PACFaH Expenditure Approval and Documentation Salisu Musa CHR

Contents  Office Rent  Procurement of Power Generator  Travel Advance  Reimbursement of Air Ticket  Settlement of hotel bills for training workshop  PAYE and WHT Remittance

Expenditure must be within approved budget

Any budget alignment and/or variation above 9% MUST be approved by dRPC/BMGF in writing prior to expenditure

Office Rent  Tenancy agreement/notification letter for payment of the rent  Identify PACFaH Proportion from the total rent  Approved request for settlement of the rent  Prepare payment voucher and raise cheque  Payment to/cheque issue in the name of agent corporate account  Evidence of payment (copy of Cheque, e-payment evidence)  Agent payment receipt

Travel Advance Invitation for meeting/workshop/Meeting in the PACFaH approved work plan Approval of line supervisor to travel Filled, reviewed and approved travel advance request form; (travel objective and itinerary, amount requested) Payment voucher Evidence of payment Retirement form All receipt of expenses incurred Evidence of refund if any

Reimbursement of Air Ticket Invitation for meeting/workshop/Meeting in the PACFaH approved work plan Approval of line supervisor to travel Proof of payment Printed Air ticket and proof of travel (boarding pass) Class of travel; Economy Class Dates of travel Travel destination

Settlement of hotel bills for training workshop  Approval  Approval of the training to be conducted  Approved Budget link with the main budget  Sent out invitation  Proforma invoice  Documentations  Attendance Sheet  Date  Name & Address  Designation & Location  Contact (Mobile &  Signature

Documentation for training workshop Cont.  Meals  Valid Receipt  Meals Analysis bill  Breakfast/Lunch/Dinner  Taxi  Lodging  Analyzed Guest Bill  Correct Particulars:- Guest Name Arrival & Departure date No. of nights & rate Guest Signature

PAYE and WHT Remittance  PAYE Evidence of deduction i.e salary payroll Approval for payment Payment voucher Schedule of payment Payment evidence Payment receipt  WHT Evidence of consultant engagement Evidence of WHT deduction Approval for payment Payment voucher Schedule of payment Payment evidence Payment receipt

Procurement of Assets- Power Generator, Laptop  Approval User request Validation and Approval of User Request Availability and provision of the Funds within approved Budget Get Quotations Quotations analysis Selections

Procurement of Assets- Power Generator, Laptop  Documentations Quotations Quotations analysis Vendor Invoice Copy of Order placement form Filled and signed Goods received form Approved Request for Payment Payment Voucher Payment Evidence Payment Receipt

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