Zernia Smith

Cash Management

-Monitor Department, Crown and Trust Bank Accounts.

-Prepare daily, weekly, monthly and annual cash forecasts for Crown and Departmental accounts.

-Operate the Corporate Online banking, ensuring payments are made in a timely manner.

-Arrange and process all overseas payments and foreign exchange cover.

-Upload the daily bank statement into the Police FMIS.

-Process cash drops.

-Identify, research and report on options for improving cash payments and receipts and associated processes within Police.

-Maintain bank signatories, including Trust Accounts signatories.

Reconciliations

-Reconcile all bank accounts monthly, promptly cleaning all reconciling items including miscellaneous credit, dishonoured cheques and returned payments.

-Follow up with Districts outstanding items in the following Balance Sheet accounts: Staff Travel Advances, Repayments, Unpaid items (dishonours), Petty cash advances, Payroll advances and overpayment, Unclaimed salary and wages, bank accounts.

-Reconcile all Departmental and Crown bank accounts.

-Clear reconciling items in Department and Crown bank accounts including miscellaneous credits, dishonored cheques and returned payments.

-Reconcile and prepare the accounting transactional required to account for Police overseas bank accounts.

-Reconcile the MasterCard Balance Sheet account and follow up outstanding items.

Forecasting

-Provide accurate and reliable Crown revenue forecasts for the current financial year.

-Complete cashflow forecast in order to maintain a reasonable cash position for NZ Police.

-Arrange for cash drawdown from NZ DMO as and when required.

Other Key Responsibilities

-Maintain the Westpac Trust MasterCard database.

-Manage the issue and collection of Police credit and prepay cards

-Complete all daily banking journals.

-Assist with the month end processing.

-Monitoring electronic pay overs, the clearing of the adjustment accounts by

compiling manual pay overs at month end

-To clear ledger account within the relevant accounting month.

-Compile Finn 448’s and distribute to relevant Institutions.

-Ensure that beneficiaries are registered (new)/ maintained on PERSAL on

request from HR offices.

-Compile Annexure G for payments over R5 million for signature and submission

to Provincial Treasury (directly after PERSAL pay group closing dates).

-Monitoring institutions budgets for over spending and checking for irregularities

payments.

-Making budgets available for institutions if there is a demand.

-Visiting institutions to distinguish if compliance is adhere to the financial

instructions.

-Clearing Persal exceptions after every Persal run before the closing of the

applicable accounting month.

-Dealing with written and verbal queries from HR offices as well as the clearing of

the relevant ledger account.

-Verifying and checking of Cellphone claims where after processed on PERSAL.

-Attend to written queries which includes corrections on the Persal and Bas

systems

-Ensure journals compiled correct, relevant supporting documentation attached

and correct tax calculated.

-Return incorrect journal to relevant institution with clear instructions indicating

how to rectify incorrect journal.

-Authorize journals on BAS received from institution.

Amend tax certificates (IRP5) of journals received and process the journals.

-Compile monthly tax reconciliation Persal reports VS BAS reports.

-Request BAS report, compile the payment and submit it to SARS by EFT.

-Distribute tax certificates (IRP5) to relevant institution.

-Final recalculation on Persal system and indicating debt with added interest on

the Z102.

-Clearing tax exception report to request and correct the relevant report on a

quarterly basis.

-Finalizing and safe-keeping of monthly document control.

-Compile and capture general journals on BAS.

-Compile and capture special journals on BAS.

-Compile and capture sundry payments on BAS.

-Compile and capture debt take-on on BAS.

-Capture and pre-authorise payments on Logis.

-Safe custodian, petty cashier reliever & management of ledger accounts.

-Filling of source documents at the end of the month in a lockable cabinet.

-Draw invoice age analysis report (RR101).

-Draw stock issue and buyout reports (RM009 & RM011).

-Check the correctness of documents.

-Reconciling supplier’s statements.

-Reporting on Debtors monthly.

-Draw matching report iro Inter Responsibility account daily

-Identify balances on report for implementation of claim

-Ensure all supporting documentation is correct as per financial instruction

G52/2011

-Incorrect documentation to be reversed to institutions

-Compile and capture journals to appropriate receivable account

-Compile claims (Z59) and submit to supervisor for sign-off

-Make copy of claims instated for office

-Maintain claims register (to be check weekly by supervisor).

-Registration of losses on the Central Loss Control System.

-Maintain and update Loss Control Register with the relevant central loss number

-Inform institution with the central loss number.

-Save keeping of documents.

-Keep spreadsheet of submission received from institutions in respect of write-off.

-Capturing suppliers payments on Logis system

-Reconciliation of suppliers statements

-Enquiries on suppliers outstanding orders

-Sitting on vetting committee compiling minutes

-Checking on suppliers payments orders

-Maintaining a filing system by reconciling the payment number on the report

-Clearing of asset and liabilities accounts (inter responsibility, medscheme, salary

reverse, salary tax debt, debt suspense, pension recoverable)

-Compiling documentation and capturing all services on logis (konica Minolta) on a monthly basis

-Capturing payment of services rendered to on BAS (Basic Accounting System)

-BAS payments (salary related payments)

-Monthly utility payments

-Capturing journals

-Compiling tax recall journals

-Register entity on Bas

-Claims to other institution (hospitals)

-Engineering claims

-Kept payments on database.

-Debts take on, debts follow us, debt write-off and handing over to Vericredit.

-Keeping debt files in a save and secure environment

-Submitting of debt reporting to region

-Cashier: receiving of monies eg: patients monies.