INTRODUCTION
The Financial Policies and Procedures Manual provides an overview of the fiscal policies and procedures of the Santa Cruz Community Counseling Center (SCCCC). Its primary purpose is to outline financial and accounting policies and procedures for staff, and to document internal controls.
SCCCC is exempt from Federal income taxes under the Internal Revenue Code Section 501(c)(3) as a non-profit corporation operating in the State of California.
1000: GENERAL POLICIES
1100 Organizational Structure (32Kb Adobe Acrobat File)
Role of the Board of Trustees
Committee Structure
Finance Committee Responsibilities
Audit Committee Responsibilities
Roles of Executive Director and Staff
1200 Finance Department Overview (27Kb Adobe Acrobat File)
Organization
Responsibilities
1300 Business Conduct (34Kb Adobe Acrobat File)
Practice of Ethical Behavior
Conflicts of Interest
Compliance with Laws, Regulations
and Organization Policies
Disciplinary Action
1400 Fraud Policy (38Kb Adobe Acrobat File)
Scope
Policy
Actions Constituting Fraud
Other Irregularities
Investigation Responsibilities
Confidentiality
Authority for Investigation of Suspected Fraud
Reporting Procedures
1500 Security (27Kb Adobe Acrobat File)
Accounting Department
Access to Electronically Stored Accounting Data
Storage of Back-up Files
General Office Security
1600 General Ledger And Chart Of Accounts (40Kb Adobe Acrobat File)
Chart of Accounts Overview
Distribution of Chart of Accounts
Control of Chart of Accounts
Fiscal Year of Organization
Journal Entries
2000: POLICIES ASSOCIATED WITH REVENUES AND CASH RECEIPTS
2100 Revenue (35Kb Adobe Acrobat File)
Revenue Recognition Policies
Refunds of Revenue Received
Accounting for Contributions
Receipts and Disclosures
Quid Pro Quo Contributions
2200 Cash Receipts (37Kb Adobe Acrobat File)
Overview
Processing of Checks and Cash
Mail Receipts
Client Fee Receipts
Deposit Preparation
Deposit Transport to Admin
Deposit Preparation by Admin
Contract Receipts
Endorsement of Checks
Timeliness of Bank Deposits
Credit Card and Food Stamp Cash Benefit Deposits
2300 Accounts Receivable Management (25Kb Adobe Acrobat File)
Overview
Responsibilities for Billing and Collection
3000: POLICIES ASSOCIATED WITH EXPENDITURES AND DISBURSEMENTS
3100 Purchasing Policies And Procedures (79Kb Adobe Acrobat File)
Overview
Non-Discrimination Policy
Responsibility for Purchasing
Authorizations and Purchasing Limits
Criteria for Allowability
Contracts/Leases
Consultant Services Contracts
Cash Disbursement Documents
Cell Phones – new policy
Use of Agency Credit Card
Required Solicitation of Quotations from Vendors
Notice to Board Purchases over $25K
Extension of Due Dates and Receipt of Late Proposals
Evaluation of Alternative Vendors
Affirmative Consideration of Minority, Small Business & Women-Owned Business
Special Purchasing Conditions
Receipt and Acceptance of Goods
Vendor Files and Required Documentation
Ethical Conduct in Purchasing
Conflicts of Interest Prohibited
3200 Political Intervention (27Kb Adobe Acrobat File)
Prohibited Expenditures
Endorsements of Candidates
Prohibited Use of Organization Assets and Resources
3300 Accounts Payable (32Kb Adobe Acrobat File)
Overview
Recording of Accounts Payable
Processing of Accounts Payable
Payment Discounts
Employee Expense Reports
Reconciliation of A/P Subsidiary Ledger to General Ledger
3400 Travel (30Kb Adobe Acrobat File)
Employee and Board of Trustee Business Travel
Reasonableness of Travel Costs
3500 Cash Disbursement (Check-Writing) Policies (70Kb Adobe Acrobat File)
Check Preparation
Check Signing
Mailing of Checks
Voided Checks and Stop Payments
3600 Payroll And Related Policies (80Kb Adobe Acrobat File)
Classification of Workers as Independent Contractors or Employees
Payroll Administration
Changes in Payroll Data
Payroll Taxes
Preparation of Timesheets
Processing of Timesheets
Review of Payroll
Distribution of Payroll
4000: POLICIES PERTAINING TO SPECIFIC ASSET AND LIABILITY ACCOUNTS
4100 Cash And Cash Management (33Kb Adobe Acrobat File)
Cash Accounts
Bank Reconciliations
Cash Flow Management
Stale Checks
Petty Cash
Wire Transfers
4200 Investment Policies (36Kb Adobe Acrobat File)
Introduction
Delegation of Authority
Investment Objectives
Allowable Investments
Diversification
Accounting Treatment
Procedures and Reporting
4300 Fixed Asset Management (35Kb Adobe Acrobat File)
Capitalization Policy
Contributed Assets
Establishment and Maintenance of a Fixed Asset Listing
Receipt of Newly-Purchased Equipment and Furniture
Depreciation and Useful Lives
Repairs of Fixed Assets
Disposition of Fixed Assets
Write-Off of Fixed Assets
4400 Accrued Liabilities (26Kb Adobe Acrobat File)
Identification of Liabilities
Accrued Leave
4500 Notes Payable (26Kb Adobe Acrobat File)
Record Keeping
Accounting and Classification
5000: POLICIES ASSOCIATED WITH FINANCIAL AND TAX
5100 Financial Statements (31Kb Adobe Acrobat File)
Standard Financial Statements of the Organization
Frequency of Preparation
Review and Distribution
Special Quarterly Distribution
Annual Financial Statements
5200 Government Returns (34Kb Adobe Acrobat File)
Overview
Filing of Returns
Public Access to Information Returns
5300 Unrelated Business Activities (25Kb Adobe Acrobat File)
Identification and Classification
Reporting
6000: FINANCIAL MANAGEMENT POLICIES
6100 Budgeting (28Kb Adobe Acrobat File)
Overview
Preparation and Adoption
Monitoring Performance
6200 Annual Audit (38Kb Adobe Acrobat File)
Role of Independent Auditor
How Often to Review the Selection of Auditor
Selecting an Auditor
Preparation for the Annual Audit
Concluding the Audit
Audit Committee Responsibilities
6300 Insurance (28Kb Adobe Acrobat File)
Overview
Coverage Guidelines
6400 Record Retention (28Kb Adobe Acrobat File)
Policy
6500 Cost Allocation Plan (41Kb Adobe Acrobat File)
Overview
Indirect Cost Allocation
Direct Charging of Costs
7000: POLICIES ASSOCIATED WITH FEDERAL AWARDS
7100 Administration Of Federal Awards (77Kb Adobe Acrobat File)
Definitions
Preparation and Review of Proposals
Post-Award Procedures
Compliance with Laws, Regulations, and Provisions of Awards
Billing and Financial Reporting
Cash Drawdowns Under Letters of Credit
Procurement Under Federal Awards
Solicitation of Bids from Vendors
Provisions included in all Contracts
Making of Subawards
Monitoring of Subrecipients
Equipment and Furniture Purchased with Federal Funds
Standards for Financial Management Systems
Budget and Program Revisions
Close Out of Federal Awards
7200 Charging Costs To Federal Awards (41Kb Adobe Acrobat File)
Overview
Segregating Unallowable from Allowable Costs
Criteria for Allowability
Direct Costs
Indirect Costs
Cost Allocation
Cost Sharing and Matching