AdminUnits Departments
Auditing Section:
The Auditing section divided into two units :-
- Auditing unit for individuals accounts
- Auditing unit for companies & institutions accounts
The Roles :-
The section is responsible of auditing all documents and financial transactions submitted to finance Dep. To be paid such as the Univ. employees and students (salaries , overtime , allowances , monthly payments ….. etc) , and all financial transactions regarding the Univ. departments (purchases ….. etc) , also the section is responsible of auditing all payments orders regarding contractors payments against the contracts ( projects , rent , nutrition , running , maintenance , cleaning , transportation ….. etc)
Funds Allocation Section:
Main Tasks: -
- Preparation of signed contracts on the financial system and the apply all booking operations on costing basis
- Conduct all operations relating the amounts booking on the budget items through the initial booking for all contracts awarded to all institutions and companies as well as for all imprests (both types)
- Releasing all initial booking operations then applying the actual allocation
- Conduct all disbursement procedures of the university budget items and issuing the ministerial payment orders for all due amounts of the employees such as salaries etc .. , also all contractors due amounts , and for all institutions and companies due amounts as well
- Periodically Following up the disbursement ratio upon budget items
- Request & apply all transfers upon the budget items
Treasury Section:
1-Receiving all payment orders relating the university employees , following up that their own funds transferred into the university accounts by the Ministry of Finance, and to be sure that it transferred to the accounts of eligible persons who involved in the payment orders through the a transfer banking system , then submitting all payments orders after all dues amounts been paid to Accounts unit to handle it
2- Receiving remittances regarding the university employees , transferring it to eligible accounts also thru a transfer banking system, then also submitting all remittances to Accounts Unit
3-Monthly do a matching for Nutrition account (funding account) and dues amounts account
4. Following-up the the cash journal book and preparing the reimbursement report for cash Nutrition account
5- Achieving all inquires about different accounts as needed
.6-Issue all cheques regarding some independent accounts , also incase no beneficiaries accounts exist , then submitting all such cheques
.
7. Periodically checking all bank accounts , paying and deposit .
- Following-up payroll account to be sure that funds already transferred into such accounts and to re-transfer all salaries which haven’t been deposited because of an error in the beneficiary accounts.
- Receiving all payment orders regarding all institutions, companies and contractors which are disbursed through ministerial cheques and handing out those cheques when received from the Ministry of Finance to the beneficiaries and send all such payment transactions to Accounts Unit to to handle it
Accounting Section :
The accounting unit is responsible for preparing all accounting entries and producing monthly reports , preparing the final accounts by computer , following is the main duties of the section :-
1- General Journal Tasks :-
- Posting payment orders depending on its achievement date
- posting accounting adjustments regarding the custodies , revenues etc..
- monthly numbering and posting accounting entries
- preparing the monthly trial balance
2-Monthly Reports :-
Preparing monthly balance report -
Preparing a detailed revenues report-
-Preparing a report for expenses , debit accounts , revenues and credit accounts
-Preparing detailed report showing all spending budget items
-Sending monthly reports to ministry of finance
3- Preparing Final Account :-
- Stopping payments and closing all accounts based on finance instructions
-Perform all matching processes against banks and get balances approval certificates
- Achieve all matchings with ministry of finance
- preparing the final accounts , following up and preparing accounts auditing report
- supplying all concerned parties with a copy of the final accounts after approved by accounts auditor
4- Other Tasks:-
-To be sure that all imprests , custodies have been paid then closing it
- Recording advanced payments for contractors as liabilities for others , then reducing it as much as settled
- lowering bank guarantees as much as paid from the advanced payments
- Do all necessary matching along with the public pension agency and social insurance
- paying for different state funds depending on the borrowers employees deductions (landed , agriculture , imprest and saving)
Archiving section:
All payment transactions ( payment orders - remittances), as well as the adjusting entries should be entered (recorded) thru the financial computerized system and to be signed by the involved accountant
A computer statement is issued containing entries of all transactions after had been numbered according to the journal
entry
- Monthly All transactions (payment – adjusting ) submitted as well as a statement of transactions entries to archiving section
The archiving section matching the transactions against the entries statement then the journal entry number should be written on the involved transaction
After numbering process is done all transactions (paper transactions ) are archived in Cardex system (a semi-automatic archiving system)
6-All requests for any Archived transaction (paper one) are limited to the following parties : -
- General Auditing Bureau
- Finance Department Manager
- Chartered accountant office in charge of reviewing the university's accounts then all transactions should be returned immediately upon completion