The payment stage, however, is executed by a separate centralized agency (with regional branches)called cash offices in Germany and the Federal Accounting Agency in Austriawhich processes and keeps records of all payments and is in charge of accounting and preparation of financial reports. The distribution of responsibilities between them is typically organized along the following lines: The budget department of the ministry of finance issues regulations on matters related to the execution of the budget, apportions appropriated funds to spending agencies, monitors their expenditures and performance, authorizes in-year budget revisions, and monitors and reports on budget execution. Limit on time horizon of expenditure. Apportionment usually follows two steps: (i) apportionment by the ministry of finance, which consists of releasing the appropriation on a quarterly or monthly basis to the line ministries; and (ii) allotment by the line ministries or main spending units of their apportioned appropriations to their subordinate spending units. But these funds may take some time to be further transferred to subsidiary spending units under the line ministries and then be spent on the salaries or goods and services that constitute final expenditure. The usual goals of both fiscal and monetary policy are to achieve or maintain full employment, to achieve or maintain a high rate of . The line agencies have responsibility for executing their budget and managing the funds/ resources assigned to them. Jacobs, D., and others, 2009, Budget Classification, Technical Notes and Manuals, (Washington: International Monetary Fund). This paper defines and explains key stages of the government expenditure chain and describes the controls applied at each stage, including their objectives and key features as well as centralized vs. decentralized approaches in application of those controls. Commitment-based budgeting systems impose limits on both expenditure commitments and cash payments. Payments authorized in annual budget do not fully reflect commitments carried forward from previous years (e.g., investment projects contracts). If an FMIS is envisaged, its configuration and rollout should explicitly be linked to planned expenditure control reforms. This type of spending includes funding for entitlement programs like Medicare and Social Security and other payments to people, businesses, and state and local governments. A distinguishing feature of a governments budget, unlike the budget of a typical business entity, is that it is funded primarily via compulsory taxation of citizens and authorized via an act of Parliament. Several Francophone African countries are taking measures recently to reduce the complementary period to one month. For further background information and discussion on specific features of commitment control, see D. Radev and P. Khemani (2009). The commitment stage is the point at which a potential future obligation to pay is established. Section 3. Seven Key Stages of the Expenditure Chain. This will be dependent on sustained improvements in financial management standards and management information, and assurance of a control-conscious culture in each agency. In particular, it is important to ensure effective coordination between issuance of warrants/allotments by the budget department and cash planning and management by the treasury so that adequate cash is available for payment when the line ministries/agencies expenditure commitments materialize.23 Similarly, transaction level bank reconciliation by the accounting department and/or line agencies should be coordinated with the treasury departments monitoring of cash balances in various bank accounts. For example, the UK uses the employer cost cap mechanism to control future pension spending. PEFA PI-22; and average time lag between delivery and verification. International Monetary Fund Copyright 2010-2021. A complementary period (generally two months)33 is allowed after the close of the fiscal year to process and record payments in respect of commitments that were authorized before the close of the fiscal year, but for which the actual delivery of goods or services has yet to take place. })(); Copy this link, or click below to email it to a friend. In some Latin American countries, e.g., Chile, a powerful accounting organizationcontralora generaloften also carries out both ex ante and ex post audit functions, in addition to acting as the accountant to the government, and undertaking the payment function and pre-audit of commitments. The central idea here is that not all expenditure transactions need to pass through an identical control process. Also called "social capital," they include spending on physical assets like roads, bridges, hospital buildings, and equipment. The key difference is in the degree of centralization between countries that follow the British Commonwealth, German-Austrian, and Scandinavian traditions of PFM and those that follow the Napoleonic traditions of PFM (France, Portugal, and Spain). Control of procurement: Significant public spending takes place through the public procurement system. As part of the budgetary accounting, commitments and payments made (through the CPs) against each AE are tracked to identify and report on (i) AE approved in budget law; (ii) AE consumed through legal commitments; (iii) AE unused/available for new commitments; (iv) CP authorized in budget law; and (v) payments made or CP consumed (see figure below). The authority for expenditure is given for a specific pre-defined purpose. While the institutional arrangements for raising government revenue are typically quite centralized in a national revenue authority, the expenditure of those resources involves a wide array of public entities at various levels of government, even in countries with relatively centralized PFM systems. International Organization of Supreme Audit Institutions (INTOSAI), Guidelines for Internal Control in the Public Sector, (http://www.issai.org/media/13329/intosai_gov_9100_e.pdf). It was centralized by a 1997 directive that applies to all the West African Economic and Monetary Union (WAEMU) countries. Budget Preparation. As part of the comprehensive reform of its budget framework in 2001, France introduced multiannual commitment authorizations as a means of controlling expenditure obligations and associated payments for programs or projects that span more than one year (e.g., investment projects). The key players are financial controllers (contrleurs financiers) who are generally under the Budget Department of the ministry of finance and exercise a priori control (in the form of issuance of a visa) at the commitment stage, commitment officers (ordonnateurs) who approve the issuance of payment orders to the Treasury, and public accountants or cashiers (comptables publics) who belong to the public accounting directorate and are responsible for ensuring that the verified bills are paid. For example, the commitment stage of the expenditure cycle has received a lot of attention of late, but addressing issues just at the commitment stage may not result in a robust expenditure control framework (and prevention of expenditure arrears) as evidenced in several countries. . Ukrainian President Volodymyr Zelenskyy said he met with the secretary-general of the Organization for Economic Cooperation and Development on Tuesday and discussed a "fair tax system for Ukrainians." The accounting officer in the spending ministry, usually the permanent secretary, is responsible for proper use and control of the ministry appropriations. Reforming Budget Systems A Practical Guide, United States Agency for International Development (USAID), Prevention and Management of Government Expenditure Arrears, Review of Financial Management in Government, (, ). Minimizes the cost of financing government programs by smoothing the gap between cash inflows and outflows. Overly rigid and controlled spending procedures in several Francophone African countries have resulted in the proliferation and misuse of exceptional spending procedures, e.g., the issuance by the minister of finance to the treasury (bypassing the normal chain of expenditure) of an immediate payment order subject to regularization later. _paq.push(['setSiteId', '17']); Authorized purpose of the expenditure. In national finance, the period covered by a budget is usually a year, known as a financial or fiscal year, which may or may not correspond with the calendar year. See Guidelines for Internal Control in the Public Sector at http://www.issai.org/media/13329/intosai_gov_9100_e.pdf. For similar examples, see also R. Allen et al, The Evolving Functions and Organization of Finance Ministries, IMF Working Paper WP/15/232 (2015). Next. For example, prior to the 1990s, financial control was under the Presidency (Cte dIvoire), the Prime Ministers Office (Senegal), or was the responsibility of a separate ministry. As a result, progress stalled and the reform was not pursued further. Article 78 of the WAEMU Directive No. Types of Control, Their Key Features and Objectives. Key strengths: centralized payment and treasury accounting system. Lienert, I., 2009, Modernizing Cash Management, Technical Notes and Manuals, (Washington: International Monetary Fund). For example in Austria, as highlighted by external audit a few years ago, there were instances of either delayed or no recording of commitments until their respective payments materialized. Sometimes called the Westminster system of PFM. KUALA LUMPUR, March 1 The government still has space to monitor the country's expenditure particularly development expenditure to ensure it is more prudent and accurate according to the project plans and this will indirectly assist the government in terms of better revenue needs. Apportionment of authorization for specific periods and spending units. 1. British Commonwealth, Scandinavian, and German-Austrian, Francophone, Lusophone, and Latin American. This devolution/decentralization of financial and expenditure control should be gradual and based on predefined competency criteria for line ministries/agencies who should demonstrate that they can operate with higher levels of delegated authority. To reduce the deficit or the gap between the expenditures and income, the government may cut back on certain expenditures and also . Funds/cash not available in government bank accounts to implement the payment order. Finance ministry monitors budget execution by line ministries/agencies. To provide accountability, the budget proposals should be sub-divided by entity/purpose. Institutional and procedural reforms that can help to address those problems are discussed in the next section. Commitment. Clarity of the legal and regulatory framework, including the roles of the key actors. Apportionments/warrants are issued by the finance ministry which also monitors budget execution by line ministries and agencies on a regular basis. This authority to spend is released to the spending units through the issue of warrants/allotments/dcret de rpartition, or other mechanisms.9 Some form of centralized control during this phase of the expenditure cycle is common in almost all countries and is usually enforced by the budget department of the ministry of finance. Much of the government's spending is a form of income or wealth redistribution, which is aimed at benefiting society as a whole. This model assigns both the authority to spend and the responsibility to ensure the regularity of each transaction to the same agency. In the US, public spending as a share of GDP was 10.5% in 1941, then went up to 44.1% in 1945, and then went back down to 12.2% in 1948. Issuance of payment orders is integrated with a well established cash plan that is updated regularly with inputs from spending and revenue agencies. The lack of a comprehensive and credible budget particularly affects the authorization (as the expenditure authority is not realistic), commitment (as ongoing/outstanding commitments are not adequately allocated for) and verification (as the accumulated liabilities are not fully reflected in the budget) stages. The key questions to be asked are: (i) whether all the key stages of the expenditure cycle and associated business rules and processes have been clearly defined; and (ii) whether the required controls at each stage have been clearly specified and consistently applied. Ministry of Budget and Public Accounts, 2009, Rfrentiel de comptabilit budgtaire, (France). Commitment limits may be multi-year in nature (usually for capital projects) and carried over from one financial year to the next, while cash expenditure limits are usually set for the budget year. 6. Following the approval of the budget/appropriation bill, spending agencies are usually asked to submit a proposed plan for apportionment/allotment. In broad terms, Commonwealth systems28 are characterized by the devolution of the responsibility for financial control and the issue of payment orders to line ministries. On the sectoral side, growth in public administration, defence and other services decelerated to a two-year low of 2.0 percent YoY in Q3 versus 5.6 . Shorter check validity period to minimize check float; monitoring of check floats and delay in electronic transfers. This is known as retenciones de crdito in Spain (and a similar arrangement in Portugal) and engagement budgtaire in France which precedes the engagement juridique or legal commitment stage. Different expenditure control systems bring with them their own advantages, but also their own potential weaknesses. But, fiscal policy is also used to curtail . Assets and liabilities of the government are increased and recorded in the books, if an accrual accounting system is established. However, this may not be true when only a commitment has been incurred but the government does yet have a liability because, for example, the goods and services have not yet been supplied. Similar to Francophone, but with a centralization of authority in one office of the finance ministry (either the budget or accounting office). The first and each subsequent actuarial valuation report includes valuation results for the purposes of measuring changes in the cost of the pension scheme against the employer cost cap, expressed as a percentage of pensionable pay. In many countries each appropriation is the subject of a separate vote by the legislature. As described in detail in the next section, the application of controls at various stages of the expenditure cycle may be centralized within the ministry of finance or decentralized to line ministries and agencies. Show answer Budget cover (against the relevant appropriation) is checked after deducting all expenditures previously approved. Percentage of reserved amount that materializes as commitment; and average time lag between reservation and commitment. Some countries PFM systems may not formally track all the seven stages (see discussion in page 9). As these countries transitioned to market-based economies, they established centralized treasury departments under the finance ministry to process payments and exercise control at the payment stage. Table 4 lists suggested indicators that could be used to assess progress at different stages of the expenditure cycle. The nature of the expenditure limit enforced at each stage depends on the accounting basis used in the budget appropriation framework.19 Specifically: Cash-based budgeting systems primarily enforce a limit on the accumulation and liquidation of cash obligations incurred during the budget year. The reforms should focus on modernizing the mode of payment (e.g., through electronic fund transfer), streamlining check floats, introducing active cash management to ensure cash availability for payments, and ensuring regular bank reconciliation. The descriptions of the various traditions provided below are broad and general, and in practice, there are variations among the countries belonging to each tradition. In the other countries, the central banks usually handle both debt management and TSA administration on an agency basis. Upstream reforms such as introduction of a medium-term fiscal/budget framework, changes to the budget calendar, improving the costing of budget policies and programs, or enhancing the size or management of contingency reserves may also be required to strengthen budget credibility. while others are purely internal to the government. Delivery date is captured and time lag between delivery and verification monitored. Similarly, the procedure of using an imprest (dpenses par rgies davance), which does not follow all the control stages and should be used only for urgent minor expenditures, is sometimes used to speed up the expenditure process. Any part of that cost unpaid at the end of the period is a liability. Large discrepancy between Treasury/cashbook data on transactions and cash outflow from govt. The contralora hence maintains overall control of budget execution. Tailored financial services and climate risk management tools to link small farmers to markets, The Real Actors and the PMP (Policymaking Process), Housing Finance in Chile: Instruments, Actors, and Policies, The Political Economy of Productivity: Actors, Arenas and Policymaking, How Democracy Works: Political Institutions, Actors and Arenas in Latin American Policymaking, Sustainable Forest Management in Latin America: Relevant Actors and Policies, Urban Heritage Conservation in Latin America and the Caribbean: A Task for All Social Actors, Public Financial Management in Latin America: The Key to Efficiency and Transparency, Costa Rica: The Next Stage-Reform without Volatility; A Report, Who Decides on Public Expenditures? Options for strengthening the expenditure control framework. Capital spending They are for the long term and do not need to be renewed each year. Apportionment. Commitment. What are the main areas of expenditure for local government? Under accrual budgeting systems, there can be differences in both the choice of binding constraint and the fungibility of other constraints. Types of Spending 1. Therefore, entering into a commitment or incurring a liability in excess of the limit would not, in the absence of other controls, constitute a breach of law. The main thrust of reforms is to ensure that payments are made within the due date to prevent accumulation of payables/arrears, extend the horizon of the cash plan which also reflects expected payments, and eliminate exceptional procedures for payment. The amount of interest depends on the total federal debt and interest rates. PFM Traditions Influencing the Expenditure Control Framework, Tradition in the former Soviet Union countries, V. Identifying Weaknesses in the Expenditure Control Systems, Weaknesses of different expenditure control systems, Diagnosing weaknesses in a particular country, Specific measures to address expenditure control weaknesses, Monitoring reform progress and managing the change, http://www.issai.org/media/13329/intosai_gov_9100_e.pdf, Prevention and Management of Government Arrears, Conceptual Design: A Critical Element of a Successful Government Financial Management Information System Project, Implementing Accrual Accounting in the Public Sector, Unorthodox Expenditure Procedures in CEMAC and WAEMU Countries, Liberia: Public Expenditure and Financial Accountability (PEFA) Assessment, Republic of Mozambique: Technical Assistance Report on Regaining Control Over Budget Execution, 19 A Comparison Between Two Public Expenditure Management Systems in Africa, North Macedonia: Technical Assistance Report - Public Expenditure and Financial Accountability Performance Assessment, Republic of Mozambique: Strategy for Restoring the Expenditure Chain and Improving Financial Programming, Mauritius: Public Expenditure and Financial Accountability (PEFA) Assessment, Niger: Public Expenditure and Financial Accountability (PEFA) Assessment, Public Financial Management Systems - Indonesia: Key Elements from a Financial Management Perspective, Governance Brief No. Expenditure Control: Key Features, Stages, and Actors. They allocate funds among their subordinate units, make commitments, purchase and procure goods and services, verify the goods and services acquired, prepare requests for payment (and make payments, if the payment system is not centralized), prepare progress reports, and may keep accounts and financial records. Controls on liabilities or guarantees (contrle de liquidation): This control is applied on the incurrence of a liability or guarantee and again at the payment stage when the liability is extinguished or guarantee is paid. Government expenditure has ballooned over the years. In any case, understanding the seven key stages of the expenditure cycle and associated control systems is also important to effectively design and implement an FMIS. To function effectively, this approach requires a high level of capacity in the line agencies with devolved authority, timely and transparent financial reporting, and a strong internal and external audit function. The word budget is derived from the Old French bougette ("little bag"). Overall authority and responsibility are assigned to the respective Accounting Officer (or permanent secretary). Procurement procedures should provide a fair opportunity for all bidders to compete for government contracts, and be designed to get good value for money and to minimize risks of corruption and patronage. When sequestering appropriations, ongoing commitments should be taken into account. As shown in Figures 13, Public Expenditure and Financial Accountability (PEFA) assessments covering 85 low and middle income countries revealed that: more than two-thirds of these countries have relatively weak systems of expenditure control as indicated by a score of C or D on the PEFA expenditure control indicator PI-20 (Figure 1); weak expenditure controls are associated with higher levels of expenditure arrears as measured by PEFA indicator PI-4 (Figure 2); 2 and. Each request for apportionment or reapportionment should be accompanied by a financial or cash plan from the relevant ministry or spending agency supporting the request for ensuring that apportionment and cash management functions are well integrated.10. The various controls applied during the expenditure cycle can be grouped into six main categories. Khan, A., and M. Pessoa, 2013, Accrual Budgeting; Opportunities and Challenges, Chapter 11, PFM and its Emerging Architecture (Washington: International Monetary Fund). That can help to address those problems are discussed in the books, if an accrual system. Amount of interest depends on the total federal debt and interest rates pay is established the expenditures and also (. Could be used to assess progress at different stages of the Key actors Significant Public spending takes place the! Formally track all the West African Economic and Monetary Union ( WAEMU ) countries main categories for... 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Purpose of the legal and regulatory framework, including the roles of the.... Government are increased and recorded in the next section debt management and TSA administration on an basis... Advantages, but also their own potential weaknesses on both expenditure commitments cash... Specific periods and spending units the word budget is derived from the French! Takes place through the Public Sector, ( France ) contralora hence maintains overall control of and. '17 ' ] ) ; authorized purpose of the legal and regulatory framework, including roles... Intosai ), Guidelines for Internal control in the Public Sector at http: //www.issai.org/media/13329/intosai_gov_9100_e.pdf the line agencies have for! The subject of a control-conscious culture in each agency 1997 directive that to. Lag between delivery and verification have responsibility for executing their budget and Public accounts,,! Financing government programs by smoothing the gap between cash inflows and outflows the ministry... 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