v2.1 july majlis ugama islam singapura page 1 of 42majlis ugama islam singapura page 8 of 42 section...

Majlis Ugama Islam Singapura of 42

V2.1 July

Mosque Financial Regulations 2008 Content Page


Content Page

Introduction to Mosque Financial Regulations..........................................................................5

Reasons for Amending V2.0 Mosque Financial Regulations ............................................................................. 5

Changes Made .................................................................................................................................................... 5

Section 1 – Financial Records & Statement of Accounts ..........................................................6

1. Responsibility........................................................................................................................................... 6

2. Financial Records and Documents ........................................................................................................... 6

3. Statement of Accounts.............................................................................................................................. 6

4. Presentation and Approval ....................................................................................................................... 6

5. Delay or Failure to Present ....................................................................................................................... 7

6. Fundraising or Other Project Accounts .................................................................................................... 7

7. Mosque Financial Reserve Ratio.............................................................................................................. 7

Section 2 – Revenue...................................................................................................................8

1. Definition ................................................................................................................................................. 8

2. Revenue Documentation .......................................................................................................................... 8

3. Controls over Official Receipt Books (Duplicate) ................................................................................... 8

4. Official Receipt Book Register (Duplicate) ............................................................................................. 8

5. Intermediary ............................................................................................................................................. 8

6. Controls over Triplicate Receipt Books ................................................................................................... 9

7. Triplicate Receipt Logbook...................................................................................................................... 9

8. Chest Collections and Donation Boxes .................................................................................................... 9

9. Project Income Control .......................................................................................................................... 10

10. Fees Collection....................................................................................................................................... 10

11. Sale of Goods ......................................................................................................................................... 11

12. Goods on Consignment .......................................................................................................................... 11

13. Income Received from Overseas Entities............................................................................................... 12

14. Safekeeping of Mosque’s Money........................................................................................................... 12

Section 3 – Expenditure ...........................................................................................................13

1. Definition ............................................................................................................................................... 13

2. Classification of Expenses...................................................................................................................... 13

3. Vendor Master List................................................................................................................................. 13

4. Approval of Expenditure ........................................................................................................................ 13

5. Payment Vouchers and Petty Cash Vouchers......................................................................................... 14

6. Payments ................................................................................................................................................ 14

7. Issue of Cheques..................................................................................................................................... 14

8. Petty Cash............................................................................................................................................... 15

Section 4 – Banking Matters....................................................................................................16



1. Opening of Bank Account ...................................................................................................................... 16

2. Official Signatories ................................................................................................................................ 16

3. Internet Banking..................................................................................................................................... 16

4. Credit Facilities ...................................................................................................................................... 17

5. Bank Reconciliation ............................................................................................................................... 17

Section 5 – Investments ...........................................................................................................18

1. Definition ............................................................................................................................................... 18

2. Classification and Recognition............................................................................................................... 18

3. Opening a Fixed Deposit Account ......................................................................................................... 18

4. Other Investment Instruments ................................................................................................................ 18

5. Fixed Deposit & Investment Register .................................................................................................... 18

Section 6 – Fixed Assets ..........................................................................................................19

1. Definition ............................................................................................................................................... 19

2. Capitalization of Fixed Assets................................................................................................................ 19

3. Mosques Vetted as National Monuments ............................................................................................... 19

4. Fixed Assets Register ............................................................................................................................. 19

Section 7 – Receivables ...........................................................................................................21

1. Definition ............................................................................................................................................... 21

2. Provision for Doubtful Debts ................................................................................................................. 21

3. Credit Policy........................................................................................................................................... 21

Section 8 – Handing Over & Disposal of Documents .............................................................22

1. Change of Treasurer - Handing Over of Financial Documents .............................................................. 22

2. Disposal of Financial Documents........................................................................................................... 22

Section 9 – Use of Mosque Funds ...........................................................................................23

1. Manpower-Related Expenses ................................................................................................................. 23

2. Other Expenses....................................................................................................................................... 23

3. Fundraising & Donation Expenses......................................................................................................... 24

Section 10 – Quotations & Tenders .........................................................................................25

2. Invitation to Tenders and Quotations ..................................................................................................... 25

3. Waiver .................................................................................................................................................... 25

4. Evaluation and Acceptance .................................................................................................................... 25

Section 11 – Building & Works...............................................................................................26

1. Mosque Reconstruction Account ........................................................................................................... 26

2. Requirement ........................................................................................................................................... 26

Section 12 – Audit ...................................................................................................................27

1. Responsibility......................................................................................................................................... 27

2. Audit Process.......................................................................................................................................... 27



3. Receipt of Audit Report ......................................................................................................................... 27

Appendix 1A............................................................................................................................28 Appendix 1B ............................................................................................................................29 Appendix 1C ............................................................................................................................30 Appendix 1D............................................................................................................................31 Appendix 2A............................................................................................................................32 Appendix 2B ............................................................................................................................33 Appendix 2C ............................................................................................................................34 Appendix 3A............................................................................................................................35 Appendix 5A............................................................................................................................36 Appendix 5B ............................................................................................................................37 Appendix 6A............................................................................................................................38 Appendix 8A............................................................................................................................39 Appendix 8B ............................................................................................................................40

Mosque Financial Regulations 2008 Introduction


Introduction to Mosque Financial Regulations

Under the Administration of Muslim Law Act (AMLA), mosques are administered by Majlis Ugama Islam Singapura (the Majlis). Mosque Management Board (the Board) members are then appointed by the Majlis to manage the operation of the mosques. One of the aspects that the members of the Board have to manage is financial governance. Under AMLA Second Schedule, the management board of mosques to which this Schedule applies shall keep or cause to be kept proper accounts and records of its transactions and affairs. The Majlis issues the Mosque Financial Regulations for the Board to manage the mosque funds in a regularised and transparent manner and requires that the Board to comply with the stipulated regulations. As such, the mosque’s yearly external audit uses the Mosque Financial Regulations as one of the documents to base their audit. The Board will also be assessed on their compliance to the Mosque Financial Regulations. Reasons for Amending V2.0 Mosque Financial Regulations Amendment was made to Section 10 – Quotations and Tenders on 1 July 2008. The procurement process requirement for the range of $1,000 to $3,000 was not clearly defined. Change will be made effective immediately.

Changes Made

Amendment of Section 10 Paragraph 1.7 and addition of Section 10 Paragraph 1.8 will now be:

1.7. Quotations are encouraged for purchases below $1,000. The Board may choose to delegate the approval of purchases below $1,000 to Heads of Department or the Mosque Manager.

1.8. For purchases ranging from $1,000 to $3,000, the Board is not required to source for

three quotations but are encouraged to do so. However, the Board needs to approve purchases within this range.

Mosque Financial Regulations 2008 Section 1 – Financial Records & Statement of Accounts


Section 1 – Financial Records & Statement of Accounts

1. Responsibility

1.1. It shall be the responsibility of the Treasurer to 1.1.1. keep check of internal financial governance and controls to ensure funds are not mismanaged, 1.1.2. delegate the monthly preparation of accounts to Shared Financial Services (SFS) and/or the mosque accounts staff, 1.1.3. ensure that SFS prepares the financial reports monthly and reports are sent to the Mosque Management Board (the Board) without fail, and 1.1.4. ensure that accounts are prepared for the annual external audit.

1.2. The accounts of the mosque shall be prepared on the accrual basis.

2. Financial Records and Documents

2.1. The financial records and documents shall comprise:

• Cash Book;

• Petty Cash Book;

• General Ledger;

• Official Receipt Books;

• Receipt Book Register;

• Friday & Chest Collection Register;

• Cheque Books (used and unused);

• Payment Vouchers;

• Petty Cash Vouchers;

• Bank-Deposit Slips and Bank Advice;

• Bank Statements;

• Fixed Deposit Receipts/Certificate;

• Fixed Deposit Register;

• Fixed Assets Register;

• Kindergarten / Madrasah Stock Register;

• Project Income Control Register; and

• Quotation File.

3. Statement of Accounts

3.1. The Statement of Accounts shall comprise: 3.1.1. Statement of Income and Expenditure (Appendix 1A); 3.1.2. Balance Sheet (Appendix 1B); and 3.1.3. Bank Reconciliation Statement (Appendix 1C).

4. Presentation and Approval

4.1. The monthly Statement of Accounts shall be presented to the Board at the monthly meetings for approval.

4.2. The original copy of the Statement of Accounts shall bear the signatory of the Treasurer. The approval

of the monthly Statement of Accounts by the Board shall be represented by the signatory of the Chairman on the original copy. The original copy shall be filed and shall be kept in the mosque.

4.3. The Treasurer shall ensure that all the financial records and documents are made available for audit

should there be any inquiry.

4.4. A copy of the monthly Statement of Accounts shall be handed to the Majlis for records and data analysis.

Mosque Financial Regulations 2008 Section 1 – Financial Records & Statement of Accounts


5. Delay or Failure to Present

5.1. In the event of any inability to present the monthly Statement of Accounts at the monthly meetings by the Treasurer, the reasons for such delay or failure shall be explained by the Treasurer to the Board and shall be minuted in the Minutes of Meeting.

6. Fundraising or Other Project Accounts

6.1. A separate set of financial statements shall be prepared for fundraising project accounts. (Refer to Appendix 1D)

6.2. Fundraising project account statements shall be presented to the Board for discussion within three

months after the completion of each project.

6.3. The Project Statement of Accounts shall be filed together with the monthly Statement of Accounts.

7. Mosque Financial Reserve Ratio

7.1. To monitor the financial status of the mosque, the Mosque Financial Reserve Ratio (MFRR) shall be used. It is the operating reserve ratio and measures how many months a mosque can sustain with its existing accumulated funds without earning any income.

7.2. The MFRR is commonly used by the Majlis as a basis for decision making such as approval for

building works and fundraising licence.

7.3. MFRR shall be calculated as follows:

Accumulated funds – Fixed Assets MFRR=

Average Monthly Expenditure

7.4. A ratio of less than 3 is in the red zone, ratio of 3 to 6 is in the amber zone and above 6 is the green zone. Mosques in the red and amber zone are required to monitor their income and expenditure closely.

Mosque Financial Regulations 2008 Section 2 - Revenue


Section 2 – Revenue

1. Definition

1.1. Revenue is the gross inflow of economic benefits (cash and equivalent) during the period arising from the ordinary course of activities of the mosque.

2. Revenue Documentation

2.1. All revenues shall be recorded through the issuing of official receipts. Examples of income are donations, fees, sale of goods and fundraising projects.

2.2. To ensure the complete recording of revenue, the Treasurer/Accounts officer shall issue an official

receipt in duplicate for all revenues received directly by the Treasurer/Accounts officer and in ascending serial number order. A triplicate receipt shall be issued for revenue received that is not made direct to the Treasurer/Accounts officer. No official receipts shall be skipped and left blank to prevent any possible confusion or misuse.

2.3. All details of the revenue received, such as the name of payer, the purpose and the amount, shall be

written clearly on the official receipts in ink. The carbon copy shall not bear any writing in ink.

2.4. All official receipts issued shall only be valid if it bears the signature of an authorised person by the Board. Computer generated receipts may not require any signature.

2.5. No alterations are allowed to be made to the name of the payee or the amount on Official Receipts. If

such particulars are incorrect, the Receipt should be cancelled. All other alterations need to be authenticated by the person authorised to sign Receipts.

2.6. If an official receipt is subsequently cancelled, the cancelled receipt shall be attached to the

duplicate/triplicate.

3. Controls over Official Receipt Books (Duplicate)

3.1. To prevent possible misuse, all used and unused official receipt books shall be kept in a locked cabinet in the mosque’s office. The loss of any official receipt books shall be reported to the police and the Majlis within 2 working days.

3.2. Every official receipt book shall bear a control number printed in series. For example, receipt book

001 shall contain receipts with serial numbers 00001 to 00100.

3.3. Only one official receipt book shall be used at any one particular time. 3.4. The official receipt book shall be maintained by the Treasurer/Accounts officer.

4. Official Receipt Book Register (Duplicate)

4.1. Upon taking delivery of newly printed official receipt books, the serial numbers of the receipts in each booklet shall be verified by the Treasurer/Accounts officer for completeness. Upon verification, the Treasurer/Accounts officer shall update the Official Receipt Book Register. Refer to Appendix 2A.

4.2. To ensure proper control and accountability, the official receipt books shall be issued in ascending

control number order and every issue of an official receipt book shall be recorded in the Official Receipt Book Register.

5. Intermediary

5.1. An intermediary is defined as a person appointed to accept/collect money on behalf of mosque.



5.2. The Board shall appoint the intermediary and issue appointment letters, which is to be acknowledged (signed) by the appointed intermediary and endorsed by the Chairman and Treasurer. There shall be an expiry date on the appointment letter.

5.3. When money is collected by an intermediary, a triplicate receipt book shall be used.

6. Controls over Triplicate Receipt Books

6.1. To prevent possible misuse, all used and unused triplicate receipt books shall be kept in a locked cabinet in the mosque’s office. The loss of any triplicate receipt book shall be reported to the police and the Majlis.

6.2. Every official receipt book shall bear a control number printed in series. For example, receipt book

T001 shall contain receipts with serial numbers T0000001 to T0000100.

6.3. At any one particular time, a few triplicate receipt books can be used by appointed intermediaries.

6.4. The Treasurer/Accounts officer shall control issuance of the triplicate receipt books to intermediary.

6.5. The second copy of the triplicate receipt that is kept by intermediary shall be retained for at least three years after the Statutory Audit.

7. Triplicate Receipt Logbook

7.1. Upon taking delivery of newly printed triplicate receipt books, the serial numbers of the receipts in each booklet shall be verified by the Treasurer/Accounts officer for completeness. Upon verification, the Triplicate Receipt Logbook shall be updated by the Treasurer/Accounts officer.

7.2. To ensure proper control and accountability, every issue of a triplicate receipt book shall be recorded

in the Triplicate Receipt Logbook. Upon return of triplicate receipt books, the Treasurer/Accounts officer shall record the used receipt serial numbers. On the next issuance of the same triplicate receipt book to other intermediary, the Treasurer shall monitor the usage of the receipts.

8. Chest Collections and Donation Boxes

8.1. All revenues from the collections of the Chests and Donation Boxes shall be recorded in the Chest Collection Register. Refer to Appendix 2B.

8.2. There shall be satisfactory sealing of chest collection and donation boxes such that any opening prior

to recording of proceeds is apparent.

8.3. For better security, mosques are encouraged to use safes or similar substitutes instead of acrylic and/or portable chests.

8.4. Cash donations from the chests and donation boxes shall be removed at least once in two days. The

cash can be either transferred to the safe for counting at a later time, or it could be counted when the boxes are opened and then sealed into the bulk cash deposit bag for deposit at the bank.

8.5. Two persons shall witness the opening of the chests and boxes. The name, NRIC, and signature of the

witnesses are to be recorded in the Chest Collection Register.

8.6. Counting and recording of proceeds from the chest collection and donation boxes shall be done at least twice a week, unless the Board deems fit that counting shall be done once a week.

8.7. There shall be dual control over counting and recording over proceeds. Two persons shall witness the

opening and counting of monies of the Chest Collections or Donation Boxes. The name, NRIC, and signature of the witnesses are to be recorded in the Chest Collection Register.

8.8. Revenues from donations shall be recognised and recorded as income when received.



8.9. Should there be theft, the Board shall be made responsible for covering up the loss especially fees and zakat collection, unless the paying party decides to waive off the lost amount. If the Board can prove that the staff in charge is responsible, then the Board may get the staff to reimburse the amount.

9. Project Income Control

9.1. Where revenues from projects are collected through other means such as the sale of coupons or tickets or the distribution of donation cards, the Project Income Control Register (Appendix 2C) shall be updated.

9.2. The Project Income Control Register shall record all movements of the coupons, tickets or donation

cards and the persons they were issued to. Where it is not possible to record all the information in the Register, a distribution list may be attached.

9.3. The Treasurer/Accounts officer shall ensure that all donation cards and unsold coupons or tickets are

returned and accounted for.

9.4. Such coupons, tickets or donation cards shall bear pre-printed Serial Numbers and the Date of Expiry.

9.5. The date of expiry shall not be more than one year from the commencement of the fund raising project.

9.6. Any loss of donation cards, coupons or tickets shall be reported to the Majlis and the Police

immediately.

10. Fees Collection

10.1. Any fees payment not made direct to the Treasurer/Accounts officer in the mosque’s office shall be issued with a triplicate receipt, with

10.1.1. one copy to the student/course participant i.e. payer 10.1.2. one copy to the intermediary i.e. teacher or class representative 10.1.3. one copy to Treasurer/Accounts officer

10.2. The Treasurer/Accounts officer shall control issuance of the triplicate receipt books.

10.3. The Treasurer/Accounts officer shall maintain and update the students’ database on a monthly basis.

10.4. The intermediary shall keep track of students/course participants who have not paid up the fees and

update the Treasurer/Accounts officer regularly i.e. weekly or monthly.

10.5. The fees collected shall be submitted to the Treasurer/Accounts officer on the day of collection.

10.6. Registration fees shall be recognised as income upon receipt of payment.

10.7. Madrasah and kindergarten fees should be recognised as income for the month at the end of the month when all classes the student is paying for have been sufficiently conducted.

10.8. For madrasah and kindergarten, the principals shall work closely with the Treasurer/Accounts officer

on outstanding fees. The principals shall assist to discharge their teachers to send reminder letters to parents of students who have not paid up the fees monthly. For courses, the Treasurer shall discharge his/her staff to send reminder letters to course participants who have not paid up the fees regularly i.e. weekly or monthly.

10.9. The intermediary shall return the third copy of the triplicate receipt to the Treasurer/Accounts officer

once the receipts had been used. The intermediary shall retain the second copy of the triplicate receipt.

10.10. The Treasurer/Accounts officer shall issue the official receipt (duplicate) to the intermediary upon receipt of the fees for accounting record and banking purposes.



10.11. The Treasurer shall announce the fees collection report in the Board meeting. The amount of shortfalls in payment shall be made known to the Board.

11. Sale of Goods

11.1. The Board is required to approve all goods sold by mosque’s staff and activists. 11.2. Revenue from the sale of goods should be recognised when the mosque

11.2.1. has transferred the goods or service to the buyer, 11.2.2. retains neither continuing management nor effective control over the goods sold, and 11.2.3. revenue can be measured reliably.

11.3. For goods sold on a consignment basis, revenue shall be recognised when the goods are sold to a third

party. The amount to be recognised in the Income Statement would be the commission earned for the sale. There shall not be a Cost of Goods Sold item charged to the Income Statement.

11.4. Any fees payment not made direct to the Treasurer/Accounts officer in the mosque’s office shall be

issued with a triplicate receipt, with

11.4.1. one copy to the supplier/vendor i.e. payer 11.4.2. one copy to the intermediary i.e. mosque’s staff or activists 11.4.3. one copy to Treasurer/Accounts officer

11.5. The Treasurer/Accounts officer shall control issuance of the triplicate receipt books.

11.6. There shall be a Goods Register for all goods sold by mosque e.g. books, uniforms, CDs, etc. The

Goods Register shall record and update the amount of goods sold and to whom the goods are sold to. It shall be maintained by the Treasurer/Accounts officer.

11.7. The goods shall be stored in a safe place and to be accessed only by officer(s) appointed in the selling

of the goods. A regular stock-count is to be carried out, recorded and acknowledged by a witness. Should the goods cannot be stored in a secured place and can be accessed by others, daily stock-count shall be carried out, recorded and acknowledged by a witness.

11.8. If any of the goods is discovered to be missing, it shall be reported to the Board immediately and the

matter is to be mentioned in the Board’s meeting and reflected in the minutes.

11.9. There shall be an expiry date for the mosque to sell the goods especially goods on consignment. Goods not sold are to be returned to the consignor immediately after the agreed written expiry date with acknowledgement receipt given to mosque.

11.10. The finalised Statement of Accounts for the sale of goods shall be presented to the Board for

approval within 3 months of the expiry date of the sale.

12. Goods on Consignment

12.1. Revenue that can be recognised on a consignment basis are non-events management, fundraising related goods such as commission from selling books or drinks from vending machines.

12.2. The Board is to exercise due diligence in engaging with the consignors. For goods on consignment not

mentioned in Section 12.1, the Board is strongly encouraged to seek the approval of the Majlis before proceeding to make any arrangements with the potential consignor.

12.3. The amount to be recognised in the Income Statement would be the commission fees earned for the

sale only.

12.4. The amount to be collected on behalf of the provider of the goods is not revenue. Hence, there shall also not be a Cost of Goods Sold expense charged to the Income Statement.



13. Income Received from Overseas Entities

13.1. The Majlis encourages the Board to be innovative in sourcing for funding. However the Board is to be extra cautious when receiving donations from overseas businesses or individuals.

13.2. Due to the risk of foreign entities abusing non-profit organisations for money laundering, the Board is

advised to have the overseas donations made to The Majlis first.

13.3. Once the contributions are found to be genuine and not affiliated to any entities under the scrutiny of the authorities or the United Nations, the Majlis will forward the whole sum donated to the respective mosque's account.

13.4. This is to protect the name of the mosque from being tainted with any ongoing investigations of the

overseas entities currently underway.

14. Safekeeping of Mosque’s Money

14.1. All income collected shall be kept in the mosque’s safe if the money is not to be banked-in after collection.

14.2. Day’s collection on income, donations and zakat by the mosque staff have to be counted and handed

over to the overall in charge who will deposit the cash in the mosque’s safe.

14.3. Monies in the safe shall be deposited into the mosque’s bank account at least twice weekly, unless the MMB deems that it is not necessary.

14.4. The Board shall ensure that the staff shall not hold petty cash amount exceeding the threshold of $500.

14.5. Mosques are strongly encouraged to purchase insurance policy to safeguard their money from theft.

Mosque Financial Regulations 2008 Section 3 - Expenditure


Section 3 – Expenditure

1. Definition

1.1. Expenses are the costs incurred in the general operations of the mosque.

1.2. There should be a matching of expenses incurred with the revenue received. Matching could be by activity, or time period. Expenses shall be recognised in the time period the service is delivered, or when costs are incurred.

2. Classification of Expenses

2.1. Expenses shall be classified using the following categories:

2.2. Direct fundraising expenses are costs directly incurred and paid for in the fundraising activities. Examples include supplies, expense on manpower used for the event, and rent.

2.3. Operational expenses are costs incurred by the mosque to run its daily activities, such as

madrasah. Examples include utilities, relevant staff costs, and printing.

2.4. Other operating expenses and administrative expenses are costs incurred by the mosque to run its daily operations. Examples include professional fees, insurance, depreciation, repair and maintenance.

2.5. Since a mosque does not derive its main income from sales, expenses for their normal daily operations

such as supplies for events or projects shall not be reported as inventories. Instead, they should be expensed off when incurred.

3. Vendor Master List

3.1. The mosque shall maintain a Vendor Master File of all suppliers and vendors it makes payment to.

3.2. All vendors are to be authorised by the Board to avoid any discrepancy or payment to fictitious parties. Creation of vendor or change in details of existing vendor shall be made via a Vendor Request Form (Appendix 3A) and shall be approved by the Accounts Officer and the Chairman.

3.3. All vendor requests shall be assigned a unique reference number of running order.

3.4. Rejected vendor requests shall also be filed in the Vendor Master File.

3.5. Change in details of existing vendor shall be attached to the original form and filed together. A copy

of the original shall replace the original to maintain the running order of the reference number.

3.6. Payment shall be made only to the approved vendors found in the Vendor Master File.

4. Approval of Expenditure

4.1. The following levels of approval of expenditure shall apply to the Board:

Amount of Expenditure Approval Less than $1,000 * Subcommittee or Board $1,000 to $10,000/- Board More than $10,000/- Majlis

4.2. All expenditures approved by the Board shall be recorded in the minutes of meeting.

4.3. For items costing $1,000 and above, the requestor has to put up a Purchase Requisition (PR) form for

approval before proceeding with the purchase. The PR shall include details of the items or services that will be required, along with the requestor’s signature.



4.4. The filled PR form will be reviewed and approved by the Accounts Officer. The Officer will verify that the payee is a valid vendor in the Vendor Master File.

5. Payment Vouchers and Petty Cash Vouchers

5.1. Once the vendor’s invoice is received, or when allowances are due for payment, a Petty Cash Voucher or Payment Voucher (for cheque payments) shall be drafted.

5.2. The details of the expenditure and the name of the recipient shall be written clearly on every Payment

or Petty Cash Vouchers.

5.3. The Payment and Petty Cash Vouchers shall be numbered in series and kept in their respective files.

5.4. To ensure validity, the Voucher shall be attached to the original invoice or supporting documents as well as the approved PR and submitted to two of the authorised signatories to process payment.

5.5. Prior to every payment made, all Payment Vouchers shall be certified by any two of the following:

a) Chairman b) Secretary c) Treasurer

5.6. Authorised signatories are strongly encouraged to make payment only if Section 5.4 has been fulfilled.

5.7. To reduce the risk of duplicate payment, the original supporting documents should be stamped “Paid”

upon payment.

5.8. To facilitate the posting of the Payment Voucher, the account name of the expenditure shall be indicated thereon.

5.9. For cash cheques, each Payment Voucher may be used for up to a maximum of five payments if the

payments are to be made on the same day. When a Payment Voucher is meant for more than one payee, there shall be attached a lost of names of payee and the amount to be paid to each person.

5.10. No acknowledgment is necessary if the cheques issued are crossed.

6. Payments

6.1. Payments shall only be made by 6.1.1. issuance of manual cheques, 6.1.2. authorised payments via internet banking platform or 6.1.3. disbursement of Petty Cash (for payments of up to a maximum of $100/-).

6.2. Strictly no payments shall be made from the chest collections, project income collections or any other

forms of collections, such as from the collection of fees or the sales of books, coupons or tickets. 6.3. Payments via internet banking should be approved by the authorised signatories only. Two approvals

will be needed to process the payment, similar to the requirement of two signatories for cheques.

6.4. Authorised signatories and other users shall not share their username, password and the authentification token with anyone. Authorised signatories are reminded that with the authentification token and password, any user can access and authorise payments.

7. Issue of Cheques

7.1. All cheque books shall be kept in the mosque premises within locked cabinets.

7.2. The authorised signatories shall be any two of the following: a) Chairman b) Secretary c) Treasurer



7.3. All cheques shall be crossed unless otherwise requested by the payee. Uncrossed cheques issued to

individuals shall be delivered personally and shall not be mailed.

7.4. The date, the name of payee, the purpose for which the cheque is issued and the amount shall be written clearly on each counterfoil.

7.5. Every cheque issued shall bear a stamp showing its validity period (usually from 1 to 6 months from

the date of issue).

7.6. The word "Cancelled" must be written on any spoiled cheque and its counterfoil. The spoiled cheque shall be attached to its counterfoil for audit inspection.

7.7. Strictly no blank cheques shall be signed in advance by any of the authorised signatories under any

circumstances.

8. Petty Cash

8.1. The petty cash float shall not exceed $500, unless approved by the Majlis.

8.2. The petty cash account shall be closed at the end of every month and the amount entered in every expenditure column shall be posted to the corresponding account in the General Ledger.

Mosque Financial Regulations 2008 Section 4 – Banking Matters


Section 4 – Banking Matters

1. Opening of Bank Account

1.1. The Board shall open and operate an account with a bank approved by the Majlis. The minutes of meeting and a letter of authorisation from the Majlis shall be forwarded to the bank when opening an account.

1.2. The Board shall not operate more than one bank account without the approval of the Majlis.

2. Official Signatories

2.1. All instructions to the bank shall be effected by the authorised bank signatories who shall be any two of the following:

2.1.1. Chairman 2.1.2. Secretary 2.1.3. Treasurer

2.2. However, the Chairman will be responsible for any financial irregularities for such payments. Thus, it is best if payment and payment details are made known to the Chairman before payment is made.

2.3. No blank cheques shall be signed in advance by any of the authorised bank signatories under any

circumstances.

2.4. Cheques issued by the Board are only valid for the term that they are serving. Cheques signed and dated after the end of the Board’s two year tenure and presented for clearance after the change shall not be valid.

2.5. Similarly, cheques dated and signed by the next MMB will not be valid if the date is before the official

handover date.

3. Internet Banking

3.1. All mosques are to maintain a current account with an internet banking facility with a bank that has been chosen by the Majlis to serve all mosques.

3.2. Opening of bank account and/or the accompanying services are to be authorised by the Majlis via a

letter to the bank.

3.3. The authorisation matrix should follow the model below:

3.3.1. Creator: the mosque accounts staff who creates the payments. There can be more than one, depending on the organisational structure of the mosque. If possible, there should be one level above the creator which is to verify the payment request before being forwarded to the authorised signatories to approve. This can either be the Head of Department, Assistant Treasurer or Mosque Manager.

3.3.2. Authoriser: authorised signatories comprising of Chairman, Secretary and Treasurer only, unless approved by Majlis

3.3.3. Administrator: has the right to make changes to payment details. This should be held by the authorised signatories.

3.3.4. Account inquiry: this is up to the Board to assign which member or staff can view the statements and transactions. The user can only view; changes or creation of payment cannot be made.

3.4. Before the creator can create the payment, the following steps should take place:

3.4.1. the creator should create a listing of payments to be made 3.4.2. the creator should get verification with the Treasurer on the payments to be made as per the

listing 3.4.3. once approved by the Treasurer, the Creator can proceed with uploading the payment.

Mosque Financial Regulations 2008 Section 4 – Banking Matters


4. Credit Facilities

4.1. The Board shall not engage financial institutions to take up the following credit-related products: 4.1.1. Corporate credit card where only one signature is sufficient; and 4.1.2. any form of loans without prior approval from Majlis.

5. Bank Reconciliation

5.1. A bank reconciliation statement shall be prepared every month together with the other financial statements.

5.2. As a vital internal control measure, the objective of the monthly bank reconciliation is to identify any

discrepancies between the bank balance as stated in the Cash Book with that stated in the monthly Bank Statement.

5.3. A bank reconciliation would be able to highlight the following items which may require adjustments

to the accounts:

5.3.1. Cheques issued but not yet presented by payee to the Bank 5.3.2. Receipts recorded in the Cash Book but not yet deposited with the Bank 5.3.3. Bank or Service charges 5.3.4. GIRO deductions 5.3.5. Telegraphic or Direct of Internet Bank Transfers 5.3.6. Bank errors 5.3.7. Cash Book errors

5.4. To minimize the difference in bank balance between the value in the bank statement and in the cash

book, cheques shall be banked in within 7 working days from the date it was received.

5.5. The monthly Bank Reconciliation Statement (Appendix 4A) shall be filed with the monthly Bank Statement.

5.6. The duplicate Bank Deposit Slips shall be filed separately from the Bank Statement.

5.7. Where the Board operates more than one current account, the filing of correspondence and documents,

such as bank statements and deposit slips, should be separately maintained.

Mosque Financial Regulations 2008 Section 5 – Investments


Section 5 – Investments

1. Definition

1.1. An investment is an asset for the accretion of wealth through distribution, such as interest, dividends and royalties, for capital appreciation or for other benefits to the investing entity.

1.2. The mosque shall not enter into any investment with risks unless approved by the Majlis. For

safeguarding of mosque funds, the Board shall only engage in savings/ investment plans such as fixed deposits, and/or investments approved by the Majlis.

2. Classification and Recognition

2.1. For recording purposes, investments under the Majlis shall be classified as short-term investments.

2.2. Income from investments shall be recognised in the Income Statement when accrued.

3. Opening a Fixed Deposit Account

3.1. By analyzing the total cash flow requirements as well as the total operating expenditure of the mosque, the Board may determine the appropriate period(s) of investment in the Fixed Deposit account(s) so as to maximize returns.

3.2. The decision of the Board to open or withdraw any Fixed Deposit account(s) shall be recorded in the

minutes of meeting.

3.3. The Board shall require an authorisation letter from Muis for opening of a Fixed Deposit account. The Board shall update Muis on the account details once the account has been opened successfully.

4. Other Investment Instruments

4.1. The Board shall not undertake investments except Fixed Deposits from approved financial institutions and Dana Pembangunan managed by the Majlis.

4.2. Structured Deposit is not a form of Fixed Deposit even though capital is guaranteed after the maturity

period.

5. Fixed Deposit & Investment Register

5.1. The opening, renewal or withdrawal of the Fixed Deposit and Investment account(s) shall be recorded in the Fixed Deposit & Investment Register (Appendix 5A). The Register shall contain the following information: a) Fixed Deposit or Investment Account/Reference No; b) Principle Amount; c) Rate of interest; d) Period of deposit; e) Start Date; f) Maturity date, and g) Amount of interest/dividend earned for the financial year.

5.2. All Investment Receipts/Certificates shall be kept in a locked cabinet.

Mosque Financial Regulations 2008 Section 6 – Fixed Assets


Section 6 – Fixed Assets

1. Definition

1.1. An asset shall be classified as fixed assets when

1.1.1. It is held for use in the production or supply of services, or for administrative purposes; and 1.1.2. it is expected to be held for more than 12 months after the balance sheet date for the financial

year.

1.2. Useful life is the period over which an asset is expected to be available for use by the mosque.

1.3. Depreciation is the allocation of the cost of asset over the useful life.

2. Capitalization of Fixed Assets

2.1. Fixed assets costing $1,000 or more shall be capitalised and depreciated over their estimated useful life. Fixed assets costing less than $1,000 shall be taken into the Income and Expenditure Statement in the year of purchase.

2.2. Fixed assets costing more than $500 but less than $1000 shall not be depreciated but expensed when

purchased.

2.3. Fixed assets are valued at stated cost less accumulated depreciation. Fixed assets held for use by the mosque that are included in the balance sheet should be depreciated at rates appropriate to their useful economic life and tested for impairment in accordance with Financial Reporting Standards (FRS) 16 and FRS 36.

2.4. Unless there is a material change in the value of the fixed asset and impairment is required, the

following rates of depreciation shall apply to the various categories of fixed assets:

Category Useful life Depreciation Rate

Leasehold land Lease period Over lease period

Building 50 years 2%

Office equipment 5 years 20 %

Furniture 5 years 20 %

Motor vehicle 5 years 20 %

2.5. If the mosque is certain that there is a material change in the value of the fixed asset, impairment

should be expensed once revaluation is done. However, such cases are not common.

2.6. Where fixed assets are received as donations, their current market value shall be estimated and used for their capitalisation.

3. Mosques Vetted as National Monuments

3.1. Under the Preservation of Monuments Act Section 11(2), mosques under the Preservation of Monuments Board should get the approval of the Preservation of Monuments Board for any maintenance or building works.

3.2. Tax exemption may be applicable to donors for donations to upkeep or upgrade monuments, subject to

approval by the Preservation of Monuments Board.

4. Fixed Assets Register

4.1. All fixed assets costing $500 or more shall be recorded in the Fixed Assets Register (Appendix 6A).

4.2. The Register may be divided into 4 sections as follows:

Mosque Financial Regulations 2008 Section 6 – Fixed Assets


4.2.1. Furniture & Fittings; 4.2.2. Office machine and equipment; 4.2.3. Electrical appliances; and 4.2.4. Others.

Mosque Financial Regulations 2008 Section 7 – Receivables


Section 7 – Receivables

1. Definition

1.1. Accounts receivable is cash to be received and is expected to be realized as cash within 12 months after the balance sheet date for the financial year.

1.2. Accounts receivable arises from sales on credit or from payments yet to be received for services

already rendered.

2. Provision for Doubtful Debts

2.1. To reflect the fair value of the receivables, it should be recorded at the estimated recoverable amount after providing for doubtful debt.

2.2. Provision for doubtful debt is an estimation of how much of the total receivables will not be

recoverable has to written off in the financial year.

2.3. An estimation of the percentage of receivables that will be realized as cash should be made using past patterns or repayment.

2.4. Receivables which the Board is certain that are not recoverable shall also be written off.

3. Credit Policy

3.1. The Board shall ensure that there is a credit policy in place to ensure proper and prompt collections of receivables (e.g. collection of outstanding fees).

3.2. The mosque shall keep a track record of suppliers or persons who make late payments or any

payments at all, if it deems necessary.

Mosque Financial Regulations 2008 Section 8 – Handing Over & Disposal of Documents


Section 8 – Handing Over & Disposal of Documents

1. Change of Treasurer - Handing Over of Financial Documents

1.1. Prior to the handing over of the Treasurer’s duties, the out-going Treasurer shall ensure that all the financial documents and records as listed in Paragraph 2.1 of Section 1 are in order.

1.2. The out-going Treasurer shall then prepare the Handing Over of Financial Documents Form

(Appendix 8A) to facilitate the handing over of the financial documents and records to the in-coming Treasurer.

1.3. The handing over of the financial documents shall be witnessed by the out-going as well as the in-

coming Chairman of the Board.

1.4. All missing documents and records shall be highlighted in the Appendix 8A.

2. Disposal of Financial Documents

2.1. The Board shall retain all the financial records and documents listed in paragraph 2.1 of Section 1 for at least five years after the statutory audit.

2.2. Prior to the disposal of any financial documents, a list of the documents (Appendix 8B) that has

exceeded the minimum period of retention shall be prepared and presented to the Board for its approval.

2.3. The approval of the Board to dispose off any financial documents shall be recorded in the minutes of

meeting.

2.4. The Board shall appoint a witness from amongst its members, who shall ensure that all the items in the list have been properly disposed off.

Mosque Financial Regulations 2008 Section 9 – Use of Mosque Funds


Section 9 – Use of Mosque Funds

1. Manpower-Related Expenses

1.1. Fees for Training Courses:

Payment or reimbursement of fees for training courses for the mosque staff is permitted provided that such courses are relevant to the needs of the mosque and the duties performed by the staff.

1.2. Allowance for Speakers

Payment of allowance to speakers or trainers for educational talks or for the commemoration of special occasions such as Maulid is permitted.

1.3. Honorarium for Volunteers

The Board may give honorarium to any person to promote the legitimate interest of the mosque but the Board is not authorised to make any profit-sharing agreement to any person in the conduct of its projects or business.

1.4. Allowance for Part-Time Staff

Payment of allowance to part-time staff is permitted provided that the amount is reasonable and that the workers are not members of the Board.

1.5. Bonus for Staff

Subject to the Board’s approval, payment of bonus for staff is permitted provided that the bonus is included in the scheme of service.

1.6. Staff Loan

The use of mosque funds to grant loans to staff or members of the Board is not permitted.

1.7. Fees Subsidy or Exemption for Staff and Members of the Board

Mosque staff, members of the Board and their family members are not given special privileges such as fees subsidy or exemption for courses and classes offered by the mosque. Mosque staff and the Board shall pay the same fee as the public.

1.8. Overseas Trips for Staff or Board Members

Expenses for overseas trips or programmes for staff and the Board is not permitted unless such visits or programmes are strategic to the mosque’s operations, such as capacity building. Expenses of family members of staff and members of the Board shall not be borne by the mosque. Funds used for overseas trips to solicit donations are not allowed. Reimbursement of Transport Claims The Board shall not use mosque funds for reimbursement of transport claims. Mosque staff may be entitled to transport claim reimbursement provided it is essential for the running of events programmes and subject to the Board’s approval.

2. Other Expenses

2.1. Refreshments

The Board may use mosque funds for refreshments for meetings and events the following purposes, provided it is not excessive, and subject to approval of the Board.

Mosque Financial Regulations 2008 Section 9 – Use of Mosque Funds


2.2. Events

The Board may use mosque funds for events, and subject to approval of the Board. These include events that support the recommendations in the Mosque Convention 2005 (community friendly, youth friendly, family friendly, social development-linked), Islamic events.

2.3. Dakwah Programmes for Mosque Madrasah Students or Youths

The use of mosque funds to organise activities such as training programmes, camping or excursion trips for the students of the mosque madrasah or the youths of the mosque is permitted provided that the programme is of a dakwah or educational nature.

2.4. Donations

The Board may disburse the funds in forms of donations to other mosques, madrasahs and charitable organisations. The Board may also give bursaries, subsidies to its madrasah students.

3. Fundraising & Donation Expenses

3.1. Commission for Donation Card Carriers

The payment of commission to the donation card carriers is permitted provided that the rate of commission is reasonable and that the offer is made known and available to the public and not confined only to members of the Board or to any exclusive groups of people. The Board is reminded that the total expenses should not exceed 30% of the total proceeds collected.

3.2. Soliciting Donations Overseas

Fundraising projects to solicit donations overseas are generally is not permitted.

Mosque Financial Regulations 2008 Section 10 – Quotations & Tenders


Section 10 – Quotations & Tenders

2. Invitation to Tenders and Quotations

2.7. The Board shall invite three quotations from suppliers where the cost of works, goods or services is between $3,000 and $70,000.

2.8. The Board shall invite open tenders from suppliers where the cost of works, goods or services is more

than $70,000.

2.9. For cost of works less than $70,000, the Board shall call for 3 supplier quotations only. For $70,000 or more, there shall be an open tender process for the quotations.

2.10. For cost of works $70,000 or more, the funds for the cost of works shall be transferred to the Mosque

Reconstruction Account under the Majlis.

2.11. To ensure that the mosque gets the best value from the tender or quotation exercise, the Board shall determine the detailed specifications of the goods or services required prior to the calling of quotations from suppliers. Such specifications shall be discussed and agreed upon at the Board meeting and shall be recorded in the minutes of meeting.

2.12. The Notice of Invitation to Tender shall be advertised in a local newspaper or GeBiz.

2.13. Quotations are encouraged for purchases below $1,000. The Board may choose to delegate the

approval of purchases below $1,000 to Heads of Department or the Mosque Manager.

2.14. For purchases ranging from $1,000 to $3,000, the Board is not required to source for three quotations but are encouraged to do so. However, the Board needs to approve purchases within this range.

3. Waiver

3.7. No quotations are required for the supply of goods or services where 3.7.1. there is an emergency, 3.7.2. the supplier is the sole agent for the goods or a specialist contractor for the services, or 3.7.3. the order is in the form of a re-order of previous supplies within six months of the previous

order and the terms of offer has not changed.

3.8. Where no quotations are called, the reasons thereof shall be recorded in the minutes of meeting.

4. Evaluation and Acceptance

4.7. There shall be a closing date and time for each quotation. No quotation shall be accepted after the closing date and time.

4.8. The Board shall evaluate the quotations received and approve the best quotation that may not

necessarily be the lowest offer. The decision to accept a quotation shall be recorded in the minutes of meeting.

Note: Works refer to construction and engineering projects including the renovation and maintenance of buildings and the installation of electrical and mechanical facilities.

Mosque Financial Regulations 2008 Section 11 – Building & Construction


Section 11 – Building & Works

1. Mosque Reconstruction Account

1.1. Mosques engaging in building and renovation works shall transfer a certain amount of funds into the Mosque Reconstruction Account (MRA) before construction works can begin. Mosques are required to do so if:

1.1.1. The building and renovation works cost equal to or more than $70,000; or 1.1.2. The Majlis deems fit (for costs less than $70,000).

2. Requirement

2.1. For building and major renovation works that are under the MRA, the mosque is required to raise 75% of the total cost required before tender can be opened and the project to commence.

2.2. The remaining 25% will continuously be raised through fundraising activities conducted by the

mosque. This 25% should be fully raised and transferred into the MRA account before the completion of the construction works.

Mosque Financial Regulations 2008 Section 12 – Audit


Section 12 – Audit

1. Responsibility

1.1. The Board shall be responsible for the preparation of the mosque’s financial statements after the close of each financial year.

1.2. The Board shall ensure that the accounts are prepared and closed before audit commences.

1.3. The financial statements of the mosque are to be audited no later than 6 months after the close of the

financial year and are to be submitted to the Majlis.

1.4. The financial year of the mosque shall begin on 01 January and end on 31 December each year.

2. Audit Process

2.1. The accounts are to be audited by an external auditor appointed by the Majlis and approved by the Minister.

2.2. The appointment of the external auditor will be made every five years on a rotational basis, except

when there is any professional and valid reason for a necessary change during the five year period of appointment.

2.3. The remuneration of the auditor shall be expended from the mosque funds.

2.4. The Majlis, SFS and the auditor or their authorised representatives shall be entitled at all reasonable

times to full and free access to all accounting and other records relating, directly or indirectly, to the financial transactions of the trust, wakaf, nazar or mosque, as the case may be, and may make copies of or extracts from any such accounting and other records.

2.5. The Majlis, SFS and the auditor or their authorised representatives may require any person to furnish

them with such information in the possession of that person or to which that person has access as the Majlis or the auditor considers necessary for the purposes of their functions under AMLA.

3. Receipt of Audit Report

3.1. The Board shall accept the audited financial statements, auditor’s opinion and management letter points given by the auditor. The Board shall work to improve the financial controls of the mosque to remove the management letter points for the next financial year audit.

3.2. As part of transparency and accountability, the audited financial statements shall be displayed at the

mosque by the end of July of the present year. The report shall only be replaced by the following financial year’s audited statements.

Mosque Financial Regulations 2008 Appendix


Appendix 1A

XYZ MOSQUE

Income Statement for the month of March 2008

Mar '08 % Ytd %

Income

Donations XXX,XXX 6% XXX,XXX 8%

Chest Collections XXX,XXX 45% XXX,XXX 40%

Fees XXX,XXX 37% XXX,XXX 27%

Sales XXX,XXX 8% XXX,XXX 17%

Rental Income XXX,XXX 0% XXX,XXX 1%

Commission Income XXX,XXX 3% XXX,XXX 2%

Miscellaneous Income XXX,XXX 0% XXX,XXX 5%

Other Income XXX,XXX 0% XXX,XXX 0%

Total Income XXX,XXX 100% XXX,XXX 100%

Expenses

Supplies XXX,XXX 9% XXX,XXX 8%

Manpower expenses XXX,XXX 38% XXX,XXX 48%

Advertising and promotions XXX,XXX 1% XXX,XXX 1%

Administration expenses XXX,XXX 9% XXX,XXX 10%

Repairs and Maintenance XXX,XXX 4% XXX,XXX 3%

Other Operating Expenses XXX,XXX 2% XXX,XXX 3%

Total Expenses XXX,XXX 63% XXX,XXX 74%

Net Income before depreciation XXX,XXX 37% XXX,XXX 26%

Depreciation XXX,XXX 12% XXX,XXX 14%

Net Income after depreciation XXX,XXX 25% XXX,XXX 12%



Appendix 1B

XYZ MOSQUE

Balance Sheet as at March 2008

Amount

Accumulated Funds

General Fund XXX,XXX

Profit Period XXX,XXX

Total Accumulated Funds XXX,XXX

Fixed Asset

Building & Improvements XXX,XXX

Renovation XXX,XXX

Office Equipment XXX,XXX

Furniture and Fixtures XXX,XXX

Accum.Depreciatn-Building XXX,XXX

Accum.Depreciatn-Office Eqpt XXX,XXX

Accum.Depreciatn-Furniture&Fit XXX,XXX

Total Fixed Asset XXX,XXX

Current Asset

Cash - DBS XXX,XXX

Clearing Account Cheque XXX,XXX

Petty Cash XXX,XXX

Fixed Deposit XXX,XXX

Accounts Receivables XXX,XXX

GST Output XXX,XXX

Investments XXX,XXX

Total Current Asset XXX,XXX

Current Liabilities

Accounts Payable XXX,XXX

Other Creditors XXX,XXX

Other Creditors-Fidyah XXX,XXX

Other Creditors-Zakat Harta/Fitrah XXX,XXX

GST Input XXX,XXX

Total Current Liabilities XXX,XXX

Net Working Capital XXX,XXX

Net Asset XXX,XXX

Long Term Liabilities XXX,XXX

Total Long Term Liabilities XXX,XXX

Total Accumulated Funds XXX,XXX



Appendix 1C

XYZ Mosque

Bank Reconciliation for the month of March 2008

$

Ending Bank Balance as at 31.03.08 XXX,XXX

(Less) outstanding checks

Transaction No. Date Cheque No Amount($)

5106 06.12.07 4301 (864.50)

5750 08.01.08 4410 (1,230.50)

5794 15.01.08 4432 (180.00)

6473 02.02.08 4496 (300.00)

(8,658.86)

Ending GL Bank Balance as at 31.03.08 XXX,XXX



Appendix 1D

XYZ MOSQUE

Income Statement , by Project

Fundraising (Dana Masyarakat) Hi Tea Total %

Income Ytd Ytd Ytd

Sales-Coupon Sales

100.00 -

100.00 100%

Total Income 100.00 -

100.00 100%

Expenses

Supplies - General -

1,400.00

1,400.00

Allowances - -

-

Stationeries - -

-

Refreshments - -

-

Total Expenses -

1,400.00

1,400.00 1400%

Net Income /Loss 100.00

(1,400.00)

(1,300.00) -93%



Appendix 2A

RECEIPT BOOK REGISTER

Date of printing

Control No.

Receipt Serial No. From To

Purpose

Date of Issue

Name of Receiver

NRIC

Signature

Date of Return

Amount Collected

Remarks

1.1.08 001 00001 - 00100 Projek Kupon 5.1.95 Abd. Rahim b. Amin

A Rahim 31.1.08 $660.00

1.1.08 002 00101 - 00200 Tiket Seminar Dakwah

15.2.95 Mohd Salleh b. Ali

MohdSalleh

15.3.08

1.1.08

003 00201 - 00300

1.1.08

004 00301 - 00400

1.1.08

005 00401 - 00500



Appendix 2B

CHEST COLLECTION REGISTER

Date box is opened

Name of Chest / Donation Box

Amount Collected ($)

Official Receipt No.

Name of Witnesses

NRIC

Signature of Witnesses

12.02.08

Friday

425.00

4256

1) Hj Ali 2) Hj Ibrahim

26.02.08

Religious class

120.00

4307

1) Hj Ali 2) Hj Ahmad



Appendix 2C PROJECT INCOME CONTROL REGISTER

Walkathon Cards

Control No.

Issued To NRIC No. Date Issued Expiry Date Date Returned



Remarks

001 002 003 . . . 100

Haslinda Bte Mohd Ali Yahya Bin Abdullah Mariah Bte Abu Bakar

7231456/C 0156143/I 0128657/B

02/03/08 02/03/08 02/03/08

01/06/08 01/06/08 01/06/08

01/04/08 28/04/08 01/05/08

300.00 101.50 90.00

R211 R252 R261

Donation Tins

Control No.

Issued To (Person - Name & NRIC)

Company’s Address Date Issued Expiry Date

Date Returned



Remarks

1 2 3 4 . . 120

Habibah Restaurant (Halim Saad, 7214656A) Rizal Eating House Salmah Supermarket

2 Broadrick Rd #01-566 (439459) 3E Pasir Panjang Rd #01-02 (118490) 25 Boon Lay Shopping Centre #02-13 (640025)

01/02/08 01/02/08 01/02/08

31/07/08 31/07/08 31/07/08

15/07/08 22/07/08 31/07/08

500.15 612.00 720.00

R356 R382 R401



Appendix 3A

VENDOR REQUEST FORM

Requestor

Name: _______________________________________________

Designation/ Department: ________________________________

Date Requested: __________________

Purpose: New Request / Change of Details (delete accordingly)

Reasons for choosing this company:

______________________________________________________

______________________________________________________

Are you related to this company: Yes / No

If Yes, State the relationship: ______________________________

Vendor Details

Company: _________________________________________________

Business Registration No: _____________________________________

Address: ___________________________________________________

Contact Number: ____________________________________________

Nature of Business: __________________________________________

Contact Person: _____________________________________________

Designation/ Department: _____________________________________

Email: ____________________________________________________

DID/ HP: __________________________________________________

APPROVED

REJECTED

Reasons: ___________________________________

___________________________________

___________________________________

Vendor Reference Number: _________________________________

Approval

Vetted and acknowledged by: ______________________________

Designation/ Department: _________________________________

___________________________ ______________________

Signature Date



Appendix 5A

FIXED DEPOSIT REGISTER

No Name of Reference Principle Period Period Rate Interest Remarks Chairman’s

Bank No. Amt $ (Months) From To % $ Signature

1 DBS 6571 20,000 3 7.1.91 7.4.91 6 300 New

2 DBS 6679 20,000 3 21.1.91 21.4.91 7 350 New

3 DBS 6909 20,000 3 7.4.91 7.7.91 6 300 Renewal (1)

4 DBS 147586 20,000 3 21.4.91 21.7.91 5 250 Renewal (2)



Appendix 5B

INVESTMENT REGISTER

No Name of Reference Principle Period Held Start Rate Income Remarks Chairman’s

Investment No. Amt $ (Months) Date % Earned Signature

1 Development Fund 6571 20,000 3 7.1.08 6 300 New

2 Mendaki Fund 6679 20,000 3 21.1.08 7 350 New



Appendix 6A

FIXED ASSET REGISTER FURNITURE & FITTINGS Fixed Asset Ref.No.

Description Date of Purchase

Purchase Price Location Disposal Value

Useful Life

Remarks

FF101 FF102 FF103 FF104 . . FF1000

Rainbow Vacuum Cleaner Executive Desk (3 pieces) " Conference Table

02/03/05 14/07/05 " 02/08/07

770.00 520.00 520.00 3,000.00

Imam’s Room Office " Conference Room

0 5

OFFICE EQUIPMENT Fixed Asset Ref No.

Description Date of Purchase

Purchase Price/Est Mkt Value ($)

Location Disposal Value ($)

Useful Life

Remarks

OE201 OE202 OE203 OE204

Epson Computer (CPU 286, Monitor & Keyboard) Intimus Paper Shredder Epson Computer (CPU DX66, Monitor & Keyboard) Refrigerator

23/01/00 16/08/02 23/01/05 04/06/05

3,000.00 650.00 2,500.00 1,200.00

Office " " "

800.00

5 Trade-in with OE201 (refer to PV259) Donated by Mr Ali B Said



Appendix 8A

XYZ MOSQUE MANAGEMENT BOARD HANDING OVER OF FINANCIAL DOCUMENTS

Description of Documents/Records

Qty

Remarks

1 Cash Book

2 Petty Cash Book

3 General Ledger

4 Official Receipt Books

5 Receipt Book Register

6 Friday & Chest Collection Register

7 Cheque Books and Cheque Stubs

8 Payment Vouchers

9 Petty Cash Vouchers

10 Bank-Deposit Slips and Bank Advice

11 Bank Statements

12 Fixed Deposit Receipts/Certificate

13 Fixed Deposit Register

14 Fixed Assets Register

15 Stock Register

16 Project Income Control Register

17 Others(state)

18

19

20

21

22

23

24

25

26

27

28

29

30

*Please attach enclosures if space is insufficient

Handed over by Witnessed by Taken over by Witnessed by

Out-going Treasurer Out-going Chairman In-coming Treasurer In-coming Chairman

Date __________________



Appendix 8B

XYZ MOSQUE MANAGEMENT BOARD DISPOSAL OF FINANCIAL DOCUMENTS List of Audited Documents for Disposal The following items are hereby approved for disposal by the Mosque Management Committee at its meeting dated __________________.

No

Name of Documents

Qty

From

To

Remarks

1

Cash Book

2 books

1/1/93

31/12/95

2

Payment vouchers

2 files

1/1/93

31/12/95

3

Petty Cash Book

2 books

1/1/93

31/12/95

4

General Ledger

2 books

1/1/93

31/12/95

5

Petty Cash Vouchers

2 files

1/1/93

31/12/95

6

Official Receipt Books

5 booklets

1/1/93

31/12/95

7

Walkathon Cards

945 cards

1/1/93

31/12/95

55 cards lost or missing

Approved by Witnessed by

Chairman Secretary Name : Date :

Mosque Financial Regulations 2008


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Mosque Financial Regulations 2008
