Payment Workflow Flowchart
Visual reference for Category-Requests and Category-Payments. Every request is checked at Budgetary against the selected/assigned vote and can be auto-rejected if the vote balance is insufficient.
flowchart TB
%% Category-Requests
subgraph CR[Category-Requests]
I0["Initiator: Create request
- List items (e.g., Modem, Internet subscription, Transport)
- No vote selection for initiator"] --> H1["HoD: Review / approve
(HoD can also initiate)"]
DD_INIT["Dean/Director: Initiate request
(Dean/Director can see votes and select vote)"] --> B2
H1 --> DD2["Dean/Director: Select vote
(and route to Budgetary)"]
DD2 --> B2["Budgetary: Vote budget check
Auto-reject if insufficient vote balance"]
B2 -->|Pass| EX3["Examination: Request examination"]
B2 -->|Auto-reject| REJ[Rejected]
EX3 --> FO4["Finance Officer: Assign vote to department
(vote assignment)"]
FO4 --> DVC5[DVC Approval]
DVC5 --> VC6["VC Approval (depending on level)"]
end
%% Category-Payments
subgraph CP[Category-Payments]
VC6 --> DOC7["Finance Office: Docs / attendance verification
May request attachments via HoD"]
DOC7 --> PV8["Finance Office (PV Prep): Prepare voucher"]
PV8 --> PEX9["Examination: Payment examination"]
PEX9 --> AUTH10[Finance Officer: Authorization]
AUTH10 --> CHQ11["Cheque Processing: Printing done in system
Processing may be outside"]
CHQ11 --> DONE[Payment Complete]
end
Tip: Use this diagram as the canonical reference. If you want, I can also add a second diagram for the Single (imprest) path and show the imprest warrant step explicitly.