FINANCIAL POLICIES & PROCEDURES MANUAL - Ministry of Health

HSSP Financial Policies & Procedures Manual
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3.4.1 Internal Controls Automated Data.......................................................33
3.4.2 QuickBooks Accounting System...........................................................34
3.4.3 Processing Entries in Quickbooks.........................................................34
3.4.4 Accounting in Provinces and National Programs ...............................35
3.4.5 Computer Maintenance ........................................................................36
SECTION 4
PLANNING & BUDGETS..........................................................................37
4.1 BUDGET & PLANNING PROCESS..........................................................................37
4.1.1 Program Appraisal document (PAD)...................................................37
4.1.2 Approved Budget And Annual Operating Plan...................................37
4.1.3 Budget Approval ...................................................................................39
4.1.4 Disbursing Approved Budgets..............................................................39
4.2 CASH FLOW BUDGETING.....................................................................................39
4.3 BUDGET MONITORING.........................................................................................40
4.3.1 quarterly interim (unaudited) Financial report (IFRs) ........................40
4.3.2 Budget Variances ..................................................................................40
SECTION 5 NON-MONETARY ASSETS ......................................................................41
5.1 DEFINITION..........................................................................................................41
5.2 FIXED ASSETS .......................................................................................................41
5.2.1 Capitalisation Policy.............................................................................41
5.2.2 Asset Groups.........................................................................................41
5.2.3 Acquisition Cost....................................................................................41
5.2.4 Insurance of Fixed Assets .....................................................................41
5.3 FIXED ASSET REGISTER ........................................................................................41
5.4 DISPOSAL POLICY ................................................................................................42
5.5 ACCOUNTING FOR FIXED ASSETS ........................................................................42
5.5.1 Purchase of Fixed Assets.......................................................................42
5.5.2 Receipt & Issue of Fixed Assets ............................................................42
5.5.3 Physical Count of Fixed Assets.............................................................43
5.5.4 Inventory Stickers / Tagging System ...................................................44
5.5.5 Depreciation..........................................................................................44
5.5.6 “In Kind” Contributions ......................................................................44
5.6 INVENTORY OF CONSUMABLES ...........................................................................44
5.7 MEDICAL SUPPLIES AND PHARMACEUTICALS....................................................44
SECTION 6 MONETARY ASSETS .................................................................................45
6.1 DEFINITION..........................................................................................................45
6.2 CASH ....................................................................................................................45
6.2.1 Cash Levels............................................................................................45
6.2.2 Cash Reconciliation Statement .............................................................45
6.2.3 Safe or Vault .........................................................................................45
6.3 PETTY CASH.........................................................................................................45
6.3.1 Internal Controls - Petty Cash..............................................................45
6.3.2 Establishing Petty Cash Fund ..............................................................46
Second Health Sector Support Program (HSSP2) Financial Policies & Procedures Page 4 of 144