Services · Foundational

Source documentation evaluation & recommendation

SRD

Evaluates source documentation such as vouchers, invoices, receipts, approvals and supporting evidence, and recommends improvements to document standards.

What changes

More reliable financial data, better reporting, stronger audit readiness and improved system-enabled finance operations.

What you get

Standardised voucher template pack with mandatory fields and control sign-offs SRD002
Voucher review checklist with the agreed sampling plan and completed review record SRD003
Supporting documentation matrix by transaction type, including donor-specific requirements SRD004
Filing and indexing guide with numbering logic and voucher control register SRD005

What has to come first

NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment findings point to the documentation weaknesses and high-risk payment types the review should target
AAMAccountability & Approval Matrix Recommended

An approved Accountability & Approval Matrix supplies the approval chains that voucher sign-offs must mirror

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Head of Finance / Chief Accountant	Owns accounting documentation and approves the standards
HNS finance team	AP, AR, cash and bank users of vouchers
HNS procurement and logistics	Supporting documents and approvals
HNS programme managers	Request payments, advances and supporting evidence
HNS HR / payroll	Staff-related payments and deductions
HNS internal audit / compliance	Control and evidence perspective
HNS branch finance staff	Prepare vouchers at branches
External auditors	Audit trail expectations
GFDC delivery team	Assesses and advises

How it is measured

Indicator	Target	Evidence
Voucher review completed per the agreed sampling plan	100% of planned sample tested	Completed review checklist (SRD003)
Revised voucher template pack approved by the Head of Finance within target time of kick-off	9 weeks	Approval minutes; template pack (SRD002)
Voucher completeness in post-rollout quality checks	At least 90% of sampled vouchers pass the mandatory-field check	Quarterly quality check records and exception log
Preparers and reviewers trained on the new templates	At least 80% within the rollout period	Training attendance records

Tools

5 of 5 ready to download.

SRD001 Samples of vouchers Example DOCX
SRD002 Voucher template pack (CPV, BPV, JV, RV, advances, petty cash) Template DOCX
SRD003 Voucher review checklist and sampling plan Template DOCX
SRD004 Supporting documentation matrix by transaction type Template XLSX
SRD005 Filing and indexing guide with voucher control register Template XLSX

Standards

GFDC Operational Framework (intake, triage, service workflow)
HNS procurement policy and financial regulations
HNS finance manual, accounting policies and close procedures
Donor agreements and reporting requirements
HNS Delegation of Authority (DoA) and governance ToRs
HNS record retention and document management policies
HNS cash and bank management procedures

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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