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Subject to the approval of Council, the Finance Committee may recommend amendments, deletions and additions to the Regulations.

Authority to Dispose

The Vice-Chancellor shall convene a Board of Survey which shall report on unserviceable, obsolete or surplus stores, plant and equipment subject to a technical report on them and recommend the best method of disposal
The Board of Survey's recommendations shall be approved by the Vice-Chancellor and the items shall be disposed off
When a Head of Department/Section/Unit/Centre or officer-in-charge is of the opinion that certain stores are unserviceable or certain assets can no longer be used he/she shall inform the Registrar in writing.

Functions of Board of Survey

The functions of a Board so constituted shall be;

to determine whether the items which have been the subject of enquiry are in fact damaged, bad or unserviceable
to ascertain the circumstances which led to their being declared bad, damaged or unserviceable
to make such recommendations or decisions as may be considered necessary for the sale, disposal or destruction of the condemned stores, either by public auction or open tender.

All decisions of the Board shall be subject to the approval of the Vice-Chancellor.

Disposal Procedure

Disposal of obsolete/damaged/bad/unserviceable items shall be by:

transfer to government departments or other public entities, with or without financial adjustment
sale by public tender to the highest tenderer, subject to reserve price
sale by public auction, subject to a reserve price, or
destruction, dumping, or burying as appropriate.

In the case of perishable items, the Registrar in consultation with the Director of University Health Services, may direct that they shall be disposed of forthwith

Any report submitted to the Vice-Chancellor shall be signed by the members of the Board. Where there is a dissenting view by any member of the Board as to the manner an asset should be disposed of or as to the conclusion reached by the Board, such member shall make his views known in a minority report

Members of the public or staff members who buy assets or stores as a result of Board of Survey enquiry shall produce receipt of payment before the purchased items can be handed over to them.

Membership of Board of Survey

The membership of Board of Survey shall be as follows:

Pro-Vice-Chancellor	Chairman
Registrar	Member
Director of Finance or his/her representative	Member
Deputy Registrar, (DLCGS) Director of Development or his/her representative	Member
The Director of Internal Audit The Estate Officer or his/her representative	Member
Transport Officer	Member
Assistant Registrar/ Senior Assistant Registrar (Legal Section, DLCGS)	Secretary

Where necessary, technical advice from an external assessor would be sought.

Stock Check

At the end of each financial year, the Head of Department/Section/Unit/Centre shall take an inventory of all assets under his/her control and ensure that the list of inventory agrees with the records in the Assets Register. This shall be certified by the Head of Department /Section/Unit/ Centre as correct and submitted to the Director of Finance not later than two weeks after the end of the financial year.

Recommendations for Write-off of Stocks

The Stock records submitted by a Department/ Section/Unit/Centre may include a recommendation that certain items that are unserviceable may be written off. On receiving a recommendation, the Director of Finance shall request the Registrar to convene a Board of Survey for the purpose of recommending the disposal of such unserviceable items.

Annual Stock-Taking

All sections of the University holding large stock of consumable and saleable items shall be expected to take stock at the end of every financial year and at such intermittent periods as may be considered necessary or directed by the Director of Finance. Such stock-taking exercise shall be carried out jointly by the Department/Section/Unit/Centre and a team of verifiers from the Directorate of Internal Audit and Directorate of Finance. On completion of the stock taking, the value of stock on hand at 31st December shall be certified by the Head of Department/Section/Unit/Centre. Original copies of certified stock-taking sheets shall be valued at cost or market value, whichever is less, and the method of valuation shall be consistent with the method employed in the previous year.

All Departments/Sections/Units/Centres shall maintain an Assets Register in which shall be recorded all furniture, equipment, plant and machinery in their charge. The Assets Register shall contain the following details:

Description of the item or asset
Date of receipt of the asset
The source of supply
Quantity received and value
Remark column stating conditions of the equipment
Location of the asset
Serial number if any
The Estate Section's identification mark

There shall be a Central Stores which shall be headed by Stores Superintendent with the following responsibilities:

Exercise supervision and control of all stores and staff
Carry out regular inspection of all stores and as the occasion arises, report to the Director of Finance or his/her representative on all cases of losses and irregularities
Ensure that accommodation is adequate and suitable for the proper storage of all stores
Compare from time to time physical stock and Cardex/Ledger balances particularly of articles of a perishable nature
Ensure that adequate fire-fighting appliances are installed at strategic points at the stores premises and maintained in good order.
Arrange for the boarding of all unserviceable store items and ensure that disposal instructions are obtained from the proper authority and carried out accordingly
Arrange for the periodic examination of scales and weights and measures to ensure that they are in good condition
Train Stores Assistants and other Junior Officers in storekeeping practices
Stock items in bulk which are supplied on request
Keep under lock and key the following documents when they are not in use:
1. Combined Requisition and Issue Voucher (C R & I V).
2. Stores Receipt Voucher
3. Cardex
4. Internal Requisition Voucher
5. Transfer Issue Voucher
6. Stores Requisition Form
7. Tally Cards
8. Daily Cards
9. Daily Summary of Fuel Issue
10. Staff Fuel Debit Book
11. Stores Issues Voucher(Monthly Statement of Stores Supplies and Issues (MSSSI).

Overseas Supplies

On receipt of relevant shipping documents for overseas orders, the invoices shall be sorted out and copies given to Heads of Department/ Section/ Unit/ Centre who ordered the goods to enable them to check the goods on arrival.
On receipt of goods from the harbour, they shall be delivered to the Central Stores. Ordering Departments/Sections/Units/Centres shall open each package, check the contents and ensure that the items agree with those on the invoice in the presence of the Audit and the Head of Stores. They shall then sign the waybills and invoices, certifying them to be correct.
Immediately the items are received, they shall be recorded in the Departmental goods receipt book with all the particulars as to date of receipt, description, invoice number, source of supply and value. This book shall be subject to audit examination.

Control of Stock

In operating the unallocated stores system alongside direct purchases by Departments/Sections/Units/ Centres, the Head of Stores shall ensure that no excessive stocks are carried in the stores.

Maximum Stock in the Central Stores

At any particular time, the value of stocks in hand at the Central Stores shall not exceed a sum approved by the University from time to time. If this figure is exceeded, the Director of Finance shall call the Head of Stores' attention to this and ask for an explanation. Where it is found that certain items are surplus to requirements, steps shall be taken to dispose off such “unwanted items”.

Receipt and Issue of Stores

Purchases for Central Stores shall be made by the Procurement Unit on advice of the Head of Stores as to the items required. The Head of Stores shall issue a Purchase Request Form for the purchase. In ordering stores the Head of Stores shall consult the appropriate consumer Departments/Sections/Units /Centres
On receipt of the stores, the items shall be checked and inspected for quality before they are taken on charge by preparing a Stores Receipt Voucher which shall be submitted to the Director of Finance
All requests by Departments/Sections/ Units/Centres for stores shall be submitted to the Central Stores on Combined Requisition and Issue Voucher [CR& IV] forms signed by the Head of Department/Section/Unit/Centre concerned and stating the work for which the stores are required. The CR & IV shall then be sent to the Directorate of Internal Audit for pre-auditing and then to the Estimates Sections in the Directorate of Finance for Commitment
After registration of the requisition by the Storekeeper, the Combined Requisition and Issue Voucher shall be taken to the Head of Stores or his/her assistant who shall authorise the issue by initialling it
On presentation of the CR & IV to the Storekeeper, the stores shall be issued and the quantities entered by the Storekeeper in words for the officer collecting the stores to sign in the column provided. The first three copies of the voucher shall then be detached leaving the quadruplicate copy in the book to serve as a waybill
The Storekeeper, after making the necessary entries on his or her tally cards, shall return the voucher to the Stores Officer where the clerk-in-charge of the stores ledgers will price and pass it to the next officer for extension. This officer shall in turn pass on the voucher for checking before the goods are issued. The triplicate copy which serves as an invoice shall be sent to the requisitioning officer, while the duplicate copy shall be used by the Stores Accounts Office for preparation of monthly statements and to support entries on the ledgers and tally cards.

Low Stock Advice

The Storekeepers shall at the end of each week examine their tally cards and submit Low Stock Advice to the Head of Stores in respect of items that have reached or fallen below the minimum stock level for replenishment.

Advice on Issues to Departments/Sections/Units/Centres

At the end of each month, and not later than the middle of the following month, Stores Section shall issue a Statement of Stores Issued to Departments/Sections/Units/Centres with copies to the Directorate of Finance. On receipts of such statement, Heads of Department/Section/Unit/Centre shall record the issue in their votes register if they have not already done so.

Procurement Unit

There shall be a Procurement Unit with the responsibility of superintending procurement activities in the University.

Head of Procurement Unit

The Head of Procurement Unit shall be responsible for undertaking and coordinating all detailed procurement activities within the University.

Responsibilities of the Head of Procurement Unit

The Head of Procurement Unit shall perform the following functions:

Receiving procurement requests from originating officers, checking that the proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings
Co-ordinating the preparation of specifications, terms of reference, short-lists or advertisements, and pre-qualification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue
Arranging the publication of advertisements and notices of contract award
Co-ordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of Public Procurement Act 2003, Act 663
Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in schedule 3 of the Public Procurement Act 2003, Act 663
Maintaining and updating the database of suppliers
Negotiating with consultants where necessary or other tenders where expressly permitted in the Procurement Act 2003, Act 663 or Regulations
Preparing notification of awards and contracts
Preparing Contract Documents and Purchase Order, in line with award decision
Maintaining procurement records in accordance with Section 28 of Public Procurement Act and the Regulations
Planning and coordinating the activities of the Procurement Unit
Managing the development and implementation of the procurement plan
Provides inputs for the preparation of the annual budget
Liaising with service providers and development partners in order to undertake procurement activities
Keeping a list of registered suppliers to facilitate the work of the Unit and Procurement Advisory Committee (PAC). This list must be updated regularly
The Head of Procurement shall also advise the Committee on the following:
1. Reliability of suppliers based on past dealings with them
2. Ability of suppliers to provide credit to the University where necessary
3. Ability of suppliers to give warranty for at least one year where applicable.

The procedure for purchases should be in compliance with relevant sections of the Procurement Act, 2003 (Act 663).

Procurement Procedures

Every Unit within the University shall prepare Procurement Plan
Procurement Plan should be prepared based on its Annual Budget not later than 30th September each year
The Procurement Unit shall prepare a comprehensive Procurement Plan for the University which shall be approved by the Entity Tender Committee
There shall be a Procurement Advisory Committee to consider all purchases with values up to Entity Head's procurement threshold. The Procedure shall be in accordance with the requirements set out under the Procurement Advisory Committee.

Membership of Procurement Advisory Committee (PAC)

Chairman- appointed by the Vice-Chancellor
Representative of School of Business
Representative of Training and Development Section
Representative of Directorate of Finance
Representative of Directorate of Internal Audit
Representative of Procurement Unit
Assistant Registrar/Senior Assistant Registrar from Division of Legal, Consular & General Services (DLCGS) as a Secretary

Tenure of Office

The Chairman shall be appointed for two (2) years and eligible for reappointment for another two (2) years only
The Representatives of the Registrar, Director of Finance and the Director of Internal Audit (other than the Registrar, the Director of Finance and the Director of Internal Audit themselves) shall be two (2) years and renewable for another two (2) years only. Outgoing members will not be eligible for re-appointment for the next two years at least.

Functions of Procurement Advisory Committee (PAC)

To make recommendations on purchases, the value of which shall not exceed the Head of Entity's threshold
To seek expert advice on specifications related to goods to be purchased, where necessary
To consider quotations obtained by the Procurement Unit
To make the selection of the most suitable supplier(s)
To recommend placement of orders to the Vice- Chancellor having regard to quality and price
To suggest to the Vice-Chancellor ways of improving the system

The Chairman and the Secretary of the Committee shall sign the report.

Entity Tender Committee

There shall be an Entity Tender Committee which shall consider procurement of goods, works and services whose values are above the Vice-Chancellor's threshold.

Chairperson

Chairperson of Council

Members

Vice-Chancellor;
Registrar;
Director of Finance;
A lawyer appointed by the University Council;
One member appointed by the Ministry of Education;
One member appointed by the National Council for Tertiary Education (NCTE);
One representative of the Students' Representative Council (SRC);
One representative from the University Teachers Association of Ghana ( UTAG - UCC)

Secretary

Assistant Registrar/Senior Assistant Registrar from (DLCGS)

Quorum

Five

Voting

Decisions shall be by simple majority and the chairperson shall have a casting vote.

Functions

The Committee shall;

Review procurement plans in order to ensure that they support the objectives and operations of the Institution, Faculty, Department or Entity
Confirm the range of acceptable costs of items to be procured and match these with the available funds in the approved budget
Review the schedules of procurement and specifications and also ensure that the procurement procedures to be followed are in strict conformity with the provisions of Public Procurement Act, 2003, its operating regulations and guidelines
Ensure that the necessary concurrent approval is secured from the relevant Tender Review Board, in terms of the applicable threshold in Schedule 3 of Public Procurement Act, 2003, prior to the award of the contract
Facilitate contract administration and ensure compliance with all reporting requirements under the Public Procurement Act, 2003; and
Ensure that stores and equipment are disposed of in compliance with Public Procurement Act, 2003.

Availability of Fund

The Chairman of Entity Tender Committee and the Head of Procurement Unit shall consult Director of Finance of the availability of fund before the University enters into contract above Entity Head's threshold
The head of the Procurement Unit and Procurement Advisory Committee (PAC) must satisfy themselves from the Director of Finance that funds are available for the purchase of items within Entity Head's threshold.

Leave to be Uninterrupted

Every staff is entitled to enjoy an unbroken period of leave but Management, in cases of urgent necessity, may require a staff to interrupt his or her leave and return to work
Where a staff is required by Management to interrupt his or her leave in the circumstance specified in sub-section (a) the staff shall not forfeit the right to the remainder to the leave but shall take the leave anytime thereafter preferably within the calendar year
Where a staff takes his or her annual leave at the end of a calendar year, the leave may continue except as provided in sub-section (a) without interruption, into the following year

Management to Bear Cost of Leave Interrupted

Where Management requires a staff to interrupt his or her annual leave in the circumstance stated in this section, Management shall make up to the staff any reasonable expense as prescribed in the conditions of service.

Record of Employment, Leave

A staff shall, as much as may be possible, be given notice of the date of commencement of his or her annual leave, at least, thirty days before the worker takes the leave

Every employer is required to keep a record showing the following particulars:

the date of employment of each staff employed by the employer and the duration of the annual leave to which the staff is entitled
the dates on which the annual leave is taken by each staff, and
the remuneration received by each staff in respect of the annual leave.

Staff may take Leave in two Equal Parts

Without prejudice to the provisions of this Sub-Part, a staff may be permitted to take his or her annual leave in two approximate equal parts.

Deferred Leave not to be commuted to Cash

Deferred leave days shall not be commuted to cash. In exceptional cases where a staff leave is interrupted by Management, Management may arrange to commute the leave days into cash at the end of the fiscal year.

Agreement to Forgo Leave to be Void

Any agreement to relinquish the entitlement to annual leave or to forgo such leave is void.

Annual Budget

On the receipt of Budget Guidelines from the Ministry of Finance, the University shall prepare its Recurrent Budget and Development Estimates for submission to Central Government showing clearly the amount of subvention and government grants the University shall require for the ensuing financial year.

Budget Guidelines

The preparation of the University's Budget shall be based on the policy guidelines issued by Minister of Finance for the particular financial year.

Procedures to be followed in the Preparation of Budget

All Heads of Department/Section/Unit/Centre shall submit data and requirements for the preparation of the programme-linked budget to the Director of Finance
The Director of Finance in consultation with the Budget Committee shall clear with Heads of Department/Section/Unit/Centre any queries arising from the submissions
Budget for the Central Administrative Expenses and Non-Departmental Votes known as “Block Votes Earmarked for Specific Purposes” shall be compiled by the Director of Finance in consultation with the Registrar
The Draft Master Budget together with recommendations from Planning and Resource Committee shall be submitted to the Finance Committee. The Finance Committee may make such amendments to the figures as it considers appropriate
The Finance Committee shall submit the Master Budget with its recommendations to the University Council for approval.

Budget Committees

Every Head of Department shall establish a Budget Committee which shall be made up of

The Head of Department, who shall be the chairperson; and
Heads of Budget Management Centres or Cost Centres (A Budget Management Centre is a unit responsible for budget formulation, implementation, monitoring and evaluation).

Responsibilities of Budget Committees

A Budget Committee shall;

Review and formulate the University financial plan based on University strategic plan and government policies
Review department's revenue collecting activities
Make proposal for the allocation of resources
Coordinate, and consolidate the budget, and
Monitor, and evaluate budget performance.

Information to be provided in Recurrent Budget

Draft Budget submitted to the Finance Committee shall include the following:

Full justification with explanatory or narrative statements showing how the figures have been arrived at
The base of calculation of such figures and the justification for the requirements contained in the Budget
Comparative figures of Expenditure and Income made up of actual expenditure and the estimated figure for the previous year as against the estimated amounts required for the current year
The staff establishment within each grade at post, staff required, the posts which are vacant, and salaries attached to them within each Department /Section/Unit/Centre of the University.

Procedure for Preparation of Development Budget

The Planning and Resource Committee shall meet to consider new development projects submitted by Heads of Department/ Section/ Unit/Centre for inclusion in the Development Budget for the financial year. The Director of Development in consultation with the Director of Finance shall determine the costs of new projects for consideration by the Planning and Resource Committee
In addition to new projects, the amount required to complete existing projects shall also be computed. The total costs of new and continuing projects shall represent the funds required during the financial year for development projects in the University
After consideration by the Planning and Resource Committee, the estimates shall be submitted to the University Council through the Finance Committee for final approval.

Membership of the Budget Review Committee

Budget Review Committee shall be made up of

Director of Finance
Director of Internal Audit
Provosts
College Finance Officers
Two representatives from the Directorate of Finance

Budget Hearing

The Budget Review Committee shall be responsible for Budget Hearing.

On receipt of estimates from departments, the Director of Finance shall cause to be conducted Budget hearings to review strategic plans and estimates of the departments concerned in order to ensure that these plans and estimates are in accordance with the University Strategic Plan
Where necessary, the Director of Finance may require a department to make adjustments to its strategic plans and estimates in order to fulfil the requirements of the University Strategic Plan and budget framework
As much as possible, Budget from Colleges shall be forwarded to the Director of Finance after Budget hearing for the preparation of Composite Budget and the Units under them.

Commitment Register

The Director of Finance shall ensure that the Directorate of Finance and its staff keep a Commitment Register in which shall be recorded all requests received from Departments as well as charges for services rendered within the Financial year.

Departmental Vote Book

It is the duty of every Head of Department/ Section/ Unit/Centre with reference to the amounts approved for him in the Budget to ensure that a Departmental Vote Book is kept in such form as will clearly show at any time in respect of each vote item under his control:
1. The Commitments incurred so far, and
2. Balance of funds available for expenditure
The Directorate of Internal Audit shall ensure that Department/Section/Unit/Centre's Registers are duly compiled and maintained.

Monthly Expenditure Returns

The University shall submit Monthly Expenditure Returns to the National Council for Tertiary Education (NCTE).

Monthly Statements of Expenditure

The Director of Finance shall issue monthly statements of expenditure to Heads of Department/ Section/Unit/ Centre controlling votes and also quarterly statements to the Finance Committee. Heads of Department/ Section/Unit/Centre shall reconcile the figures given in such statements with their own records as revealed in their Vote Book. Any discrepancy in these figures shall be brought to the notice of the Director of Finance.

As far as practicable, Heads of Department/ Section/ Unit/Centre shall ensure that expenditure is spread evenly over the year unless there are special reasons for not doing so e.g. expenditure depending on the season of the year.

Virement

Whenever it appears that the amounts provided under the votes shall prove insufficient for the Service of the year, Heads of Department/Section/Unit/Centre shall take immediate steps to curtail expenditure or to obtain supplementary vote from the Finance Committee. In such a case, the source of finance should be identified. If the additional provision required can be covered by savings from other items of expenditure or other sources of revenue, application should be made to the Vice-Chancellor for the virement. As a rule, virement from “Compensation for employees” to “Other Expenses” shall not be allowed.

Expenditure Incurred where no Provision Exists

In any exceptional case where it is manifest, in the interest of the University, that expenditure should be immediately incurred and time does not permit authority to be obtained in the usual way, the Vice-Chancellor may authorise the expenditure. Amemorandumexplainingthereasonsforthe expenditure shall be submitted by the Vice-Chancellor to the appropriate Committee.

Expenditure Settlement within Financial Year

Heads of Department/Section/Unit/Centre are responsible for ensuring that all documents and bills to be settled by the University, reach the Director of Finance without delay. The Director of Finance and the Self- Accounting units shall ensure that payments for services rendered are settled within the financial year in which they were rendered.

Establishment Proposals

Staff establishment shall be prepared by the Planning and Resource Committee for consideration by Council and approved by National Council for Tertiary Education (NCTE)
Head of Department requesting staff shall send the request to Planning and Resource Committee for consideration.

Definition of Losses

A loss shall be considered to have occurred when the University is deprived of the use of any University trust moneys, property, stores or any other financial or physical asset otherwise than in the normal course of the University's business.

Duty of the Head of Department

When a loss as in this regulation is discovered, the Head of Department shall investigate the circumstances of the loss;

to ascertain the extent and amount of the loss
to determine whether control or operational arrangements need to be improved in order to prevent the occurrence of similar losses in the Department or in any other department; and
to determine whether any offence or other fault of a public officer has been revealed by the loss.

Disclosure of Offences

The investigation of a loss does not constitute a disciplinary enquiry and if the investigation reveals that an offence has been committed, it shall be dealt with separately by the;

Ghana Police Service, if a criminal offence is involved
Disciplinary Committee, if a breach of discipline is involved.

Duty of the Vice-Chancellor

The Vice-Chancellor shall;

ensure that adequate investigation is made of a loss
direct action to be taken and ensure that action is taken in;
1. rectification of systems
2. discipline of staff, and
3. recovery of a loss
authorise disposal of a case of loss after complying with paragraphs (a) and (b) by;
1. write-off
2. allowing transactions to stand charged, or
3. verifying full recovery, as the case may be.

Categories of Loss

The categories of loss to which this part relates are;

cash deficiency which is a deficiency of cash or other negotiable instrument, whether it arises from a simple cash shortage or from the use of fictitious entries or vouchers to conceal the existence of a deficiency
revenue losses which may arise from;
1. uncollectable revenue when debts due, the University cannot be collected by reason that the debtor cannot be traced or is insolvent, and
2. loss of revenue, arising from failure to assess or collect in circumstances which preclude subsequent assessment or collection, and include any loss of interest caused by delay in making payments into the appropriate University funds or from the making of irregular advances.
expenditure losses which may arise from;
1. irrecoverable overpayments, when an excess payment has been made by error and recovery cannot be effected because the recipient cannot be traced or is otherwise incapable of making repayment
2. nugatory payments, which arise in circumstances such as, the incurrence of a penalty in which the University has been legally obliged to make payment, but for which no corresponding receipt of goods or services has been derived
3. excess expenditure, which is a special case of Improper Payment which arises when payments have been made in excess of approved estimates without the prior authority of the University Council, and
4. fraudulent payments which arise from transactions which involve a breach of the criminal code, by the use of falsified documents or certificates to steal money or other property belonging to the University.
Store and Equipment Losses which may arise from;
1. deficiencies, including fraudulent issues from stock and issues without proper evidence of use
2. damage or deterioration of goods in stock.

Occurrence of Losses

The occurrence of any losses, cash and property, through theft, fraud or negligence by a staff shall be reported in writing by the Head of Department/Section/Unit/Centre to the Director of Finance with copies to the Vice-Chancellor, Registrar and the Director of Internal Audit
In discharging this responsibility, it is not sufficient to report the loss or damage; it is the duty of the Head of the Department to endeavour to explain why and how the loss or damage arose, and who was responsible for the loss. It is also the duty of the Head of Department to give his recommendations for avoidance of a similar recurrence
A Head of Department/Section/Unit/Centre who cannot submit a convincing report must be prepared to accept blame for his/her negligence of duty to ensure proper care and custody of University property
Before are commendation is made to the Council, a full investigation shall be conducted into the loss by the Directorate of Internal Audit.

Investigation of Every Case of Loss

A Head of Department shall cause an investigation to be conducted into every reported case of loss, and where the Head of Department is implicated in the loss, the Vice-Chancellor or the University Council shall be the appropriate authority to cause investigation to be conducted
In the case where the Vice-Chancellor is involved, the investigating authority shall be the Minister responsible for Education.

Assistance to the Police

If a loss involves a criminal offence, the investigating authority shall liase with the Police investigators and shall give them such assistance as they require and records taken into custody by the Police may be subject to examination by the investigating authority.

Recommendations

On the basis of the findings of the investigation, the investigating authority is required to make recommendations as to the further disposal of the case by;

initiation of disciplinary proceedings
the development of remedial administrative or accounting action, or
taking any other action as is appropriate considering the circumstances of the case.

Criminal Offence

If the report of an investigating officer shows that a criminal offence, other than the offence already reported has been committed, the facts of the case shall be put before the Police
A disciplinary action or proceedings for recovery of a loss shall not be taken against an officer facing criminal charges until the court has dealt with the case or the Police have formally indicated that they do not intend to proceed against the officer concerned.

Disciplinary Offence

Where an officer has committed an offence which does not involve any criminal offence, disciplinary proceeding shall be instituted by the Vice-Chancellor.

Disciplinary Proceedings to be completed

Disciplinary proceedings arising from a case of loss shall be completed before the investigating authority approves final disposal of the case.

Defective Systems

If the report of the investigating authority indicates that systems currently in operation, including those for the training of staff are defective, the Vice-Chancellor shall consult with the Director of Finance, to consider measures for rectification.

Offer to Repay

If an officer freely accepts financial responsibility for a loss, the officer may offer to pay the amount back into the University's account, in which case the authority responsible for disposal of the loss may;

accept the offer to repay, if the disciplinary offence is not serious enough to necessitate further proceedings against the officer
accept the offer in mitigation of the offence with the repayment being considered as a partial fulfilment of any penalty that may be imposed.

Custody of University Property

Every employee of the University is personally responsible for University property under his/her custody
Every Head of Department/ Section/Unit/ Centre is directly responsible for the general supervision and control of the stores and the store accounts of his/her Department/ Section/Unit/Centre and for the due performance of duties in relations to items by his/her subordinate staff.

Writing off of Losses

Substantial losses and shortages of University cash and property may only be written off on the authority of the Council
Recommendations to the Council to write off any losses shall be made in a report by the Director of Finance to the Finance Committee. Any such report shall be supported by the necessary facts.

Failure to Report Loss

Failure to report a loss within one week of its occurrence may result in disciplinary action being taken against the staff concerned.

Irrecoverable Debts

At the end of every financial year, the Director of Finance shall prepare a schedule of bad and doubtful debts to be submitted to Council for a possible write-off. Such a list shall be verified by the External Auditors before it is submitted.

Debts Owed by Employees Leaving the University

When an employee is leaving the employment of the University (whether on retirement, resignation, dismissal, expiry of contract or termination or otherwise) he/she will complete a Clearance Certificate which must be submitted to the Director of Finance. The Director of Finance shall inform the employee, in writing, of the total sum owed by him/her to the University. Where such debts against an employee arose out of surcharges, the University may take such action as it deems fit to recover them. In the case of normal loans/advances the Director of Finance shall request the officer/employee to state the arrangements he/she proposes to make for the repayment of the amount either within one month or before he/she leaves the services of the University whichever is earlier
If a satisfactory reply is not received from the employee by the stipulated date, the Director of Finance shall recover the debt(s) from the salary and other sums owing to the said employee. If his/her entitlements fall short of his/her total indebtedness and if full repayment of that balance is not made within one month from the date of his/her final departure, the University shall institute legal proceedings against him/her for the recovery of the full amount due.
The Director of Finance shall ensure that no payments, including salary, are made to an employee who is leaving the service of the University until the Director of Finance has marshalled the employee's entitlements against his/her indebtedness.