Board Orientation Manual 2024

FOREWORD .................................................................................................................. 1 DEFINITIONS................................................................................................................. 2 1. OBJECTIVES ................................................................................................... 3 1.1 OVERALL OBJECTIVE ............................................................................. 3 1.2 BOARD FUNCTIONS ................................................................................... 3 1.3 STAFF FUNCTIONS..................................................................................... 3 2. ORGANIZATION .............................................................................................. 5 2.1 ORGANIZATION CHARTS........................................................................ 5 2.2 DESCRIPTION ...........................................................................................7 3. FINANCIAL MANAGEMENT.................................................................................8 3.1 OVERALL RESPONSIBILITY .................................................................... 8 3.2 KEY ELEMENTS ........................................................................................8 4. SIGNING AUTHORITIES ....................................................................................10 4.1 SIGNING AUTHORITIES MATRIX............................................................10 4.2 AUTHORITIES POLICIES – Additional notes............................................13 5. CHART OF ACCOUNTS.....................................................................................13 6. BUDGET AND FUNDING .................................................................................. 13 6.1 BUDGET CONSTRUCTION ....................................................................... 14 6.2 ELIGIBLE COSTS ....................................................................................14 6.3 FUNDING SOURCES...............................................................................16 7. PURCHASING.....................................................................................................17 7.1 PURCHASE ORDERS .................................................................................17 7.2 PURCHASING FUNCTION.......................................................................17 7.3 PLACING ORDERS .....................................................................................17 7.4 ARRIVAL OF GOODS .................................................................................18 7.5 CODING STAMP .........................................................................................18 7.6 AVAILABILITY OF FUNDS .......................................................................18 8. EXPENDITURES............................................................................................ 19 8.1 DOCUMENTATION ..................................................................................19 8.2 CHEQUE SIGNATURE/ONLINE BANKING TRANSACTION .....................19 8.3 CONTRACT SUMMARY..............................................................................19 8.4 FILING......................................................................................................20 9. CAPITAL ASSETS ..........................................................................................20 9.1 ACQUISITION ..........................................................................................20 9.2 OWNERSHIP AND USE...........................................................................21 9.3 INVENTORY ........................................................................................... 21