Management Letter
On the Labor Based Public Works Project Initial Grant
For the Fiscal Period 2012/2013
Yusador S. Gaye, CPA, CGMA
Auditor General
Monrovia, Liberia
December 2015
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
1 Promoting Accountability of Public Resources
ACRONYM
Acronym/Abbreviation/Symbol Meaning
APA Assistant Project Accountant
CA Chartered Accountant
CBL Central Bank of Liberia
CGMA Chartered Global Management Accountant
COBIT Control Objective Information Technology
COSO Committee of Sponsoring Organization of the Treadway
Commission
CPA Certified Public Accountant
CSA Control Self-Assessment
GAC General Auditing Commission
GoL Government of Liberia
IFAC International Federation of Accountants
ILO International Labor Organization
IPSAS International Public Sector Accounting Standards
ISSAI International Standards of Supreme Audit Institutions
IT Information Technology
LBPWP Labor Based Public Works Project
MPW Ministry of Public Works
PA Project Account
PFMU Project Financial Management Unit
PFS Project Financial Statement
PIU Project Implementation Unit
PV Payment Voucher
SA Special Accounts
SOE Statement of Expenditure
US$ United States Dollars
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
2 Promoting Accountability of Public Resources
Table of Contents
1.1 Introduction ...................................................................................................... 3
1.2 Scope and Determination of Responsibility ..................................................... 3
2 DETAILED FINDINGS AND RECOMMENDATIONS ............................................ 4
2.1 Administrative Issues ........................................................................................ 4
2.1.1 Internal Audit Function ......................................................................................... 4
2.1.2 Disaster Recovery Plan ........................................................................................ 5
2.1.3 Risk Management Policy ....................................................................................... 6
2.1.4 Control Self-Assessment ........................................................................................ 7
2.1.5 Audit Trail ........................................................................................................... 8
2.1.6 Environmental Control ......................................................................................... 9
2.1.7 Segregation of Duties ........................................................................................ 10
2.1.8 Access control (IT Security) ................................................................................. 11
2.2 Financial Issues ............................................................................................... 12
2.2.1 Authorization Date ............................................................................................. 12
2.2.2 Project Components ........................................................................................... 13
2.2.3 Statement of Comparison of Budget VS Actual Amounts ....................................... 15
2.2.4 Chart of Account Code ....................................................................................... 16
2.2.5 Financial ledger .................................................................................................. 17
2.2.6 Annual Statement of Expenditure ......................................................................... 18
2.3 Internal Control Issues ................................................................................... 20
2.3.1 Third Party Payment ........................................................................................... 20
2.3.2 Fixed Asset/Other Registers ................................................................................ 21
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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1.1 Introduction
1.1.1 The audit of the Labor Based Public Work Project (LBPWP) Initial Grant Financial
Statements for the fiscal period 2012/2013 was commissioned by the Auditor-General
under her statutory mandate as provided for in Section 53.3 of the Executive Law as
well as the Engagement (Audit) Terms of Reference. The audit was scheduled to be
completed and the report issued before 31 December 2014, however, due to the
outbreak of the deadly Ebola Virus Disease, the execution was delayed by several
months.
1.1.2 The LBPWP project account is managed by the Ministry of Public Works in terms of the
Grant agreement of 29 February 2008.
1.2 Scope and Determination of Responsibility
1.2.1 The audit was conducted in accordance with International Standards of Supreme Audit
Institutions (ISSAIs) as well as the Engagement (Audit) Terms of Reference. These
standards require that we plan and perform the audit so as to obtain reasonable
assurance that, in all material respects, fair presentation is achieved in the annual
financial statements.
1.2.2 An audit includes:
• Examination on a test basis of evidence supporting the amounts and
disclosures in the financial statements;
• Assessment of the accounting principles used and significant estimates made
by management; and
• Evaluation of the overall financial statements presentation.
1.2.3 An audit also include an examination, on a test basis, of evidence supporting
compliance in all material respects with the relevant laws and regulations which came
to our attention and are applicable to financial matters.
1.2.4 The financial statements, maintenance of effective control measures and compliance
with laws and regulations are the responsibility of the Project Coordinator and the Unit
Manager of the PFMU. Our responsibility is to express our opinion on these financial
statements.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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2 DETAILED FINDINGS AND RECOMMENDATIONS
2.1 Administrative Issues
2.1.1 Internal Audit Function
Observation
2.1.1.1 Section 14.1.1 of the Project Financial Management Unit Financial Procedures Manual
states that “Project / Program activities would be periodically reviewed by the Internal
Audit Team which will be in place as part of Project Financial Management Unit
(PFMU). The internal auditing function shall ensure the orderly and efficient conduct of
operations including, among others, the adherence to Project / Program Management
policies, rules and regulations, safeguarding of Project / Program assets, prevention
and detection of errors and irregularities and promoting the accuracy and reliability of
the accounting records”.
2.1.1.2 Section 14.1.2 of the PFMU Financial Procedures Manual also provides that “The
internal auditor should work within a well-defined framework of programs and
reporting requirements. Importantly, the internal auditing function should be closely
linked to and complement the project‟s monitoring and evaluation system. The internal
audit program for each year should be developed by the internal auditor and discussed
with the Heads of the PFMU and Project Implementing Units and finalized thereafter”.
2.1.1.3 During the period under audit we could not find any evidence that the LBPWP activities
at the PIU in the Ministry of Public Works had been reviewed by the Internal Audit
Unit. Interview with the Project Coordinator for the Labor Based Project at the MPW
revealed that there was no Internal Auditor recruited for the Project.
Risk
2.1.1.4 The lack of internal audit function in the LBPWP operations and activities may lead to
the non-detection of errors and omission and safeguarding of project assets.
Recommendation
2.1.1.5 The PIU at the MPW should recruit an Internal Auditor who shall review the activities
of all project managed by the PIU including the Labor Based project in line with the
guideline of the PFMU Financial Procedure Manual.
Management’s Response
2.1.1.6 The PFMU and the PIU have over the period co-existed and work closely together.
Consistent with its mandate, PFMU has a full functional Internal Audit Section. The
Internal Audit Section as part of its mandate, reviews all projects activities at the
various PIUs including LBPWP at MPW. For the period under audit there was risk
assessment conducted by the PFMU Internal Audit Section on the activities of the
LBPWP. (See Internal Audit Report attached).
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Management’s 2nd Response (July 15, 2015)
2.1.1.7 As explained during the conduct of the Audit, Labor Based Public Work Project did not
make provision for the hiring of a separate internal Auditor. As such, the Project
Financial management issues pertain to this project have always been reviewed by
PFMU Internal Audit Section whilst technical issues are the responsibility of the Ministry
of Public Works. Hence, risk management matters which are non-financial in nature
are purely the responsibility of the Ministry of Public.
Auditor General’s Position
2.1.1.8 The scope of internal auditing within the PIU is broad and may involve PIU's
governance, risk management and management controls over the
efficiency/effectiveness of its operations. Moreover, section 14.1.2 of the PFMU
Financial Procedure Manual states “that the Internal Auditing function of the PFMU
should closely be linked to and complement the project‟s monitoring and evaluation
system.” In the absence of evidence to show that the internal auditing function
covered the entire operations (financial and non-financial) of the PIU, we maintain our
recommendation.
2.1.2 Disaster Recovery Plan
Observation
2.1.2.1 COBIT 4.1 DS 4.2 states that management should develop IT continuity plan based on
the framework and designed to reduce the impact of a major disruption on key
business functions and processes. The plans should be based on risk understanding of
potential business impacts and address requirements for resilience, alternative
processing and recovery capability of all critical IT services. They should also cover
usage guidelines, roles and responsibilities, procedures, communication processes, and
the testing approach.
2.1.2.2 During the conduct of the audit, the PFMU Management and the PIU at the MPW had
not developed a documented Disaster Recovery Plan to help recover transaction data
and information in the event of disaster to ensure business continuity.
Risk
2.1.2.3 The failure to establish a disaster recovery plan may result in the complete loss of
transaction data and information in the occurrence of an unforeseen event.
Recommendation
2.1.2.4 The Project Coordinator for the LBPWP and Unit Manager at the PFMU must establish a
disaster recovery plan for the project as part of its risk management strategy. This
would mitigate the risk of loss of transaction data and information in the event of an
unforeseen occurrence.
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Management’s Response
2.1.2.5 PFMU since its establishment in 2006 has established and implemented disaster
recovery strategies. The Unit has put in place backups both onsite and offsite. There
are two functional servers onsite whilst the third server is located outside the Ministry
of Finance - at the Infrastructure Implementation Unit (IIU) of Ministry of Public
Works. Whereas daily backups are carried out onsite, that of the offsite is done
weekly. In spite of numerous frequent power outages during the period under audit,
the unit has continued to strive at all times because of efficient and effective disaster
recovery program. This issue came up in the IPFMRP Audit but mechanism is been put
in place to adapt the Ministry of Finance Disaster Recovery Plan since this is a unit
under the Ministry (Copy already submitted to you, however re-attached for your
review).
Auditor General’s Position
2.1.2.6 The assertions made by PFMU Management are not backed by any documentary
evidence. Hence, we maintain our recommendation.
2.1.3 Risk Management Policy
Observation
2.1.3.1 The Committee on Sponsoring Organization of the Treadway Commission (COSO)
framework required the Project Coordinator for the LBPWP to establish a documented
risk management policy which will set the basis for conducting a formal risk
assessment within the project and the beneficiary entities. Risk assessment process
entails identifying and analyzing the risk that may impact negatively on the
achievement of PIU‟s objectives and determines appropriate responses. This implies
risk identification, risk evaluation, assessing PIU‟s risk appetite, and developing
appropriate risk responses. Risk identified should be recorded in a risk register. The
performance of risk assessment as a component of internal control plays a key role in
the selection of the appropriate control activities to be undertaken.
2.1.3.2 During the audit, the PIU at the MPW could not provide evidence that they had
developed risk management policy.
Risk
2.1.3.3 The failure by the PFMU Management to develop Risk Management Policy could
indicate that the PIU at the MPW is unable to track risks that exist within the project‟s
operations. This may also negative impact on the PIU‟s ability to deliver quality service
and achieve desired outcome.
Recommendation
2.1.3.4 The PIU should establish a risk management policy which will guide the entire risk
identification and management processes.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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Management’s Response
2.1.3.5 All of the Financial Management activities of the LBPWP are performed by PFMU. The
PFMU has a comprehensive Risk Management Policy that covers LBPWP. In as much as
all of the controls over the project‟s financials lie within the scope of PFMU, the
absence of Risk Management Policy at the PIU does not pose substantial risks to the
Financial data of the project. However, Audit Recommendation noted.
Auditor General’s Position
2.1.3.6 We acknowledge PFMU Management‟s acceptance of our recommendation. However,
we will make follow up on the implementation of this recommendation.
2.1.4 Control Self-Assessment
Observation
2.1.4.1 Section 11.3.2 of the PFMU Financial Procedure Manual stipulates that “The Internal
Control or Control Self-Assessment (CSA) Checklist provided in Appendix 28 may be
used by the Implementing Agencies/PFMU Management as a guide for assessing the
adequacy of the Project / Program Internal Control System”.
2.1.4.2 The Management at the PFMU and the PIU at the MPW provided no evidence that
Control Self-Assessment of the Labor Based Project was conducted during the period
under audit.
Risk
2.1.4.3 The effective and efficiency of internal control activities cannot be assured.
Recommendation
2.1.4.4 Internal Audit function at the PFMU must conduct on a timely basis an assessment of
established internal control procedures.
Management’s Response
2.1.4.5 PFMU in compliance with its Risk Management Policy conducted its Annual Risk
Assessment of the LBPWP for the period under audit. (see copy of report).
Management’s 2nd Response (July 15, 2015)
2.1.4.6 We acknowledged the error of omission in the fiscal year to which this report relates
during the audit. Going forward, we will not only perform the task, but will ensure that
the period to which the Control Self-Assessment related is adequately disclosed.
Auditor General’s Position
2.1.4.7 We acknowledge PFMU Management‟s acceptance of our recommendation. However,
we will make follow up on the implementation of this recommendation.
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2.1.5 Audit Trail
Observation
2.1.5.1 COBIT 4.1 part DS10.2 states that for Problem Tracking and Resolution, management
should ensure that the problem management system provides for adequate audit trail
facilities that allow tracking, analyzing and determining the root cause of all reported
problems considering:
All associated configuration items
Outstanding problems and incidents
Known and suspected errors
Tracking of problem trends
2.1.5.2 In addition, section 11.2.2 of the Financial Procedure Manual states that the Project‟s /
Program‟s Information System or that of its PFMU shall provide:
A complete audit trail for each transaction.
A chain of evidence that connects account balances and other summary
results with original transaction data through:
i. Proper coding
ii. Appropriate cross references, and
iii. Adequate documentation.
2.1.5.3 During the review of the Sun-System, it was observed that the System Administrator
had not enabled the audit trail on System. We were unable to track the flow of
transactions that were processed through the Sun-System during the period under
audit.
Risk
2.1.5.4 Failure by the system administrator to enable the audit trail on the Sun-System may
not provide evidence of timely detection of security violation, performance problem
and flaws in the application.
Recommendation
2.1.5.5 The System Administrator must subscribe to the provision of part 10.2 of the COBIT
Standard and section 11.2.2 of the Financial Procedure Manual of the PFMU.
Management’s Response
2.1.5.6 Audit recommendation is being considered for suitable implementation.
Auditor General’s Position
2.1.5.7 We acknowledge PFMU Management‟s acceptance of our recommendations. However,
we will make follow up on the implementation of this recommendation.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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2.1.6 Environmental Control
Observation
2.1.6.1 COBIT 4.1 part DS12.4 states that “Management should design and implement
measures for protection against environmental factors. Install specialized equipment
and devices such as fire alarm, fire suppression system to monitor and control the
environment”.
2.1.6.2 During the audit, we did not find evidence that the IT environment had a complete
Fire suppression system to help detect and control hazardous conditions that made
arise.
2.1.6.3 Physical inspection of the PFMU environment revealed that there were two (2) fire
extinguishers installed, however, there was no evidence that the staff of PFMU had
undergone fire drills to provide knowledge on the use of the fire extinguishers.
Risk
2.1.6.4 An IT environment without installed fire suppression system may not provide any
assurance of the safety for the IT equipment, data and personnel.
2.1.6.5 Failure by the PFMU Management to prepare a documented procedure to guide
employees on the usage of fire extinguishers in the event of disaster, may lead to the
loss of critical data and IT equipment.
Recommendation
2.1.6.6 The PFMU Management should collaborate with Management of the Ministry of Finance
and Development Planning to install fire alarm and fire suppression system.
2.1.6.7 Additionally, the PFMU Management should liaise with the Liberia National Fire Service
to conduct fire drill for its staff.
Management’s Response
2.1.6.8 PFMU has not only fully installed Fire suppression mechanism in the Unit, but also
ensured that the Liberia National Fire Service conducted a drill on the full use of the
extinguishers. This issue came up in the IPFMRP Audit and measure has been put in
place to ensure compliance.
Management’s 2nd Response (July 15, 2015)
2.1.6.9 Please see attached the communication made on May 7, 2015 to the Deputy Minister
for Administration - Finance and Development Planning requesting his authorization for
full implementation of similar recommendation raised during the audit of IPFMRP
during the 2013/14 fiscal year. This is being worked on. See Exh 1 attached.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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Auditor General’s Position
2.1.6.10 We acknowledge PFMU Management‟s acceptance of our recommendations. However,
we will make follow up on the implementation of the recommendations.
2.1.7 Segregation of Duties
Observation
2.1.7.1 COBIT 4.1 part DS5.3 states that “management should ensure that all users (internal,
external and temporary) and their activity on IT systems (business application, IT
environment, system operations, development and maintenance) are uniquely
identifiable. Enable user identities via authentication mechanisms. Confirm that user
access rights to systems and data are in line with defined and documented business
needs and that job requirements are attached to user identities. Ensure that user
access rights are requested by user management, approved by system owners and
implemented by the security-responsible person. Maintain user identities and access
rights in a central repository. Deploy cost-effective technical and procedural measures,
and keep them current to establish user identification, implement authentication and
enforce access rights”.
2.1.7.2 Additionally, section 11.3.1 of the Financial Procedure Manual in parts states that
“control procedures will be established to ensure, as far as possible, that the Project‟s /
Program‟s overall objectives are achieved. Control procedures shall include general
(where the system is computerized) and/or applications controls including proper
authorization, appropriate documentation and independent checks; segregation of
duties, physical controls and performance reviews.
Duties within the PFMU would be segregated so that work of one individual
automatically provides a cross check on the work of another such that the
added benefit of an independent check results”.
2.1.7.3 It was observed during the audit that there was no evidence of segregation of duties
for top level managers on the Sun-System. The Unit manager, the Senior Project
Accountant and the System Administrator had the same right to perform the same
duties on the system.
Risk
2.1.7.4 Failure by the Management of the PFMU to segregate the duties of top level managers
may lead to overlapping of functions and misused of access right on the Sun-System.
Recommendation
2.1.7.5 The Management at the PFMU should adhere to the provision section 11.3.1 of the
Financial Procedure Manual.
2.1.7.6 The duties of the Unit Manager, Senior Project Accountant and System Administrator
on the Sun-System should be segregated, documented and communicated.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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Management’s Response
2.1.7.7 Following recommendation from the GAC Audit of the IPFMRP, corrective steps have
been taken. As at now, there is only one Super User, and one Systems Administrator
(See copy of user levels attached).
Management’s 2nd Response (July 15, 2015)
2.1.7.8 In our attempt to implement the recommendation of GAC, we observed that it was
impracticable for Amos Fahn (IT System Administrator) to efficiently operate the entire
IT environment if he was not a super user – as he had to wait for the Unit Manager
(Dr. Chris Sokpor) on many issues before he could assist over twenty (20) Project
Accountants in the performance of their respective duties. Hence, substance over form
concept, as prescribed in accounting had to be applied in this instance.
Auditor General’s Position
2.1.7.9 The issue raised in our observation has to do with equal rights by the three top users
on the SUN System. We therefore maintain our recommendation.
2.1.8 Access control (IT Security)
Observation
2.1.8.1 COBIT 4.1 part DS5 provides that “the need to maintain the integrity of information
and protect IT assets requires a security management process. This process includes
establishing and maintaining IT security roles and responsibilities, policies, standards,
and procedures. Security management also includes performing security monitoring
and periodic testing and implementing corrective actions for identified security
weaknesses or incidents. Effective security management protects of all IT assets to
minimize the business impact of security vulnerabilities and incidents. It is also best
practice in IT that access passwords are change frequently”.
2.1.8.2 Furthermore, part 3 paragraph 3 of PFMU IT Policy, in part, states that “Good practice
with passwords will largely be enforced by the systems themselves. However, users
are required to comply with the following.
Passwords must be a minimum of eight characters in length and they should
either contain both alphabetic and numeric characters or be a phrase of two or
more unrelated words. They must not be generated in a way which makes
them easy to guess, for example using personal details, obvious dates or
generic text (such as “password”, PFMU).
Password change is prompted by the system every 90 days. Please do so
when requested to”.
2.1.8.3 It was observed during audit that the staff of the PFMU having access to the Sun-
System did use their passwords for the more that period required by the IT Policy.
Also, there was no reminder on the system which prompts the user for the change of
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
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password after its expiration date.
Risk
2.1.8.4 The failure to set criteria on the system to monitor and remind users to change
passwords on a regular basis could lead to unauthorized access to the Sun-System.
Recommendation
2.1.8.5 The System Administrator should abide by the provision of part 3, paragraph 3 of
PFMU IT Policy and COBIT 4.1part DS5 of for the monitoring and change of password.
Management’s Response
2.1.8.6 All users of the Sun-System database have secret passwords that conform to standard
practices. These are changed regularly and cannot be guessed as purported. Our IT
system is designed to suit our activities.
Management’s 2nd Response (July 15, 2015)
2.1.8.7 We still stand by our assertion that all ALL Users have secret passwords which are
forcefully change after ten (days). During the conduct of the audit, only your IT
personnel (Madam Yamah) requested and was provided with the System‟s access. She
only accessed (used it for a week. Even though the audit was conducted for over 90
days, those audit staff were not accessing the SunSystems and was impracticable to
confirm this assertion. See Exh 3 attached.
Auditor General’s Position
2.1.8.8 Part 3 paragraph 3 of the PFMU IT Policy states that “ALL USERS of the system shall
be prompted every ninety (90) days for change of password not within ten (10) days
as asserted by the PFMU Management”. Therefore, we maintain our recommendation.
2.2 Financial Issues
2.2.1 Authorization Date
Observation
2.2.1.1 Paragraph 1.4.5 of the International Public Sector Accounting Standards (IPSAS) Cash
Basis of Accounting states that “An entity should disclose the date when the financial
statements were authorized for issue and who gave the authorization”.
2.2.1.2 The LBPWP Initial Grant Financial Statements for the fiscal period 2012/2013 have no
disclosure in the accompanying notes on when the LBPWP Initial Grant Financial
Statements were authorized for issue.
Risk
2.2.1.3 The non-disclosure of the authorization date may result in users not knowing the cut-
off of events that were included in the compilation of the LBPWP Initial Grant financial
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statements.
Recommendation
2.2.1.4 The authorization date should be disclosed in the notes to the LBPWP Initial Grant
financial statements so that the cut-off date of events that were used during the
compilation of the financial statements is known to the users.
Management’s Response
2.2.1.5 The financial statements submitted to the Auditors were dully labeled “Labor Based
Public Work Project –Main Grant for the year ended June 30, 2013. LBPWP: Grant
Nos.. This implies that the cut off period to which the financial statements relate is
very explicit and could not therefore be confusing to the readers of the LBPWP
Financial Statement for the period under audit. This reporting format is in line and
satisfactory to the donors reporting requirements.
Management’s 2nd Response (July 15, 2015)
2.2.1.6 Unlike profit oriented entities that seek Board‟s approval for the issuance of financial
statements on specified dates, the approval of the financial statement by the Project
Coordinator at the Project Implementing Unit (PIU) and the PFMU Unit Manager (
Project Financial Management Unit) with statement of the date to which the financial
statement relates is sufficient. This financial statement is further shared with the AfDB
Task Team Leader (TTL) for clearance. Your assertion applies to Public Sector Audit,
hence no board approval is required to issue the financial statements of the project
account.
Auditor General’s Position
2.2.1.7 The Authorization date on financial statements is intended to disclose events (both
favorable and unfavorable) occurring after the reporting period and the date when the
financial statements are authorized for issue. Subsequent events could be unknown
where there was no authorization date on the financial statements. In the absence of
an Authorization Date on the Financial Statement of the LBPWP as required by the
IPSAS Cash Basis of Accounting, we maintain our recommendation.
2.2.2 Project Components
Observation
2.2.2.1 Section 5.01 of the Protocol of Agreement of the Labor Based Public Works Project
states that “ The Recipient declares its commitment to the objectives of the Project as
set forth in Annex 1 to this Agreement, and to this end shall perform its obligations in
relation thereto with due diligence and efficiency and in conformity with appropriate
administrative and financial standards and practices and shall promptly provide or
cause to be provided as needed the funds, facilities, services and other resources
required for the Project”.
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2.2.2.2 Annex 1 of the Protocol of Agreement provides that “The objective of the Project is to
improve capacities for the infrastructure maintenance and local development. The
Project comprises the following components:
Rehabilitation of Socio-Economic Infrastructure;
Capacity Development for Infrastructure Maintenance; and
Project Management”.
2.2.2.3 It was observed during the audit that the Project Financial Statements for the period
under audit revealed that the Statement of Receipts and Payments comprises four (4)
components:
Consulting Service
Works,
Operating Expenses and
Training
2.2.2.4 Contrary to the requirement of Annex 1 of the Protocol of Agreement, it was noted
that components contained in the financial statements did not mirror those in Annex 1
as required.
Risk
2.2.2.5 The failure to produce financial statements which conforms to requirement of the
Protocol of Agreement does not provide assurance that the objectives of the Grant
Agreement were met.
Recommendation
2.2.2.6 The Unit Manager of PFMU should produce financial statements which comply with
section 5.01 of the Protocol of Agreement.
Management’s Response
2.2.2.7 It is important to note that even though the components were stated as comprising of
Rehabilitation of Socio-Economic Infrastructure, Capacity Development for
Infrastructure Maintenance, and Project Management, no allocation was made to
various components. As it is impossible to monitor actual expenditure against zero
allocations to respective components, it not prudent to report base on the
components. Given that the grant amount of AU 15.24 million was clearly allocated
among the category of expenditures (Consultancy Service, Works, Operating Expenses
and Training) as per page 17 of the Grant Agreement, it was realistic to report as such
to facilitate monitoring. This reporting format was adopted in providing financial
reports to the donor from project inception to date which were considered satisfactory.
Management’s 2nd Response (July 15, 2015)
2.2.2.8 Goods, works, services are not components as being described per section 2.2.2.2 of
the Management Letter issued. As explained during the conduct of the audit, the
Project Appraisal Document (PAD) made allocation of project funds based on
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categories and not per components (even though components were mentioned in the
PAD). As it was not practicable to track cost per components, the reporting format of
this project were designed based on the PAD (categories). Hope this clarifies.
Auditor General’s Position
2.2.2.9 The Project Agreement clearly states that expenditure for the LBPWP should be made
under the three components: Rehabilitation of social-Economic Infrastructure, Capacity
Development for Infrastructure Maintenance, and Project Management. Therefore, we
maintain our recommendation.
2.2.3 Statement of Comparison of Budget VS Actual Amounts
Observation
2.2.3.1 Paragraph 1.9.8C of the IPSAS-Cash Basis of Accounting requires the disclosure by
way of notes, an explanation of material differences between the budget for which the
LBPWP management are held publicly accountable and actual amounts, unless such
explanations are included in other public documents issued in conjunction with the
financial statements, and a cross reference to those documents are made in the notes.
2.2.3.2 It was observed during the audit that there was no Statement of Comparison of
Budget and Actual Amount prepared by the project.
Risk
2.2.3.3 Failure to prepare the Comparison of Budget versus Actual Statement and reasons for
significant variances, if (any), within the LBPWP financial statements could indicate the
existence of irregularities and lack of proper budgetary control. The situation may also
impede management‟s ability to make informed financial decisions.
Recommendation
2.2.3.4 The notes to the LBPWP financial statements should include statement of Budget
versus Actual and explanations for significant variances, if (any), between the budget
and actual amounts to assist users better understand the reason for material
departures from the approved budget. Compliance with this requirement would ensure
that PFMU Management are accountable for their performance against, and
compliance with, relevant approved budget.
Management’s Response
2.2.3.5 Chapter 6 (Financial Management) and section 6.5 (Project Financial Statements) of
the AfDB disbursement Handbook requires that the Project Financial Statements
prepared by Project Managements shall include:
Statement of Receipts and Expenditures
Statement of Special Accounts
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
16 Promoting Accountability of Public Resources
Notes to the Financial Statements
2.2.3.6 With the provision of the above stated guideline, we confirm that the Financial
Statement submitted to the Audit Team are compliant with the required provisions.
(Please see copy of disbursement guideline attached- see 1.4 above)
Auditor General’s Position
2.2.3.7 The Project Terms of Reference requires the Management of the PFMU to prepare
LBPWP Financial Statements using the IPSAS Cash Basis of Accounting. The IPSAS
Cash Basis of Accounting requires the preparation of the Statement of Cash Receipts
and Payments, Statement of Comparison of Budget and Actual either as a separate
additional financial statement or as a budget column in the Statement Cash Receipts
and Payments and Accounting policies and explanatory notes. Therefore, we maintain
our recommendation.
2.2.4 Chart of Account Code
Observation
2.2.4.1 The PFMU Financial Procedure Manual section 8.5.2 states that “For the projects, the
PFMU shall design a „project-focused‟ chart of accounts that will facilitate:
reporting on receipts and expenditure of Project funds;
Monitoring of project / program activities
Provide detail or summary financial management information reports to
several levels;
Compliance with external reporting requirements;
Reporting on categories of expenditure
Budget reports”.
2.2.4.2 Furthermore, section 8.5.3 also states that “Most of the financial packages available
today have analytical tools for multiple reports from the same database of financial
data. Thus, the structure of the Chart of Accounts for the Projects will comprise two
main categories of classification of accounts: Analysis Codes and General Ledger
codes. Whilst the General Ledger codes will assist in classifying the financial
transactions under the main account types (assets, liabilities, revenue or expenditure),
the analysis codes will assist in classifying the data according to functions, activities or
objectives”.
2.2.4.3 During the audit, it was observed that the Project Focused chart of account codes did
not reflect the category of expenditure contained in the project agreement. We did not
find evidence that the payment voucher, general ledger and budget relating to the
period under audit contained the chart of account codes.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
17 Promoting Accountability of Public Resources
Risk
2.2.4.4 The failure by the Management at the PFMU to code transaction in the general ledger,
budget and payment voucher may lead to improper classification of transaction,
inadequate records and budget reports.
Recommendation
2.2.4.5 The Senior Project Accountant should institute the use of Project Focused Chart of
Account as prescribed by section 5.3.2 and 5.3.3 of the Financial Procedure Manual
Management.
2.2.4.6 The Senior Project Accountant should ensure that the Chart of Account codes
developed for the LBPWP is distributed to the Assistant Project Accountant and the
Senior Assistant Internal Auditor assigned to the Project.
Management’s Response
2.2.4.7 PFMU currently manages over eighty projects for which LBPWP is a part. During the
Audit, a comprehensive Chart of Accounts presented in the TRIAL BALANCE and the
General Ledger were presented to the audit team. The Charts of Accounts which
contain expenditure code for each transaction form the basis of generating our reports.
Our reports have been consistent with the project grant agreement and acceptable to
the donors. It would never have been possible to generate these reports from the
system without Chart of Accounts (see Chart of Accounts attached which is Labor
Based Project focused with relevant analysis codes)
Auditor General’s Position
2.2.4.8 We received several documents including budget reports, general ledgers and payment
vouchers as well as payment request. Review of the documents show that no Project
Focused Chart of Account codes were quoted on them. In the absence of coding and
classifying transactions using the Project Focused Chart of Account Code as required
by section 5.3.2 and 5.3.3 of the Financial Procedure Manual Management, we
maintain our recommendation.
2.2.5 Financial ledger
Observation
2.2.5.1 Section 8.1.1(f) of the PFMU‟s Financial Procedure Manual in part states that “The
PFMU has installed Sun Financial Management Software to record the financial
transactions of the Projects / Programs. The Ledger accounting and fixed assets
module have facilities for maintaining cash transactions, creditors and debtors records,
general ledger, and fixed assets register. The software must be updated with the
Projects‟ financial transactions on daily basis to ensure that all Project financial
transactions are promptly recorded. Database of the financial transactions shall be
maintained separately for each Project. Thus, the accounting records at the PFMU
should include:
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
18 Promoting Accountability of Public Resources
(f) General Ledger in the software containing separate accounts for major
expenditure items under each of the categories in the Grant Agreements. A
Trial Balance report will be generated monthly”.
2.2.5.2 Annex 1 of the Protocol of Agreement provides that “The objective of the Project is to
improve capacities for the infrastructure maintenance and local development.
The Project comprises the following components:
Rehabilitation of Socio-Economic Infrastructure;
Capacity Development for Infrastructure Maintenance; and
Project Management”.
2.2.5.3 An examination of general ledgers accounts for the period under audit revealed that
categories of expenditure of the general ledger submitted by the PFMU did not match
categories of expenditure prescribed in the Grant Agreement. The general ledgers
used in the preparation of the financial statements contained the names of individual
and vendor to whom expenditure were made.
Risk
2.2.5.4 The preparation of general ledger for the LBPWP financial transactions which did not
match major categories of expenditure under the Grant Agreement may lead to
improper disclosure of financial information. The situation may not provide assurance
to the stakeholders that the project objective is being met.
Recommendation
2.2.5.5 The PFMU Management should subscribe to the provision of section 8.1.1 (f) for the
preparation of general ledger accounts.
Management’s Response
2.2.5.6 The general ledgers submitted to the audit team truly reflects the categories of
expenditure as enshrined in the page 17 project grant agreement (Please see copy of
TRIAL BALANCE attached which contains).
Auditor General’s Position
2.2.5.7 We reviewed the trail balance and general ledger submitted by the Management of
PFMU and noted that it did not reflect the three major components of the LBPWP.
Therefore, we maintain our recommendation.
2.2.6 Annual Statement of Expenditure
Observation
2.2.6.1 Section 8.2.1 of the PFMU Financial Procedure Manual states that “at the end of every
month and quarter, the following statements and schedules will be prepared for each
Project / Program:
Cash Flow Statements or Summary of Sources and Uses of Funds
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
19 Promoting Accountability of Public Resources
Uses of funds by Project component and activity within component
Funds Disbursement Status
Commitment Schedule
Designated Account Reconciliation Statement
Withdrawal Application Schedule”.
2.2.6.2 Additionally, section 8.2.2 of the Financial Procedure Manual states that “at the end of
the fiscal year, similar statement as shown for quarterly reports will be prepared. In
addition the following schedules and statements will be prepared for annual accounts:
Schedule of advances,
Schedule of cash and bank balances,
Schedule of funds received from IDA / AfDB / Education Pooled Fund,
Schedule of fixed assets; and
Statement of expenditure and financing”.
2.2.6.3 The audit team found no evidence that the PFMU Management prepared Annual
Statement of Expenditure for the fiscal period under audit. The Management at PFMU
and PIU at MPW in an interview stated that the reporting framework under the Labor
Based project did not require the preparation of Annual Statement of Expenditure.
Risk
2.2.6.4 Failure to prepare the Annual Statement of Expenditure for the period under audit may
not provide assurance that expenditure incurred were in line with the components
prescribed by the Project Agreement.
Recommendation
2.2.6.5 The Management at the PFMU and PIU at the MPW should subscribe to sections 8.2.1
and 8.2.2 of the Financial Procedure Manual in the preparation of Annual Statement of
Expenditure.
Management’s Response
2.2.6.6 Chapter 6 (Financial Management) and section 6.5 (Project Financial Statements) of
the AfDB disbursement Handbook requires that the Project Financial Statements
prepared by Project Managements shall include:
Statement of Receipts and Expenditures
Statement of Special Accounts
Notes to the Financial Statements
2.2.6.7 With the provision of the above stated guideline, we confirm that the Financial
Statements submitted to the Audit Team are compliant with the required provisions
(see attached –same document as 1.4 above).
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
20 Promoting Accountability of Public Resources
Auditor General’s Position
2.2.6.8 The PFMU Financial Procedure Manual states that in addition to the above mentioned
statements the PFMU should also prepare Statement of Expenditure and Financing for
all projects including LBPWP. Furthermore, the engagement Term of Reference clearly
states that the PFMU is responsible for the preparation of the Statement of
Expenditure for the LBPWP. Therefore, we maintain our recommendation.
2.3 Internal Control Issues
2.3.1 Third Party Payment
Observation
2.3.1.1 Section 6.4.1 of the PFMU Financial Procedures Manual states that “All payment
vouchers and Checks shall be written in the name of the beneficiary that appears on
the supporting documents”.
2.3.1.2 We noted during the audit that two (2) third party payments were made through the
PIU‟s staff; Mr. Sekou Kamara amounting US$ 1,855.00 for various expense for the
PIU office and to Alex N. Delaw Smith, VP for Administration of the Barack Young
Controller Football Club, for Vehicle registration. See Table below:
Table II: Third Party Payments
Date Payment Description Voucher No. Amount
In US$
01/05/2013 Payment to Sekou Kamara for communication,
sundry and stationery expenses
2013/02
1,425.00
18/06/2013 Payment to Alex Smith for vehicle registration 2013/021 430.00
1,855.00
Risk
2.3.1.3 The third party payments through staff of PIU instead of the actual payee as reflected
in supporting document could provide an opportunity for misappropriation.
Recommendation
2.3.1.4 The Management of PFMU should ensure full compliance with the requirements of
Section 6.4.1 of the PFMU Financial Procedures Manual effecting payments.
Management’s Response
2.3.1.5 Audit Recommendation noted
Management’s 2nd Response (July 15, 2015)
2.3.1.6 PFMU provided documentation on these payments to the team in question but we are
very much surprise to see them appearing as unresolved. Payment to Sekou Kamara
(the Labor Based Office and Administrative Assistant) was for various miscellaneous
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
21 Promoting Accountability of Public Resources
items for which all supporting receipts were attached (Please see attached the same
which you reviewed and accepted as satisfactory (see Exh 2a).
2.3.1.7 Also Alex N. Delaw is an employee of the Ministry of Transport and was contacted by
the project to expedite the registration of the Project vehicle which he fully accounted
for the entire amount in question. He presented two ID cards to receive this payment
but GAC only pick up the Barrack Young Controller VP ID as exhibit and not the the
Ministry of Transport ID (which were photocopied on the same page). See Exh 2b
attached
Auditor General’s Position
2.3.1.8 You accepted our recommendation on this issue in your first response dated April 8,
2015. Please note that payments for vehicle registration, communication, sundry and
stationery expenses to individuals other than the vendors are clearly third party
payments that do not support Section 6.4.1 of the PFMU Financial Procedures Manual.
Therefore, we maintain our recommendation.
2.3.2 Fixed Asset/Other Registers
Observation
2.3.2.1 Section 8.2.3 of the PFMU Financial Procedure Manual states that “at the implementing
units or agencies the following books shall be kept:
Petty Cash or Operating Funds books and vouchers;
Contracts Register which should be updated with contracts entered into,
consultants‟ certificates, and progress payments made by the PFMU.
Procurement and Order processing records tracking the stages of approval and
authorizations in procurement and entering into commitments.
Fixed Assets Register for the Implementing unit”.
2.3.2.2 Section 9.4.2 of the PFMU Financial Procedure Manual also stipulates that “for
maintenance of Fixed Assets Register
A FAR shall be maintained for recording all fixed assets procured or
constructed from each project / program fund or donated by any other body.
The register shall contain detailed information concerning each asset as
contained in the sample FAR.
The assets shall be code-numbered for proper identification as to categories
and location.
The assets register shall be designed to accommodate the additions and
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
22 Promoting Accountability of Public Resources
disposals of asset entries and update.
A summary of fixed assets shall be extracted from the FAR and form part of
the project management report and financial statements.
All movable fixed assets such as vehicles will carry the imprint of the project
name”.
2.3.2.3 Furthermore, section 9.4.3 of the Financial Procedure Manual stipulates that “for
Maintenance of Fixed Asset Register
The Assistant Project Accountant (APA) shall scrutinize the PV files and extract
details relating to the purchase or acquisition of assets.
The invoiced value of the fixed asset item shall be compared with the contract
documents to ensure that they are in accordance there with.
Cost associated with fixed assets shall be collated using a worksheet
Where joint costs are incurred, the APA shall apportion them to the specific
assets acquired. Such costs are: transit insurance, clearing agent cost etc.
The APA shall obtain the distribution or location list of the assets from the
store records.
He / she shall review the total cost of the assets and ensure that appropriate
entries are made in the Fixed Asset Register. The worksheet shall be
maintained in a separate file (Fixed Asset File)”.
2.3.2.4 Contrary to the above, an analysis of Fixed Asset Register revealed the followings:
There exist no evidence that the fixed assets procured under the two (2)
projects (Labor Based Public Works Project-Initial and Supplementary Grants)
were delineated.
There exist no evidence that extract of the Fixed Asset Register for part of the
financial statement of the projects.
There exist no evidence that the Fixed Asset Register had been reviewed by
the Project Accountant.
Verification exercise shows no evidence that assets amounting to US$
217,905.00 recorded in the FAR had Serial Numbers. See table below.
Fixed assets amounting to US$ 3,275.00 were not found during verification.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
23 Promoting Accountability of Public Resources
The verification exercise also revealed that assets procured under the project
were found to be distributed to staff, however, fixed asset amounting to US$
2,800.00 were not coded. See Tables Below
Table IV: Assets without serial number
NO. DATE DESCRIPTION Amount In US$ SERIAL NO.
1. 06/02/2014 2 Toshiba satellite P50- ABT3N22
laptop intel i5 core processor 2,600.00
N/A
2. 06/02/2014 1 Toshiba NPR1520 i3 core processor 1,300.00 N/A
3. 06/02/2014 1 dell 23ostro desktop i5 core
processor 1,050.00
N/A
4. 04/07/2013 1 Toyota Land Cruiser 51,291.00 N/A
5. 04/07/2013 1 Toyota Land Cruiser 51,291.00 N/A
6. 09/04/2014 1 Toyota Land Cruiser 51,291.00 N/A
7. 09/04/2014 1 Toyota Prado 57,282.00 N/A
8. 11/07/2013 2 Tiger Generator 500.00 N/A
9. 03/02/2014 1 generator ( KAMA 5KVA ) 1,300.00 N/A
Total 217,905.00
Table V: Assets not found
NO. DATE DESCRIPTION Amount In US$
1. 11/07/2013 2 Tiger Generator 500.00
2. 11/07/2013 2 Dell Inspiron 15 R Laptop 1,800.00
3. 11/07/2013 2 Canon Printer 750.00
4. 31/10/2013 1 Camera 225.00
Total 3,275.00
Table VI: Assets not coded
NO. DATE DESCRIPTION Amount In US$ CODE
1. 20/06/2013 1 Lockable glass
cabinet 525.00
N/A
2. 31/10/2013 1 Lenova Laptop 1,060.00 N/A
3. 31/10/2013 1 Camera 225.00 N/A
4. 06/02/2014 2 Ubiquiti
Pickostation 240.00
N/A
5. 06/02/2014 3 miktrotik SXT 5
HN 750.00
N/A
Total 2,800.00
2.3.2.5 Section 4.5.11 of the appraisal report of the Labor Based Public Works Project provides
that ten (10) set of labor based equipment comprising of 10 trailers, 10 pedestrian
rollers, 10 tractors and 12 tow graders be deliver by ILO to the Ministry of Public
Works. The PIU at the Ministry of Public Works presented the audit team a list of 10
pedestrian rollers, 5 tractors and 5 trailers leased out to contractors, however, the
audit team could not obtain any evidence that said assets were recorded in the Fixed
Asset Register. See table below
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
24 Promoting Accountability of Public Resources
Table VII: Leased Equipment
Contractor Equipment
Description Serial No. QTY
Contract No, Road &
Location Duration Cost
Wonder
Incorporated
Roller
Compactor
Serial No.
110161204037
3 LBPWP 008
1 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 1
Maryland County,
Boniken and Happer
Fishtown Road
( 2 Mths) April 16,
2014 to June 16,
2014
N/A
Salinco
Incorporated
Roller
Compactor
Agriculture
Tractor
Agriculture
trailer
Serial No.
110161204037
3 LBPWP 007
Serial No
31202173
LBPWP 007
N/A
3 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 1B
( 2 mths ) April
16, 2014 to June
16, 2014
N/A
EADECON
Liberia
Incorporated
Roller
compactor
Serial No
110161204037
9 LBPWP 007
1 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 1B
April 10, 2014 to
May 10 ,2014
N/A
Ma Mary &
Son
Construction
Company
Roller
Compactor
Serial No
110161204037
1 LBPWP 006
1 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 4B
April 10, 2014 to
May 10, 2014
N/A
WARNDEH
Inv estment
Corporation
Roller
compactor
Serial No
110161204037
9 LBPWP 001
1 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 1A
April 10 ,2014 to
June 10, 2014
N/A
Graceval
Construction
and
Associates
Incorporation
Roller
Compactor
Agriculture
Trailer
Agriculture
Tractor
Serial No
110161204037
9 LBPWP 001
Serial No
31202173
LBPWP 001
3 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 2A
(2 mths ) April 10,
2014 to June 10,
2014
N/A
Sustainable
Agriculture
Program for
Liberia
Roller
Compactor
Agriculture
Trailer
Agriculture
Tractor
Serial No
110161204037
3 LBPWP 001
3 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 4A Geeken
River Gee County
April 23,2014 to
May 23, 2014
N/A
Liberia peace
&
Development
Initiative
Roller
Compactor
Agriculture
Serial No
110161204037
8
3 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 2A
April 23, 2014 to
May 23, 2014
N/A
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
25 Promoting Accountability of Public Resources
Contractor Equipment
Description Serial No. QTY
Contract No, Road &
Location Duration Cost
Trailer
Agriculture
Tractor
St Umah
International
services
company
(SUISCO )
Roller
Compactor
Agriculture
trailer
Agriculture
Tractor
Serial No
110161204037
9 LBPWP 004
3 MPW/ADB/ADF/LBPWP/
RRLBM/LOT 3B
April 16, 2014 to
May 16, 2014
N/A
TECURD Roller
Compactor
1 N/A N/A N/A
Risk
2.3.2.6 Failure to properly maintain a Fixed Asset Register (FAR) may lead to the following:
Inconsistent procedures for fixed asset accounting, management, control and
accountability
No assurance that the PIU Management had adequately minimized risk to
asset through internal controls
No assurance for proper financial accounting and reporting in accordance with
the PFMU Financial Procedure Manual
Assets may be subservient to thief
2.3.2.7 Failure by the Assistant Project Accountant to review the accounting and maintenance
of the FAR may lead to:
The asset register may not be updated regularly.
Assets acquisition may not be recorded.
Fixed assets may be under or overstated.
Recommendation
2.3.2.8 The Head of the PFMU and the LBPWP Project Coordinator should ensure that the
PFMU Assistant Project Accountant (APA) and the responsible fixed assets clerk at the
project office adhere to the dictates of sections 8.2.3, 9.4.2 and 9.4.3 of the Financial
Procedure Manual in the accounting for fixed assets and the maintenance of the Fixed
Assets Register.
2.3.2.9 The PFMU Assistant Project Accountant and the responsible fixed assets clerk at the
project office must update the FAR to reflect the current balance of fixed assets of the
project.
Management letter on the Labor Based Public Works Project (LBPWP) Initial Grant Financial Statement for the fiscal Period 2012/2013
26 Promoting Accountability of Public Resources
2.3.2.10 The Senior Project Accountant should ensure that an extract of the fixed asset register
is attached to the annual financial statement of the project.
2.3.2.11 The APA should regularly review the FAR monthly or quarterly, which is more
convenient. The APA along with the fixed assets clerk should sign a hard copy of the
register printed on a ledger paper type.
2.3.2.12 The Senior Assistant Internal Auditor should investigate reason why assets recorded in
the Fixed Assets Register were not found.
Management’s Response
2.3.2.13 Over the period, PFMU has ensured that Fixed Assets Register are maintained for
every project. Please see attached the Fixed Assets Register.
Management’s 2nd Response (July 15, 2015)
2.3.2.14 PFMU regularly carries out its review of Fixed Assets for each and every project as per
the Financial Procedures Manual. All Quarterly IFRs prepared for all Projects have Fixed
Assets per register. The Assets as mentioned not found are all still with the Project and
available for review. These Assets have already been turned over to the Ministry of
Public Works as agreed in the project document.
2.3.2.15 Also, PFMU will work with the Ministry of Public Works to ensure that all the assets
mentioned above are properly coded.
Auditor General’s Position
2.3.2.16 The physical verification exercise conducted by the GAC on October 9, 2015 revealed
that none of the assets mentioned above were coded. In the absence of assets being
coded by the project, it becomes challenging to prove ownership.
2.3.2.17 Also, the issue raised by the GAC was not the lack of a fixed asset register, but rather
deficiencies noted from the review of the fixed asset register in line with the PFMU
Financial Procedure Manual. Therefore, we maintain our recommendations.
APPRECIATION
2.3.2.18 We would like to express our appreciation for the courtesy accorded and assistance
rendered by the staff of the PIU at the MPW and PFMU during the audit.