The Episcopal Church of South Sudan,
Northern Bahr El Ghazal Internal Province


Basic  Provincial Financial Guidelines and procedures


The documentation process/policy of withdrawing cash from bank to the office
.


Provincial Administration

  1. Cash projection form (requested by the admin Assistant and approved by the Provincial Secretary).
  2. Bank withdrawal/cash transfer form (requested by Finance Manager/Accountant, checked by Provincial Secretary and approved by the Archbishop)
  3. Copy of signed check. (at least two signatories)
  4. Copy of withdrawer’s ID card.
  5. Copy of authorization letter (if Finance Manager or the person withdrawing/transferring the cash is not a signatory to the account).
  6. Exchange receipt (if currency is changed into another).
  7. Cash received voucher/cash withdrawal from bank to the office (Signed by the Finance Manager or  the person bringing the money  from  the Bank, the cashier and Provincial Secretary)

CARD

  1. Cash projection form (requested by CARD’s Admin Officer, and approved by CARD Manager)
  2. The process goes through stage 2-7 as outlined above under provincial administration.

Justice Peace and Reconciliation Commission (JPRC)

  1.  Cash projection form (requested by JPRC Admin Officer, approved by JPRC Coordinator)
  2.  The process goes through stage 2-7 as outlined above under provincial administration

Mothers’ Union

  1. Cash projection form (requested by MU admin & Finance Officer  and approved by  MU Coordinator)
  2. The process goes as under provincial administration stages 2-7.

Education

  1. Cash projection form (requested by Education Admin Officer, and approved by Education Coordinator)
  2. The process goes as under provincial administration stages 2-7

St. John’s College

  1. Cash projection form (Prepare by St John’s Admin Officer and approved by the Principal)
  2. The process goes as under provincial administration stages 2-7

Health

  1. Cash projection form (prepare by Health Admin Officer and approved by Health Coordinator)
  2. The process goes as under general administration stages 2-7

Mission and Evangelism

  1. Cash projection form ( prepare M & E admin Officer and  approved the M & E Coordinator)
  2. The process goes as under Provincial administration stages 2-7

Communications

  1. Cash projection form (prepare Communications Officer and approved by the Provincial Secretary)
  2. The process continues as under Provincial administration stages 2-7.

 


 

The documentation process/policy for making purchase(s) in the market

 

Provincial administration

  1. Three quotations from different shops.
  2. Quotation Analysis by Admin Assistant, Finance Manager and Provincial Secretary
  3. Signed Payment request form (requested by Admin Assistant,  verified by Finance Manager/Accountant and authorized by Provincial Secretary up to 15000 SSP or Archbishop if more than 15000 SSP)
  4. Receipt from the person who went to buy items. (If a person does not bring back a receipt for the previous request then he/she must not be allowed to take another cash until he she brings back the receipts).
  5. Liquidation form in case there is a balance returned from the market, or reimbursement to the person who went to buy items, having added his/her own money to complete the purchase. Liquidation form should be attached with cash receipt in case of balance returned or cash release in case of reimbursement

CARD

  1. Three quotations from different shops
  2. Quotation Analysis by Logistic Officer, Finance Officer and Director
  3. Payment request form (Requested by CARD’s authorized person, verified by finance Officer and approved by Executive Director).
  4. The process continues as under Provincial administration stages 4-5

Justice Peace and Reconciliation Commission (JPRC)

  1. Three quotations from different shops
  2. The process continues as under Provincial administration stages 3-5

Mothers’ Union

  1. Three quotations from different shops
  2. The process continues as under Provincial administration stages 3-5

Education

  1. Three quotations from different shops
  2. The process continues as under provincial administration stages 3-5

St. John’s College

  1. Three quotations from different shops
  2. Quotation Analysis by St John’s Admin Assistant, Admin & Finance Officer and Principal.
  3. Payment request form (Requested by St John’s Admin Assistant, verified by Admin & Finance Officer. Approved by the Principal).
  4. The process continues as under provincial administration stages 4-5

Health

  1. Three quotations from different shops
  2. The process continues as under provincial administration stages 3-5

Mission and Evangelism

  1. Three quotations from different shops
  2. The process continues as under provincial administration 3-5

Communications

  1. Three quotations from different shops
  2. The process continues as under provincial administration 3-5

 

The above documentation processes/policies were signed by:

Rt. Rev Bishop Moses Deng Bol                                                                                                  

Provincial Secretary                                                                                                                                

Rev Peter Angui Akook                                                                                                                        

Finance Manager, Accountant                                                                                                                    

Mr Philip Abiel Nyok                                                                                                                           

NB: Please note that in case of CARD and St John’s College all payment request forms will be approved by the Executive Director and the Principal respectively.