I would like to extend my sincere gratitude and heart-felt appreciation firstly, to my almighty God, to whom I owe my life, wisdom, and good faith in all my endeavors.
I praise him for enabling me on my academic journey and carry out this academic training in particular. I also extend my gratitude to the management of the SCHOOL OF FINANCE AND BANKING for your academic inspiration and career building when they engage me through a series of academic training and practicing my abilities. I also indebted my gratitude to my family especially my lovely mum whose assistance in terms financial means, care, sacrifice and encouragement took me throughout the whole academic issues. I also extend my greater thanks to my friends, fellow students and colleagues.
And finally to the management of GREEN HILLS ACADEMY that provided me the opportunity to conduct my internship in their institution. And I express my sincere gratitude to my field supervisor and the whole finance department for the support they did not cease to provide to me in acquiring practical and technical skills at working environment. You really contributed a great role in my life. God bless you abundantly!!!! DECLARATION I BIMENYIMANA Simon Pierre, hereby undersigned, declare that, except otherwise indicated, this document is entirely my own work and has not been submitted to any other university or institution of higher learning.
BIMENYIMANA Simon Pierre DATE….. /……… /………. / Signature………………………….. CERTIFICATE This is to certify that BIMENYIMANA Simon Pierre, a student of SFB, Faculty of management, Department of ACCOUNTING, has completed his internship in Green Hills Academy, under supervision and guidance of Mr. NTEGO Parfait Date………………………………… Signature………………………… LIST OF ABREVIATION GHA: green hills academy RRA: Rwanda revenue authority RSSB: Rwanda social security board SSF: social security fund
IBO: International Baccalaureate Organization BPR: banque populaire du Rwanda SFB: School Of Finance and Banking. PAYE: pay as you earn
ABSTRACT
Internship is an exercising opportunity given to all academies from around all universities and higher learning institutions in any given country, basically here in Rwanda student from around all universities must carry out their industrial training before the completion of the studies to practice theories that they learnt from classes so that they learn new working environment.
The School of Finance Banking ( SFB) as one of the higher learning institutions also provides and enables their students to carry out their internship in various organizations around the country as a way to sustain them and equip them with practical knowledge about their career and future employment opportunities and specifically this regard to all fourth year students who are required to conduct the internship attachment and report thereafter.
As one of fourth year student I was interested in obtaining the knowledge on the functioning and management of educational institution. That is why I conducted my internship In GREEN HILLS ACADEMY in their finance department for the period of two months. Where I have crossed various units made up finance department and the institution as whole. This internship report will cover two parts, including practical learning and problem analysis.
In the first part which is practical learning the report will cover the full information about the institution in which the internship was carried out and basing on new skills acquired by the trainee during the internship and the job description in which the trainee participated (where My primary responsibility was to prepare the payroll, PAYE declaration, RSSB contribution declaration and other related tasks.. ). And the second part which is the problem analysis will explain the identified problem during the internship.
Under which I identified that internal control system is one of most important problems that needs carefully attention and will came up with the solutions and recommendations. In conducting this training, I employed scientific methods to collect information about the accounting, internal control system, management procedures and operations done in GHA. These include participatory approach, observation, direct interviews and documentation as methods to achieve the stated objectives.
It is upon these methods and data collected, that conclusions and recommendations were based, which address the identified requirement to smoothly running of institution.
INTRODUCTION ABOUT GHA
Green Hills Academy is a co-educational day school, consisting of a Nursery, Primary School and Secondary School, which share a well-maintained campus close to the center of Kigali.
We are proud of the fact that many of our visitors comment on the positive school atmosphere and the happiness and confidence of our students, which are the product of a caring environment with a rich cultural diversity of students and staff. We are a multi-cultural school and accept students irrespective of their race, gender, nationality and religion. We do, however, have high expectations of our students’ level of motivation and their effort to succeed.
LOCATION OF GHA
Green Hills Academy is located in Nyarutarama, a residential area of Kigali, close to the well-known MTN Center, just 10 minutes’ drive from the center of the city. We operate three separate schools on our campus: the Nursery occupies a brand new facility, and there are a Primary School and a Secondary School. I. 1. 2. LOCAL AREA MAP: MISSION STATEMENT To provide the best possible international education in a local setting, to be open to all, but to enable Rwandans in particular to access this education, and thereby to contribute to the development of the country and of East Africa.
MANAGEMENT STAFF
Headmaster Deputy Headmaster Secondary School principal Primary School Principal Nursery School Principal Financial Controller/Treasurer Human Resource (HR) Director Public Relations and Admission Director
TEACHING STAFF
The school has an international staff of well qualified teachers, many of whom have post graduates degrees. Nursery teachers are Montessori trained and have teaching aids to assist them. There are specialist teachers for art, Rwandan traditional dance, physical education, computer, physics, chemistry, biology, mathematics and other subject areas.
Language of Instruction •English and French from Tiny tots to Grade 8 in partial classes. •English from tiny tots to grade 12. •Kinyarwanda and German are taught as subjects From Grade 9 all students are taught in English so as to lay strong foundation for Cambridge IGCSE, the International Baccalaureate Diploma and national programs. What you can expect: This is what you can expect if your child attends Green Hills Academy: •A caring, well-disciplined environment. •High educational standards. •Well qualified, motivated teachers and administration. •Extensive curriculum to international standards.
•Program from Nursery to Secondary graduation. •Good class sizes. •Computer instruction with internet connection. •Specialist classrooms: science laboratories, library, computer, art, music, physical, education and early intervention reading rooms. •Reasonable fee structure. •Special preparation classes for National and International Examinations. •Students and staff from many countries around the world. •Child-centered classrooms.
WORKING ENVIRONMENT
Green hills academy has a very highly motivated environment where their progress and so far success has been through the efforts of people.
They recruit bright and dynamic individuals, train and motivate them to reach the highest standards of professional and personnel competence. They an equal opportunity employer and encourage applications and for advertised positions. They work eight hours per day and agrees to pay for any extra-time worked by its employees.
GREEN HILLS ACADEMY HAS PARTNERS
Our basic school programs are supported by two extra help programs designed to remedy any academic deficiencies in new students or in existing students who are at risk of doing poorly in reading, writing, mathematics or secondary science.
The Early Intervention program begun in 2010 and provides intensive one to one help in reading at N2, N3, P1 and P2 levels. It uses a tried and tested method that has been successful across the world. Our Skills Program (begun in 2010) provides extra help in spoken and written English and French as well as reading and mathematics at the primary and middle school levels. At the Grades 9 and 10 levels this program aims mainly to bring students new to the school up to Green Hills standards.
Our instructional language is English, but Green Hills Academy provides a 50/50 French/English option from N1 to Grade 8 to enable francophone and other interested students to emerge fully bilingual in spoken and written modes. After Grade 8, these students may continue studying in a French First Language stream. German is taught in Grades 5 and 6 in the Primary School, and continues up to Grade 12 in the Secondary School. Green Hills Academy is proud to be a PASCH partner school, with support from the Goethe Institute which promotes the teaching of German, and to have an annual student exchange with a school Germany.
Rwandan studies form a central feature in the life of our school. Kinyarwanda is taught through Primary and Middle schools and we have very popular courses in traditional Rwandan drumming and dancing in our middle and secondary schools. In the Secondary School, students are prepared for international exams by our highly qualified teachers who come from a wide range of countries. At the end of Grade 10, students sit for the Cambridge IGCSE exams, and at the end of Grade 12 they take the International Baccalaureate (IB) exams.
The IB is a challenging program, but highly regarded by universities throughout the world. The IB has a strong educational vision, which we at Green Hills Academy share and we are proud to be the only school in Rwanda offering it.
IBO IS AMONG THOSE PARTENERS
Green Hills Academy and the IB Organization share core values, and the IB is an essential part of achieving the school’s mission. The International Baccalaureate Organization aims to develop inquiring, knowledgeable and caring young people who help to create a better and more peaceful world through intercultural understanding and respect.
To this end the IBO works with schools, governments and international organizations to develop challenging programs of international education and rigorous assessment. These programs encourage students across the world to become active, compassionate and lifelong learners who understand that other people, with their differences, can also be right. Not only for the students studying in the IB programs in grades 11 and 12, but for all our students, the IB Learner Profile describes the kind of person that we want our students to become.
We try to develop these values not only through our teaching and through the atmosphere of the school; we also discuss the IB Learner Profile with students at different times in their life at Green Hills Academy. The IB Learner Profile The aim of all IB programs is to develop internationally minded people who, recognizing their common humanity and shared guardianship of the planet help to create a better and more peaceful world. IB learners strive to be: Inquirers: They develop their natural curiosity. They acquire the skills necessary to conduct inquiry and research and show independence in learning.
They actively enjoy learning and this love of learning will be sustained throughout their lives. Knowledgeable: They explore concepts, ideas and issues that have local and global significance. In so doing, they acquire in-depth knowledge and develop understanding across a broad and balanced range of disciplines. Thinkers: They exercise initiative in applying thinking skills critically and creatively to recognize and approach complex problems, and make reasoned, ethical decisions. Communicators: They understand and express ideas and information confidently and creatively in more than one language and in a variety of modes of communication.
They work effectively and willingly in collaboration with others. Principled: They act with integrity and honesty, with a strong sense of fairness, justice and respect for the dignity of the individual, groups and communities. They take responsibility for their own actions and the consequences that accompany them. Open-minded: They understand and appreciate their own cultures and personal histories, and are open to the perspectives, values and traditions of other individuals and communities.
They are accustomed to seeking and evaluating a range of points of view, and are willing to grow from the experience. CaringThey show empathy, compassion and respect towards the needs and feelings of others. They have a personal commitment to service, and act to make a positive difference to the lives of others and to the environment. Risk-takers: They approach unfamiliar situations and uncertainty with courage and forethought, and have the independence of spirit to explore new roles, ideas and strategies. They are brave and articulate in defending their beliefs.
Balanced: They understand the importance of intellectual, physical and emotional balance to achieve personal well-being for themselves and others. Reflective: They give thoughtful consideration to their own learning and experience. They are able to assess and understand their strengths and limitations in order to support their learning and personal development. SECTIONS UNDER GHA. GHA has the following sections: * Academic management section * Finance section * Secondary section * Primary section * Special education * Nursery section
ROLE AND RESPONSIBILITIES EACH SECTION
As I stated all sections that made up GHA . every section has its own roles and I’ going to some of them below: ACADEMIC MANAGEMENT SECTION The responsibilities listed below give an idea of some typical tasks in various roles, but in education administration it is unlikely that any two jobs will be exactly the same. Tasks may include: * Provide educational leadership to teachers, principals and administrative officials of education institutions in the development and coordination of educational programs. * oversee educational research aimed at providing new
directions for the educational system * represent the organization on committees to identify present and future needs within the educational system, and plan, develop and modify facilities and programs * manage the evaluation of new approaches and development of new courses * organize and conduct workshops and conferences to train teachers in new programs and methods * apply for and manage funding for new educational programs * Manage processes to do with school reviews, teacher assessment and education planning in nursery, primary and secondary.
* servicing committees including academic boards, governing bodies and task groups; * assisting with recruitment, public or alumni relations and marketing activities; * administering the ‘student lifecycle’ from registration or admission to graduation or leaving; * providing administrative support to an academic team of teachers; * drafting and interpreting regulations and dealing with queries and complaints procedures; * coordinating examination and assessment processes;
* maintaining high levels of quality assurance, including course evaluation and course approval procedures; * using information systems and preparing reports and statistics for internal and external use; * participating in the development of future information systems; * contributing to policy and planning; * supervising staff; * liaising with other administrative staff, academic colleagues and students; * liaising with partner institutions, other institutions, external agencies, government departments and prospective students; * Organizing and facilitating a variety of educational or social activities.
FINANCE SECTION
Department is comprised of three main areas: * General Accounting * Payroll * School fees accounting Duties of the Finance unit include: * controlling expenditures and obligations (including operating expenses, debt, payroll) * receipting and depositing all revenues * managing the investment of all monies * accounting for all assets and capital project expenditures * internal and external reporting
* managing budgets and ensuring financial systems are followed; * purchasing goods and equipment, as required, and processing invoices; SECONDARY, PRIMARY, NURSERY AND SPECIAL EDUCATION SECTION The secondary, primary and nursery staff of GHA is in charge of looking after all students from nursery up to grade twelve. They are supposed to provide courses according to the program. And to ensure High standard of academic achievement, classroom management, and good citizenship are central to our educational philosophy.
At GHA they also offer special educational programs for students with disabilities, and after school Skills Program which is designed to reinforce subject specific skills.
THE REASON BEHIND THE CHOISE TO CARRY MY INTERNSHIP IN GHA
Internship is the opportunity and requirement for every student to put into practice what they learnt in class for them to get bachelor’s degree, therefore it is with this reason I had to look for an institution where I can get an opportunity to learn, practice and enjoy the working environment experience.
For me to come to Green Hills Academy, firstly I wanted to know how educational institutions are managed. So thus my primary motivation was to explore their accounting and even the internal control system as whole. Another reason was that green hills academy is a very attractive institution that every one desires to work with, not only because of their goodwill but also their facilities and good working conditions. So because of all these reasons with my luckiness to get internship in this institution, I was supposed to accept their approval.
JOB DESCRIPTION INTRODUCTION
My role in green hills academy was to act as payroll officer. It is commonly known that every organization has its approaches to pay salaries in case it has many employees. It is with this reason that green hills academy created a post of Payroll Officer in order to manage and administrate all issues concerned with salaries and wages. And this post has brought up a very big impact on employees motivation and because of timely payment of their salaries.
Therefore the payroll officer is in charge of preparing the monthly payroll (remind that differently from other institutions in Rwanda Green hills academy pays salaries twice in month). where this payroll has different component(deductions: which includes :pay as you earn ,social security contribution ,welfare fund, savings ,common pool advance, transport, tuition, and absence ),he/she is also in charge of tax declaration, and social security contribution declaration and other related tasks. TASK I TASK TITLE: PAYROLL PREPARATION
OBJECTIVE
While performing this task the objectives was to have better understanding on Preparation of payroll, putting into practice the theories learnt in class (such as those of taxation (pay as you earn theories)) employees social security contribution calculation. In other words it was to help me to accumulate sufficient knowledge in preparation of payroll. JOB PURPOSE: Pays employees by calculating pay and deductions; issuing checks or distribute payroll lists to the related banks.
MY DUTIES AND RESIPONSIBILITIES. RESIPONSIBILITIES
* Perform employee payroll accounting and processing based on company polices. * Review payroll reports for correctness and completeness. * Oversee payroll transactions including calculations, deductions, and withholdings. * Make payroll entries and prepare and distribute payroll lists to the bank accounts of all employees every 12th and 25th of each month. * Maintain employee data including payroll, timesheet, attendance, benefits and other information. * Respond to payroll inquiries and concerns from employees. * Perform wage verification when requested.
* Coordinate with finance and HR teams for payroll processing when needed. * Process employee timesheets and leaves and other information required for payroll processing. * Generate periodic payroll reports to management for review. DUTIES * Maintains payroll information by collecting, calculating, and entering data. * Updates payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers. * Prepares reports by compiling summaries of earnings, taxes, deductions, leave, disability, and nontaxable wages.
* Determines payroll liabilities by calculating employee federal and state income and social security taxes and employer’s social security, and workers compensation payments. * Resolves payroll discrepancies by collecting and analyzing information. * Provides payroll information by answering questions and requests. * Maintains payroll operations by following policies and procedures; reporting needed changes. * Maintains employee confidence and protects payroll operations by keeping information confidential. * Contributes to team effort by accomplishing related results as needed.
TECHNICAL DETAILS OF PAYROLL PREPARATION INTRODUCTION
A payroll officer can be the heartbeat of a business. He plays an important role in any business. Without the skill of a payroll clerk, who is to say anyone would get paid properly. The duties of a payroll clerk are a vital ingredient in the human resources or accounting department. At GHA also they have the payroll officer who looks for all salaries related activities. It is understood that payroll preparation is concerned with preparation of salaries and wages for all employees and casual laborers.
Therefore the objective of the preparation of payroll was to ensure that all employees’ salaries are paid on time (where at GHA academy the salaries are paid in two installments’ (the1st installment is paid not later than 12th of every month, and the balance must be ready on 25th)).
PAYROLL PROCESSING
The payroll officer may also perform income and deduction adjustments and code them accordingly. This can include wage deductions; pay raises; supplemental pay, such as bonuses and commissions; double-time pay and retroactive pay (back pay for pay increase). The computes and pays salaries,
generates and prints paychecks and pay stubs, performs direct deposit processing and assists the payroll lead with payroll tax duties. The latter includes helping processing and providing related departments, such as accounting or human resources, with the respective reconciliation and benefits administration reports. OTHER TASKS Other payroll officer duties may include keeping documentation of retirement payments, non-taxable earnings, maternity, vacation and sick leave. In some associations duties of a payroll clerk are distributed into specialized fields.
In smaller organizations payroll duties may be shared with secretary, accounting and regular clerk duties. Even if you are not trained in the extra duties, companies will offer training in company rules, administrative issues and managing employee hours.
SIGNIFICANCE OF PAYROLL DUTIES
A payroll clerk is responsible for entering payroll and personnel information into a computerized system to preserve the accuracy of records. A payroll clerk responds to all disputes about payments for all individuals in the company. Employees are dependent on payroll clerks to be proficient, understanding and punctual on paydays.
Timekeeping The payroll officer’s main function is to ensure that employees are paid accurately and on time. Hourly employees are paid according to what their time card/time sheet indicates and salaried workers are generally paid a set wage each pay period. The payroll clerk is responsible for gathering time sheets and computing the hours worked. Even if the employee or his supervisor has already figured the time, the payroll officer must ensure it is correct. This includes determining regular, overtime, holiday, and vacation, personal and sick time.
And above all ensuring that the advance salaries of employees are ready to their accounts on12th and the balance on 25th of every month Data Entry The payroll officer is responsible for coding and posting employees’ time into the payroll system. For instance, he ensures that regular and vacation time are coded and paid accordingly. Payroll processing also involves processing new hires, terminations, and deductions. The payroll officer enters new hire information into the payroll system, such as pay rate, pay frequency, and tax withholdings.
He enters termination data, such as last employment date, used to determine a salaried worker’s final pay. Processing The payroll officer ensures that all the data needed to pay the employees appropriately is recorded into the system. He runs payroll reports, used to double-check wages before they are actually paid. He helps to catch payroll errors before the checks/stubs are printed, before the payroll is closed, and before the actual pay date arrives. More commonly, he works with a payroll team that might include payroll administrators, payroll specialists, payroll supervisors and a payroll manager.
In a small company, he might be the sole payroll person responsible for processing the entire–or the majority of–the payroll. In such instances, he reports a central authority person. Record Keeping He is responsible for filing and maintaining the necessary payroll reports, such as payroll registers and payroll tax documents. He ensures that the person/department handling the company’s payroll tax filing and tax deposits receives the necessary payroll reports each pay period. He assists those needing copies of payroll documents and ensures that the payroll records are kept current.
PROFESSIONAL SKILLS REQUIRED TO PREPARE THE PAYROLL
Skills The skills required of a payroll officer include time management skills, reading comprehension skills, mathematical skills and speaking skills. Time management skills are useful for managing time effectively, both for themselves and for others. Reading comprehension skills are useful for understanding written information in work-related documents. Mathematical skills are useful for using mathematics to solve problems on the job. Speaking skills are important for conveying information effectively. Payroll officer should also have information ordering, oral comprehension and mathematical reasoning skills.
Knowledge Payroll officer should have knowledge of administrative and clerical procedures, administration management principles involved in strategic planning, resource allocation, leadership technique, human resources modeling, and coordination of people and resources, personnel and human resources, and knowledge of arithmetic, geometry, calculus, algebra, and statistics. They should also be familiar with economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data, as well as knowledge of the English language.
Having familiarity with computers and electronics is of tremendous importance. Requirements Payroll officer need to have at least a bachelor diploma or a professional qualification (such as certified public accountant, or ACCA qualification). They also need to have excellent computer skills. Most payroll officers learn their skills through on-the-job experience. Some payroll officers have acquired training in high school, business school and community college. New payroll officer can obtain training on the job in personnel issues, timekeeping, workplace practices, company policies and payroll.
Payroll officer must be able to communicate and interact with individuals at all levels of the organization and should demonstrate tactfulness, diplomacy and poise.
PROBLEMS ENCOUTERD DURING THE PREPARATION OF THE PAYROLL
As usual problems are likely to happen. Therefore I’m going to state some of the problems encountered during the preparation of payroll * Starting by doing some new things like preparing the payroll of over two hundred and fifty employees with different salaries and their PAYE base was a very big challenge for me.
* Sometimes the lists of attendance, overtime, and other deductions that had to be included into the payroll of the related month . sometimes delayed to reach at me so that I adjust the payroll on time. * Doing a lot of work while I had given a small time. * Unfamiliarity of the new working environment. To solve all these problems the following approaches have been used: * Defining problem: this is done in order to go deep of the problem and have more understanding of it. Those questions have been used to define problem, where is it happening, how is it happening, when is it happening and with whom is it happening.
After defining it i understand my role and the role of others to solve it. * Look the potential causes of problem: this approach consists writing my opinion and what I have heard from others regarding causes of problem defined in approach no 1. * Identify alternatives for approaches to solve the problem: it consists of writing many ideas that can be most suitable to arrive to solution of a problem. * Implementation: this is the last approach consist of putting in action alternatives solution selected.
SOLUTION IMPLEMENTED
According to the problem of doing new thing I never done before I tried to approach my filed supervisor to guide me and show me the way all things are done. The problem of unfamiliarity with the working environment was solved through the approach of different members that made up the staff. And tried to talk with them. Then slow by slow I was able to familiarize with them. Sometimes the lists of attendance, overtime, and other deductions that had to be included into the payroll of the related month .
sometimes delayed to reach at me so that I adjust the payroll on time. To solve this problem I asked the people who were in charge of that to prepare the lists tree days before I prepare the payroll so that they are ready on time. Doing a lot of work and conducting my academic requirement (such as writing my report) while I had given a small time. I was supposed to prepare the payroll, distribute the monthly pay slips, prepare tax, calculate salaries of casual laborers and many related activities and also writing the report.
So to solve this problem I tried to manage my time and I worked extra hours in order to do not harm any of the activities.
NEW SKILLS ACQUIRED DURING THE PREPARATION OF PAYROLL.
* As result they are various knowledge are acquired when I was preparing the payroll. * Acquisition of knowledge on law regulating the PAYE. * I have acquired skills of working with different employees with different behaviors. * I acquire knowledge on calculating different salaries based on employee’s time worked, casual laborer and other related.
* Application of knowledge acquired in class. * I have acquired computer experience as computation work is done in Microsoft excel. * Skills in active listening, interpersonal communications, critical thinking and complex problem solving are acquired while computing various salaries. TEAM MEMBER ON TASK INTERNAL SUPERVISOR POSITION: Acting Human Resources Manager LEVEL: A0 in BBA and currently is an MBA student. RESIPONSIBILITY: * Act and carry out all responsibilities of the human resource manager. * Arranging visas for teachers from overseas, when required.
* Manage employee relations caseload, including a range of grievance, Disciplinary, capability and absence management matters, with an emphasis on resolving issues positively by coaching line managers through difficult situations Published by Human Resources * Formulate and update HR policies and procedures in line with legislative changes and industry-wide best practices * Update the staff handbook, organization structure and any other relevant HR material as and when required and publish it on the intranet * Provide generalist HR advice and support to line managers and staff.
This involves interpreting terms & conditions of employment as well as GHA policies & procedures to do with recruitment & selection, holiday & sickness, performance review, maternity, disciplinary and, grievance. CO-WORKERS POSITIONS: Finance Unit, Principals of nursery, primary, and secondary and the head of drivers. All these people had to provide to me the timesheet, absence, and the overtime days and hours worked by each employee during the month. The finance had to provide to me the cheque so that I go to deposit it to the bank.
EXTERNAL INPUTS
When Preparing the Payroll I worked with various participants such as different banks. Where I had to bring the lists of payroll to COGEBANK in other to them distribute the lists to the related banks. TASK 2 PAYE, SOCIAL SECURITY EMPLOYEE’S CONTRIBUTION DECLARATION AND CALCULATION. OBJECTIVE To prepare and declare the pay as you earn and social security employee’s contribution, was to help me to acquire the full knowledge on the pay as you earn calculation, declaration and social security fund contribution calculation and declaration.
And match the knowledge acquired at the school of finance and banking with the practices and even assess my ability to learn the reality. RESPONSABILITIES * Taking data from the Payroll and record the gross salaries of all employees. * Calculating the tax due of every employee * Verifying the entries calculated and summing up all entries in order to get the total tax due. * Preparation of transfer order, filling the tax form . and preparation of the cheque. * Certification of the cheque in COGEBANK.
* Declaration PAYE to Rwanda Revenue Authority. * Payment of PAYE to the Bank of Kigali. * Taking data from the payroll and record the basic salary of all employees for three months and entering them in Microsoft access. * Verifying the recorded entries and making the total due. * Go to RSSB to look for affiliation numbers for new employees. * Payment of the SSF contribution in COGEBANK. * Declaration of SSF contribution to RRA. * Filing the documents. TECHNICAL DETAIL OF PAYE, SSF CONTRIBUTION CALURATION AND DECLARATION.
PAYE CALCULATION AND DECLARATION DEFINITIONS
The meanings of terms defined in other laws of Rwanda apply unless different meanings are expressly provided in this Guide. The following definitions specifically apply for the purpose of this Guide: Allowance: Payment to an employee by way of housing, transport, education, entertainment, subsistence, cost of living, or assignment to a hardship area, or any other similar payment for the benefit of the employee.
Benefit in kind: A right granted for the personal use of an employee of benefits such as premises including any furniture or other contents, vehicle, board and lodging, and others of a similar nature, not readily available in monetary terms. Employee: An individual who is paid for his/her services by an employer Employer: a legal or physical person who makes payment to an employee for present or past employment services and includes a person responsible for making such payments on behalf of another. Taxpayer: means any person who is subject to tax according to the laws of Rwanda.
Tax period: means the period at the end of which the tax liability becomes due. Casual laborer: An employee or worker, who performs unskilled labour activities, does not use machinery or equipment that require special skills, and who is engaged by an employer for a period aggregating not more than 30 days in a tax period, which is the tax year. Payment: An amount due to an employee as per the terms of contract whether the money is paid to the employee or not as long as the employee has already earned the income.
Person: includes any individual, legal entity or association of persons; First employer’: any employer who gives the greater annual income to an employee by comparison with another employer; Employment income: Amounts due to an employee as per the terms of employment including: a) Wages, salary, leave pay, sick pay, payment in lieu of leave, fees, commissions, bonuses and gratuities; b) Allowances, including any cost of living, subsistence, rent, entertainment or travel allowance; c) Any discharge or reimbursement of expenses incurred by the employee or an associate of the employee; d) Payments for the employee’s agreement to any conditions of employment; e) Payments for redundancy or loss or termination of the employment; f) Pension payments, excluding state and national social security payments; g) Other payments made in respect of current, previous, or future employment. Exempt employment income: a) The following are not a part of taxable employment income: (i) Discharge or reimbursement of expenses incurred by the employee, wholly and exclusively for the business purposes of the employer; including travel and per-diem expenses for official travel by an employee outside the normal place (city or town) of work of the employee.
These expenses must be within reasonable bounds and must be substantiated fully by evidences of payment. (ii)Medical expenses covered by the employer and paid to a licensed medical provider for the treatment of an employee, under a scheme generally available to all employees; including the contributions of the employer to the RAMA (iii) Retirement contributions made by the employer on behalf of the employee to the state social security system; (iv) Retirement contributions made by the employer on behalf of the employee and/or contributions made by the employee to a qualified pension fund up to a maximum of 10 per cent of the employee’s employment income or RWF 1,200,000 per year.
(v) Employment income received by an employee who is not a citizen of Rwanda from a foreign government or a non-governmental organization under an agreement made by the Government of Rwanda and where the income is paid for the performance of aid services in Rwanda; (vi) Employment income received from an employer who is not resident in Rwanda by a non-resident individual for the performance of services in Rwanda, unless such services are related to a permanent establishment of the employer in Rwanda; and b) Employment income received for services rendered in the exercise of their official duties by: (i) Any foreigner who represents his/her country in Rwanda;
(ii) any other individual employed in any Embassy, Legation, Consulate or Mission of a foreign state performing state affairs, who is a national of that state and the bearer of a diplomatic passport; or (iii) Any non-citizen individual employed by an international organization that has signed an agreement, covering tax exemption, with the Government of Rwanda The tax law requires that when an employer makes available employment income to an employee the employer must withhold, declare, and pay the PAYE tax to the Rwanda Revenue Authority within 15 days following the end of the month for which the tax was due. In the case of engaging casual laborers for less than 30 days during a particular tax year, the employer shall withhold 15% of the taxable employment income of the casual laborer. The first 30,000 (thousand) RWF of the income earned is taxed at 0%. OBLIGATION Beginning January 2006 employers/employees shall calculate the tax on employees’ taxable income based on the following tax bands and/or using the formulae provided in the table below as applicable.
Employers/individuals that declare their own PAYE can build these formulae into their systems in order to compute the tax due. Monthly Deductions TAX BANDSTAX RATE EMPLOYEE GROSS SALARY| TAX RATE| Frw 0-30,000| 0%| Frw 30,001-100,000| 20%| Frw >100,000| 30%| Annual Deductions TAX BANDSTAX RATE EMPLOYEE GROSS SALARY| TAX RATE| Frw 0-360,000| 0%| Frw 360,001-1,200,000| 20%| Frw >1,200,000| 30%| The employer is personally responsible for the correct withholding, declaration and the timely payment to the Rwanda Revenue Authority. The employer is personally responsible for keeping proper books of account to prove that the tax has been correctly withheld, paid, and accounted for.
Under those circumstances where, the employer is not required to withhold and pay the tax, the employee is responsible for registering, declaring, accounting, and paying the tax. An employer who is not the first employer of an employee must withhold PAYE at the marginal top tax rate of 30%. An individual who receives employment income from more than one employer or who receives incidental employment income such as end of year bonus may file an annual declaration if he wants to claim a tax refund. Only amounts in excess of FRW 5,000 are refunded. An employee who works for more than one employer is obliged to inform his/her employers specifying which one is his/her first employer. The employer is obliged to ask the employee and confirm that he/she is the first employer.
BASIC REQUIREMENTS An employer must register with the Rwanda Revenue Authority for PAYE by completing the appropriate Registration Form. Individual employers must complete the Individual Enterprise Registration Form RRA TRO RGI; whereas companies must complete the Non-individual Registration Form RRA TRO RGC. This applies also to employers with employees that earn less than FRW 30,000 a month. Employees whose employers are not required to make a withholding need to: a) Register like self employed persons; b) Declare and pay their own PAYE on a monthly basis within the time period set out under 6. 3 below c) Make annual PAYE declarations as set out.
Within 15 days, following the month in which employment income is paid, or is made available to the employee or the employee has earned the income and the employer has assumed the liability, even though payment is not effected yet, the employer pays the tax to the Rwanda Revenue Authority Before the 15th day of January each year, together with the submission of the declaration for December of the preceding year, employers shall compute the tax due from each employee for the year that has ended; and must pay any unpaid balance compared to the total of the monthly withholding payments of the year to the Rwanda Revenue Authority. DECLARATION REQUIREMENTS Employers or employees (in the case of the situation outlined in paragraph 4. 6 above) shall complete the Monthly PAYE Declaration Form RRA-PAY-DF1-EO62 (which can be obtained with appropriate instruction sheets from each tax Department 3 ) within 15 calendar days after the end of the month for which the tax is due and submit to the Rwanda Revenue Authority. The 15th day of each month is the last legal date for paying the tax.
When completing the PAYE Declaration Form the taxpayer must make sure that all fields provided in sections 1 (the front side only), 3, 5, & 6 of the Form are fully completed and signed. Sections 1 2, and, 4 are completed by the RRA. Taxpayers must follow the instructions that accompany the monthly declaration form Employers with no employees that earn more than RWF 30,000 a month do not submit monthly declarations. They submit annual declarations only, showing nil in the tax due column. Employers/employees are required to make annual declarations using the PAYE Annual Declaration Form RRA-PAY-AD1-EO54 (Available in the RRA web-site) This form shows a list of employees with each employee’s personal details, employment income, and the PAYE due for the Year.
The PAYE Annual Declaration shows all details and total amounts for the 12 months of the tax period. Taxpayers must follow the instructions that accompany the annual declaration form. The taxpayer compares the total amount in the tax due column with the sum of the withholdings paid each month and pays any unpaid amount with the December declaration submitted in January of the following year. If the amount due from each employee is negative, the taxpayer may refund the employee and deduct the amount from its payment for December, which is due on 15 January each year. 5 The employer also fills out a PAYE Annual Declaration Payment slip in two copies.
He/she gives the original to the employee as evidence for the withholding and payment of tax. The employer retains the copy for review by the Rwanda Revenue Authority when necessary. Employees that declare and pay themselves shall pay any unpaid amount in the same manner as described above. The declaration forms are issued free of charge. They could be collected from the LTD and IRD or Provincial offices depending on where the taxpayer submits the declaration at any time from 7:00 to 15:30 Monday through Friday. Employers who use electronic systems must submit the annual declarations (RRA-PAY-AD1-EO6) in electronic files, using the format of the declaration form prescribed in this guide.
DETERMINATION OF MONTHLY TAXABLE INCOME
Beginning January 2006, all kinds of employment income as defined above must be added together to determine taxable income, excluding the exemptions listed above. Any contributions by employees for CSR, FARG, sports, medical schemes like RAMA; etc. are not deductible for tax purposes. The taxable income is the amount of employment income before deduction for such contributions. Illustration 1: Assuming that the following monthly remunerations were due to an employee during a given month, taxable income is determined as follows: Basic salary before contributions FRW 600,000 Housing allowance 50,000 Transport allowance 30,000 Employment Income FRW 680,000 Less qualified pension fund contributions (assumed 10%) 60,000 Taxable income (TI) FRW 620,000 TAX BANDS & CALCULATION OF TAX
Beginning January 2006 employers/employees shall calculate the tax on employees’ taxable income based on the following tax bands and/or using the formulae provided in the table below as applicable. Employers/individuals that declare their own PAYE can build these formulae into their systems in order to compute the tax due. MONTHLY| ANNUAL| Tax bands| Tax rate| formulae| Tax bands| formulae| Frw 0-30000| 0%| T = 30, 000 x 0% = 0| Frw0-360000| | FRW 30, 001 – 100,000| 20%| T=(100,00030,000) x 20% + 0 =14,000| FRW360,001-1,200,000| T=(1,200,000-360,000) x 20% + 0= 168,000| Frw >100000| 30%| T = (TI – 100,000) x 30% + 14,000| FRW > 1,200,000| T= (TI-1,200,000)x 30% + 168,000| Where T = tax; TI = Taxable income
The monthly withholding is computed using the monthly bands and formulae, whereas the annual tax is computed using the annual bands and formulae. The effective rates are only two and the computation of the tax is simple. There is no need for issuing a table that shows the amount of tax to be withheld on each level of income. The following example demonstrates the computation of the tax: Illustration 2: Computation of tax a) The tax on a taxable income of FRW 100,000 a month is computed as follows: 30,000 times 0% = 0 (100,000 – 30,000) times 20% = FRW 14,000 Total tax = 0+ 14,000 = FRW 14,000 b) Tax on a taxable income of more than FRW 100,000 for example 800,000 a month is computed as follows: 30,000 times 0% = 0
(100,000 – 30,000) times 20% = FRW 14,000 (800,000 – 100,000) times 30% = FRW 210,000 Total tax = 0 + 14,000 + 210,000 = FRW 224,000 c) The tax on a taxable income of FRW 1,200,000 a year is computed as in the following: 360,000 times 0% = 0 (1,200,000 minus 360,000) times 20% = FRW 168,000 Total tax = 0+ 168,000 = FRW 168,000 d) Tax on an annual income of FRW 9,600,000 is calculated as follows: 360,000 times 0 = 0 (1,200,000 – 360,000) times 20% = FRW 168,000 (9,600,000 minus 1,200,000) times 30% = 2,520,000 Total tax = 0 + 168,000 + 2,520,000 = FRW 2,688,000 SOCIAL SECURITY CONTRIBUTION CALCULATION AND DECLARATION. Pension Scheme The Pension scheme aims at:
Helping the worker who becomes old and incapable of working for a salary or becomes invalid and incapable of living by working; Helping the survivors of the deceased worker The Social Security benefits offered by the branch of pensions are therefore divided into two categories: Those given to the insured person himself when old or invalid those given to his eligible survivors. Enrolling for pension benefits is compulsory for the following individuals: All salaried workers (regardless of nationality) Active political representatives The contribution rates are 3% paid by the employer and 3% by the employee. There is also the option for individuals to enroll as a voluntary member.
This can be achieved by applying to join the scheme and paying the required contribution rate of 6% of salary. Voluntary members must be less than 45 years of age in order to be accepted. Once you have been in mandatory insurance, you are only eligible to apply for voluntary insurance within the first 12 months of the date on which your mandatory insurance ended. The salary declared under voluntary insurance must be at least the minimum monthly salary, subject to a ceiling of 104,000 RWF. Occupational Hazard Branch What are the contributions? A contribution of 2% of salary is paid on behalf of mandatory members by employers. There is no employee contribution towards this benefit. Voluntary members are not permitted for this benefit.
This means the total contribution is 8% divided into two parts (occupational hazard, and pension scheme). where the employee contribute 3% on the pension scheme, and the employer contributes 3% on the pension scheme and 2% on the occupational hazard all on the basic salary of the employee. Declarations Declarations and Pay slips are submitted to RSSB district branches across the country and RRA Offices. Declaration dates are at the end of the following month after quarter end. 1st Quarter: 30 April 2nd Quarter: 31 July 3rd Quarter: 31 October 4th Quarter: 31 January The intention is that contributions and payments will move to a monthly basis.
PROFESSIONAL SKILLS REQUIRED TO PREPARE THE PAYROLL Skills
The skills required to calculate and declare the PAYE and social security contribution include time management skills, reading comprehension skills, mathematical skills and speaking skills. Time management skills are useful for managing time effectively, both for themselves and for others. Reading comprehension skills are useful for understanding written information in work-related documents. Mathematical skills are useful for using mathematics to solve problems on the job. Speaking skills are important for conveying information effectively. You should also have information ordering, oral comprehension and mathematical reasoning skills. Knowledge
You should have knowledge of administrative and PAYE procedures and law governing social security contribution, administration management principles involved in strategic planning, resource allocation, leadership technique, human resources modeling, and coordination of people and resources, personnel and human resources, and knowledge of arithmetic, geometry, calculus, algebra, and statistics. They should also be familiar with economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data, as well as knowledge of the English language. Having familiarity with computers and electronics is of tremendous importance. PROBLEMS ENCOUNTERED DURING THE PERFORMANCE OF THESE TASKS. Long way in handling all the requirements to get the job done. It takes a lot of time and therefore causes some other duties to be stopped thus this harms other activities. Imagine, when the preparation of PAYE is done the rest is the declaration.
And this requires taking a car, going to COGEBANK to certify the cheque, and then go to RRA to declare and thereafter go to BK to deposit the cheque and also is almost the same as declaration of social security contribution. In all this way we use the car of the institution thus I saw this as the problem that cost GHA. Another problem faced is my little knowledge of PAYE procedures and SSF contribution law. APPROACHES TAKEN TO SOLVE THEM To solve all these problems the following approaches have been used: * Defining problem: this is done in order to go deep of the problem and have more understanding of it. Those questions have been used to define problem, where is it happening, how is it happening, when is it happening and with whom is it happening. After defining it i understand my role and the role of others to solve it.
* Look the potential causes of problem: this approach consists writing my opinion and what I have heard from others regarding causes of problem defined in approach no 1. * Identify alternatives for approaches to solve the problem: it consists of writing many ideas that can be most suitable to arrive to solution of a problem. * Implementation: this is the last approach consist of putting in action alternatives solution selected. SOLUTIONS TO SOLVE THEM According to the problem of long way in handling the whole task I advised them to start using the online declaration for both PAYE and SSF contribution. Because this would reduce the fuel wasted (consumed) during all trips.
According to the problem of lack of knowledge about the PAYE procedures and the SSF contribution law I tried to read all thing related to these things using internet searches, books and even reviewed the handout provided by SFB. NEW SKILLS ACQUIRED FROM THESE TASKS. I was able to get the practical experience. And have got PAYE procedures awareness and the SSF procedures. I have also increased on my communication skills and my confidence just because I had to deal with different people on different issues. This improved the way I used to express myself. Team player Exploration showed me that every task needs to collaborate well with others and contribute to get and deliver information which makes it easier to do your job. Interpersonal skills You must be able to interact with others.
Building relationships with people in the institution is important as they will help you carry out your role efficiently. Commitment and motivation As it was required to wok additional hours commitment is necessary. So I saw that to be self motivated is very crucial. Attention to detail You have to pay attention to small details as miscalculations can lead to misinterpretation. Your training will teach you to take a methodical approach. TEAM MEMBER ON TASK INTERNAL SUPERVISOR POSITION: Acting Human Resources Manager LEVEL: A0 in BBA and currently is an MBA student. RESIPONSIBILITY: * Act and carry out all responsibilities of the human resource manager. * Arranging visas for teachers from overseas, when required.
* Manage employee relations caseload, including a range of grievance, Disciplinary, capability and absence management matters, with an emphasis on resolving issues positively by coaching line managers through difficult situations Published by Human Resources * Formulate and update HR policies and procedures in line with legislative changes and industry-wide best practices * Update the staff handbook, organization structure and any other relevant HR material as and when required and publish it on the intranet * Provide generalist HR advice and support to line managers and staff. This involves interpreting terms & conditions of employment as well as GHA policies & procedures to do with recruitment & selection, holiday & sickness, performance review, maternity, disciplinary and, grievance. CO-WORKERS POSITIONS: finance unit. The finance had to provide to me the cheque so that I go to deposit it to the bank. EXTERNAL INPUTS When calculating and declaring PAYE and SSF contribution, I worked with various participants such as different banks. Where I had to bring the cheque to COGEBANK. in order to certify it, and also deposit it to BK .
And without forgetting RRA and RSSB. LEANING OUTCOMES The time when the internship started and in the course of it, the I faced many challenges. I was sometimes to cope with the situation. Beyond my understanding or control but using some mechanisms and negotiations, almost everything could be handled and the internship could continue smoothly. Let it be recalled that all these challenges have been part of the lessons I have learnt during this internship. They are hence viewed in the perspective of opportunities than challenges. a) My first day on internship job The first day of my internship, I had fear and curiosity of conducting the internship in GHA. With other staff.
That day was the day of introduction and orientation where I have been received by my supervisor who explained me about all my duties and then introduced me to the other staff members; I observed the environment like staffs, offices, and different unities that made up GHA. I was interested in knowing the way everything is done in green hills. My role: that day I was given my first task which was to do the declaration of PAYE for the month of January . I was supposed to go to COGEBANK to certify the cheque, declare the PAYE to RRA and then go to BK to deposit the cheque. Performance: as I have been given the task to declare the PAYE for the month of January, I could not deny or say that I cannot do it, or saying I do not know how to do it no. Just because I wanted to learn. So I went to COGEBANK and this was my first day I enter in this bank, I certified the cheque and after I went to RRA to declare the PAYE.
All these took more than three hours and the time could not allow me to go to BK to deposit the cheque. So I returned to work. Guidance: I received guidance from my field supervisor where he explained me about all processes I had to pass through and he even explained me about how to calculate tax (PAYE) basing on the tax bands. He also showed me how to prepare the monthly pay slips of employees, and I was supposed to be trained on how the pay roll is prepared. Improvements: my improvement was that I gained the knowledge about how the PAY is declared and even got knowledge on how to calculate the PAYE and to prepare the monthly pay slip. And my fear also was somehow reduced and I was able to familiarize with the staff.
Gain: at the end I realized that it is possible to learn a lot of thing when you are committed and have a will to learn as soon as possible I also realized that if anyone gets into new field (s) he finds different thing from the ones he thought before. So thus I acquired considerable knowledge based on best orientation and better collaboration with my supervisor. b) Being expected to undertake new area of knowledge or a complex task. This was the day on which I had to prepare the payroll and bring the payroll lists to COGEBAK for them to transfer the salaries to the respective bank accounts of employees. It was the payroll for the month of March.
Where I was supposed to prepare the payroll without the help of my supervisor just because he had other duties to accomplish. Therefore I was very afraid thinking that I can make mistakes and harm my reputation and my supervisor too. Role: I had to confident and perform the duties excellently because I was given the procedures . and I was in charge to take care of every record, its accuracy and completeness. But I had also to address my supervisor and I completed the task successfully. Action taken: when my supervisor was busy I made confidence in me and tried to follow the guidance he gave me before, also used theories acquired from the classes attended at SFB.
And viewed the way the previous payroll was done. Performance: I tried to perform this task carefully and thereafter made verifications, entered the entries (all deductions) and there after printed the lists according the respective bank accounts of employees. And it was done successfully. Guidance: Because this task needs a very careful attention, when I was working on it, I had to address my supervisor where there is a misunderstanding. And I really thank him to have been helped me along with his duties. Improvement: during the performance of this task I realized that I had a lot of things and new skills I need to acquire in order conduct the work efficiently and effectively.
Those were self confidence, and even the payroll preparation procedures. Gain: the performance of this task improved my confidence and knowledge on how to prepare the payroll. And I realized that if you have not knowledge about some ting you need to address to someone who knows it well so that (s) he guides you. So the communication skills also improved through the way I approached the supervisor addressing any difficulty. c) Realizing that I have made a mistake. This happened when I was given the task to calculate the salaries of causal laborers, and overtime calculations. During the calculations I forgot to apply tax band rate of the salary.
Or where I apply it, I used the wrong rates. This made very shy after realizing that I have made mistake. Role: I have been given this task for like five persons, where I had to calculate their salaries according to day worked, deduct the PAYE, and SSF contribution according to their procedures. Action taken: After realizing that I have made a mistake, I decided to consult my supervisor again for more clarification on how all these are done. Again I tried pay a very big attention on the entries and corrected the errors. Guidance: I tried to seek guidance from my field supervisor in order to clarify the procedures followed in performing this task.
Improvements: during the calculation of casual laborers salaries, I realized that I needed to increase the attention made to different entries and keep aware of the procedures followed in order to accomplish this task. Gain: This task helped me to get awareness on the procedures followed to calculate the casual laborers in Gha. It also reminded me that attention in the performance of different tasks is needed. d) Having to deal with difficult person or situation This happened twice, once I was supposed to go to BPR to ask for information about the salary of one employee that has not been credited to her account. And another situation was when one of the employees came to with Unger asking why his salary was reduced.
Role: my duty was to go and find out what caused the missing of the salary of the employee and deal with the person in charge to correct the error. For that the employee complains I was supposed to prepare the monthly pay slip and explain to him everything. Performance: I went to BPR in their salary information office and requested all information and realized that the problem was made during the transfer from COGEBANK where they had credited the amount on the wrong account. According to the employee who was complaining about his salary, I made a monthly pay slip and explained him every component and he was convinced. Improvement: During these situations I realized that interpersonal skills were to be increased.
Gain: During these situations I learnt that to be patient in every work is very crucial. Also I have gained the interpersonal skills, and the experience to deal with difficult situations. e) Best day on internship The company has amazing department which are interrelated and perform complimentary tasks and I took a time and observe work throughout the department and training become more interesting as I was getting use and utilize the knowledge by practicing things I have learned I felt more comfortable as I was helping the finance controller to make orders for the next year with will start in July and then verifying the bank statements from COGEBANK.
The role: I had to learn how the process of checking the bank statements is done and even prepare the lists of order of the next academic year. Performance and Guidance: I perform the task together with finance controller and checked all transactions on the bank statement. And relate them to the records in cash book. And after that I prepared the list of all orders for the next academic year. Gain/learn; at the end of the day, I gained a lot of experiences in checking the bank statements and preparation of orders. The action taken has assisted me acquiring practical experience, knowledge and skills about the future career and working environment. SELF EVALUATION OF INTERSHIP Expectations of My Internship Position
a) The following were expected after the acceptance to conduct my internship at GHA * Applying my theoretical knowledge acquired from SFB on work. * To meet new people. And working in new environment. * Will Gha academy provide me the job? * To get knowledge in the general functioning of some educational institutions. * To acquire skills needed to become practical oriented- professionals, * To observe procedural method followed by Gha in their accounting. * To get facilitation such as salary, transport, or lunch. * To establish the likely problems faced Gha. * To strengthen work values through an improved understanding of themselves and the working environment. * To be used to the working environment
* To gain interpersonal skills that promotes personal growth and development, Way expectations were met. Almost all of my expectations cited above were met more than 95% . when I reached at GREEN HILLS ACADEMY they provided me almost all the facilities I was wondering, those include transport facility, lunch and breakfast. And according to the theories learnt from classes such as accounting, taxation, finance and law are also applied in organization; just because for example in the preparation of payroll you have to be aware of all those courses. According to skills and working experience I acquired a lot of knowledge such as interpersonal, communication, confidentiality, objectivity, carefulness, hard working and many more.
Other expectation were not fully met or are met at small rate, like being employed by the organization is not yet met even though I ‘m still there I do not think so because I’m working in the place of one employee who is in maternity leave thus when she return I think I will go. SKILLS ACQUIRED I have been talking about a lot of skills acquired during my internship in the previous chapters. Let again state they bellow: TEAM PLAYER I gained this where I realized that many employment ads mention that the successful candidate will be a team player. Employers want employees to be comfortable working as part of a team. It’s important for a new employee to fit in with and get along with the other workers in order for the organization to run smoothly in a spirit of cooperation.
However, a true team player is an employee that can be counted on to do his or her part of the work and be relied on to complete tasks and work cooperatively with others. INTERPERSONAL SKILLS Interpersonal skills designed to improve communication skills with other people. And I learnt a variety of communication techniques, in addition to developing assertiveness, negotiation skills, conflict resolution skills, and cultural sensitivity. PROFESIONALISME Those are skills to operate professionally and ethically. This includes how you treat others, your behavior in the work place and your work performance, including discretion with sensitive information. CONFIDETIALITY
I also realized that Protecting privileged communications is also important for people seeking legal, ethical, and spiritual advice in situations involving illegal activity, knowledge of illegal events, and other sensitive matters. So when I was preparing the payroll I had to keep the secret of salaries of employees. CONFIDENCE the field of work environment is so different than what we think in campus and the reason is that confidence is what student need to place themselves in the working environment and be able to work successfully, so far I realized how confidence helps you work and succeed in life. ATTENTION TO DETAIL You have to pay attention to small details as miscalculations can lead to misinterpretation.
Your training will teach you to take a methodical approach. My performance and the relevance of what I studied from SFB to the work If I can rate my performance in the internship I can say that almost 98% of the tasks assigned were performed well according to the requirement. And the relevance of what I have studied from SFB is also approximately the same rate. Because theories of certain subjects learned at SFB were applied on the field of work. Those include taxation, business law, accounting, principles of management, organizational theory behaviors, and many more. Change resulted from internship As a result of internship I have changed a lot.
I became like new person who now have acquired new skills as stated above and practical experience. It made thinking beyond academic life and opened my eyes to the world of competition. SELF-DEVELOPMENT PLAN The internship is the only one way that helps the students to apply their theoretical skills acquired from the school before being employed somewhere, knowing that because of lack of employment people are being employed to work things that they didn’t learn from school. For this purpose every student has to develop his or her self development plan beyond what s/he has leant from class in order to be efficient on the labor market. That development plan can include:
Acquiring additional studies and professional courses: Developing knowledge through studying advanced levels like MBA and professional courses like ACCA and CPA will help me to get job of my choice. As a student who did the BBA courses in accounting, I am developing a plan to continue studies in finance subjects such as banking, public finance and microfinance in order to perform the duties that are now being performed by foreign experts. Improving computer skills: given that most of the work is done on computers, the student plans to know more computer packages, this will make him very competent on labor market. Those include sage pastel packages, SPSS and others that can be relevant to make me more competent and go with pace of change.
Attending more public lectures: actually public lectures are provided by qualified people, so to attend them especially those concerning financial issues will help me to be efficient on labor market. And will qualify me to be always up to date. Reading and revising: Reading books and news papers will put me on current information regarding labor market. The courses learnt will not be left down, to revise them will make me fresh in mind. As we know that the revision is the father of sciences. Developing myself employment: the world is becoming more complicated and unemployment is on increasing. Therefore to escape the risk of unemployment, I’m planning to start my own business which will keep me to the development of my carreer. the business will be concerned with accounting consultancy and other related activities.
CONCLUSION
As I end up this report, I realized that Internship improves on students’ general abilities and qualities such as confidence, punctuality, computer skills, time management, communication skills and ability to operate independently. It also gives a chance to the students applying what they learnt in class theoretically make them in practice hence building up their career and their professionalism. On my side I benefited much from this internship because it has equipped me with working abilities and capabilities, it also improved my communication skills customer care, time management, confidence, and punctuality and thereafter I will be able to be more proficiency when I join the working environment.
RECOMANDATIONS
The improvement made by SFB management on way the internship is conducted by undergraduate students was very good and important, but here there some recommendations to SFB in order to make it more efficient: * To increase the internship allowance because the one that you used to give is not enough to handle even 2% of the requirement of the students. * To make the internship allowances before the beginning of it. * To deal with RDB so that they can provide that experience internship given to graduates in order to gain a lot of practical knowledge and even job opportunities. * To schedule the internship in third year holydays where students are free. Because in fourth year students are having a lot of things to do and to accomplish them at once is a very big challenge.
* To contact companies before the start of internship and explain them the purpose of internship because some of employers believe it as a kind of stealing their secrets. * SFB management should increase number of day of supervising internees in order to ensure adherence on rules and regulation of internship. PART TWO PBOBLEM ANALYSIS INTRODUCTION This part of report comes as result of internship carried out and observation I made during the period I acted on the payroll officer in Gha. This part contains problem statement where I states and explains problem observed, where I explain the need to improve internal control system in Gha. This part explains different methods and techniques that I used to arrive to identify this problem. Those includes observation, interview, documentation
and participation used it explains reasons that made me to chose this problem among other problem faced by institution, It will also explain the effects this problem has on different fields of the institution such as management, staff, and many more 2nd part of this dissertation makes analysis and interpretation of various views given by scholars, books, article, and internet search . It also shows different solutions on this problem given by those scholars. At the end of this part I comes up with recommendations addressing the Gha thereafter conclusion.
PROBLEM IDENTIFICATION AND ANALYSIS METHODOLOGY USED TO IDENTIFY THE PROBLEM
Methodology is the overall approach used to gather and disseminate data from different parties.
It includes methods and techniques I used to arrive at information obtained. It is therefore vital to mention the following modes utilized to come up with significant data: Observation The observation method involves human or mechanical observation of what people actually do or what events take place within organization. This method was used where I observed the way the internal control system is done in Gha. Participation Participation method involves experimentation where a researcher participating in activivities that are done by population of study. During internship it was used where I was part of the staff and involving, following day to day activities that took place there. Interview
In interview is a conversation between two or more people where questions are asked by the interviewer to elicit facts or statements from the interviewee. While identifying problem I used this methodology by asking different questions about how the internal control system is done. Documentation Documentation is a research method by which a researcher goes through document or researches what different scholars say about topic under study. I used this method to identify problem where I read different documents such as the way they are prepared.
