Direct Purchase Procedure - Approved July 2024

Table of Content

1. Definitions and Interpretation ................................................................................................ 4 1.1 Abbreviations ....................................................................................................................... 4 1.2 Definitions ............................................................................................................................ 4 2. Introduction ............................................................................................................................ 6 2.1 Objectives of this Procedure ............................................................................................ 6 2.2 Effective Date ................................................................................................................... 6 2.3 Applicability...................................................................................................................... 6 2.4 Scope of this Procedure ................................................................................................... 6 2.5 Revisions........................................................................................................................... 6 2.6 Compliance with this Procedure ...................................................................................... 7 3. Confidentiality and Conflict of Interest .................................................................................. 7 4. Approval of the Category and Whitelist Items ....................................................................... 7 5. Direct Purchases Workflow..................................................................................................... 7 5.1 Financial Threshold (Ad Hoc Purchases within an approved budget) ............................. 7 5.2 Types of Direct Purchase Requests: ................................................................................. 7 5.3 Approval process .............................................................................................................. 8 6. Invoice Processing................................................................................................................... 9 6.1 Invoice Receipt: ................................................................................................................ 9 6.2 Invoice Review and Verification:.................................................................................... 10 7. Payment Process through the Finance Directorate.............................................................. 10 7.1 Financial Verification:..................................................................................................... 10 7.2 Approval for Payment: ................................................................................................... 10 7.3 Payment Processing: ...................................................................................................... 10 7.4 Notification of Payment: ................................................................................................ 10 7.5 Record Keeping: ............................................................................................................. 10 Annexure A.................................................................................................................................... 14 Annexures B .................................................................................................................................. 15 Annexure C.................................................................................................................................... 17

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