
<br />• Participates in grant application and investment justifications at regional, state, and federal level.
<br />• Assist and complete grant applications and grant modification requests via the California Office Of
<br />Emergency Services workbook, confirming modifications to the Internal project matrix, training and
<br />exercise rosters, approved project applications, and project descriptions are reflected in the workbook.
<br />• Complete grant cash requests and advances using the workbook, from compiled reimbursement packets,
<br />training packets, equipment ledger, and City General Ledger via LAWSON. Request City Invoice, attach
<br />workbook, and send to the California Office of Emergency Services for reimbursement.
<br />• Once checks have been received from the State, add a copy to the cash request files, attach pertinent City
<br />Invoice, and deliver to Treasury for deposit.
<br />• Work with City Accountant to calculate Interest earned on cash advances, tracking vendor/sub-recipient
<br />payment, compared to advance check deposit date. Request check to the Federal Department of Health
<br />and Human Services, for all Interest earned on grant advances.
<br />• Maintain an updated database of all financial points of contact and conduct periodic on-site financial
<br />monitoring of Homeland Security Grant sub -recipients.
<br />• Conduct financial and budgetary analysis of General Ledger, Project and Activity Report, Labor.
<br />Distribution Report, and Revenue Ledger report.
<br />• Prepares and submits bl-annual progress reports (BSIR) Into the Federal Grant Reporting Toot
<br />25C-14
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