BASIC EDUCATION AND EMPLOYABLE SKILL TRAINING

Standard Operating Procedures

(SOPs) 2009

_______________________________________________________
31-D Kangra House Circular Lane University Town Peshawar
Phone No +92 (91) 585 2209-10, Fax: +92 (91) 570 0762
Email: bestpak@brain.net.pk web site: www.bestpak.org
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TABLE OF CONTENTS
SECTION 1: INTRODUCTION: ............................................................................................................. 7
1.1. INCEPTION.............................................................................................................. 7
1.2. VISION ..................................................................................................................... 7
1.3. MISSION STATEMENT ........................................................................................... 7
1.4. BEST VALUES......................................................................................................... 7
1.5. OBJECTIVES ........................................................................................................... 8
1.6. ORGANIZATION STRUCTURE............................................................................... 8
1.7. CORRESPONDENCE ........................................................................................... 10
1.8. DECISION-MAKING............................................................................................... 10
1.9. GUIDING FRAMEWORK ....................................................................................... 10
1.10. PRINCIPLES........................................................................................................ 10
1.11. AMENDMENTS.................................................................................................... 11
1.12. DEFINITION OF TERM........................................................................................ 12
1.13. MONITORING & EVALUATION .......................................................................... 13

SECTION 2: HR MANAGEMENT & DEVELOPMENT: ................................................................................. 14

2.1. JOB CREATION & RECRUITMENT PROCEDURE.............................................. 14
2.2. PERSONNEL FILES .............................................................................................. 16
2.3. ANNUAL PERFORMANCE APPRAISALS ............................................................ 16
2.4. STAFF BENEFITS ................................................................................................. 16
2.5. REGULAR POSITIONS ......................................................................................... 16
2.6. ASSIGNMENT BASED POSITIONS...................................................................... 16
2.7. RESOURCE PERSON........................................................................................... 16
2.8. CATEGORIES OF EMPLOYEES .......................................................................... 17
2.9. PROBATION PERIOD ........................................................................................... 17
2.10. OVERTIME .......................................................................................................... 17
2.11. END OF SERVICE............................................................................................... 17
2.12. RE-VISITING BY FORMER EMPLOYEES.......................................................... 18
2.13. DISCIPLINARY ACTIONS DUE TO BEHAVIOR................................................. 18
2.14. DISCIPLINARY ACTIONS ................................................................................... 19
2.15. GRIEVANCES PROCEDURE ............................................................................. 20
2.16. CODE OF CONDUCT.......................................................................................... 20

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SECTION 3: FINANCIAL MANAGEMENT:.............................................................................................. 22

3.1. ACCOUNTING SYSTEM ....................................................................................... 22
3.2. DISBURSEMENT................................................................................................... 22
3.3. PROCUREMENT COMMITTEE ............................................................................ 22
3.4. PROCUREMENT ................................................................................................... 22
3.5. SALARIES, INCREMENT AND ALLOWANCES ................................................... 23
3.6. INSURANCE COVER ............................................................................................ 23
3.7. ACCIDENTAL INSURANCE .................................................................................. 23
3.8. AUDIT..................................................................................................................... 23
3.9. QUALITY CONTROL ............................................................................................. 24
3.10. ASSETS ............................................................................................................... 24
3.11. NEGLIGENCE...................................................................................................... 24
3.12. SALARY ADVANCEMENT .................................................................................. 24

SECTION 4: ADMINISTRATION: ....................................................................................................... 25

4.1. TRAVEL ................................................................................................................. 25
4.2. FIELD TRIPS.......................................................................................................... 25
4.3. VEHICLES.............................................................................................................. 25
4.4. QUALIFICATIONS AND RESPONSIBILITY OF DRIVERS................................... 25
4.5. OPERATING AND SAFETY PROCEDURES ........................................................ 26
4.6. SECURITY ............................................................................................................. 27
4.7. LEAVE AND HOLIDAYS ........................................................................................ 27
4.8. PUBLIC HOLIDAYS ............................................................................................... 28
4.9. MATERNITY LEAVE .............................................................................................. 28
4.10. COMPENSATORY LEAVE .................................................................................. 28
4.11. SHORT LEAVE .................................................................................................... 28
4.12. EXTRA ORDINARY LEAVE ................................................................................ 28
4.13. LEAVE BALANCES ............................................................................................. 28
4.14. LEAVE APPLICATIONS ...................................................................................... 28
4.15. NIGHT STAY AT BEST FACILITY....................................................................... 29
4.16. PICK AND DROP SERVICE................................................................................ 29
4.17. TRANSFERS ....................................................................................................... 29
4.18. FOOD EXPENSES DURING WORKSHOPS AND MEETINGS.......................... 29

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LIST OF ACRONYMS / ABBREVIATIONS

AJK Azad Jammu Kashmir

ARs Afghan Refugees
BMR Budget monitoring Report
BOD Board of Director
BPV Bank Payment Voucher
BRV Bank Receipt Voucher
CEO Chief Executive Officer
CPV Cash Payment Voucher
CRV Cash Receipt Voucher
CSO Civil Society Organization
CV Curriculum Vitae
FAM Functional Area Manager
FAO Food & Agricultural Organisation of UN
FATA Federally Administered Tribal Area
FMIS Financial Management Information System
HRD Human Resource Development
IP Implementing Partner
JV Journal Voucher
KPK Khyber Pakhtun Khwa
M&E Monitoring and Evaluation
MD Managing Director
MIS Management Information System
NEF National Education Foundation
NWFP North West Frontier Province
PC Procurement Committee
PM Project Manager
SMC Social Mobilization Committee
TOR Terms of Reference
UN-HABITAT United Nations Human Settlements Programme
UNHCR United Nations High Commission for Refugees
UNICEF United Nations Children Fund
UNODC United Nations Office on Drugs and Crime
WFP World Food Program

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LIST OF ANNEXURES
ANNEXURE- C – LEAVE APPLICATION ............................................................................... 30
ANNEXURE- D – MISSION TRAVEL REQUEST ................................................................... 31
ANNEXURE- E – STAFF TRAVEL.......................................................................................... 32
ANNEXURE- F – TRAVEL CLAIM .......................................................................................... 33
ANNEXURE- G – VEHICLE MAINTENANCE ......................................................................... 34
ANNEXURE- H – PAYMENT REQUEST ................................................................................ 35
ANNEXURE- I – PETTY CASH............................................................................................... 36
ANNEXURE- J – REQUISITION FORM ................................................................................. 37
ANNEXURE- K – PAYMENT REQUEST ................................................................................ 38
ANNEXURE- L – CASH DISBURSEMENT............................................................................. 38
ANNEXURE- M – BRS ............................................................................................................ 40

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 PURPOSE OF SOPs

These SOPs have been developed to describe the standard

mechanism for major activities in BEST. The document intends to
guide and facilitate management, field teams and all staff members to
inculcate effectiveness and uniformity in carrying out their activities and
functions.

 SCOPE OF SOPs

These SOPs, as a detailed written set of instructions, will help in

achieving uniformity in carrying out activities and functions in the
organization.

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SECTION 1: INTRODUCTION:
BEST (Basic Education and Employable Skill Training) is a non-profit, non-
governmental, non-political and development oriented organization registered with
the Social Welfare Department, Government of KPK (under Voluntary Social Welfare
Agencies Registration & Control Ordinance 1961) and working as an Implementing
Partner of UNHCR, WFP, UNICEF, UNODC, UN-HABITAT and NEF (National education
Foundation), Ministry of Education, Islamabad for Afghan Refugees, local population
in KPK, FATA, AJK, Momand and Punjab. BEST is also registered with the Ministry of
Planning in Kabul, Afghanistan.
1.1. Inception
BEST was established in April, 2001 and registered with the social Welfare
Department of the Government of NWFP, under the Voluntary Social Welfare
Agencies Registration & Control Ordinance1961(XLVI of 1961).
The main office of the organization is located in University Town Peshawar
and its field offices function in Abbotabad, FATA (Bajuar) and Momand in
Pakistan.
BEST Afghanistan country office is located in the capital city of Kabul.
1.2. Vision
“Creation of peaceful and developed civil society where developed Human
resources and economic opportunities are available in enabling environment”
1.3. Mission statement
“To contribute to poverty alleviation through provision of basic education,
employable skill training and micro / small enterprise development leading to
income generation and employment opportunities in a sustainable way”

1.4. BEST values

BEST believes in the following values:
 Respect for human dignity
 Transparency
 Accountability
 Efficiency
 Effectiveness
 Trust
 Creativity
 Commitment

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1.5. Objectives
 To provide the means for people (male/female) to obtain basic education
(formal and non-formal) through best facilities.
 To provide the means for people (male, female) to acquire a vocational
technical or other skill facilitated by BEST.
 To support, assist or be in any way helpful to an individual or a group of
people who are intending to start a business, trade or commercial activities in
any way, which is in the mandate of the organization or approved by the
board of directors.
 To engage in any other development and capacity building activities which
are conducive to the uplift of the poorest and neglected sectors of the
society.
 To undertake any emergency and relief related activities.
1.6. Organization structure
 The board of directors (B.O.D) of BEST is the strategic apex of the
organization. The roles and functions of B.O.D have been explicitly defined in
the constitution of the organization as well as memorandum of association.
 The organization is headed by a full time managing director who is the chief
executive and fully responsible for financial, technical, personnel, operational
matters and entire administration of BEST and shall report to the B.O.D.
 BEST is a gender sensitive organization, therefore all positions are open for
men and women.
 BEST operates in a decentralized manner and therefore, all its projects,
programs and activities shall be functioning in accordance with the staff
manual as well as the terms and conditions agreed upon by BEST with the
Sponsors / Donors, in the project documents and contract agreements.

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1.7. Correspondence
 The MD and / or any staff member authorized by him in writing or verbally, shall
have the authority to enter into correspondence with organization heads of other
Agencies / Projects / Donors. The Project Managers, operations, finance and other
heads of departments and units are authorized to correspond with other staff of
BEST but with information to MD and their line Managers.
 Staff members shall communicate replies to any correspondence addressed to them
with information to their line managers.
 Information regarding visits / inspections to the field / sites by the external agencies
or BEST staff should be communicated to MD and relevant line managers in writing
or verbally.
1.8. Decision-making
 The board of directors shall be the strategic apex of the organization, having a
strategic decision making role as laid down in the BEST constitution and
subsequently delegated to MD by the B.O.D.
 The MD shall prepare Annual Plan and Budget and present it to B.O.D for approval.
He will also present Annual progress report and any changes / amendments in
policies, procedure and other important matters of strategic nature, to B.O.D for
approval.
 The MD, being the chief executive , shall make all decisions necessary for the smooth
functioning of the organization in accordance with the, rules, regulations,
procedures and constitution of BEST.
1.9. Guiding framework
BEST is a registered body, having its constitution, which serves as a guiding
framework for all actions, which is undertaken by the organization and its members
for the delivery of its mandated functions and delivery of services. This staff manual
is in conformity with the BEST constitution. Whenever an amendment is made in the
constitution, the amended document approved by the competent forum (General
Body) shall automatically replace previous versions.
The MD shall be responsible for issuing formal notification for such amendment in
the constitution with the approval of the B.O.D.

1.10. Principles
This staff manual shall be valid for one year and shall replace all previous policies and
procedures. This manual shall be reviewed every year and a new copy shall be issued
to all projects and sections.
The rules laid down hereinafter, shall not contain any article, clause, paragraph or
sentence that is in contradiction to the legal framework of the Islamic Republic of
Pakistan, or Law of natural justice or Human Rights Convention or constitution of the
organization. All such clauses / rules shall be removed by the B.O.D / MD.

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Actions taken under removed clauses before the date and time of removal shall be
dealt with as legitimate and justified actions and thus shall stand indemnified unless
specified otherwise by the MD and approved by the B.O.D.
1.11. Amendments
Only in emergency situation, the MD, in consultation with the heads of operations
and finance departments, can amend the staff manual. The amendments will be
documented and shared with the Project Managers and head of sections. The
amended clause will need to be put in the staff manual as an annexure.
1.11.1. The Organisation reserves to itself the right to modify, cancel or amend all or any
of these rules and or supplementary rules issued in connection with these rules
as may be considered necessary and appropriate by the Organisation from time
to time, with the prior approval of the B.O.D / MD.
1.11.2. The Organisation reserves to itself the right of interpreting finally the meaning
and purport of these and/or any amendments, modifications of these rules,
subject to the decision of the B.O.D / MD.
1.11.3. The competent authority may, in relation to staff under special circumstances, in
deserving and otherwise fully justified, in the interest of the Organisation and for
reasons to be recorded in writing, allow relaxation of any or all of these rules
subject to the conditions that all cases of relaxation of rules shall be reported to
the B.O.D in its first meeting following such relaxation.
1.11.4. The MD may, from time to time, in consultation with the senior staff members,
consistent with the principles set out here, issue amendments, additions,
elaborations or office instructions as necessary to expand the provisions of these
rules. For this purpose, guidance may be sought from staff rules of similar
Organisations, if necessary.
1.11.5. Amendments, modifications or supplements to these rules, issued by the MD,
shall remain provisional until approved by the B.O.D.
1.11.6. The full text of the provisional rules shall be reported bi-annually to the B.O.D. If
B.O.D finds that a provisional rule is inconsistent with the intent and purpose of
these rules, it may direct that the rule or amendment be withdrawn or modified.
1.11.7. The provisional rules and amendments reported by the MD taking into account
such modifications and/or deletions, which may be directed by the B.O.D, shall
enter into full force on a date in which the rule is approved by the B.O.D.
1.11.8. The B.O.D shall have the full power to make any amendment, addition or
alteration in these rules, from time to time as may be necessary, provided that at
least two third of the existing members of the B.O.D approve such amendments,
additions. The approved revision of the rules shall be deemed effective from the
date, the said amendment, addition or alteration is approved. However, the
B.O.D will take into account the reviews of the members of the staff.
1.11.9. The rules will be interpreted in the light of broader rules, regulations, enactment
of the Government Registration Act under which the Organisation is registered.

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1.12. Definition of term

In these rules, under otherwise specifically stated there is anything repugnant in the
subject or context the terms defined in hereunder or used in these rules shall have
the same meaning/sense as explained against each as under.
1.12.1. Organization means the “Basic Education and Employable Skill Training” BEST)”.
1.12.2. B.O.D means the strategic apex body of BEST.
1.12.3. MD means the managing Director / Chief Executive of BEST
1.12.4. Competent authority means the B.O.D, MD, or/and the head of department,
Project Manager or/and any other person duly authorized to exercise such
powers.
1.12.5. Service means the period for which a staff member receive pay from the
Organization and includes the period of leave duly sanctioned by the competent
authority and any other period termed as service by such authority.
1.12.6. Staff means any person employed by the Organization to do any skilled,
unskilled, manual, technical or clerical work for hire or reward.
1.12.7. Family means staff member’s wife, legitimate children and stepchildren, residing
with and wholly dependent upon him.
1.12.8. Pay means the amount drawn by a staff member i.e. basic pay applicable to the
post held by him substantively or in an officiating capacity; special pay or
technical pay or any other emoluments specified as pay by the Organization.
1.12.9. Honorarium means a recurring or non-recurring payment granted to a staff
member as remuneration for special work, occasional and/or intermittent in
character or in consideration of work and responsibility.
1.12.10. Emolument means the amount paid by the Organization to staff member and
shall include pay and allowances.
1.12.11. Conveyance allowance means an allowance granted for the short journeys
performed by the staff in connection with official business necessitating use of
means of public/private transport.
1.12.12. Per-diem means an allowance granted to a staff member to cover the daily
expenses at an out-station workshop, field work, demonstrations etc. while on
duty and includes board and all other personal expenses and also conveyance
charges from residence or place of lodging to the place of duty and vice versa.
1.12.13. Leave means leave of absence from duty with the prior approval of the authority
that has been authorized by the competent authority to grant leave under the
leave rules of the Organization.
1.12.14. Duty means and includes:-
 Service during normal periods of work or overtime.
 Service as probationer.
 Period of training undertaken with the prior approval of competent authority,
in or outside Pakistan after becoming the staff member of the Organization.
1.12.15. Officiate: A staff member officiate a post when he perform the duties of a post
on which another person holds a lien or when a competent authority appoints
him to officiate in a vacant post on which no other staff member holds a lien.
1.12.16. Support staff means and include driver, dispatch driver, watchman, and office
boy.

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1.12.17. Staff member means and include all full time staff from office boy to MD.
1.12.18. Visiting staff means and includes all those, with an employment contract of less
than one-year duration. However, the appointment shall mention as full in the
appointment letter.
1.12.19. Part-time staff means staff members working less than 40 hours per week in the
Organization. They shall not be entitled to the privileges of full time staff but
through a contract drawn for special period.
1.12.20. Casual staff means a member employed part time and not governed by the rules
of the Organization. However, a contract may be drawn for such staff by the
competent authority or a person entrusted in doing so by the competent
authority.

1.13. Monitoring & Evaluation

This being an important segment of the NGO is organized firm footings. The M&E
section is lead by a qualified person with vast experience in the subject field. M&E
section acts as eyes and ears of the management. Its timely activities and inputs
result in flawless and successful completion of all the assigned projects to the entire
satisfaction of donor agencies.

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SECTION 2: HR MANAGEMENT & DEVELOPMENT:

BEST believes that its human resource is an asset and Human Development is an
integral part of its policies. BEST allocates reasonable amount in its annual budget for the
training and development of its personnel to keep them motivated, update their knowledge
and skills in order to improve their performance and contribute to their career
development.
BEST management team shall give constructive feedback to each other so that they can
share their experience and continue their learning and improvement in their job
performance. Similarly, the team members shall accept feedback from management as well
as peers in a positive way.
BEST is a learning organization and learn from its past performance experience. It promotes
action based as well as experiential learning.
2.1. Job Creation & Recruitment Procedure
During the recruitment process in BEST, equal opportunity will be given to different
races, religions and gender. Transparency and professionalism shall be adopted
during the entire process of recruitment, selection and hiring. The final approval of
all hiring shall be with the MD
2.1.1. Need for new position
In case of vacant position, the concerned Project Manager or head of section
shall submit formal written request to the MD for initiation of recruitment
process. The job description, advertisement, position already stands approved in
the project document / contract agreement; budget provision must also
accompany the formal request to the MD.

2.1.2. Promotion
Before a position is advertised, the relevant managers should explore the
possibility of promotion of any existing deserving candidate within the best. In
case an existing employee fulfils the required qualification, skills and experience
for the post, the relevant manager / head of section shall prepare complete case
along with seniority position and fitness for the vacant post. The concerned
manager / head of section shall put the case in proper file along with all
documents and recommendation to the promotion committee for approval. The
promotion and selection committee shall be headed by the MD and his decision
shall be final. In case there is more than one nomination then the process of test
and interview will be followed.

2.1.3. Advertisement
The relevant head of section or Project manager shall prepare job advertisement.
This will be circulated externally and internally with the approval of MD.
Depending on the position and the urgency it may be decided to advertise in a
newspaper or on a website or both.

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2.1.4. Short listing

The received CVs and the CVs in the database will be considered for short listing.
The recruitment and selection/ promotion committee shall scrutinise all
applications and CVs, and submit short list to the MD for approval. The
concerned Project Manager / head of section shall also be members of shorting
and recruitment committee.

2.1.5. Interviews/ Tests

The short listed candidates shall be called for interview and tests through formal
letters. Each interview shall consist of two parts: a written test and an oral
interview with the interview panel. All written Tests shall be approved by MD
and shall be conducted by the selection committee headed by MD. The interview
panel shall comprise of Manager Finance / operation, concerned head of section
/ Project Manager and representative of the relevant Donor Agency, headed by
MD.

2.1.6. Final selection

The panel will submit their recommendations, along with their individual
assessment sheets, in writing to the M.D for approval on the same day. In the
recommendation, the following information needs to be mentioned: name,
designation, project, region, salary and other relevant information.

2.1.7. Offer letter and contract

Upon receipt of approval of the competent Authority, the Administration shall
prepare an offer letter and contract agreement and get it signed by the M.D.
After the approval and signature of the M.D, the administration section shall
send these documents to the concerned Project Manager for signature of the
selected candidate. Upon the agreement and signature of the candidate on the
contract, the Project Manager will send it to administration section together with
a copy of the C.V, National identity card and educational documents duly
attested by the authorized competent authority.

2.1.8. Joining
The concerned Project Manager shall inform in writing the M.D as well as
Manager Finance, about the joining of the newly appointed employee and shall
send original joining report signed by the concerned new employee, duly verified
by the P.M, to the M.D with copy to Finance Manager and administration.

2.1.9. Job Description And Job Specification

All staff members shall have an updated job description. The Project Managers
shall be responsible for updating and creation of the job descriptions. They shall
consult all relevant Staff / line managers in development and updating of job
description and job specifications of staff. These job description and
specifications shall be approved by the MD and properly recorded in the relevant
file.

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2.2. Personnel files

The personnel file is a confidential document and should be maintained by
Administration Section under lock and key and shall be handled with great care only
by the authorized officials. The M.D shall have direct access to the personnel files. In
case a manager needs to see personal file of the relevant or concerned staff, he or
she should get the approval of M.D before getting the file from Admin section.
Each personnel file shall contain CVs, National Identity card, education certificates,
Annual performance appraisal reports, employment contract and all other related
documents regarding transfers, postings, promotion, punishment, enquiries etc. The
personnel file shall be dealt with as confidential documents and shall not be made
available for perusal or copying to any unauthorised person.
2.3. Annual performance appraisals
For performance and core staff members, there is a system of Annual Appraisal for
the purpose of increment and promotion.
Specimen Performa is attached as annex.
2.4. Staff benefits
Staff benefits are pay and emoluments which will be paid to an employee based on
his/her performance in the light of contract agreement for a period in which he/she
will serve the Organization.
2.5. Regular positions
All core staff other than assignment-based staff will have an annual employment
contract covering January 01 to Dec 31 of the respected year. Renewal of contracts is
subject to a satisfactory annual performance appraisal, approved job position and
funds availability.
2.6. Assignment based positions
In case of the need for a specific task / assignment to be undertaken for the
organization, the head of relevant department i.e. Finance / Administration section
in the head office or relevant Project Manager, shall prepare Terms of Reference
(TORs) for the specific assignment and submit it to M.D for consideration and
approval. The TORs should contain description of purpose / objectives, activities,
duration, compensation and reporting. Depending on the need, the contract will not
exceed three months. Exceptions in exceptional cases are allowed with approval of
the M.D. The contract Agreement to this effect should be signed by the M.D and the
consultant.
2.7. Resource person
The services of resource persons can be acquired for the purposes of staff training
programme and module development or any other assignment. The relevant
Manager will identify the needs and resource persons and prepare the TORs. A file
containing TORs and list of recommended trainers / consultants should be put up to
the M.D for approval. After the approval of TORs and signature of M.D on Contract
Agreement, the trainer / consultant should be informed to sign the contract and

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start the assignment. TORs, contracts and reports of each assignment should be
properly maintained in separate file and kept in record.
2.8. Categories of employees
All regular employees fall into two categories:
 SUPPORT STAFF
Watchman, peons, drivers and cooks are considered support staff. Support staff is
required to work for 5 days a week, i.e., Monday to Friday. However work on
Saturday or/and Sunday will be compensated. Working hours for summer and winter
are notified by the management.
 PROGRAM STAFF
Program staff is required to work for 5 days a week from Monday to Friday. Working
hours are 8:00 am to 5 pm. working hours during Ramadan are reduced and are
notified by the administration. Program staff shall be compensated for working on
off days or official holidays as deemed appropriate by the M.D.
2.9. Probation period
The probation period is mandatory for all regular employees and will last for at least
three months, but is extendable up to six months, depending upon the
recommendation of his in-charge officer and duly approved by the competent
authority.
Before the end of the probation period the staff member in probation shall have a
probation review meeting with the relevant head of section / manager. The
concerned head of section / manager shall prepare a performance appraisal report
to this effect and submit it to M.D for consideration and approval. Upon the approval
of the M.D, the staff member will be regularized and office order shall be issued by
the admin section. The performance appraisal report and office order shall be placed
in the personal file of the employee and copy of the office order to be
communicated to the concerned employee and concerned section / project.
2.10. Overtime
BEST employees are required to work for longer hours than stipulated due to its
mission and mandate. BEST acknowledges the fact and appreciates the commitment
of its staff to achieve its goals and targets in an efficient and effective manner. The
Management shall pay overtime to its employees, provided that the overtime has
already been approved by the competent authority and funds in the relevant head of
account are available.
2.11. End of service
The service of an Employee can be ended by any of the following reasons.
2.11.1. Expiry of Contract/ Agreement
It usually takes place in time based projects. Project base employees will serve
the organization for the period of project is ongoing. And at the end of project
the project staff will automatically stand terminated.

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2.11.2. Resignation
BEST employees have the right to resign subject to adherence to conditions laid
down as follows:
An employee intending to leave BEST must send a ten working day notice
(without leave) of resignation to through proper channel.
Before leaving the organization, the employee shall obtain a clearance certificate
from all sections. It is responsibility of the line manager to ensure that nothing is
outstanding against the employee and the employee has handed over charge to
the concerned line manager.
In the notice period the employee is entitled to the causal leave. In case an
employee wishes to leave before expiry of the notice period, the employee will
have to deposit one month’s salary with the organization in lieu of the notice.

2.11.3. Termination of Employees

All positions shall be considered ‘terminated’ with a stoppage of funding sources.
MD shall be the competent authority to terminate services of any regular
employee with a 30 days’ other than probationer and 7 days notice or pay in lieu
of notice in case of probationers. Best shall try its maximum to get funding
restored and meanwhile pay salary and allowances as per contract of
employment as the funds available to best make possible. As such shall not be
obligatory on the organization and as it shall depend on funds availability and
other management considerations.
On behalf of the board of directors the chairperson shall have the right to
terminate services of the MD with a 60 days’ notice or pay in lieu of notice.
In case of termination of services for gross misconduct of an employee, no notice
period or payment of salary in lieu of notice period is required. Such termination
is on immediate basis.
2.12. Re-visiting by former employees
Former employees may visit BEST with prior appointment.
2.13. Disciplinary actions due to behavior
In case of the following behaviour disciplinary action will be taken against the
employee:
2.13.1. Intentional and habitual gender insensitive behaviour.
2.13.2. Disobedience to any lawful and reasonable order of a Line Manager and Senior
Staff.
2.13.3. Theft, fraud or dishonesty in connection with the business or property.
2.13.4. Taking or given bribes or any illegal gratification.
2.13.5. Habitual late attendance and habitual absence without leave or without
sufficient cause.
2.13.6. Habitual breach of any law applicable to the establishment.
2.13.7. Habitual negligence of work.
2.13.8. Sexual harassment

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2.13.9. Illegal undertaking of work either singly or with others in contravention of any
statute, law, rule or enactment framed for time to time and for the time being in
force.
2.13.10. Drunkenness, fighting, riotous, disorderly or indecent behaviour.
2.13.11. Intoxicating within the BEST’s premises.
2.13.12. Leaving work without permission, disappearance from seat or place of work
without permission/information.
2.13.13. Giving false information regarding name, age, father's name, qualification or
previous service or anything relating to pervious service at the time of
employment or after.
2.13.14. Sabotage, wastage of materials and stores while engaged on such work, which
calls for use of the organisation’s material. Improper use and personal use of
BEST’s equipment, tools and any other article entrusted to a staff member.
2.13.15. Malingering, slowing down of work, undue delay in the performance of duty,
refusal or negligence to carry out a reasonable order of supervisors/ immediate
officer.
2.13.16. Conviction in any Court of Law for any criminal offence including moral badness.
2.13.17. Any breach of rules, standing orders, standing instructions, etc.
2.13.18. Threatening or intimidating any staff member within or outside the boundaries
of the organisation’s premises.
2.13.19. Wilfully giving low production or poor performance continuously.
2.13.20. Causing monetary, material or physical loss to colleague(s) because of
negligence.
2.13.21. Wilful concealment of official information from concerned managers.
2.13.22. Any other unacceptable behaviour.

2.14. Disciplinary actions

In case of breach of contract, TOR’s, policy and procedure and code of conduct by an
employee, disciplinary action shall be taken against her/his under the following
policy.
The MD has the authority to take disciplinary action against the employee in
consultation with the relevant line manager. The concerned line manager will
communicate the unacceptable behaviour of the employee after verification to their
relevant line manager. The relevant line manager will analyse the case and verify
further if necessary. After clarification the case will be brought forward to the MD.
Nobody shall be condemned unheard. The employee shall be provided reasonable
time and opportunity to explain her/his point of view, which shall be listened or read
objectively and without any bias against any employee whatsoever the case may be.
Human dignity shall be preserved. Any proceedings of any disciplinary action shall
not be used to degrade an individual, caste, colour or creed. Access to documentary
or verbal evidence provided to the organisation shall be treated as the right of the
employee, unless such evidence is deemed subversive to ethics, national interests,
organisational, societal interests or interests of another individual. The disciplinary
action against the employee will be confirmed in writing.

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2.15. Grievances procedure

In case of any grievance the following steps should be followed:
 The matter will be discussed and solved with the concerned person.
 In case of no solution, the matter will be discussed and solved with the concerned
line manager.
 In case of no solution, the matter will be discussed and solved by the line manage
with their concerned line manager.
 In case of no solution, the concerned line manager or employee will bring up the
matter to the MD.
 The decision of the MD will be considered as the final decision and have to be
accepted by all parties.
2.16. Code of conduct
Codes of conduct are a set of rules and obligations that an employee is supposed to
display during the course of service. An employee is expected to follow the norms of
decency and official decor.
2.16.1. Trust
The organisation has complete trust in its team. On the basis of this trust, all the
actions and decisions pertaining to the organisation and its functioning shall be
carried out in a transparent manner. The BEST team members shall extend full
support to this transparency and shall keep the organisational matters
confidential by not sharing unauthorised information with outsiders.

2.16.2. Gender sensitivity

BEST is a gender sensitive organization and it therefore considers gender
sensitivity in policies, behaviour and practices. All the employees are encouraged
to understand, practice and promote gender sensitive behaviour within and
outside the organization.
All the team members shall behave in a manner that promote positive and
gender sensitive image of the organisation, but at the community level all staff
shall respect the culture of the community. BEST team members shall not indulge
in any activity that might bring bad name to the organisation.

2.16.3. Participation
BEST values participation and adheres to participatory and result-oriented
management. The BEST team believes that participation does not mean in-
discipline, non-observance of organization culture, and putting organisational
interests over personal interests. The team also believes that participation is not
necessarily physical presence in every event. BEST team is of firm opinion that
within the established guiding framework all should take initiative and ownership
for their actions. During the process all the divergent opinions shall be respected
as “to differ is everybody’s and anybody’s right”. The team members shall
respect difference of opinion.

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The BEST management shall make maximum effort to take decisions with
consensus on important issues. However, if consensus is not developed on
certain issues, the MD’s decision shall be final and binding upon all. In emergency
and extraordinary cases, immediate decisions shall be taken by the management.

2.16.4. Professionalism
Professionalism is one of the virtues that BEST team shall adhere to. For the BEST
team, professionalism is an attitude with little relevance to monetary reward.
Professionalism calls for confidentiality, excellence in terms of skills, analytical
ability, honesty, and confidence in team members as well as in one’s own self.

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SECTION 3: FINANCIAL MANAGEMENT:

Financial Management entails planning, organizing, controlling and monitoring the
financial resources of an organization to achieve objectives. Financial Management is an
important part of program management and must not be seen as a separate activity left to
finance staff. In practice, Financial Management is about taking action to look after the
financial health of an organization, and not leaving things to chance which could be
Managing Scare resources, Managing risks, managing strategically and MBO etc…
Good Practice in financial management will:
 Help managers to make effective and efficient use of resources to achieve
objective and fulfill commitments to stakeholders.
 Help NGOs to be more accountable to donors and other stakeholders.
 Gain respect and confidence of funding agencies, partners and those served.
 Give the NGO the advantage in competition for increasingly scarce resources.
 Help NGOs prepare themselves for long-term financial sustainability.
3.1. Accounting System
The Accounting Software developed in Visual FoxPro will be used for accounting
records which will produce all the necessary reports as Cashbook, Ledger, Trial
balance, Expenditure summary, variance analysis report etc…
3.2. Disbursement
 Disbursement over Rs. 10,000
Disbursement for more than Rs. 10,000 against any head (expenditure or
advances etc) will be paid in form of cheque mostly crossed cheque.
 Disbursement less Rs. 10,000
Disbursement for less than Rs. 10,000 against any head will be paid in form of
cash or open cheque.
3.3. Procurement Committee
Procurement committee will comprise of the following:
MD President of Committee
Finance Manager Member
Senior M&E Office Member
Head of the Project Member
3.4. Procurement
A Procurement committee shall handle all the purchases after receiving of Approved
Requisition (Annexure-A) from the concerned department. The Purchasing
committee members will be responsible for checking the quality, quantity and
delivery dates of items.
 For goods valued at less than or equal to 8,000, simple purchase without
quotation may be used.
 For goods valued more than 8,000 the following procedure will be followed.
o At least 3 quotations will be collected.
o Quotations shall be opened in presence of all committee members.

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o Decision shall be taken based on quality and price.

o The committee decision shall be properly documented in shape of
Comparative Statement.
o Purchased Order (PO) shall be issued if required.
3.5. Salaries, Increment and Allowances
3.5.1. Salary
Core staff will be paid fixed salary charged to every running project
proportionately subject to the provision in the budget while Project base (Non
Regular) staff will be paid salary as provided by the budget of the concerned
project.
3.5.2. Increment
BEST shall allow annual increment in salaries of its regular staff as per the terms
and conditions of each individual contract agreement. The annual increment
shall be provided to the entitled staff, only after having notified satisfactory
performance report and availability of funds in the relevant head of accounts.
3.5.3. Allowances
 Medical Allowance
Medical Allowance will be admissible to core staff of the organization at the
percentage laid down by the management and approved by BOD.
Project Staff will be getting the Medical cover in the shape of Medical insurance
policy if proposed by the donor in the budget.

 Transfer Allowances
An employee is entitled to a sum of ------ transfer allowance, if the transfer is on
the request of BEST. If an employee is transferred in the same position on
employee’s request, then she / he will not be entitled for the transfer allowance.
If a transferred employee becomes a permanent resident of the area (shifted
with the family permanently or get married in the same area), the employee will
no longer be eligible for the transfer allowance. If an employee is transferred
back, the transfer allowance shall not be payable thereafter. If an employee is
transferred with promotion to a higher position then the employee shall not be
entitled to transfer allowance.
3.6. Insurance Cover
Insurance cover will be provided to all employees purely at the behest of the donor
agency (Funding agency). However staff will not be discouraged to opt for any
insurance policy at their own by self contribution only.
3.7. Accidental Insurance
Accidental insurance will be covered in certain projects at the will of donor and in
personal policies obtained privately by any staff member.
3.8. Audit
 Yearly audit will be carried out as per the procedure in vogue.
 There will be internal and external audit of the NGO.

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 At the conclusion of a project, there will be a local audit by the team formed by the
Finance Manager.
3.9. Quality control
 The quality of the items purchased will be checked at the time of receiving in the
store and will be properly booked in the store record.
 The Procurement Committee (PC) will be responsible for checking the quality of the
purchased items;
 The members of the committee will be selected by the Managing Director and will
be on ad hoc basis;
 The decision of the PC shall be properly recorded/ reported.
3.10. Assets
All the staff members are expected to be custodians of organisational assets. Those
made in-charge of organisation’s property, in whichever form it may be, shall be
responsible for safety and security of such assets. Any loss caused to BEST’s property
or assets because of negligence of an employee shall be recovered from the salary of
the employee. In the project, the Project Manager shall be responsible for making
arrangements for security of the building and other assets, according to the
guidelines / instructions of the M.D.
The Project Manager shall also be responsible for making arrangements for security
of BEST assets and properties that are not placed under specific charge of any of the
team member. At the Head office, Administration officer, under the supervision of
the M.D, shall make arrangements with regard to security of organisational assets
and properties.
3.10.1. Communication assets
Employees should use the BEST phone, fax, printer, photocopier, camera, laptop,
internet (chatting, surfing etc) and computers only for BEST purposes and not for
their personal use. The use of personal mobile phone should be avoided during
working hours.
3.10.2. Intellectual property
All intellectual property such as: proposals, reports, documents, modules,
documentaries, pictures, posters, software, contracts shall remain property of
BEST and shall not be shared outside the organization without prior consent.
3.11. Negligence
In case of negligence by the staff which has affected the BEST property and assets,
the case will be analyzed and decision will be taken by the MD at the Head office,
while in the Project, recommendation will be made by the Project Manager and final
decision will rest with the MD.
3.12. Salary Advancement
All regular employees are entitled for one-month salary advance, and if availed will
not receive a regular salary in the same month (Annexure-K).

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SECTION 4: ADMINISTRATION:
The main responsibility of the administration department includes the provision of
support and resources area cost effective implementation of the program in order to
accomplish organization objectives. It also carries out repair and maintenance of the
vehicles equipments, infrastructure, training workshop arrangement, security arrangement
and maintaining/updating different records.

4.1. Travel
The organisation may require an employee or a group of employees to undertake
travel to a programme area or an area outside programme area. An employee may
request travel for official work, if it is necessary the travel requests shall be approved
by concerned line manager on the vehicle requisition form (Annexure-C) and forward
it to the admin at least one day ahead and at the project level Project Manager is
responsible for the arrangement of vehicle.
4.2. Field Trips
 Wherever possible, the organisation shall provide official transport in accordance
with the vehicle policy of the organisation. The official shall submit mission travel
request (Annexure-B) and get approved from the competent authority. In case of
non-availability of vehicle the service of public transport i.e. Daewoo and coaches
will be availed. In case there is no space in the BEST vehicle the male colleagues will
take public transport.
 In order to cover the food, boarding and lodging expenses, BEST shall bear all the
expenditure of employees, which are as below. After returning from the field trip the
travel claim placed at (Annexure-D) has to be filled-up by the driver and the officials
on field trip and submit it to Admin and Finance section.
4.3. Vehicles
All vehicles shall have third party insurance as a minimal. Only drivers are authorised
to drive BEST vehicles in normal circumstance. Vehicles shall be parked at BEST
premises only. All vehicles shall have proper Log Books and all drivers are responsible
to enter the mileage run by the vehicle, name and signature of official used the
vehicle at the end of each trip both local and in field. Moreover the drivers shall also
keep log books updated and enter fuel filling, repair and maintenance and
overhauling in the log book and sign it.
The driver shall fill the vehicle repair request form (Annexure-E) and get approval
before making any repair or maintenance.
4.4. Qualifications and responsibility of drivers
 Driver should be literate and a valid license holder with sound health.
 Only responsible and certified drivers under the service contract of BEST shall be
allowed to drive the office vehicles.

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 Drivers shall be responsible for maintaining his vehicle logbook in accordance with
rules and regulations of the organization.
 It is the responsibility of the driver to record all the travels made on daily basis.
 Responsibility of administration section is to keep a firm check on the logbook
record, fuel consumption and maintenance of the vehicle in accordance to the
scheduled chart drafted for this purpose.
4.5. Operating and safety procedures
 Without the prior approval from the authority, no one in any case can move the
office vehicle from the office premises.
 Only project drivers are authorized to drive the project vehicles.
 Use of seat belt is mandatory for the drivers and the front passenger.
 The speed limit at all times should be observed.
 Any fault in the car should be immediately reported to the administration.
 Routine maintenance should be under taken timely. Drivers should report to the
administration well in time, when oil change, filter change and other maintenance is
due.
 Any out station journey requires authorization from the M.D. OR P.M in case of
project area. (Travel authorization form Annex C).
 Approved request for travel should be submitted to the Admin section well in
advance before the journey is due.
 Administration will allocate vehicle and a driver.
 Driver must submit his travel authorization form to Administration for sanction duly
signed by the staff journey made with.
 Driver must ensure that the vehicle is ready for any long route trips-(oil, tyre
pressure, fuel etc.)
 The driver should record all the details of the travel made i.e. Date, leaving time,
purpose of the journey, leaving station, arrival destination, arrival time, meter
reading at the start and end of the journey.
 The staff member making the journey must sign the log book next to the record
made by the driver.
 Day to day or local travels for the administrative or management purpose also needs
to be recorded and signed by the AFA/AO.
 A gate pass will be issued by the admin to let the vehicle leave the office premises
and without which the guard (chowkidar) will not permit any vehicle to leave.
 Log book’s travel transactions should clearly notify, date, time, meter reading, kilo
meters and particulars of the journey (writing local or official duty should be
avoided)

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 All transaction needs to be recorded the same day.

 Record of the car service and fuel should also be maintained in log book.
 Log book must be checked on regular basis by the admin staff for its accuracy and
fuel consumption.
4.6. Security
BEST takes security of its staff and other assets very seriously. BEST has hired
security guards from the reputable companies of the country for protection and
safeguarding its personnel and assets in the main office as well as in its projects and
sites from all potential dangers and losses.
BEST will issue clear instructions to the staff regarding safety and security during the
field activities and in case of any hazards and crises.
Advisor security has prepared a comprehensive security plan including evacuation
and allied actions in emergency. The security plan covers all the eventualities as
Head office and field office.
4.7. Leave and holidays
Leave is not the Right of an employee. It is the prerogative of the Management to
grant leave or refuse it.
All regular employees shall be entitled for 2 days leave per month or as agreed upon
in the contract agreement of the employee. Thus in a calendar year, following leave
shall be allowed subject to terms and conditions of the individual contract
agreement:
i. Casual Leave24 days
ii. Sick Leave Up to 18 days
The employees seeking leave shall be required to get the Leave Application Form
from admin section, fill it up, sign it and get recommendation of his / her in charge
officer before submission to M.D for approval.
Before proceeding on leave, it must be ensured that leave has been approved by the
competent authority / M.D and should not assume that it will be approved.
If casual leaves over and above the approved limit are requested and granted, then
deduction will be made from salary.
Sick leaves over and above the approved limit, requested and granted, will be
adjusted against balance casual leaves. In case the casual leaves are exhausted the
request will come to the M.D for a decision on whether the leave should be with or
without pay.
In case of an employee availing all 24/18 days leave in the beginning of the financial
year e.g. in July or September, and then immediately leave\resign, then deduction
will be made from the salary for the un-entitled leave.
Administration section and all managers are responsible for the maintenance and
correct administration of leaves.

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4.8. Public holidays

BEST offices shall remain closed on all public holidays announced by the Provincial
and Federal Governments
4.9. Maternity leave
BEST allows paid maternity leave for 90 days. Female employees intending to avail
maternity leave are required to apply for leave on the prescribed leave application
Form to M.D, 10 days in advance. Leave can only be availed after formal approval by
the competent authority / M.D.
4.10. Compensatory leave
Program staff shall be granted compensatory leave for working on off days or official
holidays. The employees are required to fill up leave application form and get it
recommended by his in charge officer / manager and avail leave only after the
approval of the competent authority / M.D. The In-charge officer shall specify /
nominate appropriate person to perform his duty during his absence and will ensure
that the organization / project’s activities / operations run smoothly and un-
interrupted. All the compensatory leaves shall be utilised within 30 days of it being
due. The Admin section shall maintain proper record of all types of leave including
compensatory leave.
4.11. Short leave
An employee can avail short leave after submission of the application and approval
by the concerned manager. The short leave shall be accumulated and will be
deducted from the casual and sick leave.
4.12. Extra ordinary leave
Employees can be granted ninety days extraordinary leave in case of genuine
reasons. Procedures for leave shall be adopted and approval of M.D shall be required
on the leave application. The concerned manager shall be required to recommend
his / her leave and shall nominate appropriate employee as substitute to ensure
smooth running of project / organization’s operations / activities. This leave shall be
without pay and allowances.
4.13. Leave balances
Any type of leave not availed by staff before 31st of December will lapse.
4.14. Leave Applications
All employees are required to plan their casual leaves in advance. Leave will be
approved if the work load permits. Employees are required to submit leave
application on the required form (Annexure- B) duly recommended by his / her in
charge officer / manager, up to three days in advance for casual leave.
In case of emergencies, an employee may inform the concerned BEST office latest by
10 A.M. on the day of availing of the first leave. However, upon return the employee
shall submit a leave application form and get it recommended by his / her in charge
manager before submission to M.D for approval.

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4.15. Night stay at BEST facility

BEST staff is allowed to stay in the BEST premises with the permission of the
competent authority. Program Staff is also allowed staying the night in BEST
premises when they are unable to travel home due to strikes or any other incident.
All BEST officials on their official tour / mission shall stay at these premises and shall
therefore, not be entitled for night stay anywhere else.
4.16. Pick and drop service
 Pick and drop is a facility or a privilege (and not a right), extended by BEST to its
female staff with special reference to gender considerations. BEST will continue
providing this facility, on the basis of availability of vehicles and other administrative
considerations, to all staff residing within 15 km radius distance from the BEST
offices.
 Exclusive pick and drop shall not be provided to any staff member unless authorised
by the MD under special circumstances
4.17. Transfers
Transfer of an employee to another region or project will take effect after approval
of M.D. The employee has to take over charge of new post within 7 days. The
incumbent shall take the charge of new position, prepare and sign a proper taking
over / handing over report, duly verified by the concerned Project Manager, and
send it to M.D with copy to Finance and Admin Sections.
4.18. Food expenses during workshops and meetings
BEST shall bear all food expenses incurred during its workshops / trainings etc. The
food shall include two time tea and one meal. Staff attending one day meetings in
other BEST offices will receive two times tea and one meal.

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Annexure- A – Leave Application

LEAVE APPLICATION FORM

Name: _______________________ Type of leave: Causal , Earned, Sick
Designation: __________________ Any other
Pending work during leave handed From: ___/___/____ to: ___/___/____
over to: ____________
______________________________
Type of leave: Causal / Earned/ Remarks:
compensatory
Any other: _____________________
From: ___/___/____ to: ___/___/____
No. of days: ___________________
Reason: _______________________
______________________________
Contact address during leave: _____ _____________________
______________________________ Admin & Finance Officer

_________
Applicant’s
Signature Dated: ________

LEAVE POSITION APPROVAL

Leave Type Balance B/F Now Applied Balance C/F
Causal
Earned
Sick ___________
Any other MD/PM

Remarks: ______________________________________________________

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Annexure- B – Mission Travel Request

MISSION TRAVEL REQUEST

Name of Traveller(s):
Name Title Location
1. __________________ ________________ _______________
2. __________________ ________________ _______________
3. __________________ ________________ _______________
4. __________________ ________________ _______________

Purpose of Travel: ________________________________________________

__________________________________________________________________

Location/Destination/Route: ________________________________________
__________________________________________________________________
Accommodation arrangement & tel._______________________________
(Mandatory for overnight stay only)
Departure Date/Time _____________ Return Date/Time______________
Requested By: ________________________ ______________
Name Signature/Date
Authorised By: ________________________ _________________
Head of Unit/Section (Name) Signature/Date
*Approved by: ______________________ ___________________
MD/PM/ (Name) Signature/Date
Vehicle assigned ____________ Driver’s Name _____________

Remarks: (if any): ______________________________________________

Note: This request is mandatory for any travel claim.

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Annexure- C – Staff Travel

STAFF TRAVEL
AUTHORIZATION FORM
Project Name/ No: _________________________
Vehicle No: _________________________
Driver Name: _________________________

Travel Dates: Departure: Return:

Travel Time: Departure: Return:

Staff Name: __________________ Designation: _____________

Destination: ___________________

Purpose of travelling/ Visit: ________________________________________

______________________________________________________________

______________ _____________
Staff Signature: Authorized By:
Date: __/__/_____ Name:
Designation:
Date: __/__/_____

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Annexure- D – Travel Claim

TRAVEL CLAIM
Name of Traveller(s):
Name Title Location
1. __________________ ________________ _______________
Purpose of Travel: ________________________________________________
__________________________________________________________________
Location/Destination/Route: ________________________________________
Accommodation arrangement & tel._______________________________
(Mandatory for overnight stay only)
Departure Date/Time _________________ Return Date/Time__________
Allocated allowance: ___________________________________________
Claimed By: _______________________ ___________________
Name Signature/Date
Certified By: ________________________ ___________________
Head of Unit/Section (Name) Signature/Date
*Approved by: _____________________ ______________________
MD/PM/ (Name) Signature/Date

Vehicle assigned ____________ Driver’s Name _____________

___________________________________________________________________

FOR FINANCE USE

Budget Code: __________________________________________
Amount received by: _________________________________________

Signature: _______________ Date: _______________________

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Annexure- E – Vehicle Maintenance

VEHICLE REPAIR REQUEST

Vehicle No: _________________ Date: ______________
Project Name: ________________ Location: ___________
Estimated Actual
S.No Repair/ Maintenance to be done Remarks
Cost Cost
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
TOTAL

Requested by:
Name: _____________ Designation: _________ Signature: __________
Certified by: Authorised By:

Manager Finance: Managing Director:

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Annexure- F – Payment Request

PETTY CASH PAYMENT REQUEST

Requested by: __________________________________________________

Amount in figures Pak Rs: _____________________________________________

Amount in words Pak Rs: ______________________________________________
Purpose of Payment: _________________________________________________
____________________________________________________________________
____________________________________________________________________
Enclosures/Attachments: ______________________________________________

Authorising Officer:

Name: ____________________________Title:___________________________
Signature: _________________________Date: __________________________

__________________________________________________________________

FOR FINANCE USE

Budget Code: _____________________________________________

Cash received by: _____________Signature:_______________________

Cash paid by: _____________Signature:_______________________

Date: _______________

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Annexure- G – Petty Cash

PETTY CASH STATEMENT

DATE:_____________

NOTES Nos AMOUNT

1000 X
500 X
100 X
50 X
20 X
10 X

COINS

5 X
2 X
1 X

AS PER PHYSICAL COUNT

CASH AS PER CASH BOOK

BILLS

PREVIOUS

TOTAL

CASH IN WORDS

CUSTODIAN:_______________ CHECKED BY:______________

TIME: _______________ TIME: _______________

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Annexure- H – Requisition Form

REQUISITION FORM
Purpose/ Activity: ______________________ Date: _________
Project Name: ________________________ Location: _____
Estimated
S.No Items/ Description Quantity Actual Cost Remarks
Price
1.
2.
3.
4. B
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
TOTAL

Requested by:
Name: _____________ Designation: _________ Signature: __________
Certified by: Authorised By:

Manager Finance: Managing Director:

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Annexure- I – Payment Request

PAYMENT REQUEST FORM

Date: _______________

1. Please arrange payment to: ___________________________________

in the amount of:
In words: __________________________________________________
On the account of _____________________________________
_____________________________________

2. Remarks or: Attachment ________________________________

Requested by:
Signature: ________
Name: ___________

It is certified that the sufficient funds are available under the project for the payment and payment is authorized:

Project: ___________________ Budget Line: ____________

Admin ‘Budget: _____________

Certified by: Authorized by:

Signature: __________________ Signature: ______________
Name: __________________ Name: ________________
Title: ___________________ Title: __________________

Payment voucher No. __________________________

Date: ________________ Accountant/ Finance Assistant: __________

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Annexure- J – Cash Disbursement

CASH REIMBURSEMENT FORM

For the month of: ________________

Date: _____________

LOCATION: _____________________________ PROJECT: ______________________________

OPENING BALANCE: RS. ___________________

EXPENDITURE FOR THE PERIOD

From: __________ to____________ RS. ___________________

AVAILABLE CASH BALANCE:

RS.

PROJECTED EXPENDITURE: RS. ___________________

REQUIRED CASH: RS.

_______________________________________________

Requested by: Certified by:

Signature: Signature: ______________________________

Name: Name: ______________________________

Title: Title: ______________________________

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Annexure- K – BRS

CASH AND BANK RECONCILIATION STATEMENT

As on 30th March, 2008
Project No: 04/AB/PAK/CM-201 b BEST

Pak Rupees

Opening balance 0.00

RECEIPTS:

Received from _____

0.00
Sub Total 0.00

PAYMENTS:

Expenses:
0.00
0.00

Balance on Hand

Cash in Hand
Bank Account
Advance
Payable
0.00
0.00

Note: This is a system generated document and does not require any signatures

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