GUIDELINES FOR PROCESSING VARIOUS PAYMENT FOR

THE SIHPP-1000 DAYS PROGRAM

It is to inform you all that following guidelines may be followed in both letter and
spirit for the processing of payments:
 Broader guidelines are given below :
 All invoices must be processed within a 30-day payment cycle unless
under exceptional circumstances. Payments to priority vendors should be
expedited, and tracking mechanisms implemented to ensure compliance
with payment timelines
 Each payment request must be supported by complete documentation,
including approved purchase orders, invoices, delivery notes, and
certification of satisfactory service or delivery of goods. Missing or
incomplete documentation will result in payment delays.
 Payments must be authorized through a two-tier approval system: the first
approval at the departmental level and the second at the Project Director.
No payment shall proceed without these approvals
 Advance payments will only be entertained for TADA, subject to prior
approval for travel from the department head and the Project Director, A
maximum 50% of estimated TADA amount will be paid as an Advance, The
officer concerned will then submit the expense report after their visits for
settling the advance and reimbursing the due amount if any.
 In the event of a payment dispute, the issue must be raised to the
Program Director within 5 business days, and a decision should be made
within an additional 10 business days. Payments under dispute will be
withheld until the matter is resolved."
 The payment processes need to reflect adherence to both the GoS
procurement guidelines for government-funded activities and World
Bank/IsDB procurement frameworks for donor-funded projects. This
ensures consistency in transparency and legal compliance


PAYROLL PROCESSING:

S.# Activity Responsibl Timeline

e
Departme
nt
1. The Admin / HR may provide the active HR / 20th of
staff data, pay scale, attendance sheets Admin each
for the active staff, leaves record, any month
deductions to be made, and the number of
working days to Finance department
2. The Finance department may then Finance 1 working
calculate the salary for the month on the day
basis of attendance sheet and pay scale
provided by the HR / Admin.

3. Finance may ensure that all the necessary Finance 1 working

 deductions like, income tax, and any other day
as suggested by the HR / Admin are
incorporated in the salary sheet.

4. Finance may generate the payment Finance 1 working

voucher through ERP and submit the day
payroll for approval of the Project Director.
5. Once approved the cheques may be Finance 2 working
prepared and sent to treasury for the day
endorsement.
6. Salary may be credited to the employee’s Finance 1 working
accounts. day

PAYMENT FOR R&M OF VEHICLES / EQUIPMENTS:

S.# Activity Responsibl Timeline

e
Departme
nt /
Employee
1. The concerned staff may generate the Concerned N/A
requisition request for the R&M and get it Employee
approved from the Department Head or
and the Project Director and submit it with
the Admin Department.
2. The admin department may approach the Admin 1 working
appropriate vendor for the R&M work and day
seek quotation for the same.
3. If the amount is below 100,000, the admin Admin 3 working
may proceed with the execution of R&M, day
however if the amount is above 100,000,
the admin may seek quotations from 3
reputable vendor and prepare a
comparative statement for getting it
approved from the competent authority,
once approved, the admin / procurement
may issue the work order to concerned
vendor.
For amounts below PKR 100,000, admin
may proceed after obtaining a single
quotation. For amounts exceeding PKR
100,000, at least three quotations must be
obtained from registered/reputable
vendors following procurement guidelines
as per GoS and World Bank/IsDB
thresholds. A comparative statement may
be prepared for getting it approved from
 the competent authority, once approved,
the admin / procurement may issue the
work order to concerned vendor.

4. The admin may seek the work satisfactory Admin 1 working

certificate from the concerned staff and day
submit the invoice, work order, approved
requisition form, and approved
comparative statement to the Finance
department for further process of
payment
5. The finance department may prepare a Finance 1 working
note sheet for seeking financial approval day
form the Project Director, mentioning the
allocated budget in that particular head of
account, expense made so far from the
allocated budget and the balance amount.
6. Once the payment is approved, the Finance 3 working
Finance department may prepare the day.
cheque and payment voucher through ERP
and make statutory deductions as
applicable by the Law and send it to the
treasury department for the endorsement.
7. The cheque may be handed over to the Finance 1 working
concerned department. i.e. Admin day
department after recording the entry in
the cheque log book. Payments should be
made based on completion of work,
verified by the concerned department.

PAYMENT FOR UTILITY BILLS:

S.# Activity Responsibl Timeline

e
Departme
nt /
Employee
1. The admin department may track the Admin 1 working
utility bills for last date of submission and day
submit the bills for every month to finance
department with approved note sheet at
least 5 working days before the payment
due date.
5. The finance department may prepare a Finance 1 working
note sheet for financial approval form the day
 Project Director, mentioning the allocated
budget in that particular head of account,
expense made so far from the allocated
budget and the balance amount.
6. Once the payment is approved, the Finance 3 working
Finance department may prepare the day.
cheque and payment voucher through ERP
and make statutory deductions as / if
applicable by the Law and send it to the
treasury department for the endorsement.
7. The cheque may be handed over to the Finance 1 working
concerned department. i.e. Admin day
department after recording the entry in
the cheque log book.

PAYMENT FOR PROCUREMENT OF GOODS AND SERVICES:

S.# Activity Responsibl Timeline

e
Departme
nt /
Employee
1. The concerned staff / section may Concerned N/A
generate the requisition request for the Employee /
procurement of specific goods, services Departme
and any other equipment and get it nt
approved from the Department Head or
and the Project Director and submit it with
the Admin / Procurement Department.
2. The Admin / Procurement department may Admin 2 working
approach the appropriate vendor to seek day
the rates for the procurement of goods,
services and any other equipment.
3. If the amount is below 100,000, the admin Admin 3 working
/ procurement may proceed with the day
purchase process, however if the amount
is above 100,000 and less than 500,000,
the admin / procurement may seek
quotations from 3 reputable vendor and
prepare a comparative statement for
getting it approved from the competent
authority. One approved, the admin /
procurement may issue the purchase
order (PO) / wok order to concerned
vendor. However if the procurement is
above 500,000/- the procurement
 department may opt for the tendering
process or one of the methods outlined in
the procurement guidelines of the WB or
GoS (Depending on the grant, from which
the activity is carried out)
4. The admin may then record the purchased Admin 1 working
good in stock register and generate a day
Goods Received Note (GRN), then admin
may submit the invoice, PO, and GRN with
the finance department for payment
process.
5. The finance department may prepare a Finance 1 working
note sheet for administrative approval day
form the Project Director, mentioning the
allocated budget in that particular head of
account, expense made so far from the
allocated budget and the balance amount.
6. Once the payment is approved, the Finance 3 working
Finance department may prepare the day.
cheque and payment voucher through ERP
and make statutory deductions as
applicable by the Law and send it to the
treasury department for the endorsement.
7. The cheque may be handed over to the Finance 1 working
concerned department. i.e. Admin day
department after recording the entry in
the cheque log book.

REIMBURSEMENT OF EXPENSE TO THE EMPLOYEES:

S.# Activity Responsibl Timeline

e
Departme
nt /
Employee
1. The concerned staff may seek prior Concerned 15th of
approval for incurring such expenditure for Employee / each
which he needs the reimbursement and Departme month
submit the actual invoice for which he nt
want reimbursement, along with the
approval of competent authority with the
Admin Department. r
2. The admin department may review the Admin 1 working
expense incurred and submit it with the day
finance department for payment process.
3. The finance department may prepare a Finance 1 working
 note sheet for administrative approval day
form the Project Director, mentioning the
allocated budget in that particular head of
account, expense made so far from the
allocated budget and the balance amount.
4. Once the payment is approved, the Finance 3 working
Finance department may prepare the day.
cheque and payment voucher through ERP
and make statutory deductions as
applicable by the Law and send it to the
treasury department for the endorsement.
5. The cheque may be handed over to the Finance 1 working
concerned employee / department. i.e. day
Admin department after recording the
entry in the cheque log book.