African Human Rights CLA 2.0

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FINANCIAL REGULATIONS AUGUST 2012 EFFECTIVE DATE 1 APRIL 2013

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Table of contents

CONTENTS2
PREAMBLE2
PRINCIPLES OF SOUND FINANCIAL MANAGEMENT4
CHAPTER 1 –FINANCIAL REGULATIONS6
PART I-‐PURPOSE AND SCOPE2
Regulation 1-‐Purpose and Scope 6
Regulation 2-‐Authority of the Financial Regulations7
Regulation 3-‐Definitions8
Accounting Officer8
Adjustments Budget8
Audit Charter8
Audit Committe8
Budget Committee8
Council8
Controlling Office8
Delegations Register8
Deputy Executive Secretary (Finance and Administration)9
Deputy Executive Secretary (Regional Integration)9
Development Partner” (“DP”)9
Director9
Director of Budget andFinance” (“DBF”)9
Estimates9
Executive Secretary9
Extra Budgetary Expenditure9
Financing Agreement9
Finance Officer9
Financial Year10
Funds10
Fruitless and wasteful expenditure10
Grants10
Gratuity Fund10
Irregular Expenditure10
Imprest Accoun10
Internal Control10
Internal Audit11
In-year Reporting11
Key Result Area (KRA)11
Loan Guarantee11
Management2
Member States11
Overspending including Overcommitting11
Project Management Unit11
Records11
Reporting Currency12
RISDP and SIPO12
Protocol12
SADC12
Shifting of funds12
Supply Chain Management12
Temporary Budget12
The Summit12
Treaty12
Unauthorised Expenditure12
Unforeseen and Unavoidable Expenditure13
Vote13
Virement13
PART II - RESPONSIBILITIES 14
Regulation 4-‐Council 14
Regulation 5-‐Finance Committee15
Regulation 6-‐Finance Sub Committee16
Regulation 7–Audit Committee17
Regulation 8-‐Accounting Officer18
Regulation 9-‐Delegation20
Regulation 10–Management22
Regulation 11–Fiduciary duties of Management and SADC Officials 23
Regulation 12–Director of Budget andFinance24
Regulation 13-‐Controlling Officer26
Regulation 14-‐Internal Auditor27
Regulation 15-‐Project Management Unit28
PART III- FINANCIAL ADMINISTRATION 29
Regulation 16–Establishment and Application of Financial Procedures29
Regulation 17-‐Access to Records30
Regulation 18-‐Critical Date List31
Regulation 19-‐Control of Accountable Documents32
Regulation 20-‐Litigation and Other Contingencies33
Regulation 21–Insurance34
Regulation 22-‐Reserve35
Regulation 23-‐Financial Administration Forms36
Regulation 24-‐Changes, Additions and Modifications37
Regulation 25-‐Financial Misconduct by SADC Officials38
PART IV-‐BUDGET2
Regulation 26–Medium Term Strategic Plan40
Regulation 27-‐Annual Budget Process42
Regulation 28–Funding of Expenditure43
Regulation 29-‐Annual Budget Statement 44
Regulation 30-‐Authority of the Budget Appropriations45
Regulation 31-‐Virement47
Regulation 32-‐Extra-‐Budgetary Expenditure48
Regulation 33–Unforeseen and Unavoidable Expenditure49
Regulation 34–Unauthorised, irregular, Fruitless and wasteful Expenditure50
Regulation 35–Adjustments Budget51
PART V-‐FINANCIAL RESOURCES2
Regulation 36-‐Member States Contributions52
Regulation 37–Development Partner Funds53
Regulation 38–Suspense Account54
Regulation 39-‐Special Funds55
Regulation 40–Other Income56
Regulation 41-‐Doubtful Receivables57
PART VI -‐PROCUREMENT 2
Regulation 42-‐Authority and Thresholdfor Procurement Method58
PART VII -‐FIXED ASSETSAND INVENTORY2
Regulation 43-‐Receipt of Assets 59
Regulation 44-‐Recording and Control of Assets60
Regulation 45-‐Issue of AssetsKept in Inventory61
Regulation 46-‐Disposal of Assets62
Regulation 47-‐Loss of Assets63
PART VIII -‐CASH AND BANK OPERATIONS3
Regulation 48-‐Authority and Thresholds for Payments64
Regulation 49-‐Receipt offunds65
Regulation 50-‐Bank Accounts66
Regulation 51-‐Investments of Funds and Custody of Securities 67
Regulation 52–Advances to projects68
Regulation 53-‐Advance Paymentsfor Goods and Services69
Regulation 54–Payments for goods and services70
Regulation 55-‐Petty Cash Float71
Regulation 56–Imprest72
Regulation 57–Advance for Official Travel73
PART VIX -‐STAFF REMUNERATION AND ALLOWANCES3
Regulation 58-‐Payments of Emoluments74
Regulation59-‐Gratuity Fund75
Regulation 60-‐Loan Fund76
Regulation 61-‐Staff Loan Guarantees77
Regulation 62-‐SalaryAdvance78
Regulation 63-‐Surcharge79
Regulation 64-‐Allowances80
Regulation 65-‐Terminal Payments 81
Regulation 66-‐Insurancefor Staff82
PART X -‐FINANCIAL REPORTING3
Regulation 67-‐Basis of Accounting and Records83
Regulation 68-‐Retention and Disposal of Accounting Records84
Regulation 69-‐Financial Management and Accounting Package85
Regulation 70-‐Chart of Accounts86
Regulation 71–In Year Financial Reporting87
Regulation 72-‐Annual Financial Statements89
Regulation 73-‐Submission of Financial Statements to the Board of Auditors90
Regulation 74-‐Annual Report and Oversight Report91
PART X1 -‐BOARD OF AUDITORS3
Regulation 75-‐Appointment93
Regulation 76-‐Scope of the Audit94
Regulation 77-‐Authority of the Board of Auditors95
Regulation 78-‐Conduct of Audit Function96
Regulation 79-‐Facilitation97
Regulation 80-‐Reporting98
PART XII–ENTRY INTO FORCE 3
Regulation 81–Entry into Force100

56. SADC Financial Regulations 16 August 2012

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56. SADC Financial Regulations 16 August 2012.pdf
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