Or. Admin. Code § 416-250-0010 - Definitions
(1) Audit: The
examination of documents, records, reports, systems of internal control,
accounting and financial procedures, and other evidence for one or more of the
following purposes:
(a) To ascertain whether
the financial statements present fairly the financial position and the results
of financial operations of the fund types and/or account groups in accordance
with Generally Accepted Accounting Principles and federal and state rules and
regulations;
(b) To determine
compliance with applicable laws, rules, regulations and contract
provisions;
(c) To review the
efficiency and economy with which operations are carried out; and
(d) To review effectiveness in achieving
program results.
(2)
Capital construction: An expenditure related to construction or remodeling of
physical facilities with a projected cost of $1,000,000 or more.
(3) Capital improvement: An expenditure
related to construction or remodeling of physical facilities with a projected
cost of more than $5,000 but less than $1,000,000.
(4) Capital outlay: Purchases of equipment
and tangible personal property of a non-expendable nature which have a useful
life of more than one year. The minimum dollar threshold for determining if a
purchase is capital outlay cannot exceed the amount set for state purchases of
capital outlay. The current threshold for the State of Oregon is $5,000,
however, a lesser amount may be used.
(5) Direct contractor: A person or
organization which operates under a direct contract with OYA to provide
services to youth in OYA's custody.
(6) Internal auditor: Auditors within
OYA.
(7) Internal control
structure: The plan of organization including all of the methods and measures
adopted within a business to safeguard its assets, check the accuracy and
reliability of its accounting data, and promote operational efficiency and
adherence to management's policies.
(8) Non-allowable expenditures: Expenditures
made by a contractor or subcontractor of OYA which are not consistent with
relevant federal and state laws, rules, regulations or contract provisions. To
be allowable, expenditures must be necessary and reasonable for the proper and
efficient performance of the contracted services. If only state funds are
involved, expenditures will be evaluated based on state laws and rules, the
contract provisions, and whether they are necessary and reasonable for the
proper and efficient performance of the contracted services. When federal funds
are involved, determination of allowable expenditures includes, but is not
limited to, those rules and regulations itemized and referred to in applicable
Office of Management and Budget circulars.
(9) OYA: Oregon Youth Authority.
(10) Reasonable cost: A cost that in nature
or amount does not exceed that which would be incurred by a prudent person
under the circumstance prevailing at the time the decision was made to incur
the cost. Consideration will be given to whether the cost is of a type
generally recognized as ordinary and necessary for the operation of the
organization; what restraints or requirements exist such as those imposed by
factors of generally accepted sound business practices, federal and state laws
and regulations, and terms and conditions of the contract; whether the
individuals concerned acted with prudence in the circumstances, considering
their responsibilities to the organization, their employer, their clients, the
public and the governments; and whether significant deviations from the
organization's established practices unjustifiably increase costs.
(11) Service provider: A public or private
community agency or organization contracted by OYA that provides recognized OYA
service(s) either directly or through subcontractors or vendors, and is
approved by OYA or other appropriate agency to provide these service(s). For
the purpose of this rule, "provider" or "program" is synonymous with "service
provider."
Notes
Statutory/Other Authority: ORS 420A.025
Statutes/Other Implemented: ORS 420A.010
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