BOARDS OF SURVEY:CASH AND STAMPS

Annual Boards of Survey: Cash, Bank Balances, etc. held by Accountant General

1401 - Boards of Survey, to be held after the close of business on the last businees day of each financial year, or before the commencement of business on the first day of the new finanacial year, will be appointed to examine the cash, bank balances and stamps, etc. held by the Accountant - General. it will be the responsibility of the Director, Treasury operations Department, Office of the Accountant-General to convene the Annual Board(s) of Survey.

Annual Boards of Survey: Cash, Bank Balances etc. held by Accounting Officers

1402- Boards of Survey shall be held before the commencement of business on the first working day of the new financial year. The Boards will be appointed to examine the Cash/Bank balances and stamps.etc. held by Accounting Officers or their subordinate officers at their Headquarters in Umuahia or out-Stations including Abuja and Lagos. On the first week of August every year,the Director.shall by a call Circular,call for particulars of all Cash Offices to be surveyed at the end of the year, thereupon the Accounting Officer shall by tirst week of October each year forward the list to the office of the Accountant-General with full details of the offices and stations at which the surveys are to be held. The Director,will convene the Boards and advise all Accounting Officers not later than the first week of December each year.

Surprise Boards of Survey.

1403- The Director shall also be responsible for the convening of surprise Boards of Survey at least three times during each year,on the cish and bank balances, etc. of the Accountant-General and Accounting Officers.The surprise Boards will normally be appointed once in each of the first three quarters of the financial year and should not necessarily be held at the end of a month or quarter. The Accountant-General and officers authorized by him may also at any time make surprise inspection of the cash imprests and accounts,etc.of any accounting officer. The appointment of surprise Boards must be kept confidential.

Constitution of Boards.

1404-A Board should consist, where possible, of three officers (including the President) and not less than two; the President should other members should not be lower than grade level 06. The Officer in but may not serve on the Board.

At offices where it is not possible to assemble a Board satisfying the above conditions a Board of one officer only may be appointed. An explanation of why a full Board could not be appointed should appear on the Board of Survey report.

Members to report to officers convening

1405 - Officers appointed to a Board of Survey must report report Memh immediately to the convening authority if they are unable to serve. officer conven

Suspension of Business

1406 - No cash transactions may take place between the close of business at the end of the financial year and the meeting of the annual Board. On other occasions, cash transactions must cease until the Board or surveying officer has completed the survey. Should the verification of cash. etc., last more than one day the unverified portion must remain under the joint control of the board and the officer in charge of the cash until completed.

Duties of Boards and Surveying Officers

1407-Boards of Survey and surveying officers are required to check the cash book and stamp registers by casting the entries for the month and verifying the balance shown in hand with the actual cash and stamps,etc. The balances brought forward at the beginning of the month must also be checked by reference to the cash book of the previous month. Both the original and carbon duplicate of the cash book folio and the registers will be certified accordingly. If a bank account is kept, a certificate of the balance must be obtained from the Bank by the President of the Board or surveying officers and reconciled with the bank balance shown in the cash book. A test check of entries in the cash book against vouchers should be made.

counting of cash

1408 -All currency notes must be counted in detail. Sealed packages of the Central Bank of Nigeria Notes must be opened and counted;coins including those in mint or bank sealed bags and boxes must be opened and counted. All stamps must be counted also.

Certification of cash book

1409-The cash balance will be certified by the Board or surveying officer on both original and duplicate copy of the cash book.

Surplus or shortage

1410 -Any surplus disclosed as a resut of a Board of Survey or by a surveying officer must be brought to account in thecash book as a credit to Revenue Head: Miscellaneous,Sub-Head: Sundries. Any shortage must be made good by the officer responsible or charged to an advance account for inves gation. A serious shortage must be reported immediately to the Acountant-General with a copy to the Auditor-General in accordance with Chapter 15 of these Regulations.

Return of proceedings.

1411 -On completion of a survey,a report will be rendered in criplicate on Revised by all members of the Board. Two copies will be forwarded by the of survey to the Accountant-General who will transmit one copy to concemed. On completion of a survey,a report will be rendered in triplicate on Revised Treasury Form 42.

Surprise Inspections

1412 - Accounting Officers must issue instructions for systematic at irregular intervals of the cash held by their subordinates. A record of such inspections must be kept.