1. Bhutan Association of Women Entrepreneurs
BAOWE Office, P.O. Box 903, New YDF Building, Phendey Lam,
Thimphu, Bhutan.
Phone: +975-2-329125; Fax: +975-2329126; Email
baowe.bhutan@gmail.com
website: www.baowe.org.

2. Staff Administrative and Financial Manual
Draft Copy Compiled on 29th November 2013
By Founder & CEO, BAOWE to be Submitted to Board Members
for Approval &Endorsement.

3. Summary of main contents in the Manual
Financial Manual
‘Financial Policy’ for following procedures to keep the
accounting system effective, transparent and easily
manageable.
Financial Manual Covers the followings aspects :

4. 1. Accounting Principles and Policies
Accounting System
Accounting Period
 Accounting Policies
 Income Recognition
 Expenditure
 Apportionment of Common Costs
 Bank Charges or Interest Expenses
 Fixed Assets
 Depreciation Policy
 Liabilities

5. 2. Responsibilities of the Finance and Accounts
Department and Internal Controls
Accounting Responsibility
Financial Activity Locations
The Finance and Accounts (F&A) Department
Internal Controls
Adoption of Internal Control
Segregation of Duties and Job Description
Level of Authority

6. 3. Accounting Books of Records
Accounting Books and Records by BAOWE Office
Control Cash Book
General Ledger
Project wise Cash Book
Project wise Ledger Book
Daily Petty Cash Statement
Receipts / Credit Voucher
Payment / Debit Voucher
Journal Voucher
Cheque Register
Salary Register and Salary Sheet
Fixed Asset Register

7. VAT Register
Tax Deduction at Source (TDS) Register
Advance Register
Advance Slip
Attendance Register
Leave Register
Overtime Register
Staff Trip and Movement Register
Asset Movement Register
Inventory Register
Log Book
Fuel Consumption Register
Reporting and correspondence with Register of Civil Society
Organization Authority (CSOA)

8. Monthly, Quarterly and Year-end Financial Statements
including Budget Variance Statements
Financial Reports to Donors including Fund Request,
Forecast and other Correspondence
Correspondence with Banks

9. 4. Budget and Budgetary Control
Budget Period
Classification of Budget
Master Budget
Core Budget representing income and expenditure of
core activities of the organization
Program Budget
Budgetary Control

10. 5. Fund Management
Sources of Funds
Nature of Fund
 Restricted Fund
 Restricted Fund
Investment of Fund
Fund Receipts
Custody of Fund

11. 6. Banking Operations
Opening of Bank Accounts
Operation Bank Account
Bank Signatories
Withdrawal of Petty Cash from Bank Account
Deposit of Cash at Bank
Receipts of Cheques/Pay Orders/Drafts
Bank Credit Advice
Bank Debit Advice
Bank Statement and Bank Certificate
Bank Reconciliation Statement
Minimum Limit for Cheques Payment
Cheque Recording Register-Counterfoil/Cancellation /Safety

12. 7. Cash Management
Cash Book, Cash Control, Duration of Cash Transaction
Closing of Account and Verification of cash
Cash Counting and Security
Accounting for receipts
Receipts of cheque/pay orders/drafts
Fund received from local sources
Accounting for payment
 Voucher
supporting documents

13. Payment of salary and allowance
Deduction of Income Tax at Source
Preservation of Financial Documents

14. 8. Advance
Purpose
Requisitions for Advances
Certification and Approval
Mode of Payment
Disqualification for Advance
Adjustment of Advance
Defaults in Adjustment
Advance Register
Report on Advance

15. 9. Travel
Travel Advance
Mode of Travel
Daily Allowance, Accommodation and Perdiem during
field trips
Travel Expense Report
Reimbursable Costs
Time for submission of Travel Expense Report
Approval of Travel Expense Report

16. 10. Procurement Procedures
Requisition
Budget Provision
Invitation of Quotation
Procurement Committee
Comparative Bid Analysis
Purchase Order
Receipt of Goods
Payments
Control Procedure
Flow Chart of Procurement Procedure

17. 11. Fixed Assets Management
Safe keeping of Fixed Assets
Custodianship
Donated Assets
Non-Capitalized Assets
Insurance
Fixed Asset ID Number and Register
Transfer of Fixed Assets
Movement of Fixed Assets
Physical Verification of Fixed Assets
Procedure and Accounting of Disposal of Fixed Assets
Writing off of Fixed Assets

18. 12. Financial Reports
Internal Financial Report
Contents of Financial Statements
 Comparative Statements: Budget vs. Actual Amount
 All supporting Documents
Financial Report to the Donors
Final Accounts
13. External Audit and Annual Return
Audit
Annual Return

19. Staff Administrative Manual
It is the integral part of contract between permanent employees and
BAOWE.
The purposes of the Manual are the follows:
a) To create smooth working relationships so that all staff members can
effectively use their abilities and knowledge to serve the goals of
organization;
b) To protect and safeguard the rights of any member of the staff;
c) To avoid misunderstanding between the management and the staff.

20. ADMINISTRATIVE MANUAL COVERS THE FOLLOWINGS
ASPECTS :
1. Human Resource Administration
Personnel policies and principles
Human Resource Department and Human Resource
Planning

21. 2. Recruitment, Selection and Appointment
Recruitment
 Recruitment Goal
 Human Resource Planning
 Authorization
 Recruitment Strategy
 Classification of employees
 Job Description
Selection
 Selection Procedure
 Interview record
 Unsuccessful applicants

22. Appointment
 Appointment letter
 References and certificates
 Contract
 Personal Information
 Job description
 Re employment of former staff
Probation
 Probation Period
 Termination during probation period
 Performance Evaluation
 Extension of Probationary Period
 Confirmation

23. Personal Files
 Confidentiality
 Database
 Ex-employees

24. 3. Working Hours
General Working Hours
Attendance
4. Leave
Earned Leave
Casual Leave
Holidays
Sick leave
Maternity leave
Paternity leave
Other leave

25. 5. Remuneration and Benefits
Salary
Bonus
Income Tax
Increment
Other Fringe Benefits ( provident fund, Gratuity etc.)
 Contributory Provident Fund
6. Staff Development
Policy
Induction Training
Performance appraisal

26. 7. Change of Status
 Promotion
Aims of the Promotion Policy
Procedure
8. Health and Safety
 Policy
9. Disciplinary Procedure
 Purpose
 Informal meetings (s)
 Formal disciplinary action

27. 10. Separation/End of Service
 Resignation
 Retrenchment
 Termination
 Dismissal
11. Leaving Procedure
 Clearance and Final Settlement
 Service Certificate

28. 12. Vehicle Administration
Use of Vehicle
Vehicle Registration / Fitness / Tax Token
Insurance
Maintenance of Log Book
Vehicle Use and Safety
Servicing of Vehicles
Repairing and Purchase of Spare Parts
13. Filing System
Filing System
The File Index
Confidential File
Filing Responsibility
File Retention and Records Destruction

29. 14. Office Security
Custody and responsibility of opening and closing the office
Working beyond office hours and on holidays
Access to the office and various parts thereof
Visitor tracking system
Fire safety and fire drills
Insurance
Guidance on working during civil unrest, strikes, natural
disaster etc.
Back-up of documents at off-site locations
Background check of security guards and other support staff
Prohibition on office employees.

30. ********Thank You********