Receipt of Revenue

(1) Revenue can be received in any of the following instruments -

(a) cash;

(b) cheques from firms or individuals provided they have been guaranteed by any of the local banks;

(c) bank drafts; and

(d) money orders.

(2) The payment of revenue can be made through any of the following methods:

(a) direct payment to a revenue collector;

(b) through the mail;

(c) to a third party on behalf of another agency; and

(d) direct lodgment into the consolidated fund, for overseas payments.

(3) Immediately upon receipt, all cheques and other negotiable instruments shall be stamped “not negotiable”.

(4) All mail containing cash, cheques, bank drafts or money orders must be entered into a Cheque Register.

(5) An official government receipt shall be issued for all monies received.

(6) Every designate who receives public money, other money or trust money shall record the details in a cashbook, or in the financial management information system.

(7) All money received by an agency shall be banked on the day of receipt, or as early as practicable on the next banking day, by an officer who, wherever possible, is independent of the revenue collector.

(Finance Instructions 2005 s(29))

Receiving Revenue

Revenue Received Over the Counter

• When cash or bank cheques are received, the revenue collector shall immediately issue an official receipt.
• The revenue collector must enter relevant details specified on the receipt before signing it. Carbon copies of the receipt should be checked to ensure that details on the original receipt are also legible on these copies.
• No amendments shall be made to the carbon copies.
• The original receipt should be detached from the receipt book and issued to the payer. The revenue collector shall retain the book copy and attach the duplicate receipt to the cashbook.
• If a receipt is spoilt, it shall be marked “cancelled” and retained in the receipt book.

Revenue Received Through the Mail

• Two mail opening officers should be present at all times when official mail is opened.
• The mail opening officers must immediately record any cash or other forms of money received, in a cheque register. The register shall contain the following information:

o date mail received;

o name of payee, address and amount received;

o form of money received i.e. whether cheque, cash or money order;

o date of receipt and receipt number issued for each payment received.

• Immediately after completing the mail opening, the mail opening officers shall submit the money received and the cheque register to the revenue collector.
• The revenue collector shall verify each entry in the register against the money received before issuing a receipt and noting receipt details in the register.
• The cheque register and original receipts will be returned to the mail opening officers who will then despatch the original receipts to each payer.

Revenue Received by Third Parties

• Where revenue is received on behalf of another agency, the Accounting Head shall inform the responsible agency through the appropriate advice form within one week of collection.
• After receiving the advice form, the Accounting Head shall make the necessary entries to the revenue accounts.

Receiving Official Gifts

• A gift received by an officer in his/her official capacity or donated to the agency must be recorded in a gift register to be maintained by the Deputy CEO.
• Details to be recorded in the gift register include:
• description of gift and date gift received;
• agency or person gift received from;
• any conditions attached to gift;
• cost price or fair value where possible.

· Where the gift is in the form of property or equipment and meets the criteria for an agency asset, it shall also be included in the asset register.

· Where the gift is in the form of money, it shall be paid into the Consolidated Fund as revenue unless gift conditions specify that the money should be held in a trust account and used for a specific purpose.

(Pro-forma Finance Manual)