Kepler Finance policies.
- 10 Working days for justification -
· All expense requests for payment or cash advance need justification. This must be done within ten working days from when the payment is made.
· When you make a disbursement request, and the payment is made, you need to follow up with the supplier to provide a receipt and submit to finance in 10 working days. Failure to justify in this time period will result in the amount being charged to a person who made a request.
· When you are leading event and you are given cash to spend, remember to produce the justification on time. If circumstances mean that you cannot meet this deadline, you need to confirm with your supervisor via email and include finance@kepler.org.
- 30 calendar days for reimbursement request -
· If you want to ask for a reimbursement, consider the date on the receipts and make sure you submit your request before 30 days of the receipt being issued. If you fail to compile with the mentioned time, Kepler won't reimburse you.
- TIN and organization name to the receipts -
· EBM receipts - Remember to ask a supplier to include the Kepler TIN number (101442836) on the receipt. Any receipt missing a TIN number won't be accepted.
· Non-EBM receipts - Not every vendor is a VAT taxpayer. If a supplier doesn't provide an EBM receipt, tell them to write ''GENERATION RWANDA'' as the client name. Any receipt that has a staff/student name on it, won't be accepted.
- Recommended Vendors -
· If you are making a budget, leading a team (e.g.. event planners, SGA) or running an event, we suggest that you consult finance. We have a long list of vendors that provide services and products that we mostly need and can assist in getting the forms right the first time.
Moreover:
Payments days have gone to Tuesday and Wednesday particularly for next week only. Moreover, use tomorrow (Friday), Monday and Tuesday to make and submit your requests to your supervisors no matter when you will bring it to finance to the above mentioned days. This is due to the reason that finance wishes to process the payments and make follow up before the break to ensure every payment has delivered to the particular person we paid.
If there is any monthly expense and we have paid for December remember we will back on 9th January 2017, see if there will not be any conflict of time so that you can communicate to the vendor that January's payment will be done beyond 10th.
Justification of the payments made from 5th December till 14th December will be done in the week of 9th January 2017 but if anyone got the receipts before the break he/she is advised to submit them.
