National Vocational and Technical Training
Commission
No.10(9)-DG(A/M&E)/2009 July 2009
STANDARD OPERATING PROCEDURE
AUDIT, MONITORING AND EVALUATION WING
Title: SOP NO./Version
Standard Operating Procedure for Maintenance 10(9)DG(A/M&E)-09/01
of Accounts in NAVTTC Sponsored Projects
No. of Pages:
17
PREPARED BY CHECKED BY APPROVED/AUTHORIZED BY
SARWAR ZAHID
DIRECTOR
AUDIT, MONITORING AND
EVALUATION MUHAMMAD ATHAR TAHIR
MANZOOR YASIN EXECUTIVE DIRECTOR
DEPUTY DIRECTOR
(AUDIT-I)
ZULFIQAR HAIDER
DIRECTOR GENERAL
AUDIT, MONITORING AND
EVALUATION
DATE DATE DATE
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National Vocational and Technical Training
Commission
No.10(9)-DG(A/M&E)/2009 July 2009
1. OBJECTIVE
To define and explain the system of Maintenance of Accounts by NAVTTC
Partner Institutions.
2. REASON
2.1 To ensure that the accounts of funds provided by NAVTTC are prepared
in a well-defined and consistent manner by the partner institutions.
2.2 To standardize the procedure for:
- Recording receipts and expenditure
- Record of payments to Instructors and others
- Record maintenance of consumables items
- Audit and reporting of the Projects
3. SCOPE
All the NAVTTC Partner Institutions.
4. PROCEDURE
5.1 GUIDELINE FOR MAINTENANCE OF ACCOUNTS:
5.1.1 Vouchers: Each payment or receipt shall be recorded and
approved on separate vouchers as detailed under. The
vouchers are to be allotted consecutive serial numbers from the
start to end of the project:
5.1.1.1.1 Receipts: All the receipts are to be recorded
and authorized on the receipt voucher on the
format given in the Appendix IV, before its
recording in the Cash Book.
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National Vocational and Technical Training
Commission
No.10(9)-DG(A/M&E)/2009 July 2009
5.1.1.1.2 Payments: All the payments pertaining to the
consumables, overheads, capital assets,
testing and certifications, stipend etc. are to be
recorded and authorized on the payment
voucher on the format given in the Appendix V,
before its recording in the Appropriation
Register and Cash Book.
5.1.1.1.3 Payment to Instructional and Non-
Instructional Staff: All the claims pertaining to
the Instructional and non-instructional staff are
to be recorded and authorized on the payment
vouchers of Instructional and non-instructional
on the format given in the Appendix VI and VII,
before its recording in the Appropriation
Register and Cash Book.
5.1.2 Appropriation Register: The appropriation register needs to be
maintained on the format given in the Appendix -II. Separate
pages be allotted for each head of account such as
Consumables, Overheads, Remuneration of Instructional and
non-Instructional Staff, Testing and Certifications, Capital
Expenditure, Stipend etc. given in the PC-I or MOU of the
project. Account wise pages of the register need to be
maintained from the inception to the end of the project.
5.1.3 Cash Book: Cash book being the basic document of the system
needs to be maintained on the format given in the Appendix -I.
Separate entries for receipts and expenditure are to be
recorded. The cash book should be closed at end of each
month. A summary of receipts and expenditure pertaining to
corresponding month should be prepared on the cash book,
which should be signed by the NAVTTC’s Local Coordinator.
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National Vocational and Technical Training
Commission
No.10(9)-DG(A/M&E)/2009 July 2009
5.1.4 Bank Reconciliation: At the close of the month reconciliation
statement in the format given in Appendix-III should be prepared
on a blank page of cash book. The Bank Statement of
corresponding month should be placed in record.
5.1.5 Expenditure Statements: At the end of a month and batch,
expenditure statements both course wise and consolidated
should be prepared in the format given in the annexure IX and
X.
5.1.6 Acknowledgement of Payments: All the Payments should be
acknowledged by the Payees on the format given in Appendix
XI. In case of a payee having printed receipts the same may be
used.
5.1.7 Funds Utilization Report: The Partner Institute shall prepare
funds utilization report on format given in appendix XII at the
close of the project and submit the same to NAVTTC.
5.2 EFFECTIVE DATE:
5.5.1 The SOP shall become effective from the date of approval.
5.3 DISTRIBUTION:
5.3.1 The original copy of SOP to be retained by the audit/monitoring
and evaluation wing.
5.3.2 Copies to be provided to each wing of NAVTTC headquarter
and all the Regional office. The regional offices shall provide
copies to all the NAVTTC partner institutions for implementation.
5.3.3 The SOP shall be part of all the future MOU’s to be signed by
NAVTTC and its partner institutions.
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National Vocational and Technical Training
Commission
No.10(9)-DG(A/M&E)/2009 July 2009
6. TRAINING:
6.1 No formal training is required for implementation of the SOP, however,
The Regional Directorates may provide required assistance to partner
institutions.
5. APPENDICES:
Appendix I Format of Cash Book
Appendix II Format of Appropriation Register
Appendix III Format of Reconciliation Statement
Appendix IV Format of Receipt Voucher
Appendix V Format of payment Voucher: General
Appendix VI Format of payment Voucher: Instructional Staff
Appendix VII Format of payment Voucher: Non-Instructional Staff
Appendix VIII Format of Consumables Stock Register
Appendix IX Format of Expenditure Statement: Course wise
Appendix X Format of Expenditure Statement: Batch wise
Appendix XI Format of Acknowledgement Receipt
Appendix XII Format of Funds Utilization Statement
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