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PUBLIC ACCOUNTS COMMITTEE WORK – IN – PROGRESS REPORT

BOTSWANA NATIONAL ASSEMBLY

FIFTIETH (50TH) MEETING – 2010 – 2011 ACCOUNTS

17th September 2012Honourable SpeakerParliament of BotswanaP. O. Box 240GaboroneMadam Speaker

50TH PUBLIC ACCOUNTS COMMITTEE WORK IN PROGRESS REPORTThe Public Accounts Committee held its 50th meeting in May/June 2012 to examine the accounts of Government for the Financial Year ended 31st March 2011 as required by Standing Order 105.3 of the National Assembly.The accounts examined included the Annual Statements of Accounts and the accounts of Special Funds. In addition, Accounting Officers were examined on progress made on issues raised in the Public Accounts Committee report for the Financial Year 2009/2010.The basis of examination was to ensure compliance with the Finance and Audit Act and other Statutory Instruments, Financial Instructions and Procedures, Supplies Regulations and Procedures, and any other applicable laws and regulations.Madam Speaker, for the first time in the history of our Parliament, the Committee held its hearings in public and it was a wonderful success.In the course of the examination, the Committee observed that while some Accounting Officers were complying with the above legal and financial provisions, there were some whose level of compliance was still of concern to the Committee. As a result some of the audit queries have been subjects of progress reporting to the Committee for years when they could have been resolved in a matter of months. Outstanding matters from the previous sitting of the Committee are reported at part III of this report.

Yours faithfully

N. M. Modubule

NatioNal assembly

P. o. box 240GaboroNe

telePhoNe: 3616800telex: 2414 bD PUlateleGrams: ParliameNte-mail: [email protected]: 3913103reFereNce:

REPUBLIC OF BOTSWANA

TABLE OF CONTENTS

ITEM SUBJECT/MINISTRY/DEPARTMENT PAGE

PART I OVERVIEWMandate of the Public Accounts Committee iComposition of the Committee iCommittee’s Approach ii

PART II SUBMISSION GUIDELINES iii

PART III MINISTERIAL MEMORANDA OF PROGRESSMinistry of Education and Skills Development 1Parliament 18Ministry of Foreign Affairs and International Cooperation 23Ministry of Labour and Home Affairs 33Ministry of Health 37Administration of Justice 52Directorate on Intelligence and Security Service 62Attorney General’s Chambers 64Office of the President 65Directorate on Corruption and Economic Crime 69National Aids Coordinating Agency 69Ministry of Infrastructure, Science and Technology 70Ministry of Local Government 85Botswana Police Service 102Ministry of Transport and Communication 106Ministry of Minerals, Energy and Water Resources 116Ministry of Defence, Justice and Security 127Ministry of Lands and Housing 139Ministry of Agriculture 155Independent Electoral Commission 164Directorate of Public Service Management 165Botswana Defence Force 167Ministry of Trade and Industry 177Ministry of Youth, Sport And Culture 180Industrial Court 186Ministry of Environment, Wildlife and Tourism 190Ministry of Finance and Development Planning 200

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I OVERVIEW

Mandate of the Public Accounts Committee1. Standing Order 105.3 of the National Assembly requires the Public Accounts Committee:-

to examine after the end of each financial year,(a)

the accounts and statements prepared and signed by the Accountant General in (i) accordance with the provisions of the Finance and Audit Act;

the accounts prepared and signed in accordance with the provisions of the Finance (ii) and Audit Act by any officer (other than the Accountant General) who is by virtue of any law responsible for the administration of any Special Fund;

and in examining the accounts under paragraphs (a)(i) and (a)(ii), the Public Accounts Committee shall take into account the report of the Auditor General;

to examine such accounts, value for money and management performance reports (b) laid before the Assembly as may be referred to it by the Assembly, and to report the results of such examination to the Assembly.

Composition of the Committee:2. Following amendment of the Standing Orders of the National Assembly in 2010, the Committee was converted from a sessional to a Standing Committee which currently comprises the following ten (10) members who were appointed in November 2010 in accordance with the provisions of Standing Order 105.1

Hon. N. M. Modubule, MP. - Chairperson•

Hon G. Saleshando, MP.•

Hon. S. M. Guma, MP.•

Hon. M. M. Goya, MP.•

Hon. I. S. Mabiletsa, MP.•

Hon. P. M. Maele, MP.•

Hon. K. P. Molatlhegi, MP.•

Hon. O. M. Gaborone, MP.•

Hon. F. M. M. Molao, MP.•

Hon. K. S. Rammidi, MP.•

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Committee’s Approach3. Capacity building Workshops:

Over the years since establishment of the first Parliament of this country, examinations of Government accounts by the Public Accounts Committee were done in camera. In 2011, a decision was made to change the approach to allow proceedings of the Committee to be held in public. This necessitated the need to capacitate the Committee in readiness for the change. A number of workshops were held locally under the facilitation of consultants from other countries which were already practising public hearings.

The whole Committee also went on a benchmarking trip to Cape Town, South Africa, to observe public hearings in session.

Following all these capacity building workshops, the 50th meeting of the Committee was held in public.

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II SUBMISSION GUIDELINESThe Committee is concerned that despite constant reminders, Accounting Officers continue to disregard the guidelines when it comes to style of presentations and procedures.

For ease of reference, the guidelines are restated below.

Executive Summary – Submissions from Accounting Officers should start with an (a) executive summary which should give, among other things, a general overview of the organisation’s mandate; achievements made and challenges encountered during the year under review; warranted provisions vis-à-vis the actual performance; any budgetary constraints; revenue collections vis-à-vis budgeted revenue; and any other matters that would be pertinent to the Committee’s appreciation of the role of the organisation.

(i) Accounting Officers should report progress on outstanding matters from the (b) Report of the Public Accounts Committee and respond to matters raised in the Auditor General’s Report based on the audit of the Annual Statement of Accounts(ASA) and any other matter in the ASA as directed by the Committee.

Opening balances in the Accounting Officer’s written responses should agree (ii) with those in the ASA, Report of the Public Accounts Committee and the Auditor General’s Report. Any variances between balances must be explained and should a reconciliation be necessary, it should be provided in the submission.

Where a performance audit has been carried out on any aspect of a Ministry or department and the performance audit report has been laid before the National Assembly, the Accounting Officers should report progress made on the findings and recommendations in the audit report.

Details required on submissions:(iii)

Provide full names and payroll numbers of officers;

Give simple, clear and concise responses. Avoid long winded explanations;

where figures are involved, present them in tabular format showing:

Opening balances (both debit and credit in separate columns)•

Recoveries (in the case of advances, revenue and other debts)•

Retirement of imprests•

Write-offs•

Refunds•

Adjustments (debit and credit in separate columns)•

And closing balances (debit and credit in separate columns)•

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Please note: Tables need not have columns for all these items. Only those applicable to the case in question should be selected, for example, when dealing with advances there is no need to have a column for retirements.

To avoid confusion, refunds, recoveries, write-offs, adjustments and retirements should be presented in separate columns.

Tables continuing on the next pages should reflect the same column headings (iv) as on the previous page(s) of the tables.

Imprests – retirement of imprests should be supported by an authenticated Form (c) T41 and a receipt or T24. Where the amount of the claim is more than the original imprest, a T41 alone suffices.

Write – offs:(d)

In the case of stores, the write-off should be supported by a write-off (i) certificate Form Gen 60 and authority for write-off from Accountant General (Procurement).

In the case of other debts, there should be authority for write-off from (ii) Ministry of Finance and Development Planning and adjustment voucher for clearing the amount from the accounts.

Please ensure that the narrations on adjustment vouchers clearly explain what the adjustment is for.

Abandonment of claims – only the authority for abandonment issued by Ministry (e) of Finance and Development Planning is required in support of abandonment. There is no adjustment to be done.

Deductions from salaries - Accountant General has generated a special report (f) which is to be used as supporting document for deductions from the payroll. The report is called “PAC Financial History Report”. Please note that where only one or two deductions were made, pay slips can still be used. The PAC Financial History Report would be handy in situations where there were many deductions which would otherwise necessitate attaching a whole bundle of pay slips.

Private Firms Retention Deposits – these are creditors’ accounts and it would be (g) necessary to provide an age analysis/breakdown of the balance reflected in the accounts. Any subsequent movements in the balances would then follow. It is suggested that the schedule of private firms retention deposits should have the following sub-headings: name of Contractor, date of retention, opening balance at 1st April following the year under review, new retentions, retentions released, adjusted to sundries, and closing balance at 31st March of the year following the year under review.

Supporting Documents should be numbered to facilitate cross – referencing and (h) for ease access when a specific document is wanted.

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Accounting Officers must submit enough signed copies of their submissions (i) to the PAC, Auditor General, Accountant General and Attorney General TWO WEEKS BEFORE COMMENCEMENT OF THE PAC SITTING.

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III MINISTERIAL MEMORANDA OF PROGRESS

MINISTRY OF EDUCATION AND SKILLS DEVELOPMENTPART I

PARAGRAPH 71: TRAVELLING IMPREST1.

NameOpening Balance as at 01/04/2011

(P)

Write - Off(P)

Closing Balance as at 31/03/2012

(P)Comments

V i r g i n i a Malobela 22,873.25 1,473.00 21,400.25

A write-off of P1,473.00 for travelling imprest was granted and was adjusted. Following non approval of their request to abandon P21,400.25, the Ministry had since found out that Virginia Malobela had not been paid her benefits including 37 leave days. Her terminal benefits were being processed. The liability schedule and other documents had been prepared and submitted to MFDP. Memo

PARAGRAPH 72: FRAUD, BOIPELEGO EDUCATION PROJECT 2. UNIT

NameOpening Balanceas at 01/04/2011

(P)Adjustment

(P)


(P)

Comments

M a r a n g

Oki 16, 171.10 5,987.45 10,183.65

The Court ordered Marang Oki to pay P10 000.00. An amount of P5, 987.45 had been recovered from his leave pay whileP4 227.85 had been deducted from his terminal benefits. A request has been made to MFDP to write-off the balance of P5 955.80 . Memo


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PARAGRAPH 73: AUDIT INSPECTION, DEPARTMENT OF STUDENT 3. PLACEMENT & WELFARE

Organisation

Opening Balance as at

01/04/2011(P)

Recoveries

(P)


(P) Comments

Central Government 1,254,936.56 170,189.50 1,084,747.06 Recoveries on-going

Local Government 297,258.94 38,900.11 258,358.83 Recoveries on-going

Private & Parastatal 241,637.97 8,458.43 233,179.542 debtors had paid and cleared

Total 1,793,833.47 217,548.04 1,576,285,43

Memo

The Committee was concerned about the slow pace at which these debts were recovered noting that only 12% was recovered.

PARAGRAPH 74: AUDIT INSPECTION – FRANCISTOWN SENIOR 4. SECONDARY SCHOOL

Name


01/04/2011 (P)

Payments(P)

Closing Balance as at

31/03/2012(P)

Comments

Goitseone Selei 21,370.15 0.00 21,370.15

MFDP requested for additional information on the write-off request and the information had been provided. Memo

PARAGRAPH 75: PAYMENT OF STUDENTS’ ALLOWANCES AND 5. ADVANCES – REPUBLIC OF SOUTH AFRICA

OrganisationOpening Balance as at

01/04/2011(P)

Payments

(P)


(P)

Cape-Town Consulate 91,869.52 0.00 91,869.52

Memo

Comment: During the clean up exercise of the student advances account, it was discovered that P82,092.02 was for the DPSM in-service students. Their files were sent to DPSM Training Coordinator at that time. A savingram was sent to the Director of DPSM asking him to follow up on collections from those officers.An amount of P8, 593.52 was for Pre-service students sponsored by The Department


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of Tertiary Education Financing. The Accounting Officer was costing these pre-service students and this outstanding balance of P8, 593.52 has been added to the loans of the students concerned.

A discrepancy of P1,183.98 was still being reconciled.

OrganisationOpening

Balance as at01/04/2011

Payments Closing Balance as at

31/03/2012 Comments

Johannesburg Consulate 7,840,229.88 136,010.01 7,704,219.87 Recoveries on-going

Memo

The Committee was concerned that this audit query has been the subject of progress reporting to the PAC for over five years now and nothing much has been achieved by way of recoveries.

PARAGRAPH 76: UPGRADING OF PALAPYE TECHNICAL 6. COLLEGE PHASE II (HOUSING)

Name

Opening Balance as at 01/04/2011

(P)

Recoveries(P)


(P)Comments

Tlhoraboroko 1,336,139.90 0.00 1,336,139.90

To date no proof of payment has been provided. DBES referred the Accounting Officer to Botswana Insurance Company (BIC). During follow up it was realized that the Insurance Company was General Insurance Company not BIC. General Insurance Company closed in 2004/05 due to financial problems and therefore a write-off has been requested. Memo


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PARAGRAPH 87: OVERPAYMENT OF SALARIES AND 7. ALLOWANCES – FORMER DEPARTMENT OF TEACHING SERVICE MANAGEMENT

Type of Overpayment

Opening Balance as at 01/04/2011 Recoveries Closing Balance as at

31/03/ 2012

(P) (P) (P)

Terminal Benefits 1,359,137.67 73,236.55 1,285,901.12

Study Leave 464,731.20 214,856.59 249,874.61

Acting Allowances 7,905.36 1,077.40 6,827.96

Transfer Allowances 599,910.94 87,973.24 511,937.70

Total 2,431,685.17 377,143.78 2,054,541.39

MemoPART II

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 8. (STATEMENT NO.1)

Imprests

Opening Balance as at 1st April 2011 Retirements Re-

funds AdjustmentsClosing Balance as at 31st March 2012

Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P)

Cr(P)

2,008,318.28 14,930.64 1,400,526.80 0.00 14,930.64 524,612.61 83,178.87 0.00

Net Total 1,993,387.64 83,178.87

No. of Officers 424 247 - 3 149 25


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PARAGRAPH 20 STATEMENT OF SPECIAL FUNDS – (STATEMENT 9. NO. 10)

Sim’s Bursary Trust Fund


(P)

Transactions for the year 10/11 Closing Balance as at 31/03/11

(P)

Dr

Payments

(P)

Cr

Total Interest Received

(P)

Excess of Income Received Over Payments

(P)

380,690 8,520 19,171 10,651.00 391,341

Modise Gokatweng was initially given Government sponsorship to pursue Actuarial Sciences and he completed the programme. He was later given sponsorship under SIMS Bursary to pursue CIMA. There were no proper guidelines for SIMS Bursary Trust Fund hence there was an oversight when the student was awarded SIM’s Bursary Trust Fund sponsorship. Since CIMA is one of the critical needs the Accounting Officer took a decision to grant Modise Gokatweng sponsorship to pursue it under Sim’s after completing Actuarial Science.

The Ministry contacted Mr Modise Gokatweng in connection with the sum of P4 260 which was paid to him on the 23 August 2010 as living allowance for the months of July, August and September 2010 while he was not an active student at Botswana Accountancy College. The mistake was mainly caused by the fact that the letter that Mr Gokatweng wrote in July 2010 to DTEF about the status of his studies was received late in December 2010. He has been informed that he should not have used the money when he received the cheque because he was aware that he was not at school or active in his studies.

Memo

TERTIARY EDUCATION DEVELOPMENT FUND

TERTIARY EDUCATION DEVELOPMENT FUND

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2011

EXPENDITURE INCOME

BIUST: Construction of Founding Campus and Operational Expenditure 287,254,000

Unclaimed cheques for compensation on properties by BIUST plot

6,302

Construction-UB Faculty of Health Sciences 204,393,307 Transfer from CJSS Projects 63,346,000

Academic Teaching Hospital - Construction 571,500,000 Add: Excess of Expenditure

over Income 999,795,005


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1,063,147,307 1,063,147,307

BALANCE SHEET AS AT 31ST MARCH 2011 LIABILITIES ASSETS

Balance of fund on 1st April 2010 1,006,781,646 Cash held by Accountant General 6,986,641

Add: Excess of Expenditure over Income 999,795,005

1,006,781,646 1,006,781,646

Tertiary Education Development Fund as reflected in the Annual Statement of Accounts had the following errors:

P63,346,000 transferred from CJSS- on going projects was not reflected in the •original statement.

Some names of items on the statement were not correct and therefore •misleading.

The Accounting Officer reported that the above table was the correct one which should have been reflected in the Annual Statement of Accounts as it showed the transfer of P63,346,000 from CJSS on-going projects. The transfer of P63,346,000 was effected in May 2011 but adjusted to March 2011 as reflected in the ledger.

The Committee commented that the balance sheet was not properly constructed as the excess expenditure over income from the income statement was supposed to reduce the Fund opening balance rather than being reflected as an asset.

Memo.

Brigades Revolving Loan Fund


(P)

Transactions for the year 10/11


(P)

Dr

Payments

(P)

Cr

Total Interest Received

(P)

Excess of Income Received Over

Payments

(P)

492,543.00 0.00 25,199.00 25,199.00 517,742.00

A request for closure of the Fund had been submitted to MFDP and closure of the account was in process. Arrangements had been made for the publication of the Statutory Instrument on 1st June 2012. Memo


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STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS 10. (STATEMENT NO. 14)Deposits - Private Firms Retention Money a)

The account was still being reconciled and the reconciliation was expected to be completed in November 2012.

Memo

Deposits – Otherb)

Student Allowances Payable Account (Account 0603 - 61868)

The account had been reconciled from 2005 to March 2012. An amount of P48 771 077.05 was adjusted in April 2012. The difference reflected in the account resulted from the fact that some debits or credits in the account did not have corresponding credits or debits in the FNB students allowance disbursement account (0603-41283).

To ensure non-recurrence of discrepancies between the two accounts, every time a payment is raised there is a corresponding adjustment voucher to credit the student allowances account.

The Committee noted that the adjustment of P48,771,077.05 had been done in April 2012 after the March 2012 cut-off date.

Memo

Withholding Tax (Account 65502)

At the previous PAC sitting, the Accounting Officer reported a withholding tax of P3 960 198.40 having been refunded to Unik Construction Engineering after the company was exempted from paying tax. BURS had refunded the money to Unik Construction which in turn refunded the Ministry of Education and Skills Development. Unik Costruction deposited the money into the FNB collection account for Department of Tertiary Education Financing. The transfer of the monies from FNB to Bank of Botswana was however overstated by P20 000.00. Instead of transferring P3 960 198.40, an amount of P3 980 198.40 was transferred. The difference of P20 000 was to be transferred to FNB.

Memo


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PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS 11. (STATEMENT NO. 15)

Public Officers

Surcharge – Damage to Government Vehicles:

Opening Balance as at 1st April 2011 Recoveries Refunds Adjustments Closing Balance as at

31st March 2012

Dr(P)

Cr(P) (P) (P) Dr

(P)Cr(P)

Dr(P)

Cr(P)

343,805.47 5,221.04 119,942.64 1,026.00 4195.02 38,375.41 185,487.42 0.00

Net Total 338,584.43 185,487.42

Memo

Surcharge – P & P Payroll:

Opening Balance as at 1st April 2011 Recoveries Refunds Adjustments

Closing Balance as at 31st March 2012

Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P) Cr(P)

276,747.95 - 13,247.39 - - 16,179.70 247,320.86 -

Net Total 276,747.95 247,320.86

Memo

Advances – Imprest Recoveries:



Dr

(P)

Cr

(P) (P) (P)Dr(P)

Cr(P)

Dr(P)

Cr(P)

344,381.08 43,572.42 263,391.26 4,709.32 38,863.10 34,521.21 46,468.61

Net Total 300,808.66 46,468.61

Memo


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Advances – Industrial Class

Balance as at 1st April 2011 Recoveries Refunds Adjustments Balance as at 31st

March 2012

Dr (P) Cr (P) ( P ) ( P ) Dr (P) Cr(P) Dr (P) Cr(P)

419 169.15 7 281.25 292 533.91 375.00 6438.25 102 818.06 23.817.18 468.00

Net Total 411 887.90

No.Of Officers 599 434 1 6 136 20 2

Memo

Advances – Personal Computers



Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P)

Cr(P)

68,927.00 - 55,330.00 - - - 13,597.00 -

Net Total 68,927 13,597.00

No. of Officers 14 11 0 0 0 3

Memo

Advances – P & P Grade C4 & Below

Opening Balance as at 1st April 2011

Recoveries Refunds Adjustments Closing Balance as at 31st March 2012

Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P)

Cr(P)

1,013,685.28 2648.00 928,832.73 - 2,648.00 - 84,852.55 -

Net Total 1,011,037.28 84,852.55

Memo


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Loss of Stores Payroll


Recoveries Refunds Adjustments Closing Balance as at 31st March 2012

Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P)

Cr(P)

29,555.46 - 0.00 0.00 0.00 1256.00 28,299.46 0.00

Net Total 29,555.46 28,299.46

Memo

Loss of Cash - Cash Shortage - Other Accounts

Balance as at 1st April 2011 Recoveries Refunds Adjustments Balance as at 31st March

2012

Dr (P) Cr (P) ( P ) ( P ) Dr (P) Cr(P) Dr (P) Cr(P)

398,657.17 19,770.31 6 609.50 22,475.30 369,572.37 19,770.31

Net Total 378,886.86

No. Of Officers 13 1 2 9 1

Memo

Recovery of Net Overpayment of Salaries

Opening Balance as at 1st April 2011 Recoveries Refunds Adjustments Closing Balance as at 31st

March 2012

Dr(P)

Cr(P) (P) (P) Dr

(P)Cr(P)

Dr(P)

Cr(P)

414,870.28 9,024.53 87,209.00 0.00 0.00 327,661.28 9,024.53

Net Total 405,845.75 318,636.75

Memo


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Surplus / Loss of Cash

Balance as at 1st April 2011 Recoveries Refunds AdjustmentsBalance as at 31st March 2012

Dr (P) Cr (P) ( P ) ( P ) Dr (P) Cr(P) Cr ( P )

0.00 722,092.00 0.00 0.00 646,202.40 0.00 75,889.60

Net balance 722,092.00 75,889.60

Memo


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Loss of Stores



Dr(P)

Cr(P) (P) (P)

Dr(P)

Cr(P)

Dr(P)

Cr(P)

10,025.00 0.00 0.00 0.00 0.00 9,160.00 865.00

Net Total 10,025.00 865.00

Memo

PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE - 12. (STATEMENT NO. 19)

Org. Account Details


01.04.2011Collection Arrears

Abandoned


31.03.2012 Comments

(P) (P) (P) (P)

0601 23306Private Telephone Charges

3,534.80 0.00 0.00 3,534.80

Ministry has requested for abandonment.Memo


14,710.80 0.00 0.00 14,710.80

Most of these arrears were owed by former ATTS officers employed on temporary basis. Attempts have been made to collect arrears but to no avail. Ministry has requested for a b a n d o n m e n t Memo

602 23244Course and book Fees

892,652.50 27,035.00 0.00 865,617.50

Application for a b a n d o n m e n t of exempted students and those who never reported after admissions has been made to MFDP. Memo


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0602 23364 Bond Fee 19,309.00 0.00 19,309.00 Memo


13,801.07 1,897.68 0.00 11,903.39

Ministry has requested for abandonment . Memo


455.00 296.28 0.00 158.72

The debtor has been located at Department of Mines. Memo


260.00 0.00 0.00 260.00

The debtor has been located at Murray and Roberts. Memo


28,925.70 15,548.56 0.00 13,377.14

These were reported to be old accounts and therefore took long to trace the debtors as most of them were no longer in the government system and had changed contacts. Memo

23319 School Fees 204,205.00 27,000 0.00 177,205.00

A c c o u n t i n g Officer reported that these were old accounts dating as far back from 2003 to 2007. She was in the process of requesting for abandonment . Memo

0609 23244Course and book Fees

27,096.20 20,323.05 0.00 6,773.15

The amount owing is in respect of Lesego M o s i m a n e -wakgang who was sponsored in second year. The arrears were for first year. Memo

0610

Organisation Total 1,204,950.07 92,100.57 0.00 1,112,849.50


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I

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PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES AND 14. STORES - (STATEMENT NO. 22)

Losses of Stores

Reported in the Previous Years


(P)

Recoveries

(P)

Write Offs

(P)


(P)

67,787,15 30,670.64 28,801.76 8314.75

No of Cases 26 21 3 2

Memo

Reported During the Year under Review


(P)

Recoveries

(P)

Write Offs

(P)


(P)

44,788.09 5,650.34 33,437.75 5,700.00

No of Cases 14 5 7 2

Memo

PARAGRAPH 63: AUDIT OF ACCOUNTS- MINISTRY 15. HEADQUARTERS (CORPORATE SERVICES DEPARTMENT)Summary of officers overpaid while on study leavea)

Number of Officers

Opening Balance as at 01/04/2011 Recoveries Closing Balance as at

31/03/2012

18 387,063.00 76,613.88 310,449.12 Memo

Out of 18 overpaid officers, 10 were paying, 4 officers were not paying though casualty returns had been issued in August 2011, and 4 officers were no longer working for Corporate Services and were being traced.

It is true that Mr Robert Mwobobio, a former lecturer at Molepolole College of (b) Education had been overpaid transportation on termination of his second contract in 2010. Kenyan Embassy however estimated the distance from Gaborone to Nkubu at 4100km. Mr Mwobobio claimed as per the table below resulting in an overpayment of P1748.00


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Departure Destination Distance Claimed (km) Rate used Total Claim (P)

First contract 2003 Molepolole Nkubu 4,340 1.3 5,643

Second Contract 2010

Gaborone Nkubu 5,340 1.75 9,345

Difference 1,000 1.75 1750

The Committee noted that the loss had not been reported to MFDP. Memo

PARAGRAPH 64: DEPARTMENT OF PRE-PRIMARY AND 16. PRIMARY EDUCATIONFive officers on study leave were paid both off-campus and living allowance, instead (a) of being paid off-campus allowance only. Casualty returns were passed for four officers and recovery effected from November 2011. One officer Otukile D.N paid the whole amount in October 2011


(P)

Amount Recovered (P)

Closing Balance 31/03/2012 (P) Salary advice Comments

Lekalake M. 900 600 300

Nov-2011-Feb 2012. A casualty return has been passed and submitted to MFDP

Memo

Department of Corporate Services (former Teaching Service Management(b)

It is true that the items tabulated below had been purchased from the stated suppliers’ at exorbitant prices. Though five quotations were sought for each item, the Accounting Officer was equally concerned that a market survey was not done before buying from these expensive companies.

Item Quantity Purchased

Purchase Price Supplier

External hard drive 10 19 300 Othembikile Building Construction

Memory Sticks 4GB 40 19 936 Mauje Investments

Memory Sticks 8GB 28 17 360 Power Point Investment

Accounting Officer committed to ensuring that a market survey will always be undertaken before procuring goods. In the meantime the officer responsible for procuring these items had been charged accordingly. Memo


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PARLIAMENTPART II

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 17. (STATEMENT NO. 1)

Travelling Imprest

Name Officer’s ID. No.


01/04/11 Retirements (P)

Adjustments (P)


31/03/12Comments

Dr (P) Cr(P) Dr (P) Cr

(P)Dr (P)

Cr (P)

Ofentse Kego-moditswe

849424108 8,400.00 0.00 0.00 0.00 0.00 8,400.00 0.00

The officer has resigned and is still being fo l lowed . Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS - 18. (STATEMENT NO.14)

Youth Parliament Deposit

The Accounting Officer reported that the remaining amount of P19, 144.00 was the balance of donations received from the Commonwealth Parliamentary Association, United Nations Development Programme and the British High Commission in support of the Youth Parliament project. The balance will be utilized in the next Youth Parliament project.

Memo.

Income Tax PAYE – T25

The Accounting Officer reported that funds amounting to P74, 476.32 were owed to Botswana Unified Revenue Services (BURS) as at 31st March 2011 but P66 049.17 had already been remitted to BURS leaving a balance of P8 427.15 which was remitted in May 2012. Memo


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PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS 19. (STATEMENT NO 15)

Surcharge-Damage to Government Vehicle


Opening Balance as at 01/04/11 Recoveries

(P)

Adjustments (P)

Closing Balance as at 31/03/12 Comments

Dr (P) Cr (P) Dr (P) Cr (P) Dr (P) Cr

(P)

Bulayani Boipelo Lydia

302021507 16,905.00 0.00 4,140.00 0.00 0.00 12,765.00 0.00Deductions on-goingMEMO

Advances - P&P Grade C4 & Below



(P)

Adjustments (P)


31/03/12Comments

Dr (P) Cr (P)

Dr (P)

Cr (P)

Dr (P)

Cr (P)

Kebohula Maranyane 970026800 10,000.00 0.00 8,340.00 0.00 0.00 1,660.00 0.00

Deductions on-going

MEMO

PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE (STATEMENT 20. NO 19)

Rental –Parliamentary Flats

No. Name Opening Balance as at 01/04/11 (P)

Recovered (P)

Adjusted (P)

Closing balance as at 31/03/12

(P)Comments

1. Mr. G.D. Lefhoko 7,500.00 0.00 0.00 7,500.00

The former Member of Parliament has been notified of the outstanding amount and requested to settle it.

2. Hon. N.E. Molefhi 12,500.00 0.00 0.00 12,500.00 Paid in May 2012 after cut-

off date.

3. Mr. E. O. Moumakwa 5,000.00 0.00 0.00 5,000.00


4. Mr. A. Magama 2,500.00 0.00 0.00 2,500.00



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No. Name Opening Balance as at 01/04/11 (P)

Recovered (P)

Adjusted (P)


(P)Comments

5. Mr. Kario 2,500.00 0.00 0.00 2,500.00


6. Hon. Rakhudu 2,500.00 0.00 0.00 2,500.00 Paid after the March 2012

cut-off date.

7. Mr. F.K. Nagafela 2,500.00 0.00 0.00 2,500.00


TOTAL 35,000.00 0.00 0.00 35,000.00

Memo

Parliamentary Service Charges

No. Name of officer


(P)

Recovered (P)

Adjusted (P)


(P)Comments

1. Hon. E.O. Moumakwa 471.20 0.00 0.00 471.20

Billed and requested to settle the outstanding amount. MEMO

2. Hon. G. Ntshimwe 3,190.91 0.00 0.00 3,190.91


3. Hon. M. Molatlhegi 4,854.39 0.00 0.00 4,854.39


4. Hon. M. Reatile 5,066.25 0.00 0.00 5,066.25


5. Hon. R. Modipane 415.20 0.00 0.00 415.20


6. Hon. V. Moruti 836.80 0.00 0.00 836.80


7. Mr. Kario 405.60 0.00 0.00 405.60Billed and requested to settle the outstanding amount. MEMO


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No. Name of officer


(P)

Recovered (P)

Adjusted (P)


(P)Comments

8. Mr. Magama 1,586.40 0.00 0.00 1,586.40Billed and requested to settle the outstanding amount. MEMO

9. Mr. Mfa 1,538.40 0.00 0.00 1,538.40Billed and requested to settle the outstanding amount. MEMO

10. Hon K. Rakhudu 573.60 0.00 0.00 573.60

Paid after March 2012 cut-off date.

11. Hon M. Raletobana 6650.71 0.00 0.00 6650.71 Paid in May 2012 after

cut-off date

12. Hon M. Mbaakanyi 547.20 0.00 0.00 547.20 Paid in May 2012 after

cut-off date

TOTAL 26,136.66 0.00 0.00 26,136.66

Memo

Private Telephone Charges

No. Name of officerOpening

Balance as at 01/04/11 (P)

Recovered (P)

Closing balance as at 31/03/12 (P) Comments

1. B. Letsatle 17.37 17.15 0.22 Balance is for Official calls.

2. C. Thebe 84.71 63.30 21.41 Balance is for Official calls.

3. E. Manthe 91.07 81.85 9.22 Balance is for Official calls.

4. F. Elias 23.83 18.05 5.78 Balance is for Official calls.

5. G. Mothethi 30.58 11.00 19.58 Balance is for Official calls.

6. J. Sebetlela 70.05 35.45 34.60 Balance is for Official calls.

7. L. Keekae 241.32 218.50 22.82 Balance is for Official calls.

8. L. Ndlovu 19.10 9.30 9.80 Balance is for Official calls.


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No. Name of officerOpening

Balance as at 01/04/11 (P)

Recovered (P)


9. M. Ditaola 23.18 4.05 19.13 Balance is for Official calls.

10. P. Mutambarah 69.02 3.17 65.85 Balance is for Official Calls

11. U. Kgosintwa 57.26 30.30 26.96 Balance is for Official calls.

12. T. Thulare 15.20 10.70 4.50 Balance is for Official calls.

13. R. Makgoro 107.72 5.05 102.67 Balance is for Official calls.

14. J. Bosonoko 176.90 61.00 115.90 Balance is for Official calls.

15 B. Keorapetse 9.98 0.00 9.98 All Official calls

16 M. Mogami 38.57 0.00 38.57 All Official calls

Total 1075.86 568.87 506.99

Memo

PARAGRAPH 33: AUDIT OF THE ACCOUNTS OF THE NATIONAL 21. ASSEMBLY

Supply of journals and periodicals

The two companies were selected through competitive bidding as they had met all the tender requirements. The delay in following up the two suppliers once it was evident that there were supply challenges was regrettable and letters had been written to the first Supplier - Magwila (Pty) Ltd requesting for a refund. The matter with the second supplier was referred to the Attorney General’s Chambers for assistance.

Memo


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MINISTRY OF FOREIGN AFFAIRS AND INTERNATIONAL CO-OPERATION

PART I

PARAGRAPH 200: AUDIT INSPECTION – BOTSWANA EMBASSY, 22. BRUSSELS:

It was reported during the last meeting that this issue was still pending. The Ministry still had not been able to resolve this protracted case. However, through the Ambassador in Brussels, the Ministry had continued to embark on resolving the case. An update on the two pending recommendations earlier made by the Department of Internal Audit was reported as follows:

Recommendation 2: To seek legal advice on the possibility of Mrs. Eeckman a) compensating the Government where it is proved that she defrauded the Government:

During the 49- th meeting, it was reported that the Ministry had through its Embassy in Brussels engaged a legal expert/an Advocate to assess the relevant documents and establish if indeed Mrs. Eeckman defrauded the Government of Botswana. It was further reported that the matter was going to take some time as the legal expert had to determine and verify the transactions relating to the case;

The Advocate completed the analysis of the auditor’s report and established - the veracity of the allegations and concluded that Mrs. Eeckman embezzled approximately P3,700,277.50 from the Government of Botswana;

He made a recommendation to the Mission that Mrs. Eeckman be invited for a - meeting to discuss the loss to the Botswana Government and agree on how she would reimburse the Botswana Government

The Mission wrote a detailed letter to Mrs Eeckman inviting her to a meeting in - which the findings of the audit and conclusion of the Advocate were outlined

In response to the letter Mrs. Eeckman called the Mission and agreed that they - should convene the meeting on 23rd April 2012

The meeting was held on the set date and the results were still to be examined by - the Advocate to determine the appropriate action to be taken. Memo

Recommendation 3: Officials who authorized payment vouchers and other b) documents used to defraud the Government be surcharged in terms of Financial Instruction 402 (3):

The implementation of this recommendation depended on the findings of the - legal expert. Memo


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PARAGRAPH 201: STATEMENT OF BALANCES OF OTHER 23. DEPOSIT ACCOUNTS (STATEMENT NO. 14)

Creation & Maintenance of Website – BEDIA P713, 572

During the 49th meeting, it was reported that the High Commission had provided bank statements which reflected amounts credited into the bank account from September 2005 to October 2009 and that these bank statements were still to be reconciled with the General Ledger through the assistance of the Office of the Accountant General. It had since been established that this account did not belong to BEDIA but to the Ministry under the Botswana High Commission, London.

The reconciliation of the Bank Statements and the below-the–line account was carried out and the Paying-in Vouchers for Revenue and Other Receipts (Form T.24) were prepared and submitted to the Office of the Accountant General to facilitate credit entries amounting to P5, 020,727.38 into the account. Since these credits had accumulated over a number of financial years, the receipts would have been passed using various Fixed Exchange Rates over those years.

The Office of the Accountant General had responded stating that they were unable to capture the paying-in-vouchers (T24s) as funds under discussion were not deposited through the government accounts but rather directly to the bank

Pursuant to the resolution of the meeting held between Accounting Officer and the Accountant General of the 25th April 2012, the Botswana High Commission, London, had been requested to reconcile the account with bank statements.

Memo

PARAGRAPH 202: TRAVELLING IMPRESTS: P36, 679.7024.

At the previous meeting, the Committee had requested for clarification on how the imprest in respect of Ambassador Lapologang Caesar Lekoa was retired. A reconciliation of the account has revealed that the debit balance of

P10, 262.51 was a cumulative amount as at 31st March 2008 dating from as far back as 31st August 2004 (data take-on date). The entries making up the balance are shown in the table below.


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Date of Imprest


P

Amount Retired

P

Amount Adjusted

P


PComments

Dr Cr Dr Cr Dr Cr

31-08-2004 - 12,538.95 - - - - 12,538.95

On data take-on, a debit of P12, 538.95 (T38) was erroneously omitted whereas a credit entry of the same amount (T41) was captured.

31-03-20053,957.16 2,030.45 - - - 1,926.71 -

Accountant General’s investigation revealed that Mr. Lekoa took an imprest of P3957.16 on 31st March 2005 on his old payroll number 973915301. Only P2030.45 of this imprest was retired but through his new payroll number 973915307. The balance of P1926.71 was not accounted for.

Further investigation revealed a credit entry amounting to P1926.71 that was captured under the old payroll number on the 31st March 2006. This credit was not captured on the below-the-line ledger hence the debit balance of P1926.71 continuing to be reflected.

01-12-2007 3,752.35 - 3,752.35 - - - -

01-02-2008 13,370.04 - 13,370.04 - - - -

31-03-2008 3,752.35 - - - 3,752.35 - -

01-03-2011 0.01 - 0.01- - - - -

Total 24,831.91 14,569.40 17,122.40 - 3,752.35 1,926.71 12,538.95

NetBalance 10,262.51

NetBalance 10,612.24

The credit balance of P10 612.24 has been adjusted to the Consolidated Fund and the subledger report reflects a nil balance but the below-the-line ledger is showing a debit balance of P1926.71. The matter is being resolved by the GABS Consultants at MFDP. Memo


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PARAGRAPH 203: AUDIT INSPECTION – BOTSWANA HIGH 25. COMMISSION, PRETORIAIt was reported that the High Commission had engaged a legal expert to handle the a) matter in which the Mission had terminated the lease agreement prematurely on 31st March 2009. The lease was supposed to expire on 31st April 2011. Under the terms of the lease, the obligation of the Government of Botswana was to pay a rental amounting to R1, 375, 000.00 for the remaining period of the lease. As a result, the Government of Botswana had a choice to settle the amount or to go to court.

Before the legal expert could proceed to defend the matter, the High Commissioner sought the Attorney General’s Chambers’ (AGC) opinion on whether the case was worth defending and on the best way of proceeding with the case. The AGC’s assessment was that the Ministry had a weak case which was not worth going to court to defend. Engaging the landlord in negotiations with a view to settle this matter out of court in the AGC’s opinion seemed to be the best option available, hence a recommendation for an out of court settlement negotiation.

Pursuant to the recommendation, the Botswana High Commission attorneys in Pretoria came up with a settlement amount that appeared reasonable under the circumstances. The Attorney General’s Chambers advised that the Mission could go ahead and authorize the attorneys to make the offer to settle the matter at the amount not exceeding R460, 000.00 with the landlord. The outcome of the negotiations was awaited. Memo

It was reported at the 49b) th meeting that the Mission had engaged a legal expert to demand rental security deposit refund for three properties amounting to R55, 500.00. An amount of R14, 000.00 had since been recovered for a house that was in Water Kloof leaving a balance of R41, 500.00 in respect of the other two properties as shown in the Table below.

Property Deposit AmountR

RefundedR

Closing Balance as at 31/03/12 (R) Comments

Dr Cr Dr Cr

Muckleneuk Street 33,000 0.00 0.00 33,000 0.00 Memo

Moreleta Park 8,500 0.00 0.00 8,500 0.00 Memo

Total 41,500 0.00 0,00 41,500 0.00


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PARAGRAPH 204: STATEMENT OF BALANCES OF OTHER 26. DEPOSIT ACCOUNTS (STATEMENT NO. 14)

a). Kobamelo Mathiba (Repatriation) P67, 656

It had been reported at the previous meeting that an amount of P57, 456.00 was outstanding in respect of repatriation of the body of the late Kobamelo Mathiba. An amount of P7, 000.00 was paid by the deceased’ next of kin Kagiso Mathiba leaving a balance of P50, 456.00, as shown in the table below.

Name Opening Balance as at 01/04/11

P

RecoveriesP

Written-offP


P

Comments

Dr Cr Dr Cr

Kobamelo Mathiba (Deceased) 57, 456.00 0.00 7,000.00 0.00 50,456.00 0.00

Memo

b). Sophie Sebi P67,071

The Accounting Officer reported that according to his records the initial repatriation advance for the late Sophie Sebi was P66, 028.04 and not P67, 071.00 as erroneously reported at the 49th PAC meeting. An amount of P1, 400.00 was recovered in June 2010 leaving a balance of P64, 628.04 which had since been outstanding. The current status of the account is as shown in the table below:

NameOpening Balance

as at 01/04/11P

Recovered

P

Written-off

P


PComments

Dr Cr Dr Cr

Sophie Sebi 64,628.04 0.00 0.00 0.00 64,628.04 0.00

It was reported at the last meeting that the Ministry had sought assistance from the Ministry of Local Government (MLG) in assessing the Sebi family with a view to give advice on whether they were in a position to refund the Government or not. The MLG had advised that they were unable to determine the economic status of the Sebi family as there was refusal on disclosure of their financial situation. The matter had been referred to the Attorney General’s Chambers for civil litigation Memo


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PARAGRAPH 205: STATEMENT OF ADVANCES ACCOUNTS (STATEMENT 27. NO. 15)

Mission Suspense – (P89, 568)

Name


01.04.11P

RecoveredP

Written-offP

Closing balance as at

31.03.12P

Comment

Dr Cr Dr Cr

Botswana Mission European Economic Community (E. E. C)

591, 726.60 0.00 0.00 0.00 591,726.60 0.00

It was reported that the Ministry had written a letter to the Office of the Accountant General to assist in seeking records. In their response they stated that records on the matter could not be physically found but rather on PY20 forms, and this did not bear any fruits. Following the meeting held between the Accounting Officer and the Accountant General on the 25th April 2012, it was agreed that the Office of the Accountant General would take up the matter and investigate further. Memo


PAR

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PAR

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PAR

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I

PART II


Travelling Imprests

Name of Officer Org.

Opening Balanceas at 01-04-11

P

Retired

P

Refunded

P

Adjustments

P

Closing Bal. as at 31/03/12

P

Comment

Dr Cr Cr Dr Dr Cr Dr Cr

Boniface Murozoki 1508 47,921.01 0.00 0.00 0.00 0.00 0.00 47,921.01 0.00 Being reconciled

Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS30.

Account Opening Balance

as at 01/04/11P

Reimburs-ments

P

New Deposits

P

Adjusted

P

Closing Bal as at 31/03/12

PComments

Dr Cr Dr Cr Dr Cr Dr Cr

Promotion of Botswana in Sweden and Countries of Accreditation

0.00 32,710.00 0.00 0.00 0.00 0.00 0.00 32,710.00

It was reported that the credit balance would be transferred to the Consolidated Fund once the account becomes dormant. Memo

Social Security 10,543.00 0.00 84,085.44 38,818.15 0.00 0.00 55,810.29 0.00

The Committee wanted an explanation regarding the debit balance on this account. Memo

Total 10,543.00 32,710.00 84,085.44 38,818.15 0,00 0.00 55,810.29 32,710.00


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PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS (STATEMENT 31. NO. 15)

Advances- Industrial Class

Name of Officer I.D. No.

Opening Bal. as at01/04/11

P

RecoveredP

RefundedP

AdjustmentsP

Closing Bal. as at 31/03/12

P

Comments

Dr Cr Dr Cr Dr Cr

Keogotsitse Itumeleng

194426304 500.00 0.00 0.00 0.00 0.00 0.00 500.00 0.00 Memo

Other Advances Accounts

Repatriation Accounts•

Name of officer

Opening Bal. as at

01-04-11P

RecoveredP

Written-offP

Adjusted

P

Closing Bal. as at31-03-12

P

Comments

Dr Cr Dr Cr Dr Cr

Lydia Tsoeu 1,390.17 0.00 0.00 0.00 0.00 0.00 1,390.17 0.00 Memo

Sandra Mokgadi 1,390.17 0.00 0.00 0.00 0.00 0.00 1,390.17 0.00 Memo

Total 2 780.34 0.00 0.00 0.00 0.00 0.00 2 780.34 0.00

Mission Salaries Suspense Account•

The Accounting officer reported that a credit balance of P1, 772,402.00 was reported under Statement of Advances Accounts of the Annual Statement of Accounts for the year ended 31st March 2011 as Mission Suspense (Salaries). The credit balance was an accumulation of Foreign Service Allowances for diplomatic staff in Missions that was posted to this Suspense Account by Salaries Section of the Office of the Accountant General through the Payroll System. Once these funds had been credited to respective Missions’ accounts, each Mission then transferred funds to individual staff accounts in commercial banks.

As reported in the PAC report, the Ministry was working on a reconciliation exercise of the account. Once the reconciliation exercise was completed, the accumulated credit balance would be transferred to the relevant accounts. Memo


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PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE 32. (STATEMENT NO. 19)

Statement of Arrears of Revenue as at 31st March 2011 indicated an outstanding balance of P22, 508.85 as arrears of revenue on Private Telephone Charges. An amount of P21, 366.69 was recovered leaving a balance of P1, 142.16 as shown below.

Name of Officer Org.Opening Bal.as at 01/04/11

P

RecoveredP

Closing Bal. as at31/03/12

P Comment

Oarabile Pako Nkwe 1519 5,947.15 4,804.99 1,142.16 Memo

PARAGRAPH 100: AUDIT OF THE ACCOUNTS OF BOTSWANA 33. DIPLOMATIC MISSION IN NAIROBI, KENYA

The areas that the Auditor General considered required further attention to bring the affairs of the Mission under proper control had been noted.

As had been indicated in the response to the audit, the Ministry had over the years made efforts to request for funds for replacement of vehicles for a number of Missions including the Mission in Kenya but this had not succeeded due to budgetary constraints. While some of the Missions vehicles had been replaced through savings that were realized during the course of the previous financial year, the Ministry would continue to re-prioritize its budget in an effort to assist the Botswana High Commission, Nairobi, in replacing the old vehicles.

With regard to the issue of rental security deposits, the Mission was still reconciling the P405, 397.00 for the 9 leased properties as reflected in his records and the balance of P276, 901.00 as reflected by the Accountant General as at 31st March 2011. Memo


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MINISTRY OF LABOUR AND HOME AFFAIRSPART I

PARAGRAPH 51: STATEMENT OF ADVANCES ACCOUNTS- 34. (STATEMENT NO. 15)

Surcharge- Damage to Government Vehicles – P5, 654.95

Name Opening Balance as at 01/04/11 Recoveries Closing Balance as at

31/03/12 Comments

0402 Immigration Dr Cr Dr Cr

Mogorosi Tsie 5,654.95 0.00 700.00 4,954.95

Case was referred to AGC to summons and the officer promised to pay P1000.00 per month which he started paying in April 2012. Memo

Suspense Account

Loss of Cash- P1, 065.00

Name Opening Balance as at 01/04/11 Recoveries Closing Balance as at

31/03/12 Comments

0411 Civil Dr Cr Dr Cr

Tapologo Chako 532.50 0.00 0.00 532.50 0.00

The amount will be recovered from terminal benefits. Memo

PARAGRAPH 52: STATEMENT OF DEPOSIT AND ADVANCES 35. ACCOUNTS (STATEMENT NOS. 14 & 15)

Surcharge – Damage to Government Vehicles: P10, 164.00


Recoveries Closing Balance as at 31/03/12 Comments

0402 Immigration Dr Cr Dr Cr

David Oraletse 7,500.00 0.00 3,600.00 3,900.00 0.00 Recoveries on-going. Memo


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PARAGRAPH 53: STATEMENT OF ADVANCES ACCOUNTS- 36. (STATEMENT NO. 15)

Surcharge – Damage to Government Vehicles:

Name Opening Balance as at 01/04/11 Refunds Recoveries Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr

0411 Civil

K e a l e b o g a Gakeinee 2,783.00 0.00 0.00 0.00 2,783.00 0.00

A summons was issued by AGC on 10th November 2011 and a default judgment had been applied for. Memo


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PART II

PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS 37. (STATEMENT NO.15)

Advances- P&P Grade C4 & Below

Out of the P572, 247.04 outstanding advances under P&P grade C4 & below as at 31st March 2011, P26, 192.00 was dealt with under the Department of Prisons & Rehabilitation while P546, 055.04 was dealt with below. An amount of P509, 178.47 had been cleared leaving a balance of P36, 876.57 of which recoveries were on-going as indicated below:

Dept Name Opening Balance As At 01/04/11 (P)

Refunds (P)

Recoveries (P)

Closing Balance As At 31/03/12 (P)

Comments

Dr Cr Dr Cr

0402

0404

0411

Monyamane Omphitletse

3,000.00 0.00 0.00 2,750.00 250.00 0.00 Memo

Bushy Patience 3,000.00 0.00 0.00 2,750.00 250.00 0.00 Memo

Letlole Jacqueline M. 5,000.00 0.00 0.00 417.00 4,583.00 0.00 Memo

Bareetseng Rapula 4,000.00 0.00 0.00 3,340.00 660.00 0.00 Memo

Keetile Moatlhodi D. 8,000.00 0.00 0.00 1,334.00 6,666.00 0.00 Memo

Otlhagile Galeage 3,000.00 0.00 0.00 2,750.00 250.00 0.00 Memo

Moyagabo Madome 8,998.00 0.00 0.00 834.00 8,164.00 0.00 Memo

Chiroze Sarah B. 10,000.00 0.00 0.00 9,174.00 826.00 0.00 Memo

Petros William 12,000.00 0.00 0.00 2,000.00 10,000.00 0.00 Memo

Kaelo Tshopego D 10,000.00 0.00 0.00 8,340.00 1,660.00 0.00 Memo

Moalafhi Josephine 3,000.00 0.00 0.00 2,750.00 250.00 0.00 Memo

Elliot Forget 5,000.00 0.00 0.00 4,587.00 413.00 0.00 Memo

Bareki Kgosietsile 8,000.00 0.00 0.00 6,874.63 1,125.37 0.00 Memo

Muniazo Gideon 7,500.00 0.00 0.00 6,046.80 1,453.20 0.00 Memo

Molatlheng Luke 4,000.00 0.00 0.00 3,674.00 326.00 0.00 Memo

TOTAL 94,498.00 0.00 0.00 57,621.43 36,876.57 0.00


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Loss of Cash- (Non Subledger Accounts)

Dept Name Opening Balance As At 01/04/11 (P)

Recoveries (P)

Adjustments(P)

Closing Balance As At 31/03/12 (P)

Comments

Dr Cr Dr Cr Dr Cr

0404 Nametso Kgogobi 54,861.45 0.00 40 978.03 0.00 0.00 13 883.42

Nametso Kgogobi agreed to pay the balance starting January 2012 & she paid only one instalment in February 2012. Case has been referred to AGC. Memo

PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES 38. AND STORES (STATEMENT NO. 22)

Losses of Cash (Reported in year under review)

Dept Name Opening Balance As At 01/04/11 Recovered Adjustments Closing Balance

As At 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

0401 Tebogo Moreti 76,893.95 0.00 0.00 0.00 0.00 76,893.95

Investigations by the Police had been completed and the case was to be sent to DPP for prosecution. Memo

PARAGRAPH 29: ACCIDENTS TO GOVERNMENT MOTOR VEHICLES39.

Dept NameOpening Balance As At 01/04/11

(P)

Recovered

(P)

Refund

(P)

Closing Bal-ance As At

31/03/12 (P)Comments

Dr Cr Dr Cr

040204040408

3.Disang Edson M. 15,372.49 0.00 5,550.00 0.00 9,822.49 Recoveries on-going Memo

9.Elijah Bone 4,286.60 0.00 3,432.00 0.00 854.60 Recoveries on-going. Memo

12.Lefatshe Neo 15,541.28 0.00 4,056.00 0.00 11,485.28 Recoveries on-going Memo

0411 13.Seleke Modisaotsile 12,614.80 0.00 3,388.00 0.00 9,226.80

Left public service. Balance to be recovered from terminal benefits. Memo

TOTALS 47 815.17 0.00 16,426.00 0.00 31 389.17


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PARAGRAPH 51: OVERPAYMENT OF SALARY- DEPARTMENT OF 40. IMMIGRATION & CITIZENSHIP

According to report of the Auditor General it had been reported that Mr Paul Molebatsi was overpaid by P13, 664.00 which was salary for 4 months. However, the Accounting Officer’s records revealled that Mr Paul Molebatsi was not paid for the month of April 2011. This therefore means that the total overpayment was P 10, 468.39. Out of the outstanding balance of P10, 468.39, P3 706.15 was recovered from his leave payment leaving a balance of P6, 762.24

Prior to the receipt of his terminal benefits he had made an undertaking that he would pay the outstanding amount once he received his terminal benefits. He received his terminal benefits amounting to P9, 563.07 on the 2nd April 2012 and he further made another written undertaking that he would pay the balance of P6, 762.24 on the 13th April 2012 which he did not fulfill. A letter was written on the 18th April 2012 reminding him to settle the balance and he was given 7 days to honour his promise, failing which the matter was going to be forwarded to Attorney General Chambers for legal action. Memo

MINISTRY OF HEALTHPART I

PARAGRAPH 172: MISAPPROPRIATION OF PUBLIC FUNDS P17, 41. 635.35, PRINCESS MARINA HOSPITAL, GABORONESalary Overpayment – P5,731.27a)

Ms. Funky Segereise was overpaid a salary of P2, 849.27and owed salary in lieu of notice amounting to P2, 882.00, therefore, making a total of P5, 731.27. These amounts were included in the liability schedule which she declined to sign. The matter was referred to the Attorney General’s Chambers where attempts were made to summons Ms. Segereise but to no avail.

The case continues under the Attorney Generals’ Chambers. Upon making follow-ups, the Accounting Officer was informed that Ms Segereise’s physical address had been located and the Attorney General was in the process of commencing the debt collection process.

Memo

Misappropriation of Public Funds - P17, 635.35 b)

Upon suspecting misappropriation of funds by the above officer a special audit was commissioned which revealed that an amount of P17, 635.35 was not accounted for by Ms. Segereise and charges were laid against her for the same. However, an amount of P3, 174.30 was found and remitted, leaving a balance of P14, 461.05. Charges were now laid on the remaining balance of P14, 461.05. As reported in the last PAC, the case was heard on 2nd November 2010 and the Attorney General was still awaiting delivery of judgement. Memo


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Whilst the case was still with the police a second special audit was commissioned whereupon used receipt books (Rev 1M serial No. 8177601-8177800) amounting to P19, 386.70 were found but the amount collected through these receipts was never remitted, bringing the suspected misappropriation to P33, 847.75 as summarised in the table below.

Audit Amount Remitted Outstanding Balance Comments

1ST AUDIT 17, 635.35 3, 174.30 14, 461.05 Charges laid

2ND AUDIT 19, 386.70 0.00 19, 386.70 Charges not laid

TOTAL REPORTED AT PAC 37, 022.05 3, 174.30 33, 847.75

No charges were laid on the P19, 386.70 because the receipt books were found missing when the case was to be reported to AGC. A search for them proved futile. The following receipt books issued to the suspect had not yet been found; Rev 1M serial No. 7859601-7859800, Rev 59 serial No. 919651-919675, 920601-920625, 920626- 920650, 920651-920675 and 927551-927575 to establish the loss related to the books. As such the full extent of the loss was not known.

The issue was still being discussed with AGC. Memo

PARAGRAPH 174: AUDIT INSPECTION- NYANGABWE REFERRAL 42. HOSPITAL

Abscondment from duty (Overpayment of Salaries)

Mr Modisa Sebitiela – P18,956.49

The Accounting Officer reported that the above named employee absconded from duty and was overpaid P18, 956.49. However, the Ministry had reported that he had paid P150.00 on 11th May 2011 with an omission made for the amount of P2, 150.55 which was deducted from his terminal benefits in 2010. The latest position is as reflected in the table below.

Description Opening Balance as at 1.06.2011 Recovered Closing Balance as at

31/03/12

Sebitiela Salary Overpayment 18,806.49 2,150.55 16,655.94

Furthermore, the Ministry was in the process of handing over the case to Attorney General Chambers to enforce faster recovery of this amount through a summons and possible auction of his belongings to recover the amount. Memo


PAR

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PAR

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I

Non-moving items amounting to P534,341.26 were written-off and an adjustment of items amounting to P231, 010.50 had been submitted to MFDP. The Ministry was also awaiting response for the request for write-off of P40, 640.80 Memo

It was of concern to the Committee that officers in this Ministry were allowed to get imprests but without retiring them, and instead of enforcing financial regulations regarding retirement of imprests the Accounting Officer was depending on write-offs to clear these accounts. The Accounting Officer should comply with Financial Instructions and procedures.

PARAGRAPH 177: STATEMENTS OF DEPOSITS AND ADVANCES 44. ACCOUNTS (STATEMENTS 14 & 15)

Withholding Tax – P53, 872

The Ministry remitted taxes amounting to P205, 094.01. Furthermore, there were misallocations which made it appear as if taxes were either not remitted or remitted without first being withheld. The remaining balances were still being investigated so that they could be adjusted accordingly. The remittances and misallocations have been paid and adjusted respectively as per the table below:

Dept

Opening Balance As At 01.04.2011 Remittances Adjustment Closing Balance As At 31.03.12

Dr Cr Total Debit Credit Debit Credit Total

HQ 720,622.20 871,847.80 (151,225.60) - 442,989.16 278,306.05 442,316.15 428,858.64 13,457.51

PPME 9,270.85 - 9,270.85 - - - 9,270.85 - 9,270.85

DCS 906,072.22 707,983.49 198,088.73 202,832.40 - 894,398.15 11,674.07 505,151.09 (493,477.02)

TOTAL 1,635,965.27 1,579,831.29 56,133.98 202,832.40 442,989.16 1,172,704.20 463,261.07 934,009.73 (470,748.66)

Memo


Surcharge - Industrial Class

Opening Balance As At 01.04.2011Recoveries Write-

Off

Adjustment Closing Balance As At 31.03.2012

Dept No. of Cases Dr Cr Total Debit Credit Debit Credit Total Comments

HM 7 27,537.01 856.59 26,680.42 - - - - 27,537.01 856.59 26,680.42 Memo

PHC 13 684.05 16,155.33 (15,471.28) - 684.05 - - 16,155.33 (16,155.33) Memo

DCS 5 2,128.30 2,452.27 (323.97) - - - - 2,128.30 2,452.27 (323.97) Memo

PH 1 - 959.60 (959.60) - - - - - 959.60 (959.60) Memo

26 30,349.36 20,423.79 9,925.57 - 684.05 - - 29,665.31 20,423.79 9,241.52


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Surcharge - P & P - Payroll

Opening Balance As At 01.04.2011

Recoveries Write-Off


Dept No. of Cases Dr Cr Total Debit Credit Debit

Credit Total Comments

HQ 1 145.95 - 145.95 - - - - 145.95 - 145.95 Memo

DCS 2 3,712.75 400.00 3,312.75 3,712.75 - - - - 400.00

(400.00) Memo

3 3,858.70 400.00 3,458.70 3,712.75 - - - 145.95 400.00

(254.05)

Advances - Imprest Recoveries

Opening Balance As At 01.04.2011Reco-veries

Write-Off


Dept No. of Cases Dr Cr Total Dr Cr Debit Credit Total Comments

HQ 2 568.33 1,270.00 (701.67) - - - - 568.33 1,270.00 (701.67) Memo

TSS 5 12,379.85 1,000.00 11,379.85 - - 1,000.00 - 12,379.85 0.00 12,379.85 Memo

DCS 70 163,063.02 133,312.62 29,750.40 - - 4,060.00 - 163,063.02 129,252.62 33,810.40 Memo

PH 1 - 2,924.00 (2,924.00) - - - - - 2,924.00 (2,924.00) Memo

78 176,011.20 138,506.62 37,504.58 - 5,060.00 - 176,011.20 133,446.62 42,564.58

Advances – P&P Grade C4 and below

Opening Balance As At 01.04.2011 Reco-

veries Write-

Off



DCS 7 18,476.00 - 18,476.00 5,925.00 - - 4,800.00 7,751.00 - 7,751.00 Memo

Loss of Stores





DCS 4 119.23 3,000.00 (2880.77) - - 2,388.00 119.23 - 612.00 (612.00) Memo


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Suspense-Non Ledger-Loss of Cash- P138, 705

All these items were reported to be still under investigation. The breakdown has been analysed as follows:

Opening Balance As At 01.04.2011 Reco-veries

Write-Off Adjustment Closing Balance As At 31.03.2012

Dept Dr Cr Total Debit Credit Debit Credit Total Comments

HM 246.59 - 246.59 - - - - 246.59 - 246.59 Memo

HS 425.00 137,938.14 (137,513.14) - - - - 425.00 137,938.14 (137,513.14) Memo

PHC - 5,238.94 (5,238.94) - - - - - 5,238.94 (5,238.94) Memo

TSS 3,800.00 - 3,800.00 - - - - 3,800.00 - 3,800.00 Memo

TOTAL 4,471.59 143,177.08 (138,705.49) - - - - 4,471.59 143,177.08 (138,705.49)


Suspense – Returned Cheques (Account 41942)

It was reported that all these items were still under investigation. The breakdown was analysed as follows:


veries Write-

Off


Dept No. of Cases Dr Cr Total Dr Cr Dr Cr Total Comments

HSRP 2 600.00 - 600.00 - - - - 600.00 - 600.00 Memo

DCS 4 34,644.40 - 34,644.40 - - - - 34,644.40 - 34,644.40 Memo

TOTAL 6 35,244.40 - 35,244.40 - - - - 35,244.40 - 35,244.40

PARAGRAPH 179: ACCIDENTS TO GOVERNMENT MOTOR 46. VEHICLES

Surcharge – Damage to Government Vehicles

The opening balance as at 01st April, 2011 was P145, 394.36, which had since been reduced to P101,578.18

Opening Balance As At 01.04.2011 Recover-

ies

Write-

Off


Dept No. of Cases Dr Cr Total Debit Cr Debit Cr Total Comments

HQ 3 11,175.70 - 11,175.70 3,751.00 - - - 7,424.70 - 7,424.70 Memo

HM 2 10,693.06 - 10,693.06 - - - - 10,693.06 - 10,693.06 Memo

HS 4 28,650.97 - 28,650.97 - - - - 28,650.97 - 28,650.97 Memo DCS 29 92,843.93 7,667.42 85,176.51 36,875.90 - 287.05 0.01 55,968.02 7,380.37 48,587.65 Memo

PH 2 8,482.80 - 8,482.80 2,261.00 - - - 6,221.80 - 6,221.80 Memo

40 151,846.46 7,667.42 144,179.04 42,887.90 - 287.05 0.01 108,958.55 7,380.37 101,578.18


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PARAGRAPH 180: TRAVELLING IMPRESTS47. District Imprests

Opening Balance As At 01.04.2011Reco-veries

Write-Off



HM 6 5,326.20 800.80 4,525.40 - - - - 5,326.20 800.80 4,525.40 Memo

HS 22 16,904.43 8,300.80 8,603.63 - 16,904.43 3,253.80 - - 5,047.00 (5,047.00) Memo

28 22,230.63 9,106.60 13,129.03 - 16,904.43 3,253.80 - 5,326.20 5,847.80 521.60

PARAGRAPH181: ARREARS OF REVENUE 48.

23304- Private In-patient fees

Name of Station Opening Balance as at 01.04.2011 Recoveries/ abandonment Balance as at 31.03.2012

P. Marina 78,573.66 14,084.00 64,489.66

Nyangabgwe 11,208.34 0.00 11,208.34

Athlone 936.00 0.00 936.00

Maun 936.00 0.00 936.00

TOTAL 91,654.00 14,084.00 77,570.00

Memo

23348- Other fees and Charges-


P. Marina 1,122.47 210.90 911.57

Nyangabgwe 225.20 0.00 225.20

Sekgoma M. Hospital 94.00 27.00 67.00

TOTAL 1,441.67 237.90 1,203.77

Memo


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23305- Private Out-Patient fees


P. Marina 27,729.87 11,221.00 16,508.87

Nyangabgwe 4,992.80 0.00 4,992.80

Athlone 366.30 0.00 366.30

Sekgoma 1,754.30 497.43 1,256.87

S. Phikwe 229.50 0.00 229.50

Mahalapye 555.80 0.00 555.80

Maun 497.70 0.00 497.70

Scottish 947.20 223.00 724.20

TOTAL 37,073.47 11,941.43 25,132.04

Memo

23034- Sale of Drugs, Dressings & Vaccines

Name of Station Opening Balance as at 01.04.2011

Recoveries/ abandonment Balance as at 31.03.2012

P. Marina 23,142.11 754.83 22,387.28 Maun 182.26 0.00 182.26

TOTAL 23,324.37 754.83 22,569.54

Memo

23348- Hospital Charges


P. Marina 2,561.30 2,043.85 517.45

Memo

23306- Private Telephone Charges

Name of Station Opening Balance as at 01.04.2011 Recoveries Balance as at 31.03.2012

HQ 2,061.55 969.85 1,091.70

DCS 16,917.00 6,096.27 10,820.73

TOTAL 18,978.55 7,066.12 11,912.43

Memo

The Committee was not happy with the management of these advances accounts at the Ministry. The huge credit balance clearly indicates failure to match recoveries with correspondind debts. The level of write-offs is also a source of concern to the Committee. The Accounting Officer is seriously advised to comply with Financial Instructions and Procedures in respect of management of advances.


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PARAGRAPH 21: STATEMENTS OF ADVANCES ACCOUNTS 50. (STATEMENT NO. 15)

Surcharge – Industrial Class


Write-Off



HM 7 27,537.01 856.59 26,680.42 - - - - 27,537.01 856.59 26,680.42 MemoPHC 13 684.05 16,399.18 15,715.13 - 684.05 15,864.18 - - 535.00 (535.00) MemoDCS 5 2,128.30 2,452.27 323.97 - - - - 2,128.30 2,452.27 (323.97) MemoPH 1 - 959.60 959.60 - - - - - 959.60 (959.60) Memo

26 30,349.36 20,667.64 43,679.12 - 684.05 15,864.18 - 29,665.31 4,803.46 24,861.85



veries

Write-

Off


Dept No. of

Cases Dr Cr Total Debit Credit Debit Credit Total Comments

HQ 5 39,252.38 - 39,252.38 11,638.00 - - - 27,614.38

- 27,614.38 Memo

HM 2 10,693.06 - 10,693.06 - - - - 10,693.06

- 10,693.06 Memo

HS 4 28,650.97 - 28,650.97 - - - - 28,650.97

- 28,650.97 Memo

TSS 1 361.00 - 0.00 - - - - 361.00

- 361.00 Memo

DCS 47 240,866.38 7,667.42 233,198.96 89,328.00 - 287.05 0.01 151,538.37 7380.37 144,394.47 Memo

PH 8 16,417.30 - 16,417.30 8,148.50 - - - 8,268.80 - 8,268.80 Memo

66 336,241.09 7,667.42 328,215.67 109,114.50 0.00 287.05 0.01 227,126.58 7380.37 219,746.21

Surcharge – P&P – Payroll Opening Balance As At 01.04.2011

Recoveries

Write-Off


Dept No. of Cases Dr Cr Total Debit

Credit Debit Credit Total Comments

HQ 1 145.95 145.95 - - - - 145.95 - 145.95 Memo

PHC 1 4,458.00 4,458.00 - - - - 4,458.00 - 4,458.00 Memo

DCS 3 3,712.77 400.00 3,312.77 3,712.77 0.00 400.00 400.00 Memo

Total 5 8,316.72 400.00 7,916.72 3,712.77 - - - 4,603.95 400.00 4203.95

Advances – Imprest Recoveries


Write-

Off

Adjusted Closing Balance As At 31.03.2012

Dept No. of

Cases Dr Cr Total Dr Cr Debit Credit Total Comments

HQ 1 128,761.52 - 128,761.52 112,135.19 - - - 16,626.33 - 16,626.33 MemoDHAPC 2 3996.90 3,996.90 - - - 3,996.90 - 3,996.90 Memo

TSS 5 12,379.85 1,000.00 11,379.85 - - - 12,379.85 1,000.00 11,379.85 MemoDCS 88 184,207.47 148,747.72 35,459.75 37,977.97 - - - 146,229.50 148,747.72 (2,518.22 ) MemoPH 1 1,734.20 2,924.00 -1,189.80 1,734.20 - - - - 2,924.00 (2,924.00) Memo

96 331.079.94 152,671.72 180,805.92 151,847.36 - - 179,232.58 152,671.72 26,560.86


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Advance – Industrial Class




Dept No. of Cases Dr Cr Total Debit Cr Debit Credit Total Comments

HQ 114 71,073.53 6,416.19 64,657.34 57,625.60 - 5,819.19 - 14,047.93 600.00 13,447.93 Memo

HM 91 63,075.30 14,588.24 48,487.06 8,965.97 - - - 54,109.33 14,588.24 39,521.09 Memo

HS 903 384,312.68 150,778.64 233,534.04 - 279,564.50 138,553.32 - 104,748.18 12,225.32 92,522.86 Memo

PHC 768 183,839.84 87,751.28 96,088.56 - 104,783.40 83,055.58 - 79,056.44 4,695.70 74,360.74 Memo

TSS 61 47,978.04 2,371.23 45,606.81 - 46,329.00 1,971.33 - 1,649.04 399.90 1,249.14 Memo

DCS 817 579,887.54 133,518.22 446,369.32 417,187.70 - 4,722.49 - 162,699.84 128,795.73 33,904.11 Memo

PH 20 11,126.53 10,403.14 723.39 9,616.79 - 2,476.01 - 1,509.74 7,927.13 (6,417.39) Memo

2759 1,341,293.46 405,826.94 934,763.20 493,396.06 430,676.90 236,594.92 - 417,820.50 169,232.02 248,588.48

Advances – P&P Grade C4 and Below Opening Balance As At 01.04.2011

Recoveries

Write-Off



HQ 10 31,618.00 -

31,618.00 28,264.00 - -

2,500.00

854.00

-

854.00 Memo

HS 1 800.00 -

800.00

0.00 - - - 800.00 - 800.00 Memo

PPME 1 1,500.00 -

1,500.00 0.00 - - - 1,500.00

-

1,500.00 Memo

HSRP 5 13,078.00 -

13,078.00 7,666.00 - - 1,250.00 4,162.00 -

4,162.00 Memo

DCS 189 568,956.90

1,167.00

567,789.90

491,284.15 - - -

77,672.75 1,167.00

76,505.75 Memo

PH 5 7,298.00 -

7,298.00

4,093.00 - - - 3,205.00 -

3,205.00 Memo

Total 211 623,250.90

1,167.00

622,083.90

531,307.15

-

-

3,750.00

88,193.75

1,167.00

87,026.75

Loss of Cash – Cash Shortage – Other accounts (Sub-ledger)


Write-

Off


Dept No. of

Cases Dr Cr Total Debit Credit Debit

Credit Total Comment

DCS 1 14, 082.75 - 14, 082.75 - - - - 14,082.75

-

14,082.75 Memo

Cash - Surplus/Loss of Cash


veries

Write-

Off


Dept Dr Cr Total Debit Credit Debit Credit Total Comments

HM 425.00 325.00 100.00 - - - - 425.00 325.00

100.00 Memo

HS 246.59 137,613.14 (137,366.55) - - - - 246.59 137,613.14 (137,366.55) Memo

PHC - 8,373.49 (8,373.49) - - - - - 8,373.49 (8,373.49) Memo

TSS 3,800.00 - 3,800.00 - - - - 3,800.00 - 3,800.00 Memo

TOTAL 4,471.59 146,311.63 (141,840.04) 0.00 0.00 0.00 0.00 4,471.59 146,311.63 (141,840.04)


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Other Advance Accounts - Returned Cheques

Dept


Recoveries Adjustment Closing Balance As At 31.03.2012

Dr Cr Total Debit Credit Debit Credit Comments

HSRP 600.00 - 600.00 - -

-

600.00

-

Memo

DCS 78,156.46

1,600.00

76,556.46

-

-

-

78,156.46

1,600.00 Memo

PH 2,032.74

-

2,032.74

-

-

-

2,032.74

- Memo

TOTAL 80,789.20

1,600.00

79,189.20

- -

-

80,789.20 1,600.00

PARAGRAPH 24: STATEMENTS OF ARREARS OF REVENUE 51. (STATEMENT NO. 19)

23304-Private In-patient Fees

Name of Station Opening bal as at 01/04/2011 Recoveries/ abandonment Balance as at 31.03.2012

P. Marina 98,355.46 20,328.23 78027.23

Nyangangwe 11,208.34 0.00 11,208.34

Athlone 936.00 0.00 936.00

Maun 936.00 0.00 936.00

TOTAL 111,435.80 20,328.23 91,107.57

Memo

23348-Other Fees And Charges


P. Marina 1,424.87 210.90 1213.97

Nyangangwe 225.20 0.00 225.20

Sekgoma M. Hospital 94.00 27.00 67.00

TOTAL 1,744.07 237.90 1,506.17

Memo


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23305-Private Out-Patient Fees


P. Marina 41,636.05 13,745.19 27,890.86

Nyangangwe 18,875.72 0.00 18,875.72

Athlone 336.30 0.00 336.30

Sekgoma 4,376.44 532.53 3,843.91

S. Phikwe 229.50 0.00 229.50

Mahalapye 555.80 0.00 555.80

Maun 2,037.95 0.00 2,037.95

Scottish 1,216.30 223.00 993.30

TOTAL 69,264.06 14,500.72 54,763.34

Memo

23034 - Sale Of Drugs


P. Marina 27,520.12 974,18 26,545.94

Maun 182.26 0.00 182.26

TOTAL 27,702.38 974.18 26,728.20

Memo

23266 - Hospital Charges


P. Marina 4,167.80 2,169.05 1,998.75

Memo

23306 - Private Telephone Charges


HQ 25,220.96 24,111.41 1,109.55

DCS 33,834.33 6,096.27 27,738.06

PH 7,207.61 6,795.21 412.40

TOTAL 66,262.90 37,002.89 29,260.01

Memo


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PARAGRAPH 27: STATEMENTS OF LOSSES OF PUBLIC MONIES 52. AND STORES (STATEMENT NO. 22) Losses of cash(a)

Reported in the Period under Review

FDP44/1/11/09-10 Health Sector 32,642.40 Memo

It was reported that this item was still under investigation.

Reported During the Previous Years

FDP 44/1/11/09-10 Clinical Services 14,082.75(Mauren Dube: deductions were reported to be on-going)

FDP /2/11/09-10 Clinical Services 4,320.00 (Mojadi Olefile: was reported to be under investigation)

18,402.75 Memo

Losses of stores(b)

Reported in the Period under Review

DS/SV 215 I 2010-2011 Good Hope Primary Hospitals P4,458.00 (Still being investigated) memo

District Imprest


Write-Off

Adjustment

Closing Balance As At 31.03.2012


HM 6 5,326.20 800.80 4,525.40 0.00 - - - 5,326.20 800.80 4,525.40 Memo

HS 22 16,904.43 8,300.80 8,603.63 0.00 16,904.43 3,253.80 - - 5,047.00 (5,047.00) Memo

28 22,230.63 9,101.60 13,129.03 0.00 16,904.43 3,253.80 - 5,326.20 5,847.80 (521.60)

PARAGRAPH 87: EXCESSIVE PURCHASES OF SHROUDING 53. MATERIAL-CENTRAL MEDICAL STORES

Ministry of Health acknowledged that the circumstances surrounding the procurement of this item were a cause for great concern. The Ministry discovered that a contract for the supply of shrouding material to the value of P5.281million was signed with Cipher Enterprises in October 2008. However, documentary evidence as to why such big quantities of shrouding rolls were procured could not be traced. This case has been referred to the Directorate on Corruption and Economic Crime (DCEC) and was under investigation.


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The Ministry donated 480 rolls of the material to Congo-Brazzaville as part of GoB’s response to the explosion in that country in early 2012. Efforts will continue to be made, in consultation with PPADB, to sell part of the remaining material to some local private companies. memo

PARAGRAPH 88: WRITE-OFF OF EXPIRED DRUGS-CENTRAL 54. MEDICAL STORES

In November 2009, a write-off request for P61,935,613 worth of expired drugs and other commodities was approved. Following this approval, quotations were sourced for the destruction of these drugs. The estimated cost of the destruction of these items stood at P6million but the Ministry had not been able to fund this destruction due to budgetary constraints. Every effort was being made to source funds to complete the process.

A further quantity of commodities totaling P47, 379,957 had also expired in the period January 2010 to November 2011. These items were to be written off through the normal process.

Contrary to the information given in the audit report, a great deal of emphasis had been given to the avoidance of expiry since the arrival of the new CMS management at the end of 2009. Measures have been put in place such as supply chain management which assisted the control of expiries. As a result, the expiry for the year 2011/12 stood at 3.9% showing a decrease from 7.7% in 2010/11. This rate is within the internationally acceptable norm of 5%.

The warehouse which was damaged by a storm a couple of months ago was in the process of being repaired.

The Accounting Officer further indicated that the two lots of expired drugs were going to be destroyed in the 2012/2013 financial year. Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS 55. (STATEMENT NO.14)

Withholding Tax

DeptOpening Balance as at 01.04.2011 Remit-

tances

Adjustment Closing bal as at 31/03/12


HQ 2,461,202.83 2,823,006.91 (361,804.08) - 422,929.16 278,306.05 2,182,896.78 2,400,077.75 (217,180.97)

PPME 87,688.60 555,944.17 (468,255.57) - - - 87,688.60 555,944.17 (468,255.57)

DCS 8,323,824.54 8,161,502.95 162,321.59 202,832.40 - 894,398.15 7,429,426.39 7,958,670.55 (529,244.16)

DHI 34,517.11 (34,517.11) 34,517.11 (34,517.11)

TOTAL 10,872,715.97 11,574,971.14 (702,255.17) 202,832.40 422,929.16 1,172,704.20 9,700,011.77 10,949,209.58 (1,249,197.81))

The Committee was not happy with the way the Ministry was withholding large amounts of tax without remitting same to BURS. Memo


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Income Tax PAYE

DeptOpening Balance as at 01.04.2011 Remit-

tances Adjustment Closing Balance As At 31.03.2012


HQ 50,259.89 65,555.77 (15,295.88) 1,826.15 - 3,296.00 46,963.89 63,729.62 (16,765.73)

PPME 8,457.65 18,422.60 (9,964.95) - - - 8,457.65 18,422.60 (9,964.95)

DCS 951,236.71 784,801.78 166,434.93 - - - 951,236.71 784,801.78 166,434.93

DPH - 83.70 (83.70) 49.80 -

- 33.90 (33.90)

TOTAL 1,009,954.25 868,863.85 141,090.40 1,875.95 - 3,296.00 1,006,658.25 866,987.90 139,670.35

Memo

ADMINISTRATION OF JUSTICEPART I

PARAGRAPH 187: TRAVELLING IMPRESTS56.

NAME Opening Balance Recoveries W/Off Closing Balance Comments

Dr 01/06/11 Cr 01/06/11 Dr 31/03/12 Cr 31/03/12

Moletsane Arnold Tshepo

4,625.50 0.00 0.00 0.00 4,625.50 0.00

An adjustment voucher was submitted to A c c o u n t a n t General to rectify the anomaly under this account. Memo


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n a

five

mon

ths t

rain

ing

cour

se in

200

8, b

ut d

eser

ted

afte

r the

firs

t few

w

eeks

. H

e w

as fi

nally

dis

mis

sed

from

Pub

lic S

ervi

ce o

n 31

st M

ay 2

008

for w

ithdr

awin

g fr

om tr

aini

ng a

nd d

eser

ting

from

dut

y. A

t the

tim

e of

dis

mis

sal h

e ow

ed a

trai

ning

bon

d of

P17

, 387

.00,

for f

ailu

re to

com

plet

e th

e co

urse

and

ser

ve th

e bo

ndin

g pe

riod

of tw

o ye

ars.

He

has h

owev

er p

aid

P2, 6

00.0

0 as

reim

burs

emen

t tow

ards

trai

ning

bon

d, le

avin

g a

bala

nce

of P

14, 7

87.0

0. H

e su

bseq

uent

ly st

oppe

d pa

ying

bec

ause

the

Dire

ctor

, DPS

M

wro

te al

low

ing

him

to se

ek em

ploy

men

t fro

m G

over

nmen

t and

he t

houg

ht th

is ca

ncel

led

his

liabi

lity.

He

is c

urre

ntly

une

mpl

oyed

. Th

at n

otw

ithst

andi

ng t

he D

epar

tmen

t ha

d co

ntac

ted

Atto

rney

Gen

eral

’s C

ham

ber

to in

stitu

te a

cla

im a

gain

st h

im to

rec

over

the

outs

tand

ing

bala

nce.

Mem

o

2.M

. Mon

the

1459

1350

34,

869.

00N

ilN

il4,

869.

00

The

offic

er r

esig

ned

on 1

1th M

ay 2

008,

pro

mis

ing

to p

ay o

ne m

onth

sal

ary

in li

eu o

f no

tice

but n

ever

did

. He

how

ever

con

tinue

d to

be

paid

sal

ary

for

thre

e m

onth

s af

ter

resi

gnat

ion.

The

cas

e ha

s be

en re

ferr

ed to

Atto

rney

Gen

eral

’s C

ham

bers

to re

cove

r the

am

ount

from

him

as p

er th

e Sav

ingr

am re

f RM

3/2

/7 V

I (11

7), d

ated

03rd

Feb

ruar

y 20

12.

A re

spon

se fr

om A

ttorn

ey G

ener

al’s

Cha

mbe

rs w

as a

wai

ted.

Mem

o

3.L.

Mor

emi

1637

1630

316

,971

.20

Nil

Nil

16,9

71.2

0

The

offic

er w

as re

tired

on

med

ical

gro

unds

on

31st M

ay 2

008,

but

was

ove

rpai

d by

one

m

onth

- Ju

ne 2

008,

not

two

mon

ths a

s per

the

audi

t rep

ort.

The

sala

ry o

verp

aym

ent w

as

reco

vere

d fr

om h

is le

ave

days

thro

ugh

paym

ent v

ouch

er (

T25)

, dat

ed 0

7th M

ay 2

009.

Th

e D

epar

tmen

t req

uest

ed f

or a

band

onm

ent o

f th

e ba

lanc

e fr

om M

inis

try o

f Fi

nanc

e an

d D

evel

opm

ent P

lann

ing,

thro

ugh

Savi

ngra

m R

M 3

/5/2

I (4

8), d

ated

1st M

arch

201

2.

Mem

o

4.K

. Lub

inda

5786

2911

61,

832.

00N

ilN

il1,

832.

00

The

offic

er d

id n

ot h

ave

any

term

inal

ben

efits

as

she

only

wor

ked

in th

e pu

blic

ser

vice

fo

r a fe

w m

onth

s. A

t the

tim

e of

the

PAC

sitt

ing,

she

was

stu

dyin

g in

Mal

aysi

a, u

nder

sp

onso

rshi

p of

Dep

artm

ent o

f Ter

tiary

Edu

catio

n Fi

nanc

ing.

Her

cas

e ha

s bee

n re

ferr

ed

to D

epar

tmen

t of T

ertia

ry E

duca

tion

and

Fina

ncin

g to

reco

ver t

he o

utst

andi

ng a

mou

nt

from

her

mon

thly

stip

end.

A re

spon

se fr

om D

TEF

was

aw

aite

d. M

emo


PAR

T II

I

5.S.

Dits

ele

5621

2870

67,

813.

00N

ilN

il7,

813.

00

Acc

ordi

ng to

info

rmat

ion

from

Offi

ce o

f the

Aud

itor G

ener

al, t

he a

udit

wor

king

pap

ers

show

that

the

offic

er is

S. D

itsel

e, n

ot G

. Dito

ele

as p

revi

ousl

y in

dica

ted

in th

e au

dit

repo

rt. it

had

bee

n es

tabl

ishe

d th

at th

e offi

cer w

as st

ill in

the D

epar

tmen

t’s e

stab

lishm

ent

at S

eleb

i Phi

kwe

Mag

istra

te C

ourt.

Th

e of

ficer

was

pai

d a

sala

ry w

hen

she

was

on

unpa

id m

ater

nity

leav

e. S

he w

as a

dvis

ed b

y le

tter d

ated

16th

Feb

ruar

y 20

12 to

set

tle

the

debt

. She

had

inst

ruct

ed a

ded

uctio

n of

P55

8.00

from

her

sala

ry e

ffect

ive A

pril

2012

un

til th

e to

tal d

ebt o

f P7,

813

.00

was

reco

vere

d. M

emo

6.C

. M

akhu

rum

ola

5880

2960

995

.65

Nil

Nil

95.6

5

Acc

ordi

ng to

a sa

ving

ram

from

the A

ccou

ntan

t Gen

eral

, an

amou

nt o

f P1,

369

.45

owed

by

the e

mpl

oyee

was

reco

vere

d fr

om h

er te

rmin

al b

enefi

ts le

avin

g a b

alan

ce o

f P95

.65

as

the

term

inal

ben

efits

cou

ld n

ot c

over

his

full

liabi

litie

s. Ef

forts

to tr

ace

her h

ad n

ot b

een

succ

essf

ul a

s she

was

said

to b

e in

Sou

th A

fric

a. T

he c

ase

has b

een

refe

rred

to A

ttorn

ey

Gen

eral

’s C

ham

bers

thro

ugh

Savi

ngra

m R

M 3

/2/7

VI (

131)

, dat

ed 2

1st F

ebru

ary

2012

to

inst

itute

act

ion

agai

nst h

er fo

r the

reco

very

of t

he a

mou

nt. A

resp

onse

from

Atto

rney

G

ener

al’s

Cha

mbe

r was

aw

aite

d. M

emo

8.S.

Let

eem

ane

7856

2750

522

7.68

Nil

Nil

227.

68

The

offic

er p

asse

d aw

ay o

n 21

st J

une

2008

, as

per

the

dea

th c

ertifi

cate

num

ber

D11

/006

8284

6/20

08.

Acc

ordi

ng to

the

audi

t rep

ort s

he w

as o

verp

aid

by te

n da

ys. T

he

Offi

ce o

f Acc

ount

ant G

ener

al –

Pen

sion

s rec

over

ed o

verp

aym

ent o

f nin

e da

ys in

stea

d of

te

n da

ys. T

he sa

lary

ove

rpay

men

t for

the

nine

day

s whi

ch w

as P

1, 6

05.6

5 w

as re

cove

red

from

her

leav

e da

ys th

roug

h pa

ymen

t vou

cher

(T2

5), d

ated

15th

Dec

embe

r 20

08 a

nd

an a

mou

nt o

f P4

, 252

.95

was

pai

d to

her

lega

l rep

rese

ntat

ive

thro

ugh

cheq

ue n

umbe

r 31

6264

. The

Acc

ount

ing

Offi

cer r

eque

sted

for a

band

onm

ent o

f the

bal

ance

of P

227.

68

from

Min

istry

of F

inan

ce a

nd D

evel

opm

ent P

lann

ing

for t

he o

ne d

ay d

ispa

rity

betw

een

the A

udit

repo

rt an

d pa

ymen

t vou

cher

. Mem

o

9.K

. Jer

emia

h01

9328

002

4,98

0.00

Nil

Nil

4,98

0.00

Mrs

. Je

rem

iah

adm

itted

inde

bted

ness

to B

otsw

ana G

over

nmen

t and

she p

ropo

sed

to p

ay

in m

onth

ly in

stal

lmen

ts u

ntil

the

liabi

lity

was

fully

reco

vere

d. S

he w

as w

ritte

n a

lette

r on

3rd F

ebru

ary

2012

requ

estin

g he

r to

com

mit

hers

elf t

o se

ttlin

g th

e de

bt. S

he d

id n

ot

resp

ond

and

the c

ase w

as fo

rwar

ded

to A

ttorn

ey G

ener

al’s

Cha

mbe

rs th

roug

h Sa

ving

ram

re

f: R

M 3

/2/7

VI (

137)

, dat

ed 2

9th M

arch

201

2, to

reco

ver f

rom

her

. Mem

o


PAR

T II

I

10.

S. M

awer

e02

7/19

9918

,756

.00

15,3

45.5

5N

il3,

410.

45

Rec

ords

from

the

Offi

ce o

f the

Aud

itor G

ener

al s

how

ed th

at th

e of

ficer

was

S. M

awer

e no

t G. M

awer

e as

app

eare

d in

the

Aud

it re

port.

Rec

over

y of

P15

, 345

.55

was

mad

e fr

om h

is le

ave

days

as

per

the

adju

stm

ent v

ouch

er, l

eavi

ng a

bal

ance

of

P3, 4

10.4

5.

The

offic

er h

ad re

loca

ted

to T

anza

nia

at th

e In

tern

atio

nal C

ourt

of Ju

stic

e. T

he c

ase

has

been

ref

erre

d to

Atto

rney

Gen

eral

Cha

mbe

rs to

inst

itute

a c

laim

aga

inst

him

, thr

ough

Sa

ving

ram

RM

3/2

/7 V

I (1

30),

date

d 21

st F

ebru

ary

2012

. The

Atto

rney

Gen

eral

has

re

spon

ded

thro

ugh

Savi

ngra

m A

GC

3/1

/113

3 A

, dat

ed 1

5th M

arch

201

2, s

tatin

g th

at

as s

ix y

ears

had

ela

psed

the

cla

im h

as i

n te

rms

of t

he P

resc

riptio

ns A

ct p

resc

ribed

. H

owev

er, t

he A

ttorn

ey G

ener

al’s

Cha

mbe

rs w

ere

goin

g to

try

to c

onta

ct h

im to

reco

ver

the

outs

tand

ing

amou

nt. M

emo

11.

Ra

mb

ol

e K

gang

yape

lo30

0011

004

1,24

7.40

1,19

0.70

Nil

56.7

0

The

depa

rtmen

t est

ablis

hed

that

the

offic

er d

ied

on 3

1st O

ctob

er 2

005

and

the

offic

er

was

ove

rpai

d in

Nov

embe

r 20

05. A

rec

over

y of

P1,

190

.70

was

mad

e fr

om h

is le

ave

days

, lea

ving

a b

alan

ce o

f P56

.70.

A re

ques

t for

aba

ndon

men

t of P

56.7

0, b

eing

one

day

di

spar

ity b

etw

een

the A

udit

repo

rt an

d th

e ad

just

men

t vou

cher

had

bee

n m

ade

to M

FDP.

M

emo

12.

S.T

Ole

seng

6120

2031

41,

551.

94N

ilN

il1,

551.

94

The

offic

er w

as d

ism

isse

d on

28th

July

200

6, a

nd w

as o

verp

aid

in Ju

ly a

nd A

ugus

t 200

6.

It ha

s be

en e

stab

lishe

d th

at s

he w

as w

orki

ng a

t Bot

lhal

e En

glis

h M

ediu

m S

choo

l. Th

e ca

se h

as b

een

refe

rred

to th

e A

ttorn

ey G

ener

al’s

Cha

mbe

rs to

inst

itute

a c

laim

aga

inst

he

r. Th

e A

ttorn

ey G

ener

al’s

Cha

mbe

r ha

s re

spon

ded

say

ing

the

offic

er h

ad m

ade

an

unde

rtaki

ng to

pay

the

debt

in th

ree

inst

allm

ents

of P

500.

00 e

ffect

ive

end

of A

pril

2012

. M

emo

TOTA

L75

,730

.87

19,1

36.2

5ni

l56

, 594

.62


PAR

T II

I

PARAGRAPH 189: STATEMENT OF ADVANCES ACCOUNTS 58. (STATEMENT 15)


Name Opening Balance Recoveries Adjust Closing Balance Comments

Dr 01/06/11 Cr 01/06/11 Dr Cr Dr 31/03/12 Cr 31/03/12

Molefe Baganetsi500521207 906.50 0.00 0.00 0.00 0.00 906.50 0.00

Inappropria te evidenceMemo


NameOpening Balance Dr 01/06/11

Opening Balance Cr 01/06/11

Recoveries Refunds Write Off

Closing Balance Dr 31/03/12

Closing Balance Cr 31/03/12

Comments

Maela Thalitha136428107

Nil 499.99 Nil nil Nil Nil 499.99 Inadequate evidence. Memo

Gabanagae Onalenna210325516

1, 000.00 Nil nil Nil Nil 1,000.00 Nil Inadequate evidence. Memo

Matlho Pifelo Pinnie354129406


Tsebe Tlhalosang621827504


Masire Ontefetse732925402

700.00 Nil nil Nil Nil 700.00 NilInadequate evidence. Memo

Otlogetswe Macarah Collen926822101

333.00 Nil nil Nil Nil 333.00 Nil Inadequate evidence. Memo

Mapoto V.P.970524905 Nil 200.00 Nil nil Nil Nil 200.00 Inadequate

evidence. Memo

Total 2033.00 1, 073.42 nil nil nil 2033.00 1073.42


PAR

T II

I

PARAGRAPH 190: STATEMENT OF LOSSES OF PUBLIC MONIES 59. AND STORES – (STATEMENT NO. 22)

Losses of Cash

NO Name DateOpening

Balance as at01/06/11

Amount Recovered Write-off


31/03/12Comments

1. Babe Madibela - 26 ,543.80 7,405.00 Nil 19,138.00 Memo

PARAGRAPH 191: TRAVELLING IMPRESTS60.

Travelling Imprests

The case for State vs. Babe Madibela is still before the Magistrate Court in Lobatse. The accused appeared before the Chief Magistrate in March 2012, and the trial date was set at 23rd and 24th April 2012. She is accused of misappropriation of funds, being a person employed in the Public Service. There has been a delay in prosecuting her due to numerous postponements on account of her ill-health and lengthy investigations. This resulted in an application by Defence Attorney to the High Court under section 18 of the Constitution requesting for a permanent stay of prosecution citing delays in prosecuting her which the defence argued breached his clients constitutional rights. However, the High Court dismissed the application and remitted the case back to Magistrate Court for trial as it found no merit in that application. Although the Accounting Officer cannot influence the court’s schedule, he reported that he had expressed his concern to the court on the lengthy period it had taken for this case to be heard and requested that it be expedited. There was also a danger that continued delay will result in exhibits disappearing and memories of witnesses fading.

Name

Opening Balance

Dr 01/06/11

Opening Balance

Cr 01/06/11

Recoveries Adjust Dr

Adjust Cr

Closing Balance

Dr 31/03/12

Closing Balance

Cr 31/03/12Comments

Moaisi Phatsimo213815016

Nil 1, 025.60 Nil Nil Nil Nil 1, 025.60 Memo

Moetedi Kitso604028217

2, 454.00 Nil Nil Nil Nil 2,454.00 Nil

Officer has left AOJ. Efforts to recover the money did not bear fruits because when the adjustment voucher was passed, he had already left. The debtor was contacted and he promised to pay. Memo

TOTAL 2454.00 1,025.60 0.00 0.00 0.00 2454.00 1,025.60


PAR

T II

I

PART IISTATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS 61. (STATEMENT NO 14)

Burs - Income Tax P64,893.00

It was reported that the department was working on reconciling their statement in order to transfer funds to Botswana Unified Revenue Services. Memo

PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS - 62. (STATEMENT NO.15)

Surcharge – Damage To Government Vehicles

NAME Opening balance as at 01/04/11

Recoveries W/Off Adjust Adjust Closing balance as

at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Moilwa- Segomotso Kelly209928215

6,578.00 0.00 2,640.00 0.00 0.00 0.00 3,938.00 0.00 Deductions on-going at P264.00 per month.Memo

Orekeng Badiri540818208

8,207.00 0.00 2,264.00 0.00 0.00 0.00 5,943.00 0.00 Deductions on-going at P283.00 per month. Memo

TOTAL 14,785.00 0.00 4904.00 0.00 0.00 0.00 9,881.00 0.00


NAME Opening balance as at 01/04/11 Recoveries Closing balance as at 31/03/12 Comments

Dr Cr Dr Cr

Chakalisa Elizabeth131524700

7,151.28 0.00 6,675.58 475.70 0.00 Memo

Leinanyane Goitsemodimo365312713

3,396.20 0.00 3,067.95 328.25 0.00 Memo

Leepile Gootlamang Christinah924725000

2,425.30 0.00 2,333.40 91.90 0.00 Memo

TOTAL 12,972.78 0.00 12,076.93 895.85 0.00


PAR

T II

I


NAME Opening balance as at 01/04/11 Recoveries W/Off Adjust Closing

Balance as at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Maela Talitha136428107 0.00 299.99 0.00 0.00 0.00 0.00 0.00 299.99 Memo

Keabitsa Virginia146727100 0.00 1,400.00 0.00 0.00 0.00 0.00 0.00 1,400.00 Memo

Matlho Pifelo Pinnie354129406 0.00 366.50 0.00 0.00 0.00 0.00 0.00 366.50 Memo

Letsatsi Thabo Percy543813419 350.00 0.00 0.00 0.00 0.00 0.00 350.00 0.00 Memo

Reakae Dineo887124502 935.00 0.00 312.00 0.00 0.00 0.00 623.00 0.00 Memo

TOTAL 1,285.00 2,066.49 312.00 0.00 0.00 0.00 973.00 2,066.49


NAMEOpening balance as at 01/04/11 Recoveries W/Off Adjust Closing balance as at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Manyanda Omponye191420009

4,000.00 0.00 3,006.00 0.00 0.00 0.00 994.00 0.00 Memo

Leinatsela Kenole Makgarebe882023208

10,000.00 0.00 0.00 0.00 0.00 0.00 10,000.00 0.00 Memo

Gaetsaloe Leatile Beverley927122216

2,500.00 0.00 500.00 0.00 0.00 0.00 2,000.00 0.00 Memo

TOTAL 16,500 0.00 3,506.00 0.00 0.00 0.00 12,994.00 0.00

Returned Cheques (Account 41942) A. P12, 700.00

NAME Opening BalanceAs at 01/04/11 Recoveries Adjust

Closing Balance As at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Botswana Meat Commission 950.00 0.00 0.00 0.00 0.00 950.00 0.00 Memo

Botswana Life Insurance 7,500.00 0.00 0.00 0.00 0.00 7,500.00 0.00 Memo

Botswana Power Corporation 1,900.00 0.00 0.00 0.00 0.00 1,900.00 0.00 Memo

TOTAL 10, 350.00 0.00 0.00 0.00 0.00 10,350.00 0.00


PAR

T II

I

PARAGRAPH 21: STATEMENT OF ARREARS OF REVENUE - 63. (STATEMENT NO.19)

DescriptionArrears B/f from Previous Years

Revised Arrears B/f from Previous Years

Collection of Previous Years Arrears

Previous Years Arrears Abandoned

Balance of Arrears outstanding

Arrears in respect of current year

Total Arrears outstanding at 31.03.2012

Judicial and subordinate court fine

929,410.00 929,410.00 0.00 0.00 929,410.00 0.00 929,410.00 Memo

The Committee was concerned about the inactivity under this account. In addition, there must have been an omission under current year arrears because there is no way all outstanding amounts for the year could have been fully recovered considering the nature of these debts.

PARAGRAPH 90: TRAVELLING IMPRESTS - (STATEMENT NO.1)64.

NAME Opening Balance 01/04/11

Recoveries W/Off Adjust Closing Balance 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Ketlogetswe Gaolapelwe Gee011618408

7,220.60 0.00 0.00 0.00 0.00 0.00 7,220.60 0.00 Memo

Letsididi Modiri Seabelo013212006 1,295.00 0.00 0.00 0.00 0.00 0.00 1,295.00 0.00 Memo

Nkomokana Thapelo020614302 51.80 0.00 0.00 0.00 0.00 0.00 51.80 0.00 Memo

Ramantele Malebogo052921992 0.00 270.05 0.00 0.00 0.00 0.00 0.00 270.05 Memo

Matshaba Keitumetse Thato090125409

4,704.00 0.00 0.00 0.00 0.00 0.00 4,704.00 0.00Memo

Sebeetswekgomo Percival Hlephole098813904

8,736.70 0.00 1,203.15 0.00 0.00 0.00 7,533.55 0.00 Memo

Mafunye Dikeledi Phoo100220315 4,907.85 0.00 0.00 0.00 0.00 0.00 4,907.85 0.00 Memo

Mercy Moratwesi107629308 2,298.00 0.00 0.00 0.00 0.00 0.00 2,298.00 0.00 Memo

B Batshidi125-0107-0000050 9,210.90 0.00 0.00 0.00 0.00 0.00 9,210.90 0.00 Memo

Matlho PP125-0107-1517651 4,604.20 0.00 0.00 0.00 0.00 0.00 4,604.20 0.00 Memo

Justice D A Reyn125-0107-1598229 2,781.00 0.00 0.00 0.00 0.00 0.00 2,781.00 0.00 Memo

Wsimba J M125-0107-1618428 16,463.80 0.00 0.00 0.00 0.00 0.00 16,463.80 0.00 Memo

Thapelo Taolo159029604 3,486.00 0.00 1,654.95 0.00 0.00 0.00 1,831.05 0.00 Memo


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Monageng Monageng 163614409 2457.10 0.00 0.00 0.00 0.00 0.00 2457.10 0.00 Memo

Monyazo Juta270119009 518.00 0.00 0.00 0.00 0.00 0.00 518.00 0.00 Memo

Gaonakala Thatayaone300418115 388.50 0.00 0.00 0.00 0.00 0.00 388.50 0.00 Memo

Kiki Bokamoso Daniel372314004 259.00 0.00 0.00 0.00 0.00 0.00 259.00 0.00 Memo

Baoki Dithapelo 4,538.00 0.00 0.00 0.00 0.00 0.00 4,538.00 0.00 Memo

Mabeana Tsholofelo Dineo383921201 7,674.00 0.00 0.00 0.00 0.00 0.00 7,674.00 0.00 Memo

Zwiyo Imani461527302 777.00 0.00 0.00 0.00 0.00 0.00 777.00 0.00 Memo

Masaka Lesedi485919401 4,152.00 0.00 2,378.20 0.00 0.00 0.00 1,773.80 0.00 Memo

Nwako Bernadette500020005 6,766.25 0.00 0.00 0.00 0.00 0.00 6,766.25 0.00 Memo

Sejanamane Boitshoko Mmanini509227410

303.20 0.00 0.00 0.00 0.00 0.00 303.20 0.00 Memo

Tshweneyagae Thato513210118 2,625.45 0.00 0.00 0.00 0.00 0.00 2,625.45 0.00 Memo

Orekeng Badiri540818208 840.00 0.00 0.00 0.00 0.00 0.00 840.00 0.00 Memo

Tsholofelo Boitumelo581621708 388.50 0.00 0.00 0.00 0.00 0.00 388.50 0.00 Memo

TotengMoemedi597817409 4,157.45 0.00 0.00 0.00 0.00 0.00 4,157.45 0.00 Memo

BontsibokaeKgomotso Bonnie632227500

1,500.00 0.00 0.00 0.00 0.00 0.00 1,500.00 0.00 Memo

Serefhete Kebitsaone688920702 1,785.30 0.00 0.00 0.00 0.00 0.00 1,785.30 0.00 Memo

Ralekgobo Angela Segojame761620800

1,371.00 0.00 0.00 0.00 0.00 0.00 1,371.00 0.00 Memo

Mfolo Isaac768110600 3,000.00 0.00 1,158.95 0.00 0.00 0.00 1,841.05 0.00 Memo

PhutiOabile781718305 4,671.00 0.00 671.25 0.00 0.00 0.00 3,999.75 0.00 Memo

Mongake Moses833614506 2,790.00 0.00 0.00 0.00 0.00 0.00 2,790.00 0.00 Memo

Toitoi Augustine846611607 3,600.00 0.00 0.00 0.00 0.00 0.00 3,600.00 0.00 Memo

Matebu Neo Tebogo924520209 935.30 0.00 0.00 0.00 0.00 0.00 935.30 0.00 Memo

Moroka Lot954818004 1,392.80 0.00 0.00 0.00 0.00 0.00 1,392.80 0.00 Memo

Thubaki Victor960417209 0.00 1,256.90 0.00 0.00 0.00 0.00 0.00 1,256.90 Memo

TOTAL 122,649.70 1526.95 7066.50 0.00 0.00 0.00 115,583.20 1526.95


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District Imprests

No Names Payroll NumbersOpening Balance at 01/04/11Dr

Write-Offs/ Recoveries

Closing Balance at 31/03/12

Dr

Comments

1. Batshidi B. 125-0108-9150076 4, 301.20 Nil 4, 301.20 Memo

2. Gitting J.J. 125-0108-1529196 9 ,028.00 Nil 9, 028.00 Memo

3. Motlaleng Gloria Dzidzo 000 324 706 5, 243.80 Nil 5 ,243.80 Memo

4. Pabale I. 125-0108-0000085 15, 243.80 Nil 15, 243.80 Memo

Total 33, 816.80 Nil 33, 816.80

DIRECTORATE ON INTELLIGENCE AND SECURITY SERVICES

PART IPARAGRAPH 137: ACCIDENTS TO GOVERNMENT MOTOR 65. VEHICLES

The Accounting Officer reported a recovery of P17, 249.95 from an outstanding balance of P23, 379.02 leaving a balance of P6, 129.07. Recoveries were continuing.

No ID Number Opening Balance April 2011 Recoveries Closing Balance March

2012 Comments

Dr Cr Dr Cr Dr Cr

2 403315903 4,498.30 - - 2,926.00 1,572.30 - Recoveries continue. Memo

3 500811908 8,298.69 - - 7,623.00 675.69 - Recoveries continue Memo

5 873519103 7,775.08 - - 3,894.00 3,881.08 - Recoveries continue. Memo

Total 20, 572.07 14,443.00 6,129.07

PART II


Travelling Imprests

ID #

Opening Balance as at 01/04/11 Adjustments Recoveries Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr Cr Dr Cr

162019000 395.25 - - - - 395.25 -Adjusted for recovery. Memo


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Advances – P&P Grade C4 & Below

64 cases of advances given to officers of Grade C4 and below totalling a net figure of P223, 571.95 were reported. A total of P219, 959.95 was recovered, P88.00 refunded and deductions were on-going for the remaining balance of P3, 700.00 as depicted below:

ID #

Opening Balance as at 01/04/ 2011 Adjustments Recoveries Closing Balance as at

31/03/ 2012Comments


047311207 5,400.00 - - - - 4,950.00 450.00 - Recoveries continue. Memo






677811405 6,000.00 - - - - 5500.00 500.00 - Recoveries continue. Memo

816012200 15,000.00 - - - - 13,750.00 1,250.00 Recoveries continue. Memo

Totals 44, 400.00 - - 40, 700.00 3,700.00

PARAGRAPH 29: ACCIDENTS TO GOVERNMENT MOTOR VEHICLES68.

ID #

Opening Balance as at 01/04/ 2011

Adjustments Recoveries Closing

Balance as at 31/03/ 2012 Comments


315416405 24,021.50 - - - - 6,708.00 17,313.50 - Recoveries continue. Memo


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ATTORNEY GENERAL’S CHAMBERSPART II

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 69. (STATEMENT NO.1)Travelling Imprests(a)

The Accounting Officer reported that out of current imprests amounting to P242, 661.50 reported in the Annual Statement of Accounts as outstanding as at 31st March 2011, P222,260.50 had been recovered leaving a balance of P20,401.00. An analysis of outstanding cases is given below.

NameOf Officer ID

Opening BalanceAs At

01/04/11(P)

Recovered(P)

Closing Balance As

At 31/03/12(P)

Comments

Mangori Susan 0274/1998 12, 891.00 nil 12,891.00 Memo

Segopolo Motlalepula 204420109 2, 725.90 nil 2,725.90 Memo

Masaka Sesupo M. 217810710 3, 550.00 2,350.65 1,199.35 Memo

Makafiri Ephraim 492010707 2, 200.80 1,470.00 730.80 Memo

Chamme Morulaganyi 500312608 2, 991.50 2,706.40 285.10 Memo

Ramatlakapela Letsweletse 680017902 3, 800.00 1,231.15 2,568.85 Memo

TOTAL 28,159.20 7,758.20 20,401.00


Surcharge - Damage To Government Vehiclea)

Name Identity No./Omang


(P)

Recoveries (P)


(P) CommentsMakoko Ngwao Joel 005616814 8, 309.69 3,120.00 5,189.69 MemoTabane Kealeboga R. 408017214 19, 381.80 4, 317.00 15, 064.80 Memo

Dayton Margaret 613028700 6, 623.20 3, 000.00 3, 623.20 MemoRamatlakapela

Letsweletse 680017902 9, 581.30 2,849.00 6,732.30 MemoTotal 43,895.99 13,286.00 30,609.99

It was reported that Dayton Margaret and Tabane Kealeboga were no longer Government employees. The HR Unit had not yet finalized the calculations of Tabane Kealebogas’ benefits.


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OFFICE OF THE PRESIDENTPART 1

PARAGRAPH 8: AUDIT INSPECTION – DIB GABORONE71. Suspected Fraud, Luka Gaosekelwe – P50, 661.00

The case involves Mmolawa Kaisara, Alfred Teemane (deceased) and Luka Gaosekelwe.

Name Opening bal as at 01/04/11

Amount Recovered

Closing Bal as at 31/03/12 Comment

P P P

Luka Gaosekelwe 14,372.75 4,300.00 10,072.75

The Accounting Officer reported that The AGC had informed him that the deputy sheriff had been experiencing difficulty in tracking down Luka to attach his property. AGC would continue updating him on payments received. Memo

Edson Modibedi and Samuel Segwati

5,066.30 0.00 5,066.30

The Accounting Officer reported that, Luka wrote cheques under false pretences drawn to Edson Modibedi and Samuel Segwati. A letter to request for write- off had been written to MFDP since the voucher had been destroyed. Memo

Luka Gaosekelwe 17,154.15 0.00 17,154.15The Accounting Officer reported that the accused was found guilty on counts 1,2,3,4 and 7. Memo

Mmolawa Kaisara 11,322.10 8,000.00 3,322.10

The Accounting Officer reported that the accused was found guilty on counts 5 and 6Memo

Total 47,915.30 12,300.00 35,615.30


Returned Cheques

Name of company

Date of cheque

Dishonored cheque No

Opening balance as at 01-04-2011

P

Amount recovered

P

Closing balance as at 31-03-2012

PComments

Front Page publications 29/11/04 732 23,500.00 20,000.00 3,500.00

The Accounting officer reported that the matter was still in progress. Memo

Mokoti Charity Club 31 /05/02 34 2,525.00 0.00 2,525.00

Adjusted after the March 2012 cut-off date. Memo

Sam Nkala 29/05/06 000476 7,922.00 - 7 ,922.00

The Accounting officer reported that Mr Nkala had been issued with summons Memo

Total 33, 947.00 20 000.00 13 947.00


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41121 Surcharge-Damage to Government vehicles

0202 OP

ID NO Name Of Employee

Opening Bal As At 01-04-2011

P

Recoveries

P

Adjustments

P

Closing Bal As At 31-03-2012

P Comments

DR CR DR CR

721017901 Sethibang Boxman 6,000.00 0.00 2,400.00 0.00 3,600.00 0.00 Memo

0216 Broadcasting Services



P

Recoveries

P

Closing Bal as at 31-03-2012

PComments

DR CR DR CR

166814207 Gouwe Seboko 8,700.00 0.00 3,600.00 5,100.00 0.00 Deductions on-going….Memo

349016607 Bakwena D. Godiramang 3,607.56 0.00 3,396.00 211.56 0.00 Deductions on-going….

Memo

Total 21,607.56 0.00 3,396,00 5,311.56 0.00

Advances – Imprest recoveries

0202 OP


Opening Bal As At 01-04-2011P

Recoveries

P

write off P

Closing Bal 31-03-2012P Comments

DR CR DR CR

603610909 Oagile Mr Molebeledi 5,510.00 0.00 0.00 0.00 5,510.00 0.00 Memo


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Advances - Industrial class

0201 State House



P

Recoveries

P

Closing Bal 31-03-2012

P Comments

DR CR DR CR

571212101 Matlhokotsa Tebogo 1,500.00 0.00 0.00 1500.00 0.00

The P1500 advance taken on 22nd August 2011 was still outstanding. An adjustment voucher has been prepared to deduct P500 per month from his salary in the next three months starting from July 2012. Memo

Loss of Cash: P2,931

Information and Broadcasting

The Accounting Officer reported that they did not manage to find the documents at the records room. They wrote to MFDP to request for a write-off. Memo

Travelling Imprest

ID NO

Name Of Employee


P

Recov-eries

P

Adjustment(P)

P


P Comments

DR CR DR CR DR CR

858718403Tebape, Oteng Jemano

0.00 9,190.63 0.00 7657.03 0.00 0.00 1533.60

A data taken figure of P7,657.03 was punched into the account in Sep. 2010 and the amount was reduced to P1,533.60. An adjustment was prepared to close the account. However the Committee noted that the adjustment passed was incorrect. Memo

Total 0.00 9,190.63 0.00 7657.03 0.00 0.00 1533.60


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0213 Office of the former president – F.G.Mogae


Opening Bal as at 01/04/2011

P

Recoveries

P

Adjusted

P


PComments

DR CR DR CR DR CR

162220208 Madisa Kebuang 0.00 5,646.30 0.00 0.00 0.00 0.00 5,646.30

The Accounting officer was asked to carry out further investigations on the credit balance. Memo

0216 Broadcasting Services



P

Recoveries

P

Adjusted

P


PComments

DR CR DR CR DR CR

056511397 Ramotho Geoffrey 0.00 1,896.30 0.00 0.00 0.00 0.00 1896.30 Inadequate evidence.

Memo

805410309 Phiri Balebetse Rammohi 0.00 5,369.45 0.00 0.00 0.00 0.00 5369.45 Inadequate evidence.

Memo

996916707 Molokwe Lefa 0.00 987.60 0.00 0.00 0.00 0.00 987.60 Inadequate evidence. Memo

0.00 8,253.35 0.00 0.00 0.00 0.00 8253.35

PARAGRAPH 16: ARREARS OF REVENUE (STATEMENT NO. 19)74.

DBS P5,616,409

The department of Broadcasting Services and the Office of the Auditor General reconciled this account. The amount that was agreed upon was P5,559,153.73.

SectionAmount Owed

P

Amount RecoveredP

Bal. Outstanding Remarks

BTV 3,900,696.73 1,071,001.61 2,829,695.12

The Accounting officer reported that the amount owed is from the year 2002 to 2005.There were no records and as such he was going to request for a write-off of P2,829,695.12. Memo

RB 2 1,658,457.00 58,226.25 1,600,230.75

The Accounting officer reported that the amount owed was from the year 2002 to 2005.There were no records and as such he was going to request for a write-off of P1,502,235.18. Memo

TOTAL 5,559,153.73 1,129,227.86 4,429,925.87


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DIRECTORATE ON CORRUPTION AND ECONOMIC CRIMEPART I

PARAGRAPH 216: STATEMENT OF ASSETS AND LIABILITIES - 75. (STATEMENT NO. 1)

Standing Imprest

Amount(P) Comments

200,000.00 Memo.

The Accounting Officer reported that the imprest was audited by the Department of Internal Audit and she had requested the Accountant General to assist her in addressing the issues raised by the auditors.

PART IIPARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS 76. (STATEMENT NO.15)

Advances – P & P Grade C4 And Below

Name Opening Balance as at 01/04/11 Recoveries Closing Balance as at 31/03/12 Comments

Motswakgomo Onalenna Dorcas

2,000.00 1,670.00 330.00 Memo.

NATIONAL AIDS COORDINATING AGENCYPART II

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS 77. (STATEMENT NO. 14)

b. Income Tax PAYE : P44,122.00

Income tax as at 31/03/2011 was P44,122.00. Tax amounting to P29,898.88 had been remitted to Botswana Unified Revenue Services leaving a balance of P14,223.12. Attempts to obtain documentary evidence of income tax amounting to P14,223.12 from the District Administration Offices in Molepolole, Mochudi and Machaneng in respect of officers who were engaged in Botswana AIDS Impact Surveys(BAIS) of 2008 had been unsuccessful.

However, the Agency continued to engage the Districts and the records room at the Ministry of Finance and Development Planning to assist in the search for the missing documents so as to balance the Income Tax Account. Memo


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MINISTRY OF INFRASTRUCTURE, SCIENCE AND TECHNOLOGY

PART IPARAGRAPH 158: AUDIT OF THE ACCOUNTS OF DBES 78. (HEADQUARTERS) - OVERPAYMENT OF SALARIES

The Ministry submitted a request for write-off of P23, 170.26 and abandonment of P33, 796.62 respectively on 7th November 2011 to Ministry of Finance and Development Planning (MFDP). MFDP has since approved the request for write-off of P23, 170.26 in respect of Ronaldo Omondi Lando (P19, 396.80) and Moses Addison Simbarashe Uta (P3, 773.46) on 14th December 2011. In an effort to clear the balance from the books, an adjustment voucher was prepared and submitted to MFDP to clear off the balance. In addition, MFDP has also approved the request for abandonment of P33, 796.62 in respect of Norman Gibson - South Africa (P12, 338.00), Isaac Ngaga Wagacha -Kenya (P14, 156.62), part of Moses Addison Simbarashe Uta (P4, 871.80) and Haamankuli- Kenya (P2, 430.20) on 17th February 2012. Furthermore a request for write-off in respect of Modikwagae Kenosi has been submitted to MFDP, the response of which is still being awaited. The position is summarised in the table below:

Name of officer

Balance as at

01/04/11Abandonment Write

offBalance as at

31/03/12 Comments

R O Lando 19 396.80 0.00 0.00 19 396.80

Write-off granted. An adjustment voucher was said to have been submitted to MFDP to clear the balance but there was no evidence of the adjustment voucher produced to the Committee

M. Uta 8 645.26 4 871.80 0.00 3 773.46

Abandonment of P4 871.80 was granted. In addition a write-off of P3 773.46 was alleged to have been granted and an adjustment voucher submitted to MFDP to clear the balance but the voucher could not be produced as evidence to the Committee

Modikwagae Kenosi 4 499.70 0.00 0.00 4 499.70

A request for write-off was submitted to MFDP on the 11th November 2011 and follow ups were made on the 8th January 2012 and 17th April 2012 respectively. Response was awaited

Total 32,541.76 4,871.80 0.00 27 669.96

Memo


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PARAGRAPH 159: TRAVELLING IMPREST: 200879.

Name Opening bal as at 01/04/11 Retired Write off Adjust Closing bal as at

31/03/12 Comments

DBES Dr Cr Dr Cr Dr Cr

Kemiso Mokone 539.30 0.00 0.00 0.00 0.00 0.00 539.30 0.00 Written off after March

2012 deadline

Memo


Surcharge - Damage to Government Vehicles 2009

Name Opening bal as at01/04/11 Recoveries Closing bal as at 31/03/12 Comments

DBES Dr Cr Dr Cr

Boy Lot 4101.40 0.00 0.00 4101.40 0.00

Case still with Attorney General’s Chambers to assist with legal proceedings.

Sauta Kenewang 7935.80 0.00 3982.00 3953.80 0.00 Deductions on-going @P362.00 per month

Total 12,037.20 0.00 3982.00 8,055.20 0.00

Memo

Advances – Industrial Class 2009

NameOpening bal as at01/04/11

Recoveries Write off Adjust

Closing bal as at31/03/12 Cr

Comments

Dr Cr Dr Cr Dr Cr

Bornwell Kakoma 568.33 0.00 0.00 0.00 0.00 0.00 568.33 0.00 Written off after March

2012 deadline

Kodisa George 396.00 0.00 0.00 0.00 0.00 0.00 396.00 0.00 Still being pursued

Letebele Gobotsamang 339.98 0.00 0.00 0.00 0.00 0.00 339.98 0.00 Written off after March

2012 deadline

Modise Mbiganyi 1000.00 0.00 0.00 0.00 0.00 0.00 1000.00 0.00 Written off after March

2012 deadline

Ramakoloi Shana 1794.88 0.00 0.00 0.00 0.00 0.00 1794.88 0.00 Written off after March

2012 deadline

Molefe Tebogo 800.00 0.00 433.95 0.00 0.00 0.00 366.05 0.00

P433.95 was recovered from the terminal benefits leaving a balance of P366.05 of which the officer has been informed to settle.

Molotsi M 1800.00 0.00 0.00 0.00 0.00 0.00 1800.00 0.00Case with Attorney General to assist with the legal proceedings


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Mosetlha Mosetlha 225.00 0.00 0.00 0.00 0.00 0.00 225.00 0.00 Write off requested

Ramonna Keanole 666.00 0.00 420.00 0.00 0.00 0.00 246.00 0.00 Recoveries on going

Ratshee Onkabetse 1500.00 0.00 1 169.30 0.00 0.00 0.00 330.70 0.00

A letter was written to the officer on the 1st March 2012 to remind him of his outstanding debt.

Seboko Lawrence S 1480.00 0.00 0.00 0.00 0.00 0.00 1480.00 0.00

A letter was written to the officer on 17/04/12 reminding him of his debt.

Thamage Sekete 1800.00 0.00 0.00 0.00 0.00 0.00 1800.00 0.00

Case with Attorney General to assist with legal proceedings.

Sub total 12,370.19 0.00 2023.25 0.00 0.00 0.00 10,346.94 0.00

Memo

PARAGRAPH 16281. : SUPPLY AND INSTALLATION OF SOLAR POWER WATER HEATERS – DISTRICT AND TRIBAL ADMINISTRATION STAFF HOUSES, GHANZI

Solar Power was awarded a contract to install solar water heaters in Ghanzi District and Tribal Administration staff houses. The contractor failed to complete the works on time and abandoned the project. There was an overpayment of P82, 380.00. The contractor had an amount of P42, 051.65 as retention, and an amount of P36, 895.65 as performance bond. Having realized that the project had failed, the Accounting Officer decided to terminate the contract, to encash the performance bond, and to hold the retention money in order to offset the overpayment. These amounted to P78, 947.30 leaving a shortfall of P3, 432, 70. The Accounting Officer reported that he had already communicated with the contractor asking him to pay back the excess and should the contractor fail to pay, the Accounting Officer intended to institute legal proceeding to recover the amount.

The MIST legal division wrote to Attorney General’s Chambers on the 20 March 2012 seeking assistance towards recovery of these monies and was still awaiting the response from Attorney General’s Chambers.

Memo


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PARAGRAPH 163: STATEMENT OF OTHER DEPOSIT ACCOUNTS 82. – (STATEMENT 14)-MWT

Headquarters - Withholding tax

Company Opening bal as at 01/04/11

Payment to BURS Adjust Closing bal 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Sadc (Kazungula Bridge) 108 294.80 0.00 0.00 0.00 0.00 108 294.80 0.00 Adjusted after the

March 2012 deadline

Sadc (Kazungula Bridge) 108 294.80 0.00 0.00 0.00 0.00 108 294.80 0.00 Adjusted after the

March 2012 deadlineBinnington Copeland &Assosiates

1 894.40 0.00 0.00 0.00 0.00 1 894.40 0.00 Adjusted after the March 2012 deadline

Binnington Copeland &Assosiates

0.00 1 706.21 0.00 0.00 0.00 0.00 1 706.21 Adjusted after the March 2012 deadline

Total 218,484.00 1,706.21 0.00 0.00 0.00 218,484.00 1,706.21

Memo

DEPT Opening bal as at 01/04/11 Write Off Adjust Closing bal 31/03/12

Comments

Dr Cr Dr Cr

DABSL.Mokwape 1,638.35 0.00 0.00 0.00 0.00 1,638.35 0.00 Written off after

March 2012 deadline

D.Monageng 100.73 0.00 0.00 0.00 0.00 100.73 0.00 Written off after March 2012 deadline

Total 1,739.08 0.00 0.00 0.00 0.00 1739.08 0.00

Memo

PARAGRAPH 164: STATEMENT OF ADVANCES ACCOUNTS – 83. (STATEMENT 15) MWT- P774, 305.00


Dept/Name Opening bal as at 01/04/11 Recoveries Write

off Adjust Closing bal as at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

DBESAlfredMonametsi

2,550.00 0.00 0.00 0.00 0.00 0.00 2550.00 0.00 Written off after March 2012 deadline

DABS

Phukula M 158.30 0.00 0.00 0.00 0.00 0.00 158.30 0.00 Written off after March 2012 deadline

Obusitswe O 24.23 0.00 0.00 0.00 0.00 0.00 24.23 0.00 Written off after March 2012 deadline


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Ndebele A 100.00 0.00 0.00 0.00 0.00 0.00 100.00 0.00 Written off after March 2012 deadline

Khuwe P 96.66 0.00 0.00 0.00 0.00 0.00 96.66 0.00 Written off after March 2012 deadline

Shongo J 994.79 0.00 0.00 0.00 0.00 0.00 994.79 0.00 Written off after March 2012 deadline

Mogakolodi M 40.00 0.00 0.00 0.00 0.00 0.00 40.00 0.00 Written off after March 2012 deadline

Total 3,963.98 0.00 0.00 0.00 0.00 0.00 3963.98 0.00

Memo

Loss of Cash – Non Sub-ledger Accounts

DEPT Opening bal As at 01/04/11 Recoveries Refund W/Off Adjust Closing bal as at 31/03/12


Mosarwe K 0.00 190.75 0.00 0.00 0.00 0.00 0.00 0.00 190.75

Jamene R 0.00 4,692.20 0.00 0.00 0.00 0.00 0.00 0.00 4692.20

Thenyando M 0.00 219.65 0.00 0.00 0.00 0.00 0.00 0.00 219.65

Moalosi. J.L 0.00 246.70 0.00 0.00 0.00 0.00 0.00 0.00 246.70

Total 0.00 5,349.30 0.00 0.00 0.00 0.00 0.00 0.00 5349.30

Memo

All these cases had been adjusted after the March 2012 dealine therefore remained as memos

PARAGRAPH 165: STATEMENT OF ADVANCES ACCOUNTS 84. (STATEMENT 15) MIST

Surcharge –Damage to Government Vehicles 2010

DEPT Opening bal as at 01/04/11 Recoveries W/Off Adjust Closing bal as at 31/03/12 Comments


ThojeKebolepile 13,794.00 0.00 3,168.00 0.00 0.00 0.00 10,626.00 0.00

Deductions on-going @P288.00 per month

Memo


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Advances – Imprest Recoveries 2010

DEPT Opening bal as at 01/04/11 Recoveries Refund W/

OffAdjust Closing bal as at

31/03/12 Comments


K Sepane 1 000.00 0.00 0.00 0.00 0.00 0.00 0.00 1000.00 0.00

Adjusted after March 2012 deadline

Memo


DEPT Opening bal as at01/04/11 Recoveries Refund Write off Adjust Closing bal as at

31/03/12 Comments


Mmapatsi O 325.00 0.00 0.00 0.00 0.00 0.00 0.00 325.00 0.00 Wrongly

adjusted

Memo

Advances – P & P Grade C4 & Below 2010

DEPTDBES

Opening bal as at 01/04/11 Recoveries Refund Adjust Closing bal as at 31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Pagiwa G 4166.00 0.00 1000.00 0.00 0.00 0.00 3166.00 0.00 Recoveries on-

going

Memo

PARAGRAPH 168: STATEMENT OF LOSSES OF PUBLIC MONIES AND 85. STORES – (STATEMENT 22)

Losses of Stores


DEPTOpening bal as at 01/04/11 Recoveries Refund W/Off Closing bal as at 31/03/12 Comments

DBESDr Cr Dr Cr

Maokisa P 2,100.00 0.00 1,470.00 0.00 0.00 630.00 0.00Deductions on-going @P210.00 per month.

Memo


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PART IIPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES - 86. (STATEMENT NO. 1)

Travelling Imprest

The Committee noted that despite the guidelines issued to assist Accounting Officers, inappropriate supporting documents were attouched. These were rejected and so many of the cases under this paragraph could not be closed due to lack of evidence.

NameOpening bal as at 01/04/11

Retired/Recovery

AdjustClosing bal as at 31/03/12

Comments

DBESDr Cr Dr Cr Dr Cr

Koketso, Ontsheketse Gabriel

647.50 0.00 0.00 0.00 0.00 647.50 0.00Inappropriate evidence

Pilane Richard 5060.00 0.00 0.00 0.00 0.00 5060.00 0.00 As above

Champi,Zambia Special

812.00 0.00 0.00 0.00 0.00 812.00 0.00 As above

Mokgathong Thabo 8 745.25 0.00 0.00 0.00 0.00 8745.25 0.00 Still pursuing

Baagetswekae Lekopanye

3616.00 0.00 0.00 0.00 0.00 3616.00 0.00Inadequate evidence

Sesinyi Innocent 2 426.00 0.00 0.00 0.00 0.000 2426.00 0.00Inappropriate evidence

Madutwane Setshogo 2 991.50

0.00 0.00 0.00 0.00 2991.50 0.00 As above

Seabo Bofelo 990.00 0.00 0.00 0.00 0.00 990.00 0.00 As above

Kegakamang Mary 2 325.00

0.00 0.00 0.00 0.00 2325.00 0.00 As above

Mubiana, Bahle Lynnette

388.50 0.00 0.00 0.00 0.00 388.50 0.00 As above

Kaote Eric 2 991.50

0.00 0.00 0.00 0.00 2991.50 0.00 As above

Mosarwa Batlhalefi 1 036.00

0.00 0.00 0.00 0.00 1036.00 0.00 As above

Legotho Bakgethi2 818.00

0.00 0.00 00.00 0.00 2818.00 0.00 As above

Keene Baruti 518.00 0.00 0.00 0.00 0.00 518.00 0.00 As above

Radikokole Cancy 243.00 0.00 0.00 0.00 0.00 243.00 0.00 As above

Mmeso Godira 10507.75 0.00 0.00 0.00 0.00 10 507.75 0.00 As above

Mujuru, Raymond Michael T

12444.05 0.00 0.00 0.00 0.00 12 444.05 0.00 As above

Adam, Gwizilani Prince

11416.25 0.00 0.00 0.00 0.00 11416.25 0.00 As above

Mlanzi Boitumelo1665.20 0.00 0.00 0.00 0.00 1665.20 0.00 As above

Phegelo Fadzani 7840.00 0.00 0.00 0.00 0.00 7840.00 0.00 As above

Marinintshi Onia 3420.00 0.00 0.00 0.00 0.00 3420.00 0.00 As above

Gundu Boitumelo 12852.00 0.00 0.00 0.00 0.00 12 852.00 0.00 As above


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Thutoemang, Mr. Baitsholedi

5135.00 0.00 0.00 0.00 0.00 5135.00 0.00 As above

Maseko, Maiteko Pearl

2444.00 0.00 0.00 0.00 0.00 2444.00 0.00 As above

Kolobe Phenyo 0.00 4580.85 0.00 0.00 0.00 0.00 4580.85Inadequate evidence

Kgopolo, Mr Kenanao


Koketso,Mr Moemedi N.

1463.60 0.00 0.00 0.00 0.00 1463.60 0.00 As above

Setlolo Balebi 8040.00 0.00 3831.16 0.00 0.00 4208.84 0.00Inadequate evidence

Phillimon Orchard 2991.50 0.00 0.00 0.00 0.00 2991.50 0.00Inappropriate evidence

Segona Dineo 2444.00 0.00 0.00 0.00 0.00 2444.00 0.00 As above

Sorto Kgaisano2824.85 0.00 0.00 0.00 0.00 2824.85 0.00 As above

Dambe Charles 1554.00 0.00 0.00 00.00 0.00 1554.00 0.00 As above

Ntwaapelo Bushie Jones

3264.00 0.00 0.00 0.00 0.00 3264.00 0.00 As above

Molotlhanyi Moshe 906.50 0.00 0.00 0.00 0.00 906.50 0.00 As above

Manyepedza, Mr Bilani


Raphuti, Gofaone Oatlhokwa


Senna, Letsibogo Lebopo

605.00 0.00 0.00 0.00 0.00 605.00 0.00 As above

Bathobakae Nigel 2978.00 0.00 0.00 0.00 0.00 2978.00 0.00Inadequate evidence

Malebye, Patricia Boineelo


Ogopotse Bomosaletse

2652.00 0.00 0.00 0.00 0.00 2652.00 0.00 As above

Mokgweetsinyana Motshegetsi

0.00 7875.85 0.00 0.00 0.00 0.00 7875.85 As above

Sethare Madoro 1796.00 0.00 0.00 0.00 0.00 1796.00 0.00 As above

Sebego Dick 6660.80 0.00 0.00 0.00 0.00 6660.00 0.00 Still pursuing

Matengu Arthur 259.00 0.00 0.00 0.00 0.00 259.00 0.00Inappropriate evidence

Puontwa Motshidisi Judith

898.00 0.00 0.00 0.00 0.00 898.00 0.00 As above

Kajosolo Mawell Douglas

10270.00 0.00 0.00 0.00 0.00 10270.00 0.00 Still pursuing

Manje Thapelo 1510.55 0.00 0.00 0.00 0.00 1510.55 0.00Inappropriate evidence

Gaelape Miloton 518.00 0.00 0.00 0.00 0.00 518.00 0.00 As above

Mosinyi Aria T 2694.00 0.00 0.00 0.00 0.00 2694.00 0.00 As above

Allison Benjamin 9202.00 0.00 0.00 0.00 0.00 9202.00 0.00 As above

Silas Keitumetse 1942.50 0.00 0.00 0.00 0.00 1942.50 0.00 As above

Shomanah, Mr Kelebogile

4624.00 0.00 0.00 0.00 0.00 4624.00 0.00 As above


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Kebinakgomo Keaoboka

12444.05 0.00 0.00 0.00 0.00 12444.05 0.00 As above

Motlhako, Miss Onalenna

2900.00 0.00 0.00 0.00 0.00 2900.00 0.00 As above

Mokoka Mr. Bose 971.30 0.00 0.00 0.00 0.00 971.30 0.00 As above

Phalalo Mooketsi 3150.00 0.00 0.00 0.00 0.00 3150.00 0.00 As above

Ramaxao Olebile 1036.00 0.00 0.00 0.00 0.00 1036.00 0.00 As above

Mpapho Sibongile 3816.60 0.00 0.00 0.00 0.00 3816.00 0.00 As above

Mokgweetsi Kelathilwe

388.50 0.00 0.00 0.00 0.00 388.50 0.00 As above

Mokena Mahongo 1813.00 0.00 0.00 0.00 0.00 1813.00 0.00 As above

Mphotho Kelebogile 518.00 0.00 0.00 0.00 0.00 518.00 0.00 As above

Setlhare, Mr Gift Bampoloki

0.00 1666.00 0.00 0.00 0.00 1666.00 As above

Molepha Daniel 1036.00 0.00 0.00 0.00 0.00 1036.00 0.00 As above

Ketshotseng, Gaboselwe Rebecca


Sicino Dickson Daniel


Koorogile Selelo 4096.80 0.00 0.00 0.00 0.00 4096.80 0.00 As above

Mongale Thapelo Martin

3173.70 0.00 0.00 0.00 0.00 3173.70 0.00 As above

Makgoro, Goitsemodimo

518.00 0.00 0.00 0.00 0.00 518.00 0.00 As above

Diako Kelepile 518.00 0.00 0.00 0.00 0.00 518.00 0.00 As above

Masole Sherperd 1036.00 0.00 0.00 0.00 0.00 1036.00 0.00 As above

Setshogo Thomas 4463.00 0.00 0.00 0.00 0.00 4463.00 0.00 As above

Gabaratane, Robbert Rocky


Tlhobogang, Kgosietsile Boyce


Tsholofelo, Bundi Jerry


Diteko, Mr Helmet Baagi


Kelefhile, Malebogo Ziro Dosis

388.50 0.00 0.00 0.00 0.00 388.50 0.00 As above

Emisang Mr. Kabelo 259.00 0.00 0.00 0.00 0.00 259.00 0.00 As above

Nkawana Laughter B 1402.50 0.00 0.00 0.00 0.00 1402.50 0.00 As above

Ratsoma Knox 13824.00 0.00 0.00 0.00 0.00 13824.00 0.00 Still pursuing

Mmabelenga Kebasenotse Albert


Sedimo M 2610.00 0.00 0.00 0.00 0.00 2610.00 0.00 As above

Total 261,806.40 14,122.70 3831.16 0.00 0.00 257,975.24 14,122.70

Memo


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a) Deposits – Private Firms Liquidated Damages P 1 199 664 Cr

NAME

Opening Balance as at01/04/11 Adjustment Closing Balance as at

31/03/12Comments

DR CR DR CR DR CR

Landmark Projects Pty Ltd

0.00 1,226,884.50 0.00 0.00 0.00 1,226,884.50 The amount was retained in respect of liguidated damages

Base Agencies 27,220.80 0.00 0.00 0.00 27,220.80 0.00

In reconciling this account, it was realised that Base Agencies was errorneously paid P27 220.80 for liguidated damages from this account even though the corresponding credit balance was not credited to this account. An adjustment voucher will be prepared to adjust this debit to the appropriate account.

TOTAL 27,220.00 1,226,884.50 0.00 0.00 27,220.80 1,226,884.50

Memob) Information Society Technologies for Africa (IST –Africa) P 394 081 Cr

These funds were utilised during the IST – Africa workshop which was held in May 2011.

NAME

Opening Balance as at01/04/11 Adjustment Closing Balance as at

31/03/12Comments

DR CR DR CR DR CR

IST - AFRICA 0.00 394 081.00 0.00 0.00 0.00 394 081.00 Still reconcilling

Memo

Witholding Tax

Name Opening bal as at 01/04/11 Payment Closing bal as at 31/03/12 Comments

Dr Cr Dr Cr

DRST 0.00 301 507.86 0.00 0.00 301 507.86 Still reconciling

Memo


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INCOME TAX HEADQUARTERS 2301

NAME Opening bal as at 01/04/11 Payments Adjustment Closing bal as at

31/03/12Comment

Dr Cr Dr Cr Dr Cr

Bilani Manyepedza 0.00 146.90 0.00 0.00 0.00 0.00 146.90Adjusted after March 2012 deadline

Lebogang Pema 0.00 146.90 0.00 0.00 0.00 0.00 146.90 As above

Selobilwe Tebogo 0.00 146.90 0.00 0.00 0.00 0.00 146.90 As above


Linchwe Thari 0.00 146.90 0.00 0.00 0.00 0.00 146.90 As above

Bilani Manyeepedza 0.00 244.00 0.00 0.00 0.00 0.00 244.00Paid to BURS after the March 2012 deadline


Linchwe Thari 0.00 244.00 0.00 0.00 0.00 0.00 244.00 As above

Sehularo Gaone 0.00 244.00 0.00 0.00 0.00 0.00 244.00 As above

Total 0.00 1710.50 0.00 0.00 0.00 0.00 1710.50

Memo

PARAGRAPH 21 STATEMENT OF ADVANCES ACCOUNTS – 88. (STATEMENT NO.15)


DBES

Name Opening bal as at 01/04/11 Recoveries Refund Closing bal as at 31/03/12 Comments

Dr Cr Dr Cr

Baruti Nthama 13 154.03 0.00 2490.00 0.00 10664.03 0.00 Deductions on-going

Galegale Mmono 10 209.89 0.00 1204.00 0.00 9005.89 0.00 Still pursuing

Total 23,363.92 0.00 3694.00 0.00 19,669.92 0.00

Memo


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Surcharge - P & P Payroll ( DBES)

NameOpening bal as at 01/04/11

Recoveries RefundWrite off

AdjustClosing bal as at 31/03/12

Comments

Dr Cr Dr Cr Dr Cr

Mphinyane Pilot

3 355.25 0.00 336.00 0.00 0.00 0.00 0.00 3019.25 0.00Deductions on-going @P336 00 per month

Saidoo A 2 122.75 0.00 0.00 0.00 0.00 0.00 0.00 2 122.75 0.00 Still pursuing

Simon Chilume 6 861.00 0.00 0.00 0.00 0.00 0.00 0.00 6 861.00 0.00

An adjustment has been prepared to effect recovery from terminal benefits

Radikhukwane David

262.67 0.00 0.00 0.00 0.00 0.00 0.00 262.67 0.00 Still pursuing

Mothobi Tsabang

279.00 0.00 0.00 0.00 0.00 0.00 0.00 279.00 0.00

An adjustment has been prepared to effect recovery from terminal benefits

Masima Aaron Gaeboloke

148.30 0.00 0.00 0.00 0.00 0.00 0.00 148.30 0.00 Still pursuing

Ramotsatsing Ledirilwe

2 592.50 0.00 780.00 0.00 0.00 0.00 0.00 1 812.50 0.00 Deductions on-going @P260.00

Total 15,621.47 0.00 1116.00 0.00 0.00 0.00 0.00 14,505.47 0.00

Memo


Name Opening bal as at 01/04/11 Recoveries Refund Write


Dr Cr Dr Cr Dr Cr

DBES

Malebye Patricia Boineelo 0.00 5 210.00 0.00 0.00 0.00 0.00 0.00 0.00 5210.00 Still pursuing

Mokoka Bose 0.00 193.15 0.00 0.00 0.00 0.00 0.00 0.00 193.15 Still pursuing

Total 0.00 5403.15 0.00 0.00 0.00 0.00 0.00 0.00 5403.15

Memo


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Advance – Industrial Class

Name Opening bal as at 01/04/11 Recoveries Refund Write


DBES Dr Cr Dr Cr

Magola Ontiretse 650.00 0.00 325.00 0.00 0.00 0.00 0.00 325.00 0.00 Still pursuing

Puso Gaboinewe 776.00 0.00 0.00 0.00 0.00 0.00 0.00 776.00 0.00

An adjustment voucher was submitted to MFDP for deduction from salary

Tshupetso Masego 500.00 0.00 250.00 0.00 0.00 0.00 0.00 250.00 0.00

An adjustment voucher was submitted to MFDP for deduction from salary

Total 1926.00 0.00 575.00 0.00 0.00 0.00 0.00 1351.00 0.00

Memo

Advances – P&P Grade C4 and Below

Name Opening bal as at01/04/11 Recoveries Refund Write

off Adjust Adjust Closing bal as at 31/03/12 Comments


Tibela Khutsafalo 10000.00 0.00 8340.00 0.00 0.00 0.00 0.00 1660.00 0.00 Deductions

on-going

Tshupo Thongbotho 6000.00 0.00 3000.00 0.00 0.00 0.00 0.00 3000.00 0.00 Deductions

on going

Keakopa Seamamowa 1247.00 0.00 417.00 0.00 0.00 0.00 0.00 830.00 0.00 Still

pursuing

Radibaga Leeme 9000.00 0.00 7500.00 0.00 0.00 0.00 0.00 1500.00 0.00 Deductions

on-going

Obotseng Mokwadi 8000.00 0.00 6670.00 0.00 0.00 0.00 0.00 1330.00 0.00 Fully

recovered

Davedi Banyana 10000.00 0.00 7506.00 0.00 0.00 0.00 0.00 2494.00 0.00 Fully

recovered

Mosiakgabo Dimpho 1750.00 0.00 500.00 0.00 0.00 0.00 0.00 1250.00 0.00 Deductions

on-going

Gabanamotse Obakeng 1800.00 0.00 400.00 0.00 0.00 0.00 0.00 1400.00 0.00 Still

pursuing

Boile Neo Canny 2167.00 0.00 1970.00 0.00 0.00 0.00 0.00 197.00 0.00 Still

pursuing

Gaodirilwe Freddy 1800.00 0.00 1650.00 0.00 0.00 0.00 0.00 150.00 0.00 Deductions

on-going


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Gadifele Cecil 6000.00 0.00 4000.00 0.00 0.00 0.00 0.00 2000.00 0.00 Deductions

on going

Mothobi Tshabang 1500.00 0.00 0.00 0.00 0.00 0.00 0.00 1500.00 0.00 Still

pursuing

Galetshetse Onkemetse 4200.00 0.00 3500.00 0.00 0.00 0.00 0.00 700.00 0.00 Deductions

on-going

Gaborone Outule 4000.00 0.00 2001.00 0.00 0.00 0.00 0.00 1999.00 0.00 Deductions

on-going

total 67,464.00 0.00 47,454.00 0.00 0.00 0.00 0.00 20,010.00 0.00

Memo

PARAGRAPH 24 STATEMENTOF ARREARS OF REVENUE 89. (STATEMENT 19)

DEPARTMENT Opening bal as at 01/04/11 Recoveries Closing bal as at 31/03/12 Comments

Dr Cr Dr Cr

DBES 8 000.00 0.00 0.00 8 000.00 0.00 Stiill reconciling

Memo

PARAGRAPH 28.STATEMENT OF LOSSES OF PUBLIC MONIES 90. AND STORES (STATEMENT NO.22)

Loss Of Stores

Reported In The Period Under Review

Name Of Officer

Opening Balance as at 01/04/11 Recovered Refund Adjustments Write-

OffClosing Balance

as at 31/03/12 Comments

DR CR DR CR DR CR

Mokone Kabo 200.00 0.00 0.00 0.00 0.00 0.00 0.00 200.00 0.00 Still pursuing

Masole Obakeng 100.84 0.00 0.00 0.00 0.00 0.00 0.00 100.84 0.00 Still pursuing

Mbengwa Agreement 4953.48 0.00 1999.00 0.00 0.00 0.00 0.00 2954.48 0.00 deduction on-

going

Motimedi Jimmy 2,320.50 0.00 774.00 0.00 0.00 0.00 0.00 1,546.50 0.00 deduction on-

going

Mphinyane Pilot 3355.25 0.00 672.00 0.00 0.00 0.00 0.00 2,683.25 0.00 deduction on-

going

UNKNOWN 2317.51 0.00 0.00 0.00 0.00 0.00 0.00 2,317.51 0.00 Still pursuing


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Simon Chilume 6,861.00 0.00 0.00 0.00 0.00 0.00 0.00 6,861.00 0.00 Still pursuing

Mothobi Tshabang 279.00 0.00 0.00 0.00 0.00 0.00 0.00 279.00 0.00 Still pursuing

Masole Shatani 515.95 0.00 0.00 0.00 0.00 0.00 0.00 515.95 0.00 deduction on-

going

Motimedi Jimmy 3,500.00 0.00 750.00 0.00 0.00 0.00 1750.00 1,000.00 0.00 deduction on-

going

Ramotsatsing Ledirilwe 5,185.05 0.00 780.00 0.00 0.00 0.00 2592.55 1812.50 0.00 deduction on-

going

TOTAL 29,588.58 0.00 4975.00 0.00 0.00 0.00 4342.55 20,271.03 0.00

Memo

PARAGRAPH 119: NON-MOVING TRAVELLING IMPRESTS 91. (STATEMENT NO.1)

Building And Engineering Services ( Mwt)

NAME

Opening Balance as at 01/04/11 Retired Recovered

Adjustment Write Off


DR CR DR CR DR CR

Mokibe Robert 1415.00 0.00 0.00 0.00 0.00 0.00 0.00 1415.00 0.00 Still pursuing

Mosupiemeng Ogolotse 2451.00 0.00 0.00 0.00 0.00 0.00 0.00 2451.00 0.00 Still pursuing

TOTAL 3866.00 0.00 0.00 0.00 0.00 0.00 0.00 3866.00 0.00

Memo

PARAGRAPH 120: OTHER NON-MOVING ADVANCES (STATEMENT 92. NO.15)

Surcharge –Permanent and Pensionable

NAME


RecoveredAdjustment Write

OffClosing Balance

as at 31/03/12Comments

DR CR DR CR DR CR

DBES 11 743.00 0.00 0.00 0.00 0.00 0.00 11 743.00 0.00 Still reconciling

Memo


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Loss Of Stores

NAME Opening Balance as at 01/04/11 Recovered Adjustment Write

OffClosing Balance as


DR CR DR CR DR CR

DBES 1953.00 0.00 0.00 0.00 0.00 0.00 1953.00 0.00 Still reconciling

Memo

Advances - Imprest Recoveries (DBES) MWT

NAME


Retired RecoveredAdjustment Write

OffClosing Balance


DR CR DR CR DR CR

Tlhobolo Oagile 7703.00 0.00 0.00 0.00 0.00 0.00 0.00 7703.00 0.00 Still

pursuing

Memo

Other Non Moving Advances

Advances –Industrial Class Employees (DABS) MWT

Name Opening Balances as at 01/04/11 Recovered Refund Adjustment Write

Off Closing Balances


DR CR DR CR DR CR

Sehurelo O 379.27 0.00 0.00 0.00 0.00 0.00 0.00 379.27 0.00

Memo

MINISTRY OF LOCAL GOVERNMENTPART I

PARAGRAPH 123: LOSS OF PUBLIC MONIES AND STORES – 93. (STATEMENTS NO.22)Sarah Keoagile – P67,249.00 – (Kasane)a.

CRBKS 341/05 STATE VS MOSES SIKOTO AND THREE OTHERSP26,111.00 was recovered from the suspects and remitted to Treasury Cashier leaving a short fall of P41,138.00. The case was put to conclusion on 17th June 2011 and the four were discharged and acquitted. Several attempts were made since the last PAC to obtain


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judgement from the Magistrate in Maun with a view to institute a civil case. To this end, the Ministry has referred the matter to Attorney General as per Savingram dated 29th March 2012 seeking advise on the possibility of pursuing a civil case to recover the funds. The response from the Attorney General dated 16th April 2012 advised the Ministry to request for a write-off since pursuing the case further will not be sufficient to enable a claim for the reimbursement. The Ministry has therefore written to MFDP requesting for a write-off on 19th April 2012.

Memo.

Gagosepe Rakonche (Deceased) P128,168.00 – (Gumare)b.

STATE VS ONALETHATA COLLEN MOKGOWE AND TWO OTHERS, SHAKAWE CR NO. 56/07/05The three suspects, namely, Reuben Shamukuni, Onalethata Collen Mokgowe and another are alleged to have robbed Government funds to the tune of P128,168.00 at Sepopa. The case could not continue due to the fact that one suspect, Collen Mokgowe, was at large. The Ministry has contacted the Director of Public Prosecutions (DPP) in Maun on the possibility of prosecuting the one who was available.

However, the case has not been registered due to the fact that the accused persons have never been availed for arraignment as per Savingram dated 21st February 2012. The DPP demanded that the accused be served with summons for re-arraignment on the 29th March 2012. A response from Shakawe Police dated 15th March 2012 confirmed that Reuben Shamukuni was available and the third accused has been treated as an accomplice witness. However, the response from the DPP dated 18th April 2012 advised that the matter could not resume without the other key suspect.

Memo.

PARAGRAPH 124 – AUDIT INSPECTION – GOBOJANGO 94. CUSTOMARY COURT.

It was wrongly reported at the 49th PAC sitting that funds amounting to P2,546.00 as opposed to P2,678.15 had been misappropriated at Gobojango Customary Court. This was due to the fact that the inspection team did not follow some of the procedures. They did not seal the safe so that the revenue collector could open it in their presence and the police. As a result the cash amount of P2,900.00 was found in the safe which was empty during the time it was inspected. The cash found did not tally with the receipts. The receipts accounted had been remitted to Treasury Cashier as per receipt number RE/BOB/11-12/000546-6 of P2,678.15 dated 23/11/2011. The case was concluded on 5th August 2011 and the accused was discharged and acquitted.

The Accounting Officer did not indicate what happened to the difference in the amounts.

Memo.


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PARAGRAPH 125 – AUDIT OF THE ACCOUNTS AND RECORDS OF THE 95. DEPARTMENT OF SOCIAL SERVICES.

Boipuso Ramatebele – P162,355.00 – Tutume Pension Officea.

STATE VS RAMATEBELE AND OTHERS, TUTUME CRIMINAL CASE NO. 44/10/2006.A total of P149,060.60 was recovered leaving an outstanding loss of P13,294.40. The trial was scheduled and postponed as follows; Trial set to continue from 10th – 18th January 2011 but was postponed to the 15th April 2011 and postponed to the 6th July 2011 due to unavailability of witnesses. It was set to resume on 14th March 2012. The last witness was called and the ruling was set for a later date which had not been specified.

Memo.

Kelebogile Mpedi – P7,573.00 – Masunga Pension Officeb.

STATE VS KELEBOGILE MPEDI, NO: CMMMS 000050/06.The case was concluded on the 10th September 2010 and the officer was acquitted. The Ministry summoned the officer and she agreed to settle the whole amount in five installments of P1,514.60 with effect from June 2011. However, recovery could not be effected immediately as some procedures of creating a loss account and imposing a surcharge were not concluded. The debtor has since made changes to the original agreement on 23rd March 2012 and committed to pay P700.00 per month. An adjustment voucher was been passed and it was anticipated that recoveries would effect end of May 2012 and recoveries for the whole P7,573 will be concluded in 10 months.

Memo.

Lillian Maswenyana – P76,478.00 – Lobatse Pension Office.c.

STATE VS TEKO MASOBA, LOBATSE CR 0016/07/2007 CMMLB 00108/2007An amount of P76,478.00 was stolen and nothing was recovered. Two suspects, Teko Masoba then driver at Lobatse Pension Office and another who was at large are facing robbery charges. The case had been scheduled and postponed as follows; the case was scheduled for mention on the 11th October 2010 and the trial was set for the 4th and 5th August 2011. It was postponed to 11th October 2011 due to unavailability of witnesses. It was set to continue on the 16th April 2012 but was postponed due to some technicalities in the matter. It was then set for mention on 3rd May 2012 to set a new trial date.

Memo.

Josephine Mokgwe – P166,070.00 – Sowa Pension Officed.

STATE VS ANGELINA MBUTHO AND 5 OTHERS, CMMFT-000447-07

Sowa Pension Office was robbed of P166,070.00 in cash. P36,511.95 was recovered leaving a loss of P129,558.05. The suspects were arrested, tried and found guilty. It


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was reported at the last PAC sitting that a warrant of execution against the property had been passed effective 28th April 2011. To this end, AGC, Francistown, wrote the Ministry on the 7th February 2012 seeking help in tracking the debtors and identifying their properties. The Ministry managed to obtain information on three debtors; Angelina Mbutho, Daniel Thipe and Batsile Thipe, who at the time of PAC sitting were in prison, and sent the details to the AGC on the 11th April 2012.

Memo.

PARAGRAPH 125: LOSS OF PUBLIC MONIES – (STATEMENT 96. N0.22).

Batang Moruiemang, John Motimele and Nancy Shaibu – P764,800.80 – Shakawe CBPP – LIPW

STATE VS DAVID JULY, LEEMETSENG MOSHABI AND BOIPUSO RAMASIMO, CRIM APP NO. F197/2003.

The accused were found guilty. The sum of P444,140.80 was recovered leaving a loss of P320,660.00. At the last PAC the Ministry had requested for a write-off but it was not granted on the basis that not all means of recovery had been exhausted. The matter was still being pursued with Attorney General’s Chambers with a view to recover the outstanding amount. The Ministry was engaged a private Deputy Sheriff and was awaiting feedback on possible recoveries

Memo.

PARAGRAPH 128: TRAVELLING IMPRESTS97. Local Government Service Management - (L. Majingo)

The outstanding balance as at the last Public Accounts Committee (PAC) sitting was P1,321.80. The defaulter has not paid this amount despite several attempts persuading her to do so. The Ministry has therefore referred the matter to Attorney General.


Travelling Imprest – Account 55101

DepartmentOpening Balance

as at 01/04/11(P)

Retirement(p)

Refund(p)

Adjustment(p)

TransferClosing Balance

as at 31/03/12(p)

Remarks

DR CR DR CR DR CR

Local Government

Service Management

1,321.80 0.00 0.00 0.00 0.00 0.00 0.00 1,321.80 0.00 Memo


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Income Tax PAYE – Payments - P26,420.00

Funds amounting to P7,899.85 were owed to Botswana Unified Revenue Services (BURS). An amount of P2,941.55 was paid to BURS but misallocated to a wrong account. An adjustment to this effect was passed while a sum of P1,661.60 was paid to BURS leaving an outstanding balance of P3,296.70. The source documents accounting for the difference are being sourced from different districts.

Opening balance as at 01/04/11

(P)Payments Adjustments (P)


(P)

Dr Cr Dr Cr Dr Cr

0.00 7,899.85 1,661.60 2,941.55 0.00 0.00 3,296.70

Memo

PARAGRAPH 130: STATEMENTS OF ADVANCES ACCOUNTS – 99. (STATEMENT NO 15)

Public Officers Accounts

Surcharge - Damage to Government Vehicles

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment

(p)

Closing Balanceas at 31/03/12

(p)Remarks

DR CR DR CR DR CR

HEADQUARTERS 67,508.40 0.00 37,460.43 0.00 0.00 0.00 30,047.97 0.00 Memo

DISTRICT ADMIN 20,846.47 0.00 0.00 0.00 0.00 7, 627.20 13,219.27 0.00 Memo

SOCIAL SERVICES 56, 431.00 0.00 16,450.30 0.00 0.00 0.00 39,980.70 0.00 Memo

PRIMARY HEALTH CARE SERVICES 4,483.70 0.00 3,795.00 0.00 0,00 0.00 688.70 0.00 Memo

LOCAL GOVT. FINANCE & PROCUREMENT

17, 363.63 0.00 5,970.00 0.00 0.00 0.00 11,393.63 0.00 Memo

TRIBAL ADMIN 54, 121.67 0.00 24,116.08 0.00 0.00 0.00 30,005.59 0.00 Memo

Total 220,754.87 0.00 87,791.81 0.00 0.00 7, 627.20 125,335.86 0.00


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Surcharge -P & P - Payroll

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment(p)


(p)Remarks

DR CR DR CR DR CR

District Admin 1,056.00 0.00 0.00 0.00 0.00 0.00 1,056.00 0.00 Memo


DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment

(p)


(p)Remarks

DR CR DR CR DR CR

Primary Health Care Services 6,321.20 0.00 2,800.00 0.00 0.00 0.00 3,521.20 0.00 Memo


DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Transfer

(p)

Adjustment

(p)


(p)Remarks

DR CR DR CR DR CR

District Admin 1, 400.00 800.00 0.00 0.00 0.00 600.00 0.00

Recovery ongoing from Kenneth Seitshiro. However this outstanding amount has been recovered after the 31st March 2012.

Advances- P&P Grade C4 & Below- P1,725,111

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment

(p)


(p)Remarks

DR CR DR CR DR CR

Tribal Admin 3,942.37 0.00 365.77 0.00 0.00 2,576.60 1000.00 0.00 Memo


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Loss Of Cash- Cash Shortages-Other Accounts – (Sub Ledger)

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment

(p)


(p)Remarks

DR CR DR CR DR CR

Social Services 94,220.00 0.00 60,400.00 0.00 0.00 0.00 33,820.00 0.00

The accounting officer reported that an amount of P32,564.00 remains as an exhibit at the Police Station in Kanye. P1,256.00 cannot be accounted for as per the attached affidavit and had therefore requested for write-off. Meanwhile, the former station commander who used the money for personal use appeared before court on 17th April 2012 and its commencement will be announced. Memo

Loss of Cash (Non Sub ledger accounts) – P1,703,851.00

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Transfer

(p)

Adjustment

(p)


(p)Comments

DR CR DR CR DR CR

Local Govt. HQ 84-113-801

428,771.05 0.00 0.00 0.00 0.00 0.00 428,771.05 0.00 Memo

Dept. of Housing 84-213-802

559,824.80 0.00 26,111.00 0.00 14,722.00 0.00 548,435.80 0.00 Memo

District Administration 84-313-803

18,176.30 0.00 0.00 0.00 0.00 0.00 18,176.30 0.00 Memo

Local Govt. Service Management 84-843-808

2,699.41 0.00 0.00 0.00 0.00 0.00 2,699.41 0.00Memo

Bok GM 84-813-809

5,135.55 0.00 0.00 0.00 0.00 0.00 5,135.55 0.00 Memo

Tribal Administration 84-913-809

49,591.97 0.00 2,189.30 0.00 542.93 3,775.25 44,170.35 0.00 Memo

TOTAL 1,064,199.08 0.00 28,300.30 0.00 15,264.93 3,775.25 1,047,388.46 0.00


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Other Advance Accounts

Purchase of Local Police Bicycles - P2,083.00

DeptOpening Balance

as at 01/04/11(p)

Recoveries

(p)

Refund

(p)

Adjustment

(p)


(p)Comments

DR CR DR CR DR CR

Thibatsela D 283.00 0.00 0.00 0.00 0.00 0.00 283.00 0.00

Write-off has been requested.

Memo

PARAGRAPH 133: ENGAGEMENT OF A CONTRACTOR WITHOUT 100. AUTHORITY – DEPARTMENT OF SOCIAL SERVICES

The Ministry acknowledged that a contractor was engaged to supply, deliver and install the security alarm equipment in various district offices. However, the monitoring service was omitted because the department believed it was part of the initial contract. The Ministry paid the contractor an amount of P66,081.60 after retrospective approval by the Ministerial Tender Committee. Furthermore, the Ministry appointed a committee of inquiry to investigate the anomaly with a view to take administrative action. The committee had submitted a report which was still being considered.

The Committee did not agree with the Accounting Officer regarding retrospective approval being given by the Ministerial Tender Committee since this is the prerogative of the PPADB. Memo

PART IIPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES – 101.

(STATEMENT NO.1):

Travelling Imprests


As At 01/04/11(P)

Retirement

(P)

Refund

(P)

Adjustment

(P)Transfer

Closing BalanceAs At 31/03/12

(P)Remarks

DR CR DR CR DR CR

Local Govt. Service Management

7,054.10 0.00 0.00 0.00 0.00 0.00 0.00 7,054.10 0.00 Memo

Local Govt. Technical Services

0.00 8000.00 0.00 0.00 0.00 0.00 0.00 0.00 8000.00 Memo


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Social Services 34,658.35 14,395.85 16,343.00 0.00 0.00 0.00 0.00 18,315.35 14,395.85 Memo

Primary Health Care Services

140,311.00 6912.10 123,189.50 0.00 0.00 0.00 0.00 17,121.50 6912.10 Memo

Local Govt Finance & Procurement

23,133.00 0.00 19,188.00 0.00 0.00 0.00 0.00 3,945.00 0.00 Memo

Headquarters 120,683.17 18,889.70 67,642.57 1,447.80 0.00 0.00 0.00 53,040.60 17,441.90 Memo

TOTAL 325,839.62 48,197.65 226,363.07 1,447.80 0.00 0.00 0.00 99,476.55 46,749.85

PARAGRAPH 16: APPROPRIATION ACT – DEVELOPMENT 102. (STATEMENT NO.6)

The Committee noted that the Department of Social Services had quite a number of sub-projects (under the Social Welfare and Development Project) relating to destitute housing and rehabilitation for the current NDP 10 but up to March 2011, two years down the line, none of them had started. The Accounting Officer was requested to provide explanation for the delay. Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS103.

World War II Veterans

Description Opening bal as at 01/04/2011 Adjustment Closing bal as at 31/03/2012 Comments

Botswana Post 113,960.00 Dr 0.00 113,960.00 DrAdjusted after March 2012 cut-off date.Memo

Destitute Allowance

DescriptionOpening Bal as at 01/04/11 Adjustment Closing Bal as at 31/03/12

CommentsDr Cr Dr Cr Dr Cr

Botswana Post 86-261 65011 173.00 0.00 0.00 0.00 173.00 0.00

Adjusted in April 2012 after cut-off date.Memo

Deposits – Customary Courts (Compensatory Fines)

The balance of unclaimed compensatory fines as at 31st March 2011 was P1 609 030.21. Out of that balance, an amount of P720 813.20 was claimed leaving a balance of P888,217.01. The Accounting Officer stated that this was a revolving account which continuously received compensatory fines from customary courts and from which payments were made.


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On the other hand there was a debit balance of P553,208.77 which was a result of either misallocations or misappropriations. Out of this amount, P25,774.45 was a misallocation which had been adjusted accordingly. The Ministry was left with a balance of P527,434,32 which was being reconciled.


(P)

Amount claimed(P) Adjustments (P)


(P)Comments

Dr Cr Dr Dr Cr Dr Cr

553,208.77 1,609,030.21 720,813.20 0.00 P25,774,45 527,434,32 888,217.01 Memo

Ikago Produce: P2,270,433.60(Cr)

This was reported to be a revolving account which financed activities undertaken at Ikago Centre. An amount of P2 165.30 was used to procure food commodities during Assistant Minister of Local Government’s visit. Funds were also sourced from the Ministry of Youth, Sport and Culture and the purpose was to increase programmes at the Centre which could help in rehabilitation of children. Some of the proposed projects included gym room, indoor games equipment and others which cost P116 429.80. So far the actual amount spent was P118 595.10 leaving a balance of P2 151 858.50.

Opening balance as at 01/04/11 Payments Closing balance as at 31/03/12 Comments

2,270,433.60 118,595.10 2,151,838.50 Memo

Levy on Building Material P11,291,635.28 (Dr)

It was reported that this was an active account and it had an outstanding debit balance of P11,291,635.28 as at 31st March 2011 which had resulted from a misallocation of a net amount of P12,792,100.20 which was wrongly debited to Building Material account instead of Rent Recovery account. Adjustments had been effected leaving a credit balance of P1,500,464.92 which was still to be paid to respective Councils. Memo

Opening balance as at 01/04/11(P) Payments Adjustments (P)


(P)

Dr Cr Dr Cr Dr Cr

11,291,635.28 0.00 0.00 0.00 12,792,100.20 0.00 1,500,464.92


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Rent Recovery – Councils

This was reported to be an active account which had an outstanding credit balance of P17 597 198.00 as at 1st April 2011. A total of P12,792,100.20 was erroneously debited to Levy on Building Materials account instead of this account. Adjustments had been made to correct the misallocation and this left a credit balance of P4 805 097.80. Payments amounting to P4 849 405.00 were made to respective councils leaving a debit balance of P44 307.20 which was being reconciled to identify the Councils which were overpaid. Memo

Income Tax PAYE

The Accounting Officer reported that funds amounting to P42,872.00 were owed to Botswana Unified Revenue Services (BURS) as at 1st April 2011. An amount of P45,166.70 has been paid and a net debit of P820.65 adjusted leaving an overpayment of P3,115.35 which was still to be reconciled and cleared.

Opening balance as at 01/04/11(P) Payments Adjustments (P) Closing balance as at 31/03/12

(P)

Dr Cr Dr Cr Dr Cr

0.00 42,872.00 45,166.70 7,062.95 6,242.30 3,115.35 0.00 Memo

PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS – 104. (STATEMENT NO 15)

Surcharge - Damage to Government Vehicles

DeptOpening Balance

As At 01/04/11(P)

Recoveries

(P)

Refund

(P)

Adjustment

(P)


(P)Remarks

DR CR DR CR DR CR

Headquarters 104,817.43 0.00 46,648.98 0.00 0.00 0.01 58,168.44 0.00 Memo

Social Services 105,571.77 0.00 31,203.48 0.00 0.00 0.00 74,368.29 0.00 Memo

Primary Health Care Services 16,102.10 0.00 7536.00 0.00 0.00 0.00 8566.10 0.00 Memo

Local Govt. Finance & Procurement

20,185.79 0.00 8498.11 0.00 0.00 0.00 11,687.68 0.00 Memo

Tribal Admin 180,487.36 0.00 64,822.37 0.00 0.00 0.05 115,664.94 0.00 Memo

District Administration 20,846.47 0.00 0.00 0.00 0.00 7,627.20 13,219.27 0.00 Memo

Total 448,010.92 0.00 158,708.94 0.00 0.00 7,627.26 281,674.72 0.00


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Surcharge - P & P - Payroll

DeptOpening Balance

As At 01/04/11(P)

Recoveries

(P)

Refund

(P)

Adjustment

(P)


(P)Comments

DR CR DR CR DR CR

District Admin 1,056.00 0.00 0.00 0.00 0.00 0.00 1056.00 0.00 Memo

Advances – Imprest recoveries

DeptOpening Balance

As At 01/04/11(P)

Recoveries

(P)

Refund

(P)

Adjustment

(P)


(P)Comments

DR CR DR CR DR CR

Primary Health Care Services 6,321.20 0.00 2,800.00 0.00 0.00 0.00 3,521.20 0.00 Memo


33,696.10 0.00 31,652.30 0.00 0.00 0.00 2,043.80 0.00 Memo

Local Govt. Service Management

7,151.75 0.00 1,419.45 0.00 0.00 0.00 5,732.30 0.00 Memo

Tribal Admin 7,753.00 489.50 7,169.00 489.50 0.00 0.00 584.00 0.00 Memo

Total 54,922.05 489.50 43,040.75 489.50 0.00 0.00 11,881.30 0.00

Advances- Industrial Class

DeptOpening Balance

As At 01/04/11(P)

Recoveries

(P)

Refund

(P)

Adjustment

(P)


(P)Comments

DR CR DR CR DR CR

Headquarters 100,616.75 250.00 99,946.75 250.00 0.00 0.00 670.00 0.00

Said to have been transferred to Admin of Justice since the debtor took an advance while an employee of AOJ but AOJ had not accepted the transfer. Memo

Social Services 21,606.50 397.60 20,531.50 0.00 397.60 0.00 1,075.00 0.00 Memo

District Admin 2,666.70 0.00 1400.00 0.00 0.00 766.70 500.00 0.00 Memo


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107,748.25 0.00 106,744.40 0.00 0.00 0.00 1,003.85 0.00 Memo

Tribal Administration 108,956.35 1,650.00 106,556.35 1,200.00 450.00 1,400.00 1,000.00 0.00 Memo

Total 341,594.55 2,297.60 335,179.00 1,450.00 847.60 2166.70 4,248.85 0.00


DeptOpening Balance

As At 01/04/11(P)

Recoveries(P)

Refund(P)

Adjustment(P)


(P)Comments

DR CR DR CR DR CR

Headquarters 119,486.00 834.00 113,359.99 834.00 0.00 0.00 6,126.01 0.00 Memo


35,903.00 0.00 34,616.90 0.00 0.00 0.00 1,286.10 0.00 Memo

Tribal Admin 1,277,283.88 1,207.00 1,185,678.07 1,207.00 0.00 2,576.60 89,029.21 0.00 Memo

Total 1,432,672.88 2,041.00 1,333,654.96 2,041.00 0.00 2,576.60 96,441.32 0.00

Loss Of Cash- Cash Shortages-Other Accounts – (Sub-Ledger)

DeptOpening Balance

As At 01/04/11(P)

Recoveries(P)

Refund(P)

Adjustment(P)


(P)Comments

DR CR DR CR DR CR

Social Services 94,220.00 0.00 60,231.00 0.00 0.00 0.00 33,989.00 0.00

The Accounting officer state that an amount of P32,564.00 remains as an exhibit at the Police Station in Kanye. P1,256.00 could not be accounted for as per the attached affidavit and therefore a write-off would be requested. Meanwhile, the former station commander who used the money for personal gain appeared before court on 17th April 2012 and its commencement was going to be announced. Memo

Local Govt. Technical Services

29,732.10 0.00 3,858.91 0.00 0.00 0.00 25,873.19 0.00 Memo

Total 123,952.10 0.00 64,089.91 0.00 0.00 0.00 59,862.19 0.00


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Loss of Cash (Non Sub-ledger accounts)

DeptOpening BalanceAs At 01/04/11 (P)

Recoveries(P)

Refund(P)

Adjustment(P)


(P)Comments

DR CR DR CR DR CR

Local Govt. HQ 84-113-801

953,088.75 0.00 587,369.70 0.00 0.00 0.00 365,719.05 0.00 Memo

Dept. of Housing 84-213-802

651,264.50 0.00 76,145.70 0.00 14,722.00 0.00 589,840.80 0.00 Memo

Tribal Administration 84-913-809

49,591.97 0.00 3553.00 0.00 0.00 3232.32 42,806.65 0.00 Memo

TOTAL 1,653,945.22 0.00 667,068.40 0.00 14,722.00 3232.32 998,366.50 0.00


Purchase of Local Police Bicycles

DeptOpening Balance

As At 01/04/11(P)

Recoveries(P)

Refund(P)

Adjustment(P)


(P)Comments

DR CR DR CR DR CR

Mosinyi G M 84-914-4022359 286.00 0.00 0.00 0.00 0.00 0.00 286.00 0.00 Memo

Thibatsela D84-914-4035686 283.00 0.00 0.00 0.00 0.00 0.00 283.00 0.00 Memo

N Kwele84-214-10 1,800.00 0.00 0.00 0.00 0.00 1 800.00 0.00 Memo

TOTAL 2,369.99 0.00 0.00 0.00 0.00 0.00 2,369.00 0.00


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PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE - 105. (STATEMENT NO.19)


as at 01/04/11(P)

Recovered(P)

Abandoned(P)

10% Admin

Fee

Official Calls


(P)Comments

DR CR DR DR CR

1. Headquarters 27,705.31 0.00 12,224.95 0.00 991.36 12,229.01 3251.36 0.00 Memo

Local Govt Dev Planning 585.75 0.00 580.10 0.00 21.20 0.00 5.65 0.00 Memo

Local Govt. Finance 202.40 0.00 81.80 0.00 0.00 0.00 120.60 0.00 Memo

4. Tribal Admin - Court Fines 466,892.00 0.00 57,489.65 143,970.00 0.00 0.00 265,432.35 0.00 Memo

Total 495,385.46 0.00 70,376.50 143,970.00 1012.56 12,229.01 268,809.96 0.00

PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES 106. AND STORES – (STATEMENT NO.22)

Loss Of Stores

Losses Reported During The Year Under Review (2010/2011).

Item No. Ref No. Year Location Date Particulars Amount

of loss Recovered written off

Balance as at 31/03/12 Comments

7 2 - D S /SV 7 IV 2010-2011 Gaborone - Damaged cell

phone 450.oo nil nil 450.00 Memo7 1 - D S /SV 1784 I

2010/2011 Gaborone 29/02/10 Loss of stores 196.02 nil nil 196.02 Memo

Total 646.02 nil nil 646.02

PARAGRAPH 75: OTHER NON-MOVING ADVANCES - 107. (STATEMENT NO. 15)

Surcharge –Damage to Government Vehicles

Name Opening balance 01/04/11 Recovery Adjustment Closing balance 31/03/12

Dr Cr Dr Cr

Teko Mongalo 13,730.58 0.00 0.00 0.00 13,730.58 0.00

Emang Kgopane 10,164.00 0.00 0.00 0.00 10,164.00 0.00

Total 23,894.58 0.00 0.00 0.00 23,894.58 0.00

Memo


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Surcharge –Permanent and Pensionable

Name Opening balance 1/04/11 Recovery Refund Adjustments Closing balance 31/03/12

Dr Cr Dr Cr

Kenneth Seitshiro 1,056.00 0.00 0.00 0.00 0.00 1,056.00 0.00

Memo


Name Opening Balance 01/04/11 Recovery Refund Adjustments Closing balance 31/03/12

Dr Cr Dr Cr Dr Cr

Kgakgamatso Raditsebe 6,321.20 0.00 2,800.00 0.00 0.00 0.00 3,521.20 0.00

D. Motsumi Mapitse 2,043.80 0.00 0.00 0.00 0.00 0.00 2,043.80 0.00

Total 8,365.00 0.00 2,800.00 0.00 0.00 0.00 5,565.00 0.00

Memo

Advances – Industrial Class Employees

Name Opening Balance 01/04/11 Recovery Refund Adjustment Closing Balance as at 31/03/12

Dr Cr Dr Cr Dr Cr

Neo Mmantsho Ntshole 1,075.00 0.00 0.00 0.00 0.00 0.00 1,075.00 0.00

Sinikiwe Nfila 500.00 0.00 0.00 0.00 0.00 0.00 500.00 0.00

Kenneth Seitshiro 1,400.00 0.00 0.00 0.00 0.00 0.00 1,400.00 0.00

Ikageng Setso 1,003.85 0.00 0.00 0.00 0.00 0.00 1,003.85 0.00

Duduetsang Kebitsang 1,000.00 0.00 0.00 0.00 0.00 0.00 1,000.00 0.00

Total 4,978.85 0.00 0.00 0.00 0.00 0.00 4,978.85 0.00

Memo


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Name Opening Bal as at 01/04/11 Recovery Refund Adjustment Closing Balance as at 31/03/12

Dr Cr Dr Cr Dr Cr

Kebadumetse Letso

6,916.00 0.00 5,887.23 0.00 0.00 0.00 1,028.77 0.00

Zondoza O Mathaba

7,000.00 0.00 6,125.00 0.00 0.00 0.00 875.00 0.00

T Gaothobogwe 8,300.00 0.00 4,844.00 0.00 0.00 0.00 3,456.00 0.00

Grace Jackalas 3,750.00 0.00 2,191.00 0.00 0.00 0.00 1,559.00 0.00

Calvin Jarabane 8,166.00 0.00 4,767.00 0.00 0.00 0.00 3,399.00 0.00

Kelebogile Kehitile

11,808.00 0.00 6,888.00 0.00 0.00 0.00 4,920.00 0.00

Mpho Khumo 2,400.00 0.00 1,400.00 0.00 0.00 0.00 1,000.00 0.00

Hellen Khutsahalo

8,500.00 0.00 4,963.00 0.00 0.00 0.00 3,537.00 0.00

Tebogo S Machola

11,291.00 0.00 6,587.00 0.00 0.00 0.00 4,704.00 0.00

Sus Masego Maemo

6,750.00 0.00 3,941.00 0.00 0.00 0.00 2,809.00 0.00

Lindiwe Makhura

3,000.00 0.00 1,750.00 0.00 0.00 0.00 1,250.00 0.00

K Modibetsane 6,032.00 0.00 3,521.00 0.00 0.00 0.00 2,511.00 0.00

Ihwani Monyatsi 3,000.00 0.00 1,750.00 0.00 0.00 0.00 1,250.00 0.00

Sebongile Motsamai

6,000.00 0.00 3,500.00 0.00 0.00 0.00 2,500.00 0.00

Onalenna Nthawe

5,000.00 0.00 2,919.00 0.00 0.00 0.00 2,081.00 0.00

Senyana Esther Peo

8,000.00 0.00 4,669.00 0.00 0.00 0.00 3,331.00 0.00

Tshepo Rantsho 6,808.00 0.00 3,976.00 0.00 0.00 0.00 2,832.00 0.00

P Tapudzani Robson

1,900.00 0.00 1,113.00 0.00 0.00 0.00 787.00 0.00

Tshenolo Six 7,550.00 0.00 4,410.00 0.00 0.00 0.00 3,140.00 0.00

LetsemaTebatso 8,500.00 0.00 4,963.00 0.00 0.00 0.00 3,537.00 0.00

Total 130,671.00 0.00 80,164.23 0.00 0.00 0.00 50,506.77 0.00

Memo


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BOTSWANA POLICE SERVICEPART I

PARAGRAPH 25108. – CONSTRUCTION OF POLICE FACILITIES AT MIDDLEPITS: DEVELOPMENT PROJECT

The Accounting officer reported that the matter was currently being handled by the Attorney Generals Chambers following unsuccessful attempts to resolve the matter by the Arbitration Court in March 2011. In April 2011 the claimant was to submit a statement of claims and supporting documents. Arbitration proceedings were set to commence on the 7th May 2012.

Memo

PARAGRAPH 26 109. – Audit Inspection – Dibete PoliceThe Accounting officer reported that the independent assessor, Binnington Copeland and Associates from South Africa, a company that was appointed to investigate the causes of premature dilapidation at Dibete Police Station recommended that a geotechnical investigation be carried out. It then followed that on 11/11/2011 the Department of Building and Engineering Services (DBES) commissioned Geotechnics International Botswana (PTY) Ltd to carry out geotechnical investigation at the existing Dibete Police Station to identify the cause(s) of serious structural defects that the building had suffered despite being relatively new. The Terms of Reference issued by DBES for the assignment required core drilling and sampling of materials to be carried out at six (6) locations inside the building and on the outside of each of the four corners of the building. This would then be followed by dimensioning of the floor slab and the footing; conducting appropriate in-situ tests; determining ground conditions under the building foundations; and carrying out laboratory tests on the retrieved materials to determine the strength of the concrete and soil properties. The investigation would provide findings with a view to making conclusions on the cause(s) of the defects. However, the matter was still being handled by DBES. DBES wrote to the consultants, Geotechnics International Botswana (PTY) Ltd who were doing consultancy for geotechnical soil services seeking clarification on various issues arising from the report made by the latter. The Consultants acknowledged the issues raised and had since resubmitted the report in March 2012. DBES was reviewing or analysing the report in order to determine the legal options available. Memo


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PARAGRAPH 27 – LOSS OF PUBLIC FUNDS THROUGH WASTED 110. EXPENDITURE (FORKLIFT)

Date Name LocationOpening

Balance as at 01/04/2011

Payments/Refund Written

Off


31/03/2012Comments

Dr Cr

03/2000 Mr M. Mochabo TTB P38 796.00 0.00 0.00 0.00 P38 796.00

Adjustment was raised to start recovering from salary effective from April 2012 at the rate of P1616.50 per month. Memo

03/2000Mr G Magapatona TTB P33 949.80 0.00 0.00 0.00 P33 949.80

Adjustment was raised following dismissal of his appeal. Recoveries were to commence in April 2012 at the rate of P1414.50.Memo

TOTAL P72 745.80 0.00 0.00 0.00 P72 745.80


Advances – P&P Grade C4 & Below

Payroll Name Opening Balance as at 01/04/2011

Recoveries Closing Balance as at

31/03/2012Comments

Dr Cr

148517908 Marumo lekhutlile P4 583.00 0.00 P4 170.00 P413.00 Recoveries on-going.

Memo

035324490 Gaikai Chawapiwa P6 415.00 0.00 P3 378.70 P3 036.30

Ex-employee. Promised to start paying in May 2012 upon completion of his studies at UB. Currently had no source of income. Memo

TOTAL 10,998.00 0.00 P7, 548.70 P3 449.30


PAR

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PARAGRAPH 19: STATEMENT OF INVESTMENTS AND LOANS 113. MADE FROM SPECIAL FUNDS (STATEMENT NO 8)

Police Rewards and Fines Fund Loans

Payroll Particulars

Opening Balanceas at 01/04/2011

Refund/Recovery Written

OffAdjusted Closing Balance


DR CR DR CR

841611109 Moshashane B 0.00 P3 601.80 0.00 0.00 0.00 0.00 -P3 601.80 Memo

402715501 Monekwe William 2400.00 0.00 0.00 0.00 0.00 0.00 2400.00 Memo

672516104 Peter Rudolph P1 500.00 0.00 0.00 0.00 0.00 0.00 P1 500.00 Memo

246317506 Motsosi Seleke P3 000.00 0.00 0.00 0.00 0.00 0.00 P3 000.00 Memo

404812213 Lerothodi Leatso P1 000.00 0.00 0.00 0.00 0.00 0.00 P1 000.00 Memo

TOTAL 7900.00 3, 601.80 0.00 0.00 0.00 0.00 4298.20

MINISTRY OF TRANSPORT AND COMMUNICATIONPART I

PARAGRAGH 143: LOSSES OF PUBLIC FUNDS114. Saint Mmapetla

DeptOpening Balance as at 01/04/11

(P)

Recoveries(P)

Adjustment(P)

Write-Off

(P)


(P)Comments

DR CR DR CR DR CR

DRTS 33,171.70 0.00 0.00 0.00 0.00 0.00 33,171.70 0.00 Memo

The Ministry has requested for abandonment as advised by the Public Accounts Committee during its last sitting. The Ministry of Finance and Development Planning later advised to request for cancellation. A follow up was made through Savingram Ref: MT&C 1/2/46 I (93) dated April 12th 2012 and the response was awaited.

PARAGRAGH 144: KHUMAGA- MOTOPI ROAD 115. CONSTRUCTION DEVELOPMENT PROJECT

In response to the Accounting Officer’s request for abandonment, the Ministry of Finance& Development Planning requested for more information pertaining to the project. The response was made through Savingram Ref MT&C 3/1/4 I (74) dated 27th


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March 2012. The Ministry had recommended compensation of P5, 080,000.00 from the consultant for failure to execute his duty diligently. Response from Ministry of Finance and Development Planning was awaited.

Memo

PARAGRAPH 145: LOSSES OF PUBLIC MONIES AND STORES 116. (STATEMENT NO. 22)

Loss of Stores

Dept

Opening Balance As At 01/04/11

(P)Recoveries

(P)

Adjustment(P)

Write-Off(P)

Closing Balance As 31/03/2012

(P) Comments

DR CR DR CR DR CR

CTO - unknown 208.79 0.00 0.00 0.00 0.00 0.00 208.79 0.00 Memo

The Ministry requested for abandonment as advised by the Public Accounts Committee during its last sitting. The Ministry of Finance and Development Planning granted approval for cancellation in April 2012 after the March 2012 cut-off date.

PARAGRAPH 146: LOSSES OF PUBLIC MONIES AND STORES 117. (STATEMENT NO. 22)

Loss of Stores

Reported in Previous Years:

Dept


(P)Recoveries

(P)

Adjustment(P)

Write-Off(P)


(P) Comments

DR CR DR CR DR CR

CTO - unknown 42.35 0.00 0.00 0.00 0.00 0.00 42.35 0.00 Memo

Ministry requested for abandonment as advised by the Public Accounts Committee during its last sitting. The Ministry of Finance and Development Planning has granted approval for cancellation. The balance was to be cleared from the books.


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PARAGRAPH 147: MISAPPROPRIATION OF REVENUE 118. –DEPARTMENT OF ROADS TRANSPORT AND SAFETY-JWANENG:

Name


(P)Recoveries

(P)

Adjustment(P) Write-Off

(P)

Closing Balance As 31/03/2012

(P) Comments

DR CR DR CR DR CR

E r i c Legae 24,775.00 0.00 1,400.00 0.00 0.00 0.00 23,375.00 0.00 Memo

Eric Legae is paying through AGC and payments were not consistent. A savingram was written in April 2012 to AGC requesting their advice on this issue.



NameOpening Balance As

At 01/04/11(P)

Recoveries Adjustment Closing Balance As 31/03/2012(P) Comments

DR CR DR CR DR CR

Pitso Kebabaletswe 13,780.99 0.00 4,668.10 0.00 0.00 9,112.89 0.00 Memo

PART II

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 120. (STATEMENT No. 1)

Travelling Imprests: MTC (2400)

Dept No. Of Cases


(P)

Retired(P)

Refund(P)

Adjustment(P)

Write-Off(P)

Closing Balance As At 31/03/12

(P) Comments

DR CR DR CR DR CR

CTO 32 132,496.35 0.00 122,965.75 0.00 0.00 6,935.00 0.00 2,595.60 0.00 Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS 121. (STATEMENT NO 14)

Deposits – Private firms’ retention money

Balance as per retention ledger (MTC) was P224,106 253.00. Although the Ministry showed the breakdown of the balance, there was no indication of the movements subsequent to 31/03/11 as required by the Committee.

Memo


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MTC - 65503-BURS-Income Tax

Description (Account)

Opening Balance as at 01/04/2011 Adjusted Payments to

BURSClosing balance as at 31/03/2012 Comments

Dr Cr Dr Cr Dr Cr

C.T.O 4,259.90 10,063.85 2,273.15 4,259.90 6,091.55 0.00 1,699.15 Memo

ROADS 124.55 14,244.00 0.00 0.00 13,289.10 124.55 954.90 Memo

TOTAL 4,384.45 24,307.85 2,273.15 4,259.90 19,380.65 124.55 2,654.05

Deposits-Other

Description(Account) Opening Balance as at 31/03/2011

Dr Cr

Computer Refurbishment Projects 0.00 1,325,308.21 The project was still on-going. Memo

E-Government Information and Education Campaign 0.00 382,563.35 The project was still on-going.

Memo

TOTAL 0.00 1,707,871.56

PARAGRAGH 21 STATEMENT OF ADVANCES ACCOUNTS-122. (STATEMENT NO.15)

MTC (2400) 41121 - Surcharge-Damage to Government Vehicle

Dept No. Of Cases


(P)

Recoveries

(P)Refund Adjustment

Write Off(P)


(P)Comments

DR CR DR CR DR CR

2 4 0 2 DRTS 7 76,447.97 0.00 23,409.76 0.00 0.00 0.00 0.00 53,038.21 0.00 Memo

2 4 0 3 CTO 50 384,569.65 1,226.98 145,298.69 1,226.55 0.43 28,940.93 0.00 210,330.03 0.00 Memo

2 4 0 5 ROADS 18 90,593.98 0.00 37,534.03 0.00 0.00 0.00 0.00 53,059.95 0.00 Memo

TOTAL 75 551,611.60 1,226.98 206,242.48 1,226.55 0.43 28,940.93 0.00 316,428.19 0.00


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MTC (2400) 41131 Surcharge-P& P-Payroll

DeptNo. Of

Cases


(P)

Recoveries(P)

Refund(P) Adjustment Write

Off


(P)Comments

DR CR DR CR DR CR

2403 C.T.O 8 27,714.51 0.01 18,663.68 0.00 0.01 1,699.15 0.00 7,351.68 0.00 Memo

2405 ROADS 5 22,502.84 0.00 5,244.00 0.00 0.00 156.04 0.00 17,102.80 0.00 Memo

TOTAL 13 50,217.35 0.01 23,907.68 0.00 0.01 1,855.19 0.00 24,454.48 0.00

MTC (2400) 41231 Advances – Industrial Class

DeptNo. Of

Cases


(P)

Recoveries(P)

Refund(P)

Adjustments(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

2401 HQ 15 7,080.60 179.00 6,830.60 0.00 179.00 0.00 0.00 250.00 0.00 Memo

2 4 0 3 CTO 237 155,656.41 699.91 152,274.51 699.90 0.01 1,182.00 0.00 2,199.90 0.00 Memo

2 4 0 5 ROADS 108 63,339.30 2,115.05 61,730.30 300.00 1,815.05 0.00 0.00 1,609.00 0.00 Memo

TOTAL 378 226,076.31 2,993.96 220,835.41 999.90 1,994.06 1,182.00 0.00 4,058.90 0.00

MTC (2400) Advances P& P Grade C4 and below

DeptNo. Of

Cases


(P)

Recoveries

(P)

Adjustment

(P)

Write Off Closing Balance As At

31/03/12(P)

Comments

DR CR DR CR DR CR

2401 HQ 11 45,465.20 0.00 36,806.20 0.00 0.00 0.00 8,659.00 0.00 Memo

2 4 0 3 CTO 73 200,039.99 0.00 191,469.99 0.00 0.00 0.00 8,570.00 0.00 Memo

TOTAL 84 245,505.19 0.00 228,276.19 0.00 0.00 0.00 17,229.00 0.00


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Loss of Cash (Non Subledger Accounts): MTC (2400)

Dept No. Of Cases


(P)

Recoveries

(P)

Adjustment

(P)

Write Off


(P)Comments

DR CR DR CR DR CR

DRTS 21 287,511.08 0.00 40,573.36 0.00 27,300.44 8,209.50 211,427.78 0.00 Memo

MTC (2400) 41942 Returned Cheques

DeptOpening Balance As

At 01/04/11(P)

Recoveries(P)

Adjustment(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

DRTS 170,060.00 15,381.00 168,520.00 15,381.00 1,150.00 0.00 390.00 0.00 Memo

ROADS 30,713.26 6,700.00 0.00 0.00 0.00 0.00 30,713.26 6,700.00 Memo

TOTAL 200,773.26 22,081.00 168,520.00 15,381.00 1,150.00 0.00 31,103.26 6,700.00

PARAGRAGH 24: STATEMENT OF ARREARS OF REVENUE-123. (STATEMENT NO.19)

DCA - Landing Fees

DeptOpening Balance As At

01/04/11(P)

Recoveries(P) Adjustment Write Off

(P)


(P) Comments

DR CR DR CR DR CR

2406 1,278,352.84 0.00 0.00 0.00 0.00 0.00 1,278,352.84 0.00 Memo


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PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES AND 124. STORES-(STATEMENT No.22)

Losses Of Stores: Reported in the period under Review

There were 16 cases reported in the period under review. Out of this 13 cases were finalized, whereas, 3 cases are still on-going and are detailed below:

Dept Officer Loss Amount

Surcharge Amount Recoveries Write

-Off Balance As At 31/03/12 Comments

(P) (P) (P) (P) Dr Cr

HQ Ntere Ntere 96.00 96.00 0.00 0.00 96.00 0.00 Memo

CTO Lesego Selotate 10,010.00 7,507.50 1,806.00 0.00 5,701.50 0.00 Memo

CTO Seabe Seabe 3,933.65 3,933.65 0.00 0.00 3,933.65 0.00 Memo

TOTAL 14,039.65 11,537.15 1,806.00 0.00 9,731.15 0.00

PARAGRAGH 124: OTHER NON-MOVING ADVANCES-125. (STATEMENT NO.15)

MTC (2400) 41121 - Surcharge-Damage to Government Vehicles (Non Moving)

DeptNo. Of

Cases


(P)

Recoveries(P) Refund Adjustment Write Off

(P)


(P)Comments

DR CR DR CR DR CR

2 4 0 2 DRTS 1 30,487.21 0.00 0.00 0.00 0.00 0.00 0.00 30,487.21 0.00 Memo

2 4 0 3 CTO 5 69,768.58 927.98 180.00 927.58 0.00 0.00 28,702.65 40,885.93 0.00 Memo

TOTAL 6 100,255.79 927.98 180.00 927.58 0.00 0.00 28,702.65 71,373.14 0.00

MTC (2400) 41131 Surcharge-P& P-Payroll – (Non Moving)

DeptNo. Of

Cases


(P)

Recoveries(P)


Off


(P)Comments

DR CR DR CR DR CR

2403 C.T.O 5 21,094.83 0.01 13,650.00 0.00 0.01 1699.15 0.00 5,745.68 0.00 Memo

2405 ROADS 4 1,540.84 0.00 0.00 0.00 0.00 156.04 0.00 1384.80 0.00 Memo

TOTAL 9 22,635.67 0.01 13,650.00 0.00 0.01 1855.19 0.0 7130.48 0.00


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Advances – Industrial Class (Non-Moving)

DeptNo. Of

Cases


(P)

Recoveries(P)

Refund(P)

Adjustments(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

2401 HQ 3 516.00 179.00 266.00 0.00 179.00 0.00 0.00 250.00 0.00 Memo

2402 DRTS 2 1,832.00 0.00 1,332.00 0.00 0.00 0.00 0.00 500.00 0.00 Memo

2 4 0 3 CTO 10 5,447.03 199,91 3,132.00 199.90 0.01 282.03 0.00 2,033.00 0.00 Memo

2 4 0 5 ROADS 5 2,609.00 300.00 1,000.00 300.00 0.00 0.00 0.00 1,609.00 0.00 Memo

TOTAL 20 10,404.03 678.91 5,730.00 499.90 179.01 282.03 0.00

4,392.00 0.00

MTC (2400) Advances P& P Grade C4 and below (Non Moving)

DeptNo. Of

Cases


(P)

Recoveries(P)

Adjustment(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

2401 HQ 6 19,785.10 0.00 9,751.00 0.00 0.00 0.00 10,034.10 0.00 Memo

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 126. (STATEMENT No. 1) – MINISTRY OF WORKS AND TRANSPORT

Travelling Imprest (MWT - 0900)(P42, 266.00)

Travelling imprest for the former Ministry of Works & Transport as reflected in ASA was P42,266.00. The figures for departments that are now under Ministry of Transport and Communications are detailed below:

Dept No. Of Cases


(P)

Retired(P)

Refund(P)

Adjustment(P)

Write-Off(P)


(P) Comments

DR CR DR CR DR CR

DCA 0906 3 5868.80 0.00 0.00 0.00 0.00 0.00 0.00 5868.80 0.00 Memo


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(41121) Surcharge-Damage To Government Vehicles

DeptNo. Of

Cases

Opening Balance As At

01/04/11(P)

Recoveries(P)


Off


(P)Comments

DR CR DR CR DR CR

0906 DCA 3 61,109.99 0.00 139.25 0.00 0.00 0.00 0.00 60,970.74 0.00 Memo

MWT (0900) 41221 - Advances-Imprest Recoveries

The total for the former Ministry of Works & Transport (0900) was P14, 762 as in A.S.A. The figures for departments that are now under Ministry of Transport and Communications are detailed below:

Dept No. Of Cases


(P)

Recoveries(P)

Refund(P)

Adjustments(P)


(P)Comments

DR CR DR CR DR CR

0906 DCA 2 3,803.41 0.00 2,407.71 0.00 0.00 0.00 1,395.70 0.00 Memo

MWT (0900) 41231 Advances – Industrial Class

The total for the former Ministry of Works & Transport (0900) was P120, 979.00 as in A.S.A. The figures for departments that are under Ministry of Transport and Communications are detailed below:

Dept No. Of Cases


(P)

Recoveries(P)

Refund(P)

Adjustments(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

0906 DCA 6 10,525.81 400.00 100.00 0.00 400.00 1,144.10 0.00 9,281.71 0.00 Memo


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MWT (0900) Advances-P& P Grade C4 and below:

The total figure for the former Ministry of Works & Transport (0900) was P33,840 as in A.S.A. The figures for departments that are now with Ministry of Transport and Communications are detailed below:

Dept No. Of Cases


(P)

Recoveries(P)

Adjustment

(P)

Write Off

(P)


(P)Comments

DR CR DR CR DR CR

0904 DRTS 2 3,658.00 0.00 826.20 0.00 0.00 0.00 2,831.80 0.00 Memo

0906DCA 8 14,316.00 0.00 2 742.00 0.00 0.00 0.00 11,574.00 0.00 Memo

TOTAL 10 17,974.00 0.00 3,568.20 0.00 0.00 0.00 14,405.80 0.00

41903 Loss of Cash (Non Sub-ledger Accounts)

MWT (0900)

Dept No. Of Cases


(P)

Recoveries(P)

Adjustment(P)

Write Off


(P)Comments

DR CR DR CR DR CR

ROADS 199,756.20 1,136.50 0.00 0.00 0.00 0.00 199,756.20 1,136.50 Memo

PARAGRAPH 27: STATEMENT OF LOSSES OF PUBLIC MONIES 128. AND STORES-(STATEMENT No.22)

Losses Of Cash

Dept Officer Opening Balance As At 01/04/11

Recoveries(P)

Write –Off(P)


(P)Comments

Dr Cr Dr Cr

DRTS Thato Nkatse 147,027.35 0.00 0.00 0.00 147,027.35 0.00 Memo

Oduetse Betsho 2,107.00 0.00 0.00 0.00 2,107.00 0.00 Memo

Serowe Burglary 12,464.50 0.00 0.00 0 12,464.50 0.00 Memo

Lenna Seganabeng 21,836.00 0.00 4,807.00 0.00 17,029.00 0.00 Memo

Total 183,434.85 0.00 4807.00 0.00 178,627.85 0.00


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MWT (0900) Advances P&P C4 Grade and below Non Moving (P16, 488.00)

Dept No. Of Cases


(P)

Recoveries(P)

Adjustment(P)

Write Off(P)


(P)Comments

DR CR DR CR DR CR

DRTS 1 2,832.00 0.00 0.00 0.00 0.00 0.00 2,832.00 0.00 Memo

DCA 7 13,656.00 0.00 2,582.00 0.00 0.00 0.00 11,074.00 0.00 Memo

TOTAL 8 16,488.00 0.00 2,582.00 0.00 0.00 0.00 13,906.00 0.00

MINISTRY OF MINERALS, ENERGY AND WATER RESOURCESPART I

PARAGRAPH 88: MISAPPROPRIATION OF FUNDS130.

Name Payroll Number


Write offs


Emily O Maphane 329624201 5,127.80 0.00 5,127.80 Written off. Adjustment voucher submitted at

MFDP on 23rd April 2012. Memo

Ponatshego T Mokokwe 918822507 15,080.69 0.00 15,080.69

The amount misappropriated was P16, 478.49 and he was found guilty of the offence. He was then ordered to compensate the Government. An amount of P897.80 which was recovered from his leave days was used to reduce the debt. From then he made one installment of P500.00 in July 2009 leaving a balance of P15,080.69. Constant follow ups have been made on the case through Attorney General’s Chambers and they have promised to revert back to the Accounting Officer on the matter. Memo

Moitshepi Ramotshudi 545311306 83,230.57 0.00 83,230.57

The ex-employee was given a permanent stay away from prosecution by the High Court on the 22nd of September 2010. A write-off has been requested from the Ministry of Finance & Development Planning but was not acceded to. Memo

Baneisitswe Kebuang 718915305

98,890.450.00

98,890.45

The officer was given a permanent stay away by the Francistown Court in March 2012. A write-off will be requested since administrative action can no longer be taken because of lapse in time since the offence was committed. Memo


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Name Payroll Number


Write offs


Kgomotso Macheng 366917107 28,790.05 0.00 28,790.05

The officer was given a permanent stay away by the Francistown Court in March 2012 and has since been dismissed from the public service for absconding from work. A write-off will be requested since the issue of terminal benefits does not arise because of the permanent stay away. Memo

Total 231,119.56 0.00 231,119.56

Loss of Cash- Cash Shortages

Dept Name P a y r o l l Number

Opening Balance as at 01/04/11 Recoveries Closing Balance


1003 Dominic Manakanyane 902410308 528.85 0.00 528.85

Efforts to get a write-off from Accountant General (Procurement) failed and the officer has been approached to settle the debt. Memo

Loss of Stores

Dept Name Payroll Number

Opening Balance as at 01/04/11 Recoveries Closing Balance


1003

Gabaresepe Mhusiwa 718311503 121.93 0.00 121.93

Paid and adjusted in April 2012 after cut-off date. Memo

Bushi Modumedise 204813604 125.29 0.00 125.29 Same as above. Memo

Lucky J Molobeng 808112801 70.80 0.00 70.80 Same as above. Memo

318.02 0.00 318.02


Suspense / Loss of Cash 390,076.71

Dept Opening Balance As At 01/04/11

Recoveries/ Adjustments

Closing Balance As At 31/3/12 Comments

1003 390,076.71 0.00 390,076.71

The initial request to write-off the amount was not supported by the MFDP. A re-submission was made on 13th April 2012 and a response was awaited. Memo


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Hydrological Data Fees – P120, 670

Name Opening Balance as at 01/04/11 Recoveries Closing Balance as

at 31/3/12 Comments

Geo Explo (Pty) Ltd 120,670.00 0.00 120,670.00

The company acknowledged the debt through AGC and made an undertaking to settle the debt in monthly instalments of P20 000.00 beginning June 2012. Memo

Borehole Cleaning- P106, 549

Name Opening Balance as at 01/04/11 Recoveries Closing Balance as

at 31/3/12 Comments

Geo Explo (Pty) Ltd 106,549.00 0.00 106,549.00

The company acknowledged the debt through AGC and made an undertaking to settle the debt in monthly instalments of P20 000.00 beginning June 2012. Memo

PARAGRAPH 93: STATEMENT OF LOSSES OF PUBLIC MONIES 133. & STORES (STATEMENT NO. 22 –TABLES A&B)

Losses of CashA.

Reported in previous years



RecoveriesClosing Balance as at 31/3/12

Comments

1003Mpho Robert Singo

773512603 41,189.05 0.00 41,189.05

The Accounting Officer reported that Mr Singo was found guilty of the offence and currently serving an 18 months jail sentence effective 24th November 2011. He wrote to Accountant General on February 1st 2012 to enquire about the possibility of recovering the debt from the officer’s terminal benefits and a response was awaited. Memo


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Loss of Cash – Cash Shortage



RecoveriesClosing Balance as at 31/3/12

Comments

1003 Dialwa Maxi Diarua Chihonge 947410109 82,471.00 0.00 82,471.00

The case has been forwarded to the Director of Public Prosecution for assessment of evidence. Memo


1002 Prospecting licences:

Name Opening Balance as at 01/04/11 Recoveries Abandonment Closing Balance


Firefox Investments 7,019.50 0.00 0.00 7,019.50

Letter of demand was sent to the company by AGC and the company was still to respond. Memo

Mago Resources 99,177.00 0.00 0.00 99,177.00 Abandonment requested on

26/04/2012. Memo

Mokgosi mining 45,366.90 43,367.00 0.00 1,999.90

An instruction to recover the balance was sent to AGC on 26/03/2012. Memo

Total 151,563.40 43,367,00 0.00 108,196.40

PARAGRAPH 97: STATEMENT OF BALANCES OF OTHER DEPOSIT 136. ACCOUNTS (STATEMENT NO. 14)

Deposits – Other

Dept Deposit De-scription

Opening Balance as at 01/04/11 Cr

Payments Deposits Adjustments Closing Balance as at 31/3/12 Comments

1003Deposit Fees Letlhakane 106-304-28;

91,320.00 100,549.85 9305.00 0.00 (75.15) Memo

Deposit- private firms liquidated damages

340,819.10 0.00 0.00 0.00 (340,819.10) Memo


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Dept Deposit De-scription

Opening Balance as at 01/04/11 Cr

Payments Deposits Adjustments Closing Balance as at 31/3/12 Comments

1002District Councils 106-104-1;

2,549,995.63 0.00 0.00 0.00 (2,549,995.63)

This is money owed to different C o u n c i l s because of the 50% rental that a c c u m u l a t e s to them. Payments were to be made to these Councils. Memo

1001

Global Telemeter Seismic Net Work

247,080.00 0.00 0.00 0.00 (247,080.00) Memo

1001National Steering Committee

126,224.00 0.00 0.00 0.00 (126,224.00) Memo

Support to ZAMCOM Secretariat

1,612,747.00 2,545,133.00 0.00 0.00 932,386.00 Memo

1003Water Connections Fees

4,404,742.00 4,375,594.00 202,569.00 0.00 (231,717.00) Memo

1001 Withholding Taxes; 760,276.00 608,894.00 0.00 0.00 (151,382.00) Memo

Total 10,133,203.73 7,630,170.85 211,874.00 0.00 (2,714,906.88)

PART II



Opening Balance As At 01/04/11 Retirement Recovery

Closing Balance As At

31/3/12 Comments

Dr Cr

Matheatau Mpho 395515502 14 985.50 0.00 5,724.90 5 070.15 4 190.45

A letter was written to the debtor on 12th April 2012 requesting him to settle the debt. Memo

1003 Chadoka Bosele 009822007 1714.00 0.00 0.00 0.00 1714.00 Inadequate

evidence MemoMatsuntsube Ntshwarang 078421205 3 900.00 0.00 0.00 0.00 3900.00 Inappropriate

evidence. MemoGwamulumba Tshupoeng 060314005 1470.00 0.00 0.00 0.00 1470.00 Inadequate

evidence. Memo


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Israel Dothodzo 181813608 2745.00 0.00 0.00 0.00 2745.00 Inadequate

evidence MemoMosepele Mphuthi Cecilia

258322507 647.50 0.00 0.00 0.00 647.50 Memo

Peter Lesego 273121803 2712.00 0.00 0.00 0.00 2712.00 Inadequate evidence. Memo

Babusi Moagi 308915210 2706.00 0.00 0.00 0.00 2706.00Inadequate evidence. Memo

1003 Kgosietsile Daniel 373512200 4 550.00 0.00 0.00 0.00 4 550.00 Memo

Basupi Golebalamang 396514008 5 050.00 0.00 0.00 0.00 5 050.00 Memo

Nchochi Agnes 403525309 2 745.00 0.00 0.00 0.00 2745.00 Inadequate

evidence. MemoThabeng George 533816205 582.80 0.00 0.00 0.00 582.80 Inappropriate

evidence. MemoMmapadi Kegaisamang 537313607 2 204.00 0.00 0.00 0.00 2204.00 Inappropriate

evidence. MemoKgabo Keamogetse 468728901 9 583.00 0.00 0.00 0.00 9583.00 Inappropriate

evidence. MemoMaroba Kgopiso Bashi 477512805 1 006.50 0.00 0.00 0.00 1006.50 Inappropriate

evidence. MemoMoanakwena Gabalemogwe 555515004 525.05 0.00 0.00 0.00 525.05 Inadequate

evidence. Memo

Sesinyi Timon 664014803 2706.50 0.00 0.00 0.00 2706.50 Inadequate evidence. Memo

Gabatshwane Boitsheko 685527207 647.50 0.00 0.00 0.00 647.50

Imprest had been retired but neede validation. Ministry requested Accountant General to correct the anomaly. Memo

Elisha Allison 723416203 6 000.00 0.00 3,500.00 0.00 2,500.00 Recoveries on-going. Memo

Jacob Joseph 758613304 4 800.00 0.00 2 800.00 0.00 2,000.00 Recoveries on-going. Memo

Naolakgosi Onkemetse 780117907 3240.00 0.00 0.00 0.00 3240.00 Inadequate

evidence. MemoMoatlhodi Luisa 781624207 0.00 54.40 0.00 0.00 (54.40) Inappropriate

evidence. MemoPaya Boikobo Bashi 910019009 10,058.00 0.00 0.00 0.00 10,058.00 Inadequate

evidence. Memo

TOTAL 84,578.35 54.40 12,024.90 5070.15 67,428.90


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P & P Surcharges

Out of a total of P 20 204.68 P & P surcharges outstanding as at 31st March 2011, P5,878.00 has been recovered leaving a balance of P14, 326.68 still being pursued.

Dept Name PayrollNumber

Opening Balance As At 01/04/2011 Recoveries Closing Balance


1003

Montsho Leeme 010310508 111.00 0.00 111.00

Dismissed from Public Service because of absconding. It took long to trace him so as to get him to sign the liability schedule in order to prepare his terminal benefits. He was recently located and he has given the Ministry the go ahead to deduct the money from the benefits.Memo

Kgopo Victor 050718107 7 200.00 0.00 7 200.00 To be recovered from terminal benefits. Memo

Pitlagano Dicheleketo 312813104 863.18 0.00 863.18

The officer returned the lost stores and a request for write-off has been submitted to Accountant General. Memo

Obonetse Moikotlhai 491614900 599.95 0.00 599.95 To be recovered from

terminal benefits. Memo

Bokitla Mochobakhane 543418604 1557.55 0.00 1 557.55

Leave days paid were insufficient to cover all his debts. Ministry has written to BPOPF to request for approval to deduct the debt from his terminal benefits. Memo

Molefe Lucky 935817202 6 579.00 4 829.00 1 750.00 Recoveries on-going. Memo

TOTAL 16,910.68 4,829.00 12,081.68

Surcharges – Industrial Class




1003 Ralebekwa S

104-0304-9000123 214.70 0.00 214.70

Ministry to request for write-off due to unavailability of source documents. Memo


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Industrial Class Emergency Advances

Dept

Name Payroll Number

Opening Balance As At 01/04/11 Recoveries Adjustment Closing Balance

As At 31/3/2012 CommentsDr Cr

Saokonga Galeilane 618713405 4 000.00 0.00 0.00 0.00 4000.00

Memo Adjusted after march 2012 cut-off date

Moeng Emmanuel 683817201 350.00 0.00 0.00 0.00 350.00 Memo

Reitseng Karabo 741911804 100.00 0.00 0.00 0.00 100.00 Memo

TOTAL 4,450,00 0.00 0,00 0.00 4,450,00


Dept Name Payroll Number Opening Balance as at 01/04/11

Recoveries


Comments

1003

Kopong Keabetswe Ernst 010410413 6 000.00 5,000.00 1,000.00 Memo

Mothusi Boitumelo 649024511 5 500.00 0.00 5 500.00 Memo

Thipe Tshepho Biggie 864617701 10 664.00 6 665.00 3 999.00 Memo

Bogosi Florah 988726105 2 500.00 500.00 2 000.00 Memo

TOTAL 24,664.00 12,165.00 12,499.00

Imprest Recoveries


Opening Balance As At 01/04/11 Recoveries Closing Balance As

At 31/3/2012 Comments

Singo Mpho Robert 773512603 5 035.00 0.00 5,035,00

Amount will be deducted from the leave days after the liabilities schedule has been signed. Memo

Ramosesane Mosalagae 558310101 337.20 0.00 337.20

Still awaiting the internal auditor’s report on the signatures on the liability schedule. Memo

TOTAL 10 412.60 0.00 5,372.20


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Returned Cheques: P157, 406.48

Dept Opening Balance as at 01.04.2011

Recoveries/ Adjust-ments

Closing Balance As At 31/3/2012 Comments

1003 150,861.05 31 511.70 119,349.35 Memo

1004 6,545.43 4 906.15 1,639.28 Memo

TOTALS 157,406.48 36,417.85 120,988.63

PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE 139. (STATEMENT NO.19)

Prospecting licenses

Name Opening Balance As At 01/04/11 Recoveries Closing Balance As


Rockover Resources 28 882.00 0.00 28 882.00 Letter of demand sent to the company on 24.04.12. Memo

Pam Botswana 14 915.00 0.00 14 915.00The company wrote a letter on 15.03..12 applying to relinquish the licenses.Memo

Ideal Enterprises 160 139.00 0.00 160 139.00 Letter of demand sent to the company on 24.04.12. Memo

Architect Enterprises 23 955.00 0.00 23 955.00 Letter of demand sent to the company on 24.04.12. Memo

Agas of Commodities 32 691.00 0.00 32 691.00 Letter of demand sent to the company on 24.04.12. Memo

Gold Comon Resources 30 971.00 0.00 30 971.00 Letter of demand to be written to

the company.Memo

Meifo 30 776.00 0.00 30 776.00 Letter of demand sent to the company on 27.04.12. Memo

NamemCo Energy 34 115.00 0.00 34 115.00 Letter of demand sent to the company on 24.04.12. Memo

Newport 98 792.00 0.00 98 792.00 Letter of demand sent to the company on 27.04.12. Memo

Chablis Enterprises 209 232.00 0.00 209 232.00Letter of demand sent to the company through their lawyer on 27.04.12. Memo

Maponya Consolidated 20 075.00 0.00 20 075.00 Letter of demand to be written to the company. Memo

TOTAL 684,543.00 0,00 684,543.00


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1003 Consumer Water Accounts

Name Opening Balance As At 01/04/11 Abandonments Closing Balance As


Consumer Water Accounts

19,962,649.94 736,976.15 19,225,673.79

The balances in respect of all major villages consumer water accounts with the exception of Maun will be transferred to Water Utilities Corporation. Memo

PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES 140. & STORES (STATEMENT NO. 22)

Losses of StoresA)

Reported in previous years




1003

Bokitla C Mochobakhane 543418604 1 657.55 0.00 1 657.55

Written to NBFIRA and BPOPF to seek authority to deduct the debt from the terminal benefits. Memo

Obonetse Moikotlhai 49164900 599.95 0.00 599.95 To be recovered from

leave days. Memo

TOTAL 2,257.50 0.00 2,257.50

PARAGRAPH 29: ACCIDENTS TO GOVERNMENT MOTOR 141. VEHICLES

Dept

Name Payroll Number

Opening Balance As At 01/04/11 Recoveries

Adjust-ment

Closing Balance

As At 31/3/2012

Comments Dr Cr

Mosala Samuel 996316703 8 750.00 0.00 3 000.00 0.00 5 750.00 Recoveries on-going. Memo

1002

Pule Alfred 200612104 18 862.35 0.00 3 774.33 0.00 15 088.02 Recoveries on-going. Memo

Ngaka Keagile Doctor 724616006 4 811.00 0.00 3 396.00 0.00 1 415.00 Recoveries on-

going. Memo

Tuaka Kenneth Ofana 975913004 4 305.00 0.00 2 880.00 0.00 1 425.00 Recoveries on-

going. Memo


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1003

Ketshabe Ketshabe 035712506 7 945.20 0.00 3,817.00 0.00 4 128.20 Recoveries on-

going. Memo

Nkone Moremi 229212303 26 448.67 0.00 5 676.00 0.00 20 772.67 Recoveries on-going. Memo

Paul Mmoloki 230218200 2 000.00 0.00 716.10 0.00 1283.90 Memo

Baakanyang Robert 309214108 23,952.70 0.00 8,292.00 0.00 15,660.70 Recoveries on-

going. MemoDiphone Tekoyame 440819604 7 577.08 0.00 5,214.00 0.00 2,363.08 Recoveries on-

going. MemoNtwa Letsweletse 481812907 6 743.10 0.00 0.00 0.00 6 743.10 Case with the AGC.

Memo

1003

Kabelo-Manowe Onalethata 538515009 11 250.00 0.00 3 000.00 0.00 8 250.00 Recoveries on-

going Memo

Tuelo D 540713803 17 280.00 0.00 5 648.00 0.00 11 632.00 Recoveries on-going. Memo

Bokitla Chapson M. 543418604 60 911.25 0.00 0.00 0.00 60 911.25

Written to NBFIRA and BPOPF seeking authority to deduct the debt from terminal benefits. Memo

Ntebogang Sedimo 569310406 7 865.20 0.00 1 608.00 0.00 6 257.20 Recoveries on-

going. Memo

Kebadireng Samuel 630116000 4 276.70 0.00 3 228.00 0.00 1 048.70 Recoveries on-

going. Memo

Reitseng Karabo 741911804 4 824.48 0.00 0.00 0.00 4 824.48 Case with AGC. Memo

Mpaekae Kealeboga 792412703 13 140.00 0.00 0.00 0.00 13 140.00

Written to Water Utilities to recover from salary. Memo

Wabobi Ontehetse 865117400 4349.95 3 131.03 305.00 0.00 913.92 Recoveries on-

going. MemoMochotlhi George 905610609 208.29 0.00 0.00 0.00 208.29 Memo

Mosadi Kgomotso Comfort

946610801 12 300.00 0.00 3 600.00 0.00 8 700.00 Recoveries on-going. Memo

1004

Robert Angelister 152723501 556.50 0.00 0.00 0.00 556.50 Memo

Gungqisa Penda Edward 623013208 6 567.58 0.00 0.00 0.00 6 567.58

Adjusted after March 2012 cut-off date. Memo

Molefe Moses 188516301 1 227.04 0.00 891.00 0.00 336.04 Memo

Ramothogobeng Diane 683312407 4,899.10 0.00 0.00 0.00 4,899.10 Memo

TOTAL 261,051.19 3 131.03 55,045.43 0.00 202,874.73


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PARAGRAPH 70: NON-MOVING IMPREST142.


Opening Balance As At 01/04/11 Recoveries Closing Balance As


1003

Tshotlane W Olebang 875728307 3 047.30 0.00 3 047.30 Still in consultation with

AGC. Memo

Bokitla C Mochobakhane 543418604 979.95 0.00 979.95

Written to NBFIRA and BPOPF on 24th April 2012 to seek authority to deduct the debt from terminal benefits. Memo

TOTAL 4,027.25 0.00 4,027.25

MINISTRY OF DEFENCE, JUSTICE AND SECURITY

PART IIPARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS 143. (STATEMENT 15)

Surcharge – damage to government vehicles:

Department of Prisons and Rehabilitation

No. Name PayrollNumber

Opening Balance as at 01.04.11 Recovery Adjustment Closing Balance

as at 31.03.12 Comments

DR CR DR CR

Khuta Salani 082310400 7,350.00 Nil 2,940.00 Nil 4,410.00 NilDeduction on-going @ P245.00pm Memo

Ntshekisang Orebotse 280117205 24,840.00 Nil 4,554.00 Nil 20,286.00 Nil

Deductions on-going @ P414.00pm Memo

Selehile Selehile Sly 283813504 4,350.37 Nil 2,388.00 Nil 1,962.37 Nil

Deduction on-going @ P199.00pm Memo

Bernard Ndeke 449211802 26,039.05 Nil 7,272.00 Nil 18,767.05 NilDeductions on-going @ P606.00pm Memo

Dikepu Esau 910916006 12,844.72 Nil 4,296.00 Nil 8,548.72 NilDeductions on-going @ P358.00pm Memo

TOTAL 75,424.14 Nil 21, 450.00 NIL 53,974.14 Nil


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Advances – Industrial class:

Department of Prisons & Rehabilitation

Name Payroll Number

Opening Balance as at 01.04.11 Recoveries Refund Closing Balance


DR CR DR CR

Gabaitse Lorato 041522998 nil 375.00 nil nil nil 375.00 Refunded after the March 2012

cut-off date. MemoTau Sewacho 365410707 1,399.90 Nil 199.90 Nil 1,200.00 Nil Deductions on-going@ P170.00

pm Memo

Total 1,399.90 375.00 199.90 nil 1200.00 375.00

Advances- P&P Grade C4 and Below:

Head Quarters

As at 31st March 2011, the outstanding balance under P & P Grade C4 and below was P18, 450.00 from which an amount of P18, 100.00 was recovered leaving a balance of P350.00.

Name Payroll Number

Opening Balance as at 01.04.2011 Recoveries Closing Balance as at

01.03.2012 Comments

DR CR DR CR

Bashanako Rapula Biki 187013409 4,200.00 Nil 3, 850.00 350.00 Nil Memo

Prisons & Rehabilitation- Advances P & P Grade C4 & Below

No.

NAME Payroll Number

Opening Balance as at 01.04.11 Recoveries Refunds Closing Balance as

at 31.03.12 Comments

Dr Cr Dr Cr

Jack Gomolemo 008816011 5,000.00 Nil 4,587.00 Nil 413.00 Nil Deductions on-

going

Lenong Tshenolo 030425507 4,740.00 Nil 4,345.00 Nil 395.00 Nil Deductions on-

going

Hulela joyce Mogatsakobe 032129503 7,000.00 Nil Nil Nil 7,000.00 Nil

Adjustment voucher prepared to effect recovery end of May 2012.

Ramatlakapela Kitso 037115997 3,800.00 Nil 3,487.00 Nil 313.00 Nil Deductions on-

going

Ngwako Mokganedi 038917898 3,750.00 Nil Nil Nil 3,750.00 Nil



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IMompati Kale 039019793 7,000.00 Nil Nil Nil 7,000.00 Nil


Gabaitse Lorato 041522998 1,500.00 Nil 1,063.00 Nil 437.00 Nil Deductions on-

going

John Leatile 050914092 4,200.00 Nil 3500.00 Nil 700.00 Nil Deductions on-going

Segapo Baiphi 054915890 8,000.00 Nil 6,670.00 Nil 1330.00 Nil Deductions on-going

Ntau Ditiro 059811206 7,000.00 Nil Nil Nil 7,000.00 Nil


Ditlamelo Simon 065014506 6,000.00 Nil 5000.00 Nil 1,000.00 Nil Deductions on-

going

Ramosarwa Ramosarwa 295216902 3375.00 nil 3750.00 nil nil 375.00

Inadequate evidence of refund

Khuwe Tshepo 069716003 17,000.00 Nil 15,587.00 Nil 1,413.00 Nil Deductions on-going

Moepeng Mogami 077018208 1,250.00 Nil 1,500.00 nil Nil 250.00

Inadequate evidence of refund.

Sehubanyane Kethusegile 089915003 4,000.00 Nil Nil Nil 4,000.00 Nil


Ramokopelwa Mothusi 097716207 2,000.00 Nil Nil Nil 2000.00 Nil


Simeon Emmanuel 099316209 2,500.00 Nil Nil Nil 2,500.00 Nil


Nthawe Thatayaone 104714516 4,000.00 Nil Nil Nil 4,000.00 Nil



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Sebenyane Tom 131419207 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Ntshupeng Doreen 136429707 8,000.00 Nil 6,670.00 Nil 1,330.00 Nil Deductions on-

going

Oageng Kenneth 185614805 6,200.00 Nil Nil Nil 6,200.00 Nil


Rindo Mothusi 197914203 6,000.00 Nil Nil Nil 6,000.00 Nil


Makuku Phatsimo 215613517 4,000.00 Nil Nil Nil 4,000.00 Nil


Zigwa Tabona 219114214 625.00 Nil 500.00 Nil 125.00 Nil Deductions on-going

Montle Uyapo 241410803 4,000.00 Nil Nil Nil 4,000.00 Nil

The officer was dismissed from service in April 2010.

Legotlho Botswerere 258811207 10,000.00 Nil 8,340.00 Nil 1,660.00 Nil Deductions on-

going

Disho Kealeboga 270614202 10,000.00 Nil Nil Nil 10,000.00 Nil


Tshimologo Goitsemodimo 290312902 8,000.00 Nil 6,670.00 Nil 1,330.00 Nil Deductions on-

going

Mazongonya Otumiseng 291215500 4,000.00 Nil Nil Nil 4,000.00 Nil


Kadisa Leaname 292313904 6,000.00 Nil Nil Nil 6,000.00 Nil


Pilwane Moarabi 298212804 5,000.00 Nil 4,587.00 Nil 413.00 Nil Deductions on-

going


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Shianyana Ponatshego 307018313 12,000.00 Nil Nil Nil 12,000.00 Nil


Keabetswe Dineo 307919912 2,700.00 Nil 2,250.00 Nil 450.00 Nil Deductions on-

going

Ndubo Mompati 312715800 nil 542.00 nil nil nil 542.00

Inadequate evidence of refund

Matlhatse Matsoma 324516508 5,000.00 Nil 4,170.00 Nil 830.00 Nil Deductions on-

going

Sebopeng Odirile 347616419 2,500.00 Nil Nil Nil 2,500.00 Nil


Thulaganyo Moleele 357716405 8,000.00 Nil Nil Nil 8,000.00 Nil


Keipidile Dibuile 363014006 11,930.00 Nil 5,890.00 Nil 6,040.00 Nil Deductions on-

going

Setoutwe Pheto 374218304 nil 300.00 nil nil nil 300.00 Inadequate evidence

Rantswaneng Ditiro 380917809 4,000.00 Nil Nil Nil 4000.00 Nil


Moabi Peter Thusego 382618504 1,500.00 Nil 1,375.00 Nil 125.00 Nil Deductions on-

going

Ranthokwane Boitumelo 383523408 3,600.00 Nil 3,300.00 Nil 300.00 Nil

Deductions on-going

Mokhobo Onkemetse 386211107 7,000.00 Nil 5,840.00 Nil 1,160.00 Nil Deductions on-

going

Rasepuru Keadimilwe 387013301 4,600.00 Nil Nil Nil 4,600.00 Nil


Botshelo Joshua 400810810 9,000.00 Nil Nil Nil 9,000.00 Nil



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Mosounyane Goabaone 411316311 7,000.00 Nil 6,424.00 Nil 576.00 Nil Deductions on

going

Pono Phenyo 414510105 7,000.00 Nil 5,840.00 Nil 1,160.00 Nil Deductions on-going

Mogopodi Keetsene 446311400 2000.00 nil nil nil 2000.00 nil

Was said to have been refunded when he is still owing P2000.00

Malinda Marinkie 457420900 11,500.00 Nil 10,549.00 Nil 951.00 Nil Deductions on

going

Maphakela Molibi 458910300 15,231.00 Nil 13,970.00 Nil 1,261.00 Nil Deductions on-

going

Moses Monty 470317409 7,200.00 Nil 6,000.00 Nil 1200.00 Nil Deductions on-going

Sofaya Ephraim 471017319 3,000.00 Nil Nil Nil 3,000.00 Nil


Chako Oarabile 478212919 3,500.00 Nil Nil Nil 3,500.00 Nil


George Ogomoditse 485613810 5,000.00 Nil 4,500.00 Nil 500.00 Nil Deductions on-

going

Phuthegelo Daniel 487511602 7000.00 nil nil nil 7000.00 nil

Adjustment voucher prepared to effect recovery end of Mat 2012

Mazebedi Mosemme 497817207 7,000.00 Nil 4,170.00 Nil 2,830.00 Nil Deductions on-

going

Charles Goitseone 503411613 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Radiporo Pono 506816914 3,000.00 Nil 2,500.00 Nil 500.00 Nil Deductions on-going

Boeng B. Zemona 510116912 4,800.00 Nil Nil Nil 4,800.00 Nil


Gobuamang Tsumake 554519300 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Dibeela Kagiso 532512403 nil 334.00 nil nil nil 334.00 Inadequate evidence


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Letshwenyo Ngangwa 558212906 6,875.00 Nil 5,675.00 Nil 1,200.00 Nil Deductions on-

going

Lepodise Ontiretse 572219800 7,500.00 Nil Nil Nil 7,500.00 Nil


Robert Teseletso 579514707 7,000.00 Nil Nil Nil 7,000.00 Nil


Makgoeng Ndiyane 584811704 8,000.00 Nil Nil Nil 8,000.00 Nil


Ntumisang Mogogi 585116808 5,400.00 Nil Nil Nil 5,400.00 Nil


Loiti Amogelang 597011301 3,000.00 Nil Nil Nil 3,000.00 Nil


Ntshaanana Keoagile 594910400 4,300.00 Nil Nil Nil 4,300.00 Nil

Adjustment voucher prepared to effect recovery end of May 2012

Malongwa Lebogang 597011301 9,000.00 Nil 7,500.00 Nil 1,500.00 Nil Deductions on-

going

Nthebe Morgan 601316010 6,000.00 Nil 5,500.00 Nil 500.00 Nil Deductions on-

going

Kau Keabetswe 602910615 2,400.00 Nil 2,200.00 Nil 200.00 Nil Deductions on-

going

Phometsi Nephig 607213216 7,000.00 Nil 6,424.00 Nil 576.00 Nil Deductions on-

going

Lesego Orapeleng 633317601 9,000.00 Nil 8,250.00 Nil 750.00 Nil Deductions on-

going

Mogodu Keoagile 656117701 6,000.00 Nil 5,500.00 Nil 500.00 Nil Deductions on-

going

Nkhori Mmoloki 656419817 6,300.00 Nil 5,250.00 Nil 1,050.00 Nil Deductions on-

going


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Gaborone Ronald 660319705 5,000.00 Nil 4,170.00 Nil 830.00 Nil Deductions on-

going

Kenosi Johannes 661110207 3,332.00 Nil Nil Nil 3,332.00 Nil


Sebitla Bakang 661212418 3,600.00 Nil Nil Nil 3,600.00 Nil


Pilane Moganelo 664113007 3,500.00 Nil 2,920.00 Nil 580.00 Nil Deductions on-

going

Shabane Midah 672526600 10,000.00 Nil Nil Nil 10,000.00 Nil


Molosatlou Omphile 672918200 6,000.00 Nil Nil Nil 6,000.00 Nil


Samboko Mogae 690814001 3,000.00 Nil 2,750.00 Nil 250.00 Nil Deductions on-

going

Piniel Lovemore 693417003 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Phetogo Mogogi 703811816 6,000.00 Nil Nil Nil 6,000.00 Nil


Kebakile Phineas 707211406 4,500.00 Nil Nil Nil 4,500.00 Nil


Mangisi Albert 718415607 nil 750.00 nil nil nil 750.00 Inadequate evidence

Saubi Oarabile Bikie 756113409 nil 250.00 nil nil nil 250.00 Inadequate

evidence

Molosiwa Tumisang 760510007 8,000.00 Nil 6,670.00 Nil 1,330.00 Nil Deductions on-

going

Radikanono Reteng 769318000 5,000.00 Nil 4,587.00 Nil 413.00 Nil Deductions on-

going


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Thupiso Lazarus 769917907 8,400.00 Nil 7,000.00 Nil 1,400.00 Nil Deductions on-

going

Timothy Itiseng 782418809 5,488.00 Nil 4,688.00 Nil 800.00 Nil Deductions on-

going

Masilo Ikanyeng 773418004 nil 600.00 nil nil nil 600.00 Inadequate

evidence

Matleelane Mpho 785526908 6,000.00 Nil Nil Nil 6,000.00 Nil


Moseki Nicholas 788217607 4,000.00 Nil 3,674.00 Nil 326.00 Nil Deductions on-

going

Nonyane Barobi 800014604 8,000.00 Nil 6,670.00 Nil 1,330.00 Nil Deductions on-

going

Letsogile Gosetsemang 803214216 4,981.00 Nil 2081.00 Nil 2,900.00 Nil Deductions on-

going

Gabatsholw Elias 805414504 7,000.00 Nil Nil Nil 7,000.00 Nil


Maruping Benjamin 809910604 nil 1050.00 nil nil nil 1050.00 Inadequate

evidence

Jonas Keletso 861914218 3,600.00 Nil Nil Nil 3,600.00 Nil


Kgosinaga Agang 863710609 2,400.00 Nil 2,000.00 Nil 400.00 Nil Deductions on-

going

Moring Daniel 870019501 10,000.00 Nil 9,174.00 Nil 826.00 Nil Deductions on-going

Popo Onthusitse 875916309 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Phokoje Tuelo 883315302 6,400.00 Nil 5,874.00 Nil 526.00 Nil Deductions on-going

Jameson David 884514302 7,750.00 Nil Nil Nil 7,750.00 Nil


Ntana Moshi 881611400 nil 500.00 nil nil nil 500.00 Inadequate evidence

Segokotlo Lesego 882818800 3007.00 nil 3666.00 nil nil 659.00 Inadequate

evidence


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Rapulane Kebuileng 896811403 6,000.00 Nil 5,000.00 Nil 1,000.00 Nil Deductions on-

going

Mantirisi Tshepho 904511310 4,500.00 Nil 3,750.00 Nil 750.00 Nil

Deductions on-going

Mugibelo Simisani 907014112 7,200.00 Nil 6,000.00 Nil 1,200.00 Nil Deductions on-

going

Molao Polly 913710105 7,000.00 Nil Nil Nil 7,000.00 Nil


Rantshwabi Boitshoko 932918002 8,400.00 Nil Nil Nil 8,400.00 Nil

Recovery to effect end of May 2012

Josaya Service 922412600 nil 167.00 nil nil nil 167.00 Inadequate evidence

Manthe Moemedi 941917515 3,500.00 Nil Nil Nil 3,500.00 Nil


Tshosa Alfred 950812504 3,000.00 Nil 2,500.00 Nil 500.00 Nil Deductions on-going

Lebang Barulaganye 968117206 7,000.00 Nil Nil Nil 7,000.00 Nil


Lazarus Tendani 973614409 8,400.00 Nil 7,000.00 Nil 1,400.00 Nil Deductions on-

going

Ntsosa Oreokame 978626400 9,000.00 Nil 8,250.00 Nil 750.00 Nil Deductions on-

going

Botsogile Otshwanamang 994613907 nil 584.00 nil nil nil 584.00 Inadequate

evidence

Mogopa Akanyang 996417204 nil 100.00 nil nil nil 100.00 Inadequate

evidence

Total 635,734.00 5177.00 322,757.00 nil 314,261.00 6461.00

MEMO.


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PARAGRAPH24144. : STATEMENT OF ARREARS OF REVENUE (STATEMENT NO.19)

Total arrears of revenue outstanding for the Department of Prisons and Rehabilitation was P11, 941.71 which had accrued from private telephone charges. An amount of P192.90 was recovered leaving a balance of P11, 748.81.

Prisons and Rehabilitation Private Telephone Charges

No Name ID Number Opening Balance as at 01.04.11 Recoveries Closing Balanceas


DR CR DR CR

1 Wamorena Ramolefe 443814402 2,802.23 Nil Nil 2,802.23 Nil

Submitted for recovery effective May 2012.

2 Emelda Ramathudi 127810006 2,158.27 Nil Nil 2,158.27 Nil


3 Lethata Manne 860218207 683.02 Nil Nil 683.02 Nil


4 Dithapelo Tselaesele 073416606 2,392.18 Nil Nil 2,392.18 Nil


5 Kgalalelo Masole 321928800 779.09 Nil Nil 779.09 Nil


6 Pleasure Mmatli 444220314 1,284.87 Nil Nil 1,284.87 Nil


7 Keoagile Motshwaedi 671615802 613.45 Nil Nil 613.45 Nil


8 Otlametse Motshebe 914310806 487.98 Nil Nil 487.98 Nil


9 Shathani Thela 859713208 547.72 Nil Nil 547.72 Nil


Total 11,748.81 Nil Nil 11,748.81 Nil

MEMO.

PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES AND 145. STORES (STATEMENT NO. 22)

Loss of Stores

Reported during the year under review

Name Amount of the loss

Amount Surcharged

Amount recovered

Written off

Closing bal as at 31/03/12 Comments

DR CR DR CR

Thabo Masilo 3,400.00 Nil 2,550.00 765.00 850.00 1,785.00 Nil

Deductions are on-going at P255.00 per month.


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MEMO.

PARAGRAPH128. 146. OTHER NON- MOVING ADVANCES- (STATEMENT NO. 15)

Advances - C4 and Below

Opening bal as at 01/04/2011 Recoveries Closing bal as at

31/03/2012

NAME ID Debit Credit Debit Credit Comments

Molao Poloko 544122100 11,400.00 Nil Nil 11,400.00 Nil

Adjustment voucher prepared to effect recovery end of May2012 Memo


Deposits- Private Firms Retention Money.

Name of contractor

ProjectDate of

retentionOpening bal as at 01/04/11

New retentions

Retention released

Closing bal as at 31/03/12

Comments

Shumba Projects (Pty) Ltd

Design, supply & installation of water treatment plant & rehabilitation of water supply scheme at Baines Drift prison

2008/09 97 370.65 Cr 124 812.62 131 125.85 91 057.42 Cr

Money belongs to BDF as contractor was owing BDF an advance of P95,400.00. Contractor requested that the retention be used to settle the account. Accounting Officer was still liaising with Accountant General to reconcile the account. Memo


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MINISTRY OF LANDS AND HOUSINGPART I

PARAGRAPH 111 – AUDIT INSPECTION – DISTRICT 148. ADMINISTRATION – JWANENG

OccupantOpening balance

as at 01/04/11P

Recovered

P

Refunded

P


P Comment

Dr Cr Dr Cr

B. Lekoko 22,417.50 0.00 5,300.00 0.00 17,117.50 0.00 Recoveries on-going at P500.00 per month. memo


Travelling Imprests

Name ofOfficer Org. Opening Balance

as at 01-04-11

AmountRetired

P

AmountRefunded

P

AdjustmentsP


PComment

Dr Cr Dr Cr Dr Cr

Mongati Shimane 1801 1,612.55 0.00 0.00 0.00 0.00 3,035.00 0.00 1,422.45 Memo

PART IIPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 150. (STATEMENT NO. 1)

Travelling Imprests

Name ofOfficer

Org.Opening Balance

as at 01-04-11Retired

PRefunded

PAdjustments

P


PComment

Dr Cr Dr Cr Dr Cr

Thamage Cornelius Samuel

1804 272.80 0.00 0.00 0.00 0.00 0.00 272.80 0.00 memo

Matlhare Sylvia Kefilwe

1804 6,786.00 0.00 0.00 0.00 0.00 0.00 6786.00 0.00 memo

Obuseng Gasenone

1808 5,806.10 0.00 0.00 0.00 0.00 0.00 5,806.10 0.00 memo

Total 12, 864.90 0.00 0.00 0.00 0.00 0.00 12,864.90 0.00


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PARAGRAPH 21: STATEMENT OF ADVANCES ACCOUNTS ( 151. STATEMENT NO 15)

Surcharge (Damage to Government Vehicle)

Name of Officer Org. Opening Balance

as at 01/04/11 Recovered Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr

Mangori Mphitiseng 1805 11,599.00 0.00 3,984.00 7,615.00 0.00

Recoveries on–going at P332.00 per month. Memo

Surcharge (P&P –Payroll)

Name of Officer Org. I.D. No.


P

Recovered

P


P Comments

Malatsi Mokwena Gregory

1801 617416405 4,933.50 4,554.00 379.50

Recoveries on-going at P379.50 per monthMemo


Name of Officer Org. ID. No.Opening Balance

as at 01/04/11P

Recovered

P


PComments

Kebonang Onalethata 1803 103726517 3,000.00 2,500.00 500.00Recoveries on-going at P250.00 per month

Makoba Reginah Mbene 1803 660820307 5,000.00 3,336.00 1,664.00Recoveries on-going at P417.00 per month.

Total 8, 000.00 5, 836.00 2,164.00

Memo .


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Returned Cheques

ORG Name of Company


P

Amount Recovered

P

Adjustments

P


P

Comments

Dr Cr Dr Cr Dr Cr

1805 Sam Masunga 3,747.50 0.00 3,047.50 0.00 0.00 700.00 0.00 Memo

Loss of Cash (Non Sub-Ledger Account)

OrgOpening Balance as

at 01/04/11P

RefundedP

RecoveredP

Adjustments P


PComments

Dr Cr Dr Cr Dr Cr

1803 12,588.00 0.00 0.00 0.00 0.00 0.00 12,588.00 0.00 Memo

The amount was still being investigated with assistance of MFDP.


Privately Leased Houses

No. Lessee


01/04/11(Previous Years

Arrears) P

Opening Balance as at 01/04/11 (Current Year

Arrears)P

RecoveredP

AbandonedP


31/03/12

P

Comments

2. Jane Nyoni 0.00 15,000.00 0.00 0.00 15,000.00 Memo

3. Ranjit Vappala 0.00 39,000.00 10,000.00 0.00 29,000.00 Memo

Total 54,000.00 10,000.00 0.00 44,000.00


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Rent - Government Quarters (Pool Houses):

No. Lessee

Opening Balance

as at 01/04/11(Previous

Years)P

Opening Balance as at 01/04/11 (Current

Year)P

Amount Recovered

P

Amount Abandoned

P


P

Remarks

1.Green Oageng(Molalapata

17,042.30 0.00 2,552.40 0.00 14,489.90Recoveries on-going at P212.70 per month Memo

2. Neo M. Dithole 55,226.00 0.00 0.00 0.00 55,226.00

AG’s drafted a fresh summons since the first was misplaced.Memo

3.

Sithandenzile H.Ramatebele(Msimanga)

117,308.75 0.00 200.00 0.00 117,108.75

Deputy Sherriff instructed to trace the debtor and confiscate the motor vehicle which had been attached for sale in execution. Memo

5. Nametso Kootshole 15,716.90 0.00 2,029.80 0.00 13,687.10

Recoveries on-going at P169.15 per monthMemo

6. Peggie S. Mokantsi 3,084.00 0.00 0.00 0.00 3084.00

There were no collections for the year under reviewMemo

7. Marshall Tladi 0.00 54,842.14 0.00 0.00 54,842.14

Letter of demand sent to Morwa but not served as he could not be located. Memo

8. Michael Morwamang 0.00 22,172.00 0.00 0.00 22,172.00 Case with AGC.

Memo

9. Ookeditse Kefetogile 0.00 31,103.00 0.00 0.00 31,103.00

AG’s has instituted action against respondent and awaiting service. Memo

10. Motlalepula Fembo 0.00 31,608.35 0.00 0.00 31,608.35

Deputy Sherriff was experiencing problems in executing writ of summons and AG’s has requested for nulla bona. Memo.

11. Tapologo Chako 0.00 4,669.00 0.00 0.00 4,669.00

Claims that her terminal benefits have not been paid and has suggested that arrears be deducted from them. Memo.

Total 208,377.95 144,394.49 4,782.20 0.00 347,990.24

The Committee was concerned about the low recovery rate under these accounts


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Institutional & District Houses

Statement of Arrears of Revenue as at 31st March 2011 indicated an outstanding balance of P56, 244.73 from previous years and P36, 413.20 in respect of the year under review. Of this amount, a total of P40, 805.77 was recovered leaving a balance of P51, 852.16 as shown below:

No. Lessee


01/04/11(Previous Years)

P


01/04/11(Current Year)

P

Amount Recovered

P

Amount Abandoned

P


P

Remarks

1.Easter PhiriKing

16,116.00 0.00 2,844.00 0.00 13,272.00Recoveries on-going at P237.00 per month – memo

2.Gladys Keboletse Kedikilwe

37,847.58 0.00 12,990.07 0.00 24,857.51Recoveries on-going at P1,115.46 per month – Memo

3. GraceRapoo 2,281.15 0.00 2,140.50 0.00 140.65 Memo

4. Friday Leburu 0.00 14,603.20 11,293.20 0.00 3,310.00

Recoveries on-going at 941.10 per month memo

6. Kennedy T. Modisa 0.00 15,264.00 4,992.00 0.00 10,272.00

Recoveries on-going at P1,248.00 per month Memo

Total 56,244.73 29,867.20 34, 259.77 0.00 51,852.16

Rent- State/Land Farms: P4, 108,655.56

Statement of Arrears of Revenue as at 31st March 2011 indicated an outstanding balance of P1, 405,763.29 from previous years and P2, 702,892.27 in respect of the year under review resulting in a total arrears of P4,108,655.56

On submitting arrears of revenue to MFDP, some arrears were erroneously omitted and others included which resulted in the total amount being understated in the ASA. Reconciliation is given below:

P

Balance as reported in ASA 4,108,655.56

Add: Amount erroneously omitted 568,908.00

Less: amount erroneously included (previous year) 151,547.00

Amount erroneously included (current year) 10,000.00

Adjusted balance as at 01.04.2011 4,516,016.56


PAR

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A total of P 2,080,239.90 was recovered whereas an amount P118,938.62 was abandoned leaving a balance of P 2,316,838.04, the breakdown of which is given below:

Lessee


01/04/11(Previous

Years)P


01/04/11(Current

Year) P

Amount Recovered

P

Amount Abandoned

P


P

COMMENTS

Kenmoir Portion 74,244.00 0.00 26,902.40 0.00 47,341.60 Recoveries on-going

Lesotho G.Mosarwe 23,588.00 0.00 500.00 15,305.92 7782.08

Amelia Mmamabolo 0.00 5,040.00 4,800.00 0.00 240.00 Recoveries on-going

Boitatolo M.Poroga 0.00 2,627.82 1,500.00 0.00 1,127.82 Recoveries on-going

Daniel M Shamukuni 0.00 3,320.00 1,400.00 0.00 1,920.00 Recoveries on-going

Deps Plant Hire 0.00 25,352.00 6,000.00 0.00 19,352.00 Recoveries on-going

Gabane Syndicate 0.00 4,473.00 4,000.00 0.00 473.00 Recoveries on-going

Mompoloki Malongwa 0.00 5,150.00 2,800.00 0.00 2,350.00 Recoveries on-

going

Pelotshweu Phofuetsile` 0.00 12,433.40 11,500.00 0.00 933.40 Recoveries on-

going

Wesi Holdings 0.00 5,420.00 1,800.00 0.00 3,620.00 Recoveries on-going

Sechele Syndicate 0.00 30,567.50 25,000.00 0.00 5,567.50 Recoveries on-going

Simisani K & B.E Kula 0.00 3,384.00 1,900.00 0.00 1484.00 Recoveries on-

going

Skm Modise Co 0.00 22,450.00 20,000.00 0.00 2,450.00 Recoveries on-going

Mlambo Syndicate 0.00 12,576.49 6,000.00 0.00 6,576.49 Recoveries on-going

X And T Investment 0.00 10,000.00 2,500.00 0.00 7,500.00 Recoveries on-going

Agro Business95,328.00 0.00 25,679.00 0.00 69,649.00

Requested for abandonment of the balance.

Botswana Ostrich Company 556,800.00 556,800.00 0.00 0.00 556,800.00

Requested for abandonment from MFDP on 24.10.11.

Freedman Rabantheng 24,839.00 6,204.50 0.00 0.00 31,043.50Requested for abandonment from MFDP on 07.11.11


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Gavin Blair Safaris 0.00 10,750.00 1,242.00 0.00 9,508.00

Requested for abandonment of balance from MFDP on 27.02.12

Interworld Products0.00

1,500.00 0.00 0.00 1,500.00

Requested for abandonment from MFDP on 27.02.12

Martin Leonard Setlhare 910.00 0.00 0.00 0.00 910.00

Requested for abandonment from MFDP on 28.04.11 & submitted additional info on 02.09.11

Modiri Badirwang 1,500.00 0.00 0.00 0.00 1,500.00Requested for abandonment from MFDP on 14.03.12

Ndiko Advisory Services 13,712.50 0.00 0.00 0.00 13,712.50


Omphile Seopane 11,271.50 0.00 0.00 0.00 11,271.50


Phikwe Motors 280.000.00

0.00 0.00 280.00Requested for abandonment from MFDP on 06.12.11

Wayne Mlazie 11,091.75 0.00 0.00 0.00 11,091.75


Zac Construction 0.00 67,500.00 28,125.00 0.00 39,375.00

Requested for abandonment of the balance from MFDP on 22.12.11

Jeremiah Ramontsho 0.00 37.35 0.00 0.00 37.35 Still being investigated

Chobe Brigade Dev Trust 0.00 1,260.00 0.00 0.00 1,260.00 Demand notice sent

Elko Electronic Engineering 31119 4,000.00 0.00 0.00 0.00 4,000.00 With AGC.

Received Contact address for the Co on 13.12.11(Plot 14447) Co. Demand notice sent to one of the Directors, Webster Musaemura.

Elko Electronic Engineering 31120 4,000.00 0.00 0.00 0.00 4,000.00

Artie Boitshwarelo 7500.00 0.00 4,500.00 0.00 3,000.00Handed to AGC on 20.01.12 Recoveries on-going.


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Itereleng Hort Group 0.00 24,000.00 0.00 0.00 24,000.00 Awaiting response from MOA.

Kajeema Construction 7,000.00 5,707.00

0.00 0.00 12,707.00

Demand letter sent on 24.05.11.Registrar of Co advised that it is not active. Trying to locate Kajeema Swaziland (75% shareholding) Awaiting response from Registrar of Co Swaziland.

Kwazulu Syndicate 0.00 4,402.00 0.00 0.00 4,402.00

Tenant to fax receipt for 2011 by 24/01/12. Paid at Ghanzi.

Kwedu And Nata Syndicate 0.00 2,498.72 0.00 0.00 2,498.72

Demand letter sent on 20.07.11,30.11.11 & 03.02.12

Letsholonyana Tabona 0.00 80,000.00 0.00 0.00 80,000.00 Still under investigation.

Lobtrans Pty Ltd 2,000.00 0.00 0.00 0.00 2,000.00

Demand notice sent on 24.11.10.High Court informed that Co. had been liquidated and has advised that Ministry should request for assistance from liquidators…,.but this may be late as proof of claims had been completed.

Makatisa Sekgomanyane 0.00 12,500.00 0.00 0.00 12,500.00

Notice of termination sent to Legal Services 19.03.12

Mbatisi Bekezela 0.00

2,828.00 600.00 0.00 2,228.00

Demand letter sent 11.07.11 & 11.11.11.Intsructed Legal Services to terminate lease on 22.12.11.

Mopipi (Pty) Ltd0.00

10,625.00 0.00 0.00 10,625.00

Sent demand letter on 28.07.11 & 02.11.12& 23.12.11.Terminated on 17.02.12

Ogopoleng Batlanang 0.00 1,956.00 800.00 0.00 1,156.00 Recoveries on-going

Pitsane Dairy 0.00 10,500.00 0.00 0.00 10,500.00

Legal Advisor instructed to proceed with court process.


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Reginald Mosinyi 6,260.00 1,760.00 0.00 0.00 8,020.00 Terminated to request for eviction.

Regal Clan 21,165.00 0.00 0.00 0.00 21,165.00 Still under investigation.

Samuel Poloko 1,300.00 0.00 200.00 0.00 1,100.00 Demand letter sent on 22.12.11

Stephen B Sakasongo 0.00 30,701.00 0.00 0.00 30,701.00 Recommended for abandonment

Waboraro Seakgosing7,000.00

0.00 0.00 0.00 7,000.00

Rights Ceded to Dockbro back in 2001. Debt to be transferred to Dockbro. (Credit W. Seakgosing) Wrote to State Council to terminate.

Emerge 0.00 19,217.50 0.00 0.00 19,217.50Case withdrawn by AGC. Demand letter.

Otjiere Farmers 169.00 4,169.00 0.00 0.00 4,338.00

Case with AGC. Promised to pay by Jan ’12 paid at ghanzi

Agri Supply 26,661.00 91,894.20 0.00 0.00 118,555.20

Case with AGC. Notice to terminate sent 01.10.11 and application to evict.

Body Talk Panel Beaters 2,478.00 7,219.58 0.00 0.00 9,697.58

Case with AGC. Judgment passed on 14.02.12.that 9,000.00 be paid by 6 monthly payments between 29.02.12 - 31.07.12

Botswana Coop Union 2,200.00 0.00 0.00 0.00 2,200.00

Case with AGC awaiting response as to why it took long to prosecute.

Chabayagae Segwe 23,420.00 0.00 0.00 0.00 23,420.00

Case with AGC. Summons issued and served awaiting further instructions.

Chiepe Goaba 10,608.00 0.00 0.00 0.00 10,608.00 Still being investigated

Chobe District Council 0.00 715.00 0.00 0.00 715.00 Still being

investigated

David Norris65,021.00 62,516.80 10,000.00 0.00 117,537.80

Case with AGC. Recoveries on-going.


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I Fun Fair Holding83,929.50 0.00 0.00 0.00 83,929.50

Case with AGC Summons has been instituted, awaiting return of service from Sheriff, also requested assistance in locating defendant.

Gaborone Deltec58,390.00 36,717.75 0.00 0.00 95,107.75

Case with AGC Summons has been instituted & will be appearing on 16.04.12.

Galebocoe Lefenya7,041.25 0.00 0.00 0.00 7,041.25

Case with AGC. Default judgment has been granted, awaiting AG’s yet to execute.

Gemineye Group 7,500.00 5,000.00 600.00 0.00 11,900.00Case with AGC. Recoveries on-going.

Greenies Gardens 13,850.00 0.00 0.00 8,000.00 5,850.00Case with AGC. Recoveries on-going.

Kagiso Mojalemotho 10,323.00 6763.10 10,280.00 0.00 6,806.10Case with AGC Recoveries on-going.

Kelekganetse Motlamme 7,675.00 0.00 1535.60 0.00 6139.40

Case with AGC Recoveries on-going.

Kgotla Tshomane 1,000.00 1,750.00 0.00 0.00 2,750.00 Case with AGC (06.02.12)

Kubung Horticultural Group 2,300.00 10,750.00 0.00 0.00 13,050.00

Case with AGC. Requested AG’s to demand rental for the period after lease was signed.P5,220.00 (BAL: 7,830.00 has prescribed)

L.S. Globe20,998.00 0.00 0.00 0.00 20,998.00

Case with AGC. Default judgment granted. AG’s still to execute.

Letsweletse Mmope 120,000.00 120,000.00 0.00 0.00 240,000.00Case with AGC. Promised to pay within six months

Louis Nkomo12,725.00 0.00 0.00 0.00 12,725.00

Case with AGC. Lessee under liquidation, the in-coming lesse to pay arrears.


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Mathangwane Fanile 0.00 14,096.00 11,745.00 0.00 2351.00Case with AGC. Recoveries on-going

Moffat Molapisi5,000.00

0.00 0.00 0.00 5,000.00

Case with AGC. Demand letters sent on 26.11.10 & 22.12.11.

Mogaise Gokgana 593.00 5,821.00 0.00 0.00 6,414.00Case with AGC. Demand letter sent 02.02.12

More & More Electrical 3,500.00 0.00 0.00 0.00 3,500.00

Case with AGC. Requested for update on 21.02.12

Mositi Mutsenah 51,363.01 0.00 0.00 0.00 51,363.01Case with AGC. Defendant filed notice to plea.

Nac Executive Charter 29,700.00 0.00 0.00 0.00 29,700.00

Case with AGC. Requested for update on 21.02.12.Advised that action has prescribed & file closed.

Nectar Pty Ltd 80,000.00 0.00 21,800.00 0.00 58,200.00Case with AGC. Recoveries on-going

Nelson Kegakamang 14,549.00 13,353.65 0.00 0.00 27,902.65

Case with AGC Requested for update on 21.02.12.AG’s requested assistance in locating defendant.(18.10.11)

Nelson Tsayang 2,000.00 0.00 0.00 0.00 2,000.00Case with AGC. Requested for update from AGC.

Orange Botswana Kutlwano Police 0.00 60,674.20 0.00 0.00 60,674.20

Patrick Majola 8,000.00 0.00 0.00 0.00 8,000.00Case with AGC. Investigations of debt still on-going.

Paul Mapete 10,000.00 0.00 0.00 0.00 10,000.00 Case with AGC recoveries on-going

R.G. Frank Transport 6,000.00 0.00 0.00 0.00 6,000.00Case with AGC. Requested for update on 26.03.12

Rampajeja Agric Holdings 10,000.00 2,500.00 0.00 0.00 12,500.00

Case with AGC. Requested for update on 19.01.12

Reginah Reid5,904.00 13,776.00 0.00 0.00 19,680.00

Case with AGC.AGC has requested for physical address on 18.01.12


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Ronald Sebego C/O Hlalefo 0.00 52,392.20 30,000.00 0.00 22,392.20

Case with AGC Recoveries on-going.

Ssg Investment 40,000.00 0.00 6000.00 0.00 34,000.00

Case with AGC. File closed –no physical address. Awaiting new instructions.

Tikkie Mothowakgosi 0.00 14,825.00 0.00 0.00 14,825.00 Case with AGC from 29.11.11

Tlou Holdings 9,000.00 0.00 0.00 0.00 9,000.00Case with AGC Requested for update on 26.09.11.

Top Air Services 31,010.68 0.00 0.00 18,000.00 13,010.68Case with AGC, Recoveries on-going

Toto Suping 7,110.00 2,370.00 0.00 0.00 9,480.00Case with AGC. Requested for update on 21.02.12

Total 1,107,008.19 1,520,844.76 269,709.00 41,305.92 2,316,838.03

Memo.

Rent-Offices

Lessee



P



P

Recovered

P

Abandoned

P


P

Comments

Colorado Enterprises

12,500.00 0.00 2,750.00 0.00 9,750.00 Recoveries on-going

Crystal C. Creation

35,424.00 0.00 0.00 0.00 35,424.00

Case with AGC under Civil Aviation Authority Management

Exporters Association Of Botswana

38,745.00 0.00 0.00 0.00 38,745.00Requested for abandonment from MFDP on 15.03.11

Kamogelo Lefenyo

2,000.00 2,000.00 0.00 0.00 4,000.00 Still being investigated

Kofifi Investments

98,230.00 0.00 33,250.00 0.00 64,980.00 Recoveries on-going

Price & Quality 176,000.00 0.00 0.00 0.00 176,000.00

Response from High Court regarding Estate Claim awaited

Tawana Clothing & Curtains

750.00 0.00 500.00 0.00 250.00 Recoveries on-going


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Zambezi Safari 15,000.00 0.00 0.00 0.00 15,000.00Requested for abandonment from MFDP on 27.02.12

Zyntax Investment

18,454.00 0.00 0.00 0.00 18,454.00 Client served with summons.

Total 397,103.00 2000.00 36,500.00 0.00 362,603.00

Memo

Sale of State Land

Buyer



P



P

RecoveredP

AbandonedP

Closing Balance as at 31.03.12

P

Comments

Baatlhodi B. Gaaogakwe 3785.40 0.00 0.00 0.00 3785.40


Bonnie Magdeline Badirwang

8,943.02 0.00 0.00 0.00 8,943.02Requested for abandonment from MFDP on 13.02.12

Oitshupile Oatile 0.00 5,068.76 0.00 0.00 5,068.76


Cedric Ramabele 0.00 28,705.75 0.00 0.00 28,705.75


Dimbo Peter 114.31 0.00 0.00 0.00 114.31Requested for abandonment from MFDP on 29.02.12

Dzene Mannathoko 0.00 26,496.08 5,607.00 0.00 20,889.08


Enock Patrick 0.00 7,215.84 0.00 0.00 7,215.84Requested for abandonment on 16.03.12

Gaebotswe Mmutle 0.00 526.56 0.00 0.00 526.56


Gertrude K Maganu 14,168.94 0.00 0.00 0.00 14,168.94


Gobotsamang Keletso 0.00 11,323.00 0.00 0.00 11,323.00


Iketleng Kepaletswe 0.00 6,016.26 0.00 0.00 6,016.26


Isabel Nonong 0.00 10,686.00 0.00 0.00 10,686.00Requested for abandonment from MFDP on 17.11.11


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Ivy N Ngono 154.50 0.00 0.00 0.00 154.50Requested for abandonment from MFDP on 29.02.12

John Jolomba 0.00 4,304.00 480.00 0.00 3,824.00Requested for abandonment from MFDP on 13.02.12

Keamogetse Keorapetse 5,027.49 0.00 0.00 0.00 5,027.49


Kebaagetse Mmolawa 2,259.00 0.00 0.00 0.00 2,259.00


Kootsositse Kebarileng 0.00 3,264.50 0.00 0.00 3,264.50


Leruo Gaesi 5,640.25 0.00 4,206.00 0.00 1,434.25Requested for abandonment on 16.03.12

Lesutile Keosentse 8,794.80 0.00 0.00 0.00 8,794.80


Malebogo Lesolame 0.00 12,961.76 0.00 0.00 12,961.76


Matshediso Motlhagodi 4,451.35 0.00 0.00 0.00 4,451.35


Moses S. Gaselesego 19,224.80 0.00 5,000.00 0.00 14,224.80


Moeng Collie Bareki 7,932..27 0.00 5,075.10 0.00 2,857.17 Requested for

abandonment 16.03.12

Moletlanyi M. Toise 7,967.36 0.00 0.00 0.00 7967.36


Moremedi Otsile 0.00 3,642.80 0.00 0.00 3,642.80


Moses Bashi Lesola 4,640.50 0.00 0.00 0.00 4,640.50


Motlaleng F. Mosesane 8,611.60 0.00 0.00 0.00 8,611.60


Onkemetse Gabanakgosi 0.00 6,695.78 0.00 0.00 6,695.78


Onyana Nnoyi 7,763.01 0.00 5,400.00 0.00 2,363.01Requested for abandonment on 14.03.12


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Paul Morolong 7,329.00 0.00 0.00 0.00 7,329.00Requested for abandonment from MFDP on 13.02.12

Phane Nthoiwa 0.00 5,336.00 0.00 0.00 5,336.00Requested for abandonment on 13.02.12

Raletsholo G Sebina 3,292.36 0.00 0.00 0.00 3,292.36

Requested for Abandonment from MFDP on 13.02.12

Roger Raseiteo 4,317.72 0.00 0.00 0.00 4,317.72Requested for abandonment from MFDP on 13.02.12

Shandulo Joseph 0.00 47,378.01 0.00 0.00 47,378.01


Thebe Teso 0.00 20,298.53 0.00 0.00 20,298.53Requested for abandonment from MFDP on 13.02.12

Thomas Akambakamba 0.00 5,105.12 0.00 0.00 5,105.12


Yaone Matlhadisa 0.00 10,300.00 0.00 0.00 10,300.00


Timothy Kete Sibanda 4,520.52 0.00 0.00 0.00 4520.52


Tumelo Baaitse 4,206.00 0.00 0.00 0.00 4,206.00Requested for abandonment from MFDP on 29.02.12

Margaret Oageng 20,823.10 0.00 3200.00 0.00 17,623.10

Requested for withdrawal from MFDP on 16.03.12

Tumpana Kebonang 0.00 24,779.99 0.00 0.00 24,779.99


Elizabeth Koko 7,360.52 0.00 4,000.00 0.00 3,360.52 Recoveries on-going

Victoria Tladi 0.00 9,433.32 4,762.00 0.00 4,671.32 Recoveries on-going

Charles Masilo 0.00 29,928.34 19,300.00 0.00 10,628.34 Recoveries on-going

Tshireletso Tiro 0.00 16,608.00 1,400.00 0.00 15,208.00 Recoveries on-going

Kenyaditswe Matshabane 0.00 28,357.58 12,000.00 0.00 16,357.58 Recoveries on -going

Moses Manake 0.00 32,206.17 30,000.00 0.00 2,206.17 Recoveries on-going

Mabusa Mabusa 0.00 9,838.40 5,000.00 0.00 4,838.40 Recoveries on -going


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Paul Onamile 0.00 5,192.40 4900.00 0.00 292.40 Recoveries on-going

Mary Kubuetsile 0.00 8,532.00 7,248.00 0.00 1,284.00 Recoveries on-going

Oreeditse Motshegetsi 0.00 8,280.58 8,054.50 0.00 226.08 Recoveries on-going

Moatshe Jan Moatshe 0.00 17,650.20 9,500.00 0.00 8,150.20 Recoveries on-going

Kebolaelwang Tlhako 0.00 41,103.16 10,100.00 0.00 31,003.16 Recoveries on-going

Dintle Malemenyane 0.00 29,928.34 8,300.00 0.00 21,628.34 Recoveries on-going

Mogogi Ratshonka 0.00 18,532.74 16,300.00 0.00 2,232.74 Recoveries on-going

Moloko Madome 0.00 26,221.86 4,800.00 0.00 21,421.86 Recoveries on-going

Ogopotse Tlhogo 0.00 14,886.61 5,700.00 0.00 9,186.61 Request for withdrawal

26.03.12

Makama Legadiko 0.00 22,127.10 0.00 0.00 22,127.10 Requested for

withdrawal on 22.12.11

Simon Mmokwe 0.00 4,352.40 150.00 0.00 4,202.40 Requested for


James Ditsela 0.00 41,664.60 0.00 0.00 41,664.60 Withdrawn on 13.12.11

Sinah Mabechu 0.00 11,304.52 0.00 0.00 11,304.52 Withdrawn on 03.1.12

Cry Molatlhegi 0.00 4,808.72 300.00 0.00 4,508.72 Withdrawn on 13.10.11

Daniel Fankie Simonda 0.00 18,367.90 0.00 0.00 18,367.90 Demand Notice sent on

22.12.11

Mogolodi G.Molebalwa 2,304.55 0.00 1,000.00 0.00 1,304.55 Requested for


Jalang Diane 3,185.84 0.00 1,800.00 0.00 1,385.84 Pledged to pay by the 02.04.2012

Kutlwano Maruping 0.00 40,465.01 0.00 0.00 40,465.01 Pledged to pay by the

02.09.2012

Charles Johnson

4,529.00 0.00 1,300.00 0.00 3,229.00 Letter of demand sent on 14.02.12

TOTAL 171,347.21 679,894.69 184,882.60 0.00 666,359.30

Memo.


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PARAGRAPH 27: STATEMENT OF LOSSES OF PUBLIC MONIES AND 153. STORES (STATEMENT NO. 22)

Loss of Cash


File No. Name of Officer


P

Recovered

P


PComments

Dr Cr Cr Dr Cr

FDP 44/1/18/10-11Lands

Monametsi Moje 81,893.25 0.00 40,000.00 41,893.25 0.00 Memo

MINISTRY OF AGRICULTURE

PART I

PARAGRAPH 56: ARTIFICIAL INSEMINATION CENTRE 154. CONSTRUCTION PROJECT – RAMATLABAMA

Claim Of Refund Of P191, 741.00

This case was still with the Attorney General’s Chambers as per savingrams REF: L3/4/7295 I (73) dated 24th January 2012 and L3/4/7295 I (73) dated 2nd April 2012.

The Committee noted that there were two amounts at issue in this case namely P191,741.00 and P2,158,687.67 and could not establish which of the two was correct. Accounting Officer was requested to liase with AGC to establish which one was correct Memo


Imprest Recoveries

DEPT. Name of Debtor


Recoveries (P)

Write off (P)

Adjustments (P)

Closing Balance as at 31/03/2012 (P) Remarks

Debit Credit Debit Credit Debit Credit

DAHP Wedu Mphinyane 0.00 1, 966.02 0.00 0.00 0.00 0.00 0.00 1, 966.02

Trial date set for 10 May 2012. Memo


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Travelling Imprest For The Year Ended 31st March 2007

Dept Name of Debtor

Opening Balanceas at 01/04/11 (P)

Net Balance

(P)

Recoveries

(P)

Write Off (P)

Adjustment

(P)


(P)Remarks

Debit Credit Debit Credit Debit Credit

DHPWedu Mphinyane

4, 226.90 0.00 4, 226.90 0.00 0.00 0.00 0.00 4, 226.90 0.00

Trial date set for 10 May 2012.Memo

PARAGRAPH 61: STATEMENT OF ADVANCES ACCOUNTS – 157. (STATEMENT NO. 15)

Surcharges – Damage To Government Vehicles For The Period Ended March 2008 A/C 41121

DEPT Name of Debtor


(P)

Recoveries (P)

Write off (P)

Adjustment (P)

Refund (P)


(P)

Remarks

Dr Cr Net Balance Dr Cr Dr Cr

CROPS Moikabi 3,600.00 0.00 3,600.00 3,300.00 0.00 0.00 0.00 0.00 300.00 0.00 Memo

DESC J. Khubu 2, 118.00 0.00 2,118.00 1980.00 0.00 0.00 0.00 0.00 138.00 0.00 Memo

TOTAL 5,718.00 0.00 5,718.00 5280.00 0.00 0.00 0.00 0.00 438.00 0.00


Traveling Imprest

DEPT Opening Balance as at 01/04/2011 (P)

Recoveries (P)

Write off(P)

Refund (P)

Adjustments (P)


(P)Comments

Debit Credit Debit Credit Debit credit

VET SERV 1061.50 0.00 0.00 0.00 0.00 0.00 0.00 1061.50 0.00

Adjusted after March 2012 cut-off date. Memo


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PARAGRAPH 64: STATEMENT OF DEPOSITS AND ADVANCES 159. (STATEMENTS 14 AND 15)

Surcharges – Damage To Government Vehicles A/C 41121


Recoveries (P)

Write off (P)

Adjustment (P)

Refund (P)


(P)Comments


CROPS 14 925.45 0.00 14 925.45 8, 529.00 0.00 0.00 0.00 0.00 6, 396.45 0.00 Memo

DAR 8, 861.60 0.00 8, 861.60 3, 146.00 0.00 0.00 0.00 0.00 5,715.60 0.00 Memo

DESC 25, 108.50 499.60 24, 608.90 7, 320.00 0.00 0.00 0.00 499.60 17 788.50 0.00 Memo

DVS 14, 404.37 0.00 14, 404.37 6, 255.37 0.00 0.00 0.00 0.00 8, 149.00 0.00 Memo

TOTAL 63 299.92 499.60 62,800.32 25, 250.37 0.00 0.00 0.00 499.60 38, 049.55 0.00

Surcharges – P&P A/C 41131


Recoveries (P)

Write off (P)

Adjustment (P)

Refund (P)


(P)Comments


DVS 4, 500.00 0.00 4, 500.00 3, 750.00 0.00 0.00 0.00 0.00 750.00 0.00 Memo

Loss Of Cash

DEPT Opening Bal as at 01/04/11 (P)

Recoveries(P)

Write off (P)

Adjustment (P)

Refund (P)

Closing bal as at 31/03/2012 (P) Comments


F. Dintsi 1, 167.29 0.00 1, 167.29 0.00 0.00 0.00 0.00 0.00 1, 167.29 0.00

AGC referred the case to MoA to assist in locating the debtor. Memo


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Dept Account DescriptionOutstanding Balance as at 01/04/11 (P)

Recovered (P)

Abandonment (P)


0503 24416 Bee Keeping Demonstration 8, 974.72 4, 880.64 0.00 4, 094.08 Recoveries on-

going. Memo

0504 23306Private Telephone charges

17, 066.53 0.00 0.00 17,066.53

Abandoned after the March 2012 cut-off date. Memo

TOTAL 26, 041.25 4,880.64 0.00 21,160.61


Travelling Imprest


Retired (P)

Write off (P)

Refund (P) Adjustment (P)


(P)Comments

Debit Credit Net Balance Debit Credit Debit Credit

DCP 4, 721.15 0.00 4, 721.15 906.50 0.00 0.00 0.00 1, 728.55 2, 086.10 0.00

Still reconciling G.Morale and M Badubi Memo

DAR 2, 590.00 0.00 2, 590.00 1,036.00 0.00 0.00 0.00 0.00 1,554.00 0.00Modisane B & Matsaatho Memo

DAP 2, 936.00 0.00 2, 936.00 0.00 0.00 0.00 0.00 0.00 2936.00 0.00Inadequate evidence Memo

DABP 3, 165.00 516.15 2, 648.95 0.00 0.00 0.00 516.15 0.00 3,165.00 0.00Inadequate evidence Memo

TOTAL 13 412.15 516.15 12 896.10 1, 942.50 0.00 0.00 516.15 1,728.55 9741.10 0.00


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Surcharges For Period Ended March 2010 – Damage To Government Vehicles A/C 41121


Reco-veries

(P)

Write off (P)

Adjustment (P)

Refund (P)


(P)Comments

Dr Cr Net Balance Debit Credit Debit Credit

DCP 25 584.29 499.60 25, 084.69 13,467.84 0.00 0.00 0.00 499.60 12, 116.45 0.00 Memo

DAR 11, 115.60 0.00 11, 115.60 5,400.00 0.00 0.00 0.00 0.00 5715.60 0.00

Recoveries on-going, Matebu N. Memo

AP 15, 180.00 0.00 15, 180.00 1, 380.00 0.00 0.00 0.00 0.00 13, 800.00 0.00

Letter written to officer & he has committed to paying P400 per month starting end of May 2012. Memo

DESC 34, 625.30 0.00 34, 625.30 10, 300.00 0.00 0.00 0.00 0.00 24, 325.30 0.00 Memo

DVS 53, 809.15 0.00 53, 809.15 24, 144.37 0.00 0.00 0.00 0.00 29, 664.78 0.00Recoveries on-going Memo

TOTAL 140 314.34 499.60 139, 814.74 54, 692.21 0.00 0.00 0.00 499.60 85, 622.13 0.00

Surcharges For Period Ended March 2010 – P&P A/C 41131


Recoveries (P)

Write off (P)

Adjustment (P)

Refund (P)


(P)Comments


CROPS 298.16 0.00 298.16 0.00 0.00 0.00 0.00 0.00 298.16 0.00 Memo

AP 2, 348.00 245.00 2, 103.00 1, 710.50 0.00 0.00 0.00 245.00 637.50 0.00

Letter written to T.Kgomo Memo


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Recoveries (P)

Write off (P)

Adjustment (P)

Refund (P)


(P)Comments


TOTAL 2, 646.16 245.00 2, 401.16 1, 710.50 0.00 0.00 0.00 245.00 935.66 0.00


Dept Account DescriptionOutstanding

Balance as at 01/04/11(P)

Recovered (P)

Abandonment (P)


0510 23359 Laboratory Services 673.60 385.10 0.00 288.50 Memo

PARAGRAPH 70: STATEMENT OF LOSSES OF PUBLIC MONIES 164. AND STORES – (STATEMENT NO. 22)

Losses Of Stores

Reported During The Year Under Review

Year DepartmentLocation

Name ofOfficers Particulars

Amount of

Loss (P)

AmountRecovered

(P)

AmountWritten off (P)

AmountO/standing

(P)Remarks

04-SepHQ

Gaborone

S. Maphanyane

Loss of stores 22, 654.00 0.00 0.00 22, 654.00 Memo

PART II


Travelling Imprest

DEPT NO. Opening Balance as at 01/04/11

Retired/ Recovered

Write -off Refund Adjustment Closing balance



DCP 28 54, 544.55 3, 077.85 51,

466.70 49, 746.90 983.00 0.00 2, 220.30 1, 728.55 2, 086.10 857.55 Memo


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Surcharges For Period Ended March 2011 – Damage To Government Vehicles A/C 41121

DEPT Opening Balance as at 31/03/11

Reco-veries

Write -off Adjustment Refund Closing balance

as at 31/03/2012Com-ments


HQ 11, 426.47 0.02 11, 426.45 2, 574.00 0.00 0.02 0.00 0.00 8852.47 0.00 Memo

DCP 44, 928.80 999.60 43, 929.20 27,731.24 0.00 0.00 0.00 999.60 17, 197.56 0.00 Memo

DAR 11, 723.60 0.00 11, 723.60 5, 722.00 0.00 0.00 0.00 0.00 6, 001.60 0.00 Memo

DAP 74, 733.90 0.00 74, 733.90 14, 371.90 0.00 0.00 0.00 0.00 60, 362.00 0.00 Memo

DESC 42, 952.90 0.00 42, 952.90 16, 192.00 0.00 0.00 0.00 0.00 26, 760.90 0.00 Memo

DVS 198, 780.76 606.23 198, 174.53 86, 514.08 0.00 3.23 0.00 456.00 112, 266.68 147.00 Memo

TOTAL 384 546.43 1, 605.85 382 940.58 153 105.22 0.00 3.25 0.00 1, 455.60 231 441.21 147.00

Surcharges For Period Ended March 2011 – P&P A/C 41131

DEPT Opening Balance as at 01/04/11 Recovered Write

–off Adjustment Refund Closing balance as at 31/03/2012 Comments


DCP 3, 376.86 0.00 3, 376.86 3, 078.70 0.00 0.00 0.00 0.00 298.16 0.00 Memo

DAP 637.50 245.00 392.50 0.00 0.00 0.00 0.00 245.00 637.50 0.00 Memo

DVS 10, 347.05 0.00 10, 347.05 9, 597.05 0.00 0.00 0.00 0.00 750.00 0.00 Memo

TOTAL 14 361.41 245.00 14 116.41 12 675.75 0.00 0.00 0.00 245.00 1,685.66 0.00

Advances For Period Ended March 2011 – Industrial Class – A/C 41231




DAR 2, 550.00 0.00 2, 550.00 450.00 0.00 0.00 0.00 0.00 2, 100.00 0.00 Memo


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Advances - P & P C4 & Below – A/C 41233




DAHP 13, 671.45 0.00 13,671.45 11, 912.00 0.00 0.00 0.00 0.00 1, 759.45 0.00 Memo

DCP 86, 037.00 0.00 86, 037.00 76, 153.00 0.00 0.00 0.00 0.00 9, 884.00 0.00 Memo

DAP 76, 152.90 0.00 76, 152.90 72, 664.90 0.00 0.00 0.00 0.00 3, 488.00 0.00 Memo

DESC 65,764.00 0.00 65,764.00 59, 314.00 0.00 0.00 0.00 0.00 6,450.00 0.00 Memo

DVS 178, 788.20 8.00 178, 780.20 156, 673.60 0.00 8.00 0.00 0.00 22, 114.60 0.00 Memo

TOTAL 420 413.55 8.00 425, 805.55 376 717.50 0.00 8.00 0.00 0.00 43,696.05 0.00


Dept Account Description Outstanding Balance as at 01/04/11 Recovered Abandonment Closing Balance


0504 23306Private

Telephone charges

18, 592.18 1,337.20 17,066.53 188.45 Memo

0504 23329 Water Charges 69, 739.30 240.00 0.00 69, 499.30 Memo

0510 23306Private

Telephone charges

3, 816.44 335.49 0.00 3, 480.95 Memo

TOTAL 92 147.92 1912.69 17 066.53 73 168.70

PARAGRAPH 27: STATEMENT OF LOSSES OF PUBLIC MONIES AND 168. STORES – (STATEMENT NO. 22)

Losses Of Public Monies

DEPT. Name of Debtor Date of Loss Amount of Loss (P)

Recoveries (P)

Write off (P)

Closing Balance as at 31/03/2012 (P) Remarks

HQ M. Kgowe 28/07/2004 4, 870.40 0.00 0.00 4870.40 Memo


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Losses Of Stores


Name ofOfficer Particulars Amount of

Loss AmountRecovered

AmountW r i t t e n off

AmountO/standing as at 31/03/12

Remarks

2009/10 HQ S. Maphanyane

Loss of stores 22, 654.00 0.00 0.00 22, 654.00

Appealed to Public Service Commiss ion Memo

TOTAL 22,654.00 0.00 0.00 22,654.00

Reported During The Year Under Review


Name ofOfficer Particulars A m o u n t

of Loss AmountRecovered

AmountWritten off

AmountO/standing Remarks

20 Aug. Vet Office, Palapye

Wedu Mphinyane Loss of stores 6, 237.10 0.00 3, 118.55 3, 118.55 Still being

followed Memo

23 Sept. Vet Office, Serowe

Disang Keerate Loss of stores 258.80 0.00 0.00 258.80

Dismissed from service. Letter has been written to him notifying him to settle this amount Memo

25 Nov. Vet. Office, Ghanzi

Dithapelo Moronko P2,947.55

Hand/take over

5, 895.102,065.00

947.55

882.55Recoveries on-going Memo

Memo

Gaketshware Mokweni P2,000.00 1,400.00 600.00

TOTALS 12,391.00 3,465.00 4,066.10 4,859.90

PARAGRAPH 58: AUDIT OF ACCOUNTS OF THE NATIONAL 169. MANAGEMENT PLAN FOR ARABLE AGRICULTURE AND DAIRY DEVELOPMENT (NAMPAADD) PROJECT

Three Laptops got lost in the possession of;(b)

Keoagile Phirinyane i)

Takobana Mbulawa ii)

The loss of the Laptop loaned to Keoagile Phirinyane has since been reported.

The Laptop that was in Mr. Mbulawa’s possession got lost and it was not reported at the time of the audit. The loss report has been prepared for submission to the Ministry of Finance and Development Planning as required by the Supplies Regulations and Procedures.

Memo.


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INDEPENDENT ELECTORAL COMMISSIONPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 170. (STATEMENT 1)

Name Balance as at 31.03.2011Dr Recovered Balance as at 31.03.2012

Dr Comments

Ntsatsi Klassy 5,777.45 300.00 5,477.45 Memo


Surcharge – damage to government vehicle

Name ID No.Balance as at

01.04.2011Recoveries

Balance as at 31.03.2012

Comments

Mokgalagadi Ontiretse Oageng

779413606 P15,465.50 P3,096.00 P12,369.50Deductions on going

Memo.

Advances – Permanent and Pensionable Grade C4 and Below

Name ID No. Balance as at 31.03.2011 Recoveries Balance as at 31.03.2012 Comments

Ramogala Mosibudi 754328208 P12,600.00 P11550.00 P1,050.00 Memo

PARAGRAPH 27: STATEMENT OF LOSSES OF PUBLIC MONIES 172. AND STORES (STATEMENT NO.22)

Reported during the year under review

Systematic fraud: P22, 700.00

Name ID No. Balance as at 01.04.2011 Recoveries Balance as at 31.03.2012 Comments

Ineeleng Alex Letlakala

576715802 P22,700.00 Nil P22,700.00

Amount will be recovered from his terminal benefits.

Memo.

The Committee advised the Accounting Officer to report on Arrears of Revenue for court cases in the next report.


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DIRECTORATE OF PUBLIC SERVICE MANAGEMENTPART I

PARAGRAPH 22 – STATEMENT OF ARREARS OF REVENUE - 173. (STATEMENT NO. 19)

Defaulters Making Regular Payments

No. Name Reference (DPSM/AG’s Chambers)

Year of Resignation


Outstanding Balance as at 31/03/2012

Comments

1. Maite S. E. P42531 32, 732.08 3,000.00 29, 732.08 Memo.

2. Masithe Mama M.

P44115L3/4/3696 31/01/2001 56, 764.01 3,000.00 53,764.01 Memo.

3.

Moreri Amanda Bobeng(Mrs Toteng)

P45412 01/10/2000 8,507.50 2,750.00 5,757.50 Memo.

4. Ramodimoosi Joseph P26956 31/08/1995 785.01 0.00 785.01 Memo.

Total 98,788.60 8,750.00 90,038.60

PARAGRAPH 34 STATEMENT OF ARREARS OF REVENUE - 174. (STATEMENT NO. 19)

No Name Opening Balance as at 01.04.2011 Recovery Adjustment Write-off Closing Balance as


Debit Credit Debit Credit

1 Private Telephone Charges 785.56 0.00 0.00 0.00 0.00 785.56 0.00 Memo.

PART IIPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 175. (STATEMENT NO.1)

Travelling Imprests

No Name Opening Balance as at 01.04.2011 Recovery Adjustment Write-

offClosing Balance as at 31.03.12 Comments


1 Jacob Nkala 0.00 1,115.50 0.00 0.00 0.00 0.00 1,115.50 Memo.

2 Aron B. Motswakgakala 0.00 388.50 0.00 0.00 0.00 0.00 388.50 Memo.

3. Keone Alywn Sesinyi 10,083.70 0.00 0.00 0.00 0.00 10,083.70 0.00 Memo.


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Kelebogile Nkgakane 20,268.25 0.00 0.00 0.00 0.00 20,268.25 0.00

Took imprest at MESD. Memo

4 Boitumelo G. Matsheng 1,190.65 0.00 0.00 0.00 0.00 1,190.65 0.00 Memo.

3. Thapelo Sephuma 6, 520.50 0.00 0.00 0.00 0.00 6,520.50 0.00 Memo.

Total 38,063.10 1504.00 0.00 0.00 0.00 38,063.10 1504.00


Surcharge – Damage To Government Vehicles

No Name Opening Balance as at 01.04.2011 Recovery Adjustment Write-



1 S. M. Ngwaga 24,886.80 0.00 4,867.06 0.00 0.00 20,019.74 0.00 Memo.


No Name Opening Balance as at 01.04.2011 Recovery Abandonment Write-



1 Bond Defaulters 2,391,177.28 0.00 8,750.00 2,160,190.00 0.00 222,237.28 0.00 Memo.

2 Telephones 881.15 0.00 0.00 0.00 0.00 881.15 0.00 Memo.

Total 2,392,058.43 0.00 8,750.00 2,160,190.00 0.00 223,118.43 0.00


No Name Opening Balance as at 01.04.2011 Recovery Adjustment Wri te -



1 Universal Builders 0.00 247,445.25 0.00 0.00 0.00 0.00 247,445.25 Memo.


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BOTSWANA DEFENCE FORCEPART I

PARAGRAPH 18: STATEMENT OF ADVANCES ACCOUNTS - 179. (STATEMENT NO. 15)

Loss of Cash

Mr Dick Mothibi - P33, 208.84

Mr. Dick Mothibi misappropriated funds amounting to P36, 129.15. This was confirmed after a detailed investigation conducted by a Board of Enquiry (BOE). From the outstanding balance of P26,295.02 as at the last PAC sitting,. a total amount of P10, 584.00 was recovered leaving a balance of P15, 711.02 for which recoveries were on-going.

No Employee No Name Opening Balance as at 01.04.11 Recovered Closing Balance


329611209 Dick Mothibi 26,295.02 10,584.0015,711.02

Recoveries on-going. Memo

PARAGRAPH 19: STATEMENT OF LOSSES OF PUBLIC MONIES 180. AND STORES (STATEMENT No. 22)

Losses of Cash – Reported in previous years

a) FDP44/2/2/06-07 : Isolated Incident: Mr. Kelebileone Moepedi –P73, 093.70.

Moepedi embezzled a total amount of P73, 093.70 out of which a balance of P58 752.70 was outstanding as at the 49th PAC sitting.. Of this balance, a total amount of P8, 767.00 was recovered from him leaving a balance of P49, 985.70. Mr. Moepedi has since left service and the balance will be deducted from his terminal benefits

Employee No Name Opening Balance

as at 01.04.11 Recovered Closing Balance as at 31.03.12 Comments

329615200 Kelebileone Moepedi 58,752.70 8,767.00 49,985.70

To be deducted from terminal benefits. Memo

PARAGRAPH 20: CONSTRUCTION OF HIGH COST HOUSES AT 181. SIR SERETSE KHAMA BARRACKS, MOGODITSHANE

The Accounting Officer reported that the above project was part of the abandoned BDF development projects which had continued to be difficult for BDF to investigate. However, upon inquiry on the progress of the case from DCEC, BDF was informed that part of the projects investigations were forwarded to Attorney General.

Memo.


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Surcharge – Damage to Government Vehicle

Employee No.

NameOpening Balance

as at 01.04.11Recovered

Closing Balance as at 31.03.12

Remarks Status

014915496MabikaS.Sonfula

6,938.41 2,161.60 4,776.81Case with AG. Debtor undertook to pay in 3 months but defaulted.

Memo

805614302Kopano Tshinogang

22,848.00 5,496.00 17,352.00 Recoveries on- going Memo

862210701Mohurutshe Marumo

9,540.00 3,521.00 6,019.00 Left service Memo

976813906Bolokang Kgosiyagae

6,371.00 4,512.00 1,859.00 Recoveries on- going Memo

TOTAL 45,697.41 15,690.60 30,006.81

BDF Fines Recovery – Payroll (304 – 118)

Employee No Employee Name

Opening Balance as at 01.04.11

Recovered Closing Balance as at 31.03.12 Remarks

054913113 Godfrey C. Nchinyi 2,285.10 0.00 2,285.10 To be deducted from terminal benefits. Memo

369515602 Batsile Kesupile 4,980.00 0.00 4,980.00 Interdicted. Memo

408715007 Morwadi M. Kgwatalala 22,762.15 11,892.00 10,870.15 Recoveries on-going. Memo

452718804 Tsie Brown Kabelo 6,275.85 5412.00 863.85 Recoveries on-going. Memo

748016906 Onyaditse Modubeki 42,511.50 11,868.00 30,643.50 Recoveries on-going. Memo

TOTAL 78,814.60 29,172.00 49,642.60

PART IISTATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS – 183. (STATEMENT NO. 14)

Deposits – Private Firms Retention Money

Total Deposits under Ministry of Defence, Justice and Security as per Annual Statement of Accounts for the Financial Year ended 31 March 2011 amounted to P22, 656,459.94.


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The breakdown is as follows;

Headquarters 746,184.35

Botswana Defence Force 8,083,162.90

Botswana Police Service 13,624,979.85

Department of Prisons 138,484.92

Directorate of Corruption and Economic Crime 63,647.92

TOTAL 22,656,459.94

Retention monies continue to be received and paid out during the year. The analysis of the balance of P8, 083,162.90 for BDF is as follows;

Serial Contractor Retention Opening New Retentions Retention Adjusted to Closing

No. Date Balance as at Released Sundries Balance as

at

01.04.11 31.03.12

P P P P P

1 Abies Electrical and Maintenance (Pty) Ltd 31-Mar-11 5,800.00 0.00 0.00 5,800.00 0.00

2 African Minerals and Exploration (Pty) Ltd 24-Jan-12 0.00 568,455.97 0.00 0.00 568,455.97

3 Anchor Electrical (Pty) Ltd 14-Dec-11 0.00 307,088.75 153,544.37 0.00 153,544.38

4 A. S. A. Enterprises (Pty) Ltd 24-Feb-12 0.00 92,663.39 0.00 0.00 92,663.39

5 Asphalt Botswana (Pty) Ltd 3-Aug-11 0.00 15,659.23 0.00 0.00 15,659.23

6 Barloworld Equipment Botswana 6-Dec-11 0.00 552.00 0.00 0.00 552.00

7 Batsho Bldg Construct. 8-Jun-07 10,748.96 0.00 0.00 10,748.96 0.00

8 Big Times Civil and Electrical 6-May-09 21,641.13 0.00 0.00 21,641.13 0.00

9 Botswana Power Corporation 16-Jul-10 2,546.93 0.00 0.00 2,546.93 0.00

10 Charlton Electrical 20-Jan-11 39,817.22 0.00 0.00 39,817.22 0.00

11 China Jiangsu Int.(Botswana) 30-Jun-09 264,600.80 0.00 230,949.80 33,651.00 0.00

12 Compu-Evo Network 28-Sep-09 4,362.70 0.00 0.00 4,362.70 0.00


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13 CSC & EC (Pty) Ltd 23-May-07 1,584,721.65 0.00 1,479,944.50 104,777.15 0.00

14 Delta Air Conditioning Services (Pty) Ltd 15-Aug-11 0.00 4,313.90 2,156.95 0.00 2,156.95

15 Dibula Building Constrction (Pty) Ltd 25-Mar-11 74,858.35 112,135.73 93,497.02 0.00 93,497.06

16 Dikelese Proprietary Limited 18-Oct-10 1,882.55 0.00 0.00 0.00 1,882.55

17 Electrical Components 5-Jun-09 2,099.95 69,374.16 0.00 2,099.95 69,374.16

18 Envig (Botswana) (Pty) Ltd 31-Mar-09 24,588.95 0.00 0.00 24,588.95 0.00

19 Ezra & Ezra Construction 24-Dec-09 794,939.17 0.03 794,939.20 0.00 0.00

20 Fairdeal Shopfitters 20-Feb-09 2,035.55 0.00 0.00 2,035.55 0.00

21Frame-Tech (Pty) Ltd T/A Powerglo Control Systems

19-Mar-12 0.00 174,023.67 0.00 0.00 174,023.67

22 Kenrand Engineering 27-Oct-09 159,928.16 0.00 0.00 159,928.16 0.00

23 Landmark Projects 14-Dec-10 2,764,445.46 0.00 1,382,222.70 0.00 1,382,222.76

24 Lers Electrical Services (Pty) Ltd 18-Mar-11 10,919.00 0.00 0.00 10,919.00 0.00

25Lers Electrical Services (Pty) Ltd T/A Loapi Cleaning Services

28-Mar-12 0.00 38,553.75 0.00 0.00 38,553.75

26 Mamo Construction (Pty) Ltd 29-Jul-10 9,702.88 1,318.39 11,021.27 0.00 (0.00)

27 Mapande Investments 31-Mar-09 15,033.30 0.00 0.00 15,033.30 0.00

28 Mapeni & Sons 9-Sep-11 0.00 154,825.09 100,175.89 0.00 54,649.20

29 Mesh Holdings Construction (Pty) Ltd 13-Feb-12 0.00 86,498.58 43,249.29 0.00 43,249.29

30 Morale Investments (Pty) Ltd 28-Jan-11 17,786.07 1,323.01 19,109.08 0.00 (0.00)

31 Pache Investments (Pty) Ltd 25-Aug-11 0.00 63,912.81 63,912.81 0.00 0.00

32 Petcoll Holdings (Pty) Ltd 15-Mar-11 29,131.80 10,187.43 0.00 0.00 39,319.23

33 Pikul Group (Pty) Ltd 25-Mar-11 4,139.59 0.01 4,139.60 0.00 0.00

34 Pipework Services (Botswana) (Pty) Ltd 30-Jun-11 0.00 15,728.07 7,864.04 0.00 7,864.03

35 Power Profile (Gauteng) 12-Oct-09 131,837.70 0.00 0.00 131,837.70 0.00

36 Pulie’s Team (Pty) Ltd 25-Jul-11 0.00 103,300.22 103,300.22 0.00 0.00


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37 Quick Freeze (Pty) Ltd 7-Jan-11 6,768.73 0.02 6,768.75 0.00 0.00

38 RA & MO Building Constrction 18-Mar-11 14,701.25 20,281.12 17,491.18 0.00 17,491.19

39 RCL Engineering 19-Dec-07 49,591.92 0.00 0.00 49,591.92 0.00

40 Rural Building Construction 21-Mar-11 64,766.24 43,790.37 108,556.61 0.00 (0.00)

41 Rural Industries Innovation 31-Mar-09 65,042.71 0.00 65,042.71 0.00 0.00

42 Rural Industries Promotions (Botswana) 31-Mar-10 33,497.13 80,263.32 113,760.45 0.00 0.00

43 Shumba Projects 21-Mar-07 19,740.66 0.00 0.00 19,740.66 0.00

44Super Technical Engineering Services (Pty) Ltd

30-Mar-12 0.00 6,475.00 3,237.50 0.00 3,237.50

45 SVM Roadworks (Pty) Ltd 3-Aug-09 24,000.00 0.00 0.00 24,000.00 0.00

46 T. T. Renovators (Pty) Ltd 24-Mar-11 18,231.21 0.00 18,231.21 0.00 0.00

47 T & T Painters & Decoratots 6-May-09 51,878.60 0.00 0.00 51,878.60 0.00

48 TAMLAC (Pty) Ltd 31-Mar-02 75,000.00 0.00 0.00 75,000.00 0.00

49 Trust Construction & Engineering (Pty) Ltd 21-Mar-11 191,864.06 1,641,107.88 0.00 0.00 1,832,971.94

50 Tsiko Building Construction (Pty) Ltd 9-Feb-11 7,408.12 622.87 8,030.99 0.00 0.00

51 Vantage Point Investments 26-Nov-10 3,869.23 4,168.70 2,084.35 0.00 5,953.58

52 Zangwana Inc. (Pty) Ltd 25-Mar-11 1,479,235.17 996,965.43 545,229.00 0.00 1,930,971.60

TOTAL 8,083,162.90 4,613,588.90 5,378,459.49 789,998.88 6,528,293.43

The Committee wanted proof of new retentions, retention releases and adjustments.

Memo


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Advances – Imprest Recoveries – P17, 901.99

Out of a balance of P17, 901.99, an amount of P15, 013.46 had so far been recovered and P635.48 adjusted leaving a balance of P2, 253.05 which was being investigated.

Employee No Name Opening Balance as

at 01.04.11 Recovered Write-off

Closing Balance as at 31.03.12 Remarks

605117802 Bakwena, Fred G. 2,253.05 0.00 0.00 2,253.05 Being investigated.

Memo

Advances – P & P Grade C4 and Below P1, 914,408.62

Out of an outstanding Debit balance of P1, 934,743.29, a total of P1, 899,996.29 has been recovered while total credits of P13, 523.63 out of P18, 253.67 had been refunded, leaving a debit balance of P33 666.00 and a credit balance of P6 241.25 respectively.

Employee No

Employee Name

Opening Balance as at 01.04.11

Reco-vered

Refu-nded

Closing balanceas at 31.03.12 Remarks STATUS

DR CR DR CR

008112606 Sekonopo Ntotang

750.00 0.00 500.00 0.00 250.00 0.00 Investigating Memo

015813713 Phagane Kesetsenae

12 000.00 0.00 11 000.00 0.00 1000.00 0.00 Recoveries continue Memo

017810712 Majang, Karabo

0.00 209.00 0.00 0.00 0.00 209.00 To be refunded Memo

023212417 Batang, Tolani 0.00 334.00 0.00 0.00 0.00 334.00 To be refunded Memo

064815908 Sekwati Motswagothata


073614805 Mando, Boiphetso J.

3,000.00 0.00 2,750.00 0.00 250.00 0.00 Recoveries continue Memo

097518502 Molefe, Onkabetse T.

5,000.00 0.00 4,000.00 0.00 1,000.00 0.00 Investigating Memo

132211500 Amos, Otsile 1,662.00 0.00 334.00 0.00 1,328.00 0.00 Investigating Memo

135610713 Mokento, Tshepo J.


147713107 Groenewald, Marcelino

6,250.00 0.00 2,750.00 0.00 3,500.00 0.00 Recoveries continue Memo

148713614 Masole, Boga 8,000.00 0.00 7,337.00 0.00 663.00 0.00 Recoveries continue Memo

161314902 Gotsilemang, Ompuditse


173113605 Kesiilwe, Mmolotsi



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196915901 Tangani, Tebogo W.


208917517 Setung Oemisitse

6000.00 0.00 5500.00 0.00 500.00 0.00 Recoveries continue Memo

244715004 Mbaiwa, Zephania

1,000.00 0.00 0.00 0.00 1,000.00 0.00 Investigating Memo

250913602 Rasemphe, Mogolodi


256518609 Phenyo, Kabelo


293816708 Tshabang, Tshepo


308915413 Matlhabaphiri, Onkabetse B.

0.00 1,162.00 0.00 0.00 0.00 1,162.00 To be refunded Memo

337214302 Marape, Ipotseng


407116612 Orefile, Modiri 2,000.00 0.00 1,837.00 0.00 163.00 0.00 Recoveries continue Memo

475316502 Machangana, Moses


497613602 Mosidi, Keorapetse


498315607 Manong Tiroyaone


523619607 Mokopane Mashathine


546210203 Mathumo, Motlhalefi

0.00 1,500.00 0.00 0.00 0.00 1,500.00 To be refunded Memo

555213716 Mogae, Otshidile


566814916 Pitse, Gaopalelwe


567014707 Foreman Khabluck

6000.00 0.00 5000.00 0.00 1000.00 0.00 Recoveries contune Memo

577213903 Botwaki, Omphitlhetse


587811817 Majafe, Bakang


635016008 Louis Enerst 2000.00 0.00 1837.00 0.00 163.00 0.00 Recoveries continue Memo

689914107 Kgope Samuel 5250.00 0.00 2500.00 0.00 2750.00 0.00 Investigating Memo

711717511 Thubu, Keetile U.


713611813 Mokgosi, Joel 2,998.00 0.00 1,670.00 0.00 1,328.00 0.00 Investigating Memo

715710716 Meshack, Bokane



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803315405 Elijah, Goitseone


807518219 Mpenya, Nginisi


850213613 Emang, Tshoganetso


851416404 Gaafofe, Kebaagetse


852018007 Setilo, Mothusi 0.00 167.00 0.00 0.00 0.00 167.00 To be refunded Memo

880514305 Masike, Mmona T.


890112101 Kealotswe Batodzi

300.00 0.00 0.00 0.00 300.00 0.00 Memo

901311002 Masifi Gabariele G.


907612914 Leabitsa, Emmanuel


915018612 Date, Mbakiso B.


937225901 Mononyane, Monde


963216501 Pule, Moses M. 0.00 400.00 0.00 0.00 0.00 400.00 To be refunded Memo

978427004 Malebogo Matildah


Total 136 477.00 5406.25 103 646.00 0.00 33 666.00 6241.25

BDF Fines Recovery – Payroll (304 – 118) - P676, 594.16

Employee No Employee Name Opening Balance

as at 01.04.11 Recovered Refunded Closing balance as at 31.03.12 Remarks Status

DR CR Memo

011115112 Molapo, Molapo P. 4,649.10 0.00 3,938.00 0.00 711.10 Recoveries Continue Memo

054913113 Nchinyi, Godfrey C. 2,285.10 0.00 0.00 0.00 2,285.10

To be deducted from terminal benefits Memo

071615808 Champane, Emanual 1,392.20 0.00 175.00 0.00 1,217.20 Investigating Memo

078813614 Nakedi, Laone 17,557.89 0.00 0.00 0.00 17,557.89 Left service Memo

118114502 Ramontsho, Sereto 3,823.80 0.00 2,880.00 0.00 943.80 Recoveries continue Memo

178219713 Maseenyane, Onkemetse W. 8,284.46 0.00 5,071.00 0.00 3,213.46 Recoveries continue Memo

211210117 Katshipi, Jimmy J. 1,017.47 0.00 0.00 0.00 1,017.47 Left service Memo


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236213705 Kooreme, Kefetoge S. 4,037.30 0.00 0.00 0.00 4,037.30 Left service Memo

271519405 Tlhaloganyo, Modiri R. 4,104.92 0.00 3,773.00 0.00 331.92 Recoveries continue Memo

329611209 Mothibi, Dick 26,295.02 0.00 10,584.00 0.00 15,711.02 Recoveries continue Memo

329615200 Moepedi, Kelebileone 58,752.70 0.00 9,564.00 0.00 49,188.70

To be reoovered from benefits Memo

362719608 Mathe, Galani E. 5,370.96 0.00 4,032.00 0.00 1,338.96 Recoveries Continue Memo

369515602 Kesupile, Batsile 4,980.00 0.00 0.00 0.00 4,980.00Interdicted, balance insufficient to cover recoveries.

Memo

408715007 Kgwatalala, Morwadi M. 22,762.15 0.00 11,892.00 0.00 10,870.15 Recoveries continue Memo

410616701 Lesole, Odirile 18,349.00 0.00 4,788.00 0.00 13,561.00 Recoveries Continue Memo

414012216 Mooketsi, Baganedi 8,275.81 0.00 6,636.00 0.00 1,639.81 Recoveries Continue Memo

452718804 Kabelo, Tsie B. 6,275.85 0.00 5,412.00 0.00 863.85 Recoveries Continue Memo

464719406 Tatlhelelo, Moremedi 6,406.59 0.00 4,881.29 0.00 1,525.30 Recoveries continue Memo

515913108 Maswe, Tshireletso 3,494.50 0.00 1,272.00 0.00 2,222.50 Investigating Memo

569314017 Kedikilwe, Kemodisa 10,427.02 0.00 6,960.00 0.00 3,467.02 Recoveries continue Memo

574510311 Kgatlhang, Golebaone 207.37 0.00 0.00 0.00 207.37 Investigating Memo

671715207 Modise, Kopang 4,544.75 0.00 2,090.00 0.00 2,454.75 Recoveries continue Memo

703811703 Seikano, Molefi M. 196,544.00 0.00 29,856.00 0.00 166,688.00 Recoveries Continue Memo

711912611 Mere, Oreeditse J. 4,709.96 0.00 3,837.21 0.00 872.75 Recoveries Continue Memo

748016906 Modubeki, Onyaditse 42,511.50 0.00 11,868.00 0.00 30,643.50 Recoveries Continue Memo

770015403 Aboneng, Ofentse O. 7,907.80 0.00 4,320.00 0.00 3,587.80 Recoveries Continue Memo

805717900 Thojane, Cosmos 11,517.94 0.00 7,680.00 0.00 3,837.94 Recoveries Continue Memo

865715407 Morake, Innocent M. 15,852.40 0.00 5,604.00 0.00 10,248.40 Recoveries Continue Memo

873110610 Wambo, Moreeetsi 3,897.36 0.00 2,760.00 0.00 1,137.36 Recoveries Continue Memo

897612712 Mothibi, Kagiso I. 5,558.04 0.00 556.00 0.00 5,002.04 Investigating Memo

904516812 Petros, Letsweletse 21,610.20 0.00 0.00 0.00 21,610.20 Investigating Memo

960115212 Kenneth, Ernest 3,363.36 0.00 0.00 0.00 3,363.36 Investigating Memo

973414205 Maswe, Phillip P. 9,895.15 0.00 3,300.00 0.00 6,595.15 Recoveries continue Memo

TOTAL 546 661.67 0.00 153 729.50 0.00 392 932.17


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MINISTRY OF TRADE AND INDUSTRYPART I

PARA 118: STATEMENT OF LOSSES OF PUBLIC MONIES AND 185. STORES (STATEMENT No.22)

Loss of cash

As at 31st March 2012, the outstanding balance under Loss of cash- cash shortage was still P4, 422.00. The Attorney General has been instructed to recover the outstanding sum. A response from AGC was awaited. Memo


Travelling imprests

Name Opening bal as at 01/04/11 Retirement Closing bal as


Matale Bonang 511.15 Cr 0.00 511.15 CrImprest was said to have been retired but due to technical problems it was showing that the officer had a credit balance.

Lesetedi-Keothepile, Staffnurse Bangu 10 145.65 Cr 0.00 10 145.65 Cr

The officer applied for an imprest, the trip was not undertaken and the imprest was cancelled but the system still showed a credit balance against the officer. Matter was referred to MFDP for assistance and they were still attending to it.

Total (10 656.80) 0.00 (10 656.80)

Memo

STATEMENT OF BALANCES OF OTHER DEPOSIT ACCOUNTS – 187. (STATEMENT NO. 14)

Contractors Retention Deposits

Contractor Date


Transactions for the year

Closing balance as at 31/03/2011 Comments

Dr Cr Released New retentions Dr Cr

Silver Jubille 0.00 4,337.50 0.00 0.00 0.00 4,337.50

Certificate of practical completion was not issued. DBES was investigating the matter.Memo


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IKatlego Investments

0.00 75,006.62 0.00 0.00 0.00 75,006.62

Contract has been terminated. Another contractor was engaged to complete the works. Funds will be transferred to consolidated fund. Memo

Dithebe & Silver Building

0.00 1,553.75 0.00 0.00 0.00 1,553.75

Certificate of practical completion was not issued. However this bal was transferred to the consolidated Fund as the retention is over 2 years. Memo

Tamlac PTY LTD

0.00 6,359.20 0.00 0.00 0.00 6,359.20

The contractor failed to complete the works hence termination of the contract and engagement of another contractor to complete the works. Funds will be transferred to consolidated fund Memo

Techno Team Technical Consultants

0.00 0.00 0.00 2894.90 0.00 2894.90 Still within 2 years to claim Memo

Reason Electrical

0.00 2,384.90 0.00 0.00 0.00 2,384.90 Still within 2 years to claim Memo

TM Electrical 0.00 0.00 0.00 1050.00 0.00 1050.00 Still within 2 years to claim. Memo

T value Srevices 0.00 0.00 0.00 2,388.50 0.00 2,388.50 Still within 2 years to claim Memo

Electronic Components

0.00 0.00 0.00 4,082.75 0.00 4,082.75 Still within 2 years to claim Memo

Makwa Construction

0.00 150,537.15 138,882.05 132,316.55 0.00 143,971.65 Still within 2 years to claim Memo

China Jiangsu International (PTY) LTD

0.00 184,905.00 0.00 1,942,271.00 0.00 2,127,176.00 Project still on-going. Memo

Sabini Builders (PTY) LTD

0.00 858.74 2170.88 2,627.95 0.00 1,315.81 Still within 2 years to claim Memo

Rauwe Building Construction

0.00 1,992.00 0.00 0.00 0.00 1,992.00 Still within 2 years to claim Memo

Boom Fencing 0.0 0.00 390.90 781.80 0.00 390.90 Still within 2 years to claim. Memo

Tiddler Building construction

0.00 0.00 737.88 7006.93 0.00 6,269.05 Still within 2 years to claim. Memo

TBS Building 0.00 0.00 698.88 7,434.90 0.00 6,736.05 Still within 2 years to claim. Memo

Dintwa Building Construction

0.00 0.00 2624.35 2,983.78 0.00 359.43 Still within 2 years to claim. Memo


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Cliffsonton 0.00 0.00 1525.40 3,050.85 0.00 1525.40 Still within 2 years to claim. Memo

Thaeric Investments

0.00 0.00 0.00 3649.35 0.00 3649.35 Still within 2 years to claim. Memo

Stemak Builders

0.00 0.00 0.00 17,009.50 0.00 17,009.50 Still within 2 years to claim. Memo

B&P Building Construction

0.00 0.00 0.00 31 029.00 0.00 31 029.00 Still within 2 years to claim. Memo

Hillcrest Services

0.00 0.00 0.00 22 289.35 0.00 22 289.35 Still within 2 years to claim. Memo

TOTAL 0.00 427 934.86 147 030.34 2 182 867.11

The Committee expressed concerns about the rush to transfer retention deposits to the Consolidated Fund without communicating with the contractors. Furthermore the Committee had noted that retention deposits were being transferred to Consolidated Fund within two years as per Financial Instructions and Procedures when the law requires such transfers to be done after 5 years.

In her response the Accounting Officer stated that she has always tried to contact the contractors concerned before transferring the funds but in vain as some of them had closed down while others had absconded before they completed projects and their whereabouts were unknown.

The Committee suggested that AGC should write a circular to all Accounting Officers giving clarification regarding the period to be allowed before transferring funds under deposit accounts to the Consolidated Fund. Memo


Surcharge – Damage to Government Vehicles- P83, 463.07

Name Opening bal as at 01/04/11 Recoveries Closing Bal as at

31/03/2012 Comments

Madzambi, Credit 16,386.00 2,811.85 13,574.15 Recoveries on going. Memo

Mogotsi, Dipuo Kagiso* 5,019.19 3,348.00 1,671.19 Recoveries on going. Memo

Ramaeba, Gareosenye* 13,497.45 3,960.00 9,537.45 Recoveries on going. Memo

Saendo, Motsaodi 19,778.00 4,752.00 15,026.00 Recoveries on going. Memo

Mokgele, Ramabokane* 8,544.00 4,464.00 4,080.00 Recoveries on going . Memo

Gaboitsiwe, Phetogo 12,582.85 600.00 11,982.85 Recoveries on going. Memo

Total 75,807.49 19,935.85 55,871.64


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Advances – P&P Grade C4 and below:

Name Opening balance as at 01/04/2011 Recoveries Adjustments Closing balance as


Motlamedi Neo 10,000.00 9,174.00 0.00 826.00 Recoveries on-

going

Memo.

Loss of Cash – Cash shortages – other accounts (sub-ledger)

Name Opening balance as at 01/04/11 Recoveries Closing balance


Fatima Lebengwa 4,422.00 0.00 4,422.00 AGC has been instructed to recover the outstanding balance

Memo.

PARAGRAPH 24: STATEMENT OF ARREARS OF REVENUE – 189. (STATEMENT NO. 19)

As at 31st March 2011, arrears of revenue outstanding were P44, 178.93 and P25, 595.75 had since been recovered leaving a balance of P16,493.21 which was still being followed up.

DepartmentsOpening Bal as at 01/04/11

Recoveries Abandon-ment

Interest Charged


Comments

Department of Corporate Services

Telephone Bills•6994.13 2602.36 1745.47 0.00 2,646.30

Casualty returns have been passed to recover the amount. Memo

Department of industrial Affairs

Industrial Licenses•31,100.00 17,300.00 Nil 0.00 13,800.00

Ministry has requested for abandonment of industrial license arrears amounting to P10 700 and will continue to follow up the outstanding balance of P3100.00. Memo

TOTAL 38,094.13 19,902.36 1,745.47 0.00 16,446.30


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MINISTRY OF YOUTH, SPORT AND CULTUREPART I

PARAGRAGH 209: AUDIT INSPECTION – DEPARTMENT OF 190. SPORT AND RECREATION, MOLEPOLOLE

Debtors- N.A.A.V. Clique Trupaz P4 350.00

The Deputy Sheriff has been instructed to incarcerate the defendant Memo

PARAGRAPH 99: STATEMENT OF ARREARS OF REVENUE191. Headquarters


Name Opening balances as at 01/04/2011 Recoveries Abandonment Closing Balances as


Dr Cr Dr Cr

E. Ntsimako 151.40 0.00 0.00 0.00 151.40 0.00 The matter has been referred to medical board Memo


Surcharge-Damage to Government Vehicles

DepartmentOpening Balance as at 01/04/11


Dr Cr Dr Cr

Culture and Youth

Mbwe Realeboga

10,254.75 0.00 0.00 10,254.75 0.00Adjustment voucher raised to recover P1840.00 from leave days. Memo

Maake Godfrey 11,146.05 0.00 0.00 11,146.05 0.00

The evidence provided was unacceptable to the Committee. Further explanation was required about the overtime worked by this officer. Memo

Sport and Recreation

Lemogang Pako 6,240.00 0.00 3120.00 3120.00 0.00 Deduction on going Memo

Total 27, 640.80 0.00 3120.00 24 520.80 0.00


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Advances – Industrial class-Payroll

Dept Opening bal as at 01/04/11 Recoveries Closing bal as at 31/03/2012 Comments

Sport and RecreationLemogang Pako

1200.00 0.00 1200.00No evidence of recovery provided. Memo


Department of Sports and Recreation


Name Opening Balance as at 01/04/11 Recoveries Closing Balance as at 31/03/12 Comments

E. Rameleko 55.50 0.00 0.00 55.50 0.00

Accounting Officer wrote to DIT to recover the funds from his terminal benefits. Memo

Department of Sports and Recreation

Sundry Receipts

Name Opening Balance as at 01/04/11 Recoveries Adjustments Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr

Coca Cola 2,070.00 0.00 0.00 0.00 2 070.00 0.00 Memo

PARAGRAPH 35: STATEMENT OF LOSSES OF PUBLIC MONIES AND 194. STORES- (STATEMENT NO.22)

Loss of Public Monies

The officer was prosecuted in the Magistrates Court in Francistown and the Court ruled in favour of the Government.

Department Opening Balance as at 01/04/11

Recoveries Closing Balance as at 31/03/12 Remarks

Dr Cr Dr Cr

Melusi Khagule: DA Office Francistown

16 000.00 0.00 0.00 16,000.00 0.00

Mr Khagule should compensate Government with his terminal benefits amounting to P4, 097.18 and P619.45 from his leave days. The two cheques were being awaited from MFDP. Memo


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PART IIPARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES 195. (STATEMENT NO: 1)

Travelling Imprest

Out of a balance of P272 424.40 which was outstanding as at 31st March 2011, P243,071.40 has been recovered and reconciled leaving a closing balance of P29,353.00

Department ID no: Opening Balance as at 01/04/11 Recoveries Reconciliation Closing Balance


DR CR Dr Cr DR CR

National Musium, Monuments and Arts and Gallery

Motlhanka, Gobonamang 267428206 1295.00 0.00 0.00 0.00 0.00 1,295.00 0.00 Memo

Sports and Recreation

Mapogo, Mathaio 140816002 2,496.00 0.00 0.00 0.00 0.00 2,496.00 0.00 Memo

Bose, Godfrey Basimanebotlhe 331214302 9344.75 0.00 0.00 0.00 0.00 9,344.75 0.00 Memo

Ramoleko, Esaleona 703411814 7869.50 0.00 0.00 0.00 0.00 7,869.50 0.00 Memo

Dept of Youth

Phampa Phillip 380018709 8347.75 0.00 0.00 0.00 0.00 8,347.75 0.00 Memo

Total 29,353.00 0.00 0.00 0.00 0,00 29,353.00 0.00

PARAGRAPH 21- STATEMENT OF ADVANCES ACCOUNTS-196. (STATEMENT NO: 15)


Department ID NO: Opening Balance as at 01/04/11


DR CR DR CR

Sport And Recreation

Nyadza, Koziba Lola 081720803 576.09 0.00 0.00 576.09 0.00AGC has withdrawn claims against the officer. Memo


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Advances- Industrial Class-Payroll

Department Id Number Opening Balance as at 01/04/11 Recoveries Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr

National Library Service

Kenosi Oteng 070927308 750.00 0.00 0.00 750.00 0.00 Memo

Semausu, Lejona 125213004 666.00 0.00 0.00 666.00 0.00 Memo

Dept of Youth:Sethomo, Bosupeng

077611400 1195.00 0.00 0.00 1195.00 0.00Adjustment voucher raised to recover the debt. Memo

Total 2, 611.00 0.00 0.00 2,611.00 0.00

Advance-P&P C4 And Below

Department Id Number Opening Balance as at 01/04/11 Recoveries Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr

Headquarters

Maifale, Miss Tshegofatso Hildah

201429319 3,000.00 0.00 2,500.00 500.00 0.00 Deductions on going Memo

Loss of Cash

Loss of Cash-(Non Sub-ledger Accounts)

Department Opening Balance as at 01/04/11 Recoveries Closing Balance as at 31/03/12 Comments

Sport and Recreation Dr Cr Dr Cr

Molepolole Sports Complex 250.00 0.00 0.00 250.00 0.00 Memo

Culture and Social Welfare 4162.00 0.00 0.00 4162.00 0.00 Memo

Total 4412.00 0.00 0.00 4 412.00 0.00


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Other Advance Accounts-Returned Cheques

Department ID no: Opening Balance as at 01/04/11 Recoveries Refund/

ReconciliationClosing Balance as at 31/03/12 Comments

Headquarters Dr Cr Dr Cr

Batshani Tjiyapo 1200.00 0.00 0.00 0.00 1200.00 0.00

Cheque was deposited but dishonoured and the debtor is being followed up to settle the debt Memo

Sport and Recreation

Cassey Dee Training 3000.00 0.00 0.00 0.00 3000.00 0.00

Cheque was deposited but dishonoured and the debtor is being followed up to settle the debt Memo

Total 4 200.00 0.00 0.00 0.00 4 200.00 0.00

PARAGRAH 24: STATEMENT OF ARREARS OF REVENUE-(STATEMENT 197. NO.19)

Department Description Opening Balance as at 01/04/11 Recoveries Closing Balance as at 31/03/12

Dr Cr Dr Cr

Sports and Recreation Sundry Receipts 1,7619.00 0.00 0.00 17,619.00 0.00

Private Telephone Charges 55.50 0.00 0.00 55.50 0.00

Stadium Fees 26 083.25 0.00 0.00 26 083.25 0.00

Total 43,757.75 0.00 0.00 43,757.75 0.00


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Memo

2205: Department of Sports and Recreation

Stadium Fees

Name Opening Balance as at 01/04/11 Recoveries Adjustments Closing Balance as at 31/03/12 Comments

Dr Cr Dr Cr

Misc V Nico 75.00 0.00 0.00 0.00 75.00 0.00 Memo

Misc V Green 75.00 0.00 0.00 0.00 75.00 0.00 Memo

Misc V Green 75.00 0.00 0.00 0.00 75.00 0.00 Memo

Misc Football Club 75.00 0.00 0.00 0.00 75.00 0.00 Memo



Miscellaneous FC 75.00 0.00 0.00 0.00 75.00 0.00 Memo

North West District (BOPSSA)

9800.00 0.00 0.00 0.00 9800.00 0.00 Memo

Maun Secondary School

400.00 0.00 0.00 0.00 400.00 0.00 Memo

Nhabe Regional F/Ball ASS

600.00 0.00 0.00 0.00 600.00 0.00 Memo

S & CD Public Health Division

1200.00 0.00 0.00 0.00 1200.00 0.00 Memo

S & CD Social Workers W/shop

800.00 0.00 0.00 0.00 800.00 0.00 Memo

Ngwato Land Board 75.00 0.00 0.00 0.00 75.00 0.00 Memo

Director DBES/Lob. 1300.00 0.00 0.00 0.00 1300.00 0.00 Memo

Premier League 900.00 0.00 0.00 0.00 900.00 0.00 Memo

Total 15,600.00 0.00 0.00 0.00 15 600.00 0.00


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2205: Department of Sports and Recreation

Sundry Receipts


Recoveries Abandonments /Write-off Adjustments Closing Balance


Dr Cr Dr Cr

E.N Changate 6000.00 0.00 0.00 0.00 0.00 6000.00 0.00

Attorney General has applied for default judgement Memo

Premier League 9019.00 0.00 7918.75 0.00 0.00 1,100.25 0.00

Still investigating the difference of P1100.25 Memo

Masilo CJSS 300.00 0.00 0.00 0.00 0.00 300.00 0.00 Memo

Total 15 319.00 0.00 7 918.75 0.00 0.00 7 400.25 0.00

PARAGRAGH 27: STATEMENT OF LOSSES OF PUBLIC MONIES AND 198. STORES- (STATEMENT NO.22)

Loss of Public Monies

Department Opening Balance as at 01/04/11 Recoveries Closing Balance as at 31/03/12 Comments

Sport and RecreationMolepolole Sports Complex 250.00 0.00 250.00 Memo

INDUSTRIAL COURT PART I

PARAGRAPH 26 – STATEMENT OF BALANCES OF OTHER 199. DEPOSIT ACCOUNTS - (STATEMENT NO. 14)

Industrial Court Receipts

Item Name Opening Balances as at 01/04/11 Amount paid Closing Balance as at

31/03/12 Comment

Dr Cr Dr Cr Dr Cr

1. 376 820 007 Boitumelo Lebitla 0.00 250.00 0.00 0.00 0.00 250.00 Memo.

2. Mooki Galeboe 0.00 50.00 0.00 0.00 0.00 50.00

No proof of c o l l e c t i o n . Memo.

TOTAL 0.00 300.00 0.00 0.00 0.00 300.00


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STATEMENT OF ADVANCES ACCOUNTS (STATEMENT NO.15)Returned Cheques (Account No. 41942)

Drawer’s Name Cheque No. Amount Comments

Dr Cr

Super Ject (Pty) Ltd 000243 5 773.00 0.00Matter was referred to AGC and a response was awaited from the Attorney General’s Chambers.Memo.


Travelling imprests

Name Payroll Number Opening Balances as at 01/04/11 Amount retired Closing Balance as at

31/03/12 Comments

Dr Cr Dr Cr Dr Cr

Mogami M. Tshegofatso 008 325 402 5,946.65 0.00 0.00 0.00 5,946.65 0.00

Fully retired but receipt not found.Memo.

PARAGRAPH 114: AUDIT OF ACCOUNTS - SALARY 201. OVERPAYMENT – BANYANA MOSWANG

Name Payroll No. Opening Balances as at 01/04/11 Recovered Closing Balance as at

31/03/12 Comments


Banyana Moswang 586 422 005 10 317.00 0.00 0.00 10 317.00 0.00

Deductions from salary started in April 2012. Memo.


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Receipts and Payments


31/03/12 Comments


Dikana Keolebogile 791 927 504 0.00 811.20 0.00 0.00 811.20 Memo.

Ramasophori Phodiso Pauline

598 929 406 0.00 562.50 0.00 0.00 562.50 Memo.

Kabe Tebogo 975 125 308 0.00 790.40 0.00 0.00 790.40 Memo

Mantswe Ontiretse Veronica

341 327 502 0.00 2,433.60 0.00 0.00 2,433.60 Memo.

Total 0.00 4,597.70 0.00 0.00 4597.70

Unclaimed Court Deposit


31/03/12 Comments


Osadi Nnaswe 393 925 205 0.00 650.88 0.00 0.00 650.88 Memo.

B. Mogwera 285 520 400 0.00 653.35 0.00 0.00 653.35 Memo.

Kereng Seleto 265 914 708 0.00 159.75 0.00 0.00 159.75 Memo

Peter Powell Makwati 467 710 802 0.00 200.00 0.00 0.00 200.00 Memo.

Jack Kedisisaletse 470 225 008 0.00 1,753.30 0.00 0.00 1,753.30 Memo.

Molatlhegi Abel Thebe

709 614 300 0.00 1,500.00 0.00 0.00 1,500.00 Memo.

Tlhoniphani Vari 644 180 15 0.00 950.40 0.00 0.00 950.40 Memo.

Mojagi Gaotlhobogwe

382 272 00 0.00 413.60 0.00 0.00 413.60 Memo.

Blessing Nchemachema

BN 178197 0.00 500.00 0.00 0.00 500.00 Memo.

Continental Motors 0.00 1,745.62 0.00 0.00 1,745.62 Memo.

Just Bread IC 16/08 0.00 15,000.00 0.00 0.00 15,000.00 Memo.

Safety Security 0.00 4,241.20 0.00 0.00 4,241.20 Memo.

Sandmaster IC 1376/06 0.00 450.00 0.00 0.00 450.00 Memo.

Total 0.00 28,218.10 0.00 0.00 28,218.10


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Advances - Returned Cheques

Name Opening Balances as at 01/04/11 Recovered Closing Balance as at 31/03/12 Comments


Gentechniques 0.00 2,342.00 0.00 0.00 2,342.00

Adjusted after the March 2012 cut-off date. Memo.



31/03/12 Comments


Sinah Rankwane 631 122 402 1.47 0.00 0.00 1.47 0.00 Memo.

Baoketsi Ngwako 715 510 709 5.91 0.00 0.00 5.91 0.00 Memo.

Ronetta Dipatane 699 246 00 67.41 0.00 0.00 67.41 0.00 Memo.

B. Mothobi 109 326 0403 129.59 0.00 0.00 129.59 0.00 Memo.

Rosemary Moagi 211 720 706 1,232.96 0.00 0.00 1,232.96 0.00 Memo.

Irene Kgengwenyane 952 323 104 249.26 0.00 0.00 249.26 0.00 Memo.

Akanyang Mogotsi 178 221 807 249.97 0.00 0.00 249.97 0.00 Memo.

K. N. Makgale 209 020 607 35.89 0.00 0.00 35.89 0.00 Memo.

Tirelo Nyambe 850 151 02 25.61 0.00 0.00 25.61 0.00 Memo.

Kedibonye Segokgo 404 621 005 232.14 0.00 0.00 232.14 0.00 Memo.

Game Raposo 492 827 905 226.16 0.00 0.00 226.16 0.00 Memo

I. U. Mooki 358 712 508 18.03 0.00 0.00 18.03 0.00 Memo.

Bonkimetse Phetolo 800 124 05 3.89 0.00 0.00 3.89 0.00 Memo.

Lebogang Lesetlhe 85314702 107.04 0.00 0.00 107.04 0.00 Memo

Phazha Maswela 199227002 34.13 0.00 0.00 34.13 0.00 Memo

Total 2619.46 0.00 0.00 2619.46 0.00


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MINISTRY OF ENVIRONMENT, WILDLIFE AND TOURISM


Travelling Imprests:a)

WASTE MANAGEMENT AND POLLUTION CONTROL

Name ID Numbers


(P)

Recoveries(P)


(P)Comments

Dr Cr Dr Cr

Sethomo Balikile 147916005 758.50 nil nil 758.50 Nil

It was noted that the imprest was retired in April 2011 but there was no proof that the unused cash balance of P758.50 was paid back.

Ntshese Orapeleng 974219606 5,595.00 nil 4,757.50 837.50 Nil

Imprest retired in May 2011but no receipt for unused cash of P837.50

Kgeenyana Moneedi 562310903 nil 807.00 nil nil 807.00

Imprest retired September 2004, but it is still reflecting in the GABS System due to technical error.

Total 6,353.50 807.00 4,757.50 1,596.00 807.00

Memo

FORESTRY AND RANGE RESOURCES

Name ID Numbers


(P)

Recoveries(P)


(P)Comments

Dr Cr Dr Cr

Magobadi Kabelo 465011101 4,410.00 nil 3,860.00 550.00 Nil

It was noted that the imprest had been retired in April 2011but there was no proof that the unused cash balance of P550.00 was paid back.

Memo


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Surcharges- Damage to motor vehicles (i)

WILDLIFE AND NATIONAL PARKS

Name ID NumbersOpening Balance as at 01/04/2011

(P)

Recoveries(P)


(P)Comments

Dr Cr Dr Cr

Phutietsile Tebogo 001315409 6,287.90 nil 5,820.00 467.90 Nil Recoveries continuing at

P485.00 per month

Pusoloso Mooketsi 170110900 4,037.00 nil 2,112.00 1,925.00 Nil Recoveries continuing at

P176.00 per month

Zigwa Bikie 272416607 2,000.00 nil 1,859.00 141.00 Nil Recoveries continuing at P169.00 per month.

Rampape Tshiamo 295614705 16,432.43 nil 4,932.00 11,500.43 Nil Recoveries continuing at

P411.00 per month.

Bontshetse Enosi 359920208 17,424.00 nil 5,808.00 11,616.00 Nil Recoveries continuing at

P484.00 per month.

Waheng Owen 412615407 22,926.08 nil 2,717.00 20,209.08 Nil Recoveries continuing at P247.00 per month

Nkau Setokinyana 450711902 5,441.00 nil 3,648.00 1,793.00 Nil Recoveries continuing at

P304.00 per month.

Moekakedi M.B 489219303 11,935.00 nil 2,387.00 9,548.00 Nil Recoveries continuing at

P217.00 per month.

Mogobe Moagi 687717801 3,993.00 nil 3,696.00 297.00 Nil Recoveries continuing at

P308.00 per month.

Sondano Kerutilwe 972811603 5,483.87 nil 2,544.00 2,939.87 Nil Recoveries continuing at

P212.00 per month

Ntwaagae Gothusang 979519209 8,460.00 nil 2,642.00 5,818.00 Nil Recoveries continuing at

P235.00 per month

104,420.28 nil 38,165.00 66,255.28 Nil

Memo


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METEOROLOGICAL SERVICES

Name ID Numbers


(P)

Recoveries(P)


(P)Comments

Dr Cr Dr Cr

Kono Kelebonye Robert

037416295 3,235.85 Nil nil 3,235.85 Nil

Officer dismissed from public service on the 02 June 2010. The department sought advice from Attorney General on the remaining balance in February 2011. The latest response from AG was received in February 2012 indicating that summons had been issued.

Shaodi David Sebofeng 068416601 3,476.88 Nil 2,750.00 726.88 nil Recoveries continue at P250 per

month.

Total 6,712.73 nil 2,750.00 3,962.73 nil

Memo

FORESTRY AND RANGE RESOURCES

Name ID Numbers


(P)

Recoveries

(P)


(P)Comments

Dr Cr Dr Cr

Dingalo Badubi 047017003 13,846.00 nil 3,864.00 9,982.00 nil

Recoveries continuing at P322.00 per month.

Motshegwe Rankae 114711000 13,808.00 nil 10,356.00 3,452.00 Nil


Total 27,654.00 nil 14,220.00 13,434.00 nil

Memo


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Surcharges: P & P- Payroll (i)


Name ID Numbers


(P)

Recoveries

(P)


(P)Comments

Dr Cr Dr Cr

Mogami Kabelo 908410404 6,500.00 nil 6,000.00 500.00 nil Recoveries continuing @

P500.00 per month

Memo.

Advances- P&P Grade C4 And Below(v)


NameID

Numbers


01/04/2011Recoveries Adjustments Refunds


Comments

Dr Cr Dr Cr Dr Cr

Motswiso Lactor O

258811400 9,000.00 Nil 6,906.40 Nil Nil nil 2,093.60 Nil


Maretele Boikhutso



Mapeo Andrew



Ntau Tebogo 051619504 6,000.00 Nil 5,000.00 Nil Nil nil 1,000.00 Nil


Rakgole Katlego Komane



Disang Efitlhile



Wamasoke Bokang

272113103 5,000.00 Nil 4,587.00 Nil Nil nil 413.00 Nil



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Pule Joseph Serati

178216103 10,000.00 Nil 6,172.00 Nil nil nil 3,828.00 Nil


Jeremiah Emmanuel

223815609 15,849.00 Nil 14,531.00 Nil Nil Nil 1,318.00 Nil


Latiwa Babusi



Moswang Charity T



Phuduhudu Tselaya-khumo

361617706 8,000.00 Nil 7,337.00 Nil Nil Nil 663.00 Nil


Mogatle Thatayaone

372126302 7,000.00 Nil 5,256.00 Nil Nil; Nil 1,744.00 Nil


Makumbi Elias



Dikole Aobakwe



Moepeng Monthusi

386214101 8,616.00 Nil 6,366.00 Nil Nil Nil 2,250.00


Semaseko Songa



Gasebake Ontshabetse



Maseko Juliet 441327903 2,500.00 nil 2,299.00 nil Nil nil 201.00 Nil


Lekgoba Thatayaone




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Batsalelwang Boineelo

273221405 1,000.00 Nil 924.00 Nil Nil Nil 76.00 Nil


Gaosafelwe Gakeipone



Baeletsi Lillian L

497624108 4,000.00 nil 2,672.00 Nil Nil nil 1,328.00 Nil


Setoroise Mosetsana-gape

513028919 2,750.00 nil 1,750.00 nil nil nil 1,000.00 Nil


Rahube Keitumetse



Otsogile Ephram



Kalake Kanokang


Recoveries continue at P784 per month.

Morwamang Machael


Recoveries continuing at P667 per month.

Mhaladi Machael



Parenaa Kavihuno

573015600 7,000.00 Nil 5,840.00 Nil l Nil 1,160.00 Nil


Lekaletso Ponoyame



Keletso Thatayaone



Kemiso Polokano




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Kengadile Mothusi



Seemong Ontumetse



Ntikelang Rebollokeng


Recoveries continuing at P542 per month

Motswedi Kobamelo



Ntshotla Leikgotlho K



Mosepele Kebadiretse



Mokgosi Gerald

964917301 9,000.00 Nil 8,250.00 Nil Nil Nil 750.00


Kebiditswe Moruti M



Montsosi Gabonewe S

974915506 9,819.00 nil 8,190.00 nil nil nil 1,629.00 Nil


TOTAL 290,619.00 nil 234,588.40 nil nil nil 56,030.60

Memo

TOURISM

Name ID NumbersOpening Balance as at 01/04/2011

(P)

Recoveries(P)

Closing Balance as at 31/03/2012 (P)

Comments

Dr Cr Dr Cr

Sokane Patrick Olebile 642613201 2,250.00 nil nil 2,250.00 nil

Dismissed from service ,still being followed up

Memo


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METEOROLOGICAL SERVICES

Name ID Numbers


(P)

Recoveries

(P)


(P)Comments

Dr Cr Dr Cr

Moalosi Boikaego

051113793 4,800.00 nil 4,000.00 800.00 nilRecoveries continuing @P400.00 per month.

SimonLebogang

185723201 8,000.00 nil 4,669.00 3,331.00 nilRecoveries continuing@P667 per month.

Masautha B. Morake

241514200 5,258.00 nil 4,310.00 948.00 nilRecoveries continuing @P474 per month.

Letebele Tshoganetso Dintle

261026604 2,400.00 nil 2,000.00 400.00 nilRecoveries continuing @P200 per month

Manyiwa Beni Tshokolo

468517803 12,000.00 nil 10,000.00 2,000.00 nilRecoveries continuing @P1000 per month .

Montshojang Kadisa Oteng

826715907 16,000.00 nil 10,672.00 5,328.00 nilRecoveries continuing @P1334 per month.

Seleme Keoleboge

907818312 4,200.00 nil 3,683.99 516.01 nilRecoveries continuing @P350 per month

Setlalethoto Kagiso

973713803 9,000.00 nil 7,500.00 1,500.00 nilRecoveries continuing @P750 per month.

Total 61,658.00 nil- 46,834.99 14,823.01 Nil

Memo


Name ID Numbers Opening Balance as at 01/04/2011 (P) Recoveries


(P)Comments

Dr Cr Dr Cr

Tladi Tlhoriso Olga 943225608 2,000.00 nil 1,837.00 163.00 nil Recoveries continuing

@ P167.00 per month.

Memo


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Loss of cash – Cash Shortage – other accounts – Employees (Sub Ledger)(vi)


NameID Number


RecoviriesClosing Balance as

at 31/03/2012Comments

Lawrence Mokalake 267616109 10,944.53 0.00 0.00 10,944.53 0.00

Director of Public Prosecutions responded on the 10th February 2012 that the trial commenced as scheduled on the 04th October 2011 and the prosecution had already called four witnesses who gave viva voce evidence and the trial would continue on the 26th March 2012.

Mmapadi Tomeletso

457211408 61,827.22 0.00 0.00 61,827.22 nil

0.00

AG responded on the 23 February 2012 that they had forwarded their application for a garnishee order and they were however awaiting a date from the court on which the application should be moved.

Matengu Mbeha

484213205 13,996.11 0.00 0.00 13,996.11 0.00

AG responded on the 25th July 2011 that the defendant was located and summons served on him on the 15th July 2011. If he did not respond within 21 days they were to proceed to apply for default judgment against him so that his property would be attached and sold to recover the debt.

Moses Sekoto

878010804 17,035.33 0.00 0.00 16,735.33 0.00

Attorney General reverted on the 16th February 2012 that the defendant had paid an amount of P150.00 which left the amount of P16 735.33 still outstanding.

TOTAL 103,803.19 0.00 300.00 103,503.19 0.00

Memo


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SUSPENSE ACCOUNT(vii)

LOSS OF CASH WILDLIFE AND NATIONAL PARKS P48, 943.50

At the 49th PAC sitting, the Accounting Officer reported that an outstanding balance of P48, 943.50 was a transfer from the Ministry of Trade and Industry, which dated as far back as 1995. Efforts to trace the records related to this amount were not fruitful. Request for write-off was made in February 2011. A follow up was made on the 29th July 2011, 11 August 2011 and 12 October 2011. In October 2011 the request was referred to Office of the Accountant General by Division of Budget Administration to assist us in tracing the records. In November 2011, Office of the Accountant General responded to say that records of this nature were preserved for 7 years which has long passed. Further they informed us that they will notify us, once records for the year 2004 were located. In March 2012 we sought support from Office of the Accountant General, to assist us to process the write-off looking at the fact that there was no hope of finding the records.

Memo

TOURISM P11, 832.00

The amount of P11, 832.00 is a balance in respect of Patrick Sokane who has been dismissed from service. It is still being followed up.

Memo

PARAGRAPH 28: STATEMENT OF LOSSES OF PUBLIC MONIES AND 207. STAORES (STATEMENT NO.22)

TABLE B: LOSS OF STORES

Reported during the Year Under Review

DEPARTMENTDate Of

OccurrenceParticulars

Amount Of Loss

(P)

Amount Recovered

(P)

Amount Written

Off (P)

Outstanding Amount as at

31/03/12 (P)

Status of the Case

Waste Management and Pollution Control Gaborone

18/10/04

Loss of Digital Camera by Kabelo Mogami

10,000.00 9,500.00 nil 500.00

Recoveries continuing at P500 per month.Memo

Forestry and Range Resources Kasane

05/08/10Loss of stores by Evans Namathe

370.00 185.00 nil 185.00

Recoveries continuing at P185.00 per month. Memo

Wildlife and National Parks Molepolole

01/03/10

Loss of various Tools by Oganeditse Wonder Ranja

2,877.00 nil 1,438.50 1,438.50 Memo


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Forestry and Range Resources Kang

01/04/08

Loss of Tent Bow and Chain Block by Phinius Lucas

3,000.00 200.00 2,000.00 800.00

Recoveries continuing at P200.00 per month. Memo

Total 16,247.00 9,885.00 3,438.50 2,923.50

MINISTRYOF FINANCE AND DEVELOPMENT PLANNING

PART IPARAGRAPH 39: PUBLIC OFFICERS PENSIONERS ADVANCES208.

These are funeral advances made to beneficiaries of the deceased Pensioners

No Name of Officer

Balance as at 1st April 2011 Write

- Off Recovered Adjusted Closing Balance as

at 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

1 Batshabile B 3,200.00 - - 2,200.00 - - 1,000.00 -

Recoveries are on-going through payroll at P200 per month. April 2011 deduction was reported in our previous submission.

3 Tatedi D 15,200.00 - - 1,200.00 - - 14,000.00 -

This is Funeral Advance deducted from Tatedi’s wife. She passed away while deductions were on going at P200.00 per month. The balance of P14000.00 has been written off and adjusted.

4 Moroke K 9,996.00 - - 2,293.50 - - 7,702.50 -

Recoveries on-going through payroll at P208.50 per month. April 2011 deduction was reported in our previous submission.

TOTAL 28,396.00 - - 5,693.50 - - 22,702.50 -

Memo


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PARAGRAPH 41: SPECIAL FUNDS ( STATEMENT 10) 209.

Citizen Enterpreneur Mortgage Assistance and Equity Fund (CEMAEF)

The Accounting Officer reported that the Accounts for the Trust Fund from Financial year 2007 to 2008 were still being audited. He had engaged External Auditors to conduct the audit and the Auditors had promised to submit the audited accounts before end of first quarter of 2012/13 to the Trust Fund. He promised to submit the audited Financial Accounts as soon as they were ready. As one of his several attempts to get the books audited, the Accounting Officer requested assistance from Auditor General to audit CEMAEF because External Auditors were delaying to start auditing.By the time Auditor General’s Office was ready to assist us to audit the Trust Fund, External Auditors had already started to audit CEMAEF. He stated that he would closely monitor this exercise to ensure that the books were audited and he had also sought the assistance of Auditor General to assist monitoring this process. To achieve the Ministry’s responsibilty of accounting for public funds he engaged an external accounting firm to prepare the accounts of the Trust Fund. The Accounting firm was working on CEMAEF Financial Statements for Financial year 2009 to date and he expected the Financial Statements to be ready by end of June 2012. Activities to incorporate the operations of the Trust Fund into Citizen Entrepreneural Development Agency (CEDA) were on-going and nearing completion. He further indicated that the Financial Statements of the Trust Fund were one of the activities that would assist in the smooth transfer of the Fund and he was working around the clock to get this done timeously.

Memo

Guardian Fund-P18,213.85

This is the Fund used to deposit monies for beneficiaries who, at the time of the winding up of the deceased estates, were minors .The evidences showing the movement of the balance were for the period prior to the reporting period (2010/11) and should have been included in our previous submissions. The errors stated in the last submission had since been rectified hence copies of receipts for the prior period attached.

This is a special fund which deals with minor beneficiaries for the deceased.

No Name Of Beneficiary

ID NO.

Balance as at 1st April 2011 Receipts Write-Off Adjusted

Closing Balance as at 31 March 2012

Comments

Dr Cr Dr Cr Dr Cr

6 Francistown 07/08 5,873.92 - - - - - 5,873.92 - Memo


PAR

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PAR

AG

RA

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PAR

T II

I

6D

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e of

th

e m

oney

cou

ld n

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e pa

id to

the

firm

s bec

ause

th

ey w

ere

clos

ed.T

he

issu

e ha

s bee

n re

ferr

ed to

M

aste

r of t

he H

igh

Cou

rt su

gges

ting

met

hods

of

payi

ng t

he b

enefi

ciar

ies.

The

paym

ent o

f P17

,320

.00

was

mad

e up

of p

aym

ents

in

resp

ect o

f P. R

amot

lats

i of

P2,

875.

00 in

clud

ed

in T

25 o

f P9,

200.

00 a

nd

D.B

. Mm

opie

man

g of

P1

4,44

5.00

incl

uded

in T

25

of P

39,0

00.0

0.

TO

TAL

1,82

2,05

5.79

92,1

33,3

10.4

239

,802

.41

27,6

70,9

98.5

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3-

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2,25

3.38

64,4

28,2

29.1

2M

EM

O


PAR

T II

I

Surcharge - Permanent and Pensionable

Department / Name

Balance as at 1st April 2011 Retired Recovered

Adjusted Closing Balance as at 31 March 2012 Comments

Dr Cr Dr Cr Dr CrHead Quarters

S Letsatsi 61,124.18 - - 1,619.60 - 4,448.40 55,056.18 -

Pensioner- Recoveries ongoing through Alexander Forbes at P404.40 per month - There was a shortfall of P2.00 in our previous submission. We closed with P 61124.18 instead of P61,122.18, made up of (P 60,717.78 + 404.40)

Advances (P & P) Centralised

Department / Name

Balance as at 1st April 2011 Recovered Write-Off


Dr Cr Dr Cr Dr Cr

Advances 796,484.69 58,026.88 - 470,178.73 50,202.70 - 326,305.96 7,824.18

These were reported to be emergency advances issued to Government employees across the Ministries and Departments. It was evident from reconciliations that some officers were working on contract, deceased, retired etc. Write-off of P470,178.73 had been approved by cabinet. The recoveries of these advances were slow moving because follow ups were to be made through ministries MEMO


PAR

T II

I

Loss of Stores - Payroll

ID No NameBalance as at 1st April 2011 Write

Off Recovered Adjusted

Closing Balance as at 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr034-413-1190211 Kaisara M 57.86 - - - - - 57.86 - MEMO

Cash Shortage - Revenue Offices

These are Losses of cash cases which have been finalised in magistrates courts but referred by my ministry to Attonery General to follow up the debt with the convicts. To speed up finalisationof these cases my ministry is working together with Attonery General and has since allocated individual officers to handle respective cases.

No Station DescriptionBalance as at 1st April 2011

Write Off Recovered Adjusted


Comments

Dr Cr Dr Cr Dr Cr

1 Mahalapye Robbery 376,314.70 - - - - - 376,314.70 -

The three convicts are serving prison sentences and were ordered to compensate the Government. Case referred to Attorney General for follow up of the debt. MEMO

2 Tsabong Robbery 185,742.72 - - - 185,742.72 -

Innitially the total cash loss amount was P 244,494.25. One convict is still serving prison sentence while the other two have finished serving and were all ordered to compensate Government. The matter has been referred to Attorney General to follow up the outstanding debts with the convicts. MEMO

TOTAL 562,057.42 - - - - - 562,057.42


PAR

T II

I

Suspense Account

No Description

Balance as at 1st April 2011 Recovered

Write-Off


Dr Cr Dr Cr Dr Cr

2Unallocated Stores*

175,790,702.00 - - - - - 175,790,702.00 -

The total amount of unallocated stock in hand at standard cost during year end. In the previous submission (report) the amount of P42,698,797.71 was errorneously deducted from Unallocated Stores account balance instead of Variances Account where it was adjusted. The error is rectified by the reconciliation note below*. MEMO

Notes:

1.Reconciliation Statement for Unallocated Stores

Opening balance as at last PAC 133,091,904.29

Add back variance adjustment wrongly deducted 42,698,797.71

Revised outstanding balance as at 31 March 2011 175,790,702.00


PAR

T II

I

PAR

AG

RA

PH 4

3: S

TAT

EM

EN

T O

F A

RR

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OF

RE

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NU

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)

211.

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elep

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2012

.The

am

ount

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o

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ilbad

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23 A

pril

2012

. M

emo

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haira

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The

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ploy

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as a

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6 A

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2012

an

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ance

of

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ay 2

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.

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o

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emo

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PAR

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108

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to in

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pril

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m

emo

111

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--

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mem

o

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asek

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pril

2012

to in

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113

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pril

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mem

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114

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81.6

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116

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ecov

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in A

pril

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emo

117

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asua

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2012

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118

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to in

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mem

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119

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tale

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- -

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asua

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in A

pril

2012

to in

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mem

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PAR

T II

I

120

Mag

ala

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uti

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emo

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339.

43

- -

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9.43

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ualty

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urn

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2012

to in

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o

122

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hatiS

etum

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in A

pril

2012

m

emo

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l2,

065.

28

-11

5.79

-

--

1,94

9.49

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TO-

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873.

92

6,39

9.35

-

-25

,811

.85

-


PAR

T II

I

PAR

AG

RA

PH 4

6 - S

TAT

EM

EN

T O

F B

AL

AN

CE

S O

F O

TH

ER

DE

POSI

T A

CC

OU

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S (S

TAT

EM

EN

T N

O.

212.

14)

Dep

osit

Acc

ount

s

No

Des

crip

tion

Bal

ance

as a

t 1st A

pril

2011

W

rite

-O

ffs

Paym

ents

Adj

ustm

ents

Clo

sing

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ance

as a

t 31

Mar

ch 2

012

C

OM

ME

NT

S

DR

C

R

DR

C

R

DR

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R

1

Ale

xand

er

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abili

ty

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osit.

10.0

0 78

,045

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766.

43

66,0

91.8

1 10

.00

-10

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Pens

ion

Con

tribu

tions

for o

ffice

rs

who

se A

lexa

nder

For

bes a

ccou

nts

wer

e no

t act

ive

or w

ere

clos

ed fo

r va

rious

reas

ons.

The A

ccou

nt is

us

ed to

dep

osit

mon

ey p

endi

ng

clai

ms f

rom

affe

cted

indi

vidu

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o

5

Deb

t Pa

rtici

patio

n C

apita

l Fu

ndin

g Li

mite

d

-92

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.53

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enm

ent s

old

som

e of

the

Publ

ic D

ebt S

ervi

ce F

und

loan

s to

Deb

t Par

ticip

atio

n C

apita

l Fu

nd (D

PCF)

. It w

as a

gree

d th

at

early

settl

emen

t of t

hese

loan

s m

ust b

e m

ade

to G

over

nmen

t w

ho w

ill c

ontin

ue se

rvic

ing

the

loan

as p

er th

e ag

reem

ent t

erm

s w

ith D

PCF.

Wat

er U

tiliti

es

Cor

pora

tion

(WU

C) m

ade

early

se

ttlem

ent a

nd G

over

nmen

t too

k ov

er th

e se

rvic

ing

of th

e lo

an. T

he

Fund

s rec

eive

d fr

om W

UC

wer

e de

posi

ted

in th

is a

ccou

nt a

nd is

us

ed fo

r loa

n re

paym

ent.

Mem

o


PAR

T II

I

7G

arni

shee

O

rder

R

ecov

erie

s31

,650

.00

116,

406.

06

- 33

,800

.00

- -

31,6

50.0

0 82

,606

.06

Mon

ey re

cove

red

from

offi

cers

ga

rnis

hed

by b

enefi

ciar

ies t

hrou

gh

diffe

rent

Law

firm

s. D

educ

tions

w

ere

mad

e th

roug

h th

e pa

yrol

l an

d pa

id to

resp

ectiv

e La

w fi

rms

who

will

then

pay

the

clai

man

ts.

Som

e of

the

mon

ey c

ould

not

be

sent

(pai

d to

the

firm

s) b

ecau

se

som

e fir

ms w

ere

clos

ed d

own.

A

lette

r has

bee

n se

nt to

the

Mas

ter

of H

igh

Cou

rt su

gges

ting

met

hods

of

pay

ing

the

bene

ficia

ries.

Ref

unds

wer

e m

ade

by P

aym

ent

Vouc

her o

f P9,

200.

00 a

nd

P24,

600.

00 w

hich

is in

clud

ed in

th

e P3

9,00

0.00

Pay

men

t Vou

cher

.

Mem

o

8Pu

blic

of

ficer

s M

edic

al A

id

-11

5,62

7.84

-

23,6

37.0

0 89

,265

.84

- -

2,72

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The

depo

sit a

ccou

nt u

sed

for

Offi

cers

Med

ical

Aid

con

tribu

tions

w

hich

are

retu

rned

from

the

Med

ical

Aid

pro

vide

s bec

ause

m

embe

rs a

ccou

nts w

ere

not a

ctiv

e.

The

cum

mul

ativ

e am

ount

has

be

en re

fund

ed to

cla

iman

ts e

xcep

t fo

r the

bal

ance

of P

2,72

5.00

that

ha

s bee

n re

fund

ed in

Apr

il 20

12

sala

ries.

Mem

o

12

Save

As

You

Earn

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ndus

trial

C

lass

499,

028.

30

- -

- -

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9,02

8.30

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Awai

ting

writ

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rova

l M

emo

TO

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S53

0,68

8.30

92,3

57,2

18.6

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12,8

82.0

015

5,35

7.65

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0,67

8.30

64,4

88,9

78.9

7


PAR

T II

I

PAR

AG

RA

PH 4

7 - S

TAT

EM

EN

T O

F A

DVA

NC

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AC

CO

UN

TS

(Sta

tem

ent 1

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213.

Su

rcha

rge

- Dam

age

To G

over

nmen

t Veh

icle

No

Id

Num

ber

Nam

e

Bal

ance

as a

t 1st

Apr

il 20

11

Wri

te

Off

R

eco-

vere

d

Adj

uste

d C

losi

ng B

al-

ance

as a

t 31

Mar

ch 2

012

Com

men

ts

Dr

Cr

Dr

Cr

Dr

Cr

166

7317

406

Kae

lo, T

ekan

yo

T11

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.00

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5,33

5.00

-

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272.

00

- Pr

evio

us re

port

incl

uded

ded

uctio

ns

for A

pril

2011

. Rec

over

ies o

n-go

ing

thro

ugh

payr

oll a

t P48

5.00

per

mon

th.

Mem

o

212

6017

107

Thet

a, S

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Ta

mita

min

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3,67

3.71

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100.

00

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1,57

3.71

-

Rec

over

ies o

n-go

ing

thro

ugh

payr

oll a

t P1

75.0

0 pe

r mon

th.

mem

o

324

5814

204

Tsos

o, M

othe

o11

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.39

- -

3,06

9.00

-

8,34

6.19

53

4.20

-

The

initi

al su

rcha

rge

was

P16

,692

.39

whi

ch w

as re

duce

d by

50%

as r

esul

t of

appe

al a

nd w

as a

djus

ted.

Rec

over

ies

on-g

oing

thro

ugh

payr

oll a

t P27

9.00

per

m

onth

. The

re w

as n

o de

duct

ion

for J

une

2011

.

mem

o

435

7512

907

Cho

mbo

, Joh

n4,

140.

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-

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434.

00

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Prev

ious

repo

rt in

clud

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educ

tion

mad

e in

Apr

il 20

11. R

ecov

erie

s on-

goin

g th

roug

h pa

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l at P

246.

00 p

er

mon

th.

Mem

o

503

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518

Ilang

a D

es-

mon

d 4,

000.

00

- -

-

3,35

9.40

64

0.60

-

Was

eng

aged

as a

tem

pora

ry e

mpl

oyee

an

d w

as su

rcha

rged

P4,

000.

00. H

is

bene

fits o

nly

cove

red

P3,3

59.4

0 of

the

surc

hage

. Mr I

lang

a co

nfes

sed

that

he

did

not h

ave

any

sour

ce o

f inc

ome,

he

nce

requ

este

d fo

r writ

e-of

f.

mem

o

TOTA

L35

,370

.10

--

13,2

10.0

0-

11,7

05.5

910

,454

.51

-


PAR

T II

I

Adv

ance

s P &

P C

entr

alis

ed -

Acc

ount

412

11-

Dep

artm

ent

Bal

ance

as a

t 1st

Apr

il 20

11

W

rite

Off

R

ecov

ered

A

djus

ted

Clo

sing

Bal

ance

as a

t 31

Mar

ch 2

012

CO

MM

EN

TS

Dr

Cr

Dr

Cr

Dr

Cr

Adv

ance

s1,

853,

334.

80

123,

891.

69

470,

178.

73

771,

791.

19 1

08,9

93.4

4 16

,600

.00

594,

764.

88

14,8

98.2

5

Thes

e ar

e em

erge

ncy

adva

nces

issu

ed

to G

over

nmen

t em

ploy

ees a

cros

s th

e M

inis

tries

and

D

epar

tmen

ts. I

t is

evi

dent

from

re

conc

iliat

ions

that

so

me

offic

ers w

ere

wor

king

on

cont

ract

, de

ceas

ed, r

etire

d et

c. W

rite-

off o

f P4

70,1

78.7

3 ha

s bee

n ap

prov

ed b

y C

abin

et.

The

outs

tand

ing

bala

nce

is sl

ow

mov

ing

beca

use

thos

e ba

lanc

es a

re fo

llow

ed

thro

ugh

Min

istri

es a

nd

Dep

artm

ents

.

mem

o


PAR

T II

I

Cas

h L

osse

s / S

hort

ages

- R

even

ue O

ffice

s

No

Stat

ion

Des

crip

tion

Bal

ance

as a

t 1st

Apr

il 20

11

R

ecov

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W

rite

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ff

Adj

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s at

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Gen

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to

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- -

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ount

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ne c

onvi

ct

still

serv

ing

pris

on se

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whi

le th

e ot

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have

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Apr

il 20

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Gen

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outs

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atio

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o

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--

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01,

591,

177.

28


PAR

T II

I

Oth

er A

dvan

ces A

ccou

nts

No

Acc

ount

Des

crip

tion

Bal

ance

as a

t 1st A

pril

2011

Rec

over

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rite

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ff

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ce a

s at 3

1 M

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omm

ents

Dr

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Cr

Dr

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242

131

Loss

es o

f st

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7.55

--

--

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7.55

Proc

essi

ng w

rite

off

Mem

o

334

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-1U

nallo

cate

d St

ores

65,2

24,3

93.6

1-

--

--

65,2

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93.6

1-

The

tota

l am

ount

of s

tore

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ms

war

ehou

sed

at st

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rd c

ost o

n be

half

of

and

reco

vera

ble

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inis

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the

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al E

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ies

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re (r

ecur

rent

bud

get).

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ance

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pend

s on

the

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me

of st

ock

held

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ring

the

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d pr

ior t

o be

ing

allo

cate

d or

re

ques

ted

by u

ser D

epar

tmen

ts.

mem

o

543

198

Stoc

k Tr

ansf

ers

81,5

09,2

74.7

0-

--

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,664

.93

17,8

98,6

09.7

7-

Stoc

k in

tran

sit a

ccou

nt u

sed

for t

rans

ferin

g st

ock

to S

uppl

ies d

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er

Min

istri

es. I

t ide

ntifi

es st

ock

allo

cate

d to

th

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artie

s thr

ough

com

bine

d re

quis

ition

an

d is

sue

vouc

hers

. The

re w

as a

n er

ror

mad

e by

not

link

ing

Min

istry

Exp

endi

ture

w

ith th

is a

ccou

nt b

ut h

as si

nce

been

co

rrec

ted.

mem

o

746

141

Bot

swan

a Pu

blic

O

ffice

rs

Pens

ion

Fund

A

dvan

ce

34,1

52.0

05,

493.

506,

364.

5022

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.00

-D

educ

tions

on

goin

g th

roug

h th

e pa

yrol

lm

emo

TOTA

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6,76

7,82

0.31

287.

555,

493.

506,

364.

5063

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83,1

45,2

97.3

828

7.55


PAR

T II

I

PARAGRAPH 48 - STATEMENT OF ARREARS OF REVENUE ( 214. Statement No. 19)

When submitting Arrears of Revenue, Headquarters, for the financial year 2008/09 official calls were not separated from private calls. The official calls have since been identified and abandoned.

No NameBalance as at 1st April 2011

Recovered Abandoned


Comments

Headquarters - P36,984.81 10 (a)

3 Barwesi Gagobepe 559.50 241.15 - 318.35

Abandonment Approval referenced FDP1/6/17/9 4(26) dated 25th April 2012

memo

6 Boineelo Peter 300.56 38.15 - 262.41

Paid in cash and Abandonment Approval referenced FDP1/6/17/9 4(26) dated 25th April 2012

memo

8 Christinah Modisaakgomo 978.74 316.18 - 662.56


memo

10 Gaekgale Kaisara 2,166.87 280.65 - 1,886.22


memo

12 Goitshwenya Bareetseng Mmusi 469.46 405.10 - 64.36

To recover the balance in May 2012

memo

14 Gosego Dintwa 585.99 508.65 - 77.34


memo


PAR

T II

I

15 Jerry Makgwa 1,468.22 601.38 - 866.84


memo

16 Joyce Masie 1,770.67 799.05 - 971.62


memo

18 Kebabonye Molefi 1,127.79 412.15 - 715.64


memo

19 Leungo Mhaladi 3,968.59 919.96 - 3,048.63


memo

21 M.Mabjeng 277.98 125.90 - 152.08


memo

22 Margaret Sebina 1,564.04 1,520.31 - 43.73


memo

23 Moroba Kgalagadi 519.01 148.87 - 370.14 To recover in May and June 2012 at P185.07

memo

24 Mmaseboko Meswele 1,427.83 888.31 - 539.52 recoveries on-

going memo


PAR

T II

I

25 Mogorosi Letshelea 1,017.72 498.45 - 519.27


memo

28 Masego Segokgo 870.58 364.90 - 505.68


memo

29 Patrick Keseabetswe 975.51 755.00 - 220.51 memo

31 Ray Purcell 111.85 9.00 - 102.85


memo

33 Sissy Tlale 2,628.91 490.00 2,138.91


memo

34 Tebogo Pule 366.73 341.20 25.53


memo

Sub-Total 23,156.55 9,664.36 - 13,492.19

Central Statistics Office - P3,278.28

52 Beauty Nthobatsang 1.83 - - 1.83 Paid in April

2012 memo

54 BoingotloMbae 107.16 - - 107.16 To effect recovery in May 2012

memo

57 ChishivoGunda 67.16 - - 67.16 To effect recovery in May 2012

memo


PAR

T II

I

58 Connie Seikano 206.65 - - 206.65 To effect recovery in May 2012

memo

61 Elliot Ramooki 171.45 - - 171.45 To effect recovery in May 2012

memo

62 Gift Mpugwa 38.58 7.44 - 31.14 To effect recovery in May 2012

memo

63 Jennifer Ditlhong 19.41 - - 19.41 Paid in April 2012 memo

64 KeboifileIponeng 5.50 - - 5.50 Paid in April 2012 memo

66 Keikantse Edmond 3.50 - 3.50 Paid in April 2012 memo

68 Keoreme Masimo 163.18 - - 163.18 To recover in May 2012 memo

70 Kgosiesele Raditemana 197.28 - - 197.28 To recover in

May 2012 memo

71 Lenah Vissagie 639.28 - 639.28 To recover in May 2012 memo

72 Lesego Mantunyana 267.17 - - 267.17 To recover in

May 2012 memo

73 Lucky Ntaleng 25.90 - - 25.90 To recover in May 2012 memo

75 Mokwaledi Segatle 5.00 - - 5.00 Paid in April 2012 memo

76 Pearl Modukanele 75.40 - - 75.40 Paid in April 2012 memo

77 Phaladi Labobedi 7.52 - - 7.52 memo

81 Sakarea Selinah 2.56 - - 2.56 Paid in April 2012 memo

82 Shadie Baruti 31.97 - - 31.97 Paid in April 2012 memo

2,036.50 7.44 - 2,029.06

TOTAL 25,193.05 9,671.80 15,521.25


PAR

T II

I

PAR

AG

RA

PH 4

9- S

TAT

EM

EN

T O

F L

OSS

ES

OF

PUB

LIC

MO

NIE

S A

ND

STO

RE

S (S

TAT

EM

EN

T N

O. 2

2)21

5.

NO

Ref

eren

ce n

oSt

atio

n D

ate

Part

icul

ars

Am

ount

Of

Los

s A

mou

nt

Rec

over

ed

Am

ount

O

f W

rite

O

ff

Bal

ance

As A

t 31

Mar

ch 2

012

Stat

e O

f The

File

1FD

P44/

1/3/

02-

03M

ahal

apye

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even

ue15

/04/

2002

Is

olat

ed

Inci

dent

37

6,61

7.50

--

376,

617.

50 R

efer

red

to

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rney

Gen

eral

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r com

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atio

nm

emo

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1/3/

05-

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are&

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aun

Rev

enue

31/0

3/05

Is

olat

ed

Inci

dent

50

0,00

0.00

36

5,43

1.94

-13

4,56

8.06

Ref

erre

d to

A

ttorn

ey G

ener

al

for c

ompe

nsat

ion

mem

o

3FD

P44/

1/3/

05-

06G

umar

e R

even

ue15

/07/

05

Isol

ated

In

cide

nt

221,

634.

30

47,7

00.0

0 -

173,

934.

30 C

onvi

ct se

rvin

g pr

ison

sent

ence

mem

o

5FD

P44/

1/3/

09-

10M

aun

Rev

enue

15/0

4/20

05

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emat

ic

Frau

d 38

8,94

8.00

-

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8.00

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l dat

e se

t for

23

- 25/

7/20

12m

emo

TO

TAL

1,48

7,19

9.80

413,

131.

94-

1,07

4,06

7.86


PAR

T II

I

PART II

PARAGRAPH 12: STATEMENT OF ASSETS AND LIABILITIES216.

Travelling imprests

ID Number NameBalance as at 1st April 2011 Refund Retired

Adjusted Closing Balance as at 31 March 2012 COMMENTS

Dr Cr Dr Cr Dr Cr

Accountant General

763010000 TLHOBOLO, OAGILE 7,703.00 - - - - 7,703.00 -

To be recovered from payroll in May 2012. Memo


The Auditor General has stated that an amount of P 130,592,158 in the Advance Accounts figure relates to Unallocated Stores. As stated in paragraph 41 of my submission to the Memorundam of Progress the accounts were not properly maintained. The cummulative figures were cost accounting amounts which could have been dealt with at the time of occurrence. The Department is working on the accounts and will closely minitor them to avoid future recurrance.

Status of outstanding Advances Accounts for the Ministry are outlined below:

Surcharge - Damage to Government Vehicle - Account 41121 - P 107,576.28-

NoId

NumberName


OffRecovered

AdjustedClosing

Balance as at 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

HEADQUARTERS

3 667317406KAELO, TEKANYO TEEKAY

12,092.00 - - 5,820.00 - - 6,272.00 -

Recoveries on-going through payroll at P 485.00 per month. Memo

ACCOUNTANT GENERAL

4 74129606DOLLY NKOBO-RWANE

15,606.00 - - 3,468.00 - - 12,138.00 -


5 126017107THETA, SUPER

3,673.71 - - 2,100.00 - - 1,573.71 -



PAR

T II

I 6 245814204TSOSO, MOTHEO

3,603.20 - - 3,069.00 - - 534.20 -

Recoveries on-going through payroll at P 279.00 per month, excluding June 2011. Memo

7 618825704GOIKA-NTSWENG, SINAH

13,241.55 - - 3,102.00 - - 10,139.55 -

Recoveries on-going through payroll at P282.00 per month, ExcludingJjune 2011. Memo

SUPPLIES

8 357512907CHOMBO, JOHN

4,386.00 - - 2,952.00 - - 1,434.00 -

Recoveries on going through payroll at P 246.00 per month. Memo

CENTRAL STATISTICS OFFICE

9 030810518ILANGA DESMOND MAJE

640.60 - - - - - 640.60 -

Was engaged temporarily, surcharged P4,000.00. His benefits only covered P3,359.40, confessed that he did not have any source of income. Requested for write-off. Memo

11 734116006KOPANE, POLOKO RAKOMA

9,060.33 - - 3,696.00 - - 5,364.33 -

Recoveries on-going through payroll at P336.00 per month. Memo

CUSTOMS AND EXCISE

14 470214905MOLAODI, MATHEO

23,038.70 - - 4,750.00 - - 18,288.70 -Recoveries on-going at P250.00 per month. Memo

TOTAL 85,342.09 - 28,957.00 - - 56,385.09


PAR

T II

I

Surcharge - P&P - Account 41131 - P158,837.62.

No Id Number

Name Balance as at 1st April 2011 Write

Off RecoveredAdjusted

Closing Balance As At 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

HEADQUARTERS

2 032628494 MOLATLHEGI, KESEGOFETSE 7,404.75 - - 617.00 - - 6,787.75 -

Payments are made through Cash payments directly at Revenue. Memo

6 034-0124-3099890 LETSATSI SH 60,717.78 - - 5,661.60 - - 55,056.18 -

Recoveries on-going at P404.40 per month. Memo

TOTAL 68,122.53 - - 6,278.60 - - 61,843.93

Permanent & Pensionable Emergency Advances - Account 41211 - P 1,731,920.34

Department / Name

Balance as at 1st April 2011 Write Off Recovered


Dr Cr Dr Cr Dr Cr

Advances 1,817,870.51 85,950.17 470,178.73 758,504.93 74,412.37 88,435.37 500,751.48 11,537.80

Emergency advances issued to Government employees across Ministries and Departments. It is evident from reconciliations that some were on contract basis, deceased or retired hence a write-off was requested for those outstanding.The write off CAB MEMO has been approved by Cabinet. Memo


PAR

T II

I

Advances - Imprest Recoveries - Account 41221 - P 58,461.66

No Id Number NameBalance as at 1st April 2011 Refund Recovered

AdjustedClosing


Dr Cr Dr Cr Dr Cr

HEADQUARTERS

1 067915003 KOMANE, PHEMELO 4,000.00 4,000.00

Adjustment Vr not provided. Memo

Advances - Industrial Class - Account 41231 - P 102,404.45

No Id Number Name

Balance as at 1st April 2011 Refund

/ Write Off

Reco-vered

AdjustedClosing


Dr Cr Dr Cr Dr Cr

CENTRAL STATISTICS OFFICE -

140 000319614 LABANE, KESEGO 1,200.00 - - 400.00 - - 800.00 -

These are two advances. One was captured correctly and P800 erroneously captured resulting in the amount not being automatically recovered. Has been corrected. Memo

144 595119800OLEBOGENG, JOEL MORULAGANYI

1,000.00 - - - - - 1,000.00 -

The advance was erroneously captured as an ordinary claim resulting in the amount not being automatically recovered.Has been corrected. Memo

148 847725509 MANTUNYANE, LESEGO JOYCE 1,000.00 - - - - - 1,000.00 -

The advance was erroneously captured as an ordinary claim resulting in the amount not being automatically recovered. It is now being recovered. Memo

TOTAL 3,200.00 - - 400.00 - - 2,800.00 -


PAR

T II

I

Adv

ance

s P &

P -

C4

& B

elow

- A

ccou

nt 4

1233

- P

460,

323.

75

No

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umbe

rN

ame

Bal

ance

as a

t 1st

Apr

il 20

11W

rite

Off

Rec

over

edA

djus

ted

Clo

sing

Bal

ance

as

at 3

1 M

arch

20

12C

omm

ents

Dr

Cr

Dr

Cr

Dr

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AC

CO

UN

TAN

T G

EN

ER

AL

-

303

4428

606

MO

SEPE

LE, M

s. W

INFR

ED11

,500

.00

--

- -

- 11

,500

.00

- D

educ

tions

com

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ced

in A

pril

2012

. M

emo

827

0625

307

RU

THER

FOR

D,

BEA

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8,10

0.00

-

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- -

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Ded

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Mem

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1030

7317

306

GO

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AM

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DR

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5,00

0.00

-

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14,2

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educ

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. M

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1438

8220

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PAR

T II

I

3580

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educ

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educ

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4084

8621

609

MO

DIS

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educ

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. M

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4187

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pril

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. M

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emo

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--

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5-

-14

5,42

5.20

-


PAR

T II

I

Residential Property Loan(Centralised) - Account 44111 - P 7,493,573.33

Type Of Advance

Balance as at 1st April 2011 Recovered Write

Off

Adjusted Closing Balance as at 31 March 2012 COMMENTS

Dr Cr Dr Cr Dr Cr

Residential Property Advances

7,677,870.02 184,296.69 2,160,018.36 - 64,339.87 5.59 5,517,846.07 119,956.82

These are Residential Property loans guaranteed 80% by Government. Some of the defaulters are still being traced through their respective Ministries, departments and Attorney General. The Credits of more than 5 years have been adjusted to Consolidated Fund Account. Memo

NET 7,493,573.33 5,397,889.25

Motor Vehicle Loan Centralised Account 44121 - P3, 180,688.08

Type Of Advance

Balance as at 1st April 2011 Recovered Write

Off Adjusted Closing Balance as at 31

March 2012 Comments

Dr Cr Dr Cr Dr Cr

Motor Vehicle Advances

4,398,807.00 1,218,118.92 821,814.46 255,682.80 55,735.63 3,521,256.91 962,436.12

Motor Vehicle Advance loans guaranteed 80% by Government. Some defaulters are still being traced through their respective Ministries, departments and Attorney General. The Credits of more than 5 years have been adjusted to Consolidated Fund Account. Memo


PAR

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I

Returned Cheques - BURS (Customs) - Account 42121 P 6,401,388.04

No Date Drawer’s Name


OffReco-vered


Dr Cr Dr Cr Dr Cr

HEADQUARTERS - 34,494.20 - - - - - 34,494.20Adjusted in may 2012. Memo

ACCOUNTANT GENERAL 229,307.67 - - - - 34,494.20 194,813.47 -

Processing write off. Memo

CUSTOMS & EXCISE 6,206,574.57 - - 24,781.11 - - 6,181,793.46 -

Defaulters are traced by letters of demand, garnishee orders to debtors bankers, site visits and debt collectors.P193,336.95 is irrecoverable and requested for write off. Memo

TOTAL 6,435,882.24 34,494.20 24,781.11 - 34,494.20 6,376,606.93 34,494.20

Loss of Cash P280,349.43

All outstanding losses have been cleared except for Customs & Excise of which a write off has been requested

No Account DescriptionBalance as at 31 March 2011 Recovered Write

Off Adjusted

Closing Balance as at 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

8 41438CUSTOMS AND EXCISE 34-613-306

250,635.55 - - - - - 250,635.55 -

Write-off has been requested for these Cash losses for former Department of Customs and Excise which accumulated overtime and cannot be identified with any Revenue Collector. Memo

TOTAL 250,635.55 - 250,635.55


PAR

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I

Cash Losses / Shortages - Revenue Offices - P 2,031,073.87

These are Cash Losses for Revenue Offices through robberies, office breaking, shortages, burglaries & misappropriations. To speed up the Court case processes Attorney General has allocated cases to individual officers who deal regularly with officers of Accountant General to discuss case issues.

No Station Description

Balance as at 31 March 2011 Recovered Write

Off

AdjustedClosing Balance as at 31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

3Machaneng - Account 41318 P97,004.75

Jane Mosie 97,004.75 - - - - 97,004.75 -

Case was given permanent stay, but the case was referred back to Attorney General requesting for fair trial. The reason for the request is that the State was not represented. Memo

4Mahalapye - Account 41319 P 377,454.70

Robbery case 377,454.70 - 1,140.00 - - - 376,314.70 -

Convicts serving prison sentence. Follow up letter sent to Attorney General - Civil Letigation Division to update on follow up of the debt. Memo

5 Maun - 41321 - P638,132.00

C. Matlapeng 200,000.00 - 106,104.39 - - 19,940.00 73,955.61 -

Case referred to Attorney General to follow up the debt. Memo


PAR

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I

D. Mosarwa 50,000.00 - - - - 7,866.70 42,133.30 -

Case referred to Attorney General to follow up the debt. Memo

C. Matlapeng 388,132.00 - - - - - 388,132.00 -

Case with magistrate Court, trial date set for 23 to 26 July 2012. Memo

9 TSABONG - Account 41325

Burglary 188,232.72 - - - - 188,232.72 -

Convicts were ordered to compensate the Government, hence the case was referred to Attorney General. Memo

13HUKUNTSI - Account 41333 P 106,094.65

Lekgoane Oaitse 1,396.10 500.00 896.10

Officer deceased. Processing write-off. Memo

15GUMARE - Account 41336 P 471,634.30

Dollar Mosarwa 250,000.00 - - - - - 250,000.00 -

Recovered P 231,520.85 on the 16 April 2012 and the balance has been referred to Attorney General for recovery. Memo

Dollar Mosarwa 221,634.30 - 47,700.00 - - - 173,934.30 -

The case has been referred to Attorney General for follow up of the debt. Memo

17BDF Mogoditshane Account 41346 - P 592.35


PAR

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I

Ramosokanoka Mothusi 101.00 - - - - 101.00 -

Recovered in April 2012. Memo

18BDF Francistown - Account 41347 P 1,039.20

Chilisa 870.00 - - - - - 870.00Recovered in April 2012. Memo

TOTAL 1,774,825.57 155,444.39 - 27,806.70 1,591,574.48


Botswana Public Officers Pension Fund Advance - P 33,360.50

No Name Of Officer

Balance as at 1ST April 2011 Write -

Off Recovered Adjusted Closing Balance as at

31 March 2012 Comments

Dr Cr Dr Cr Dr Cr

1 Batshabile B 3,200.00 - - 2,200.00 - - 1,000.00 -

Recoveries on-going through payroll at P200 per month. Memo

3 Tatedi D 15,200.00 - - 1,200.00 - - 14,000.00 -

This is funeral advance deducted from Tatedi’s wife. She passed away before recovery was complete. The balance has been written off and adjusted in April 2012. Memo

4 Moroke K E 9,996.00 2,293.50 7,702.50


TOTAL 28,396.00 - 5,693.50 - 22,702.50


PAR

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I

Other Advance Accounts –

No Description

Balance as at 1st April 2011

Payments Recovered Adjusted Closing Balance as


Dr Cr Dr Cr Dr Cr

1MP’s Personal Advance

9,930.75 - - - 9,930.75 -

T34 raised- monthly salary deductions began in April 2012. Memo

2

Non-Taxable Retired Judges- Lumpsum Advances

995,660.40 - - 67,502.40 - - 928,158.00 -

Recoveries on going at P 5,625.20 per month. Memo

6 Unallocated Stores 47,621,138.00 - - - - - 47,621,138.00

Awaiting requests from Ministries. Memo

8 *Stock Transfers 82,971,019.99 82,971,019.99

*Stock in transit to Supplies Depots and Ministries. To be cleared by credits from consumer Ministries. Adjusted in April 2012. Memo

TOTAL 131,597,749.14 2,171.00 2,171.00 67,502.40 - 63,610,664.93 131,530,246.74


PAR

T II

I

STAT

EM

EN

T O

F O

TH

ER

DE

POSI

T A

CC

OU

NT

S (S

TAT

EM

EN

T 14

)21

8.

No

Des

crip

tion

Bal

ance

as a

t 1st A

pril

2011

Rec

over

ies

Paym

ents

/R

efun

ds

Wri

te

Off

Adj

ustm

ents

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ce a

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1 M

arch

201

2 C

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DR

CR

D

RC

RD

RC

R

2

Ale

xand

er

Forb

es -

Pers

onal

Li

abili

ty

Dep

osit.

147,

012.

30

94,3

34.5

2

1,76

6.45

62,0

98.0

6 12

5,37

1.15

21

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30,4

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1

Rec

over

ies f

rom

Pe

nsio

n fo

r ex-

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r th

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andi

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liabi

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s. T

he

acco

unt i

s use

d to

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ld m

oney

aw

aitin

g to

be

offs

et a

gain

st

rele

vant

deb

ts. M

emo

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Lo

ans

- 16

9.98

-

95.0

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- -

- 74

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Is th

e di

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al

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e pa

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orts

. Th

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ports

are

ac

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s the

y ha

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the

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rd

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The

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bed.

M

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8

Bot

swan

a C

ore W

elfa

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(O

ther

)

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- -

- -

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9,99

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Thes

e fu

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for t

he S

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y bu

t re

leas

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ow

set a

side

to re

plac

e St

atis

tics B

otsw

ana

fund

s tha

t wer

e us

ed

inst

ead.

Mem

o


PAR

T II

I

12B

otsw

ana

Savi

ngs

Ban

k (B

SB)

-3,

960.

37

- 2,

834.

36

- -

- -

1,12

6.01

Car

loan

ded

uctio

n w

as w

rong

ly p

aid

to B

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oney

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BSB

an

d th

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will

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in M

ay 2

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sala

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Mem

o

15D

aisy

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- 28

,341

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.48

- -

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6,07

5,59

5.35

-

34,4

16,6

36.8

3

Gov

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f B

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is h

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the

fund

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thre

e C

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utco

me

of th

e ca

se. T

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crea

se is

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inte

rest

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ned.

M

emo

16

Deb

t Par

tici-

patio

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api-

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Lim

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- 92

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- 27

,653

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- -

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64,3

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6

Use

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DSF

lo

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Loan

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lo

an te

rm o

ther

wis

e G

over

nmen

t will

se

rvic

e w

ith D

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Parti

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Cap

ital

Fund

. M

emo

17D

ecea

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Esta

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6-20

4-6

33

0,55

7.63

252,

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21

64

,245

.68

13,9

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4

The

bala

nce

belo

ngs

to th

ree

bene

ficia

ries

who

will

be

paid

in

the

finan

cial

yea

r 20

12/2

013

afte

r fin

alis

ing

list o

f be

nefic

iarie

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the

rele

vant

aut

horit

ies.

Mem

o


PAR

T II

I

19G

arni

shee

O

rder

Re-

cove

ries

35,8

50.0

0 11

6,82

6.79

-

39,8

00.0

0 -

- -

35,8

50.0

0 77

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.79

Pend

ing

bala

nces

ar

e th

ose

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ch

wer

e pa

id th

roug

h cl

osed

law

firm

s;

the

mat

ter h

as b

een

refe

red

to H

igh

Cou

rt fo

r adv

ice.

P30,

600

is w

ithin

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of

P39,

000.

Mem

o

27

Publ

ic S

er-

vant

s Pen

-si

on F

und

Con

tribu

tion

36-2

04-7

6

- 10

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.90

- -

- 9,

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-

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551.

31 Th

e co

nfigu

ratio

n er

ror w

hich

cau

sed

the

prob

lem

has

bee

n re

ctifi

ed, b

alan

ces a

re

bein

g re

conc

iled

and

adju

sted

. Effo

rts a

re

on-g

oing

to re

conc

ile

the

rem

aind

er.

Mem

o

28

Publ

ic o

ffi-

cers

Med

ical

A

id 3

6-20

4-45

- 15

1,06

4.92

-

26,3

61.0

0 -

89,2

65.8

4 -

- 35

,438

.08

The

amou

nt is

due

to

refu

nds t

o em

ploy

ees

who

hav

e ex

ited

the

Gov

ernm

ent p

ayro

ll.

The

iden

tifica

tion

proc

ess i

s in

prog

ress

an

d co

ntin

ue to

re

fund

thos

e w

ho

have

bee

n id

entifi

ed.

Mem

o

33

Tax

Ad-

just

men

t -

Und

er/O

ver

Rec

over

y

307,

138.

12

- 42

,463

.13

- -

- -

264,

674.

99

-

Rec

over

ies f

or u

nder

ta

xed

are

on-g

oing

. So

me

defa

ulte

rs

have

retir

ed w

hile

ot

hers

hav

e le

ft Pu

blic

Ser

vice

bef

ore

the

amou

nts w

ere

iden

tified

hen

ce

proc

essi

ng o

f writ

e of

f. M

emo


PAR

T II

I

34Tr

ade

Uni

on

Due

s 36-

204-

11,

002,

981.

55

- -

- -

- -

1,00

2,98

1.55

-

Writ

e of

f CA

B

MEM

O b

eing

pr

oces

sed.

Mem

o

36Sa

lary

Pay

-ab

le A

ccou

nt

28,1

01.5

9 15

,903

.16

- -

-15

,903

.16

27,3

66.4

9 73

5.10

-

Thes

e ar

e di

ffere

nces

in

sala

ry p

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ents

an

d pa

yrol

l co

stin

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L tra

nsfe

r).

The

rem

aini

ng

P735

.10

is b

eing

in

vest

igat

ed to

mat

ch

it w

ith r

elev

ant

empl

oyee

pay

men

t.

Mem

o

Inco

me

Tax

PAY

E - P

ay-

roll

-69

,734

,225

.01

-69

,372

,204

.70

---

--

362,

029.

31M

emo

TOTA

L1,

521,

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56

202,

334,

691.

29

42,4

63.1

3 97

,349

,060

.29

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,084

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.33

6,22

8,33

2.99

1,3

25,8

82.7

9 10

0,97

6,79

7.02


PAR

T II

I

PARAGRAPH 24 - STATEMENT OF ARREARS OF REVENUE - 219. (STATEMENT NO. 19) P 233,707.99

These are telephone charges arrears which when reconciled, it became evident that some were paid during the financial year 2010/2011. The recoveries were omitted from our submissions to PAC. The amount abandoned is for official calls which were wrongly reported as part of the arrears.


Recovered Abandoned Closing Balance as at 31 March 2012

Comments

Headquarters - P 202,915.89

1 Ray Purcell 111.85 9.00 - 102.85

Abandoned. Approval referenced FDP 1/6/17/9 4(26) dated 25 April 2012

2 AgisanangKote 40.40 30.90 - 9.50 Paid in May 2012

6 Boineelo Peter 300.56 38.15 - 262.41

Abandoned. Approval referenced FDP 1/6/17/9 4(26) dated 25 April 2012.

17 Moroba Kgalagadi 519.01 148.87 - 370.14 To recover in May 2012.

22 Bene Thejwane 696.48 200.00 - 496.48 To recover in May 2012.

24 Ragele Masu 659.26 212.95 - 446.31 Paid in April 2012.

27 Barwesi Gagobepe 559.50 241.15 - 318.35


29 Gaekgale Kaisara 2,166.87 280.65 -- 1,886.22

Abandoned Approval referenced FDP 1/6/17/9 4(26) dated 25 April 2012.

30Kennetswe Maemo Ditlhong

432.29 300.00 - 132.29 Recoveries are on going.

31Christine Modisaakgomo

1,446.19 316.18 - 1,130.01 To pay in May 2012.

33 Tebogo Pule 366.73 341.20 - 25.53



PAR

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I

37 Masego Segokgo 870.58 364.90 - 505.68


39 Kebabonye Molefi 1,127.79 412.15 - 715.64


42 Sissy Tlale 2,628.91 490.00 - 2,138.91


43 Chedu Masilo 632.35 495.58 - 136.77 Abandoned in April 2012.

44 Mogorosi Letshelea 1,017.72 498.45 - 519.27


45 Gosego Dintwa 585.99 508.65 - 77.34


47 Jerry Makgwa 1,468.22 601.38 - 866.84


51 Joyce Masie 1,770.67 799.05 - 971.62


57Mmaseboko Meswele

1,960.31 888.31 - 1,072.00 Recoveries on-going.

58Mmaseboko Meswele

1,427.83 888.31 - 539.52 Recoveries on-going.

59 Leungo Mhaladi 3,968.59 919.96 - 3,048.63


64 Margaret Sebina 1,564.04 1,520.31 - 43.73


69 Pholoso Raditlhowa 3,254.95 3,214.25 - 40.70 Recoveries on-going.

70 David Morebodi 2,230.00 2,216.00 - 14.00 Paid in April 2012.

71 Pato Ramompati 11,374.76 2,670.68 6,399.35 2,304.73 Recoveries on-going at P253.52 per month


PAR

T II

I74 A. Macharia 6,095.89 - - 6,095.89

Officer paid P 400 in April 2012 and made an undertaking to pay the balance end of May 2012.

97 Felix Kabwe 7,135.75 - - 7,135.75Expatriate officer being traced

100Gakenabetsho Wise Ntsie

6,816.35 191.66 - 6,624.69Ex-employee still being followed up.

168 Wilbad Erulu 439.20 439.20 Paid in April 2012.

Central Statistics Office P 23,548.23

220 Banyana Kgopo 22.52 - - 22.52 Paid in May 2012.

221Boammaruri Malemenyana

108.75 - - 108.75 Recovered in April 2012.

222 Christon Daman 165.72 - - 165.72 To recover in May 2012.

223 Gouta Maseko 334.88 77.07 - 257.81Recovered in April 2012

224 Idan Mfanyane 13.52 - - 13.52 To recover in May 2012

225 Kelapile Hetanang 120.35 - - 120.35 Paid in May 2012

227 Keneilwe Seemise 78.47 24.53 - 53.94Recovered in April 2012

229 Lenah Batsile 559.70 366.70 - 193.00 To recover in May 2012

232 Masego Maflouse 339.43 - - 339.43 Paid in May 2012

233 Mothati Setume 82.70 - - 82.70Recovered in April 2012

234 Beauty Nthobatsang 1.83 - - 1.83 Paid in April 2012

236 Boingotlo Mbae 107.16 - - 107.16 To recover in May 2012

239 ChishivoGunda 67.16 - 67.16 To recover in May 2012

240 Connie Seikano 206.65 - - 206.65 To recover in May 2012

241 Daisy Ndebele 0.55 - - 0.55 Paid in April 2012

243 Elliot Ramooki 171.45 3.50 - 167.95 To recover in May 2012

244 Gift Mpugwa 38.58 7.44 - 31.14 Paid in May 2012

245 Jennifer Ditlhong 19.41 - - 19.41 Paid in April 2012

246 Keboifile Iponeng 5.50 - - 5.50 Paid in April 2012


PAR

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I

248 Keikantse Edmond 3.50 - - 3.50 Paid in April 2012

250 Keoreme Masimo 163.18 - - 163.18 To recover in May 2012

252Kgosiesele Raditemana

197.28 - - 197.28 To recover in May 2012

253 Lenah Vissagie 639.28 - - 639.28 To recover in May 2012

254 Lesego Mantunyana 267.17 - - 267.17 To recover in May 2012

255 Lucky Ntaleng 25.90 - - 25.90 To recover in May 2012

257 Mokwaledi Segatle 5.00 - - 5.00 Paid in April 2012

259 Phaladi Labobedi 7.52 - - 7.52 Paid in April 2012

263 Sakarea Selinah 2.56 - - 2.56 Paid in April 2012

268 Babereki Kgalalelo 383.99 - - 383.99 To recover in May 2012

270 Dikhudu Mmapula 174.32 - - 174.32 To recover in May 2012

272 Gaotlowe Vinolia 149.06 - - 149.06 To recover in May 2012

273 Kabo Winstern 119.73 - - 119.73 To recover in May 2012

274 Keboi Mpho 48.62 - 48.62 To recover in May 2012

275 Keletwang Phemelo 48.62 - - 48.62 To recover in May 2012

276 Kesetse Gaoletse 516.03 - - 516.03 To recover in May 2012

277 Kgopo Harriet 833.48 - - 833.48 To recover in May 2012

278Kgosiemang Shaleba

264.92 - - 264.92 To recover in May 2012

279 Komane Bunnie 77.28 - - 77.28 To recover in May 2012

283 Magogwe Daniel 29.36 - - 29.36 To recover in May 2012

286 Mandoze Keanewa 66.88 37.03 - 29.85 To recover in May 2012

290 Matlakele Oagile 1,366.70 - - 1,366.70 To recover in May 2012

291Mmanoko Gabonewe

241.34 - - 241.34 To recover in May 2012

292 Modise Margaret 60.00 - - 60.00 To recover in May 2012

293 Modo Mariam 1,172.90 - - 1,172.90 To recover in May 2012


PAR

T II

I

294 Mojela Mothibedi 1,066.10 - - 1,066.10 To recover in May 2012

295Mokgaotsane Boikaego

464.92 - - 464.92 To recover in May 2012

296 Molokwe Makgotla 215.79 - - 215.79 To recover in May 2012

297 Molome Gopolang 62.75 4.28 - 58.47 To recover in May 2012

298 Mooketsi Sophie 382.18 16.13 - 366.05 To recover in May 2012

299 Mooketsi Thandie 83.23 - - 83.23 To recover in May 2012

300Mothelesi Godiraone

76.24 - - 76.24 To recover in May 2012

301 Mothibi Ruth 32.46 - - 32.46 To recover in May 2012

304 Muchaeli Never 155.13 - - 155.13 To recover in May 2012

307Ntebele Kelebemang

336.88 240.43 - 96.45 To recover in May 2012

308Ntwayagae Phemelo

780.04 445.59 - 334.45 To recover in May 2012

309 Oletile Brenda 555.54 520.03 - 35.51 To recover in May 2012

310 Puleng Jackie 128.14 - - 128.14 To recover in May 2012

311 Rabothiwa Charles 19.90 - - 19.90 To recover in May 2012

313 Ramagonono Pinkie 26.14 21.89 - 4.25 To recover in May 2012

314 Ramakoba Phodiso 355.48 - - 355.48 To recover in May 2012

315 Ramaretlwa Modise 627.66 54.55 - 573.11 To recover in May 2012

316Ramontshonyana Benjamin

731.08 375.29 - 355.79 To recover in May 2012

317 Rasedibo Kaone 64.82 - - 64.82 To recover in May 2012

318Sankoloba Chakawa

46.65 - - 46.65 To recover in May 2012

319 Sebekedi Virginia 264.92 64.82 - 200.10 To recover in May 2012

320 Seribe Sethole 51.45 46.65 - 4.80 To recover in May 2012

321 Simako Lekoko 70.05 - - 70.05 To recover in May 2012

TOTAL 79,820.09 21,349.17 6,399.35 52,071.57

Memo


PAR

T II

I

PARAGRAPH 27 - STATEMENT OF LOSSES OF PUBLIC MONIES 220. AND STORES - (STATEMENT NO. 22)

Table A - Losses of Cash

Outstanding Losses of Cash Cases - Update on Accountant General cases as at 31st March 2011

No Period

Office Where Loss Occurred

Reference No.

Nature Of Case

Loss Amount

Reco-veries

Written Off / Adjusted

Outstanding Balance as at 31 March 2012

Comments

2 2001-2005 Mahalapye FDP44/2/3/02-

03 Isolated incident 376,617.50 - - 376,617.50

Refered to Attorney General to follow up the debt. Memo

4 2006-2010

Gumare/Maun

FDP44/1/3/05-06

Systematic Fraud 500,000.00 106,104.39 27,806.70 366,088.91

Recovery of P23,152.85 from D. Mosawa made in 2012/13. Referred to Attorney General to follow up the debt. Memo

5 2006-2010 Gumare FDP44/1/3/05-

06 Systematic Fraud 221,634.30 47,700.00 - 173,934.30

Referred to Attorney General to follow up the debt. Memo

8 2006-2010 Maun FDP44/1/3/09-

10 Systematic Fraud 388,948.00 - 388,948.00

The case is on going through magistrate court and the trial dates are 23 to 25 July 2012. Memo

TOTAL 1,487,199.80 153,804.39 27,806.70 1,305,588.71

PARAGRAPH 40 - OTHER NON-MOVING ADVANCES - 221. (STATEMENT NO. 15)

Surcharge - Damage to Government Vehicle - Account 41121 - P 44,474.18

No ID Number Name




Comments

Dr Cr Dr Cr Dr Cr Department of Customs and

Excise

5 470214905 MOLAODI, MATHEO 23,038.70 - - 4,750.00 - - 18,288.70 -

Recoveries ongoing at P250 per month. Memo


PAR

T II

I

Surcharge - Permanent & Pensionable - Account 41131 - P 60,786.00

No ID Number Name




Comments

Dr Cr Dr Cr Dr Cr

Headquarters

4 032628494 Molatlhegi, Kesegofetse 7,404.75 - - 617.00 - - 6,787.75 -

Payments are made through Cash payments. Memo

Advances - Permanent& Pensionable - Account 41211 - P 885,944

No Department / Description


Off Recovered Adjusted Closing Balance as


Dr Cr Dr Cr Dr Cr

558 Advances- P & P

960, 431.11

74,487.00

470,178.73

104,897.40

64,527.10

88,435.37

296,919.61

9,959.90

Amount of P470,178.73 has been written off and adjusted. Memo

Advances - Industrial Class Employees - Account 41231 - P3,398.25

No ID Number Name

Balance as at 1st April 2011

Write Off Recov-

ered

Adjusted Closing Bal-ance As At 31 March 2012

Comments

Dr Cr Dr Cr Dr Cr

Central Statistics Office

5 595119800Olebogeng, Joel Morulaganyi

1,000.00 - - - - - 1,000.00 -

Advance was erroneously captured as an ordinary claim resulting in the amount not being automatically recovered. Memo

7 847725509 Mantunyane, Lesego Joyce 1,000.00 - - - - 1,000.00 -

Advance was erroneously captured as an ordinary claim resulting in the amount not being automatically recovered. Memo

TOTAL 2,000.00 - - - - - 2,000.00


PAR

T II

I

Non moving Advances - P & P Grade C4 & Below - Account 41233 - P 138,832.00

NoID Number

Name


Off Reco-vered

Adjusted Closing Balance as at 31 March 2012

Comments

Dr Cr Dr Cr Dr Cr

Accountant General

1 034428606Mosepele, Ms. Winfred

11,500.00 - - - - - 11,500.00 - Deductions commenced in April 2012

2 270625307Rutherford, Beauty


3 568320704Africa, Gwenn Nelly


4 589828202Bontsi, Dikagamotse


5 720425304Monyazela, Josephine


6 803116509Kgatlhego, Leonard


7 820722306Tokwe, Setshwano Constance


8 826721208Ntelecha, Grace


9 848621609Modise, Seipati


11 962229709Baitshupile, Sesafeleng


Supplies

13 723925400Keofethile, Ookeditse

4,990.00 - - 2,062.35 - - 2,927.65 - Recoveries on-going at P2,062.35 per month

TOTAL 133,082.00 - - 2,062.35 - - 131,019.65 -

Memo


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T II

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Mem

o


PAR

T II

I

PARAGRAPH 41 - OTHER NON-MOVING ADVANCES – 222. UNIDENTIFIED

Government of Botswana - P 37,129.00

It is true there are officers who appear under Organisation “0000” as a Department code. The matter is being addressed by System Support with the help of Consultants. Memo

PARAGRAPH 42 - ARREARS OF REVENUE - P 197,877 223.

These are telephone charges arrears which when reconciled, it became evident that some were paid during the financial year 2010/2011. The recoveries were omitted from our submissions to PAC. The amount abandoned is for official calls which were wrongly reported as part of the arrears.


Recovered Abandoned Closing Balance as at 31 March 2012

Comments

Headquarters - P 190,063.91

6 Moroba Kgalagadi 519.01 148.87 - 370.14 Deductions to be made in

May 2012. Memo

11Kennetswe Maemo Ditlhong

432.29 300.00 - 132.29 Paid the balance in April 2012. Memo

30 Mmaseboko Meswele 1,960.31 888.31 - 1,072.00 Deductions on-going at P

48.50 per month. Memo

31 Mmaseboko Meswele 1,427.83 888.31 - 539.52 Deductions on-going at P

48.50 per month. Memo

43 Pato Ramompati 11,374.76 2,670.68 6,399.35 2,304.73

Deductions will commence in May 2012. Memo

140 Wilbad Erulu 439.20 - - 439.20 Paid the balance in April 2012. Memo

141 Felix Kabwe 7,135.75 - - 7,135.75 Expatriate officer being traced. Memo

142 A. Macharia 6,095.89 - - 6,095.89 Paid P400 in April 2012. Memo

143 Gakenabetsho Wise Ntsie * 6,816.35 341.66 - 6,474.69 Ex-employee still being

followed. Memo

Accountant General - P 498.60


PAR

T II

I

160 Gift Mpugwa 38.58 7.44 - 31.14 Paid in May 2012. Memo

166 Keneilwe Seemise 78.47 24.53 - 53.94 Recovered in April 2012.

Memo

173 Gouta Maseko 334.88 77.07 - 257.81 Recovered in May 2012. Memo

180 Banyana Kgopo 22.52 - - 22.52

To pay in May 2012 casuality return prepared. Memo

181 Beauty Nthobatsang 1.83 - - 1.83 Paid in April 2012.

Memo

182 Boammaruri Malemenyana 108.75 - - 108.75 Recovered in April 2012.

Memo

183 Boingotlo Mbae 107.16 - - 107.16


184 Chishivo Gunda 67.16 - - 67.16


185 Christon Daman 165.72 - - 165.72


186 Connie Seikano 206.65 - - 206.65


188 Elliot Ramooki 171.45 3.50 - 167.95 To pay in May 2012 casuality return prepared. Memo

189 Idan Mfanyane 13.52 - - 13.52 To pay in May 2012 casuality return prepared. Memo

190 Jennifer Ditlhong 19.41 - - 19.41 Paid in April 2012.

Memo

191 Keboifile Iponeng 5.50 - - 5.50 Paid in April 2012.

Memo

192 Keikantse Edmond 3.50 - - 3.50 Paid in April 2012. Memo

193 Kelapile Hetanang 120.35 - - 120.35 Paid in May 2012. Memo

194 Keoreme Masimo 163.18 - - 163.18



PAR

T II

I

196 Kgosiesele Raditemana 197.28 - - 197.28


197 Lenah Batsile 559.70 366.70 - 193.00 To pay in May 2012 casuality return prepared. Memo

198 Lenah Vissagie 639.28 - - 639.28 To pay in May 2012 casuality return prepared. Memo

199 Lesego Mantunyana 267.17 - - 267.17


202 Masego Maflouse 339.43 - - 339.43 Paid in May 2012. Memo

203 Mokwaledi Segatle 5.00 - - 5.00 Paid in April 2012.

Memo

204 Mothati Setume 82.70 - - 82.70 Recovered in April 2012.

Memo

205 Phaladi Labobedi 7.52 - - 7.52 Paid in April 2012.

Memo

206 Sakarea Selinah 2.56 - - 2.56 Paid in April 2012.

Memo

TOTAL 39,930.66 5,717.07 6,399.35 27,814.24

PUBLIC ACCOUNTS COMMITTEE WORK – IN – · PDF filepublic accounts committee work...

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