STANDING COMMITTEE 212 SC 05 E   Original: English NAT O   Pa rl ia me n ta ry  As s e mb l y AMENDMENT TO THE FINANCIAL REGULATIONS (IMPLEMENTING RULES) ON CASH PAYMENTS International Secretariat     October 2005

212 SC 05 E 1 Amendment to the implementing rules 1. Following the recommendation of the auditors amendments are proposed to procedures for payments through petty cash to better reflect the existing circumstances.  Under these proposals, the  amounts  that  may  be  paid  through  petty  cash  would  be  increased  from  150  to  200€.   Exceptions would be granted for certain reimbursements paid to participants in seminars, training, and  research  programmes.  This  is  necessary  because  some reimbursements  have  to  be made “on  the  spot”  at  some  meeting s,  and  there  are  cases  where  it  is  too  problematic  to  make reimbursements by international bank transfer. 2. The Assembly’s financial implementing rules would therefore be adjusted as shown below.    (Proposed changes are underlined and in italics) 6. Payment through Petty Cash Expenses  up  to  a  maximum  of  €   200  (or  into  US$  equivalent)  may  be  paid  in  cash.   Cashbooks exist in the following currencies: €, US$. Exceptions to this rule apply only for: - Reimbursement of participants in Assembly seminars, training and research programmes. Heads  of  Service  spending  their  own  budget  must  submit  receipts  attached  to  a  general expenses claim form for reimbursement. For other staff or for Heads of Service making expenditure from another Service’s budget prior authorisation by the relevant budget holder is required. Invoices  from  suppliers  paid  in  cash  should  be  countersigned  by  the  relevant  Head  of Service before reimbursement is claimed. __________________