Professional Documents
Culture Documents
UNIO AFRICANA
Addis Ababa, ETHIOPIA P. O. Box 3243 Telephone: 517 700 Fax: 5130 36
website: www. www.au.int
January 2014
AFRICAN UNION
TABLE OF CONTENTS
Contents
Preamble .......................................................................................................................................... 7
PART I: PRELIMINARY ................................................................................................................... 8
Article 1 ..............................................................................................................................8
Definitions......................................................................................................................... 8
Article 2 ............................................................................................................................12
Scope and Purpose........................................................................................................ 12
Article 3 ............................................................................................................................12
Effective date .................................................................................................................. 12
Article 4 ............................................................................................................................12
Applicability and Authority........................................................................................... 12
Article 5 ............................................................................................................................12
Interpretation ................................................................................................................. 12
Responsibility and Accountability ............................................................................... 13
Article 7 ............................................................................................................................14
Delegation of Authority ................................................................................................ 14
Article 8 ............................................................................................................................14
Compliance and Sanctions for Breach of Rules and Regulations ........................... 14
PART II: GENERAL PRINCIPLES ................................................................................................. 15
Article 9 ............................................................................................................................15
General Framework/Provisions .................................................................................... 15
Article 10 ..........................................................................................................................15
Utilisation of the Financial Resources of the Union .................................................. 15
PART III: BUDGET ......................................................................................................................... 17
Article 11 ..........................................................................................................................17
Budget Preparation ....................................................................................................... 17
Article 12 ..........................................................................................................................17
Presentation and Content of the Budget ................................................................... 17
Article 13 ..........................................................................................................................18
Submission, Approval and Adoption of Budget Estimates ...................................... 18
Article 14 ..........................................................................................................................18
Internal Programme and Budget Committee ............................................................ 18
Article 15 ..........................................................................................................................19
Functions of the Internal Programme and Budget Committee .............................. 19
Article 16 ..........................................................................................................................20
Peace Support Operations Budgets ............................................................................ 20
Article 17 ........................................................................................................................................ 21
PART IV: SOURCES OF REVENUE ............................................................................................. 23
Article 18 ..........................................................................................................................23
Financial Resources of the Union ................................................................................ 23
Article 19 ..........................................................................................................................23
Contributions from Member States. ........................................................................... 23
Article 20 ..........................................................................................................................23
Voluntary Contributions, Gifts and Donations .......................................................... 23
Article 21 ..........................................................................................................................24
Revenue Generating Activities ..................................................................................... 24
Article 22 ..........................................................................................................................24
Article 23 ..........................................................................................................................24
Miscellaneous Revenue ................................................................................................ 24
PART V: FUNDS OF THE UNION .............................................................................................. 25
Article 24 ..........................................................................................................................25
General Fund .................................................................................................................. 25
Article 25 ..........................................................................................................................25
Working Capital Fund ................................................................................................... 25
Article 26 ..........................................................................................................................26
Reserve Fund .................................................................................................................. 26
Article 27 ..........................................................................................................................26
Special Fund ................................................................................................................... 26
Article 28 ..........................................................................................................................27
Article 29 ..........................................................................................................................27
Article 30 ..........................................................................................................................28
Establishment of Funds of the Union ......................................................................... 28
PART VI: UTILIZATION OF FINANCIAL RESOURCES ........................................................... 29
Article 31 ..........................................................................................................................29
Availability of Appropriations ...................................................................................... 29
Article 32 ..........................................................................................................................29
Authorisation to Expend Appropriations ................................................................... 29
Article 33 ..........................................................................................................................30
Reallocation of Resources between Organs .............................................................. 30
Article 34 ..........................................................................................................................30
Financial and Management Reporting ....................................................................... 30
PART VII: CUSTODY/MANAGEMENT OF FUNDS AND PAYMENTS ............................... 31
Article 35 ..........................................................................................................................31
Bank Accounts and Management ............................................................................... 31
Article 36 ..........................................................................................................................31
Imprest Accounts ........................................................................................................... 31
Article 37 ..........................................................................................................................32
Petty Cash Float ............................................................................................................. 32
Article 38 ..........................................................................................................................32
Accountable Imprest ..................................................................................................... 32
Article 39 ..........................................................................................................................33
Transportation of Cash ................................................................................................. 33
Article 40 ..........................................................................................................................33
Advance Payments ........................................................................................................ 33
Article 41 ..........................................................................................................................33
Ex gratia Payments ........................................................................................................ 33
PART VIII: PROCUREMENT ........................................................................................................ 34
Article 42 ..........................................................................................................................34
General Principles .......................................................................................................... 34
Article 43 ..........................................................................................................................34
Authority and Responsibility ........................................................................................ 34
Article 44 ..........................................................................................................................35
Authority Levels ............................................................................................................. 35
Article 45 ..........................................................................................................................35
Structures Responsible for Procurement.................................................................... 35
Article 46 ..........................................................................................................................36
AU Tender Board ........................................................................................................... 36
Article 47 ..........................................................................................................................36
Tender and Procurement Committee ......................................................................... 36
Article 48 ..........................................................................................................................36
Composition of the Internal Procurement Committee ............................................ 36
Article 49 ..........................................................................................................................37
Procurement Unit. ......................................................................................................... 37
PART IX: INVESTMENTS ............................................................................................................. 38
Article 50 ..........................................................................................................................38
Investments of the Union ............................................................................................. 38
Article 51 ..........................................................................................................................38
Criteria for Selecting Investments ............................................................................... 38
Article 52 ..........................................................................................................................38
Investment Committee ................................................................................................. 38
Article 53 ..........................................................................................................................39
Investment Ledger ......................................................................................................... 39
Article 54 ..........................................................................................................................39
Custody of Securities..................................................................................................... 39
Article 55 ..........................................................................................................................39
Loss of Cash or Negotiable Instruments .................................................................... 39
ABBREVIATIONS
Mobilization
WGD- Women and Gender Development
Preamble
The African Union Financial Rules and Regulations (FRR) govern the broad financial
management of the Union. The existing FRR were adopted by the Assembly of Heads
of State and Government of the African Union (Assembly) on 25-29 June 2006 in
Banjul, The Gambia. These together with isolated applicable International Financial
Reporting Standards (IFRS) have formed the basis for preparing the African Union
financial statements
As part of the African Union (AU) institutional reforms the Executive Council, in
January 2013, by its decision, EX.CL/Dec.728(XXII)2013, adopted the International
Public Sector Accounting Standards (IPSAS). The adoption of IPSAS necessitated the
revision of the FRR in order to produce IPSAS-compliant financial statements.
Now therefore the Assembly adopts this Financial Rules and Regulations of the
African Union. The previous Financial Rules and Regulations is here by repealed.
PART I: PRELIMINARY
Article 1
Definitions
For the purpose of these Rules and Regulations, and unless the context otherwise
requires. These definitions are supplemented by the terms used under the
International Public Sector Accounting Standards:
xi. Commission means the African Union Commission which is also the
Secretariat of the Union;
xii. "Commitment" means a legally binding obligation on the Unions part arising
from a written contract or other written agreement entered into by the Union
that is expected to result in the disbursement of the Unions financial
resources
xiii. Competent Authority means any person who lawfully acts on behalf of the
Chairperson of the African Union Commission or the Head of Unions Organ;
xiv. "Contribution" means all resources, including in-kind resources, provided by
the Member States and Development Partners in support of the Unions
mandate
xv. "Contribution-in-kind" shall mean resources of goods, services or property
received at minimal or no cost to the Union;
xvi. Controlling Officer means the Deputy Chairperson of the African Union
Commission, Heads of Organs and Institutions of the Union, where applicable,
with accounting authority for resources of their respective Organs and
Institutions and who shall be accountable to the Accounting Officer;
xvii. Deputy Chairperson means the Deputy Chairperson of the African Union
Commission;
xviii. Development partner means an organization or country that has availed
resources, either in the form of cash or in kind to the Union for purposes of
assisting the Union in its programs and operations;
xix. Disbursement means the actual amount paid out;
xx. Duty station means a place of posting where an employee carries out
his/her duties;
xxi. Elected Officials means officials of Organs of the African Union elected by
the Policy Organs and appointed by Assembly.
xxii. Ex- gratia means gift which has a monetary value.
xxiii. Expenditure means the sum of disbursements and accrued expenses for
goods and services rendered;
xxiv. Executive Council means the Executive Council of Ministers of the Union;
xxv. Finance Officer means an officer appointed by the Accounting
Officer/Controlling Officer who shall be responsible for the accounting
transactions of the Union in a finance office;
xxvi. Financial Controller means Chief Finance Officer of the Union and the
Director of PBFA of the AU Commission, solely responsible for receiving,
disbursing, accounting and reporting the financial resources of the Union
xxvii. Financial Year means one (1) financial year beginning from 1 January and
ending 31 December of the same year;
xxviii. Financial Rules and Regulations means the Financial Rules and Regulations
of the Union;
xxix. General Fund means such fund established under article 27 of these Rules
and Regulations;
xxx. Internal Programmes and Budget Committee means the Committee that
shall coordinate the planning and budgeting processes within the Union as
established under Article 14 of these rules and regulations;
xxxi. Imprest System means cash on hand maintained to ensure the settlement
of certain expenses which, by their lesser importance, unforeseen character or
urgency, may not follow the normal procedure laid down governing expense
payments
xxxii. Loan means a present long term or short term obligation of the Union
arising from borrowing in the past, the settlement of which is expected to
result in an outflow of resources from the Union embodying economic
benefits;
xxxiii. Staff Member means a person employed by the Union as a continuing
regular, regular, fixed term or short-term personnel on the basis of a daily
wage or monthly salary as provided for in Staff Regulations and Rules.
xxxiv. Obligation means the amount of the order placed, contract awarded, and
other transactions for which goods have been received or services rendered
during the current financial year and which require payment during the
financial year or at a future period;
xxxv. Organ means an Organ of the Union as defined in the Constitutive Act and
any other institutions of the AU that is designated with the status of an Organ;
xxxvi. Peace fund means a special funds established under art28of the Financial
Rules and Regulations to finance emergent Peace Support Operations
xxxvii. PRC means the Permanent Representatives Committee of the Union;
xxxviii. Procurement Office means the Department/Division/Unit charged with
procurement functions of the Union
xxxix. Programme Manager" means any officer duly appointed by the Accounting
Officer/Controlling Officer who is personally responsible and accountable for
the implementation and management of programme(s) within a Unit, Division,
Department or Regional Office;
xl. Reserve Fund means a fund established by the Executive Council, in which
surplus income from contributions that exceed the amounts required to
finance the Union programme and budget appropriations, are deposited;
xli. Revenue means inflow of economic benefits during the financial year that
results in an increase in net assets/equity.
xlii. Special Funds means resources with related accounts held by the African
Union and available only for specific purposes
xliii. Special Account means a bank account for monies not being part of the
appropriations but administered by the Union on behalf of contributors for
specific activities;
xliv. Trust Funds shall mean funds held by the Union on behalf of other entities;
xlv. Union means the African Union established by the Constitutive Act;
xlvi. Unliquidated obligation means valid financial commitments entered into
before, but could not satisfy the delivery principle as at, the end of a given
financial period
xlvii. Unutilised Financial Resources means all financial resources of the Union not
spent during the course of the financial year to which they relate;
xlviii. Working Capital Fund shall mean the fund established under Article 28 of
these Rules and Regulations.
PART II
Article 2
Article 3
Effective date
These Rules and Regulations shall come into effect upon adoption by the Assembly.
Article 4
Article 5
Interpretation
The interpretation of these Rules and Regulations shall vest with the Accounting
Officer on the advice of the Legal Counsel.
Article 6
Article 7
Delegation of Authority
(1) The Accounting Officer may delegate, his or her authority under these Rules
and Regulations to the Controlling Officers, and where applicable Competent
Authorities of the Union as deemed appropriate.
(2) In the administration of these Rules and Regulations, the Accounting Officer
or his/her delegate shall be responsible for reviewing and approving all
financial processes as well as prescribing and arranging for the maintenance
of financial records of the Union.
(3) Delegation under Sub regulation (2) shall be in writing.
(4) In the implementation of these Financial Rules and Regulations the
Controlling Officers and competent authorities shall be accountable to the
Accounting Officer.
(5) The Controlling Officers of the union may in turn delegate by administrative
instruction authority for specified aspects of these Financial Rules and
Regulations to Competent Authorities. These administrative instructions shall
state whether the delegated official may assign aspects of this authority to
other officials.
(6) In the application of these Financial Rules and Regulations, all officials of the
Union shall be guided by the principles of effective and efficient financial
management and the exercise of economy
Article 8
(3) Depending on the gravity of the breach and the size of the irregularity, in
addition to the sanctions and disciplinary measures provided for in the
Staff Rules and Regulations, other sanctions could include waiver of
immunity, investigation and prosecution according to the laws of the AU
Member States and Host Countries.
(4) In the event that the breach has been caused by an elected official-, the
matter shall be referred to the Executive Council.
Article 9
General Framework/Provisions
(1) The financial year of the Union shall cover a period of twelve (12) months,
starting on 1st of January and ending on 31st of December of the same
year. Unliquidated commitment arising from events entered into prior to 31st
December of the financial year, but which could not be completed before that
date shall be finalized within the first three (3) months of the following
financial year. The appropriation for these un liquidated commitment shall be
carried forward to the following year.
(2) The Unions accounting procedures shall be as laid down in the Financial
Procedures Manual and in so far as they are not incompatible with these
Financial Rules and Regulations shall be adhered to at all times.
(3) The monetary unit of the Union shall be the United States Dollar (USD). The
Executive Council may, upon the proposal of the Accounting Officer, adopt
another monetary unit for the Union.
Article 10
(2) The Budget of the Union shall provide the basis for authorization of the
financial commitments, expenditure and revenue of the Union and determine
their nature and amount.
(3) The financial resources from development partners shall be declared and
included in the budget of the Union for the years the funds are to be utilized.
(4) The Assembly shall approve and adopt for each financial year the budget of
the Union.
(5) The budget of the Union shall be drawn up by the Accounting Officer on an
annual basis and adopted by the Assembly, after consideration by the
Executive Council upon the recommendation of the PRC in conformity with
the provisions of the Constitutive Act, the Rules of Procedure of the Assembly,
the Executive Council, and the PRC and the current Financial Rules and
Regulations.
(6) The draft budget drawn up and presented by the Accounting Officer
shall be supported by reports on the implementation of the budget for
the current and previous financial year as stipulated in financial procedures
manual.
(7) The proposed budget shall consist of two (2) parts thus estimates of revenue
and expenses.
(8) The proposed budget shall be accompanied by such information, annexes and
explanatory statements as may be requested by or on behalf of the Assembly.
(9) The budget proposal shall be presented in terms of realistic estimates with
expected output and results;
(10) The proposed budget shall also include a brief statement on the main
changes to the programme content in comparison with the previous financial
period and such further annexes or statements as may be deemed necessary
and useful.
(11) In the financial year, the Executive Council or any other duly delegated
organ, may approve supplementary Budget proposals, provided additional
financial resources are available to meet the additional financial
commitments. The supplementary Budget proposals shall be in a form
consistent with the approved Budget.
Article 11
Budget Preparation
(1) The budget of the Union shall be prepared by the Accounting Officer.
(2) The Accounting Officer shall convene a pre-budget conference with the
Internal Programmes and Budget Committee and the key stakeholders of the
Union before the preparation of the budget proposals, to discuss the priorities
and requirements for the financial year.
(3) The PRC shall consider the detailed budget of the Union presented by the
Accounting Officer before presentation to the Executive Council for
consideration.
(4) The Executive Council shall consider and present the budget proposal to the
Assembly for approval.
Article 12
(d) Programmes
(4) For the purpose of comparison, the proposed budget shall be presented
alongside the actual expenses for the preceding financial year and estimates
for the following financial year.
(5) The proposed annual budget shall cover all the activities and the revenue and
expenses of the Organs and Institutions of the Union for the financial year to
which they relate and the projections for the next two years in a consolidated
form, as well as separately for each Organ and Institution.
(5) The proposed annual budget shall also be accompanied by such information,
annexes and explanatory statements as may be deemed necessary.
Article 13
Article 14
(3) The Chairperson of the Committee may co-opt any other person to the
Programme and Budget Committee as deemed necessary.
Article 15
Article 16
(2) The Accounting Officer shall prepare and submit special budget for emergent
Peace Support Operations of the Union. Such Budgets shall set out the objectives,
expected accomplishments and outputs. The Peace and Security Council of the Union
shall consider and recommend such budget submitted by the Accounting Officer to
the PRC for approval.
(3) The content and presentation of the budget for Peace Support Operations shall
be in accordance with the defined framework under Article 17 of these Rules and
Regulations.
(5) Financial resources to finance emergent Peace Support Operations budget shall
be drawn from the Peace Fund of the Union established under these Rules and
Regulations and supplemented by voluntary contributions from member states as
well as partners of the Union.
(6) The Accounting Officer shall submit on a semi-annual basis to the Assembly for
informational purposes a table summarizing the budgetary requirements of each
peace support operation for the financial period from 1 January to 31 December,
including a breakdown of expenditure by major budget categories and the
aggregate total resource requirement.
Article 17
Supplementary budget and Reallocation (Virement)
(2) The reallocation of financial resources within the approved budget categories
shall be authorized by the Accounting Officer.
(4) The Accounting Officer may reallocate financial resources between budget
categories up to (5%) of the Operating budget of the Union to meet certain
unforeseen, urgent and necessary expenditures solely for the furtherance of
the objectives of the Union with subsequent notification to PRC.
(5) All reallocations between budget categories and above 5% of the Operating
budget shall be authorized by the PRC.
(6) The PRC may, at the request of the Accounting Officer, authorize transfer of
funds, as the need arises. The request shall be supported by relevant
documents and having regard to actual service needs and requirements,
provided sufficient savings can be found within the limit of funds appropriated
under the relevant part of the Budget.
(7) The PRC may, in exceptional cases, authorize transfer of funds appropriated
for personnel emoluments or mission for the benefit of equipment or other
expenses.
Article 18
Article 19
Article 20
Article 21
(2) No organ shall charge another organ for any service rendered except if it is for
the purpose of recovery of a cost incurred directly as a result of rendering the
service
Article 22
Article 23
Miscellaneous Revenue
(1) Miscellaneous revenue shall include all revenue other than the following:-
(a) statutory contributions by the Member States to the annual budget;
(b) direct refunds of expenditure made during the financial year;
(c) revenue earned from the sale of goods and services rendered; and
(d) Contributions, grants and donations.
(2) All financial resources in respect of which no purpose is specified shall be
treated as miscellaneous revenue and shall be reported in the financial
statements of the financial year in which they are received.
(3) Refunds of expenses, which are charged in the same financial year, may be
credited to the same accounts, but refunds of expenses of prior financial years
shall be credited to respective funds as miscellaneous revenue.
(4) Unless otherwise provided by the Executive Council, such revenue shall be
administered in accordance with these Rules and Regulations
General Fund
There shall be established a General Fund for the purpose of accounting for the
expenses of the Union, in which the following categories of accounts shall be
maintained;-
Article 25
(3) Advances from the Working Capital Fund may be made only for the purposes
and within the terms and conditions prescribed by the Executive Council and
only on the basis of written authorization signed by the Accounting Officer.
(4) Advances drawn from the Working Capital Fund to finance budget allocations
during any financial period shall be paid back into the Working Capital Fund
as soon as funds are available for this purpose and in proportion to the
amount of resources collected.
(5) Except for cases where such advances may be recovered from extra budgetary
funds or other authorized sources, all advances drawn from the Working
Capital Fund for unforeseen or extra-ordinary expenses or for any other
purpose, shall be reimbursed by means of supplementary budgetary
appropriations.
Article 26
Reserve Fund
(1) There shall be a Reserve Fund of the Union where any unutilized funds or
surplus shall be recorded.
(2) The Reserve Fund shall be utilized in accordance with a decision of the PRC for
urgent or unforeseen expenditure.
(3) The minimum balance in the Reserve Fund shall be at least three (3) months
operating budget requirement of the Union
(4) Where the Reserve Fund is more than three (3) months operating budget
requirement , any supplementary budget that has been approved by the
Assembly shall first draw its funds from the Reserve Fund up to the extent
that the balance is not less than the threshold stated in sub-article 3 above.
(5) When the funds in the Reserve Fund float exceed three (3) months operating
budget requirement, any excess funds shall be invested according to Article
53 of the Rules and Regulations.
Article 27
Special Fund
(1) The Accounting Officer may establish special funds for specific purposes
provided such activities are meant for the furtherance of the objectives of the
Union.
(2) The Accounting Officer may accept, on behalf of the Union, gifts, legacies,
voluntary contributions and donations made to the Union, from development
partners, provided the objectives and the purpose of these are not
inconsistent with the purpose and objectives of the Union, for such
established special funds.
(3) The purpose and limits of any special fund shall be clearly defined by the
Accounting Officer.
(4) The special funds shall be administered in accordance with these Rules and
Regulations.
(5) Contributions to the Union which remain unexpended after the activities for
which they were provided are completed, shall be treated in accordance with
the agreement under which the contributions were made and provisions of
these Rules and Regulations.
Article 28
Peace Fund
(1) A Special fund known as Peace Fund shall be established to provide the financial
Resources for Peace support Operations and other operational activities relating to
Peace and Security.
(3) The Accounting Officer may accept voluntary contributions from partners outside
Africa provided they are consistent with the objectives and principles of the Union
(4) No expenditure shall be charged to the Peace Fund unless authorized by the
Accounting Officer and upon the approval by the Peace and Security Council.
Article 29
Peace Revolving Trust Fund
(1) There shall be established in accordance with Article 21 of the Peace Security
Council Protocol a Peace Revolving Trust Fund as a cash flow mechanism to:
(a) Ensure rapid response of the Union during the start-up phase of new
peacekeeping operations;
(b) Fund expansion of existing peace support operations; and
Article 30
Article 31
Availability of Appropriations
(1) All appropriations shall be available to meet commitment of the Union for the
financial year to which they relate.
(2) The appropriations shall remain available for three (3) months following the
end of the financial year to which they relate in so far as they are required to
discharge unliquidated commitment made during the financial year which
they have not been settled.
(3) Un liquidated commitment shall be based on a contract, purchase order,
agreement or other forms of undertakings/commitments by the Union or
based on a liability recognized by the Union. Such commitments shall be
supported by an appropriate obligating document. In the event that an the
obligation remains un liquidated beyond three months, the Accounting Officer
shall approve the payment and charge it against the reserve fund after
approval of the PRC.
Article 32
Article 33
Article 34
(2) The Financial Controller shall regularly consolidate the financial reports and
submit them to the Accounting Officer
(3) The Accounting Officer shall submit to the PRC and Executive Council
quarterly and semi-annual budget performance reports, indicating against
each budget category, and line items;-
(2) The Controlling Officers shall appoint a panel of bank signatories who shall
be grouped as Panel A and Panel B. Panel A shall only include mandatory
signatories from Directorate of Finance or Finance-Units of the Organs
while Panel B shall include countersigning signatories from other
Directorates or Units
(3) Two signatures, one from each Panel as provided in sub regulation (2)
above, or their electronic equivalent, shall be required on all cheques and
other withdrawal instructions, including electronic modes of payment
(4) Bank signatory authority and responsibility is assigned on a personal basis
and cannot be delegated. Bank signatories cannot exercise the functions of
an approving officer.
(5) At the end of every month, the Directorate of PBFA of AUC or Financial Unit
of an organ/institution shall draw up Bank Reconciliation Statements of all
bank accounts of the Union. Any cause for discrepancy shall be
investigated so as to restore the situation with the least possible delay.
(6) The Accounting Officer shall establish appropriate signing thresholds and
arrangements for all bank accounts of the Union.
Article 36
Imprest Accounts
(1) The Accounting Officer may approve the opening of one or more Imprest
Accounts upon a duly justified proposal by the Financial Controller.
(2) The purpose of Imprest Accounts shall be to ensure the settlement of
certain expenses which, by their lesser importance, unforeseen character or
urgency, could hardly be subjected to the normal rules and regulations
governing expense payments (obligation, liquidation and written order to
pay and payment) without serious repercussions on service operations.
(3) The Officer in charge of the Imprest Accounts shall handle the administrative
and accounting aspects of all expenses relating to the Imprest.
(4) In case of irregularity the Officer in charge of the Imprest shall be personally
and pecuniary responsible, and shall refund any amounts irregularly paid out
and be subjected to unexpected inspections. .
Article 37
Article 38
Accountable Imprest
(1) An officer may be given an accountable Imprest in respect of approved
expenses that an officer may incur in the course of official travel or for
purposes of facilitating workshops and other official activities of the Union
(2) When an officer is given imprest, he or she shall take full and personal
responsibility and accountability of the money involved and shall provide
supporting documents as laid down in the Financial Policies and Procedures
manual.
(3) All Imprest shall be retired with 7 working days after the responsible officer
returns from an official trip or after the completion of an official activity for
which the imprest was designated.
(4) All Imprest not retired beyond the period provided under sub regulation (3)
above shall be recovered in full from the salary, wages and any other
payments due to the responsible officer.
(5) No further Imprest shall be given to an officer before the previous imprest is
fully accounted for.
Article 39
Transportation of Cash
(1) Only Finance Officers shall be allowed to carry cash of the Union, for purposes
of official activities where necessary.
(2) Any other member of staff of the Union shall only carry cash upon written
authority from the Financial Controller, or Controlling Officer or Head of
Finance as applicable.
(3) Any other member of staff that is given the responsibility to carry cash in
place of a Finance Officer shall have the same responsibility for the cash as the
Finance Officer would have been.
(4) The Financial Controller shall ensure that all cash in transit is properly insured
against losses before it is entrusted to a member of staff.
Article 40
Advance Payments
(1) Except where normal commercial practice or where the interest of the Union
so requires, no contract or purchase order which requires a payment or
payments on account in advance of the delivery of goods or performance of
contractual services shall be made on behalf of the Union.
(2) An officer shall not make advance payments unless authorized by the
Controlling Officer.
Article 41
Ex gratia Payments
The Accounting Officer may make such ex gratia payments as are deemed to be
necessary in the interest of the Union, provided that a Statement of such payments
shall be submitted to the Board of External Auditors with the financial statements.
Article 42
General Principles
(1) Procurement functions include all actions necessary for the acquisition, by
purchase or lease, of property, including products and real property, and of
services, including works. The following general principles shall be given due
consideration when exercising the procurement functions of the Union:
(a) Value for money;
(b) Fairness, integrity and transparency;
(c) Effective competition;
(d) Efficiency and Economy;
(e) The interest of the African Union.
Article 43
(2) Notwithstanding sub article 46 (1) above and for purposes of these Rules and
Regulations, the Accounting Officer may delegate his/her authority and
responsibility to Controlling Officers of AU Organs and Institutions.
(3) The Controlling Officers of the Union shall be responsible for establishment of
all necessary procurement systems and processes and designate relevant
officials responsible for performing procurement functions within their
respective Organs and Institutions.
(4) The Controlling Officers shall all be responsible to the Accounting Officer in
execution of their procurement responsibilities.
Article 44
Authority Levels
(1) There shall be a Tender Board at the AU Headquarters that shall consider all
other procurements above thresholds of respective Internal Procurement
Committee (IPCs).
(2) Each AU Organ and Institution shall constitute an Internal Procurement
Committee (IPC).
(3) Internal Procurement Committees for the Union shall be categorized and
thresholds, methods and process of procurement shall be determined in
accordance with the AU Procurement Manual. The is outlined in the
Procurement Manual
Article 45
Article 46
AU Tender Board
(1) There shall be established an AU Tender Board appointed by the Accounting
Officer to deal with all procurements of the Union with values exceeding the
limits contained in the categories of each IPC.
(2) The composition of the AU Tender Board shall be determined in the AU
Procurement Manual.
Article 47
Article 48
(5) The Head of procurement Unit shall provide secretarial and technical services
to the Internal Procurement Committee.
Article 49
Procurement Unit.
(1) All Organs and Institutions shall establish their own Procurement Units
charged with management and coordination of all procurement activities as
stipulated in the procurement manual.
Article 50
Article 51
(a) safety and risk associated with an investment in terms of potential loss of
principal or interest;
(b) liquidity or marketability of an investment or the ease with which it can be
converted into cash where necessary in the interest of the Union;
(c) earnings an investment provides, usually expressed as an annual Rate of
Return (ROR).
Article 52
Investment Committee
There shall be established an Investment Committee at each organ charged with
investment matters, comprising the following-
Article 53
Investment Ledger
All investments of the Union shall be registered in an investment ledger to be
maintained by the Director of Finance which shall indicate the relevant details for
each investment, including the face value of the deposit, proceeds of sale and
revenue derived.
Article 54
Custody of Securities
All securities of the Union shall be deposited in any of the following-
(c) the safe vaults of the Union under the direct control of the Controlling
Officer
Article 55
Article 56
Article 57
Board of Survey
There shall be established a Board of Survey which shall be responsible for;-
(a) reporting on Inventory, plant, property and equipment that have been
issued for use which are considered to be of no further use or value to the
Union;
(b) examining damaged, unserviceable or obsolete machinery, equipment and
other property;
(c) Making appropriate recommendations on the mode of disposal to the
controlling officer.
Article 58
Article 59
Disposal Proceeds
(1) All proceeds from sale of assets and supplies of the Union shall be managed
according to the provisions of these Rules and Regulations.
(2) All proceeds from disposal of assets of the Union shall primarily be applied
towards replacement of the disposed assets, unless decided otherwise by the
Accounting Officer.
Article 60
Financial Irregularities
The following shall, inter alia, constitute irregularities in the context of these Rules
and Regulations:
(a) A written order for payment without service performed or any commitment
made;
(b) Effecting expenditure without being qualified to do so or without having been
specifically delegated to do so;
(c) Effecting payments without proper authorisation.
(d) Effecting unauthorised expenditure from the Budget of the Union;
(e) Ordering expenditure without reference to the proper procurement
procedures provided for in these Rules and Regulations;
(f) Acquiring an asset unconnected with the services of the Union;
(g) Allocation and use of an asset of the Union for personal purposes;
(h) Effecting expenditure in excess of authorised funds, or without availability of
funds
(i) Recruitment and effective appointment of staff without establishment for the
post and when financial provision has not been made in the Budget, or
without authority to recruit;
(j) Committing funds without reference to their initial purposes;
(k) Purchases effected under conditions unrelated to the interests of the Union;
(l) Unauthorised allocation of funds; and
(m) Non-issuance of receipt in respect of money received for the Union.
Article 61
Handling Irregularities
(1) Irregularity shall be reported to the Controlling Officer.
(2) The Controlling Officer may call upon the office of the Internal Audit or Board
of External Auditors to make thorough audit investigations and draw up
reasonable conclusions there from. Based on the recommendations, the
Controlling Officer shall take appropriate action in compliance with all relevant
and applicable AU policies.
Article 62
Losses
(1) The following shall, inter alia, constitute losses in the context of these Rules
and Regulations:
(a) loss to the Union occasioned by theft, negligence or, inefficiency;
(b) improper payment of the Union's monies,
(c) fraudulent payment,
(d) misappropriation or for any payment of monies which is not
vouched;
(e) misuse, damage, destruction of supplies and other property,
(f) loss of monies and securities, of the Union;
Article 63
Handling of Losses
(1) The Controlling Officer may after full investigation and consultation with the
Accounting Officer, shall take appropriate action in the treatment of losses.
(2) The Controlling Officer shall, whenever the need arises, appoint a Losses
Committee and determine its composition and terms of reference.
(3) The Committee shall meet to consider all losses reported and make its
recommendations to the Controlling Officer.
(4) If, after investigation, it appears to the Controlling Officer that any staff
member who is or was an employee of the Union has caused a loss, he/she
shall be required by the Controlling Officer to indemnify the Union against
such established loss.
(5) Where accounting errors or omissions which have resulted in a loss to the
Union are detected and confirmed, after thorough investigations of the
accounts and the Accounting Officer or his/her designated officer is
ultimately unable to satisfy himself/herself, the person identified as
responsible shall be surcharged with the amount of the said loss.
(6) The Accounting Officer may, on the recommendation of the Losses
Committee, withdraw or vary a surcharge in respect of which an
explanation satisfactory to him/her has been received or fresh evidence has
come to light which negates wholly or partially the basis of the surcharge. A
detailed report on such cases shall be submitted to the PRC.
(7) Depending on the gravity of the irregularity and the amount involved, the PRC
may recommend that the matter be referred to the Joint Disciplinary Board for
additional disciplinary action.
Article 64
Responsibility
The Financial Controller shall maintain the books of accounts and prepare the
financial statements of the Union.
Article 65
Accounting Policy
(1) The Union shall apply Accrual basis International Public Sector Accounting
Standards (IPSAS).
(2) The Accounting Officer shall recommend to the Policy Organs for adoption,
relevant internationally accepted accounting standards, conventions and
practices that may become applicable before implementation.
(3) For purposes of consistency, no changes shall be adopted and implemented
to the accounting policies in the course of a financial year.
(4) Any changes to the accounting policies of the Union shall be approved by the
Executive Council before adoption and implementation upon
recommendation of the PRC.
Article 66
Article 67
Article 68
Risk Management
(1) The Accounting Officer shall establish a risk management policy for the Union
and maintain a risk-management system to manage and control financial and
other types of risks, including the identification, evaluation, and measurement
of possible impact on Union, and the selection and maintenance of various
solutions to mitigate risk.
(2) All Controlling Officers of the Union shall develop appropriate risk
management frameworks and maintain risk management registers to be
updated on annual basis.
Article 69
Article 70
Article 71
(2) The Office of Internal Audit shall provide independent and objective appraisal
of the activities of all Organs and Institutions of the Union in order to add
value and improve their administrative and operational efficiency.
(4) The Office of Internal Audit shall help all Organs and Institutions of the Union
to accomplish their strategic objectives by utilizing a systematic and
disciplined approach to evaluate and improve the risk management, internal
control systems and administrative processes compliant with relevant statutes,
directives, guidelines, policies and governance standards.
(5) The mandate, responsibility, authority, independence and reporting of Office
of Internal Audit shall be defined in the AU Internal Audit Regulations serving
as its audit charter.
Article 72
Article 73
Article 74
Article 75
Conflict of Responsibilities
(1) A payment request by the Accounting Officer may be refused by the
Financial Controller when the amount exceeds the limit of funds allotted to
it or if there is any omission, gross error or irregularity in the request or
supporting document.
(2) In such a case, the Accounting Officer may overrule the objection raised by
the Financial Controller. This instruction addressed to the Financial
The same provisions in the preceding sections (1) and (2) shall apply to Controlling
Officers and respective Heads of Finance in the Organs
Article 76
Article 77
Article 78
Article 79
Article 80
Article 81
Article 82
Article 83
Audit Opinion
(1) The Board of External Auditors shall express an audit opinion on the Financial
Statements of the Union
(2) The opinion of the Board of External Auditors shall state whether:-
(a) the financial statements present fairly the financial position as at the
end of the financial year and the result of the operations for the period
then ended;
(b) the financial statements were prepared in accordance with International
Public Sector Accounting Standards (IPSAS);
(c) the accounting principles were applied on a basis consistent with that
of the preceding period; and
(d) the transactions carried out in the financial year were in accordance
with these Rules and Regulations .
(3) The audit report and opinion of each organ shall be signed by the Chairperson
of the Board of External Auditors
Article 84
Management Letter
(1) The report of the Board of External Auditors shall state;-
(a) the type and scope of the examination by the Board of External
Auditors ;
(b) matters affecting the finality or accuracy of the accounts including
where appropriate;-
(ii) any amounts which ought to have been received but which
have not been brought to account;
(d) other matters which should be brought to the notice of the Executive
Council including-
Article 85
iii. present a candidate for any position or post within the Union.
iv. When in arrears of payments contributions amounting to five (5)
years or more, in addition to the sanctions in paragraph 2 (a) of
the Rules of Procedure, suspension of Member States rights to;-
(7) When a Member State is under sanctions for non-payment of its contributions
as described in the preceding paragraphs, the sanctions may be lifted
temporarily if the Member State pays at least fifty per cent (50%) of its
outstanding arrears, provided that such payment is made thirty (30) days
before the commencement of the session of the Executive Council preceding
that of the Assembly.
Article 86
1. Every Draft Decision and Resolution tabled for consideration by any Organ of
the Union shall be accompanied by a presentation of its financial implications,
if any, before adoption.
2. The Executive Council may only adopt decisions involving financial
implications if the necessary funds have been availed, or additional funding
sources are identified.
Article 87
(1) For the purposes of these Rules and Regulations, the Accounting Officer shall
issue administrative instructions, guidelines, and procedures.
(3) The Accounting Officer shall ensure that the administrative instructions,
guidelines, procedures issued are properly implemented and complied with.
These Rules and Regulations shall come into force following their adoption by
the Assembly.
(4) Upon the adoption of these Rules and Regulations, the Accounting Officer shall
take the necessary measures to implement the provisions of the said Rules and
Regulations, which shall be made available to all the staff members and Member
States of the Union.
Article 88
(2) The Accounting Officer of the Union shall make proposals for amendment
through the PRC and submit them to the Executive Council for consideration
and approval.
(3) An amendment to these Rules and Regulations shall not apply retrospectively.
Article 89
Applicability
These Rules and Regulations shall supersede all provisions in existing Financial Rules
and Regulations adopted in June 2006 and any other relevant existing Executive
Council and Assembly decisions, Rules and Regulations of the Union that may
conflict with provisions contained herein, upon the date of adoption
DONE at Addis Ababa on the 31 day of January in the year Two Thousand and
fourteen (2014).