ILRI 2016 financial year is coming to an end and we plan to close the system for posting any 2016 transactions on the 12th January 2017. To ensure we do not misrepresent or under estimate our financial statements for 2016, that our donor reports capture all expenses for the reporting period ending December 2016, we would like to emphasize on the following;
1. If you have access to OCS, ensure your unit or department accruals/charges, charge backs, Partners’ and field offices’ returns are posted before the close date – 12th January 17. For units that do not have access to OCS, ensure all expense documentation relating to 2016 transactions and or payment requests are forwarded to Finance by COB 6th January 2017 for posting.
2. In addition to the above, we specifically emphasize on ensuring;
o Those who have not accounted for travel advances to do so before breaking for holidays. Also, supervisors/ budget holders who have not approved travel expenditures in OCS to do so before breaking for holidays. To check your personal account for advances pending, attached instructions I had shared earlier.
o Consultants expenses – need to be accrued and we request those holding the documents to submit to finance before breaking for holidays or latest 6th January 2017.
o Other employee benefits – Security claims, education allowances, home leave etc. should be submitted to Finance before end year 2016. Note some of these benefits ought to have been approved by POD prior to forwarding to finance.
o Partners – PMO’s to ensure they account for advances before close of the year and latest 6th January 2017.
o Agreements ending in December 2016 – There are quite a number and a review is important to ensure all expenses have been recorded in the system – this would include, staff travel expenses, workshops, partner expenses, consultants and any other commitments.
o Field offices to submit accounts by 6th January 17. Ensure all expenses have the right activity codes.
o Internal income/ Recharges – research service units, catering, transport, research support, animal units, Housing, and ILRI club are submitted to Finance by the 6th January 2017 for posting in the system. Failure to submit on time could mean some grants are closed before being charged all expenses.
o Payment requests – should be forwarded to finance preferably before the end of the year – 31st Dec 2016 and latest 6th January 2017.
o Addis finance team – always ensure recharge GL accounts (expense and income) are balancing. There will be limited time for reconciliations.
See attached timetable for stock take dates for both Addis and Nairobi, petty cash count dates, closing dates, finance schedules, final audit dates. Please plan accordingly to ensure success.
3. December Leave days – Most staff especially in Kenya will be on holidays. We have however ensured during this period there’s a finance manager and an Accountant to ensure smooth provision of service. Your contact person will therefore be the manager in the office during this period ( in green). In procurement too, there will be a Procurement Officer ( in green) to serve your procurement requests albeit many suppliers will have closed for holidays as well. Stores will be open throughout except stock take dates.
See table below for your contact.
| Staff Name & Department | DATES | ||||
| 1st – 9th Dec 16 | 13th – 16th Dec 16 | 19st – 23rdDec 16 | 27st – 30th Dec 16 | ||
| Finance | |||||
| Stella Ikileng | Away | Away | Away | Away | s.ikileng@cgiar.org |
| Benjamin Ashuma | Away | Away | Away | In office | b.ashuma@cgiar.org |
| Symon Chebor | Away | In Office | Away | Away | s.chebor@cgiar.org |
| Pauline Gikemi | In office | Away | In office | Away | p.gikemi@cgiar.org |
| Supply Chain | |||||
| Richard Basil | In office | In office | Away | Away | r.basil@cgiar.org |
| Joyce Chege | In office | Away | Away | Away | j.chege@cgiar.org |
| Gertrude Mutua | In office | In office | In office | Away | g.mutua@cgiar.org |
| John Kirika | Away | In office | In office | In office | j.kirika@cgiar.org |
| Monica Njuguna | In office | Away | Away | Away | m.njuguna@cgiar.org |
| David Buluma | In the office | In the office | In the office | In the office | d.buluma@cgiar.org |
Wishing you happy December holidays and a successful + fully funded 2017.
Regards,
Robert Nzioka| Head of Finance and Supply Chain
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From: Nzioka, Robert (ILRI)
Sent: Tuesday, September 13, 2016 11:19 AM
To: Muthui, Lucy (ILRI); Ngugi, Lydia (ILRI); Githuni, Margaret (ILRI); Maina, Gerald (ILRI); Atieno, Everline (ILRI); Masigah, Lilian (ILRI-ICRAF); Poole, Jane (ILRI – ICRAF); Wanderi, Joyce (ILRI); Njeri, Alice (ILRI); Mucheru, Muthoni (ILRI); Ikanyi, Jane (ILRI); Mwaura, Stephen (ILRI); Ngangi, Macdonald ILRI); Atieno, Mary (ILRI); Onyiego, Edwin (ILRI); Oisebe, Robert (ILRI); ILRI Security Kenya Helpdesk; Maina, Wilson (ILRI); Kinuthia, Jennifer (ILRI); Mogaka, Hulda (ILRI); Muasa, Solomon (ILRI); Odhiambo, Dickens (ILRI); Ballantyne, Peter (ILRI); ILRI Programme Management Officers; ILRI Program Accountants; ILRI Kenya Finance Unit; ILRI Ethiopia Finance Unit; ILRI Ethiopia Budget Managers; ILRI Kenya Budget Managers; ILRI Regional Budget Managers
Subject: CLOSING SEPTEMBER 2016 BOOKS OF ACCOUNTS.
Dear All,
September closing will be very important as the accounts will be used for; board reports, Interim annual external audit, estimating/ forecasting 2016 performance against budget and various donor financial reports. Because board papers are supposed to be submitted by 13th October, September accounts will be closed on 30th September to give us 3rd and 4th to carry out revenue recognition and other month end procedures and thereafter prepare the papers.
Therefore, the concerned staff are reminded to ensure accruals/charges, chargebacks, Partners’ and field offices’ returns are posted before or on the close date – 30th Sept 16. Further, all documentation relating to September transactions from procurement, stores, POD, security, IT, Engineering and Facilities, publications & Communications, Catering and Housing, research service units and programs should be forwarded to Finance by COB 28th September for posting.
In addition to the above, we specifically emphasize on ensuring;
o All expenses up to September have been paid and or captured in OCS by the 30th.
o Account for travel advances before close date.
o Ensure partners advances due have been accounted for. We had huge partner balances by close of August 16 .
o Field offices to submit accounts by 25th September 16. Ensure all expenses have activity codes.
o Internal income/ Recharges – research service units, catering, transport, research support, animal units, Housing, and ILRI club are posted in the system.
o External income – Housing, ICT, Facilities – space, service income from hosted organization are posted in the system.
o Projects coming to an end in September – ensure all expenses have been captured, partner expenses accounted for, consultancy contracts accrued. Further, Program Accountants to review list of pending prepayments and POs and ensure they’re cleared, reconcile expenses and accumulated overhead which could lead to budget over runs.
o Addis finance team – Ensure recharge accounts (expense and income) are balancing. There’ll be limited time for reconciliations.
With Regards,
Robert Nzioka| Head of Finance and Supply Chain
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