2905 Accountable Forms Control - General

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Introduction
Definitions
Policy
Directives

About This FAM

Responsible Agency:	Government Accounting - Finance
Issued:	May 2005
Last Updated:	May 2005

1. Introduction

The 2900 series of directives sets out responsibilities and internal controls for accountable forms. The intent is to ensure appropriate use of the forms and to guard against abuse of any rights or privileges the forms may permit. This first directive in the series deals with accountable forms generally. Subsequent directives deal with specifics.

Accountable forms assist in ensuring proper authorization aand recording of financial and other transactions. They may be pre-printed or electronically produced and their use may be central or department-specific. They may have cash equivalency and be readily negotiable instruments or be non-financial and they may grant rights or privileges or acknowledge credentials. They must be carefully prepared, distributed, issued, monitored, and accounted for.

2. Definitions

"Accountable Form"

Any readily negotiable financial form (e.g. payroll cheques, travel or accommodation warrant) or non-financial form with pecuniary or other value after being completed and authorized (e.g. licenses, certificates, general receipt or invoice). Such a form needs to be carefully monitored and controlled due to inherent risk of loss of public money or property which may be caused [may be a result of] by an offence under part X of the Financial Administration Act (e.g., fraud, bribery, theft, collusion, etc.). It is sequentially and uniquely pre-numbered and either pre-printed or electronically produced.

"Accountable Forms Custodian"

A Government employee responsible to order, store, distribute, record and report accountable forms.

"Inventory Control Log"

A perpetual paper or electronic record to:

monitor and account for the order, purchase, receipt, storage, issue, and use of accountable forms;
verify in numerical sequence the running balance of unused forms on hand; and,
show who has the forms and where they are kept.

3. Policy

Subject to the following Provisions, accountable forms must be properly controlled and accounted for.

4. Directives

4.1	Responsibilities for Accountable Forms
4.1.1	The Office of the Comptroller General shall approve policies and procedures for ordering, issuing, and accounting for accountable forms.
4.1.2	Deputy Ministers shall assign custodial responsibilities for accountable forms and ensure that applicable policies and procedures for accountable forms are followed within their departments.
4.2	Accountable Forms Design Approval
4.2.1	The Office of the Comptroller General shall review and approve the financial information design of all accountable forms throughout the Government.
4.2.2	Departments must ensure all their accountable forms comply with the GNWT Visual Identity Program in accordance with the GNWT Communications Policy 11.21
4.2.3	For specific accountable form requirements, refer to FAM Policy 2906 through 2909 and Procedure 131-1, Requesting New Forms, FIS Procedures Manual.
4.3	Ordering and Supplying Forms For accountable forms stocked at the GNWT warehouse, an accountable forms custodian shall order accountable forms from the Department of Public Works and Servics (PWS) using the form NWT 1434, Requisition of Stocked Items. (Refer to Procedure 131-2, Requisition of Accountable Forms, FIS Procedures Manual.)
4.4	Distribution of Accountable Forms Within Departments Departmental custodians shall distribute accountable forms with methods that ensure security and safekeeping of forms in transit, e.g., via registered mail or courier service. (Refer to Procedure 131-2, Requisition of Accountable Forms, FIS Procedures Manual.)
4.5	Safe Keeping PWS, departmental custodians and issuing staff shall store accountable forms in a secure area with restricted access.
4.6	Inventory Control Logs
4.6.1	Departmental custodians and PWS shall keep perpetual Inventory Control Logs for accountable forms in their care.
4.6.2	The custodian’s Inventory Control Log must record the location and numerical sequence of all unused accountable forms and the issue dates of all used forms.
4.6.3	Custodians shall regularly review their Inventory Control Logs and inventory to ensure complete and accurate records and assess the form supply. Custodians shall re-order stock in time to avoid depletion.
4.6.4	Refer to Procedure 131-2, Requisition of Accountable Forms and 131-3, Electronically Produced Accountable Forms, FIS Procedures Manual.
4.7	Inventory Counts
4.7.1	Every accountable form must be accounted for individually.
4.7.2	A physical inventory count of accountable forms must be performed quarterly by a public officer who has no accountable forms custodial duties. The sequence and physical count of forms on hand must reconcile with the sequence and balance of unused forms recorded in the Inventory Control Log.
4.8	Voided Accountable Forms Custodians shall record voided forms in the Inventory Control Log. All copies of a voided accountable form must be retained and clearly marked “VOID”. Voided forms issued in books (e.g., Accommodation Warrants or Travel Warrants) must be left in the books. Those not issued in books (e.g., cheques or permits) including electronically issued forms must be kept with related departmental records. The signature block on a voided cheque must be torn off or marked “VOID” to prevent cheque cashing.
4.9	Used Accountable Forms Books of copies of used accountable forms and copies of used forms not issued in books (e.g., cheques, invoices, or credit notes) must be returned to the departmental custodian and stored with related departmental financial records.
4.10	Misused Accountable Forms and Recording Discrepancies Staff responsible for inventory counts or forms shall report to their supervisor or more senior officer any misuse of accountable forms and any discrepancies between Inventory Control Log records and actual forms on hand. For direction on suspected fraud or theft, refer to FAM Policy 4101 - Loss of Cash or Other Assets.
4.11	Expired or Obsolete Accountable Forms The accountable forms custodian shall: recall expired or obsolete accountable forms; record their return in the Inventory Control Log; destroy the forms in the presence of another witnessing public officer; and, record the destuction in the Inventory Control Log.
4.12	Central Accounting Reviews The Office of the Comptroller General shall periodically review departmental records of accountable forms for compliance with policy and procedures.
4.13	Records Retention Financial accountable forms and related records must be kept for seven full years after the close of the fiscal year to which the records relate. Non-financial accountable forms must be kept as specified in related policies.

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