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Support documents for procurement of goods

General Procedures for Finance Support Documents for Procurement of
Goods&services
SUPPORT DOCUMENTS FOR PROCUREMENT OF GOODS
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General Procedures for Finance Support Documents for Procurement of
Goods&services
 < $100
 Operational Cash Advance
 Expense Report with Receipts
 Chain of Custody
 $101 - 500
 Purchase Request
 Goods Received Note
 Invoice
 Payment Request
 Purchase Record
 Chain Of Custody
 Mandatory Provision( if
requires PO)
 $501 – 5,000
 Purchase Request

 Quotation Analysis
 Quotations
 World Tracker Report
 Purchase Order
 Goods Received Note
 Invoice
 Payment Request
 Purchase Record
 Mandatory Provision
 Chain Of Custody
 $5,001 – 20,000
 Purchase Request
 Quotation Analysis
 Sealed Bids
 Purchase Order
 World Tracker Report
 Goods Received Note
 Invoice
 Payment Request
 Purchase Record
 Waiver Clearance
 Mandatory provision
 Chain Of Custody
 Certicate of origin
 $20,001 – 45,000
 Purchase Request
 Invitation to Tender
 Quotation Analysis
 Sealed Bids
 World Tracker Report
 Purchase Order
 Purchase Agreement
 Contract Cover Sheet
 Goods Received Note
 Invoice
 Payment Request
 Purchase Record
 Waiver Clearance
 Vetting
 Mandatory provision


 Certicate of Origin
 Chain of Custody
 > $45,000
 Purchase Request
 Tender Notice
 Tender Documents
 Quotation Analysis
 Sealed Bids
 World Tracker Report
 Purchase Order
 Purchase Agreement
 Contract Cover Sheet
 Goods Received Note
 Invoice
 Payment Request
 Purchase Record
 Waiver Clearance
 Vetting
 Mandatory provision
 Certificate of Origin
 Chain of Custody
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General Procedures for Finance Support Documents for Procurement of
Goods&services
All forms must be signed and approved. Original are submitted to finance, copies are retained in the
procurement/contract files
Support Documents:
• Receipts and invoices in Arabic should be translated or at minimum described in English.
• Support documents should be stamped PAID immediately after payment.
• If there are several payments against a single contract or a PR, the voucher containing
original procurement documents payment should be referenced on each subsequent
payment.
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General Procedures for Finance Support Documents for Procurement of
Goods&services
 Services $100 - 500
 Purchase Request
 Simple Service Contract
 Time cards, where applicable
 Invoice, if applicable
 Payment Request
 Services $501 – 5,000
 Purchase Request
 Quotation Analysis
 Quotations
 World Tracker Report
 Purchase Order (if applicable)
 Simple Service Contract
 Invoice
 Payment Request
 Mandatory Provision
 Services $5,001 – 45,000
 Purchase Request
 Quotation Analysis
 Tender Documents
 World Tracker Report
 Purchase Order (if applicable)
 Contract Cover Sheet
 Completion of Service
 Invoice, if applicable
 Payment Request
 Mandatory Provision
>25,000.0$ Need Vetting
 CBO Contracts
 Approved & Reviewed CBO
Advance/Payment Request
 World Tracker Report
 Contract Cover Sheet
 CBO Support Documents as applicable
 Vetting
 Mandatory Clause

*** note no payment request necessary ***
 Sub-Grants
 World Tracker Report
 Approved & Reviewed CBO
Advance/Payment Request
 Sub-Grant Funds Approval Form
 CBO Support Documents as applicable
 Vetting
 ATC
 Mandatory Clause
*** note no payment request necessary
***
 Salaries & Benefits
 For new employees – a copy of the work
agreement and approved PAF should be
presented to finance.
 World Tracker Report
 Timesheets
 Preferred Supplier Agreements
 Contract Cover Sheet
 World Tracker Report
 Payment Request
 Procurement documents
 Invoice(s)
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General Procedures for Finance Support Documents for Procurement of
Goods&services
SUPPORT DOCUMENTS FOR CONTRACTING OF SERVICE
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