Finance Policy

  1. Fund Receipt

 

1.1 Sources of Funds

PROGOTI receives funds from the following sources:

  1. Dollar supported project fund.
  2. Membership fees.
  • Income from short term professional services and consultancy assignments undertaken by PROGOTI.
  1. Grants/Donations received from philanthropic organizationsand individuals.

1.2 PROGOTICore Fund

The following are identified as PROGOTI’s core program:

  1. PROGOTI’s administrative expenses (house rent, utilities, administrative officer, peon).
  2. PROGOTI’s office rent
  3. PROGOTI’s befriending service

Any program coming to PROGOTI must allocate some funds to support this core program.

 

1.3 Signatories to Cheque Books

The President of PROGOTI, Executive Director and its Treasurer will be signatory to PROGOTI’s cheques. Money can be released by the signatures of two signatories. However, any cheque of more than 5,00,000/= will require the signature of the President with other two signatories.

 

1.4 Types of Accounts

The following three types of accounts will be maintained by PROGOTI:

(1) Central Account

All income accrued to PROGOTI will be deposited in the Central Account. The President, Executive Director and Treasurer are authorized to operate the bank account. Two signatures of either of these officials will be required for fund disbursement.

(2) Savings Account

PROGOTI will keep fixed deposit savings account for its trust fund.

(3) Petty Cash Fund

A petty cash fund of 50,000/= is kept to cover payments not exceeding 1,00,000/=. The Accountant/Office Administrator will handle this account and is to be liquidated every two weeks.

The President and/or Treasurer will ensure proper handling of petty cash fund through surprise checks from time to time.

  1. Payment Procedures

2.1 Fund Disbursement

All payments are made either by cheque or cash.

 

2.1.1 Payment by Cheque

(1) Payment for Purchases

Payment against purchases exceeding 5,000/= shall be made by cheque.

2.1.2 Payment for Services Rendered

  1. Payments for Staff Salaries

i . Payment Calendar

Staff salaries are paid within seven days following the completion of the month. Individual a/c payee cheque are to be issued to the employee concerned.

  1. Staff payroll

Staff payroll (salary sheet) is prepared by the Accountant as the basis of payment. The staff payroll contains information on the employees’ basic salary for the month, allowances if any, deductions and net salary payable. The staff payroll is checked by the Treasurer and/or Secretary General and approved for payment by the Executive Director/Coordinator.

iii. Advance Pay

PROGOTI’s employees may take advance payment of up to 3 months (after completion of 3 months probation), if urgently required. The advance must be returned/reimbursed before the end of that particular fiscal year.

For travel purposes, PROGOTI employees shall be given cash advances for expenses covered on official trips.

Request for cash advances/Notes is prepared by the personnel concerned or Departmental Head, recommended by the Coordinator and is approved by the Executive Director.

All cash advances for travel are to be liquidated within a week following the completion of the trip.

  1. Tax Deduction at Source

PROGOTI will deduct tax at source where applicable as per Government rules.

  1. Payment for Contractual Services

Payment for contractual services is done through cheque disbursements. The schedule of payment depends on the Terms of Reference (TOR) agreed upon by the personnel concerned and PROGOTI. Payments are covered by a Request for Payment Form prepared by the accountant and approved by the Executive Director/Coordinator.

 

2.1.3 Procedures for Fund Disbursements

  • All requests for payments are to be made using the appropriate forms.
    • Requests for payments are to be properly substantiated with bills/receipts and essential documents.
    • Requests for payments are prepared by accountant and submitted to Coordinator for checking/recommendation and Executive Director for approval.

 

  1. Policy for Book Keeping and Record Maintenance in PROGOTI

3.1 Book Keeping

The recording system of PROGOTI’s financial transactions allows monitoring bank balances, status of funds receipts and expenditures, and a comparative statement of budget vs. actual expenditure on a regular basis.

PROGOTI finance staff will maintain records of fixed assets, petty cash disbursements, supplies, inventory, the use and maintenance of office equipment.

 

3.2 Accounting

The following sets of financial reports will be prepared by PROGOTI accounts manager:

  1. Quarterly financial reports will be prepared for review by each individual project manager of PROGOTI’s specific projects as well as of its core activities. This quarterly report will be reviewed by the Executive Board of PROGOTI. Financial reports to donors will be submitted as prescribed in the agreement between donors and PROGOTI.
  2. Annual Balance Sheet and Statement of Income and Expenditures will prepared for each fiscal year.

 

  1. Auditing

Books of Accounts of PROGOTI shall be audited annually by an independent auditor appointed by the General Assembly.

PROGOTI may hire internal auditor in order to streamline its accounting systems and procedures.