Ivasha Final Copy Report Bca
Ivasha Final Copy Report Bca
Ivasha Final Copy Report Bca
IVASHA PATIENCE
BCO/ 0552//19
March 2022
DECLARATION
This Report is my original work and has not been presented for a Degree in any other
university or for any other award.
DR. ABUYA
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DEDICATION
This report is dedicated to my family for their unending support, encouragement and finance,
staff members of BUNGOMA COUNTY ASSEMBLY and to my friends for their unending
support in making the attachment a success.
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ACKNOWLEDGEMENT
I acknowledge the Almighty God for guidance and protection during my attachment period,
would also like to acknowledge the efforts made by senior accounts controller; Mrs. Julia
Naliaka and heads of accounting sections; Mr. Anthony Mulati, Mr. Charles Wafula, Mr.
Stephen Nyongesa
Lastly would like to acknowledge the entire staff of Bungoma County Assembly especially
the accounts department crew not to forget my fellow attachees for their cooperation, moral
support and inspiration that they demonstrated during the attachment period. May God bless
you all abundantly.
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LIST OF ABREVIATIONS
BCA – Bungoma County Assembly
V.B – Vote Book.
SAP – System Application Program
ISO – International Standards Organization
IFMIS – Integrated Financial Management Information System
NEMA – National Environment Management Authority.
CBK – Central Bank of Kenya
SRC – Salaries Remuneration Commission.
SAC – Senior Accounts Controller
IB – Internet Banking
TABLE OF CONTENTS
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DECLARATION...............................................................................................................ii
DEDICATION..................................................................................................................iii
ACKNOWLEDGEMENT................................................................................................iv
LIST OF ABREVIATIONS...............................................................................................v
TABLE OF CONTENTS..................................................................................................vi
CHAPTER ONE................................................................................................................1
1.0 INTRODUCTION........................................................................................................1
1.4 Vision...........................................................................................................................2
1.5 Mission.........................................................................................................................2
1.7 Challenges that Bungoma County Assembly face in adopting these strategies...........2
............................................................................................................................................5
6
2.0 CHAPTER TWO..........................................................................................................9
2.3.4. Making payment journals using spread sheets and manually in record books......12
2.3.5. Filling.....................................................................................................................12
CHAPTER THREE..........................................................................................................15
CHAPTER FOUR............................................................................................................17
4.0. CONCLUSION.........................................................................................................17
4.1 ACCOMPLISHMENTS.............................................................................................17
4.4 Recommendations......................................................................................................18
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4.5.2 Analysis skills.........................................................................................................19
REFERRENCES..............................................................................................................20
APPENDICES..................................................................................................................21
Appendix I........................................................................................................................21
Appendix II......................................................................................................................21
Appendix III.....................................................................................................................22
Appendix IV.....................................................................................................................23
Appendix V......................................................................................................................24
Appendix VI.....................................................................................................................25
Appendix VII....................................................................................................................26
Appendix VIII..................................................................................................................27
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CHAPTER ONE
1.0 INTRODUCTION
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1.3 Historical Background
The promulgation of the constitution of Kenya 2010 0n 27/08/2010 paved way for
the formation of county governments thus that gave raise to BCG. The county
governments were facilitated reliable sources of revenue to enable them govern and
deliver services effectively.
1.4 Vision
A leading county in integrated planning and good governance for sustainable
development.
1.5 Mission
To create, nurture and sustain an enabling environment for quality and adequate
service delivery, sustainable development and prosperity of all communities in
Bungoma County
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Employee training and development. BCA has collaborated with Sangalo Institute
where training courses are offered to staff.
1.7 Challenges that Bungoma County Assembly face in adopting these strategies
Resistance to change
Delayed disbursement of funds from the CBK
Political interference
Slow and insufficient network facilities to make payments
Financial constrains
Changes in Technology and Government bureaucracy which causes delay in
implementing strategies.
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1.9 COUNTY ASSEMBLY OF BUNGOMA ORGANIZATIONAL
STRUCTURE
COUNTY
ASSEMBLY
OF
BUNGOMA
SPEAKER
COUNTY
AUDIT
COUNTY ASSEMBLY
COMMITTEE
ASSEMBLY OF SERVICE BOARD
BUNGOMA
SECRETARY TO
CLERK OF THE
THE COUNTY
COUNTY ASSEMBLY
ASSEMBLY OF SERVICE BOARD
BUNGOMA
AND THE
DEPUTY SECRETARIATE
CLERK
DEPUTY CLERK
ACCOUNTS
ASSISTANT
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1.11 Company Profile
Bungoma County Assembly manages the entire Bungoma County an area of about
3,032km2. It is located on the southern slope of Mt. Elgon, which also forms the
apex of the county. It boarders the Republic of Uganda to the Trans-Nzoia County to
the north east, Kakamega County to the east. In 2010, the neighbouring Mount Elgon
District was eliminated and its lands merged with Bungoma District to form
Bungoma County.
Head Office
Bungoma County Assembly
P.O Box 1886, Bungoma, Kenya
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Maintains continuous payment chain response to customer demands by paying
appropriate goods and services provided in right quantities, quality and time.
This section also undertakes a lot of documentation that is vouching and internal
memos that request for the payments files mainly for records purpose.
Gives free advice to the user departments on the availability of funds in the
organization accounts.
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1.14 Core Values
Partnership, integration, collaboration and networking
Integrity, ethical, reliable, objectivity and trustworthy.
Gender equality and equity
Transparency and accountability
Respect for principle of human rights and human dignity
Respect for rule of law and due process
Proactive, innovativeness, creativity, flexibility, initiative and adaptability
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2.0 CHAPTER TWO
As an attaché in this department my tasks and duties were of auxiliary nature to the accounts
allocated to the department and the projects funded by the county assembly of Bungoma.
Some of my undertakings in accounts department include:
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recording the expenditure. The voucher also has an entry where the expenditure should be
specified if it is development expenditure or a recurrent expenditure e.g R4919 for recurrent
expenditure and D4919 for development expenditure, the vote head and subhead should also
be specified on the voucher. The final entries that should be done on the vouchers is the period
of the payment i.e the financial year, the account that is the vote item in which the expenditure
is allocated, the voucher number which is recorded in a systematic order from the first
payment of the financial year in numerical digits and each voucher number should begin with
the initial BCA e.g (BCA 127) and finally the amount in figures to paid for that specific
voucher. If a voucher has been filled correctly is then it is ready to begin the payment
procedures.
This vouching process is done after a MEMO requesting the payment is presented to the
accounts office. The vouching process will be done if the MEMO contains full information
correctly signed by the requestor and verified and signed by the clerk of the county assembly.
Then the rates are calculated as prescribed by the Senior Accounts Controller.
After vouching the authorised memo will be attached to the completely filled payment voucher
then the payment will begin its process of authorization.
Procedure for a payment voucher to undergo for it to mature for payment to be done
i) First: Signing by the AIE holder. This is the Clerk of the assembly. The clerk should sign the
voucher to indicate that that the payment being done is legal.
ii) Second: The voucher should be signed by the Authorizer. The authorizer in this case is the
senior accounts controller. The SAC sign only after the AIE holder has signed the voucher and
SAC verifies if the payment rates have been calculated correctly.
iii) Third: After the above has been done correctly, the voucher then proceeds for Examination.
The examination officer is one of the accountants in the department. The examiner uses a red
pen to mark the voucher. The examiner checks the correctness of the payment voucher.
Confirms the payee, if the amount on the voucher is correct as per the memo and in case of a
supplier the invoices should be valid and the amount summed correctly. Confirms if
everything that is needed for payment is attached on the vouchers e.g attendance list in case of
committee allowance. The examiner also checks the correctness of the signatures and in case
of an imprest warrant it should be fully and well signed and the imprest written to the rightful
person e.g the committee clerk for committee meeting allowances. The examiner then signs of
the voucher if it is fully correct.
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iv) Fourth: In the case of suppliers or development contractors, the voucher proceeds to
procurement department for Requisition. In this level the voucher is uploaded in the IFMIS
system and it’s given a requisition number to be used in the invoicing process.
v) Fifth: The other process is invoicing. At this level of payment, the payment voucher is
uploaded in the IFMIS system to facilitate internet banking. All payments both imprest and
supplier payments must pass through this stage. Here the IFMIS number of the payee, voucher
number is captured in the system the amount, description of the payment the aie holder the
economical item in which the money is being credited and then the details are saved in the
system to proceed to the next stage.
vi) Sixth: Validation. This is a stage also done in the IFMIS system. Here payment vouchers are
validated. The most crucial process in this stage is payment of tax for the suppliers. During
validation, the programme calculates the taxes that should be charged to suppliers during
internet banking. After this stage the payments now appear in the IB website for payments.
vii) Seventh: System Authorization. At this stage, the payments are authorized in the system by
the officers granted this rights by the central bank of Kenya. The people responsible in this
stage are the SAC officer and the AIE holder who is the clerk of the county assembly of
Bungoma. Here the uploaded payments are already paid in the IFMIS system but the net
amount
viii) hasn’t been disbursed in their respective accounts. The authorization is done to allow
the payments to be sent in the payees accounts.
ix) Finally: IB. This is the final stage of payments. After the invoiced payments have been
authorized, then officer allowed/ has these rights to pay then sends the money to the respective
accounts. Here the process of payments is over.
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the amount is made and attached to the imprest warrant together with the payment voucher
then it is taken to the bank for the transfers to be done.
Thereafter the imprest payment has been done, the imprest holder will be required to surrender
the imprest whereby he/she has to show evidence that every member received the amount and
attach documents that satisfy that the reason for the payment is actually genuine. One may
attach a report for instance to show that the committee did report writing on that particular
event. This activity is completed by filling the imprest surrender form to show the expenditure
of the money budgeted/advanced to fund the activity.
2.3.4. Making payment journals using spread sheets and manually in record books.
Journals or payment notes are made daily when payments are done to keep records of the cash
flows for future use when computed quarterly financial statements or full financial period
statements. These journals are majorly made by spread sheets. They show the date of
payments, the vote item in which the amount is charged, the payee, description of the payment
and the amount. These are daily reports that are made in the accounts department.
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2.3.5. Filling.
Filling is another key activity done in this department. All recurrent payment vouchers should
be sorted and arranged in the files according to the dates of payment and most probably
according to the bank statement or the IB report. Imprest vouchers are filled differently from
supplier and individual payment vouchers. Recurrent payment vouchers are also kept in
different files with development/long term payment vouchers. Recurrent payment vouchers are
arranged is ascending order of their cashbook numbers after being posted in the cashbook and
imprest payment vouchers are arranged in ascending order of their contra numbers given after
posting in the cashbook. Files mostly used are box files and spring files.
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column and now given cashbook numbers. The allocation column should contain all the
specific vote items that each expenditure has been charged. The payee column should contain
the name of the payee and the description column to contain the description of the payment.
Entries in the cashbook are made monthly that is payments made in a particular month are
made and the balances are closed monthly.
It is a squared book and when recording each number should be recorded in a single box.
The cashbook is an essential book in this organization and aids much in financial reporting and
making of financial statements of the county assembly of Bungoma.
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CHAPTER THREE
The authority bestowed unto me and the consequential responsibilities at the accounts office
provided an ideal learning environment for purposes of my attachment.
The work experience I have gained during my attachment at BCA Accounts department helped
a great deal in enhancing my working skills, knowledge, experience and attention to sensitive
work details as entails
For instance; with knowledge from the course work I was able to prepare cashbook, do bank
reconciliation, prepare journals and prepare reports with knowledge acquired from accounting
class, I was able to efficiently manage the financial and accounting records especially through
posting expenditures in the vote book and in the cashbook, adhering to the organization’s
ethics and cord of conduct was not a challenge because i am used to adhering to school rules.
Therefore, with the help of knowledge gained in classroom learning, it was a little easier to
learn the surrounding of Accounting in the industry.
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3.3 Critic of the Organization of Attachment.
The accounts section having been guided by the PFM act provides limited scope for the
application of advance concepts of accounting.
Public finance management act governs the payments of suppliers in a public entity and
stipulates that payments must be banked intact to avoid tax evasion. The highly accounting
environment therefore posed a challenge in drawing relations between the theoretical
accounting concepts and the day-to-day cash flow operations in the department.
The act also provides for payment through the IFMIS system to enhance transparency and
accountability in the organization and that all financial statements and payment documents
will be audited by external auditors at the end of each financial year.
1. Clarifying of accounting procedures and policies. This proved to be difficult especially when
avoiding transactions that are beyond the scope of the attachment.
2. Striking a balance between the maintenance of healthy working relations and the effective
implementation of company policy.
3. Network problems and slow systems that are used in implementing accounting procedures.
The Institute should also support practical engagement of the students in every academic year
of study so that one can grow up to learn the practical aspect of his/her area of specialization.
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CHAPTER FOUR
4.0. CONCLUSION
4.1 ACCOMPLISHMENTS
1. In this organization i have learned to do accounting procedures the technological way which is
fast, efficient and accurate unlike at classroom level where i was taught more of paperwork.
2. Being in this field of attachment under the department of accounting in BCA, it has provided
me with an opportunity to link theory with practice to that of real-world experience regarding
my area of specialization.
3. In my attachment, i gained the attribute of being fast enough and being more accurate and
careful when dealing with accounting procedures.
4. I highly gained a positive attitude in my area of specialization in this organization.
5. It has enabled me to apply the principles and technical skills acquired in class in solving real
life problems.
6. I have enjoyed recording transaction in cashbook whether receipts or payments comparing
with that of bank statements, thereafter doing bank reconciliation statement that I did it very
well.
7. I was introduced to new concepts of control sheets which also to serve same purpose as
cashbook in which expenditures were recorded.
8. I have been exposed to different routines, procedures and practice that are involved in
recording transaction in cashbook which appeared to be different with that I learned in
classroom.
9. Working with professionals in accounting department was best experience I had, I understand
that it requires one to be competent to be an expert in making payments and expenditures in
the public sector.
10. I also gained new good friends whom I can be with as a result of best conversation I have
never had before.
11. The people I have worked with have encouraged me to work very hard on my work and
also teach me how to do things in professional manner.
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4.3 What May Be Done Differently
Before proceeding to longer periods of field attachment, I need to strive on improving the
areas highlighted below;
4.4 Recommendations
Given the constraints and challenges observed in the course of the attachment, I suggest the
following measures to the university and the company on how to improve the attachment
experience.
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4.5.2 Analysis skills.
Helps in being keen to extremely small details as they count a lot.
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REFERRENCES
BCA
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APPENDICES
Appendix I
Log book.
Appendix II
BCA Payment voucher. (FO. 20)
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Appendix III
BCA Claim form. (FO. 22)
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Appendix IV
BCA Deposits and Suspense payment voucher (FO. 21)
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Appendix V
BCA Imprest surrenders clearance form
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Appendix VI
BCA Imprest warrant book (FO. 24)
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Appendix VII
BCA Cashbook (FO. 26)
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Appendix VIII
BCA Vote Book
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