1 / 24

Highlights on the Proposal to Enter Staff List and Wage Information in LGOBT

Highlights on the Proposal to Enter Staff List and Wage Information in LGOBT. Ministry of Finance, Planning and Economic Development. Presentation Outline. 1.0 Introduction 2.0 Purpose of the Presentation 3.0 Process of Information Collection 4.0 How to Enter information in LGoBT

ralph
Télécharger la présentation

Highlights on the Proposal to Enter Staff List and Wage Information in LGOBT

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Highlights on the Proposal to Enter Staff List and Wage Information in LGOBT Ministry of Finance, Planning and Economic Development 15th October 2013

  2. Presentation Outline 1.0 Introduction 2.0 Purpose of the Presentation 3.0 Process of Information Collection 4.0 How to Enter information in LGoBT 5.0 Role of key stakeholders 6.0 Conclusion and Way forward

  3. 1.0 Introduction • In an effort to streamline the linkage between expenditure incurred and output attained, Government started the use of Output Budgeting Tool (OBT) in FY 2008/09 under Framework of Output Oriented Budgeting (OOB); • Currently, all MALGs use the OBT for Budget Preparation, Execution and Reporting; • Whereas the tool captures all the detailed estimates for non-wage recurrent and the development budget, similar information is not provided for the wage and pensions component; • This has led to poor estimation for wage and pension budget over the years;

  4. 1.0 Introduction v)Secondly, there is no provision for reporting on the performance of salary and pensions under the tool leading to a number of short comings, which include among others: • Over and under provisions in the various wage categories by vote. The under provisions, is a source of wage supplementary amidst savings within the overall wage bill; • Lack of accurate data on staff employed by cost centre has led to the use of the May payroll as a basis for wage estimation ;

  5. 1.0 Introduction c)This hardly takes into consideration deletions, reinstatements, staff on transit which manifests itself into wage arrears in the subsequent FYs; d) The May payroll may include payment of outstanding arrears, over/under salary payments carried through the subsequent FYs, distorts the projection of the wage estimates; e) Inadequate monitoring/reporting on the wage bill performance, has led to untimely salary payments since AOs are unable to pinpoint the causes of over/under provision under their Votes.

  6. 1.0 Introduction f)As a result, the Head of Cost Centre (eg. Departments, Schools, Health Centres, Projects, Police Post/Stations, Sub-Counties, etc) are not involved in budgeting process which has led to allocation of staff on wrong Programmes or cost centre, wrong salary scales and salary.

  7. 1.0 Introduction (Cont’d) In a bid to mitigate the problem of poor salary estimation, monitoring and reporting: • A new window has been introduced in the OBT to capture the staff lists by cost center and the corresponding wage bill requirement; • Under the reporting section, a window will be introduced to enable stakeholders produce monthly, quarterly, semi-annual and annual wage bill performance reports by cost centre and/or vote. .

  8. 2.0 Purpose of the Presentation The purpose of this presentation, therefore, is to: • enable the MoFPED come up with the implementation guidelines to capture the staff lists and wage estimate in the OBT; • agree on the proposed modality to capture the information by the head of cost centres; • Agree on the timeframe that once the guidelines are issued, MALGs would take 2 weeks to capture the information in the OBT.

  9. 3.0 Process for entering wage Information • An icon has been provided for capturing wage information in the OBT; • The head of the cost centre e.g. a school, project/programme, health centre, e.t.c will capture the information under excel sheet; • The information in the excel sheet will then be imported into the OBT;

  10. 3.0 Process of Entering Wage Information To illustrate the entering of wage information in Education Department under a Local Government (Excel sheet) Step 1: Physical Location 1. A head teacher will fill a Form (see table) and indicate: (i) District name: EgNtungamo(A); (ii) Department: Education (B); (iii) County (where the school is): -------------- (C); (Iv) Sub-county (where the school is) ---------- (D); (vi) Parish (where the school is) ……………. (E); (iii) School name: Kagamba Primary School (F); Note: Ensure that the spelling on the form and in the LGoBT are the same.

  11. 3.0 Process for entering Wage Information Step 2. Capture staff details: (i) Name of the Staff (G); iii) Title of the Staff (H) e.g. Teacher, Midwife, Senior Education Officer etc; Important: (a) Start with support staff and end with the Head of Institution (e.g. H/M or Head of Department). (b) No body should be below the Head of Institution.

  12. 3.0 Process for entering Information • Staff file number (I) – The head of the cost centre MUST ensure that every public officer has a file • Staff’s Payroll Computer number (J) Note: (a) Capture all staff properly recruited whether on the payroll or not; (b) staff on payroll have both file and computer No. (c) staff off the payroll, has no computer number but must have a file number; d) Staff erroneously deleted from the payroll; same computer No. or not .

  13. 3.0 Process for entering Information v). Salary Scale (say U7 upper, U7 lower, U8 upper, U8 lower etc) -- (K) Note: Capture actual gross salary as is in the payslip. This should include all allowances paid through the payroll such as: (a) Science teacher; (b) Hard to reach; (c) Retention allowance for Doctors at HCIV (d) Lunch allowance for health workers (e) Health allowance • Classification/category of payroll – (L) eg Primary, Tertiary etc.

  14. 3.0 Process for entering Information • Each staff member signs the form with the Head of cost centre signing first under column M on the excel sheet. Incase of education institutions and health centres, the chairpersons of Management Committee will also sign: Note: When a staff signs, he/she is confirming that: (a) this is his/her name and the details are correct; and b) he/she knows every body on the list.

  15. 4.0 Entering information in the LGoBT • The Head of the cost centre (school, Health unit) will submit a soft copy in excel and a signed hard copy to the Head of Department for LGs. • The Head of Department – DEO (LGs) or Prgramme (BPED) will import the excel sheet into the OBT (baby Data base). • A Head of Department will produce a report for that entity (school, Health unit) etc as a feedback.

  16. 4.0 Entering information in the LGoBT • HoD submits the update OBT (baby file) to the Planner; • The planner consolidates, produces a final version and submit to the AO; • AO submits to MoFPED. (May seek an input of the HR before submission) Note: Any other change must be effected based on the submission by the Head of the cost centre.

  17. 5.0 Roles of Key Stakeholders • The roles of key stakeholders which include MOPs, MoFPED & MALGs are highlighted below: • The MoPS will issue circulars on salary scales and actual amounts to guide in payroll management and wage bill estimation; • The MoPS will issue circulars on allowances paid through the payroll so to guide on payroll management and wage bill estimation.

  18. 5.0 Roles of key stakeholder c) The MoPS will also ensure that Accounting Officers distribute payrolls and payslips to Heads of cost centres and public officers respectively; d) The MoPS will issue other payroll and personnel management circulars as deemed necessary;

  19. 5.0 Role of key stakeholders MoFPED will: • Ensure that all the staff in post are adequately provided for in the budget; • Issue a circular on deployment of the updated OBT providing the details on the information to be captured; • Issue circulars on wage transfers to Accounting Officers on a monthly basis. MALGs(Votes) will: a) Ensure that the staff captured in the OBT are consistent with the submissions by the head of the cost centres;

  20. 5.0 Role of key stakeholders b) Ensure that the deletion and accessing staff to the payroll is initiated by the head of the cost centre; c) Monitor the trends of changes in the number of staff on the payroll vis a vis the wage bill performance; and; d) Ensure that all staff appear on the payroll with correct duty station (cost centre), salary scale and monthly salary in line with the Salary Circular Instructions issued by MoPS.

  21. 5.0 Role of key stakeholders • Avail circulars related to allowances which are paid through the payroll to their staff; • Staff transfers by Accounting Officers should be well managed.

  22. 6.0 Conclusion • The actions on the wage estimation arise from actions by various actors – Head of cost centre / Head of Department/Project, the chairpersons of management boards, the Head of Human Resource, the planner, the Accounting Officers, MoPS and MoFPED; • The capturing of staff lists and wage estimates in the OBT will; • provide a base for accurate budgeting of wages and monitoring wage bill performance and • Clearly apportion responsibilities for each key stakeholder

  23. 6.0 Conclusion iii) We seek your input in terms of clarity of: (a) the proposed information to be captured in the OBT; b) time for a LG to capture the information in the OBT.

  24. THANK YOU FOR LISTENING TO ME

More Related