SUDAN COUNTRY PROGRAM MANAGEMENT GUIDELINE NO.: FIN-006 TITLE Purpose : Cash Book and Bank Updates : Updating and Reconciliation of Cash and Bank Position. FMH Reference : Chapter 8. Finance (8.5.1 / 8.5.2) Date Issued : 6 October 2005 Date Revised : 18 September 2006 Responsibilities: The staff members responsible for cash have to sign for having read and understood FMH Chapter 8.5.1. When the staff member responsible for cash is not present sick or on holiday etc. then the Chief Accountant is responsible for cash handling. Petty cash shall be counted under hand over, and the balance signed by the cashier and the person taking over. The Cash Book update: The Cashier is responsible for the petty cash and to have it updated every day, which includes: Counting of petty cash and recording the result, using the format attached as Appendix 1. Entering all Cash Payments in the Petty Cash Registry Book, example of the spread sheet to be used attached as Appendix 2. At the end of the month, either the Finance Manager or the Chief Accountant shall count the petty cash together with the Cashier, and both shall sign for the count. The Petty Cash Registry book and the Petty Cash Vouchers shall be approved by the Finance Manager at least on a weekly basis. An un-announced cash count shall be made by the Finance Manager or the Deputy Representative at least two times a year. Full petty cash reconciliation shall be made every months and reported on the appropriate form (Appendix 3) Bank Statements updates: The finance staff responsible for bank in the different locations shall make sure that the actual bank account balances are known at any time. Bank statements from all active accounts shall be collected once a week The bank balances shall be entered into the spread sheet Bank Transaction Register and reconciled with all bank transactions recorded by the Cashier in the spread sheet on a daily basis The finance staff responsible for bank keeps a daily update of bank transfers to and between bank accounts. The resulting balances of the bank accounts shall be communicated to all Finance staff on a weekly basis. The weekly established balances shall be accompanied by an analysis of the situation, and when found appropriate, by written proposals for corrective actions. Full bank reconciliation shall be made every month in Juba and Khartoum, reported on the appropriate form and approved by the Representative/Deputy Representative. The form is attached; (Appendix 4) Management Manual FIN 006 Cash Book and Bank Updates Page 1 of 7
THIS VERSION UPDATED 18 September 2006 Passed through the NCA Sudan Senior Management Meeting 26 May 2006 REPLACES LAST VERSION DATED 6 October 2005 Attachments: 1. Norwegian Church Aid / Sudan Country Office Cash Count Khartoum. 2. SAMPLE NCA Sudan Country Office Petty Cash Registry Book. 3. Norwegian Church Aid / Sudan Country Office Bank Reconciliation Form 4. Norwegian Church Aid / Sudan Country Office Petty cash reconciliation Form Management Manual FIN 006 Cash Book and Bank Updates Page 2 of 7
APPENDIX 1. PETTY CASH COUNT. Management Manual FIN 006 Cash Book and Bank Updates Page 3 of 7
APPENDIX 2. PETTY CASH PAYMENT REISTRY BOOK. Management Manual FIN 006 Cash Book and Bank Updates Page 4 of 7
APPENDIX 3: BANK RECONCILIATION FORM (To be approved by Representative/Deputy Representative) NORWEGIAN CHURCH AID SUDAN PROGRAMME BANK ACCOUNT RECONCILIATION BANK NAME : Byblos Bank Africa ACCOUNT No.: 2000500112002 (NCA # 109700) MONTH : Jun-06 CURRENCY : US $ Dollar DATE: 20-Sep-06 EXCH. RATE: SPECIFICATION AMOUNT (US $) BALANCE PER BANK AS OF 29/6/2006 4,318.08 OUTSTANDING CHEQUES 18/6/2006 109456 Air Handling 1044 21/6/2006 109457 NGO plates 100 21/6/2006 109458 NGO plates 100 1244 DEPOSITS IN TRANSIT 3,074.08 UNRECORDED PAYMENTS 3,074.08 - COLLECTION BY BANK 3,074.08 3,074.08 Management Manual FIN 006 Cash Book and Bank Updates Page 5 of 7
MISCELLANEOUS BOOK (LEDGER) BALANCE AS OF 29/6/2006 3,074.08 CORRECT BANK BALANCE AS OF 29/6/2006 3,074.08 - DIFFERENCE - - PREPARED BY : APPROVED BY: Management Manual FIN 006 Cash Book and Bank Updates Page 6 of 7
APPENDIX 4: PETTY CASH RECONCILIATION FORM Location: KHARTOUM NORWEGIAN CHURCH AID KHARTOUM REGIONAL OFFICE FINANCE OFFICE Opening balance CASH to CASH BOOK CASH BOOK Balance (Ending Balance) Verified Cash Others 0 Difference 0 CASH to BALANCE BALANCE as booked Verified Cash Others 0 Difference 0 Management Manual FIN 006 Cash Book and Bank Updates Page 7 of 7