Direct Purchase Procedure - Approved July 2024

6.2 Invoice Review and Verification: The Line Manager shall validate the goods or services that have been delivered. This entails verifying that the delivery adheres to the predefined standards and specifications that were established during the Direct Purchase process.

7.

Payment Process through the Finance Directorate

7.1 Financial Verification: The Finance Directorate is responsible for reviewing and verifying the accuracy of the invoice details against the order and other supporting documents before proceeding with the payment process. Additionally, the Finance Directorate shall ensure adherence to applicable tax regulations, quotations, engagement letters and agreements (if applicable), etc. 7.2 Approval for Payment: a. If all criteria/documentation are met, the Finance Directorate shall approve the invoice for payment in line with the DoA. b. In the event where an invoice fails to meet the established criteria or documentation requirements, the Finance Directorate shall reserve the right to request clarifications and may reject the payment if the process is found to be incorrect. 7.3 Payment Processing: a. The Finance Directorate shall process the payment to the Supplier / Consultant upon approval in accordance with OIA's financial policies and practices, ensuring that all payments are made in accordance with the terms and conditions set forth by OIA or as agreed upon between the involved parties. b. Payments made via credit cards for items within the purview of the Whitelist should be handled through the Direct Purchase process, and the Finance directorate must adhere to the Finance Policy and Procedures for Credit Cards. 7.4 Notification of Payment: Once the payment has been made, the Finance Directorate sends an email notification to the relevant stakeholders, including the Supplier / Consultant and the requesting department, regarding the payment status. 7.5 Record Keeping: The Requester and the Finance Directorate shall ensure that all documentation associated with the purchasing and payment process, including the Direct Purchase Form, invoices, delivery validation and payment records, contracts, agreements, is appropriately filed for future reference and audit purposes.

10