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GUIDELINES FOR ORDERS AND AUTHORISATION OF EXPENSES

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					         INSTRUCTIONS FOR ORDERS AND
          AUTHORISATION OF EXPENSES




                   FOR CORPORATE PERSONNEL




0261/JPDUTOIT/HP
 INSTRUCTIONS FOR ORDERS AND AUTHORISATION OF EXPENSES
 FOR CORPORATE PERSONNEL




ITEM                                                           DESCRIPTION                                                               PAGE

A.     OFFICE EXPENSES .............................................................................................................. 1

1.     General Consumables and Services ...................................................................................... 1

2.     Fixed Assets : Non-IT ........................................................................................................... 2

3.     Fixed Assets : IT ................................................................................................................... 2

4.     IT Consumables and Services (excluding Software & Software Licenses) ............................ 3

5.     Non-Technical Software & Licence Fees................................................................................ 3

B.     CORPORATE DEPARTMENTAL EXPENSES...................................................................... 4

1.     Authorised Signatories............................................................................................................ 4

2.     Personnel Expenses............................................................................................................... 5

3.     Marketing Expenses ............................................................................................................... 5

4.     Training Expenses .................................................................................................................. 5

5.     Other Administrative Expenses .............................................................................................. 6

6.     Personnel Private Expenses................................................................................................... 6

C.     ORDERS ................................................................................................................................ 7

1.     Completion of Orders.............................................................................................................. 7

2.     Authorisation of Orders........................................................................................................... 7

3.     Steps to be Followed Regarding Orders................................................................................. 8

4.     A Few Points to Remember.................................................................................................... 9




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A.          OFFICE EXPENSES
           The following expenses are always a cost for the office and must always be authorised by
           the Office Head.

1.          General Consumables and Services

             Type of expense                  See list below

             Book to project number           ADM_ _ _ (Office) _ _ _ (Year) N01

                                              i.e. ADMBEL006N01

             Authorised by                    Office Head

             Order required                   Yes

             Additional Form(s) required      No

            Type of Expense

             General Office Expenses
             Office Cleaning Costs
             Kitchenware
             Garden Maintenance               Including garden services (outside)
             Office Plants                    Flowers at reception, rented office plants etc.
             Stationery
             Paper
             Plotter Consumables
             Postage
             Library Expenses                 Including books and electronic information (electronic
                                              subscriptions)
             Journal Subscriptions            Subscription of magazines and newspapers
             Personnel Refreshment            Tea, coffee, milk etc.
             Repairs, Maintenance and
             Consumables of the
             following :
             General Office Machines          All office machines except photocopiers, faxes, multi-
                                              purpose office machines
             Photocopiers, Faxes, Multi-
             purpose office machines
             Telephone
             Furniture & Fittings
             Office Security                  Including security fences, alarms, security gates
             Property
             Vehicles
             Instruments                      Including photographic equipment
             Air conditioners



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2.          Fixed Assets : Non-IT

            Refer QMS SPU 004

             Type of expense                Office machines, furniture & fittings, motor vehicles,
                                            instruments

             Book to project number         ADM_ _ _ (Office) _ _ _ (Year) N01

                                            i.e. ADMBEL006N01

             Authorised by                  Office Head

             Order required                 Yes

             Additional Form(s) required    Yes

                                            Fixed Asset Requisition Form


3.          Fixed Assets : IT

            Refer QMS SPU 004

             Type of expense                 IT fixed assets (i.e desktops, laptops, printers, etc.)

             Book to project number          ITE_ _ _ (Office) _ _ _ (Year) N01

                                             i.e. ITEBEL006N01

             Authorised by                   Office Head

             Order required                  Yes

             Additional Form(s) required     Yes

                                             IT Specifications Form
                                             and
                                             Fixed Asset Requisition Form




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4.          IT Consumables and Services (excluding Software & Software Licenses)

             Type of expense                 IT equipment repairs & maintenance

                                             IT equipment consumables

                                             IT services

             Book to project number          ITE_ _ _ (Office) _ _ _ (Year) N01

                                             i.e. ITEBEL006N01

             Authorised by                   Office Head

             Order required                  Yes

             Additional Form(s) required     No


5.          Non-Technical Software & Licence Fees

             Type of expense                 Non-technical software & licence fees

             Book to project number          ITE_ _ _ (Office) _ _ _ (Year) N01

                                             i.e. ITEBEL006N01

             Authorised by                   Office Head

             Order required                  Yes

             Additional Form(s) required     No




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B.          CORPORATE DEPARTMENTAL EXPENSES

            The following expenses are a cost for the corporate department and must be authorised by
            the Corporate Department Head or designated signatory.

1.          Authorised Signatories

             Nr     Department                             Project Number           Authorised By
             79     Legal                                  LEGDEP                   CLA
             80     Finance                                FINANS                   FM
             81     Human Resources                        MENHUL                   HRM
             82     IT (only corporate)                    INLTEG                   FM or IM or CLA
             83     TQM                                    TQM_ _ _                 BM
             84     Local Business Development             BEMARK                   DD : LBD
             85     Management                             BSTUUR                   CEO or COO or FM
                                                           BOARM
                                                           BESKOM
             86     Company Projects                       Various project          CEO or FM or
                                                           numbers                  relavent
                                                                                    Project Director
             87     Students                               STUDEN                   HRM
             88     Corporate Information                  COINFO                   CEO or BM or IM
             89     Corporate Material                     CORMAT                   CEO or IM or BM
             90     International Business Development     BSDINT                   DD : IBD
                                                           BSD_ _ _
             91     Bid & Risk                             BIDDEP                   BM


           Abbreviations :

             CEO                 Chief Executive Officer
             COO                 Chief Operating Officer
             DD : LBD            Divisional Director : Local Business Development
             DD : IBD            Divisional Director : International Business Development
             FM                  Financial Manager
             HRM                 Human Resource Manager
             BM                  Bid & Risk Manager
             IM                  Information Manager
             CLA                 Corporate Legal Advisor




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2.          Personnel Expenses

             Type of expense                Personnel relocation, personnel functions, personnel
                                            awards & gifts, personnel welfare

             Book to project number         Corporate Personnel : _ _ _ _ _ _ (Department)
                                                                  _ _ _ (Year) N01

                                                                     i.e. MENHUL006N01

             Authorised by                  See B.1

             Order required                 Yes

             Additional Form(s) required    No


3.          Marketing Expenses

             Type of expense                All marketing expenses including sponsorships,
                                            functions, entertainment and charity

             Book to project number         Office Level

                                            BMK (Office) _ _ _ (Year) N06

                                            i.e. BMKBEL006N06

                                            Company Level

                                            BEMARK (Year) N06

                                            i.e BEMARK010N06

             Authorised by                  Office Level           : Office Head

                                            Company Level          : DD:LBD

             Order required                 Yes

             Additional Form(s) required    No


4.          Training Expenses

             Type of expense                Training, courses, workshops, seminars

             Book to project number         Corporate Personnel : _ _ _ _ _ _ (Department)
                                                                  _ _ _ (Year) N03

                                                                     i.e. COINFO006N03

             Authorised by                  Corporate Personnel : See B.1

             Order required                 Yes

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             Additional Form(s) required    No

            Other Administrative Expenses

             Type of expense                Air travel, accommodation, cell phone, subsistence,
                                            parking & toll fees, etc.

             Book to project number         Corporate Personnel : _ _ _ _ _ _ (Department)
                                                                  _ _ _ (Year) N01

                                                                      i.e. BIDDEP006N01

             Authorised by                  Corporate Personnel : See B.1

             Order required                 Yes

             Additional Form(s) required    No


6.          Personnel Private Expenses

             Type of expense                Air travel, accommodation, stationery etc.

             Book to project number         _ _ _ _ _ _ (Personnel Number) 000 R01

                                            i.e. KELLFC000R01

             Authorised by                  Personnel Member

                                            and

                                            Divisional Director or Department Head or Office
                                            Head

             Order required                 Yes

             Additional Form(s) required    No




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C.          ORDERS

1.          Completion of Orders

            Refer to the attached example A and complete as follows :

            a.      The company from which the goods or services are purchased (the supplier).

            b.      Inform the supplier that the order number must reflect on their invoice.

            c.      The date when the order was placed.

            d.      The name of the person requesting the purchase.

            e.      The complete project number (project, task and activity i.e. SIVBEL 006 N01).

            f.      The complete project name.

            g.      The full details regarding quantity, description, unit price (excluding VAT) and total
                    price of the goods or services purchased, must be completed (see attached
                    example B).

                    If a fixed amount was not agreed upon beforehand, an estimated amount with ±
                    must be filled in (see attached example C).

                    If a fixed amount per month for a few months was agreed upon, only one order may
                    be completed stating the amount per month and for which months (see attached
                    example D).

                    See attached for more examples (example E to K).

            h.      The correct person must authorise the purchase / order (refer sections A, B and
                    C.2).

2.          Authorisation of Orders

            The authorisation of an order is determined by the project number to which the costs are
            allocated. Refer sections A and B for detailed guidelines. In summary the following
            applies :

            a.      ADM numbers      :   Only the relevant Office Head.

            b.      Technical division admin numbers : AFVALO, ELEKTR, MEGANI, TRANSP,
                    MNTSER, REINIG, SIVOOS, SIVKZN, SIVNOO, SIVWES, STRUKT, SIVAGR.

                    Only the relevant Divisional Director.

            c.      Technical division admin numbers per office (i.e. ELEBEL, SIVBFN etc.)

                    The relevant Divisional Director
                    or
                    the most senior person within the division at that office.


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            d.      Admin number of office support personnel (i.e. ONDBEL):

                    The relevant Office Head

            e.      Admin number of corporate support personnel
                    See B.1.

            f.      Client and proposal projects

                    The Divisional Director (of the division of that project)
                    or
                    the Project Director (of that specific project)
                    or
                    the Task Manager (of that specific task – up to R50,000)

            g.      The CEO may approve any order.

3.          Steps to be Followed Regarding Orders

            a.      Order forms must be completed and authorised before the order for goods or
                    services are placed.

            b.      Inform the supplier that our order number must reflect on their invoice.

            c.      The person requesting the purchase must provide the complete project and task
                    number as well as the activity code i.e. 206840 PN0 N22.

            d.      After the order has been completed, the correct person (see sections A, B and C.2)
                    must authorise the order.

            e.      The pink order (fully completed and correctly authorised) must then be posted to :

                                     ATTENTION : CREDITORS
                                     KWEZI V3 ENGINEERS
                                     PO BOX 398
                                     BELLVILLE
                                     7535

            f.      Orders must be posted to the above address within a week after the order was
                    placed.

            g.      To save costs, orders must not be sent off one by one, but must be posted in
                    batches once or twice per week (depending on the amount of orders).

            h.      Everything mentioned under C.1 must be completed before sending orders to the
                    above address.




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4.          A Few Points to Remember

            a.      There must be only one supplier per order.

            b.      The part not used in the description must be crossed out.

            c.      If a long list of items are purchased (mostly stationery), the order may refer to an
                    attachment with all the information in C.1(e) as well as a reference to the order
                    number included, with only the total price (which should agree to the total price on
                    the attachment) written on the order. See example (E).

            d.      If the order only refers to an invoice number with no description or amount, then the
                    person authorising the order must sign that invoice as well. See example (F).

            e.      As a control measure only pink orders are processed (and not faxed orders). It is
                    therefore important to submit orders timely.

            f.      Always state the amount excluding VAT on the order.




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