1 Purpose and Scope of the Manual 6


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5.9. Signing of Cheques

All bank accounts require minimum two signatures. Cheques are first signed by the chairman or the treasurer and then countersigned by another signatory.

Signatures of departing KRCS officers or NEC members must be cancelled in writing immediately.
5.10. Banking of Proceeds

All cash and cheques will be immediately banked in their respective bank accounts and in any case not later than 3 days following receipt.

The use of cash proceeds before banking is prohibited

Proper bank paying-in books should be maintained for both cash and cheques, from the current KRCS Bankers.

The treasurer or the appointee is responsible for receipting income, write the banking slips, sign and bank.
5.11. Cashing of Cheques.

The BMCBC will appoint who among the signatories will cash cheques.
5.12. Cancellation of Cheques

All cheques that have to be cancelled shall be approved by the BMCBC.

A journal voucher shall be prepared to reverse the entry in the cash book and creditors account. Cancellation of the payment will be made both in the cashbook and on the payment voucher.

If it is appropriate to replace the cheque, a new payment voucher shall be raised. The treasurer shall never cancel a cheque without seeking approval from the BMCBC.

Any cheque that remains un-presented for 6 months shall become stale and shall be cancelled through the above procedure.
Closing a Bank Account

The BMCBC resolution must be properly documented to close a bank account.
CHAPTER 6
6. INCOME
Head Quarter

6.1. Sale of Goods and Services

Income from sale of goods and services come from the following sources among others:

-Renting offices and equipment

-Sale of promotional materials

-Commercial First Aid training, services and sale of items

All the above are supported by invoices which are prepared in triplicate and distributed as follows:

Original to the customer

Duplicate to accounts for records

The accounts copy is used to update the debtors’ ledger and is held in a temporary file for matching with a copy of the receipt when money is received. The debtors’ records are used for payment follow up. When money is received and the invoice matched with receipt, ledger posting is done and both are filed in a permanent file.
6.2 Receipt of Income

All payments to the KRCS programs are made to the accounts section. The designated accountant receives the funds, either in cash, cheques or any other form of money and issues a KRCS receipt as evidence of receipt of such funds. All receipts are posted into the system cashbook.

Receipts must be issued at all times.

Receipts are prepared in triplicate and are serially numbered and distributed as :

-Top (white) copy to the customer

-Second (yellow) copy to be attached to the banking slip for reference

-Third (green) copy as book copy for future reference and audit

The designated accountant will sign on the receipt as evidence that funds were received.

Where payments have been received through postal delivery or other form of delivery, a receipt is issued and posted to the payee by ordinary post.


Branches

6.3. Sale of Goods and Services

Income from sale of goods and services come from the following sources among others:

-Renting offices and equipment

-Sale of promotional materials

-Commercial First Aid training, services and sale of items

All the above are supported by invoices which are prepared in duplicate and distributed as follows:

Original to the customer

Duplicate to accounts for records

Branches mainly sell on cash basis and therefore sales are all supported by receipts or sale invoices.
6.4. Membership Recruitment

This is the most basic way of generating income to the branches. Members are recruited in accordance to the provision of Article 6 of the KRCS constitution.

During a membership drive, the BMCBC can allow certain branch members to recruit, in this case, all monies received thereof must be remitted in full to the branch treasurer on the same day.
6.5. Receipt of Income

All payments to the branch are made to the treasure or the appointee. The treasurer receives the funds, either in cash, cheques or any other form of money and issues a receipt as evidence of receipt of such funds. All receipts are posted into the cashbook.

Receipts must be issued at all times.

Receipts are prepared in triplicate and are serially numbered and distributed as :

-Top (white) copy to the customer

-Second (yellow) copy to be attached to the banking slip for reference

-Third (green) copy as book copy for future reference and audit

The traesurertreasurer will sign on the receipt as evidence that funds were received.

Where payments have been received through postal delivery or other form of delivery, a receipt is issued and posted to the payee by ordinary post.

CHAPTER 7
7. EXPENDITURE
Head Quarter

7.1 Cheque Payments

KRCS strives to make all payments by cheque. All cheque payments shall be prepared by the Society's accounts staffPayables Accountant onAccountant on instructions of the DOFHOF based on supporting documents as per the procurement procedure.

The recipient shall acknowledge receipt of the cheque by signing on the payment voucher and in the cheque dispatch register in a legible manner so that the signature is identifiable and the recipient traceable. A remiitance advice slip will accompany the cheque.
7.2 Petty Cash Payments

The Society maintains a float of Ksh 50,000 to cater for the daily operations in the office. Petty cash should be used to make payments of a maximum of Ksh 53,000 unless otherwise approved in writing by the SG or DOFHOF.

All payments of cash shall be done by the Society's accounts staffPayables Accountant on instructions of the DOFHOF.

The petty cash voucher will be prepared by the assistant aPayables Accountant who will legibly sign, reviewed by the accountant Financial Planning and Budgeting Manager and approved by the DOFHOF.

A sample of petty cash voucher see Appendix 18.

The recipient shall acknowledge receipt of the cash by signing the petty cash voucher in a legible manner so that the signature is identifiable and the recipient traceable.

The accountant is authorised to approve petty cash up to a maximum of Ksh. 3,000. The SG formally defines a level of authorisation for staff, which should be documented.

Petty cash will be issued from the accounts office at the following times from 8.00 – 9.00 am and from 4.00 – 5.00pm.

Petty Cash funds will be reconciled on a daily basis.

Petty Cash counts will be done bi – weekly by the HOF. All these cash counts must be recorded and signed for as an evidence of documentation.

Petty cash must be accounted for within 24 hours. No staff will be issued with a second float unless the first one is accounted for.
7.4 Working Advances
7.4.1. Imprests to staff

In carrying on the approved activities, working advances will be given cater for expenses and related costs for the same. The following system has been put in place to facilitate this:
i) Foe budgeted and approved and approved activities requiring working advances, an advance request form is completed.

ii) The requesting officer seeks clearance from accounts stating whether he has accounted for the previous working advance and also for availability of funds. He will then seek approval from the budget holder or the supervisor.

iii) The DOFHOF will review the form and approve on satisfaction that the form is properly filled in.

iv) The requesting officer is required to fill the form completing the budget section, so that a continuous and up to date record of budgeted funds available by activity is maintained, in order to avoid situations where over expenditures occur against budget, without the necessary authorization. See the format of requisition as appendix 6

v) All working advances should be accounted for within 5 days of return from the mission or completion of the activity.

vi) No further advance will be made to staff who have not accounted for previous advances unless authority is given by DOFHOF based on justification.

In any case, no officer will hold more than one unaccounted for working advances.
Please note that this form must be received by the DOFHOF 7 days before the date funds are required.
An officer who fails to account for any working advance on time will be sent a reminder by the SG with a copy to his line manager. Failure to account for the same within 5 days after the reminder will lead to automatic recovery from the subsequent payroll month.
7.4.2. Branch Advances

Based on budgeted and approved activities, HQ will regularly transfer funds to the branch following the procedure below:

i) The branch/program coordinator prepares the request and will obtain clearance from accounts for the branch that there is no previous un-accounted for advances and a confirmation of funds availability. The request has to be endorsed by the branch chairman/ treasurer before sending it to the HQ(attention program officer).

ii) The officer will have the request reviewed by the immediate supervisor

iii) The request will then be reviewed by the DOFHOF who will approve the transfer of funds. Transfer will be made directly to the branch bank account quarterly unless other shorter stipulated period.

iv) The branch should account for the working advance monthly. The returns should be accompanied by a bank statement to confirm the balance of funds available to the branch.

v) No further transfers will be made unless the previous advance is accounted for.
7.5 Pre-Financing

Inter-borrowing between programs funds is not allowed. However, if a specific program is temporarily unable to meet its commitments from its own funds due to delays in cash transfers from the partners, then funds could be borrowed from the KRCS main account (own funds) based on a written confirmation. Any funds borrowed from the main account shall, however, be automatically recovered from the next cash transfer to the main account.

The conditions to be met before any pre-financing of programme activities are:

  1. An approved budget by the donor and KRCS

  2. Sufficient funds available in the KRCS main/core account for day to day operations

  3. There has been a written confirmation from the partner indicating when the delayed transfer of funds is likely to be effected.


The following limits for pre-financing from the KRCS main account apply:

Secretary General: Upto Ksh. 250500,000

Finance Committee (through the Treasurer): Above Ksh. 2501,000,000
Pre-financing of any programmes should never exceed Ksh. 1m under any circumstances.

All pre-financing is to be reported in the forthcoming Finance and Executive Committee meetings.

The sum of Ksh. 2m is set aside in an interest earning (fixed deposit) account to facilitate pre-financing as necessary.
Branches

7.6. Cheque Payments

Branches should strive to make payments by cheque. All cheque payments shall be prepared by the treasurer or the appointee on instructions of the BMCBC based on supporting documents as per the procurement procedure.

The recipient shall acknowledge receipt of the cheque by signing on the payment voucher and in the cheque dispatch register in a legible manner so that the signature is identifiable and the recipient traceable.
7.7 Petty Cash Payments

i) The BMCBC should decide the level of float appropriate for the branch. The decision is based on the capacity of the branch, nature of activities and amounts involved on average. This should not exceed Ksh. 20,000. The BMCBC should appoint a suitable person to operate petty cash who will make all payments on instructions by the BMCBC.

ii) The maximum payment by cash should be Ksh. 4,000 but the BMCBC should decide and document the limit appropriate for the branch.

The petty cash voucher will be prepared by the appointed petty cashier who will legibly sign, reviewed by the treasurer and approved by the chairman.

A sample of petty cash voucher see Appendix 18.

The recipient shall acknowledge receipt of the cash by signing the petty cash voucher in a legible manner so that the signature is identifiable and the recipient traceable.
7.8. Imprests to staff

In carrying on the approved activities, working advances will be given cater for expenses and related costs for the same. The following system has been put in place to facilitate this:
i) For budgeted and approved and approved activities requiring working advances, an advance request form is completed.

ii) The requesting officer seeks clearance from the treasurer stating whether he has accounted for the previous working advance and also for availability of funds. He will then seek approval from the budget holder or the supervisor.

iii) The treasurer will review the form and approve on satisfaction that the form is properly filled in.

iv) The requesting officer is required to fill the form completing the budget section, so that a continuous and up to date record of budgeted funds available by activity is maintained, in order to avoid situations where over expenditures occur against budget, without the necessary authorization. See the format of requisition as appendix 6

v) All working advances should be accounted for within 5 days of return from the mission or completion of the activity.

vi) No further advance will be made to staff who have not accounted for previous advances unless authority is given by BMCBC based on justification.

In any case, no officer will hold more than one unaccounted for working advances.
Please note that this form must be received by the treasurer 7 days before the date funds are required.
Failure to account for funds advanced within the stipulated period will result to the BMCBC taking a disciplinary action against that person as they deem fit for the individual cases. If the BMCBC is unable to resolve, the matter will be reported to HQ for further action.
7.9. Record Keeping

For proper record keeping, certain information must be accessible. This information must be filed and kept safely and must be easily accessible to relevant officers. The following are basic files that need to be maintained in the office:
1) Plans and budgets

2) Minutes of the BMCBC

3) All bank withdrawal slips

4) Bank pay in slips

5) Bank statements

6) All payment vouchers

7) All receipts
The files must be well labeled and kept secure in the branch office. Documents must be filed systematically, either following serial numbers or dates. Files should not be left exposed or removed from the office premises.

Separate files should be maintained for separate programs for ease of access and retrieval.


CHAPTER 8
Head Quarter
8. PROCUREMENT

Procurement is understood to include the process of requesting for goods/services up to the time goods/services are obtained and paid for.

All purchases are carried out on approved plans and budgets. However, if expenditure has to be incurred which was not originally budgeted for, approval has to be sought from the NEC through the relevant standing committee.

The procurement procedure is managed by the logistics department, where for the purpose of procurement only, the logistics officer reports directly to the DOFHOF; otherwise he reports to the director, disaster preparedness and response.

The procurement procedure is as laid down below:
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