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Leave Approval Process

The document outlines leave approval and financial disbursement procedures for an NGO. It describes the leave application process which involves approval from the employee's manager, HR verification of leave balance, and final approval from the General Manager. It also describes the financial disbursement process which requires using proper forms, substantiating documents, preparation by an accountant, and approval from the Executive Director. The NGO will prepare quarterly project reports and an annual balance sheet and income/expense statement.

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Manish Jha
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59 views3 pages

Leave Approval Process

The document outlines leave approval and financial disbursement procedures for an NGO. It describes the leave application process which involves approval from the employee's manager, HR verification of leave balance, and final approval from the General Manager. It also describes the financial disbursement process which requires using proper forms, substantiating documents, preparation by an accountant, and approval from the Executive Director. The NGO will prepare quarterly project reports and an annual balance sheet and income/expense statement.

Uploaded by

Manish Jha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Leave approval process

1. Application for leave will be filed by the employee


2. The leave application will be sent to the employee’s
reporting manager
3. Reporting manger may or may not approve the leave,
depending upon the work situation. If approved the
application must be sent to HR department
4. HR will verify the leave eligible days. If leave balance
is unavailable the employee will be advised accordingly
5. Leave application will be forwarded to General
Manager for the approval
6. Approval will be then intimated to employee
Procedures for Fund Disbursements
All requests for payments are to be made using the appropriate
forms.
• Requests for payments are to be properly substantiated with
bills/receipts and essential documents.
• Requests for payments are prepared by accountant and submitted
to Executive Director for checking and approval.
Accounting

The following sets of financial reports will be prepared by NGO:

A. Quarterly financial reports will be prepared for review by each


individual project manager of NGO’s specific projects as well as of
its core activities. This quarterly report will be reviewed by the
Board of NGO. Financial reports to donors will be submitted as
prescribed in the agreement between donors and NGO.

B. Annual Balance Sheet and Statement of Income and


Expenditures will prepared for each fiscal year.
Records Keeping Protocol

Programs or Project Records


Audiovisual materials Planning documents Posters, brochures, buttons and other ephemera (2
copies)
Press releases
Program evaluations
Public service announcements and advertisements
Reports on projects Speeches and testimony
Subject files
Training materials and manuals

Administrative Records

Records that usually have permanent historical value

Agenda packets (background material provided to Board members)

Annual meeting programs and minutes

Annual reports (to members, granting agencies, federal agencies)

Audio visual materials (photographs, audio tapes, video tapes of work situations, facilities, staff, and
events–if labeled) Correspondence–(incoming and printouts of significant outgoing correspondence–
delete computer file after copy is filed and document is no longer needed in electronic form) Daily
schedules and calendars Directories (membership, resource, etc) of the organization Job descriptions
Membership lists Memoranda to or from senior staff Minutes, agendas, and attachments of
committees (maintain most recent 2 or 3 year period in office) Newsletters and other publications
generated by the organization (save 2 copies) Newspaper clippings (files of press clippings about the
organization) Organizational charts and historical summaries Position papers Policy and procedure
manuals Press releases and public relations materials

Architectural records and construction plans By-laws, charters, and incorporation papers (send
copies to archives for reference and safekeeping) Legal files Personnel records Property
management files Warranties for equipment in use

Financial Records

Annual budgets

Development records (grant proposals and reports; fund raising campaign and event materials)
Financial statements and audit reports

Donor lists

Personnel files

Bank statements and canceled checks

Budget preparation records

Expense reports, reimbursement requests


Grant proposals (not funded)

Letters accompanying donations and copies of checks

Monthly ledgers/journals, quarterly budget reports

Payroll files, rolls, ledgers

Purchase orders Receipts, bills, and invoices

Tax returns

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