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Guidelines on Financial & Procurement Systems for Ngos/Cbos

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Guidelines on Financial & Procurement Systems for Ngos/Cbos
NATIONAL AIDS CONTROL
ORGANIZATION

Guidelines
On Financial &
Procurement Systems for
NGOs/CBOs

PART - II

MINISTRY OF HEALTH & FAMILY
WELFARE
th
9 floor, Chandralok Building,
36, Janpath, New Delhi - 110 001
10th APRIL 2007

92

GUIDELINES ON FINANCIAL & PROCUREMENT SYSTEMS FOR NGOs/CBOs

BACK GROUND
Constitution & Structure
Financial Year

STANDARDS TO BE MAINTAINED
General
Activity Based Accounting

Organisational Issues
PROCEDURES

ACCOUNTING PROCEDURES
Maintaining Accounting trail
CASH
•
•
•
•
•

Cash Account and Transactions
Daily Cash Balance
Withdrawal of Cash from Bank
Cash Payments
Cash Verification

ADVANCES

• Cash Advances
•
•

Settling of advances
Obtaining a refund from Accounts

OPERATING OF BANK ACCOUNTS
• Bank Account
• Authorised Signatories
• Authority to Sign

93

•
•
•
•
•

Closing of Bank Accounts
Bank Transactions
Bank Receipts
Bank Payments
Bank Reconciliation Statement

INVOICE VALIDATION
• Information a voucher should have
• Checks to be done before passing a voucher for payment
• Supporting document for vouchers

MAINTAINING A CASH BOOK
RECORDING IN THE LEDGER
JOURNALISING
ACCOUNTING

• Receipts and Payment account

• Preparation of the Final Accounts
• Computerized accounts
PURCHASING, STOCK & INVENTORY
PURCHASING
• Identifying the supplier
• Control objectives
• General procedures
• Purchasing Capitals Assets
• Stock Records
FINANCIAL PLANNING & BUDGETING

PLANNING
Budgets & Approvals

94

Budget Management
• While planning the financials
• Interest Income
REPORTS
Monthly Accounts
Internal Control Measures
Management Information Report

•

Financial Management Monitoring & Evaluation

Documentation
• Record Keeping – Finance

LEGAL & STATUTORY MATTERS
Income Tax – TDS:
Deeds and Agreements:
Legal Representation:
FCRA /FEMA
PROFESSIONAL TAX

95

BACK GROUND
Introduction

This manual is to serve as a
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