Payment Approval Form GENERAL GUIDELINE DEPARTMENT OF FINANCE, SASMEC @IIUM
When it is required? ii) Any payment without PO. 1) Direct Advice i) Instruction of payment e.g: honorarium, refreshment for meeting, supply, hotel without PO etc. iv) Any purchase without PO. 2) Reimbursement i) Training fee and professional membership. ii) Uniform claim. iii) Handphone bill for Grade 48 of administrative officer.
Why is it necessary? To streamline the process with the University's practice and standardization of the payment instruction. In addition, it is to inculcate the culture of getting approval prior proceeding of any procurement activities or reimbursement.
Payment info: 1) Payable to - Name of vendor or individual 2) Staff no. (For payment to IIUM Staff only) 3) Name of Bank 4) Account no. (Please provide a copy of bank account details, i.e. copy of front page containing name and account number. 5) Payment for - Description of the payment Invoice no. from company, and amount. 6) Please the box once the Supporting Document Checklist has been fulfilled. Does not restricted to grade or position 1) Requested by: Person in-charge who initiate or handle the task. e.g. payment to speaker, hotel, etc. For reimbursement, the applicant should sign this part. How to fill the form?
A person who will be accountable for recommendation. 2) Recommended by: Head of Department 3) How to fill the form? (continued) 2) 4) A representative from Dept. of Finance will verify before getting the approval. 3) Verified by: Hospital Director Director (Clinical) Director (Administration) 4) Approved by: Payment above RM 10,000.00 For clinical-related matters For administrative-related matters
Please write "As per list attached" The attachment must contains: Multiple individual names You can make attachment if “payable to” more than one name. i) Name ii) Staff no. or Matric no. if any iii) Name of bank and account no. iv) Amount For example, payment to Sri Kampung that has three (3) invoices, please write down all the invoice numbers. Multiple invoices Only applicable for same company with more than one invoices. How to fill the form? (continued)
Please tick the appropriate option based on the type of payment advise. Payment of honorarium to speaker: This process serves as an important checklist to be completed before submitting the form. Example as follows: i) Proposal paper ii) Appointment as speaker signed by the Hospital Director iii) Bank Account Details (for external only) How to fill the form? (continued)
ClinicalItems Consumable andNonConsumable Director (Administration) Stationeries/Office Supplies,Other Supplies Refreshment, M Accommodation edication Director (Clinical) Medical Equipment/Supply/ Service Registration fees, Honorarium ClinicalMembership i.e.APC,NSRetc. Non-clinical membership i.e.MIA, NIOSH, etc. Expensesrelated to clinical matters Expensesrelated to administration matters
Reimbursement: 1) Approval of purchasing (Purchase Requisition Form) example: Samsol Karim received a complaint from his colleague regarding the unergonomic chair and requested to buy a new chair for him. Thus, he decided to buy one and claim it. He needs to attach the PR Form as a proof for reimbursement. 2) Approval from relevant authorities. example: Makonah needs to buy medicine urgently for her department, and unable to proceed through normal procurement process. Prior commit with the purchase, she need to get approval from the HOD, and the Hospital Director. 3) Supplier unable to supply as per Purchase Order (PO) example: The supplier is unable to fulfill the Purchase Order (PO) specifications, however Alif urgently requires the items. To facilitate the necessary purchase and reimbursement procedures later on, Alif must furnish evidence of the conversations held with the vendor. How to fill the form? (continued) Multiple Vendors and Individual name: 1) Only one Payment Approval Form per name. 2) Multiple invoices are allowed for similar vendors. 3) Multiple individual payment with one form is allowed and need to attach list of recipients together with their payment details. (e.g. Staff No., Bank, Acc. No., Payment Amount).
"Already have PO, do I still need to fill the Payment Approval form?" Answer: No, because approval has been made via the Procurement Approval Form. Just submit invoice, DO, PO, and proposal if any for the payment process.
How about Refreshment Order Form? Approval before placing order of refreshment. Initial approval is needed once the selection of caterer has been decided. The PIC need to fill this form along with quotation and approved proposal. It is advisable to proceed with PO for the budget commitment. Upon instruction for payment, Payment Approval Form is not necessary. Just submit a copy of the Refreshment Order Form, invoice, and proposal.
Please note The Payment Approval Form is not required and need to use the designated forms as follows: 1) Travelling claim 2) Computer Allowance 3) Cash Advancement 4) On call claim 5) Overtime claim 6) Research Exception for purchase of approved item: 1) Leasing 2) Contract
What is required? Reimbursement 1) Original receipt not more than 3 months which has been certified by Grade 41 above 2) Copy of approval form for attending course/seminar/training if any 3) Invitation letter/proposal if any 4) Approval of purchase if not following the normal procurement activities (PRF) 5) Proof of purchase transaction Direct Advice 1) Invoice and DO (if any) that has been certified by Grade 41 above 2) Appointment letter that has been approved by Hospital Director for Payment of Honorarium 3) Invitation letter/proposal if any 4) Copy of bank account (only the account no. page) for external speaker/trainer 5) LOU for hotel booking
Summary i) Reimbursement Already have PO Yes No Do you need the Payment Approval Form Already have refreshment order form Requirement Supporting documents ii) Direct advice iii) Memo Instruction for payment :