Accounts and monthly report to be submitted by the Institutes to PIU

Accounting and Finance

Separate Books of Account will be opened for the project at the institution. The books of account and records will primarily consist of (i) Cash Book, (ii) Bank Book, (iii) Contract Control Register, (iv) Serial payment order files along with all supporting documents, (v) Bank reconciliation statements, (vi) Cash Flow statements regularly updated, (vii) Budget control Register and (viii) Serial Budget Monitoring voucher Files.

Name of the Month FY:200…..

Cash Book

Debit Date Voucher Particular s Folio Amou nt in Tk.

Cash Date Voucher No.

Particu lars Folio Amount Cash

Name of the Month FY:2011…..

Bank Book

Debit Date Voucher Particular s Folio Amou nt in Tk.

Bank Date Voucher No.

Particu lars Folio Amount Cash

Contract Control Register Package No: Total Contract Amount: Date of Award: Date Particulars Bill Submitted Bill Approved Bill paid Balance Remarks

Bank Reconciliation Statement of ............

as at the end of month

Bank balance as per Bank Statement Cr.

Add:

Cheques deposited but not credited by the Bank during the period: (i) Cheque No. ………………….. (ii) Cheque No. ………………….. (iii) Cheque No. …………………..

Less: (a)

Cheques issued but not presented to the Bank for Payment (i) Cheque No. ………………….. (ii) Cheque No. ………………….. (iii) Cheque No. ………………….. (b) Interest credited in the Bank Statement but not entered in the Cash Book Balance as per Cash Book Dr.

TK.

Tk. …… Tk. …… Tk. …… Tk. …… Tk. …… Tk. …… Tk. …… Tk.

-------- -------- ----------

Cash Flow Statement Particulars

A. Resources: (a) Opening cash balance (b) Government of Bangladesh c)Loan/Grants from Lender/Donor (d)Other resources Total Cash flow: B. Expenditures: (a) Modernization of equipment & teaching (b) Capacity Development (c) Remuneration for guest faculty from industry (d) Students training materials & cost towards industry visits (e) Improvement in Institutions, outreach communication & placement (f) Infrastructure, Rehabilitation & Refurbishment Total Cash Outflow: Net cash flow: (A – B)

Amount in Taka

--------------------------- --------------------------- --------------------------- --------------------------- -------------------------- -------------------------- -------------------------- -------------------------- -------------------------- -------------------------- ---------------------------

Budget Control Register Name of the activity/head: Modernization of equipment & teaching Sl. No.

1 Date 2 Budget allocation 3 Budget consent 4 Balance 5 (3-4)

Accounting and Finance (Contd..)

l l l

Monthly, quarterly, and annual financial statements will have to be submitted to the PIU. The formats for these are enclosed at Annexures A-1 and A-2 to this Manual. The format for the annual statements will be circulated at the appropriate time.

IPMU and IMC must oversee accounts and cash flows on a regular basis and this should be a mandatory item on all meeting agenda.

Accounting and finance staff at the institution level will hold themselves in readiness at all times for surprise audits.

Reports to be submitted

Monthly Report The Following monthly & quarterly Financial Report will have to be submitted to the PIU: (a) Cash and Bank Balance, (b) Advances (c) Sundry Creditors (d) Expenditure Summary (e) Drawdown

Annexure: A-1 Institution Name: Beneficiary Code: Monthly Financial Report: For the month of -----------, 20 — Part I: Cash and Bank Balance Opening Balance Cash in Hand Cash at Bank Inflows Month during the Closing Balance as of ---- Cash in Hand Cash at Bank Part II: Advances Advances unacquitted period beginning at Acquitted during the month Advances given during the month Acquitted amount of advances given during the month Total Advances unacquitted at period end

Part III: Sundry Creditors Unpaid project bills at the beginning of the month Total of Bills received during the month Total paid Bills Prior period outstanding bills Current period bills outstanding Total outstanding Bills at period end Part IV: Expenditure Summary Major Expenditure Head Cumulative Exp till last month Expenditure during this month Cumulative Exp at period end % Budget of Expended total Modernization of Equipment Remuneration Faculty to Guest Students’ Training Materials Capacity Faculty Development Institutional Development of Infrastructure

Part V: Drawdown Total Implementation Grant Award % drawn during last month % drawn during this month % drawn till last month, cumulative Cumulative % drawn till period end A2

Quarterly Statements

Same statements as above to be made for each quarter.

Thank you