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8/8/2019 Document at Ions Presentations
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AIDSRELIEFDOCUMENTATIONS
Required Documentations
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Perdiems
Claim Form
Perdiem Rates
Travel AuthorizationTrip Plan
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Rentals
Rental Agreement
Invoice
ReceiptBasis of costsallocation/Apportionment
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Services
Invoice
Receipt
Bid Analysis if more than
US$500.00/ContractThree or more quotations/one quotation incase of a contract.
Work Completions Certification
If the amount in question requires thetender committee to sit, then minutes of thecommittee must be attached.
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Payroll Items
1. Salaries
Payroll Report
Pay slipsTimesheets
2. Gratuity
Calculations Schedule
Contracts
Timesheet copy
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Fuel
Receipts
Vehicle log Sheet
Travel Authorization
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Workshop Expenses
Invoices
Receipts
Sign list of participants for each dayattended
Report on the proceedings of theworkshop (Repertoire's report)
Signed list of transport refundincluding transport fare receipt werepracticable.
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Talk Time
Invoice
Receipt
Signed list of beneficiariesApproved hospital policy on talk timefor staff showing the approved units
per position.
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Imprest Retirement
Receipts
Bank deposit vouchers where not all
the monies are usedHospital cash receipt.
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Budget Management
Ensure that the expenditure are within the budget.
Watch out for under expenditures and encouragethe responsible departments to spend (this is toavoid under-expenditures). Under expenditures to
donors create a wrong picture.A case of my former employer, ECHO grant wasnot awarded because only about 50% of the grantwas spent in the last funding, though most of theprojects of putting up physical infrastructure wasdone and the community was very happy.
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How to fill in the Timesheet
Watch out for the holidays, leave daysand fill in accordingly
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Coding
Coding has been a source of worry
Codes like 6057 and 6065 have been wronglyused.
For accommodation, water and electricity pleaseuse Occupancy code
Salaries we have different codes for differentprofessional under health. This should apply toPAYE and NAPSA except the employer
contribution which should always be coded under6052.
Any other things relating to running the office suchas telephone use 6054
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Closure of Grant Tips
Ensure that the user depts. request plan toprocure all they need in month eleven of the grantcycle and that by the first week and second of thetwelveth month all the goods should be receiptedand recorded.Put the deadline for the retirement of all theimprest issued to staff.All unused imprest should be banked before the28th February.Put together all the invoices that are not paid dueto insufficient funds, prepare payment vouchersand accrue them and send the copies to LusakaCRS for them to be captured in CRS System asaccruals.
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Others concerns
Always ask for invitations letters or emailsfor people attending workshops in Lusaka.
This will avoid double payments as most of
the expenses including perdiems are paidby CRS Lusaka.
The letter or more always specifies theexpenses paid for e.g. Perdiems, fuel to be
refunded and transport.Always attach timesheets for volunteers forany incentives paid to them.
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