ADJUSTMENTS

Nature of transactions to be effected adjustments.

701-Adjustments are effected by means of Journal entries which enable transfer to be made from one account to another without actual receipt or payment of cash. Examples of these are payment for inter-ministerial services, adjustments between departmental clearance accounts and expenditure or revenue sub-heads, correction of accounting errors arising from misclassifications, etc., and the ultimate allocation of Unallocated Stores.

Adjustment vouchers

702- Adjustments shall be submitted on Treasury Form TF 311 in quadruplicate,or as otherwise directed. Two copies of the Voucher must be signed in full.

Creditor Department to initiate voucher.

703 - Adjustments shall be initiated by the Creditor Ministry/Extra-Ministerial Department and sent to the Debtor Department for acceptance of the charge.On return of the voucher duly accepted by the Debtor Ministry/Extra Ministerial Department,the Creditor Department shall be responsible for ensuring the dispatch of the voucher to the Accountant-General,or self-accounting unit if one is concemed,for inclusion in the accounts. The signatories to the vouchers should be those officers who are empowered to sign payment vouchers.

Information on Vouchers.

704-Adjustment vouchers must clearly indicate the reason for the transfer,and must make full reference to the original debit or credit being adjusted,i.e., name of Sub-Treasury or Cash Office, voucher number and month of account and pariculars of Treasury or Audit Query if applicable.A cross reference to the adjustment voucher shall be endorsed upon the voucher on which the debit or credit first originated.

Vouchers to be recorded in Vote book

705-Where adjustments affect expenditure sub-heads,the amounts either debit or credit must be entered in the book and the vouchers stamped accordingly before signature by the officer responsible for the vote. After inclusion in the Accountant-General's account,numbered copies of the vouchers shall be returned to the officers controlling the votes with the monthly advice schedules.

706- Adjustments in which Unallocated Stores and Workshops Accounts are credited must be embodied in the relative Material Expense Statement (M.E.S.). Vouchers supporting adjustments between votes which are not to be included in the M.E.S. must bear the signature of the engineer or officer actually in charge of the vote.

Adjustments arising from reconcilation

707-Vouchers in respect of adjustments arisingfrom reconciliations should,wherever possible, accompany the Reconciliation Statement.

708 - Internal Treasury Adjustments initiated by the Accountant-General,one effected on TF 30 which should not be used in other ministries except for adjustment under the Pay roll system. Not withstanding the first sentence of FR 703, the adjustment of an erroneous entry arising from a Treasury in posting will be initiated by the Accountant-General.