by Hendra Lesmana
An Introduction to Finance PRISMA
Budget Forecasting & BVA
Current Database & FMS System
- Microsoft Great Plains (GP) using Server in Surabaya Office
Financial Arrangement for SAFIRA
Financial Recording & Reporting
- Get the same service like PRISMA, as SAFIRA is part of PRISMA Project
- Palladium using COSTPOINT
- PRISMA only allowed to use a given validated data on an offline Excel spreadsheet for transactions recording
- PRISMA receives transactions listing with AUD amount from Palladium in a monthly base
Financial Arrangement for PRISMA Provincial Offices
Palladium
- Cash Basis
- Single Entry Book Keeping Method
- Petty Cash Imprest Fund System
- Coding transactions using CoA
- No bank & petty cash account = no monthly transactions report required.
Supplementary Code
- Payments, cash advance, advance acquittal, reimbursement centralized in Surabaya for IDR, Brisbane for foreign exchanges.
Outline
- Advance by request or revolving cash advance for operational routine expenses.
- Objective: To enable PRISMA to report on Value for Money requirement & investments in the provinces
- Structure:
Digit 1+2 = Unit & Position
Digit 3+4 = Activity Code
Digit 5 = Location
Digit 6+7 = Commodity/Sub Sector
Digit 8 = Intervention
- Longer time for processing the payment as original supporting docs required.
- DFAT's Financial Calendar 1 July to 30 June
- PRISMA monthly cut off every 28th
- Line Manager undertakes appropriate checks prior to authorization of expenditure, then Finance ensure compliance of client's regulations and Palladium's policy has been followed
- Budget Holders responsible for providing the budget codes of the activity, goods/services procured
Expense Claim Form Example
Cash Management continued
Bank
Key points of payment receipt
- Account = HSBC IDR
- Disbursement amounts = vendors no ceiling; staff > Rp750,000
- Payment instruments = web banking, cheque, cash withdrawal
- Approvals = req 2 authorizations/signatories (TL, HOF, PM)
- Pay cycle = weekly, every Wednesday (2x per week if needed)
- Bank charges = covered by Palladium's budget
- Receive documents = Mon to Fri, 9 am to 3 pm
- Form used = PAF-Payment Approval Form; prep by Fin Team
- Please bring along the receipt book to anticipate no receipt upon your payment
- Please refer to UU Bea Meterai for duty stamp
- Receipt should recorded the recipient name, organization, validation info - eg. ID#, taxi#, telp#
- Missing receipt should be claimed using an Internal Receipt (a.k.a 'Lost Receipt Claim') with signatories of payer and line manager's approval
- Usually for small amount of money
Disbursement Methods
Cash Management
Reimbursement
Petty Cash
- Travel expenditures claim upon return from traveling
Disbursement Methods
Advance
Credit Term
- Policy: Employees are entitled to an advance for travel or event/activities
- Advance for event/activities can cover the full amount
- Payment limit = Rp 750,000 for internal; Rp 1,5 mio for external
- Petty cash pay cycle = daily
- Petty cash pay hours = Monday to Friday - 9 am to 3 pm
- Form to request = IOU; fill in by requester; approved by FM
- Allowable advance for per diem 70% for international travel, 0 for domestic travel
- Advance to be acquitted within 7 days after travel & preferably within same month
What can we provide?
- No 2nd advance to be given until the outstanding advance is acquitted
- Minimize cash advance by exploring the credit facility of vendors through Admin
- Budget Forecast Report
- Budget vs Actual Report
- by BoP
- by Commodity
- by Unit, Location
- BAST Report for GoI
- Spending Report for Provincial Gov't
Setting Off
International Payments (not IDR currency)
Pay cycle
Who are finance team members?
Supporting Doc Req
Travel Advance Request/Activity Advance Request
Payment dates
- TRF - Travel Request Form (for singel & combined travel, incl. advance request)
- ARF - Activity Request Form (for activity costs)
- On 6th, 16th and 26th of each month
Travel Advance Acquittal/Activity Advance Acquittal/Travel Expense Reimbursement
Person in Charge
How can we help you?
- Hendra Lesmana, Finance Manager
- Yulius Nugroho, Finance Officer
- Agung Angkasa Adi, Budget Officer
- ECF-Expense Claim Form; TRF/ARF
- All receipts, validation doc of evidence - eg boarding pass, copy of SIM/STNK of car rent, attendance list, distribution list
- Receipt from money changer/bank for buying forex (int'l travel)
- Please glued to the used papers
- Vonny Putri, Palladium - Associate, Project Operations
- Processing IDR payment requests
- Technical support for budget forecasting
- Providing Budget vs Actuals
- Compliance check with regulatory requirements
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