examples of standard bill, submission and payment process

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Welcome Suchana

Ending the Cycle of Undernutrition in Bangladesh

Basic information of a standard bill, submission and payment process.

TO

3/15/2016, Author-Md. Razib Hossain

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A standard bill: A standard bill is defined when all requirements were met in terms of ensuring compliance and organizational policy so that it can be proceed for payment. I am giving you some examples of a standard bill in different terms as follows.


SuchanaEnding the Cycle of Undernutrition in

Bangladesh

A program advance for an event is like this;

• Program advance for an event- Estimated budget, Procurement request, E-mail communication (if any) attached with program advance issue form therefore fill-up it and get approval from budget holder then submit to finance department.

Page No 33/15/2016, Author-Md. Razib Hossain

Program advance for an event

Estimated budget (if any)

Procurement Request

E-mail communication

(if any)

Get approval from budget holder and

submit to finance


Bangladesh

A program advance for an event is like this;



Bangladesh

Program advance for travel- E-mail communication/invitation letter, Travel approval form attached with program advance issue form therefore fill-up it and get approval from budget holder then submit to finance department.A program advance for travel is like this;

Program advance for travel

E-mail communication / invitation letter Travel approval form

Get approval from budget holder and submit to finance

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• Program advance adjustment for an event- Estimated budget, Procurement request, E-mail communication (if any), Original invoice/bill, Money receipt/acknowledgement with revenue stamp where applicable (above BDT 400/-) attached with program advance return form therefore fill-up it and get approval from budget holder then submit to finance department.



Bangladesh

A program advance adjustment for an event is like this;

Estimated budgetProcurement

requestE-mail

communication

Money receipt/ acknowledgement

with revenue stamp (if needed)

Get approval and submit to finance

Original invoice/bill

Program advance return form

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• Program advance adjustment for travel- E-mail communication/invitation letter, travel approval form, original invoice/bill, trip report, money receipt/acknowledgement with revenue stamp where applicable (above BDT 400/-) attached with program advance return form therefore fill-up it and get approval from budget holder then submit to finance department.



Bangladesh

E-mail communication/ invitation letter

Travel approval form



with revenue stamp (if needed

Get approval and submit to finance Trip report

Program advance return form

A program advance adjustment for travel is like this;

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• Perdiem bill- When prepared perdiem bill without taking any advance then, following procedure will be applicable. E-mail communication/invitation letter, travel approval form, original invoice/bill, trip report, money receipt/acknowledgement with revenue stamp where applicable (above BDT 400/-) prepared TER (travel expense report) and expense claim form therefore get approval from budget holder then submit to finance department.



Bangladesh

E-mail communication/ invitation letter

Travel approval form



with revenue stamp (if needed

Get approval and submit to finance Trip report

Expense Claim

TER (Travel

Expense Report)

Perdiem bill process is like this;

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• Vendor bill- As per procurement threshold different types of supporting is required for paying any vendor bill. A standard procedure has given below as per threshold. Estimated/approved budget, procurement request, request for quotation/proposal/tender, bid analysis/financial or technical evaluation, purchase order/contract, goods received note (GRN)/service received or completion note (SRN or SCN), invoice received, prepared expense claim and get approval from budget holder, submit to finance for payment.



Bangladesh

A standard vendor bill is like this;



Bangladesh

Payment voucher non-account payable

Estimated/ approved budget

Procurement Request

Request For Quotation / Proposal / Tender

Bid analysis/ financial or technical evaluation

Purchase order / Contract

Invoice with challan received

Goods Received Note / Service Received Note

(GRN/SCN or SRN)

Prepared Payment voucher non-account payable, get

approval and submit to finance

Cheque Prepared by Finance and notify to

respective person

Get money receipt with revenue stamp and

seal then payment.

A standard vendor bill is like this;

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Bill submission process: Country office used online power payment method but the field context we are keep up offline procedure. For tracking and procedural documentation we will run-through the following process. Introduced a drop box, introduced a bill entry register where employee name, ID no, bill amount, bill date, bill drop date, finance tracking no, signature of the employee etc. will be visible.



Bangladesh

Take the full bunch of the

bill

Put the data in the bill

entry register

Put finance tracking

number in define place of your bill

Submit it to the drop

box

Offline bill submission process is like this;

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Payment Process: Finance department will open the drop box once in a day and sort out for segregation which are for petty cash payment bills and which are for cheque payment bills. After that review the bills and ensured the compliance. If found any deviation then notify the user/respective person to upgradation. If nothing else then prepared voucher for payment as segregated therefore inform user/respective person for collection the money or cheque.



Bangladesh

Offline payment process is like this;

Segregated the bills

Review the bills

Notify the user (if any deviation)

Prepared vouchers

Prepared cheques

Made payment



Bangladesh

THANK YOU !!!

examples of standard bill, submission and payment process

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