FINANCIAL ADMINISTRATION AND AUDIT
THE FINANCIAL ADMINISTRATION AND AUDIT ACT
REGULATIONS
(under sections 8, 14(3), 24A(3), 35, 39, 40 and 50(1) )
(Made by the Minister on the 17th day of February, 201 1) L.N. ~ ~ " A I ~ O I I
PART I. Preliminary
1. These Regulations may be cited as the Financial Management CiutiOn.
Regulations, 20 1 1.
2. In this Regulations, unless the context otherwise requires- Inte~mation
"appropriation-in-aid" means any revenue which a department collects
in the ordinary course of businQs which have been approved .by
Parliament to be used by the department;
"automated communications devicenmeans a computer programme or
an electronic or other automated device used to initiate or
respond to electronic communications in whole or in part, without
review or action by an individual;
"budget call" means written instructions issued by the Financial
Secretary to departments for the submission of proposals for their
budgets, corporate plans and operational plans in respect of the
ensuing financial year, ---__
"certify~authority!~means the public body that issues electronic
--\ certificates; -.. --__
I--
----.-
"data" includes- 1-
(a) any material stored, in whatever form, in an electronic
communication system;
(b) the whole or part of a computer programme; and
(c) a representation suitable for processing in an elec-
tronic communications system;
. .
"electronic" means relating to technology having electrical, digital,
magnetic, wireless, optical, electromagnetic or similar capabili-
ties, and references to carrying out any act "electronically" shall
be similarly construed;
"electronic certificate" means any record that-
(a) identifies the person or body that issues it;
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THE FINANCML MANAGEMENT REGULATIONS, 201 1
(b) names or otherwise identifies the signatory or a device
(including an .automated communications device) ,under
the control of the signatory;
(c) specifies its operational period;
(4 is digitally signed by the person or body that issues it;
(e) contains a public key that corresponds to a private key
under the control of the originator of the electronic
document to which the certificate relates; and
u> specifies any other matter required to be specified under
these Regulations;
"electronic document" means information that is created, generated,
communicated, stored, displayed or processed , by electronic
means;
"electronic communications system" means a system for creating, gen-
erating, sending, receiving, storing, displaying or otherwise
processing electronic documents or data;
"electronic information" includes data, text, images, videos, sounds,
codes, computer programmes, software and databases;
'Lelectronic record" means a record created, 'stored, generated,
received, or communicated by electronic means;
"electronic signature" means information that-
(a) is contained in, attached to or logically associated with
an electronic document; and
(b) is used by a signatory to indicate his adoption of the
content of that document, but does not include any
signature produced by a facsimile machine or by an
electronic scanning device;
"Government property" means land, buildings, furniture; equipment,
fixtures, inventory, stores, supplies, artifa'cts and other assets,
both tangible and intangible, owned by the Government;
"official receipt" means a receipt prescribed by the Financial Secretary
for the collection of public funds;
"performance reports" means reports designed to provide information
on the achievement of performance targets;
I
"Principal Receiver of Revenue" means any officer charged with the 1
duties and responsibilities for collecting and accounting for I
revenue;
"private key" means an encryption or decryption value known only to 1
the party or parties that exchange secret messages;
i
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 1 . . ,
"public key" means a value provided by some authority to enable
encrypted messages to be electronically transmitted and ex-
changed-securely when combined with a private key;
"signatory (electronic)" means a person who by means of an encrypted
signature creation device has (whether acting himself or through
another person, or an automated communications device, acting
on his behalf) affix his encrypted signature to an electronic docu-
ment;
"supplementary estimates" means revision to the original ,approved
budget passed by the Houses of Parliament;
"trafic data" means information about the communication of data
using an electronic communications system, including the-
(a) number and kind of communications;
(b) origin of the communication;
(c) destination of the communication;
(4 time when the communication was sent; and
(e) time when the communication was received;
"Treasury deposits" means funds held by the Accountant-General
pending repayment or application to the purposes for which they
were deposited as established by law or otherwise or any other
deposits of which the Accountant-General is the custodian (other
than Trust Funds or the balances of the Consolidated Fund and
the Contingencies Fund).
3 4 1) These Regulations apply to all departments.
(2) Reference in these Regulations to a depamnent includes a
Ministry and, except where the context otherwise requires, a-public body
which is designated as an Executive Agency pursuant to the Executive
Agencies Act and any other public body.
PART 11. Management ofthe Consolidated Fund
4. The establishment or closure of a Consolidated Fund Subsidiary Bank
Account shall be approved by the FinaJicial Secretary.
5.-(1) The books of account of the Consolidated Fund shall be
maintained by the Accountant-General on a double entry basis and in accord-
ance with the accounting policies and standards prescribed by the Financial
SecreCary.
/
(2) A cash book or ledger account shall be maintained for each Con-
'solidated Fund Bank Account and shall be reconciled at least once per
month.
Application
Erubli~hmm
ad chave of
Consolidatled
Fund S u b u d i
Bu* ACaumI.
Co~l i i t led
Fund Boob of
Aoooum.
iaclusi of chis page 6 d m r k d by LN. 9SROI31
Bank md 0 t h
charges on
Consolidated
Fund Opcruiona
W n d of
T m w y dcpmiits
paid u, Gwmoli-
&Id Fmd.
I
THE FINANCIAL MANAGEMENT REGULATIONS, 201 1
Withdrawal nlrn
C0noolldated
Fund
Accarmun-
Gfnml to
r m m l n a
Traswy Depoeit
h r n
(3) Cash books and ledger accounts for Consolidated Fund External
Accounts and Consolidated Fund Foreign Currency Accounts shall be
maintained in the relevant foreign currencies along with the Jamaican dollar
equivalent based on the daily Bank of Jamaica's weighted average rate of
exchange.
(4) Foreign exchange differences incurred between the standard
rate of exchange and the actual rate of exchange shall be transferred to a
Foreign Exchange Adjustment Account in the books of accounts of the Con-
solidated Fund.
(5) The Foreign Exchange Adjustment Account shall form a part of
the assets and liabilities of the Consolidated Fund and shall be disposed of
in a manner approved by the Minister.
6. Bank and other charges on any Consolidated Fund Bank Account
shall be paid from an appropriation under the control of the Account-
General.
7. Withdrawals from the Consolidated Fund shall not exceed the limit
set by the warrant.
Treasury Deposits
8. The Accountant-General shall maintain a deposit account referred to
as "the Treasury Deposits Account" in which shall be deposited all funds
which are held for payment to a third party or for purposes stipulated by the
depositor or for any other purposes prescribed by law or by the Financial
Secretary.
9. Unclaimed funds held on Treasury deposits for a period of six years
shall be paid to the Consolidated Fund.
10. Where any person entitled to a deposit which has been paid over
to the Consolidated Fund, subsequently proves, to the satisfaction of the
Financial Secretary, his claim to that deposit, the Financial Secretary shall
thereupon approve a refund by the Accountant-General of the amount to
that person.
PART IIA. Preparation and Submission of Annual fitimates I
11.-(1) The accounting officer shall ensure that the draft estimates /
relating to his department are prepared in conformity with these Regulations. ,
I
(2) The accounting officer is responsible, in particular, for ensuring
that--
(a) all services which can be reasonably foreseen are included in the
e s h a t p and that they are within the capacity-of his department
during the financial year;
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THE FINANCIAL MANAGEMENT REGULATIONS, 2011 2.05
(b) the estimates have been prepared as completely and accurately as
possible;
(c) the estimates have been framed with due regard to economy and
efficiency;
(4 the requisite authority has been obtained, where necessary, before
provision is made in the estimates; and
(e) estimates are submitted in due time and in proper form.
0 12.--(I) The Financial Secretary shall issue a directive known as a Budgetcall
"Budget Call" no later than November 30th of each year.
(2) The Budget Call shall require every department to submit in
, respect of the upcoming financial year, its-
(a) corporate plan;
(b) operation plan;
(c) procurement plan;
(4 expenditure and revenue budgets;
(e) cash flow forecast;
V) Permanent Secretary's memorandum; and
(g) any other document prescribed by the Financial Secretary.
13. The corporate plan shall be- Corporate Plan
(a) realistic;
(b) guided by the medium term socio-economic plan of the Govern-
ment;
(c) aligned within the priority policy objectives of Cabinet; and
(4 developed within available resources.
14. The Permanent Secretary's memorandum on the budget proposal Permanent
shall include- Secretary's budget memo-
randum.
(a) a policy and programme direction for the upcoming year;
(b) a report on the current year's performance;
(c) an indication of the priority programmes for the upcoming year;
(4 an indication of the extent to which the ministry will be ,able to
fulfill its mandate and objectives in the context of the expenditure
parameters; and
(e) priority programmes which might be affected by expenditure
limits and the implications on the ministry's performance.
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T H E FINANCIAL MANAGEMENT REGULATIONS. 201 I
U a n a r t o k
taken into am-
sideration when
anmata.
Appmpriation-in-
aid.
15. In preparing the estimates, special attention shall be given t+
(a) the compensation of employees, which should accurately reflect
the minimum staff required to effectively deliver the organiza-
tion's programmes within the available resources;
(6) full details of the allocation requested for consultancy payments
and contract officers, showing the purpose of these services, con-
tract period and annual cost; and
(c) unpaid bills at the end of the current year which shall be carried
forward to the upcoming year and be a first charge on the approved
budget of that year.
16. The Minister may, in writing, direct that any revenues received by an
accounting officer by way of fee, penalty, and proceeds of sale or by way of
extra or unusual receipt shall be included as an appropriation-in-aid in the
annual estimates of expenditure.
17. Draft budgets and plans submitted to the Financial Secretary by a
department shall be prepared and submitted under the signature of the
accounting officer.
Vote-On-Account
18 .41 ) Accounting officers shall upon the passing of the vote-on-
account by resolution of the House of Representatives make the necessary
entries in their books in respect of the amounts approved.
(2) Upon passing of the Appropriation Bill, accounting officers
shall reverse the Vote-On-Account entries in their books and replace the
entries with the approved vote.
Supplementary Estimates
19 .41 ) In cases where services were not contemplated when the esti-
mates were presented and approved, or where a temporary advance from the
Contingencies Fund was sanctioned by the Minister of Finance, Parliamen-
tary approval shall be sought at the earliest opportunity by way of a
supplementary estimate.
(2) Notwithstanding the Parliamentary approval of the vote,
expenditure shall be controlled by the warrant instrument which regulates
such expenditure and by a proper system of commitment planning and
control established and maintained by the accounting officer.
20. Accounting officers shall, upon the request of the Financial
Secretary, submit proposals for adjustments to the voted provision to be
incorporated in supplementary estimates.
Virement
2 1 . 4 1) Where circumstances arise in which the operating requirements
of a department make it necessary to rearrange or reallocate the budget
provision for programmes, activities, sub-activities, objects within the ambit
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THE FINANCIAL MNAGEMENT REGULATIONS. 201 1
of a single head, savings under one or more classifications may subject to
the prior approval of the Financial Secretary be utilized to provide for
additional expenditure under other classifications without affecting the total
funds to be disbursed fiom the head.
(2) Re-arrangement or reallocation of budget provision under para-
graph (1) (hereinafter referred to as virement may be approved as follows- -
(a) pursuant to sdction 19A(2) of the Act, the Minister may authorize
virements within a head of estimates;
(6) subject to the authority given by the Minister the Financial
Secietary may issue instructions on particular provisions fiom
which virements will be restricted;
(c) no expenditure shall-
(i) be reallocated to any new service not provided for. by the
Appropriation ACT; or
(ii) exceed the aggregate sums provided for such services.
(3) All virements shall be incorporated in the supplementary esti-
mates.
22. The Minister may delegate to accounting officers the authority vue 2 s ~
wider specified terms and conditions. rity to vim.
PART 111. Administration Accounting Oficers
23. Accounting officer upon receipt of a Letter of Appoinhnent as t f z -
accounting oficer in the form set out in Schedule B shall signify acceptance memby
of the .appointment by signing and submitting a copy of the letter to the E"8
Minister.
24. Acting Permanent Secretaries and designated public officers may be ~rmporary
eppoim-
appointed accounting officer by the Minister on a temporary basis. mat of
a&ng
officcrs
Accountable Wcers
25.-(1) Accounting officers shall appoint public officers in their ~ ~ p o i m m t
of ormumable
departments as accountable officers based on their functions in accordance &-,
with section 24F of the Act.
(2) An appointment as an accountable officer shall be in writing in
the form set out in Schedule C.
26.-( 1) Accountable officer shall signify acceptance of the appointment of
by signing and submitting a copy of the appointment letter to the accounting zLy by
officer. ~ffi~en
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 I
Register of
awuntable
officers.
T-~Y
Single Bank
- Account.
E I m n i c
bank slatanems
Bank recon-
ciliation.
Assignment
of offlcaa
to tolled
mncy.
h e of official
receipt%
Reariaion
on issue or
printiw or
roceiptromu
or boob
1
(2) A copy of the letter shall be submitted to the Financial
Secretary.
27 .41) Accounting officers shall maintain a register of all accountable
officers in their departments.
(2) A list of all appointed accountable officers and their positions
shall be submitted to the Financial Secretary within thirty days following the
end of each financial year.
Oflcial Bank Accounts
28.-41) Under the Central Treasury Management Systems, Government
shall operate a Treasury Single Bank Account for its operations.
(2) Notwithstanding paragraph (I), the Financial Secretary in special
circumstances may approve bank accounts to be operated by departments.
29. Electronic bank statements may be used to reconcile monthly bank
accounts.
30 .41) Accounting and accountable officers shall ensure that official
bank accounts are not overdrawn.
(2) Accounting and accountable officers may be surcharged for-
(a) any deficiency or loss resulting from failure to reconcile official
bank accounts within the prescribed period;
(b) the interest charges on any overdrawn official bank account where
no prior written approval was granted by the Financial Secretary in ,
respect of such overdraft.
(3) The Financial Secretary shall prescribe the procedures for the
opening and closing of official bank accounts.
Collection of Public Monies
31. An accountable officer shall not assign the duty of collecting public
moneys to any person other than a permanently appointed officer, except in
exceptional circumstances where written approval is given by the accounting
officer.
32. Except where otherwise provided, officers collecting public funds
shall issue official receipts on the form prescribed or approved by the
Financial Secretary for all sums collected.
33.41) A public officer shall not issue or print any form of receipt to be
used as an official receipt without the prior written approval of the Financial
Secretary.
(2) A person who contravenes paragraph (1) commits an offence
and is liable on summary conviction in a Resident Magistrate's Court to a
line not exceeding two hundred thousand dollars or to impriso~lent for a
term not exceeding twelve months or to both such fine and imprisonment. '
THE FINANCIAL MANAGEMENT REGULATIONS, 2011 2.09
34. Receipts shall be issued at the time of payment, and in no I S ~ C O ~
receipts. circumstances, shall the issue of receipts be delayed or unofficial receipts
used.
35.-(1) Receipts may be in the form of an electronic document Computer-
generated
produced by an electronic communications system. receipts.
(2) Departments shall seek the prior approval of the Financial
Secretary for the use of computer-generated receipts.
(3) Principal Receivers of Revenues and other accountable officers
shall be responsible for the adecluacy of the internal control procedures
established for the use of computer generated receipts.
36.-(1) Revenues and other receipt of public funds may be collected Receiptof
public
through debit and credit cards issued by locally licensed financial institutions moniesusing
provided that the sum to be paid is the minimum amount prescribed by the E':;?
Financial Secretary.
(2) Principal Receivers of Revenues and other accountable officers
shall ensure that for all amounts credited directly to the revenue or any other
official bank accounts-
(a) the source and purpose of the amount is identified;
(b) an electronic document or other appropriate forfn of advice is sub-
mitted promptly to the payer notifying the amount received; and
(c) the appropriate accounting entries are made in the department's
records to reflect the amount received.
37. Heads of departments shall cause to be exhibited in every office Notices
regarding
where public moneys are received, notices that an official receipt shall be monicspaidto
obtained by the payer for any sum of money paid to the Government. Government.
38. Accounting and accountable officers collecting money shall not make Payment fiom
any payment from revenues collected without the prior approval of the """"
Financial Secretary except for authorized refunds and drawbacks.
39. The Minister shall authorize the Financial Secretary to issue instruc- hawbacks
tions to Principal Receivers of Revenue regarding refunds and drawbacks and *funds.
from revenues collected.
40. The Financial Secretary upon approval granted by the Minister in Appropria-
accordance with section 8 of the Act may allow departments to use revenues
collected or portion thereof to defray expenditure (referred to as
"appropriation-in-aid").
41. Principal Receivers of Revenue and accounting officers shall- Raponsibi-
lily o f
(a) collect and account for revenues and other public monies within ~ ~ i ~ ~ o f
their control in accordance with such instructions as may be issued R m m .
by the Financial Secretary; and
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 I
(b) ensure that all revenue is collected without delay and shall inform
the Financial Secretary of any significant shortfall in collections
or difficulties in collections or, of any important trends in the
receipt of revenue which may become apparent.
42.-(1) Principal Receivers of Revenue shall keep such registers and
other records manual or electronic as prescribed by the Financial Secretary,
which shall enable them to supervise efficiently the collection of revenue
for which they are responsible and to provide the relevant financial state-
ments.
(2) Accounting officers and Principal Receivers of Revenue shall
ensure that, all revenues due in a financial year is collected within that year
and all arrears is collected within the time specified by the Financial
Secretary.
(3) Public moneys shall not be used in an unauthorized manner.
(4) A public officer shall not advance, lend, or otherwise use for his
own purposes any sum collected for which he is accountable.
43.-(1) An accountable officer shall not accept a cheque as payment of
public moneys unless the cheque is certified or drawn by a commercial bank
licensed under the Banking Act or a financial institution licensed under the
Financial Institution Act.
(2) The Financial Secretary may issue instructions regarding the
conditions for the acceptance of uncertified cheques'and the treatment of dis-
honoured cheques.
44.-(1) Subject to regulation 43, an accountable officer who receives
public moneys shall lodge the amounts collected daily, or, at the earliest
possible opportunity into the relevant official bank account.
(2) The amount lodged shall be in excess of the total costs asso-
ciated with making the lodgement, except at the close of the month where all
amounts received shall be lodged in the month of receipt.
Security and Custoafy of Public Monies
45. It is the responsibility of every accounting officer to ensure that
adequate arrangements are made for the safe custody and preservation of
public monies, stamps, tickets, securities, stores, equipment or anything else
of value which either belongs to Government or though not belonging to
Government is kept in its permanent or temporary custody.
46.-(1) The Financial Secretary shall issue instructions regarding the
security and custody of public moneys.
(2) An accountable officer who fails to perform his functions under
regulation 45 is liable to surcharge in the amount of the loss incurred by the
Government.
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 I 2.1 1
Payment or Public Moneys
47. Unless authorized by law or by resolution of the House of Represen- Authority
for payment of
tatives, no payment of public moneys shall be made as a charge against the pub,icmoneys.
Consolidated Fund.
48.-(1) Accounting and accountable officers shall ensure that there Responsibi-
exists a proper system of internal control and adequate authority for dis- ~ ~ ~ ~ n , ,
bursements of all public funds.
(2) Any office; directing, allowing or making any unauthorized
disbursement shall be held personally responsible for the amount, and any
officer whose duties require him ,to prepare, submit or check amounts, shall
be similarly held responsible for any inaccuracies in those accounts.
49.-(1) Accounting officers shall settle payments by their departments settlementof
for all goods and services received from other departments, public bodies, wyments.
individuals and private institutions out of the monthly warrant issued for the
purpose, within a period of thirty days of their receipt.
(2) Where the amount authorize by warrant is sufficient and a delay
in payment is caused by the negligence of an officer resulting in loss,
damage, or the payment of interest or a penalty, the Financial Secretary may
impose surcharge in accordance with section 20 of the Act.
50. A public officer shall not commit the Government to any expend- g 2 i l m e n l o f
iture, unless the officer-
(a) is authorized to do so in his letter of appointment as an account-
able officer; and
(b) has been advised, in writing, by the relevant accountable officer
that funds are available for the specific purpose.
51. A public officer who fails to comply with regulation 50 is liable to a surcharge for
unauthoriied
surcharge of a sum equal to the amount of the unauthorized payment. payments.
52. Certification and authorization of payment vouchers shall be carried ,"$fi;;;;nmd
out by an officer other than the officer contracting for the goods or services ofpayments,
to which the payment relates.
53. Where a service is undertaken by a department, the price and other Tennsand
conditions terms and conditions of the service shall be- for provision or
service to be
, (a) clearly understood and agreed upon prior to implementation; and asr*.
(b) in writing.
54. Accountable officers shall remit all statutory and other authorized Paymentof
deduction fiom employees' earnings and from contract or other payments to ig:xns
the recipient organization within five working days of the effective date of
the deductions or in accordance with the time stipulated by the enactment or
power b d e r which the deductions are made whichever is earlier.
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THE FINANCIAL MANAGEMENT REGULATIONS. 2011
Penalty for
failure to remit
deductions
Payment of
salaries and
allowances
on expiration
of leave.
Electronic
payments.
Government
funded credit
cards.
Procedure for
requming u x
of official credit
card.
U x of official
credit cards.
Official credit
card limit.
55. An accountable officer who contravenes regulation 54 is liable to sur-
charge for any penalty or costs accruing to Government as a consequence of
such failure or to disciplinary proceedings in accordance with the Public
Service Regulations.
56. Salaries and allowances shall not be paid beyond the date of expira-
tion of vacation leave. Written resumption letters shall be presented for the
continued payment of salaries and allowances.
57.-(1) The Accountant-General shall be responsible for making pay-
ments electronically for all departments upon their request through the
Treasury Single Account.
(2) In special circumstances approved by the Financial Secretary,
electronic payments may be done by departments from designated bank
accounts.
(3) Electronic transfers shall not be done unless the requisite funds
are available in the relevant official bank account.
(4) Officers effecting electronic transfer payments shall be sur-
charged for any overdraft caused by these payments.
(5) The surcharge shall be for the amount of the interest, fees and
any other charges incidental to or arising from the overdraft.
Electronic Payment by Oficial Credit Card
58. The acquisition of Government funded credit cards (hereinafter
called "official credit cards") for use both locally and overseas by Permanent
Secretaries, Heads of Department and Chief Executive Officers of public
bodies, requires the prior written approval of the Financial Secretary.
59. The request for the use of an official credit card by a public body
shall be submitted to the Financial Secretary through the accounting officer
of the public body's portfolio ministry.
60. Official credit cards shall to be used for private, and personal
expenses but shall be used on official business-
(a) to meet unforeseen and unavoidable expenses; and
(b) in circumstances in which credit cards are the preferred method of
payment by the vendor.
61.-(1) The limit approved on official credit cards by the Financial
Secretary shall not be exceeded unless prior and written approval is given by
the Financial Secretary.
(2) The Financial Secretary shall give written instructions on the
general use and operation of official credit cards.
(3) Expenses from official credit cards shall be kept at a minimum.
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THE FINANCIAL MANAGEMENT REGULATIONS, 2011 2.13
(4) Instances of extravagance or deviation from the approved guide-
lines for use of official credit cards, shall be brought to the attention of the
relevant accounting officer and the Financial Secretary immediately.
(5) Where a public official is found to be extravagant or deviates
from the approved guidelines for use of official credit cards, the authorization
for the continued use of the card shall be reviewed.
62.- 1) The use of an official credit card shall be suspended when- suspensio~
transfer and
(a) the cardholder is on vacation leave for more than five days; or terminat~on of card
(b) so directed by the accounting officer.
(2) The credit card company shall be instructed promptly to execute
this suspension.
(3) The Financial Secretary shall be informed promptly of all sus-
pensions of the use of official credit cards and the reason for suspension.
(4) An official credit card shall not be transferable.
( 5 ) All official credit cards shall be terminated immediately when
the authorized cardholder-
(a) dies;
(b) is declared bankrupt or mentally unsound;
(c) is interdicted by the Public Services Commission;
(d) is convicted of a criminal offence; and
(e) retires, resigns, dismissed, or separated from ofice in any other
way.
Accounting for Public Moneys
63. The Financial Secretary shall prescribe the accounting policies, Awunfing
methods and standards to be used by departments. standards. methods and
64. Where the Financial Secretary directs that the accrual. accounting A C C ~ I
system be adopted, this shall be done in accordance with the International """""'.
Public Sector Accounting Standards (IPSAS) or the International Financial
Reporting Standard (IFRS), whichever is relevant.
65.+1) The Financial Secretary shall authorize the use of a standard Accounting
software
accounting software package to be used in the public sector and may, in P , ~ ,
exceptional cases, authorize specific public bodies to use other accounting
software packages that are compatible with the standard requirement for
public sector accounting.
(2) The Financial Secretary shall prescribe instructions for the
following-
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THE FlNANClAL MANAGEMENTREGULATIONS, 201 1
(a) the operation of the accounting software package or system;
(6) the operation of the Central Treasury Management System;
(c) the operation of the Treasury Single Account System; and
(6) the operation of any other relevant accounting system.
(3) The accounts of Government shall be complete, relevant and
current in accordance with the standard and guidelines prescribed by the
Financial Secretary.
(4) The accounts shall be maintained to reflect expendihres in
accordance with the amounts approved under the respective heads of esti- -
mates as embodied by the Appropriation Act.
(5) Accounting officers shall be directly and personally responsible
for all expenditure charged under the votes which he administers, and shall
be accountable to Parliament.
(6) Accounting officers shall establish a system appropriate to the
needs of his department and provide for the assignment of duties and res-
ponsibilities by instructions issued under section 24F of the Act.
(7) The Accounting Officer shall have such other functions in con-
nection with the accounting for and control of public money as may be
assigned to such accounting officers by, or under the Act or any other enact-
ment. ,
(8) The Financial Secretary shall be responsible for-
(a) the continuous improvement of financial and accounting systems
in departments; and
(6) ensuring that the mechanism for the collection of and accounting
for public moneys is satisfactory in principles and complied with
in practice.
itnmrlon 6 6 . 4 1 ) Amounts deducted under a contract and withheld as retention
moneys moneys shall be placed in a separate bank account authorized by the Finan-
cial Secretary.
(2) Funds held on retention shall not be utilized for any purpose
other than refunding the contractor upon certification of satisfactory comple-
tion of the work.
Forelgn - 6 7 . 4 1 ) Subject to paragraph (2), a transaction in a foreign currency -
,,,,on shall be reflected in Jamaican dollars based on the actual exchange rate at the
time of the transaction.
(2) Where this is not applicable the exchange rate to be used shall
be the weighted average rate of exchange reported by the Bank of Jamaica at
the time of the transaction.
(3) The Financial Secretary shall prescribe the treatment of gains
and losses arising fiom the changes in the rate of exchange.
[The inclusion of this page i s authorized - by LN. 95120131 I
. . , -
THE FINANCIAL MANAGEMENT REGULATIONS. 201 1 2.15
PART IV. Financial Reports
68. The Financial Secretary shall prescribe guidelines for preparation and Financial
presentation of monthly, quarterly, annual .and other financial reports to be
submitted by accounting officers to the Auditor-General and the Financial
Secretary.
69. The Financial Secretary shall prescribe guidelines for preparation and Financial
presentation of monthly, quarterly, annual and other financial reports to be
submitted by PrinOcipal Receivers of Revenue to the Auditor-General and the rc;zof
Financial Secretqry.
70. The deadlines for the submission of financial statements shall be as Deadlinesfor
follows- submission of financial
n m m r n s
(a) annual financial statements, four months following the end of the
financial year;
(b) quarterly financial statements, within fourteen working days of the
subsequent quarter; and
(c) monthly financial, statements within fourteen working days of the
subsequent month.
71.~1) Accounting officers, Principal Receivers of Revenue and Pamities
accountable officers shall take appropriate disciplinary proceedings in ~ ~ ~ . r n s ,
accordance with the Public Service Regulations against officers responsible
for the delay in the timely submission of financial statements.
(2) Action shall be immediately reported to the Auditor-General
and the Financial 'Secretary.
(3) The Financial Secretary shall report to the Minister any account-
ing officer or principal receiver of revenue whose financial statements are
consistently late in submission and are in arrears.
(4) A report under paragraph (3) shall include recommendations
,
for measures to be taken to ensure compliance.
72.41) Accounting officers and Principal Receivers of Revenue shall s i ~ n i n g o f
sign all annual and quarterly financial statements. financial atatcments
(2) Accounting officers and Principal Receivers of Revenue may
designate accountable officers to sign monthly financial statements.
73. Annual financial statements shall be checked and verified by Cenifiu-
the relevant Chief Internal Auditor before submission to the Auditor- :::&,
General. mmemems.
74.41) Accounting officers and Principal Receivers of Revenue shall Adjummenr
after d i f i - not make any adjustment to the accounts and the financial statements after
they have been certified by the Auditor-General.
- -- - -
inclusion of this pap is authorid by LN. 95120131
-.I
2.16 THE FINANCIAL MANAGEMENTREGULATIONS, 201 1
(2) The Financial Secretary shall issue instructions regarding the
procedures for the correction of errors discovered in respect of audited '
financial statements. I
i
Performance Reports I
~uanrrfy 75.-41) Accounting officers and Principal Receivers of Revenue shall
1
whm= - submit to the Cabinet Secretary, the Auditor-General and the Financial [
Secretary, quarterly status reports on the performance of their department in I
relation to the approved targets stated in their corporate and operational
plans.
(2) Performance reports shall be submitted no later than fourteen
, ' a
working days after the end of the appropriate quarter and shall be signed by
the accounting officer or Principal Receivers of Revenue.
PART V. Use of Electronic Devices
"
~ v t ~ m a t s d 76. The prior approval of the Financial Secretary shall be obtained for
oDmmuruatmna
d e v i a the use of electrical, digital, magnetic, wireless, optical or automated com-
munications devices and electronic technology or, similar capabilities used to
carry out financial transactions. 1
i
uo o f p r b ~ ~ ~ 77.41) Public keys and private keys shall be used to verify and authen- i
ticate digital and electronic signatures bepeen seriders h d receivers of elec- , w
tronic financial transactions.
(2) Encrypted signatures shall form part of the authentication and ,
verification process thereby ensuring the integrity and security of financial
transactions.
PART VI. Loss of Public Property I
~ c f i n i t ~ ~ 78. A loss shall be considered to have occurred when the Government is
orbs deprived of the use of any public or trust moneys, public property, stores or '
any other financial or physical asset.
w b l l ~ ~ , 79. When a loss is discovered, the2accounting officer shall cause an
investigation into the circumstances of the loss in order to- ofiics
(a) ascertain the extent and amount of the loss;
(b) determine whether control or opektional arrangements need to be " '
improved in order to prevent the occurrence of similar losses in the
department or in any other department; and
(c) determine whether any offence or other fault of a public officer has
been revealed by the loss.
~i rbnmor 80. The investigation of a loss does not constitute a disciplinary enquiry
OEbSes and if the investigation reveals that an offence has been committed, it shall be a
dealt with separately by the- )
I
(a) Police, if a criminal offence is involved; 1
(The inclusion of this page is authorLed by LN. 95/2013] 1
THE FINANCIAL MANAGEMENT REGULATIONS, 201 1 2.17
(b) Public Service Commission or the Police Service Commission,
Judicial Service Commission, as is appropriate if a breach of dis-
cipline is involved.
81. A loss may be revealed by- Declaration of
losses
(a) the discovery of any deficiency within the accounts by any public
officer;
(b) a declaration that a loss has occurred by any one of the follow-
ing-
(i) the Financial Secretary;
(ii) the Auditor-General; or
(iii) any other authorized public officers.
,82. An accounting officer shall-
(a) ensure that adequate investigation is made of a loss;
Duty of the
accounting
ofica.
(b) take prompt action to ensure-
(i) rectification of weaknesses in the systems; .
(ii) disciplinary proceedings in accordance with the Public
Service Regulations against public officers; and
(iii) due process for the recovery of the loss;
(c) authorize disposal of a case of loss after complying with para-
graphs (a) and (b), as the case may be, through-
(i) recommendation for write-off to the Financial Secretary
where necessary;
(ii) allowing the transactions to stand charged; or
(iii) verifying full recovery and advising the Financial
Secretary and the Auditor-General accordingly.
83. The categories of loss shall be as follows- Categories of
losses
. (a) cash deficiency which is a deficiency of cash or other negotiable
instrument, whether it arises from a simple cash shortage or from
the use of fictitious entries or vouchers to conceal the existence of
a deficiency;
(b) revenue losses which may arise from-
(i) uncollectable revenue when debts due to Government
cannot be collected by reason that the debtor cannot be
traced or is insolvent; and
(ii) loss of revenue, arising from failure to assess or collect
in circumstances which preclude subsequent assessment
or collection;
(c) expenditure losses which may arise fiom-
P h inclusion of this page is authorid by LN. 95120131.
THE FINANCIAL MANAGEMENT REGULATIONS. 201 1
(i) irrecoverable overpayments, when an excess payment
has been made by error and recovery cannot be effected
because the recipient cannot be traced or is otherwise in-
capable of making repayment; I .
(ii) the incurrence of a penalty in which Government has
been legally obliged to make payment, but for which no
corresponding receipt of goods or services has been
derived;
(iii) improper payments arising from transactions that are
contrary to law, but which do not involve any offence
under the criminal code and include cases of gross waste
or extravagance;
(iv) excess expenditure, which is a special case of improper
payment which arises when payments have been made in
excess of approved estimates without the prior authority
of Parliament; and
(v) fraudulent payments which arise fiom'transactions which
involves the commission of an offence, by the use of fal-
sified documents or certificates to steal money or other
property belonging to the Government;
(d) store and equipment losses which may arise fiom-
(i) deficiencies, including fraudulent issues fiom stock and
issues without proper evidence of use; ,
(ii) damage or deterioration of goods in stock;'and
(iii) loss by accident in so far as they relate to equipment and
stores in use;
(e) financial losses which may arise from-
(i) irrecoverable advances and loans when moneys due to
Government cannot be recovered by reason of a debtors
. default and include default on Govenunent guarantees;
(ii) irregular advances and loans when money cannot be
recovered because Government cahot establish a claim
against any person or institution;
(iii) reduction of financial asset where the value of any finan-
cial asset has to be reduced by reason of failure or capital
restructuring of an enterprise;
(iv) losses on sale of securities where the losses are
aggregated with gains over the financial year, and any net . .
loss is written off at the end of the year; "
-
Fe inclusion of this pa@ is a u t t m i d by LN. .95/2013]
THE FINANCIAL MANAGEMENT REGULATIONS, 201 I 2.19
u>' miscellaneous losses which may arise from-
(i) loss of Value Books;
(ii) the loss of keys of any Government safe or the com-
promise of any combination lock;
(iii) the cost of altering locks and providing new keys or com-
binations;
(iv) the value of any missing items from the safe;
(v) irrecoverable claims.
84. The following are not losses, and the provisions of PART V1 of Exclur~onr
these Regulations do not apply-
(a) stores and equipment which have become unserviceable through
--fair wear and tear and disposed of as laid down in these Regula-
tions;
(b) arrears of revenue, outstanding claims, outstanding advance or
loan recoveries, or over-payments until such time as they are
declared to be irrecoverable or uncollectable in accordance with
these Regulations;
(c) ex-gratia payments approved by the appropriate authority;
(4 remission of tax, fee or penalty in accordance with the Act;
and
(e) normal wastage of stcres as result of evaporation or loss of
weight during storage, or specified limits of normal wastage laid
down in Financial Instructions.
8 5 . 4 1 ) Any officer who discovers a loss, or suspects that a loss has Discavqof
occurred shall immediately report the matter to the accounting officer, who lo"
shall report the matter forthwith to the Auditor-General and the Financial
Secretary.
.(2) The format of the report shall be prescribed by instructions
issued by the Financial Secretary.
(3) Failure to make a report under paragraph (I) is a breach of
financial discipline and may result in disciplinary proceedings in accordance
with the Public Service Regulations as deemed appropriate by the Financial
Secretary.
8 6 . 4 1) An accounting officer shall be responsible for investigating and Initial action by
taking action on any loss. accounlable officer.
(2) If an accountable officer is satisfied that a less has occurred, the
head of the body shall-
inclusion of this page is authorized by LN. 95/2013]
I
1
I
2.20 THE FINANCIAL MANAGEMENT REGULATIONS, 201 1
(a) place any accounts, vouchers and other relevant records into safe
custody and make any alternative arrangements necessary for
the conduct of further business immediately; and I
(b) if the circumstances of the loss indicate that a criminal offence
has been committed, report the matter to the police. : (3) Investigation and subsequent actions under paragraph (1) shall ,
be completed within forty-eight hours of the discovery and the loss shall be
reported to- 1 •
. I
(a) the Financial Secretary;
(b) the Auditor-General; and
(c) the Permanent Secretary in the portfolio Ministry.
. .
~ a r 87.-41) Subject to paragraph (2), an accounting officer shall cause an
-Yard
~ S S . investigation to be conducted into every reported case of loss.
(2) Where an accounting officer is implicated in the loss, the Finan- '
cia1 Secretary or the Auditor-General (hereinafter referred to as the "investi-
gating authority") shall cause an investigation to be so conducted. I
~soamrwad- 88. On the basis of the findings of the investigation, the investigating '
.timr authority may make recommendations as to the disposal of the case, ,
including-
(a) the initiation of disciplinary proceedings in accordance with the
Public Service Regulations;
(b) the development of remedial administrative or accounting action;
and
(c) such action as is appropriate in the circumstances of the case.
89. An investigating officer shall conduct the enquiry in manner that
takes the principles of natural justice into account. 1 I
~ m ~ r r a m s e 90.-41) If the report of an investigating officer shows that a criminal of- !
criminJ off- = fence, -other than the offence already reported under these Regulations has I been committed, the facts of the case shall be submitted to the police.
(2) Disciplinary proceedings in accordance with the Public Service I
Regulations or proceedings for the recovery of a loss shall not be taken
against an officer facing criminal charges under paragraph (1) until the court
has dealt with the case or the police have formally indicated that they do not
intend to proceed against the officer concerned.
91. Where an officer has committed an offence which is not a criminal
offence, disciplinary proceeding shall be instituted by the accounting officer. ;
~ i ~ i p l i n r y 92. Disciplinary proceedings arising from a case bf loss, shall be com- ' .
+ plucdhpto
b e m d plekd before the investigating authority approves the final disposal of the }
case. 1
I
[The inclusion of this page is authorized by L N 95120131
THE FINANCIAL MANAGEMENT REGULATIONS, 201 1 2.2 1
93. If the report of the investigating authority indicates that systems Defective
currently in operation, including those for the training of staff are defective, SYLems
the accounting officer shall consult with the Financial Secretary to consider
measures for rectification.
%.--(I) Recovery of the value of a loss, whether by recovery proceed- Financial liability
' ings under these Regulations or by a surcharge pursuant to PART VII, OF officers
constitutes a settlement of a civil claim against the officer arising from the
loss.
0 (2) Recovery of a loss shall not be a substitute for criminal prosecu-
tion or disciplinary proceedings in accordance with the Public Service Reg-
ulations.
95. If an offi,cer fieely accepts, financial responsibility for a loss, the Offertorepay.
officer may offer to pay the amount back into the Consolidated Fund or the
relevant public h d , in which case the department responsible for disposal
of the loss may-
(a) accept the offer to repay, if the disciplinary offence is not serious
enough to necessitate further proceedings against the officer; or
(b) accept the offer in mitigation of the offence with the repayment
being considered as a partial fulfillment of any penalty, that may
be imposed.
96. A public officer may become personally responsible for repaying the Liability ta
value of a loss if- 'CPaY.
(a) the loss is one falling within the ambit of regulation 83; or
(6) the loss has been the subject of disallowance or surcharge.
97. If the report of an investigating officer shows that an officer may Monetary
have received moneys that has not been paid over, accounted for nor l~abllity
applied for the purpose for which they were received, the accounting oficer
may on behalf of the Financial Secretary issue a notice to that officer on this
matter.
98. Where a person to whom a notice has been issued under regulation Orderfor
97, fiiils to respond to the notice within the time specified in the notice, the "very
accounting officer shall inform the Financial Secretary and the Auditor-
General of this failure in writing who shall take action as required under
section 20 of the Act.
99.-41) Where an order for recovery has been made, the amount shall ~ m v e r y o f
be recovered as a debt due to the Government. amounts
(2) The Financial Secretary may, if the officer remains in public
employment, arrange for payment by installments as laid down in these Reg-
ulations or eIse the documents shall be the basis of a civil claim against the
officer or the officer's estate.
inclusion of this pg is authorized by LN. 95120131
I
v
I
t
I
2.22 THE FINANCIAL MANAGEMENT REGULATIONS. 201 1
I
Cash l~ab~l~ty for 100.-(1) The procedure laid down in regulations 98 and 99 is applicable i
loss only to moneys received and held by a public officer.
(2) If losses arise by reason of failure to collect, or by a deficiency
occurring after collection, recovery of the amount lost may be ordered if it .
is established that the loss was occasioned by an officer's misconduct, neg-
lect of duty of negligence.
(3) If a loss occurs under paragraph (2) the accounting officer shall
first initiate disciplinary proceedings in accordance with the Public Service
Regulations against the officer concerned; and if the officer is found to have
committed an offence, the accounting officer shall refer the matter to the
a
Auditor-General for recommendation to the Financial Secretary for sur-
charge.
Surcharge 101. The imposition of a surcharge by the Financial Secretary constitutes
procecdlngs a claim against the officer concerned, and the accounting off~cer shall im-
mediately recover the full amount surcharged from that officer.
oYanerlyreponsof 102. Departments shall submit a report on losses incurred during each
losses dlsposed of quarter in the format prescribed by instructions issued by the Financial
+ Secretary. The report for each quarter must be submitted within fourteen
working days following the end of the each quarter.
Rulings by 103. Where any doubt arises on the correct classification of a loss or
+ Flnanclal
secrelary the accounting procedure required, the directions of the Financial Secretary
shall be sought.
Rm~nances and 104. Where a loss occurs in any remittance of cash or transfer of stores,
transfer responsibility for dealing with the loss shall rest with the remitting or trans-
ferring officer, unless the recipient has formally accepted delivery at the '
office of remittance or store of issue.
Claims 105. Goods that are received damaged or incomplete, and are subject to a
claim on suppliers, insurers or carriers, shall not constitute a loss until the
claim proves irrecoverable.
lnvestlgatlon of bad 106.- 1) The fact that losses arise from uncollectable revenue, ir-
debts recoverable overpayments, or irrecoverable claims at the time of disposal
does not preclude the prior investigation of circumstances of the losses.
(2) Applications for write-off shall be accompanied by an investi-
gation report indicating the remedial action and the necessary accounting I a - treatment to be taken.
Pawer of
~ntemm~on
107. The Financial Secretary and the Auditor-General may intervene in '
the disposal of any case of loss, and may-
(a) call for fiuther information to be supplied; or
(6) put forward opinions as to the action to be taken. ,
Authority of the 108. The authorization of disposal of a case of loss does not prejudice the
AudllorGencral right of the Auditor-General to cany out further investigation.
I
-
[The inclusion of this page is authorized by LN. 95120131 . --
I
1
1 ,
THE FINANCIAL MANAGEMENT REGULATIONS, 201 1 2.23
109. An accounting officer shall ensure that matters of significance Publicationof
significant
arising from the investigation of losses are brought to the notice of the findings.
general public.
PART VII. Surcharge
110. Surcharge is the recovery of an amount overpaid or a recoupment of Definition of
any loss sustained by the Government for which the public officer is respon- ""h"ge.
sible and was found liable.
111.--(I) The Financial Secretary may surcharge an officer based on Financial I
recommendation by the Auditor-General where, it is found that there is loss ~ ~ " , " Y " Y
of public funds arising from negligence or recklessness. surcharge.
(2) The amount surcharged may be for the full amount of the loss,
or part thereof as, determine by the Financial Secretary.
(3) Where the Auditor-General recommends more than one officer
to be surcharged in respect of a single loss, the Financial Secretary shall
seek to recover the loss on an' appropriate and equitable proportional basis
as determined by the circumstances.
(4) Upon the retirement, resignation, dismissal or death of a public
.officer, the outstanding balance of any debt due including amounts sur-
charged, unless otherwise determined by the Financial Secretary, shall
be recovered by the Government, from the officer or from his estate.
(5) Where any amount required to be recovered is not so re-
covered, the relevant accountable officer may be held liable to a surcharge
for that amount.
(6) The Financial Secretary may, at any time, withdraw any sur-
charge in respect of which a satisfactory explanation has been received.
(7) The Financial Secretary may, in exercising the functions of sur-
charge prescribed under sections 20 and 49 of the Act, appoint a committee
of not less than three persons, one of whom shall be nominated by the
Attorney-General to investigate the circumstances of the surcharge case and
to submit recommendations to the Financial Secretary.
(8) The committee may adjourn the investigation, 'from time to
time, as the Financial Secretary sees fit.
(9) Any person dissatisfied with any surcharge made against him
shall have the right to appeal to the Privy Council within a period of one
month immediately after he has been notified of the surcharge.
112. Moneys collected as a surcharge shall be paid over to the M o l ~ y w l l c a e d
u auchagt 10 Accountant-General for Miscellaneous Revenue. bepaidto .
Accountant-
PART VIII. Government Property &mrl
113. The Financial Secretary shall issue instructions on the management hhwmrmof
athaGwm and control of Government property. , propny.
inclusion of this page is authorized by LN. 9JR0131
2.24 THE FINANCIAL MANAGEMENT REGULATIONS, 2011
I
. I
Conditions 10 be 114. Purchase of Government property shall satisfy the following con-
satisfied on pw-
!
chaw ditions-
mem pmpeny.
(a) the process shall be fair and transparent;
(b) the purchase shall be on the basis of need or to, secure some
benefit to the public;
(c) the intended purpose is the best use of the property;
At least huo
valuations
required for
purchare of
pmperty.
CircumMnca
in which lhird
valuation is
required.
Accounting
offica m keep
inventory of
Gommem
propny.
Inventory to be
rsooncilcd and
drmlmed.
Rules rot divest-
mrm or leue of
Govmunent
propny.
(4 the process shall comply with the Government procurement guide-
lines, where appropriate; and +
(e) all relevant statutory requirements shall be observed., .
115.-(1) Where property is purchased, at least two~valuations hall be
secured, one of which shall be from-
(a) the office of the Commissioner of Lands or the Commissioner of
Lands approved list of valuators; or
(b) a certified valuator selector by the purchaser.
(2) The valuation report shall not be more than one year old.
116. A third valuation is required where the price agreed by the vendor is .
fifteen per cent and above the valuation of the Commissioner of Lands or that
of a valuator on the certified list of valuators.
117.-(1) Every accounting officer shall keep a complete inventory of all
Government property (including property acquired b; way of gifts) under his
custody or control.
(2) The inventory of Government shall be kept in the
form and manner approved by the Financial Secretary. . -
118. The inventory of Government property shall be recoriciled with the
records of the Commissioner of Lands at least once per year and a copy of
the reconciliation report submitted to the Commissioner of Lands, Auditor-
General and the Financial Secretary.
119. The divestment or lease of Government property shall be trans-.
parent and shall include the following information-
(a) the intended use of the property by the purchaser;
(b) valuation certificate from the Commissioner of Lands and anothei
valuation from an approved chartered valuation~surveyor; .
(c) where the two valuations differ by over fifteen per cek, a third
valuation will be required;
/
(d) the thud valuation sh+l be selected jointly by the Commissioner of
Lands and the private investor and the resulting cost shared, and
inehish of lhis page is authorized by LN. 9SRO131
THE FINANCIAL MANAGEMENT REGULATIONS, 201 1 . 2.25
(e) in the case of lease the valuation certificate shall include the lease
price and the total value of the property.
120. The proceeds of sale made under regulation 120 shall be paid into Proceedsofde.
the Consolidated Fund.
121. Every accounting and accountable officer shall, in the form and :o~t:dof
manner approved by the Financial Secretary, keep a complete inventory of all supplies.
Government assets (including assets acquired by way of a gift) under the
control of that accounting and accountable officer.
122. The Financial Secretary may issue instructions on the form and F~nmlal
manner in which inventory records are to be maintained. This shall include
the use of appropriate assets management software. uous on keeping of inventory
rsords
123. The Financial Secretary shall ensure that a master list of all inven- F ~ n ~ f i d
tones for departments is maintained in terms of location, description and
value of each asset. list of inmt-
ones
124. The Financial Secretary may upon request, approve the redeploy- ~ i - id
ment of assets in the following cucumstances- .Q=-Y may approve the
deployment of
(a) projects that have ended; asset9,
(b) changes in subject portfolio;
(c) conversion of department to an executive agency; and
(4' conversion of department to a public body.
125. The master list of inventories shall be amended based on approval ~mendmem of
granted pursuant to regulation 124. mast= liQ of inventories
126. Accounting, officers shall- Duties of -
(a) e k that all inventories are checked at least once annually by a 2:;
person other than the accountable officer responsible for keeping inventories
the records; and
(b) report forthwith any discrepancies found in the inventories to the
Financial Secretary and the Auditor-General.
127. Accountable officers shall ensure that there is no waste, extrava- ~ u t y o f
armurnable gance or abuse in the use of Government property under the custody or con- oficss
trol of theu department.
el prevrnt etem
128. Except with the prior written approval of the Financial Secretary, NOMU of
Government property shall not be transferred ffom one department to g x z t
another. appro^^
129.-41) The Financial Secretary shall assign officers to conduct board o i ~ d of
of surveys.to examine public assets to determine whether they are unser-
viceable .and, if so, the manner in which they should be disposed of. cr~rm
(2) The Financial Secretary may authorize the disposal of obsolete
and unusable materials, tools and unserviceable equipment by sale, destruc-
tion, salvage, gift or by any other means, as he thinks fit.
inchrrmn of this page is a u t h o d by LN. 9SR0131
Handing ova of
public property.
Handing o m to
be in writing
Cdfying officer
in handing over
to be a designated
awouncable officer
Sale of Govern-
ment propmy.
Asscls of public
bodies in which
Government is
major funder to
be paid into
Conwlidnted Fund.
Asscls of public
bodies in which
Govanmcnt is
minor funda to be
maid.
Change of title.
THE FINANCIAL MANAGEMENT REGULATIONS, 2011
Handing Over
130. Where an officer whose duties involves financial and accounting
responsibilities--
(a) intends to resign;
(6) is scheduled for transfer or reassignment to new duties,
the officer shall no later than three working days before the date of resig-
nation or the date of transfer or reassignment, formally hand over to his suc-
cessor or supervisor, all public property in his possession and all records
relating thereto.
131. The handing over of public property shall be evidenced in writing
by the outgoing, the incoming and a certifying officer.
132. The certifying officer in the handing over of public property shall be
an accountable officer designated by the accounting officer or head of depart-
ment.
Sale of Government Property
133. The Financial Secretary may authorize the sale of Government
property by-
(a) public tender or auction, subject, in the case of serviceable materi-
als and equipment, to a minimum price determined by a suitable
qualified person independent of the department controlling the
items to be sold; or
(6) sale at fixed prices determined by the Financial Secretary.
134. Where the assets of a public body that receives fiAy per cent or more
of its funds fkom the Consolidated Fund are disposed of, the net proceeds of
sale shall be paid into the Consolidated Fund unless approval is granted by
the Financial Secretary for retention of the funds or any portions thereof.
135. A public body that is self-financed or received less' than fifty per
cent or more of its funds fkom the Consolidated Fund whose assets are
disposed of, may retain the net proceeds of the sale.
136. Where any change of title, whether by sale or otherwise, of Govern-
ment property requires documentary evidence, authentication of the change
of title shall be provided by the Accountant-General who shall endorse the
appropriate document with his official seal authenticated by his signature,
and deliver the document to the owner.
137. The Accountant-General shall not endorse a change of title, unless
he f is t confirms that-
, (a) the necessary authority for the transaction as prescribed has been
given; and
(b) any consideration arising out of the change of title and payable
' into the Consolidated Fund has been received.'
-
plx iachuion of this page is n u t h o w by LN. 9SR013)
THE FINANCIAL UANAGEMEhTREGULATIONS, 201 1 2.27
138. A receipt shall be issued to owners of private properties lawfully
placed in Government's custody.
139. Private property in the Government's lawful custody shall be safe-
guarded and kept on a separate inventory which shall include the following
details inter a l i e
(a) the date taken @to custody;
(b) the owner of the property; and
(c) the description and condition of the property.
140; The Financial Secretary shall issue instructions in relation to the
loss or damage of private property in Government's custody.
141. Where a public property that was lost,'damaged or stolen, collect
fiom insurance claims, a sum of money towards the loss, this amount shall be
paid over to the Consolidated Fund unless approval is given by the Financial
Secretary for the amount to be used to set-off replacement of the property.
PART IX. Audit
Internal Audit
142. There shall be established in each department a system of internal
audit for examining the accounting systems, internal controls, risk manage-
ment and governance processes of the department.
Receipt to be
issued for
pride prop
min in Govern-
mcm arstody.
Rivate propeny
to be safe-
gunrded and
kept on separate
inventory.
Financial
S&marym
issue instmc-
tions n loss or
d=ws of
privalc pmpmy.
Raovery From
insumme claim.
lntmral audit.
143. The Financial Secretary shall be responsible for the improvement ~i-cid
and development of the standards, hmework and guidelines of internal audit ,",=$
in the public sector. develop internal
audit standards
144. Accounting officers shall ensure that there is an effective risk man- ~ ~ t ~ , " e m a l
agement process that determines the material risks to which his department comml
may be exposed.
145. Accounting officers shall formulate a strategy for risk management ,";Grn2
which shall include a h u d prevention plan to- atab~~sh nsk
maMgam
(a) guide the internal audit effort and priority; and str*%Y
(b) determine the skills and resources required to manage these risks.
146. Accounting officers shall ensure that there is an effective system of t~:,"
internal control over the fmancial and operational processes of the depart- ensut-~effatin
ment, including- system of internal control.
(a) management policies and requirements made by the provisions of
. . the Act and any regulations made thereunder;
inchion of this page is authorized by LN. 95i20131
THE FINANCIAL MANAGEMENT REGULATIONS, 201 I
(b) sound practices for the efficient, effective and economical manage-
ment of each function within the department;
(c) a system of authorization and recording adequate to provide ac-
counting and related controls in relation to assets, liabilities, ,
receipts and payments of the department; 1 I
(d) proper segregation of functional responsibilities; and
I
4
(e) procedures to review the adequacies of and compliance with the
department's internal control system. ' n:
~ a ~ g m e n t ofthe 147. The officer in charge of internal audit shall prepare, in consultation
irnemal audit
function with and for approval by the accounting officer and the audit com,ittee-
(a) a rolling three-year strategic internal audit plan based on its assess-
ment of key risk areas for the department (having regard to its cur-
rent operations) including those identified in the department's stra-
tegic plan and risk management strategy;
(b) an annual inteinal audit plan for the fmt year of the rolling three '
year strategic internal audit plan;
'
(c) plans indicating the scope of each audit in the annual internal audit
plan; . .
(4 operating procedures to guide the audit and stakeholders' relation-
ships; I
(e) a quality assurance and improvement programme which allows for
evaluation of the unit's performance and implementation of stra- , .
' tegies towards the progressive improvement in scope, quality and
value of internal audit services provided; and I
I. (j) a financial budget which supports the programmes and acthities of ,
, the internal audit function. f
l n t d
auditor's righi
, , to information.
148.41) Accounting officers or heads of departments shall ensure that
internal audit has access to all books, records, documents, files, working
papers, reports, plans, whether held physically or electronically and any ,
other relevant material for the purposk of carrying out & audit. -
I
(2) The officer in charge of internal aidii shall submit'to the
accounting officer, the audit committee; and the Financial Secretary, the
reports, prescribed under sections 33 and 34(3) of the Act. .
149. Internal audit shall be independent and the officer in charge of the
internal audit unit shall report administratively to the accounting officer and .
functionally to the audit committee.
0
Auditor-General ,
~)utier Of 150. The Auditor-General shall perform the duties as prescribed by / ~ ~ ~ O a a l section 122(1) of the Constitution and section 25 of the Act. I
~ i s o c r r m y 151. Where the Auditor-General makes an annual report pursuant to I
torrvico,hdimr-
, wsw section 29 of the Act, the Financial Secretary shall review the report and + "* ,& the respows thereto by the respective 8ccounting officers and shall where
!
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THE FINANCIAL MANAGEMENT REGULATIONS, 2011 2.29
necessary, ensure that-
(a) corrective actions are taken; and
(b) appropriate sanctions are imposed on officers found in breach of
the Act and any regulations made or any instructions given there-
under.
PART X . Central Treasury Management
152. The Minister may approve the establishment of a Treasury Single Mininemay
atabl~sh Account at the Bank of Jamaica for the administration of public sector TrcaarrySingle
banking arrangements. A C C O U ~ .
153. The Treasury Single Account may be supported by transit bank ~rcaarryslngle
Account may be
accounts at commercial banks subject to the approval of the Financial Juppone,jby
Secretary. I ~ S I I bank
BccOUlllS
154. The Accountant-General shall be the custodian of the Treasury Cunod~anof
Single Account and its supporting transit accounts. Treasury Slngle Account
1 5 5 . 4 1 ) The Treasury Single Account shall receive warrant hnds in Opnatlonof
respect of departments, which shall be used to meet their budgetary expend- ky
itures.
(2) The Financial Secretary shall determine the public sector
bodies that shall form a part of the Central Treasury Management System.
(3) The Accountant-General shall maintain proper books of
accounts for the Treasury Single Account System, including the maintenance
of subsidiary ledger accounts in respect of amounts held for each department.
(4) The accounts of the Treasury Single Account shall be main-
tained on a double entry basis.
(5) The Financial Secretary shall prescribe whether these accounts
are kept on a cash or accrual basis.
1 5 6 . 4 1 ) The Accountant-General shall submit to each department F ~ ~ n c i d
mtmencl for
monthly, weekly or daily statements of the activity in respect of hnds issued Tw s4e
on a warrant on behalf of the department. ~ w o u m
(2) Departments shall do monthly, weekly or daily reconciliation
of the statements received fiom the dccountant-~eneral and report any dif-
ference found for resolution.
(3) The Accountant-General shall submit monthly and annual
financial reports on the Treasury Single Account to, the Auditor-General and
the Financial Secretary in the form and manner prescribed by the Financial
Secretary.
1 5 7 . 4 1 ) Public fnnds not immediately required by public bodies shall, c c l m d ~ m n t r y
based on the Minister's order be placed with the Accountant-General in the
pool of fuads which may be used for-
THE FINANCIAL MANAGEMENT REGULATIONS, 2011
(a) loans to public bodies on terms and conditions approved by the
Minister; and
I (6) public sector investment.
(2) The Accountant-General shall be responsible for submitting
financial statements to public bodies for. which finds are being held on .
investment or loaned to other public bodies.
(3) The Accountant-General shall be responsible for maintaining
proper accounts in respect of all treasury management activities and shall
submit to the Auditor-General and the Financial Secretary monthly financial
reports in the format and manner prescribed by the Financial Secretary.
I PART XI. General
~ e t u ~ ~ . 158. Tax returns, notices for tax assessment, applications for tax refund
and other related transactions or information may be filed or transmitted elec-
tronically.
Books and records
to be preserved.
Schedule A.
h e r s h i p of
Electmnic records.
Storage of e la -
tmnic records.
Preservation of Records .
159. All classes of books used for the accounting of public money and
records thereof, shall be carefilly preserved for the minimum period'pres-
cribed by the Financial Secretary in accordance with Schedule A of these
Regulations after which, they may be destroyed in the manner prescribed
by instructions issued by the Financial secretary.
160. All records (including electronic records) that are created, received
or stored by a department are the property of the department.
161. Electronic records shall be stored under the storage conditions that
are appropriate for the specific electronic medium, and these conditions shall
be maintained throughout the retention period of the relevant record.
Ramtion Period. 162. Accounting officers and other accountable officers are responsible
for ensuring that records are kept for the duration of the relevant retention
period as set out in Schedule A.
Disasters' - h
Fmcaiures m 163. Accounting officers and other accountable officers are responsible
respa of d~lllnen for ensuring that adequate procedures are implemented to safeguard depart-
mental files, official documents, computer hardware and software, electronic
data and other similar documents from destruction or damage arising from
natural or other disasters.
Distribution of Regulations
Distribution OT 164.-(1) A copy of these Regulations shall be kept in every department.
ngulations
(2) Accounting officers, receivers of revenue and heads of depart-
ments shall ensure that members of their staff are familiar with the provisions
of these Regulations.
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 1
SCHEDULE B (Regulation 23)
Accounting Oflcers Appointment Leller
REF. No. 1071053
Permanent Secretary or Chief Executive Officer
Name of public body
Address of public body
Letter of Appointment-Accounting Officer
In accordance with section 16 of the Financial Administration and Audit Act (FAAA),
1 hereby appoint you as an accounting officer charged with responsibility for the votes
and accounts of the services assigned to
(name of public body)
with effect from and until further orders.
(insen date)
1. You are required to-
(a) sign the appropriation, trading and other accounts for the services assigned to
you, and in doing so accept penonal responsibility for their proper present-
ation as prescribed in the Financial Administration and Audit Act, the Public
Bodies Management and Accountability Act (PBMA), and.other relevant
enactments and regulations made under the Acts;
,
(b) ensure that proper financial procedures are followed, including specifically
those mentioned in paragraphs (h) (i) and (h) (ii) below, and that accounting
records are maintained in a form suited to the requirements of management
as well as in the form prescribed for vote and accrual accounting purposes;
(c) ensure that the funds for which you are ;esponsible as accounting
officer are properly and well managed (see paragraph (e) below) and safe-
guarded, with independent and effective checks of cash balances in the hands
of any official; similar care, including checks as appropriate, shall be taken
of stores, equipment or property of any kind held by your department;
(4 ensure that, in consideration of policy propbsals relating to the expenditure or
income for which you are the accounting officer, a11 relevant financial con-
siderations are taken into account, and where necessary brought to the atten-
tion of your Minister or Board, as the case may be, and the Financial
Secretary;
(e) ensure avoidance of waste and extravagance and seek economy, efficiency
and effectiveness in the use of all the resources made available to the res-
pect~ve departments under your control; and
V) ensure that your department is organized with appropriate systems in such a
. way that managers at all levels-, 1
(i) have a clear view of their objectives, and the means to assess and,
wherever possible, measure outputs or performance in relation to
those objectives;
(ii) are assigned well defined responsibilities for making the best use
of resources (both those consumed by their own demands and
any made available to organizations or individuals outside the
department) including a critical scrutiny of output and value for
money; and
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 1
SCHEDULE B, conld
(iii) have the information (particularly about costs), training and
access to the expert advice which they need to exercise their
responsibilities affectively.
2. You must take all necessary steps within your power to ensure that the arrangements for
delegation in your Ministry support good management and that the Ministry is staffed on sound
lines with an appropriate balance of skills. The latter requires careful selection and develop-
ment of staff and the sufficient provision of special skills and services. Your arrangements for
internal audit should accord with objectives, standards and practices set out by the Ministry of
Finance and other international standards and best practice.
3. It is the duty of every accounting oficer and Board of a public body to establish audit
committees, the composition of which shall be in accordance with the F A A Act and the
PBMA Act. The operation of each audit committee, shall be in conformity with established
procedures.
4. .You to ensure that the guidelines and procedures issued, from time to time, by the
Ministry of Finance and the Public Service in relation to human resource management-staffing
appointment, promolion, transfer, training, emoluments etc. are managed appropriately.
5. Adequate performance management tools shall be institutionalized to ensure continuous
assessment and evaluation of staff performance and where necessary, immediate remedial action
taken to correct deficiencies. .
6. Accounting officers, who have responsibility for departments under their portfolio, in
accordance with Section 24F of the F A A Act, are required to appoint Accountable Officers in
respect of the departments under their designation and also to other public officers defined under
the Act as accountable officer.
7. You are responsible for ensuring that the person or body's budget is formulated in realistic
manner and in conformity with the guidelines issued by the Ministry of Finance, from time to
time.
Regulariv and Propriev of Expenditure
8. You have a particular responsibility for-
(a) compliance with Parliamentary requirements in the control of expenditure. A
fundamental requirement is that the funds for whichyou are responsible should
be applied only to the extent and for the purposes authorized by Parliament. In
the case of voted expenditure, you shall ensure that any payments made are
within ambit and amount of the vote and that parliamentary approval has been
sought and given;
(b) intended for departments, in cases not covered by the original Estimate, for
e x a m ~ l e in connection with a service not contem~lated when that Estimate was
presented, or where a temporary advance from thk Contingencies Fund has been
sanctioned by the Ministry of Finance, you shall ensure that Parliamentary
approval is sought and given at the earliest opportunity by way of a Suppte-
mentary Estimate. Notwithstanding the Parliamentary approval of the vote, you
shall ensure that the rate of expendimre is controlled by the warrant instrument
which regulates such expenditure and that a proper system of commitment
planning and control is established and maintained;
(c) ensuring that specific approval of the Ministry responsible for Finance for
expenditure has been obtained in all cases where it is required, such as expend-
iture not covered by any standing authorities delegakd by the Ministry of
Finance to the department or, required before expenditure incurred on any
activity of a vote in excess of the amount specified for that subhead in the
estimates even though savings may be available elsewhere and the expenditure
itself falls within the delegated authority ofthe department.
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THE FINANCIAL MANAGEMENT REGULATIONS, 201 1
Revenue Collections and Cost Recovery
9. You have a particular responsibility for ensuring /hat adequate machinery exists for the
assessment, collection and bringing to account of all revenues and all other receipts of any kind
whatever collectible by your department and the departments under your control. The procedure
laid down in paragraph (h ) (i) and (ii) above regarding the making of payments which involve
the personal liability of the accounting officer should be followed in all cases where a Minister
iniervenes so as to prevent the due and proper collection of revenues, unless such intervention is
the exercise of the powers of remission granted to the Minister of Finance by virtue of section
18 of the Financial Administration and Audit Act.
. .
10. You are responsible for reviewing, from time to time, the performance (physical and
financial) of capital projects and for this purpose ensuring that there is an adeq~ate~system for
project preparation, implementation, monitoring and evaluation. In particular you should ensure
in Iespect of externally funded projects that all the conditions precedent to the signing of the
loan agreements are fully met so as to ensure smooth progress of projects and avoid payment
of commitment charges for non-utilization of loans.
Advice to your Minister or Board
11. You have a particular responsibility in seeing that appropriate advice is tendered to your
Minister or Board on all matters of financial propriety and regularity and more broadly, as to all
considerations of prudent and economical administration. You will need to determine how and
in what form such advice terms should be tendered and whether in a particular case to make
specific reference to your own duty as accounting officer to justify to the Public Administration
and Appropriations Committee and the Public Accounts Committee your Ministry's expen-
diture.
12. If the Minister in charge of the Ministry is contemplating a course of action involving a
payment which ,you consider would infringe the requirements of propriety or regularity (includ-
ing where applicable the need for Ministry of Finance (FAA Act) authority) you should set out
in writing your objection.
13. If the Minister decides nonetheless to proceed, you should seek a written instruction to
make the payment. Having received such an instruction,.you must comply with it, and then
inform the Financial Secretary and Board of public bodies of what has occurred and should also
communicate the papers to the Public Expenditure Policy Cooidination Division or the Public
Enterprises Division of the Ministry responsible for finance, whichever is relevant and the
Auditor-General. Provided that this procedure has been followed, the Public Accounts Com-
mittee c8n be expected to recognize that you bear no personal responsibility for the expenditure.
If a course of action is in contemplation which raises an issue not of formal propriety or
regularity but more widely of prudent and economical administration, it is your duty as account-
ing officer to draw the relevant factors to the attention of the Minister and to advise the Minister
in whatever way you think appropriate.
Appearance before /he PAAC and PAC
- - - - -
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14. Under the Financial Administration and Audit Act, the Auditor-General may carry out
. examinations into the economy, efficiency and effectiveness with which any department, or
other authority, or body of a kind specified in the Act, has used its resources in discharging its
functions. You will be called upon to appear before the Public Accounts Committee, from
time to time, to give evidence on the reports arising from these examinations, and to answer
the questions of the Committee concerning expenditure and receipts on the votes and other
accounts and related activities for which you are the accounting officer. You may be supported
by other officials who may, and commonly do, join in givlng evidence.
. .
15: Accounting officers are also required to appear before the Public Administration and
Appropriations Committee (PAAC) to answei to or clarify queries that may arise in expenditures
pertaining to your approved budget. It is important to have proper documentation and record
keeping of all transactions so that these may be presented as evidence where requested.
!
THE FINANCIAL MANAGEMENT REGULA TONS. 201 1 2.35
SCHEDULE B, contd.
16. As the accounting officer, you will be expected to furnish the PAC and the PAAC with
explanations of any indication of weakness in the matters covered by paragraph (k) above, to
which their attention has been drawn by the Auditor-General or the Parliament, about which they
may wish to question.
17. In practice, you will have delegated authority, but you cannot on that account disclaim
your responsibility. By convention, the incumbent accounting officer does not decline to answer
questions where the events took place before assuming appointment; the Committee may be
expected not to press personal responsibility in such circumstances.
18. The Committees have emphasized the importance it attaches to accuracy of evidence, and
the responsibility of witnesses to ensure this. You should ensure that you are adequately and
accurately briefed on matters on which you give evidence. You may ask the respective Com-
mittee for leave to supply information not within your immediate knowledge by means of a note
at a later date. Should it be discovered subsequently that the evidence provided to the Committee
contained errors, these should be made known to the Committee at the earliest possible moment.
19. In general, the rules and conventions governing appearances of officials before
Parliamentary Committees apply to the PAC, including the convention that civil servants do not
disclose the advice given to Ministers. Nevertheless, in a case where the procedure described in
paragraph (I) was used concerning a matter of propriety or regularity of expenditure, the
accounting officer's advice, and its overruling by the Minister, would be disclosed to the PAC.
In a case where advice of an accounting officer has been overruled in a matter in a manner not of
propriety or regularity but of prudent and economical administration, it will be appropriate for an
accounting officer questioned about the matter at the PAC, to lay stress on the fact that it was a
decision by his Minister. However, you should generally seek to avoid disclosing advice given to
the Minister or disassociating yourself from the minister's decision.
20. You should be ready to explain the reasons for the Minister's decision and may be called
upon to satisfy the respective Committee that all relevant financial considerations were brought
to the Minister's attention before the decision was taken. It will then be for the PAC to pursue
the matter further with the Minister, if they so wish.
Absence ojAccounring Oflcer
21. The PAC may be expected to postpone a hearing if the relevant accounting officer is
temporarily indisposed. Where the accounting officer is unable by reason of incapacity or
absence to sign the Appropriation Account in time to render it to the Ministry of Finance and the
Auditor-General the department may render unsigned copies pending his return. If the account-
ing officer is unable to sign the account in time for printing, the department should ask the
Minister of Finance to appoint an interim accounting officer to do so. The public officer, who so
acts, should satisfy himself as to the accuracy of those statements before signing.
Accounfobility in Porosrorol Public Bodies
22. In all cases where a department gives a grant or subvention to a nondepartmental public
body, this should be done on terns which clarify the respective responsibilities of the accounting
officer of the department and the senior full-time official (the Chief Executive Officer or
equivalent) of the recipient body. In particular, your responsibility is to ensure that-
(0) the grant or subvention is spent only for the specific purposes for which it was
approved and for this purpose arrange to get fiom the parastatal bodies, monthly and
annual statements of expenditure in conformity with the Government's budget
structure; and
(b) the conditions anached to it conform with the terns of the vote; to monitor
compliance with those conditions by the body; and to satisfy yourself that the
financial and other management controls applied by the department are appropriate
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I
THE FINANCIAL MANAGEMENT REGULATIONS. 201 I 2.36
SCHEDULE B, cond
and sufficient to safeguard public funds and, more generally, that hose being
applied by the body conform with requirements both of propriety and good finan-
cial management. .
23. It should be'made clear in writing to the senior full-time officiai of the recipient body
that he carries a simil* responsibility to that of a Departmental accounting officer so far as
expendituie out of the grant or subvention is concerned. This includes responsibility for ensuring
that the accounts of the body are properly presented, and for good financial management within
the recipient bod^
24. The senior full-time official of the recipient body will normally be expected to be a signa- ; l 0 .
tory of its accounts. The PAC attaches great importance to the responsibilities of the signatories I
of public accounts prepared by nondepartmental public bodies and by of them h e liable to be
summoned to appear before the Committee, alongside the departmental accounting officer con-
cerned. They should, therefore, be notified by the sponsor department of that liability. The
degree of formality attached to such notification is a matter for you as the accounting officer of ,I
the-department providing the grant or subvention. He may in the case of a large grant or subven-
tion formally designate the senior full-time official as "accountable officer".
I
Minister of Finance and the Public Service. i 1
Please sign and return duplicate copy.
. .
, Terms and conditions accepted by: 1
i
....................................................... !
C: Name of Portfolio Minister to which ,
the accounting officer is assigned
1
' i . ,
. .
i
: '~
. t
, ,
I
f
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SCHEDULE C
Accountable Oficers Appointment Letter
2.37
(Regulation 66)
Ref. No. 107i053A
Name
MinistryDepaJtment
Dear >
The Financial Administration and Audit Act defines an "accountable officer" as:
"any public officer, including aq accounting officer, concerned in or responsible for the col-
lection, receipt, custody, issue or payment of public moneys or other public property;"
In accordance with section 24F of the Financial Administration and Audit (FAA) Act, I hereby
appoint you to be an accountable officer charged with the responsibility for the management
of the funds of the
(Insert name of the publ~c body)
Accordingly, you are hereby authorixd to incur expenditure not exceeding the level of alloca-
tions issued to you or for which you are responsible. You are also required to manage the
resources in accordance with the following conditions governing the regularity and propriety of
expenditure-
(a) responsibility to plan and control the expenditure within the funds allocated,
through establishing and maintaining the prescribed system of commitment
planning and control, ensuring that each item of expenditure is supported by the
availability of funds for the specific purpose as required by financial instructions;
(b) compliance with the Public Bodies Management Accountability (PBMA) Act; the
FAA Act and any Regulations made thereunder, any Financial Instructions issued
by the Financial Secretary under section 51 of the Act, and the prescribed public
sector procurement procedures regarding tenders, contracts and payments;
(c) avoidance of waste and extravagance and seeking bf economy, efficiency and
effectiveness in the use of resources made available;
(d) proper management and accounting of assets, including stores. equipment, and
transport vehicles;
(e) maintenance of records to generate timely financial reports and other management
information.
Failure to comply.will render you liable to disciplinary proceedings under the Public Bodies
Management and Accountability Act and the Financial Administration and Audit Act and in
accordance with the Public Service Regulations.
Yours faithfully,
Financial Secretary
Please sign and return the duplicate copy:
Terms and conditions accepted in the above letter.
...........................................................
>
