7/27/2019 Final Instruction on Monitoring of payment within 7
days 26 10 2012(3).pdf
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Instructions - Supporting Businesses:Prompt Payment of
Claims/Invoices/Goods Forms
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1. IntroductionAccording to the service standard under
sub-programme 36202:- Budget Management and
Sector Strategies, of the Programme Based Budget 2012,
Ministries!epartments arecommitted to speeding up the pa"ments
process for pa"ing supp#iers $herever possib#e
within 7 working days.
2. Key points. %he standard terms and conditions in most
government contracts $i## sti## remain
va#id&
%here shou#d be no reduction in the standard of financia#
contro#& An" revisedprocesses shou#d comp#" $ith the princip#es
out#ined in the 'inancia# Management
Manua#&
%he aim of this po#ic" is to speed up cash f#o$ from government
to its supp#iers,particu#ar#" (M)s&
)fforts shou#d be made to reso#ve a## pa"ment re#ated disputes
*uic+#"& (upp#iersshou#d be informed as soon as possib#e if an
invoice is in dispute and of the reason
$h" a dispute has been raised&
Ministries!epartments shou#d ensure that a## their pa"ment
processes, inc#udingthose for grants, are as efficient as possib#e,
particu#ar#" $here (M)s are therecipients&
)ach Ministr"!epartment shou#d be responsib#e for communicating
$ith its o$nsupp#iers to ensure that the" understand the processes
invo#ved and +no$ ho$ to
esca#ate issues if the" arise&
3. Timing%he da"s $i## be counted from the date of receipt at
the organizations designated
address&
%he pa"ment date disp#a"ed in the %reasur" Accounting ("stem
%A(, $i## be deemed to
be the payment dateand shou#d be on or before the 7thworking day
thereafter&
%he target app#ies to a!id c#aimsinvoicesgoods forms rendered to
the correct address
. Ministries!epartments are responsib#e for ensuring that their
supp#iers understand the
criteria for these t$o conditions to be met&
Ministries!epts shou#d deve#op a proper interna#
/#aimsnvoicesoods 'orms trac+ing
s"stem to faci#itate and ensure fast movement and a#so to enab#e
the 'inancia# perations
unit to capture the precise dates on $hich the /#aimsnvoicesoods
'orms $ere received
7/27/2019 Final Instruction on Monitoring of payment within 7
days 26 10 2012(3).pdf
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Instructions - Supporting Businesses:Prompt Payment of
Claims/Invoices/Goods Forms
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in the Ministr"!ept, for input in %A(& %he trac+ing s"stem
shou#d a##o$ the determination
of responsibi#it" for an" unustified de#a" in the movement of
c#aimsinvoicesgoods forms&
".
#mendment in Treasury #ccounting $ystem %T#$&
'or better visibi#it" and transparenc" in government pa"ment
s"stems, the monitoring of
the 4e" Performance ndicator for this po#ic", has been
integrated in the form of a Pa"ment
%rac+ing 5eport in the %reasur" Accounting ("stem %A(&
%he eisting fie#d 7nvoice !ate8 at the AP nvoice 9eader eve# of
%A( shou#d be used b"
users to enter the date a c#aiminvoicegoods form is received at
Ministr"!epartment&Based on this date, the Pa"ment %rac+ing
5eport $i## provide the fo##o$ing data forassessing the efficienc"
of the pa"ment s"stem in the Ministr"!ept:-
;umber of da"s from date c#aiminvoicegoods form received at the
Ministr"!eptto date of pa"ment& i&e& !ifference bet$een
date received at Ministr"!ept and date
che*ue issuedBan+ account credited according to %A(
;umber of da"s ta+en for processing b" the Ministr"!ept&
i&e& !ifference bet$eendate c#aiminvoicegoods form received
at Ministr"!ept and date input in %A(
;umber of da"s from input in %A( to date of pa"ment&
i&e& !ifference bet$een dateinput in %A( and date che*ue
issuedBan+ account credited according to %A(
'.
(onitoring
n order to demonstrate that the commitment to prompt pa"ment is
met, the %reasur" $i##
dra$ a month#" Pa"ment %rac+ing report for the re#evant
Programmes(ub-Programmes
and for$ard a soft cop" to the !irector 'inancia# perations&
An" pertinent variations
from estab#ished targets $i## be fu##" investigated to identif"
an" s#uggish processes that
ma" be the cause of de#a" in the pa"ment process and corrective
actions $i## be initiated to
ma+e the pa"ment process more efficient&
