Inputs & Reporting (MNMP)

INPUTS AND REPORTING

Payroll input forms

Inputs onto the payroll system are to be captured on standard input forms approved by CAG.

Payroll input forms

Payroll input forms In order to realize the full benefits of an integrated payroll

system, various transactions on the payroll were classified into 16 categories. Sixteen (16) Input forms were designed by the CAGD in accordance with the categories of payroll transactions to ease data capture unto the IPPD System.

Payroll input forms

Since various agencies are responsible for processing specific transaction on the payroll, the input forms were also classified into how they are processed. The classification of input forms according to agency responsibilities are as follows:

Personnel input forms Personnel & Payroll input forms and Payroll input forms.

Payroll input forms Personnel Forms Completion of these input forms is done by the MDAs

while the capturing of the payroll data onto the system is the sole responsibility of the PPSs. The forms are therefore sent directly to the PPS by MDAs for processing.

Payroll input forms The personnel input forms are: Posting and Transfer Training Secondment Leave of Absence Study Leave With Pay Disciplinary Award Break in Service

Personnel and payroll Forms

These input forms are completed by the MDAs, captured into the payroll system by the PPSs. Copies are thereafter submitted to PPD for validation.The personnel and payroll input forms are: New Entrant Promotion & Change of Grade Reinstatement/Limited Engagement Leaving

Payroll Forms

Processing of these forms is the sole responsibility of PPD. After completion of the forms by the MDAs, these forms are sent directly by the MDAs to PPD to be captured onto the payroll system. The payroll input forms are: Allowances One-time Allowances for a Group of Staff Deduction Loan/Advance

New Entrants These are newly recruited staff who are to be mechanized on

the payroll for the first time. Their personnel data is keyed by the Payroll Processing

Sections (PPSs) of the MDAs and thereafter validated by CAGD

Documents required for validation are as follows: New Entrant input forms endorsed by the head of

department and accompanied by the following documents.

New Entrants Copy of appointment letter issued by Head of Department Acceptance Letter by the employee. Establishment Warrant prepared by Head of Department and

passed by the Servicing Treasury. Financial Clearance for approved by the Ministry of Finance

and Economic Planning. For replacements, approval from the Head of the Civil

Service is required.

Promotion/Demotion This is done when an employee is promoted or converted to a new

grade or demoted as a result of a disciplinary action. The personnel records are updated by the PPSs of the MDAs and

thereafter validated by CAGD Documents required for validation are as follows: Promotion/change of grade input forms endorsed by the head of

department and accompanied by the following documents Promotion letters/demotion signed by the head of department or

appointing authority Establishment Warrant prepared by Head of Department and

passed by the Servicing Treasury.

Postings and transfers This applies to employees who have been transferred from

one station or management unit to the other. This is transfer is done by the PPSs of the MDAs

Documents required include Posting and transfer input form endorsed by the head of

department and accompanied by the following documents Transfer letter issued by the head of department Assumption of duty letter issued by the head of department

of the new station

Stoppage and Deletion of salaries

(1) A head of department shall cause the immediate stoppage of payment of salary to a public servant when that public servant has

(a) been absent from duty without leave or reasonable cause for a period as stipulated in the administrative regulations of the establishment;

(b) been absent from duty on leave without pay; (c) been convicted of an offence involving theft or fraud, or a

sentence of imprisonment; (d) resigned; (e) retired; or (f) died.

Stoppage and Deletion of salaries

Where the Controller and Accountant-General is of the opinion that there is an anomaly with a salary or any other payment due to the public officer, the Controller and Accountant-General may cause the stoppage of payment of the salary or the other payment to the public officer and shall within ten working days inform the head of department of the affected officer of the anomaly and the stoppage

CERTIFICATION OF PVs

3/2/2012

FWSC

16

(1) A head of department or a head of management unit shall examine and certify the personal emolument payment vouchers to ensure that(a) only staff belonging to the unit are on the payment vouchers;(b) in the case of staff on posting or transfer out, the name is deleted within three months;(c) in the case of retirement, resignation, termination, vacation of post, death, regulation 298 is strictly complied with;

(d) any over payment of personal emolument is recovered;(e) newly employed staff and those posted or transferred to the unit

appear on the payment voucher; and

CERTIFICATION OF PVs (f) any salary instructions issued by the Controller and

Accountant-General are complied with. (2) A head of department or management unit who fails to

comply with sub-regulation (1) is liable for disciplinary action including

(a) stoppage of salary until the anomaly is rectified; (b) surcharge where the non-compliance has occasioned

financial loss to the state; and (c) any other sanctions applicable that the Controller and

Accountant-General considers appropriate.

CERTIFICATION OF PVs What is meant by the Certification of PVs? The certification involves a confirmation by the Head of

Management Unit and the accountant that all the information contained in the PV for their management unit is correct and any incorrect information has been indicated in the appendices to the PVs.

In the case of Ghana Education Service, Three officers are responsible for certifying the PVs. They are the Head of

Department or Management Unit, Accountant, and the Head of the School.



Payslips This is an advice given to employees which gives detailed

information about their earnings Pay slips show detailed information of payments and deductions

for the month for each employee.

Security of Payslips Due to the growing incidence of payslip fraud, it is

recommended that Heads of Accounts should ensure the safety of the payslips by observing the following safety rules

Payslips should be kept safely Payslips should be signed by recipients Payslips should be sealed before delivery Uncollected payslips should be kept under lock and key If possible payslips should be handed to the owners

personally

Bank reports and credit vouchers

Bank reports and credit vouchers This is a report which provides relevant information on employees’ salary and bank details to the paying banks. This report shows the list of all employees to be paid according

to individual banks (broken into bank branches). Credit vouchers on the other hand give the deposit details for

each employee.


Soft copies of the reports are also delivered to the banks to enable them credit the accounts of employees electronically.

There is an internal time table to ensure that bank reports are delivered 4 working days before paydays.


UNEARNED SALARIESUnearned Salaries represent salaries paid into the bank accounts of employees

• on leave without pay;• convicted of an offence involving theft or fraud, or a

sentence of imprisonment;• resigned • retired• died and • Unauthorized payments

UNEARNED SALARIES (a) notification to the Controller and Accountant General

where salary payments are made direct to the officer’s bank account;

(b) notification to the bank for repayment into the Consolidated Fund of salary or other payments credited to the public servant’s bank account;

(c) issue of the appropriate salary input to the section responsible for stopping payments on the payroll; and

(d) notification to the internal auditor.

UNEARNED SALARIES

Follow up to the banks and obtain a credit advice on the salaries paid back to chest

Forward advice to the Regional Director of CAGD or Chief Cashier to confirm payment into the Consolidated fund

Ensure that names do not appear on the PVs. Indicate names in the Mechanized Voucher Submit the Deletion input forms to the PPS

Contacts DCAG (FMS) 0302-667771 Head of Payroll 0302-662719 Deputy Head of Payroll 0302-662236 Client Service Unit 0302-673825 0302-678801 Public Relations Office 0302-678805 Toll free Nos. Vodafone 0800-10200

Expresso 10200MTN 18020

[email protected]

CAGD website- www.cagd.gov.gh