document at ions presentations

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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