UPHL DEBTORS MANAGEMENT POLICY

2 nd Dec 2013 UPHL DEBTORS MANAGEMENT POLICY User UPHL DEBTORS MANAGEMENT POLICY

TABLE OF CONTENTS PREAMBLE... 3 Review... 5 1.0 BACKGROUND.5 2.0 DEFINITIONS OF TERMS... 5 3.0 POLICIES AND PROCEDURES... 6 3.1 Debtors Policy and Guidelines... 6 3.2 Purpose.. 6 3.3 Objectives of the debtors policy... 7 4.0 RAISING INVOICES AND CREDIT NOTES... 7 5.0 CREDIT TERMS AND CONDITIONS... 9 6.0 POLICY DETAILS... 9 7.0 DEBTORS RECOVERY PROCEDURE... 10 8.0 Collection Agency... 10 9.0 DOUBTFUL DEBTS... 11 9.1 Bad debts..... 11 9.2 Authorization for writing off bad debts... 11 9.3 International/local debtors... 12 10.0 SCHEDULES AND ATTACHMENTS... 13 Schedule 1 - Raising a Debtor Invoice Pathway... 13 Schedule 2 - Debtor Invoice Collection Action Pathway... 13 Attachment 2 - Request for Extension Not to Send Invoices to Collection Agent... 13 Attachment 3 - Write Offs for Bad Debts Form... 13 Attachment 4 - Monthly Progress Report on Overdue Debtor Invoices > 30 Days... 13 UPHL DEBTORS MANAGEMENT POLICY Page 2

PREAMBLE Uganda Property Holdings Ltd. inevitably needs a debtor s policy given the nature of its investment in properties and its importance to cash flow. The main goal of this policy is to limit receivables ageing to no more than 5% beyond 30 days and bad debts to less than 0.5 % of Revenue collections. At the same time, it will ensure customer satisfaction through flexibility but taking prudent risk without affecting our cash flows. The policy allocates responsibilities to various staff but the overall responsibility lies with the Accounting Officer. Before services are rendered on credit, contractual agreements shall be signed, properly filed and the Tenant s ledger opened. Bills and invoices shall be generated by the 2 nd day after the due date and shall be delivered to Tenants not more than 3 days after the due date. Invoices become overdue 15 days from the date of delivery and all rentals shall be paid a month/quarter in advance depending on terms speculated in the tenancy agreement. For non-compliant tenants, shall be followed up by sending duplicate invoice followed by two reminder letters at time intervals before the matter can be considered for possible legal action. The Board shall have sole authority to write off bad debts. That is after management is satisfied that all avenues have been exhausted before a debt is recommended for write-off. UPHL DEBTORS MANAGEMENT POLICY Page 3

1.0 BACKGROUND Uganda Property Holdings Ltd (UPHL) was established in 1998 by the Government of Uganda to assume ownership (on behalf of Uganda Government) of all domestic and foreign located real estate properties belonging to the Government of Uganda and to manage them sustainably. Cabinet at its 29 th sitting held on May 27 th, 1998 approved ( under MIN. 312 (CT 1998)), that M/S Uganda Property Holdings Ltd. takes over ownership of all domestic and foreign real estate properties abroad belonging to the Uganda Government before the 1998/99 Financial Year. Cabinet approved that the management of all local and foreign real estate properties owned by Government, including those to be acquired in future, be vested with Uganda Property Holdings Limited. Uganda Property Holdings Ltd also has a mandate to carry out real estate investments within and outside the country on behalf of Government. UPHL has a wide base of assets including the following: Five residential houses, thirteen ware houses, two commercial houses and two office blocks in Mombasa; Kenya. Four residential houses in London; United Kingdom. Former Coffee Marketing Board complex in Bugolobi; Silos in Jinja; and Ware houses in Nalukolongo and Tororo. The company has undergone significant transformation since its inception. The main focus of the company is on business development, improved customer service, sound financial management and institutional development. Corporate Vision The corporate vision is to be a vibrant and viable real Estate Enterprise for the Government of Uganda. Mission UPHL mission is to own and sustainably manage Government of Uganda real estate investments. Operational concerns For many years, Uganda Property Holdings Ltd. was unconsciously extending credit services to its tenants but without documented policies and guidelines. A bigger percentage of UPHL revenue is collected in form of debtors. The debtors mainly comprise of outstanding rental UPHL DEBTORS MANAGEMENT POLICY Page 4

income and government refunds. The recoverability of the debts which have been outstanding for a long time is always in doubt. UPHL seeks to put in place measurable performance indicators, credit limits and time lines for collection of accounts receivable. The debtors policy is aimed at instituting guidelines to deal with delinquent customers. Although having a debtors policy reduces flexibility in dealing with customers, considering the level of the company investment in receivables, it is never the less inevitable. It is expected that with the debtors policy in place, collection of receivables should significantly improve and maintenance of debtors records will be streamlined to yield accurate and timely management information. Responsible officer The Accounting Officer is responsible for the implementation and consistent application of this policy. Review This policy will be reviewed from time to time as and when need arises. 2.0 DEFINITIONS OF TERMS The following definitions will apply to terms as used in this policy and procedures: Bad debt. Is an amount owed to a business or individual that is written off by the creditor as a loss if proved to be uncollectible. Bad Debt Write-offs are those debts where all recovery procedures described in this policy have been deployed and exhausted, and the outstanding debts accompanied with a written report and approved by the Board, are considered not recoverable. Credit means the provision of documented rental and other services to the tenants before payment. Credit Notes are documents substantiating adjustments to and cancellations of an invoiced amount. Debtors are all persons, businesses and organisations to which UPHL has provided billable rental services on credit. Doubtful debts are that proportion of total outstanding debtors which through experience is reasonably considered potentially uncollectable. Finance is the UPHL s Finance Department. UPHL DEBTORS MANAGEMENT POLICY Page 5

Officer is a UPHL employee from any country office within UPHL, who is initiating or approving a Debtor invoice or credit note. Online is the process of raising a debtor invoice/credit note or approving a debtor invoice/credit note electronically within the Finance system. Country office includes, but is not limited to departments and branches within the UPHL who provide services to tenants on credit. Outstanding invoices are invoices that have not yet been paid for the rental services provided on credit. Overdue invoices are invoices that have not been paid within the UPHL s standard credit arrangements and in accordance to this policy. UPHL means the company Uganda Property Holdings Limited. Veda is a debt collection letter. 3.0 POLICIES AND PROCEDURES 3.1 Debtors Policy and Guidelines UPHL Ltd is responsible for the operation of the debtors policy and debtor administration. This document provides guidelines and information for UPHL s debtors Policy and management. This policy is to be read in conjunction with related compliance legislation, other business policies and procedures. The policy applies to all cases where UPHL finds itself providing rental services to tenants on credit. 3.2 Purpose To govern the action for the management of UPHL debt within the legal framework of UPHL and to establish a framework that will ensure: Efficient and effective recovery of rental revenue from all UPHL s tenants; Establishment of an effective communication system to all UPHL s country offices, especially in respect to credit control; Provision of efficient and effective rental and other services to UPHL s tenants; and Maintenance of adequate liquidity and cash flows at all times. UPHL DEBTORS MANAGEMENT POLICY Page 6

3.3 Objectives of the debtors policy The objectives of the Debtor management policy are to: Increase the level of compliance with the tenancy agreement on the part of tenants by way of limiting outstanding debt per tenant, debtor and ageing. Intensify debt collection through appropriate rigorous, cost efficient and effective means. Ensure that debt assets inclusive of debts arising by virtue of a service, are adequately monitored, reported and controlled. Maintain high standards for customer service at all times. On the application of the policy, the key principle of debt management is the early detection, reporting and pursuit of all debt. Ensure the policy is applied consistently across all tenants, maintaining ethical, fair and credible administration. Ensure that UPHL staff exercise discretion and apply the policy by ensuring that debtors in similar circumstances are treated equally. They will be responsible for identifying situations where the strict application of the policy would yield undesired results, for example where it would be inconsistent with this policy, unjust or unreasonable. In such cases, the matter is to be referred to management for further direction. Situations which may be considered for referral include, cases which may have substantially detrimental economic and financial impacts on the UPHL business including effects on capital investment. Action which may contradict the intention of the UPHL business vision and / or its Mission and possible impact on its professional standing. 4.0 RAISING INVOICES AND CREDIT NOTES 4.1 Adding or modifying a debtor Before an invoice can be raised, country offices must ensure that the tenant in question exists on the UPHL Finance system. If the tenant does not exist on UPHL Finance system, country offices must create a new tenant in accordance with the User Guide to Creating debtors on Finance system. The creation and approval of new tenants must be effected in accordance with this debtor s policy and through UPHL s Finance system. If email addresses, postal addresses, telephone and fax number debtor modifications are required, an email with the modification details will be forwarded to the Head of Finance as per the user guide and documents must be filed to that effect. UPHL DEBTORS MANAGEMENT POLICY Page 7

4.2 Raising Invoices Online UPHL Country offices are to raise, approve and process all invoices on the UPHL Finance system in accordance with the raising debtor invoice manual Accounts Receivable Invoices are to be approved in accordance with the Accounts Receivable Invoice and Credit Note Authorisation procedures. All debtor invoices are to be raised a month in advance that is before services are provided. This should allow UPHL to lay claim for payment. (The decision pathway to raise an invoice is shown diagrammatically in Schedule 1, Raising a Debtor Invoice Pathway ). 4.3 Request for Part Payments Requests for part payments require a separate invoice for the period in question or in accordance with the payment schedule agreed between the Country offices manager and the tenant. The principle of part payment should not exceed three installments. However, special cases of installment payments may be considered on their merits. 4.4 Raising Credit Notes Where an invoice requires to be cancelled or adjusted, Country offices must process a credit note on the UPHL Finance system in accordance with the finance Manual to raise and approve Credit Notes. Credit Notes are to be approved in accordance with the Accounts Receivable Invoice and Credit Note Authorisation Schedule. Failure to do this may result in collective and disciplinary action being initiated appropriately. 4.5 Documentation Substantiation It is the responsibility of a Country office to maintain all supporting documentation when raising an invoice or credit note for any tenant. As supporting documentation is held by a Country office, all initial enquiries regarding UPHL DEBTORS MANAGEMENT POLICY Page 8

invoices and credit notes will be referred to the Head of Finance for resolution. 5.0 CREDIT TERMS AND CONDITIONS The UPHL s standard credit arrangement with its debtors is that payment will be made in full within 15 days of invoicing. However Country offices are free to make arrangements with debtors for earlier payment of invoices as appropriate. Country offices must not make arrangements with debtors for later payment of invoices on the tenancy agreements without prior approval from the Accounting Officer. The Debtor invoice collection pathway is shown diagrammatically in Schedule 2, Debtor Invoice Collection Action Pathway. 6.0 POLICY DETAILS Debtors must be followed up on a monthly basis by way of telephone, physical inspection and or in writing. Tenants ledgers must be maintained, updated and monitored on a monthly basis. All outstanding arrears and debtor collection reports must be generated and submitted by the seventh day of the month. Debtors shall get the initial letter of outstanding amount and given only two reminders. The third letter will be a Debt Collection letter from the Debt Collector. If the tenant (debtor) enters into a payment plan then they will not be penalised, unless the Tenant defaults on their arrangement, then a penalty is charged immediately. (Need to update arrangement letter to include this clause). This payment plan must be in writing and must be monitored weekly or monthly as per agreement. Tenants will be sent to the debt collector after there is no response from Veda letter, and such action must be approved by the Accounting Officer. If a tenant is to be away, i.e. out of the premises for some time, he/she must give detailed payment arrangement in respect to current and any outstanding debt, showing commitment of how these payments are to be made in compliance with the agreed terms and conditions. Management meeting to be held on a monthly basis and debtor s reports emailed to management for further action. Tenancy agreements must be regularly scrutinized for expiry dates and subsequent renewal UPHL DEBTORS MANAGEMENT POLICY Page 9

if appropriate. If a tenant is renewing a tenancy agreement with an outstanding debt amount, then a statement must be submitted together with the tenant file to the Accounting Officer for follow up and action. 7.0 DEBTORS RECOVERY PROCEDURE 7.1 Collection Cycle The Accounting Officer and finance department will follow the collection cycle below in respect to overdue invoices according to the intervals in the schedule below: Invoice 1 st Reminder Notice given after 15 days. 2 nd Reminder Notice given after 30 days. Debt Collection Letter is issued after 45 days. In the event of all the above recovery measures, UPHL Ltd will take legal action against debtor or the defaulting tenant. 8.0 Collection Agency All action for the collection of outstanding invoices is to be undertaken by Head of Finance. Head of Finance will advise country office of all overdue invoices that have been placed with a debt collector. Head of Finance will also supply country office with information concerning debtors who have had a poor paying history with the company, to minimise the occurrence of debt recovery action. 8.1 Costs of Collection All costs of collection or any legal and associated costs incurred for debt recovery will be charged onto the defaulting tenant. Head of Finance will email the country office updating the current status of the debt in relation to the costs incurred during the collection. If the collection process is successful, all the collection costs will be charged to the country office account. However, where recovery is unsuccessful, the costs will be met by UPHL. 8.2 Country office discussions with Debtors Where, during the debt collection process country offices are contacted directly by UPHL DEBTORS MANAGEMENT POLICY Page 10

debtors seeking additional information or wishing to make arrangements for part payment, these deliberations should be referred directly to the Head of Finance should the account be in the hands of the debt collector. All requests from debtors seeking extended period for payment are to be referred to the Head of finance for action. This is to ensure that a consistent approach is taken across UPHL and that Head of Finance is aware of all relevant details. 8.3 Compliance The Head of Finance is to review, analyse and report monthly to management on invoices with outstanding amounts falling in the 30 days plus category, advising on what action has been taken to date and follow-up action planned. 9.0 DOUBTFUL DEBTS The provision for doubtful debts will be reviewed annually and adjusted to an amount calculated on the basis of the probability of debt collection of each individual debtor. 9.1 Bad debts The identification of bad debt will be considered on a quarterly basis by the Head of Finance. Balances are only to be classified as a bad debt if they meet one or more of the following criteria: The debtor has been declared insolvent. There is sufficient evidence to indicate that, there is little or no likelihood of the debt being recovered. The debtor has passed away and recovery from the deceased s estate is not possible. Debt has been inactive for 3-6 or more years and all avenues have been exhausted by management to collect the outstanding debt. All collection efforts including the use of debt collection agencies have been exhausted. The debt is closed off as recommended by the debt collector. Any other reason the company deems just and fitting to warrant a write -off. 9.2 Authorization for writing off bad debts Management must be satisfied that all avenues for collection of the debt have been fully exhausted before a debt is recommended for write-off. UPHL DEBTORS MANAGEMENT POLICY Page 11

The Head of Finance: Identifies accounts that are justly uncollectible and should be written off. Prepares the write-off of uncollectible debts form. Debtors/Account name Amount of debt. Age of the debt. Methods taken to collect the debt. Reasons why it is uncollectible. Submits the form above accompanied by a covering letter signed by the accounting officer for the Board s consideration and approval. After approval, makes necessary adjustments to relevant accounts. All bad debt write offs must be supported by the Write Off for Bad Debts Form, and substantiated with appropriate documentation. The Write Off for Bad Debts Form and supporting documentation is to be prepared by the Head of Finance. The Head of Finance will then send to Management who will seek approval from the Board of Directors. The Board of Directors has sole authority to write off all un collectible/bad debts. The Write Off for Bad Debt Form is to be filed in debt order by the Head of Finance and retained for audit purposes. In addition the debtor will be deactivated on the Finance System by the Head of Finance and recorded in a register for monitoring purposes. Under no circumstance should a Request to Raise a Credit Note be raised if the debt is bad. The write-off method for outstanding bad debts for more than three years shall be charged from reserves. And the direct write-off method shall be used for amounts considered immaterial. If debts are recovered, after being written off previously, the amounts should be deposited using the Deposit Slip indicating the correct accounting code to ensure correct treatment in the accounting system i.e. bad debts recovered. 9.3 International/local debtors This policy applies to both international and local debtors. UPHL DEBTORS MANAGEMENT POLICY Page 12

10.0 SCHEDULES AND ATTACHMENTS Schedule 1 - Raising a Debtor Invoice Pathway Schedule 2 - Debtor Invoice Collection Action Pathway Attachment 2 - Request for Extension Not to Send Invoices to Collection Agent Attachment 3 - Write Offs for Bad Debts Form Attachment 4 - Monthly Progress Report on Overdue Debtor Invoices > 30 Days Schedule 1 RAISING A DEBTOR INVOICE PATHWAY COUNTRY OFFICE DEBTOR CHECK PREREQUISITES ARE MET. NO ARE PREREQUISITES MET? RAISE & PROCESS INVOICE IN FINANCE ONE IN ACCORDANCE WITH THE INVOICE PROCESSING MANUAL -ACCOUNTS RECEIVABLE. PRINT/EMAIL INVOICE RAISING A DEBTORS INVOICE PATHWAY DEBTOR INVOICE UPHL DEBTORS MANAGEMENT POLICY Page 13

FINANCE DEBTOR INVOICE COLLECTION ACTION PATHWAY Schedule 2 COUNTRY OFFICE DEBTOR DEBT COLLECTOR PERFORM MONTH END RECONCILIATION PRINT REMINDER LETTERS REMINDER LETTER NO DOES OVERDUE INVOICE BELONG TO AN INTERNATIONAL DEBTOR? REMINDER LETTER FORWARD TO DEBTORS? REMINDER LETTER FILE NO EMAIL TO ADVISE COMPLETION OF MONTH END PROCESSING PRINT OUTSTANDING DEBTOR INVOICE BY DEPT OUTSTANDING DEBTOR INVOICE BY DEPT REVIEW AND TAKE APPROPRIATE ACTION REVIEW AND PROGRESS COMPLETE DOES OVERDUE INVOICE TAKE MONTHLY REPORT BELONG TO AN APPROPRIATE PROGRESS INTERNATIONAL DEBTOR? ACTION REPORT NO AGREE TO NO ASK FOR EXTENTION SEND TO NOT TO SEND OVERDUE COLLECTION INVOICES >60 DAYS TO AGENCY DEBT COLLECTOR? REQUEST FOR EXTENTION NOT TO COMPLETE & EMAIL REQUEST REVIEW SEND TO COLLECTION FOR EXTENTION NOT TO SEND TO AND REPLY AGENCY FORM COLLECTION AGENCY FORM AMEND APPROVE? NO AMEND? NO AGREE TO SEND TO DEBT COLLECTOR. FILE UPHL DEBTORS MANAGEMENT POLICY Page 14

FINANCE COUNTRY OFFICE DEBTOR COLLECTION AGENCY REVIEW OVERDUE INVOICE > 30 DAYS IS OVERDUE AMOUNT <.5M AND OVERDUE >60 DAYS? CANCEL/ REVERSE AGAINST TENANT. NO INFORM TENANT MAY DO OWN FOLLOW UP ACTION DOES OVERDUE INVOICE BELONG TO AN INTERNATIONAL DEBTOR? NO REVIEW PROGRESS REPORT SENT BY ORG UNIT AND TAKE APPROPRIATE ACTION HAS REQUEST FOR EXTENTION AND PAYMENT PLAN FORM BEEN APPROVED? HAS EXTENDED DATE EXPIRED? NO NO SEND OVERDUE INVOICE TO COLLECTION AGENCY TAKE NO ACTION COLLECTION ACTION INFORM TENANT FILE OR FOLLOW UP DEBTORS INVOICE COLLECTION ACTION PATHWAY SCHEDULE 2.VSD UPHL DEBTORS MANAGEMENT POLICY Page 15

UGANDA PROPERTY HOLDINGS LIMITED Attachment 1 REQUEST FOR EXTENSION AND PAYMENT PLAN FORM I request an extension of time before placing the following invoices into the hands of the collection agency, according to the Tenancy Agreement. DEBTOR NAME: INVOICE NO INVOICE DATE INVOICE AMOUNT EXPECTED AMOUNT AMOUNT PAID OUTSTANDING PAYMENT DATE TOTALS REASON FOR EXTENSION: REQUESTED BY: TENANT: NAME: SIGNATURE: CONTACT NO: DATE: FINANCE USE ONLY APPROVED BY: NAME: SIGNATURE: REASON FOR NON APPROVAL: DATE: SUGGESTION: UPHL DEBTORS MANAGEMENT POLICY Page 16

UGANDA PROPERTY HOLDINGS LIMITED WRITE OFFS FOR BAD DEBTS ACCOUNTS RECEIVABLE Attachment 3 INVOICE INVOICE DEBTOR AS AT DEBTORS NAME WRITE OFF COST CENTER TENANT COMMENTS DATE NUMBER CODE AMOUNT ACCOUNT CODE ACCOUNT CODE TOTAL WRITE OFF Prepared by: Cleared by: Approved by:....... Accounting Officer Accountant Head of Finance Date: Date: Date: UPHL DEBTORS MANAGEMENT POLICY Page 17

UGANDA PROPERTY HOLDINGS LIMTED MONTHLY PROGRESS REPORT ON OVERDUE DEBTOR INVOICES > 30 DAYS Attachment 4 AS AT BRANCH.. DEBTOR DEBTOR INVOICE INVOICE O/S REASON FOR ACTION TAKEN. EXPECTED CODE NAME NUMBER DATE AMOUNT OVERDUE PAYMENT DATE Prepared by: Designation: Signature: Date: The completed form needs to be emailed by the 15 th of the month to the Head of Finance. UPHL DEBTORS MANAGEMENT POLICY Page 18

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