University Bursar

The Finance Department is headed by the University Bursar. The University Bursar, Mr. John Nyeko, is a Certified Public Accountant (CPA-U) and holds a Master’s of Business Administration Degree (MBA) in Accounting from Makerere University-Kampala. He also holds a Postgraduate Diploma in Financial Management from Uganda Management Institute (UMI) and a Bachelor of Business Administration Degree from Gulu University. He possesses more than thirteen years of work experience in accountancy in higher education, having held senior and managerial positions at Gulu University. He joined Gulu University in 2008 and rose through the ranks from an Accounts Assistant to the position of University Bursar. He is a full member of the Institute of Certified Public Accountants of Uganda (ICPAU).

Mandate:

The finance department’s mandate is to budget, account, plan revenue collection and expenditure management, manage the recurrent and development budget of the University in line with the Constitution of Republic of Uganda, the Universities and other Tertiary Institutions Act 2001, Public Finance Management Act 2015, the Income Tax Act Cap 340, the Accountants Act 2013, the Employment Act 2006, The National Audit Act 2008, The Public Procurement and Disposal of Public Assets Act 2003, The National Social Security Fund Act 222, Treasury Accounting Instruction 2017, and the Public Finance Management Regulation 2016.

The department is also mandated to provide technical leadership and guidance in the management of the University’s financial resources in accordance with the National and University Council financial management rules and regulations. The key functions of the department are:

Key Functions:

Cary out financial planning, prepare and control the University budget.
Oversee the management of the University incomes, expenditures and stores through institution of clear policies and internal controls.
Develop resource mobilization strategies, mobilize resources and manage financial donations and grants to the University in liaison with the Institutional Growth and Development Unit.
Maintain a sound financial accounting system, record keeping and internal controls for the University.
Advise the University Council and University Senior Management on sound financial management policies, rules and procedures.
Manage the reconciliation of books of accounts and the production and presentation of the University final accounts and bank statements to the relevant authorities;
Advise the University Secretary in answering audit queries and mandatory queries whenever necessary;
Plan, supervise and evaluate the performance of staff in the Department.
Oversee the preparation and maintenance of an Assets’ Register
Enforce adherence to financial policies, regulations and professional practices in all financial and accounting transactions.

Expenditure Division

This Division is headed by Senior Assistant Bursar, Mr. Olyel Geoffrey Ajabi. Mr. Ajabi holds a Master of Business Administration (MBA) (Finance and Accounting) Degree, as well as a Bachelor of Business Administration Degree and a Postgraduate Diploma in Financial Management from Gulu University. He also holds a Diploma in Finance from Uganda Management Institute (UMI) and a Uganda Diploma in Business Studies (UDBS) from Makerere University Business School.

The Division provides technical support to the University Bursar in the management of the financial transactions in the University including expenditure accounts and accountability in accordance with the National and University Council financial management rules and regulations. The key functions of the division are:

Key Functions

Keep and maintain an updated register of all bank accounts operated by the University.
Supervise the capture of all accounting information in the relevant books of accounts, data bank and back-up (to protect financial data from loss or destruction).
Prepare schedules of payables and receivables and receive accountability documents for resources advanced to individuals, faculties/departments and Units.
Participate in financial planning, budget preparation, monitoring and control.
Participate in the review and updating of the financial accounting system, records keeping and internal controls for the University.
Verify, certify and endorse financial transactions and expenditure for the University.
Provide technical support and guidance to Campus/Faculty managers on financial matters.
Prepare and submit annual and monthly financial statements of accounts/bank reconciliation statements and reports to the University Bursar.
Draft responses to audit queries relating to the University financial transactions and submits these queries to the University Bursar.
Plan, supervise and evaluate the performance of subordinate staff in the Unit.

Revenue Division

This Division is headed by Senior Assistant Bursar, Mr. Gena Patrick. Mr. Gena holds a Master of Business Administration (MBA) (Finance and Accounting) Degree from Gulu University and a Bachelor of Business Administration Degree from Makerere University as well as a diploma in Business Administration from National College of Business Studies Nakawa (UDBS). This Division provides technical support to the university Bursar in the efficient and effective implementation of financial instructions, accounting procedures and controls in the management of the University financial revenue and expenditure.

Key Functions

Initiate, develop and ensure implementation of resource mobilization strategies for the University.
Review revenue collection systems and procedures and propose improvements.
Prepare expenditure budget, monitor and control its implementation.
Reconcile revenue collected to the bank, book records and allocations
Maintain up to date revenue and expenditure records and prepares the relevant reports.
Participate in the review of payment systems, identify weaknesses and proposes improvements.
Participate in resource mobilization and provide technical guidance to managers on financial donations and grants in the University.
Plan, supervise and evaluate the performance of staff in the Unit.
Perform any other duties that may be assigned from time to time.

Salaries and Payroll Management Division

This Division is headed by Senior Assistant Bursar, Ms. Layet Agnes Single. Ms Layet is enrolled in the CPA programme (currently at level II) and holds a Master of Business Administration (MBA) (Finance and Accounting) and a Bachelor of Business Administration Degree from Gulu University. This division manages the University payroll and generates the relevant financial statements and reports in accordance with the National and University Council financial management rules and regulations.

Key Functions:

Prepare and maintain the University pay roll and other outstanding commitments of a compensatory nature in liaison with the Human Resources Management Unit and Faculty/campus Managers.
Process the payment of salaries, wages and ensure that statutory deductions are effected and paid to the relevant authorities.
Participate in financial planning, recurrent budget preparation, monitoring and control.
Participate in the review and updating of the financial accounting system, records keeping and internal controls for the University.
Draft responses to audits and other queries relating to the management of the University payroll and submits these queries to the University Bursar.
Maintain up-to-date accounting records, reconcile books of accounts, prepare and submit final accounts to the University Bursar.
Participate in the development of resource mobilization and management strategies for the University.
Plan, supervise and evaluate the performance of subordinate staff in the Unit.
Perform any other duties that may be assigned from time to time.

Assets and Inventory Management Division

This Division is headed by the Assistant Bursar, Mr. Okeny Jimmy. Mr. Okeny holds a Master of Business Administration (MBA) (Finance and Accounting) Degree as well as a Bachelor of Business Administration Degree and a post graduate Diploma in Financial Management from Gulu University. He is currently enrolled in the Certified Public Accountancy programme and is at level I. This division supervises the operations of the University stores. It also prepares and submits performance reports to the University Bursar as required by the established accounting procedures and controls standards of the University.

Key Functions

Initiate, develop and ensure implementation of stores’ management systems, procedures and guidelines in the University.
Reconcile requests for goods in the stores, and track stores received and issued out.
Maintain up to date stores and assets records in the University and prepare the relevant reports.
Review the stores system, identify weaknesses and propose improvements.
Provide technical support and guidance to the Procurement Unit and user departments on stores matters.
Verify goods procured in liaison with the Internal Auditor and user departments.
Draft responses to audit queries relating to the stores transactions and submit to the University Bursar.
Plan, supervise and evaluate the performance of staff in the Unit.

Grants/Sponsored Projects Division

This Division is headed by Accounts Assistant, Mr. Ben Waiswa. Mr. Waiswa holds a Master of Business Administration (MBA) (Finance and Accounting) Degree from UMI, and a Bachelor of Business Administration Degree from Gulu University. The Grants/ Sponsored Projects Division provides stewardship over projects’ and funds.