Click to enlarge the diagram
- Key Controls
1) Procurement / Purchasing:
• Requisition/ Purchase order slip,
Requisted by Admin & Section Managers
Controlled by control manager,
Approved by finance admin manager in field level approved by field manager.
• Quotation
• Quotation must be called for the items having purchase price of hundred US$ or more then hundred dollor.
• Calling of quotations from at least three different suppliers for requested materials before purchasing as quality, quantity, unit cost & total cost, product country, year of produced, model, guarantee period of material and signatures of three purchasing delegations on the quotation forms and comparative statements must be prepared.
• Checked by control manager
• Approved by admin finance manager or director (in field office level control by office accountant and approved by field manager),
2) Voucher key control:
• Transition vouchers including signatures of “Prepared by, computerized by, Checked by” and Approved by admin finance manager in field level by field manager.
• Payment vouchers approved by admin finance and in field level field manager.
• Complete expenditure invoices attached with the transition voucher.
• Signature of purchasing team on invoices.
• PAID stamp by cashier on each invoice.
• Attached Good received statement prepared by storekeeper and checked by inventory officer.
• Attached request slip, quotations and comparative statements with all verifications as mentioned.
• Cash payment approval slip approved by admin finance manager.
3) Bank Key Control:
• Bank statement
• Bank ledger
• Bank reconciliation statement
• Checque authorization latter
• Signature of at least two signatories
4) Cash in Hand Key Control:
• Single cashbook main and at field level and sprit cash book project level in system.
• Monthly cash reconciliation statement to compare manual cash book and system cash book.
• Monthly cash count form approved by office manager.
• Periodic physical verification by control department.
• Check and control of next month expenditure fore cost forms, which have been received from field offices on 25th of previous month.
5) Data Control Key:
• Sending of code file to the all field offices in due date, if any code added or edited.
• In order receiving of data file from all field offices in every week.
6) Budget Key Control:
-Expenditure is in line with the approved line items as approved by the donor agency
Time-to-time information to the field management regarding budget position.
7) Salary Key Control:
-Salary card for all staff
-Salary sheet
-Salary payroll sheet
8) Payables Key Control:
-Payable ledger field office level
-Payable reconciliation statement
9) Advances Key Control:
-Advance ledger Manual and in AIS system
-Advance reconciliation statement Field office level in control section.
|
