Umm Al-Qura University

Umm Al-Qura University

Listing of the Documents of the Financial Department

Listing all Types of Accounting Documents

 E-Forms    From : - 2017/07/18 م , To : - 2025/07/24 م

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    1- Permanently Archived Documents

    * 2. Accounting Documents Forms

    * 3. Accounting Books and Registers Forms

    * 4. Revenues collection documents

    * 5. Disbursement documents

    * 6. Documents of procurement, sales, lease, accommodation and personal care

    * 7. Accounting Documents and Correspondences

    * 8. Newspapers and journals

    * 10. Water and sanitation documents

    * 11. Post, Telegraph and Telephone Documents

    * 12. Fuels Documents

    2- Temporarily Archived Documents related to Accounting Forms

    * 1. Origin and copy of the Payment Order (Form no. 4)

    * Copies of Cash Receipt Form (1-2)

    * 4. Copies of money delivery receipt (Form no. 2)

    * 5. Collection Order

    * 6. Valuable papers documents

    * 7. Valuable papers stubs

    * 8. Cheque stubs

    * 9. Copy of the receipts statement

    * 12. Transfer stub (Form no. 5)

    * 15. Copy of the monthly table (Form no. 20)

    * 16. Notification of receipt of premiums from the order of disbursement (Form no. 8)

    * 17. Compensation of the amounts spent from the advance payment (Form no. 10)

    * 18. Financial statement (disbursement of unredeemed salaries and allowances) (Form no. 16)

    3- Temporarily Archived Documents Related to Accounting Books

    * 1. General journal (Form no. 14) (To be viewed in thumbnails)

    * 3. Budget incomes register (Form no. 15) (To be viewed in thumbnails)

    * 4. Budget expenditures register (Form no. 15) (To be viewed in thumbnails)

    * 5. Deposits list register (Form no. 18) (To be viewed in thumbnails)

    * 6. Total deposits register (Form no. 17) (To be viewed in thumbnails)

    * 9. Fund account register (Form no. 20) (To be viewed in thumbnails)

    * 11. Transfers register (Form no. 22) (To be viewed in thumbnails)

    * 12. Requirements account register (Form no. 23) (To be viewed in thumbnails)

    * 15. Engagements register (Credit control register) (Form no. 25) (To be viewed in thumbnails)

    * 16. Disbursement approval orders list (Form no. 7) (To be viewed in thumbnails)

    * 17. Projects control register (Form no. 27) (To be viewed in thumbnails)

    * 19. Bank guarantees control register (Form no. 24)

    * 20. Branch allocations control register (Form no. 26)

    * 21. Imprest payment register (Form no. 9)

    4-Temporarily Archived Documents Related to Revenues Collection and Accounts Reconciliations

    * Income adjustment authorizations, along with the relevant attachments such as money collection and delivery receipts, payment orders, as well as other statements, decisions, and minutes, such as:

    Collection of fees, penalties and fines.


    * 2. Documents of general entitlements adjustment authorizations between government agencies

    * 3. Escrows and deposits adjustment authorizations documents

    * 4. Accounting errors adjustment authorization documents

    * 5. Transfers adjustment authorization documents

    * 6. Payment Orders Settlement Documents

    * 7. Copies of settlement documents and attachments

    5- Temporarily Archived Documents related to Accounting Related to Disbursement

    * 1. Salaries, wages and related allowances disbursement documents including;

    A. Payment Approval Order


    * B. General Summary

    * D. Copy of Appointment Decision

    * E. Copy of Appointment Decision

    * H. Any other Documents required for payment

    * 2. Bonus documents, including:

    A. Payment Approval Order


    * B. Entitlement List

    * C. Entitlement Decision

    * 3. Documents for the payment of Freight wages for thE supplies and equipment, including:

    A. Payment Approval Order


    * B. Shipping policy or invoice

    * C. Shipping payment approval

    * D. Entitlement Disbursement Claim

    * E. Movables receipt

    * 4. Real-estate wages disbursement document including;

    A. Payment Approval Order


    * B. Lease Contract

    * F. Copy of the lease value estimation

    * K. Copy of Land Instrument Document

    * L. Referral Letter to the Disbursement Department

    * M. Payment Order

    * 5. Event organizing and hospitality expenses disbursement documents, including:

    A. Payment Approval Order


    * C. Claim of Disbursement

    * E. Any other Documents

    * 6. Electricity and water expenses disbursement documents, including:

    A. Payment Approval Order


    * B. Consumption Invoices

    * C. Disbursement request

    * D. Referral Letter to the Disbursement Department

    * E. Entitlement receipt

    * 7. Research, studies, consultations and outsourcing expenses disbursement documents, including:

    A. Payment Approval Order


    * C. Disbursement Claim

    * E. Any other documents required by disbursement process

    * 8. Operational materials and consumables cost disbursement documents, including:

    A. Payment Approval Order


    * B. Invoices

    * C. Securing and supply contractsC. Securing and supply contracts

    * E. Disbursement Claim

    * F. Any other documents required by disbursement process

    * 9. Durable devices and equipment cost disbursement documents, including:

    A. Payment Approval Order


    * B. Invoices

    * C. Contract

    * E. Disbursement Claim

    * F. Any other documents required by disbursement process

    * B. Copy of the membership

    * C. Copy of Membership Approval

    * D. Disbursement Claim

    * E. Receipt

    * F. Any other documents required by disbursement process

    * 11. Transport tickets and shipping cost disbursement documents, including:

    A. Payment Approval Order


    * B. Approval Letter

    * C. Decision

    * D. Insurance policy

    * E. Disbursement Claim

    * F. Any other documents required by disbursement process

    * 12. Transport tickets and shipping cost disbursement documents, including:

    A. Payment Approval Order


    * C. Copy of the Contract

    * D. Entitlement statement

    * E. Entitlement request

    * F. Copy of Zakat and Income Certificate

    * G. Referral letter to the disbursement authority

    * G. Any other Documents

    * 13. Equipment and maintenance cost disbursement documents, including:

    A. Payment Approval Order


    * B. Performance Reports

    * D. Contract

    * E. Disbursement request

    * F. Any other documents required by disbursement process

    * 14. Medical operation entitlement disbursement documents, including:

    A. Payment Approval Order


    * B. Performance Reports

    * C. Entitlement List

    * D. Contract

    * E. Disbursement request

    * F. Any other documents required by disbursement process

    * 15. Medical devices, drugs, ordnance and ammunition purchase contracts value disbursement documents, including:

    A. Payment Approval Order


    * C. Receipt

    * D. Disbursement request

    * 16. Disbursement documents of the implementation entitlements of government project contracts; including:

    A. Payment Approval Order


    * b. Copy of the Contract

    * Achievement Certificate

    * E. Project receipt

    * F. Entitlement disbursement request

    * G. Entitlement statement (abstract)

    * H. Referral letter to the disbursement authority

    * I. Copy of the site delivery minutes

    * Y. Any other Documents

    * 17. Subscription to newspapers and magazines disbursement documents, including:

    A. Payment Approval Order


    * c. Subscription Renewal Letter

    * D. List of subscribed agencies

    * E. Disbursement request

    * F. Entitlement receipt authorization

    * G. Any other required documents

    * 18. Travel allowance disbursement documents, including:

    A. Payment Approval Order


    * B. Secondment Decision

    * C. Secondment Approval

    * D. Secondment Form

    * E. Employee's list of seconded days

    * F. Entitlement payroll

    * 19. Transport tickets compensation disbursement documents, including:

    A. Payment Approval Order


    * B. Transport compensation decision

    * D. Entitlement payroll

    * E. Disbursement request

    * G. Any other required documents

    * B. Consumption and Fees Bills

    * C. Entitlement request letter

    * D. Referral letter to the disbursement authority

    * 21. Student rewards disbursement documents, including:

    A. Payment Approval Order


    * B. Referral letter to the disbursement authority

    * C. Information validity minutes

    * D. Rewards payroll

    * E. Any other documents required for disbursement


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