S.L. 601.1 Art. 80Recording of receipts and payments.

(1) Every accounting officer who in the course of his duty is responsible for the receipt, custody and disbursement of public funds shall record all receipts and payments in the accounting system.

(2) If the accounting officer does not have access to the accounting system or another subsidiary accounting system, he shall keep a cash book in which all receipts and payments shall be promptly entered.

(3) Receipts and payments recorded in a cash book or another subsidiary accounting system shall also be transferred onto the accounting system on a daily basis.

(4) In addition to the provisions of sub-regulation (1), the accounting system shall also be updated to record:

(a) all revenue classified under the different items of revenue, showing the dates and amounts of the remittances to the Treasury; and

(b) expenditure, where all payments made are recorded under the respective sub-head of expenditure as approved in the General Estimates. The expenditure records shall be kept in such a way as will clearly show under each sub-head:

(i) the total amount of expenditure authorised for the materials, works and services during the year;

(ii) the amount of expenditure charged;

(iii) the balance remaining available for expenditure at a given date;

(c) Departments keeping a bank account shall at the close of each month draw up a statement to reconcile the balance of the bank account as it appears on the department’s books with the balance on the bank statement. The statement shall be kept at the Department and made available upon the Auditor General’s request. Such statement shall be accompanied where possible by the bank statement and where this is not practicable by the bank’s certificate showing the closing balance of the month.