Administrative staff at the College of Science, Kwame Nkrumah University of Science and Technology (KNUST), have been urged to strictly adhere to approved financial management procedures to enhance accountability and protect the University’s resources.
The call was made during the College’s Annual Administrative Staff Retreat, which focused on equipping staff with practical knowledge on handling financial transactions, procurement processes, and budget management.
Finance Officer of the College, Dr. James Gambrah, emphasised that only designated authorities including Heads of Departments, Deans and Provosts are permitted to commit the University to expenditure. He cautioned staff against initiating financial commitments without prior budget approval and adherence to established thresholds.
He further highlighted the need for complete and accurate documentation in processing payments, noting that invoices, receipts, Local Purchase Orders, and audit clearance are essential requirements before any payment can be approved.
On procurement, participants were taken through the appropriate procedures, including supplier selection and the need to obtain multiple quotations in line with national procurement regulations.
Senior Accounting Assistant, Mr. Jeffery Yaw Kusi, explained that the University’s payment system involves several verification stages to ensure transparency and compliance with the Public Financial Management Act. He urged staff to reduce delays by submitting complete documentation and following laid-down processes.
He also warned that special advances must be retired promptly, stressing that failure to do so could result in salary deductions with interest. Staff were additionally advised to avoid pre-financing University expenses unless prior approval is obtained.
He further outlined that payment requests undergo a structured process beginning from submission at the departmental level through verification by the Finance Office and Budget Unit, before final approval and disbursement.
Miss EmmaCeasar Amissah Jeffrey,a Senior Accounting Assistant guided participants through the University’s budget cycle and cautioned against financial irregularities such as unsupported expenditure, misapplication of funds, and overpayments.
She noted that such breaches could attract sanctions, including recovery of funds and suspension of financial dealings.
Miss EmmaCeasar also stressed that all budgetary allocations must be strictly adhered to, adding that any reallocation of funds between budget lines requires prior approval from the appropriate authority. She encouraged staff to align their expenditure with approved budgets and maintain proper records to support all financial activities within their respective units.
She encouraged to uphold high standards of diligence, accuracy, and accountability in all financial transactions to support effective institutional management.
The retreat also provided an opportunity for participants to seek clarification on financial procedures and strengthen their understanding of the University’s financial systems.
Story/Photos by: Edith Asravor
