Accounts and monthly report to be submitted by the Institutes to PIU

Accounting and Finance Separate Books of Account will be opened for the project at the institution. The books of account and records will primarily consist of (i) Cash Book, (ii) Bank Book, (iii) Contract Control Register, (iv) Serial payment order files along with all supporting documents, (v) Bank reconciliation statements, (vi) Cash Flow statements regularly updated, (vii) Budget control Register and (viii) Serial Budget Monitoring voucher Files.

DateVoucherParticular s FolioAmou nt in Tk. DateVoucher No. Particu lars FolioAmount Cash Name of the Month FY:200….. Cash Book Debit

DateVoucherParticular s FolioAmou nt in Tk. DateVoucher No. Particu lars FolioAmount BankCash Name of the Month FY:2011….. Bank Book Debit

Contract Control Register Package No: Total Contract Amount: Date of Award: DateParticularsBill Submitted Bill Approved Bill paidBalanceRemarks

Bank Reconciliation Statement of as at the end of month Bank balance as per Bank Statement Cr. Add: Cheques deposited but not credited by the Bank during the period: (i) Cheque No. ………………….. (ii) Cheque No. ………………….. (iii) Cheque No. ………………….. Less: (a) Cheques issued but not presented to the Bank for Payment (i) Cheque No. ………………….. (ii) Cheque No. ………………….. (iii) Cheque No. ………………….. (b) Interest credited in the Bank Statement but not entered in the Cash Book TK.Tk Tk. …… Tk. …… Balance as per Cash Book Dr.

Cash Flow Statement ParticularsAmount in Taka A. Resources: (a) Opening cash balance (b) Government of Bangladesh c)Loan/Grants from Lender/Donor (d)Other resources Total Cash flow: B. Expenditures: (a) Modernization of equipment & teaching (b) Capacity Development (c) Remuneration for guest faculty from industry (d) Students training materials & cost towards industry visits (e) Improvement in Institutions, outreach communication & placement (f) Infrastructure, Rehabilitation & Refurbishment Total Cash Outflow: Net cash flow: (A – B)

Budget Control Register Name of the activity/head: Modernization of equipment & teaching Sl. No. DateBudget allocation Budget consentBalance (3-4)

Accounting and Finance (Contd..)  Monthly, quarterly, and annual financial statements will have to be submitted to the PIU. The formats for these are enclosed at Annexures A-1 and A-2 to this Manual. The format for the annual statements will be circulated at the appropriate time.  IPMU and IMC must oversee accounts and cash flows on a regular basis and this should be a mandatory item on all meeting agenda.  Accounting and finance staff at the institution level will hold themselves in readiness at all times for surprise audits.

Reports to be submitted Monthly Report The Following monthly & quarterly Financial Report will have to be submitted to the PIU: (a) Cash and Bank Balance, (b) Advances (c) Sundry Creditors (d) Expenditure Summary (e) Drawdown

Part I: Cash and Bank Balance Opening Balance Inflows during the Month Closing Balance as of Cash in HandCash at BankCash in HandCash at Bank Part II: Advances Advances unacquitted at period beginning Acquitted during the month Advances given during the month Acquitted amount of advances given during the month Total Advances unacquitted at period end Annexure: A-1 Institution Name: Beneficiary Code: Monthly Financial Report: For the month of , 20—

Part III: Sundry Creditors Unpaid project bills at the beginning of the month Total of Bills received during the month Total Bills paid Prior period bills outstanding Current period bills outstanding Total Bills outstanding at period end Part IV: Expenditure Summary Major Expenditure Head Cumulative Exp till last month Expenditure during this month Cumulative Exp at period end % of total Budget Expended Modernization of Equipment Remuneration to Guest Faculty Students’ Training Materials Capacity Development of Faculty Institutional Development Infrastructure

Part V: Drawdown Total Implementation Grant Award % drawn during last month % drawn during this month % drawn till last month, cumulative Cumulative % drawn till period end A2 Quarterly Statements Same statements as above to be made for each quarter.

Thank you