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Public Finance Act - Financial Instructions

LAWS OF TUVALU
2008 Revised Edition

CAP. 4.20.1

FINANCIAL INSTRUCTIONS

Arrangement of Sections

CHAPTER 1 - GENERAL PRINCIPLES INTRODUCTION & VALIDITY

INTERPRETATION

DISTRIBUTION OF FINANCIAL INSTRUCTIONS

AMENDMENTS TO FINANCIAL INSTRUCTIONS

CARE OF COPIES OF FINANCIAL INSTRUCTIONS

MAINTENANCE AND COMPLETION OF FINANCIAL RECORDS

DISPOSAL AND DESTRUCTION OF FINANCIAL RECORDS

CHAPTER 2 - FINANCIAL DUTIES, POWERS & RESPONSIBILITIES OF THE MINISTER AND OF PUBLIC OFFICERS

GENERAL

THE MINISTER

THE SECRETARY

ACCOUNTING OFFICERS

ACCOUNTABLE OFFICERS

SUB ACCOUNTANTS

REVENUE COLLECTORS

PERSONAL AND FINANCIAL RESPONSIBILITIES

HANDING OVER CERTIFICATES

CHAPTER 3 - COLLECTION AND RECCEIPT OF REVENUE AND PUBLIC MONIES

LEGAL TENDER

RECEIPT FOR REVENUE AND PUBLIC MONIES

PUBLIC NOTICE

GENERAL RECEIPTS AND LICENCES

COMPLETION OF GENERAL RECEIPTS AND LICENCES

REVENUE BY OFFICER OTHER THAN A REVENUE

CANCELLATION OF GENERAL RECEIPTS AND LICENCES

CASH BOOKS

PAY OVER OF COLLECTIONS TO TREASURY OR OTHER PRESCRIBED OFFICE

PAY OVER SLIP AND SCHEDULE OF RECEIPTS

BALANCING OF CASH BOOKS

CHECKING OF CASH BOOKS AND DOCUMENTS

RECEIPT FOR COLLECTED REVENUE PAID OVER

IRREGULARITIES

RESPONSIBILITIES OF ACCOUNTING OFFICERS FOR REVENUE COLLECTION

PAYMENT OF COLLECTED REVENUE DIRECT TO BANK

REGISTER OF REVENUE RECEIVED BY POST

COLLECTOR

RECEIPT OF REVENUE BY OFFICER OTHER THAN A REVENUE COLLECTION

VALIDITY OF ISSUED LICENCES

DUPLICATE GENERAL RECEIPTS AND LICENCES

ABATEMENTS AND DISCOUNTS

RECEIPTS OF REVENUE BY TREASURY CASHIER OR SUB ACCOUNTANT

CASH SURPLUSES

IMPROPER USE OF COLLECTED REVENUE

DEBIT NOTE REGISTER

DEBIT NOTES

COMPLETION OF DEBIT NOTES

CANCELLATION OF DEBIT NOTES

DELIVERY OF DEBIT NOTES

CALCULATION OF ASSESSMENT AND DUES ETC

SETTLEMENT OF DEBIT NOTES

DELAYS IN SETTLEMENT OF DEBIT NOTES

ABANDONMENT OF CLAIM FOR NON SETTLEMENT OF DEBIT NOTE

LEGAL PROCEEDINGS FOR SETTLEMENT OF DEBIT NOTES

RETURN OF ARREARS OF REVENUE

ARREARS OF INCOME TAX

ARREARS OF CUSTOMS DUTY

SUSPENSION OF SUPPLY

CONSOLIDATION OF RETURNS OF ARREARS OF REVENUE

INCLUSION IN RETURNS OF ARREARS OF REVENUE OF ITEMS PENDING ABANDONMENT OR SUBJECT TO LEGAL PROCEEDINGS

ARREARS OF REVENUE OVER SIX MONTHS OLD

ERRORS IN DEBIT NOTE REGISTER

REMISSION OF ASSESSMENTS ETC

REFUND OF REVENUE

ANNUAL REVIEW OF FEES, LICENCES, CHARGES, ETC.

CHAPTER 4 - THE SAFE CUSTODY AND USAGE OF SECURITY DOCUMENTS SAFE CUSTODY OF BULK STOCKS OF SECURITY DOCUMENTS

PROCUREMENT OF SECURITY DOCUMENTS

CHECKING AND RECORDING OF NEW SUPPLIES OF SECURITY DOCUMENTS

ISSUE OF SECURITY DOCUMENTS FROM BULK STOCK

SUB ACCOUNTANT'S STOCK OF SECURITY DOCUMENTS

ACCOUNTABLE OFFICER'S RECORD OF SECURITY DOCUMENTS

MONTHLY RETURN OF SECURITY DOCUMENTS

TRANSFER OF SECURITY DOCUMENTS

ALTERATIONS TO THE FORMAT OF SECURITY DOCUMENTS

SAFE CUSTODY OF SECURITY DOCUMENTS IN USE

DISPOSAL AND DESTRUCTION OF SECURITY DOCUMENTS

CHAPTER 5 - THE SAFE CUSTODY OF CASH, STAMPS, AND OTHER ITEMS OF PUBLIC MONEYS

DEFINITION - CASH

MIS-USE OF CASH

RESPONSIBILITY FOR CASH HOLDINGS

PROVISION OF SAFE CUSTODY FACILITIES

PROCUREMENT OF SAFE CUSTODY FACILITIES

REGISTER OF SAFE CUSTODY FACILITIES

ANNUAL RETURN OF SAFE CUSTODY FACILITIES

ACCOMMODATION FOR SAFE CUSTODY FACILITIES

USAGE OF SAFE CUSTODY FACILITIES FOR OTHER PURPOSES

KEYS TO SAFE CUSTODY FACILITIES

MANUFACTURER'S INSTRUCTIONS RE USAGE ETC OF SAFE CUSTODY FACILITIES

COMBINATION LOCKS

SAFE GUARDING OF KEYS

LOSS OF KEYS

LIABILITY OF ACCOUNTABLE OFFICERS ON LOSS OF KEYS

SUSPECTED INTERFERENCE WITH KEYS OR LOCKS

ALTERATIONS TO LOCKS

REGISTER OF CONTENTS OF STRONG ROOMS AND RESERVE CASH SAFES

CHECKING OF CONTENTS OF STRONG ROOMS AND RESERVE CASH SAFES

TEMPORARY ABSENCE OF KEY HOLDERS

HANDING OVER CERTIFICATES

SAFE GUARDING OF CASH WHILST OFFICER ON TOUR

SAFE GUARDING OF CASH IN TRANSIT

CHAPTER 6 - ESTIMATES OF RECURRENT REVENUE AND EXPENDITURE AND SUBMISSION OF NATIONAL BUDGET TO PARLIAMENT

STATUTORY REQUIREMENTS

REQUEST FOR MINISTERIAL AND DEPARTMENTAL DRAFT ESTIMATES

CLASSIFICATION OF DRAFT ESTIMATES OF RECURRENT EXPENDITURE

CLASSIFICATION OF DRAFT ESTIMATES OF RECURRENT REVENUE

ADDITIONAL INFORMATION

CONSULTATIONS WITH MINISTERS AND HEADS OF DEPARTMENTS

ADJUSTMENTS TO DRAFT ESTIMATES

CONSOLIDATION OF DRAFT ESTIMATES OF RECURRENT REVENUE AND EXPENDITURE

MATCHING OF REVENUE WITH EXPENDITURE

PUBLICATION OF APPROVED ESTIMATES OF RECURRENT REVENUE AND EXPENDITURE (AS NATIONAL BUDGET)

CHAPTER 7 - AUTHORITIES TO INCUR EXPENDITURE

STATUTORY REQUIREMENTS

ISSUE OF GENERAL WARRANTS

ISSUE OF ACCOUNTING WARRANTS

VARIATIONS IN AUTHORISED EXPENDITURE

DERESERVATION OF APPROVED AND RESERVED FUNDS

VARIATION OF PROVISION OF AUTHORISED ESTIMATES OF EXPENDITURE

VIREMENT

SUPPLEMENTARY ESTIMATES

SUPPLEMENTARY APPROPRIATION BILLL

SUPPLEMENTARY APPROPRIATION LEGISLATION

AUTHORITY TO INCUR STATUTORY EXPENDITURE

DEPARTMENTAL WARRANT

CESSATION OF AUTHORITY OF WARRANTS

CHAPTER 8 – CONTROL AND RECORDING OF RECURRENT EXPENDITURE

RESPONSIBILITIES OF ACCOUNTING OFFICERS

DEPARTMENTAL BUDGETS

PREVENTION OF EXCESS EXPENDITURE

AUTHORITY TO SIGN VOUCHER

LIABILITY OF SIGNATORY

ALLOCATION OF RECURRENT EXPENDITURE

STATUTORY OBLIGATION TO REFUSE PAYMENT

DATE OF CHARGING EXPENDITURE TO GOVERNMENT ACCOUNTS

CREDIT ENTRIES ON EXPENDITURE HEADS

VOTE LEDGERS

OPENING ENTRIES IN VOTE LEDGER

RECORDING OF COMMITMENTS IN VOTE LEDGER

RECORDING OF PAYMENTS IN VOTE LEDGER

RECORDING OF JOURNAL VOUCHER ADJUSTMENTS IN VOTE LEDGER

RECORDING OF DEPARTMENTAL WARRANTS IN VOTE LEDGER

ENDORSEMENT OF VOUCHERS RE ENTRIES IN VOTE LEDGERS

CHECKING OF VOTE LEDGERS TO TREASURY DIVISION ACCOUNTS

DELEGATION OF MAINTENANCE OF VOTE LEDGER

CHAPTER 9 - PAYMENTS

GENERAL PAYMENT VOUCHERS

SIGNING OF GENERAL PAYMENT VOUCHER

COMPLETION OF GENERAL PAYMENT VOUCHERS

DEDUCTIONS FROM, AND WITH-HOLDING OF, PAYMENTS

ADDITIONAL CERTIFICATES ON GENERAL PAYMENT VOUCHERS

MINISTERIAL REFERENCE NUMBER

RECORD OF GENERAL PAYMENT VOUCHERS

DISTRIBUTION OF COPIES - GENERAL PAYMENT VOUCHERS

ENTRIES IN VOTE LEDGERS

CHECKING OF GENERAL PAYMENT VOUCHERS

PASSING FOR PAYMENT OF GENERAL PAYMENT VOUCHERS

GENERAL PAYMENT VOUCHERS OVER $50.00 IN VALUE

PAYMENT TO CORRECT BENEFICIARY

PAYMENTS TO REPRESENTATIVES AND TO THIRD PARTIES

RECEIPTING OF GENERAL PAYMENT VOUCHERS

TREASURY DIVISION REFERENCE NUMBER

DISTRIBUTION OF COPIES OF GENERAL PAYMENT VOUCHER BY PAYING OFFICER

OVERSEAS PAYMENTS

CERTIFICATION AND CHECKING OF OVERSEAS INVOICES AND CLAIMS

GENERAL PAYMENT VOUCHERS FOR OVERSEAS PAYMENTS

ISSUE OF CHEQUE FOR OVERSEAS PAYMENT

RECEIPT AND DESPATCH OF BANK DRAFT

DISTRIBUTION OF COPIES OF OVERSEAS PAYMENT VOUCHERS

PAYMENT AGAINST A COPY OR DUPLICATE INVOICE OR CLAIM

PRO-FORMA INVOICES

AGENTS ACCOUNTS

CHAPTER 10 - ADJUSTMENTS TO GOVERNMENT ACCOUNTS

JOURNAL VOUCHERS

JOURNAL VOUCHER TRANSACTIONS

COMPLETION OF JOURNAL VOUCHERS

CHECKING AND APPROVAL OF JOURNAL VOUCHERS

DISTRIBUTION OF COPIES OF APPROVED JOURNAL VOUCHERS

ENTRIES IN VOTE LEDGERS AND REGISTERS OF REVENUE

CHAPTER 11 - IMPRESTS

TYPES OF IMPREST

APPLICATION FOR IMPREST

ISSUE OF IMPREST BY SUB ACCOUNTANT

TRANSFER OF IMPREST

REGISTER OF IMPRESTS

IMPREST CASH BOOK

IMPREST EXPENDITURE RECEIPTS AND VOUCHERS

ANNUAL RETIREMENT OF STANDING IMPRESTS

IMPREST HOLDER AS AN ACCOUNTABLE OFFICER

SAFE CUSTODY OF IMPRESTS

INTEREST CHARGED ON OVERDUE IMPRESTS

CHAPTER 12 - REMITTANCES

MAXIMUM CASH BALANCES

REMITTANCE OF EXCESS CASH HOLDINGS

REQUEST FOR ADDITIONAL CASH

TELEGRAPHIC ADVICE

DESPATCH OF REMITTANCE

ISSUE OF GENERAL PAYMENT VOUCHER BY REMITTER

ISSUE OF GENERAL RECEIPT VOUCHER BY RECIPIENT

DISCREPANCIES IN REMITTANCES

REGISTER OF REMITTANCES

CHAPTER 13 - ADVANCES

STATUTORY REQUIREMENTS

APPROVALS FOR THE ISSUE OF ADVANCES

CLASSIFICATION AND ALLOCATION OF ADVANCES

APPLICATION FOR ADVANCES

RECOMMENDATION FOR ADVANCES

ISSUE OF ADVANCES

REPAYMENT OF ADVANCES

INTEREST CHARGED ON ADVANCES

REPAYMENT OF AN ADVANCE AHEAD OF SCHEDULE

CHECKING OF ADVANCE ACCOUNTS

"WRITE OFF" OF IRRECOVERABLE ADVANCES

CHAPTER 14 - DEPOSITS

STATUTORY REQUIREMENTS

ACCEPTANCE OF DEPOSITS

APPLICATION FOR REPAYMENT OF DEPOSIT

REPAYMENT OF DEPOSIT

INVESTMENT OF DEPOSITS

IMPROPER USE OF DEPOSIT ACCOUNTS

CHAPTER 15 - GOVERNMENT BANKING FACILITIES

STATUTORY REQUIREMENTS

OPENING OF GOVERNMENT BANK ACCOUNTS

SIGNATORIES TO GOVERNMENT BANK ACCOUNTS

CROSSING OF GOVERNMENT CHEQUES

COMPLETION OF CHEQUE FORMS

SPOILED AND CANCELLED CHEQUES

SAFE CUSTODY OF CHEQUE BOOKS

LOST OR MISSING CHEQUES OR CHEQUE BOOKS

DEPOSITS TO GOVERNMENT BANK ACCOUNTS

FOREIGN CHEQUES AND DRAFTS

ENCASHMENT OF PERSONAL CHEQUES

REMITTANCE OF CHEQUES AND DRAFTS RECEIVED

DISHONOURED CHEQUES

BANK TRANSACTIONS IN CASH BOOKS

BANK ACCOUNT STATEMENTS AND RECONCILIATIONS

CERTIFICATES OF BALANCE OF BANK ACCOUNT

OVERDRAWN BANK ACCOUNT

CHAPTER 16 - SALARIES AND WAGES

DEFINITION

ENTITLEMENT TO SALARIES AND WAGES

PAYMENT OF SALARIES

PAYMENT OF WAGES

NOMINAL ROLLS, CASUALTY RETURNS AND INCREMENTAL CERTIFICATES

SALARY PAYROLLS

WAGES TIME SHEETS OR RECORDS

DEDUCTIONS FROM SALARIES AND WAGES

PAYMENT TO OFFICERS ON DUTY AWAY FROM HOME STATION

VOTE LEDGER ENTRIES

DIVISION OF DUTIES

UNCLAIMED SALARIES AND WAGES

SUBSIDIARY RECORDS

CHAPTER 17 - MONTHLY ACCOUNTS

CLOSURE OF MONTHLY ACCOUNTS

SUBMISSION OF MONTHLY ACCOUNTS

CLOSURE OF TREASURY ACCOUNTS

CHAPTER 18 - BOARDS OF SURVEY, CASH AND STAMP HOLDINGS, GOVERNMENT BANK ACCOUNT RECORDS

APPOINTMENT OF BOARDS OF SURVEY

MEMBERSHIP OF BOARDS OF SURVEY

TRANSACTIONS DURING A BOARD OF SURVEY

DUTIES OF BOARDS OF SURVEY

DISCREPANCIES IN CASH AND STAMP HOLDINGS

BOARD OF SURVEY REPORT

CHAPTER 19 - LOSSES OF PUBLIC MONEYS

INITIAL REPORT OF LOSS OF PUBLIC MONEYS

ACTION UPON RECEIPT OF INITIAL REPORT

REPORT TO ACCOUNTING OFFICER

ACTION BY ACCOUNTING OFFICER

REPORT TO SECRETARY

ACTION BY THE SECRETARY

BOARDS OF ENQUIRY

DUTIES OF THE BOARD OF ENQUIRY

REPORT OF THE BOARD OF ENQUIRY

ACTION BY SECRETARY UPON CONCLUSION OF THE BOARD OF ENQUIRY

CHAPTER 20 - DEVELOPMENT FUNDS

STATUTORY REQUIREMENTS

ESTIMATES OF DEVELOPMENT FUND REVENUE AND EXPENDITIURE

APPLICATION FOR DEVELOPMENT AID FUNDS

PROJECT EXPENDITURE SUB HEAD REFERENCE

DEVELOPMENT FUND WARRANT

ACCOUNTING DEVELOPMENT FUND WARRANT

LIMITATION AND VALIDITY OF DEVELOPMENT WARRANTS

PAYMENTS

VOTE LEDGERS

TREASURY DIVISION RECORDS