Community Outreach

Downloads

Forms for Nomination of Examiners - Academic Year 2015/16

Services offered in the College Bursar's Office

PDF version

                 COLLEGE OF HEALTH SCIENCES

           PRINCIPAL’S OFFICE

              BURSAR’S OFFICE

 

WORKING MANUAL

BACKGROUND

The Bursar’s Office is charged with maintaining proper accounting records and providing efficient and timely financial services to students, staff and the general public.

PROCEDURE FOR PROVISION OF FINANCIAL SERVICES

A.        RECEIPTING OF CASH AND CHEQUES

  • All income into the College is recognised and collected in cash or cheque.
  • All income is accurately and expeditiously receipted.
  • All cash collected is banked intact and promptly.
  • All receipts are accurately classified and posted to the correct ledger accounts.

B.        PAYMENTS PROCESS

  • All payments should be made within the budget and should comply with the University Financial Regulations.
  • All documents requesting for payments are received and recorded in a register at the Bursar’s office.
  • The documents are verified for validity and approval before instructions for payments are given.
  • On verification the documents are approved for processing and forwarded to the respective Accountants for processing.
  • Payment vouchers are prepared and posted through the computerised accounting system into the respective ledger accounts.
  • Payment vouchers are authorized for processing of cheque or payment by cash and then forwarded to Internal Audit.
  • Cheques are prepared and forwarded for signature according to the approval levels.

 

C.        APPROVAL AND PAYMENT OF CLAIMS

 

Medical Claims

All medical claims are submitted to the University Health Services for audit and approval by the Chief Medical Officer.  They are then forwarded to the respective Colleges for payment.

 

Other Claims

All other claims below Ksh.100,000 are approved for payment by the College Principal.  Amounts above Ksh.100,000 are approved by the DVC(A&F) or the Vice-Chancellor.

D.        PROCEDURE FOR PAYMENT OF CLAIMS

  • Approval for payment is received.
  • Member of staff is advised to complete an Authority to Incur Expenditure form.
  • The request is recommended by the Head of Department and chargeable vote is indicated.
  • The amount indicated is committed by the Bursar’s Office to the vote indicated ensuring that money is available in the vote for that particular quarter.
  • Expenditure is approved by the Principal/DVC(A&F) depending on the amount.
  • Payment Voucher is prepared by Assistant Accountant and approved by the Accountant.
  • The voucher is posted into the Accounting system.
  • The cheque is drawn or payment may be made in cash.

E.        PROCEDURE FOR PAYMENT OF INVOICES

  • Quotations, requisitions and approval for spending are received from Procurement Department.
  • The amount on the documents is committed in the AIE to ensure availability of funds.
  • The AIE is signed and forwarded by Head of Department for approval by the Principal.
  • On approval an LPO (Purchase Order) is prepared and approved by Procurement Department.
  • The process for payments indicated above is followed.

F.         PROCEDURE FOR PREPARATION OF CHEQUES

  • Once an invoice has been received it is certified that goods/services have been received by the user department.
  • The invoice is then attached to the letter of approval, quotations, copy of requisition, AIE, Goods Received Note duly signed by the recipient and copy of LPO.
  • On confirmation that all the documents are attached a payment voucher is prepared, signed and approved.  No payment shall be approved for payments of goods or services ordered verbally.
  • A cheque is prepared and forwarded for signature according to the approval limits.

Prepared By:             ------------------ T. R Nganga, Bursar, CHS

 

 

Authorized By:          ------------------ Prof. Isaac O. Kibwage, Principal, CHS

 

 

 

AttachmentSize
Working Manual-BURSAR CHS-24-08-2015.doc70 KB
Working_Manual-BURSAR_CHS-24-08-2015.pdf177.52 KB

Our Contacts

Physical Address:

Along old Mbagathi Road

Off Ngong' Road.

 

Postal Address:
P. O. Box  19676-00202
Kenyatta National Hospital
Nairobi Kenya
 
Telephone:
+254-20-2725698
Cellphone:
(+254)-735274288 / 0721665077
Fax:
+254-20-2720509
VOIP:
+254-020-4915001
Email:
principal-chs@uonbi.ac.ke

Anti-corruption hotline: 0788-262-407, email: integrity.chs@uonbi.ac.ke

Give suggestions: feedback.chs@uonbi.ac.ke

Report complaints: chscomplaints@uonbi.ac.ke

 

Locate Us

Follow Us on Facebook

 
 

UoN Website | UoN Repository | ICTC Website

Copyright © University of Nairobi 2017. All Rights Reserved.