NORMATIVE

FOR THE MANAGEMENT

FROM A ROTATING FUND
INSTITUTIONAL
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REGULATION FOR THE MANAGEMENT OF THE ROTATING FUND
INSTITUTIONAL Agreement of the Ministry of Public Finance No. 06-98 and Agreement No. 19-98,
amendatory of Article 9 of Ministerial Agreement No. 06-98, by which
I. GENERAL CONSIDERATIONS the rules for the Administration of Revolving Funds are approved for the
state institutions, dependent on the Executive Body and the approval of the
The present Manual establishes the basic procedure, forms, and instructions. present Manual.
to manage the revolving fund.
2. The specific rules established in the resolutions of
In order to clarify concepts, the following are noted. constitution of each revolving fund.
particular characteristics of this expenditure execution mechanism:
C. The provision of funds for the establishment, increase or replenishment of funds
A. The revolving funds to be established in accordance with whatrotating
is willset
be doneforth herein
through the following administrative mechanism:
The manual will have the following denominations:
Institutional Revolving Fund
By Resolution of the National Treasury, a will be established
fondorotativo con imputación o sin imputación a. The form to be processed by the Ministry of Public Finance
budgetary, the which wil be caled R
' evolving Fund' for the constitution, increase or replenishment of a Fund
Institutional. Institutional Rotating will be the document "Unique Receipt of
Registration.
a) Undersatndbyrevovlnigfundwhti aolcaoitn
budgetary that whose spending destination has been b. The document 'Unique Registration Receipt', to be processed before
default and the execution of the expenditure line is the Ministry of Public Finance for the replenishment of the Fund
invariable. Institutional Rotative, for the purpose of signing it by the authorities
indicated in the instructions of that document, must be
b) Undersatndbyrevovlnigfundwhtioutaolcaoitn backed by:
budgetary, one whose spending destination has not been
default and the execution of the expense line is i. FR-02 Form "Summary of Expenses of the Revolving Fund"
variable. "Institutional," which contains the status of the fund.
summary with the budget allocation of expenses and payments
2. By resolution of the higher hierarchical authority of each made by the internal revolving funds that request the
Institutions will be established using the revolving fund. restoration, as well as their respective amounts.
institutional, the fund called 'Internal Revolving Fund'.
ii. FR-03 forms 'Statement of Expenses of the Internal Revolving Fund',
a) Understand by internal revolving fund with allocation which contain the relationships of duly verified receipts
budgetary that whose spending destination has been accounted expenses, receipt numbers,
predetermined and its execution is invariable. beneficiaries
internal revolving fund constituted from the revolving fund
b) Understand by internal revolving fund without imputation institutional.
budgetary that the destination of the expenditure has not been
default and its execution is variable. Once the 'Unique Registration Receipt' is signed by the authorities
corresponding from the Ministry, when it comes to pilot institutions, the
[Link] operations are governed by the following provisions: The indicated documentation must be filed in the Accounting Area.
from the Financial Administration Unit (UDAF).
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Payments by means of
Internal revolving funds BANK TRANSFER

a. The form to be processed by the person in charge of the Revolving Fund

Institutional for the constitution, increase or replenishment of the fund When the amounts exceed those established for payment by means of
internal rotating, charged to said fund, will be the document "Fund check (Institutional Revolving Fund), a purchase order must be made
Internal Rotating" (Form FR-01). within the SIGES system for its cancellation by means of transfer
banking.
b. The document 'Internal Revolving Fund' (Form FR-01) to be processed
by the person responsible for the institutional revolving fund for the replacement of Monetary Account Registration in the National Treasury:
internal revolving fund must be supported by Form FR-03
"Relationship of Expenses of the Internal Revolving Fund," which will contain a For the management of payment by bank transfer it is
relationship of duly allocated vouchers, number of necessary the opening of a monetary deposits account, said record must
receipt, beneficiary, amount, as well as the status of the situation of to be carried out before the National Treasury of the Ministry of Public Finance by means of
internal revolving fund constituted from the revolving fund of the TNCM-04 form within which all the information must be recorded
institutional. from the supplier.

Once the FR-03 Form is signed by the officials responsible for the fund
internal rotating, the supporting documentation, consisting of the invoices
formed and confirmation of receipt of goods and services
received, it must remain under the custody of the head of Accounting of the
Corresponding Executing Unit.

3. Opening of Monetary Deposit Accounts:

To manage the Revolving Fund, it is necessary to open an account.

monetary deposits under the name "Institutional Rotating Fund SESAN"
in which joint signatures must be registered, with this account only
direct purchases of must be canceled payments that cannot wait the
purchase order processing.

4. Responsible for the Revolving Fund:

Before making any payment, the person responsible for the Revolving Fund must ensure
that all the billing support documentation complies with all the
established requirements.
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1. Purchase Order 2. Elaboration of the Commitment:

The purchasing manager must operate within the Siges system the order of The budget manager must operate the commitment curve within the
purchase, which must include the information of the good or service to be acquired, Siges system, affecting the corresponding budgetary structures.
checking that all the requirements have been met within the file
applicable laws. 3. Approval of the Commitment:

The person in charge of Siaf will verify the complete file and if everything is in order.
Order and contains the applicable support documentation will proceed to approve Cur
Commitment of expenditure.

Signatures of the Document: Purchasing Manager, Accounting Manager and Signature of the Commitment Curve: Head of Siafy, Financial Director
Administrative Director.
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4. Preparation of Settlement: 6. Accrued Budgeting:

Once the commitment is approved, the purchasing manager can begin the process of The Budget Officer will prepare the accrued report within the system.
settlement of the expense where the amount to be settled must be recorded as well as the is affecting the corresponding budget structures, this
invoice data or administrative expense documents (Resolution, the process will directly affect budget availability.
travel expense forms, sheets, etc.) with the deductions to which they are
affection.
7. Approval of Cur of Accrual:
5. Approval of Settlement:
The head of Siaf will verify the reported information, review the file and
Again, it is transferred to the General Accounting table which must It will proceed to approve the accrued CUR if there are no inconveniences.
check and approve if everything is in order or reject for your
modification.

Signatures: General Accountant, Budget Manager, and Administrative Director. Cur of Accrued Signatures: Head of SiafyFinancial Director
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8. Payment Request PREPARATION OF FISCAL BOX (FORM 200-A3)

Finally, with all the previous processes completed and with the file
complete in sight, the Chief Accountant will proceed to request the payment It constitutes the accounting records of Government Institutions
corresponding within the Integrated Accounting System (SICOIN), for (Individualized), for this purpose all INCOME AND EXPENSES are detailed
then file it, derived from your responsibility for the custody of the information, made in a calendar month.
which will be subject to oversight by the Internal Audit, as well as the entity
rector (General Comptroller's Office). Its management is the responsibility of the Financial Area and those involved in the
management of financial resources. The Financial Management must transfer the
corresponding copies, on the fifth (5th) of each month to the General Comptroller
of Accounts.

Therefore, the person in charge of the Revolving Fund must timely transfer to
Accounting manager, the supporting documents for the operation of the
Fiscal Box, among which we can mention:

1. Receipts 63-A2 to report the actual income of the Institution.

2. Rotating Funds Cur with their respective original invoices.
3. Complete travel expenses signed, sealed, and reviewed.
4. Others that are not considered part of the normal operations of the Institution, always and
when they enter the SESAN's coffers.

Payment request phase Format 200-A2 Fiscal Box

which records the monthly Income and Expenses of SESAN.
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SUPPORT DOCUMENTATION ROTATING FUND 2. The order and shipment must have the approval of the Director.
Administrative;

1. Order and Remittance 3. The order and shipment must have the approval of the section of
budget, in which it is indicated that availability is present
It arises from the need to acquire goods, materials, and/or services. Prior to budgetary, and the line to be affected;
Any disbursement must be accompanied by the request and shipment.
compliance with article 15 of the Regulations of the Procurement Law 4. If the acquisition made is for goods and/or supplies, it must
State and its Regulations, all requirements must be filled out in the form. to have the respective Warehouse and Inventory Certificate,
requires. where it is stated that these were admitted to the Institution;

It is necessary to comply with the preparation of Form 1-H, Income Certificate.

to Warehouse and Inventory.

5. If the acquisition is for services (vehicle repair, furniture and/or

the team must attach the inventory certification where it is done
It is stated that the asset is the property of the Institution as well as the certificate.
from the Administrative Directorate of having received the service to satisfaction.

6. The invoices issued by machines or authorized cash registers of

mechanical or computerized form, must contain, at a minimum and in
clearly legible form, the following information:

NOTE: THE APPLICANT CANNOT SIGN AS Deputy Head of the Department.

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? The term "invoice"; 7. The invoices issued on the back must be properly justified.
? Full name and surname and trade name of signed and sealed by the Administrative and Financial Director, as well as the
issuing taxpayer, if it is an individual; reason or respective stamp of the Warehouse.
social denomination and commercial name, if it is a legal entity;
? Tax Identification Number of the issuing taxpayer. STAMP FOR INVOICE
? Resolution number by the Tax Administration where
authorized the issuance
of the invoices and authorized range.
? Invoice number
? Invoice in the complete name of the Institution SECRETARY
ON FOOD AND NUTRITION SECURITY or abbreviated
SESAN.
? The Tax Identification Number of the Institution is 4125567-4
? Description of the sale or the service provided and its respective
values.
? The total price of the operation, including the tax, as well as the
indication of discounts if any.
? Place of issue date. (Put after the number)
? Everyinvoicemustbeidentifiedwiththeregimeitisunder,suchas
is defined below: For Regional Offices, it is necessary to place an Entry stamp for verification.
In which Kardex Card number was the product entered.

8. The promissory notes must be accompanied by the respective cash receipt.

9. The Revolving Fund must be settled with the Financial Unit, the third
week of each month or when its amount exceeds twenty-five percent
one hundred percent of the total amount.

10. The liquidation of the Fund before the Financial Administration Unit,
It will be through the FR03, needing to carefully list the invoices.
paid.