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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.

Loans may be granted subject to availability of funds. Application for loans and advances should be made on prescribed form obtainable from the Directorate of Finance. All advances and loans may be granted only on condition that the total monthly repayments do not exceed one-half of the gross monthly salary of the staff concerned.

There shall be a Loans Committee that will vet loans applications and make recommendations to Management.

Membership of Loans Committee

There shall be a Loans Committee with the following members:

Chairman shall be appointed by the Vice-Chancellor ·Director of Finance or his/her Representative
Director of Internal Audit or his/her Representative ·Deputy Registrar, Division of Human Resource or his/her Representative
Representative of University Teachers Association of Ghana (UTAG)
Representative of Ghana Association of University Administrators (GAUA)
Representative of Federation of University Senior Staff Association of Ghana (FUSSAG)
Representative of Teachers and Education Workers Union (TEWU)
Representative from Division of Legal Consular and General Services (DLC&GS).

Functions of Loans Committee

Receive and consider application for loans
Make recommendations to the Vice-Chancellor for approval of loans
Make recommendations from time to time on the rate of interest and loan scheme
Submit annual report to the Vice-Chancellor for subsequent dissemination to Convocation meetings and staff durbars.

Motor Vehicle Loan

Loans to purchase motor vehicle shall be made through the Provosts/Deans/Heads of Departments/Sections/Units to the Loans Committee. The Loans Committee shall make recommendations to the Vice-Chancellor based on the following conditions:

The applicant has no outstanding amount in respect of Motor Vehicle Loan
A previous loan for the same purpose has not been made within the last five years
The amount of the loan granted shall be related to an officer's salary in his ability to repay the loan having regard to other outstanding advances against him/her
No staff below the rank of an Administrative Assistant or its equivalent will be deemed eligible for an advance to purchase a motor vehicle.

Advance to Junior Staff for the Purchase of Motor Cycle/Bicycle

A Junior Staff may be granted an advance to purchase a motor cycle or a bicycle where his/her work necessitates frequent movement from place to place and/or involves abnormal hours of duty.

Terms of Loan

The rate of interest, the amount to be granted and the repayment period shall be approved by the University Council on the recommendation of the Loans Committee
The Loan, together with the interest, or a rate fixed by the Finance Committee must be repaid by equal installments.

Utilisation of Loan

A recipient of an approved loan must purchase the means of transport not later than three months after the receipt of the loan.
Approved loans not utilised within the three months from the date of disbursement must be promptly returned to chest. Failure to do so shall attract interest at the ruling bank rate.

Motor Vehicle/Motor Cycle Repair Loan

An advance may be granted to entitled staff for the purpose of effecting motor repairs or overhauling of their motor vehicles on the following conditions:

The advance, which shall not exceed the amount approved by the University Council, shall be repaid over a period approved depending upon the size of the advance but not exceeding two years
All such advances shall attract the rate of interest prevailing at the time of the loan
Applications for such advances shall be accompanied by estimates of repair costs from a recognized workshop.

Application for Motor Car/Motor Vehicle Maintenance Allowance

A staff who qualifies for allowance for the use of transport applies to the Deputy Registrar, Division of Human Resource through the Head of Department
The Deputy Registrar, Division of Human Resource informs the applicant in writing to contact the Director of Internal Audit for inspection of the means of transport
The Directorate of Audit communicates the outcome of inspection to Deputy Registrar, Division of Human Resource
Deputy Registrar, Division of Human Resource will then advise the Director of Finance to pay the Maintenance Allowance.

Payment of Maintenance Allowance during Periods of Repairs

Motor Vehicle and Motor Cycle Maintenance Allowances shall be paid over a maximum period of three (3) months and one month for bicycle if the vehicle/cycle/bicycle of a member of staff is off the road for purposes of maintenance or repairs. In such cases the staff concerned shall inform the Director of Finance through the Heads of Department/ Section/ Unit/ Centre and provide evidence from the workshop where the repairs are being undertaken.No further payment of maintenance allowance is to be made after these periods unless the Director of Finance is informed that the vehicle/cycle/ bicycle concerned has been put back on the road.

Loan for the Purchase of Furniture and Refrigerator

Loan to purchase a refrigerator/furniture may be granted to Senior Members/Senior Staff/Junior Staff on application once in five years. The amount to be granted shall be determined by the Loans Committee from time to time.

Such an advance shall attract an interest of ruling Treasury Bills rate less 8%. The advance shall be recovered within three (3) years.

Salary Advances

Salary advances may be granted by the Director of Finance on the recommendation of the applicant's Head of Department/Section/Centre/Unit. Such personal advances shall not exceed two months' basic salary and shall be payable within twelve (12) months without interest.

A member of staff may not be granted a personal salary advance more than once every twelve (12) months.

A member of staff qualifies for another salary advance after one year of repayment.

Deduction of Loans and Advances

All loans and advances granted under the preceding paragraphs shall be deducted at source from the salaries of staff concerned.

An employee, his/her spouse and children including registered wards, while resident in Ghana, and provided the number of such and registered wards does not exceeds six (6), who are not older than twenty-six (26) years and are pursuing full time formal education, shall receive without charge:

Medical, dental and optical care from the University's Medical Officer or a Medical Officer to whom an employee or a member of his/her family has been directed in advance by a University Medical Officer provided that the University shall not be responsible for subsistence cost in hospital
An employee of the Universities, his/her spouse and children shall, on submission of genuine identity document, receive without charge, medical, dental and optical treatment at a hospital belonging to any of the Universities
The University shall reimburse in cedis in the total cost of prescribed medical appliance for employees only. For the time being, medical appliance shall be restricted to Spectacles, Hearing Aids, Artificial Limbs, and Dentures
The cost of any travel in Ghana necessary in order to receive such and return to the University shall be borne by the University on the advice of the University Medical Officer
The cost of drugs purchased by an employee on the prescription of a University Medical Officer shall be reimbursed by the University at Government controlled prices.

If a University Board certifies the necessity for treatment outside Ghana, for an employee, spouse or child of an employee, the University shall grant such passages as may be recommended by the Board.

The University may authorise that an employee be reimbursed the costs of medical or dental care taken outside the scope of the conditions contained in this paragraph, if the University is satisfied that these costs ought properly to be met from its funds.

Employee whose duties expose them to health hazards shall be required to undergo without charge periodic medical examination as determined by the University Medical Officer.

Medical Care for Pension/Retired Staff

Free medical treatment shall be given by University Hospital to employees who retire at the age of 55 and above and a spouse who at the time of retirement of the staff was registered with the University, and is still married to the staff. The facility excludes medical appliances.

Prior approval shall be sought from the Vice-Chancellor through the Head of Department for official travels outside Ghana.

Subsistence allowance to members of staff who go abroad on official University business shall be paid according to existing per diem rates approved by the University Council.

Guidelines for Conferences outside Ghana

The following issues would be taken into consideration in assessing applications for support to travel for conferences/workshops outside Ghana:

Applicants for travel support should be full-time Senior Members of University of Cape Coast. For the avoidance of doubt, Part-Time Senior Members and Senior Members on Sabbatical Leave from other universities do not qualify
Priority will be given to conference papers that address the respective Faculty Research Agenda as embodied in the University Research Agenda
Applications should be routed through the Head of Department (HOD) to the Dean of the Faculty/School and Provost of College. The Head of Department should specify what the Department (and the applicant, if possible) can contribute. Where necessary, the Dean may request vetting of the paper by the Faculty/School Research Committee. Prior presentation of the paper at a Faculty/School or Department seminar may also be required
Applicants intending to attend conferences/seminars in Ghana and abroad should indicate the following, if the paper is co-authored:
1. Applicant's contribution in the preparation of the paper to be presented
2. Applicant's role in the seminar/conference/ workshop that he/she intends to attend. Support would be given to only the lead person going to present the paper or a co-authored agreed upon by all contributors to the paper. Where agreement cannot be reached by the parties, the Dean may decide on who attends the conference based on level of contribution to the paper, seniority, prior travel record, contribution to the Department's IGF or any other criteria approved by the Academic Board
There will be no support for poster presenters, jurors/judges in debates or chairpersons of sessions. However, the Vice-Chancellor may grant such request based on the nature of the conference
Six months after conference/seminars attendance in which support was received from the University, evidence of publication of the paper will be requested by DRIC. At any rate, such evidence must be available before a senior member can apply for the next support
Full support (air-ticket, accommodation, per diem) to attend an international conference can only be received once every two years. Where only part-support (air- ticket) is given, the duration for another application is one year
For conferences, seminars and workshops organised in Ghana, applicants should seek support from the Department and/or Faculty. Central Administration will provide support only in exceptional cases (to be justified)
To qualify for support of any kind, one should have a good track record of participation in general University as well as Faculty/Departmental seminars and conferences. DRIC will maintain a ranking system of staff indicating publications in high impact journals. Active participation in national policy dialogues and technical reports that influence local/national development are additional criteria for the staff ranking
Priority will be given to Senior Members who have made substantial contribution to the University's Internally Generated Fund (IGF) through projects and participation in Sandwich programmes or any other activity that brings in or saves funds for the University
Departments/Faculties /School will maintain a register of support indicating attendance at conferences, workshops, seminars and papers presented
Subject to the availability of funds, the following cost- sharing arrangement will guide all requests for funding:
1. UCC Central Administration will provide passage- air tickets-to applicants
2. Conference fee and per diem will be the responsibility of the Department, Faculty/School or College. Per diem covers accommodation charges
3. Visa fee and local transport as well as publication of paper costs, where applicable, may be borne by the applicants

Prior approval shall be sought from Vice-Chancellor, Registrar, Provost, Heads of Department/Section/Units/Centre for official journeys made by members of staff.

On return from an official journey, a member of staff shall put in a claim to the Head of Department on the prescribed form stating the mileage, nature of the official duties performed, the number of nights spent on duty away from the University or other approved base of the University, places visited with dates, and if any, the means of transport used for the journey. The voucher shall be signed by the claimant and certified by his Head of Department.

Where both boarding and lodging are provided, the allowances will be subject to two-thirds (2/3) abatement. Where either boarding or lodging is provided one-third (1/3) abatement will apply.

Kilometric claims for journeys in town shall not be paid where full details are not given on the reverse side of the form.

Claims for payment of transport expenses shall be submitted not later than one month after the journey is made. No payment shall be made in respect of claims submitted after the lapse of one month unless satisfactory reasons are given for the delay.

Definition of Imprest

An imprest is a sum of cash advanced to an Officer to meet payments which are otherwise inconvenient to disburse through the normal payment procedures.

Classes of Imprest

Imprest is of two classes, namely:

Standing Imprest, held throughout the financial year and replenished as and when necessary by the presentation of receipt and petty cash vouchers; and
Special Advance, is normally issued for making a particular payment, or group of payments which must be fully retired by the date specified in the approval.

Application for Standing Imprest

Application to keep a Petty Cash Account or Standing Imprest shall be made by Provosts/ Deans/ Directors/ Heads of Department/Section/Unit/Centre to the Director of Finance
The amount allocated to an officer as imprest shall be determined by the pattern of expenditure in his/her department by the Director of Finance
Applications for an increase in the amount of a current imprest may be submitted to the Registrar. Each application shall, however, be considered on its own merit.

Imprest Holders to Keep a Register

All imprest holders shall keep a Register showing the amount received as imprest and how it has been used. The Register shall be forwarded to the Directorate of Internal Audit for examination whenever the imprest is being recouped or retired.

The Register of Imprest holders are also subject to examination by the Director of Finance.

Monies which may be taken into Imprest Account are those which have been specifically drawn for imprest purposes under due authority. Any other monies received or handled by imprest holders shall be accounted for separately and shall not form part of their imprest account.

Special Advance

There are two types of Special Advance; namely:

Special Advance Granted for Purposes other than Research: This must be accounted for in full within one month or when the service has been performed whichever is earlier
Special Advance for Research: This must be accounted for through the Head of Department concerned to the Director of Finance or the approving body within which the activity is completed.

Consideration for Special Advance

Application for Special Advance shall be considered only:

Where credit facilities are not obtainable from the supplier of the goods or services
Where an item or service is urgently required and can only be paid for by cash
Approved Special Advance shall only be used for the purpose for which approval was given. Change of purpose will constitute misconduct.

All applications for Special Advance shall normally be supported by not less than three pro-forma invoices from VAT Registered Suppliers and shall give details of the amount required and the purpose for which it is required.

Responsibility of Imprest Holders

Imprest holders shall observe all regulations regarding the control of expenditure and disbursement of the University monies. It is unlawful and irregular for imprest holders to use imprest monies for any purpose other than the purpose for which it was granted. Imprest holders are not absolved from the responsibility of accounting for their imprest until vouchers supporting all expenditure have been examined and found correct.

Recoupment and Retirement of Imprest

Imprest holders may recoup their imprest from time to time when the amount is almost or completely exhausted.

In recouping the imprest they shall submit all receipts and vouchers first to the Directorate of Internal Audit for examination, then to the Director of Finance or his/her representative who shall in turn prepare a voucher for the reimbursement required
All standing imprests shall be retired on or before the last day of the University's financial year for which they were issued. All imprest holders shall retire their imprest before they can be issued with fresh imprest at the commencement of the ensuing financial year
In the case of a Special Advance, the amount shall be retired as soon as the expenditure has been incurred and on no account shall a Special Advance be retained for more than one month. Failure to retire a Special Advance within the stipulated time, without good reason, known and acceptable to the Director of Finance, shall be considered misconduct.

Lodgement of Monies

All monies belonging to the University shall be promptly deposited in the Bank Accounts. With the exception of approved Petty Cash, all monies collected should be banked intact the following working day. Exceptions to these rules shall be specified in administrative instructions from time to time. Officers concerned shall be held responsible for any loss arising out of their negligence in respect of cash received in the course of their duties.

Provision and Use of Safes

All Heads of Department and Accounting Officers shall ensure that staff who handle valuables, including money, are provided with cash boxes/safes to ensure the safekeeping of such valuables.

Register of Contents in Safes

Apart from monies, all documents of any description and valuables kept in safes, shall be recorded in a Register kept by the Chief Cashier and Cashiers. From time to time, the contents of the Register shall be subjected to verification by either the Director of Finance or the Director of Internal Audit.

Private Money and Personal Effects

Officers in charge of safes are forbidden to keep personal effects (including money) in such safes, and they are not to retain personal items for any member of the University or outside the University community.

Custody of Bonds and Agreements

Bonds and other important financial documents shall be kept by the Director of Finance. Copies of contract agreements shall be kept by the Vice-Chancellor, the Registrar, the Director of Finance and the Director of Internal Audit.

Printing of Receipt Books

Only the Director of Finance is authorised to place order for the printing of official receipt books. All such receipt books shall be serially numbered and “Sample Die”. These shall be checked by the Director of Internal Audit before they are recorded in the Stock Register
Cashiers requiring receipt books shall submit their requirements for such receipt books to the Director of Finance.