Sundry Payments continued
Storyboard Text
- - Services rendered:* The services rendered were necessary for official purposes and prior approval had been obtained to acquire the services.* The services were satisfactorily carried out.* The charges are according to the relative tariff, contract, or agreement, or otherwise are fair and reasonable; and* The supplier is entitled to payment.
- Do note, in relation to supplies, services and claims, the following must be confirmed:-Goods:* The goods were required for official purposes and prior approval has been obtained to purchase the goods.* The goods were verified on receipt and in good condition, and that the rates used are in accordance with a contract and that they are fair and reasonable, and that the supplier is entitled to payment.
- -Claims for small payments (petty cash):* The expenses were actually incurred and paid on behalf of the Department.
- The person compiling the payment pack must ensure that the payment documents are in order. If a document appears to be defective for any reason, or if there are reasonable grounds for doubting its accuracy, the payment pack must be returned to the person who submitted it, who must then amend the mistake and initial the correction.No obliteration of any kind is permitted (tip-ex, green pens, etc.). In the event of alterations, a line shouldbe ruled and must be initialed.
- What if the payment pack is not accurate and needs to be amended?
- The person verifying the payment must be authorized by delegation. Before approving expenditure or incurring a commitment to spend, the delegated or authorized officialmust ensure compliance with any limitations or conditions attached to the delegation or authorization. The delegated official must approve the payment documentation accordingly and ensure all compliance requirements has been met.
- Employees compiling payment requests must not authorize or counter-sign payment requests. There arethree functionaries for any payments. No functionary can perform two functions.
- Also, can one official perform both roles as verifier and approver
- Can any official verify and approve a payment?
- A pre-payment or partial payment in terms of a written contractual agreement must be brought into account against the appropriate Vote or service where such payment must:(a) Show the total amount payable in terms of the written contractual agreement.(b) Show the total amount of all previous payments under such written contractual agreement.(c) Show the total payments to date.(d) Show the balance due; and(e) Be supported by a certificate from a duly authorized person that the supplier is entitled to the payment in terms of the written contractual agreement.
- A pre-payment or partial payment may not be made unless it is supported by a motivation/memo indicating that the amount of the payment requested is fully covered by, or equal to, the services already rendered.
- Can pre- payments be made?
- Where requisitions, invoices or statements are the supporting documents to a payment submission, sufficient detail must be given on the BAS creditor payment and BAS allocation forms to ensure that the expenditure can be identified, should the requisitions, invoices or statements become detached or removed.
- Thereafter, we can process the payment and finally capture it on BAS.
- Yes, Kenny. Upon completion, The paid stamp must be stamped on at least the BAS payment form and invoice (or certificate of paymentin respect of transfer payment) after having been compared to the payment stubs.
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