SADC Financial Regulations Effective 1 April 2013 Regulation  13  -­‐  Controlling  Officer   1. Each Controlling Officer should understand their responsibility for proper financial management and is specifically responsible for ensuring that: a) all expenditure is properly authorised and applied to the specific purposes for which it is appropriated; b) the provisions of these regulations and procedures are complied with; c) all accounts and records relating to the functions and implementation of the budget are properly maintained; d) all necessary precautions are taken to safeguard the collection and custody of SADC resources; e) there is no overspending or over-commitment of funds. A review shall be undertaken each month to ensure that there is no such overspending or overcommitment; f) the receipt of funds is according to approved plans and estimates; g) all expenditure is incurred in accordance with the principles contained in the Procurement Rules & Procedures; h) any information required by any committee of Council is submitted to that committee accurately and promptly; i) reports on the receipts and expenditure of SADC resources against the expected output and indicators are prepared in the format specified and submitted every three months to the Accounting Officer with a copy sent to the DBF; j) an effective system of internal control is followed; and k) all officers under his/her direction are aware of their duties provided for in these regulations and procedures. 2. The responsibility of the Controlling Officer in relation to the financial regulations and procedures cannot be delegated by the Controlling Officer. Only the Accounting Officer can designate alternates for Controlling Officers. Page 26 of 100