Financial Management and Expenditure Tracking Guidelines
Introduction
The Election Commission of Bhutan has established guidelines and regulations for financial management and expenditure tracking. This document outlines various procedures and requirements for maintaining financial records, submitting statements of expenditure, and reporting on budgets and accounts.
Statement of Expenditure
- The statement must be submitted to the Election Commission upon closing of accounts.
- It must consist of an Expenditure Statement for the fund of the election conducted within a specified timeframe (Annexure 1) and a Memorandum Register for Deposit Work.
Responsibilities
Accounts Section Responsibility
- The Accounts Section of the Election Commission is responsible for compiling all expenditure incurred by the Head Office as well as the Deposit Works to be submitted not later than 45 days after the date of Declaration of Election Results.
Public Election Fund Division
- The Public Election Fund Division must prepare a Comprehensive Report on funds released to candidates and/or parties within 15 days after the poll day.
- It must also submit an expenditure statement on sponsored activities within 15 days after the poll day.
Budget and Accounts
- The Annual Budget proposal for Dzongkhag Election Offices is submitted to the Commission for assessment and scrutiny.
- A consolidated Commission budget proposal is put up for approval by Parliament from the Consolidated Fund Account.
Internal Audit
- The Commission must appoint an Internal Auditor for the accounts of an election to be completed within 70 days of the Declaration of Election Result.
Penalty
- Any person or organization found guilty of violation of these Guidelines shall be dealt with in accordance with the Election Act.
Sample Expenditure Statement
The document includes a sample Expenditure Statement (Annexure 1) that must be submitted by Dzongkhag offices for each activity, along with a note providing instructions on how to complete the statement.