Ministry circular guiding use of TERM 1 junior secondary school funds 2024

Ministry circular guiding use of TERM 1 junior secondary school funds 2024

Ref. No: MOE. HQs/3/7/33 (15)

DATE: 26th January 2024

All County Directors of Education


The Ministry of Education has released Free Day Junior School Education (FDJSE) funds for Junior Schools (JSs) for First tranche of Term 1, 2024 at 3,291.34 per learner.

Further each school will receive an allocation of 69,596.075 as a basic allocation. The data was obtained from NEMIS on 20th December, 2023 at 2.38pm.

1.0 Vote head Breakdown

The breakdown for the utilization of funds is as shown in Tables below.

Table 1A: Breakdown Per School

TypeS/No.Item DescriptionTotal
Operation1. Rental Box and postage, Telephone Charges, BOM meetings and BOM capacity building22,625.00
2.Electricity, Water and Conservancy3,000.00
3.Internet connectivity9,375.00
4.Personal monument33,150.00
Tuition1.Reference Materials1,446.07

Table 1A: Breakdown Per School

TypeS/No.Item DescriptionDisbursed to schoolsCentralized procurementTotal
Operation1.Repairs Maintenance and Improvement (RMI)800.00800.00
2.Administrative costs130.00130.00
3.Co-curricular Activities (DFCCA)10.00250.00260.00
4.Local Transport and Travel160.00160.00
5.Medical and Insurance90.5090.50
Tuition1.Capacity Building (SMASSE)50.0050.00
2.Textbooks and Supplementary Readers (KICD)917.00917.00
3.Laboratory Materials112.50112.50
4.Materials for Practical’s under CBC150.00150.00
6.Stationery/Writing Materials500.00500.00

NB: These funds are for both grade 7 and 8 learners. Schools are expected to utilize the resources as per the above vote heads.

2.0 Acknowledgement for Funds Received

All heads of institutions must acknowledge receipt of funds by:

(i) Issuing official school receipts to the Principal Secretary, State Department for Basic Education for both Tuition and Operation Accounts with copies to the SubCounty Director of Education and County Director of Education.

(ii) Having individual students sign school-lists per class that show their admission numbers and full names as in the admission register and the amount awarded.

These lists should be attached to the payment voucher kept in the school as per procedure and every student issued with a school official receipt for the allocation

This acknowledgement must be accomplished within two weeks of receipt of funds.

Schools whose acknowledgement is NOT received at the-headquarters in the stipulated time will be suspended from the programme.

It should also be noted that, recovery will be done.

(iii) Every head of institution shall be responsible for application and utilization of funds as the accounting officer of the school.

(iv) Junior Schools are Not allowed to charge any other fee/levies.

(v) Junior Schools are Not allowed to charge for Lunch programme

7.0 Communication to the Ministry on Capitation

All communication to the Ministry must always indicate the UIC (NEMIS code).

8.0 Content of the Circular

All County Directors of Education are asked to circulate the contents of this circular to all heads of institutions of Public Junior Schools within their jurisdiction.

Dr. Belio R. Kipsang, CBS

All Regional Directors of Education

be instituted for any school that is found to have an enrolment less than the one used in this disbursement.

3.0 Schools Left Out

Schools whose characteristics are conflicting will be left out of the disbursement. Such schools will receive their funds once the correct details are provided and confirmed.

The Head Teachers of the concerned school shall write to the office of the Principal Secretary detailing the correct UIC, Account details and enrolment.

In addition, the respective sub County Directors of Education will submit a list of all the concerned schools to the office of the Principal Secretary within two weeks of the disbursement.

4.0 Use of National Education Management Information System (NEMIS)

Schools are further advised to complete their data on the National Education Management Information System (NEMIS) as all disbursements will be based on the system.

5.0 Bank Accounts

All schools are required to operate;

(i) A Tuition Account where all payments should strictly be made by cheques. Funds in the tuition account must be utilized for the procurement of teaching and learning materials only. No virement is authorized from the Tuition Account.

(ii) An Operations Account for banking of all GOK subsidies except the tuition funds.

(iii) Each account must have a separate cash book and Schools must post on their notice boards the amounts received.

6.0 Financial Obligations

All Boards of Management are expected to ensure prudence in the use of school funds and to adhere to the laid down financial regulations as stipulated in the reviewed Handbook on Financial Management for Public Schools, Teacher Training Colleges and Technical and Vocational Colleges in Kenya issued by the MOE, the Public Finance Management Act, 2012 and the Public Procurement and Disposal Act, 2015.

All stipulated accounting procedures and other necessary measures, including cost saving, must be adhered to by all schools at all times. In addition, the following will apply;

Junior Schools MAY NOT enter into financial contracts e.g. Hire Purchase,

bank loans without the express written approval of the Cabinet Secretary in line with Section 18 of 4th Schedule of the Basic Education Act, 2013.

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