At risk due to potential duplicate At risk for duplicate Not at risk for duplicate Not at risk for duplicate payments, voucher misuse, payments, voucher misuse, payments, voucher misuse, payments, voucher misuse, reliance on cash payments reliance on cash payments reliance on cash payments reliance on cash payments Procurement Notes 1. Describe the organization’s procurement policies (e.g., what approvals and documentation are required?) 2. Does the procurement policy include guidance on codes of conduct, conflicts of interest, and fair and open competition? 3. How does the organization handle donor procurement requirements (e.g., cost thresholds, approvals, rules on eligibility of goods and services or restrictions on sources)? Have these requirements caused any challenges for the organization’s procurement? 4. How does the organization avoid duplicate payments (e.g., are all invoices marked “paid” and are payment vouchers pre-numbered?) 3.5 Fixed Asset Management (Equipment and Property) Subsection Objective: Assess the soundness of policies and procedures for fixed assets management and degree of staff understanding and compliance. Resources: assets register, physical inventory reports; payment vouchers: financial manager, accountant, and staff questionnaires or interviews Low Capacity Basic Capacity Moderate Capacity Strong Capacity 1 2 3 4 3.5 Asset management policies and Asset management policies and Asset management policies and Asset management policies and Fixed Asset procedures are procedures are written and procedures are written and procedures are written and Management Not written Weak and require significant Adequate, but may require Good and regularly reviewed changes changes or some updating and revised as needed Written, but inadequate and require substantial changes Adequate, but not usually Generally followed Do not require changes followed Consistently followed Not supported by adequate Supported by adequate inventory records Hindered by weak inventory inventory records Supported by good inventory records records Not comprehensive, including Generally comprehensive, a definition of Partly comprehensive, including a definition of Comprehensive, including a equipment and including a definition of equipment and definition of non-expendable requirements for titling, equipment and requirements for titling, equipment and requirements for requirements for titling,
At risk due to potential duplicate payments, voucher misuse, reliance on cash payments At risk for duplicate payments, voucher misuse, reliance on cash payments Not at risk for duplicate payments, voucher misuse, reliance on cash payments Not at risk for duplicate payments, voucher misuse, reliance on cash payments Procurement Notes 1. Describe the organization’s procurement policies (e.g., what approvals and documentation are required?) 2. Does the procurement policy include guidance on codes of conduct, conflicts of interest, and fair and open competition? 3. How does the organization handle donor procurement requirements (e.g., cost thresholds, approvals, rules on eligibility of goods and services or restrictions on sources)? Have these requirements caused any challenges for the organization’s procurement? 4. How does the organization avoid duplicate payments (e.g., are all invoices marked “paid” and are payment vouchers pre-numbered?) 3.5 Fixed Asset Management (Equipment and Property) Subsection Objective: Assess the soundness of policies and procedures for fixed assets management and degree of staff understanding and compliance. Resources: assets register, physical inventory reports; payment vouchers: financial manager, accountant, and staff questionnaires or interviews Low Capacity Basic Capacity Moderate Capacity Strong Capacity 3.5 Fixed Asset Management 1 2 3 4 Asset management policies and procedures are Not written Written, but inadequate and require substantial changes Not supported by adequate inventory records Not comprehensive, including a definition of equipment and requirements for titling, Asset management policies and procedures are written and Weak and require significant changes Adequate, but not usually followed Hindered by weak inventory records Partly comprehensive, including a definition of equipment and requirements for titling, Asset management policies and procedures are written and Adequate, but may require changes or some updating Generally followed Supported by adequate inventory records Generally comprehensive, including a definition of equipment and requirements for titling, Asset management policies and procedures are written and Good and regularly reviewed and revised as needed Do not require changes Consistently followed Supported by good inventory records Comprehensive, including a definition of non-expendable equipment and requirements for
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