Accountable Forms - Procedures

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1. Purpose and Objectives

These procedures outline the correct treatment of the University’s accountable forms.

2. Definitions, Terms, Acronyms

Accountable form - a document that acknowledges the receipt of money or issued for value that uses a sequential number or is a pre-numbered form (e.g. University receipts, cheques, invoices, and purchase orders).

3. Procedures Scope/Coverage

These procedures apply to all areas of the University that use accountable forms of any kind.

4. Procedures Statement

Accountable forms require security consistent with their potential value or negotiability. The degree of control involved in safeguarding and handling an accountable form should be dependent on the scope for its misuse and the possible financial consequences, but with due regard to administrative costs.

A senior staff member of the organisational unit will ensure that all accountable forms are kept in a secure place at all times, preferably in a locked fireproof cupboard or safe in a locked office.

5. Register of Accountable Forms

For all types of accountable forms, the staff member responsible for those accountable forms should maintain a register. These registers will record the following information in respect of each type of accountable form:

  • date of receipt;
  • quantity received;
  • serial numbers of the forms.  Where the forms are received in pads or bound books, a separate line is to be used to record the serial numbers applicable to each pad or book;
  • its nature (the type of accountable form);
  • the destruction, cancellation, transfer or issue of accountable forms; and
  • All entries in the register are to be signed and dated by an independent senior officer.

In respect of issues:

  • date of issue;
  • quantity issued;
  • serial numbers of the forms issued in those cases where the forms are in loose form; and
  • signature of the officer receiving the forms.

6. Acquisition of Accountable Forms

The senior staff member of the organisational unit is responsible for maintaining bulk stocks of forms commensurate with usage patterns and economic order quantities.

On receipt of bulk stocks from the printer or supplier, the officer is to check that the quantity and serial numbers of forms received are in agreement with the information provided by the printer or supplier; particulars are then entered in the accountable forms register. 

7. Control and Issue of Accountable Forms

Accountable forms need to be individually identified and accounted for wherever possible by the officer.

Bulk stocks of accountable forms are to be maintained in secure storage under the control of the officer.

Those to whom working stocks of accountable forms are issued are responsible for their safekeeping.  During working hours the forms should not be left in such manner that they are accessible by persons passing through unsupervised areas.  Outside normal working hours the forms should be locked in secure storage.

Issues of accountable forms from the bulk stocks are to be recorded in the accountable forms register by the officer. Those to whom the forms are issued are to check the serial numbers of the forms before signing the register as acknowledgement of receipt.

8. Stocktake of Accountable Forms

At least once per annum on random occasions the staff member is to arrange a stocktake of the bulk stocks of forms held by the custodian.

The stocktake process is to include a sample check from the issue entries in the register against working stocks held by users.  The completion of the stocktake is to be evidenced by a suitable notation by the officer who performed the stocktake in each section of the register.

9. Losses or Deficiencies of Accountable Forms

Full details of losses or deficiencies of accountable forms are to be reported to the senior staff member of the organisational unit by the officer or staff member as soon as the loss or deficiency is detected.

10. Obsolete, Damaged or Spoilt Accountable Forms

Where stocks of accountable forms are considered to be obsolete, damaged or spoilt, the approval of the senior staff member of the organisational unit is to be obtained for their destruction.

A statement of destruction is to prepared or obtained for filing in the organisational unit’s records and must provide for the following:  

  • the particulars of those forms are set forth on a statement;
  • the Chief Financial Officer gives written approval for the destruction of those forms;
  • destruction of those forms is performed by or witnessed by two authorised officers from the FBS Division in the presence of each other and both officers certify to this effect on that statement;
  • the statement is preserved and filed; and
  • the statement is available for sighting by the internal (ARMS) and external auditors.
Chief Financial Officer Mr Andrew Flannery
Chief Financial Officer Mr Andrew Flannery