AGs REPORT FOR 2011 PDF

REPORT
of the
AUDITOR GENERAL
ON THE ACCOUNTS
FOR THE FINANCIAL YEAR ENDED
31st DECEMBER 2011

Table of Contents
Executive Summary ................................................................................................................. v
Introduction .............................................................................................................................. 1
Statement of Responsibility..................................................................................................... 1
Audit Scope and Methodology ................................................................................................ 1
Limitation in Scope .................................................................................................................. 2
Excess Expenditure .................................................................................................................. 3
Statement B – Ministry of Finance ......................................................................................... 4
PROGRAMMES: 1 Income Tax (Other than Mineral Tax) - ZRA ................................... 8
PROGRAMME: 5 Exceptional Revenue – Ministry of Energy and Water Development ....... 13
PROGRAMME: 5 Exceptional Revenue – Ministry of Finance ...................................... 15
PROGRAMME 8 Fees and Fines - Ministry of Mines and Minerals ............................. 16
PROGRAMME: 8 Fees and Fines – Judiciary .................................................................. 17
PROGRAMME: 8 Fees and Fines – Road Transport and Safety Agency ...................... 20
PROGRAMME: 8 Fees and Fines- Ministry of Lands ..................................................... 21
PROGRAMMES: 8 Fees and Fines- Ministry of Agriculture and Cooporatives ............ 23
HEAD: 04/01 Ministry of Gender in Development ...................................................... 25
HEAD: 11 Zambia Police - Ministry of Home Affairs .............................................. 35
HEAD: 13 Ministry of Energy and Water Development .......................................... 40
HEAD: 15 Ministry of Home Affairs- Headquarters ............................................... 49
HEAD: 15/01 Ministry of Home Affairs - Headquarters ........................................... 52
HEAD: 15 / 02 Ministry of Home Affairs-Prisons and Reformatories .................... 55
HEAD: 17 Ministry of Foreign Affairs ....................................................................... 57
HEAD: 17/02 Ministry of Foreign Affairs–Mission Abroad– Lubumbashi ........... 60
HEA: 17/03 Ministry of Foreign Affairs-Mission Abroad - Washington ............... 63
HEAD: 17/05 Ministry of Foreign Affairs - Mission Abroad – Lilongwe .............. 66
HEAD: 17/06 Ministry of Foreign Affairs - Mission Abroad - London ................... 68
i
HEAD: 17/30 Ministry of Foreign Affairs - Mission Abroad – Dar-es Salaam .......... 71
HEAD 17/13 Ministry of Foreign Affairs - Mission Abroad – Gaborone .................. 74
HEAD: 17/24 Ministry of Foreign Affairs- Mission Abroad – Maputo....................... 76
HEAD: 17/26 Ministry of Foreign Affairs - Mission Abroad - Windhoek .................. 77
HEAD: 17/27 Ministry of Foreign Affairs - Mission Abroad - Brussels ...................... 81
HEAD: 17 /30 Ministry of Foreign Affairs-Mission Abroad- Harare ......................... 84
HEAD: 17/31 Ministry of Foreign Affairs – Mission Abroad - Berlin ........................ 87
HEAD: 17/33 Ministry of Foreign Affairs – Mission Abroad - Pretoria ..................... 88
HEAD: 17/36 Ministry of Foreign Affairs – Mission Abroad - Paris ......................... 90
HEAD: 17/37 Ministry of Foreign Affairs- Mission Abroad- Rome ........................... 92
HEAD: 17/45 Ministry of Foreign Affairs – Mission Abroad – Luena....................... 94
HEAD: 19/01 Office of the Vice President – DMMU .................................................. 95
HEAD: 29 Ministry of Local Government and Housing .......................................... 97
HEAD: 31/02 Ministry of Justice - Attorney General’s Chambers ......................... 100
HEAD: 33 Ministry of Commerce, Trade and Industry ......................................... 101
HEAD: 37 Ministry of Finance ................................................................................... 105
HEAD: 37/09 Ministry of Finance – Central Statistical Office ............................... 108
HEAD: 45 Ministry of Community Development Mother and Child ....................... 110
HEAD: 46/07 Ministry of Health - Clinical Care & Diagnostics Services ................ 116
HEAD: 46/11 Ministry of Health – Copperbelt Province ......................................... 126
HEAD: 51 Ministry of Communications and Transport ........................................... 128
HEAD: 65 Ministry of Science, Technology and Vocational Training .................... 133
HEAD: 77 Ministry of Defence ..................................................................................... 135
HEAD: 77/02 Ministry of Defence – Zambia Army ..................................................... 139
HEAD: 77/04 Ministry of Defence – Zambia National Service ................................... 143
HEAD: 80 Ministry of Education .................................................................................. 147
HEAD: 80 Ministry of Education – Regional Headquarters ...................................... 154
ii
HEAD: 88/01 Ministry of Livestock and Fisheries Development .................................. 167
HEAD: 88/16 Ministry of Livestock and Fisheries Development- Copperbelt Province ... 170
HEAD: 88/20 Ministry of Livestock and Fisheries Development-Southern Province . 172
HEAD: 88/ 22 Ministry of Livestock and Fisheries Development- Northern Province ..... 178
HEAD: 88/26 Ministry of Livestock and Fisheries Development- Eastern Province .. 185
HEAD: 88/ 28 Ministry of Livestock and Fisheries- North Western Province ............. 188
HEAD: 89/01 Ministry of Agriculture- Headquarters .................................................... 189
HEAD: 89/09 Ministry of Agriculture and Cooperatives–Agribusiness and Marketing .. 191
HEAD: 89/16 Ministry of Agriculture and Cooperatives- Copperbelt Province .......... 203
HEAD: 89/20 Ministry of Agriculture and Cooperatives- Southern Province ............. 205
HEAD: 89/22 Ministry of Agriculture and Co-operatives- Northern Province ........... 209
HEAD: 89/ 24 Ministry of Agriculture and Co-operatives- Western Province ............ 212
HEAD: 89/ 26 Ministry of Agriculture and Co-operatives- Estern Province ............... 215
HEAD: 89/28 Ministry of Agriculture and Cooperatives- North Western Province . 217
HEAD: 89/32 Ministry of Agriculture and Cooperatives – Lusaka Province .............. 218
HEAD: 90 Office of the President-Lusaka Province .................................................. 220
HEAD: 90 Office of the President-Lusaka Province- PRP ........................................ 222
HEAD: 90 /03 Office of the President – Lusaka Province – Rural Roads Unit ........ 227
HEAD: 91 Office of the President – Copperbelt Province .......................................... 233
HEAD: 91 Office of the President – Copperbelt Province- General Administration .... 235
HEAD: 91 Office of the President – Copperbelt Province- PRP ................................. 238
HEAD: 91/03 Office of the President - Copperbelt Province – Rural Roads Unit .... 241
HEAD: 92/03 Office of the President, Central Province – Rural Roads Unit ........... 245
HEAD: 94 Office of the President – Western Province ............................................... 247
HEAD: 94/01 Office of the President–Western Province ............................................ 250
HEAD: 94/07 Office of the President - Western Province – Rural Roads Unit ......... 252
HEAD: 94 Office of the President - Western Province- PRP ..................................... 254
iii
HEAD: 95/01 Office of the President–Eastern Province- GDA................................... 255
HEAD: 95 Office of the President – Eastern Province- General Administration... 256
HEAD: 95 Office of the President- Eastern Province- PRP ....................................... 258
HEAD: 97 Office of the President-North-Western Province ....................................... 262
HEAD: 98 Office of the President – Southern Province ............................................. 263
HEAD: 98/ 01 Office of the President – Southern Province – Headquarters............. 266
HEAD: 98/ 01 Office of the President – Southern Province - Headquarters ........... 271
HEAD: 98/03 Office of the President - Southern Province – Rural Roads ............... 272
HEAD: 98/52 Office of the President – Southern Province ....................................... 278
Recommendations of the Public Accounts Committee which have either not been
Implemented or have been Partially Implemented........................................................... 279
Appendix I............................................................................................................................281
Appendix II..........................................................................................................................283
iv
Executive Summary
During the year 2012, the Office carried out one hundred and seventy eight (178) audits on
the accounts for the financial year ended 31st December 2011. During the audit process, there
were various levels at which the Office interacted and communicated with Controlling
Officers whose heads of revenue and expenditure were audited. The purpose of this
interaction was to provide an opportunity for the Controlling Officers to take corrective
action on the findings of the audits.
This Report contains ninety (90) paragraphs (85 Paragraphs on audit findings and five (5)
paragraphs on other matters)
Although one hundred and seventy eight (178) audits were carried out, ninety three (93) were
cleared leaving eighty five (85) audit paragraphs as contained in this Report. The paragraphs
reflect issues that had not been resolved during the audit process and whose corrective actions
were not taken as at 31st December 2012.
The introduction of this Report highlights the responsibilities of the Minister of Finance,
Secretary to the Treasury, Controlling Officers and the Auditor General as regards the
management, reporting, and the accountability process of public funds. It also outlines the
audit scope, methodology and limitations of scope as regards the audits whose results are
contained in this Report.
The major issues that have been highlighted across all the heads of expenditure and revenue
collected are as shown in the table below.
Issue 2011 2010 2009

Misappropriation of Funds 1,060,362,947 1,096,257,658 3,918,288,485
Unaccounted for Revenue 531,875,899,746 1,761,709,547 1,388,790,328
Delayed Banking 1,890,404,564 13,511,603,892 9,126,634,591
Unaccounted for Funds 5,054,209,802 3,823,553,675 1,126,821,656
Misapplication of Funds 23,685,562,199 220,628,818,731 95,238,162,121
Unretired Imprest 33,136,711,477 77,161,637,221 25,789,847,602
Unvouched Expenditure 77,014,932,341 74,793,881,735 89,325,590,024
Unaccounted for Stores 22,079,935,144 43,921,118,882 32,676,447,022
Irregular Payments 4,233,314,411 10,289,923,002 3,908,756,274
Non Recovery of Advances and Loans 3,479,476,312 10,098,900,307 14,777,712,130
Failure to Follow Procurement Procedures 4,674,317,060 2,540,559,305 1,189,103,954
Undelivered Materials 2,104,187,120 646,210,800 345,542,984
Non Submission of Expenditure Returns 27,083,333,334 3,090,848,292 11,938,931,973
Unauthorised Expenditure 456,303,212 4,808,969,418 13,684,411,726
Wasteful Expenditure 2,609,341,457 7,362,829,990 10,042,083,206
Overpayments 6,000,000 131,561,606 125,228,272
Excess Expenditure 456,014,072,942 814,219,094,814 87,272,446,830
v
These issues arise as a result of failure to adhere to regulations, weaknesses in the internal
control systems, wastage in the use of resources, poor management of contracts, abuse of
imprest, delays in completion of projects, poor workmanship and non-adherence to contract
terms among others.
A glossary of terms has also been included in order to assist users of this report to understand
the nature of the issues raised and the effect that such may have on the financial statements.
The Report also contains an appendix of the recommendations of the Public Accounts
Committee which remained outstanding as at December 2012. These issues are to be
followed up until they are reasonably resolved.
vi
Introduction
1. This Report on the audit of the accounts of the Government of the Republic of Zambia for the
financial year ended 31st December 2011 is submitted to the President for tabling in the
National Assembly in accordance with the provisions of Article 121 of the Constitution of the
Republic of Zambia.
Statement of Responsibility
2. According to the Public Finance Act No.15 of 2004, the Minister responsible for Finance
shall, subject to the provision of the Constitution and the Act, have management, supervision,
control and direction of all matters relating to the financial, planning and economic
management of the Republic. The Minister is the head of the Treasury established under the
Act and shall make policy and other decisions of the Treasury except those designated under
Section six (6) of the Act to the Secretary to the Treasury who shall exercise the powers of
the Treasury. In exercising these powers, the Secretary to the Treasury designates in respect
of each head of revenue or expenditure provided for in the financial year, an officer who shall
be a Controlling Officer. The responsibility of the Controlling Officers are outlined in section
7(3) to (9) of the Act and include the preparation and submission of financial statements to
the Auditor General for audit and certification before inclusion in the Financial Report. The
audited financial statements are then submitted to the Secretary to the Treasury to enable him
prepare the Annual Financial Report for tabling in the National Assembly by the Minister
responsible for Finance in accordance with Article 118 (1) of the Constitution of the Republic
of Zambia.
Audit Scope and Methodology

3. This Report is as a result of reviews, programmes of test checks, inspections and examination
of accounting, stores, projects and other records maintained by public officers and others
entrusted with the handling of public resources. The audit programmes were designed to give
reasonable assurance of financial management in the Government and to enable me express
an opinion on the financial statements for the year. They were also intended to provide
information that would assist Parliament in its oversight responsibilities over the application
of resources and execution of programmes by the Executive. Accordingly, the programmes
were designed to highlight areas of weakness to facilitate formulation of recommendations by
Parliament for remedial action by the Executive.
1
In the course of preparing this report, each Controlling Officer was sent appropriate Draft
Annual Report Paragraphs (DARPs) for comments and confirmation of the correctness of the
facts presented. Where the comments varied with the facts presented, and were proved to be
valid, the affected draft paragraphs were amended accordingly.
Limitation of Scope
4. Audits were planned so as to obtain all the information and explanations which were
considered necessary in order to provide sufficient evidence to give reasonable assurance that
the financial statements are free from material misstatements, whether caused by fraud, error
or other irregularities.
The execution of the audit programmes was limited by factors outside my control. In a
number of instances, evidence available was limited due to failure by Controlling Officers to
give satisfactory responses to audit observations. In certain instances no responses were
provided at all.
In addition, the changing of ministries and Controlling Officers presented challenges in that
most Controlling Officers could not respond to audit queries on time as they were trying to
settle down. Further, the delay in the finalisation of Statement ‘C’ presented challenges in
that all accounts that were prepared under the Integrated Financial Management Information
Systems (IFMIS) were delayed.
However, through appropriate programmes and approach, I have reasonably carried out my
work in order to assure myself that the information so provided gives some level of assurance
on the completeness of the financial statements.
2
Excess Expenditure
5. A review of Statement ‘C’ of the Financial Report for the year ended 31st December 2011
revealed that there was excess expenditure of K456,014,072,942 on eight (8) Heads of
expenditure contrary to the Appropriation Act for 2011 as shown in the table below.
Excess Expenditure
Total
Actual Excess
Authorised
Head Ministry/Department Expenditure Expenditure
Provision
K K
K
Ministry of Finance
37/07 and National Planning-FMA 973,273,877,332 1,205,734,901,809 (232,461,024,477)
46/01 Ministry of Health - HRA 319,656,376,394 393,767,421,926 (74,111,045,532)
Minisrty of Health -
46/17 Southern Province 178,563,297,767 186,920,334,157 (8,357,036,390)
Ministry of Sport,Youth and Child
76/02 Development - Sports Dept 9,700,579,660 19,036,056,516 (9,335,476,856)
Ministry of Sport, Youth and Child
76 /03 Development -Youth Affairs 15,882,371,946 17,591,612,853 (1,709,240,907)
Department
Ministry of Defence -
77/02 Zambia Army 692,562,360,157 698,091,553,147 (5,529,192,990)
Ministry of Education -
80/01 Headquarters 726,130,876,485 733,126,680,733 (6,995,804,248)
Ministry of Education - Planning and
Information
80/03 Directorate 556,556,640,189 674,071,891,731 (117,515,251,542)
Total 3,472,326,379,930 3,928,340,452,872 (456,014,072,942)
This excess expenditure is unconstitutional and will require the approval of Parliament as
provided for under Article 117(5) of the Constitution.
3
GENERAL REVENUE
Statement B - Tax Revenue, Non Tax Revenue, External Grants and Borrowings and
Domestic Borrowing
Activities - Various
In the Estimates of Revenue and Expenditure for the financial year ended 31st December,
2011, provisions of K17,703,259,352,668 were made in respect of tax
(K13,048,057,560,852) and non tax revenue (K516,402,618,835), external grants and
borrowings (K2,918,998,662,981) and Domestic Borrowings (K1,219,800,510,000) in order
to finance Government programmes and activities.
The provisions were revised to amounts totalling K24,134,635,169,178 as detailed in the

Estimates of Revenue and Expenditure for the year ending 31st December, 2012, broken
down into K18,620,476,514,946 in Tax Revenue, K656,627,620,022 in Non Tax Revenue,
K2,104,020,380,560 in External Grants and Borrowings K2,753,510,653,650 in Domestic
Borrowings.
The actual revenues, grants and financing received as per Statement ‘B’ were in amounts
totalling K34,771,977,331,056, comprising K18,934,356,486,320 in Tax Revenue,
K1,005,717,195,066 in Non-Tax Revenue, K5,243,992,087,944 in External Grants and
Borrowings and K 9,587,908,467,927 in Domestic Borrowings. This resulted in over
collection of Revenue of K10,637,339,068,079 as shown in the table below.
2011 Original Estimates 2011 Revised Budget 2011 Actual Revenue Variance between Revised
(A) (B) Collections Budget and actual collections (D)
Type (C) K
K K K
Tax Revenue 13,048,057,560,852 18,620,476,514,946 18,934,356,486,320 (313,879,971,374)
Non Tax Revenue 516,402,618,835 656,627,620,022 1,005,717,195,066 (349,089,575,044)
Grants and External Borrowing 2,918,988,662,981 2,104,020,380,560 5,243,992,087,944 (3,139,971,707,384)
Domestic Borrowing 1,219,800,510,000 2,753,510,653,650 9,587,908,467,927 (6,834,397,814,277)
TOTAL 17,703,249,352,668 24,134,635,169,178 34,771,974,237,257 (10,637,339,068,079)
Accounting and Other Irregularities
An examination of Statement B, accounting other records maintained at the Ministry of

Finance and other revenue collection agencies carried out during the period under review
revealed the following:
a. Lack of Supporting Documents for Revenue Budget Revision.
Whereas the Estimates of Revenue and Expenditure (Yellow Book) for 2011 provided
the revenue estimates approved by Parliament in amounts totalling
4
K17,703,259,352,668, the estimates were revised as per the 2012 Yellow Book to
amounts totalling K24,134,635,169,178. In this regard, Tax and Non Tax revenue items
were revised downwards by amounts totalling K2,231,212,175,687 and upwards by
K8,662,587,992,197 respectively.
However, there were no documents and explanations provided for audit to support the
revision of the estimates.
In this regard, the revision of revenue budgets downwards by amounts totalling

K2,231,212,175,687 without proper explanation was contrary to Financial Regulation
No.133.
b. Tax and Non Tax Revenue
i. Discrepancies in Reporting Revenue
The accounting for Government revenue by the MPSAs from receipting to reporting
the revenue collected to Ministry of Finance (MoF) is based on manual systems.
The Financial Management System (FMS) computer based system is only employed
by MoF during the capturing of the MPSAs revenue collections that has been traced
to Control Account 99 at the Bank of Zambia. This practice results in differences
between the revenue collections reported by the MPSAs and that recognised by
MoF.
This also results in the loss of audit trail for the revenue collections by the MPSAs
not traced to the Control Account Bank Statements and for which there are neither
details on the FMS nor reconciliations to establish where these revenues are held up.
For instance, for the period under review, there were discrepancies in reporting of
revenue in that some collections by some MPSAs were understated by
K105,868,004,923 whilst collections by other MPSAs were overstated by
K14,799,230,574.
ii. Other Revenue – Dividends Weaknesses in Accounting for Dividends
A total provision of K18,164,601,414 was made for the collection of dividends by

Ministry of Finance against which amounts totalling K25,940,656,658 were
received.
A review of Statement ’B’ and records for the remittance of dividends at the
Ministry revealed the following:
5
 Out of the K25,940,656,658 received, only K24,736,316,797 was reflected in
Statement ‘B’ as actual revenue received resulting in an understatement of
K1,204,339,855.
 Although amounts totalling K25,940,656,652 in dividend were received by

Government through the Ministry of Finance from the State Owned Enterprises
(SOEs) and credited to the Ministry of Finance Dividends account held with the
Bank of Zambia, only amounts totalling K10,109,633,329 were identified
against seven (7) SOEs out of the thirty nine (39) SOEs. See table below.
Amount
SOE
K
Mofed Ltd 2,346,477,129
Mofed London 2,503,798,606
Indo Zambia Bank 3,000,000,000
Nanga Farms 4,401,000
Zambia Airways (in Liquidation) 1,611,129,956
Mpulungu Harbour 15,000,000
Zambia National Building Society 628,856,638
Total 10,109,663,329
The remaining dividends in amounts totalling K15,830,993,329 could not be identified

against any SOEs despite the funds being credited to the Dividends Account as the
Ministry of Finance did not maintain any register of dividends receivable and
reconciliations thereof.
The bank statements for the account did not state any details of which SOEs remitted
the dividends in the account making it impossible to ascertain which SOEs remitted the
dividends.
c. External and Domestic Borrowings
i. Borrowing from Domestic Financial Institutions – Unidentified Loans
A review of the Financial Statement on Public Debt for the year ended 31st
December 2011 revealed that amounts totalling K1,308,616,335,013 were raised by
borrowing from domestic financial institutions as per the estimates of Revenue and
Expenditure for the year under review.
6
Out of the amount of K1,308,616,335,013 raised by borrowing, amounts totalling
K1,209,350,000,000 were borrowed from four (4) institutions as shown in the table
below and source of the balance of K99,266,335,013 was not known.
Amount Amount
Date Name of Bank Purpose
K US$
Formula 1 Urban road
6th May 2011 Standard Chartered Bank 729,350,000,000
145,000,000 construction
Recapitalisation of
1st July 2011 Zanaco 90,000,000,000 Nitrogen Chemicals of
Zambia (NCZ)
Finance lease for the
28th January 2011 Stanbic Bank 54,000,000,000 purchase of Leaders’
motor vehicles
Payment of pension
th benefits to Public
17 May 2011 UBA Bank 336,000,000,000
Service Pensions Fund
(PSPF)
Total 1,209,350,000,000 145,000,000
ii. Disparities in Closing and Opening Balances – External Borrowings
A review of the Statement of Public Debt for the year ended 31st December 2010
and the Statement for the year ended 31st December 2011 revealed disparities in the
closing balances for the year ended 31st December 2010 in amounts totalling
K6,472,767,374,867 and the opening balances in the financial Statement for the
year ended 31st December 2011 in amounts totalling K 6,830,782,196,489 resulting
in an un explained discrepancy in amounts totalling K358,014,821,622.
Closing Balances as at Opening Balances as at

External Debt st st Variance
31 December, 2010 1 January, 2011
K K K
Borrowing from Multilateral 3,998,433,533,226 4,091,178,779,907 92,745,246,681
Borrowing from Bilateral 2,474,333,841,641 2,739,603,416,582 265,269,574,941
Total 6,472,767,374,867 6,830,782,196,489 358,014,821,622
This made it not possible to rely on the figures in the Financial Report with regard
to Statement B as the balances were not tallying.
7
PROGRAMMES: 1 - Income Tax (Other than Mineral Tax) - ZRA
2 - Mineral Revenue
3 - Customs and Excise
4 - Value Added Tax
5 - Exceptional Revenue
ACTIVITIES: Various
6. During the financial year ended 31st December 2011, an amount of K18,934 billion was
collected against a target of K18,620 billion resulting in a surplus of K313.9 billion as shown
in the table below.
GRZ Profile Net Collections Variance

Tax Type
K K K
Income Tax (Other than Mineral Tax)
Company Tax 3,419,554,834,406 3,799,562,277,834 380,007,443,428
Individuals (Self employed) 44,303,344,849 44,561,394,585 258,049,736
Back Duty 218,913,742 444,412,634 225,498,892
Pay As You Earn 4,473,755,949,031 4,532,456,287,598 58,700,338,567
Employed Individuals 6,939,199,154 8,324,997,819 1,385,798,665
Withholding Tax (Rent, Interest and Royalty) 560,654,743,271 525,313,064,553 (35,341,678,718)
Withholding Tax (Dividends) 13,565,143,475 17,346,813,092 3,781,669,617
Withholding Tax (Lump Sum Payment) 2,156,165,715 3,262,165,612 1,105,999,897
Withholding Tax (Contractors) 25,896,284,750 32,152,665,869 6,256,381,119
Property Transfer Tax 53,499,881,705 56,608,167,637 3,108,285,932
Advance Income Tax 37,906,821,201 51,131,057,033 13,224,235,832
Sub – Total 8,638,451,281,299 9,071,163,304,266 432,712,022,967
Mineral Revenue
Mineral Royalty Tax 824,368,768,451 692,873,015,784 (131,495,752,667)
Mining Tax Arrears 1,752,661,269,127 1,764,170,000,000 11,508,730,873
Sub – Total 2,577,030,037,578 2,457,043,015,784 (119,987,021,794)
Custom and Excise
Customs Duty 1,777,245,694,661 1,700,140,201,594 (77,105,493,067)
Excise Duty - Soft Drinks 34,348,448,222 34,383,808,197 35,359,975
Excise Duty – Cigarettes 101,180,545,822 80,736,361,191 (20,444,184,631)
Excise Duty - Opaque Beer 42,499,105,012 37,929,645,111 (4,569,459,901)
Excise Duty - Clear Beer 259,458,596,427 240,049,127,440 (19,409,468,987)
Excise Duty - Hydro-Carbon Oils 233,161,912,957 216,072,851,790 (17,089,061,167)
Excise Duty – Spirits 27,246,433,462 25,014,182,759 (2,232,250,703)
Rummages Sales 2,154,287,226 1,943,019,007 (211,268,219)
Fines 16,984,004,925 17,565,189,933 581,185,008
Estreated Deposits - - -
Warehouse Rent 417,715,640 354,617,227 (63,098,413)
Accounting Fees 1,067,185,009 856,341,240 (210,843,769)
Licence Fees 2,521,188,032 1,912,928,112 (608,259,920)
Other Revenue 73,345,599 94,098,259 20,752,660
Excise Duty - Motor Vehicles 216,675,325,996 220,681,462,749 4,006,136,753
8
GRZ Profile Net Collections Variance
Tax Type
K K K
Excise Duty - Electrical Energy 51,597,959,350 30,061,945,104 (21,536,014,246)
Excise Duty –Water 7,671,752,498 6,882,710,333 (789,042,165)
Excise Duty – Wine 8,191,105,676 8,159,928,743 (31,176,933)
Excise Duty - Air time 247,702,641,890 224,255,336,607 (23,447,305,283)
Excise Duty - Scrap Metals 3,794,450,250 2,902,550,451 (891,899,799)
Excise Duty – Cosmetics 13,417,918,317 13,028,542,174 (389,376,143)
Excise Duty –Carbon 20,272,990,072 18,587,033,303 (1,685,956,769)
Export Levy - Cotton Seed - - -
Export Levy - Copper Concentrates 2,015,233,810 2,154,263,280 139,029,470
Excise duty - Plastic sacks 1,583,388,510 1,446,591,280 (136,797,230)
Sub – Total 3,071,281,229,363 2,885,212,735,884 (186,068,493,479)
Value Added Tax
Domestic VAT 112,046,678,675 (23,592,439,660) (135,639,118,335)
Import VAT 3,734,354,489,748 4,003,586,292,341 269,231,802,593
Sub – Total 3,846,401,168,423 3,979,993,852,681 133,592,684,258
Exceptional Revenue
Fuel Levy 456,157,429,927 504,527,629,723 48,370,199,796
Medical Levy 17,469,709,418 15,826,915,932 (1,642,793,486)
Motor Vehicle Licence 13,685,658,938 20,589,032,049 6,903,373,111
Sub – Total 487,312,798,283 540,943,577,704 53,630,779,421
Grand Total 18,620,476,514,946 18,934,356,486,319 313,879,971,373
Observations on Tax Revenue Collections
An examination of accounting and other records maintained at ZRA Headquarters and ten
(10) stations namely Nakonde, Kasumbalesa, Ndola Direct Tax, Kapiri Mposhi Customs,
Livingstone Direct Tax, Kazungula, Chipata Direct Tax, Mwami, Chanida and Chirundu
a. Revenue Deficits on Some Taxes
Although ZRA recorded an overall surplus of K313,879,971,373 during the period

under review, there was a total deficit of K494,970,300,550 in respect of some taxes.
b. Unaccounted for Windfall Arrears and Mineral Royalty Taxes
Out of a total amount of K1,764,170,000,000 collected as Mining Tax Arrears

(Windfall Tax Arrears), an amount of K1,679,608,978,408 was traced to the bank
statements leaving a balance of K84,561,021,592 unaccounted for, as of November
2012.
9
Similarly, out of K692,873,015,784 collected as Mineral Royalty Tax, only
K247,812,078,937 was traced to the bank statements leaving a balance of
K445,060,936,847 unaccounted for, as of November 2012.
c. Unpaid Tax Assessments
Assessments made during the period under review in amounts totalling

K370,349,639,644 in respect of Mineral Royalty, Domestic VAT, Income Tax and
PAYE, remained unpaid as of November 2012. See table below.
Amount
Station Tax type
K
Headquarters Mineral Royalty 360,486,324,234
Headquarters Domes tic VAT 293,736,214
Solwezi PAYE 80,869,997
Kitwe Income Tax 4,135,103,667
Kitwe PAYE 791,346,806
Kitwe VAT 4,562,258,726
Total 370,349,639,644
d. Reduction in Tax Arrears without Supporting Payments
Eight (8) companies at Headquarters had their Company Tax arrears amounting to
K811,679,278 in 2010 reduced to K255,222,203 in 2011 without evidence of payments,
authority to reverse or any statement of reconciliation.
Two hundred and twenty seven (227) companies at Headquarters and forty six (46)
companies in Kitwe had their VAT arrears amounting to K98,951,535,175 in 2010
reduced by K48,979,013,498 to K49,972,521,677 in 2011. The reduction of
K48,979,013,498 should have been supported by of payments, authority to reverse or
any statement of reconciliation.
However, a scrutiny of payments received in 2011 revealed that, only K20,557,507,949

was actually supported by evidence of payments leaving a balance of K28,421,505,548.
e. VAT Refunds to Tax Debtors - Kitwe
VAT refunds in amounts totalling K10,102,479,093 were made despite the same
taxpayers owing ZRA in various unpaid taxes totalling K14,827,741,455.
10
f. Customs Services Division
i. Uncollected duties on Transit
ASYCUDA has a transit module that handles transactions for Removals In Bond
(R.I.Bs) and Removals In Transit (R.I.Ts) such as goods moving from one customs
control area to another without duty paid but under surety of a bond issued by
banks or insurance companies. Transit documents are generated at the port of entry
and are acquitted at the point of exit as the goods are leaving the country. This
must be done within five (5) days for R.I.Ts and thirty (30) days for R.I.Bs. The
clearance of the transits on the system can only be done by the destination exit
office indicated on the transit documents after checking that none of the goods that
entered the country were consumed within Zambia.
An examination of records revealed that four (04) port offices namely:

Livingstone, Kasumbalesa, Nakonde and Chirundu, had not collected duties
guaranteed by transits amounting to K15,956,551,326 as of October 2012. Details
are as tabulated below.
Total
Port Guarantee Amount
K
Livingstone 115,330,851
Kasumbalesa 981,096,165
Nakonde 10,340,323,222
Chirundu 2,723,767,403
Total 14,160,517,641
ii. Amounts Owed in Customs Taxes
A review of 2011 customs debt stock revealed that amounts totalling

K82,379,827,092 as shown in the table below, remained uncollected as of
November 2012.
Sum of Total
Age Group
K
181-365 Days 14,359,996,368
Above 365 Days 68,019,830,724
Grand Total 82,379,827,092
In their response Management stated that, out of the debt of K68,019,830,724

above 365 days, First Quantum Mining and Operations Limited accounted for
11
K29,610,455,998, Zambezi Oil and Transport Company Limited
K18,838,889,698, Tanzania Zambia Railways Authority K7,281,558,261 and
unregistered tax payers K4,676,911,537. They added that, it was difficult to pursue
and recover debt in instances where taxpayers were not registered as well as where
both the declarant and the consignee were no longer operating as business entities.
iii. Expired Temporal Importation Permits (TIPs)
Temporal Importation Permit (TIPs) are issued for goods that come into the
country and are meant to be re-exported back in an unaltered condition. When all
the conditions are met and the goods return in the same state, no duties and taxes
are payable.
The imported goods are supposed to be re-exported by a specific date which is

captured on ASYCUDA and when the period expires, a follow up action must be
instituted by the port of entry and the necessary taxes collected.
A review of 2011 Temporal Importation Permits revealed that fifty two (52) TIPs
entries with amounts totalling K4,464,579,677 had expired as at 31st March 2012
as detailed below.
No. of
Value
Station expired
K
TIPs
Kitwe 2 10,862,880
Chirundu 50 4,453,716,797
Total 52 4,464,579,677
However, as of December 2012, there was no evidence of any follow up action on

the Expired TIPs entries.
iv. Unaccounted for Duty on Motor Vehicles
A physical verification of seized motor vehicles as captured on the yard status

registers in Nakonde revealed that fifty six (56) motor vehicles with an estimated
Value for Duty Purposes (VDP) of K723,424,992 could not be traced to the
customs yard and the station management did not provide details of the
whereabouts of the vehicles.
In their response, Management stated that the challenges at Nakonde were

perpetuated by the incomplete infrastructure and lack of adequate space to conduct
12
customs formalities in the midst of high volumes of importations. They also stated
that the finding had been referred to their Internal Affairs unit as part of their
internal procedures in dealing with such matters.
However as of November 2012, the fifty six (56) motor vehicles with an estimated
Value for Duty Purposes (VDP) of K723, 424,992 were still missing.
v. Missing Gazetted Goods - Chirundu Border Post
Various assorted goods with Value for Duty Purposes (VDP) amounting to
K9,940,000 seized during the period from 27th July 2010 to 15th August 2010 and
gazetted on Gazette Notice No. 43 of 2011 were missing from the State Warehouse
in Chirundu.
Although in their response Management stated that they would engage the station
on the matter as well as liaise with Internal Affairs section, as of November 2012
the goods had not been recovered.
PROGRAMME: 5 Exceptional Revenue

8 Fees and Fines
Ministry of Energy and Water Development
ACTIVITIES: 010 ERB Licence Fees
065 Water Board Fees
7. In the Estimates of Revenue and Expenditure for the years ended 31st December 2010 and
2011, a total provision of K27,706,583,500 was made for collection of revenue against which
amounts totalling K35,537,912,011 were collected resulting in an over collection of
K7,831,328,511 as shown in the table below.
Budget Actual Over

Year Provision Collections Collection
K K K
2010 12,400,000,000 17,731,674,843 5,331,674,843
2011 15,306,583,500 17,806,237,168 2,499,653,668
Total 27,706,583,500 35,537,912,011 7,831,328,511
13
An examination of revenue records pertaining to collections carried out in March 2012 at the
Ministry revealed the following:
a. Non-Remittance of 20% ERB Licence Fees to Government
Contrary to the ERB Act which states that twenty percent (20%) of total license fees
collected be remitted to the Treasury on a monthly basis, the ERB had not remitted amounts
totalling K6,243,903,568 being twenty percent (20%) of the funds that were collected
during the period under review.
b. Failure to Collect Water Board Fees Arrears
All Water Right holders and those using public water on a temporal basis without
exception are required to pay for the use of the water services in Water Rights fees.
Water Rights are granted for a renewable period of five (5) years.
However, a scrutiny of records at the Water Board revealed that out of

K252,857,070,400 owed to the Water Board in 2011 only K2,223,667,431 was
collected resulting in outstanding arrears of K250,633,402,969 as at 31st December
2011.
Debtors’ circularisation exercise conducted revealed that some clients were not
agreeable to the balances in amounts totalling K17,609,876,716 reflecting as
outstanding against their accounts in the records at the Water Board.
In his response dated 13th July 2012, the Controlling Officer stated that efforts were
being made to streamline procedures required and that such and many more areas of
weaknesses were being considered in the approved Water Authority Act as the Water
Board was being phased out.
14
PROGRAMMES: 5 Exceptional Revenue – Ministry of Finance
6 Interest (Loans and Investments)
8 Fees and Fines
ACTIVITIES: Various
8. In the Estimates of Revenue and Expenditure for the financial year ended 31st December
2011, a total provision of K35,644,852,262 was made for various revenue programmes
against which amounts totalling K41,755,118,871 were collected resulting in an over
collection of K6,110,266,609. See table below.
Over / (Under)
Programme Revised Budget Actual
Collection
K K K
Exceptional Revenue 15,996,049,165 15,961,194,670 (34,854,495)
Interest (loans and Investment) 18,164,601,414 24,980,656,655 6,816,055,241
Fees and Fines 1,484,201,683 813,267,546 (670,934,137)
Total 35,644,852,262 41,755,118,871 6,110,266,609
An examination of accounting and other records relating to the collection and reporting of
revenue carried out in August 2012 revealed the following:
a. Rent of Government Premises - Uncollected Revenue
It was noted that Zambia National Commercial Bank which has been occupying part of
the ground floor of the Ministry of Finance since the early 1990s, had not been paying
any rentals to the Ministry resulting in loss of revenue to government. As of December
2012, no records or agreements between the Ministry and the Bank had been availed for
audit.
b. Sale of Pool Houses
i. Failure to Provide Accurate Data on the Sale of Pool Houses
A review of records regarding the sale of Government houses at the Ministry of

Finance and Ministry of Transport, Works, Supply and Communication revealed
that the records were at variance in that whereas the database at the Ministry of
Finance indicated that 13,631 houses were sold, the report at the Ministry of
Transport, Works, Supply and Communication showed that 20,000 houses were
sold.
15
In this regard, it was not possible to verify and ascertain the amounts that should
have been realised from the sale and whether all the sold houses were paid for.
ii. Unaccounted for Revenue from Sale of Pool Houses
During the period from January 2010 to December 2011, a total of K2,442,634,841
was collected under the sale of pool houses out of which amounts totalling
K2,037,739,998 were banked while the balance of K404,894,842 could not be
traced to the bank statements and no cash was found on hand.
iii. General Receipt Books not Availed for Audit
Two (02) receipt books with receipt range 4004050 - 40044100 and 4004101 -
4004150 covering the period December 2010 to January 2011 were not availed for
audit.
HEAD: 8 Fees and Fines - Ministry of Mines and Minerals

Development
ACTIVITIES: 015 Fees and Surface Rental Charges
050 Mining Licenses
093 Other Revenues
9. In the Estimates of Revenue and Expenditure for the years ended 31st December 2010 and
2011, a total provision of K3,890,032,103 was made against which amounts totalling
K10,985,681,794 were collected resulting in an over collection of K7,095,649,691 as shown
in the table below.
Budget Actual Over

Year Provision Collections Collection
K K K
2010 1,931,518,529 5,500,865,426 3,569,346,897
2011 1,958,513,574 5,484,816,368 3,526,302,794
Total 3,890,032,103 10,985,681,794 7,095,649,691
An examination of records carried out in March 2012 at the Ministry headquarters,

Livingstone, Chipata and Kitwe Regional Mining Bureaux as well as Kitwe Mines Safety
Department revealed the following:
16
a. Failure to collect Outstanding Area Charges
In paragraph 10 of the Auditor General’s Report for the financial year ended 31st
December 2008, mention was made of the failure by the Ministry to collect area charges
arrears amounting to K6,293,008,954 from Mining licence holders.
A review of records carried out in March 2012, revealed that the situation had not
improved as outstanding area charges had increased to K22,464,885,255.
b. Unaccounted for Revenue
Contrary to Financial Regulation No. 129 (1), out of the total collection of
K347,600,000 in respect of one thousand seven hundred and forty seven (1,747) scrap
metal inspection certificates, only K45,000,000 was banked while the balance of
K302,600,000 could not be accounted for .
c. Missing Receipt Book - Chipata Regional Mining Bureau
Contrary to Financial Regulation No. 10 (n), one (01) general receipt book with serial
numbers 1089301 to 1089350 was not availed for audit.
PROGRAMME: 8 Fees and Fines – Judiciary

ACTIVITIES : 084 Court and other fees
085 Library services
086 Fines of Court
2011, a provision of K4,770,703,883 was made against which amounts totalling
K6,235,633,453 were collected resulting in an over collection of K1,464,929,570 as shown in
the table below.
17
Over / Under
Budget Actual
Collections
K K K
Fines of Court 399,845,397 917,428,380 517,582,983
Court Fees 3,766,703,944 5,176,527,073 1,409,823,129
Library Services 604,154,542 141,678,000 (462,476,542)
Total 4,770,703,883 6,235,633,453 1,464,929,570
An examination of accounting and other records relating to the collection of revenue

maintained at Judiciary headquarters, Sheriff’s Office and selected courts in Lusaka,
Southern, Luapula and Copperbelt Provinces, carried out in September 2012 revealed the
following:
a. Unaccounted for Revenue
Contrary to Financial Regulation No. 129, amounts totalling K20,497,440 collected

during the period under review by various courts as shown in the table below, were
unaccounted for in that there was no evidence that the money was banked and no cash
was found on hand.
Amount
Station
K
Headquarters
Principal Registry - Fees 740,940.38
High Court Commercial list -Fees 6,762,000.00
Small Claims -Fees 2,146,000.00
Lusaka Boma
Court 5 - Fees 1,822,800.00
Kafue Local court-Fees 371,670.00
Southern Province
Choma Urban Local Court-Fees 1,089,070.00
Mapanza Local Court-Fees/Fines 3,643,960.00
Luapula Province
Mansa Local Court-Fees/Fines 3,921,000.00
Total 20,497,440.38
b. Delayed Banking
Contrary to Financial Regulation No.121 (1), there were delays of periods ranging from
1 to 80 days in the banking of revenue by headquarters and various other courts as
shown in the table below.
18
Amount No. Of Days Delayed
Station
K Banking
Headquarters
Principal Registry 336,067,217.38 1 to 12
Small Claims 21,355,000.00 2 to 8
Chongwe Local Court-Fees 9,790,000.00 1 to 36
Copperbelt Province
Mufulira
Kamuchanga Local Court-Fees 1,526,240.00 2 to 13
Kamuchanga Local Court-Fines 340,000.00 30 to 80
Kitwe
Buchi I Local Court-Fines 590,000.00 4 to 70
Southern Province
Livingstone Local Court II-Fees 3,330,000.00 1 to 8
Choma Urban Local Court-Fines 4,776,100.00 28 to 66
c. Misappropriation of Revenue
Revenues in amounts totalling K155,389,255 collected during the period under review
at Lusaka Boma and Kafue local courts as shown in the table below was
misappropriated in that the deposit slips supporting the banking transactions were
falsified.
Station Amount
K
Lusaka Boma
Court 1 - Fees 23,692,500
Court 2 - Fees 12,425,700
Court 3 - Fees 16,459,390
Court 4 - Fees 23,876,889
Court 5 - Fees 44,881,800
Court 5 - Fines 2,815,000
Court 6 - Fees 28,095,446
Kafue Local court-Fees 3,142,530
Total 155,389,255
d. Missing Accountable Documents
Contrary to Financial Regulation No. 10 (n), there were seven (7) General Receipt
Books (Accounts form 40) and thirty one (31) General Revenue Cash Books (Accounts
form 47B) as shown in the tables below that were not availed for audit.
19
General Receipt Books (Accounts Form 40A)
No. of
Station Receipt Range
Receipt books
Headquarters
Principal Registry 1 3584201-3584250
Lusaka Boma
Court 1 1 3523351-3523400
Court 3 1 3667051-3667100
Court 5 1 3394251-3394300
Court 6 1 3155651-3155700
Southern Province
3157301-3157350
Choma Local Court 2
1135151-1135200
Total 7
General Revenue Cashbooks (Accounts Form 47B)
No. of Cash
Station
Book
Lusaka Boma
Court 6 1
Court 5 10
Court 4 10
Court 3 10
Total 31
It was, therefore, not possible to ascertain the revenue that should have been collected.
PROGRAMME: 8 Fees and Fines – Road Transport and Safety Agency

ACTIVITY: 184 Road Traffic Collections
2011 a total provision of K214,011,487,794 was made against which K287,562,476,712 was
collected resulting in an over collection of K73,550,988,918.
An examination of records relating to the collection and receipting of revenue at

Headquarters and selected stations carried out in 2012 revealed that, Contrary to
Financial Regulation Nos. 121 and 129, amounts totalling US$4,940 and K225,896,432
collected during the period under review as shown in the table below could not be
accounted for in that there was no evidence of banking and no cash was found on hand.
20
Amount Amount
Station Stream K US$
Lumumba ZAMTIS Collections 176,864,954
Lumumba Carbon Emission Surtax 4,218,500
Nakonde Toll Fees 4,940
Nakonde Road Service Licences 44,812,978
Total 225,896,432 4,940
PROGRAMME: 8 Fees and Fines

Ministry of Lands
ACTIVITIES: 101 Government Rent
102 Document Fees and Registration Fees
104 Survey and Miscellaneous Fees
106 Rent of Government Premises
107 Consent Fees
108 Interest on Late Payments
109 Consideration Fees
110 Preparation Fees
2011, a total provision of K79,495,952,589 was made against which amounts totalling
K74,717,589,239 were collected resulting in an under collection of K4,778,363,350 as
shown below.
Budget Actual Variance

Description
K K K
Ground Rent 24,151,895,063 20,702,611,127 3,449,283,936.00
Document Fees and Registration Fees 8,868,056,920 8,739,183,008 128,873,912.00
Survey and Miscellaneous Fees 6,030,290,807 6,100,984,314 (70,693,507.00)
Rent of Government Premises 32,400,000 32,400,000 -
Consent Fees 451,127,100 460,065,000 (8,937,900.00)
Interest on late payments 831,808 539,880 291,928.00
Consideration Fee 39,706,491,713 38,406,901,210 1,299,590,503.00
Preparation Fees 254,859,178 274,904,700 (20,045,522.00)
Total 79,495,952,589 74,717,589,239 4,778,363,350.00
21
An examination of accounting and other records maintained at the Ministry Headquarters and
selected stations carried out in September, 2012 revealed the following:
Contrary to Financial Regulation No. 129, out of a total of K2,342,892,864 collected at

five (5) stations, K2,258,449,028 was banked while a balance of K84,443,836 was
unaccounted for as shown in table below.
Amount Amount Unaccounted

Station Collected Banked for Funds
K K K
Solwezi 990,006,000 977,094,000 12,912,000
Mansa 417,947,975 379,967,099 37,980,876
Chipata - Survey 331,116,000 326,429,500 4,686,500
Chipata - Lands 500,303,906 491,044,197 9,259,709
Mongu 103,518,983 83,914,232 19,604,751
Total 2,342,892,864 2,258,449,028 84,443,836
b. Delayed Banking
Contrary to Financial Regulation No.121 (1), there were delays of periods ranging
from 3 to 96 days in banking of revenue collected during the period under review at
four (4) stations as shown in the table below.
Amount
No of Days
Station Delayed
Delayed
K
Solwezi 418,220,000.00 3 to24
Kabwe 106,530,000.00 3 to 57
Mongu 2,097,985.00 12 to 96
Livingstone 10,630,000.00 3 to 48
c. Dishonoured Cheques – Ndola Office
Three (3) cheques amounting to K11,243,020 received from clients during the period
under review were dishonoured and as of December 2012 they had not been replaced,
contrary to Financial Regulation No. 143.
22
PROGRAMMES: 8 Fees and Fines
Ministry of Agriculture and Cooperatives
ACTIVITIES: Various
13. In the Estimates of Revenue and Expenditure for the financial years ended 31st December
2010 and 2011, provisions totalling K5,826,382,980 were made against which
K6,497,049,211 was collected resulting in an over collection of K670,666,231 as shown in
the table.
Provision Actual (Under) /

Year Collection Over Collection
K K K
2010 1,432,296,011 3,120,717,524 1,688,421,513
2011 4,394,086,969 3,376,331,687 (1,017,755,282)
Total 5,826,382,980 6,497,049,211 670,666,231
An examination of revenue records maintained at the Ministry and selected stations carried
out in October 2012 revealed the following:
Contrary to Financial Regulation No. 129, amounts totalling K202,115,092 collected at

various stations during the period under review as shown in the table below, were
unaccounted for in that there was no evidence of banking nor was cash found on hand.
Station Amount
K
2011
Zambia Agricultural Research
Institute(ZARI) 147,417,300
Fisheries-Solwezi 15,438,600
Fisheries-Mkushi 1,363,200
Veterinary- Siavonga 3,192,000
Veterinary- Sinazongwe 931,800
Total 168,342,900
2010
Agriculture & Co-ope rative s
Livingstone- Import &Export 3,695,000
Chipata-Phytosanitary 3,578,500
7,273,500
Live stock
Chilanga Fisheries 2,321,600
Livingstone Veterinary Office 3,263,200
Livingstone Fisheries Dept. 918,625
Sinazongwe Fisheries 9,101,117
Mazabuka Fisheries 496,000
Chipata veterinary 7,618,400
Mongu Fisheries 2,779,750
26,498,692
GRAND TOTAL 202,115,092
23
b. Delayed Banking
Contrary to Financial Regulation No.121, there were delays of periods ranging from 1
to 400 days, as shown in the table below, in banking revenue collected during the
period under review.
Amount No. of
Station
K Days
2011
Zambia Agricultural Research Institute(ZARI) 70,675,000 8 to 90
Veterinary - Mkushi 885,600 160 to 400
Veterinary - Choma 28,962,200 1 to 19
2010
Agriculture and Co-operatives
Research Institute 204,596,000 14 to 118
Lusaka International Airport 120,974,500 2 to 58
Nakonde - Imports & Exports 16,246,000 2 to 43
Chipata Phytosanitary 14,027,000 5 to 15
Livestock Section
Headquarters
Veterinary & Livestock Dept. 302,736,000 3 to 44
Veterinary Services 64,945,000 1 to 7
Provincial Offices
Livingstone Veterinary 10,614,500 1 to 30
Mongu Fisheries 5,842,500 286 to 317
c. Missing Accountable Documents
i. Contrary to Financial Regulation No. 10 (n), there were twenty (20) export permit
books, nine (9) stock movement permit books, twelve (12) general receipt books
(Accounts form 40) and twenty (20) stock movement permit receipts that were
not availed for audit as shown in the table below.
Accountable
Document Receipt
Station Type Range Number
Ndola
Export Permit
Veterinary Books 05501-06000 20
Phytosanitary General Receipt
fees Books 2832101-2832300 2
Stock Movement
Veterinary Permits Books 01001 - 01500 9
Livingstone
Stock Movement
Veterinary Permit Receipts 3849-3868 20
Solwezi
General Receipt
Veterinary Books 3129901 -3979750 10
24
ii. Contrary to Financial Regulation No. 10 (n), seven (7) receipt books for Chilanga
Fisheries and three (3) certificates for Phytosanitary services were not presented
for audit as shown below.
Chilanga Fisheries - Unpresented Receipt Books

No. Serial Range
1 0350751-0350800
2 0350901-0350950
3 0351151-0351200
4 0351201-0351250
5 0351451-0351500
6 0351601-0351500
7 0351651-0351700
KK International Airport - Phytosanitary services
No. Certificate Range
1 184541- 184560
2 187101- 187120
3 188921- 188940
EXPENDITURE
HEAD: 04/01 Ministry of Gender in Development
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K18,881,780,384 was made to cater for various activities at the
Ministry against which amounts totalling K17,212,741,577 were released resulting in an
underfunding of K1,669,038,807.
An examination of the financial and other records maintained at the Ministry Headquarters
and visits to selected provinces carried out in July 2012 revealed the following:
25
a. Ministry Headquarters
i. Unretired Imprest
Contrary to Financial Regulation No. 96, imprest in amounts totalling K20,470,000

issued to four (4) officers during the period under review had not been retired as of
December 2012.
ii. Economic Empowerment for Women
In order for the Government to support the economic empowerment activities for
women, the Ministry came up with a policy to disburse grants and procure hammer
mills for various women groups countrywide. In this regard, during the period under
review a total amount of K11,916,666,667 was released to cater for empowerment
activities.
The Ministry disbursed K947,566,300 to various women groups for training in

entrepreneurship skills, assist with start-up capital and facilitate expansion for
existing businesses and K10,969,100,367 was used to procure hammer mills.
A scrutiny of records pertaining to the programme revealed the following:
 Hammer Mills
Out of the K10,969,100,367 released for the purchase of the hammer mills,
K6,847,893,800 was spent leaving a balance of K4,121,206,567 unaccounted
for as shown below.
Supplier Qty Unit Price Total

K K
Saro Agro Industrial Ltd 210 21,333,000 4,479,930,000
Saro Agro Industrial Ltd 12 19,663,650 235,963,800
Chunlei Machinery Ltd 100 21,320,000 2,132,000,000
Total 322 6,847,893,800
 Contract with Saro Agro Industrial Ltd
In June 2011, the Ministry engaged Saro Agro Industries Limited to supply
two hundred and ten (210) hammer mills at a contract price of
K4,479,930,000 with a delivery period of two (2) to eight (8) weeks. The
terms of the contract included among other things the following:
26
o Advance Payment: Ten percent (10%) would be paid within thirty (30)
days of signing the contract against a simple receipt and a purchase
guarantee for the equivalent amount in the form provided in the bidding
documents or another form acceptable to the purchaser.
o On delivery: Eighty percent (80%) of the contract price was to be paid to

the supplier upon receipt of goods and upon submission of the documents
specified in the GCC Clause 12.
o On acceptance: The remaining ten percent (10%) of the contract price

was to be paid to the supplier within thirty (30) days after the date of the
acceptance certificate for the respective delivery issued by the Purchaser.
o The supplier’s request for payment to be made in writing, accompanied by

invoices describing as appropriate, the goods delivered and related services
performed, and by the documents submitted pursuant to GCC Clause 12
and upon fulfilment of all other obligations stipulated in the contract.
o The purchaser may without prejudice to all its other remedies under the
contract, deduct from the contract price, as liquidated damages, a sum not
exceeding 0.5% of the undelivered price of the delayed goods or
unperformed services for each week or part thereof of delay until actual
delivery or performance up to a maximum deduction of 10%.
However, contrary to the terms of the contract, the Ministry paid the full
contract price of K4,479,930,000 to Saro Agro Industrial Limited before any of
the hammer mills could be supplied. It was also observed that, despite the
supplier being paid in full, the hammer mills were not supplied in the stipulated
delivery period of two (2) to five (5) weeks but were delivered fourteen (14)
weeks after the signing of the contract. Further, although the contract provided
for liquidated damages, the Ministry could not enforce the clause as the supplier
had already been paid in full.
 Contract with Chunlei Machinery
On 14th June 2011, the Ministry engaged Chunlei Machinery and Electrical
Limited for the supply of one hundred (100) hammer mills at a contract price
of K2,132,000,000 with a delivery period of six (6) weeks.
The terms of the contract included among others:
27
o 100% payment upon delivery and acceptance of the goods.
o The purchaser may without prejudice to all its other remedies under the
contract, deduct from the contract price, as liquidated damages, a sum
not exceeding 0.5% of the undelivered price of the delayed goods or
unperformed services for each week or part thereof of delay until
actual delivery or performance up to a maximum deduction of 10%.
The following were observed:
o Contrary to the terms of the contract, the Ministry paid the full contract
price of K2,132,000,000 to the Chunlei Machinery before the delivery and
acceptance of the goods. It was also observed that, despite the supplier
being paid in full, the hammer mills were not supplied in the stipulated
delivery period of six (6) weeks but were delivered twelve (12) weeks after
the signing of the contract. Further, although the contract provided for
liquidated damages, the Ministry could not enforce the clause as the
supplier had already been paid in full.
o The Contract required inspection and tests to be done prior to the shipment
of goods and a final acceptance certificate issued upon delivery of the
goods. In this regard, a pre-shipment certificate was to be issued by a
member accredited to International Standards Organization (ISO) for the
purpose of inspection for conformity to specifications.
However, contrary to the provisions of the contract, no pre-shipment certificate

had been issued as of July 2012 indicating that no pre shipment inspections and
tests were carried out.
b. Unaccounted for Hammer Mills
The three hundred and twenty two (322) hammer mills procured by the Ministry were
to be distributed to one hundred and fifty (150) Constituencies.
Out of the three hundred and twenty two (322) hammer mills procured by the Ministry
and delivered to Government Stores, two hundred and fifteen (215) were collected by
Members of Parliament, forty (40) by Provincial Administrations, ten (10) were in the
warehouse while the balance of fifty seven (57) costing K1,215,240,000 could not be
accounted for. As of October 2012, the matter had not been reported to the Police.
28
c. Physical Inspection of Delivered Hammer Mills
A physical inspection in selected constituencies, carried out in July 2012, revealed the
following:
Lusaka Province
Lusaka Province was allocated a total of twenty four (24) hammer mills out of which
seventeen (17) were collected by the respective area Members of Parliament, leaving a
balance of seven (7) which were in storage at Government Stores Headquarters. A
physical verification revealed the following:
i. Matero Constituency – Unaccounted for Hammer Mills
According to the records maintained at the Ministry of Gender, two (2) hammer
mills were collected by the area Member of Parliament. One (1) of the two (2)
hammer mills was installed in the constituency as can be seen in picture below.
However, the whereabouts of the other hammer mill could not be established as of
October 2012.
ii. Mandevu Constituency
The area Member of Parliament collected two hammer mills for use in the
constituency. However, as of October 2012, the hammer mills had not been
installed and were lying idle at Mandevu Area Women’s Association.
iii. Kanyama Constituency
Kanyama constituency received two (2) hammer mills. A verification with the
constituency office revealed that the two hammer mills distributed were both
stored at the constituency office and were unused as of October 2012. See pictures
below.
29
iv. Chongwe Constituency – Un accounted for Hammer Mills
Records at the Ministry of Gender showed that Chongwe constituency was

allocated with two hammer mills. However, a verification carried out at the
Constituency Office revealed that the whereabouts of the hammer mills could not
be established as of October 2012.
Southern Province
The Province was allocated a total of thirty eight (38) hammer mills out of which twenty
three (23) were collected by respective area Members of Parliament while fifteen (15)
were collected by the Provincial Administration. A physical verification in selected
constituencies revealed the following:
i. Provincial Administration
Although records at the Ministry indicated that the Provincial Administration had
collected fifteen (15) hammer mills, only fourteen (14) were accounted for while
one (1) was missing. Further, as of October 2012, the fourteen (14) hammer mills
had not been distributed and were still in storage at Government Stores in
Livingstone. See picture below.
ii. Livingstone Central Constituency
Three (3) hammer mills were distributed within Livingstone Central Constituency
instead of the required allocation of two (2). No reasons were given by the Ministry
for the excess distribution.
30
iii. Katombora Constituency
The hammer mill delivered to Maruvwa Women’s Club in Silelo area was missing,
as of October 2012 and the matter had since been reported to the Police.
iv. Pemba Constituency

The constituency received one (1) hammer mill which was delivered by the area
Member of Parliament. However, as of October 2012, the hammer mill was missing
and the matter had not been reported to the Police.
North-Western Province
North - Western province was allocated a total of twenty seven (27) hammer mills, out of
which twenty three (23) had been collected by the respective Members of Parliament, and
four (4) by the Provincial Administration. A physical verification in selected constituencies
i. Zambezi East Constituency
 Excess Distribution
Zambezi East constituency received a total of five (5) hammer mills instead of
the recommended two (2). The reasons for the excess distribution were not
given.
 Hammer mills at the Police Station
One (1) hammer mill meant for Luwi Iwa Nzambi Women’s group had not been
collected as of October 2012. It was still being kept at the police station in
Zambezi. See picture below.
Hammer mill at Police Station – Zambezi
31
 Un-operational Hammer Mill
An inspection of the hammer mill delivered to Kudizoza Women’s Club

revealed that though it was installed, it was not being used by the Community.
See picture below.
 Hammer Mill Diverted to the Palace
The hammer mill meant for the SDA Women’s Group at Chief Kalilele’s area
was diverted to Chief Mujimazovu’s palace. As of October 2012, the hammer
mill was still at the palace.
ii. Solwezi West Constituency
The hammer mill meant for Manyamama area was not delivered to the designated
women’s group but was instead delivered to Chief Mumema’s Palace. As of
October 2012, the hammer mill was still at the palace.
Copperbelt Province
The Copperbelt province was allocated a total of forty four (44) hammer mills, out of which
twenty two (22) were collected by respective area Members of Parliament and the
remaining twenty two (22) by the Provincial Administration. A physical verification in
selected constituencies revealed that:
i. Provincial Administration
Out of the twenty two (22) hammer mills collected by the Provincial Administration,
fifteen (15) were still in storage at Government Stores in Ndola while seven (7) were
not accounted for.
32
ii. Chililabombwe Constituency
Chililabombwe Constituency received two (2) hammer mills. The two (2) hammer
mills were delivered to Naomi and Nakatindi women’s clubs respectively. As of
October 2012, the hammer mills had not been installed. See pictures below.
Hammer mill in storage Hammer mill at kept at the market
iii. Chingola/Nchanga Constituency
Chingola Municipal Council collected four (4) hammer mills for distribution to
women’s groups in Chingola Central and Nchanga constituencies.
As of October 2012, the hammer mills had not been delivered to the intended
beneficiaries and were still lying idle at the council offices.
iv. Kalulushi Constituency
A visit to the District Administration revealed that the constituency received two (2)
hammer mills. As of October 2012 the hammer mills had not been installed in the
constituency as the community preferred electrical hammer mills as opposed to the
diesel ones. See picture below.
Hammer mill stored at private

residence
v. Mufulira Constituency
The area Member of Parliament collected two (2) hammer mills. However, the
whereabouts of the hammer mills were unknown.
33
vi. Luanshya Constituency
The area Member of Parliament collected two (2) hammer mills. The hammer mills
were delivered and installed at Mpindu Ward Councillor’s residence.
vii. Kankoyo Constituency
The area Member of Parliament collected two (2) hammer mills. However, the
whereabouts of the hammer mills were unknown.
viii. Wusakile Constituency
The area Member of Parliament collected two (2) hammer mills. The hammer mills
were delivered and installed at the Ward Chairman’s residence. The hammer mills
have since been confiscated by the law enforcement agencies.
Central Province
Central province was allocated a total of thirty two (32) hammer mills out of which twenty
four (24) were collected by the area Members of Parliament while the balance of eight (8)
hammer mills were still in storage at Government Stores Headquarters. A physical
verification revealed the following:
i. Chisamba Constituency
Although records at the Ministry Headquarters showed that two (2) hammer mills were
delivered to the Constituency, inquiries at the District Administrator’s Office in
Chibombo revealed that the constituency received only one (1) hammer mill. The other
hammer mill was not accounted for.
ii. Kabwe Central Constituency
The Constituency received two (2) hammer mills which were distributed to Temwani
and Twikatane women’s clubs. However, the hammer mill delivered to Temwani
women’s club in Luangwa Township was retrieved by the District Administrator’s
office and put in storage at Government Stores warehouse (see picture below) while the
hammer mill delivered to Twikatane women’s club had not been installed as of October
2012.
Hammer mill stored at Govt. Stores Warehouse-Kabwe
34
iii. Keembe Constituency
The hammer mill which was delivered to Makoka Women’s club in Chitanda ward was
irregularly collected by the headwoman resulting in failure by the women’s club to
access the services.
iv. Mkushi (North) Constituency
Out of the two (2) hammer mills received by the Member of Parliament, one (1) was
delivered to Bwafwano and Twikatane women’s clubs while the other hammer mill was
not accounted for.
HEAD: 11 Zambia Police - Ministry of Home Affairs

UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K750,783,775,557 was made to cater for various activities for the
Zambia Police against which a total amount of K745,226,399,237 was released resulting in
an underfunding of K5,557,376,320.
Irregularities in Accounting and Management of Funds
An examination of accounting and other records maintained at the Zambia Police

Headquarters and selected Divisional Offices carried out in March 2012 revealed the
following:
a. Headquarters
i. Holding Workshops without Cabinet Office Authority
Contrary to Cabinet Office Circular No. 7 of 2006, the Zambia Police held
workshops at private institutions and lodges without obtaining authority from
35
Cabinet Office. In this regard, amounts totalling K334,053,451 were irregularly
spent on accommodation and allowances for officers attending the workshops.
ii. Irregular Drawings of Fuel
Contrary to Cabinet Office Circular No. 3 of 2000 which requires that officers in
the ranks of Permanent Secretaries, their equivalent or above be assigned with
personal to holder vehicles as well as 400 litres of fuel per month to cover for
local travels undertaken within a radius of 30km, it was observed that seven (7)
senior officers who were paid fuel allowances amounting to K211,520,000 also
drew a total of 3,913 litres of fuel costing K32,892,015 from the pool fuel account
without proper justification.
iii. Fuel Drawings by Former Inspectors General of Police
Cabinet Circular No. B.6 of 2006 outlines the retirement package for retired
Defence and Security Chiefs which does not include the provision of fuel.
However, it was noted that three (3) former Inspectors General who retired
between 2000 and 2008 drew a total of 2,286 litres of diesel costing K18,171,414
during the period from January to December 2011 contrary to the circular.
iv. Unretired Imprest
Contrary to Financial Regulation No. 96, imprest in amounts totalling

K410,128,250 issued to twenty two (22) officers had not been retired as of
October 2012.
v. Goods Without Receipt and Disposal Details
Contrary to Public Stores Regulation No.16, stores items costing K161,339,252

purchased during the period under review could not be verified as received due to
lack of appropriate supporting documentation such as goods received notes and
delivery notes.
vi. Purchase of Houses in Mufulira
In November 2010, the Ministry entered into a contract with Mufulira Municipal
Council for the procurement of fourteen (14) houses for the Zambia Police at a
total cost of K323,729,000. The houses are located in Kansuswa residential area
and consist of four (4) detached houses and ten (10) semi detached houses. The
36
whole amount of K323,743,000 was paid to the Council in December, 2010. It
was observed that although the valuation report was prepared, no structural
assessment report was availed to ascertain the status of the houses at the time of
buying. A physical inspection of the fourteen (14) houses revealed that all the
houses had cracks.
vii. Construction of a Forensic Laboratory in Lusaka West
In December 2009, the Ministry of Home Affairs signed a contract with Spencon
Polyphase Ltd to construct an underground water tank, water supply reticulation,
drainage and associated electrical works at the site of the forensic laboratory in
Lusaka west at a contract sum of K9,856,323,361. The contract had a completion
period of twelve (12) months from the date of signing the contract.
As of May 2012, the whole amount of K9,856,323,361 had been paid to the
contractor. The following observations were made:
 Lack of Defect Liability Clause

The contract did not provide for a defect liability clause thereby reducing the
opportunity for rectifications in case of defects.
 Sewer ponds - 1st Phase
There were cracks (See picture below) on the walker ways of the sewer
pond. Further, it was noted that despite the defects, the Buildings
Department had recommended that the contractor be paid retention funds
amounting to K311,725,160.
Cracks on concrete walk way
viii. Construction of Pump Houses and Associated Works – (2nd Phase)
In June 2011, the Ministry engaged African Brothers Corporation to site, drill and
equip boreholes and to construct two (2) pump houses and associated works at a
contract sum of K3,033,788,600 with a completion period of twenty four (24)
weeks commencing from the date of the contract. The specific conditions of the
37
contract provided for a defect liability period of twelve (12) months at 5% of the
contract sum. It further provided for penalties of 0.5% of the value of
uncompleted works per day in the event of delays in completion of the project. As
of April 2012, the contractor had been paid K606,757,720 (20%). The following
were observed:
 Delays to Complete Woks
Contrary to the provisions of the contract, the works had been delayed by
twenty four (24) weeks and the conditions of the contract regarding the
payment of penalties for delays in completing works had not been invoked.
 Physical Status
A physical inspection carried out in May 2012 revealed that only one pump
house had been constructed as shown below.
Pump House – 25/04/2012
b. Zambia Police Divisions
A follow up audit on the utilisation of funds released for General Administration in

Zambia Police Divisions carried out in March 2012 revealed the following:
i. Uncompetitive Procurements
Contrary to procurement guidelines, purchases of goods and services costing

K52,902,400 procured during the period under review by Luapula Division were
made without obtaining three (3) competitive quotations.
ii. Irregular Fuel Drawings
Contrary to Cabinet Office Circular No. 3 of 2000 which requires that officers in the
ranks of Permanent Secretaries, their equivalent or above be assigned with Personal-
to-holder vehicles as well as be entitled to 400 litres of fuel per month to cover for
38
local travels undertaken within a radius of 30km, it was observed that officers below
the ranks of Senior Assistant Commissioner of Police were paid fuel allowances
amounting to K59,493,000 and also drew 34,161 litres of fuel costing K256,150,400
during the same period.
iii. Irregular Payment of Housing Allowances
In Paragraph 22 of the Auditor General’s Report on the accounts for the financial
year ended 31st December 2008, mention was made of the irregular payments of
housing allowances to officers in the Public Service occupying either institutional or
rented houses.
A review of the situation in March 2012 in Division Offices revealed that the trend
had not changed in that amounts totalling K117,270,000 were paid as housing
allowances to thirty four (34) officers occupying either institutional or rented houses
and no recoveries had been made or the payments stopped as of March 2012
contrary to Cabinet Office Circular No. B 12 of 2010.
iv. Non Recovery of Loans and Advances
According to the Terms and Conditions of Service for Public Service, advances and
loans paid to officers shall be repaid within a reasonable period of time. A review of
accounting records on payment of loans and advances revealed that a total of
K110,500,000 was paid to thirty one (31) officers under Copperbelt Division
between January and December 2011. However, as of December 2012, recoveries
had not been effected.
v. Questionable Fuel Drawings
A scrutiny of fuel coupons and ledger details showed that fuel costing
K10,214,268 was drawn by vehicles belonging to the Police Service. It was
however observed that, the vehicles indicated on the fuel coupon were non -runners
during the periods the fuels were drawn thereby rendering the drawings
questionable.
39
HEAD: 13 Ministry of Energy and Water Development
01 Headquarters
02 Energy Department
03 Department of Water Affairs
04 Planning and Information
UNITS: Various
PROGAMMES: Various
ACTIVITIES Various
2011, a total provision of K688,346,431,699 was made to cater for various activities against
which amounts totalling K549,803,646,803 were released resulting in an underfunding of
K138,542,784,896.
An examination of accounting and other records maintained at the Ministry headquarters and
visits to some provinces in September 2012 revealed the following:
a. Lack of a Strategic Plan
A Strategic Plan provides a strategic framework on how to achieve an organisation’s

goals and vision. In addition, the Ministry is required to prepare annual operational
plans with specific activities aimed at achieving the set objectives in line with the
Strategic Plan.
The Ministry had been operating without a Strategic Plan for the last four years since
the last one expired in 2007. For a Ministry such as the Ministry of Energy which is a
parent Ministry for national strategic institutions such as Zesco Limited, INDENI Oil
Refinery and TAZAMA Pipelines, the absence of a strategic plan has a negative impact
on the strategic direction of the Ministry in implementing Government programmes.
There was no evidence that the Ministry prepared annual operational plans whose
implementation was evaluated and monitored. In this respect, the implementation of
activities at Provincial level was not monitored by the Ministry Headquarters and
progress reports on the activities implemented were not prepared.
40
b. Unretired Imprest

issued to twenty seven (27) officers had not been retired as of December 2012.
c. Failure to Insure Motor Vehicles
During the period under review, two (2) motor vehicles were involved in road traffic
accidents. However, the following were observed:
i. Isuzu KB 300 - GRZ 248 BX
The vehicle valued at K110,000,000 was involved in a road accident on 5th July
2011 while being driven along Great East Road. Although the Standing Accidents
Board recommended on 18th July 2012 that the driver be surcharged 100% of the
repair costs or his annual salary whichever is less, as of November 2012, the
officer had not been surcharged. It was also observed that the vehicle was not
insured.
ii. Toyota Hilux - GRZ 147 BX
The vehicle valued at K130,000,000 was involved in a road accident in November

2011 and was extensively damaged. Although the Standing Accident Board
recommended on 25th June, 2012 that the driver of the vehicle be surcharged
100% of the repair costs or his annual salary as he was at fault, as of November
2012, the driver had not been surcharged. It was observed that no insurance claims
could be made as the vehicle was not insured.
d. Unaccounted for Fuel
Contrary to Public Stores Regulation No. 16, there were no receipt and disposal details
in respect of fuel costing K218,700,000 procured during the period under review.
e. Construction of Earth Dams
A total amount of K6,619,338,474 was provided in the Estimates of Revenue and

Expenditure for the year 2011 for the construction of earth dams and the whole amount
was released. The amount released was for the construction of five (5) small dams for
multipurpose use such as increasing access to water for irrigation/ livestock, fisheries,
flood/drought mitigation and water conservation.
The funds were disbursed as shown in the table below:
41
Amount
Province
K
Central 1,408,338,474
Luapula 1,400,000,000
Eastern 1,550,000,000
Southern 1,400,000,000
Northern 761,000,000
Copperbelt 100,000,000
Total 6,619,338,474
An examination of records and a physical inspection of the dams constructed in Southern,

Central and Eastern Provinces carried out in August/September 2012 revealed the
following:
i. Southern Province – Construction of Konkola Dam in Mazabuka
In October 2011, Kalomo Contractors was engaged to construct Konkola Dam at a

contract sum of K1,196,061,180 for a duration of twelve (12) weeks.
The scope of works included site clearing, excavation and backfilling, earth works,
concrete works, masonry works, spillway channel outlet works and protection
works.
As of August 2012, the contractor had been paid a total amount of K1,289,745,295
which represented the full contract sum of K1,196,061,180 and an additional
amount of K93,684,115 for additional works on the spillway.
Although the contractor was paid in full, a physical inspection of the works carried
out in September 2012 revealed that the works had not been completed.
The outstanding works included concrete, masonry, spillway channel outlet and
protection works which had not been completed thirty two (32) weeks after the end
of the contract period. See picture below.
An incomplete Konkola Dam in Mazabuka
42
The Provincial Water Officer issued a certificate of completion, resulting in the
contractor being paid in full when works had not been completed causing loss to
Government.
ii. Eastern Province – Construction of Munduwi Dam in Chipata
The Provincial office received an amount of K1,400,000,000 for the construction of

Munduwi Dam in Chipata. The construction works were done by the Provincial
office by engaging the local community who were supervised by the site engineer
from the Provincial Water Affairs Office. The funds were utilised on purchase of
building materials (K619,190,000), fuel (K180,000,000) and payment for labour
(K600,810,000) bringing the total amount spent as of August 2012 to
K1,326,966,000.
However, the following were observed:
 Failure to Maintain Records
Contrary to Public Stores Regulation No.16, there were no receipt and

disposal details in respect of building materials and fuel costing K799,190,000
procured during the period under review. In this regard, it was not possible to
ascertain whether all the materials procured were utilised on the project.
As of October 2012, only 5m of the 12m height had been constructed despite
spending K1,326,966,000. See picture below.
An incomplete Munduwi Dam in Chipata
f. Maintenance of Dams
A total funding of K5,159,680,000 was received by the Ministry in 2011 for the
maintenance of sixty two (62) dams identified in all the nine provinces for increased
43
access to water for irrigation/ livestock, fisheries, water supply, conservation, tourism
and other uses. Out of the total amount received, a total amount of K4,808,000,000 was
disbursed to the Provinces leaving a balance of K351,680,000 at headquarters which
was utilised on monitoring the programme. The funds were disbursed as shown in the
table below.
Amount
Province
K
Central 768,000,000
Copperbelt 390,000,000
Eastern 1,090,000,000
Luapula 360,000,000
Lusaka 570,000,000
North Western 590,000,000
Northern 430,000,000
Southern 160,000,000
Western 450,000,000
Total 4,808,000,000
An examination of records and a physical inspection of dams rehabilitated in Southern,

Central and Eastern Provinces carried out in October 2012 revealed the following:
i. Eastern Province – Chaboli Dam – Wasteful Expenditure
An amount of K500,000,000 was allocated for the rehabilitation of the dam and
the whole amount was spent on purchase of building materials (K125,000,000),
fuel (K212,958,000) and payment for labour (K162,042,000).
The works involved rehabilitation of the main earth dam which had been washed
away, site clearing, and collection of sand and construction of the main dam up to
eight meters (8m).
A physical inspection of the dam in October 2012 revealed that the dam had been
washed away rendering the expenditure of K500,000,000 wasteful. See picture
below.
Washed away Chaboli Dam
44
ii. Central Province - Chikumbi Dam – Wasteful expenditure
The Provincial Office received K350,000,000 in June 2011 for the rehabilitation
of the eroded spill way at the dam. A total amount of K224,200,000 was utilised
on hire of equipment for a period of fourteen (14) days from Pamwaka Agencies,
a contractor. The balance was utilised on purchase of fuel (K47,730,000),
purchase of materials (K29,938,000) and payment of allowances (K38,288,000)
leaving a balance of K9,844,000 as of October 2012.
Although the funds were received in June 2011, works only commenced on 9th
November 2011, five months later. On 21st November 2011, Pamwaka Agencies
retrieved their equipment from the site due to rains, on an understanding that the
equipment was to be brought back on site after the rainy season.
A physical inspection of the works in October 2012 revealed that the spill way
which was back filled had been washed away rendering the expenditure of
K340,156,000 wasteful. See picture below.
Chikumbi dam with washed away spill way
g. Groundwater Resources Development for Drought Prone Cholera Areas
The Ministry received a total amount of K3,600,000,000 for the drilling of boreholes in
Eastern, Lusaka, Central, Southern, Luapula, Northern and Western Provinces. In this
regard, K1,409,000,000 was disbursed to the Provinces for drilling of one hundred and
one (101) boreholes while K1,254,979,642 was utilised to purchase borehole equipment
such as casing pipes (K748,664,000), fuel for borehole drilling (K248,777,300) and
allowances for monitoring and other related activities (K257,538,342) leaving a
balance of K936,020,358 as of August 2012.
The funds were disbursed to the Provinces as shown in the table below.
45
Amount No. of
Province
K Boreholes
PWO Northern 114,000,000 10
PWO Eastern 187,500,000 15
PWO Central 125,000,000 10
PWO Southern 125,000,000 10
PWO Luapula 187,500,000 15
PWO Western 125,000,000 10
PWO Lusaka 95,000,000 11
Total 1,409,000,000 101
A visit to selected districts in Southern, Central and Eastern Provinces carried out
during the period from August to October 2012 revealed the following:
i. Southern Province – Works Not Commenced
The Provincial Office received K125,000,000 in June 2011 to drill ten (10)
boreholes in the districts. A total amount of K39,271,422 was utilised on
payment of allowances for borehole siting leaving a balance of K85,728,578 still
in the bank account as of November 2012.
It was observed that although ten (10) sites were identified for drilling in
Kazungula and Livingstone no boreholes had been drilled under the programme
as of November 2012.
Inquiries made at the Provincial Office revealed that the Province has had no
drilling rig since 2010.
ii. Eastern Province – Incomplete Works
The Provincial Office received K187,500,000 in June 2011 to drill fifteen (15)
boreholes in the province. The funds were utilised on purchase of fuel and
payment of allowances for drilling and monitoring of boreholes.
However, as of September 2012, only three (3) out of the fifteen (15) boreholes
had been drilled and all the funds had been spent on the three (3) boreholes.
iii. Central Province – Incomplete Works
A funding of K125,000,000 was received in May 2011 to drill ten (10) boreholes
in the Province. The funds were utilised on purchase of fuel (K53,756,000),
payment of allowances (K44,370,000) for borehole drilling and purchase of spare
parts (K26,874,000) for drilling equipment.
46
A verification of the works done in October 2012 revealed that only four (4) out
of the ten (10) boreholes had been drilled and all the funding received had been
spent.
h. Water Resource Development for Health, Education and Strategic Institutions
An amount of K2,231,540,000 was received for the drilling of boreholes. A total

amount of K2,170,000,000 was disbursed to the provinces leaving a balance of
K61,540,000 which was spent on monitoring of the programme. The funds were
disbursed to the provinces to facilitate the works as shown in the table below.
Amount No. of
Province
K Boreholes
PWO Central 125,000,000 10
PWO C/belt 1,325,000,000 106
PWO Eastern 125,000,000 10
PWO Lusaka 95,000,000 10
PWO Luapula 62,500,000 5
PWO N/Western 125,000,000 10
PWO Southern 62,500,000 5
PWO Western 125,000,000 10
Total 2,170,000,000 176
A visit to selected districts in Southern, Central and Eastern Provinces carried out
during the period from August to October 2012 revealed the following:
 Southern Province – Incomplete Works
The Provincial office was funded an amount of K62,500,000 to drill five (5)
boreholes at strategic institutions in Southern Province. A total of K50,860,000
was utilised on payment of allowances for drilling and pump installation leaving a
balance of K11,640,000 still in the bank account.
It was observed however that as of October 2012, out of the five (5) boreholes
funded, only one (1) had been drilled in Kalomo.
 Eastern Province – Incomplete Works
The Provincial Office received K125,000,000 for drilling ten (10) boreholes in the
Province. The funds were utilised on payment of allowances (K35,000,000) and
purchase of fuel (K90,000,000).
47
A physical inspection carried out in October 2012 revealed that only four (4) out
of ten (10) boreholes had been drilled from the funding received.
i. Groundwater Resources for Trachoma Control
The Ministry received an amount of K1,000,000,000 for construction of fifty (50)

boreholes for mitigation of trachoma in Southern Province (Gwembe, Choma,
Sinazongwe) North western Province (Kabompo and Chavuma) and Eastern Province
in Nyimba.
A total amount of K625,000,000 was disbursed to the three provinces for borehole
drilling leaving a balance of K375,000,000 which was utilised at headquarters on
purchase of casing pipes and hand pumps. The funds were disbursed as shown in the
table below.
Amount Number of Boreholes Actual Boreholes

Province
K Planned Drilled
Southern 175,000,000 14 0
Eastern 125,000,000 10 4
North Western 325,000,000 26 0
Total 625,000,000 50 4
As can be seen from the table above, only four (4) out of the fifty (50) boreholes that
were funded were drilled.
A visit to selected districts in Southern Province and discussions held with affected
villagers revealed that the failure to implement the programme had a negative impact on
the communities in that they continued to draw water from unsafe sources and from long
distances. See picture below.
A shallow dirty well at Mukaila Village in Choma where

the community draws water
48
Interviews with the Provincial Water Affairs Officer in Choma revealed that the failure
by the Province to drill boreholes as planned was due to the fact that the Province has had
no drilling rig since 2010.
j. Eastern Province
The K125,000,000 funding was received in June 2011 to drill ten (10) boreholes. The
funds were utilised on purchase of fuel (K82,896,000) and payment of allowances
(K42,104,000) for borehole drilling. Out of the ten (10) boreholes planned, eight (8) were
drilled out of which four (4) boreholes yielded water and four (4) were dry.
HEAD: 15/ Ministry of Home Affairs

DEPARTMENTS: 01 Headquarters
03 Passport and Citizenship
04 Archives
05 Immigration
06 National Registration
08 Research and Information Department
UNITS: 01 Human Resource and Administration

02 Internal Audit
04 Accounts Unit
06 Procurement and Supplies Unit
12 Infrastructure development
PROGRAMMES: Various
ACTIVITIES: Various
49
Total Authorized Released Balance
Head Departments Provision
K K K
15/01 Headquarters 74,968,543,582 73,657,398,135 (1,311,145,447)
15/03 Passport & Citizenship 6,450,282,816 4,510,358,325 (1,939,924,491)
15/04 Archives 2,116,085,933 813,559,085 (1,302,526,848)
15/05 Immigration 25,957,232,493 4,567,586,426 (21,389,646,067)
15/06 National Registration 45,364,773,510 37,944,546,830 (7,420,226,680)
15/08 Reserch & Information 2,149,717,289 398,343,181 (1,751,374,108)
Total 157,006,635,623 121,891,791,982 (35,114,843,641)
An examination of accounting and other records maintained at the Ministry Headquarters,

Passport and Citizenship, Immigration and National Registration departments carried out in
March 2012 revealed the following:
a. Unaccounted for Stores
Contrary to Public Stores Regulation No. 16, there were no receipts and disposal details
in respect of various stores items costing K505,282,661 procured during the period
under review.
b. Non Recovery of Loans and Advances
Recoveries in respect of loans and advances in amounts totalling K263,900,000 paid to

sixteen (16) officers had not been effected as of December 2012, contrary to Terms and
Conditions of Service for the Public Service.
c. Construction of the National Registration Offices
In November 2009, the Ministry engaged Risbel Enterprises to construct National

Registration Offices in Kapiri Mposhi and Luangwa at a total contract price of
K6,330,170,325 (Kapiri Mposhi – K3,074,445,907 and Luangwa – K3,255,724,418).
During the financial years ended 31st December 2009, 2010, and 2011 amounts totalling
K4,342,916,114 were released to cater for the construction of the National Registration
Offices against provisions of K6,327,995,682 as shown in the table below.
Budget Provision Releases

Period
K K
2009 2,000,000,000 2,000,000,000
2010 2,163,543,682 1,000,000,000
2011 2,164,452,000 1,342,916,114
Total 6,327,995,682 4,342,916,114
50
A review of contracts and other documents in March 2012 and a physical inspection of
the office blocks carried out in September 2012 revealed the following:
i. Kapiri Mposhi Office Block
On 19th November 2009, the Ministry engaged Risbel Enterprises to construct an

office block for National Registration Department in Kapiri Mposhi at a contract
price of K3,074,445,907 with a completion period of thirty one (31) weeks.
As of November 2012, the contractor had been paid a total amount of

K1,925,352,605. It was observed that the contract period was extended on three
(3) occasions with the new completion date of 23rd December 2011. Despite the
new completion date having lapsed on 23rd December 2011, as of December 2012,
the following works were still outstanding:
 Construction of the car park had not been completed,

 Only the first coat of paint had been applied,
 Some window panes had not been fitted,
 Installation of the ceiling board had not been completed, and
 Plumbing works had been done partially.
Incomplete Ceiling
ii. Luangwa Office Block
On 5th November 2009, the Ministry engaged Risbel Enterprises to construct an

office block for National Registration Department in Luangwa at a contract price
of K3,255,724,418 with a completion period of eight (8) months.
As of November 2012, the contractor had been paid a total amount of

K1,781,470,190. It was observed that the contract period was extended on two (2)
occasions with the new completion date of 24th February 2012. Despite the new
51
completion date having lapsed, as of December 2012 the following works were
still outstanding:
 Plumbing works
 Construction of the car park
 Fitting of window frames and panes
 Floor tiling
 Fitting the ceiling board
 Painting inside and outside
 Completing the electrical works as only conduit pipes had been installed.
Luangwa National Registration Office Incomplete Ceiling
HEAD: 15/01 Ministry of Home Affairs - Headquarters

UNIT: 12 Infrastructure Development
PROGRAMME: 08 Prisons Infrastructure Development- PRP
ACTIVITIES: Various
2011, a total provision of K13,928,000,000 was made to cater for Prison Infrastructure
Development against which K9,856,819,618 was released, resulting in underfunding of
Provision Releases Under Funding

Activity
K K K
01 Completion of 4,500,000,000 2,500,000,000 (2,000,000,000)
Mwembeshi Prison
02 Construction - 800,000,000 800,000,000 -
Livingstone
03 Construction – 1,000,000,000 1,000,000,000 -
Luwingu
04 Departmental 4,500,000,000 3,505,819,618 (994,180,382)
Housing
05 Projects
General Prison 2,128,000,000 1,500,000,000 (628,000,000)
Rehabilitation
07 Sinking 1,000,000,000 551,000,000 (449,000,000)
Boreholes
TOTAL 13,928,000,000 9,856,819,618 (4,071,180,382)
52
An examination of accounting and other records maintained at the Ministry Headquarters,
Prisons and Reformatory Departments carried out during the period from January to July
2012, revealed the following:
a. Construction of Administration, Reception and Duty Rooms - Kalabo State Prison
On 14th September 2010, Kuso General Dealers was engaged to construct an

administration block, duty room and reception block, at a contract price of
K918,703,639 at Kalabo State Prison. The contract period was for twenty one (21)
weeks from 27th September, 2010 to 27th February, 2011.
As of July 2012, the works had not been completed seventy (70) weeks beyond the
expected completion date. Meanwhile the contractor had been paid a total amount of
K800,316,691.
A physical inspection of the project carried out in July 2012, revealed that the following
works were outstanding:
 Painting
 Fixing of window handles
 Plumbing and sanitary installations
 Electrical installations
 Ceramic floor tiling
 Construction of spoon drains, apron and pavings
Administration block
Incomplete Reception Cracks developing on the Verandah at the Reception

53
b. Construction of Luwingu State Prison - Northern Province
In December, 2010 the Provincial Administration entered into three (3) contracts with
Pamoja contractors, Pamaco Construction Company Ltd and Cornerstone Heritage for
various construction works as detailed below:
i. Construction of Security Fence, Kitchen, Dining Hall and Borehole - Lot 1
On 6th December 2010, Pamoja Construction Limited was engaged to construct a

security fence, kitchen, dining hall and a borehole at a contract price of
K1,048,520,694 with a completion period of ninety (90) days.
As of June 2012, the works had not been completed ninety one (91) days beyond
the expected completion date and the contractor had been paid amounts totalling
K380,042,622.
A physical inspection of the project revealed that the following works were still
outstanding:
 Security Wire Fence
The concrete on the ground around the prison where the barbed wire rests
and the fixing of the gate on the main entrance had not been done.
 Drilling of a borehole and mounting of overhead tank had not been done
 Kitchen and Dining Hall
o Wire ceiling of Kitchen

o Fixing of kitchen wood
o Fixing of Seven (7) doors and electrical pots
o Connection of electricity
ii. Construction of two (2) Ablution Blocks and three (3) Cell Blocks
On 6th December 2010, Pamaco Construction Limited was engaged to construct

two (2) ablution blocks and three (3) cells at a contract price of K1,797,217,928
with a completion period of one hundred and fifty (150) days.
54
As of June 2012 the works had not been completed three hundred and sixty five
(365) days beyond the expected completion date and the contractor had been paid
a total amount of K1,006,175,919.
A physical inspection of the project revealed that the following works were still
outstanding:
 Fixing of ten (10) doors in each ablution block and three doors in each cell
 Connection of electricity.
c. Congested Prisons
According to the UN standard Lusaka remand, Mwembeshi Open Air and Lusaka
Central prisons were supposed to hold a total number of 111, 55 and 327 inmates
respectively.
A visit to the prisons in June 2012 revealed that they had more inmates than the
required stipulated UN standard number as shown in the table below.
Prison Capacity (UN Actual No. Inmates

Prison Excess Inmates
Standard) (Lock In)
Lusaka Remand 111 502 391
Mwembeshi Open Air 55 178 123
Lusaka Central 327 1,197 870
The congested prisons therefore posed a risk to health and were contrary to UN
human rights standards.
HEAD: 15 / 02 Ministry of Home Affairs-Prisons and Reformatories

PROGRAMMES: Various
ACTIVITIES: Various
2011, a total authorised provision of K16,918,690,738 was made to cater for General
Administration and Other Emoluments against which a total amount of K12,616,188,649 was
released leaving a balance of K4,302,502,089 as shown in the table below.
55
Over/ (Under
Original Budget S upplementary Total Budget Released
Department Funding)
K K K K
K
Prisons HQ 10,923,080,622 16,163,260 10,923,080,622 9,169,346,876 (1,753,733,746)
Lusaka 771,770,956 - 771,770,956 398,343,181 (373,427,775)
Copperbelt 1,022,190,153 - 1,022,190,153 485,163,007 (537,027,146)
Central 722,027,536 - 722,027,536 416,905,777 (305,121,759)
Northern 707,439,796 - 707,439,796 425,602,410 (281,837,386)
Western 506,376,654 - 506,376,654 328,704,063 (177,672,591)
Eastern 566,026,924 - 566,026,924 346,539,462 (219,487,462)
Luapula 526,046,472 - 526,046,472 328,142,416 (197,904,056)
North Western 549,801,943 - 549,801,943 329,811,275 (219,990,668)
Southern 623,929,682 - 623,929,682 387,630,182 (236,299,500)
Total 16,918,690,738 16,163,260 16,918,690,738 12,616,188,649 (4,302,502,089)
An examination of accounting and other records maintained at Prisons Headquarters and

Regional Offices, carried out in July 2012, revealed the following:
a. Unretired Imprest
Contrary to Financial Regulation No 96, imprest in amounts totalling K42,650,000

issued to six (6) officers during the period under review had not been retired as of
October 2012. See table below.
Amount
Regional Office No. of Officers
K
Headquarters - Kabwe 2 36,295,000
Western Province 4 6,355,000
Total 6 42,650,000
b. Questionable Retirement of Imprest
Receipts in respect of fuel imprest retirements involving five (5) transactions at

Headquarters in Kabwe in amounts totalling K11,019,065 were questionable in that the
fuel receipts were not issued by the purported filling stations. It was also observed that
the fuel drawing were more than the vehicles’ fuel tank capacity.
c. Irregular Payment of House Rental
According to Public Service Management Division Circular No B.9 of 2008 housing

allowance shall only be paid to employees who are not accommodated by Government.
It was however observed that twenty (20) officers, who were in receipt of housing
allowance had their house rentals paid for by the Prisons. In this regard, the payment of
K160,249,191 in respect of house rentals was irregular in that the officers also received
56
housing allowances in amounts totalling K86,918,315 during the same period. See table
below.
Housing Rent Paid

Regional No. of
Allowance Paid
Office Officers
K K
Southern 15 65,818,315 86,175,000
Copperbelt 5 21,100,000 74,074,191
Total 20 86,918,315 160,249,191
d. Unaccounted for Food Stuffs
in respect of food rations costing K129,750,000 (22.9 tonnes) distributed by the
Ministry to Mwembeshi Open Air Prison (17.2 tonnes) and Lusaka Remand Prison (5.7
tonnes).
In addition, food rations costing K19,090,000 sent by Kaoma Prisons to Nyango Open
Air Prison had no receipt and disposal details
HEAD: 17 /01 Ministry of Foreign Affairs - Headquarters

39 Zambia Anti-Personnel Mine Actional Centre
40 Development and International Organisations
41 Protocol Department
42 Political Affairs
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
20. During the financial year ended 31st December 2011, a budget provision of
K66,076,609,615 was made in the Estimates of Revenue and Expenditure to cater for
Headquarters, Zambia Anti-Personnel Mine Actional Centre, Development and International
Organizations, Protocol and Political Affairs at the Ministry against which a total amount of
K55,475,032,983 was released, resulting in an underfunding of K10,601,576,632.
An examination of accounting and other records maintained at the Ministry carried out in
March 2012 revealed the following:
57
a. Unvouched Expenditure
Contrary to Financial Regulations No. 52 and 65 (1), there were thirty four (34)
payment vouchers in amounts totalling K882,127,363 that were either missing or
inadequately supported as summarized below:
No of Amount
S /No. Description Transactions K
1 M issing Payment Vouchers 27 787,506,863
2 Inadquately Supported Payments 7 94,620,500
Total 34 882,127,363
b. Irregular Payments
There were weaknesses in the way payments relating to allowances were processed and
paid. In particular, the requirements of Foreign Service Regulations, Conditions of
Service, Financial Regulations and Government Circulars were in some instances not
followed. In this regard, the following were observed:
i. Foreign Service Allowances
Foreign Service Regulation and Conditions of Service numbers 37(i), 38(i), 40(i),
42(i) (ii), 43(i) (ii), 45(i) and 47(i) stipulate that Representation, Cost of Living,
Entertainment, Spouse, Child, and Education Allowances should be paid to an
officer whilst resident and on duty at a Foreign Mission/Station to enable him/her
fulfill official obligations. In February 2011, nine (9) officers who were based at
the Mission in Tripoli, Libya were evacuated back to Zambia due to the civil war
that broke out in that country. However, the officers continued receiving Foreign
Service allowances while in Zambia. In this regard, a total amount of
K1,532,376,763 was irregularly paid to the officers for a period of six (6) months
following their evacuation back to Zambia. As of October 2012, the monies paid
to the officers had not been recovered.
Although in his response dated 31stJuly, 2012 the Controlling Officer stated that
authority to pay these allowances was obtained from the Secretary to the Cabinet,
there was no evidence to this effect.
ii. Failure to Capture Transactions Via IFMIS
The Integrated Financial Management and Information System (IFMIS) was

rolled out and implemented in the Ministry in January 2011. The implementation
58
of the IFMIS was in line with government policy on the utilisation and
management of Public Funds. The implementation of the system implied that all
transactions during the period were supposed to be processed and paid via the
system. However, out of expenditure amounting to K284,500,370,506 in respect
of general administration only expenditure amounting to K8,284,739,548 was
processed through the system implying that the Ministry was circumventing the
system.
c. Revolving Fund Account
i. Non Recovery of Loans and Advances
Contrary to the Terms and Conditions of Service for the Public Service, recoveries in
respect of loans and advances paid to fourteen (14) officers in amounts totalling
K132,440,000 had not been effected as of October 2012.
ii. Failure to Recover Advances in Full
There were instances where the recoveries of loans were understated either through
the understating of the recovery amounts or periods. In this regard, out of amounts
totalling K53,908,000 paid to thirteen officers as advances, only amounts totalling
K36,619,575 were recovered leaving a balance of K17,288,425 outstanding. As of
October 2012 the amount outstanding had not been recovered.
d. Weaknesses in the Management of Imprest
Contrary to Financial Regulation No. 96, imprest in amounts totalling

K1,118,593,320 issued to one hundred and three (103) officers had not been retired as
of October 2012.
ii. Questionable Retirements
 Retirements in respect of imprest totalling K332,016,098 issued to seventeen

(17) officers were questionable in that there was no evidence that the tours were
undertaken as neither photocopies of the stamped passports nor boarding passes
were attached as proof that the tours were undertaken.
59
 Retirements in respect of imprest totalling K484,030,414 issued to thirty five
(35) officers to facilitate payments of allowances were questionable in that they
were not supported by acquittal sheets.
 Retirements in respect of standing imprest totalling K15,329,290 were

questionable in that they were not adequately supported by receipts rendering
the amounts retired questionable.
e. Uncompetitive Procurements
Contrary to procurement guidelines, purchases of goods and services in amounts

totalling K97,678,587 involving seven (7) transactions were made without obtaining
competitive quotations.
f. Unaccounted for Stores
Contrary to Public Stores Regulation No.16, there were no receipt and disposal details
under review.
HEAD: 17/02 Ministry of Foreign Affairs–Mission Abroad– Lubumbashi

PROGRAMMES: Various
ACTIVITIES Various
21. In the 2010 and 2011 Estimates of Revenue and Expenditure, provisions totalling
K11,491,348,241 were made to cater for activities at the Mission, against which amounts
totalling K9,197,438,772 were released as shown below.
Year Budget/ Released

Provision K
K
2010 5,083,843,309 4,635,651,242
2011 6,407,504,932 4,561,787,530
Total 11,491,348,241 9,197,438,772

An examination of the accounting and other records maintained at the Ministry and the
Mission carried out in May 2012 revealed the following:
60
a. Poor Management of Property
The Mission has a total number of seven (7) properties. These consist of the Chancery,
the Residence and five (5) staff houses. A scrutiny of property files and physical
inspection of the properties revealed the following:
i. The Chancery - 54/58 Corner of Ruwe /Lufira
During the inspection of the premises, it was observed that one of the offices is
occupied by AMREZA, an Association for Zambian residents in Katanga
Province. The Association has been occupying the office since the establishment
of the consulate in the 1980s. Efforts by the Mission to evict the Association
from the office as evidenced by the letter dated 6th June 2011 to the Permanent
Secretary Ministry of Foreign Affairs have proved futile as the Association is
claiming unspecified sums of money that the Zambian Community contributed in
the 1960s.
ii. The Residence - 26 Luvula
Although the building was rehabilitated in 2009, water proofing on the roofs of
the residence and servants quarter were poorly done in that it was peeling off and
allowing water to sip through the structures. Further, the exterior part of the
structures requires painting and other works such as repairing the guard room and
the driveway.
iii. Staff Houses
The Mission has five (5) staff houses namely; 6 Tshinyama Avenue, 1332
Kapenda Avenue, 18 Kamayola Avenue, 6 Lundula Avenue and 25 Biyayi
Avenue. A physical inspection of the houses revealed the following:
 All the houses were in a dilapidated state due to some serious structural
failures in the roof fabrics which has resulted in severe leakages. The roofs
of most of the structures were made of clay tiles which are now old and have
shifted due to weaknesses in the frames. See picture below:
61
 There were cracks in most of the houses. See picture below.
b. Delayed Replacement of Title Deeds
In Paragraph 18 of the Auditor General’s Report for the financial year ended 31 st
December, 2009, mention was made of the missing title deeds for all the seven (7)
properties. In their Report for the Fifth Session of the Tenth National Assembly, the
Public Accounts Committee directed that a progress report be submitted regarding the
replacement of the title deeds.
However, as of May, 2012 the title deeds had not been replaced.
c. Rehabilitation of Properties
In Paragraph 18 of the Auditor General’s Report for the financial year ended 31 st
December, 2009, mention was made of the inadequate budget provisions and lack of
expert supervision on the rehabilitation of Mission properties by Innovex Consulting
Pty Ltd engaged to carry out the rehabilitation at the total cost of K2,809,465,199
(US$531,592.28). In their Report for Fifth Session of the Tenth National Assembly,
the Public Accounts Committee urged the Controlling Officer to adhere to the
provisions of the Public Finance Act No. 15 of 2004 which prohibits committing
62
government to expenditure in excess of money appropriated by Parliament and further
urged the Controlling Officer to ensure that the project was completed.
A review of the situation carried out in May 2012 revealed the following:
i. The contract was terminated by the Mission on 25th January 2011 after legal
advice from Yabili and Partners, a law firm based in Lubumbashi. According to
the law firm, although the Consulate engaged Innovex Consulting Pty Ltd to
rehabilitate the properties, the Contractor was not registered in Congo and there
was no evidence produced to show the contractor’s past performance record in
the construction industry in Congo DR. Therefore, the rationale of engaging a
Contractor who was not registered to undertake rehabilitation works for the
Mission properties was irregular.
ii. The contractor, Innovex Consulting Pty Ltd, has contested the decision to
terminate the contract and is demanding to be compensated US$156,849.25
(K784,245,000) comprising US$26,609.13 (10% retention); US$63,791.07 (12%
additional project task executed); and US$66,449.04 (25% project cancellation
fee).
iii. Although the matter had not been resolved with Innovex Consulting Pty Ltd, it
was observed that the Mission applied to the Ministry to single-source a Chinese
contractor, New Era Investment, to complete the works at an estimated cost of
K5 billion (USD$1 million).
HEAD: 17/03 Ministry of Foreign Affairs - Mission Abroad - Washington
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K14,188,161,217 was made to cater for various activities at the Mission
against which a total amount of K11,449,034,924 was released resulting in an under funding
of K2,739,126,293.
63
In addition, the Mission budgeted to collect amounts totalling K5,096,000,000
(US$1,000,000) in 2011 from passport issuance, travel documents and visas against which
amounts totalling K2,453,071,000 (US$481,360) were collected resulting in an under
collection of K2,642,929,000.
An examination of accounting and other records maintained at the Ministry and the Mission
carried out in June 2012 revealed the following:
a. Payment of Education Allowance Without Authority
On 16th December 2011, the Permanent Secretary granted authority to the Second
Secretary (Personal Secretary) to receive education allowance for her dependant with
effect from 1st January 2012.
It was however observed that, the officer was paid K1,829,790 ($364.5) on 25th
October 2011 before Authority was granted and as of October 2012 the amount had not
been recovered.
b. Failure to Recover Security Deposit
i. In July 2010, the Mission paid K27,898,000 (US$5,800) as security deposit for
the Ambassador’s residence which was refundable to the Mission upon the
Ambassador vacating the house. Although, the Ambassador vacated the house in
2011, the security deposit had not been recovered as of October 2012.
ii. According to the Ministry of Foreign Affairs, Circular No. 17 of 2011 security
deposit paid by Government on behalf of the officers rented houses shall be
treated as an advance to the respective officers and be recovered in six (6)
monthly installments.
Contrary to the Circular, in July 2011, recoveries in respect of security deposit

for the Ambassador’s residence amounting to K38,480,000 (US$8,000) had not
been effected as of October 2012.
c. Properties
The Mission has five (5) properties comprising the Chancery and four (4) houses.
A physical inspection carried out in June 2012 revealed the following:
64
i. Chancery – 2419 Massachusetts Ave
The roof was damaged causing leakages in some offices and the building
generally required renovations. See picture below.
Damaged Ceiling in First Secretary (Political)’s

office
ii. 2300 Wyoming Ave
The house was dilapidated and required urgent attention. See pictures below.
Damaged Ceiling Boards in the interior of the house
iii. Wasteful Expenditure on Rentals
Due to the failure by the Mission to rehabilitate the official residence, the
Ambassador in 2010 moved into a rented house. As at June 2012, the Mission had
spent a total of K773,169,175 ($149,177) in rentals for the residence. This
expenditure is wasteful as it could have been avoided had the rehabilitation works
been completed.
65
HEAD: 17/05 Ministry of Foreign Affairs - Mission Abroad – Lilongwe
UNITS: 2 Administration
PROGRAMMES: Various
ACTIVITIES: Various
23. In the Estimates of Revenue and Expenditure for the financial years ended 31st December,
2010 and 2011, provisions of K4,643,291,813 in 2010 and K4,903,184,872 in 2011 were
made to cater for various activities at the Mission against which amounts totalling
K5,882,271,151 in 2010 and K4,299,672,605 in 2011 were released resulting in excess
funding of K1,238,979,338 in 2010 and an underfunding of K603,512,267 in 2011.
Further, the Mission had budgeted to collect amounts totalling K673,005,316 in 2010 and
2011 from passport issuance, travel documents and visas against which amounts totalling
K401,832,931 were collected as detailed in the table below.
Budgeted Actual
Period collections Collections Variance
K K K
2010 336,502,658 154,368,862 182,133,796
2011 336,502,658 247,464,069 89,038,589
Totals 673,005,316 401,832,931
at the Mission carried out in May 2012 revealed the following:
a. Use of Revenue Without Authority
According to existing arrangements, transfer of funds from the Revenue to the

Operational Account can only be made upon written authority from the Ministry
Headquarters. The Ministry in turn deducts the equivalent amount from the Mission’s
funding.
It was however observed that amounts totalling K206,249,682 (US$61,705) were

transferred from the Revenue Account to the Main Account during the period from
January 2010 to March 2012 without authority. As of October 2012 the amount had not
been reimbursed.
66
b. Repairs and Maintenance of Residence
In September 2010, the Mission engaged a contractor to carry out repairs and
maintenance works at the Residence at the contract sum of K55,588,776 (US$10,548).
Included in the scope of work was the repair of the leaking roof and the ceiling. As of
May 2012, the contractor had been paid in full.
A review of records and physical inspection of the property carried out in May 2012
revealed that, there was no completion certificate to support the payment and the roof
was leaking. See pictures below.
Damaged roof at Residence
c. Painting of Non Mission Properties
During the period under review the Mission spent amounts totalling, K35,881,431
(US$7,683.39) on the painting of private properties that the mission was renting on
behalf of its officers. However, there were no recoveries made from the rentals in
respect of the payments made to various landlords.
d. Wasteful Expenditure.
In January, 2011 the Mission constructed a shelter for the generator at the Residence at
the cost of K2,911,931 (US$623.54). However, as of May 2012, the generator had not
been moved into the shelter because the shelter was small. See pictures below.
67
Unusable generator house
HEAD : 17/06 Ministry of Foreign Affairs - Mission Abroad - London
PROGRAMMES: Various
ACTIVITIES : Various
2010 and 2011, a total provision of K37,848,656,929 was made to cater for various activities
against which amounts totalling K28,295,977,368 were released as detailed below.
Total Authorised Total released Variance

Year K K K
2010 18,112,157,655 14,020,999,006 (4,091,158,649)
2011 19,736,499,274 14,274,978,362 (5,461,520,912)
Total 37,848,656,929 28,295,977,368
the Mission carried out in May 2012, revealed the following:
a. Internal Control Weaknesses
i. Irregular Payment of Penalty Fees
In April and May 2012, the Mission paid penalty parking charges amounting to
K11,701,691 (£1,710) to Westminster Borough and Royal Borough of London on
behalf of officers and drivers who breached traffic laws and regulations. As of
October 2012, the money had been recovered.
68
ii. Unclaimed Rental Security Deposits
During the period under review the Mission entered into lease agreements with various
Landlords for renting of houses for the Mission diplomatic staff. In accordance with
the lease agreements, the Mission paid security deposits amounting to K197,444,063
(£25,539) which were refundable upon vacating the property. However, despite some
properties having been vacated as far back as 2010, the Mission had not claimed the
security deposits as of October 2012.
b. Unsupported Payments
i. Unsupported Wages and Overtime
Contrary to Financial Regulation No. 45, payments in amounts totalling

K1,155,733,722 (£183,753) in respect of wages and overtime paid to locally engaged
staff were not supported by acquittal or payment sheets.
ii. Local Staff Engaged without Written Contracts
During the period under review, the Mission engaged the services of three (3) local
staff and paid amounts totalling K142,343,432 (£168,056). However, Contrary to
Foreign Service Regulation No.163, the rates of pay and conditions of service of the
locally engaged staff were not approved by the Permanent Secretary and there were
no written contracts.
c. Procurement of Specialised Stationery on Behalf of State House
During the period from December 2010 to March 2011, the Ministry instructed the
Mission to procure various specialised stationery in amounts totalling K286,776,973
(£38,256) on behalf of State House. The arrangement was that funds used to procure the
stationery by the Mission would be refunded by State House at a later date. However, as
of October 2012, the funds had not been refunded.
d. Wasteful Expenditure – Airport VIP Service Charges
Senior Government officials travelling on business class are entitled to use the business
class lounge facilities provided by the respective airlines at the airports they are
transiting through. It was, however, observed that various officials travelling to or
transiting through London were foregoing these facilities and were instead demanding
for VIP services which were attracting a charge of £400 per person. To this end, during
69
the period from March 2010 to December 2011, the Mission had spent amounts
totalling K218,242,172 (£31,003) on VIP service charges.
In this regard, the expenditure of K218,242,172 (£31,003) on VIP service charges was
wasteful in view of the fact that officials were not using the business class lounge
facilities provided without extra charge by the airlines as part of the business class
package and were instead opting for expensive VIP facilities.
e. Inadequately Supported Payments
Contrary to Financial Regulation No. 52, there were twenty-four (24) payment vouchers
in amounts totalling K140,617,812 (£19,876) which were not supported by relevant
documentation such as receipts.
f. Unrecovered Salary Advance
Contrary to Terms and Conditions of Service for Public Service, recoveries in respect of
salary advances amounting to K46,252,001 (£5,773) paid to four (4) officers during the
period under review had not been effected as of May 2012.
g. Inspection of 13 Foscote Road, Hendon NW4
In paragraph 19 (c) (iii) of the Auditor General Report for the financial year ended 31st
December 2009, mention was made of the state of disrepair of this house.
A physical inspection carried out in May 2012 revealed that the situation had remained
the same in that the outstanding works had not been completed. See pictures below.
Worn out floor tiles Falling off wooden window sills
h. Irregular Payment on the Provision of Security Services
During the period under review the Mission paid amounts totalling K41,331,180
(£6,000) for security services to S.M. Lewis for the office and residence. However, as
70
of May 2012, there was no contract entered into with the security firm. In this regard,
the payments totalling K41,331,180 (£6,000) made to the security firm were irregular.
HEAD: 17/30 Ministry of Foreign Affairs - Mission Abroad – Dar-es Salaam

UNIT: 2 Human Resource and Administration
PROGRAMME: Various
ACTIVITIES: Various
2010 and 2011, provisions of K7,486,217,972 and K8,426,117,918 were made respectively to
cater for various activities against which amounts totalling K6,058,885,341 and
K4,910,744,556 respectively, were released resulting in under funding of K1,427,332,631 in
2010 and K3,515,373,362 in 2011.
the Mission carried out in May 2012 revealed the following:
a. Revenue
i. Weaknesses in Reporting Revenue
During the period under review the Mission collected amounts totalling
K1,243,747,156 (US$256,871.55) from the issuance of Travel Documents Identity
(TDIs) fees, passport fees, rentals and visa fees as shown in the table below.
Year Amount Collected
K US $
2010 881,087,757 182,697.00
2011 362,659,399 74,174.55
Total 1,243,747,156 256,871.55
Although the Mission collected amounts totalling K362,659,399 (US$74,174.55) in

2011, only K267,490,810 (US$54,709.99) was reported to Ministry of Finance as
revenue collected by the Mission resulting in an understatement of revenue by
K95,168,589 (US$19,464.56).
71
ii. Delays in Banking Revenue
Contrary to Financial Regulation No.121, there were delays of periods ranging from
1 to 68 days in banking of revenue at the Mission as shown in the table below.
Amount Delays
Year
K US$ in Days
2010 6,687,814 11,160 1 to 22
2011 17,126,539 4,290 1 to 68
iii. Failure to Maintain a Debtors’ Ledger for the Rent Receivable
During the period under review, the Mission rented out office space to eight (8)
tenants at the Chancery. It was however observed that due to poor debt policy
management, as of October 2012 the Mission was owed
K542,037,011(US$103,958).
b. Expenditure
i. Unsupported Payments
Contrary to Financial Regulation No. 52, there were thirty six (36) payments in
amounts totalling K222,216,835 (K86,715,693 in 2010 and K135,501,142 in 2011)
made during the period under review that had no supporting documents such as
quotations, invoices and local purchase orders.
ii. Unaccounted for Stores
in respect of stores items costing K74,737,532 procured during the period under
review.
iii. Failure to Follow Procurement Procedures
Contrary to the Zambia Public Procurement Act of 2008;
 During the period under review, the Mission purchased goods and services
costing K273,325,370 without obtaining three (3) competitive quotations.
 In April and June 2011, the Mission paid Pamo Holdings amounts totalling
K254,962,500 for the transportation of personal effects for the recalled
diplomats (Deputy High Commissioner and First Secretary) without the
authority of the Ministerial Procurement Committee.
72
iv. Failure to Include Diplomatic Clause in Lease Agreement
Contrary to Foreign Service Regulations 115(iii), there was no diplomatic clause in

the lease agreement regarding the notice for termination of agreement in respect of the
rented house of the Deputy High Commissioner.
In this regard, the Mission entered into a lease agreement which stipulated that rentals
be paid in twelve (12) months in advance and that the lessee would not be refunded if
termination of the lease was done by the lessee. Consequently, rentals covering a
period of three (3) months totalling K50,820,000 were forfeited to the Lesser when
the Deputy High Commissioner vacated the house.
c. Mission Properties
The Mission owns eight (8) properties consisting of the Chancery, the Residence and
six (6) staff houses.
A physical inspection of the properties conducted in May 2012 revealed the following:
i. The Chancery
Apart from the fourth (4th) floor occupied by the Mission, other floors have
remained in a deplorable state as they have cracks and the walls have never been
painted.
ii. The Residence
Although the Official residence was recently rehabilitated, the balcony was
flooding and the water was flowing into the house. In addition, the driveway was
not well maintained resulting in pools of water collecting. See pictures below.
The unpaved surroundings of the Residence
The servant’s quarters were also dilapidated.
73
Some unserviceable and obsolete items stacked at the servant’s quarters
iii. Plot No. 396 Toure Drive Masaki
The house was dilapidated and had worn out wooden doors and kitchen cupboards
and damaged door frames. In addition, portions of the ceiling board had fallen off.
See pictures below.
iv. Plot No. 22 Ocean Road
The roof was leaking and the guest toilet on the ground floor was not connected to
the sewer pipe.
HEAD : 17/13 Ministry of Foreign Affairs - Mission Abroad – Gaborone
PROGRAMMES : Various
2010 and 2011, provisions of K4,948,413,282 in 2010 and K4,795,463,364 in 2011 were
made to cater for various activities at the Mission against which amounts totalling
K5,668,810,459 in 2010 and K4,872,682,071 in 2011 were released resulting in an over
funding of K720,397,177 in 2010 and K77,218,707, in 2011.
74
Further, the Mission had budgeted to collect amounts totalling K673,005,316 in 2010 and
2011 from issuance of passports, Travel Document Identity (TDI) and visas against which
amounts totalling K598,067,032 were collected as detailed in the table below.
Budgeted Actual
Under/ (over)
Period Collections Collections
Collections
K K
2010 336,502,658 350,444,149 (13,941,491)
2011 336,502,658 247,622,883 88,879,775
Total 673,005,316 598,067,032
carried out in May 2012 revealed the following:
a. Revenue - Failure to Reimburse Revenue
During the year under review, the Mission utilised a sum of K145,998,815 (US$30,768)
from the Revenue Account. However, as of May 2012, no reimbursement had been
made.
b. Mission Properties
The Mission had a total number of nine (9) properties consisting of the Chancery, the
Residence and seven (7) staff houses.
A physical inspection of properties carried out in May 2012 revealed the following:
i. The Chancery – 1118 – 1119 – Main Mall, Gaborone
 The roof was leaking causing damage to the ceiling and the carpets in the
High and Deputy High Commissioners’ offices. See picture below.
Damaged carpet in the Deputy High

Commissioner’s office
Worn out carpet
75
 The office space that was occupied by the now defunct Zambia Airways has
remained vacant for a period of eighteen (18) years and is now in a
deplorable state as shown in the pictures below.
ii. Plot No. 4703/105 – Mongana Close
The house had cracks on the walls. See pictures below:
HEAD: 17/24 Ministry of Foreign Affairs- Mission Abroad – Maputo

PROGRAMME: Various
ACTIVITIES: Various
cater for various activities against which amounts totalling K5,203,793,166 and
K4,869,665,787 were released resulting in an overfunding of K836,369,313 in 2010 and an
underfunding of K1,808,008,204 in 2011.
76
a. Delays in Banking Revenue
Contrary to Financial Regulation No.121, there were delays of periods ranging from
one (1) to eleven (11) days in banking of revenue at the Mission as shown in the table
below.
Amount
Year Delays
K US $
2010 7,098,970 1,472 3 to 11
2011 3,354,026 686 1 to 5
b. Irregular Payments of Gratuities to Locally Engaged Staff
Contrary to the Local Conditions of Services of 2009 and Foreign Service Regulations
and Conditions of Service of 2007, fourteen (14) locally engaged staff were irregularly
paid gratuities amounting to K67,379,640 in respect of their one (1) year contracts.
c. Wasteful Expenditure
In October 2011, an amount of K2,418,253 was spent on the purchase of a fax machine
to be used by the High Commissioner’s Secretary. However, as of November 2012, the
machine was not being used as it was considered not suitable for the office. In this
regard, the expenditure of K2,418,253 incurred on the fax machine was wasteful.
HEAD : 17/26 Ministry of Foreign Affairs - Mission Abroad - Windhoek
PROGRAMMES: Various
2010 and 2011, provisions of K5,021,437,362 and K5,346,781,185 respectively were made
to cater for various activities at the Mission against which amounts totalling K4,890,267,595
in 2010 and K4,104,695,725 in 2011 were released resulting in an under funding of
K131,169,767 and K1,242,085,460 respectively.
77
Further, the Mission budgeted to collect amounts totalling K673,005,316 in 2010 and 2011
from issuance of passports, Travel Document Identities (TDIs) and visas and from rentals
against which amounts totalling K570,178,229 were collected resulting in an under collection
of K102,827,087 as shown in the table below.
Budgeted Variance
Actual Collections
Period collections
K
K K
2010 336,502,658 136,629,436 199,873,222
2011 336,502,658 433,548,794 (97,046,136)
Total 673,005,316 570,178,229 102,827,087
An examination of financial and other records maintained at the Ministry Headquarters and
the Mission carried out in May 2012 revealed the following:
a. Revenue
i. Unaccounted for Revenue
Financial Regulation No. 129, revenue collected on 11th December 2008 amounting
to K5,859,360 (US$1,111) was only brought to account in the General Revenue
Cash Book in 2010.
Further, although the amount was entered in the General Revenue Cash Book for
2010, the funds could not be accounted for in that there was no evidence that the
money was banked and no cash was found on hand.
ii. Failure to Collect Rent Arrears
A scrutiny of records relating to rentals in respect of five (5) offices rented out at the
Chancery revealed that the mission had rent arrears in amounts totalling
K206,003,080 (US$39,089.74), some of which had been outstanding for periods of
up to four (4) years. Details are in the table below.
Amount Amount
Name of Tenant Period
K US$
Chuzanda Motorways 15,695,000 2,978.17 2 months
Forum for the Future of Africa 19,856,000 3,767.74 3 years
Totti Consultants CC 9,125,000 1,731.49 2 years

Home Fun Discounters Traders 133,163,680 25,268.25 3 years
Clemsa Consultants 28,163,400 5,344.09 4 years
Total 206,003,080 39,089.74
78
iii. Missing Receipt Books
Contrary to Financial Regulations No. 10 (n), the Mission had failed to produce
seven (7) receipt books for audit. See table below.
No Serial No. From To

1 0025751 0025800
2 0025451 0025500
3 0025651 0025700
4 0025701 0025750
5 0024051 0024100
6 0024401 0024450
7 0024651 0024700
iv. Failure to Reconcile the Revenue Account
Financial Regulation No.138 requires accounting officers to prepare and submit

monthly bank reconciliations to the Secretary to the Treasury. However, contrary to
the regulation, no reconciliation statements were prepared for the revenue accounts
during the period under review. In this regard, it was not possible to identify thirty
nine (39) debits involving amounts totalling K478,712,056 (US$90,837).
b. Expenditure
i. Unsupported Refunds
During the period under review, the Mission refunded five (5) officers amounts
totalling K22,984,118.30 (US$4,862.97) in respect of medical expenses. However,
there were no receipts to support the refunds.
ii. Missing Payment Vouchers
Contrary to Financial Regulation No. 65, payment vouchers in amounts totalling

K44,521,423.10 (US$8,594.83) involving ten (10) transactions were not availed for
audit.
c. Properties
The Mission has seven (7) properties consisting of the chancery and six staff houses.
79
A physical inspection of selected properties carried out in May 2012 revealed the
following:
i. The Residence – 1 George Hunter Street, Olympia
The main house had broken pillars, cracks on the walls and stairs, dilapidated
swimming pool and damaged tiles in the guest wing as shown
below.
Cracked pillars, outside walls, stairs and the damaged tiles in the Guest wing
ii. House No. 14 Lydia Street – Ludwigsdorf
The house was in a deplorable condition as the exterior walls were cracked,
bathroom cabinets were damaged, main bedroom window was broken and the wall
fence had collapsed. See pictures below.
iii. 93 – Gever Street Ludwigsdorf
The ceiling board in one of the bedrooms was damaged due to water leakages from
the roof, the carpets were worn out and the swimming pool was in a state of
disrepair. See pictures below
80
iv. 17 Veronica Street Ludwigsdorf
The ceiling board in the servant’s quarters was damaged due to water seeping
through. See picture below:
HEAD: 17/27 Ministry of Foreign Affairs - Mission Abroad - Brussels

PROGRAMMES: Various
ACTIVITIES: Various
2010 and 2011, provisions of K11,260,993,020 and K17,272,494,087 were made respectively
to cater for the various activities at the Mission against which amounts totalling
funding of K714,613,251 in 2010 and an under funding of K4,505,691,555 in 2011.
81
Contrary to Financial Regulation No. 96(1), imprest in amounts totalling K15,316,142

(€1,822.83) issued to five (5) officers during the period under review had not been
retired as of December 2012.
b. Irregular Payment of Education Allowance
According to Foreign Service Regulation and Terms and Conditions of Service No.
48(ii), an officer whose child is in college/University and below the age of twenty one
years, shall be eligible to receive 50 per cent of the Education Allowance.
Contrary to the regulation, the First Secretary Trade was paid amounts totalling
K56,531,250 (US$8,437) as education allowance for a child who was not in college.
c. Irregular Payment of Representational, Entertainment and Extra Accreditation

Allowances
According to Foreign Service Regulation and Terms and Conditions of Service No. 56,
an officer who is called on duty/consultation to Zambia shall not exceed fourteen (14)
days. If the period is exceeded, the officer shall not be entitled to Representational,
Entertainment and Extra-Accreditation Allowances.
The Ambassador travelled to Lusaka from the 2nd to the 27th of April 2011 to attend the
Heads of Mission Conference. At the end of the conference, the Ambassador extended
her stay by ten days.
Contrary to the regulation, the Ambassador was irregularly paid full allowances of
K6,922,316 (€994.30) as Representation, Entertainment and Extra Accreditation
Allowances.
d. Irregular Payment of Cost of Living Allowances
on arrival at a foreign Mission/Station, an officer shall be entitled to subsistence
allowance for the duration of up to five (5) nights to enable him/her meet hotel
expenses. Further, Foreign Service Regulation and Terms and Conditions of Service
No. 59(iii), states that, during the period of an officer’s stay in a hotel at a Foreign
Mission/Station, he/she shall not be eligible to receive Cost of Living Allowances.
82
Contrary to the regulation, the Defence Attache who arrived at the Mission on 15 th
August 2011 was accommodated in a hotel for a period of forty (40) days and whilst in
the hotel the officer was irregularly paid K19,411,875 (€3,937.50) in September 2010
as Cost of Living Allowances.
e. Non recovery of Insurance Payments
Government shall pay fifty percent of the insurance cover for transporting the baggage
by surface.
In this regard, the Mission paid amounts totalling K22,950,233 (€3,642.90) for
insurance of goods for an officer who had been recalled and another officer who had
been transferred. However, as of October 2012, the Mission had not recovered
K11,475,116 (€1,821.45), being fifty percent (50%) of the insurance cost.
f. Failure to Recover Utility Bills Contributions
According to Foreign Service regulations and Conditions of Service No. 53(i)(ii)(iii)

Government shall pay eighty percent (80%) of water and electricity bills for the Head of
Mission and Head of Missions shall be paid telephone entitlement to enable them settle
their residential and mobile phone bills.
During the period under review, the Mission paid K5,992,436 for utility bills in full and
K9,883,557 for telephone in respect of the head of Mission’s residence. The settling of
telephone bills at the Ambassador’s residence was irregular. Further, the Mission failed
to recover K1,198,487 (€183.21) from the Ambassador being twenty percent (20%)
contribution towards utility bills.
g. Failure to Recover Security Deposits
The Mission had an arrangement with landlords whereby a Green Saving Account was
opened in the name of the lessee with a bank in order to deposit the rent guarantee for
each house rented for its diplomats. In this case, neither party could have access to the
funds without the written authority of the other party.
The Mission paid K36,850,000 (€5,500) as rent guarantee for houses rented for the
Counsellor (Political and Administration) and Counsellor (Economy). Though the two
officers vacated their residences in September 2011, as of October 2012, the Landlord
83
had not released the rent guarantee due to an outstanding amount of K106,530 (€15.90)
owed by the Counsellor (Political and Administration).
h. Failure to Rehabilitate the Residence – 260 Dreve Richele, Waterloo.
A physical inspection carried out in June 2012 revealed that the house which was not
occupied was in a dilapidated state as shown in the pictures below.
Peeling ceiling Board in the Lounge Falling ceiling Board in basement

swimming pool
In a letter dated 26th April 2012, the Ministry of Foreign Affairs, External Trade and
Development Cooperation Federal Public Service, Belgium wrote to the Mission raising
concern over the state of the house and requested the Mission to do everything possible
to remedy the situation.
However as of October, the Residence had not been rehabilitated.
HEAD: 17 / 30 Ministry of Foreign Affairs - Mission Abroad - Harare

PROGRAMME: Various
ACTIVITIES: Various
to cater for various activities against which amounts totalling K7,410,357,445 and
K5,518,077,034 were released resulting in an overfunding of K1,554,199,158 in 2010 and an
underfunding of K1,432,454,744 in 2011.
84
a. Revenue
i. Weaknesses in Reporting of Revenue
During the period under review the Mission collected amounts totalling
K1,186,511,425 (US$ 244,150) from the issuance of Travel Document Identities
(TDIs), passports and visas and from rentals as shown in the table below.
Year Amount Collected
K US $
2010 521,451,194 108,125
2011 665,060,231 136,025
Total 1,186,511,425 244,150
Although the Mission collected amounts totalling K665,060,231 (US$136,025) in
2011, only K660,235,172 (US$135,038) was reported to the Ministry of Finance
as revenue collected by the Mission resulting in an understatement of revenue of
K4,825,059 (US$987).
ii. Delays in Banking Revenue
Contrary to Financial Regulation No.121, there were delays of periods ranging

from 1 to 9 days in banking of revenue at the Mission as shown in the table below.
Amount
Year Delays
US $
2010 5,720 1 to 9
2011 14,965 1 to 7
iii. Lack of Tenancy Agreements
Although the Mission collected amounts totalling K741,240,000 (US$154,425) in

rentals during the period under review, the Mission did not have lease agreements
with any of its twenty three (23) tenants, contrary to Foreign Service Regulations
and Conditions of Service No.115. In this regard, it was not clear on what basis
the rentals were being charged in the absence of lease agreements.
85
b. Failure to Follow Procurement Procedures
Contrary to the Zambia Public Procurement Act of 2008:
i. During the period under review, the Mission procured a Land Rover Discovery at
a cost of US$90,168 without the authority from the Ministerial Procurement
Committee.
ii. In January 2010, the Mission engaged and paid Lumaune Freight Services
amounts totalling K163,005,640 (US$34,756) to transport personal effects of the
third Secretary Accounts without authority from the Ministerial Procurement
Committee.
In November 2011, the Ministry authorised the Mission to spend K52,290,000 for
the transportation of personal effects of the recalled High Commissioner. It was
however observed that, the Mission spent K58,419,438 (US$11,487) resulting in
an unauthorised expenditure of K6,129,438.
It was also not clear why there were significant differences in the transportation
costs of the High Commissioner’s effects (US$11,487 in 2011) and those of the
Accountant (US$34,756 in 2010) from the same Mission.
iii. During the period under review, the Mission procured goods and services costing
K123,532,610 without obtaining three (3) competitive quotations.
c. Unaccounted for Stores
in respect of stores items costing K10,650,634 procured during the period under review.
d. Failure to Review the Rental Charges
In Paragraph 79 of the Public Accounts Committee’s report for the First Session of the
Eleventh National Assembly, mention was made of the excess residential properties of
which eight were rented out to Zambians who were resident in Zimbabwe on a care
taker role. The tenants were only made to pay token rentals ranging from US$240 to
US$350 per month which according to the Committee was too low for the houses
located in low density areas. The Committee was informed that the Mission was unable
to charge market rates due to the restrictions placed by diplomatic norms.
86
The Committee recommended that the Ministry should work with the Mission to raise
the rentals for the excess properties being rented to Zambians to a reasonable level as
what was being charged was unreasonably low. The Committee also recommended that
the Government should consider giving the responsibility of leasing out excess
properties in its Missions Abroad to a parastatal company that could charge market
prices.
Contrary to the recommendation, as at December 2012, the Mission had not reviewed
the rental fees and had continued charging uneconomical rentals.
HEAD: 17/31 Ministry of Foreign Affairs – Mission Abroad - Berlin

PROGRAMMES: Various
ACTIVITIES: Various
2010 and 2011, provisions of K8,826,033,053 and K11,716,927,189 respectively were made
to cater for various activities at the Mission against which amounts totalling K12,490,243,573
in 2010 and K11,411,869,559 in 2011 were released.
a. Wasteful Expenditure - Vor Schorhor 23 Berlin – Pankow
In paragraph 28 of the Report of the Auditor General on the Accounts for the financial
Year 31st December 2009, mention was made of the poor state of the building.
In their Report for the Fifth Session of the Tenth National Assembly, the Public
Accounts Committee urged the Controlling Officer to urgently look into the matter and
provide the Committee with a progress report on the action taken.
During the period under review, the Mission spent amounts totalling K459,521,366
(€73,823.80) in respect of electricity, heating, security and insurance for the building at
Vor Schorhor 23 Berlin, Pankow. The building which was acquired in 2001 and was
supposed to be used as the Chancery, has never been occupied, as it is in a state of
disrepair.
87
In this regard, the expenditure of K459,521,366 (€73,823.80) incurred on maintenance
of the building from which the Mission is not deriving any benefits was wasteful.
HEAD : 17/33 Ministry of Foreign Affairs – Mission Abroad - Pretoria
PROGRAMMES: Various
ACTIVITIES: Various
2010 and 2011, total provisions of K16,798,152,724 were made to cater for various activities
against which amounts totalling K18,608,679,963 were released resulting in an overfunding
of K1,810,527,239 as shown in the table below:
Total Authorised Total released Variance

Year
K K K
2010 8,149,062,136 9,888,297,498 1,739,235,362
2011 8,649,090,588 8,720,382,465 71,291,877
Total 16,798,152,724 18,608,679,963 1,810,527,239
a. Internal Control Weaknesses
i. Uncollected Passports
Eighty three (83) Zambian passports issued during the period from January to
September 2011, remained uncollected as of May 2012 posing a risk of passports
falling into wrong hands.
ii. Conflict of Interest – Approval of Payments for Medical Expenses
Foreign Service Regulation No. 103 states that the Head of Mission shall approve
medical expenses for all officers and their families except those pertaining to
himself or herself and members of his or her family which shall be certified by the
Head of Chancery before payment is made. Contrary to the regulation, two (2)
88
former High Commissioners were paid allowances and refunds for medical bills in
amounts totalling K88,283,603,953 (US$17,781,189) involving sixteen (16)
transactions which were approved by themselves.
b. Unapproved Payments
Contrary to the Financial Regulation No.48, payments in amounts totalling

K221,959,969 (US$44,704) were made without being approved by the High
Commissioner/responsible officers.
c. Payments of Rentals in Excess of Entitlement
Contrary to Schedule J of the Foreign Service Regulations and Conditions of Service,

amounts totalling K329,963,970 (US$66,458) instead of K315,277,500 (US$63,500)
were paid as house rentals on behalf of four (4) officers resulting in an overpayment of
K14,686,967 (US$2,958) as shown in the table below.
Entitlement Amount Paid Overpayment Overpayment in

Officer's Title Details
US$ US$ US$ ZMK
Rentals for the
First Secretary month of 3,000 3,260 260 1,291,397
Novemeber 2010
One month
rentals plus one
Second Secretary 5,000 5,988 988 4,905,420
month security
deposit
Rentals for 11
Second Secretary 27,500 27,698 198 983,070
months
Rentals for 14
Third Secretary 28,000 29,512 1,512 7,507,080
months
Total 63,500 66,458 2,958 14,686,967
As of May 2012, the amounts overpaid had not been recovered.
Although in her response dated 27th September 2012, the Controlling Officer stated
that amount overpaid had been recovered in full from the affected officers, there was
no documentary evidence to this effect.
89
HEAD : 17/36- Ministry of Foreign Affairs – Mission Abroad - Paris
PROGRAMMES : Various
funding of K4,266,193,496 in 2010 and an under funding of K1,337,657,437 in 2011.
a. Revenue - Improper Use of VISA Receipt Books
The mission had two (2) distinct types of VISA receipt books of single and double
entry charges at US$50 and US$80 respectively. However, there were some instances
where the receipting of VISA fees for US$50 was made on the receipts for US$80 by
merely cancelling the prescribed figure and inserting the US$50 in ink. This was done
despite the Mission being in possession of the correct Visa receipt books.
In addition, the use of receipt books was not consistent with the order of dates and the
sequence of the receipt book.
The alterations on the receipt books and the inconsistency in the order of their issuance
posed a risk of fraud.
b. Expenditure
i. Questionable Retirement of Imprest
In March 2011, the Ambassador was paid accountable imprest of K11,499,350

(€2,000) to facilitate his movements during the UNESCO Heads of Missions
Conference in Lusaka. A scrutiny of records revealed that, although the whole
amount was retired, a total of K7,684,633 was questionable in that some receipts
had no details of the vehicles which had drawn fuel.
90
Contrary to Public Stores Regulation No.16, there were no receipt and disposal
details in respect of stores items costing K15,203,289 (€2,337.54) procured during
the period under review.
iii. Property Management
The Mission has two (2) properties, the Chancery located at 18 Avenue de Tourville
75007 and the Residence located at 51 Route de Montesson Le Vesnet. The
following were observed:
 The Chancery - 18 Avenue de Tourville 75007
The Chancery is a five storey building consisting seventeen (17) offices of

which ten (10) are occupied while the remaining seven (7) offices have been
vacant since the building was purchased in 2007.
A physical inspection of the building had cracks and frontage required

painting. The wall tiles were faded and all the interior walls from the lobby up
to the fifth floor were dirty. The sewerage pipe in the basement was also
leaking. See pictures below.
Cracked Walls Leaking sewer
 The Residence - 51 Route de Montesson Le Vesnet
At the main house, there were leakages in the dining room and kitchen and
cracks on the walls and stairs leading to the basement.
91
Broken toilet connector
The ceiling board at the guest house was damaged due to leakages while the
toilet connector pan was broken.
HEAD: 17/37 Ministry of Foreign Affairs- Mission Abroad- Rome

PROGRAMMES: Various
ACTIVITIES: Various
funding of K1,116,697,474 in 2010 and an under funding of K1,913,974,343 in 2011.
Mission carried out in June 2012 revealed the following:

(€1,597.20) issued to seven (7) officers during the period under review had not been
retired as of October 2012.
b. Irregular Payment of Child Allowances
According to Foreign Service Regulation and Terms and Condition of Service No.
45(i), Child Allowance shall be paid to an officer to enable him/her meet incidental
expenses in respect of a child under the legal custody of the officer at a Foreign
Mission/Station.
92
However, four (4) officers whose children were staying in Zambia, irregularly drew
child allowances totalling K67,924,000 (US$14,400) for their children.
c. Failure to Recover Utility Bills Contribution
According to Foreign Service Regulations and Conditions of Service number 53(i) (ii)
(iii) Government shall pay 60% of heating charges in America, Asia Europe and the
Middle East, 80% of water and electricity bills for the Heads of Mission and Head of
Missions shall be paid Telephone Entitlement to enable them settle their residential and
mobile phone bills.
It was however observed that, though the Mission paid amounts totalling K29,806,749
(€4,731.23) for water, electricity, gas and phone bills on behalf of the Ambassadors’
residences during the period under review, only K15,739,290 (€2,498.30) was
recovered from the Ambassadors’ allowances leaving a balance of K14,067,459
(€2,232.92).
d. Irregular Approval of Payment Beyond Authorised Threshold
According to Procurement Regulations, the Mission Procurement Committee has

authority to approve payments up to K50 million. Any procurement above K50 million
should be referred to the Ministry Procurement Committee for Authority.
Contrary to this requirement, the Mission Procurement Committee authorised the

payment of K72,541,664 (€10,846.04) in January 2012 to Esso Italiano for fuel which
was beyond their threshold.
e. Failure to Claim Security Deposit
The Mission entered into an agreement for the lease of Villa Via Oscar Chilesotti 14
for the Second Secretary(Accounts) at a monthly rate of K11,970,000 (€1,900).
According to the agreement, the Mission was required a security deposit of
K35,910,000 (€5,700) which was equivalent to three (3) months rent and was
refundable upon vacating the house.
It was however observed that, though the tenancy agreement expired in February 2011
the security deposit had not been recovered as of October 2012.
93
f. Properties
The Mission has three (3) properties consisting of the Chancery at Via Ennio Quirino
Visconti, the Residence at Via Della Mendola 68 and one house in Lisbon Portugal.
An examination of records relating to the properties and a physical inspection revealed

that the Residence’s (Via Della Mendola 68) driveway was damaged due to the roots of
two (2) big trees growing under it. The roots were also posing a risk to the main house as
they were growing towards it.
HEAD : 17/45 Ministry of Foreign Affairs – Mission Abroad – Luena
PROGRAMMES: Various
35. In the Estimates of Revenue and Expenditure for the Financial Years ended 31st December
2010 and 2011, provisions totalling K12,278,363,331 were made to cater for various
activities at the Mission against which amounts totalling K10,086,767,735 were released as
Year Budget/ Released Variance

Provision K K
K
2010 6,363,314,487 4,822,472,829 (1,540,841,658)
2011 5,915,048,844 5,264,294,906 (650,753,938)
Total 12,278,363,331 10,086,767,735
Mission carried out in May, 2012 revealed the following:
a. Failure to Reimburse the Revenue Account
Circular No.21/2011 issued by the Ministry of Foreign Affairs states that missions are
allowed to use monies from their respective revenue accounts but are required to
reimburse the revenue account when funding for the activity is received.
In this regard, in March 2011, the Mission transferred an amount of K46,771,607

(US$9,791) from the Revenue Account to the Dollar Account to facilitate payment of
94
travel expenses for the Consul General to attend Heads of Mission Conference in
Lusaka.
However, as of May, 2012, the Revenue Account had not been refunded despite the
Mission having received funding for the conference.
b. Wasteful Expenditure on Rentals - The Residence (14th Street, Nzanji Area)
The Mission spent amounts totalling K180,000,000 (US$36,000) on rentals of the

Residence for the period from November 2011 to May 2012.
However, the Residence was not occupied during the same period, thus rendering the
expenditure wasteful.
The Residence
HEAD: 19/01 Office of the Vice President – Disaster Management and

Mitigation Unit
UNITS: 01 Human Resources and Administration
PROGRAMMES: Various
ACTIVITIES: Various
K1,508,408,765.
95
An examination of accounting and other records maintained at the Office of the Vice
President – Disaster Management and Mitigating Unit in Lusaka carried out in March 2012
and subsequent verifications in selected provinces carried out in June 2012 revealed the
following:
Contrary to Financial Regulation No. 96, which requires that imprest be retired within
48 hours after the purpose for which it was issued has been fulfilled, imprest in amounts
totalling K34,482,000 issued to three (3) officers during the period under review had
not been retired as of December 2012.
b. Provinces
i. Northern Province
Mwiluzi Bridge did not cover the entire width of the river rendering it unusable. See
pictures below.
Mwiluzi Bridge – Mporokoso District Northern Province
ii. Central Province
A bridge at Muteteshi River in Kapiri Mposhi was poorly done and was slowly
being washed away as can be seen in the picture below.
Muteteshi Crossing Point (Kapiri Mposhi District)
It is clear from the observations above that there was wasteful expenditure and that
the works will have to be redone.
96
HEAD: 29 Ministry of Local Government and Housing
UNITS Various
PROGRAMMES: Various
ACTIVITIES: Various
which amounts totalling K327,691,577,602 were released.
Accounting and other Irregularities
An examination of accounting and other records pertaining to the year under review
maintained at the Ministry headquarters and a visit to selected districts in April 2012 revealed
the following:
Contrary to Financial Regulation Nos.52 and 65, there were twenty five (25) payments
in amounts totalling K940,412,827 made during the period under review that were
unvouched in that the payment vouchers had no supporting documents such as
invoices, receipts, local purchase orders and acquittal sheets as shown in the table
below.
No. of
Category Amount
Transactions
K
Unsupported payment vouchers 13 426,365,147
Unacquitted payment vouchers 12 514,047,680
TOTAL 25 940,412,827
b. Unaccounted for fuel
During the period under review, a total amount of K1,870,817,375 was released for
fuels and lubricants. Out of the total amount released, the Ministry paid
K1,603,478,268 to ten (10) filling stations for the supply of fuel, oil and lubricants.
However only fuel costing K1,216,139,388 could be accounted for while the balance
of K387,338,880 could not be accounted for as there were no records made available
for audit.
97
under review.
d. Unretired Imprest
Contrary to Financial Regulation No. 96 which requires that imprest be retired within
48 hours after the purpose for which it was issued has been fulfilled, imprest in
amounts totalling K300,725,000 issued to ten (10) officers during the period under
review had not been retired as of October 2012.
e. Failure to Submit Expenditure Returns
Institutions getting grants from the Ministry are required to account for the funds by
submitting expenditure returns to the Ministry. However, there were nine (9)
institutions that received grants totalling K155,000,000 that failed to account for the
funds they received as they did not submit any expenditure returns.
f. Payments Made Without Authority
Cabinet Office Circular No. 7 of 2006 requires Controlling Officers to seek prior
authority from the Secretary to Cabinet before holding seminars, workshops and
conferences outside the government meeting facilities. However, contrary to the
circular, the Ministry held various seminars, workshops and conferences outside
government meeting facilities at a total cost of K374,171,300 without obtaining
authority from the Secretary to the Cabinet.
g. Failure to Recover Loans and Advances
Contrary to the Terms and Conditions of Service for the Public Service, as of
December 2012, recoveries in respect of loans and advances totalling K188,466,666
had not been effected.
h. Misapplication of Funds - K6, 520,853,625
A scrutiny of accounting records for the period under review at the Ministry
headquarters revealed that a total of K6,520,853,625 which was meant for capacity
building for local authorities was applied on payment of contribution arrears to the
98
Zambia Congress of Trade Unions (ZCTU) and the Zambia United Local Authority
Workers’ Union (ZULAWU). Consequently, the capacity building programme for
local authorities was not undertaken.
Further, the payments to the unions were questionable as there were no records to
show the Ministry’s indebtedness to the institutions.
i. Procurement of Motor Vehicles - K4,062,974,560
During the period under review, a total of K4,062,974,560 was paid to Starbell
International (Z) Ltd for the procurement of eighty five (85) motor vehicles for
distribution to chiefs. However, the Ministry failed to provide procurement documents
such as tender documents, bids received, tender evaluation reports, award notice,
contracts signed with the supplier and acceptance certificates. In this regard, the
procurement was irregular as it was not subjected to competitive bidding as required
by the Zambia Public Procurement Act. Further, there were no records to show that the
said vehicles were delivered.
j. Variation of Funds without Treasury Authority - K8,044,000,000
A scrutiny of accounting records for the period under review at the Ministry
Headquarters revealed that a total of K8,044,000,000 which was meant for grants to
councils was diverted to pay retirees under the Department of Housing and
Infrastructure Development and for procurement of vehicles under the Department of
House of Chiefs. A further scrutiny of records revealed that the funds were varied
without authority from the Secretary to the Treasury and consequently Choma Central,
Chimba Milonga and Chavuma Constituencies did not receive their CDF and Capital
Grants. (See table below).
Provision Amount (Under) / Brought Available

Station Released Overfunding Forward Funds
K K K K K
PACO 1,388,909,606 1,824,613,839 435,704,233 42,029,934 1,866,643,773
Livingstone 402,741,303 412,012,289 9,270,986 7,843,896 419,856,185
Mazabuka 367,107,463 585,761,296 218,653,833 4,389,582 590,150,878
Monze 328,352,052 309,509,305 (18,842,747) 4,204,492 313,713,797
Choma 470,849,240 402,382,322 (68,466,918) 11,651,483 414,033,805
Kalomo 328,741,265 421,622,320 92,881,055 468,601 422,090,921
Total 3,286,700,929 3,955,901,371 70,587,988 4,026,489,359
99
HEAD: 31/02 Ministry of Justice - Attorney General’s Chambers
PROGRAMME: 10 Legal Costs
ACTIVITIES: 01 Compensations and Awards
38. The Ministry of Justice is charged with the responsibility of administering the Compensation
and Awards policy of government. The Ministry regulates all the activities pertaining to
General Compensation.
The Attorney General as a legal advisor of government represents the Government in the
courts of law. When judgment is passed against the government, a copy of the judgment is
forwarded to the Ministry of Justice with a recommendation for payment. Once the payment
is made; the cheque is forwarded to the Attorney General’s chambers for onward
transmission to the lawyers representing the claimant. In this regard, the government provides
for the budget of Compensation and Awards under the Ministry of Justice (MOJ) every year.
In the Estimates of Revenue and Expenditure for the Financial Year ended 31st December
2011, a total authorised provision of K207,636,000,000 was made to cater for compensations
and awards against which a total of K197,136,000,000 was released. In addition, amounts
totalling K18,000,000,000 were brought forward from 2010 bringing the total funds available
to K215,136,000,000. Out of the total amount available of K215,136,000,000 amounts
totalling K205,929,849,797 were spent on payments of compensations and awards leaving a
balance of K9,206,150,203 unutilised.
Given below are the details of the movements of the debt on compensation and awards:
Amount
Details
K
Balances as of 1st January 2011 552,230,117,786
Compensation cases received and interest on outstanding claims 106,702,867,271
Total debt for the year 658,932,984,957
Less: Payment during the year 205,929,849,797
Outstanding Claims at 31/12/11 453,203,135,160
Observation on the Management of Compensation and Awards
An examination of accounting and other records maintained at the Ministry for the financial
year ended 31st December 2010 and 2011 revealed the following:
a. Inadequate Funding
A review of the records revealed that, the outstanding claims in respect of compensation
and awards had accumulated to K552,230,117,786 as at 31st December 2010, however
only K215,136,000,000 was provided for in the Estimates of Revenue and Expenditure
100
for 2011 resulting in an under provision of K337,094,117,786. Compensation claims
attract interest at ruling bank rates.
b. Judgments Entered in Default
There were a number of cases where judgments were entered in default. This was as a
result of the Ministry’s clients (Government Departments) failing to provide necessary
information to the Attorney General’s Chambers for them to effectively defend the
cases in the Courts of Law. This has resulted in the Government paying compensations
for cases which could have been successfully defended.
c. Failure to Provide Supporting Documents
Contrary to Legal Practioners’ Act (Laws, Volume 8 Cap. 30), amounts totalling
K188,217,584,148 were paid to four (4) law firms without supporting documents such
as legal bills or High Court judgment consent. See table below.
Amount paid
S/N Name of Law firm
K
1 Mutemwa and Mutemwa Chambers 20,335,671,057
2 Lukona Chambers 157,264,229,112
3 Enias Chulu 8,817,683,980
4 Mulenga Mundashi 1,800,000,000
188,217,584,149
HEAD: 33 Ministry of Commerce, Trade and Industry

UNITS: Various
PROGRAMME: Various
ACTIVITIES: Various
K10,735,533,108.
August 2012 revealed the following:
101
a. Missing Payment Vouchers
Contrary to Financial Regulation No. 65, sixty six (66) payment vouchers in amounts
totalling K8,247,622,745 made during the period under review were not availed for
audit.
b. Failure to Reconcile Bank and Cash Book Transactions
A review of bank reconciliation statements relating the general administration account

i. A total amount of K85,459,169 for the period from January to June 2011 was
reflected as unknown credits on the bank statement.
However, as of December 2012, no investigations were carried out to determine

the source of the credits and no corrective action had been taken.
ii. The reconciliation statement for the period March to November 2011 reflected
payments in amounts totalling K281,454,923 to foreign organisations (ACP
Secretariat and BO comm) that were debited to the Ministry’s account during
the period under review. It was observed that the transactions were not
supported by any documentation.
c. Standing Imprest - Missing Petty Cash Vouchers
Contrary to Financial Regulation No. 65, petty cash payment vouchers in amounts
totalling K50,682,019 were not availed for audit.
Contrary to Financial Regulation No.96, imprest in amounts totalling K3,094,496,007

issued to eighty six (86 ) officers during the period under review had not been retired as
of December 2012.
e. Unaccounted for Stores
in respect of stores items costing K1,003,497,079 procured during the period under
review.
102
f. Undelivered Stores
In December 2011, the Ministry paid Expeditory (Z) Limited K100,035,000 for the
supply of ten (10) laptops and other IT equipment. However, there was no formal
agreement signed between the two parties and as of December 2012, the laptops paid
for had not been delivered.
It was also observed that, despite Expeditory (Z) Limited not delivering the ten (10)
laptops paid for in 2011, the Ministry went ahead and paid the same company
K177,424,320 in March 2012 for the supply of extra ten (10) laptops and other IT
equipment.
As of December 2012, all the laptops paid for had not been delivered.
g. Failure to Follow Procurement Procedures
In September and December 2011, the Ministry procured repair and maintenance
services for the printers, photocopiers and telephone receivers in amounts totalling
K31,470,000 without following tender procedures in that no competitive quotations
were obtained. Details are shown below.
Cheque Amount
Date Name Details
No. K
22/09/2011 Multilink Print 13239 21,850,000 Repair and Servicing of
copier, printers and supply
of telephone reciever
23/12/2011 Novetech Limited 13580 9,620,000 Repair and Servicing of
Laserjet Printer
Total 31,470,000
h. Irregularities in Management of Workshop/ Conference Facilities Costs
i. On 30th August 2011, the Ministerial Procurement Committee granted the

Planning and Information directorate authority to hire conference facilities from
Aninas Lodge at a total cost of K64,436,400. The Ministry instead paid the Lodge
K84,916,960 resulting in an additional payment of K20,482,560 without the
Committee’s approval.
In addition, the payment of K84,916,960 was made against a bill of K75,325,950

resulting in an overpayment of K9,593,010 which had not been recovered as of
December 2012.
ii. Contrary to procurement guidelines which stipulates that approval of

Procurements above K50,000,000 were supposed to be approved by the
103
Ministry’s Procurement Committee, the Ministry procured conference facilities
from Ndozo Lodge at a cost of K82,364,940 without the approval by the
Ministerial Tender Committee.
i. Management of Transport
i. Non Reconciliation of Fuel Ledger to Fuel Statements
The Ministry maintained fuel ledgers in which fuel purchases and withdraws were
recorded. Although the ledger showed a debit balance of K71,504,122 as of
December 2011 the fuel statement showed a credit balance of K85,650,745. As of
December 2012, the two figures had not been reconciled.
ii. Coupon Numbers Appearing More than Once on the Fuel Statement
A scrutiny of the fuel statements for the period September 2011 to March 2012,
revealed that fifty nine (59) fuel coupons in amounts totalling K23,080,191 were
debited more than once on the Ministry’s account resulting in losses amounting to
K40,811,018 through unauthorised debits to the accounts.
iii. Fuel Drawn by Unknown Vehicles

Fuel costing K32,022,780 was drawn from the Ministry account using coupons
which did not belong to the Ministry as coupon serial numbers were different
from those issued to the Ministry by the filling station
j. Lack of Expenditure Returns on Grants
A total of K27,083,333,334 was disbursed as grants to institutions under the Ministry

of Commerce, Trade and Industry. However, no expenditure returns were submitted to
the Ministry.
k. Misapplication of Infrastructure Funds
During the period under review, amounts totalling K1,960,110,061 were released for
infrastructure development. However, the whole amount was applied on activities not
related to infrastructure development such as dismantling of arrears and payment of air
tickets among others.
104
l. Review of Internal Audit Report
A review of the internal audit report referenced MCTI/71/22/1c dated 18th July 2012
i. Non recovery Loans and Salary Advances
Contrary to the Terms and Conditions of Service, recoveries of loans and

advances in amounts totalling to K572,440,000 paid in 2010 and 2011 had not
been effected as of December 2012.
ii. Partial Recoveries on Household Loans
In accordance with the Government Loan Policy, the principal and the interest
amounts should run concurrently on the payslip until the loans are fully recovered
or paid off. However, it was observed, that only interest was partially recovered in
respect of loans totalling K175,000,000 paid to three (3) officers as shown in the
table below.
Amount Interest
Cheque Interest Recovery
Date Payee Recovered
No Period
K K
26/02/2010 Phyllis C Chuma 917 80,000,000 733,333 July 2010 to May 2011
6/4/2010 Patricia Kapasa 933 50,000,000 458,333 July 2010 to May 2011
7/5/2010 Siazongo Siakalenge 949 45,000,000 187,500 July 2010 to Nov 2011
Total 175,000,000 1,379,167
HEAD: 37 Ministry of Finance

UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K1,514,184,205,474 was made to cater for various activities against
which amounts totalling K1,676,959,365,433 were spent resulting in an over expenditure of
K162,775,159,959 as detailed in the table below.
105
Total Authorised Over/ (Under)
Budget Supplementary Expenditure
Department Budget Expenditure
K K K
K K
Human
Resources and 359,264,877,757 100,734,680,221 459,999,557,978 402,962,425,889 57,037,132,089
Administration
Budget Office 6,904,488,384 900,000,000 7,804,488,384 5,968,197,054 1,836,291,330
Centralised
Computer 8,547,216,058 5,494,545,600 14,041,761,658 12,218,651,800 1,823,109,858
Services
Financial
Management 359,198,704,045 614,075,173,287 973,273,877,332 1,205,734,901,809 (232,461,024,477)
and Accounting
Investment and
Debt 5,876,960,705 600,000,000 6,476,960,705 4,519,601,559 1,957,359,146
Management
Internal Audit 8,422,537,368 200,000,000 8,622,537,368 7,565,600,223 1,056,937,145
Economic
7,823,192,415 455,000,000 8,278,192,415 7,122,596,213 1,155,596,202
Management
National
13,044,322,090 4,663,000,001 17,707,322,091 14,517,457,851 3,189,864,240
Planning
Monitoring and
Evaluation 6,953,985,698 6,953,985,698 6,066,476,543 887,509,155
National Policy
and Programme 6,775,521,845 4,250,000,000 11,025,521,845 10,283,456,492 742,065,353
Implementation
TOTALS 782,811,806,365 731,372,399,109 1,514,184,205,474 1,676,959,365,433 (162,775,159,959)
An examination of accounting and other records maintained at the Ministry Headquarters

carried out in August 2012 revealed the following:
a. Weakness in the Preparation and Production of Financial Statements
According to the Financial Regulation No. 10, accounting officers are required among
other responsibilities to:
 Ensure that books of accounts are correctly posted and kept up to date, and
 Prepare and dispatch promptly all financial statements and returns in the
prescribed format.
In addition, the IFMIS guidelines require MPSAs to produce their financial statements
for any given financial year within four (4) months after the end of the financial year
i.e. January to April of the following year.
Contrary to the regulation and guidelines, the Ministry only produced its Financial
Statement ‘C’ for the accounts for 2011 in October 2012.
106
b. Unsupported Payment
A total amount of K4,183,286,760 was paid on 18th November 2011 to Shorthorn

Printers Ltd in respect of an outstanding bill for printing and delivery of accountable
documents. However, contrary to Financial Regulation No. 52, the payment was not
supported with relevant documents such as an invoice or delivery notes.
c. Undelivered Pay Statements from 2011 Purchase Order
In March and July 2011, the Ministry paid Rank Industries Ltd a total amount of
K2,154,692,000 for the supply and delivery of 5,750 boxes of A4 - 4 ply Pay
Statements and 2,400 boxes of A3 – 3 ply pay statements. However, as of October
2012, pay statements costing K1,119,358,000 (1,831 boxes of A4 – 4 ply –
K484,605,760 and 2,400 A3 payment statement - K634,752,240) had not been
delivered.
Although the Ministry continued to engage Rank Industries Ltd for the supply and
delivery of pay statements, the company had not delivered pay statements costing
K239,754,800 procured in 2009 as of October 2012.
d. Contract Not Fully Executed
On 28th December 2011, the Ministry engaged Bemkel Enterprises for the delivery and
installation of internet banking facilities and generators at the Passport Offices in
Chipata, Kabwe, Livingstone and Lusaka at a contract price of K573,413,060.
Time Technology was also engaged on the same date for the installation of the same
facilities at Ndola Passport Office at the contract sum of K124,814,782. The contracts
were for a period of four (4) to six (6) weeks commencing December 2011 to March
2012.
However, as of October 2012 four (4) generators and one (1) 5 KVA Uninterrupted
Power Supply unit had not been delivered and the generator houses were not
constructed. See table below.
Office Outstanding work

Chipata 02 Generators and Generator house
Kabwe 01 Generator and Generator house
Livingstone 01 Generator and Generator house
Ndola 5 KVA Uninterrupted Power Supply
107
e. Unacquitted Allowances
Contrary to Financial Regulations No.45 (3), payments in amounts totalling

K331,500,000 in respect of allowances had not been acquitted as of October 2012.
f. Non-Recovery of Loan Repayments from Loan Beneficiaries
Recoveries in respect of loans paid to twenty (20) officers in January 2011 in amounts
totalling K1,967,295,000 had not been effected as of November 2012.
HEAD: 37/09 Ministry of Finance – Central Statistical Office

UNIT: Various
PROGRAMME: Various
ACTIVITIES: Various
2011, a total provision of K77,127,624,096 was made to cater for the operations of the
Department against which amounts totalling K60,320,891,814 were released resulting in an
An examination of the accounting and other records maintained by Central Statistical Office
Headquarters and selected provincial offices carried out in August 2012 revealed the
following:
a. Non Recovery of Loans and Advances
Contrary to Terms and Conditions of Public Service, recoveries in respect of loans and
advances in amounts K281,753,600 paid to various officers during the period under
review had not been effected as of October 2012.
b. Non Remittance of Tax
Contrary to the Income Tax Act, Cap 323 of the Laws of Zambia, tax in amounts
totalling K68,967,950 in respect of leave terminal benefits, salary arrears, long service
bonus and leave days commutations had not been remitted to Zambia Revenue
Authority as of October 2012.
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c. Failure to Deduct Tax
Contrary to the Income Tax Act, Cap 323 of the Laws of Zambia, amounts totalling
K468,248,357 paid in respect of leave terminal benefits, salary arrears, long service
bonus and leave days commutation were made without deducting the Pay As You Earn
tax due to ZRA.
d. Missing Payment Vouchers - Headquarters
Contrary to Financial Regulation No.65, fifty six (56) payment vouchers in amounts
totalling K1,974,019,541 were not produced for audit.
e. Unretired imprest
Contrary to Financial Regulation No. 96, imprest in amounts totalling K5,793,844,802

issued to sixty two (62) officers had not been retired as of October 2012, as shown in
the table below.
No. of
Station Amount
Officers
Headquarters 19 5,741,498,352
Chipata 3 33,676,450
Ndola 3 18,670,000
Total 62 5,793,844,802
f. 2010 Census Materials - Unaccounted for Bicycles and Mattresses
In paragraph 34 of the Auditor General’s Report on the accounts for the financial year
ended 31st December 2010, mention was made of the weaknesses in accounting for
bicycles and mattresses procured for the 2010 Census for Population and Housing. In
particular, it was observed that most districts could not account for a number of bicycles
and mattresses delivered to them for use during the exercise.
Mention was also made of delays in the distribution of the materials after the exercise
despite Cabinet Office instructions to distribute the materials according to a set criterion
while in other instances, districts officials had acted unilaterally and distributed the
materials without authority.
A review of the situation in May 2012 in selected districts revealed that, contrary to
Cabinet Circular Minute of 2011 that spelt out the criterion for the distribution of the
materials and tasked the Provincial Permanent Secretaries to coordinate the distribution
process, most districts could not provide details of how the materials were distributed.
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In this regard, out of 1,993 bicycles and 1,972 mattresses found in stock during the
audit of 2010 accounts in the selected districts, only 558 bicycles and 432 mattresses
were accounted for while 1,445 bicycles and 1,540 mattresses costing K722,500,000
and K308,000,000 respectively could not be accounted for as of November 2012, as
they were not in stock and had no disposal details.
HEAD: 45 Ministry of Community Development Mother and Child

Health
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
42. In the Estimates of Revenue and Expenditure for the Financial Year ended 31st December
2011, a total authorised provision of K134,872,278,796 was made to cater for various
activities at the Ministry against which amounts totalling K132,971,209,751 were released.
Irregularities in Accounting for Funds
An examination of accounting and other records maintained at the Ministry headquarters and
a visit to nine (9) districts namely Livingstone, Kazungula, Kalomo, Monze Chipata, Katete,
Kabwe, Kapiri Mposhi and Mkushi in April 2012 revealed the following:
a. General Administration
i. Unsupported Payments
Contrary to Financial Regulation No. 52, payments in amounts totalling

K278,258,326 in respect of four (4) payment vouchers made during the year under
review were not supported by bills or invoices.
ii. Irregular Payment of Medical Bills
During the period from February to December 2011, the Ministry paid a total amount
of K169,247,281 in respect of medical bills incurred by members of staff even though
government regulations do not provide for settling of medical bills on behalf of staff.
It was further noted that the payments were neither supported by medical bills nor
invoices. In this regard, the payments were irregularly made.
110
Although in her response dated 13th July 2012, the Controlling Officer stated that the
scheme had since been discontinued, the funds had not been recovered as of October
2012.
iii. Unretired Imprest

issued to ten (10) officers during the period under review had not been retired as of
August 2012 .
iv. Irregular Payment of Sitting Allowances
During the year under review, a total amount of K1,509,195,000 was paid to officers
as sitting allowance for various activities such as officers updating the payroll,
management meetings, updating of FMS and updating confirmation of officers among
others. However, the payments were made without approval from Secretary to the
Cabinet, contrary to the provisions of Cabinet Circular No.19 of 2003 and No.7 of
2006.
b. Social Safety Net – Misapplication of Funds
The objective of the Social Safety Net Programme is to assist stranded persons outside
the Public Welfare Assistant Scheme (PWAS) programme. The Ministry received a
total funding of K1,083,794,017 to implement the programme.
Contrary to the provisions of the Appropriation Act of 2011, amounts totalling

K605,750,994 were applied on payment of school fees for vulnerable children in the
districts, purchase of stationery, fuel, cleaning materials and payment for commutation
of leave days. The balance of K477,249,006 was disbursed to the districts to assist
clients. However, as of March 2012, there were no expenditure returns from the districts
on how the K477,249,006 was utilised .
c. Public Welfare Assistance Scheme (PWAS)
The Public Welfare Assistance Scheme (PWAS) is a social assistance programme

aimed at alleviating the problems of the poorest and most vulnerable people in Zambia.
The Ministry received a total funding of K8,015,680,000 which was the budgeted
amount in 2011 to implement the programme. A total of K6, 972,398,443 was disbursed
to the districts leaving a balance of K1,043,281,557 at headquarters.
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i. Irregular Retention of Funds by the Ministry Headquarters
According to the implementation guidelines, 93% of the funding received was

supposed to be disbursed to the districts. Contrary to the guidelines, it was
observed that the Ministry disbursed K6,972,398,443 (87%) to the districts and
provinces instead of K7,454,582,400 (93%). In this regard, only K561,097,600
(7%) was to be retained at Headquarters. The extra amount of K482, 183,957 was
therefore irregularly retained at Headquarters (K1,043,281,557 less
K561,097,600) .
ii. Misapplication of Funds
Out of the total amount of K1,043,281,557 which was retained at Headquarters, an

amount of K713,635,683 was utilised on monitoring, leaving a balance of
K329,645,874 which was utilised on unrelated activities such as purchase of food
stuffs for Chikumbi Children’s Home and purchase of air tickets.
d. Street Children - Misapplication of Funds
The Ministry received a total funding of K2,484,000,000 to implement the Street

Children Programme. The funds were required to pay grants to District Street Children
Committees and NGO’s providing services to street children.
A total amount of K1,281,326,165 was disbursed to twenty eight (28) District Street
Children Committees leaving a balance of K1,202,673,835 which was utilised at
Headquarters on monitoring (K279,131,390), construction of a hostel (K103,307,224)
and K820,237,221 which was utilised on unrelated activities such as payment of wages
and purchase of food stuffs for Chikumbi and Mufulira Street Children Homes and
purchase of air tickets and workshops.
e. Women Development
The objective of the Women Development Programme is to empower women’s groups

and associations with low capacity household. The women are assisted with a grant to
enable them engage in various income generating projects such as piggery, goat
keeping, beekeeping and gardening amongst others.
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In 2011, the Ministry received a total funding of K15,000,000,000 to implement the
programme. The funds were utilised on payment of grants to two thousand (2,000)
women clubs (K6,861,831,877), purchase of equipment (K6,074,055,500) and
administration (K512,787,518) of the programme leaving a balance of K1,551,325,105
at Headquarters.
i. Misapplication of Funds
The balance of K1,551,325,105 retained at headquarters was utilised on unrelated

activities such as monitoring, purchase of fuel for other departments, payment of
commutation of leave days and long service bonuses and sitting allowances.
ii. Distribution of Equipment
Contrary to the programme’s guidelines which required that the equipment

procured for women’s clubs be distributed directly to the clubs, the Ministry
distributed equipment costing K2,988,515,386 to Members of Parliament for
onward distribution to the clubs. However, there was no evidence that the clubs
received the equipment as they did not acknowledge receipt.
iii. Inadequately Supported Payments to Club
According to the guidelines, the clubs seeking support were required to submit an
application form, registration certificate, a copy of the club’s constitution, a list of
members of the club, project proposal and a valid bank account.
However, fifty three (53) clubs which did not meet the criteria set above were
irregularly paid a total amount of K175,880,000.
f. Districts
i. Failure to Carry Out Monitoring Activities
The table below shows the number of women clubs funded for various income
generating activities such as farming, pig and chicken rearing, gardening and
farming in the selected districts visited.
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No. of Amount
District
Clubs funded K
Livingstone 12 47,000,000
Monze 27 62,254,000
Kazungula 31 79,000,000
Kalomo 41 103,600,000
Chipata 29 86,470,000
Katete 29 119,358,000
Kabwe 72 220,670,000
Kapiri Mposhi 17 34,500,000
Mkushi 28 102,000,000
Total 286 854,852,000
Twenty (20) clubs were visited in Livingstone, Monze, Kazungula, Kabwe, Mkushi,
Kapiri Mposhi. The Clubs were involved in various income generating activities
such as poultry and cattle rearing.
According to guidelines for the implementation of the programme, the

responsibilities of the District Offices were to carry out monitoring and evaluation
of the clubs and to provide technical assistance to the clubs amongst others.
However a review of the records revealed that these activities were not being done.
ii. Payments to Clubs not on Lists from the Districts
According to the guidelines, the clubs were required to submit their project
proposals to the district offices for recommendation and verification as to whether
the clubs had all the requirements such as application forms, registration certificates
and proof of the bank account.
However, there were one hundred and four (104) clubs that were paid amounts
totalling K366,880,000 whose project proposals had not been recommended by the
district offices to the Ministry Headquarters for payment. Out of the clubs paid, only
32 clubs collected their cheques (K123,000,000), while 72 clubs did not collect their
cheques (K243,880,00) which had since become stale.
g. Misapplication of Funds - Learning Resource Centre
Amount totalling K250,000,000 was received to rehabilitate infrastructure in the

community skills centres and sub-centres in Provinces to enhance service delivery. It
was observed that the funds were applied on unrelated activities such as administration,
grants to women clubs, graduation ceremonies and tuition fees for members of staff.
Consequently the skills centres had not been rehabilitated.
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h. Food Security Pack Programme (FSP)
The objective of the programme is to empower the targeted vulnerable but viable
farming households to be self-sustaining through improved productivity and household
food security and thereby contribute to poverty reduction.
During the period under review the programme was funded a total of K15,000,000,000
which was utilised as shown in the table below.
Amount
Details
K
Purchase of inputs 8,203,371,000
Purchase of motor vehicles 2,542,125,000
Administration 988,192,000
Disbursment to Districts 2,405,000,000
Other expenditure 856,758,558
Total 14,995,446,558
i. Misapplication of Funds
 During the period, the Ministry procured nineteen (19) motor vehicles at a
total cost of K2,542,125,000 from CFAO Zambia Ltd fifteen (15) and
Hazida Motors four (4) for the Food Security Programme and Women
Empowerment Programme.
However, there was no budget line under the Food Security Pack
programme for the purchase of motor vehicles.
 A total amount of K856,758,558 was utilised on unrelated activities such as

purchase of furniture for Namushakende Skills Training Centre, purchase of
equipment for women empowerment and payment of hotel bills and a grant
to the Lunda Cultural Association.
ii. Distribution of Farming Inputs in the Districts
During the period under review inputs costing K8,203,371,000 were distributed
to fourteen thousand four hundred (14,400) beneficiaries.
According to existing arrangements, beneficiaries of the Food Security Pack

Programme were supposed to pay back 40 kilogrammes of maize for every pack
received. A test check to ascertain whether beneficiaries were paying back was
115
carried out in eight (8) districts detailed in the table below where one thousand
six hundred and ninety (1,690) persons had benefited from the programme.
District Maize seed Fertilizer No. of

(1x10Kg) (50Kg’sx2) Beneficiaries
Monze 200 500 200
Kazungula 250 600 250
Livingstone 190 190 190
Chipata 200 400 200
Katete 200 400 200
Kabwe 200 500 250
Mkushi 200 400 200
Kapirimposhi 200 400 200
Total 1,640 3,390 1,690
However, due to poor record keeping it was not possible to verify whether the
beneficiaries had paid back to the programme as required. Further, it was also not
possible to verify the utilisation of K866,000,000 that was disbursed to the
districts for identification of beneficiaries, distribution of inputs and monitoring
of the beneficiaries as cash books were not maintained.
HEAD: 46/07 Ministry of Health - Clinical Care & Diagnostics Services

UNIT: 01 Clinical Care and Diagnostic Services
PROGRAMMES: 08 Health Service Delivery
ACTIVITIES: 02 Outreach Clinical Services
43. In the year 2010, the Zambian government decided to procure mobile health units/sets to
complement the static health facilities in the rural and other areas of Zambia in order to
improve the health delivery services.
The main objective was to eliminate all barriers, such as economic, geographic or cultural,
that prevent people from having access to the medical care system, promoting a major equity
within society, providing a good medical service, educating people in health matters and
further lower the health system costs as less people get ill due to preventive action.
Each citizen was expected to have access to this basic health care package regardless of
where they live. The Mobile Health Unit system was a specially designed vehicle to be
adaptable to the rural area requirements and geographically rough terrain.
The Mobile Health Unit was to have four (4) different departments with five (5) special
medical vehicles which were to offer services similar to a Second Level Hospital.
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The mobile Health Units were to target a total of 8,705,562 rural populations to access the
health facility, as detailed in the table below.
Rural % %
(Estimated
Total
Mobile
Province Population Urban
Facility Rural Urban
(2010)
Target
Population)
Central 1,386,628 1,053,682 332,946 0.76 0.24
Copperbelt 2,088,146 462,330 1,625,816 0.22 0.78
Eastern 1,744,430 1,590,433 153,997 0.91 0.09
Luapula 1,064,422 925,539 138,883 0.87 0.13
Lusaka 1,768,205 321,365 1,446,840 0.18 0.82
Northern 1,662,240 1,428,365 233,875 0.86 0.14
N/Western 808,046 708,724 99,322 0.88 0.12
Southern 1,706,468 1,344,858 361,610 0.79 0.21
Western 989,348 870,266 119,082 0.88 0.12
Zambia 13,217,933 8,705,562 4,512,371 6 3
Estimated Mobile Facility Target Population, 2010
The project was to be financed through a US$53,000,000 concessional loan obtained from the
EXPORT – IMPORT Bank of China by the Zambian government through the Ministry of
Finance.
The loan had the following conditions:
i. The maturity period for the repayment of the loan would be fifteen (15) years,
ii. The Loan would be paid in Renminbi lawful currency of China,
iii. Grace period would be five (5) years,
iv. Interest rate would be two (2) percent per annum,
v. Other Loan costs: Commitment Fee (0.075%) on the basis of the un-drawn amount of
the Loan, and
vi. Management Fee: 1% on the basis of the total amount of the loan.
For the Loan Agreement to be approved, the following conditions were to be required:
i. Financial Requirement: The loan to be World Bank’s International Development

Agency (IDA), Loan conditions.
ii. Experience and Competence: The Bidder was to provide information on, past
performance and experience in Mobile Health Services provision and management,
and
iii. Experience and Technical Capacity: The Bidder was to furnish documentary
evidence of having previously, in the last three (3) years, supplied not less than the
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equivalent of the same quantity of the similar goods to other countries, and that after
sales service would be provided in the purchaser’s country.
In addition to the loan, in the Estimates of Revenue and Expenditure for the year 2011, a
provision of K8,281,550,172 was made to cater for outreach activities related to Mobile
Hospital Services and the whole amount was released.
An examination of accounting and other records maintained at the Ministries of Health and
Finance carried out in June 2012, revealed the following:
a. Lack of Feasibility Study to Implement the Programme

Good procurement practice requires that at pre-solicitation stage, the following should
be done by the procuring entity:
 A need recognition (feasibility study in this case)

 Notice of intent to procure
 Development of specifications
 Award criteria
However, no feasibility study was carried out on the mobile hospitals and the
sustainability of the services once procured.
b. Tender and Award of Contract to AVIC International Limited (AVIC)
During the period under review, the Director General of the Zambia Public
Procurement Authority (ZPPA) granted the Ministry of Health authority to invite bids
from at least six (6) bidders to tender for the supply and delivery of the Mobile Health
Services. The Bids were for Lot 1 and Lot 2 consisting of the following Provinces:
Under Lot 1 Under Lot 2

5 (Sets) for 4 (Sets) for Urban to
Rural Provinces Peri Urban Provinces
Northern Lusaka
Luapula Copperbelt
North – Western Central
Eastern
Southern
Western
Three (3) Companies were invited to bid for the tender and they submitted their bids as
follows:
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Summary of Bids Received
Country of Completio
No. Bidder Bid Sum (US$) Lot
Origin n Period
1 Med-1 Partners USA US$152,859,175.00 (1 and 2) 36 weeks
2 Yeti Motors Limited South Korea US$1,943,000.00 /Per Unit 6 months
US$53,000,000.00 Lot 1 20 Weeks
3 AVIC China
US$22,835,300.00 Lot 2 24 Weeks
After the evaluation of the bids by the Evaluation Committee, two (2) companies were
recommended to the Zambia Public Procurement Authority (ZPPA) for award. The
companies were AVIC for Lot 1 at a contract sum $53,000,000 and Med 1 Partners of
USA for Lot 2 at a contract sum $102,831,406, subject to satisfying the following
conditions:
 Strengthening of the nine (9) Vehicle Service Departments in Provincial Centers

where Mobile Health Vehicles were to be serviced by equipping and training of
Personnel,
 Submission of a Cost Benefit Analysis per year for Mobile Health Services,
 AVIC was to calculate and come up with operational costs on fuel, maintenance
costs figures,
 The Bidder was to furnish documentary evidence of having previously in the last
three (3) years supplied not less than the equivalent of the same quantity of the
similar goods to other countries, and that after sales service would be provided in
the purchaser’s country, and
 The supplier must have the technical capacity to manufacture the required
quantities of the goods or, if the supplier is an agent, he or she should have the
original manufacturers’ authorisation as a dealer or distributor for the goods to be
provided in Zambia.
 The supplier was to provide the original manufacturers’ authorisation as a dealer

or distributor for the medical equipment and instead he outsourced from other
medical equipment manufacturers, supplied together with vehicles such as
laboratory, x-ray equipments, among others.
According to the correspondence obtained from the Ministry, the ZPPA granted a “No
Objection” to award contracts to two companies namely, AVIC for Lot 1 at a contract
sum of US$55,325,240 and Med-1 Partners for Lot 2 at a contract sum of
US$102,833,050.
119
In this regard, the Ministry entered into contracts with AVIC at a contract sum of
US$53,000,000 on 21st May 2010 for Lot 1 and Med-1 Partners for Lot 2 at a contract
sum of US$102,831,406 on 18th June 2010. However, the contract with Med-1 Partners
did not materialise as the Ministry failed to secure funds.
According to the contract signed with AVIC, the company was to supply mobile health
vehicles, medicines, spare parts, training of Ministry of Health Personnel, medical
support by providing medical services team and technical support.
The contract further provided for twenty seven (27) medical service teams experts for
services in Zambia for two (2) years, twelve (12) technicians for service in Zambia for
two (2) years and twenty (20) trainees from the Ministry of Health for training in China
and additional nine (9) theatre nurses for two-years in Zambia.
In November, 2010 the Ministry of Health sent a team of twenty (20) officers
comprising sixteen (16) medical and four (4) technical staff drawn from various
directorates for training in China for a period of 30 days from 19th November to 23rd
December, 2010. The cost of strengthening the vehicle service centres for maintenance
and servicing of mobile health vehicles was also included in the contract but the amount
was not indicated.
According to the technical specifications on the satellite communication systems, each

mobile health unit was to be equipped with a set of satellite phones that would provide
transmission service of e-mail, data, image, file and video phone. Each unit was also to
be equipped with a laptop computer. On the laboratory, mini theatre, dispensary and x-
ray motor units, the vehicles were to be fitted with equipment befitting the functions of
the vehicles.
The contract was for a period of twenty (20) weeks from the time of signing the loan
agreement in May 2010 and payments to the AVIC were to be made as follows:
i. Forty five (45%) percent of the contract price being US$23,850,000 would be paid
within forty five (45) days of signing the contract as an advance payment,
ii. Twenty percent (20%) of the contract price being US$10,600,000 of the goods
shipped would be paid within forty five (45) days of submission of documents,
iii. Twenty five percent (25%) being US$13,250,000 within forty five (45) days of
receipt of goods, and
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iv. Ten percent (10%) being US$5,300,000 would be maintained as retention fee and
payable after two (2) years of commissioning and acceptance.
The following were however observed:
i. Irregular Award of the Contract
The Ministerial Evaluation Committee recommended to ZPPA for the award of

the contract subject to satisfying the conditions as above.
However, the Ministry entered into the contract with AVIC at a total contract sum
of US$53,000,000 despite the fact that AVIC did not meet all the conditions given
by the Evaluation Committee.
ii. Failure to Develop Specifications By the Ministry
It is generally accepted good procurement practice that the procuring institution

develops specifications for the goods that they want to procure. It is also good
practice that, at the contract performance and administration stage, goods must be
inspected upon delivery and an acceptance certificate signed by the buyer, the
supplier and a witness. This is intended to ensure that goods of the right quality
and quantity are delivered and also minimises conflicts.
However, the Ministry did not develop the specifications of the mobile hospitals
that were to be procured. Instead, this was left to the supplier. In addition, there
was no evidence that an acceptance certificate was issued. Therefore, it was not
possible to determine whether the units supplied were in the right quantities and
specifications.
iii. Failure to submit the Contract to the Attorney-General.
According to Clause (e) of the Public Procurement Act of 2008, before a contract
is approved by ZPPA, it must be sent to the Attorney-General for legal opinion.
However, the contract signed with AVIC was not submitted to the Attorney –
General for a legal opinion contrary to the provisions of the ZPPA Act.
iv. Failure to attach Local Technicians to Service Mobile Health Units
The contract signed with AVIC stated that AVIC would be responsible for
carrying out maintenance of the equipment in Zambia for a period of two (2)
years. The contract further stated that the Ministry would assign a number of their
121
technicians to work with AVIC. The purpose of this was for AVIC to transfer the
technical knowledge to the Zambian technicians.
However, as of October 2012, there had been no local technicians assigned to

work with AVIC technical team.
v. Failure to Provide Documentation - Medical Consumables (Drugs)
According to the contract, an amount of US$6 million was included in the contract
for the supply of medicine and other consumable medical appliances.
However, as of December 2012, no records had been availed for audit regarding
the supply of the same.
vi. Non - Delivery of Equipment.
Some of the components of the mobile hospital vehicles such as satellite phones,
LCD projector, speakers, gas cylinders, dental instruments, electrical colposcopy
(equipment for cervical cancer screening & biopsy), tents and ultra sound printers
among others, though paid for, had not been delivered as of December 2012.
Although the contract provided for liquidated damages, there were no claims
made in this regard.
In addition, some equipment such as laptop computers, satellite phones, electrical

colposcopy among others initially delivered to the provinces were missing
vii. Non Functioning Equipment
A physical inspection carried out in the nine (9) provincial offices in July, 2012,
revealed that various medical equipment which included urine analyser, field heat
hand washing equipment, dental treatment steriliser fitted in the mobile hospital
vehicles among others, were not functioning.
viii. Lack of a Sustainability Strategy
Although the concept for the mobile hospitals was good, there was no
maintenance strategy that had been developed by the Ministry to ensure the
sustainability of the service. The contract included spares and maintenance for two
years only. The long term strategy of sustaining the mobile hospitals was non -
existent.
122
ix. Unexplained Expenditures
In the Estimates of Revenue and Expenditure for 2011, a budget provision of

K8,281,550,172 was made under Programme 08 Health Services Delivery
Activity 002, Outreach Clinical Services under Department 07 Clinical Care &
Diagnostic Services. The funds were to be used for outreach activities for mobile
hospital services.
It was observed that although financial records at the Ministry of Health showed
that a total amount of K6,704,021,846 (mobile hospital services - K3,704,021,846
and other outreach activities - K3,000,000,000) had been spent as of 31st
December 2011, a scrutiny of the Statement “C” for the year then ended revealed
that a total expenditure of K8,261,550,172 was incurred on outreach programmes.
The difference of K1,557,528,326 could not be explained.
x. Non Production of Reports.
During the year ended 31st December 2010, the Ministry of Health constituted
among others, four (4) Committees which went to China to ascertain whether the
mobile health equipment to be procured could be used successfully in the
Zambian environment, arrange training of local staff on the proper operation and
maintenance of the equipment and carry out a pre-shipment inspection. The
Ministry also appointed another committee in January, 2011 to monitor and
evaluate the use of Mobile Health Units in Zambia.
In this regard, amounts totalling K81,689,735 were paid to various officers in

respect of allowances. However, as of December, 2012, no reports had been
produced.
The reports are critical as they make an invaluable input in making strategic
decisions.
c. Cost of Running the Mobile Health Services Versus the Number of Patients Seen
During the period under review, the Ministry through the Provincial Offices undertook
forty nine (49) outreach activities using the Mobile Hospitals at a total cost of
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Analysis of Expenditure for Outreach Activities
No. of Total Average Cost per Outreach

Province Period District Visited
outreach K K
Western Sept, 2011 – June,2011 Mongu,Senanga, Kaoma and Shangombo 4 764,438,620 191,109,655
Chadiza,Lundazi,Chama,Chipata,
Eastern June & September, 2011 8 307,826,950 38,478,369
Mambwe,Katete,Petauke and Nyimba
Northern May & November 2011 Mungwi,Mbala,Isoka,Mpika,Chilubi,Chinsali and Kasama 7 883,994,043 126,284,863
Luapula July,2011 – May, 2012 Chienge, Samfya ,Kawambwa,Milenge, Mwense 8 1,251,739,260 156,467,408
Central May – August, 2011 Serenje, Chibombo, Mumbwa 8 155,955,000 19,494,375
NorthWestern Solwezi,Mufumbwe,Kasempa,Zambezi,Chavuma,Kabompo 6 134,737,570 22,456,262
Lusaka May & September, 2011 Chongwe,Chongwe,Mwembeshi and Kafue 4 219,844,388 54,961,097
Southern May & August, 2011 Kazungula and Kalomo 3 226,875,000 75,625,000
Copperbelt May – June, 2011 Masaiti 1 159,670,000 159,670,000
49 4,105,080,831
From the table above, it can be seen that other than in Central, Eastern, North
Western, and Lusaka Provinces where it cost the Government between K19,494,375
and K54,961,097 on average for one outreach, it cost the Government on average
between K75,625,000 and K191,109,655 in the rest of the provinces to undertake one
outreach.
d. High Cost of Running the Marine equipment
The marine equipment such as ambulances and boats delivered to various districts to
conduct marine services were either not operational or were rarely used due to
inadequate funding to the Provincial Health Offices to run the equipment. In Western
Provinces for instance, seven (7) boats were delivered, two (2) each in Mongu,
Senanga, Kalabo and one (1) in Lukulu.
An interview with the officers in Senanga revealed that the boats were rarely used
because of the high operational costs. At the time of inspection in Senanga and Lukulu
districts in August, 2012, the boats were found parked at the harbor. See pictures below.
Ambulance and Passenger boats parked at the harbor in Senanga and Lukulu
Districts
124
e. Inadequate Trained Manpower
Interviews carried out in August, 2012 with staff at the Provincial Office and the
Doctors in charge during the outreach in Shangombo revealed that there was a shortage
of experts on the Mobile Health Services.
Despite the fact that the Units provided services equivalent to those provided at a second
level hospital, they lacked specialists.
f. Payments Made to the Supplier
According to the loan re-payment schedule obtained from the Ministry of Finance and
National Planning (IDM) Section, the Government will pay a total of
CN¥432,088,153.02 equivalent to US$63,449,069.99 by the year 2025 to EXPORT -
IMPORT BANK OF CHINA. The amount comprises of Principal (CN¥361,000,000)
(US$53,010,279.00) and Interest (CN¥71,088,153.02) (US$10,454,140).
As of June, 2012 a total of CN¥6,984,580 equivalent to (US$1,112,624.96) had been

paid by the Ministry of Finance and National Planning (MoFNP) as interest. The funds
were paid from the MoFNP Loans and Investment account and remitted between 14th
March, 2011 and 23rd February, 2012 to EXPORT - IMPORT BANK OF CHINA. See
table below.
Payments to EXIM BANK
Interest
Name of Creditor/Payee Due Date Principal(US $) Total
US $
M obile Hospital Project 21.03.11 - 141,460.27 141,460.27
‘’ 21.09.11 - 452,974.17 452,974.17
‘’ 21.03.12 - 518,190.52 518,190.52
Total 1,112,624.96 1,112,624.96
It is not clear why the Ministry of Finance and National Planning had commenced
repayment when the agreement clearly specified that there was a grace period of sixty
(60) months before commencement of repayment.
125
HEAD: 46/11 Ministry of Health – Copperbelt Province
UNIT: 12 Ronald Ross General Hospital
PROGRAMMES: 1 Personal Emoluments
8 Health Service Delivery
9 Health Systems Management
Activities: Various
2010 and 2011, provisions totalling K25,117,178,793 were made to cater for various
activities at the Hospital against which amounts totalling K26,558,225,081 were released
(K12,430,954,944 in 2010 and K14,127,270,137 in 2011).
In addition, medical and school fees totalling K3,568,924,878 were collected by the Hospital
and Nursing School during the period under review. See table below.
Entity 2010 2011 Total

Hospital 412,056,552 1,001,035,426 1,413,091,978
School of Nursing 1,068,184,900 1,087,648,000 2,155,832,900
Total 1,480,241,452 2,088,683,426 3,568,924,878
A scrutiny of accounting and other records maintained at the Hospital carried out in July
2012 revealed the following:
Contrary to Financial Regulation No.65, nine (9) payment vouchers in amounts totalling
K23,083,000 were not produced for audit.
Contrary to Financial Regulation No. 52, twenty two (22) payments in amounts
totalling K25,066,849 made during the period under review had no supporting
documents such as receipts, invoices and local purchasing orders among others.
c. Failure to Recover Salary Advances
During the period from January 2010 to May 2011, salary advances in amounts totalling
K8,750,000 were paid to ten (10) officers from the Grant account. However, as of
126
November 2012, recoveries had not been effected, contrary to Terms and Conditions of
Service for the Public Service.
d. Irregular Payment of Subsistence Allowance
According to Section 155 (a) of the Terms and Conditions of Service for the Public
Service, when on transfer between stations, an officer may claim subsistence allowance
at the appropriate single or married rate for the last two (2) nights and the first two (2)
nights spent at the old and new stations, respectively.
Contrary to the requirement, amounts totalling K43,880,000 were irregularly paid to

forty six (46) officers as loading and offloading allowances on first appointment.
e. Unretired Imprest
Contrary to Financial Regulation No.96, imprest in amounts totalling K23,053,500

issued to nine (9) officers during the period under review had not been retired as of
December 2012.
f. Irregular Use of Accountable Imprest
According to Financial Regulation No. 86 (c), accountable imprest is issued to facilitate

the purchase of goods and services whose value cannot be ascertained at the time of
issue.
It was, however, observed that imprest in amounts totalling K782,133,360 was issued to
twenty six (26) officers for the procurement of goods and services instead of paying
directly to the suppliers. Further, no competitive quotations were obtained.
g. Unaccounted for Stores
Contrary to Public Stores Regulation No. 16, drugs and medical supplies, general
stores, food staffs and equipment costing K64,356,100 procured during the period under
review had no receipt and disposal details.
h. Failure to Fill Staff Establishment
During the period under review, the Nursing School had shortages of lecturing staff as
127
Authorised Actual
Staff Establishment Strength Variance
Clinical Instructors 14 8 6
Tutors 15 3 12
Totals 29 11 18
As of December 2011, the Nursing School were operating below its authorised
establishment in that the strength of clinical instructors and tutors stood at 8 and 3
respectively as opposed to the required numbers of 14 and 15 respectively.
HEAD: 51 Ministry of Communications and Transport

UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
K15,033,007,698.

carried out during the period April to August 2012 revealed the following:
Contrary to Financial Regulation No. 96 (1), imprest in amounts totalling

K160,665,500 issued to six (6) officers during the period under review had not been
retired as of December 2012.
b. Irregularities in the Purchase of Fire Tenders
In Paragraph 37 of the Report of the Auditor General on the accounts for the financial
year 2010, mention was made of the irregularities in the procurement of seventeen (17)
Titan fire fighting equipment and nine (9) Iveco Trauma Ambulances at a contract
price of K124,739,221,445 (US$26,700,000).
128
A review of the situation for the financial year 2011 revealed that Government had
failed to adhere to the terms of the payment stipulated in the contract, consequently the
supplier claimed and was paid K46,754,302,800 (US$8,989,289) in penalties.
c. Contract to Supply Fire Tenders by Carmichael International Limited
On 5th June 1996, the Ministry engaged Carmichael International to supply eight (8) fire
tender trucks at a contract price of (£3,447,040). However, due to the government’s
failure to meet its obligations as stipulated in the contract, only two (2) fire tenders had
been delivered as of December 2012.
It was observed that due to changes in vehicle specifications, the contracted models
became obsolete and in 2009, the contract price was adjusted upwards from £3,447,040
to £7,500,000. Further, the supplier claimed an escalation fee of £1,106,070 bringing
the amount due to the supplier to £8,606,070 out of which £1,190,279.60 had been paid
as of October 2012 leaving a balance of £7,415,790 for the six (6) fire tenders not
supplied.
d. Upgrading of Kasaba Bay Run Way
The Government in 2009 through the Ministry decided to construct a new international
airport at Kasaba Bay on the shores of Lake Tanganyika in Northern Province. The
existing 1.5 km bituminous runway meant for landing small aircrafts was to be replaced
by an international airport capable of accommodating a Boeing 737-800 jet airliner.
In order to minimise on the cost, the government decided to use its own equipment by
engaging the Rural Roads Unit (RRU). The estimated cost of the project was
K63,425,412,512.
In the Estimates of Revenue and Expenditure for the years 2009 to 2011 a total amount
of K24,610,000,000 was provided for the project and the whole amount was released as
shown below:
Budget Released
Year
K K
2009 1,000,000,000 1,000,000,000
2010 5,010,000,000 5,010,000,000
2011 18,600,000,000 18,600,000,000
Total 24,610,000,000 24,610,000,000
129
In addition, the Ministry varied K10,000,000,000 from Mbala Airport, K7,720,603,318
from Kasama and Solwezi Airports and there was K8,000,000,000 supplementary
funding in 2010 bringing the total funds available for the project to K50,330,603,318.
A private consulting firm, Ng’andu Consulting Limited, was engaged as a contractor

and consultant/supervisor at a contract price of K63,425,412,512 later revised to
K71,829,466,640. The contract price of K71,829,466,640 was K21,498,863,322 over
and above the K50,330,603,318 available for the project. The contract agreement was
signed on 11th December 2009 with the expected completion period of one year (12th
December, 2010) later revised to 30th July 2011.
In addition, it was noted that the Government having decided earlier on to hire and use
the RRU which had the equipment to do the job at a contract sum of K63,425,412,512,
they proceeded to enter into a contract with Ng’andu Consulting which provided among
other things that the contractor was to hire plant and equipment and workers from RRU
at a price of K20 billion. The rationale of hiring the contractor who was later to use the
RRU equipment and labour when the RRU could have done the job was questionable.
Further, the following irregularities were observed:

 Although the contractor had been paid a total of K50,330,603,313, he had not paid
RRU and Global Limited for the hire of plant and equipment, as of December
2012.
 The certified completion works by the Chief Engineer Buildings Department,

RRU totalled K64,061,114,440 from 2009 to October 2011, out of which the
contractor was paid K50,330,603,321 leaving K13,730,511,117 outstanding.
 A total of K1,292,984,923 was claimed by the contractor in August 2011 as

interest due to delayed payments in that the claims had not been paid as of
September 2012. The total interest claims are detailed below:
Cert Month Month Amount Amount Paid Balance Time Interest

No. Certified Paid Certified elapsed
4 Sep-10 Oct-10 5,462,235,144 795,322,220 4,666,912,924 1 81,670,976
4 Sep-10 4,666,912,924 4,666,912,924 4 326,683,904
4 Sep-10 Feb-10 4,666,912,924 3,193,083,318 1,473,829,606 6 154,752,108
5 Nov-10 7,208,547,400 7,208,547,400 4 504,598,318
6 Dec-10 4,675,856,780 4,675,856,780 2 163,654,987
7 Feb-10 3,521,407,360 3,521,407,360 1 61,624,628
Total 1,292,984,921
130
A visit to the project site in August 2012 revealed that the works had not been
completed and the RRU and Global had demobilised due to non payment for the
hire of equipment by the contractor. There was however, no provision in the
contract for liquidated damages for non performance.
e. District Aerodromes
During the period under review a total amount of K3,939,432,900 was funded for the
rehabilitation of aerodromes in the whole country. Out of the amount funded, amounts
totalling K736,240,000 were disbursed to eight (8) provinces while Headquarters
retained the balance of K3,203,192,900.
It was, however, observed that the amount retained at Headquarters was applied on
unrelated activities.
In his response dated 12th September 2012, the Controlling Officer stated that the
Ministry used the funds on other activities with a view of reimbursing the amount when
funded. Unfortunately the funding never came.
Site visits carried out in selected Districts of Western and Southern Provinces revealed
the following:
 Provincial Administration - Western Province
An amount of K150,000,000 was received by the Provincial Administration in

April, 2011, for the rehabilitation of district aerodromes. In this regard, the
Provincial Administration released K135,000,000 as imprest in the names of the
District Commissioners for the rehabilitation of the aerodromes in their districts as
detailed below:
Amount
Date Payee
K
01.06.11 DC - Shangombo 20,000,000
01.06.11 DC - Mongu 15,000,000
01.06.11 DC - Sesheke 15,000,000
01.06.11 DC - Lukulu 15,000,000
01.06.11 DC - Kalabo 15,000,000
01.06.11 DC - Kaoma 15,000,000
01.06.11 DC - Senanga 10,000,000
01.06.11 DC - Senanga 30,000,000
Total 135,000,000
The balance of K15,000,000 was retained at Provincial Administration for

monitoring.
131
The following were observations:
 Shangombo - Lack Of Receipt and Disposal Details for Fuel

An amount of K20,000,000 was paid to Shangombo district as imprest for
rehabilitation of the helipad. Out of the released amount, K11,937,000 was
used to purchase 1,500 litres of fuel and the balance of K8,063,000 used for
purchase of various tools.
Although the works were done, there were no disposal details in respect of
1,500 litres of fuel costing K11,937,000.
 Senanga District – Unretired Imprest

In June 2011, the District Commissioner was issued with imprest of
K40,000,000 for the rehabilitation of the aerodrome.
However, inquiries with the District Administrative Officer revealed that in

fact that the aerodrome were rehabilitated free of charge by the contractors
working on the Senanga-Sesheke road as part of their corporate social
responsibility.
As of December 2012, the imprest issued to the District Commissioner had

not been retired.
 Sesheke District
In June, 2011, an imprest of K15,000,000 was issued to the District
Commissioner for the rehabilitation of Sesheke Airstrip.
An inquiry at the District Commissioner’s Office revealed that the Prisons

Department was engaged to carry out vegetation clearance along the runway.
As of December 2012, the imprest issued to the District Commissioner had

not been retired.
 Kalabo District
In June 2011, an amount of K15,000,000 was paid in form of imprest to the

District Commissioner for the rehabilitation of the runway.
A review of the monitoring and inspection reports maintained at the

Department of Civil Aviation Office in Mongu revealed that the funds had
132
been used to rehabilitate the roof for the fire hangar which was blown off
instead of working on the runway and vegetation control on the airfield.
It is clear from the above that the practice of issuing imprest to District
Commissioners for rehabilitation works has a potential risk of funds not
being used for the intended purposes as the affected District Commissioners
had failed to account for the funds resulting in deductions from their
terminal benefits.
HEAD: 65/ Ministry of Science, Technology and Vocational Training

04 Vocational Education and Training
UNIT: 2 Entrepreneurship Development
PROGRAMME: 11 Support to TEVET Fund
ACTIVITY: 02 Kabwe Trades Training Institute
2010 and 2011, a total provision of K1,800,000,000 was made to cater for various activities
at the Kabwe Trades Training Institute against which amounts totalling K1,638,536,189 were
released resulting in an underfunding of K161,463,811 as shown in the table below.
Authorised Under/
Amount Released
Year Provision (Over)
K
K K
2010 900,000,000 738,536,189 161,463,811
2011 900,000,000 900,000,000 -
Total 1,800,000,000 1,638,536,189 161,463,811
Further, the Institute received amounts totalling K13,711,716,800 from tuition fees and other
sources as shown in the table below.
2011 2010 Total

Funding Source
K K K
Tuition Fees 4,781,095,547 7,425,360,101 12,206,455,648
Examination Fees 455,458,000 374,763,000 830,221,000
ZSIC 263,035,731 412,000,400 675,036,131
Total 5,499,591,289 8,212,125,511 13,711,716,800
133
An examination of accounting and other records maintained at the Institute carried out in
May 2012 revealed the following:
a. Failure to Disburse Funds
Out of a total amount of K1,638,536,189 released by the Ministry of Finance as a grant

to the Institute, amounts totalling K1,415,036,010 were disbursed to the Institute while
the balance of K223,500,129 was retained at the Ministry headquarters.
b. Missing Receipt Books
Contrary to Financial Regulation No. 10 (n), ten (10) receipts books were not availed for
audit. See details below.
Book Serial Numbers

1 20301-20350
2 20551-20600
3 22151-22200
4 22301-22350
5 22351-22400
6 22401-22450
7 22501-22550
8 22601-22650
9 23951-24000
10 24201-24250
c. Unretired Imprest

issued to thirty three (33) officers during the period under review had not been retired as
of October 2012.
d. Unsupported Payments
Contrary to Financial Regulation No.52 (1), two hundred and ninety seven (297)
payments amounting to K1,893,406,900 were not supported by documents such as
receipts, local purchase orders and quotations among others.
e. Irregular Payment of Allowances
Further, one hundred and thirty six (136) payments amounting to K618,816,225 were
irregularly paid as allowances and fringe benefits to various officers at the Institute.
134
However, these allowances and fringe benefits were not supported by conditions of
service.
Contrary to Public Stores Regulation No. 16, there were no receipt and disposal details for
various stores items costing K1,033,535,862 procured during the period under review.
g. Failure to Remit Taxes
Contrary to Income Tax Act Cap 323, amounts totalling K511,202,546 in respect of
PAYE deducted from various employees in 2010 and 2011 was not remitted to ZRA as
of March 2012. Consequently, the Institute was surcharged K10,440,000 as penalty and
K112,177,819 as interest on the unpaid tax.
As of December 2012, the amount due to ZRA had not been paid.
h. Failure to Recover Salary Advances
In 2011, amounts totalling K38,365,000 were paid to fourteen (14) officers as salary
advances. However, as of December 2012, recoveries had not been effected.
HEAD: 77/ Ministry of Defence

01 Headquarters
05 Defence Medical Services
09 Research and Planning
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K298,741,894,180 was made to cater for various activities at the
Ministry against which a total amount of K303,760,178,223 was released as shown in the
table below resulting in an overfunding of K5,018,284,043.
135
Under/
Budget Provision Releases (Over) funding
Head K K K
Defence Headquarters 189,224,627,290 180,205,580,179 (9,019,047,111)
Defence Medical Services 5,291,111,376 4,682,883,617 (608,227,759)
Research & Planning 104,226,155,514 118,871,714,427 14,645,558,913
Total 298,741,894,180 303,760,178,223 5,018,284,043
The over funding of K5,018,284,043 was not supported by any supplementary provision.

a. Procured goods Not Supported with User Requisitions
According to existing procurement procedures on goods and services, the user

departments are required to compile and submit a schedule of requirements including
specifications to the procurement unit for processing.
It was observed that goods costing K2,509,952,050 were procured without user
sections requesting for the items making the whole procurement process questionable.
b. Unaccounted for Stores Items
under review.

issued to various officers during the period under review had not been retired as of
October 2012.
d. Construction of Housing Units for Defence
On 28th December 2009, the Ministry engaged China National Machinery Industry
Corporation, for the construction of 4,527 housing units for defence personnel at a total
contract price of $430,000,000 at six (6) sites as detailed below.
136
S/No. Province Name of Site No. of Housing Units
1 Lusaka Lusaka East for OP 191
2 Lusaka Twin Palm for ZAF 1001
3 Lusaka Makeni For ZNS 105
4 Lusaka L85 for Zambia Army 2830
5 Central Kabwe - Chindwin Barracks 275
6 Copperbelt Mufulira 125
Total 4527
The contract was for a period of two years from the date of site possession.
As of June 2012, the Ministry had made a total payment of USD$196,248,639 to the
contractor leaving a balance of USD$233,751,360.92.
However, the following observations were made:
i. Non Adherence to Contract Terms and Conditions
Article 6 of the contract, General Obligations required the Owner

(Government) to give access and possession of the site to the contractor. The
article also required the Owner to connect electricity communications, water
supply and other utilities, up to mutually agreed points within the land mark of
the site. Notwithstanding the above provisions, and in accordance with the
implementation schedule, the article further required the Owner to:
 Remove and complete the relocation and resettlement of all the residents
and informal settlers living on the site;
 Remove existing obstacles which will affect the implementation of the

project, including trees, shelter and building facilities from the site
and/or within the land mark;
 Remove existing bridges piers, if necessary up to the riverbed within the

time required, pursuant to the implementation schedule; and
 Complete the site levelling in accordance with requirement
Contrary to the above provisions, the contractor cleared all the six (6) sites for
the construction of the housing units and claimed a total amount of
US$2,332,623.38 for the works which were certified by the Director of
Buildings - Ministry of Works and Supply.
Further, contrary to Section 58 of the Public Procurement Act of 2008, the

Ministry allowed the Contractor to carry out the extra works of clearing the six
137
(6) sites for the construction of the housing units without consulting the
Attorney General.
ii. Rehabilitation of Bon Accord Building for Zambia Army in Livingstone.
On 27th May 2008, the Ministry engaged Status Freight Services Limited to
rehabilitate Bon Accord Hotel in Livingstone at a contract price of
K1,882,030,400 with a completion period of twenty four (24) weeks
commencing 22nd June 2008.
The scope of works included chiselling and mending walls, fixing conduit
pipes and cabling, testing overhaul of sewer and water reticulation, among
others.
As of October 2012, the Contractor had been paid an amount of K253,635,000

for the first stage of the completion of the contract. However, due to the delays
in settling the contractor’s claims, the contractor had abandoned the Project.
A physical inspection carried out in July 2012 revealed the following:
 The iron sheets that were removed from the roof had not been replaced
 The shelves in all the rooms that were removed had not been replaced
 The door frames that were removed from the hotel had not been replaced
 Overhaul of sewer and water reticulation had not been done
 T & g ceiling that had been removed had not been replaced
 Fixing of conduit pipes and cabling not completed
 Chiselling for electric cables had not been completed
Part of the roof of the Hotel - 09/07/2012
It is evident from the above that if no action is taken by the Ministry, the
rehabilitation works will not be completed on time and the rehabilitation costs
will escalate.
138
HEAD: 77/02 Ministry of Defence – Zambia Army
UNITS: 06 Administration Branch
07 Operations & Training Branch
08 Logistics Branch
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total authorised provision of K692,562,360,157, was made to cater for various
activities against which amounts totalling K748,828,890,133 were released resulting in
excess funding of K56,266,529,976 as shown in the table below.
Budget Provision Releases Over/ (Under)

Programme Funding
K K K
Administration 569,612,552,158 626,638,295,833 57,025,743,675
Operation & Training 25,445,376,088 27,232,568,056 1,787,191,968
Logistics Branch 97,504,431,911 94,958,026,244 (2,546,405,667)
Total 692,562,360,157 748,828,890,133 56,266,529,976
An examination of accounting and other records maintained at the Zambia Army and a visit
to selected units carried out in September 2012 revealed the following:
a. Unaccounted for Funds
During the period under review, a total amount of K4,849,519,716 was withdrawn in
cash to facilitate the payment of outstanding claims. It was however, observed that out
of the withdrawn amount, a total amount of K4,159,006,644 was supported by acquittal
sheets while a balance of K690,513,072 could not be accounted for in that, there was no
cash found on hand and there was no evidence that the funds were deposited in the
account.
b. Loan Revolving Fund - Non Recovery of Advances.
respect of loans and advances in amounts totalling K313,000,000 paid to one hundred
and fifty seven (157) officers had not been effected as of December 2012.
139

December 2012.
d. Unaccounted for Stores
in respect of various stores items costing K1,478,991,369 procured during the period
under review as shown in the table below.
Amount
De tails
K
General Stores 629,096,249
Drugs and Medical Supplies 348,185,600
Fuel 196,396,600
Spare Parts 31,354,420
Food Rations - Chipata 273,958,500
Total 1,478,991,369
e. Unsupported Payments to Landlords
According to lease agreements signed between the Zambia Army and its Landlords, the
Zambia Army, through the Maintenance Section was responsible for undertaking
repairs to damaged rented houses upon vacation or during the period of occupation by
Army staff. In cases where the Maintenance Section was unable to carry out the repairs,
the Section was required to make an assessment of the repairs required and based on the
assessment the Army would pay the landlord to carry out the repairs.
However, without assessments from the Maintenance Section, the Army paid amounts
totalling K208,330,130 to various landlords for the repairs of the houses.
In the absence of the assessment reports it was not possible to ascertain the basis on
which the payments were made.
f. Purchase of Properties
i. Stand Number 385 Mansa
In June 2010, the Zambia Army procured a house at a price of K350,000,000. As of

February 2011, the full price had been paid to the seller.
140
However, there was no valuation of the property carried out prior to the purchase. It
was therefore not clear as to how the price of K350,000,000 was arrived at. As of
December 2012, the title had not passed to the Army.
A physical inspection carried out on 15th November 2012, revealed that the house was
in a poor state as the fascia board was falling off and there was no running water. See
the pictures below.
Front view of Fascia board falling

house off
ii. Kabwata Maintenance Yard
In October 2008, the Zambia Army entered into an agreement with Nkwazi
Cooperative Savings and Credit Society Limited to procure a property in Kabwata
area for use as a museum.
The Army paid for the property in two (2) instalments of K240,000,000 each in
November 2008 and February 2011. Consequently, in March 2011, Nkwazi
Cooperative Savings and Credit Society Limited surrendered the title deeds to the
Army.
However, as of December 2012, the Army had not commenced the process of change
ownership and the original plan of using the property as a museum had been
abandoned.
g. Construction of a Cook House
During the period from June 2010 to December 2011, the Army received a total amount
of K800,000,000 for the construction of a cook house at Mushili barracks in Ndola. The
funds were meant for the procurement of building materials while the labour component
was to be provided by the Engineering Directorate of the Army.
As of December 2011, a total amount of K786,155,883 had been spent on purchase of

building materials.
141
However, it was observed that, out of the building materials purchased, various
materials costing K217,992,650 procured in 2010 and 2011 from various suppliers had
not been delivered as of December 2012.
A physical inspection carried out in October 2012 revealed that the cook house had
been constructed up to super structure level while the following works were still
outstanding:
 Construction of the septic tank

 Fixing of window frames and window panes
 Plastering inside and the outside, flooring and screeding
 Painting both inside and outside
 Carpentry works
See the picture below.
h. Electrification Project - Kaoma
In May 2011, the unit received an amount of K35,000,000 for electrification of Chisuzi
and Chavula Army compounds in Kaoma.
The funds were meant for purchasing electrical materials and treated poles while the
labour was to be provided by the Army.
A physical inspection carried out in October 2012 revealed that instead of using the
recommended treated poles, untreated cut trees were used to support the electricity
cables thereby posing danger to the residents. See picture below.
Improvised poles
142
HEAD: 77/ Ministry of Defence
04 Zambia National Service
08 Land Development Services
UNITS: 01 Administration
02 Production
03 Logistics
04 Projects
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K263,615,674,814 was made to cater for various activities under
Headquarters and Land Development Services (LDS) against which amounts totalling
K284,507,079,567 were released resulting in excess funding of K20,891,404,753 as shown in
the table below.
Total Authorised Releases Variance

Head
K K K
ZNS HQ 249,518,489,818 271,058,086,456 21,539,596,638
LDS 14,097,184,996 13,448,993,111 (648,191,885)
Total 263,615,674,814 284,507,079,567 20,891,404,753
An examination of accounting and other records maintained at the Zambia National Service
(ZNS), carried out in August 2012, revealed the following:
a. Misapplication of Funds Meant for Personal Emoluments
According to guidelines provided in the Estimates of Revenue and expenditure,

Ministries, Provinces and Spending Agencies may transfer funds between programmes
or activities but no transfer of funds to and from Personal Emoluments will be allowed
except with Parliamentary approval.
However, contrary to the guidelines, in December 2011, amounts totalling

K200,000,000 meant for personal emoluments were transferred to the Industries
account without obtaining Parliamentary approval.
143
b. Stores Without Receipt and Disposal Details
review.
c. Renovation of Deputy Commandant’s Residence.
On 14th September 2011, ZNS engaged Scirocco Enterprises Limited to renovate the
Deputy Commandant’s official residence at a contract sum of K412,300,000. The
contract was for a period of eight (8) weeks from the date of signing. The defect
liability period was six (6) months from the completion date. In this regard, the
contractor was fully responsible for the following scope of works:
i. Supply and fix aluminium window frames and 6mm clear glass
ii. Supply and fix cream or light grey porcelain tiles and wooden skating or porcelain
iii. Supply and fix all sanitary and plumbing materials in all rooms
iv. Supply and fix gypsum ceiling boards or rhino boards in all the rooms
v. Supply and apply coats of undercoat on all the surfaces (walls)
vi. Supply and fix all electrical appliances and the wiring circuit for the entire house
vii. Supply and apply two coats of undercoats internal and external walls using
Plascon PVA and PVC paints
viii. Supply and skim all rough walls with rhino rite and wall filler 9 gypsum
compound
ix. Supply and fix tiles in the kitchen, bathroom and toilets etc.
As of August 2012, out of the total contract sum of K412,300,000, the contractor had
been paid a total amount of K268,659,000 representing sixty five percent (65%) of the
contract sum, leaving a balance of K143,641,000. The payment details were as tabulated
below.
Amount
S/No. Date Cheque No.
K
1 27/10/2011 34578 123,690,000
2 3/2/2012 047720 24,969,000
3 5/2/2012 047770 70,000,000
4 13/08/2012 050786 50,000,000
Total 268,659,000
144
The following observations were made:
i. Non adherence to Agreed Specifications
 One (1) out of eleven (11) interior doors costing K1,650,000 each was not
fixed,
 Three (3) out of five (5) hand basins costing K1,650,000 each were not fixed,
 Two (2) ditto urinal bowls complete with cistern costing K1,950,000 each
were not fixed,
 Two (2) white glazed vitreous china recessed toilet roll holder costing
K95,000 each were not fixed,
 One (1) out of five (5) ditto soap trays costing K95,000 each was not fixed,
 Five (5) x 6mm polished plate glass silvered mirror costing K250,000 each
were not fixed,
 One (1) five (5) towel rails costing K65,000 each was not fixed, and
 Thirty (30) kitchen and pantry counters, shelving doors, hanging cabinets and
granite work top costing K30,000,000 had not been fixed.
Although there were still some outstanding works, ZNS irregularly issued a
completion certificate for the works in May 2012.
ii. Physical Inspection
A physical inspection of the house carried out in September 2012 revealed that the
while works on the annex were done, the main house was not done. See pictures
below.
Section of renovated wing of house Dilapidated main wing of the house
Since the renovations to the house had not been completed, ZNS is currently renting
a house for the Deputy Commandant at a cost of K10,000,000 per month. In this
regard, from 1st January 2011 to November 2012, ZNS had paid rentals totalling
145
K181,764,608 for the Deputy Commandant. The rental payments could have been
avoided if the renovations were completed for the whole house.
d. Procurement of Earth Moving Equipment
In August 2011, Ministry of Defence awarded a contract to AVIC International Holding

Corporation on behalf of ZNS to supply and deliver various spare parts for earth-
moving equipment at a total contract sum (Cost, Insurance and Freight to Lusaka) of
US$4,500,000. All prices were to remain firm and fixed until the completion of the
contract on condition that the contract was put in effect one (1) month after the signing
of the contract. The contract was signed on 8th August 2011.
According to the terms of payments 50% of the contract sum was to be paid within one
(1) month after signing the contract and 25% was to be paid one (1) month after
delivery of the commodity. The balance of 25% was to be paid five (5) months after the
delivery. The contract stated that if the buyer delayed, the due payment was to attract a
penalty charge of 0.3% of the amount outstanding. Starting from the due date, each
thirty (30) days would be counted as one month. For the days more than each thirty (30)
days, each day would be charged 0.01% of the due payment.
As of December 2012, the Ministry had paid a total amount of US$2,220,077.22

(K11,500,000,000) representing 49.34% of the contract sum. US$2,279,922.78 was
therefore outstanding.
A scrutiny of records and a physical inspection of the spares delivered to the ZNS
Makeni Central Stores Depot revealed the following:
i. As of October 2012, the contractor had not delivered spare parts costing
K1,012,679,640 (US$195,498).
ii. Spare parts costing K86,651,040 (US$16,728) delivered to ZNS were not
compatible with equipment currently being used as they were for different
models rendering the expenditure wasteful.
e. Misapplication of Funds - Ndola Land Development Branch
Contrary to Financial Regulation No.31, amounts totalling K213,606,000 as tabulated

below generated by the Ndola Development Branch which were to be reinvested in the
core function of road construction, dam construction and servicing of equipment were
misapplied on settling rental arrears for various officers as shown below.
146
Amount
S/No. Period Authority
K
1 January COMD/LDB/4448 DTD 231215 B March 2011 20,339,000
2 st th
1 February to 30 April COMD/LDB/779 DTD 121009 B May 2011 53,217,000
3 st st
1 May to 31 July COMD/LDB/1460 DTD 301550 B August 2011 49,050,000
4 st st
1 August to 31 October COMD/LDB/1756 DTD 211450 B Oct 2011 54,600,000
5 1st Nov to 31st Dec COMD/LDB/184 DTD 271659 B Jan 2012 36,400,000
Total 213,606,000
HEAD: 80/ Ministry of Education

DEPARTMENTS: 01 Headquarters
02 Human Resources and Administration
03 Planning and Information
04 Standards and Curriculum Directorate
05 Teacher Education and Specialised Services
06 Distance Education Directorate
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total authorised provision of K1,346,619,178,829 was made to cater for various
activities against which amounts totalling K1,253,219,216,735 were released.
June 2012 revealed the following:
Contrary to Financial Regulation Nos. 45, 52 and 65, three hundred and sixty one (361)
payments in amounts totalling K46,275,050,139 made during the period under review
were unvouched in that the payment vouchers were either missing or unsupported by
documents such as acquittal sheets, invoices and receipts among others.
147
b. Payment Without Cabinet Authority
Cabinet Office Circular No. 7 of 2006, requires Controlling Officers to seek prior
authority before holding seminars, workshops and conferences outside Government
meeting facilities. It was observed that during the period under review the Ministry
procured accommodation and conference facilities from various lodges at a total cost of
K1,095,922,199 without obtaining authority from the Secretary to the Cabinet, contrary
to the Circular.

November 2012.
d. Unaccounted Stores
under review.
e. Unacquitted Allowances Paid to Students
In paragraph 47 of the Auditor General’s Report for the financial year ended 31 st
December 2010, mention was made of the failure by the Ministry to present the
acquittal sheets for allowances that had been paid to students studying at various
universities locally and abroad.
In their Report for the First Session of the Eleventh National Assembly, the Public
Accounts Committee recommended that the Controlling Officer should ensure that a
lasting solution was found as the current situation could not be allowed to continue.
A review carried out in 2011, revealed that the situation had not changed. It was
observed in this regard that during the year under review, payments in amounts totalling
K8,173,969,540 made to students studying at various universities locally and abroad as
top up allowances, project allowances, settling in allowances, baggage allowances and
book allowances had no acquittal sheets making it not possible to ascertain whether the
funds were received by the intended beneficiaries, contrary to Financial Regulation No.
45.
148
f. Poor Maintenance of Fuel Records
During the period under review, the Ministry paid a total of K1,032,596,176 to four (4)
filling stations for the procurement of fuel. It was however observed that the Ministry
did not maintain fuel registers and did not carry out monthly reconciliations of fuels
paid for against fuels drawn.
In this regard, it was not possible to verify the authenticity of all the drawings made.
g. School Health Nutrition(SHN) – Failure to Collect Purchased Maize
In December 2011, the Ministry paid the Food Reserve Agency an amount of
K29,750,000,000 for the purchase of 35,000 metric tonnes of maize. However, as of
November 2012, the maize had not been collected by the Ministry, nine (9) months
after the payment was made.
h. Delays in the Completion of Construction Works for Schools and Poor

Workmanship
During the period under review, the Ministry received amounts K428,101,319,809 for
the construction of schools in the various provinces.
A review of contract records and a physical verification of some selected schools in
Central, Eastern and Southern Provinces revealed the following:
i. Construction of Masaiti Boarding High School
In June 2008, the Ministry engaged African Brothers Limited to construct the
school at a contract price of K24,026,715,500. The duration of the contract was
one hundred twenty (120) weeks commencing 24th July 2008. The works were
expected to be completed by June 2010.
As of November 2012, the contractor had been paid a total of K20,841,285,373

leaving a balance of K3,185,430,127.
A physical inspection of the School carried out in October 2012, revealed that the
following works were still outstanding
 Water and sewerage system
 Drive way, walk ways, access roads to the school,
 Landscaping and the wall fence.
149
ii. Construction of Lufwanyama Boarding High School
In June 2008, the Ministry engaged China Gansu Engineering Cooperation

Zambia Limited to construct the school at a contract price of K27,607,789,983
with a duration of one hundred and four weeks (104) commencing 10th July 2008.
The works were expected to be completed by 9th July 2010.
As of November 2012, the contractor had been paid a total of K18,822,843,131

A physical inspection of the school carried out in October 2012, revealed that the
following works were outstanding:
 Fitting Laboratory taps

 Construction of sewer ponds
 Sewerage and water reticulation system,
 Drive and walk ways.
 Painting and other external works
It was also observed that the school hall and one (01) classroom were being used
as storage sheds for fertilizer and that part of the ceiling was falling. The walls on
some classrooms had cracks as shown the pictures.
Cracks in the walls Fertiliser stack in the school hall
iii. Construction of Mpongwe (B) Basic School
In June 2008, the Ministry engaged Hua Jiang Investments Limited to construct
the school at a contract price of K7,923,231,000 commencing 15th of April 2009
and was expected to be completed in October 2011. As of December 2012, the
contractor had been paid a total of K7,425,130,250 leaving a balance of
K498,100,750.
150
A physical inspection of the school carried out in October 2012 revealed the
following outstanding works:
 Water reticulation system,

 Construction of walkways,
 Painting of shelves in class store rooms,
 Connection of electricity to the main line and,
 External plumbing works on the staff houses.
Footing works at the site of a water tank
iv. Construction of Kapiri Mposhi Technical Boarding High School
In March 2009, the Ministry engaged Wah Kong Enterprises Limited to construct
the school at a contract price of K30,493,085,345 for a period of one hundred
twenty nine weeks (129).
The project commenced on 15th of April 2009 and was expected to be completed
in November 2011. As of November 2012, the contractor had been paid a total of
K23,213,868,344 leaving a balance of K7,279,217,001.
A physical inspection of the School revealed that the following works were still
outstanding:
 Access roads to the school,

 The sewerage and water reticulation system, and
 Landscaping and the wall fence
In addition, the library and science laboratories floors had cracks, see pictures
below.
151
Crack on the classroom floor
v. Construction of Mpongwe (Misongwe) Boarding High School
In June 2008, the Ministry engaged African Brothers Limited to construct the
school at a contract price of K23,359,677,500 with a completion period of one
hundred (100) weeks. The works were expected to be completed by May 2010.
As of October 2012, the contractor had been paid a total of K18,845,356,333

A physical inspection of the school carried out in October 2012, revealed that the
following works were outstanding:
 Access roads to the school, the walk ways,

 Landscaping and the wall fence,
 Windows in the home economics laboratory had not been fitted,
 The sewerage and water reticulation system. See picture below.
Outside sewer system works
vi. Construction of Chipepo Boarding High School
In June 2008, the Ministry engaged Hua Jiang Investments Limited to construct
the school at a contract price of K23,006,619,000 with a completion period of one
hundred and thirty weeks (130) commencing July 2008. As of October 2012, the
152
contractor had been paid a total of K24,664,064,805 resulting in an overpayment
of K1,657,445,805 which has not been recovered from him.
A physical inspection carried out revealed that the following works were
outstanding:
 Access roads to the school and walk ways,

 The sewerage and water reticulation system,
 Landscaping and the wall fence,
 Curtain rails in the dormitories
vii. Construction of Itezhi Tezhi Boarding High School
The Ministry of Education engaged two (2) contractors to construct the high
school in two (2) phases as detailed below.
 PHASE 1 – Provident Investment Limited
On 5th April 2008, the Ministry engaged Provident Investment Limited to

construct the first phase of the High School at a contract price of
K3,352,361,534.
The scope of works included the construction of an administration block,

two learning area ablution blocks, four staff houses, one dormitory block,
one dormitory ablution block 1X3, administration block and ancillary works.
As of October 2012, the Contractor had been paid a total amount of

A physical inspection of the school carried out in September 2012, revealed

that although the works were completed, the roof was damaged and the toilet
bowl in the administration block was broken. See pictures below.
Damaged roof on the administration block Broken toilet bowl
153
 PHASE II – Hua Jiang Investment Limited
On 10th December 2008, the Ministry engaged Hua Jiang Investment to

construct phase two (2) of the school at a contract sum of K24,244,515,000
with a completion period of one hundred and thirty (130) weeks
commencing 6th February 2009.
As of October 2012, the contractor had been paid a total amount of

A physical inspection of the school carried out in September 2012 revealed

that the following works were outstanding:
 Access roads to the school and the walk ways,

 The sewerage and water reticulation system,
 Landscaping and the wall fence, and
 Plumbing works.
HEAD: 80/ Ministry of Education

DEPARTMENT: Regional Headquarters
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
51. In the Estimates of Revenue and Expenditure for the year ended 31st December 2011, a total
provision of K49,765,381,416 was made to cater for general administration, other personal
emoluments and infrastructure development for fifty three (53) institutions against which
amounts totalling K53,955,564,248 were released. See table below.
154
Budget Provisions and Releases
Provisions Releases Under/(Over)
Fundig
Province Unit K K K
Lusaka PEO 458,491,900 555,197,162 (96,705,262)
Lusaka DEBS 656,680,875 1,251,843,285 (595,162,410)
Lusaka Kafue DEBS 426,048,962 1,191,260,000 (765,211,038)
Chongwe DEBS 429,672,347 1,159,007,000 (729,334,653)
Luangwa DEBS 401,687,189 969,530,000 (567,842,811)
Central Kabwe PEO 812,006,521 494,240,858 317,765,663
Solwezi PEO 3,663,101,027 3,408,185,117 254,915,910
Solwezi DEBS 2,625,355,981 2,282,365,990 342,989,991
Kabombo DEBS 1,410,196,750 909,814,000 500,382,750
North Western Mufumbwe DEBS 1,321,642,303 1,135,410,000 186,232,303
Zambezi DEBS 1,363,792,564 1,279,642,216 84,150,348
Zambezi High School 138,128,000 138,128,000 -
Mwinilunga High School 226,313,000 226,313,000 -
Kabombo High School 236,039,580 236,039,580 -
Mongu PEO 1,087,131,096 2,683,307,395 (1,596,176,299)
Lukulu DEBS 1,199,885,773 891,680,000 308,205,773
Kaoma DEBS 1,845,730,468 1,191,836,000 653,894,468
Western Senanga DEBS 1,575,816,250 774,920,437 800,895,813
Shangombo DEBS 1,453,748,113 978,299,000 475,449,113
Kaoma High School 318,519,878 318,519,878 -
Sesheke High School 15,138,800 15,138,800 -
Senanga High School 15,138,800 15,138,800 -
Chipata PEO 949,883,853 614,779,384 335,104,469
Petauke DEBS 543,784,010 742,364,000 (198,579,990)
Eastern Nyimba DEBS 390,061,117 833,130,000 (443,068,883)
Lundazi DEBS 697,404,013 1,332,575,673 (635,171,660)
Petauke High School 252,495,282 252,495,282 -
Lundazi High School 230,187,510 230,187,510 -
Nyimba High School 161,442,816 161,442,816 -
Kasama PEO 1,182,541,114 1,242,070,278 (59,529,164)
Mpika DEBS 672,116,387 1,733,453,417 (1,061,337,030)
Northern Mporokoso DEBS 1,395,334,500 1,108,561,750 286,772,750
Kasama DEBS 1,654,332,467 1,014,760,000 639,572,467
Luwingu DEBS 1,448,136,598 886,640,000 561,496,598
Ndola PEO 1,227,185,048 1,203,761,904 23,423,144
Chililabombwe DEBS 350,424,240 1,094,591,930 (744,167,690)
Copperbelt Mpongwe DEBS 372,837,735 1,042,680,000 (669,842,265)
Masaiti DEBS 421,653,750 957,054,000 (535,400,250)
Mufulira DEBS 351,646,426 1,139,093,100 (787,446,674)
Mansa PEO 1,502,406,407 948,793,406 553,613,001
Mwense DEBS 392,298,504 886,634,000 (494,335,496)
Luapula Kawambwa DEBS 450,283,419 957,180,000 (506,896,581)
Nchelenge DEBS 463,898,755 1,004,261,507 (540,362,752)
Chienge DEBS 381,108,981 844,120,000 (463,011,019)
Samfya DEBS 547,536,410 1,061,930,000 (514,393,590)
Mansa College of Education 1,477,141,631 986,964,000 490,177,631
Livingstone PEO 980,880,160 2,167,164,000 (1,186,283,840)
Livingstone DEBS 1,378,774,419 990,028,000 388,746,419
Southern Kazungula DEBS 1,260,308,711 989,548,273 270,760,438
Choma DEBS 2,160,287,161 1,528,431,000 631,856,161
Monze DEBS 1,766,431,635 1,400,058,000 366,373,635
Mazabuka DEBS 1,641,630,426 1,445,729,000 195,901,426
Namwala DEBS 1,380,661,754 1,049,265,500 331,396,254
Total 49,765,381,416 53,955,564,248
In addition, several institutions received or collected funds totalling K99,743,660,043 in

respect of other personal emoluments, orphans and vulnerable children (OVCs), tuition and
boarding fees, outstanding bills and infrastructure development bringing the total of funds
available to K153,699,224,291. See table below.
155
Other PE's, OVCs, Tuition Outstanding Infrastructure Total
Station Settling In Bursaries & Boarding Bills/
Teacher/ Fees Staff Loans/
Distress Collected Unclaimed
K K K K K K
Lusaka PEO 968,122,788 968,122,788
Lusaka DEBS 4,340,700,132 4,340,700,132
Kafue DEBS 1,228,781,337 1,228,781,337
Luangwa DEBS 984,939,304 984,939,304
Chongwe DEBS 593,731,813 593,731,813
Kabwe PEO 8,700,000,000 197,898,022 231,215,000 603,504,375 9,732,617,397
Mumbwa DEBS 1,181,860,031 1,181,860,031
Chibombo DEBS 1,158,246,090 1,158,246,090
Mkushi DEBS 524,791,729 524,791,729
Serenje DEBS 512,310,362 512,310,362
Livingstone PEO 8,925,606,202 8,925,606,202
Mongu PEO 8,700,000,000 8,700,000,000
Lukulu DEBS 859,581,943 325,000,000 1,184,581,943
Kaoma DEBS 469,538,955 33,000,000 502,538,955
Senanga DEBS 750,643,000 30,000,000 780,643,000
Shangombo DEBS 465,580,035 30,000,000 495,580,035
Kaoma High School 1,700,361,000 1,700,361,000
Sesheke High School 820,990,000 820,990,000
Senanga High School 584,889,000 584,889,000
Mansa PEO 8,700,000,000 8,700,000,000
Mansa College 1,937,501,399 1,937,501,399
Kasama PEO 9,300,000,000 472,085,973 9,772,085,973
Nakonde Day High Sch. 606,000,000 606,000,000
Mbala High School 1,334,375,000 1,334,375,000
Chipata PEO 1,270,000,000 1,270,000,000
Petauke DEBS 22,787,625 13,000,000 0 970,000,000 250,191,946 1,255,979,571
Nyimba DEBS 0 100,000,000 120,317,000 220,317,000
Lundazi DEBS 11,112,500 13,000,000 0 1,210,000,000 1,234,112,500
Petauke High School 1,175,535,000 1,175,535,000
Nyimba High School 1,126,377,500 1,126,377,500
Lundazi High School 1,635,534,000 1,635,534,000
Ndola PEO 9,061,820,860 457,662,123 648,427,362 10,167,910,345
Chililabombwe DEBS 367,371,000 15,000,000 382,371,000
Mufulira DEBS 930,381,026 77,200,000 60,000,000 1,067,581,026
Mpongwe DEBS 571,510,462 571,510,462
Masaiti DEBS 583,198,000 13,000,000 596,198,000
Chiwala Technical High 1,278,755,700 1,278,755,700
Mpongwe High School 873,473,243 873,473,243
Chililabombwe High Sch 435,736,000 435,736,000
Mufulira High School 378,913,000 378,913,000
Solwezi PEO 3,428,643,829 3,428,643,829
Solwezi DEBS 1,995,821,192 1,995,821,192
Zambezi DEBS 565,537,606 565,537,606
Kabombo DEBS 795,282,636 795,282,636
Mufumbwe DEBS 614,714,735 614,714,735
Zambezi High School 825,827,000 825,827,000
Mwinilunga High School 369,352,208 369,352,208
Kabombo High School 206,923,000 206,923,000
Total 78,714,717,400 786,760,145 13,888,440,842 4,253,300,973 2,100,440,683 99,743,660,043
156
An examination of accounting and other records maintained at the Provincial Education

Offices, selected District Education Boards, Teacher Training Colleges, High schools and
Basic Schools and a physical inspection of selected projects carried out during the period
from February to June 2012 revealed the following:
Contrary to Financial Regulation No. 65, two hundred and eighty eight (288)) payment
vouchers in amounts totalling K929,197,165 made during the period under review were
not availed for audit. See table below.
Station No. of Amount
Transactions K
Mongu PEO 18 102,345,820
Kaoma DEBS 86 273,773,724
Senanga DEBS 9 12,585,000
Sesheke High School 54 143,559,000
Livingstone DEBS 8 25,419,088
Mansa College 10 38,419,000
Chibombo DEBS 17 45,899,032
Serenje DEBS 16 11,137,468
Ndola PEO 32 196,628,284
Chiwala High School 26 43,429,500
Chililabombwe HighSch 3 5,680,000
Mufulira DEBS 1 2,500,000
Solwezi PEO 5 20,361,249
Zambezi High School 3 7,460,000
Total 288 929,197,165
Contrary to Financial Regulation No.45, payments in amounts totalling K4,130,589,760

made during the period under review were not supported with relevant documents such
as quotations, cash sales receipts and LPOs among others. See table below.
157
Station Amount
K
Senanga DEB 134,218,138
Kaoma DEB 120,229,034
Shangombo DEB 28,166,701
Lukulu DEB 358,027,266
Sesheke High 135,487,000
Choma DEB 24,851,00
Mazabuka DEB 14,982,500
Namwala DEB 33,850,800
Mwense DEB 4,762,000
Kawambwa DEB 49,883,000
Nchelenge DEB 32,940,000
Chienge DEB 10,500,000
St. Mary’s - 6,064,880
Kawambwa
Mwense High School 7,500,000
Nchelenge High 5,347,500
School
Mansa College 127,083,645
Mumbwa DEBS 182,839,130
Chibombo DEB 592,354,968
Serenje DEB 30,730,368
Kasama PEO 192,421,395
Nakonde Day High 42,976,000
Petauke DEB 3,100,000
Petauke High 66,610,000
Nyimba High 50,389,000
Ndola PEO 273,007,857
Chililabombwe DEBS 36,546,592
Chililabombwe High 9,880,000
Chiwala High 487,673,580
Mpongwe DEBS 8,180,000
Mpongwe High 4,984,500
Mufulira DEBS 2,500,000
Mufulira High 1,995,000
Solwezi PEO 211,947,972
Solwezi DEBS 274,073,080
Zambezi DEBS 79,522,258
Kabompo DEBS 249,224,000
Mufumbwe DEBS 198,597,596
Kabompo High 53,994,000
Lusaka DEBS 8,000,000
Total 4,130,589,760
c. Unacquitted Funds
Contrary to Financial Regulation No.45, payments in amounts totalling K86,053,500 as

shown in the table below were not acquitted by the beneficiaries as of October 2012.
Amount
Station
K
Livingstone DEBS 12,170,000
Choma DEBS 1,450,000

Mazabuka DEBS 1,371,500
Namwala DEBS 5,110,000
Ndola PEO 41,552,000
Solwezi PEO 24,400,000
Total 86,053,500
158

as shown in the table below involving eight hundred and twenty nine (829) transactions
issued to four hundred and thirteen (413) officers had not been retired as of December
2012.
No. of No. of Amount

Station Transactions Officers K
Mongu PEO 27 13 101,015,732

Senanga DEBS 34 14 87,823,568
Lukulu DEBS 13 6 36,628,280
Shangombo DEBS 6 4 9,381,294
Kaoma DEBS 32 11 121,208,280
Sesheke High School 29 16 56,650,000
Livingstone DEBS 37 8 74,064,000
Kazungula DEBS 27 13 75,285,533
Choma DEBS 53 17 102,568,340
Monze DEBS 9 6 36,340,000
Namwala DEBS 3 4 5,412,000
Kawambwa DEBS 7 2 41,306,480
Mansa College 5 5 18,492,307
Kasama PEO 2 2 10,915,000
Mpika DEBS 6 5 18,000,000
Kasama DEBS 7 6 14,537,500
Nakonde Day High School 4 4 4,527,500
Mbala High School 22 11 100,613,500
Petauke Boarding School 2 2 11,358,000
Lundazi DEB 60 12 107,481,000
Solwezi PEO 66 34 305,115,744
Zambezi DEBS 10 16 55,983,000
Kabombo DEBS 63 33 123,155,670
Mufumbwe DEBS 6 9 21,375,000
Solwezi DEBS 6 7 6,275,045
Zambezi High School 23 7 33,395,000
Kabompo High School 24 13 44,916,000
Mwinilunga High 14 10 50,413,000
Lusaka PEO 65 37 544,630,943
Ndola PEO 30 18 198,418,980
Masaiti DEBS 16 8 49,441,400
Chililabombwe DEBS 7 6 23,729,000
Chililabombwe High School 25 16 28,534,000
Chiwala High School 62 22 47,256,200
Mpongwe High School 8 2 8,600,000
Mpongwe DEBS 3 3 4,200,000
Mufulira DEBS 4 4 6,092,000
Mufulira High School 12 7 26,059,550
Total 829 413 2,611,198,846
159
Included in the unretired imprest was subsequent imprest in amounts totalling
K339,302,073 issued to eighteen (18) officers who had not retired previous imprests
contrary to Financial Regulation No. 91(1) and (2). See table below.
No. of Amount
Station
Officers K
Kaoma DEBS 4 184,912,540
Kazungula DEBS 5 56,953,533
Monze DEBS 2 20,345,000
Namwala DEBS 1 4,736,000
Mbala High School 6 72,355,000
Total 18 339,302,073
It was also observed that, imprest in amounts totalling K592,482,851 was issued to fifty
three (53) officers as shown in the table below to enable them undertake various
activities such as monitoring and supervision. However, no reports had been issued on
the activities as of December 2012.

Station
Transactions Officers K
Kaoma DEBS 11 5 47,944,510
Lukulu DEBS 2 1 10,701,000
Kasama PEO 2 1 14,900,000
Mpika DEBS 4 3 24,176,000
Ndola PEO 55 23 456,706,840
Chililabombwe DEBS 1 1 3,310,000
Masaiti DEBS 18 18 27,694,501
Mufulira DEBS 1 1 7,050,000
Total 94 53 592,482,851
e. Questionable Retirement of Imprest
A scrutiny of retirement documents (Accounts Form 44A) and acquittal sheets revealed
that imprests in amounts totalling K434,078,157 issued to seventy (70) officers at
various DEBS offices were had questionable retirements details such as overlapping
dates, bus tickets did not agree with the number of nights appearing on the retirement as
retirements and receipts falling outside the period of the trip. See table below.
Station No. of No. of Amount

Livingstone DEBS 25 9 31,282,000
Choma DEBS 14 10 20,299,000
Mpika DEBS 8 8 42,176,000
Monze DEBS 20 8 61,043,000
Mazabuka DEBS 43 15 135,798,626
Namwala DEBS 25 12 64,331,091
Ndola PEO 13 7 73,441,000
Shangombo DEBS 1 1 5,707,440
Total 149 70 434,078,157
160
f. Misapplication of Funds
Contrary to Financial Regulation No. 31 (1), which states that “Treasury Authority
should be obtained on varying funds, amounts totalling K8,257,081,538 were applied
on activities not related to the intended purpose such as advances and loans,
administration , imprest, boarding requisites, sports activities, among others as shown in
the table below.
Amount
Station Intended Purpose Misapplied on
K
Mongu PEO Other Emoluments General Administration 122,324,052
Livingstone PEO Dismantling of Bills 302,983,722
School Grants, Free Education materials,
Livingstone DEBS General Administration 540,570,133
OVCs, Dismantling of Outstanding bills
Kazungula DEBS General Administration 509,126,765
Choma DEBS General activities 338,954,495
Monze DEBS General activities 588,187,369
Mazabuka DEBS General activities 657,271,122
Namwala DEBS General activities 544,279,490
Mansa PEO Other PEs General Administration 536,252,290
Samfya DEBS General Administration Sports affiliation Fees 25,000,000
Nchelenge DEBS General Administration Sports affiliation Fees 32,870,432
Samfya High school General Administration Sports affiliation Fees 5,125,000
Mansa College Student Welfare Farewell parties, purchase of airtime, 22,025,500
Kabwe PEO Fixed Band Housing, other PEs and retention General Administration 449,288,834
Chibombo DEBS Outstanding emoluments Current bills 66,635,000
Kasama PEO Other Emoluments Allowance, stationery 204,315,642
Mpika DEBS School Grants General Administration 50,736,000
Mporokoso DEBS School Grants General Administration 353,534,402
Kasama DEBS School Grants General Administration 417,291,086
Luwingu DEBS School Grants General Administration 611,195,000
Chipata PEO Outstanding other personal emoluments Insurance, allowances, Spare parts 248,911,560
Lundazi High School Operational Grant PTA Wages 7,340,000
Ndola PEO Other emoluments Fuel and utility bills 1,353,184,003
Mpongwe DEBS Outstanding arrears Allowances, 102,745,841
Solwezi PEO Personal Emoluments General Administration 156,133,800
Kabompo DEBS Personal Emoluments General Administration 10,800,000
Total 8,257,081,538
g. Unaccounted for Funds
Amounts totalling K821,297,831 comprising funds collected by institutions in respect

of tuition and boarding fees, among others, were not accounted for in that the funds
were not banked and there was no cash on hand. In addition, there were no expenditure
details to show how the funds were utilised. See table below.
161
Type of Funds Amount
Unit
Received/ Collected K
Kaoma High School Boarding Fees 272,445,671
Sesheke High School PTA Fees 52,001,000
Sesheke High School Boarding Fees 159,399,000
Mansa College Tuition Fees 292,669,660
Nyimba High School Teacher Incentive 5,810,000
Mpongwe DEBS Affiliation Fees 27,100,000
Chililabombwe High School Tuition Fees 11,872,500
Total 821,297,831
h. Irregular Payment of Subsistence Allowances
i. Contrary to Terms and Condition of Service No. 155(a) which states that when
on transfer between stations, an officer may claim subsistence allowance at an
appropriate single or married rate for the last two (2) nights and the first two (2)
nights spent at the old and new stations respectively, it was observed that
officers on first appointment and those transferred within the same council zone
with a distance of less than one (1) kilometre were paid loading and offloading
allowance totalling K22,170,000.
ii. Contrary to Conditions of Service for the Public Service No. 154 (a), amounts
totalling K29,121,900 were paid as subsistence allowances to twenty one (21)
officers as shown in the table below despite accommodation and meals being
paid for in respect of the activities that were held within the station
Unit No. of Amount (K)

Officers
Ndola PEO 6 23,819,400
Kabombo DEBS 14 3,990,000
Mongu PEO 1 1,312,500
Total 21 29,121,900
i. Unaccounted for Stores
in respect of stores items costing K2,737,825,191 as shown in the table below.
162
Fuel General Stores TOTAL
Station K
K K
Mongu PEO 38,673,700 79,656,000 118,329,700
Kaoma DEBS - 60,002,300 60,002,300
Sesheke High School - 90,694,500 90,694,500
Senanga DEBS - 108,424,100 108,424,100
Livingstone DEBS 25,100,000 12,327,100 37,427,100
Kazungula DEBS 5,439,044 259,847,748 265,286,792
Choma DEBS 5,456,237 39,007,500 44,463,737
Mazabuka DEBS - 9,042,500 9,042,500
Namwala DEBS - 13,345,000 13,345,000
Mansa College - 5,480,500 5,480,500
Kabwe PEO 10,986,490 315,295,047 326,281,537
Mporokoso DEBS 6,430,000 - 6,430,000
Mbala High School - 100,500,000 100,500,000
Chipata PEO - 14,030,000 14,030,000
Petauke DEBS - 38,500,000 38,500,000
Petauke High School - 2,500,000 2,500,000
Nyimba DEBS - 49,346,461 49,346,461
Nyimba High School - 41,397,220 41,397,220
Lundazi DEBS 48,707,712 89,654,809 138,362,521
Ndola PEO 44,894,335 216,054,370 260,948,705
Chiwala High School 24,038,000 302,324,000 326,362,000
Mpongwe High school - 9,157,780 9,157,780
Chililabombwe DEBS - 20,175,000 20,175,000
Chililabombwe High
School - 45,428,500 45,428,500
Mufulira DEBS - 5,951,420 5,951,420
Mufulira High School - 221,888,958 221,888,958
Kabombo DEBS 12,692,500 10,647,000 23,339,500
Mufumbwe DEBS 51,923,950 6,894,000 58,817,950
Zambezi DEBS 13,172,000 3,000,000 16,172,000
Zambezi High school - 9,005,000 9,005,000
Mwinilunga High school
- 20,182,000 20,182,000
Kabompo High school - 33,537,000 33,537,000
Solwezi PEO 46,500,000 - 46,500,000
Solwezi DEBS 24,000,000 - 24,000,000
Lusaka PEO - 73,806,000 73,806,000
Luangwa DEBS 16,811,955 - 16,811,955
Kafue DEBS - 41,792,455 41,792,455
Chongwe DEBS - 14,105,000 14,105,000
Total 374,825,923 2,362,999,268 2,737,825,191
j. Failure to Remit Tax
Contrary to the Income Tax Act, PAYE in amounts totalling K566,420,897 as shown in
the table deducted from various earnings was not remitted to the Zambia Revenue
Authority as of December 2012.
PAYE Deducted
Station Source of Tax
K
Mongu PEO Long service, terminal benefits 364,565,291
Shangombo DEBS Leave terminal 108,533,304
Kaoma DEBS Long service, terminal benefits 10,497,975
Solwezi DEBS Leave terminal 82,824,327
Total 566,420,897
163
k. Failure to Recover Loans and Salary Advances
respect of loans and salary advances totalling K1,247,972,581 (Loans - K881,149,000
and Salary Advances - K366,823,581) paid out to two hundred and seventy seven (277)
officers had not been effected as of December, 2012. See details below.
Amount
No. of K
Station Total
Officers Salary/
Loans
Advance
Mongu PEO 27 - 29,400,000 29,400,000
Livingstone PEO 26 197,000,000 25,800,000 222,800,000
Livingstone DEBS 5 - 6,300,000 6,300,000
Monze DEBS 4 - 2,000,000 2,000,000
Mazabuka DEBS 5 - 7,300,000 7,300,000
Kasama PEO 4 16,000,000 2,000,000 18,000,000
Lundazi High school 5 - 5,090,000 5,090,000
Ndola PEO 57 278,440,000 63,908,624 342,348,624
Mufulira High School 3 - 5,500,000 5,500,000
Chililabombwe DEBS 1 - 1,500,000 1,500,000
Solwezi PEO 106 306,409,000 197,424,957 503,833,957
Solwezi DEBS 27 - 20,600,000 20,600,000
Lusaka PEO 1 10,000,000 - 10,000,000
Luangwa DEBS 6 73,300,000 - 73,300,000
Total 277 881,149,000 366,823,581 1,247,972,581
l. Payment of Loans and Salary Advances to Employees whose Salaries were below
40%
Contrary to Public Service Management Division Circular No. B.19 of 2007 that
stipulates that the net pay of an employee, after deductions, should not be less than 40%
of the basic salary prior to approval, twenty three (23) officers who had take home pay
of less than 40% of their gross pays were paid loans and advances in amounts totalling
K68,618,900. See table below.
Amount
No. of K
Station
Officers Salary
Loans
Advance
Kasama PEO 4 24,000,000 800,000
Solwezi PEO 8 28,800,000
Solwezi DEBS 6 3,900,000
Kafue DEBS 5 11,118,900
Total 23 24,000,000 44,618,900
164
m. Failure to Disburse Grants to Basic Schools
Amounts totalling K353,896,968 as shown in the table below were released to the
DEBS for onward disbursement to various schools.
Amount
Station Released
K
Kaoma DEBS 163,840,668
Lukulu DEBS 124,298,506
Senanga DEBS 65,757,794
Total 353,896,968
However, as of December 2012 the funds had not been disbursed. There was no
satisfactory explanations given as to how the funds were utilised as neither expenditure
details were available nor were the funds in the bank.
n. Rehabilitation of Mulira Basic School – Eastern Province - Nyimba
In October 2011, an amount of K71,975,800 was disbursed to Mulira Basic School for
the rehabilitation of a 1X2 Classroom block. The scope of works included replacement
of blown off roof and wall reconstruction.
In this regard, the school entered into a labour only contract at a contract price of
K9,783,520. As of September 2012, a total amount of K60,965,780 had been spent on
building materials (K49,438,000), transportation (K6,565,780), labour charge
(K3,712,000) and allowances (K1,250,000)leaving a balance of K11,010,020.
A physical inspection of the project carried out revealed that the rehabilitation works
had not been completed with the following works outstanding:
 fixing of window and door frames, and
 plastering and roofing
See picture below.
Incomplete Works at Mulira Basic School
165
o. Irregular Payment of Long Service Bonus - PEO – Livingstone
Amounts totalling K77,233,153 as shown in the table below were paid to fourteen (14)
teachers as long service bonus.
Station No. of No. of Amount

Kazungula DEBS 7 4 38,834,097
Choma DEBS 12 10 38,399,056
Total 19 14 77,233,153
However, the payments were irregular in that the teachers did not qualify for long
service bonus as they were pensionable employees.
p. Overpayment of Leave Terminal Benefits by PEO
On 11th August 2011, the Provincial Education Office made a payment of K17,594,664
to a retired head teacher at Njase Girls Secondary School, as total leave terminal
benefits due to the officer. However, it was noted that on 23rd May, 2011, the Choma
DEBS office had paid the retired officer a part payment of K6,000,000 which was not
recovered by the Provincial Education Office.
q. Rehabilitation of Schools – Blown Off Roofs
Amounts totalling K226,761,000 were received by two (2) District Education Boards
offices for the rehabilitation of blown off roofs at various schools in the respective
districts as shown in the table below.
Amount
District School
K
Mabwe Atuba Basic School 46,431,000
Choma Simudima Basic School 35,145,000
Ndawana Basic School 30,685,000
Malomo Basic School 38,500,000
Monze Hatontoola Basic School 38,000,000
Gaali Basic School 38,000,000
TOTAL 226,761,000
However, contrary to the Procurement Guidelines, the two (2) DEBS offices procured
building materials costing K117,759,000 for the rehabilitation works at three schools in
Choma and Monze without obtaining authority from the District Tender Committee.
See table below.
166
Amount
District Schools Supplier Date
K
Mabwe Atuba Basic Buildaz Hardware 15.09.11 38,446,000
Choma Ndawana Basic Buildaz Hardware 19.09.11 23,496,000

Simudima Basic Buildaz Hardware 15.09.11 27,702,500
Monze Chisekesi Basic Buildaz Hardware 21.08.11 28,114,500
TOTAL 117,759,000
r. Misappropriation of Funds – Masaiti DEBS - Copperbelt Province
Amounts totalling K2,800,000 were misappropriated through the alteration of cheques

payable to Mr Abraham Tembo and Interface Supplies.
The cheques (Nos. 022016 and 022266 dated 9th August, 2011 and 7th October 2011
respectively) were for K500,000 and K200,000 respectively.
However, they were altered and cleared as K1,500,000 and K2,000,000 respectively as
per bank statement.
HEAD: 88 Ministry of Livestock and Fisheries Development
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
52. In the Estimates of Revenue and Expenditure for the financial year ended 31stDecember
2011, a provision of K278,789,018,894 was made to cater for various activities, against
which K175,613,565,420 was released resulting in an underfunding of K103,175,453,474.
An examination of the accounting and other records maintained at the Ministry Headquarters
and visits to selected provinces carried out in March 2012 revealed the following:
Contrary to Financial Regulations No. 65(1), a total amount of K34,227,300 was

unvouched in that the vouchers were either missing or unsupported by relevant
documents such as invoices and Local Purchase Orders as shown in the table below.
167
No. of Amount
Details
Transactions K
Missing payment vouchers 3 34,227,600
Unsupported payments 2 55,108,400
Total 89,336,000
Contrary to Financial Regulations No.96, imprest in amounts totalling K413,071,715

issued to various officers in 2011 had not been retired as of December 2012.
In addition, contrary to Financial Regulations No. 91, six (6) officers with outstanding
imprest were issued with subsequent imprests amounting K67,100,000.
c. Non-Recovery of Loans and Advances
During the period under review, a total amount of K1,438,000,000 as shown in the table
below was paid to fifty four (54) officers as car loans, house hold loans and salary
advances.
Amount
Details loan
K
Household 817,000,000
Car loan 550,000,000
Salary Advance 37,000,000
Tuition advance 34,000,000
Grand total 1,438,000,000
However, as of December 2012, no recoveries had been effected.
d. Unaccounted for Fuel
Contrary to Public Stores Regulation No. 16, fuel costing K1,394,100,000 purchased
during the period under review had no receipt and disposal details.
e. Construction Works at Mukulaikwa Animal Breeding Center
In October, 2011 the Ministry engaged Lavio Construction Limited to construct a guard
house, a boom, wheel bath, foot bath septic tanks and soak away at Mukulaikwa animal
breeding centre at a contract sum of K106,020,380.
The terms of the contract were:
 70% down payment

 Final payment upon completion of the works (presentation of completion
certificates)
168
 Completion of the works was for a period of one month from the date of receipt of
the advance payment.
As at 31st December, 2011 the contractor had been paid the full amount of
K106,020,410.
However, no interim and completion certificates were prepared making it not possible
to determine whether the works were executed as per contract.
A site visit in April, 2012 revealed that despite the contractor having been paid in full
payment the boom had not been constructed.
f. Chilanga - Department of Fisheries
i. Non-Recovery of Loans and Advances
respect of loans and advances totalling K155, 000,000 paid to twelve (12) officers had
not been effected as of December 2012.
ii. Failure to Utilise Boat
In December 2009, the Ministry procured two (2) boats to serve as fisheries research
boats on lakes Bangweulu and Mweru-wa-Ntipa research stations at a total cost of
ZAR6,130,490.40.
The two (2) boats were delivered in May and November 2011. It was observed
however that one of the boats was taken to Siavonga instead of Mweru - Wa – Ntipa
as earlier planned. In addition, as of April 2012, the other boat was still marooned in
open space in Chilanga rendering the expenditure wasteful and exposing it to
vandalism. See picture below.
Front of the boat Interior of the boat Rear of the boat

Vessel
As of December 2012, the boats were not insured.
169
HEAD: 88/ Ministry of Livestock and Fisheries Development
16 Copperbelt Province – Provincial Livestock and Fisheries

Co-ordinating Office
17 Copperbelt Province – District Livestock and Fisheries
Co-ordinating Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K6,176,299,702 was made to cater for Provincial Livestock and
Fisheries Co-ordinating Office and District Livestock and Fisheries Co-ordinating Offices of
Lufwanyama, Masaiti, Mpongwe and Chililabombwe against which amounts totalling
K2,432,208,216 were released resulting in an under funding of K3,744,091,486 as shown in
the table below.
Total Authorised Amount Under

Station Provision Released Funding
K K K
Provincial Livestock and Fisheries 4,277,051,102 1,329,322,180 (2,947,728,922)
Chililabombwe 349,412,151 245,542,197 (103,869,954)
Lufwanyama 455,412,149 278,842,931 (176,569,218)
Mpongwe 444,012,149 275,642,384 (168,369,765)
Masaiti 650,412,151 302,858,524 (347,553,627)
Total 6,176,299,702 2,432,208,216 (3,744,091,486)

An examination of accounting and other records maintained at the Provincial and District
Livestock and Fisheries Offices carried out in October 2012 revealed the following:
Contrary to Financial Regulation No. 65, twenty nine (29) payment vouchers in
amounts totalling K79,383,370 processed during the period under review were not
provided for audit. See table below.
No. of Amount
Station
Transactions K
Ndola 3 22,750,000
Chililabombwe 6 8,245,000
Lufwanyama 9 10,844,370
Mpongwe 3 5,429,000
Masaiti 8 32,115,000
Total 29 79,383,370
170
Contrary to Financial Regulation No. 52, sixty five (65) payments in amounts totalling
K199,663,539 made during the period under review were not supported with relevant
documents such as quotations, cash sale receipts and Local Purchase Orders (LPOs).
See table below.
Transactions K
Ndola 22 151,463,539
Mpongwe 12 18,485,000
Masaiti 3 2,100,000
Total 65 199,663,539

under review. See table below.
Fuel Other Stores Total

Station
K K K
Ndola 61,208,176 68,210,500 129,418,676
Lufwanyama - 4,475,000 4,475,000
Mpongwe 9,000,000 2,470,000 11,470,000
Masaiti 28,552,000 10,773,550 39,325,550
Chililabombwe 8,130,000 - 8,130,000
Total 106,890,176 85,929,050 192,819,226
issued to thirty eight (38) officers had not been retired as of October 2012. See table
below.
Officers K
Ndola 20 226,164,987
Mpongwe 4 33,155,000
Masaiti 8 39,675,000
Total 38 320,284,987
In addition, contrary to Financial Regulation No. 45(3), allowances in amounts

totalling K19,430,000 paid to three (3) officers involving six (6) transactions were not
acquitted.
171
20 Southern Province - Provincial Livestock and Fisheries

Coordinating Office
21 Southern Province - District Livestock and Fisheries

Coordinating Office
PROGRAMME: Provincial and District Livestock and Fisheries
ACTIVITIES: Various
54. In the Estimates of Revenue and Expenditure for the financial year ended 31st December,
2011, total provisions of K11,491,097,030 were made to cater for General Administration
(K6,381,097,030) and infrastructure (K5,110,000,000) against which amounts totalling
K9,496,069,561 were released resulting in an underfunding of K1,995,027,469.
In addition, amounts totalling K956,273,374 were brought forward from the previous year
bringing the total funds available to K10,452,342,935 as shown in the table below.
Provision Amount (Under) Balance Brought Available

Station Released /Overfunding Forward Funds
K K K K K
Provincial LFO 3,112,244,726 2,194,086,044 (918,158,682) 939,673,388 3,133,759,432
Livingstone LFO 270,731,600 232,460,363 (38,271,237) 465,806 232,926,169

Mazabuka LFO 957,681,874 546,084,943 (411,596,931) 20,144 546,105,087
Monze LFO 639,221,550 415,276,148 (223,945,402) 6,785,999 422,062,147
Choma LFO 973,360,972 467,817,933 (505,543,039) 205,063 468,022,996
Kalomo LFO 427,856,308 260,344,130 (167,512,178) 9,122,974 269,467,104
Infrastructure 5,110,000,000 5,380,000,000 270,000,000 - 5,380,000,000
Total 11,491,097,030 9,496,069,561 (1,995,027,469) 956,273,374 10,452,342,935
An examination of accounting and other records maintained at Choma Provincial Office and
Livingstone, Mazabuka, Monze, Choma and Kalomo District Livestock and Fisheries Offices
(DLFOs) and physical inspection of selected projects carried out in September 2012 revealed
the following:
Contrary to Financial Regulation No. 65, there were twenty five (25) payment vouchers
in amounts totalling K28,204,000 that were not produced for audit. See table below.
172
No. of Payment Amount
Station
Vouchers K
Livingstone DLFO 4 6,500,000
Monze DLFO 21 21,704,000
Total 25 28,204,000
b. Inadequately Supported Payments
Contrary to Financial Regulation No. 45(2), there were one hundred and sixty two (162)
payments in amounts totalling K332,772,752 which were unvouched in that they were
not supported with relevant documents such as quotations, invoices and receipts. See
table below.
No. of Amount
Station
Transactions K
Provincial LFO 4 65,211,000
Mazabuka 45 68,083,500
Monze 35 46,202,379
Kalomo 58 107,851,500
Total 162 332,772,752
c. Staff Recruited without Authority - Choma DLFO
During the period under review, amounts totalling K61,845,000 were paid to fifteen(15)
casual workers as wages. However, the payments were not supported by the authority to
employ from Public Service Management Division (PSMD) and there was no budget
line for the expenditure.

issued to forty seven (47) officers involving ninety one (91) transactions had not been
retired as of December, 2012. See details in the table below.

Station
Provincial 1 1 5,500,000
Livingstone 21 11 38,853,645
Mazabuka 21 14 46,052,077
Monze 46 19 51,717,320
Kalomo 2 2 1,995,000
Total 91 47 144,118,042
Included in the unretired imprest, was imprest in amounts totalling K80,578,644 issued
to twenty two (22) officers who had not retired previous imprest, contrary to Financial
Regulation No. 91(1) and (2). See details in the table below.
173
Station
Livingstone 10 4 19,978,645
Mazabuka 18 9 33,644,999
Monze 25 9 26,955,000
Total 53 22 80,578,644
Contrary to Public Stores Regulation No 16, there were no receipt and disposal details
in respect of stores items costing K499,755,279 (general stores - K239,051,683 and fuel
- K260,703,596) as shown in the table below.
No. of General Stores Fuel Total

Station
Transactions K K K
Provincial 13 85,475,000 23,662,200 109,137,200
Livingstone 40 40,938,000 58,832,607 99,770,607
Mazabuka 74 28,276,195 73,494,180 101,770,375
Monze 67 70,020,988 46,079,740 116,100,728
Kalomo 40 14,341,500 58,634,869 72,976,369
Total 234 239,051,683 260,703,596 499,755,279
As a result, it was not possible to ascertain whether the items were received and used
for the intended purpose.
Among the unaccounted for items in Livingstone was a Toshiba laptop procured in June
2011 at a cost of K4,200,000. The laptop was purported to be with the Livingstone
Office Equipment Department for repairs. However, a visit to the Livingstone Office
Equipment Department revealed that the laptop that was being repaired was an old HP
laptop and not the Toshiba laptop.
f. Fuel Drawn by Vehicles not belonging to Livingstone DLFO
During the period under review, fuel costing K8,541,960 involving twenty (20)
transactions was drawn by vehicles that did not belong to Livingstone DLFO without
any evidence of authority from the District Veterinary Officer.
g. Infrastructure - Provincial Livestock and Fisheries Office
The Provincial LFO received amounts totalling K5,380,000,000 for the construction of
a Laboratory and an Office Block in Choma and for the rehabilitation of livestock
service centers in seven (7) districts as shown in the table below.
174
Amount Received Amount Spent
Station No Details
K K
Choma 1 Construction of Laboratory 1,350,000,000 1,991,104,367
2 Construction of Service Centers 150,000,000 139,277,000
Mazabuka 1 Construction of Service Centers 360,000,000 355,499,604
Kalomo 1 Construction of Service Centers 545,000,000 591,007,996
Monze 1 Construction of Service Centers 545,000,000 546,754,182
Sinazongwe 1 Construction of Service Centers 100,000,000 193,202,500
2 Rehabilitation of Fisheries Training Centre 1,500,000,000 73,350,000
Kazungula 1 Construction of Service Centers 725,000,000 718,320,790
Gwembe 1 Construction of Service Centers 105,000,000 48,300,000
Total 5,380,000,000 4,656,816,439
As of July 2012, amounts totalling K4,684,689,633 had been spent on the projects.
A review of records and physical inspections carried out in August and December 2012
revealed the following;
i. Construction of Laboratory and Office Block
On 11th July 2011, Provincial Administration Office engaged Sarzam Contractors

Ltd for the construction of a two (2) storey laboratory and an office block in
Choma at a contract sum of K3,251,850,353 for a period of forty four (44) weeks
commencing on the date of signing the contract.
As of June 2012, the contractor had been paid amounts totalling K2,694,085,115.
 Works Not Done But Paid for
According to the bill of quantities (BoQ), one hundred and seven (107)
burnt bricks with bull nose edge costing K4,494,000 were supposed to be
fitted on the window sills.
A visit to the construction site revealed that, although the Contractor was
paid K4,494,000 for the fitting of a bull nose edge bricks on the structure
on certificates No. 2 and 4, no bull nose edge bricks were fitted on the
window sills rendering the two certificates questionable.
 Disparities on the Structure and Bill of Quantities
A comparison in the descriptions of the doors and window frames in the

Bills of Quantities (BoQs) and the fittings on the structure revealed some
discrepancies in that the height of door and window frames were 2.4 and
175
1.5 meters respectively in the BoQs while those fitted were 2.0 meters (for
door frames) and 1.4 meters (for window frames).
It was also observed that the height of the back stair cases was too low to
pass through as shown in the picture below.
ii. District Service Centers Infrastructure
During the period under review, the Choma Provincial LFO awarded seventeen
(17) contracts to ten (10) contractors to construct crush pens, VIP toilets, Dip
tanks, rehabilitation of staff houses, loading bay, water tank stand and
reticulation system at seven (7) District Service Centers.
 Progress of Works Carried Out
(See table below)
176
Amount Paid
to Contractor /
District Project Contractor Scope of Works Status/Observation
Materials
K
• No contract document was availed for audit scrutiny

Choma Construction of a Crush pen at Chipande BF Housing 5,884,000 Construction Crushpen
 The crushpen was incomplete in that some poles had not been fitted, most of the rails had not yet been
fixed. Further, there were no bolts and nuts in the joineries of some poles.
Water Reticulation at Kanchindu Goat Breeding To supply a water tank, erect a stand and electrify water supply  Water stand had been erected and tank mounted. However, the laying of poly pipes from tank to the goat
Ban Build Gen Dealers Amount Paid K40,652,000
center system. house had not been completed and the contractor had abandoned the site.
Sinazongwe  As of July 2012, the rehabilitations had not commenced.
Sinazongwe Fisheries Centre Provincial Fisheries Office  Drawings cost K73,350,000 Rehabilitation of Fisheries center  However, K73,350,000 had been spent on drawings leaving a balance of K1,426,650,000 which had not
been spent as of August 2012.
Construction of Dip Tank, VIP Toilet and Crush pen at Magoye
Construction of Dip Tank. Pro-Fab Z Ltd  Dip tank K19,132,000
Central
Construction of dip tank Anatex Ltd  Dip Tank K9,413,000
 Works completed but facilities not in use.

Mazabuka Materials for mending dip tank Ackim Mwiinga  Materials to mend dip tank K8,550,000
Construction of crush pen Dukwi-Mubi  Crush pen K28,590,000
Construction of VIP Toilet Chikomo Farms  VIP Toilet K23,400,400

Double VIP Toilet at Kalambabakali Chikomo Farms Construction  VIP Toilet K23,400,400 Construction of a Double VIP Toilet at  Although the toilet had had been completed, a crack had developed across the front wall.
 As of July 2012, the shelter and VIP Toilet and had not been constructed and the contractor was not on
Resting Shelter Dukwi Mubi Contractors K46,100,500 Construction of Resting Shelter, VIP Toilet
Kazungula site.
VIP Toilet and Dip Tank at Sikaunzwe Mixjar Gen Dealers K19,400,000 Construction of a Dip Tank  As of July 2012, the Dip Tank had not been constructed and the contractor was not on site.
 The roofing of animal resting bay had not been completed in that some iron sheets had not been fitted
Crushpen with Iron sheets at Camp No.3 Tosh Building Contractors K58,000,000 Construction of Crush pen with iron sheets
 The contractor was not on site
 The construction of the dip tank had not been completed in that the side walls and roofing were still
Dip tank at camp No.3 Anatex Ltd K19,220,000 Construction of dip tank outstanding as of July 2012.
 The project had delayed by one hundred and eighty days.
 The rails used at Mukanda were small and had started falling off.
 The poles had been attacked by termites at all the three centers due to poor treatment.
Crush pen at Mukanda, Muyuni and Nsalali Chikomo Farms K132,594,000 Construction of crush pen  The Crush pen concrete slab at Muyuni had started peeling off due to poor mixture
 Although the Crush pens at Nsalali and Muyuni had been completed, they had not been handed over as of
July 2012.
 Some of the rails had fallen off
Crush pen at Nantale Trade Magnate Co.Ltd K41,300,000 Construction of crush pen
Kalomo  Some feeding and drinking troughs had fallen off.
 There was no scope of works specifying the nature of works required to be executed
Loading bay at Siachitema Investline Co Ltd K4,290,000 Adjustment of Loading bay
 The poles on the loading bay were not firmly fixed on the concrete slab
 Although the works had been completed, the house had not been occupied as of July 2012.
Staff House at Siachitema Trade Magnate Co Ltd K39,400,000 Rehabilitation of staff house
.
Crush pen at Kalonda Trade Magnate Co Ltd K41,300,000 Construction of Crush pen  Some of the rails had fallen off from the structure.
 No Bills of Quantities was availed for audit scrutiny. As a result it was difficult to ascertain whether the
structure had been rehabilitated according to the required specifications.
 As of July 2012 the works had not been completed in that five (5) window panes for the three (3) rear
Staff house and VIP Toilet at Dimbwe Tosh Building Contractors K28,653,992 Rehabilitation of staff house and construction of a VIP Toilet
windows had not been fitted
 Further the staff house was occupied by a teacher from Dimbwe Basic School as there was no service
center staff resident at the center.
177
 Drilling of Boreholes and Installation of Water Pumps
During the period under review, the Choma Provincial LFO engaged
Coratom Company Ltd to drill three (3) boreholes and install water pumps at
Kalambabakali in Mazabuka and Sikaunzwe and Kazungula Central in
Kazungula at a total cost of K119,802,600 (K34,934,200 per borehole). As
of June 2011, the contractor had been paid the whole amount of
K119,802,600.
However, as of December 2012, no works had been done in Kalambabakali.

In addition, works at the other two (2) borehole sites in Sikaunzwe and
Kazungula central had not been completed and the contractor had abandoned
the site.

22 Northern Province – Provincial Livestock and fisheries
Development Coordinating Office
23 Northern Province – District Livestock and fisheries Development
Coordinating Office
PROGRAMMES: Various
ACTIVITIES: Various
55. In the Estimates of Revenue and Expenditure for the year ended 31st December 2011, a
provision of K5,036,504,755 was made for the Provincial Livestock and Fisheries
Development Coordinating Office and the five (5) District Livestock and Fisheries
Development against which K2,850,127,358 was released resulting in an underfunding of
Provision Funding Variance

Department
K K K
Provincial Livestock 1,927,837,658 1,362,809,425 565,028,233
Mpika District Livestock 421,767,167 283,306,016 138,461,151
Mbala District Livestock 525,767,167 301,834,599 223,932,568
Isoka District Livestock 614,598,429 339,804,631 274,793,798
Nakonde District Livestock 1,054,767,167 305,517,670 749,249,497
Chinsali District Livestock 491,767,167 256,855,017 234,912,150
Total 5,036,504,755 2,850,127,358 2,186,377,397
178
An examination of accounting and other records maintained at Provincial and District Offices
a. Unremitted Funds
During the period under review, the Ministry was funded K1,560,317,933 to cater for
operations in Northern Province.
However, the Ministry disbursed a total of K1,222,330,283 to the Provincial and

District Livestock Offices leaving a balance of K337,987,650 as shown in the table
below.
Disbursed by
Released by MoF Retained funds
Ministry of
Department/District
Livestock
K K
K
Provincial Livestock 73,000,000 - 73,000,000
Mpika District Livestock 283,306,016 218,280,144 65,025,872
Mbala District Livestock 301,834,599 233,158,727 68,675,872
Isoka District Livestock 339,804,631 288,920,472 50,884,159
Nakonde District Livestock 305,517,670 288,091,798 17,425,872
Chinsali District Livestock 256,855,017 193,879,142 62,975,875
Total 1,560,317,933 1,222,330,283 337,987,650
As of December 2012, there was no explanation given as to why the funds were not
disbursed to the intended recipients.
b. Irregular Recruitment of Casual Workers
During the period under review, amounts totalling K170,888,588 as shown in the table
below were spent on the wages of casual workers to redress staff shortages.
Department/ Amount
District K
Provincial Livestock Office 132,443,620
Mpika District Livestock 7,440,000
Mbala District Livestock 13,700,000
Isoka District Livestock 11,710,000
Chinsali District Livestock 5,594,968
Total 170,888,588
However, there was no authority to employ from the Public Service Management
Division (PSMD) and there was no budget line to support the expenditure.
c. Misapplication of Funds
Out of a total amount of K320,402,577 released for camp operations (field services to
farmers), amounts totalling K307,817,577 as shown in the table below were applied on
office administration operations.
179
Released Disbursed Misapplied
District to Camps
K K K
Mpika 43,199,277 1,000,000 42,199,277
Mbala 47,272,078 11,025,000 36,247,078
Isoka 76,030,777 0 76,030,777
Nakonde 85,770,190 560,000 85,210,190
Chinsali 68,130,255 0 68,130,255
Total 320,402,577 12,585,000 307,817,577

issued to fifty one (51) officers as shown in the table below had not been retired as of
December, 2012.

Department
officers transactions K
Provincial Livestock 25 68 316,696,403
Mbala 8 22 55,832,900
Nakonde 12 26 54,018,980
Chinsali 6 6 11,730,000
Total 51 122 438,278,283
Included in the imprest figure of K438,278,283 was an amount of K176,008,903 issued

to seventeen(17) officers for monitoring activities for which no monitoring reports were
availed for audit.
e. Unsupported Payments
Contrary to Financial Regulation No.52, there were three (3) payment vouchers in
amounts totalling K4,382,500 made during the period under review that were not
supported with relevant documents such as invoices, receipts, delivery notes and Local
Purchase Orders.
f. Missing Payment Vouchers
Contrary to Financial Regulation No. 65, Seventeen (17) payment vouchers in amounts
totalling K31,362,000 as shown in the table below were not availed for audit as of
December, 2012.
No of Amount
Department
Transactions K
Provincial Livestock Office 6 21,862,000
Mbala District Livestock 7 8,010,000
Nakonde District Livestock 4 1,490,000
Total 17 31,362,000
180
g. Unaccounted for Stores
review.
h. Undelivered Building Materials
In October, 2011 the Provincial Livestock and Fisheries Development Coordinating

Office paid a total of K8,210,000 to Chanji General Dealers for the procurement of
various building materials such as roofing nails and planks, for the construction of a
goat shed at Misamfu Livestock Research Station.
However a visit to the research station and inquiries with management conducted in
July 2011 revealed that two hundred and thirty eight (238) planks of different sizes
costing K7,560,000 had not been delivered by the supplier, nine (9) months after the
payment was made.
HEAD: 88/24 Ministry of Livestock and Fisheries Development-

Western Province- Provincial Livestock and
Fisheries Co-ordinating
UNITS Various
PROGRAMMES Various
ACTIVITIES Various
cater for various activities at the Provincial Livestock and Fisheries Coordinating Office
against which amounts totalling K803,682,983 in 2010 and K1,012,486,726 in 2011 were
released resulting in under funding as shown below.
Provision Released (Under)/

Year Over funding
K K K
2010 1,427,995,135 803,682,984 (624,312,151)
2011 1,579,228,000 1,012,486,726 (566,741,274)
Total 3,007,223,135 1,816,169,710 (1,191,053,425)
181
An examination of accounting and other records maintained at the Provincial Livestock and
Fisheries Coordinating Office carried out in August 2012 revealed the following:
a. Unsupported Payments
Contrary to Financial Regulation No. 45, twenty nine (29) payments in amounts
totalling K94,622,460 made during the period under review were not supported with
relevant documentation such as receipts and invoices.

issued to twenty seven (27) officers during the period under review had not been retired
as of December 2012.
In addition, imprest in amounts totalling K45,045,060 was paid to six (6) officers for
surveillance of samples and herd monitoring. However, as of December 2012, there
were no monitoring reports produced to show that the activities were undertaken.
c. Unaccounted for Fuel
Contrary to Public Stores Regulation No. 16, there were no receipt and disposal
details in respect of fuel costing K120,860,178 procured during the period under
review.
HEAD: 88/25 Ministry of Livestock and Fisheries Development – Western

Province - District Livestock and Fisheries Co-ordinating
Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K7,374,310,000 was made to cater for various activities at the District
Livestock and Fisheries Coordinating Offices against which amounts totalling
182
K5,953,783,779 was released resulting in under funding of K1,420,526,221 as shown in the
table below.
Provision Released (Under)/

Districts Over funding
K K K
Kaoma 1,118,885,000 737,931,791 (380,953,209)
Senanga 1,565,585,000 1,212,182,928 (353,402,072)
Sesheke 1,257,785,000 981,951,152 (275,833,848)
Mongu 1,220,900,000 1,568,621,855 347,721,855
Lukulu 696,885,000 518,732,238 (178,152,762)
Shangombo 732,085,000 436,957,652 (295,127,348)
Kalabo 782,185,000 497,406,163 (284,778,837)
Total 7,374,310,000 5,953,783,779 (1,420,526,221)
In addition, there was a balance of K755,000,000 brought forward from the previous year
bringing the total funds available to K6,708,783,779.
Accounting and other irregularities
An examination of accounting and other records maintained at the seven (7) District
Livestock and Fisheries Coordinating Offices carried out in August 2012 revealed the
following:
Contrary to Financial Regulation No. 45, twenty three (23) payments in amounts
relevant documentation such as receipts and invoices.
b. Missing Payment Vouchers
Contrary to Financial Regulation No. 65, twenty six (26) payment vouchers in amounts
totalling K38,072,990 were not produced for audit.

issued to fifty eight (58) officers during the period under review had not been retired as
of December 2012. See details in the table below.
183
No. of Amount
Station
Officers K
Mongu 4 13,826,500
Kaoma 10 53,183,000
Lukulu 5 39,024,000
Sesheke 4 5,896,000
Senanga 8 59,395,650
Shangombo 2 6,027,000
Kalabo 25 75,445,343
58 252,797,493
In addition, imprest in amounts totalling K87,811,600 was paid to twenty (20) officers
as shown in the table below for surveillance of samples and herd monitoring. However,
as of December 2012, there were no monitoring reports produced to show that the
activities were undertaken.
No of Amount
Station
Officers K
Kaoma 2 5,685,000
Lukulu 5 9,055,000
Sesheke 6 10,525,000
Senanga 4 46,451,600
Shangombo 3 16,095,000
Total 20 87,811,600
d. Questionable Retirement of Imprest
i. Mongu District Livestock and Fisheries Office
On 6th May 2011, imprest in amounts totalling K3,140,000 issued to the District
Veterinary Officer to facilitate his travel to Lusaka to take vehicle GRZ 809 CF for
servicing. According to the retirement details, the trip was undertaken between 12th
and 16th May 2011 (4 nights ) and a total of K1,799,558 was spent on fuel ,
K1,180,000 on subsistence allowance and K661,858 on servicing the vehicle.
However, fuel receipts number 36828 (K1,193,700) and 244319 (K200,000)

totalling K1,393,700 dated 19th May 2011 and 18th May 2011 respectively were
questionable in that the dates fell outside the period the vehicle was purportedly
taken for service.
ii. Lukulu District Livestock and Fisheries Office
On 16th August 2011, imprests in amounts totalling K8,680,000 and K2,650,000

were issued to the District Veterinary Officer and the driver respectively to
facilitate their travel to Lusaka to take vehicle ABT 4581 for servicing at CFAO
Zambia Limited as well as procuring five (5) tyres.
184
According to the retirement details, the District Veterinary Officer spent his imprest
as follows: K1,180,000 on subsistence allowance , K6,875,000 on procurement of
tyres and K625,000 on rear cabin screen while the driver spent his imprest as
follows: K1,550,000 on fuel and K1,100,000 on subsistence allowance.
According to the claim forms, the officers started off for Lusaka on 17th August
2011 and reached the same day and came back to Lukulu on 21st August 2011 (4
nights). It was however observed that the vehicle which was on its way from Lukulu
to Lusaka drew fuel costing K 430,000 in Mongu (receipt number 21140 dated 17th
August 2011), which is in the opposite direction to that of Lusaka.
In addition there was no evidence to show that the vehicle was serviced at CFAO
during the period the officers were purportedly in Lusaka and the vehicle never
drew any fuel on their way back. It was also not clear why imprest was used to
procure tyres instead of paying direct to the supplier making the retirement of two
(2) imprests totalling K11,330,000 questionable.
in respect of fuel and other stores items costing K298,791,224 procured during the
26 Eastern Province- Livestock and Fisheries Coordinating Office

27 District Livestock and Fisheries Coordinating Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K7,422,740,831 was made to cater for various activities at the Provincial
Agriculture Coordinating Office (PACO) and District Agriculture Coordinating Offices
(DACO), against which a total amount of K5,724,748,150 was released resulting in
185
An examination of accounting and other records maintained at PACO and DACO and a
physical inspection of projects carried out in October 2012 revealed the following:
Contrary to Financial Regulation No.65, there were sixty nine (69) payment vouchers
in amounts totalling K486,180,177 that were not produced for audit.
Contrary to Financial Regulation Nos. 45 and 52, there were forty (40) payments in
amounts totalling K97,090,810 for the procurement of goods and services which were
not supported by relevant documents such as invoices, receipts and local purchase
orders.
details in respect of various stores items costing K121,167,348 procured during the

issued to seventy four (74) officers had not been retired as of December 2012.
In addition, imprest in amounts totalling K38,563,312 was issued to four (4) officers
for monitoring of different activities. However, as of December 2012, there were no
monitoring reports produced to show that the activities were undertaken.
e. Construction of Mpangwe Fish Seed Production Centre - Katete District
In the Estimates of Revenue and Expenditure for the financial year ended 31st
December 2011, a provision of K400,000,000 was made to cater for the construction
of the Mpangwe Fish Seed Production Centre in Katete District out of which
K200,000,000 was released for the project.
186
The works which were to be done at the total budget cost of K400,000,000 were as
follows:
 Construction of Fish Pond,
 Construction of Hatchery House,
 Purchase of Hatchery Materials,
 Construction of Furrow,
 Purchase of Netting Materials, and
 Purchase of Fingerlings.
An examination of accounting and other records maintained at the Katete District

Livestock and Fisheries Office revealed the following:
i. Delayed Completion of Construction of the Hatchery
On 21st January 2012, the Ministry of Livestock and Fisheries engaged

Kapirimphika Enterprise to construct a Hatchery at a contract price of
K6,000,000. The works were expected to be completed within sixty (60) days.
As of September 2012, the whole amount of K6,000,000 had been paid to the
contractor.
A physical inspection of the project carried out in October 2012 revealed that
the hatchery building block had not been completed as the plastering, glazing,
painting wiring and fixing of the solar geyser had not been done.
It was also observed that although, the construction of the furrow was
complete, the ponds were still dry and not functional.
Dry Ponds Incomplete Hatchery House
187
ii. Misapplication of Funds
A total amount of K9,120,000 was applied on activities not related to the

Mpangwe Fish Seed Production Centre such as purchase of motor vehicle
tyres and payment of imprests for attending a workshop in Lusaka.
iii. Uncollected Fingerlings
In November 2011, an amount K2,000,000 was paid to Kalimba Park in

Lusaka for the purchase of fingerlings. However, as of December 2012 the
fingerlings had not been collected.
f. Rehabilitation of Kakumbi Tsetse Research Centre – Mambwe District
During the period under review amounts totalling K192,312,662 were released to
Mambwe District for the rehabilitation of Kakumbi Tsetse Research Centre. Although
amounts totalling K111,085,000(K5,961,000 on fuel, K70,724,000 on materials and
K34,400,000 on allowances) had been purportedly spent, the rehabilitation works of
the research centre had not been done.
HEAD: 88/ Ministry of Livestock and Fisheries
28 North Western Province - Provincial Livestock & Fisheries

Coordinating Office
29 North Western Province - District Livestock and Fisheries

Coordinating Office
PROGRAMME: General Administration

ACTIVITIES: Various
59. In the Estimate of Revenue and Expenditure for the financial year ended 31st December 2011,
provisions of K3,825,852,666 were made to cater for General Administration against which
amounts totalling K1,954,982,710 were released resulting in under funding of
K1,870,869,956.

Livestock and Fisheries Coordinating Offices carried out in July 2012 revealed the following:
188
a. Unsupported payments
Contrary to Financial Regulation Nos. 45 and 52, there were twelve (12) payments in
amounts totalling K48,719,800 that were not supported with relevant documents such as
receipts, local purchase orders and invoices.

issued to twenty eight (28) officers during the period under review had not been retired
as of December 2012.
In addition, imprest in amounts totalling K21,790,000 was paid to five (5) officers for
monitoring of different activities. However, as of December 2012, there were no
monitoring reports produced to show that the activities were undertaken.
Contrary to Public Stores Regulation No.16, there were no receipts and disposal details
in respect of various stores items costing K364,488,389 (fuel - K231,757,051 and other
stores items - K132,731,338) procured during the period under review.
HEAD: 89/01 Ministry of Agriculture
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total authorised provision of K219,335,973,908 was made to cater for the various
activities at the Ministry against which amounts totalling K113,205,241,990 were released.

carried out in March 2012 revealed the following:
189
a. Unvouched Payments
Contrary to Financial Regulation No. 52, there were thirty nine (39) payments in
amounts totalling K191,310,824 which were not supported by documents such as
invoices, acquittal sheets and receipts.
No.of Amount
Details
Transactions K
Unsupported 15 102,735,824.00
Un Acquitted 24 88,575,000.00
39 191,310,824.00
b. Unaccounted for Stores
Contrary to Public Stores Regulation No. 16, various stores items costing K931,995,361
procured during the period under review had no receipt and disposal details. See table
below.
Amount
Item
K
Stores Items 536,195,361
Fuel 395,800,000
931,995,361

December 2012.
d. Non Recovery of Loans and Advances
respect of loans and advances amounting to K778,891,706 paid to various officers
during the period under review had not been effected as of December 2012.
e. Weaknesses in Accounting for Outstanding Bills - ZNBC
There were weaknesses in accounting for outstanding bills in that there were no ledgers
and reconciliations. Consequently, it was difficult to verify the accuracy and validity of
an amount of K3,006,466,315 owed to Zambia National Broadcasting Corporation
(ZNBC).
190
HEAD: 89/09 Ministry of Agriculture and Cooperatives - Agribusiness
and Marketing Department

UNIT : 4 Agriculture Finance and Credit Management
PROGRAMMES: 8 Farmer Input Support Programme (FISP) – (PRP)
ACTIVITIES: Various
2011, a total authorised provision of K896,000,000,000 was made for the purchase and
distribution of inputs (K892,003,250,000) and operational funds (K3,996,750,000) and the
whole amount was released.
In addition, an amount of K24,461,807,962 was brought forward from the previous year
bringing the total funds available to K920,461,807,962.
In this regard, in July 2011, the Ministry awarded four (4) contracts for the supply of fertiliser
in amounts totalling K872,722,426,081 (US$145,407,788) and six (6) contracts for the supply
of seed in amounts totalling K140,416,800,700 as indicated in the tables below.
Table 1 – Supply of fertilizer

Contractor Contract S um Quantity (Metric
Tonnes)
US Dollar Kwacha Compound D Urea
Nyiombo 90,066,347 460,082,550,924 31,313 51,263
Omnia 53,403,974 272,858,792,641 20,687 37,738
NCZ - 129,900,000,000 30,000 -
Nyiombo 1,937,467 9,881,082,516 1,227 1,227
Total 145,407,788 872,722,426,081 83,227 90,228
Table 2 – Supply of Seeds

Name of S upplier Contract S um Quantity (Metric Tonnes)
(K)
Maize Rice
M ri Seed (Z) Limited 34,300,015,000 2186.72
Panner Seed (Z) Ltd 19,066,909,900 1410.57
Pioneer Dupont (Z) Ltd 12,389,368,000 856.16
Zamseed Ltd 25,108,255,000 1323.96 39
Farmers Barn Ltd 17,783,232,800 1146.4
Seedco 31,769,020,000 2183.89
Total 140,416,800,700 9,108 39
According to the terms of the contracts, Nyiombo and Omnia were to deliver the fertiliser
within a period of four (4) weeks while Nitrogen Chemicals of Zambia (NCZ) was to
manufacture and supply the fertiliser within four (4) to eight (8) weeks.
191
Nyiombo was required to transport fertiliser to Central, Copperbelt, Luapula, Northern, North
Western and Western provinces while Omnia was to deliver fertiliser to Eastern, Lusaka and
Southern provinces and NCZ was only required to produce the fertiliser.
The seed suppliers were required to supply the goods ex-warehouse from the date of signing
the contract.
According to the Farmer Input Support Programme (FISP) guidelines, the procedure/process
of collecting and distribution of inputs were as follows:
i. The cooperative with its paid members’ list apply for inputs to the Camp
Agricultural Committee (CAC),
ii. CAC approves the application by appending the signature of CAC

Chairperson and CAC Secretary on FISP Form 2 which is then sent to the
DACO’s Office,
iii. DACO processes and signed the Authority To Deposit (ATD) which the
cooperative representative produced at the bank when making a deposit,
iv. A copy of the deposit slip from the bank was presented to the DACO who then
processed the Authority To Collect (ATC),
v. ATC was then presented to the warehouse manager for issue of inputs,
vi. Warehouse Manager issued the fertilizer and seed on a Goods Received
Voucher to the cooperative representative who would in turn issue the inputs
to each farmer who applied and paid for the inputs.
Each eligible farmer was to receive one of the two packs as described below.
Pack 1 Pack 2
Unit price Total Unit price Total
Item Qty Item Qty
K K K K
“D” Compound fertiliser 2x 50kgs 50,000 100,000 “D” Compound fertiliser 1x 50kg 50,000 50,000
Urea fertiliser 2x 50kgs 50,000 100,000 Urea fertiliser 1x 50kg 50,000 50,000
Maize Seeds 1x 10kg 80,000 80,000 Rice Seed 1x 10kg 80,000 80,000
Total 280,000 Total 180,000
An examination of accounting and other records maintained at the Ministry, selected

Provincial Agriculture Co-ordinating Offices (PACO), District Agriculture Co-ordinating
192
Offices (DACO) and visits to cooperatives and warehouses carried out in June 2012 revealed
the following:
a. Distribution of Inputs to Provinces
According to the guidelines on the management of FISP, small scale farmers were to
pay twenty five percent (25%) of the cost of the inputs while the balance of seventy five
percent (75%) was to be subsidised by the Government.
During the 2011/2012 farming season, the Ministry allocated 914,670 packs valued at
K1,022,870,400,000 to small holder farmers in the provinces as shown in the table below.
25% Farmer 75% Government Total Value

Fertilizer S eed No.
Province contribution S ubsidy
(Mts) (Mts) of Packs
K K K
Central 30,549 1,527 152,745 42,768,600,000 128,305,800,000 171,074,400,000
Copperbelt 17,970 899 89,850 25,158,000,000 75,474,000,000 100,632,000,000
Eastern 34,800 1,740 174,000 48,720,000,000 146,160,000,000 194,880,000,000
Luapula 10,782 548 54,810 15,256,800,000 45,770,400,000 61,027,200,000
Lusaka 12,579 629 62,895 17,610,600,000 52,831,800,000 70,442,400,000
Northern 28,952 1,458 145,760 40,612,800,000 121,838,400,000 162,451,200,000
N/Western 10,882 549 54,910 15,274,800,000 45,824,400,000 61,099,200,000
Southern 30,549 1,527 152,745 42,768,600,000 128,305,800,000 171,074,400,000
Western 5,391 270 26,955 7,547,400,000 22,642,200,000 30,189,600,000
Total 182,454 9,147 914,670 255,717,600,000 767,152,800,000 1,022,870,400,000
A review of records revealed weaknesses in accounting for revenue collected from the
distribution of farming inputs in various districts which included failure to reconcile
deposits made, poor record keeping, co-mingling of funds, failure to provide latest bank
statements among others.
In particular, the following were observed:
i. Unaccounted for Revenue
Although a total amount of K255,717,600,000 was expected to be realised from

the sale of inputs to small scale farmers, only a total amount of K254,493,510,000
was realised while inputs costing K1,224,090,000 were not distributed and were
held in various warehouses.
Out of the amount of K254,493,510,000 realised, amounts totalling

K254,096,224,255 were verified as having been remitted to Control 99 leaving a
balance of K397,285,745 unaccounted for as of December 2012.
193
ii. Unsupported ATDs
Contrary to the guidelines, a total of seven (7) ATD forms at Itezhi-tezhi and
Mongu with amounts totalling K74,760,000 whose packs were collected were not
supported with deposit slips as of December 2012. See table below.
No. of Amount
Station
Farmer Groups K
Itezhi tezhi 5 41,160,000
Mongu 2 33,600,000
Total 7 74,760,000
iii. Unaccounted for Revenue – Kalabo DACO
FISP Guideline 8.5, requires that the Cooperative representative makes his own
deposits. However, a review of records at DACO revealed that the Accountant
collected cash from the farmers to deposit on their behalf, primarily because the
district had no banking facilities. In this regard, Kalabo DACO collected a total of
K151,360,000 from cooperatives and farmer groups out of which K38,540,000
was deposited leaving an amount of K112,820,000 not deposited as of June 2012
and no cash was found on hand.
b. Weaknesses in Management of Inputs
There were weaknesses in the management of farming inputs such as late delivery of
inputs, unaccounted for inputs, issuance of inputs to unqualified cooperatives,
unregistered farmers and fictitious cooperatives among others.
In particular, the following were observed:
i. Issuance of Inputs to Unqualified Recipients
FISP Guideline Nos. 6.1.1 and 6.1.2, stipulates that beneficiary cooperatives of
inputs should be registered with the Registrar of Cooperatives, should have been
active for at least one year and operate a bank account, among others.
However, it was observed that:
 Nine thousand one hundred and forty nine (9,149) packs worth
K2,621,795,000 were issued to two hundred and thirty (230) farmer groups
that were not qualified in that the cooperatives were not registered or had not
existed for more than one year. See table below.
194
District No. of Farmer Packs Issued Value
Groups K
Mpongwe 80 2,784 779,480,000
Kitwe 4 199 55,720,000
Mansa 54 2,295 640,560,000
Kawambwa 12 1,349 377,720,000
Chienge 7 480 134,400,000
Samfya 24 636 178,180,000
Monze 27 87 82,215,000
Ndola 2 123 34,440,000
Chingola 10 544 152,320,000
Masaiti 6 432 120,960,000
Mongu 1 40 11,200,000
Kalabo 1 21 10,080,000
Lukulu 1 46 12,880,000
Kaoma 1 113 31,640,000
Total 230 9,149 2,621,795,000
 Inputs costing K796,540,000 were issued to farmers who were not registered
with any cooperatives as detailed in the table below.
Inputs Total Cost

Station Fertilizers Seed K
(50Kg bags) (10KG
Bags)
Mungwi 1,072 269 75,320,000
Mpulungu 668 167 46,760,000
Chinsali 4,460 1,115 312,200,000
Isoka 436 109 30,520,000
Masaiti 264 66 18,480,000
Sinazongwe 56 14 3,920,000
Itezhi tezhi 164 39 11,240,000
Mongu 1,080 270 75,600,000
Kalabo 104 26 7,180,000
Kaoma 2,236 559 156,520,000
Kabwe 820 205 57,400,000
Mumbwa 20 5 1,400,000
Total 11,380 2,844 796,540,000
 A total of one hundred and fifty (150) packs valued at K42,000,000 as

shown in the table below, in Mkushi and Chibombo were issued to three (3)
cooperatives that did not exist.
No. of Value of Packs
Name of Farmer
District Block Packs per ATC
Cooperative
given K
Ubwino Chibombo Muswishi 53 14,840,000
Faith Chibombo Muswishi 51 14,280,000
Tusungane Chibombo Muswishi 46 12,880,000
Total 150 42,000,000
195
ii. Late Delivery of Inputs
Clause 29.1 of the terms and conditions of the contract stipulated that subject to
the provisions of the contract, if the supplier fails to deliver any or all of the goods
or to perform the services within the period(s) specified in the contract, the
purchaser shall, without prejudice to its other remedies under the contract, deduct
from the contract price liquidated damages.
Contrary to the guideline, although the fertiliser and seed contractors delayed in
delivering the inputs valued at K3,039,644,450 to nine (9) districts, as shown in
the table below, no liquidated damages were claimed by Government.
No. of Inputs Total
District Fertilizer x Seed x 10Kgs Period Delivered
50Kgs bags bags K
Mansa 3,204 801 224,280,000 04.01.12 to 22.03.12
Kawambwa 7,480 1,870 523,600,000 06.01.12 to 13.04.12
Chienge 4,200 1,050 294,721,050 04.01.12 to 22.02.12
Samfya 10,920 3,400 818,723,400 04.01.12 to 23.02.12
Ndola 5,160 1,290 361,200,000 03.01.12 to 09.05.12
Chililabobwe 6,216 1,554 435,120,000 01.01.12 to 20.05.12
Masaiti 4,000 1,000 280,000,000 11.01.12 to 20.03.12
Mwinilunga 0 1,051 84,080,000 12.2011
Kabompo 0 224 17,920,000 12.2011
Total 41,180 12,240 3,039,644,450
iii. Issuance of Incomplete Packs
Contrary to the FISP Implementation Guidelines which require that each

beneficiary be given one (1) pack consisting of 2x50kg bags of D compound
fertilizer, 2x50kg bags of Urea fertilizer and 1x10kg bag of certified maize seed,
or 1x50kgs D Compound fertiliser, 1x50kgs Urea fertiliser and 1x 10kg bag of
rice seed, inputs worth K95,760,000 were missing from 1,145 packs. See table
below.
Quantity Not Unit Price Total
District Input Packs
Issued K K
Mansa Maize Seed 114 114x10kg Bags 80,000 9,120,000
Chienge Urea Fertiliser 124 248x50kg Bags 50,000 12,400,000
Chililabombwe Maize Seed 25 25x10kg bags 80,000 2,000,000
Fertiliser 84 168x50kg bags 50,000 8,400,000
Kaoma Maize seed 203 203 x 10kg bags 80,000 16,240,000
Katete Maize seed 595 595x10kg bags 80,000 47,600,000
Total 1145 95,760,000
196
iv. Expired Inputs
Inputs costing K36,400,000 which had not been distributed to farmers had either
expired or were about to expire as of June 2012 as indicated in the table below.
Unit Price Total

District Input Quantity Expiry Date
K K
Samfya Rice Seeds 90x10kg Bags 80,000 7,200,000 May-12
Chienge Maize Seed 24x10kg Bags 80,000 1,920,000 September 2012.
Chienge Rice Seed 218x10kg Bags 80,000 17,440,000 May-12
Luangwa Maize Seed 85x10kg Bags 80,000 6,800,000 September 2012.
Choma Maize Seed 38x10kg Bags 80,000 3,040,000 September 2012.
TOTAL 36,400,000
In his response dated 20th November 2012, the Controlling officer stated that, in
order to ascertain the viability of the inputs, the carry over seeds are always
inspected, sampled and tested by the Seed Control and Certification Institute
(SCCI) before they could be deemed fit for planting. He added that, the seed that
had been cited as expired would be sampled and tested again before they are
offered for sale in 2012/2013 farming season.
However, as of December 2012, the seed had not been tested by SCCI and had
expired as indicated from the dates shown on the table above.
v. Unaccounted for Inputs - Monze DACO
Monze DACO received a total of 25,650 packs out of which 25,010 packs were
issued through the CACs and 640 packs issued directly to the cooperatives.
In this regard, inputs costing K19,889,100 purported to have been issued to

Kaumuzya Women and Youth Cooperative were actually not issued and had gone
missing in the custody of the Warehouse Manager who accepted responsibility
and deposited an amount of K5,600,000 (an amount equivalent to the farmers’
contribution) instead of K19,889,100.
In his response dated 20th November 2012 the Controlling Officer stated that the
Ministry had directed the DACO to recover the Kwacha equivalent of
K14,286,500 from the Warehouse Manager in order to replace the inputs.
However, as of December 2012, the amount had not been recovered from the
Warehouse Manager.
197
c. Questionable Issuance of Packs
Contrary to the 2011/ 2012 FISP Guideline No. 7, which required that each farmer be
allocated one (1) pack only, 1,864 farmers were issued with 3,466 packs resulting in an
over issuance of 1,602 packs costing K448,560,000 as shown in the table below.
No. of No. of Packs Actual Packs Over Cost

District
Farmers Entitled Collected Issuance
Mungwi 5 5 12 7 1,960,000
Mpulungu 22 22 44 22 6,160,000
Mazabuka 943 943 1612 669 187,320,000
Monze / Mazabuka 20 20 43 23 6,440,000
Monze 768 768 1543 775 217,000,000
Sinazongwe 106 106 212 106 29,680,000
Total 1,864 1,864 3,466 1,602 448,560,000
In addition, FISP Guideline No. 6.1.2 (v) states that the individual farmers who benefit
from the FISP programme should not concurrently benefit from the Food Security Pack
(FSP), and /or should not be a defaulter from the Food Reserve Agency or any other
Agriculture Credit Programme.
However, twenty one (21) farmers that benefited from the Food Security Pack and
received twenty one (21) FSP packs valued at K5,880,000 as shown in the table below,
also benefited from FISP programme and were defaulters of other programmes.
FSP Packs Amount

Station No. of Farmers
received K
Monze 11 11 3,080,000
Mwinilunga 10 10 2,800,000
Total 21 21 5,880,000
d. Failure to Replace Damaged Inputs
Inputs costing K11,988,000 which were damaged at the time of delivery had not been
replaced by the respective suppliers as of December 2012, as shown in the table below.
Qty Unit Price Total

District Supplier Input Type
Damaged K K
Ndola Nyiombo Seed x 10kg bags 11 153,000 1,683,000
Nyiombo Fertiliser x 50kg bags 8 198,000 1,584,000
Chililabombwe Nyiombo Seed x 10kg bags 20 153,000 3,060,000

Masaiti MRI/Pioneer Seed x 10kg bags 37 153,000 5,661,000
Total 76 11,988,000
198
e. Undelivered Farming Inputs
Out of a total number of inputs costing K35,802,990,000 allocated to nine (9) districts,
inputs costing K35,640,909,000 had been delivered leaving a balance of K162,081,000
as shown in the table below.
District Input Type Supplier/ Quantity Value of allocated Quantity Variance Unit Price Total Amount
Transporter Allocated input Supplied K (K)
Chienge Fertiliser (Top & Nyiombo 27,980 5,540,040,000 27,538 442 198,000 22,100,000
Basal dressing)
Samfya Fertiliser (Top & Nyiombo 24,400 4,831,200,000 24,220 180 198,000 9,000,000
Basal dressing)
Chilabombwe D fertiliser Nyiombo 14,200 2,811,600,000 14,032 168 198,000 8,400,000
Lufwanyama D fertilser Nyiombo 18,700 3,702,600,000 18,699 1 198,000 50,000
Masaiti D Fertiliser Nyiombo 28,700 5,682,600,000 28,699 1 198,000 50,000
Maize Seed various 14,350 2,195,550,000 14,316 34 153,000 5,202,000
Itezhi Tezhi Maize Seed Omnia 7,925 1,212,525,000 7,923 2 153,000 306,000
Mongu Maize seed PAM 3,605 551,565,000 3,482 123 153,000 18,819,000
Fertilizer (Top & Nyiombo 14,420 2,855,160,000 13,934 486 198,000 96,228,000
Basal dressing)
Kalabo Maize seed Nyiombo 550 84,150,000 540 10 153,000 1,530,000
Chibombo Fertilizer – D Nyiombo 32,000 6,336,000,000 31,998 2 198,000 396,000
Compound
Total 35,802,990,000 162,081,000
As of December 2012, the inputs had not been delivered.
f. Missing Authority to Collect (ATC) Forms
A total of twelve (12) ATC forms as shown in the table below were not availed for
audit.
No. of Missing
District
ATCs
Samfya 1
Chienge 9
Kalabo 2
Total 12
It was therefore not possible to ascertain whether the inputs were collected by the
rightful beneficiaries.
g. Unacquitted for Farming Inputs
Contrary to the FISP Implementation Guidelines, which require that all inputs issued
to small scale farmers by cooperatives be signed for by the beneficiaries, farming
199
inputs costing K36,120,000 were issued to one hundred and twenty nine (129) farmers
from fourteen (14) farmers’ groups without being signed for. See table below.
No. of Farmer Value

District No. of packs
Groups K
Mpongwe 3 93 26,040,000
Luangwa 5 28 7,840,000
Sinazongwe 5 6 1,680,000
Mongu 1 2 560,000
Total 14 129 36,120,000
In this regard, it was not possible to verify if the inputs were collected by the right
beneficiaries.
h. Unsupported Issuance of Inputs – Issuance by Warehouse Managers to

Cooperatives
FISP Guideline No. 8.1.7(b) to 8.5.2 (b) requires that when inputs are issued by
warehouse managers to cooperatives, documents such as Goods Issue Vouchers, and
Input Release Notes among others are issued
Contrary to the above, inputs costing K4,990,022,000 as shown in the table below,
issued to cooperatives were not supported by such documents.
Bags received
Custodian/I Value
District Fertiliser by Seed by
ssuer K
50Kgs 10Kgs
Kalulushi Mwabobeni - 7,100 568,000,000
Ndola Various 1,996 499 139,720,000
Masaiti Various 1,168 292 181,760,000
Masaiti Nyiombo 8,604 - 430,200,000
Kalomo Various 31,912 7,978 2,233,842,000
Namwala Various 180 45 12,600,000
Itezhi tezhi Various 12,152 3,038 850,640,000
Sinazongwe Various 5,756 1,439 402,740,000
Mkushi Various 2,436 609 170,520,000
Total 64,204 21,000 4,990,022,000
i. Unaccounted for Inputs
Inputs valued at K562,140,000 were not accounted for in that there was no record of
issue to farmers or cooperatives nor were they in stock.
200
Station Inputs Total
Fertilizer Seed (10kg Discrepancy
(50Kg bags) bag) K
Kaoma 3,739 0 186,950,000
Mwinilunga 4,072 0 203,600,000
Solwezi 991 135 60,350,000
Petauke 157 145 19,450,000
Mkushi 0 491 39,280,000
Mumbwa 48 12 3,360,000
Kabwe 559 95 35,550,000
Chibombo 272 0 13,600,000
Total 9,838 878 562,140,000
j. Other Observations
The following observations were made on the utilisation of operational funds:-
i. Irregular Transportation Claim – Chibombo DACO
In October 2011, Chibombo DACO engaged Messrs Chibombo District

Cooperative and Marketing Union (CDCMU) to transport 4,240 mt of fertiliser
and 212 mt of seed to satellite depots. At the end of the transportation exercise,
the transporter submitted a claim of K1,134,205,244.
However, a scrutiny of the invoice and interviews conducted with farmers

revealed that although the transporter included an amount of K37,231,600 for
transporting inputs to Kalola and Shibuyunji Agricultural Camps, no delivery
was made to Kalola and Shibuyunji Agricultural Camps as the farmers
provided their own transport to collect the inputs from the warehouse in
Chibombo.
In his response dated 20th November 2012, the Controlling Officer stated that
the Ministry had commenced investigations against the transporter and that once
it was proved that he had defrauded Government a total amount of K37,231,600
would be recovered from the transporter.
However, as of December 2012 no recoveries had been made from the

transporter and prosecution of the defaulter had not commenced.
201
details in respect of stores items costing K241,937,250 (fuel - K162,595,750 and
other stores items - K79,341,500) procured during the period under review. See
table below.
Othe r Store s Fue l Total

Station
K K K
Headquarters 68,771,500 116,000,000 184,771,500
Mansa - 10,950,000 10,950,000
Kawambwa 2,120,000 - 2,120,000
Samfya - 4,082,000 4,082,000
Namwala 2,200,000 2,038,750 4,238,750
Sinazongwe - 1,425,000 1,425,000
Ndola 740,000 10,700,000 11,440,000
Mongu 5,510,000 9,200,000 14,710,000
Kaoma - 8,200,000 8,200,000
Total 79,341,500 162,595,750 241,937,250
iii. Unretired Imprest
Contrary to Financial Regulation No.96, imprest in amounts totalling

K372,678,356 issued to twenty seven (27) officers during the period under
review had not been retired as of December 2012. See table below.
No. of Amount
Station
Officers K
Headquarters 19 309,953,356
Mpulungu 1 8,110,000
Ndola 3 6,500,000
Mongu 3 9,130,000
Lukulu 1 38,985,000
Total 27 372,678,356
iv. Missing Payment Vouchers – Sinazongwe DACO
Contrary to Financial Regulation No. 65, there were twelve (12) payment
vouchers in amounts totalling K19,976,000 that were not availed for audit.
v. Unsupported Payments
Contrary to Financial Regulation No. 45, there four (4) payments in amounts
totalling K36,095,000 made during the period under review at the Ministry
Headquarters that were not supported with relevant documents such as
quotations, cash sale receipts and local purchase orders.
202
HEAD: 89/ Ministry of Agriculture and Cooperatives
16 Copperbelt Province – Provincial Agriculture Co-ordinating Office

17 Copperbelt Province – District Agriculture Co-ordinating Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a total provision of K5,714,770,502 was made to cater for general administration
against which amounts totalling K4,425,759,994 were released resulting in an under funding
of K1,289,010,508 as shown in the table below.
Total
Authorized Amount Under
Station
Provision Released Funding
K K K
PACO 1,216,845,827 1,153,483,391 (63,362,436)
Chililabombwe 888,748,467 620,592,637 (268,155,830)
Lufwanyama 1,912,013,900 1,148,371,691 (763,642,209)
Mpongwe 857,034,354 708,494,556 (148,539,798)
Masaiti 840,127,954 794,817,719 (45,310,235)
Total 5,714,770,502 4,425,759,994 (1,289,010,508)
An examination of accounting and other records maintained at PACO and selected DACOs
carried out in October 2012 revealed the following:
Contrary to Financial Regulation No. 65, sixty four (64) payment vouchers in amounts
totalling K208,395,999 were not produced for audit. See table below.
No. of Amount
Station
Transactions K
Ndola 36 150,678,499
Masaiti 10 36,559,500
Total 64 208,395,999
203
Contrary to Financial Regulation Nos. 45 and 52, forty three (43) payments in amounts
relevant documents such as quotations, cash sale receipts and Local Purchase
Orders(LPOs). See table below.
No. of Amount
Station Transaction K
Ndola s
21 108,668,034
Total 43 130,613,034
under review. See table below.
Fuel Other Stores Total

Station
K K K
Ndola 17,000,000 41,936,170 58,936,170
Chililabombwe 6,732,000 9,439,300 16,171,300
Lufwanyama 66,162,800 7,849,000 74,011,800
Masaiti 13,100,000 - 13,100,000
Total 102,994,800 59,224,470 162,219,270

issued to eighty eight (88) officers had not been retired as of October 2012. See table
below.
No. of Amount
Station
Officers K
Ndola 56 320,665,854
Mpongwe 2 62,930,000
Masaiti 4 14,090,000
Total 88 582,921,154
204
e. Unauthorized Payments of Wages
Wages in amounts totalling K60,238,662, involving fifty nine (59) transactions were
paid to various casual workers without authority from the Controlling Officer to employ
and pay the wages. See table below.
No. of Amount
Station
Transactions K
Ndola 36 27,744,662
Total 59 60,238,662
f. Failure to Recover Loans and Advances
Contrary to the Terms and Conditions of Service of the Public Service No. 92 which
states that an advance of salary shall be repaid within a reasonable period of time but
not exceeding six (6) months, loans and salary advances in amounts totalling
K65,540,000 issued to nine (9) officers between February and November 2011 had not
been effected for recovery as of October 2012.

20 Southern Province - Provincial Agriculture Co-ordinating
Office
21 Southern Province - District Agriculture Co-ordinating Office
PROGRAMME: Provincial and District Agriculture and Cooperatives
ACTIVITIES: Various
2011, total provisions of K3,286,700,929 were made to cater for General Administration
against which amounts totalling K3,955,901,371 were released as shown in the table below.
Included in the amount released to Mazabuka DACO is an amount of K247,352,476 received

from the Ministry Headquarters to cater for recurrent activities at Nanga Extension office.
In addition, amounts totalling K70,587,988 were brought forward from 2010 bringing the
total funds available to K4,026,489,359.
205
Provision Amount (Under) / Brought Available
Station Released Overfunding Forward Funds
K K K K K
PACO 1,388,909,606 1,824,613,839 435,704,233 42,029,934 1,866,643,773
Livingstone 402,741,303 412,012,289 9,270,986 7,843,896 419,856,185
Mazabuka 367,107,463 585,761,296 218,653,833 4,389,582 590,150,878
Monze 328,352,052 309,509,305 (18,842,747) 4,204,492 313,713,797
Choma 470,849,240 402,382,322 (68,466,918) 11,651,483 414,033,805
Kalomo 328,741,265 421,622,320 92,881,055 468,601 422,090,921
Total 3,286,700,929 3,955,901,371 669,200,442 70,587,988 4,026,489,359
An examination of accounting and other records maintained at PACO and Livingstone,

Mazabuka, Monze, Choma and Kalomo DACOs and physical inspection of selected projects
carried out in August 2012 revealed the following:
Contrary to Financial Regulation No. 65, there were one hundred and thirty (130)
payment vouchers in amounts totalling K171,953,311 made during the period under
review that were not produced for audit. See table below.
No. of Amount
Station
Transactions K
Mazabuka 76 115,767,506
Monze 12 6,652,740
Total 130 171,953,311
b. Inadequately Supported Payments
Contrary to Financial Regulation No. 45(2), there were one hundred and seventeen
(117) payments in amounts totalling K206,065,122 were inadequately supported with
relevant documents such as quotations, invoices and receipts. See table below.
No. of Amount
Station
Transactions K
PACO 16 58,317,850
Livingstone DACO 16 38,545,572
Mazabuka DACO 32 46,101,200
Monze DACO 45 50,945,500
Kalomo DACO 8 12,155,000
Total 117 206,065,122
206
c. Staff Recruited without Authority
During the period under review, amounts totalling K18,850,000 were paid as wages to
casual workers without authority from Public Service Management Division (PSMD)
and there was no budget line for the expenditure.

issued to forty-one (41) officers involving seventy-six (76) transactions had not been
retired as of December, 2012. See details in the table below.

Station
PACO 1 1 5,910,000
Livingstone DACO 12 6 25,338,700
Mazabuka DACO 20 12 52,046,476
Monze DACO 40 19 60,352,500
Kalomo DACO 3 3 3,880,000
Total 76 41 147,527,676
Included in the unretired imprest was imprest in amounts totalling K82,471,200

involving thirty six (36) transactions issued to fifteen (15) officers who had not retired
previous imprest, contrary to Financial Regulation No. 91(1) and (2). See details in the
table below.
No. of Amount
Station No. of Officers
Transactions K
Livingstone DACO 6 2 10,118,700
Mazabuka DACO 9 4 36,025,000
Monze DACO 21 9 36,327,500
Total 36 15 82,471,200
Contrary to Public Stores Regulation No 16, there were no receipt and disposal details
in respect of stores items costing K305,583,730 (general stores - K147,091,662 and fuel
- K158,492,068). As a result, it was not possible to ascertain whether the stores items
were received and used for the intended purpose. See details in the table below.
No. General Fuel Total

Station of Stores Amount Amount
Transactions K K K
Livingstone DACO 36 34,046,700 27,543,164 61,589,864
Mazabuka DACO 91 57,345,362 53,547,859 110,893,221
Monze DACO 57 26,049,100 23,554,536 49,603,636
Kalomo DACO 51 29,650,500 53,846,509 83,497,009
Total 235 147,091,662 158,492,068 305,583,730
207
f. Misapplication of Funds - Livingstone DACO
Contrary to the Appropriation Act for 2011, the DACO paid Point Enterprise an amount
of K45,441,263 on 29th April 2011 for the construction of a staff house in 2010 an
activity not budgeted for in the year 2011. This caused a diversion of funds from
budgeted for activities.
Further, stage completion certificate No. 04, on which the payment was made was not
supported with a schedule of works. As a result it was not possible to ascertain the
works executed for which payment was made.
g. Infrastructure Rehabilitation of Camp Houses – Kalomo DACO
During the period under review, Kalomo DACO awarded two (2) labour only contracts
to Bbobwa General Dealers at a contract sum of K17,660,000 for the rehabilitation of
four (4) staff houses. As of September 2012, amounts totalling K77,995,142 had been
spent (Labour – K17,660,000 and Building Materials – K60,335,142).
Status/
Project
Observations
 Black bituminous had faded.
Tara House 1  A crack had developed on the main bedroom wall from top to
bottom
 Black bituminous had faded.
Tara House 2  Cracks had developed on the walls cutting from the roof to the
foundation
 Building materials costing K2,730,000 namely 12No. Asbestos
sheets (K2,040,000), 4No. mortice locks (K340,000.) and 2No.
flush doors (K350,000) had not been fitted.
Chilala House 1
 The external paint and black bituminous had faded off in some
areas.
 Cracks had developed on some parts of the spoon drain.
 1 No. Mukwa hard wood door had not been fitted
Chilala House 2  The ceramic toilet sit pan had not been replaced.
 Black bituminous paint had faded
208
HEAD: 89/ Ministry of Agriculture and Co-operatives
22 Northern Province – Provincial Agriculture Co-ordinating Office
PROGRAMMES: Various
ACTIVITIES: Various
2011, provisions of K4,314,378,900 were made for the Provincial Agriculture Coordinating
Office (PACO) and five (5) selected District Agriculture Coordinating Office (DACO)
against which amounts totalling K3,890,771,756 were released for General Administration
resulting in underfunding of K423,607,144 as shown in the table below.
Budget Released Variance

Department Provision Amount
K K K
Kasama –PACO 1,299,950,094 1,227,200,094 72,750,000
Mpika DACO 823,605,260 739,583,974 84,021,286
Mbala DACO 488,776,877 423,776,877 65,000,000
Isoka DACO 619,969,052 502,675,766 117,293,286
Nakonde DACO 585,256,877 538,735,591 46,521,286
Chinsali DACO 496,820,740 458,799,454 38,021,286
Total 4,314,378,900 3,890,771,756 423,607,144
An examination of Accounting and other records carried out in July 2012 at PACO and five
(5) DACOs revealed the following:
a. Irregular Recruitment of Casual Workers
During the period under review, the PACO and DACOs engaged and spent amounts
totalling K84,305,061 on Casual workers to redress staff shortages of Assistant
Accountants, typists, Office Orderlies, Watch Men and other general workers.
There was no authority to employ from Public Service Management Division (PSMD)
and there was no budget line to support the expenditure.
Contrary to Financial Regulation Nos. 45 and 52, there were fifty eight (58) payment
vouchers in amounts totalling K94,881,974 that were not supported with documents
such as Local Purchase Orders, Goods Received Notes and quotations.
209
c. Missing Payment Vouchers
Contrary to Financial Regulation No.65, twenty seven (27) payment vouchers in

amounts totalling K19,661,987 could not be availed for audit as of December, 2012.
Contrary to Public Stores Regulation Nos. 16 and 23, there were no receipt and disposal
details in respect of various stores items costing K98,460,000 as shown in the table
below making it difficult to ascertain whether these stores items were received and used
for their intended purposes.
Fuel General Total

Department/
Stores
District
K K K
Kasama PACO - 25,370,000 25,370,000
Mbala DACO 908,766 11,982,840 12,891,606
Isoka DACO 23,133,922 7,005,000 30,138,922
Chinsali 19,118,840 - 19,118,840
Mpika 5,533,132 - 5,533,132
Nakonde DACO - 5,407,500 5,407,500
Total 48,694,660 49,765,340 98,460,000
Included in the unaccounted for fuel was fuel costing K6,441,898 which was drawn by
motor vehicles whose registration numbers were not indicated on the fuel coupons
(K908,766) and not entered in the motor vehicle log book (K5,533,132).
e. Unauthorised Fuel Drawings
Fuel and lubricants costing K47,146,169 were drawn by various officers at the
Provincial and Mbala Agriculture Coordinators office as shown in the table below.
Department/ No. of Amount
District Transactions K
Kasama PACO 37 14,763,359
Mbala DACO 11 32,382,810
Total 48 47,146,169
It was however observed that the drawings were not authorised by the DACO or his
delegatee.
f. Unretired Imprest
Contrary to Financial Regulation No. 96 (1), imprest in amounts totalling K402,238,144

issued to Twenty One (21) officers as shown in the table below remained unretired as of
December, 2012.
210
Department/ No. of No. of Amount
District officers Transactions K
Kasama- PACO 22 59 311,355,714
Mbala DACO 13 18 25,469,330
Nakonde DACO 28 30 50,158,100
Isoka DACO 3 5 6,535,000
Chinsali DACO 5 6 8,720,000
Total 71 118 402,238,144
In addition, Contrary to financial regulation No. 91 (1) and (2) imprest in amounts
totalling K250,486,294 were issued to ten (10) officers who had not retired the previous
imprest.
g. Unacquitted allowances
Contrary to Financial Regulation No. 45(3);
 Allowances in amounts totalling K6,650,000 drawn as imprest at the Provincial

Agricultural Coordinating Office had not been acquitted as of December 2012.
 A total amount of K150,535,000 was received by Provincial Agriculture

Coordinators Office in 2011 to pay allowances to officers engaged in the crop
forecast survey and data entry clerks involved in the farmer registration exercise
in 2011. However, amounts totalling K21,078,000 were not acquitted as of
December 2 2012.
It was therefore, difficult to ascertain whether the funds were used for the intended
purposes.
211
24 Western Province - Provincial Agriculture Co-ordinating Office
25 District Agriculture Co-ordinating Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K4,413,071,437 was made to cater for various activities against which
amounts totalling K4,599,824,779 were released for the Provincial Agriculture Co-ordinating
Office (PACO) and seven (7) District Agriculture Co-ordinating Offices (DACOs) as shown
in the table below.
Provision Release (Under)/

PACO/
Programme Over funding
DACO
K K K
PACO General Administration 1,055,938,999 1,101,052,127 45,113,128
Kaoma General Administration 687,366,000 732,034,714 44,668,714
Senanga General Administration 453,091,000 338,431,358 (114,659,642)
Sesheke General Administration 608,695,000 944,803,714 336,108,714
Mongu General Administration 264,795,000 243,423,714 (21,371,286)
Lukulu General Administration 220,290,000 194,035,000 (26,255,000)
Shangombo General Administration 660,752,719 632,651,433 (28,101,286)
Kalabo General Administration 462,142,719 413,392,719 (48,750,000)
Total 4,413,071,437 4,599,824,779
Accounting and other irregularities
An examination of accounting and other records maintained at the PACO and DACOs carried
out in September 2012 revealed the following:
Contrary to Financial Regulation No. 45, thirty seven (37) payment vouchers in
amounts totalling K108,610,902 as shown in the table below were not supported with
relevant documentations such as cash receipts and invoices
No of Amount
Station
Transactions K
PACO 8 13,794,582
Kaoma DACO 8 21,335,000
Senanga DACO 7 8,879,320
Sesheke DACO 4 15,120,000
Mongu DACO 5 39,700,000
Shangombo DACO 5 9,782,000
37 108,610,902
212
Contrary to Financial Regulation No.65, payment vouchers in amounts totalling

K36,844,000 issued during the period under review as shown in the table below were
not availed for audit as of December 2012.
No of Amount
Station
Transactions K
Kaoma DACO 11 21,320,000
Kalabo DACO 5 15,524,000
Total 16 36,844,000

issued to forty eight (48) officers during the year under review had not been retired as
of December 2012. See table below.
No. of Amount
Station
Officers K
PACO 9 44,489,785
Kaoma DACO 10 29,392,360
Senanga DACO 2 8,741,000
Sesheke DACO 5 7,292,000
Mongu DACO 3 14,345,000
Shangombo DACO 6 18,008,000
Kalabo DACO 13 153,400,987
Total 48 275,669,132
In addition, amounts totalling K59,127,500 were paid to seven (7) officers to enable
them carry out various assignments such as surveillance of samples and herd
monitoring. However, as of December 2012, no surveillance or monitoring reports
had been produced.
Contrary to Public Stores Regulation No. 16, fuel and various other stores items costing
K259,991,339 as shown in the table below procured during the period under review had
no receipt and disposal details.
Fuel General Stores
Station Total
K K
PACO 46,959,916 18,550,000 65,509,916
Kaoma DACO 41,305,654 21,014,500 62,320,154
Senanga DACO 32,600,860 - 32,600,860
Sesheke DACO 13,600,058 - 13,600,058
Mongu DACO 15,896,261 4,112,500 20,008,761
Shangombo DACO 33,499,110 - 33,499,110
Kalabo DACO 32,452,480 - 32,452,480
Total 216,314,339 43,677,000 259,991,339
213
e. Infrastructure Development – Sesheke DACO
During the period under review, an amount of K300,000,000 was released to cater for
the construction of offices and buildings for the plant quarantine and Phytosanitary
services.
i. 1st Plant Quarantine and Phytosanitary House (PQPS)
On 16th February, 2011, Farmumba was engaged to construct a 1st PQPS House at
a contract sum of K157,147,300.
 There was no signed contract.
 The Contractor was paid an amount of K75,000,000 on 17th February 2011

on the same day that he was contracted.
 As of September 2012, a total amount of K190,000,000 had been paid to the

contractor, K32,852,700 above the tendered amount and there was no
evidence produced for any variation. See table below.
Amount
Payee Chq No Date Missing document
K
Farmumba Construction Company 1962 17.02.11 75,000,000 certificate of completion & receipt
Total 190,000,000
 Contrary to Financial Regulation No. 45, the payments were made without
any supporting receipts and certificates of completion.
A physical inspection carried out in September 2012 revealed that the house
had not been completed despite the contractor being paid in full. The
contractor has since abandoned the site.
ii. 2nd Plant Quarantine and Phytosanitary House - Incomplete Works
On 18th March 2011, Farmumba was engaged to construct a 2nd PQPS House at a
contract sum of K120,075,000.
As of December 2011, a total of K67,000,000 had been paid to the contractor.
214
 The payments were not supported with receipts and certificates of
completion as shown below:
Amount
Payee Chq No Date
K
Farmumba Construction Company 2218 8.09.11 35,000,000
Farmumba Construction Company 2333 1.12.11 32,000,000
67,000,000
A physical inspection of the project carried out in September 2012 revealed that
the house was not complete in that plumbing, electrical, painting, flooring, tiling,
glazing and the drainage were not done and the contractor was not on site.
Incomplete House

26 Eastern Province-Provincial Agriculture and Coordinating
Office
27 Eastern Province - District Agriculture Co-ordinating
Office
UNITS: Various
PROGRAMMES: Various
ACTIVITIES: Various
2011, a provision of K5,346,292,750 was made to cater for General Administration at the
Provincial Agriculture Coordinating Office (PACO) and District Agriculture Coordinating
Offices, against which a total amount of K5,225,720,506 was released resulting in an over
funding of K120,572,244.
An examination of accounting and other records maintained at the Provincial Agriculture

Coordinating Office and a visit to seven (7) districts carried out in October 2012 revealed the
following:
215

issued to sixty six (66) officers during the period under review had not been retired as
of December 2012.
In addition, imprest in amounts totalling K19,450,000 was issued to four (4) officers
for monitoring of different activities in Nyimba District. However, as of December
2012, there were no monitoring reports produced to show that the activities were
undertaken.
Contrary to Financial Regulation No.65, there were forty one (41) payment vouchers
in amounts totalling K124,981,160 that were not produced for audit.
Contrary to Public Stores regulation No. 16, there were no receipt and disposal details
under review.
d. Non - Remittance of Tax
Contrary to the Income Tax Act CAP 323, an amount of K8,979,341 deducted from
commutation of leave days as PAYE had not been remitted to the Zambia Revenue
Authority as of December 2012.
e. Unacquitted Funds
Contrary to Financial Regulation No.45, a total amount of K6,400,000 was paid to

three (3) officers at Katete DACO to pay lunch allowances to officers who were
carrying out various activities. An examination of the payment voucher revealed that
only K1,140,000 was acquitted leaving a balance of K5,260,000.
216
28 North Western Province-Provincial Agriculture Coordinating
Office
29 North Western Province- District Agriculture Coordinating
Office
ACTIVITIES: Various
67. In the Estimate of Revenue and Expenditure for the financial year ended 31st December 2011,
provisions of K3,058,727,587 in respect of PACO and DACOs were made to cater for
General Administration against which amounts totalling K2,891,383,226 were released
resulting in an underfunding of K167,344,361.

Agriculture Coordinating Offices carried out in July 2012 revealed the following:
Contrary to Financial Regulation No.52, there were sixty eight (68) payments in
amounts totalling K129,853,000 which had no supporting documents such as receipts,
Goods Received Notes and Local Purchase Orders.
Contrary to Financial Regulations No.96, imprest in amounts totalling K166,972,732

issued to twenty (20) officers had not been retired as of December 2012.
In addition, imprest in amounts totalling K237,522,580 was issued to six (6) officers for
monitoring of different activities in Solwezi and Kabompo. However, as of December
2012, there were no monitoring reports produced to show that the activities were
undertaken.
Contrary to Public Stores Regulation No.16, there were no receipts and disposal details
in respect of various stores items costing K389,751,400 (fuel - K205,285,560 and other
217
Included in the unaccounted for fuel of K205,285,560 were questionable payments in
amounts totalling K26,716,500 made to individuals (purported suppliers) for the
procurement of fuel instead of paying directly to the filling station.

32 Lusaka Province – Provincial Agriculture Coordinating
Office
33 Lusaka Province – District Agriculture Coordinating Office
PROGRAMME: Various
ACTIVITIES: Various
against which amounts totalling K2,608,529,891 were released. See table below.
Budget Actual Over/ (Under)

Funds Details Amount Releases funding
K K K
PACO 897,610,484 1,381,711,259 484,100,775
Lusaka DACO 221,570,322 207,112,617 (14,457,705)
Chongwe DACO 452,721,341 423,042,881 (29,678,460)
Kafue DACO 414,229,022 409,864,986 (4,364,036)
Luangwa DACO 197,109,622 186,798,148 (10,311,474)
TOTAL 2,183,240,791 2,608,529,891 425,289,100
An examination of accounting and other records maintained at the PACO and Lusaka,
Chongwe, Kafue and Luangwa DACOs carried out in July 2012, revealed the following:
Imprest in amounts totalling K233,092,500 issued to various officers during the period
under review had not been retired as of December 2012.
b. Un accounted for Fuel
Contrary to Public Regulation No.16, there were no receipt and disposal details in
respect of fuel costing K24,808,600 procured during the period under review.
218
c. Lusaka District Agriculture Coordinating Office
i. Questionable Payments
 On 7th November 2011, the District Marketing Development Officer was

issued with accountable imprest of K17,000,000 to cater for meal
allowances in respect of FISP monitoring activities for thirty (30) officers
for five (5) days. Although the full amount (K17,000,000) was paid, the
officers only worked for four (4) days and should have been paid
K6,000,000 resulting in an overpayment of K11,000,000.
 During the period under review five (5) officers were paid amounts totalling
K12,250,000 in respect of subsistence and meal allowances. However, the
payments were irregular in that the officers were being paid subsistence and
lunch allowances for different activities covering the same period.
ii. Renovation of House No. 8195 of Block No. 49/1 Kabanana Site and Service.
In December 2011, the DACO engaged Norwood Enterprises to carry out the
renovation works for the house at a contract amount of K98,078,000 for a period
of two (2) weeks. As of December 2012 the contractor had been paid the whole
amount of K98,078,000.
A site visit revealed that the following works were still outstanding:
 Fitting the hand basin.
 Repairing the cracked wall above the lintel at the kitchen entrance.
 Repairing or replacing the broken shower equipment in the bathroom.
 Rehabilitating the bath room and toilet which were still in a dilapidated state.
See picures below.
Crack above kitchen door Inside the toilet Broken hand basin in the shower
219
HEAD: 90 Office of the President-Lusaka Province
DEPARTMENT: Various
PROGRAMME: Various
ACTIVITIES: Various
69. In the Estimates of Revenue and Expenditure for the year ended 31st December 2011, a
provision of K9,677,326,193 was made to cater for General Administration against which
amounts totalling K9,299,016,343 were released resulting in an underfunding of
K378,309,850.
An examination of accounting and other records maintained at the Provincial Administration

a. Unsupported Payments.
Contrary to Financial Regulation No.52, twenty eight (28) payments in amounts totalling
K105,001,424 were unsupported by relevant documents such as receipts, competitive
quotations, purchase orders and invoices among others.
b. Irregular Payments for Repairs of Motor Vehicles.
On 7th July 2011, an amount of K15,450,000 was paid to Jovies Auto Service Ltd for the
repair of a motor vehicle no. GRZ 552BX which was involved in a road traffic accident.
The payment of K15,450,000 was irregular in that no police and driver’s reports were
obtained.
Further, on 31st October 2011, an amount of K10,337,000 was paid to Automotive

Performance for the repair of a motor vehicle no. GRZ 452CA which was involved in an
accident while being driven by an unauthorised officer.
Although, in her response dated 10th May 2012, the Controlling Officer stated that the
officers involved had been surcharged, no documentary evidence was made available for
verification.
220
c. Unretired Imprest.
Contrary to Financial Regulations No 96, imprest in amounts totalling K46,267,023

issued to fourteen (14) officers during the period under review had not been retired as of
October 2012.
d. Failure to Maintain Assets Registers.
Contrary to Public Stores Regulation No. 154, which states that all furniture belonging to
the Government must be clearly marked with distinguishing letters “GRZ” in an
inconspicuous part of the object to identify it as Government property, various assets
costing K162,939,000 procured during the period under review had no identification
marks. Further, no asset register was maintained.
e. Unaccounted for Stores Items.
Contrary to Public Stores Regulation No 16, there were no receipt and disposal details in
respect of various stores items costing K727,931,675 (Fuel - K287,588,845 and other
f. Non – Remittance of Tax to ZRA
During the period under review, the Provincial Administration paid amounts totalling
K269,584,387 net of deductions as long service bonuses and commutation of leave days.
However, PAYE in amounts totalling K70,258,088 deducted from the officers had not
been remitted to ZRA as of October 2012.
221
HEAD: 90/ Office of the President-Lusaka Province
DEPARTMENT: Various
PROGRAMME: Poverty Reduction Programmes - (PRP)
ACTIVITIES: Various
2011, a total provision of K3,316,841,078 was made to cater for various Poverty Reduction
Programmes against which a total amount of K4,214,787,786 was released, resulting in an
over funding of K892,254,890 which was not supported by a supplementary provision.

and physical inspections of selected projects carried out in March 2012 revealed the
following:
i. Missing Payment Vouchers
Contrary to Financial Regulation No. 65 (1), twenty (20) payment vouchers in

amounts totalling K145,173,600 were not produced for audit. It was therefore not
possible to establish the purpose for which the payments were made.
ii. Unsupported Payments
Contrary to Financial Regulations No. 45 and 52, payments in amounts totalling

K80,103,205 involving seventeen (17) transactions were not supported with relevant
documents such as quotations, invoices, receipts and acquittal sheets among others.

issued to fifty six (56) officers during the period under review had not been retired as of
December 2012.
Further, contrary to Financial Regulation No.91, imprest in amounts totalling

K59,498,299 was issued to eleven (11) officers who had not retired previous imprests.
222
c. Misapplication of Funds
Amounts totalling K31,300,000 were spent on programmes and activities not related to
PRP such as paying allowances for attending traditional ceremonies and processing of
monthly returns.
in respect of various stores items costing K250,978,514 (Fuel - K141,995,174 and other
e. Infrastructure Development
In the Estimates of Revenue and Expenditure for the financial year ended 31st
December 2011, a total provision of K1,510,000,000 was made to cater for various
Poverty Reduction Programmes (PRP) against which a total amount of K1,440,000,005
was released resulting in an underfunding of K69,999,995 as shown in the table below.
Activity Description Amount Amount Balance

Budgeted Released
K K K
Infrastructure Constructing Institutional House – 300,000,000 355,000,000 (55,000,000.00)
Development Chongwe
Constructing provincial Headquarters 1,000,000,000 750,000,000 250,000,000
offices
Construction 100,000,000 125,000,000 (25,000,000.00)
/Rehabilitation Institutional Buildings
Construction of Car Park. 110,000,000 210,000,000 (100,000,000.00)
Total 1,510,000,000 1,440,000,000 70,000,000
A review of records and a physical inspection of the projects revealed the following:
i. Construction of Insititutional House – Chongwe.
 Over Commitment
On 31stAugust 2010, Lusaka Provincial Administration engaged Wah

Kong Enterprises Limited to complete the construction of an institutional
house at a contract sum of K859,779,750 with an execution period of
fifteen (15) weeks. The scope of works included carpentry and joinery,
metal works, plumbing, sanitary installation, electrical, flooring, ceiling
board fitting, and painting among others
223
It was however, observed that, although the Provincial administration
engaged Wah Kong Enterprise Ltd at a contract price of K859,779,750
only K200,000,000 in 2010 and K300,000,000 in 2011 were provided in
the Estimates of Revenue and Expenditure resulting in an over
commitment of K359,779,750.
As of October 2012, the contractor had been paid a total sum of

K411,186,118 leaving a balance of K448,613,632.
It was further observed that, there was no provision in the contract for a
defect liability period and liquidated damages.
 Delays in Completion of Works
A physical inspection carried out in March 2012, fourteen (14) months

after the expected completion date of the contract revealed that the
construction of the house had not been completed. In particular, the
Outstanding works
o The house had only been painted with the first coat.
o The lock to the door in one of the bedrooms was not fitted.
o The wiring of the cooker unit in the Kitchen had not been done
o Three geysers had not been installed.
o The fascia boards had not been fitted.
Defects
o The roof was leaking as evidenced by the watermarks on the ceiling

board.
o Two (2) doors were wrongly fitted as hinges were outside thereby
posing a security risk.
o There were cracks on the verandah.
o There was poor construction of connecting points along the sewer line
thereby allowing the sewer water to collect before it reaches the septic
tank. In addition, the PVC pipe from the guest room was leaking.
224
See pictures below.
Cracks on the Verandah Leaking roof Poorly Connected Sewer

Pipes
ii. Construction of the Provincial Headquarters Offices.
During the period from August 2007 to October 2011, the Provincial
Administration engaged Pozzolona Engineers and Builders Limited for the
construction of the provincial office block in three phases at a total contract sum
of K1,526,263,320 for a period of 36 weeks as shown in the table below.
Date Phase Contract Price Scope

K
07.08.07 I 325,046,780 Sub-structure
Super structure for
05.09.08 II 490,002,560
the Three Storey Building
22.10.09 III 711,213,980 Completion
Total 1,526,263,320
During the period from 2007 to 2011, a total provision of K3,175,394,299 was
made for the construction of the office against which K2,735,394,299 were
released resulting in an underfunding of K440,000,000. As of October 2012
amounts totalling K1,517,361,801 had been spent as shown in the table below.
Year Release Expenditure

K K
2007 494,608,600 493,999,995
2008 540,785,699 477,354,126
2009 600,000,000 483,007,680
2010 350,000,000 63,000,000
2011 750,000,000 -
Totals 2,735,394,299 1,517,361,801
Although the Buildings Department in the Ministry of Works, Supply,

Communication and Transport recommended for the termination of the contract
during the Provincial Procurement Committee meeting held on 22nd February
2011, as of October 2012, the contract had not been terminated.
225
A physical inspection carried out in March 2012 revealed that works had not
been completed and that the Contractor had abandoned the sites despite having
been paid a total sum of K1,517,361,801 representing 99% of the contract sum.
Stalled construction works of Lusaka Provincial Administration Office

Block.
iii. Construction of Wall Fence - Chaisa Clinic
During the financial years ended 31st December 2010 and 2011, amounts
totalling K220,000,000 were released for the construction of a wall fence at
Chaisa Clinic. The Project was labour based in that the construction was to be
done by the community while the Buildings Department supervised the works.
A scrutiny of documents relating to the Project and a physical inspection

carried out in March 2012 revealed that, although the works were completed,
the following were observed:
 Lack of Bills of Quantities (BOQs)
The Provincial Administration spent a total amount of K215,241,080 on

the project. However, there were no BOQs to support the costings of the
works.
 Unsupported Payments
Contrary to Financial Regulations No. 52, three (3) payments in amounts

totalling K144,493,080 in respect of building materials procured in 2010
were not supported with receipts and invoices.
 Unaccounted for Stores
Contrary to Public Stores Regulation No. 16, building materials costing

K191,241,080 procured during the year 2010 had no receipts and disposal
details.
226
HEAD: 90 /03 Office of the President–Lusaka Province–Rural Roads Unit
PROGRAMME: 08 Feeder Roads Rehabilitation/Construction. (PRP)
09 Rehabilitation of District Roads. (PRP)
10 Rehabilitation of other Gravel Roads. (PRP)
ACTIVITIES: Various.
2011, a provision of K6,000,000,000 was made to cater for Feeder Roads
Rehabilitation/Construction, Rehabilitation of District Roads and Rehabilitation of other
Gravel Roads, against which amounts totalling K6,426,492,242 were released resulting in an
overfunding of K426,492,242 as shown in the table below.
Amount Funding Under/(Over)

Programme budgeted Released Funding
K K
Feeder Roads 2,761,416,000 3,318,880,832 (557,464,832)
Rehabilitation/Construction
Rehabilitation of District Roads 2,206,584,000 2,075,611,410 130,972,590
Rehabilitation of other Gravel Roads 1,032,000,000 1,032,000,000 -
TOTALS 6,000,000,000 6,426,492,242 (426,492,242)
An examination of accounting and other records maintained at the Provincial Accounting

Unit and physical inspections of the projects carried out in February 2012, revealed the
following:
Contrary to Financial Regulation No.52, payments in amounts totalling K76,335,960

were not supported with the necessary documents such as quotations, invoices and
receipts.
b. Unretired Imprest.
Imprest in amounts totalling K95,365,150 issued to four (4) officers during the period
under review had not been retired as of December 2012, contrary to Financial
Regulations No. 96.
It was further observed that subsequent imprest in amounts totalling K58,505,150 was
issued to three (3) officers who had not retired previous imprests contrary to Financial
Regulation No. 91.
227
c. Weaknesses in Accounting for Fuel.
During the period under review, a total amount of K2,096,459,899 was paid to
various filling stations for the procurement of fuel for the various PRP activities, out
of which K1,209,277,899 was utilised leaving a balance of K887,182,000 in these
filling stations accounts.
A scrutiny of fuel records maintained at the Rural Roads Unit revealed that the
Provincial Administration was not reconciling the records with that of the filling
stations.
During the period under review, the Provincial Administration procured fuel and
lubricants costing K1,048,189,566 from various filling stations. It was however
observed that, although fuel was paid for in advance, no fuel reconciliations were
made between the quantities paid for and drawn and the suppliers’ statements.
d. Feeder Roads Rehabilitation/Construction
A total amount of K2,761,416,000 was provided for sixteen (16) roads under the
feeder roads rehabilitation programme against which a total of K3,318,880,832 was
released as detailed below.
Budget Amount
District Road Released
K K
Luangwa Other Roads in Luangwa 430,278,000 1,215,139,000
Chongwe Feeder Roads in Chongwe 630,850,000 630,850,000
Chongwe Nyamanongo 234,545,000 234,545,000
Chongwe Shikabeta Road 134,288,000 134,288,000
Chongwe Chakwenga Road 145,191,000 61,732,832
Chongwe Kasenga - Kasisi Road 177,705,000 177,705,000
Chongwe Kamwesha Road 187,122,000 187,122,000
Kafue Mwembeshi Mano Road 118,410,000 -
Kafue Chiawa - Chisakila - Kabanana 134,350,000 134,350,000
Kafue Lilayi - Shantumbu Road 141,700,000 141,700,000
Kafue Chiawa - Malilansolo - Kabanana 79,100,000 79,100,000
Kafue China/Zambia Road - Makeni 60,750,000 60,750,000
Kafue Mwembeshi Mpamba Road 117,977,000 117,977,000
Chongwe Itope - Munyeta - Road 88,026,000 88,026,000
Chongwe Kampekete - Chitentabunga 55,596,000 55,596,000
Chongwe Mukamambo II Road 25,528,000 -
Totals 2,761,416,000 3,318,880,832
228
A scrutiny of records for the rehabilitation of the sixteen (16) roads and a physical
inspection carried out revealed that only nine (9) roads were worked on. Further, the
i. Grading and Spot Re-gravelling – Other Roads in Luangwa.
A stretch covering 96.95km was earmarked to be done in Luangwa district at a

total budgeted cost of K430,278,000 against which a total amount of
K1,215,139,000 was released resulting in an over funding of K784,861,000.
The scope of works included light grading and spot re-gravelling.
It was, however, observed that only a stretch covering 8.2km was done at a total
cost of K135,307,040 leaving a balance of K1,079,831,960 unutilised.
A physical inspection of the 8.2km stretch along Mburuma Road carried out in
February 2012 revealed the following:
 Gullies had formed at eleven (11) points along the 8.2km stretch.
 No culverts earmarked for kilometre 1.3, and 1.5 of the road, were installed as
of February 2012.
ii. Grading of Feeder Roads – Chongwe.
A total of K630,850,000 was released for the grading of a 50km stretch. The
works were to be executed over a period of two (2) months commencing August
2011.
A review of records revealed that amounts totalling K104,391,960 was spent on

the project leaving a balance of K526,458,040.
A physical inspection carried out in March 2012 revealed that, although a 50km
stretch was to be done, a total distance of 84.4km was done. However, it was
observed that gullies and ponds had formed on the road at ten (10) points
respectively.
229
iii. Grading 20km – Kasisi - Kasenga Road
A total amount of K177,705,000 was released for the light grading of 15km of
Kasisi - Kasenga Road.
A review of records revealed that amounts totalling K79,250,000 were spent on

the project leaving a balance of K98,455,000.00.
A physical inspection carried out in February 2012 revealed that 18.4km of the
road was done. However the following were observed:
 Ponds had formed at sixteen (16) points.
 Gullies had formed at seven (7) points.
 Rutting was at 5.9 km and 7.9 km.
Water ponding at km3.3
iv. Heavy Grading 65km – Chiawa/ Chisakila/ Kabanana Road
An amount of K134,350,000 was released for heavy grading of 65km of Chiawa/

Chisakila/ Kabanana Road. The works were to be done during the period from
March to May 2011.
A review of records revealed that amounts totalling K49,250,000 were spent on

the project leaving a balance of K85,100,000.
A physical inspection carried out revealed the following:
 Only light grading of the whole stretch of 65km was done
230
 Ponding at 1.2km and 1.4km from D482 Chiawa road turn off, as well as at
3.6km, 4.4km, 6km and 9.1km from Chirundu road turn off were noted,
 Gullies were forming at 5.8km and 6.8km from Chirundu Road turn off,
 Exposed culverts at 3.7km from Chirundu Road turn off,
Exposed culverts at 3.7km from Chirundu road turn off.
v. Heavy Grading 20km – Chiawa/ Malilansolo Road
An amount of K79,100,000 was released for heavy grading of 20km of Chiawa/

Malilansolo road. A review of records revealed that a total amount of
K22,925,000 was spent leaving a balance of K56,175,000.
A physical inspection carried out in February 2012 revealed that the works
executed comprised light grading of only 9km of the 20km stretch of road and the
 There were water ponds formed at nine (9) points
 Culverts were broken and washed away at two points, and
 Wheel ruts formed at one (1) point.
Depression in Malilansolo Road where

Water ponding and Wheel ruts formed at 6.9km
Culverts washed away at 6.1km
231
vi. Heavy Grading of 20km Itope - Munyeta Road
An amount of K88,026,000 was released for heavy grading of the Itope - Munyeta
road in Chongwe. A review of records revealed that a total amount of
A physical inspection carried out in February 2012 revealed that the light grading
and spot gravelling of the road covering a stretch of 13.5km which started in
October 2011, was still in progress.
 Ponding had formed at 0.1km, 8.8km and 10.6km,
 Gullies had formed at 5 points, namely 1.6km, 3.4km, 4.3km, 8.8km, and
10.6km, and
 Wheel ruts at 2.6km, 4.5km and 4.7km,
vii. Heavy Grading and Re-gravelling – Kampekete - Chitentabunga Road
An amount of K55,596,000 was released for heavy grading and regravelling of the
Kampekete/ Chitentabunga road in Chongwe. A review of records revealed that a
total amount of K49,770,000 was spent leaving a balance of K5,826,000.
A physical inspection carried out in February 2012 revealed the following;
 Only light grading of the stretch covering 5.6km was done.
 Ponding had formed at 1.3km, 1.5km, 1.8km, 2.5km and 3.3km, and
 Gullies had formed at 5.0km.
e. Rehabilitation of District Roads
During the period under review, a total amount of K2,075,611,410 was released to
cater for the rehabilitation of nine (9) district roads. Out of the nine (9) planned roads,
six (6) were rehabilitated while the three (3) were not done.
A review of the projects that were undertaken revealed the following:
232
i. Grading and Spot Re-gravelling – D145 Luangwa Road
A sum of K875,282,410 was released for the grading and spot re-gravelling of
D145 Luangwa road. A review of records revealed that a total amount of
A physical inspection carried out in February 2012 revealed the following:
 There were Potholes at nineteen (19) points.
 Corrugations at 12 points,
 Damaged culverts at 85.7km, and
 Gullies formed at 51.3km, 53.6km, 57.4km and 67.2km.
ii. Heavy Grading – D566 Silverest Road
An amount of K53,254,000 was released for heavy grading of 4.7km of D556

(Silverest road). A review of records revealed that a total amount of
K154,450,000 was spent resulting in over expenditure of K101,196,000.
A physical inspection carried out in February 2012 revealed the following :
 Water ponding at 1.4km, 2.7km and 4.5km, and
 Wheel ruts at 1.4km.
HEAD: 91 Office of the President – Copperbelt Province

PROGRAMME: Various
ACTIVITIES: Various
72. The Provincial Administration maintains a General Deposit Account into which third party
funds are deposited. The funding to the account includes amounts that the various
departments under the Provincial Administration receive from their respective ministries for
specific purposes.
During the financial year ended 31st December 2011, amounts totalling K3,583,571,754 were
deposited into the General Deposit Account. The funds were meant for various activities such
as construction of the Masala Cultural Village (K827,638,176), Presidential visits
233
(K2,255,963,415) and state funeral (K75,000,000) among others. In addition, an amount of
K114,322,865 was carried forward from 2010, bringing the total funds available to
K3,697,894,619.
An examination of accounting and other related records maintained at the Provincial

Administration and inspections of projects carried out in March 2012 revealed the following:
a. Lack of Letters of Instructions
Out of the funds deposited in the General Deposit Account by government departments
during the period under review, amounts totalling K495,576,313 were not supported with
letters of Instructions contrary to the General Deposit guidelines.
Contrary to Financial Regulation No. 96, imprest in amounts totalling K1,904,902,676

issued to seven (7) officers during the period under review had not been retired as of
October, 2012.
Contrary to Public Stores Regulation No.16, there were no receipt and disposal details in
respect of stationery costing K7,150,000 procured in October 2011.
d. Rehabilitation of Kitwe Little Theatre
In July 2011, the Provincial Administration engaged Ezithan Contractors Limited to

rehabilitate Kitwe Little Theatre at a contract sum of K156,655,100. The scope of works
included roof works, carpentry, internal plumbing, replacing of old tiles and painting
works.
The contract was for a period of four (4) weeks commencing on 26th July 2011, with an
expected completion date of 31st August 2011. As of December 2011, the contractor had
been paid a total of K76,328,725.
 As of November 2012, sixty (60) weeks after the expected completion date the
works had not been completed.
234
 There was poor workmanship in that painting of the interior was not properly done
particularly in the costume, men’s dressing, men’s and ladies’ changing room.
 Works costing K12,716,000 were paid for but not done. The works paid for but not
done were iron mongering, demolishing and making good of urinal slabs and
ceramics, applying undercoat and PVA paints on the walls of the ladies and gents’
toilets, managers’ office and entrance lobby. See pictures below.
In complete works in the gents urinal Tiles not replaced in the gents
toilet
PROGRAMMES: 2 General Administration
ACTIVITIES: Various
2011, a provision of K11,101,758,827 was made to cater for general administration against
which amounts totalling K11,053,053,466 were released resulting in an under funding of
K48,705,361.

carried out in March, 2012 revealed the following;
Contrary to Financial Regulation No. 65, two (2) payment vouchers in amounts
235
Contrary to Financial Regulation No. 52, forty three (43) payment vouchers in amounts
totalling K67,349,673 were not supported by relevant documentation such as receipts,
Local Purchase Orders and quotations.
c. Payment Vouchers not Signed
Financial Regulation No. 48 stipulates that the original of a payment voucher shall be
signed by a Controlling Officer, a warrant holder or by any other officer authorised to
sign on their behalf. However, contrary to this regulation, there were two (2) payment
vouchers in amounts totalling K12,000,000 paid during the period under review that
were not signed by the Controlling Officer or any other officer authorised by him.
d. Failure to Remit Tax
Contrary to the Income Tax Act, taxes in amounts totalling K30,203,021 deducted from
payments of recruitment and retention allowances and commutation of leave days had
not been remitted to Zambia Revenue Authority (ZRA) as of October 2012.
e. Payments without Authority
Contrary to Cabinet Office Circular No.7 of 2006 which requires Controlling Officers
to seek prior authority before holding seminars, workshops and conferences outside
government meeting facilities, amounts totalling K94,158,620 were paid to hotels and
lodges for holding meetings and workshops without obtaining authority from the
Secretary to Cabinet.
under review. Further, fuel costing K194,432,000 had no disposal details.
g. Failure to Label Assets
Contrary to Public Stores Regulation No. 154, which states that all furniture belonging
to the Government must be clearly marked with distinguishing letters “GRZ” in an
inconspicuous part of the object to identify it as Government property, various assets
costing K194,432,000 procured during the period under review had no identification
marks. Further, no asset register was maintained.
236
h. Failure to follow Procurement Procedures
According to the Zambia Public Procurement Authority circular No.1 of 2011, a

Permanent Secretary can authorise procurements of up to K50,000,000. All
procurements above K50,000,000 are to be authorised by the Provincial Procurement
Committee.
Contrary to the circular, the Permanent Secretary authorised the procurement of

furniture at a cost of K73,600,000 from Mwabango Enterprises Ltd.

issued to forty five (45) officers during the period under review had not been retired as
of October 2012.
j. Irregular Payment of Subsistence Allowance
According to Section 155 (a) of the Terms and Conditions of Service for the Public
Service, when on transfer between stations, an officer may claim subsistence allowance
at the appropriate single or married rate for the last two (2) nights and the first two (2)
nights spent at the old and new stations respectively.
Contrary to this requirement, amounts totalling K6,860,000 were irregularly paid to six
(6) officers as loading and offloading allowances on first appointment.
k. Irregular Use of Accountable Imprest
According to Financial Regulation No. 86 (c), accountable imprest is issued to facilitate

the purchase of goods and services whose value cannot be ascertained at the time of
issue.
It was, however, observed that imprest in amounts totalling K35,285,000 was issued to
eleven (11) officers for the procurement of goods and services such as deep freezer,
bicycle, labour day attires and workshop expenses instead of paying directly to the
suppliers. Further, no competitive quotations were obtained.
237
PROGRAMMES: Poverty Reduction Programmes - (PRP)
ACTIVITIES: Various
2011, provisions totalling K6,453,664,348 were made to carter for various Poverty Reduction
programmes in the Province against which amounts totalling K6,353,095,945 were released
resulting in an underfunding of K100,568,403 as shown in the table below.
Over/(Under)
Budget Releases
Programme Funding
K K
K
Land Resettlement 627,267,675 640,967,986 13,700,311
Coordination and Monitoring of Govt Progs. 1,042,986,011 775,289,202 (267,696,809)
Drill & Rehab of Borehole 464,907,068 486,643,246 21,736,178
Water Resources Mgt 210,000,000 210,000,000 -
Rehab/Const of Earth Dams 200,000,000 200,000,000 -
Social Welfare 36,908,481 32,866,832 (4,041,649)
Provincial Comm. Dev. 163,202,410 162,540,241 (662,169)
Youth Skills Development 451,376,005 703,812,508 252,436,503
Skills Training and Empowerment for OVCs 35,300,000 30,916,666 (4,383,334)
Health Services 70,000,000 84,177,370 14,177,370
HIV/AIDS and Gender 98,753,612 89,146,033 (9,607,579)
Copperbelt Support 652,117,103 581,157,111 (70,959,992)
Forestry Protection & Mgt 139,849,000 120,654,000 (19,195,000)
Forestry Affairs and Serv. 51,850,000 45,837,000 (6,013,000)
Beekeeping 47,993,500 41,330,000 (6,663,500)
Bio-Diversity Conservation 74,880,988 64,700,000 (10,180,988)
Cultural Promotion 227,795,000 224,581,250 (3,213,750)
Infrastructure Development 1,858,477,495 1,858,476,500 (995)
Total 6,453,664,348 6,353,095,945 (100,568,403)

and physical inspections of selected projects carried out in March 2012 revealed the
following:
Contrary to Financial Regulation No.52, there were four (4) payments in amounts
totalling K82,502,333 which were not supported with relevant documents such as
receipts, invoices and acquittal sheets.
238
b. Unaccounted for Stores
in respect of various stores items costing K71,096,750 procured during the period under
review.

issued to fifteen (15) officers during the period under review had not been retired as of
October 2012.
d. Failure to Produce Minutes and Monitoring Reports
Imprest in amounts totalling K415,142,097 was issued to forty two (42) officers to
enable them hold meetings and monitor various PRP projects in the Districts. However,
it was not possible to verify whether the activities were undertaken as there were no
minutes or monitoring reports produced for audit.
e. Misapplication of Funds
Contrary to the Appropriation Act of 2011, amounts totalling K47, 250,000 were
applied on activities that did not relate to poverty reduction programme such as
payment of motor vehicle insurance, purchase of computers and Labour Day
celebrations among others.
f. Undelivered Items
i. Lufwanyama Multi Purpose
In March 2011, the Provincial Administration paid Kabs Veterinary Limited an

amount of K21,396,000 for the supply of two hundred and twenty three (223)
bags of pig feed. However, as of October 2012, fifty nine (59) bags costing
K5,192,000 had not been delivered.
ii. Chinci Wababili Women’s Co-operative - Ndola District
In May 2011, the Provincial Administration paid K23,897,500 to Farmers

Paradise for the supply of poultry materials. However, as of October 2012, poultry
materials costing K5,142,000 had not been delivered.
239
g. Failure to Implement Projects
i. Drilling and Rehabilitation of Boreholes
An amount of K486,643,246 was released to the Provincial Administration for the

drilling of twelve (12) boreholes and rehabilitation of five (5) others. It was
however observed that despite the availability of funds, the Provincial
Administration did not drill or rehabilitate any borehole.
ii. Solar Power Installation at Rural Health Centres
During the period under review, an amount of K20,000,000 was released to the
Provincial Administration for solar installation at rural health centres. Another
amount of K20,000,000 was brought forward from the year 2010 bringing the
total funds available to K40,000,000.
However, as of October 2012, the activity had not been undertaken. Further, it
was not possible to ascertain whether the funds were still available in the PRP
pool account as no ledgers were maintained.
iii. Copperbelt Support Programme
An amount of K249,253,292 was released to cater for fish farming development

(K49,753,292), promotion of manufacturing and crafts groups (K149,500,000)
and piggery (K50,000,000). Despite the availability of funds, as of October 2012,
the activities had not been undertaken.
h. Construction of Youth Skills Training Centre in Masaiti
Amounts of K50,000,000 and K144,000,000 in 2010 and 2011 respectively were

released for the construction of a youth skills training centre against a budget provision
of K200,000,000 (K100,000,000 in each year).
In December 2010, J. Sapwe Enterprises was engaged to carry out the construction
works at a contract price of K371,068,688 with a completion period of sixteen (16)
weeks commencing 1st January 2011. The works were expected to be completed on 30th
April, 2011.
As of October 2012, the contractor had been paid amounts totalling K199,999,884
leaving a balance of K171,068,804.
240
i. The total provisions for the two (2) years of K200,000,000 was not adequate to
meet the contractual obligations of K371,068,688 as the budget was less by
K171,068,688.
ii. A site inspection carried out in March 2012 revealed that the Project had not
been completed with the following minor works outstanding:
 Fitting cover strips on the ceiling boards.
 Internal and external painting and electrical fittings such as sockets and
switches.
Socket not fitted Cover stripes not fitted on ceiling boards
HEAD: 91/03 Office of the President - Copperbelt Province – Rural

Roads Unit
UNIT: 1 Rural Roads Unit
PROGRAMMES: 8 Rural Roads Unit (PRP)
ACTIVITIES: Various
2011, a total provision of K6,000,000,000 was made to cater for Road Equipment Operations
and Road Rehabilitation in the Province against which K5,500,614,209 was released
resulting in an under funding of K499,385,791 as shown in the table below.
241
Budget Released Over /(Under)
Unit Details
K K K
1 Road Equipment Operations 1,000,126,700 1,402,836,896 402,710,196
2 Roads Rehabilitation - Chililabombwe district (71 km) 657,125,000 657,125,000 -
3 Roads Rehabilitation - Chingola district (91.5 km) 443,875,000 443,875,000 -
4 Roads Rehabilitation - Kalulushi district (56.5 km) 344,650,000 344,650,000 -
5 Roads Rehabilitation - Kitwe district (55.2 km) 224,917,300 224,188,715 (728,585)
6 Roads Rehabilitation - Luanshya district (32.9 km) 491,110,000 481,218,495 (9,891,505)
7 Roads Rehabilitation - Lufwanyama district (74.5 km) 824,450,000 824,449,103 (897)
8 Roads Rehabilitation - Masaiti district (75 km) 501,866,000 501,866,000 -
9 Roads Rehabilitation - Mpongwe district (135 km) 439,350,000 - (439,350,000)
10 Roads Rehabilitation - Mufulira district (146 km) 452,125,000 - (452,125,000)
11 Roads Rehabilitation - Ndola district (45.7 km) 620,405,000 620,405,000 -
Total 6,000,000,000 5,500,614,209 (499,385,791)

and physical inspections of selected projects carried out in April 2012, revealed the
following:
Contrary to Financial Regulation Nos. 45 and 52, four (4) payments in amounts
totalling K564,988,500 were not supported with relevant documents such as local
purchase orders, receipts, invoices and goods received notes among others.
b. Failure to Produce Reports
During the period under review, amounts totalling K7,125,000 were paid to six (6)
officers to undertake road condition surveys in Kitwe, Mufulira, Chingola and
Chililabombwe. However, no reports were availed for audit making it not possible to
ascertain whether the activities were undertaken.
c. Failure to Follow Tender Procedures
Contrary to the Public Procurement Act No. 15, an amount of K282,780,000 was paid
to a supplier for the supply of tyres without the approval of the Provincial
Procurement Committee.
d. Undelivered Stores Items
During the period under review, the Unit paid Unicorp Limited K161,898,500 for the
supply of various motor vehicle spare parts. However, as of October 2012, the spare
parts had not been delivered.
242
e. Unaccounted for Fuel
Contrary to Public Stores Regulation No.16, there were no disposal details in respect
of fuel costing K690,000,000 procured during the period under review.
f. Unretired Imprest

issued to two (2) officers during the period under review had not been retired as of
October 2012.
g. Rehabilitation of Rural Roads
A test check of selected roads in four (4) districts namely Ndola, Masaiti, Mpongwe
and Lufwanyama revealed that a total of 132.2km of roads was worked on out of the
planned 330.2km. This involved twelve (12) rural road projects as shown in the table
below.
No District Road Portion

Worked On
1 Lufwanyama Access road to sugar plantation 44Km ongoing
2 Masaiti Kemuzi-Silangwa Road 15Km out of 15Km
3 Masaiti Katonte 11Km out of 16Km new construction.
4.3 Km out of 50km. 10 rings of
4 Mpongwe Chowa Road culverts installed.4 lines of culverts
1.2x2.44
14 Km out of 14 Km.
5 Mpongwe St Anthony – Ndubeni
5 lines of culverts.0.9x1.22
6 Mpongwe Access Road to chieftainess Malembeka 0.4 Km
Off Mpongwe road to Kwilimuna
7 Mpongwe 0.6 Km
ceremony site
8 Mpongwe St Anthony – Mulela 11.5km out of 16km
9 Ndola Fatima Road 12 Km out of 12 Km
4 Km out of 5 Km. Installation of 4
10 Ndola Mushili Commando Road.
lines of culvets on Kavu stream.
Kavu Road off Mushili Commando
11 Ndola 9.2 Km
Road.
12 Ndola Dag Hammarskjod 6.2Km out of 6.2Km
Total Km of roads
132.2km
worked on
243
A physical inspection revealed the following:
i. Mpongwe District
During the period under review, the Unit had planned to rehabilitate 135km of
roads at a total cost of K439,350,000. The scope of works included heavy grading,
road formation, spot re-gravelling, compaction to camber and maintenance
grading. It was, however, observed that the Unit worked on 30.8km of the roads at
a cost of K353,915,000 while the remaining 104.2Km were not worked on as
Kilometers Kilometers Kilometers

No. Road
planned Done not done
1 Chowa 33.0 4.3 28.7
2 St Anthony ndubeni 15.0 14.0 1.0
3 St Anthony Mulela 16.0 11.5 4.5
4 Kenyanda – Kasanda 24.0 - 24.0
5 Kasamba – Ibenga 8.0 - 8.0
6 Ibenga – Chinondo 24.0 - 24.0
7 Access road to Chieftainess 0.4 (0.4)
8 Road to Kwilimuna Ceremony 0.6 (0.6)
9 Other Roads 15.0 - 15.0
Total 135.0 30.8 104.2
 St Anthony to Mulela Road
Although the Unit planned heavy grading and spot re-gravelling of 16Km, a
review of records revealed that only light grading of 11.5Km was done. A
physical inspection of the road revealed that some portions of the road were in
a bad condition and were water logged. See picture below.
One of the damaged portions of St Anthony - Mulela road in

Mpongwe
244
 Chowa Road
Although, imprest in amounts totalling K99,545,000 was drawn for fuel and
allowances to carry out works on 33km of Chowa Road, only 4.3km were
worked on. As of October 2012, the imprest had not been retired.
ii. Ndola District – Dag Hamarskjold Road
The Unit planned to work on a stretch of 5Km on the Dag Hamarskjold at the cost
of K28,775,000. However, the Unit worked on a stretch of 5.3km at a cost
K60,265,000 resulting in excess expenditure of K31,490,000.
HEAD: 92/03 Office of the President, Central Province – Rural Roads

UNIT: 01 Rural Roads Unit
PROGRAMMES: 8 Infrastructure Development (PRP)
ACTIVITIES: 01 Rehabilitation of Feeder Roads in Districts
02 Maintenance of Equipment
2011, a provision of K6,489,397,530 was made to cater for rehabilitation of feeder roads and
maintenance of equipment against which amounts totalling K5,737,130,003 were released
resulting in under funding of K752,267,527.
Provision Releases Variance

Activity
K K K
Rehabilitation of Feeder Roads 4,689,397,530 3,937,130,003 752,267,527
Maintenance of Equipment 1,800,000,000 1,800,000,000 -
Total 6,489,397,530 5,737,130,003 752,267,527

carried out in April 2012 revealed the following:
a. Wasteful Expenditure - Repairs of a Lowbed Truck
During the period from February to November 2011, a total amount of K132,922,560
was spent on the repair of a lowbed truck. However, a check on the truck in July 2012
revealed that it was not operational, rendering the expenditure incurred wasteful.
245
b. Poorly Rehabilitated Roads
In 2011, the Provincial Administration planned to rehabilitate eleven (11) roads under
Rural Roads Unit at a total cost of K3,316,533,554 covering a total distance of 354km.
A physical inspection of the selected roads carried out in April 2012, revealed the
following:
i. Kaindu - Mpusu Road, Mumbwa
The scope of works included grading, road reshaping and formation (5.5m wide)
and gravelling for a stretch of 30km at a cost of K392,408,610. However the
 The side drains were shallow and in some stretches nonexistent resulting in
ponding on the road.
 Most of the spill ways were not discharging water resulting in streams of
water running across the road.
 In some parts, the road constructed was approximately 4m wide instead of
the standard 5.5m.
Part of the road not properly Part of the road formed within Side drains not
done 4m constructed
ii. Mulilima - Chibale Road, Serenje
The scope of works included, heavy grading, road reshaping and formation (5.5m
wide) and spot gravelling for a stretch of 45 km at a cost of K304,573,185.
 The road formation was not properly done in some places.

 The side drains were shallow and in some stretches were non-existent.
246
HEAD: 94 Office of the President – Western Province
PROGRAMME: 2 General Administration
ACTIVITIES: Various
77. In the Estimates of Revenue and Expenditure for the financial year ended 31 st December,
against which amounts totalling K12,531,829,418 were released resulting in an underfunding
of K1,078,080,390.

carried out in January 2012 revealed the following:
Contrary to Financial Regulation Nos. 45 and 52, amounts totalling K7,690,000 made
during the period under review were not supported by relevant documents such as
receipts, invoices, and pay sheets among others.
b. Unacquitted for Payments
Contrary to Financial Regulation No. 45, two (2) payments in amounts totalling
K7,000,000 in respect of wages for casual workers had not been acquitted as of July
2012 making it difficult to ascertain whether the funds were received by the intended
beneficiaries.
c. Irregular Payment of Subsistence Allowance
The Terms and Conditions of Service for the Public Service Section 155, states that
when on transfer between stations, an officer may claim subsistence allowance for the
last two (2) nights and first two (2) nights spent at the old and new stations
respectively.
However, contrary to the Terms and Conditions of Service, an officer who was on
transfer from one station to the other was paid subsistence allowance in amounts
totalling K17,700,000 for sixty (60) nights which was fifty six (56) nights in excess of
his entitlement. In this regard, the payment of K16,520,000 in excess of his
entitlement was irregular.
247
Contrary to Financial Regulation No. 96(1), imprest in amounts totalling

K195,948,604 involving thirty seven (37) transactions issued to thirty (30) officers
during the period under review, had not been retired as of October 2012.
In addition, imprest in amounts totalling K40,452,644 was issued to eleven (11)

officers to carry out various monitoring and valuation activities. However, there were
no reports produced making it not possible to ascertain whether the activities were
undertaken.
e. Questionable Retirement of Imprest
i. During the period under review, six (6) officers were issued with imprest in
amounts totalling K48,632,362 to travel out of station for official duties using
specific government vehicles.
A scrutiny of retirement details, fuel registers, invoices and requisitions

revealed that the same vehicles purportedly to have been out on tours also
drew fuel costing K9,825,180 from the fuel account maintained at the local
filling station during the same period.
It was, therefore, not clear how the same vehicles purported to have been out
of station could draw fuel from the local account. In this regard, the retirement
details of the imprest (K48,632,362) issued to the officers were questionable.
ii. On 22nd February, 2011 the Senior Social Welfare Officer, was issued with an
imprest of K8,000,000 to facilitate his travel to Lukulu, Kaoma and Senanga
for monitoring of statutory and non statutory services.
A review of retirement details revealed that the officer spent K3,990,000 on

subsistence allowance and K4,010,000 on fuel (463.75 litres of petrol) for
vehicle registration number GRZ 231 CA.
However, enquiries made revealed that, the vehicle GRZ 231 CA was diesel
propelled. Therefore, the retirement details of the imprest (K4,010,000) issued
to the officers were questionable.
248
details in respect of stores items costing K5,100,000 procured during the year under
review.
g. Irregularities in Management of Fuel
During the period under review, the Provincial Administration made payments in
amounts totalling K2,801,234,976 to a local service station for fuel and lubricants
drawn by the various departments.
A scrutiny of fuel requisitions, invoices and other records for the departments
revealed weaknesses in control over the use of fuel. In particular the following were
observed:
i. Fuel Drawn by Private Vehicles
Fuel costing K15,093,450 was drawn by privately owned vehicles without

authority.
ii. Fuel Drawn by Unknown Vehicles
There were 840 litres of petrol and 903 litres of diesel costing K14,493,664
drawn without indicating on the requisition form the registration numbers of
the vehicles drawing the fuel making it not possible to ascertain whether the
fuel was issued to government vehicles.
iii. Drawing of Both Diesel and Petrol by One Vehicle
There were questionable drawings of fuel costing K4,456,481 (241 litres of

petrol and 330 litres) involving twelve (12) drawings in that, one vehicle drew
both petrol and diesel on one requisition voucher.
iv. Fuel Drawn by Personal to Holder Vehicles
During the period from April to October, 2011 a total of 987 litres of diesel
costing K7,794,826 were drawn by personal to holder vehicles, GRZ108CH
and GRZ721CE.
249
HEAD: 94/01 Office of the President–Western Province
PROGRAMME: General Deposit Account
ACTIVITIES: Various
specific purposes.
During the financial year ended 31st December 2011, a total amount of K2,774,330,190 was
received by Provincial Administration for various activities such as facilitation of Presidential
visits, wages for chiefs’ retainers and canal clearing.

and a physical inspection carried out in January 2012 revealed the following:
Contrary to Financial Regulation Nos. 45 and 52, six (6) payments in amounts
totalling K70,573,917 were not supported by receipts, quotations and acquittal sheets.
b. Misapplication of Funds
Contrary to the Appropriation Act for 2011, amounts totalling K338,834,027 were
applied on unrelated activities such as lodging and examinations fees, repatriation,
wages for temporary officers and expenses for attending Parliamentary sessions.

issued to twenty three (23) officers during the period under review had not been
retired as of October 2012.
In addition, imprest in amounts totalling K151,709,833 was issued to sixteen (16)

officers to enable them carry out various assignments. Although the officers retired
the imprest, there were no reports produced to confirm that the assignments were
undertaken.
250
d. Questionable Retirement of Imprest
On 30th June 2011, a driver at the Provincial Administration was issued with
accountable imprest of K3,150,000 to enable him travel to Lusaka, on an official
assignment. The assignment was for four (4) days from 30th June to 4th July 2011 and
the driver was assigned a vehicle registration number GRZ 840 CE.
However, records at the Province indicated that the same vehicle drew 350litres of
diesel costing K2,785,300 on 1st July 2011 at the local filling station. In this regard,
the retirement of K3,150,000 on fuel was questionable.
e. Non Remittance of Tax
Contrary to Income Tax Act, tax in amounts totalling K10,678,733 deducted from
payments of commutation, leave terminal benefits and long service bonus during the
period under review had not been remitted to Zambia Revenue Authority as of
December 2012.
f. Missing Executive Chair
On 21st January 2011, a payment of K5,200,000 was made for the purchase of an
executive chair for the Provincial Minister’s office. The chair was collected by a
driver from the Provincial Administration on 24th January, 2011. However, as of
October 2012, the chair had not been delivered and the matter had not been reported
to the police.
g. Unaccounted for stores
Contrary to Public Stores Regulation No. 16, various stores items costing
K227,212,276 (other stores - K65,648,370 and fuel - K161,563,906) procured during
the period under review had no receipt and disposal details.
251
HEAD: 94/07 Office of the President - Western Province – Rural Roads
PROGRAMME: 08 Road Rehabilitations (Feeder Roads)-PRP
ACTIVITIES: 01 Grading of Feeder Roads
2011, a provision of K6,000,000,000 was made to cater for the grading of feeder roads
against which amounts totalling K5,999,400,000 were released. In addition an amount of
K2,072,135,873 was brought forward from 2010 bringing the total funds available to
K8,071,535,873.

and physical inspections of selected projects carried out in January 2012 revealed the
following:

issued to five (5) officers during the period under review had not been retired as of
October, 2012.
b. Unaccounted for stores
Contrary to Public Stores Regulation No.16, there were no disposal details in respect
of stores items costing K20,290,000 procured during the period under review.
c. Weaknesses in the Management of PRP Projects
i. Kalabo - Kalongola Road (D319)
In 2010, the Unit planned to construct and rehabilitate a stretch of 150km of the
198 km Kalabo – Kalongola road. However, the project was suspended on 24th
December, 2010 due to the flooding of Nanguma borrow pit where gravel for the
works was being sourced. At the time of suspension of the project, a distance of
3.7km had been gravelled.
In June 2011, the project was resumed and the unit planned to construct 12km at
an estimated cost of K1,097,916,168. The projected duration of the works was one
hundred and eighty (180) days and the works commenced on 6th June, 2011. The
252
scope of works was gravelling, embankment construction and grubbing. As at 31st
December 2011, a total amount of K318,651,795 had been spent on the project.
However, fuel costing K23,072,979 was drawn by various officers during the
period from 25th December 2010 and 5th June 2011 when the project was
suspended.
A physical inspection carried out on 21st March, 2012 revealed that only a
distance of 5.6km was done and some parts of the road were eroded as shown
below.
Part of the eroded road
ii. Lukulu - Katunda Road (D792)
The Rural Road Unit (RRU) in conjunction with the Road Development Agency
(RDA) planned to undertake spot improvements on a stretch of 65km out of the
187km of a district road Lukulu–Katunda. In this regard, a sum of K525,535,800
meant for rehabilitation of feeder roads was diverted to this project without
authority from the Secretary to the Treasury.
The scope of works was light and heavy grading, filling of erosion gullies, re-
gravelling and drain re-shaping. The project commenced on 12th January, 2011
and was completed on 29th May 2011. The whole amount was spent on the
project.
 Missing fuel requisition slips
Requisition slips for fuel costing K8,648,685 drawn by various officers

during the period from January to July 2011 were not produced for audit.
253
 Fuel not recorded in the site book
Fuel drawings costing K13,366,436 made from a local service station were
not recorded in the fuel site book and there were no requisition slips
availed for audit.
A physical inspection carried out in March 2012, revealed that some parts of the
road between Lishuwa and Lukulu boma were water logged, slippery and the
gravel was washed way as can be seen in the picture below.
Part of the road which was poorly done
HEAD: 94 Office of the President - Western Province

PROGRAMME: Poverty Reduction Programmes (PRP)
ACTIVITIES: Various
80. In the Estimates of Revenue and Expenditure for the financial year ended to 31st December,
2011, provisions totalling K2,823,500,000 were made to cater for various Poverty Reduction
Programmes (PRP) in the province, against which amounts totalling K2,653,000,000 were
released resulting in an underfunding of K170,500,000.

and a physical inspection of the selected projects carried out in March 2012, revealed
following:
Contrary to Financial Regulation No. 45, three (3) payment vouchers in amounts
totalling K30,950,000 were not supported with relevant documentation such as
invoices, quotations and receipts.
254
b. Unretired imprest

issued to eighteen (18) officers during the year under review had not been retired as of
October, 2012.
c. Failure to Implement Poverty Reduction Programmes
During the period under review, the Provincial Administration received amounts
totalling K387,500,000 for street lighting in Kalabo and Sesheke, and rehabilitation of
government rest houses in Kaoma and Kalabo as detailed below.
Amount
Date
Project Released
Received
K
1 Street Lighting in Kalabo and Sesheke 200,000,000 26.06.11
2 Rehab of Govt Rest Houses – Kaoma & Kalabo 187,500,000 12.08.11
387,500,000
However, as of October 2012, the projects had not been implemented.
Unrehabilitated Kaoma Government Guest House
HEAD: 95/01 Office of the President–Eastern Province

PROGRAMME: General Deposit Account
ACTIVITIES: Various
specific purposes.
During the financial year ended 31st December 2011, a total amount of K3,927,377,633 was
received by Provincial Administration for various activities such as facilitation of Presidential
255
visits, state funerals and construction of forestry office block among others. In addition, an
amount of K266,073,996 was brought forward from the previous year bringing the total funds
available to K4,193,451,630.

and a physical inspection of selected projects carried out in March 2012 revealed the
following:

issued to two (2) officers at the Provincial Administration during the period under
review had not been retired as of October 2012.
Amounts totalling K44,393,450 meant to cater for presidential visits were applied on
unrelated activities such as payment of imprest for officers to attend Public Accounts
Committee meeting in Lusaka and payment of contractors without obtaining authority
from the Secretary to the Treasury.
c. Lack of Disposal Details
details in respect of fuel costing K300,000,000 paid during the period under review.
HEAD: 95 Office of the President – Eastern Province

ACTIVITIES: Various
2011, a total provision of K30,022,623,638 was made to cater for General Administration
against which amounts totalling K19,598,700,166 were released resulting in underfunding of
K10,423,923,472. In addition amounts totalling K457,736,031 were brought forward from
the previous year bringing the total available funds to K20,056,436,197.
256

carried out in January 2012 revealed the following:

issued to thirty (30) officers had not been retired as of October 2012.
b. Failure to Produce Reports
Although imprest in amounts totalling K50,704,533 was issued to four (4) officers to
undertake activities such as monitoring and evaluation of projects and conducting
workshops was retired, there were no reports to show that the activities were
undertaken.
c. Unsupported Payments
Contrary to Financial Regulations No. 52, three (3) payments in amounts totalling
K14,337,500 were not supported with relevant documents such as bills, invoices,
receipts, acquittals and competitive quotations.
d. Unacquitted Payments
Contrary to Financial Regulation No. 45, thirteen (13) payments in amounts totalling
K167,800,000 were not acquitted by the beneficiaries as of October 2012.
e. Irregular Payment of Allowances
On 10th February 2011, the Secretary to the District Commissioner in Chipata was
issued with an imprest of K4,299,000 as subsistence allowance for fourteen (14) days to
enable her travel to Cabinet Office in Lusaka to follow up on her paid study leave
application. However, the payment was irregular in that there was no evidence that the
Secretary applied for paid study leave.
Further, on 19th October 2011, an amount of K4,310,000 was irregularly paid to twenty
four (24) officers as subsistence and meal allowances for attending a funeral in Katete.
As of October 2012, the amount had not been recovered.
257
f. Lack of Receipt and Disposal Details
Contrary to Public Stores Regulation No. 16, various stores items costing K40,937,000
procured during the period under review had no receipt and disposal details.
g. Failure to Account for Fuel
There were no receipt and disposal details in respect of fuel costing K518,568,660
procured during the period under review.
Further, there was no reconciliation of the fuel account with statements from the filling
stations, resulting in fuel worth K106,344,148 being over drawn as of 20th February
2012.
HEAD: 95 Office of the President- Eastern Province

PROGRAMME: Various
ACTIVITIES: Various (PRP)
Programmes (PRP) against which amounts totalling K1,866,649,973 were released resulting
in an overfunding of K15,889,508.
In addition, amounts totalling K2,198,070,475 were brought forward from the previous year
bringing the total available funds to K4,064,720,448.
An examination of financial and other records maintained at the Provincial Administration

and a physical inspection of the selected projects carried out in February 2012 revealed the
following:
a. Rehabilitation of Community Centre, Katete District
During the period under review, an amount of K150,000,000 was released for the
rehabilitation and procurement of furniture for the community centre in Katete District.
258
A review of records revealed that amounts totalling K82,219,000 were spent on the
procurement of furniture (K23,550,000), building materials (K48,669,000) and labour
(K10,000,000) leaving a balance of K67,781,000 as of October 2012.
i. Failure to Provide Contract Document
The Department of Community Development entered into a labour only contract

with Mierna Construction. However, the contract period and sum could not be
ascertained as no contract document was provided. As of October 2012, the
Contractor had been paid amounts totalling K10,000,000.
ii. Undelivered tables
In March 2011, an amount of K23,550,000 was paid to Milestone Commercial

Enterprises for the supply of thirty (30) chairs and thirty (30) tables. However, as
of October 2012, the supplier had not delivered fifteen (15) tables costing
K9,750,000.
iii. Failure to deliver Building Materials
In June 2011, an amount of K48,669,000 was paid to Inner Change Dealers for
the supply of assorted building materials. However, as of October 2012, the
supplier had not delivered materials costing K16,474,000.
A physical inspection carried out in March 2012 revealed that rehabilitation works had
not been completed as painting and fitting of the ceiling board were still in progress.
See pictures below.
Painting works not completed Ceiling Board not Completed
259
b. Construction of Mtilizi Community School in Nyimba District
During the period under review, an amount of K122,287,400 was released for the
completion of the School. Out of the funds released, K105,971,000 was spent on the
purchase of building materials, K3,426,400 on fuel and K12,890,000 for the payment of
allowances leaving a balance of K54,329,145.
i. Undelivered Building Materials
An amount of K83,321,000 was paid to Johabie and Brastone Ltd in December

2011 for the supply of assorted building materials. However, as of October 2012,
the supplier had not delivered materials costing K37,613,000.
ii. Uncompleted Works
A physical inspection of the project revealed that works had not been completed
with plastering of the walls, flooring, fitting of doors and window frames,
construction of dish drains and painting still outstanding.
Incomplete Works - Mtilizi Community

School
i. In May 2011, an amount of K39,990,000 was paid to MEBS General dealers for
the purchase of five (5) water pumps, fifty (50) G I pipes and one hundred and
four (104) pockets of cement for the community boreholes. However, as of
October 2012, there was no evidence that the items had been delivered.
Further inquiries with the supplier revealed that the Department of Water Affairs
had instead collected 666 bags of cement. In addition, although the supplier’s
records indicated that the stores officer from the Department of Water had
260
collected the cement, there was no record of receipt or disposal of the cement at
the Department of Water Affairs.
ii. In May 2011, the Department of Water Affairs paid MEBS General Dealers
K21,914,500 for the supply of assorted plumbing and electrical materials.
However, as of October 2012, the materials had not been delivered.
d. Irregular Payment of Goods
 In May 2011, an amount of K24,965,000 was paid to MEBS General Dealers for
the supply of various building materials. It was observed that, although the
materials were purported to have been supplied over a period of three (3) years, a
scrutiny of invoices revealed that they were generated in sequence as detailed
below.
Invoice Amount
Date
No. K
22.02.10 1213 5,415,000
16.02.10 1214 4,650,000
16.07.08 1215 15,175,000
16.07.08 1216 1,950,000
03.12.08 1217 922,500
10.03.09 1218 1,985,000
06.11.09 1219 4,400,000
15.01.10 1220 1,367,000
It was questionable why the sequencing of the invoice numbers was such that the
higher number was issued earlier than the lower one in terms of dates. In addition,
as of October 2012, the materials had not been delivered.
 On 23rd May 2011, King Hardware was paid an amount of K36,685,000 for
supply of building materials to be used at the Provincial Administration.
A comparison of original copies of the invoices and the duplicate copies at the
supplier’s premises revealed that the dates were altered.
Further, an inspection of stores records revealed that, contrary to Stores

Regulation No.16, the building materials had no receipt and disposal details.
261
HEAD: 97 Office of the President-North-Western Province
ACTIVITIES: Various
2011, a provision of K12,058,345,068 was made to cater for General Administration against
K2,434,941,328.

Contrary to Financial Regulation No. 65, twenty five (25) payment vouchers in amounts
Contrary to Financial Regulation Nos. 45 and 52, there were one hundred and fifty
seven (157) payments in amounts totalling K756,948,356 that were not supported with
relevant documents such as receipts, local purchase orders and invoices.
c. Unacquitted Payments
Contrary to Financial Regulation No. 45 (3), allowances in amounts totalling

K23,024,783 were not acquitted and the money was not found on hand as of October
2012.
d. Unaccounted for fuel
Contrary to Public Stores Regulation No. 16, fuel costing K557,128,353 purchased
during the period under review had no receipt and disposal details. As a result, it was
not possible to ascertain whether the fuel was used for the intended purposes.
e. Unretired Imprest
Contrary to Financial Regulations No. 96, imprest in amounts totalling K476,735,511,

issued to eighty three (83) officers had not been retired as of October 2012.
262
f. Failure to Obtain Study Leave
During the period under review, the Provincial Administration paid amounts totalling
K37,635,000 for tuition fees in respect of two (2) officers without obtaining study leave
from the Public Service Management Division (PSMD), contrary to Terms and
Conditions of Service for the Public Service.
g. Misapplication of Funds
Amounts totalling K30,657,341 were applied on unrelated activities such as salary

advances, payment of bills for main market, paying allowances to election officers
among others.
HEAD: 98 Office of the President – Southern Province

PROGRAMMES: Various
ACTIVITIES: Various
2011, total provision of K15,402,657,534 were made to cater for General Administration at
the Provincial Administration, against which amounts totalling K14,336,442,138 were
released leaving a balance of K1,066,215,396.
Out of the total amount released, amounts totalling K13,714,484,319.33 were spent leaving a
balance of K621,957,819.

a. Misapplication of Funds
Contrary to the Appropriation Act for 2011, amounts totalling K509,721,514 meant for
the “Keep Zambia Clean Campaign”, dismantling of arrears and IFMIS training were
applied on unrelated activities such as presidential visits, construction of a water
fountain at the provincial administration and furnishing of the VIP Lounge at the
Airport. As a result the planned activities were not implemented.
263
b. Failure to obtain Competitive Quotations
Contrary to procurement guidelines, various items in amounts totalling K282,852,578

were procured without obtaining three (3) competitive quotations.
c. Unvouched Expenditure
Contrary to Financial Regulation No. 45, one hundred and one (101) payments in
amounts totalling K408,060,844 were either unsupported or inadequately supported
with relevant documents such as receipts, invoices, acquittal sheets, LPOs among
others.
d. Missing Payment Vouchers
Contrary to Financial Regulation No. 65, two (2) payment vouchers in amounts
e. Irregular Payments
Contrary to Cabinet Office Circular No. 7 of 2006, payments in amounts totalling

K120,224,626 were paid to various officers as sitting allowances for budgeting
activities and facilitation allowances among others without authority from the Secretary
to the Cabinet.
f. Stores Items Without Receipt and Disposal Details
for stores items procured during the period costing K567,336,328.
g. Failure To Insure Motor Vehicle
On 9th July 2011, a motor vehicle Nissan Hardbody registration number GRZ 491 BX
belonging to the Protocol Department was involved in a road traffic accident. A
scrutiny of records and inquiries made revealed that the vehicle was not insured at the
time of the accident. As a result, Provincial Administration bore the repair costs
amounting to K5,100,000 paid to Mackab General Dealers on 22nd July 2011.
It was further observed that, as of October 2012, no police report had been obtained and
the matter had not been reported to the Standing Accidents Board.
264
h. Weaknesses in Management of Imprest
Contrary to Financial Regulation No. 96(1), imprest in amounts totalling

K69,370,000 issued to eighteen (18) officers involving nineteen (19) transactions
had not been retired as of October, 2012.
Included in the total outstanding amount was subsequent imprest amounting to

K3,000,000 issued to an officer contrary to Financial Regulation No. 91.
ii. Questionable Retirement of Imprest
In November 2011, the cashier drew cash amounting to K25,220,000 to meet

various activities being undertaken at the Provincial Administration. Out of the
amount drawn, K16,980,000 was issued as imprest to three (3) officers to meet the
cost of the Vice President’s visit to Mazabuka.
However, a scrutiny of retirement details revealed that the officers only signed on
the acquittal sheet without completing the official retirement form (Accounts
Form 44) and attaching supporting documents. As a result, it was not possible to
ascertain the validity of the retirements of the imprest in question.
i. Choma Accounting Unit
The Provincial Administration has a sub-accounting unit in Choma to cater for the
departments of Water Affairs, Land Resettlement, Physical Planning and Forestry
which are based in Choma. During the year under review, amounts totalling
K1,563,633,553 were released to Choma Sub Accounting Unit.
An examination of records maintained at Choma Sub Accounting Unit revealed the

following:
i. Irregular Deductions From Department`s Funding for Accounts Operations
In paragraph 75.g.(i) of the 2010 Auditor General’s report, mention was made in
respect of Choma Accounting Unit irregularly deducting amounts totalling
K54,400,000 from the funding for the four (4) departments whose Provincial
Headquarters are based in Choma.
It was, however, observed that the situation had not improved during the period
under review in that amounts totalling K88,500,000 were again deducted from the
265
four departments’ funding and as of October 2012, no reimbursement had been
made.
ii. Payment for Security Services
During the period under review amounts totalling K52,300,160 were paid to
Anderson Security Services Ltd for the provision of security at Water Affairs
Department. However, contrary to the Zambia Public Procurement Act, the
Provincial Administration single sourced the security company.
Further, there was no formal contract signed between the Provincial

Administration and Anderson Security Services Ltd.
iii. Rehabilitation of Office Block – Resettlement Department
During the period under review Choma Resettlement Office engaged Lloyd Glass
Hardware to rehabilitate the office block in Choma. As of March 2012, amounts
totalling K34,525,500 had been spent on building materials (K17,540,500) and
labour (K16,985,000).
However, it was observed that, although amounts totalling K16,985,000 were paid
to the Contractor, no formal contract with the Contractor was availed for audit.
As a result, it was difficult to ascertain the validity of the amount paid to the
Contractor and the terms and conditions agreed upon by the two (2) parties. It was
also observed that the executed works were not certified by Buildings Department.
HEAD: 98/ 01 Office of the President – Southern Province – Headquarters

ACTIVITIES: General Deposit Account
specific purposes.
During the financial year 2011, amounts totalling K4,342,496,119 were deposited into the
General Deposit Account. The funds were for various activities such as, presidential visits
(K2,842570,177), Cultural Department (K756,175,901), Forestry Department
266
(K190,000,000), Construction of Namafulo Border Post (K100,000,000), Rehabilitation of
Aerodromes in Monze, Kalomo and Choma (K70,000,000), state funerals (K70,000,000),
tourism activities (K63,331,841) and grants to chiefs for traditional ceremonies
(K45,500,000) among others.
In addition an amount of K78,789,989 was carried forward from the year 2010 bringing the
total funds available to K4,421,286,108.
Accounting Irregularities and Other Irregularities

and a physical inspection of selected projects carried out in March 2012 revealed the
following:
applied on activities such as payment of allowances for budget hearing and long service
bonus among others which were not related to the purposes for which the funds were
released.
Contrary to Financial Regulation No. 96, imprests in amounts totalling K306,962,400

issued to sixteen (16) officers during the period under review, had not been retired as of
June, 2012.
Included in the unretired imprest, is an amount of K37,716,617 issued to two (2)

officers who had not retired the previous imprest, contrary to Financial Regulation No.
91.
c. Questionable Retirement of Imprest
Retirements in respect of imprest in amounts totalling K152,627,800 meant for the

presidential visit were questionable, in that:
 Attached receipts for transport did not have details of transporters - K110,600,000
 Receipts of fuel did not indicate details of motor vehicles that were refuelled -
K11,257,000.
 Purchase of fifty (50) pockets of cement - K2,550,00
267
 Payment to SWASCO for water bills - K2,180,000.
 Purchase of men and ladies attires - K19,665,000
 Purchase of talk time and others - K6,375,800
d. Failure to Follow Procurement Procedures
Contrary to procurement guidelines, amounts totalling K65,098,588 were paid to

various suppliers of goods and service providers without following procurement
procedures in that three (3) competitive quotations were not obtained.
Included in the above figure were amounts totalling K37,584,000 paid to Treasure Care
Security Ltd for the provision of security services at Maramba Cultural Village
construction site where there was no contract entered into withrovincial Administration
and Treasure Care Security Ltd.
e. Unvouched Expenditure
Contrary to Financial Regulation No. 45, six (6) payments in amounts totalling
K48,209,301 were unvouched in that they were either unsupported or inadequately
supported with relevant documents such as receipts, invoices and bills.
f. Missing Payment Vouchers

Contrary to Financial Regulation No. 65, five (5) payment vouchers in amounts
totalling K15,295,000 were not produced for audit verification.
g. Stores Items Without Receipt and Disposal Details

in respect of stores items costing K30,958,990.
h. Rehabilitation of Aerodromes
During the period under review, amounts totalling K70,000,000 were received for the
rehabilitation of aerodromes in Choma (K20,000,000), Kalomo (K30,000,000) and
Monze (K20,000,000).
268
A review of records and physical inspections carried out in March 2012 revealed the
following:
i. Choma
On 4th August 2011, the District Administration Office awarded a contract to

Wekens Enterprises to rehabilitate an Aerodrome at a contract sum of
K20,000,000. The works were for a period of two (2) weeks. The scope of works
included clearing of the grass and shrubs, regravelling the gullies on the runway
and painting the concrete pads. As of March 2012, an amount of K18,700,000 had
been paid to the Contractor leaving a balance of K1,300,000.
 Lack of Bills of Quantities
There were no bills of quantities (BoQs) or schedule of works prepared for

rehabilitation of the aerodrome. As a result, it was not possible to ascertain
how the contract sum of K20,000,000 was arrived at.
 Failure to Account for Supervision Cost
As of October 2012, amounts totalling K1,631,000 in respect of supervision

costs had been paid to the Contractor. However, there was no evidence to
show how the money was utilised.
ii. Kalomo
On 29th November 2011, Buildings Department awarded Bbobwa General

Contractors a labour only contract for the rehabilitation of the Aerodrome in
Kalomo.
The scope of works included clearing of grass and shrubs, renovating the runway,
applying undercoat plus white gloss paint, mending cracks and casting 0.5mm
thick concrete slab on the wind cone circular and two (2) air craft washers.
As of October 2012, amounts totalling K13,840,000 had been spent on the project,
(contractor - K5,650,000, building materials - K4,510,000, allowances -
K2,600,000 and fuel and bus fares - K1,800,000).
269
 Failure to Provide a Contract
Although Bbobwa General Contractors was engaged to rehabilitate the

Aerodrome and paid an amount of K5,650,000, there was no contract.
Therefore, it was not possible to ascertain the commencement and
completion dates.
 Incomplete Works and Poor Workmanship
Although amounts of K3,680,000 were spent on the supervision of works by

the Buildings Department, one (1) airstrip washer was halfway done, cracks
had developed, the floor was peeling off while the other had not been
renovated.
It was also observed that cracks had developed on the runway boundary and
paint on the wind cone circular was fading in some areas. See pictures
below.
Air craft washer not worked on Cracks on the rehabilitated Air craft washer
270
HEAD: 98/ 01 Office of the President – Southern Province - Headquarters
16 Forestry
19 Water Affairs
24 Social Welfare
42 Resettlement
PROGRAMME: Various
ACTIVITIES: Various
Programmes against which amounts totalling K7,336,865,830 were released resulting in an
In addition, a total of K1,057,230,642 was remitted as reimbursement from the previous

year`s borrowing, bringing the total funds available to K8,394,096,472.
A review of accounting and other records relating to PRP revealed the following:
a. Failure to Account for Funds
Out of the total amounts of K8,394,096,472 available for PRP projects, K7,312,828,764
was spent on various PRP activities, K959,902,531 was in the account while the
balance of K121,365,177 could not be accounted for as there were no expenditure
records produced for audit.
applied on unrelated activities such as allowances on the board of survey.
i. Contrary to Financial Regulation No. 96, imprest in amounts totalling

K74,237,352 issued to nine (9) officers had not been retired as of October, 2012.
Included in the unretired imprest were amounts totalling K34,910,000 issued to

three (3) officers who had not retired previous imprest, contrary to Financial
Regulation No. 91.
271
ii. Amounts totalling K8,300,000 were disbursed to four (4) district community
development centres for the monitoring of the distribution of food security packs,
HIV/AIDS awareness campaign and sensitisation. However, as of October 2012,
the amount had not been retired as there were no expenditure returns to show how
the money was utilised.
d. Inadequately Supported Payments
Contrary to Financial Regulation No. 45, four (4) payments in amounts totalling
K17,537,500 were not supported with relevant documents such as receipts, quotations,
invoices and acquittal sheets among others.
HEAD: 98/03 Office of the President - Southern Province – Rural Roads

Department
UNIT: 1 Human Resource Administration
PROGRAMME: 8 Rural Roads (PRP)
ACTIVITIES: Various
2011, provisions totalling K6,000,000,000 were made to cater for rehabilitation and
construction of rural roads in eleven (11) districts against which amounts totalling
K4,520,552,660 for ten (10) districts were released leaving a balance of K1,479,447,340 as
Budget Released Over/ (Under)

No. and Activity Funding
K K K
01-Livingstone Rural Roads 300,000,000 1,000,000,000 700,000,000
02-Kalomo Rural Roads 686,750,000 686,750,000 -
03-Sinazongwe Rural Roads 858,423,087 158,423,687 (699,999,400)
04-Mazabuka Rural Roads 983,366,913 868,500,000 (114,866,913)
05-Siavonga Rural Roads 444,570,000 100,000,000 (344,570,000)
06-Choma Rural Roads 400,000,000 400,651,913 651,913
07-Namwala Rural Roads 650,000,000 400,000,000 (250,000,000)
08-Kazungula Rural Roads 554,490,000 554,490,000 -
09-Itezhi-Tezhi Roads 350,000,000 100,000,000 (250,000,000)
10-Monze Rural Roads 533,625,000 251,737,060 (281,887,940)
11-Gwembe Rural Roads 238,775,000 - (238,775,000)
Total 6,000,000,000 4,520,552,660 (1,479,447,340)
272
In addition, K977,779,105 was brought forward from the previous year while K315,561,037
was received as reimbursements to the Account, bringing the total funds available to
K5,813,892,802.
During the period under review, amounts totalling K4,516,199,239 were spent on various
activities leaving a balance of K1,297,693,564.
An examination of accounting and other records maintained at the Provincial Administration,

Rural Roads Department and a physical inspection of projects in selected districts carried out
in March 2012 revealed the following:
i. Contrary to the Appropriation Act for 2011, amounts totalling K993,541,920

were applied on unrelated activities such as insurance of motor vehicles,
stationery, security services and workshops among others. As a result only
seventeen (17) out of thirty five (35) planned rural roads were rehabilitated and
constructed, as shown in the table below.
No. of No. of
No. of No. of
Roads Roads
Dis trict Roads Roads
Partially Not
Planne d Comple te d
Done Done
Namwala 1 - - 1
Kazungula 2 1 - 1
Mazabuka 3 2 - 1
Choma 1 1 - -
Kalomo 3 2 1 -
Itezhi -Tezhi 2 1 - 1
Monze 8 5 - 3
Sinazongwe 5 - - 5
Siavonga 6 1 - 5
Livingstone 2 2 - -
Gwembe 2 1 - 1
Total 35 16 1 18
ii. In May 2011, the Provincial Administration procured two (2) reconditioned
graders at a total cost K997,600,000. However, the Provincial Administration
did not obtain authority from the Secretary to the Treasury to vary funds from
Rural Road to the procurement of the graders.
273
Reconditioned Grader
b. Irregular Refund
In May 2011, the Provincial Administration refunded the Acting Road Engineer an
amount of K4,500,000, being personal funds used to procure a bull bar (K1,755,000),
an alarm system (K765,000), a roll bar (K1,530,000) and a central locking
system(K750,000) for the Toyota Land Cruiser registration number ALB 5669.
However, the Engineer did not seek prior authority from the Controlling Officer to
utilise his personal funds to procure the items. In this regard, the refund was irregular.
Further, the refund of K1,755,000 was wasteful as the vehicle had already been fitted
with a bull bar procured in April 2011 at a cost of K1,445,000.
Original bull bar costing Bull bar procured by Acting The extra bull bar fitted on a non
K1,445,000 Road Engineer costing runner
K1,755,000
c. Procurement of Tyres, Tubes and Spare Parts from Unregistered Companies
During the period under review amounts totalling K841,884,198 were paid to various
hardware shops and companies for the procurement of tyres, tubes and spare parts.
274
Included in the amount of K841,884,198 were costs of tyres, tubes and spare parts
amounting to K120,535,000 procured from six (6) companies. An inquiry made with
the Patents and Company Registration Agency (PACRA) and the Zambia Revenue
Authority (ZRA) in respect of company and VAT registration respectively, revealed
that the companies were not registered with both institutions. In this regard, the
Provincial Administration was dealing with companies that operated illegally.
d. Unaccounted for Stores Items
During the year under review RRU Provincial Office procured culverts and portal
frames costing K276,717,932 for Maamba - Masuku road in Sinazongwe district.
Contrary to the Public Stores Regulation No. 16, there were no receipt and disposal
details in respect of thirty-four (34) culverts and a portal frame costing K73,883,282.
e. Weaknesses in Fuel Usage
During the period under review, fuel and other lubricants costing K1,095,915,400 were
procured for rehabilitation and construction of rural roads in nine (9) districts.
i. Fuel Drawn By Non Runner Vehicles/Equipments
A scrutiny of monthly reports showing the condition of the vehicles/equipment for

RRU revealed that vehicles/equipment with registration numbers GRZ371CB,
GRZ722 BN and GRZ7-781 were non runners in May, October and December
2011. However, it was observed that included in the amount of K1,095,915,400
was the cost of fuel and lubricants (K67,541,179) drawn by the same vehicles in
the period when they were not functioning.
Fue l drawn
Pe riod by
Re g. No. Condition
Non–Running Non Runne rs
K
GRZ 722BN Non Runner –need May, October and 8,889,025
overhaul injection pump December
and replacing left brake
calliper
GRZ 371 CB Non Runner- to replace May, October and 5,198,000
thermostat housing and December
pressure pipe
GRZ 7-781 Non runner- To replace May, October and 4,171,940
tundem bush, bearing December
housing, tandem seals
and tundem bearings
Total 18,258,965
275
Non-Runner Vehicle No. GRZ 722
BN
In addition, it was also observed that 934 litres of diesel costing K7,066,680 was
drawn by RRU vehicles, either on the same day (368 litres costing K2,784,288) or
in intervals of a day in between (566 litres costing K4,282,392).
Further, there were a number of instances in which these vehicles drew fuel in
large quantities in excess of their tank capacities within two (2) days. The
movements of these vehicles could not be verified to determine the utilisation of
the fuel due to lack of log books.
ii. Fuel Used on Activities Not Related to RRU
Fuel and lubricants costing K43,906,134 were used on activities not related to the
RRU such as general administration (K29,641,689), Presidential visits
(K7,269,875), workshops (K3,629,320) and funerals (K3,365,250).
In addition, RRU received 1,650 litres of fuel worth K10,899,900 as

reimbursement from Roads Development Agency (RDA) for the fuel borrowed in
2010 for the rehabilitation and construction of rural roads in Sinazongwe District.
However, it was observed that the reimbursed fuel and lubricants was used on
other activities by Provincial RRU.
iii. Questionable Retirement of Fuel Imprest
Imprest in amounts totalling K30,050,000 was issued to two (2) officers to carry
out various activities under RRU. A scrutiny of retirement details revealed that the
details included receipts for fuel in amounts totalling K8,881,535 bought for four
(4) motor vehicles. However, it was observed that the same four (4) vehicles
which the imprest holders purportedly bought fuel for, drew fuel in amounts
totalling K11,117,391 from RRU fuel accounts within the period in which the
retirement covered.
276
f. Roads Rehabilitation and Construction
i. Questionable Fuel Drawings - Construction of Maamba - Masuku Road
During the period under review, 56,877 litres of fuel and other lubricants costing
K452,654,988 were drawn from Maamba Collieries by RRU vehicles working on
Maamba-Masuku road under a Memorandum of Understanding (MoU) with RRU
to collaborate in the areas of interest. One of the responsibilities of Maamba
Collieries Limited was to provide logistical support in form of diesel, cement,
reinforced steel, stone aggregates and sundry materials for road draining works.
However, a scrutiny of records maintained at Choma RRU revealed that during

the same period a total of 1,881 litres of fuel costing K15,730,640 was also drawn
from the RRU account for construction of the Maamba-Masuku road on the same
day or at an interval of a day, in Maamba and in various districts for construction
of the same road. However due to the failure by RRU to provide log books, it was
not possible to verify the utilisation of the 1,881 litres drawn from the RRU
accounts, rendering the drawings questionable.
ii. Questionable Usage of Fuel - Grading and Rehabilitation of Choma Roads
In July and November 2011, amounts totalling K100,000,000 were paid to a

service station in Choma for the procurement of fuel to be used for administration,
grading and rehabilitation of roads in Choma.
However, a scrutiny of records and inquiries made with management at Choma

RRU revealed that no roads were rehabilitated, although all the fuel had been
consumed.
277
HEAD: 98/52 Office of the President – Southern Province
District Administration
PROGRAMME: 08 District Administration
ACTIVITIES: Various
2011, a total provision of K3,980,867,804 was made to cater for various activities at eleven
(11) District Administration (DA) Offices, against which amounts totalling K4,218,070,862
were released resulting in an overfunding of K237,203,058.

and nine (9) selected districts namely Livingstone, Kalomo, Mazabuka, Choma, Monze,
Namwala, Itezhi-Tezhi, Kazungula and Sinazongwe carried out in March 2012 revealed the
following:
a. Unaccounted for Funds
Out of the total amount of K4,218,070,862 received, amounts totalling K2,462,183,776

were for Personal Emoluments while K1,755,887,086 were for operations at eleven (11)
District Administration (DA) Offices.
Subsequently, amounts totalling K1,021,386,405 were disbursed to eleven (11) District

Administration offices while the balance of K734,500,681 was retained at Provincial
Administration office to meet other payments on behalf of District Administration
Offices.
However, out of the amounts retained, K77,968,755 was not accounted for, as neither
expenditure records were made available for audit nor the funds found on hand or in the
bank.
b. Questionable Retirement of Imprest
Imprest in amounts totalling K95,000,000 were issued to six (6) District Commissioners
to cater for office operations.
A scrutiny of retirement details revealed that retirements in amounts totalling

K10,050,000 were questionable in that some receipts had no dates and the items
procured were not described.
278
in respect of various stores items costing K335,201,215 procured during the period under
review.
d. Uncompetitive Procurements
Contrary to procurement guidelines, various stores items costing K96,136,176 were

procured without obtaining three (3) competitive quotations.
279
Recommendations of the Public Accounts Committee which have either not been
Implemented or have been Partially Implemented
90. In 1992, the Public Accounts Committee (PAC) resolved to appoint a committee of officials
from the Ministry of Finance, National Assembly and the Office of the Auditor General to
deal exclusively with outstanding issues on a continuous basis. Since then, the committee has
been meeting to ensure that all outstanding issues are cleared.
During the year 2010, Two Hundred and Eighty Four (284) out of the Six Hundred and Sixty
One (661) issues raised in the Report of the Auditor General for the year 2010 were resolved
leaving a balance of 327 outstanding as of December 2012. This brings the total number of
issues outstanding to One Thousand, Three Hundred and Thirty Six (1,336) covering the
period from 1994 to 2010.
Appendix 2 to this report therefore summarises the status of the unresolved issues as at 31st
December 2012 for which necessary remedial action is required. This forms part of the report
of the Auditor General for the financial year ended 31st December 2011 where as appendix 1
is a glossary of terms. The glossary of terms has been included in order to make the Report to
be clearer and to assist the users of the report to fully understand the issues raised.
AUDIT HOUSE ANNA O CHIFUNGULA FCCA, FZICA

HAILE SELASSIE AUDITOR GENERAL
AVENUE REPUBLIC OF ZAMBIA
LUSAKA
31st December 2012
280
Appendix 1
GLOSSARY OF TERMS
Accountable Documents These are documents such as cheques, receipts, licences,
certificates, discs or tokens and others used in the
collection of revenues in the Public Service.
Controlling Officer An officer designated as such by the Secretary to the
Treasury to be the accounting officer of a Ministry,
Province or a Spending Agency.
Delayed Banking Failure to bank moneys received not later than the next
business day or at least twice every month where banking
facilities do not exist as per financial regulations.
Excess expenditure Expenditure incurred without the authorisation of National
Assembly normally above the authorised budget amounts.
This will require National Assembly’s approval to be
normalised.
Failure to Follow Procurement Non-Compliance with the ZPPA Act and Procurement
Procedures guidelines in the purchase of goods and services.
Irregular payments Payments made outside the Finance Act, Financial
Regulations or any applicable rules and regulations.
Irregularity Breach of rules, regulations or laws.
Imprest Funds or monies advanced to facilitate payments of a

minor nature, meet expenses when the officer is travelling
on duty or to facilitate the purchase of goods and services
whose value cannot be ascertained at the time.
Misapplication Usage of funds on unrelated activities other than the
purpose intended as per budget provision without authority
from the Secretary to the Treasury.
Misappropriation Unlawful usage of public funds for personal gain.
Non-Recovery of Salary advances Failure to effect recovery of loans or advances.
and Loans
Overpayments Payments made above the normal price charged.
Parliament Legislative organ of Government
Public Accounts Committee A Sessional Committee of the National Assembly

(PAC) established in terms of the standing orders. PAC examines
the Auditor General’s Report, as part of their mandate of
examining the accounts showing the appropriation of the
sums approved by the National Assembly.
Unaccounted For Revenue Revenue collected but neither banked nor on hand.
Statement B Statement of budget execution. This highlights the budget
performance of the Government during the period under
review.
281
Statement C Statement of detailed budget execution (Comparative
statement of authorized provision and actual expenditure).
Unvouched Expenditure Payment vouchers not availed for audit because they are
either missing or inadequately supported. This may be a
means of concealing a wrong doing
Unretired Imprest Monies advanced but not retired within the stipulated time
as outlined in the Financial Regulations.
Funds spent for the purpose not intended for or in excess of

Unauthorised expenditure
the allocated amount.
Unacquitted payments Payments made without evidence of having been received
by the intended beneficiaries.
Unapproved payments Payments made without the necessary approval from the
Controlling Officer.
Unaccounted-For Stores Lack of receipt and disposal details for goods procured.
Undelivered Materials Goods or services paid for but not delivered.
Non-Submission of Expenditure Failure to provide details of how funds disbursed have
Returns been expended.
Unaccounted for Funds Missing funds.
Wasteful expenditure Expenditure incurred where there is no benefit derived.
282
Appendix II
REPORT OF THE PUBLIC ACCOUNTS COMMITTEE FOR THE FIRST SESSION

OF THE EIGHT NATIONAL ASSEMBLY
Report of the Auditor General on the Accounts for the Financial year ended 31st
December 1994
Para 30 (40) Management Programme – Fertilizer Purchase – On the current position

on the matter.
Para 54 (64) Irregularities in the Purchase and Distribution of Mattresses - Whether the
amount of K30,488,497,000 has since been recovered.
TREASURY MINUTE ON THE REPORT OF THE PUBLIC ACCOUNTS COMMITTEE

FOR THE SECOND SESSION OF THE EIGTH NATIONAL ASSEMBLY
December 1996
Para 31 (36) Commodity Grant - As to whether the investigations by the task

force have since been concluded.
Para 32 (37) 1996 Investment and Debt Management Unit – As to whether

investigations into the matter have been concluded by the Task
Force.

FOR THE THIRD SESSION OF THE EIGTH NATIONAL ASSEMBLY
December 1997
Para 62 (56) Debtors - As regards the outcome from the investigations by

the Task Force on Corruption

FOR THE FIRST SESSION OF THE NINTH NATIONAL ASSEMBLY
December 2000
Para 53 (64) Accounting Irregularities – Progress made on the matters in (i)

and (ii)
Para 78 (88) Repairs of the Nalusanga Gate to Kaoma Strip – As regards the
advice from the Ministry of Justice on the matter regarding
liquidation of the performance bond..
283
Para 102 (114) Rehabilitation of Chienge – Kaputa Road - As regards the outcome of
the court case.
Para 130 (142) Guarantees – The regards the outcome of the investigations.

FOR THE THIRD SESSION OF THE NINTH NATIONAL ASSEMBLY
December, 2001
Para 22 (24) Repairs to GRZ 556 BK – On the latest position on the matter.
Para 24 (26) The Trust Restriction Act – On the latest position on the matter.
Para 30 (32) Non-Deduction and Remittance of Withholding Tax – As regards

Progress made on the matter.
Para 31 (33) Non Recovery of Salary advances – On the progress made.
Para 35 (37) Passages Account - As regards the latest position on the

Issues in (f)
Para 40 (45) District Education Office – Chipata – As regards progress made

on the matters raised.
Para 46 (50) District Education Office – Chama - As to whether the amount

of K107,201,550.00 has since been recovered.

FOR THE THIRD SESSION OF THE NINTH NATIONAL ASSEMBLY
December, 2002
Para 19 (23) Accounts – Progress made on the issues raised.
Para 28 (32) Review of Internal Audit Report – As regards the latest position
on the matter.
Para 29 (33) onstruction of a Boundary Wall Fence at the Former Speaker’s

Lodge – As regards the outcome of the court case involving the
former Clerk of the National Assembly
Para 37 (41) Accounting irregularities – As regards the current position on the

matter
Para 39 (43) Properties – As to whether the house at plot 262 Kgali close has
been demolished and a new one constructed.
284
Para 51 (55) Construction and Rehabilitation of Markets - On progress made on
the matter.
Para 52 (56) Rehabilitation and Improvements of Lusaka Roads - Progress made

on the matter.
Para 52 (62) Misapplication of funds and other Irregularities – Progress made

Para 61 (65) Funds of the Institute – Latest position on the matters raised.
Para 85 (94) District Education Office - Lundazi – As to whether the matters

raised in the paragraph have been addressed.
Para 110 (120) District Education Office - Kasempa – As to whether the works
have since been completed.
Para 128 (138) District Education Office – Mazabuka - As to whether the works
on the remaining house have been completed.
Para 130 (142) Guarantees – As regards the latest position on the matter.

FOR THE FOURTH SESSION OF THE NINTH NATIONAL ASSEMBLY
December, 2003
Para 11 (16) ZRA Revenue Collection - On the progress made on the

matters raised (d)
Para 12 (17) Misappropriation of Revenue Collections and Other Accounting

irregularities – current position on the matters raised.
Para 20 (20) Weakness in Accounting for Mission Funds – as to whether the

renovations works have been completed and verified.
Para 21 (26) Accounting Irregularities – As to whether the Zambian

Government has since purchased the building to be used as a
Chancery
Para 25 (28) Accounting and other Irregularities – Current position raised on

the matter.
Para 25 (30) Revenue on the sale of Government Pool Houses – Whether the
matter has been disposed off by the court (e)
Para 27 (32) Accounting Irregularities – As regards progress made on the

matter raised in (e)
285
Para 38 (43) Accounting Irregularities – current position on the matters raised.
Para 40 (45) Headquarters

(a) Unretired Imprest – As regards progress on the matter and on
other raised.
Para 41 (46) Kasama District Education Office – Progress made to address the
issues raised (c), (ii)
Para 45 (50) District Education Office – Luwingu – As regards latest position

on the matter raised.
Para 48 (53) District Education Office – Luangwa - As regards the latest

Position made in addressing the matter raised in ( a-c )
Para 49 (54) Construction of the District Board Secretary’s Office – Luangwa-

As regards progress made on the unaccounted for amount of
K49,157,000.00
Para 50 (55) District Education Office – Kafue - As regards progress made on

the matters raised.
Para 55 (60) District Education Office – Chibombo – As regards the latest

Position on the items in (a)
Para 59 (64) District Education Office – Sesheke – As to whether the

reconciliation between the Ministry of Education and Zambia
Publishing house concerning the 1,925 books has been done.
Para 61 (66) District Education Board – Chama - As to whether the

reconciliation on the remaining 6,070 books have been done.
Para 62 (67) District Education Board – Mambwe – On the latest position

on the matters raised
Para 64 (69) District Education Office – Kalulushi – As to whether the

construction works have been completed
Para 70 (75) District Education Office – Mansa – As regards the latest

position on the matters raised in (a) – (c)
Para 71 (76) District Office – Samfya – As regards the current

position on the construction works.
Para 73 (78) Basic Schools – The current position on the matter raised.
Para 75 (80) Unretired Imprest K64,709,400.00 – Progress on the matter.
286
Para 76 (81) Unauthorised Loans – As regards the current position on the
matter.
Para 78 (38) Misapplication of Funds and Other Accounting Irregularities - As

regards the current position on the matters raised.
Para 79 (84) Failure to Collect Hire Fees and other Accounting Irregularities
- As regards the current position on the matter raised
Para 80 (85) Accounting irregularities – The current position on the matter

raised (a), (e)
Para 81 (86) Weakness in the management of Debt Stock – As regards

progress made on the matters raised in (ii)

FOR THE FIFTH SESSION OF THE NINTH NATIONAL ASSEMBLY
December, 2004
Para 16 (14) Revenue Collections – Lusaka Port Office – As regards progress in

the matter raised (a) i, ii, (d), (e) i, ii.
Para 17 (15) Other Ports and Stations – Whether the matters raised in (iv) and
(vi) have been resolved.
Para 19 (17) Weakness and Irregularities in Accounting for Revenue - On the

latest position on the matters raised.
Para 19 (20) Local Bank Accounts – Regarding the recovery of funds from the
Union Bank
Para 20 (18) Provincial and District Offices – Latest position on the matter
raised in b, d, e.
Para 22 (20) Weakness and Irregularities in Accounting for Revenue – Whether

the issues raised have since been addressed..
Para 25 (23) Weaknesses in Internal controls and poor Record Keeping –

Progress on the matter raised.
Para 26 (24) Weaknesses in Procurement of Goods and Services and other

Irregularities – Progress on the matter raised.
Para 30 (28) Accounting and other Irregularities – progress made in resolving

the matter raised in (a), (b), (c)
Para 32 (30) Unsupported Expenditure – On progress made in resolving the

matters raised.
287
Para 33 (31) Non-adherence to Tender Procedures – the current position on the
matter raised.
Para 35 (33) Sector Plan Implementation – As regards the current position on the
Unretired imprest.
Para 41 (39) Outstanding Loans (K184,253,333.00) – Regarding the latest

position on the matter.
Para 43 (41) Consideration on Issue Arising from the Inspection Tour of

Missions Abroad – As regards progress to address the issues
raised.
Para 45 (45) Rehabilitation of Feeder Roads Road Rehabilitation – Current

position on the matter raised.

FOR THE FIRST SESSION OF TENTH NATIONAL ASSEMBLY
Report of the Auditor General on the Accounts for the Financial year ended 31 st December
2005
Para 9 (9) Revenue Collections – ZRA – As regards progress on matters

raised.
Para 10 (10) Accounting Irregularities - Current position as the matter

raised
Para 13 (13) Weaknesses and Irregularities in Accounting for Revenue
Para 14 (14) Weakness and Irregularities in Accounting for Revenue

– Progress made in resolving the outstanding matters
raised
Para 15 (15) Irregularities in Accounting for Rental Collection – Progress

made on the matter raised
Para 20 (20) Irregularities in Accounting for Weigh Bridge Charges-

Kafulafuta – As to whether the amount of K446,187,000.00
has since been reimbursed.
Para 22 (22) Weaknesses in the Administration of Personal emoluments and

other Irregularities – As to whether the Controlling Officer has
reported progress in matters raised in (a) and (j)
Para 24 (24) Accounting and other Irregularities – Regarding progress made on

the matters raised.
288
Para 28 (28) Weaknesses in Accounting for Special Imprest and other Irregularities
– Regarding the latest position on the matters raised
Para 33 (33) Accounting and other Irregularities- Regarding the current position
Para 34 (34) Accounting and other Irregularities – As to whether the matters

raised in (b)have been addressed..
Para 36 (36) Accounting and other Irregularities – As regards progress on the

cases reported to Zambia Police and other matters.
Para 37 (37) Government Communication Flights - As regards progress made on

the matters raised.
Para 38 (38) Delays in the completion of the Zambia Transport Information

System (ZAMTIS) Project – As regards progress on the matter
Para 40 (40) Weakness in Accounting for Sector Plan Support Funds – As

regards progress on the construction works and the current
position on the other matters raised.
Para 41 (41) Provincial Offices – Current position on the matters raised
Para 44 (44) Weakness in Control Over Bank Accounts - As regards the latest
position on the matters raised.
Para 45 (45) Rehabilitation of Feeder Roads – As regards the latest position

Para 46 (46) Failure to Implement Poverty Reduction and other Irregularities -

On the progress made in order to address the matters raised in (a)
and (b)
Para 47 (47) Wasteful Expenditure and other Irregularities – As regards the

Current position on the matters raised.
Para 51 (51) Misappropriation of Personal Emoluments and other Irregularities

- Regarding the current position on the matters raised in (e)
Para 52 (52) Accounting and other Irregularities – As to whether verification

has since been done (b) –(f)
Para 41 (45) Provincial Office – Grants to the Provinces – On the outcome of
Police investigations in (b) and (c) and the latest position on the
other matters
289
FOR THE SECOND SESSION OF TENTH NATIONAL ASSEMBLY
Report of the Auditor General on the Accounts for the Financial year ended 31 st December
2006
Para 23 (21) Weaknesses and Irregularities in the Management of Lands
Management Information System (LIMS) and Accounting for
Revenue – Progress made in addressing the matters raised.
Para 24 (22) Weakness in Accounting for Revenue – As regards efforts made

to trace the documents in respect of the vehicles under query and
other progress on the queries raised.
Para 49 (47) Irregularities in Accounting for Grants – Progress made on the

matters raised (a) – (d).
Para 65 (63) Accounting and other irregularities – As regards the latest position
on the matters raised (f)
Para 66 (64) Weaknesses in Accounting for Funds and other Irregularities

- whether the matters raised have since been addressed
Para 56 (54) Accounting irregularities - On progress made in resolving the

issues raised.
Para 57 (55) Irregular Transfer of Funds – Progress made to resolve the matters
raised.
Para 58 (56) Accounting and other Irregularities – Progress made

to resolve the issues raised
Para 49 (47) Irregularities in Accounting for Grants – Progress made on the

matters raised (a) – (d).
Para 62 (60) Accounting in Irregularities – Government funded programs

and activities - As regards the current position on the matters
raised in (a) – (g)
Para 63 (61) Weaknesses in Accounting for Sector Plan Implementation

Funds – on the progress made to address the issues raised
Para 64 (62) Accounting Irregularities - On the measures taken to

address the issues raised.
Para 76 (74) Irregularities in Accounting for Personal Emoluments – As to whether

the matters raised have since been addressed.
Para 78 (76) Accounting Weaknesses – PRP Funds - Progress made to resolve

the matters raised (a) – (d).
290
Para 79 (77) Road Rehabilitation Irregularities on Contract Management -
Progress made on the matters.
Para 80 (78) Accounting Irregularities - On the current position of Police

investigation.
Para 81 (75) Misapplication of Funds - As regards the latest position on the

matter.
Para 89 (87) Irregularities in the Procurement of Cattle – Progress made

on items (a) and (b)
Para 90 (88) Rehabilitation and Construction of Dams - As regards progress

made on the issues raised in (a) and (b)
Para 72 (70) Irregularities in the Management of Personal and other

Emoluments – As regards progress made on the matters raised (b)
and (c).
Para 73 (71) Construction of Health Posts/Rehabilitation of Health Facilities -

progress made on the matter.
Para 75 (74) Weaknesses in Administration of Funds – As regards measures put

in place to resolve the issues raised (a) and (b).
Para 84 (82) Accounting irregularities - As regards progress made on the matter.
Para 83 (81) Accounting and other Irregularities - Regarding the current

position on the matter.
Para 88 (86) Accounting irregularities – Regarding the current position on the

matters (b) – (c)

FOR THE FOURTH SESSION OF THE TENTH NATIONAL ASSEMBLY.
Report of the Auditor General on the Accounts for the Financial Year ended 31 st
December 2007.
Para 7(8) Revenue Collections - Current position on the matters raised in (c)-(f).
Para 8(9) Accounting and other Irregularities - Whether the queries raised in (a)-(c)
have since been addressed.
Para 9(10) Irregularities in Accounting for Revenue - Current position on matters raised
in (a) and (c).
Para 10(11) Weaknesses in Accounting for Revenue - Latest position on issues raised.
291
Para 11(12) Irregularities in Accounting for Revenue Collections - As regards the current
Para 12(13) Irregularities in Accounting for Revenue Collections - As regards the current
Para 14(15) Irregularities in Accounting for Revenue - Current position the issue raised.
Para 15(16) Weakness and Irregularities in the Zambia Transport and Information System
(ZAMTIS) - Progress made in addressing the issues raised.
Para 16(17) Weakness in Accounting for Revenue - As to whether the recorded loss of K63,
288,400 has been recovered.
Para 17(18) Irregularities in Accounting for Revenue - The current position on the matters
raised in (a) to (d).
Para 18(19) Weakness in Accounting for Personal Emoluments, Loans and other
irregularities - Latest position on the outstanding matters.
Para 19(20) Weakness in Accounting for Personal Emoluments, Loans and other
irregularities - Latest position on the outstanding matters.
Para 20(21) Accounting and other Irregularities - Latest position on the outstanding
matters.
Para 21(22) Poor Contract Management - Construction of AMCO house, Kitwe- Progress
made in addressing the issues raised.
Para 22(24) Accounting and other Irregularities - Current position the issues raised.
Para 24(28) Accounting Irregularities - Current position the issues raised.
Para 25(29) Accounting and other Irregularities - Latest position on the outstanding
matters.
Para 26(30) Accounting and other Irregularities - Progress made in addressing the issues
raised.
Para 27(31) Irregularities in Accounting for DHMT funds - As to whether the issues raised
have been addressed.
Para 28(32) Weaknesses in Accounting for Funds - The current position on the matters
raised.
Para 30(34) Delays in the Construction of the District Hospital - The current position on
the matters raised.
Para 32(36) Weaknesses in Accounting for PRP Funds - Latest position on the outstanding
matters.
Para 34(38) Weaknesses in Accounting for Bursary Scheme- Progress made in addressing
the issues raised.
Para 35(39) Accounting and other Irregularities - Current position on issues raised in c-h.
292
Para 36(40) Accounting and Other irregularities in Sector Plan Implementation - Progress
made in addressing the issues raised.
Para 37(41) Weaknesses in Accounting for Funds and Stores - Current position on issues
raised.
Para 38(42) Irregular Purchase of a House and other Irregularities-Whether the issues
Para 39(43) Weaknesses in Accounting and other Irregularities - Current position on (a) to
(d)
Para 40(44) Weaknesses in Accounting for Funds and other Irregularities - Whether the
queries have been addressed.
Para 41(45) Weakness in Accounting for Irrigation and Land Husbandry Programmes
(RIF) – RPP - The current position on issues raised in (d).
Para 43(47) Accounting and other Irregularities - Whether the issues raised in (b) to (d)
Para 44(48) Accounting and other Irregularities - Latest position on the matters raised.
Para 45(49) Weaknesses in Accounting for PRP Funds - Whether the issues raised in (b)-
(d) have been addressed.
Para 46(50) Monitoring and Evaluation, Construction of staff house for provincial staff -
Whether the queries have been addressed.
Para 47(51) Irregularities in Accounting for High School requisites - Latest position on the
court case.
Para 48(52) Accounting and Other Irregularities - Current position on item (a)
Para 49(53) Weaknesses in Accounting for PRP Funds - Progress made on the matter
Para 50(54) Failure to Complete Projects - Progress made to complete all the outstanding
projects
Para 51(58) Accounting and other Irregularities - Whether the issues raised in (a)-(c) have
been addressed.
Para 52(59) Failure to Execute Rehabilitation Works - Whether the works at Chisale Day
School have been completed.
Para 53(60) Weaknesses in Accounting for Recurrent Departmental charges - The current
position on items (c) and (h).
Para 55(62) Irregularities in Accounting for Building Materials – Whether the issues
raised in (c) have been addressed.
Para 56(63) Weaknesses in Accounting for PRP Funds- The current position on issues
raised.
293
Para 57(64) Weaknesses in Accounting for Building Materials and Failure to complete
projects (Teachers houses) - Whether the issues raised in (a) I, ii, iii c and d
Para 58(65) Weaknesses in Accounting for Building Materials and Failure to complete
projects - Progress made in addressing issues raised in (b) to (i).
Para 61(68) Accounting and other irregularities - Current position on the matters raised.

FOR FIFTH SESSION OF THE TENTH NATIONAL ASSEMBLY
Report of the Auditor General on the Accounts for the financial year ended 31st
December2008.
Paragraph 7(7) Outturn and Appropriation Accounts – As to the whether unreconciled
balance of K53, 670,924,188 has been resolved.
Paragraph 8(8) General Revenue – Progress made in addressing issues raised (a) i-ix
(b)
Paragraph 9(9) Weaknesses in Accounting for Revenue – Progress made in addressing
(a) and (c)
Paragraph 10(10) Accounting Irregularities in Revenue Collections – As regards the
latest position on items (a) and (b)
Paragraph 12 (12) Irregularities in Accounting for Revenue Collections - Whether the
issues raised in (i) and (iv) have since been addressed.
Paragraph 13 (13) Accounting Irregularities in Revenue Collections – Progress made in
resolving the outstanding issues in (a) and (c)
Paragraph 14 (14) Weaknesses in Accounting for Revenue and other Irregularities –
Progress made in addressing issues raised (a) (b) (c) (d)
Paragraph 15 (15) Accounting Irregularities in Revenue Collection – Progress made in
resolving the outstanding issues
Paragraph 16 (16) Accounting Irregularities in Revenue Collections – Progress made in
resolving the issues raised in (a) – (b)
Paragraph 17 (17) Irregularities in Accounting for Revenue – As to whether the issues
raised in (a) (b) and (c) have been addressed
Paragraph 18 (18) Weaknesses and Irregularities in Accounting for Revenue – Measures
taken to address the issues raised
Paragraph 20 (19) Weaknesses in Accounting for Revenue – As to whether the issues
raised in (i) and (ii) have been resolved
294
Paragraph 21 (20) Accounting and other Irregularities – Progress made in addressing
issues raised
Paragraph 22 (21) Accounting and Other Irregularities- Progress made in addressing
issues raised.
issues raised in (b) (f) (g) (h) (j) (l) and (m)
Paragraph 24 (23) Weaknesses in Accounting for PRP funds – As to whether the work s
have since been completed
Paragraph 25 (24) Accounting and Irregularities – Progress made in resolving the issues
outstanding in (b) (c) (e) (f) and (g)
Paragraph 26(25) Accounting Irregularities – Progress made in resolving the
outstanding issues
issues raised (a) – (h)
Paragraph 28(27) Accounting and Other Irregularities - Current position on the matters
raised (b)
Paragraph 30(29) Accounting and other Irregularities – As to whether payment in
amounts totalling US$4,244 have been supported and disciplinary
action taken against the officer responsible.
Paragraph32(31) Accounting and other Irregularities - As to whether the controlling
officer has come up with a formula for apportioning bills.
Paragraph 35(34) Accounting and Other Irregularities – As to when the advance
recovery detailed will be availed for audit.
Paragraph 36(35) Accounting and Other Irregularities – As to whether the issues in (b)
viii and ix have been addressed.
Paragraph 40(39) Accounting and other Irregularities – Progress made in addressing
issues raised (a)i-ix
Paragraph 41(40) Weaknesses in Accounting for Personal Emoluments and other
Irregularities – Progress made to resolve the outstanding issues.
Paragraph 42 (41) Accounting and other Irregularities – As regards progress made in
addressing the issues raised.
Paragraph 43(42) Accounting and other Irregularities – As regards progress made in
addressing the issues raised in (a)(b)(c)(g)(h)
Paragraph 44(43) Irregularities in the Procurement of Hearses – the latest position on
the investigations.
Paragraph 45(44) Accounting Irregularities – The current position regarding the issues
Paragraph raised in (a)I and iv
295
Paragraph 46(45) Irregularities in Procurement of Motor vehicles- Current position on
item (a)iii and (b)
Paragraph47 (46) Accounting and Other Irregularities - As to whether the claim for
insurance has been processed and police report availed.
Paragraph 48(47) Compensation and Awards - As to whether the investigations into the
final reconciliation have been concluded.
Paragraph49(48) Accounting and Other Irregularities – As to whether the building has
been completed and commissioned.
Paragraph50 (49) Accounting and other Irregularities - As to whether the outstanding
issues have since been resolved.
issues raised in (b)ii
Paragraph 52 (51) Accounting Irregularities – As to whether the necessary retirements
have been availed and construction works completed.
Paragraph53(52) Accounting and Other Irregularities – Whether the issues raised have
been resolved
Paragraph 54(53) Accounting Irregularities – Administration of the RDC account- As to
whether the issues raised in (a) and (c) have been addressed
Paragraph 55 (54) Accounting and Other Irregularities – As to whether the issues raised
in (a) (c) (d) (e) (g)i,iii
Paragraph56 (55) Accounting and other Irregularities in the execution of the projects-
current position on items (a) (b) and (c)
Paragraph 57 (56) Accounting and other Irregularities – Current status on items (a) – (d)
Paragraph 58 (57) Accounting and other Irregularities – As to whether the issues raised
(a) i, ii have been addressed
Paragraph 60 (59) Irregularities in Accounting for Forestry Development Credit Funds -
Whether all queries raised have since been addressed
Paragraph 61 (60) Accounting and other Irregularities – As to whether all the outstanding
bills amounting to K406, 351,146.74 have been cleared
Paragraph 62 (61) Accounting and other Irregularities – As to whether the amount of
K274, 746.500, K51, 794,044 and K226, 250.000 have been recovered.
Paragraph 63 (62) Weaknesses in Accounting and Failure to Follow Tender Procedures –
As to whether the issues raised in (a) and (b) have been addressed.
Paragraph 64 (63) Accounting and other Irregularities – Progress made in
resolving the outstanding issues.
Paragraph 65 (64) Accounting and other Irregularities – As to whether all the issues
296
raised have been resolved.
Paragraph 66 (65) Weaknesses in Accounting for Sector/ National Implementation
Frame work funds – Progress made in resolving the issues raised
Paragraph 67 (66) Irregularities in the Management of Grants and Distance Learning
Education Funds – Whether the issues raised in (a) iii, iv, v (b) iii, iv,
vii, viii iv x
Paragraph 68 (67) Accounting Irregularities – Progress made in addressing issues
raised.
Paragraph 69 (68) Accounting other Irregularities - Latest position on the matter
raised.
Paragraph 70 (69) Accounting Irregularities – Latest position on the matter
raised.
Paragraph 71 (70) Accounting Irregularities – Progress in addressing issues
raised in (b) ii
Paragraph 72 (71) Accounting Irregularities – Progress made in resolving the
issues.
Paragraph 73 (72) Weakness in Accounting and other Irregularities – Progress
made in resolving all outstanding issues.
Paragraph 74 (73) Weaknesses in Accounting and other Irregularities – Progress
made in addressing the issues raised (a) - (d)
Paragraph 75 (74) Weakness in Accounting for PRP funds – As the works on the
laboratory block and other works have been done.
the issues raised in (a) – (g).
Paragraph 77 (76) Construction of Youth Skills Centre – Progress made to resolve the
Outstanding issues.
Paragraph 78 (77) Accounting and other irregularities – Whether the issues raised in (a)
– (h)
Paragraph 79 (78) Accounting and other irregularities – Progress made in addressing
the issues raised.
Paragraph 80 (79) Accounting and other Irregularities in the Management of General
Deposit Account – As to whether the receipt and disposal details for
the fuel has been availed.
297
Paragraph 81(80) Management of Poverty Reduction Programme (PRP) – As to
whether the Imprest has been retired.
Paragraph 82 (81) Construction of Provincial Minister’s House and Fencing of VIP
House - Progress made in resolving the outstanding issues.
Paragraph 83 (82) Irregularities in Contract Management – As to whether the works
have since been completed.
Paragraph 84 (83) Irregularities in Project Management – Kalumwange Clinic –
Progress made in addressing the issues raised.
Paragraph 85 (84) Irregularities in Accounting for PRP Funds – Regarding progress
made in on issues raised.
Paragraph 86 (85) Accounting Irregularities – As to whether the overpaid salaries have
been recovered.
Paragraph 87 (86) Accounting and other Irregularities – As to whether the amount of
K19,403,257
Paragraph 89 (88) Accounting and other Irregularities – As to the whether the
construction of the house at Chanida Border and the office block at
Mwami Border have been completed.
Paragraph 90 (89) Weaknesses in Accounting for Canal funds – As to whether
the issues raised in (d) have been addressed.
Paragraph 91 (90) Weaknesses in Accounting for Borehole construction Funds- As to
Whether the issues raised in (b) (c) and (d) have been resolved.
Paragraph 92 (91) Failure to Complete Projects and other Irregularities – As to whether
the stores records have been traced and verified.
Paragraph 93 (92) Accounting Irregularities – As to whether the issues raised in (a)
and (b) have been addressed.
Paragraph 94 (93) Irregularities in the procurement of school Requisites – As to
whether Retrospective Treasury Authority has been obtained.
Paragraph 95 (94) Accounting Irregularities – As to whether the raised has since
been addressed.
298
TREASURY MINUTE ON THE REPORT OF THE PUBLIC ACCOUNTS COMMITTEE FOR
THE FIFTH SESSION OF THE TENTH NATIONAL ASSEMBLY.
Report of the Auditor General on the Accounts for the Financial Year ended 31st December 2009.
Paragraph 7 (5) Outturn and Appropriation accounts - Current position on (d) unretired
imprest.
Paragraph 8 (6) Weaknesses in Revenue Collection - Current position on item d (i) and (ii)
Paragraph 10 (8) Misappropriation of Revenue and other Irregularities – As regards the

current position on the matters raised in a,b and c.
Paragraph 11 (9) Weaknesses in Accounting for Revenue – Current position on matters raised
in a to c.
Paragraph 12(10) Irregularities in Accounting for Revenue – Whether the matters raised in a
and b have been addressed.
Paragraph 13 (11) Accounting and Other Irregularities – Progress made in addressing the
issues raised in a (ii,iii,iv )and b.
Paragraph 14 (12) Weaknesses in the Administration of PMEC – The current position on issues
raised in a – f.
Paragraph 15 (13) Accounting and Other Irregularities – Progress made on the issues raised in
a, c, d (ii , e, g and h.
Paragraph 16 (14) Accounting and Other Irregularities – Progress made on the issue raised in
d.
Paragraph 17 (15) Irregularities in Accounting and Contract Management – Progress on the

matters in a, b, c(ii),f, and h(ii).
Paragraph 18 (16) Weaknesses in the Personalised Passport System (PPS) – Progress made
regarding the issues raised in a, e(i),(ii) (iii), f , g, h j,k, and m.
Paragraph19(17) Accounting Irregularities – Latest position on the matter raised in e.
Paragraph 20 (18) Accounting and Other Irregularities - As to whether the issues raised in b
and c (i-ii) have been addressed.
Paragraph 21 (19) Accounting and Other Irregularities - Latest position on the matters raised in
a and c.
Paragraph22 (20) Accounting and Other Irregularities - Progress made on issues raised in
a,b(ii) and c.
Paragraph 23 (21) Accounting and Other Irregularities - Progress made on issues raised in a
to c.
299
Paragraph24 (22) Accounting and Other Irregularities -Latest position on the matters raised in
a and b (misapplication).
Paragraph26 (24) Accounting and Other Irregularities – Current status on items a, c(ii), d, and e.
Paragraph 27 (25) Accounting and Other Irregularities – As to whether the issues raised in a
and c have been addressed.
Paragraph 28 (26) Accounting and Other Irregularities –Progress made in addressing the
issues raised in a, b (ii) and c.
Paragraph29 (27) Accounting and Other Irregularities – As to whether the issues raised in b – e
issues raised in a (i) and b.
Paragraph 31 (29) Accounting and Other Irregularities - As to whether the issues raised in a, b,
c, e, f, g and h have been addressed.
Paragraph 32 (30) Accounting and Other Irregularities - Current status on items a-c.
Paragraph33 (31) Accounting and Other Irregularities - As to whether the issues raised in a, b,
c, d, g, h and j have been addressed.
Paragraph 34 (32) Accounting and Other Irregularities - Current status on items c and e.
Paragraph 36 (34) Accounting and Other Irregularities - As to whether the issues raised in a, c
(ii),(iii), d (i),(iii), e, i and j have been addressed.
Paragraph37 (35) Accounting and Other Irregularities - As to whether the issues raised in a,
e(ii),(iv), i and j have been addressed.
issues raised in a, c(ii) , and d .
Paragraph 39 (37) Weaknesses in the Implementation of IFMIS – Progress made in addressing

issues raised in a, b, c, d (iii), e, f, h and i.
Paragraph 40 (38) Accounting and Other Irregularities – Progress in addressing issues raised
in a-d.
Paragraph 41 (39) Accounting and Other Irregularities – As to whether the issues raised in
f(i),(ii),(iii) g and K.
Paragraph 42 (40) Accounting and Other Irregularities - Progress in addressing issues raised in
the Mirror Account relating to a, b, d and e and Expanded Basket- matters
raised in to a, b, c, d, e, f, g, m and n.
Paragraph 43 (41) Accounting and Other Irregularities – Latest position on the matter raised in
c.
300
Paragraph44 (42) Accounting and Other Irregularities – Progress made in resolving the issues
raised in a, d, h, I and j.
Paragraph 45 (43) Accounting and Other Irregularities – Latest position on the matter raised in
d.
Paragraph 46 (44) Accounting and Other Irregularities – As to whether the outstanding works
raised in (c) concerning the works at Kasiya, Solwezi, Mongu, Kaoma Trades
Training Institutes and Gemstone Processing and Lapidary Training Centre
have been completed.
Paragraph 47 (45) Accounting and Other Irregularities –Progress made in addressing the issues
raised in a, b, c, d, e and g .
Paragraph 48 (46) Accounting and Other Irregularities – Progress made in resolving issues
raised in a, c, d and e.
Paragraph 49 (47) Accounting and Other irregularities - Progress made in addressing the issues
raised in a, b, c, and f .
Paragraph 50 (48) Accounting and Other Irregularities – Progress made in resolving issues
raised in a, b, c, d, f, g, h, i, j, K, l and m.
Paragraph 51 (49) Accounting and Other Irregularities – Latest position regarding the matters
raised in a and b.
Paragraph 52 (50) Accounting and Other Irregularities – Progress made in resolving all
outstanding issues raised in a, b, c, d, e and f.
Paragraph54 (52) Accounting Irregularities - Progress made in resolving issues raised in a, b,

and d.
Paragraph 55 (53) Accounting Irregularities – Progress made regarding issues raised in a

(i),(iii), (iv), b (ii),(iv), d , e, f and g.
Paragraph 56 (54) Accounting and Other Irregularities - Latest position regarding the matters
raised in a to d.
Paragraph 57 (55) Accounting and Other Irregularities - Latest position regarding the matters
raised in a to f.
Paragraph 58 (56) Accounting Irregularities –Progress made in addressing issues raised in a -

e.
Paragraph 59 (57) Accounting and Other irregularities – Progress made in addressing issues
raised in a – f.
Paragraph 60 (58) Accounting Irregularities – The Current position regarding the issues raised
in a – h.
301
Paragraph61 (59) Accounting and Other Irregularities – The current position on items a (ii, iii
and iv), b (i-iv) and c (i-ii).
Paragraph 62 (60) Accounting Irregularities – Progress made in addressing issues raised in

a,b,c(i,iii,iv,) ,d, e, f, g and h
Paragraph63 (61) Irregularities in the Administration of the General Deposit Account – The
current position regarding the issues raised in a- c.
Paragraph 65 (63) Irregularities in the Payment and Recoveries of Loans and Advances –
Progress made in addressing the issues raised in a-c.
Paragraph66 (64) Non Operational Health Posts and Misapplication of Funds – Current
position of items a and b.
Paragraph 67 (65) Irregularities in Accounting for PRP Funds –The current position regarding
issues raised in a, b, c, d, e and f.
Paragraph68 (=) Irregularities in Accounting for PRP Funds – Current position on items a – f.
Paragraph 70 (67) Accounting and Other Irregularities - As regards progress made in

addressing issues raised in a, b, c, d(i) and e.
Paragraph 71 (68) Accounting and Other Irregularities – Progress made in addressing issues
raised in a – c.
Paragraph 72 (69) Weaknesses in the Implementation of Rural Roads Projects – Current

position on issues raised in a and b.
Paragraph 73 (70) Accounting and Other Irregularities – Whether the issues raised in a, b and c
(iii).
Paragraph 74 (71) Weaknesses in Accounting for Personal Emoluments – Latest position on the
matters raised in a – e.
Paragraph 75 (72) Accounting Irregularities – Current position on issues raised in a – c.
Paragraph 76 (73) Accounting Irregularities on the General Deposit Account (GDA) – The
current position on issues raised in b-d
TREASURY MINUTE ON THE REPORT OF THE PUBLIC ACCOUNTS COMMITTEE FOR

THE FIRST SESSION OF THE ELEVENTH NATIONAL ASSEMBLY.
Report of the Auditor General on the Accounts for the Financial Year ended 31st December 2010.
Paragraph 8 (7) Weaknesses in Revenue Collection - Latest position on b (ii) concerning

transits clearance documents not availed for audit – Ndola and c (iv)
concerning unaccounted for deposits at Mwami, c(V), (vii).
302
Paragraph 8 (8) Accounting and Other Irregularities - Latest position on a (regarding Mongu
and Chipata – unaccounted for revenue), d and e.
Paragraph 9 (9) Accounting and Other Irregularities – Whether the issues raised in a –e and
g have been addressed.
Paragraph 10 (10) Weaknesses in Accounting for Revenue – Latest position on a, b (Kitwe and
Livingstone regarding missing accountable documents), c, d and e.
Paragraph 11 (11) Accounting and Other Irregularities – Whether the issues raised in a and
chave been addressed.
Paragraph 12 (12) Irregularities in Accounting for Revenue Collections - Latest position on f –

unsupported deposits.
Paragraph 13 (13) Accounting and Other Irregularities - As regards progress made in

addressing issues raised in b, e and g
Paragraph 14 (14) Irregularities in Accounting and Contract Management – Progress made on

the matters raised in b, c, d, e, f, I, j, k and l.
Paragraph 16 (16) Weaknesses in Accounting for Prisons Industries Revolving Fund - Latest
position on Provincial Offices (Northern Region) item c (i).
Paragraph 17 (17) Accounting and Other Irregularities – Progress on the matters raised in a,
b(ii) and c.
Paragraph 18 (18) Accounting and Other Irregularities – As to whether the issues raised in b
and d have been addressed.
Paragraph 19 (19) Accounting and Other Irregularities – The current position on the issues
raised in c.
Paragraph 20 (20) Accounting and Other Irregularities - The current position on the issues
raised in b (i- iii and vi).
Paragraph 21 (21) Accounting and Other Irregularities – Whether the issues raised in b (ii) and
c have been addressed.
Paragraph 22 (22) Accounting and Other Irregularities – Whether the queries raised in a to f
Paragraph 23 (23) Accounting and Other Irregularities - Progress made in addressing issues
raised in b (ii and iv).
Paragraph 24 (24) Accounting and Other Irregularities – Whether the queries raised in (a) have
been addressed.
Paragraph 25 (25) Accounting and Other Irregularities – Whether the queries raised in (b) and
(c) have been addressed.
303
issues raised in b (iii and iv).
Paragraph 28 (28) Accounting and Other Irregularities - Whether the issues raised in d (i ,ii-
regarding unretired imprest and unacquitted payments).
Paragraph 29 (29) Accounting and Other Irregularities – Progress made in addressing issues
raised in a, b, c and d.
Paragraph 30 (30) Weaknesses in the Administration of the Scheme – Current position on the
matters raised in b and d.
Paragraph 31 (31) Weaknesses in Accounting for Government Grants – Latest position on the
matters raised in a, b, c, d, e, f, g and i
Paragraph 32 (32) Accounting and Other Irregularities – Latest position on the matters raised in
a – c.
Paragraph 33 (33) Accounting and Other Irregularities – Current position on issues raised in a ,
b, c and f (i-iii).
Paragraph 34 (34) Accounting and Other Irregularities – Latest position on the matters raised in
b, c(ii- iii), d , h(ii), j, l, m, n, o(ii) and the double payment of allowances –
Mungwi , q (iii and iv) and r.
Paragraph 35 (35) Accounting and Other Irregularities – Whether the issues raised in b , c, d, f,
h(ii) and j (vi).
Paragraph 36 (36) Accounting and Other Irregularities - As to whether the issues raised in a (i-
ii), c, d, e, f, g (i),i, j, and n have been addressed.
Paragraph 37 (37) Accounting and Other Irregularities – Latest position on the issues raised in
b – f.
issues raised in a(i),d, e and g.
Paragraph 39 (39) Accounting and Other Irregularities - Current position on the issues raised in
d (ii&iv) and e (iii-iv).
Paragraph (41) Accounting and Other Irregularities –
Paragraph 41 (42) Accounting and Other Irregularities – As to whether the issues raised in c, d
and e have been addressed.
Paragraph 42 (43) Accounting and Other Irregularities - The current position on the issues
raised in a and b(ii ).
Paragraph 43 (44) Accounting and Other Irregularities - As regards the latest position on the
issues raised in a, c, d(i & iii), e, f and g.
304
Paragraph 44 (45) Accounting and Other Irregularities – The current position on the issues
raised in e.
Paragraph 45 (46) Accounting and Other Irregularities - As to whether the issues raised in e (i
,iv) f and h.
Paragraph 46 (47) Accounting and Other Irregularities – The current position on the matters
raised in a-g, i-p.
Paragraph 47 (48) Weaknesses in Accounting for the National Implementation Framework

(NIF) – Progress made in addressing issues raised in a – g, i –m and p.
Paragraph 48 (49) Accounting and Other Irregularities – Current position on the issues raised
in a to c and d (i).
Paragraph 49 (50) Accounting and Other Irregularities - Progress made in addressing the issues
raised in a, d (i –regarding Nelkan Industrial Construction, iv, v and vi).
Paragraph 50 (51) Accounting and Other Irregularities – Regarding the current position on
matters raised in d and e.
Paragraph 51 (52) Accounting and Other Irregularities – Progress made on items b, d, f(ii), g
and m.
Paragraph 52 (53) Weaknesses in Accounting for Personal Emoluments and Other Irregularities
– As regards the latest position on the matters raised in a – e.
Paragraph 53 (54) Irregularities in Accounting for Rural Roads Funds – Progress made on the
matters raised in b, c and d(ii,iii,v).
Paragraph 54 (55) Accounting and Other Irregularities – Progress made to resolve the matters
raised in b, c, d and f.
Paragraph 55 (56) Accounting and Other Irregularities - As regards the Latest Position on the
matters raised in a and b.
Paragraph 56 (57) Accounting and Other Irregularities – Whether the issues raised in a to c
Paragraph 57 (58) Accounting and Other Irregularities – As to whether the matters raised in
a(ii-iii), b to i.
Paragraph 58 (59) Irregularities in Accounting for Rural Roads Funds - whether the matters
raised in a to c have been resolved.
Paragraph 59 (60) Irregularities in the Management of Funds - Regarding the latest position on
a ,b and c.
issues raised in a, b, c(i, ii and iv) and d.
305
Paragraph 62 (63) Accounting and Other Irregularities –The current position on the matters
raised in a - e.
Paragraph 63 (64) Irregularities in Accounting for PRP Funds – Latest position on the item
raised in a.
Paragraph 64 (65) Accounting and Other Irregularities - Whether the issues raised in a,b, c(i)
and f (ii&iii).
Paragraph 65 (66) Accounting and Other Irregularities - Latest position on the issues raised in
b.
Paragraph 66 (67) Accounting Irregularities - Whether the issues raised in a – b have been
resolved.
Paragraph 67 (68) Accounting and Other Irregularities - The current position on the matters
raised in a – c, e (ii), and f.
Paragraph 68 (69) Accounting and Other Irregularities – Latest position on issues raised in b
and c.
Paragraph 70 (71) Accounting and Other Irregularities - The current position on the matters
raised in a, b and d.
Paragraph 71 (72) Accounting and Other Irregularities – Latest position on the issue raised in a
(ii).
Paragraph 72 (73) Accounting and Other Irregularities – The current position on issues raised
in a – d.
Paragraph 73 (74) Accounting and Other Irregularities – Whether the issues raised in c and d
Paragraph 74 (75) Accounting and Other Irregularities - Latest position on the issues raised in
a, b, c, d, e and f.
Paragraph 75 (76) Accounting and Other Irregularities – The current position on the matters
raised in a and b.
Paragraph 76 (77) Accounting and Other Irregularities – Latest position on the issues raised in
a and b.
Paragraph 77 (78) Irregularities in Accounting for Funds - Whether the issues raised in b, c, d
and e(ii).
Paragraph 78 (79) Accounting and Other Irregularities – Latest position on c (lack of

Reconciliation).
306

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REPORT

FOR THE FINANCIAL YEAR ENDED

31st DECEMBER 2011

Executive Summary ................................................................................................................. v

Audit Scope and Methodology ................................................................................................ 1

Limitation in Scope .................................................................................................................. 2

Excess Expenditure .................................................................................................................. 3

Statement B – Ministry of Finance ......................................................................................... 4

PROGRAMMES: 1 Income Tax (Other than Mineral Tax) - ZRA ................................... 8

PROGRAMME: 5 Exceptional Revenue – Ministry of Energy and Water Development ....... 13

PROGRAMME: 5 Exceptional Revenue – Ministry of Finance ...................................... 15

PROGRAMME 8 Fees and Fines - Ministry of Mines and Minerals ............................. 16

PROGRAMME: 8 Fees and Fines – Judiciary .................................................................. 17

PROGRAMME: 8 Fees and Fines- Ministry of Lands ..................................................... 21

PROGRAMMES: 8 Fees and Fines- Ministry of Agriculture and Cooporatives ............ 23

HEAD: 04/01 Ministry of Gender in Development ...................................................... 25

HEAD: 11 Zambia Police - Ministry of Home Affairs .............................................. 35

HEAD: 13 Ministry of Energy and Water Development .......................................... 40

HEAD: 15 Ministry of Home Affairs- Headquarters ............................................... 49

HEAD: 15/01 Ministry of Home Affairs - Headquarters ........................................... 52

HEAD: 15 / 02 Ministry of Home Affairs-Prisons and Reformatories .................... 55

HEAD: 17 Ministry of Foreign Affairs ....................................................................... 57

HEAD: 17/02 Ministry of Foreign Affairs–Mission Abroad– Lubumbashi ........... 60

HEA: 17/03 Ministry of Foreign Affairs-Mission Abroad - Washington ............... 63

HEAD: 17/05 Ministry of Foreign Affairs - Mission Abroad – Lilongwe .............. 66

HEAD: 17/06 Ministry of Foreign Affairs - Mission Abroad - London ................... 68

HEAD 17/13 Ministry of Foreign Affairs - Mission Abroad – Gaborone .................. 74

HEAD: 17/24 Ministry of Foreign Affairs- Mission Abroad – Maputo....................... 76

HEAD: 17/26 Ministry of Foreign Affairs - Mission Abroad - Windhoek .................. 77

HEAD: 17/27 Ministry of Foreign Affairs - Mission Abroad - Brussels ...................... 81

HEAD: 17 /30 Ministry of Foreign Affairs-Mission Abroad- Harare ......................... 84

HEAD: 17/31 Ministry of Foreign Affairs – Mission Abroad - Berlin ........................ 87

HEAD: 17/33 Ministry of Foreign Affairs – Mission Abroad - Pretoria ..................... 88

HEAD: 17/36 Ministry of Foreign Affairs – Mission Abroad - Paris ......................... 90

HEAD: 17/37 Ministry of Foreign Affairs- Mission Abroad- Rome ........................... 92

HEAD: 17/45 Ministry of Foreign Affairs – Mission Abroad – Luena....................... 94

HEAD: 19/01 Office of the Vice President – DMMU .................................................. 95

HEAD: 29 Ministry of Local Government and Housing .......................................... 97

HEAD: 31/02 Ministry of Justice - Attorney General’s Chambers ......................... 100

HEAD: 33 Ministry of Commerce, Trade and Industry ......................................... 101

HEAD: 37 Ministry of Finance ................................................................................... 105

HEAD: 37/09 Ministry of Finance – Central Statistical Office ............................... 108

HEAD: 45 Ministry of Community Development Mother and Child ....................... 110

HEAD: 46/11 Ministry of Health – Copperbelt Province ......................................... 126

HEAD: 51 Ministry of Communications and Transport ........................................... 128

HEAD: 65 Ministry of Science, Technology and Vocational Training .................... 133

HEAD: 77 Ministry of Defence ..................................................................................... 135

HEAD: 77/02 Ministry of Defence – Zambia Army ..................................................... 139

HEAD: 77/04 Ministry of Defence – Zambia National Service ................................... 143

HEAD: 80 Ministry of Education .................................................................................. 147

HEAD: 80 Ministry of Education – Regional Headquarters ...................................... 154

HEAD: 88/20 Ministry of Livestock and Fisheries Development-Southern Province . 172

HEAD: 89/01 Ministry of Agriculture- Headquarters .................................................... 189

HEAD: 89/09 Ministry of Agriculture and Cooperatives–Agribusiness and Marketing .. 191

HEAD: 90 Office of the President-Lusaka Province .................................................. 220

HEAD: 90 Office of the President-Lusaka Province- PRP ........................................ 222

HEAD: 91 Office of the President – Copperbelt Province .......................................... 233

HEAD: 91 Office of the President – Copperbelt Province- PRP ................................. 238

HEAD: 94 Office of the President – Western Province ............................................... 247