FUNCTIONS AND PROCEDURES OF CENTRAL PAYMENT OFFICE

1 April 2006 This publication was produced for review by the United States Agency for International Development. It was prepared by BearingPoint, Inc.

TREASURY SINGLE ACCOUNT FUNCTIONS AND PROCEDURES OF CENTRAL PAYMENT OFFICE

TREASURY SINGLE ACCOUNT FUNCTIONS AND PROCEDURES OF CENTRAL PAYMENT OFFICE TECHNICAL ASSISTANCE FOR POLICY REFORM II CONTRACT NUMBER: 263-C-00-05-00063-00 BEARINGPOINT, INC. USAID/EGYPT POLICY AND PRIVATE SECTOR OFFICE 1 APRIL 2006 AUTHOR: THAN LWIN SO 16

DISCLAIMER: The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

CONTENTS

Introduction ............................................................................................................ 1 Establishment......................................................................................................... 2 Management of Bank Account............................................................................... 3 Functions Of CPO.................................................................................................. 3

Responsibilities of CPO ............................................................................ 3 Receiving Payment Requests from Accounting Units .............................. 4Payment Processing ................................................................................. 5 Control of Cheque Stationery.................................................................... 5 Notification of Payments ........................................................................... 6 Cheque Signing Authorities ...................................................................... 6 Alternative For Cheque Signing Authority................................................. 7 Delivery of Cheques.................................................................................. 7 Record Keeping ........................................................................................ 8 Reconciliation............................................................................................ 8 Reporting................................................................................................... 9

Organization structure.......................................................................................... 10 Registry Division ..................................................................................... 10 Payment Division .................................................................................... 11 Accounting and Reporting Division........................................................ 12

i

Functions and Procedures of Central Payment Office

INTRODUCTION In preparation for the establishment of the Treasury Single Account (TSA) for the government of Egypt the bank accounts currently maintained by the budget entities at the Central bank of Egypt (CBE) and its correspondent banks shall be rationalized as a first step. This shall be achieved by setting up a Central Payment Office (CPO) in each budget authority to provide centralized payment processing services to the affiliated Accounting Units from one common sub-account of the Main Account of the Ministry of Finance (MOF).

The current system of Accounting Units drawing cheques against separate bank accounts for expenditure payments will be replaced by a centralized system by which the CPO in each budget authority shall be the sole authority to process payments on behalf of all the affiliated Accounting Units. The centralization of payment function at the CPO in each budget authority will eliminate the need to open several accounts for each Accounting Unit, which is required by the current system. Hence there will be a need for only one sub-account for the CPO in each budget authority to process the payment of budget expenditures of all affiliated Accounting Units. This will enable the MOF to efficiently manage the government cash resources in a consolidated manner.

The closure of the accounts at CBE that would become redundant after the introduction of the new system will transfer the responsibility of analytical reporting of the daily cash movements by budget chapter currently being done by CBE to CPOs. CPOs in the three budget sectors (Central Administration, Local Administration and Public Service Authorities) shall report to MOF the daily cash movements out of the sub-accounts of the MOF Main Account aggregated by budget chapter. MOF shall consolidate the reports of the CPOs in the three budget sectors and prepare a national level report on the daily cash movements by budget sector and budget chapter.

CPOs play a critical role in the establishment and operations of the TSA and thus the structure, functions, responsibilities, procedures, accounting and reporting requirements need to be well defined and documented prior to the establishment of CPOs in budget authorities. This document describes the necessary information concerning the centralized payment processing in a CPO. Forms and registers for use in conjunction with the management of CPO operations have been designed and provided as part of this document. The contents and layout of the proposed forms and registers should be discussed and reviewed by the TSA Task Force and designated serial number shall be assigned to each form or register, e.g. Finance Form xx, after approval and issued under Executive Financial Regulations.

This document shall be discussed and reviewed collaboratively with the TSA Task Force members and the final version will be used as reference for establishing CPOs in the budget authorities.

For discussion at TSA Task Force meeting 1


ESTABLISHMENT There shall be one CPO in each budget authority to take charge of the processing of expenditure payments of all Accounting Units affiliated to the budget authority.

The CPO in a budget authority under the Central Administration Bodies budget sector shall form part of the Department that is responsible for accounting and financial matters of the budget authority.

The CPO in a budget authority under the Local Administration Units budget sector shall form part of the Governorate Affairs and Administration Directorate of the Governor’s office. The CPO shall process payment of expenditures of all service Directorates under the governorate including those in the subordinate districts and cities.

The CPO in each Public Service Authority shall form part of the Financial Affairs Department of the Authority.

For the purpose of the establishment of CPO the structure of the budget entities funded from the State General Budget (SGB) in 2005 / 2006 are classified as under.

1st level 2nd level 3rd level

BUDGET SECTOR Ministry / Governorate

/ Authority Entity Accounting Unit

Central Administration 30 160 665 Local Administration 27 353 1277 Public Service Authorities1

92 136 456 TOTAL 149 649 2398

In general, only one CPO shall be established in each of the 1st level budget authorities classified above for processing payment of the expenditures of all affiliated Accounting Units within its jurisdiction.

Only under special circumstances the Minister of Finance may approve the establishment of CPO at a 2nd level entity upon recommendation by the Chairman of TSA Task Force during the implementation of the TSA.

1 It is understood that the number of Public Service Authorities will increase from 92 to 102 in the 2006 / 2007 budget. The numbers of lower level entities under the Public Service Authorities budget sector need to be updated accordingly when the information is available.



Concurrent with the implementation of the TSA the budget execution functions currently fragmented in three Sector Departments of the MOF shall be reviewed and consolidated under the new Budget Execution Department that shall represent MOF in the overall budget execution and financial affairs of the government. After the implementation of the TSA, the Head of the new Budget Execution Department shall consider any further requirement for a CPO at an entity lower than 1st level budget authority and submit recommendation where appropriate to the Minister of Finance for approval.

To assist in the determination of the initial CPOs and the sub-accounts required for the orderly execution of the SGB, a list of Accounting Units and Budget Entities under each Budget Authority and the volume of monthly payment transactions of each Accounting unit will be compiled by the TSA Task Force.

MANAGEMENT OF BANK ACCOUNT MOF will establish the Main Account of the MOF at CBE into which all budget revenues should be deposited and from which all budget expenditures should be paid through the relevant sub-accounts. The Main Account of MOF shall be later converted to the TSA for the government of Egypt.

MOF will instruct CBE to establish one sub-account of the MOF Main Account for each CPO to process payment transactions. The sub-account shall function at the CBE or through its territorial branch where applicable. The CPOs in the territories where CBE does not have a branch office shall establish and operate the sub-account through an authorized correspondent bank of CBE.

FUNCTIONS OF CPO CPO shall be the sole authority in each budget authority for processing payments against its sub-account for expenditures of the affiliated Accounting Units. CPO shall coordinate with the relevant bank on all matters concerning the operations of the sub-account.

CPO shall assist the Accounting Units by providing key financial information concerning expenditure payments and banking operations in the preparation of the monthly, quarterly and closing accounts. At the start CPO will process payments of budget-funded expenditures and transactions relating to the current accounts only but will later extend the responsibility to include the processing of payments financed from off-budget funds where appropriate.

RESPONSIBILITIES OF CPO

The responsibilities of CPO in the context of payment processing are confined to:

− ensuring that the budget classification(s) denoted on the approved payment documents (Form 50 or Form 132) are valid for the concerned Accounting Unit,

− ensuring that the amount requested for payment is consistent with the supporting



documents, − processing the requested payment after satisfactory checking, − signing and delivering the cheques to the beneficiaries, − ordering cheque stationery from CBE, keeping the stock under secure

arrangement and ensuring that adequate stock is available at all times, − maintaining the relevant accounts and registers of the processed payments, and − managing the relevant sub-account of the MOF Main Account.

Accounting Units are responsible for:

− ensuring compliance of each payment with the prevailing rules and regulations, − budgetary control and ex-ante checking of the payment documents, − approval for payment of the expenses in accordance with the stipulations of the

Executive Regulations for implementing Law No. 127 / 1981, − keeping the accounts of expenditure payments according to the standard chart of

accounts at the level at which the budget appropriation is approved, and − regular reporting to Closing Accounts Sector of MOF. After the new Budget

Execution Department has been established in the MOF Accounting Units shall report the matters concerning budget execution to the new Department.

RECEIVING PAYMENT REQUESTS FROM ACCOUNTING UNITS

Accounting Units shall perform ex-ante checking of the payment vouchers, approve the payments consistent with the prevailing rules and regulations and submit the approved payment documents (Form 50 or Form 132) in duplicate together with the originals of supporting documents to the CPO for payment. Given the need to timely process payroll payments within a short timeframe Accounting Units should submit requests for processing payroll payments in a separate batch to reserve priority processing.

Accounting Units shall record the payment documents on a Dispatch List that shows the date, name and address of the submitting Accounting Unit, name and phone number of the contact person and details of each payment document (Form 50 or Form 132). The Dispatch List shall be prepared in triplicate and signed by the Head of the Accounting Unit or his/her delegate. Suggested Layout for Dispatch List is provided on Attachment 1.

CPO shall check the received documents with the Dispatch List, write the Date and Time of receiving the documents, return the signed second copy of Dispatch List to the concerned Accounting Unit and retain the original and first copy of Dispatch List with the submitted documents. CPO shall record the received documents in the Register of Payment Requests to keep track of the progress of payment processing. Suggested Layout for Register of Payment Requests is provided on Attachment 2.



Accounting Units should at the beginning of each fiscal year send to the servicing CPO the names, rank and sample signatures of the officials who are authorized to sign the approval of payment documents, and the officials who are authorized to submit the approved payment documents to CPO for payment processing.

PAYMENT PROCESSING

CPO shall check the payment documents to ensure that the necessary supporting documents, signatures and approvals are complete, the relevant details especially budget classification codes are valid and process the payment according to the details of the approved payment document (Form 50 or Form 132).

The layout of Form 50 and Form 132 shall be modified to enable the recording of the relevant budget classification codes for the purpose of classifying the expenditures of different Accounting units paid from the same sub-account of the MOF Main Account.

CPO will either write or type manual cheques for payment to each beneficiary specified on the payment documents. The implementation of an interim system to automate the payment processing shall be considered by the TSA Task Force. To simplify the reconciliation of the cheques issued on behalf of different Accounting Units CPO shall use different ranges of cheque numbers for different Accounting Units.

When the e-Payment system that is being developed in the MOF is ready for operation CPO will be connected to the new system to automate the payment processing by direct account transfers.

Any payment request that is incomplete or contains any error will not be paid and will be returned to the concerned Accounting Unit with relevant remarks. CPO will write the remarks at appropriate position on the original and first copy of the Dispatch List. The concerned Accounting Unit shall do necessary corrections on the rejected payment document and re-submit the corrected documents on a new Dispatch List.

CONTROL OF CHEQUE STATIONERY

Budget Execution Department of MOF in coordination with CBE shall approve the design and layout for cheque form for use by each CPO. After approval by Budget Execution Department of the cheque form design each CPO shall coordinate with CBE to order new cheque stationery, keep the stock under secure arrangement and ensure that adequate stock is available on-site at all times.

CPO shall maintain a Cheque Stationery Control Register to control the stock of blank cheque stationery. The Register shall be updated occasionally with the usage and replenishment. Cancelled cheques should be kept on a separate file and recorded on the Cheque Stationery Control register.



CPO should monitor the stock level of blank cheque stationery and place new orders timely before the stock runs out. For this purpose, CPO should determine the Re-order level, i.e. the stock level at which new orders should be placed, taking into account the daily rate of cheques issued for each Accounting Unit. Suggested layout for Cheque Stationery Control Register is provided on Attachment 3.

NOTIFICATION OF PAYMENTS

CPO shall complete the Payment Details section on the original and first copy of the Dispatch List by writing the details of the cheques or remarks for the rejected payment requests.

The authorized representative of the concerned Accounting Unit shall sign on the original Dispatch List to collect the processed payment documents and the first copy of the Dispatch List completed with the details of payments or rejection.

CHEQUE SIGNING AUTHORITIES

In the current system of government budget execution in Egypt the Financial Controller assigned to each Accounting Unit signs the second signature in the capacity of the representative of MOF and the Head of the Accounting Unit signs the first signature.

In the new system the Financial Controller in each Accounting Unit shall approve each payment request subject to satisfactory ex-ante checking consistent with the prevailing rules and regulations and the Head of the Accounting Unit or his/her delegate shall forward the approved payment documents to CPO.

The Head of CPO and the representative of MOF shall jointly sign the first and second signatures on each cheque respectively. The representative of MOF shall have authority to inspect the work of the Financial Controllers assigned to the affiliated Accounting Units and the accounting records that are related to the payment requests lodged to CPO for processing.

The Head of CPO shall be nominated by:

− the concerned Minister in the case of Central Administration Authorities, − the Head of the concerned authority in the case of Public Service Authorities, − the Governor in the case of Local Administration Authorities, and

appointed by the Minister of Finance.

The representative of the MOF in each CPO shall be nominated by the Head of the new Budget Execution Department of MOF and appointed by the Minister of Finance. In the



meantime before the establishment of the new Budget Execution Department the Accounts and Financial Directorates Sector of MOF shall nominate the representative of MOF in each CPO.

ALTERNATIVE FOR CHEQUE SIGNING AUTHORITY

The appointments of MOF representative and the Head of CPO as authorized officials in each CPO to sign second signature and first signature respectively on the cheques as described above comply with the provisions of Article 30 of Law No. 127 of 1981.

The involvement of two MOF officials at two different stages of the expenditure payment process, firstly at the stage of ex-ante checking and approval of payment by the Financial Controller at the Accounting Unit and secondly by a second MOF official at CPO for signing the second signature on the cheque, appear to be excessive control over the budget execution of the budget authorities and inefficient use of the MOF resources. In the current system it is the same official who is the Financial Controller at each Account Unit who performs ex-ante checking of the payment documents and signs the second signature of each cheque.

Alternatively it is appropriate to consider the delegation of the second signature of the cheques to the Head of Payments Division in each CPO who works under the direct supervision of the CPO Head. Since each payment document (Form 50 or Form 132) and the supporting documents have been thoroughly checked and approved prior to submission to CPO the checking of the same documents and cheque-signing by a second MOF official can be considered redundant.

It is worth considering this option from the perspective of streamlining the procedures but the appointment of the Head of Payments Division in each CPO to sign second signature on the cheques require amendment to Article 30 of Law No. 127 of 1981.

DELIVERY OF CHEQUES

CPO shall mail the processed cheques to the Name and Address of each beneficiary provided by the Accounting Units on the payment documents and the Dispatch List. CPO shall put every possible effort to release the cheques within 24 hours after receiving the complete payment documents. The payment processing time is dependent on a number of factors including the volume of work, the availability of resources and facilities etc. that should be reviewed from time to time to prevent bottlenecks.

CPO will timely notify the Accounting Units of the status of the submitted payment requests and hence shall not entertain the follow-up queries from external sources such as business companies on the status of payment process. It is the responsibility of the Accounting Units to answer queries from the creditors on the status of payments.



RECORD KEEPING

CPO shall maintain registers and double-entry ledger accounts to keep track of the payments processed for the affiliated Accounting Units. CPO shall maintain one separate ledger account for each budget chapter for each Accounting Unit as a minimum. The requirement to keep additional ledger accounts shall be considered by the Budget Execution Department for each Accounting Unit. Tracking the expenditure payments at the detailed budget classification level is the responsibility of the concerned Accounting units.

CPO shall prepare Journal entries and post the relevant ledger accounts with the entries concerning the processed payments by using the standard chart of accounts on a daily basis.

CPO shall retain the original Dispatch lists and copies of payment documents (Form 50 or Form 132) for accounting and reference purposes. Supporting documents shall be returned to the concerned Accounting Units.

CPO shall maintain the Cheque Stationery Control Register to keep track of the daily usage of cheque forms and occasional replenishment. CPO shall record the details of the issued cheques on the Daily Cheque Issue Register for tracking the status and reconciliation with the daily bank statement. The existing Cheque Issue Register Form 56 may need modification to suit the needs of CPO. Accounting Units shall continue using the existing Form 56 to record the details of the issued cheques and update the status of each check according to the information provided by CPO. RECONCILIATION

CPO shall receive daily statement of account movements of the concerned sub-account from the relevant bank. The report shall contain the opening balance of the day, the closing balance of the day, the details of cheques cashed during the day, i.e. cheque number, cheque date and amount and the details of receipt entries if any. Further details of the layout of the daily account statement shall be discussed and agreed upon with the CBE.

CPO shall reconcile the daily bank statement with the Daily Cheque Issue Register and the identified erroneous entries should be referred to the bank for resolution. CPO shall reflect the status of the relevant records in the Cheque Issue Register with the cashed cheques reported on the daily bank statement on a daily basis.

CPO shall prepare cheque reconciliation statement for each Accounting Unit at the end of each month. The reconciliation statement should list the total value of outstanding cheques at the beginning of the month, the number and total amount of cheques issued during the month, the number and total amount of cheques cashed during the month and the number and total amount of cheques outstanding at the end of the reporting month. The total amount of outstanding cheques reported on each cheque reconciliation



statement should be supported by the list of outstanding cheques that contains cheque number, issued date and amount of each outstanding cheque.

CPO shall prepare the monthly cheque reconciliation statement in duplicate. The original should be delivered to the concerned Accounting Unit for reconciliation with internal records. Copy of cheque reconciliation statements should be retained at CPO for input to the preparation of the monthly bank reconciliation statement. The reconciliation statement of the relevant sub-account of the MOF Main Account shall be prepared on a monthly basis. Suggested layout for the monthly bank reconciliation statement is provided on Attachment 4. Each item of discrepancy reported on the bank reconciliation statement must be supported by a detailed list.

REPORTING

Daily

CPO shall report daily to the Head of Budget Execution Department of MOF, the Daily Cash Position report that details the opening balance and closing balance of the sub-account and the transactions aggregated by Accounting Unit and by type of account, i.e. budget chapter, current accounts etc. Suggested layout for the Daily Cash Position report is provided on Attachment 5.

Monthly

At the end of each month CPO shall provide each Accounting Unit with Monthly Payments Summary report for the month by type of account, i.e. budget chapter and current accounts. A copy of the report should be forwarded to the Head of the Budget Execution Department. Suggested Layout of Monthly Payments Summary Report is provided on Attachment 6.

At the end of each month CPO shall provide each Accounting Unit with Monthly Payments Statistics report for the month for reconciliation with internal records. The report shall list for each day of the reporting month, number and total amount of payment requests submitted, number and total amount of payments processed, number and total amount of payment requests rejected. A copy of the report should be submitted to the Head of Budget Execution Department. Suggested layout for Monthly Payments Statistics report is provided on Attachment 7.

CPO should deliver the monthly reports to the concerned Accounting Units within three days after the end of each month to enable timely preparation and submission of the monthly follow-up reports to Closing Accounts Sector by the due date, which is the 5th of the following month. Any discrepancy identified shall be rectified timely before the Accounting Units finalize the monthly revenue and expenditure summary report for submission to Closing Accounts Sector of MOF.



CPO shall forward a copy of the monthly bank reconciliation statement to the Head of Budget Execution Department of MOF at the end of each month.

Yearly

After the end of fiscal year CPO should produce a Yearly Payments Summary report for each Accounting Unit. The report should provide high-level analytical information about the payments made during the year aggregated by type of payment for each month. The report should be forwarded to the concerned Accounting units within ten days after the end of the year to enable the reconciliation and timely preparation of the year-end financial statements. A copy of the report should be submitted to the Head of Budget Execution Department. Suggested layout of the Yearly Payment Summary Report is provided on Attachment 8.

After the end of fiscal year CPO shall produce the Yearly Payments Statistics report for each Accounting Unit. The report shall list for each month number and total amount of payment requests submitted, number and total amount of payments processed, number and total amount of payment requests rejected. CPO shall forward the report to the concerned Accounting Units for reconciliation with internal records. A copy of the report should be submitted to the Head of Budget Execution Department. Suggested layout for the Yearly Payments Statistics report is provided on Attachment 9.

ORGANIZATION STRUCTURE CPO shall be headed by a senior official at a level not lower than General Manager and shall report to the Head of the Budget Authority or his/her delegate. In the case of the MOF central apparatus CPO will be part of the new Budget Execution Department that will be established in due course and thus the CPO Head shall report to the Head of the Budget Execution Department.

To enable the functions described above the following functional units shall be established under each CPO:

− Registry Division − Payment Division − Accounting and Reporting Division

Each Division shall be headed by an official at a level not lower than Manager.

The flow chart provided on Attachment 10 illustrates the role of each Division in the centralized payment processing at CPO. REGISTRY DIVISION

The Registry Division shall:

− Receive the payment requests and Dispatch Lists lodged by Accounting Units,



− Check the payment documents with the Dispatch List, return incomplete or erroneous documents and record the rejection on the Dispatch List,

− Update the Dispatch List with the date and time of receiving the documents, name and signature of the receiving CPO official and return the signed second copy to the submitting Accounting Unit,

− Record the received payment documents on Register of Payment Documents, − Forward the original and first copy of Dispatch List, and payment documents to

Payment Division and update the status on Register of Payment Documents, − Receive the payment requests and cheques forwarded from Payment Division

after processing and update the status on Register of Payment Documents, − check consistency of the name and address (if applicable) on each cheque with

the information on Form 50 or Form 132 and Dispatch List and return the cheque to Payment Division for correction if any inconsistency is detected,

− Release the first copy of updated Dispatch List, and original payment documents to the representative of the concerned Accounting Unit who should sign on the original Dispatch List,

− Forward the original Dispatch List and copy of the processed payment voucher (Form 50 or Form 132) to Accounting and Reporting Division and update the status on Register of Payment Documents,

− Mail the cheques to the beneficiaries to the addresses specified on the Dispatch List and the payment documents and update the status on Register of Payment Documents, and

− Respond to queries from Accounting Units in consultation with the appropriate Division of CPO.

PAYMENT DIVISION

The Payment Division shall receive the payment documents from the Registry Division and shall:

− Check the consistency of the payment documents with the Dispatch List, − Check the completeness of the supporting documents of each payment request, − Check the consistency of the amount(s) of each payment request (Form 50 or

Form 132) with supporting documents, − Document appropriate remarks on the payment documents that fail any of the

above checks, exclude the payment request from further steps in payment processing and reflect the Rejected status on the Dispatch List,

− Prepare cheques for each payment request that passes the above checks, consistent with the information provided on the relevant payment document (Form 50 or Form 132),

− Complete the Payment Details section of the Dispatch List with cheque details or Rejection remarks,

− Submit the cheques together with the relevant payment documents to the authorized cheque signatories for signature,

− Forward the signed cheques, processed payment documents and updated Dispatch list to Registry Division and obtain the signature of the Registry



Division official on the Cheque Stationery Control Register, − Maintain blank cheque stationery under secured arrangement, and − Keep the register of blank cheque stationery and update the register occasionally

with the usage and replenishment, monitor the stock level to ensure that adequate stock is available all the time.

ACCOUNTING AND REPORTING DIVISION

The Accounting and Reporting Division shall receive from Registry Division copies of payment requests (Form 50 and Form 132) and original Dispatch List updated with the payment details and / or Rejection remarks and shall:

− Prepare a daily payment summary aggregated by type of account, i.e. budget chapter, current account etc. for each Accounting Unit and submit the report to the Head of the parent budget authority,

− Prepare a Journal entry and post the daily expenditures of each Accounting Unit to the relevant ledger accounts using the standard Chart of Accounts,

− Record the details of the issued cheques on the Cheque Issue Register, − Receive daily account statement from the relevant bank, reconcile the statement

with the Cheque Issue Register, and reflect the status of each cashed cheque on the Cheque Issue Register,

− Prepare Journal entry for posting the appropriate adjustments to the relevant ledger accounts using the standard chart of accounts,

− Prepare at the end of each month cheque reconciliation statement for each Accounting Unit and forward the reconciliation statements to the concerned Accounting Units,

− Submit to the Head of the parent budget authority at the end of each month monthly expenditure summary for each Accounting Unit aggregated by budget chapter.

− Distribute to the Accounting Units at the end of each month the report of daily summary of payments for the month aggregated by budget chapter for reconciliation,

− Forward a copy of the monthly bank reconciliation statement to the Cash Flow Forecasting Department of MOF at the end of each month,

− Submit Yearly expenditure summary of each Accounting Unit aggregated by budget chapter to the Head of the parent budget authority at the end of the year,

− Distribute to the Accounting Units at the end of the year the report of Yearly summary of payments aggregated by budget chapter for reconciliation, and

− Archive the completed payment documents and the Dispatch List.



Attachment 1 DISPATCH LIST

Name and Address of Entity _______________________________________________________________________ Date _______________

Name and phone number of contact officer ___________________________________________________________ Page ____ of _____

Official who authorized the submission of the documents _______________________________________ _______________________

Name of Authorized Official Signature

Request for Payment Payment Details

No. Form 50 / 132 No. Name of Payee Mailing Address of Payee Approved

Amount Cheque

No. Cheque

Date Cheque Amount Remarks

The documents listed on this sheet are received at CPO on: ___________ __________ by: _____________________ ____________________ Date Time Name of CPO Official Signature

The processed documents were collected on: _____________ ___________ by: _______________________________ ____________________ Date Time Name of Official who collected the documents Signature


Attachment 2 REGISTER OF PAYMENT DOCUMENTS

Name of CPO ________________________________________ Name of Parent Organization _________________________________

Location of CPO _________________________________________________________

Documents Received Name of Accounting Unit Form 50 / 132

Reference No. Delivered to

Payment Division Returned from

Payment Division Delivered to

Accounting Division Cheques released to beneficiaries

Date Time From To Date Time Date Time Date Time Date Time


Attachment 3

CHEQUE STATIONERY CONTROL REGISTER

Name and Location of Central Payment Office ____Central Payment Office of Ministry of Finance, Nasr City_________

Name of parent Budget Authority ______________Ministry of Finance____________________________________

Cheque No. Quantity Date Received from / Used for Action From To Inward Outward Balance Signature

03-07-2005 Central Bank of Egypt, Cairo Replenishment 1231001 1232000 1000 1000

03-07-2005 Minister’s Office Issued 1231001 1231050 50 950


04-07-2005 Minister’s Office Cancelled 1231079 1231079 1 921


05-07-2005 General Secretariat Affairs Issued 1231088 1231100 13 900


Attachment 4 BANK RECONCILIATION STATEMENT

DATE: _________________

Name of CPO _________________________________________________

Name of Parent Authority _______________________________________

Account No. _______________________________________

Name of Bank _______________________________________

Amount in L.E. 1. Balance per Bank Statement xx,xxx,xxx

ADD

2. Receipts in Ledger Not at Bank x,xxx,xxx

3. Payments at Bank Not in Ledger x,xxx,xxx . x,xxx,xxx

----------------

4. Sub-Total xx,xxx,xxx

SUBTRACT

5. Receipts at Bank Not in Ledger x,xxx,xxx

6. Payments in Ledger Not at Bank x,xxx,xxx . x,xxx,xxx

(Outstanding Cheques) -----------------

7. Balance per Ledger xx,xxx,xxx

-----------------

Prepared by: Checked by: Name ________________________ ________________________

Signature ________________________ ________________________

Date ________________________ ________________________


Attachment 5 DAILY CASH POSITION REPORT

Name of CPO ______________________________________ Date __________

Name of Bank ______________________________________ A/C No. ____________

Amount in L.E. Debit / Credit Remarks

Opening Balance Closing balance Changes

Analysis of Changes:

A. Analysis by Accounting Unit

No. Code of Accounting Unit Name of Accounting Unit Changes (L.E.) Increase /

Decrease 1 2 3 4

Total of Accounting Units Adjustments - Bank

Adjustments - Others Total changes for the day

Remarks:

B. Analysis by Type of Account

Code Description Changes (L.E.) Increase / Decrease

1 Compensation of Employees 2 Purchase of Goods and Services 3 Interest payments 4 Subsidies, Grants and Social Benefits 5 Other expenditures 7 Acquisition of Financial Assets 8 Loan repayments

Total of Budget Chapters Total of Current Accounts

Adjustments - Bank Adjustments - Others

Total changes for the day Remarks:


Attachment 6 MONTHLY PAYMENTS SUMMARY REPORT FOR THE MONTH OF __FEBRUARY 2006____

Name of Accounting Unit_________________________________________ Name of CPO ____________________________________

Name of Parent Authority _________________________________________ Location of CPO __________________________________

Code DescriptionAccumulated

Payments until the end of

previous month

Payments during the reporting

month Year-to-date

Payments Remarks

1 Compensation of Employees xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx 2 Purchase of Goods and Services xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx 3 Interest payments xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx4 Subsidies, Grants and Social Benefits xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx 5 Other Expenditures xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx7 Acquisition of financial assets xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx 8 Loan repayments xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx Total payments against budget chapters xxx,xxx,xxx.xx xxx,xxx,xxx.xx xxx,xxx,xxx.xx

xxxx xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xxxxxx xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xxxxxx xx,xxx,xxx.xx xx,xxx,xxx.xx xx,xxx,xxx.xx

Total payments against current accounts xxx,xxx,xxx.xx xxx,xxx,xxx.xx xxx,xxx,xxx.xx

Total Payments for the month xxx,xxx,xxx.xx xxx,xxx,xxx.xx xxx,xxx,xxx.xx


Attachment 7 MONTHLY PAYMENTS STATISTICS

FOR THE MONTH OF __FEBRUARY 2006_______

Name of Accounting Unit ___________________________________________ Name of parent authority _____________________________

Name and Location of Central Payment Office _____________________________________

Payment requests lodged Payment requests processed Payment requests rejected Remarks Date Count Amount Count Amount Count Amount

1 xx x,xxx,xxx.xx xx x,xxx,xxx.xx 2 xx x,xxx,xxx.xx xx x,xxx,xxx.xx x x,xxx,xxx.xx5 xx x,xxx,xxx.xx xx x,xxx,xxx.xx6 xx x,xxx,xxx.xx xx x,xxx,xxx.xx7 xx x,xxx,xxx.xx xx x,xxx,xxx.xx8 xx x,xxx,xxx.xx xx x,xxx,xxx.xx9 xx x,xxx,xxx.xx xx x,xxx,xxx.xx x x,xxx,xxx.xx

26 xx x,xxx,xxx.xx xx x,xxx,xxx.xx x x,xxx,xxx.xx27 xx x,xxx,xxx.xx xx x,xxx,xxx.xx28 xx x,xxx,xxx.xx xx x,xxx,xxx.xx

Total xxxx xxx,xxx,xxx.xx xxxx xxx,xxx,xxx.xx xx x,xxx,xxx.xx


Attachment 8 YEARLY PAYMENTS SUMMARY REPORT

FOR THE YEAR . 2005 / 2006 .

Name of Accounting Unit_________________________________________ Name of CPO ____________________________________

Name of parent Authority _________________________________________ Location of CPO __________________________________

Budget Chapters Month 1 2 3 4 5 7 8 Total Current Accounts

Monthly Total

07 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 08 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 09 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 10 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 11 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 12 / 2005 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 01 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 02 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 03 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 04 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 05 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx 06 / 2006 xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx

Total xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx xx,xxx,xxx


Attachment 9 YEARLY PAYMENTS STATISTICS

FOR THE YEAR __2005 / 2006_______

Name of Accounting Unit ___________________________________________ Name of parent authority _____________________________

Name and Location of Central Payment Office _____________________________________

Payment requests lodged Payment requests processed Payment requests rejected Month Count Amount Count Amount Count Amount

Remarks

07 / 2005 xx x,xxx,xxx.xx xx x,xxx,xxx.xx

08 / 2005 xx x,xxx,xxx.xx xx x,xxx,xxx.xx x x,xxx,xxx.xx











Total xxxx xxx,xxx,xxx.xx xxxx xxx,xxx,xxx.xx xx x,xxx,xxx.xx

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