Page 15 - GNOC Policies and Procedure Handbook

Accounts will be settled on the 15 or 30 of each month unless prior approval has been attained.
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All invoices should be passed for payment by the Executive Director, without exception:

The Finance Support Officer is responsible for check preparations and for ensuring that accounts are
settled in a timely manner.

The following procedure will apply;

i. Payments to preferred suppliers;

a. A completed Purchase/Payment Order Request Form (Please refer to Appendix D - a soft
copy of this form is available from the GNOC drop box) is submitted to the Finance Officer.
b. The Purchase/Payment Order Request Form must be signed by the relevant Program Manager
or designated Program Officer.
c. The request Officer will submit the Purchase Order Request to the Executive Director for
approval.
d. Upon approval of the Purchase/Payment Order Request the Finance Officer will attain signed
approval from the Secretary General/Treasurer.
e. Once the Purchase Order has been signed the Finance Officer will forward a copy to the
relevant program officer to submit to the supplier and file the Purchase Order.
f. An invoice must be provided when good(s) or service(s) are delivered/provided. This invoice
must be forwarded to the Finance Officer to process payment. Once payment is processed,
Finance Officer will get check/approval signatures from both the President and the Secretary
General/Treasurer.

ii. Project payments that do not have invoices;

Project payments are of the following nature (but not limited to them) payments for:

• per diems, salaries
• consultation fees
• and any other project activities negotiated and approved by Program Managers.

The following procedure will apply;

a. Project payments are endorsed by Program Managers and sent to the Finance Officer to
process for payment.

b. The request Officer will submit this payment to Executive Director and Secretary General for
approval.

c. Upon approval the Finance Officer will;
i. prepare a check for payment and attain signed approval of the President & Secretary
General/Treasurer, or if out of country,
ii. process documents and prepare a check for the wire transfer, again, seeking the
necessary signatures for said wire transfer.

4.8.5 Check signatories

GNOC general account and special account Check signatories are both:

• GNOC President – Ricardo C. Blas

GNOC Office Policies & Procedures 17