An imprest is a specific amount of money given to an employee or department to cover small, everyday expenses. This system enables employees to manage minor expenses without requiring a formal payment process each time.
The expectation is that they will keep track of how the money is spent and have it replenished on a regular basis.
Teachers registered with the Teachers Service Commission (TSC) may occasionally need funds to cover specific expenses, and an imprest can be very useful in such cases.
To apply for an imprest from the TSC, a teacher must download, complete, and submit the TSC/ACC/13 Imprest Application Form to the Imprest Control Officer for certification and approval.
This article outlines the requirements for completing a TSC imprest form.
The TSC Imprest Application Form has three sections, each requiring different details.
Details Contained in the TSC Imprest Form
Part I – Applicant’s Section:
This section is completed by the applicant in duplicate and includes:
- Personal Information: The applicant must provide their full name, TSC number, and IFMIS number.
- Organizational Details: The form requires the Directorate or Division the applicant belongs to, along with their telephone number and office extension (which is mandatory).
- Employment Details: The applicant should specify their job group, scale, and designation within the organization.
- Banking Information: The form requires details of the bank and branch, as well as the account number where the imprest will be deposited.
- Imprest Request: The applicant specifies whether they are applying for a standing or temporary imprest, the amount in Kenyan shillings (Kshs.), and the purpose of the imprest.
Also Read: How to File a Medical Claim as a TSC Teacher and What You’ll Need
- Program and Travel Details: The form asks for the program or event the funds are needed for, the number of days the applicant will be away, and the proposed itinerary.
- Departure Information: The applicant indicates the date of departure.
- Authentication: Finally, the applicant provides their signature and the date of application to certify the request.
Part II – Other Certificates:
This section ensures that the release of imprest is properly verified and approved by the relevant officers.
It comprises two key certifications. First, the Imprest Control Officer, who oversees imprest accounts, certifies that the applicant has no outstanding imprest from previous advances. This certification, which includes the date and signature of the officer responsible for imprest surrender, confirms that the applicant has fully accounted for any prior imprest before receiving a new advance.
Also Read: Guide on How Teachers Can File Complaints and Queries to TSC
Second, the Vote Book Certificate Holder, who manages the vote book or budget allocations, certifies that sufficient funds are available to cover the requested expenditure. This certification also records the date, signature, and relevant vote number, ensuring that the expenditure is both authorized and appropriately budgeted.
Part III – Authorizations:
This section is where the imprest request is formally approved or declined by the relevant authority.
The approving officer indicates whether the requested amount in Kenyan shillings (Kshs.) is approved or not approved, and provides the date and signature.
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