GUIDELINES FOR HANDLING DONATIONS AND AID-IN-KIND RECEIVED ON BEHALF OF THE GOVERNMENT OF THE REPUBLIC OF ZAMBIA IN THE FIGHT AGAINST THE COVID-19
LUSAKA, April 2020 – Following the worldwide outbreak of the Coronavirus Disease (COVID-19) and its continued spread to various countries, Zambia inclusive, Ministries, Provinces and Public Service Controlling Agencies are likely to receive Specific Funding from the Treasury meant for the fight of the pandemic.
In addition, Ministries, Provinces and Public Service Controlling Agencies are likely to receive donations in cash and in kind from public sector, non-state stakeholders and other well-wishers to supplement the Government’s effort in this fight.
This statement aims to bring to the attention of all well-wishers and government representatives the provisions of the Public Finance Management Act, 2018, which requires that donations given to the Government constitute public resources and must be accounted for accordingly.
In view of this and taking into consideration the Global Public Health Emergency declared by the World Health Organisation (WHO) on 30th January 2020, all recipients on behalf of the Government are hereby expected to observe the following statutory provisions in the course of handling funds and donations meant to fight the outbreak of COVID-19:
- All Institutions or Individuals who would like to make ‘cash donations’ towards the fight of COVID-19 are advised to deposit such funds to any of the GRZ COVID-19 Commercial Bank Accounts. These funds will in turn be transferred to a designated account held at Bank of Zambia to be managed by the National Treasury.
- All Ministries, Provinces and Public Service Controlling Agencies are requested to ensure that all COVID-19 related funds being received from the Treasury are charged on appropriate budget lines in accordance with treasury guidelines.
- All expenditure related to COVID-19 activities in Ministries, Provinces and Public Service Controlling Agencies should be made through the Government Integrated Financial Management Information System (IFMIS) and be subjected to statutory internal audit processes.
- All Ministries, Provinces and Public Service Controlling Agencies are expected to submit income and expenditure returns on all COVID-19 funds received from the Treasury by 5th of every month to the Office of the Accountant General in accordance with Section 11(1) (p) of the Public Financial Management Act, 2018.
- In the case of Aid-In-Kind, Ministries, Provinces and Public Service Controlling Agencies are expected to receive and dispose such through the procedures stipulated in the law. In view of this, Ministries, Provinces and Public Service Controlling Agencies will be required to submit monthly returns on all Aid-In-Kind transactions to the Office of the Accountant General, Ministry of Finance.
- All recipient Ministries, Provinces and Public Service Controlling Agencies are expected to maintain separate records and reports on the utilisation of donations from Cooperating Partners.
Ministries, Provinces and Public Service Controlling Agencies are expected to ensure that appropriated and donated resources are used only for activities related to COVID-19.
On a frequent basis, the Treasury will submit a consolidated return of receipts and expenditure from Ministries, Provinces and Public Service Controlling Agencies to the Controller of Internal Audit and Office of the Auditor General for verification.
The need to ensure accountability of resources can never be over emphasised, especially in the prevailing situation of this deadly pandemic.
Issued by:
Fredson K. Yamba Secretary to the Treasury
MINISTRY OF FINANCE
