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what charges can be charged if staff violates liquidation of cash advances and accumulated a big amount. What are the options available to the organization?
I am newly assuming as head of an organization. When I asked for the financial statements (balance sheet), i found out that there were at least 3-4 staff who have big balances on cash advances for programs. these advances are requested to conduct activities such as training, consultancy, etc. Policy of the organization is that these advances should be liquidated at least 15 days after each event. there has been like overlapping of activities such that request for advances where granted as there was a promise that liquidations were sent already thru a courier. The staff is located in a branch and activities were done in far provinces. These advances accumulated and i believe not properly monitored by the supervisor and the accounting people were under this particular manager. So I guess the control was really lacking thus this big unliquidated advances of two staff. Their attention were called already and in fact they are given until end of June to comply. But i have a gut feel that one of them may not have receipts to support the activities to fully liquidate the cash advances.
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As i have mentioned, before they present the receipts as support to expenses, these staff request for a cash advance to conduct the business of the organization. They have to liquidate these cash advances after the activity was conducted. In this particular case, staff did not submit receipts to support the liquidation so the advances can be zeroed out. This is the problem which i am facing now. If the staff not able to give supporting receipts and the money given to them in advance to conduct the business of the organization is cash advances, what should i do or what are my options to ensure that this can be taken back by the organization? is there no cause for malversation? or what? since staff is supposed to return the monies if these are in excess for the activities approved by the company.
Sorry for the limited information i gave at first and thank for trying to help me out in my problem.
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