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- Documents in support of payments must be completed by persons who have knowledge of the goods supplied and or / the service rendered
- A person submitting inaccurate payment documentation resulting in irregular or overpayment may be liable for any loss or damages suffered
- I really need to remember that
- Before a payment is made the person compiling the payment pack must ensure that the payment documents are in order
- Only duly authorised employees who have actual knowledge of the goods or service can approve payment requests
- The person verifying the payment must be authorised by delegation
- The delegated official must approve the payment docutation and make sure that the following requirements have been made before proceeding with payment:(a) A proper charge against provincial government and has not been paid already(b) In accordance with a law, regulatiob, tariff or agreement or that it is fair and reasonable(c) Covered by competent authority(d) Correct in respect of the period covered by the claim(e) Correct with regard to computations(f) Supported where applicable by the necessary documents or an explanation of their absence
- A pre-payment or partial payment may not be made unless it is supported by a motivation / memo indicating that the amount of the payment requested is fully covered by, or equal to the services already rendered
- Ok I see, a motivation or memo should be included in a payment pack for a pre-payment or partial payment
- Where requisitions, invoices or statements are the supporting documentation to a payment submission, sufficient detail must be given on the BAS creditor payment and BAS allocation forms to ensure the expenditure can be identified
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