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VOTE BOOK

Nurin Izzati

Updated Dec. 10, 2017

Transcript

VOTE BOOK

FORMAT OF VOTE BOOK

FORMAT

FORMAT OF VOTE BOOK

Divided into 3 parts:

1

Used for recording vote information, such as:

vote number
programme/activity code
object code
total allocation for the year

2

Records information on increase or decrease in allocation for the year, such as:

allocation received for expenditure
cancellation of allocation

3

Records detailed transactions (inflows and outflows), such as:

allocation received by warrant
reduction or utilisation of allocation
to incur/cancel liability

MEANING OF VOTE BOOK

MEANING

PROCEDURE FOR RECORDING THE VOTE BOOK

Resource allocations are categorised into operating expenditure and development expenditure

Each of these expenditures has a separate vote:
Operating expenditure
Vote 'B' - Supply (Bekalan)
Vote 'T' - Charged (Tanggungan)
Development expenditure
Vote 'P' - Development (Pembangunan)

Under each vote, the budget is divided according to programmes/activities and each programme/activity will be grouped according to the subhead of expenditure

PROCEDURE

For the security control of the budget,

Vote book must maintain separate votes, eventhough it is in the same vote book

Each programme/activity are kept separately under each vote and the object of expenditure under each programme/activity is to be kept separately

For Consolidated Trust Fund, each of the funds must be maintained separately to record expenditure and revenue under certain account

Each page of vote book should be serially numbered, and the number of pages should be provided for every object of expenditure

Security Control of Budget

Types of Transactions

Types of transactions

Allocation warrant received

When a warrant is received for the first time in a particular year, part I and II of the vote book is to be filled up for the date, amount and amount to date column

The details of the allocation will then be recorded in part III as 'increased allocation' in the credit column

Column effect:
1 - Date of a warrant
2 - Details of transaction
5 - Reference number
7 - Credit amount
11 - Increase balance to date amount

Allocation warrant received

Additional allocation received

When the additional allocation warrant is received, the additional allocation in part I needs to be filled up

Details in part II and III are also increased

Column effect:
1 - Date of a warrant
2 - Details of transaction
5 - Reference number
7 - Credit amount
11 - Increase balance to date amount

Additional allocation received

Reduced allocation

When allocation is reduced, it will be recorded as reduced allocation in part II

In part III, it will be shown in the debit column

Column effect:
1 - Date
2 - Details of transaction
5 - Reference number
6 - Debit amount
9 - Copy back the amount of 'Outstanding Liabilities', if any
10 - Copy back the amount of 'Net Expenditure', if any
11 - Decrease balance to date amount

Sub-allocation warrant

When an allocation is provided to the allocation holder in another branch, it will be considered as debit transaction

In part II, the 'date', 'amount' as a negative value and 'total to date' is reduced

In part III, the column effect include:
1 - Date of a warrant
2 - Details of transaction, the receiver of allocation
5 - Reference number
6 - Debit amount
9 - Copy back the amount of 'Outstanding Liabilities', if any
10 - Copy back the amount of 'Net Expenditure', if any
11 - Decrease balance to date amounf

Transfer allocation

Transfer allocation or virement can be done between the objects of expenditure within the same programme/activity under the same vote
Virement in
When a virement is received,
Part II - record the 'date', 'amount' as a positive value and 'total to date' is increased
In part III,
1 - Date of virement
2 - Details of virement in
5 - Reference number
7 - Credit vrement amount
9 - Copy back the amount 'Outstanding Balance', if any
10 - Copy back the amount 'Net Expenditure', if any
11 - Increase balance to date amount
Virement out
When a virement out is made,
Part II - record the 'date', 'amount' as a positive value and 'total to date' is decreased
In part III,
11 - Decrease balance to date amount

Incur liability

When a commitment for expenditure of goods or services is done through travelling warrant, local order, work indent or upon signing any contract/aagreement, a liability is incurred/charged
This transaction must be recorded at the time of issuance of warrant, indent or signing a contract.
Column effect:
1 - Date of transaction
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
8 - Record the amount of the liability
9 - Add to the amount of 'Outstanding Liabilities'
10 - Copy back the amount of 'Net Expenditure', if any
11 - Decrease balance to date amount
Liability is to be recorded based on the amount of current year
If the contract is more than a year, amount recorded is limited only to the current year

Cancellation of liability

If any of the procurement commitment or supplier contract is cancelled, the earlier transaction is recorded as 'Liability Charged' and 'Outstanding Liabilities' have to be adjusted

Column effect:
1 - Date of transaction
2 - Details of original transaction
4 - Expenditure SO/DO code
5 - Reference number
8 - Record the amount of cancellation in brackets '( )'
9 - Subtract to the amount of existing 'Outstanding Liabilities'
10 - Copy back the amount of 'Net Expenditure', if any
11 - Increase baance to date amount

Record expenditure

Any payment voucher that has been prepared will be considered as expenditure, including payment of liability
Amount to be recorded depends on the amount paid

Record expenditure

Direct expenditure

(i) Direct expenditure

When a payment voucher is prepared for the expenditure, money paid out should be shown in the debit column

Column effect:
1 - Date of voucher
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
6 - Record the amount or the voucher as debit
9 - Copy back the amount of 'Oustanding Liabilities'
10 - Add to the exisiting amount of 'Net Expenditure'
11 - Decrease balance to date amount

Amount of liability equal to the amount paid

(ii) Amount of liability equal to the amount paid

Column effect:
1 - Date of voucher
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
6 - Record the amount or the voucher as debit
8 - The amount will be recorded in brackets '( )'
9 - Reduce the amount of 'Oustanding Liabilities'
10 - Add to the exisiting amount of 'Net Expenditure'
11 - No effect to the balance to date amount

Amount of liability is less than the amount paid

(iii) Amount of liability is less than the amount paid

If the earlier amount of liability is lesser than the amount that government has to pay, another order has to be prepared to show the differences
First, record it as an incur liabilty and second, record as the payment transaction
First step:
1 - Date of transaction
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
8 - Record the amount of the liability
9 - Add to the amount of existing 'Outstanding Liabilities'
10 - Copy back the amount of 'Net Expenditure', if any
11 - Decrease balance to date amount
Second step:
1 - Date of transaction
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
6 - Record the amount of voucher as debit
8 - Amount will be recorded in brackets '( )'
9 - Reduce the amount of existing 'Outstanding Liabilities'
10 - Add to the amount of 'Net Expenditure'
11 - No effect to balance to date amount

Amount of liability is more than the amount paid

(iv) Amount of liability is more than the amount paid

When the amount of liability is more than the amount paid, the transaction is recorded as follows:
1 - Date of transaction
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
6 - Record the amount of voucher as debit
8 - The full liability amount will be recorded in brackets '( )'
9 - Reduce the amount of existing 'Outstanding Liabilities' as full amount of liability
10 - Add voucher amount to the existing amount of 'Net Expenditure'
11 - Add the difference amount to the balance to date amount

Credit expenditure

When a refund of payment has been received, it is considered as credit expenditure
However, there are two different situation to be recorded in the vote book

Credit expenditure

No requirement for payment

(i) No requirement for payment

If there is no requirement to repay credit expenditure in the future,
1 - Date of collector's statement
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
7 - Record the amount as credit
9 - Copy back the amount of 'Outstanding Liabilities'
10 - Subtract the amount of 'Net Expenditure'
11 - Add the amount to the balance to date

Requirement for repayment

(ii) Requirement for repayment

If credit expenditure requires repayment, the vote book will be shown as credit amount

Column effect:
1 - Date of transaction
2 - Details of transaction
4 - Expenditure SO/DO code
5 - Reference number
7 - Record the amount as credit
8 - Record the amount as liability charged
9 - Add to the amount of 'Outstanding Liabilities'
10 - Subtract the amount of 'Net Expenditure'
11 - No effect to the balance to date amount

Adjusting entry

If any error incurred during the recording of contra transaction, it has to be cancelled with a straight line accross the error and replaced with the correct transaction

However, adjusting entry needs to be done considering that error has been identified

If the transaction is left out, it should be recorded as ordinary transaction

If the transaction is a total mistake, it needs 2 steps of adjustment
Reverse the record to get back the original amount
Record the correct transaction as it should be

Adjustment entry

Closing entry

Closing

entry

All closing of transactions will be done on 31 January in the subsequent financial year, in line with the modified cash basis
Any balances from the liability will be brought forward and recorded in the new vote book in the following year
Column effect:
1 - Date end of the month, 31 January
2 - Details of transaction as 'Liability Brought Forward'
3 - The amount of outstanding liability
5 - Reference number of collector's statement
8 - Record the amount as liability charged in brackets '( )'
9 - Subtract the amount of 'Outstanding Liabilities'
10 - No effect to the amount of 'Net Expenditure'
11 - Add to the balance to date amount

Liability brought forward

Outstanding liabilities brought forward in the new vote book should be recorded as follows:
1 - Date first day of the next month, 1 February
2 - Details of transaction
3 - The amount of outstanding liability
8 - Record the amount as liability charged
9 - Add to the amount of 'Outstanding Liabilities'
10 - No effect to the amount of 'Net Expenditure'
11 - Subtract to the balance to date amount

Liability brought forward

RECONCILIATION

A process to ensure the accuracy and completeness of transaction recorded in the vote book as compared to the detailed report

If there are any discrepancies between the report and the vote book, the officer in charge has to prepare a reconciliation report to explain the differences in the book

Reconciliation Statement is prepared by the Controlling Officer or any officer who is authorised for the allocation of public moneys

RECONCILIATION

Reasons for reconciliation

to detect any unauthorised payment

to detect error in posting transaction at Accountant General Department level and to ensure the accuracy of expenses recorded in the vote book and detailed report

to control the expenses and liability within the authorised allocation

to ensure the reports from the agencies vote book regarding allocation, expenditure and liability are reliable, accurate and complete, thus helps in the process of decision-making

Reconciliation Statement

The Reconciliation Statements must be prepared in accordance to the standard format and various supporting documents listed below need to be enclosed with the Reconciliation Statement:

List of vouchers that has not been paid
List of transaction in the vote book that is not included in the detailed report
List of the transaction in the detailed report that is not included in the vote book

Reconciliation Statement

Procedures of reconciliation

Reconciliation Statement

1. Review the detailed report with the vote book

If the balance and transactions in the vote book is the same as detailed report, the review is done
If not,
Investigate the transaction that appears in only one set of records
Report any unauthorised payments

2. Prepare a Reconciliation Statement

Transaction that appears in only one set of records must be included in reconciliation statement and its supporting document such as follows:
Balance of budget as per detailed report
Voucher that has not been paid, etc.

3. Recording contra transaction in the vote book

If there is no error or missing transaction in the vote book but included in the detailed report, the vote book must be updated immediately through contra transaction as below:
Error in vote book has to be corrected immediately
Missing transactions in vote book must be recorded immediately

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