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ASSETS MANAGEMENT

POLICIES AND PROCEDURES MANUAL.


KWS/ADM/001
JANUARY 2010.
DOCUMENT CONTROL

Document Title: ASSETS MANAGEMENT POLICIES AND PROCEDURES MANUAL.

Reference No.: KWS/ADM/001

Issue No. 1

Issued By:

Revision No. 0

Date of Issue: 2 / JANUARY / 2010.

Author: JOHN MUGENDI.

Distribution List: 1) KWS EXECUTIVE COMMITTEE.


2) DEPUTY DIRECTOR FINANCE & ADMN.
3) HEAD OF ADMINISTRATION.
4) ASSETS MANAGER.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 2


TABLE OF CONTENTS
1 INTRODUCTION.......................................................................................................................5
1.1 SCOPE OF THE MANUAL ........................................................................................................5
1.2 USE OF THE MANUAL............................................................................................................5
1.3 MAINTENANCE OF THE MANUAL ..............................................................................................6
2 FIXED ASSETS POLICY..........................................................................................................7
2.1 FIXED ASSETS POLICY..........................................................................................................7
2.2 RESPONSIBILITY CHART ........................................................................................................8
2.3 PROCUREMENT....................................................................................................................9
2.4 RECEIPT OF ASSETS.............................................................................................................9
2.5 MAINTENANCE OF FIXED ASSETS.............................................................................................9
2.5.1 Records of Fixed Assets
...................................................................................................................................10
2.6 DEPRECIATION RATES.........................................................................................................10
2.7 CAPITALISATION AND CAPITAL EXPENDITURE..............................................................................12
2.8 SCRAP VALUE...................................................................................................................13
2.9 DISPOSALS.......................................................................................................................13
2.10 WRITING-OFF OF FIXED ASSETS............................................................................................14
2.11 REVALUATION OF FIXED ASSETS .........................................................................................14
2.12 ACCOUNTING FOR CAPITAL WORKS IN PROGRESS (WIP)..........................................................14
2.13 DONATIONS.....................................................................................................................14
2.14 VERIFICATION OF ASSETS...................................................................................................15
2.14.1 Processing Journals into Sun
...................................................................................................................................15
2.14.2 Introduction......................................................................................................15
3 SYSTEM OVERVIEW.............................................................................................................17
3.1 GENERAL OVERVIEW...........................................................................................................17
4 SYSTEM ADMINISTRATION..................................................................................................18
4.1 INTRODUCTION...................................................................................................................18
5 BACKUP AND RESTORATION.............................................................................................19
5.1 INTRODUCTION...................................................................................................................19
5.2 BACKUP AND RESTORATION..................................................................................................19
6 APPENDIXES.........................................................................................................................20
6.1 APPENDIX A: ASSETS PROCESS FLOW..................................................................20
6.1.1 Incorporating Acquisitions..................................................................................20
6.1.2 Incorporating Asset Transfers............................................................................21
6.1.3 Incorporating Asset Disposal.............................................................................22
.................................................................................................................................22
6.1.5 Fixed Assets Processing Cycle.........................................................................23
6.2 APPENDIX B: ASSET ACQUSITION SHEET..............................................................24
6.3 APPENDIX C: ASSETS TRANSFER/MOVEMENT SHEET.........................................25
6.4 APPENDIX D: ASSETS MAINTENANCE FORM.........................................................26
6.5 APPENDIX E: ASSET DISPOSAL – REQUEST FOR DISPOSAL...............................27
6.6 APPENDIX F: ASSET DONATION FORM (GENERAL)...............................................28
6.7 APPENDIX G: MONTH-END CHECK LIST..................................................................29
6.7.1 Purchases..........................................................................................................29
6.7.2 Disposals...........................................................................................................29

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 3


6.7.3 Transfers...........................................................................................................30
6.7.4 Back-up procedure............................................................................................30
6.7.5 Depreciation Run...............................................................................................30
6.7.6 Restoration of Data............................................................................................30
6.8 APPENDIX H: RECORD OF DATA RESTORATION FORM........................................32
6.9 APPENDIX I: CAPITAL EXPENDITURE APPROVAL REQUEST FORM....................33

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 4


1 Introduction
1.1 Scope of the Manual

This manual describes the policies and procedures to be followed and the
documentation to be used for the management of Kenya Wildlife Service (KWS) fixed
assets. It covers the fixed assets policy, data preparation, data input, processing,
control and the distribution of reports.

The purpose of this manual is to guide in the management of assets and to provide a
training resource and reference document to KWS management, users and auditors.

The procedures have the following objectives:

• To guide in the management of fixed assets.

• To control the completeness and accuracy of data posted from source


documents to the computerized fixed assets register.

• To provide accurate, reliable and timely reports to enable KWS management to


monitor the status of it's fixed assets.
• To detail the operational and administrative procedures for the inputs,
processing and distribution of output data.
• To ensure security of data and documents in the computer system.

• To ensure correct acquisition, disposal and depreciation procedures are used.

This procedures manual is divided into the following main sections.

1. Introduction

2. Fixed Assets Policy


3. System overview
4. Key Controls
5. System Administration
6. Back-up and Restoration

7. Appendixes

1.2 Use of the Manual

The manual has been written for use as follows;

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 5


• As a means of reference for KWS management, supervisors, finance staff and
auditors. The manual should also be used as a basis for training staff and
ensuring that appropriate controls are in place.

• As a clearly defined list of tasks to be carried out by each individual.

• As a time-table for processing fixed asset transactions and producing reports.

• As a guide to be used in processing transactions.

1.3 Maintenance of the Manual

Maintenance of the manual is the responsibility of the fixed assets manager who must
ensure that:

• The manual is kept up to date and that it continues to set out the procedures
that must be followed in the management of the fixed assets.

• Sufficient copies of the manual are made available.

• Amendments to the manual are properly authorized and controlled.

From time to time, it may be necessary to amend the manual.

• The fixed assets manager shall maintain a record of the versions of the
manuals, approved amendments and ensure appropriate communication to the
relevant persons of such amendments.

• S/he should also ensure that such changes have been effected appropriately.

• Each amendment to the procedures manual should be given a unique number


and date.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 6


2 Fixed Assets Policy
2.1 Fixed Assets Policy

The Fixed Assets Policy is based on generally accepted accounting practices and
International Financial Reporting Standards.

The policy takes cognizance of the nature of business that KWS is involved in and
therefore the inherent assets.

An asset (s) in this context is defined as:

Resources controlled by KWS as a result of past events and from which future
economic benefits or service potential are expected to flow to the entity.

The fixed assets policy covers the following;

1. The responsibility chart

2. Summary of responsibilities

3. Procurement of fixed assets

4. Receipt of assets

5. Maintenance of fixed assets

6. Fixed assets records to be maintained

7. Applicable depreciation rates applicable on different asset classes

8. Capitalisation

9. Scrap value

10. Disposals

11. Write off of fixed assets


12. Revaluation of fixed assets

13. Accounting for work in progress


14. Donations

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 7


15. Verification of assets
16. Processing of journals.

2.2 Responsibility Chart

The responsibility chart below identifies positions or job titles of users who operate or
provide oversight and transaction inputs to the fixed assets management system and
defines their reporting relationships.

BOARD OF
TRUSTEES.

DIRECTOR

DEPUTY DIRECTOR DEPUTY DIRECTOR


CORPORATE FINANCE &
SUPPORT SERVICES ADMINISTRATION

INFORMATION &
COMMUNICATON HEAD SUPPLIES
TECHNOLOGY CHAIN
MANAGER. MANAGEMENT

FINANCIAL
CONTROLLER

SENIOR
ACCOUNTANT

ASSETS
MANAGER

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 8


Notes to the Responsibility Chart:

The above is a representation of the flow of information and is not a representation of


KWS organization structure.

Senior accountant in the manual refers to the senior accountant in charge of fixed
assets.

It is the responsibility of the Deputy Director Finance & Administration to

ensure that KWS desired reporting time-table is adhered to.

2.3 Procurement

Fixed assets shall be procured through the procurement and supplies department who
shall ensure that proper documentation, procedures and authorizations are observed.
The procurement of fixed assets shall be governed by fundamental principles:

2.4 Receipt of Assets

• All assets received will be labeled/ tagged as per asset labeling procedures by
a staff member thereby assigned the duties by the fixed assets manager in parks
and stations. The stores at the headquarters shall notify the fixed assets manager,
directly, of assets received to facilitate the tagging of assets received.

• Details of tagged assets will be forwarded immediately after tagging for


updating into BAUD Fixed Assets Management System.

2.5 Maintenance of Fixed Assets

• Due care and diligence shall be exercised in the handling of the fixed assets.

• All serviceable fixed assets shall be subject to documented regular and


routine/planned maintenance and service by the relevant department.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 9


• Proper records shall be maintained by the Airwing, Administration,
Infrastructure, Development & Management department to show the frequency of
the maintenance service accorded to each fixed asset. Parks/stations with marine
equipment shall maintain similar records.

• Maintenance and service contracts shall be entered into, where the company
lacks the expertise internally, with reputable firms for the service of its fixed assets.

• A program that regularly monitors and demonstrates calibration and function of


equipment shall be established. There shall also be a record of programmed
preventive maintenance for all equipment. Appendix D provides a sample of the
details to be maintained.

2.5.1 Records of Fixed Assets

BAUD will be the software that will be used at KWS for management of fixed assets.

• The fixed assets register shall be maintained in the system.


• Each asset in the register should have a unique identification number
identified through a bar code label with the exception of assets that cannot be
tagged which shall also have a unique identification number. All physical assets
shall have the identification number (Bar Code) fixed on them and this should be
the same number contained in the fixed assets register.
• The register should be updated daily and reports produced monthly to
give a complete and accurate record of fixed assets purchased, disposed and
transferred thereof in any way.

2.6 Depreciation Rates

KWS shall adopt the straight line method of depreciation. The assets shall be
depreciated to a residual value of 5% of the purchase price/cost. Depreciation charge
shall be computed monthly from the date of acquisition of an asset.

Depreciation rates for various classes are as follows:

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 10


CLASS NO. CLASS OF ASSET YRS RATE - % DEPRECIATION METHOD
1002 BUILDINGS – NON-RESIDENTIAL 50 2 STRAIGHT LINE
1003 BUILDINGS – RESIDENTIAL 50 2 STRAIGHT LINE
1004 PLANT & MACHINERY 10 10 STRAIGHT LINE
1005 MOTOR VEHICLES & TRACTORS 5 20 STRAIGHT LINE
1006 WILDLIFE PROTECTION EQUIP. 10 10 STRAIGHT LINE
1007 CAMPING & TENTED EQUIPMENT 10 10 STRAIGHT LINE
1008 BOATS AND BOAT ENGINES 10 10 STRAIGHT LINE
1009 AIRCRAFT 14 7.5 STRAIGHT LINE
1010 COMPUTER HARDWARE 5 20 STRAIGHT LINE
1012 FURNITURE 10 10 STRAIGHT LINE
1013 ROADS, BRIDGES, FERRIES & JETTIES - - -
1014 WATER SUPPLIES 10 10 STRAIGHT LINE
1016 GAME PROOF DEF./FENCES 10 10 STRAIGHT LINE
1017 TOOLS & FARM IMPLIMENTS 10 10 STRAIGHT LINE
1019 OFFICE EQUIPMENT 10 10 STRAIGHT LINE
1021 SCIENTIFIC & AUDIO VISUAL EQ. 10 10 STRAIGHT LINE
1022 TELECOMMUNICATIONS EQUIPMENT 10 10 STRAIGHT LINE
1023 WORKSHOP EQUIPMENT 10 10 STRAIGHT LINE
1024 HOUSEHOLD EQUIPMENT 10 10 STRAIGHT LINE

Notes to the above:

• Buildings constitute residential and non – residential property.

• Plant & Machinery constitute generators, air compressors, fuel pumps, boilers, bull
dozers, graders, loaders, lawn mowers, gyro mower, cranes, rollers vibrators and
shovel.

• Motor Vehicles & Tractors constitute, motor cycles, trailers, tractors and cars.

• Wildlife Protection Equipment constitutes tank divers, firearms, trap predators and
night vision.

• Camping & Tented Equipment constitute camping tents.

• Boats and boat engines constitute boats and their respective engines.

• Aircraft constitute aircrafts and helicopters.

• Computer Hardware constitutes central processing units, computer monitors, zip


drive, routers, switches, modems, laptops, servers, printers and uninterrupted
power supply units.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 11


• Furniture constitutes chairs, tables, desks, shelves, cupboards, cabinets, couch,
artworks, antiques, beds, benches, bookshelves, stools, trays and trolleys.

• Road, bridges and airstrips are not depreciated because adequate maintenance is
carried out to ensure the assets maintain their value.

• Water Supplies constitute water tanks, pumps and swimming pool filters.

• Game Proof Def. /Fences constitute energizers, monitor voltage electric fence and
shockstop control unit.

• Tools & Farm implements constitute wheel barrows, ladders and pump knapsack
spray.

• Office Equipment constitutes typewriters, cameras, water dispensers, fans,


photocopiers, projectors, terminal point of sale, calculators, fax machines, air
conditioners, fire extinguishers, battery chargers and hose reels.

• Scientific and audio visual equipment constitutes amplifiers, binoculars, solar


charge controller, GPS, microscope, rain gauge, scale weighing, solar panel,
speakers, DVD players , televisions and VCR’s,

• Telecommunication equipment constitutes telephone, PABX, radios, aerials,


masts, decoders, satellite dish, invertors, duplexers and power supply units.

• Workshop equipment constitutes bench vice, wheel balancers, tool box, chain
blocks, clumps, grease gun, grease bucket, jack hydraulic, drilling machines,
machine oscilloscope and wrench’s.

• Household equipment constitutes fridges, cookers, freezers, micro waves, toaster,


vacuum cleaner, tea urns and oven.

The above explanations of the asset classes are not exhaustive and act as a guide for
assets classification.

2.7 Capitalisation and Capital expenditure.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 12


Asset with a value of less than Ksh. 10,000 shall not be capitalized. However, the
senior accountant and fixed assets manager shall use discretion in capitalisation of
some assets in cases where an assets value is below Ksh. 10,000.

Expenditure incurred in respect of the purchase of assets having a useful life in excess
of three years shall be capitalized. These assets should be capable of being separately
identified and tagged.

Costs to be capitalized include:

• Purchase price is the actual price of the asset plus expenses incidental to its
acquisition.
• Labor costs of own employees arising from construction for example site
workers, in house surveyors/architects.

• Stamp duty, import duties and non refundable taxes.


• Installation cost
• Delivery costs
• Professional fees

A capital expenditure approval form, as per appendix I, will be raised by the


station/park for capital expenditures which are included in capital budgets. This will be
for control and accounting purposes only.

2.8 Scrap Value

Each fixed asset lasting for the full estimated economic working life shall be considered
to have a scrap value of 5% of the historical cost.

2.9 Disposals

Any disposal of assets must be conducted in a manner that achieves the best return.

• Fixed assets shall be considered for disposal due to the following reasons.

 When it is uneconomical to repair the asset. Repair costs exceeding 40%


of the net book value will be considered as uneconomical or if the repair
cost is higher than the return value after repair.
 The asset is broken down and beyond repair.
 The asset is seen as technologically or commercially obsolete.
 The asset has been condemned or decommissioned for whatever reason.

• The fixed assets manager shall compare the assets authorized for disposal and
the assets disposed. In case of discrepancy s/he shall notify the same to the
director’s office. BAUD will thereafter be update with the disposals.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 13


• The Public Procurement user’s guide, Public Procurement and Disposal Act
2005 and the Public Procurement and Disposal Regulations 2006 shall be used as
a guide and reference for the forms to be filled by the disposal committee.
2.10 Writing-off of fixed assets

Damaged assets shall be removed from the fixed assets register. The carrying value of
the asset, at the date of damage/destruction, is then netted against the insurance
proceeds, with the resulting gain or loss going to the income and expenditure account.
The new asset replacing the damaged asset is capitalized at cost.

2.11 Revaluation of Fixed Assets

The management may at the discretion of the Deputy Director Finance &
Administration recommend for a professional revaluation of the assets after every four
(4) years or any other reasonable period deemed necessary. The revaluation
recommendation shall be forwarded to the Director.

The Board of Trustees shall appraise the need of a revaluation of assets through a
report tabled before them by the Director.

2.12 Accounting for Capital Works in Progress (WIP)

All costs/payments made towards construction works, by sub-contractors, will be


updated in Sun System through a capital work in progress account. At the completion
of the project, all amounts in the capital work in progress account will be summed up
and the amount shall be used as the value of the new asset to be created in BAUD.

The projects will be undertaken if;

• KWS has the technical capacity,


• The project is urgent and the tendering process will substantially make time
consuming delays.
• The project is relatively small and the tendering process will substantially
increase project costs.

2.13 Donations

Asset donations may be received from individuals, corporate entities, non-


governmental organizations, donor agencies or the government. Recipients of
donations shall notify the resource mobilization office and fixed assets manager in
writing of assets donated. The stores will ensure the assets received are in safe
custody, if received through the stores and their use is to be deferred to a later date.
Communication shall be made to the resource mobilization office upon dispatch of the
assets.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 14


The recipient of the donation will liaise with the donor for the documents of title and any
supporting documentation for the assets donated. Incase the recipient fails, the fixed
asset manager will ensure that the same together with any other information regarding
the asset is availed. Values of assets shall be obtained after comparing prices of
similar assets recently purchased, if the value of assets is not obtained from the
donors. The same shall apply in case a donor gives a lump sum figure for a batch of
asset that was donated and whose value is over or understated. On receipt of the
assets, they should be tagged and updated in the register. Details of the asset to be
captured appear as per appendix F.

KWS shall only engage a valuation firm, in valuing of an asset (s), if the experience and
expertise of the professionals employed by KWS cannot establish the value of an asset
related to their field of expertise. If valuation is undertaken, they shall be updated in the
system in the month of valuation.

2.14 Verification of Assets

Regular verification of assets will be coordinated by the fixed assets manager. This
shall be aimed at ensuring all assets are tagged as per the laid down procedures.
The internal audit department will incorporate the verification of fixed assets in their
audit program. An internal auditor will request the fixed assets manager for an asset
listing for the sites to be visited prior to the visit. The auditor will verify that the assets in
a location are as per the asset listing and explanations sought in cases of discrepancy.
The internal audit department shall advice on any weaknesses in the management of
fixed assets if any is noted in the course of the verification exercise.

A country wide independent verification exercise of assets owned by KWS shall be


undertaken after every two years.

The exercise shall be aimed at establishing;


• Existence of assets: attained through verification of asset tag numbers to the
register. This shall ensure KWS has an up to date fixed assets register.

• Ownership of asset: attained through verifying that assets disposed are not in
the system and documents of title are with the respective parks or stations.

• Disposal, write-offs, and idle assets: Disposals shall be identified as per the
procedure 2.11. Write-offs, in additions to some disposals shall be identified
after interviews with the asset users or technical departments. Idle assets
shall be identified through physical verification in the various locations.

2.14.1 Processing Journals into Sun

2.14.2 Introduction

BAUD system accepts data entry in the interactive mode or on-line entry where
transactions are entered one at a time from a workstation using the user interface. This

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 15


section of the manual describes the procedures that should be followed when
processing transactions to be posted into Sun System.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 16


3 System Overview
3.1 General Overview

This section gives an overview of BAUD fixed assets system and sets out its main
functions.

The main objectives of BAUD system are:

• To maintain records of KWS fixed assets as stipulated in paragraph 2.6.

• To record details of all acquisitions, transfers, revaluations and disposals of


assets.

• To calculate depreciation on individual assets or categories of assets according


to KWS depreciation policy.

• To provide management with required reports which include monthly reports,


year end reports and any other reports as are available in the system.

• To facilitate future asset counts/verifications undertaken by KWS.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 17


4 System Administration
4.1 Introduction

This section of the manual describes the hardware and software procedures and
controls to be followed at the end of the month and the year.

The responsibilities for these procedures are as follows--

• The Financial Controller has the overall responsibility to ensure that all
procedures and controls are adhered to.

• The Information Technology manager has the responsibility of deciding who


has access to data and developing security procedures with the Financial
Controller.

• The fixed assets manager has the responsibility of ensuring that the data in the
fixed assets register is kept up to date.

• The users given access to the system have the responsibility of using the data
and operating the system in such a way that all requirements for data security are
met and administrative controls are adhered to.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 18


5 Backup and Restoration
5.1 Introduction

This section of the manual describes the procedures that should be followed when
backing up and restoring the system. Back-up procedures are designed to ensure an
up-to-date back-up copy of both data and program files are maintained.

5.2 Backup and Restoration

The back-up media should be labeled clearly and stored as follows;

• Weekly back-up in a safe cabinet controlled by the IT support staff assigned by


the Information Technology manager (week I - week 4)

• Monthly/Quarterly/Annual - in a fire proof safe located off the premises.

The Monthly (weekly) back-ups can be re-used at the beginning of each week, the
monthly back-ups at the beginning of each quarter and the quarterly back-ups at the
beginning of each year.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 19


6 APPENDIXES
6.1 APPENDIX A: ASSETS PROCESS FLOW

6.1.1 Incorporating Acquisitions

Order and receive the


asset

Tag the asset and


Print a list of record the details in
acquisitions for filing the asset acquisition
and reconciliation sheet
purposes

Create the asset in the


BAUD system

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 20


6.1.2 Incorporating Asset Transfers

Transfer Decision

Print a list of
Transfer
transfers for filing
authorization via
and reconciliation
asset transfer form
purposes

Update transfer in
BAUD System

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 21


6.1.3 Incorporating Asset Disposal

Asset disposal Disposal


authorization via Committee
Asset asset disposal verifies assets to
Disposal form be disposed and
Decision applies to the
Director for
authorization

Print a list of Update Fixed Assets


disposals for disposal in Manager
filing and BAUD system verifies assets
reconciliation disposed is
purposes what was
authorized

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 22


6.1.4
6.1.5 Fixed Assets Processing Cycle

Post Verify closing Post all the


depreciation balances via the monthly
into Sun summary Asset transactions:
System Register Disposals,
Transfers and
Acquisitions

Print month Process the Make a back


end reports month – end up of the data
depreciation at the end of
and create a the month
backup

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 23


6.2 APPENDIX B: ASSET ACQUSITION SHEET.

Asset Serial Purchase Purchase


Number Asset Description Number Date Price Room

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 24


6.3 APPENDIX C: ASSETS TRANSFER/MOVEMENT SHEET

Asset Number Asset Description From Location To Location Authorized by Date of


Movement

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 25


6.4 APPENDIX D: ASSETS MAINTENANCE FORM

From Expected
Asset Number Asset Description Room Repair Company Return Date

Requested By:
Name:
Date
Signature:

Authorized By:
Name:
Date:
Signature

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 26


6.5 APPENDIX E: ASSET DISPOSAL – REQUEST FOR DISPOSAL

Asset Number Asset Description Serial No Book value Expected Reason for
Sale Disposal
Proceeds

Requested By:
Name:
Date:
Signature:

Authorized By:
Name:
Date:
Signature

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 27


6.6 APPENDIX F: ASSET DONATION FORM (GENERAL).

Date Asset Donation Quantity Value Location Asset Donor Recipient (On
is Donated behalf of KWS)

The above is a sample donation sheet. The asset donation sheets for motor
vehicles and aircrafts is available with the fixed assets manager. The
aforementioned sheets contain additional information required due to the
nature of the assets such as Log book number and aircraft registration
details.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 28


6.7 APPENDIX G: MONTH-END CHECK LIST

The fixed assets manager should ensure the following operations are performed before
running any month-end procedures for depreciation;

6.7.1 Purchases

• Ensure that all assets purchases have been tagged and the tag numbers
written on the invoices. This will ensure that the asset can be linked directly to the
invoice used to pay for it.

• Create the details of the tagged assets in an excel work sheet.

• Update BAUD system with details of the new assets from the
aforementioned worksheet.

** It is important to note that purchases can only be updated in BAUD system for
assets purchased during the current month of depreciation i.e. all purchases done
during a particular month should be updated before calculating depreciation**

6.7.2 Disposals

• Ensure that all disposals have been properly approved by the relevant
persons.

• The fixed asset manager should ensure that s/he has a copy of items
approved for disposal by the director.

• The fixed assets manager should liaise with the finance department and the
disposal committee to obtain a list of assets disposed.

• A comparison of assets approved and assets disposed should be done to


ensure that only assets approved for disposal are disposed.

• Update BAUD system with details of the disposals.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 29


6.7.3 Transfers

• Ensure that all transfers are properly approved by the relevant persons.

• Ensure that you have received returns on the transfers i.e. signed copies by
the person who has received the assets clearly showing asset number, description and
room number.

• Update BAUD system with details of the transfers.


6.7.4 Back-up procedure

Ensure that you run the back-up procedure before running the month-end depreciation
process. Below is the procedure;

• Go to the server where you have the "DATA" folder of the system.

• Zip that file and name as follows: e.g. for instances if today is 31st January
2008 the file will be called - data310108beforemonthend

• Copy this file to a backup folder that you will create and name DATA
BACKUP.

6.7.5 Depreciation Run

This should ONLY be done once procedures 7.7.1 – 7.7.4 above have been run as it is an
irreversible action. Log on to BAUD system

• Go to: FINANCIAL PROCEDURES MENU - MONTH END MENU - MONTH END - and
click on RUN MONTH END

• Click on PRINT on screen and check that the control total at the bottom is 0.00

• Exit and go back to FINANCIAL PROCEDURES MENU - FINANCIAL REPORTS AND


ENQUIRIES and check on the depreciation reports on your selection. Perform any
verification and validation procedures.

6.7.6 Restoration of Data

Should a back up from a previous month/period need to be restored the procedure below
shall be followed:

• Ensure the restoration is authorized by the relevant authority. This should be filed for
future reference.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 30


• Make a backup of the current DATA folder and delete the DATA the contents
contained in the DATA folder.

• Go to the folder named DATA BACKUP and select the data that you need.

• Copy the contents from the backup folder into the original DATA folder which should
have already been emptied.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 31


6.8 APPENDIX H: RECORD OF DATA RESTORATION FORM

Restoration Date Reason for Restoration Successful (Y or N)

Requested By:
Name:
Signature
Date:

Authorized By:
Name:
Date:
Signature

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 32


6.9 APPENDIX I: CAPITAL EXPENDITURE APPROVAL REQUEST FORM

KENYA WILDLIFE SERVICE Budget Item No. KWS/Station/No/0X


Capital Proposal KWS/X/0X/200X/X
LOCATION: XXXXXXXX Category: XXXXXXX

DESCRIPTION JUSTIFICATION FOR EXPENDITURE

ESTIMATED COST
DISPOSALS NONE
KSHS. Book Value Estimated Sale
(a) Amount allowed in Capital NIL Proceeds
Budget. -
DATE FOR
(b) Amount now estimated
EFFECTIVE
(c) Installation cost
OPERATION
(d) Total cost (b+c) COST CENTRE
DISTRIBUTION
ESTIMATED SAVINGS PLANT NO. TO BE
ASSIGNED
BASIS FOR SAVINGS KShs/Year
Gross Savings
Depreciation
Net Savings

Route one top copy of approval to:

Issued by Local HQs HQs Approved by


Approvals Management
Procurement
Committee
Initial Park Area Assistant Asst. Directors Head of
Warden Director Parks & Reserves Division YES NO
Signature
Date

Note: The form should be issued by Warden/Accountant or Departmental Head


Park/Stations and should be approved by the Area Assistant Director.
Divisional Head and the Director will sign the form at the Headquarters.

FIXED ASSETS POLICIES AND PROCEDURES MANUAL. 33

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