ngoma district annual report and financial statements for the

NGOMA District

Annual Report and Financial Statements

For The Period Ended 30 June 2013

Issued in July 2013

Table of contents ..................................................................................... Page No.

1. Introduction..................................................................................................... 1

2. Statement of responsibilities........................................................................... 3

3. Statement of revenues and expenditure for the period ended 30/04/ 2013 .... 4

4. Financial Assets and Liabilities as at 30/04/ 2013 .......................................... 5

5. Accounting policies ......................................................................................... 6

6. Notes to the financial statements ................................................................... 9

7. Important disclosures ................................................................................... 22

8. Budget execution report ............................................................................... 28

9. Progress on follow up of Auditor General Recommendations ...................... 30

10. Compliance checklist for Budget Agencies .... Error! Bookmark not defined.

Appendices

a) Trial Balance

b) Bank reconciliation statements

c) Bank statements to accompany the bank reconciliation statements

d) Petty cash certificate

e) List of debtors and creditors

NGOMA District Financial statements For the Year Ended 30 June 2013

1

1. Introduction

Background information NGOMA District was constituted by the Organic Law No.37/2006 and is an agency and falls under the Ministry of Finance and Economic Planning. The entity was incorporated in Rwanda under Local Government Act of Parliament 23.The entity is domiciled in NGOMA EASTERN PROVINCE. The address of its registered office is: P.O Box 01 CYASEMAKAMBA Street, NGOMA

Vision and mission of the entity The vision of the NGOMA District is to ................ Briefly explain the vision and mission of your entity.

Management The management who held office to the Month of June 2013 and who had direct financial responsibility were:

No. Name Designation

1. MUZUNGU Gerald

Chief Budget Manager

2. SEGAHUTU Evergiste Director of Finance

Registered office NGOMA District was constituted by the Organic Law No.37/2006 and is an agency and falls under the Ministry of Finance and Economic Planning. The entity was incorporated in Rwanda under Local Government Act of Parliament 23.The entity is domiciled in NGOMA EASTERN PROVINCE. The address of its registered office is: P.O Box 01 CYASEMAKAMBA Street, NGOMA

Bankers The following are the bankers for the current year:

(i) ....

(ii) .....


2

Auditors The district is audited by the auditor general.


3

2. Statement of responsibilities

Article 70 of the Organic Law N° 37/2012 of 12/09/2006 on State Finances and Property requires budget agencies to submit annual reports which include all revenues collected or received and all expenditures made during the fiscal year, as well as a statement of all outstanding receipts and payments before the end of the fiscal year.

Article 21 of the Organic Law N° 37/2006 and Article 9 and Article 11 of Ministerial Order N°002/07 of 09/02/2007 further stipulates that the Chief Budget Manager is responsible for maintaining accounts and records of the budget agency, preparing reports on budget execution, managing revenues and expenditures, preparing, maintaining and coordinating the use of financial plans, managing the financial resources for the budget agency effectively, efficiently and transparently, ensuring sound internal control systems in the budget agency and safeguarding the public property held by the budget agency. The Chief Budget Manager accepts responsibility for the annual financial statements, which have

been prepared using the "modified cash basis" of accounting as defined by Article 2 (20) of the Ministerial nº 002/07 of 9 February 2007 relating to Financial Regulations and using

appropriate accounting policies supported by reasonable and prudent judgements and estimates. These financial statements have been extracted from the accounting records of NGOMA District and the information provided is accurate and complete in all material respects. The financial statements also form part of the consolidated financial statements of the Government of Rwanda. In the opinion of the Chief Budget Manager, the financial statements give a true and fair view of the state of the financial affairs of NGOMA Distirct. The Chief Budget Manager further accepts responsibility for the maintenance of accounting records that may be relied upon in the preparation of financial statements, ensuring adequate systems of internal financial control and safeguarding the assets of the budget agency. Signature: ______________________________________________ Name: _________________________________________________

[Chief Budget Manager] Date: __________________________________________________

NGOMA District Financial statements For the period ended 30 June 2013

4

3. Statement of revenues and expenditure for the period ended 31 May 2013

Notes

Financial Year 2012/13


11 Months to May 2013

12 Months to June 2012

Revenues Operating revenue

Tax Revenue 1 76,744,171 69,753,361

Fees, fines, penalties and licenses 2 504,058,839 805,823,768

Transfers from Treasury 3 6,395,775,815 5,667,667,552

Transfers from other Government Reporting entities 4 1,385,711,262 1,104,634,094

Grants 5 2,506,688 109,272,752

Other revenue 8 0 0

Total operating revenue 8,364,796,775 7,757,151,527

Capital Receipts

Proceeds from sale of capital items 6 343,992 0

Loans and borrowings

Proceeds from borrowings 7 180,000,000 0

Total Revenues (A) 8,545,140,767 7,757,151,527

Expenses Operating expenses

Compensation of Employees 9 3,780,334,304 3,192,974,737

Use of Goods and Services 10 1,208,092,995 2,260,994,382

Transfers to Reporting Entities 11 287,727,452 19,275,386

Grant and other transfer payments 12 368,617,775 0

Social Assistance 13 560,973,921 869,420,067

Finance cost 14 0 0

Other Expenses 15 226,698,697 218,878,549

Total operating expenses

6,525,907,251

Capital payments

Capital Expenditure 16 1,134,200,458 1,207,208,001

Repayment of borrowings

Loans repayments 17 0 0

Total expenses (B) 7,660,107,709 7,768,751,122

Surplus/deficit (C=A-B) 885,033,058 (11,599,595)

Sign: Accountant …………..…........... Director of Finance ………........……. Chief Budget Manager ......................……


5

4. Financial Assets and Liabilities as at 31 May 2013

Notes


As at 30th May

201330th April 2013


As at 30 June 2012

Frw Frw

Financial Assets

Bank Balances 18 949,819,628 425204331

Cash Balances 19 1,470 1,470

Accounts Receivables and Advances 20 183,486,846 193,631,026

Less: Financial liabilities

Accounts Payables 21 237,667,516 343,331,676

Net Financial assets 895,640,428 275,505,151

Representing

Accumulated surplus (Deficit) from previous years 22 275,505,151 199,056,355

Net surplus / (Deficit) for current year 885,033,058 (13,601,995)

Prior year adjustment 23 (264,897,781) 90,050,791

Total closing balances 895,640,428 275,505,151

The notes set out on pages 3 to 4 form an integral part of these financial statements

Authorization Date The financial statements were approved by the management of the entity on …………………….. and signed on its behalf by:

Prepared by:

Chief Accountant Signature Date

Checked by:

Director of Finance Signature Date

Approved by:

Chief Budget Manager Signature Date


6

5. Accounting policies

These are the specific principles, bases, conventions, rules and practices adopted by the Government of Rwanda in preparing and presenting the financial statements. The principal accounting policies adopted in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented and in all material aspects, unless otherwise stated. a) Basis of preparation

The Financial Statements have been prepared in accordance with the requirement of Article 70 of the Organic Law on State Finances and Property being law No. 37/2006 of 12 September 2006 and Ministerial Order N°002/07 of 9 February 2007 relating to Financial Regulations. The financial statements are also prepared in compliance to IPSAS cash basis which has been modified in the context of Ministerial Order N°002/07 of 9 February 2007 relating to Financial Regulations to the following extent:

1. Generally, transactions are recognized only at the time the associated cash flows take place;

2. The expenditure on acquisition of fixed assets is not capitalized. Thus fixed assets are written–off on acquisition and the wear and tear (depreciation) of those assets is not recorded in the books of account; and

3. Prepaid expenditure/advances is written-off during the period of disbursement.

The recognized “modification” is as follows:

1. Invoices for goods and services which are outstanding on the date of the closure of the fiscal year are recognized as liabilities for that specific fiscal year;

2. Loans and advances are recognized as assets/liabilities at the time of disbursement and related interest is recognized only when disbursed. Interest payable on public debt is accrued; and

3. Book balances denominated in foreign currencies are converted into the Rwanda Francs at rates of exchange ruling on that date issued by the National bank of Rwanda. The associated exchange losses are recorded as recurrent expenditure while the exchange gains are recorded as recurrent revenue.

b) Reporting entity The financial statements are for Ngoma district c) Presentation Currency The functional and reporting currency for financial statements is Rwanda Francs, being the currency of legal tender in Rwanda. Foreign currency transactions are translated into Rwandan Francs using the exchange rates prevailing at the dates of the transactions. Foreign missions and entities that deal in foreign currencies translate the transactions at average monthly exchange rate. Foreign exchange gains and losses resulting from the settlement of such transactions are treated as income and expense. At the balance sheet date, book balances denominated in foreign currencies are converted into Rwandan Francs at the exchange ruling on that date as issued by BNR.


7

d) Revenue

Revenue represents cash received by the entity during the financial year and comprises Taxes, Grants received and Non-Tax Revenue.

Tax revenue

These are tax revenue collected by Rwanda Revenue Authority which are transferred to central treasury for a given period.

Fees, fines, penalties and licenses

Fees, fines, penalties and licences form a large part of the Non Tax revenue for the Government. These revenues should be recognized in the period in which the payment for the service is received and not necessarily when the service is rendered.

Transfers from Treasury

Transfers from Treasury include budgetary allocations from Central Treasury and are disbursed directly to the bank account of the institution periodically (Direct Cash transfers) or indirectly to another Government reporting entity’s bank accounts (Indirect Cash Transfers). Transfers from Treasury also include these payments directly made to beneficiaries by the Central Treasury on behalf of the institutions. Direct payments are recorded when the transfer is made to the supplier. As a general rule, these transfers from Treasury should be accounted for in the period coinciding to the budget year when the Treasury sent the funds. Unutilized funds withheld by Treasury through the single treasury account system at the end of the year should be netted off the transfers from Treasury.

Inter-entity transfers from other Government reporting agency

These are funds received from another reporting agency (Ministry, Agency, Development Project or a subsidiary entity that is required to submit financial report to MINECOFIN and are therefore consolidated independently). These funds should be in form of budget support.

Capital receipts

Capital receipts combine the sale of government tangible assets, sale of government equity investments and other domestic resources which include drawdown from Government Accounts.

External Assistance

External assistance received by Government is in form of grants and loans. Loans received are accounted for centrally by the Central Treasury and the Ministry of Finance and Economic Planning. Grants are recognized as income when received.

Other income

Other income includes internally generated income, receipt of fees from payment of fines, penalties and forfeits, interest and dividend income, proceeds from sale of capital assets and funds received from repayment of loans and advances to employees.

e) Expenditure

Expenditure is classified according to major categories in line with Article 19 of Ministerial Order N°002/07 of 09/02/2007 relating to Financial Regulations. The main categories of expenditure includes compensation of employees, Use of Goods and Services, Capital expenditures, Transfers and subsidies, Loan and interest repayments, social benefits, Transfers to reporting entities and other expenses. A part from points of


8

Modification which are mentioned clearly in the Ministerial Instructions, expenditure is recognized when payment is made.

f) Cash

Cash comprises cash on hand, demand deposits and cash equivalents. Demand deposits and cash equivalents comprise balances with banks and investments in short-term money market instruments.

g) Receivables and Advances

Receivables are carried at original historical cost. Receivables also include amounts due to the budget agency as at the end of the reporting period.

h) Inventories

Consumable supplies are expensed in the period in which they are paid for.

i) Account payables

These mainly relate to invoices for goods and services which were outstanding on the date of the closure of the fiscal year. They also include commitments arising from non-cancellable contractual or statutory obligations. These are recognized as liabilities for that specific fiscal year. This also relate to loans and advances to the institution which are recognized as liabilities at the time of disbursement.

j) Prior year Adjustments

Prior Year adjustments consist of different adjustments made to consolidated report of prior year.

k) Contingent liabilities

Contingent liabilities are disclosed as a note to the financial statements when the contingent liability become evident. Contingent assets are neither recognized nor disclosed.


9

6. Notes to the financial statements 1. Tax Revenue During the 12 months to 30 June 2013, we received Tax Revenues as detailed below:

ID ACCOUNT

Description Financial Year 2012/13 Financial Year 2011/12

12 Months to 30th June 2013

12Months to June 2011/12

Frw Frw

111

Taxes on Income, Profits or Capital Gains 26,816,107 10,996,432

112 Taxes on Payroll and Workforce 0

113 Tax on Property Income 49,928,064 58,756,929

114 Taxes on goods and services 0

115

Taxes on international trade and transactions 0

TOTAL 76,744,171 69,753,361

2. Fees, fines, penalties and licenses

During the 12 months to 30 June 2013, we received fees, fines and licences as detailed below:

ID ACCOUNT


12 Months to 30 June

2013 12 Month to June

2011/12 Frw Frw

141 Property Income 32,856,584 4,668,213

142 Sales of goods and services 471,146,525 799,033,280

143 Fines, penalties, and forfeits 55,730 2,119,875

TOTAL 504,058,839 805,821,368

3. Transfer from central treasury During the 12 months to 30 June 2013, we received transfers from Central Treasury as detailed below:

ID ACCOUNT


12 Months to 30 June

2013 12 Months to 30 June

2011/12 Frw Frw

134101 + 134201

Treasury Direct Payments 3,215,170,388 2,979,501,968

134102 + 134202

Treasury Direct Cash Transfers 3,180,605,427 2,688,165,584

134103 + 134203

Treasury Indirect Cash Transfers


10

TOTAL 6,395,775,815 5,667,667,552

4. Transfers from Government entities

During the 12 months to 30 June 2013, we received transfers from government reporting agencies as detailed below:

ID ACCOUNT

Description Financial Year 2012/13


Month to 30

June 2013 12 Months to 30

June 2011/12 Frw Frw

135101 Transfers from Central government entities INTERENTITY FROM CENTRAL GOVERNMENTAGENCIES 131,389,186 939,416,315 TRANSFER FROM RWANDA BIOMEDICAL CENTER 0 30,454,630

TRANSFERS FROM CENTRAL GOVERNMENT INSTITUTIONS 415,363,443 87,804,813

TRANSFERS FROM CENTRAL GOVERNMENT INSTITUTIONS-

MINIRELA 30,303,074

TRANSFERS FROM CENTRAL GOVERNMENT INSTITUTIONS –

ROAD MAINTENANCE FUND 10,892,320

TRANSFERS FROM CENTRAL GOVERNMENT INSTITUTIONS

RWANDA LOCAL DEVELOPMENT SUPPORT FUND (RLDSF) 790,942,556

135102 Transfers from Districts

135201 Transfers from Independent development projects

TRANSFERS FROM INDEPENDENT DEVELOPMENT PROJECTS-

RWANDA AGRICULTURAL BOARD (RAB) 4,255,944

TRANSFER FROM SINGLE STREAM FUND

HIV-VCT-MINIYOUTH 0 5,445,600

TRANSFERS FROM INDEPENDENT

DEVELOPMENT PROJECTS - NGOMA 2,564,739 39,512,736

TOTAL 1,385,711,262 1,102,634,094 The amounts above have been reconciled with the sending Government entity.


11

5. Grants During the 12 months to 30 June 2013,we received funds from one donor as detailed in the table below:

6. Capital receipts

During the 12 months to 30 June 2013 we received capital receipts as detailed in the table below:

ID ACCOUNT



12 Months to30 June

2013 12 Month to 30 June

2012 Frw Frw

151 Disposal of tangible fixed assets

152 Sale of Inventories

153 Sale of Valuables

154 Sale of Non Produced Assets 343,992 0

155 Sale of Financial Assets - Domestic

156 Sale of Financial Assets - Foreign

TOTAL 343,992 0

ID Name of Donor Date receive

d

Amount in

foreign currency

Exch.

rate

Amount in local

currency

Amount in local currency



30 June 2013 30 June 2012

131 Grants Received from Bilateral Donors (Foreign Governments)

Month to June 2011/12

Insert name of foreign Government

132 Grants Received from Multilateral Donors (International Organisations)

2,506,688 7,722,342

Insert name of international organization

133 Grants Received from Local Individuals and organizations

101,550,410

Insert name of individual organisation

Total 2,506,688 109,272,752


12

7. Proceeds from borrowings During the 12 months to 30 June 2013,we received loans as detailed in the table below:

8. Other revenue During the 12 months to 30 June 2013, we received funds from various other sources as detailed in the table below:

ID ACCOUNT



Month to 30 June

2013 Month to 30 June

2012 Frw Frw 144 Voluntary transfers other than grants

145 Miscellaneous and Unidentified Revenue

TOTAL

9. Compensation of employees During the 12 months to 30 June 2013, we incurred compensation to employee costs as detailed in the table below:

ID ACCOUNT



Month to 30 June


2012 Frw Frw 211 Salaries in cash 2,727,045,116 2,806,853,953

212 Salaries in kind 0 0

213 Social contribution 116,179,370 297,147,020

214 Salaries arrears 0 0

2633 Transfer for salaries 935,361,791 77,921,682

2634 Transfers for social contributions 1,748,027 11,052,082

TOTAL 3,780,334,304 3,192,974,737

ID ACCOUNT

Name of Lender Date received

Amount in foreign

currency

Exch. rate

Amount in local

currency

Amount in local

currency



30 June 2013 30 June 2012 Frw Frw

161 Loan Borrowing - Domestic

LOANS FROM LOCAL BANKS-

NGOMA 180,000,000 0

162 Loan Borrowing - Foreign

Total 180,000,000 0


13

10. Use of Goods and Service During the 12 months to 30 June 2013, we consumed goods and services as detailed in the table below:

ID ACCOUNT



Month to 30 June


2012 Frw Frw 221 General Services 90,750,467 165,102,025

222 Professional, Research services 700,792,469 1,140,857,212

223 Transport and travel 241,966,073 186,284,034

224 Maintenance, Repairs and Spare Parts 43,462,267 41,717,602

225 Tools and Small Equipments 0

226 Training Costs 38,154,182 14,665,135 227 Supplies and services 92,967,537 482,131,765

228 Arrears 0

229 Other Use of Goods& Services 0

TOTAL 1,208,092,995 2,030,757,773

11. Transfers to reporting entities During the 12 months to 30 June 2013, we transferred funds to reporting budget agencies as shown below:

ID ACCOUNT



Month to 30 June

2013 Month to 30 June 2012

Frw Frw 264101 Transfers to Central government entities National commission of children 2,690,182 17,457,017

264102 Transfers to Districts

264201 Transfers to Independent development projects

Transfers to Independent development projects 1,818,369

TOTAL 2,690,182 19,275,386

We have confirmed that the beneficiary institutions have received the funds and have recorded these as inter-entity receipts.


14

12. Grants and other transfer payments During the 12 months to 30 June 2013, we transferred the following amounts in form of Grants and Other transfer payments

12 (a) Grants

ID ACCOUNT


Month to 30 June


2012 Frw Frw

261 Grants to Foreign Governments

262 Grants to International Organizations

TOTAL

12 (b) Subsidies

ID ACCOUNT



Month to 30 June


Frw Frw 251 Subsidies to Public Corporations 252 Subsidies to Private Enterprises

TOTAL

12 (c) Other transfer Payments

ID ACCOUNT



Month to 30

June 2013 Month to 30 June 2012

Frw Frw

283 Grants to Local Individuals and Organizations (e.g Imbuto foundation)

Insert name

Insert name

284101 Transfers to District Schools 220,802,473

284102 District Hospitals


15

ID ACCOUNT



Month to 30

June 2013 Month to 30 June 2012

Frw Frw 284103 Political parties

284106 Teachers Sacco

284107 Sectors 150,832,690 284108 Credit Saving Scheme - CSS

284109 Pharmacy

284110 Mutual Fund

284199 Other transfer to non reporting government entities 90,444,719

TOTAL 462,079,882 0 13 Social assistance During the 12 months to 30 June 2013, we incurred social assistance

amounting to:

ID ACCOUNT



Month to 30 June


Frw Frw 272 Social Assistance Benefits 557,261,015 869,420,067

273 Employer Social Benefits 3,712,906 0

274 Arrears on payment of social benefits 0 0

TOTAL 560,973,921 869,420,067

14. Finance Cost Finance cost is represented by interest incurred on Public Loans. During the 12 months to 30 June 2013, we incurred interest on loans amounting to:

ID ACCOUNT



Month to 30 June


Frw Frw 2411 Interest on domestic debt

2412 Interest on foreign debt

TOTAL


16

15. Other expenses During the 10 months to 30 June 2013, we incurred various other expenditures as detailed in the table below:

ID ACCOUNT



Month to 30 June


Frw Frw 281 Membership dues and subscriptions 45,000,000 15,000,000

282 Scholarships and other education benefits 0

285 Miscellaneous 181,698,697 203,878,549 286 Arrears on other expenditures 0

TOTAL 226,698,697 218,878,549

16. Capital Expenditures During the 12 months to 30 June 2013, we incurred capital expenditure as detailed in the table below:

ID ACCOUNT



Month to 30 June


2012 Frw Frw 231 Acquisition of tangible fixed assets 1,103,448,247 1,138,346,594 232 Inventories 0 0

233 Valuables 0 0

234 Non Produced Assets 30,752,211 68,861,407

235 Investment in Financial Assets – Domestic 0 0

236 Investment in Financial Assets – Foreign 0 0

237 Arrears on acquisition of fixed assets 0 0

TOTAL 1,134,200,458 1,207,208,001

17. Loan repayments During the 12 months to 30 June 2013, we paid loans principal amounts as follows:

ID ACCOUNT



Month to 30 June


Frw Frw 2911 Repayment of principal – Domestic debt

2921 Repayment of principal – Foreign debt

TOTAL


17

18. Cash at bank The bank amounts shown in the table below have been reconciled to the bank statements as at 30 June 2013.

ID ACCOUNT

Bank name Account No.

Account

currency

Amount in foreign

currency

Exch. rate

Balance as at 30 June

2013

Balance as at 30 June

2012

Frw Frw

Local bank accounts 311301 ONG EGPAF-NGOMA

(SIDA) 1210722 Frw

0 1,916,634 311305 DISTRICTNGOMA-

PROJETPASNVA 1210805 0 4,558

311306 DISTRICTDENGOMACDLS

MAP

1210717 645,887 19,289,894

311307 DISTRICTNGOMACDFMIN

ALOC

1210713 484,284,666 12,822,577

311308 DISTRICT DE NGOMA 1210710 153,497,957 (1,340,156)

311309 DISTRICT DE NGOMA

IMCE MINITERE

1210719 0 211,295

311310 DISTRICTDENGOMAPHAR

MACIEDUDISTRICT

1210725 0 100,667,098

311313 DISTRICTDENGOMAPAIG

ELAC

1210714 1,057,610 4,611,210

311316 POOLINGRISK/ NGOMA 1210956 0 13,248,601

311317 ABATISHOBOYE NGOMA 5681266515/11

24,000 1,411,532

311318 UBWISUNGANE/ NGOMA 5681264236/11

3,311 1,062,031

311319 SALLE POLYVALENTE 5681264497/11

0 1,040,759

311320 RECETTEGENERALE 5681264131/11

34,734,628 78,894,411

311322 RECETTERUKIRA 790001 0 (18,000)

311327 PHARMACIE/ NGOMA 013-1300015 1,412,500 20,106,707

311329 TELECENCTRE

BANKACCOUNT

568126696611

0 11,963,900

311330 GISAKA MILLENIUM

INVESTORS

0324898-38

32,436,383 24,688,209

311331 NGOMA DISTRICT

RESERVE FUND

0324896-36

12,315,172 16,383,089

311332 EXPROPRIATION NGOMA

DISTRICT

0324899-39

0 1,636,158

311333 SSF-HIV/NGOMA

DISTRICT

1210990 111,342,716 116,603,824

311334 NGOMA DISTRICT

RWANDA FAMILY

HEALTH PROJECT

3,016,478 0

311335 PROJECT LVEMPII/

NGOMA DISTRICT

115,048,320 0

Foreign banks

31140x

31140x

Total 949,819,628 425,204,331


18

19. Cash in hand

The petty cash balance amounts as at 30 June 2013 shown in the table below has been reviewed

by the Chief Budget Manager and a certificate included as an appendix to this report.

ID ACCOUNT

DESCRIPTION Financial Year 2012/13 Financial Year 2011/12

As at 30 June 2013 As at 30 June 2012 Frw Frw 311101 Petty Cash 1470 1470

Total 1470 1470

20. Accounts receivables

The following were the accounts receivables as at 30 June 2013:

ID ACCOUNT

Debtor’s name Financial Year 2012/13


As at 30 June

2013 As at 30 June

2012 Frw Frw 3121 + 3221 Account receivables – third parties

COSTUMERS CENTRAL TREASURY 183,486,846 193,631,026

3122 + 3222 Accounts receivables - employees

3124 + 3224 Intra-Government Debtors (Government reporting entities )

3125 + 3225 Receivable from Public Enterprises

312601/02 + 322601/02

National Scholarship Scheme Loans

Total 183,486,846 193,631,026

21. Account payables

The following were the accounts payables as at 30 June 2013:

ID ACCOUNT Creditor’s name Financial Year 2012/13


As at 30 June 2013

As at 30 June 2012

Frw Frw

4121 + 4221 Accounts payable – third parties

1. RUZINDANA DAMAS 0 7,606,362

2. ULTIMATE CONSTRUCTION 3,450,899 0

3. HITIMANA Védaste 1,630,569 3,009,386

4. HABYARIMANA ELIEZER (87,300) (87,300)


19



As at 30 June 2013

As at 30 June 2012

Frw Frw 5. MBARUSHIMANA EMMANUEL/ECOSM 3,846,133 0

6. AMAZING GLOBAL COMPANY LTD 0 10,273,865

7. U.M.R COMPANY LTD 0 3,531,864

8. Z.J. COMPANY LTD 0 3,936,021

9. EURO-RWANDA SUPPLY SARL 0 3,508,475

10. WEGSCO LTD 612,867 2,229,540

11. BUFMAR A.S.B.L 4,674,805 4,674,805

12. HABIMANA LEONIDAS 13,684,980 3,065,472

13. SINAIUS CLEANING SERVICES LTD 1,749,864 0

14. PIERRE MULTI- CONSTRUCT NYIRINGABO 0 4,268,000

15. CENTRE ST JOSEPH 604,173 604,173

16. GARAGE KIBUNGO MOTORS 716,046 1,112,708

17. ENTREPRISE NOVAKI (28,389,924) 0

18. NYIRIGIRA JEAN BAPTISTE 28,389,924 28,389,924

19. CEEPE 774,780 774,780

20. ORINFOR 160,050 0

21. MINANI PROTOGENE 2,377,912 2,377,912

22. MTN RWANDACELL 7,037 0

23. EWSA 913,718 0

24. EDIKO "ECONOMAT DIOCESAIN DE KIBUNGO" 474,806 0

25. SOCIETE RWANDAISE D'ASSURANCES

GENERALES (SORAS) LTD 236,174

0

26. ARCHITECTURE DU BATIMENT

CONSTRUCTION ET DEVELOPMENT SARL 37

37

27. MULTI CONSTRUCT 4,681,920 4,681,920

28. ECOMECO 0 32,202,628

29. SORWATRACO SARL 0 2,871,200

30. RUKA ENTRS LTD 3,429,981 3,429,981

31. ADECCO 417,178 30,000

32. MCHE 885,316 0

33. NYIRIGIRA JEAN BAPTISTE 28,389,924 28,389,924

34. HICE CONSULT 1,180,000 2,360,000

35. HARERIMANA JOSEPH DESIRE 0 97,000

36. PRIMECARE SAFETY CONSULTANTS LTD 0 107,818,645

37. RUMUMBA AFRICA 256,310 182,360

38. KOPERATIVE GIRISUKU 702,086 3,253,768

39. PAPETERIE LA NOUVELLE KIBUNGO 269,718 139,680

40. ASHIMWE FLORENCE 1,336,046 326,369

41. MUKANTABANA ANNOCIATHA 51,294 29,100

42. MUDENGE IDDY 32,689 32,689

43. CONSTRUCTION/ENTREPRISE FURAHA JEAN

CLAUDE 98,973

0

44. TWITEKUBIDUKIKIJE MURAMA 357,047 357,047

45. CENTRE SAIT JOSEPH LA PRESTIGIEUSE 495,379 495,379

46. CENTRE SAINT JOSEPH 2,248,132 3,310,030

47. UNITED CONTRACTORS COMPANY: UCC 974,576 2,774,576


20



As at 30 June 2013

As at 30 June 2012

Frw Frw 48. ECOSM (9,832,993) 0

49. PHILIPPE RUBAYIZA 0 14,033,898

50. BENETEC IT SOLUTION LTD 328,814 0

51. GORILLAND SAFARIS LTD 2,009,000 2,009,000

52. IMPRIMERIE SELECT GRAPH 76,271 0

53. MUSONI THEOPHILE 0 706,548

54. MIDDLE GLOBAL ENVIRONMENT SUPPLY

COMPANY (M.G.E SUPPLY) LTD 1,648,625

0

55. RWANDA TOURISM AND TRAVEL AGENCY 734,500 734,500

56. OTHER PAYABLES 77,138,498 20,829,080

57. KARAME RWANDA 46,274,327 0

412105 RETURNED PAYMENTS 27,111,695 18,843,042

412107 TRANSIT FUNDS 12,717,884 489,381

412108 OTHER ACCOUNTS PAYABLE 40,203,211 40,203,211

412401 VAT PAYABLE 9,111,976 0

412402 WHT PAYABLE 1,618,245 1,814,620

4122 + 4222 Payroll liabilities

4123

Inter-Government creditors (Government reporting entities )

4311 Funds held on behalf of third parties

Total 290,774,172 332,803,228

22. Accumulated surplus (deficit) from previous year

These include cash book reconciled bank balances, petty cash balances, accounts payables

balances as well as accounts receivables balances existing at the beginning of the year.

ID ACCOUNT

Description Balance as at 1 July 2012

Balance as at 1 July 2011

Frw Frw

511101 Cash

511101 Bank &cash op balance (460,414,080) (460,414,080)

511102 Accounts receivable (94,669,426) (94,669,426)

511103 Accounts payables 356,027,151 356,027,151

513101 Surplus / Deficit 13,601,995 13,601,995

TOTAL 369,629,146 369,629,146

The balances above are extracted from the signed financial statements submitted to MINECOFIN in FY 2011/12.


21

23. Prior Year Adjustments The following is the prior year adjustments to opening balances:

ID ACCOUNT



As at 30 June 2013 As at 30 June 2012 Frw Frw 512101 Cash and bank 326,525,675 61,627,894 512102 Accounts Receivable (111,259,148) (111,259,148) 512103 Accounts Payable (40,419,537) (40,419,537) Prior Year Adjustments 90,050,791 0

TOTAL (264,897,781) 90,050,791

The adjustments above have been approved by the CBM and the approved journal voucher is hereby attached.


22

7. Important disclosures

7.1 Statement of contingent liabilities

The following are the contingent liabilities that currently exist as at 30 June 2013.

Financial Year 2012/13 Financial Year 2011/12

Category Brief Description As at 30 June 2013 As at 30 June 2012 Frw Frw Bank guarantees Ngoma District received a loan from BRD on

08/05/2013 180,000,000 0

Pending legal proceedings

Total contingent liability 180,000,000

7.2 Statement of investments

The following are the investments that that currently exist as at 30 June 2013. These have already been expensed at the year of acquisition and are reflected here for disclosure purposes. These are disclosed at cost.

Number of Units and cost per unit



Category Brief Description As at 30 June

2013 As at 30 June 2012

Frw Frw Investment in Shares (enter name of entity in which the

investment has been made).

xxx xxx

Investment in Bonds (enter name of entity in which the investment has been made).

xxx xxx

Other Investment (enter name of entity in which the investment has been made).

xxx xxx


23

Number of Units and cost per unit



Category Brief Description As at 30 June

2013 As at 30 June 2012

Frw Frw Total investments xxx xxx

7.3 Undrawn loan and grant balances

Below is a disclosure of the balances of undrawn loans and balances from development partners that currently exist as at 30 June 2013. The drawn balances have already been included as income during the current and previous periods.

Source of funds Donor Commitment-

Amount received (drawn) to date – (dd mm 2013)

Amount received (drawn) to date – (dd mm 2013)

Undrawn balance to date (dd mm 2013)

Undrawn balance to date (dd mm 2013)

(in respective currency)

(in respective currency)

(in Frw) (in respective currency)

(in Frw)

(A) (B) (A)-(B)

(i) Grant

Insert name of donor

(ii) Loan

Insert name of development partner

Total

7.4 Disclosure on subsidiary entities financial results

During the year, the following are the financial results of the subsidiary entities within the district. These have been provided for disclosure purpose only and do not form part of the core financial statements. However, the Pharmacy and Mutuelle de santé have


24

already been consolidated in the income and expenditure and statement of financial position of the district in compliance to ministerial instruction no. 006/12/10/Fisc.Decnt dated 11th October 2012, that requires them to be consolidated at the district level.

SECTORS

Name of subsidiary entity

Opening Balance

(A)

Transfer from the District

(B)

Other revenu

e (C)

Expenses (D)

Fund balance at the end of the period (A+B+C-D)

Bank balances

(E)

Cash balance

(F)

Accounts Receivabl

es (G)

Accounts Payables

H)

Fund balance

(E+F+G-H)

MURAMA SECTOR 1,764,144 52,085,645 - 24,984,675 28,865,114 28,713,87

9 785 - 529,000 28,185,664

RUKIRA SECTOR 670 20366660 4000 15526385 4844945 4813975 30970 3033520 1780455

RUKUMERI SECTOR 6537179 54439355 54247952 6728582 6728375 207 7500000

ZAZA SECTOR 3968110 25381760 4643300 29121190 4871980 4871980 7544570 (2673390)

KAZO SECTOR 3248439 45910305 37859375 11299369 10690634 608735 20235910 (8936541)

MUTENDERI SECTOR 3496053 28247309 26158810 5584552 5584552 346 10899900 5584898

JARAMA SECTOR 3322408 51296379 25803454 28815333 28812642 2691 6459440 22355893

REMERA SECTOR 3597341 27273467 24890477 5980311 30198209 11496 9319228 20890477

GASHANDA SECTOR 2543889 31877655 29411225 5010319 1000 1000 4572670 437649

KAZO SECTOR 3248439 45910305 37859375 11299369 10690634 608735 20235910 (8936541)

KAREMBO SECTOR 4469223 31328406 7453854 39292363 3959120 3957813 1307 3346500 612620

MUGESERA SECTOR 6803601 34716080 7379242 43870157 5028766 5026537 2229 6932280 (1903514)

RURENGE SECTOR 2520668 40988280 35899196 8276058 8276058 8000000 276058

SAKE SECTOR

KIBUNGO SECTOR


25


Opening Balance

(A)


(B)

Other revenue

(C) Expenses

(D)


Bank balances

(E)

Cash balance

(F)

Accounts Receivables

(G)

Accounts Payables

H) Fund balance

(E+F+G-H)

RUKIRA Health center 21,414,523 37,333,458 31,394,181 76,735,381 13,406,781 13,334,881 71,900 9,527,392 2,326,823 20,607,350

SANGAZA HEALTH CENTER 8555658 15593616 69799900 85595150 8354024 8246859 107165 14266226 347424 22272826

Mutendeli health center 38,163,331 20,583,072 83,747,098 125,881,028 16,612,473 16,583,663 28,810 15,354,316 0 31,966,789

REMERA HEALTH CENTER 19922890 18919920 98133505 120898965 16077350 16018564 58786 23071116 0 39148466

GITUKU HEALTH CENTER 5305077 19051168 90945137 111041610 4259772 2858372 1401400 4952988 229638 6916522

NYANGE HEALTH CENTER 43204390 18919920 98006200 140598719 19531791 19318426 213365 28871573 2048778 46354586

GASETSA HEALTH CENTER 1867535 15593616 14585586.90 29741546.90 3305191 2287868 17323 9393434.01 180717509

1 9891449.1

KIBUNGO HOSPITAL 164760472 289867184 1025655583 1381690975 98592264 108753062 2600 172016203 96803836 183968029

ZAZA HEALTH CENTER 20959761 18919120 135514309 154678788 20714402 20613114 101288 12465519 0 33179921

RUKUMBERI HEALTH CENTER 14983802 18919920 91723180 108112416 17514486 17268516 245970 12546114 2969548 27091052

KIBUNGO HEALTH CENTER 16979216 25572528 145256385 177101846 10706283 10694687 11596 5953079 7372931 9286431

RUKOMA SAKE HEALTH 28741685 20583072 93952835 126043391 17234201 17218601 15600 24420642 3182797 38472046

JARAMA HEALTH CENTER 17405732 18919920 137011605 155482385 17854872 17590452 264420 9066607 4036681 22884798

SECONDARY SCHOOL


Opening Balance

(A)


(B)

Other revenue

(C) Expenses

(D)


Bank balances

(E)

Cash balance

(F)


(G)

Accounts Payables

H) Fund balance

(E+T+G-H)

GS KAZO 692273 4543978 243700 5261360 218591 217989 602 37500 136000 120091

880 957 2 561456 571 900 4 319 014 304 701 1 486 0 0 0 1 486


26


Opening Balance

(A)


(B)

Other revenue

(C) Expenses

(D)


Bank balances

(E)

Cash balance

(F)


(G)

Accounts Payables

H) Fund balance

(E+T+G-H)

GS GAHIMA

GROUPE SCOLAIRE KANAZI -400 5533103 0 4267824 1264879 1264879 0 0 2787000 -1522121

GS KABEZA 149 344 2 638 262 0 2 618 585 19 677 143718 182 83 800 60100

GSMULINJA 596742 5483878 0 5832608 248012 202235 45777 141700 171500 218012

GS NDEKWE 1901987 8635613 0 9873195 664405 0 0 281300 383105

GS MUSYA 167915 3750250 204000 3960560 161605 148025 14080 115000 385000 (107895)

GS NYAMUGALI 1714016 6754728 176066 8051716 593094 592387 707 0 1364000 (770906)

GS GAHURIRE 1424334 5637978 221000 6400594 882718 882718 86960 21758

ES RURAMA 1507533 7403367 17798484 25725208 984176.41 983622.41 554 0 1518400 (534223.59)

ES KABIRIZI 5361936 17753322 48184265 65404363 5895160 5870982 24178 9525580 7600800 7819940

GS RWINTASYA 1340733 8884506 81900 9657863 649276 649276 479500 169776

GS SANGAZA 1173014 559153 6296865 468102 440314 27788 468102

GS BARE 624925 5507250 643300 5844605 930870 545014 1026 762600 (216560)

G.S KIBAYA 582370 4516728 - 4802220 296878 296878 - - - 296878

GS KABIRIZI A 125682 3544228 36700 3657405 8835 3670 5165 325145 (316310)

GS KANAZI (400) 5533103 4267824 1264879 1264879 2787000 (1522121)

GS KIBUNGO 191315 5559428 14000 5069355 695388 593077 102326 0 15 695388

PRIMARY SCHOOL


Opening Balance

(A)


(B)

Other revenue

(C) Expenses

(D)

Fund balance

at the end of the period

(A+B+C-D)

Bank balances

(E)

Cash balance

(F)

Accounts Receivable

s (G)

Accounts Payables

H) Fund balance

(E+F+G-H)

NGARA PRIMARY SCHOOL 118731 3594500 5543012 9080165 176078 157508 18570 0 0 176078


27


Opening Balance

(A)


(B)

Other revenue

(C) Expenses

(D)

Fund balance

at the end of the period

(A+B+C-D)

Bank balances

(E)

Cash balance

(F)

Accounts Receivable

s (G)

Accounts Payables

H) Fund balance

(E+F+G-H)

BITARE PRIMARY SCHOOL 178649 3338274 0 3298477 39797 39579 218 0 105000 (65203)

KABAREI PRIMARY SCHOOL 656430 2681000 655769 3295945 697254 697238 16 - 557580 139674

RUGARAGARA PRIMARY 237103 2206750 0 2110225 333628 126238 207390 0 311575 220573

KABARE II PRIMARY 578102 3013500 - 2441710 1149892 87110 - - 1408500 (1321390)

MUNEGE PRIMARY SCHOOL 9146 2240000 974 1791274 458846 458025 821 0 522200 (63354)

NTAGA PRIMARY SCHOOL 70125 2895648 0 2879630 86170 16018 30000 46018

KABINDI PRIMARY SCHOOL 856 3652800 3419050 3653658 167423 67185 234608

GAFUNZO PRIMARY SCHOOL 893311 3290875 136000 3528330 791856 759859 31997 336000 455856

NSHILI PRIMARY SCHOOL 319399 7913064 629494449 1650554 1650116 438 1650554

FUKWE PRIMARY SCHOOL 25897 2153375 1449 2025398 1553323 155323 100 155423

ZAZA “B” PRIMARY SCHOOL 983,902 5,030,375 441,800 6,209,240 246,837 216,639 30,198 0 1,319,475 (1,072,638)

PRIMARY SCHOOL 578102 3013500 2441710 1149892 87110 1408500 (1321390)

SHYWA PRIMARY SCHOOL 132923 232575 2415880 42793 42793 273080 (23028)

RUGENGE PRIMARY 56652 1610000 0 1307456 0 302544 0 - 300000 2544


28

8. Budget execution report




Variance Performance

As at Month of march



Approved Budget - Frw

Revised Budget - Frw

Actual - Frw Frw %

A B A-B (A/B)*100

Revenue

Tax Revenue

Fees, fines, penalties and licenses

Transfers from Treasury

Transfers from other Government Reporting entities

Grants 1,567,318,433 1,567,318,433 1,180,147,088 387,171,345 75.30%

Other revenue

Proceeds from sale of capital items

Proceeds from borrowings

Total Revenue

Expenses

Compensation of Employees 3,282,496,498 3,273,496,498 2,843,224,486 430,272,012 80.53%

Use of Goods and Services 739,463,611 803,494,034 647,034,432 156,459,602 47.83%


29




Variance Performance




Approved Budget - Frw

Revised Budget - Frw

Actual - Frw Frw %

A B A-B (A/B)*100

Transfers to Reporting Entities

Grant and other transfers and subsidies

Social Assistance

Financing cost

Other Expenses 352,774,895 328,744,472 285,014,659 43,729,813 86.70%

Capital Expenditure

Loans repayments

Total expenses

Explanation on variances Explain the major variances observed above: Sign: Accountant …………..…... Budget officer.............................. Director of Finance ………....……. Chief Budget Manager ...............……


30

9. Progress on follow up of Auditor General Recommendations The following is the summary of issues raised by Office of Auditor General, management comments that were provided to the OAG. We have nominated focal persons to resolve the various issues as shown below with the associated time frame within which we expect the issues to be resolved.

Reference No. on

the OAG Report

Issue / Observations from Auditor Management comments

Focal Point person to

resolve the issue (Name

and designation)

Status: (Resolved /

Not Resolved)

Timeframe: (Put a date when you

expect the issue to be resolved)

Guidance Notes:

(i) The template is completed based to the recent available audit report;

(ii) Use the same reference numbers as contained in the OAG report;

(iii) Obtain the “Issue/Observation” and “management comments”, required above, from final OAG report that is signed by

Management;

(iv) Before approving the report, discuss the timeframe with the appointed Focal Point persons within your entity responsible for

implementation of each issue;


31

(v) Indicate the status of “Open” or “Closed” as at the date of submitting this report to MINECOFIN. Open means the issue is not yet

resolved while closed means the issue has now been resolved;

(vi) For all issues related to Accounts Payable, Receivable and Omitted bank accounts, and that require an audit adjustment, these

should be adjusted before submission of the current financial statements; and

(vii) The timeframe for all issues should not exceed last date of fiscal year.

(viii) In case your entity has been audited by external auditor, use such information to complete the above table

Prepared by: Reviewed: Approved by:

Internal Auditor Director of Finance Chief Budget Manager

Name: ……………………… Name:………………….. Name: ………………………………

Signature: ............................. Signature: ……………… Signature:..........................................

Date: ……………………… Date: …………….. Date: …………………………………..


32

Appendices

1. Trial Balance

2. Bank reconciliation statements as at 30 April 2013. (For all bank accounts)

3. Bank statements to accompany the bank reconciliation statements. (For all bank accounts)

4. Petty cash certificate

5. List of debtors and creditors (If not included in the notes 20 and 21)


33

1. Detailed Trial Balance as at 30 April 2013


34

2. Bank reconciliation statements as at 30 April 2013. (For all bank accounts)


35

3. Bank statements to accompany the bank reconciliation statements. (For all bank accounts)


36

4. Petty cash certificate

Cash Count Certificate Date: 30 June 2013 Currency: Frw Authorised cash threshold (maximum cash allowed) _____Frw 1,000,000_______

Denomination Number Total Value

No

tes

5,000 0 0

2,000 0 0

1,000 1 1,000

500 xx 0

100 0 0

Co

ins

100 4 400

50 1 50

20 1 20

10

5

1

Total amount of cash counted (a) 1470 Add petty cash advances outstanding (b) 0 Total cash in hand ( c = a+b) 1470 Cash balance as per cash book (Sage Pastel) (d) 1470 Difference (e = c-d) 0 Action required/ explanation for the difference : xxxxxxxx

Name Signature Date

Cash counted by

SEGAHUTU Evergiste (Director of Finance)

30 June 2013

Agreed by RUDASINGWA Augustus (Cashier/accountant in charge of petty cash)

30 June 2013

ngoma district annual report and financial statements for the

Documents