Sanergy Limited

Request for Expenditure - INSTRUCTIONS

Purpose:
Finance is instituting the following Request for Expenditure policy to ensure that large expenditures and cash advances are
appropriately planned, sourced from alternative suppliers, duly approved and completion is certified prior to final payment.

This worksheet contains an explanation of the procedures and templates required to be followed by staff for the large transactions
captured under the policy (listed below).
This policy will help Sanergy:
Control costs
Ensure appropriate approval prior to large expenditures being incurred
Ensure appropriate tendering procedure for large expenditures
Provide cash management controls for cash advances
Provide documentation for internal control & audit procedures

What type of expenditures require an Request For Expenditure?

1 Cash advances for specific expenditures (excluding the weekly procurement budget)
2 Large projects (such as partitioning, office equipment, manufacturing equipment, etc.)
3 Events (marketing events, training events etc.)
4 Other - if you are unsure if you should be using the Request for Expenditure form - please ask Finance

For Transactions:
< Less than KSH 25,000 No RFE Required
> Greater than KSH 25,000 but <Less than KSH 50,000 RFE Form Required
> Greater than KSH 50,000 RFE & Quotations Required

Documentation Forms
1 Request For Expenditure Form
Input Project/Requestor Department Name
Input Estimate

This form should be filled out for all cash advance requests and all large expenditures (over 25,000 KSH) that are NOT:
Repetitive Transactions - Services provided such as vehicle rental, exhausting services, Rent etc.
Made by Procurement through regular Re-order points & weekly budgeting process
Please see "RFE Examples" Tab for examples of transactions that do or do not require Request for Expenditure

2 Quotation Summary
This form should be filled out to document & compare quotations received from alternative suppliers
Quotations from THREE alternative suppliers are required for all expenditures over 50,000 KSH total.
Quotations should be attached to the form for submission to the Team Lead for approval.

3 Certificate of Completion
This form should be filled out to certify the completion of work performed in capital projects.
A physical inspection of work should be carried out by the project manager (initial expenditure requestor) and should be
documented on the form. All variances are to be documented on the CoC form.

Upon completion of the project the CoC should be signed by the Project Manager, the Team Lead and the Vendor.
Sanergy Limited/Fresh Life Initiative Ltd
Cash Advance on Expenditures (or Reimbursement)

Requestor
Name: ERNEST EMISIKO OTANGA Department: GOVERNMENT RELATIONS

Phone Number: 720641120 EPR No. 9660

Reason for Advance (Event or business trip):

Fresh water Delivery by Nairobi Water and sewerage company

KES 2,500
Amount of Advance requested [Note 1] (Must attach the signed cash advance form)
Step 1 Fill in all receipt in space provided below
Step 2 Attach all the receipts.
Step 3 Input all receipts in petty cash/Rembursment google Doc
Step 4 Submit to your TL for approval
Step 5 Submit to finance and reconcile

List all Receipts/Vouchers for goods/services purchased - ALL RECEIPTS TO BE ATTACHED

VAT Receipt
Date Payee / Supplier* Expense Description Item Amount (If applicable) Total Attached

1 Nairobi water and KES 2,500

KES 2,500
Sewerage company
8/4/2017 Purchase of Fresh Water

2500 (A)
* Please enter Vendor name, for informal shops, Change Submitted with Receipts N/A (B) [Note 3]
please stipulate "Local Vendor", for Matatus Total Receipts and Change (A + B) KES 2,500 (C )
please stipulate "Local Transport" Cash Advance Received (Above) KES 2,500 (D)

Balance Owed to Employee or (Owed to Sanergy) (C - D) [Note 4]

Confirmed by Finance Staff :_________________________________ Confirmed by Staff: ___ ERNEST EMISIKO OTANGA

Signature: ____________________________________ Signature: _________________________________

Confirmed Date: ___________________________________ Confirmed Date: ______ 9/15/2017

Verified by Team Lead: ALEX MANYASI

Signature:

Verified Date:
Notes
[1] The form applies for all cash advances and staff reimbursements. Please attach all original receipts to the reconciliation form.
[2] The expenses must be approved by the Team Lead.
[3] Must be verified by Finance
[4] Receipts must be legible. Payments may be withheld until proper receipts are submitted.
Monies owed to employee will be paid via M-Pesa or through monthly salary reimbursements in same month they are incurred. Monies owed to Sanergy must be refunded via Mpesa (Till
[5] #63193 (FLI) and #351553 (Sanergy)or will be credited against future cash reimbursements/advances.
Sanergy Limited/Fresh Life Initiative Ltd
Cash Advance on Expenditures (or Reimbursement)
Requ
estor
Nam
e: ALEX MANYASIDepartmGOVERNMENT RELATIONS
Phone ### EPR No. 8246
Is a Cash Advance Required: ( YES / NO )
Reason for Advance (Event or business trip):
Reimbursement for money for hosting EPZA staff at Maanzoni
Amount of Advance ### requested
(Must attach
[Notethe
1] signed cash advance form)
Step 1 Fill in all receipt in space provided below
Step 2 Attach all the receipts.
Step 3 Input all receipts in petty cash/Rembursment google Doc
Step 4 Submit to your TL for approval
Step 5 Submit to finance and reconcile
List all Receipts/Vouchers for goods/services purchased - ALL RECEIPTS TO BE ATTACHED

Payee / Expens VAT

Item Receipt
e (If
Date Supplie Descrip Amoun applica Total Attache
r* t d
tion ble)
Money
for
hosting
EPZA
Staff for
lunch
and
1 MAANZONI LODGE
refresh ### ###
ments
to
discuss
land
allocati
on at
22/05/2017 Kinanie
2 MPESA withdrawal ###
22/05/2017 charges KES 187
3
4 KES 0
5 KES 0
 6 KES 0
7 KES 0
8 KES 0
Total Receipts Submitted ### (A)
for informal
shops, please Submitted with Receipts N/A (B) [Note 3]
stipulate "Localceipts and Change (A + B) ### (C )
Vendor", for dvance Received (Above) N/A (D)
Matatus please
Owed to Employee or (Owed to Sanergy) (C - D) N/A [Note 4]

Confirmed by Finance S Confirm ALEX MANYASI

Signature: __________ Signature: _________________________________
Confirmed Date: _____ Confirm 31/05/2017

Verified
by MICHA
Team EL
Lead: LWOYE
LO

Signatu
re:

Verified 31/05/
Date: 2017
Notes
[1] The form applies for all cash advances and staff reimbursements. Please attach all original r
[2] The expenses must be approved by the Team Lead.
[3] Must be verified by Finance
[4] Receipts must be legible. Payments may be withheld until proper receipts are submitted.
[5] Monies owed to employee will be paid via M-Pesa or
through monthly salary reimbursements in same month
CEIPTS TO BE ATTACHED
_________

Please attach all original receipts to the reconciliation form.

receipts are submitted.

Sanergy Limited/Fresh Life Initiative Ltd
Cash Advance on Expenditures (or Reimbursement)
Requestor
Name: ALEX MANYASI Department:GOVERNMENT RELATIONS
Phone Numb 725805033 EPR No. 8246
Is a Cash Advance Required: ( YES / NO )
Reason for Advance (Event or business trip):
Reimbursement for money for hosting EPZA staff at Maanzoni to discuss land allocation at Kinan
Amount of Advance requested [Note KES 1] 25,187 (Must attach the signed cash advance form
Step 1 Fill in all receipt in space provided below
Step 2 Attach all the receipts.
Step 3 Input all receipts in petty cash/Rembursment google Doc
Step 4 Submit to your TL for approval
Step 5 Submit to finance and reconcile
List all Receipts/Vouchers for goods/services purchased - ALL RECEIPTS TO BE ATTACHED

VAT
Expense Item
Date Payee / Supplier* (If
Description Amount applicable)

Money for
hosting EPZA
Staff for lunch
1 MAANZONI LODGE and ###
refreshments to
discuss land
allocation at
22/05/2017 Kinanie
2 22/05/2017 KES
MPESA withdrawal charges 187
3
4
5
6
7
8
Total Receipts Submitted
* Please enter Vendor name, for Change Submitted with Receipts
informal shops, please stipulate
"Local Vendor", for Matatus please Total Receipts and Change (A + B)
 "Local Vendor", for Matatus please
stipulate "Local Transport" Cash Advance Received (Above)
Balance Owed to Employee or (Owed to Sanergy) (C - D)

Confirmed by Finance Staff :___________________ Confirmed byALEX MANYASI

Signature: ___________________________________Signature: __________________________
Confirmed Date: _____________________________ Confirmed D 31/05/2017

Verified by
Team Lead: MICHAEL
LWOYELO

Signature:

Verified 31/05/201
Date: 7
Notes
[1] The form applies for all cash advances and staff reimbursements. Please attach all original recei
[2] The expenses must be approved by the Team Lead.
[3] Must be verified by Finance
[4] Receipts must be legible. Payments may be withheld until proper receipts are submitted.
[5] Monies owed to employee will be paid via M-Pesa or through monthly salary reimbursements i
month they are incurred. Monies owed to Sanergy must be refunded via Mpesa
nt)

OVERNMENT RELATIONS

uss land allocation at Kinanie.

e signed cash advance form)

PTS TO BE ATTACHED

Receipt
Total Attached

KES 25,000

KES 187

KES 0
KES 0
KES 0
KES 0
KES 0
### (A)
N/A (B) [Note 3]
### (C )
 N/A (D)
N/A [Note 4]

EX MANYASI
______________________________
/05/2017

ase attach all original receipts to the reconciliation form.

eipts are submitted.

ly salary reimbursements in same
d via Mpesa (Till #63193 (FLI) and
Sanergy Limited
RFE - Variance Analysis

Requestor Name: _______________________Project Name: _________________________

Items to be purchased (list & estimated cost specific items)*:

Receipt
Item Description Budgeted Cost Actual Cost Vaiance (Y/N) Explanation of Variance
1 42951 2,500 2,500
2 0 - -
3 0 - -
4 0 - -
5 0 - -

2,500 - 2,500

EPR Request Amount (for budget overage)

Approvers Signature: _____________________________

Approval Date: ___________________________________

Sanergy Limited
Quotation Summary
Please attach & submit hard copies of quotations with this form.
Supplier Information Quotation # 1 Quotation # 2 Quotation # 3
Name of Supplier

Address of Supplier

Contact Person

Contact Details (Phone)

Product / Service Description:

Estimated Cost Information

Estimated Unit Cost of
materials

# Units to be Supplied

Total Cost of materials

Comments on Cost:

Estimated Timing Information

Estimated Start Date

Estimated Completion Date

Comments on Timing of
supplier:

Quality Assessment

Project Manager to Rank

quotations from 1st to 3rd
Explanation of Ranking

Other comments:
Sanergy Limited
Certificate of Completion

Date: _________________________________________________ Project Manager: ________________________________________

Vendor: _______________________________________________ Project Name ___________________________________________

Department: ___________________________________________ Project Start Date: _______________________________________

Project Scope (Description of what was to be done, where and how?):

Was the Scope of the project fullfilled (Yes/No)_________

Has as physical check been done to verify the Completion of the project (Yes/No) _________
Actual Completion
Expected Date: ____/_____
Completion______/______/____ /_____ Variance +/-___________________ Variance (+/-)___________%
Please give details of any timing vairances:

Approved Project Actual

Budget (KSH)_________________ Expenditure (KSH) _____________ Variance +/- (KSH)______________ Variance (+/-)______________%
Please give details of any budget variance:

Vendor's Name: ___________________________________________ PM Name: __________________________________________________

Vendor's Signature_________________________________________ PM's Signature ______________________________________________

Date: ____________________________________________________ Date: _______________________________________________________

Team Leads Name : ________________________________________ Director: __________________________________________________

Team Lead's Signature ______________________________________ Signature _________________________________________________

Date: ________________________________________________ Date: ______________________________________________________