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by Hendra Lesmana

24 August 2016

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
  • Applicable for suppliers
  • Advance for event/activities can cover the full amount
  • Imprest Fund = Rp 15 mio

  • 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

  • Three times

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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