ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

7 Accounting for expendituresStolen chequesAt the central level, the Accountant General’s Department store unused and printedcheques in safes. However, in the event that cheques are stolen, the AccountantGeneral must instruct the BOT not to honour them by issuing a stop order. Inaddition, they notify members of the public that cheques have been stolen by placinga notice in the newspaper.The Internal Auditor in the Accountant General’s Department must also investigatethe theft of cheques. He/she ascertains why and how controls have been overridden.At the LGA level, the Council Treasurer should store unused and printed cheques insafes. However, in the event that cheques are stolen, the Treasurer must instruct thebank not to honour them by issuing a stop order. In addition, they notify members ofthe public that cheques have been stolen by placing a notice in the media.Cancelled chequesAt the central level, cancelled or spoilt cheques must be written back on the IFMS bythe CPO. The CPO also maintains cancelled/ spoilt cheques in a file. Cancelled andspoilt cheques must be perforated.At the LGA level cancelled or spoilt cheques must be written back by the CouncilTreasurer on the IFMS or in the manual cashbook and subsidiary ledgers. TheTreasurer also maintains in a file all cancelled/ spoilt cheques, which must beperforated.7.8 Accounting for direct paymentsSome of the activities under the ASDP are funded by donor funds outside the GoTsystem. In order to capture this development assistance in GoT’s books, the ChiefAccountant, obtains details (e.g., invoices, asset particulars given, value of technicalassistance etc.) from development partners of expenditure in relation to theASDP. Thereafter:• The Chief Accountant fills an Estimates Form TFN 358 (DevelopmentEstimates - Monthly Application and Progress Report), attaches a copy ofthe payment evidence and forwards it to the Budget Department at theMoFGovernment of the United Republic of Tanzania59