In application of the financial instructions and to avoid observations from the supervisory bodies, we hope the following will be observed when disbursing from the advance:

1. The financial report submission form is filled in, given a number and a date, and sent to the Unit accompanied by the financial report and the vouchers supporting it
2. The invoice is the basic document on the basis of which the advance is settled (repaid), such that the invoice is an original, not carbon-copied, a duplicate or a photocopy.
3. Writing the name of the University, the Unit, the principal investigator, or the name of the project on the purchase invoice.
4. The absence of any deletion or alteration on the invoice.
5. Attaching a receipt voucher for invoices exceeding 2,000 riyals.
6. All the documents necessary to substantiate the expenses (an invoice, a payroll, or a disbursement voucher form) are attached with each periodic financial report.
7. The invoices are arranged in accordance with the itemization list with serial numbers, with the invoices punched and sent in a dedicated file to avoid losing them.
8. Signing all the invoices by the principal investigator or the project manager.
9. The advances system does not permit securing hospitality supplies, parties and transport (not connected with trips).
10. Preparing a receipt record of the items secured and stamping it by the University warehouse, together with providing the requisition for the materials registered at the warehouse, whether devices or supplies
11. The disbursement documents for (salary, assignment, and other entitlements) are attached after the signature of the recipient is completed, along with the task-performance document in the case of (assignment and attending scientific conferences), with the financial report.
12. Attaching proof of identity or the University card for the work team when disbursing entitlements if they are University staff, and preparing an employment contract for non-University staff with proof of identity attached.
13. Preparing an invoice itemization list for each budget item separately (manpower - devices - materials - conferences - training - trips - publishing fees - other).
14. Attaching a consultation report when disbursing the consultant’s entitlements.
15. Filling in the students form (graduate studies - bachelor’s) available on the website, approved by the principal investigator.
16. When undertaking scientific trips, the program’s approval must be obtained on the form dedicated to that, available on the website, and upon completion of the task a report on the scientific task is prepared, signed by the principal investigator.
17. Attaching the disbursement documents for the scientific task and the trips (an invoice approved by a travel and tourism office for the tickets or the ticket stub - attaching the visa or the entry permit and the medical insurance if any - the conference or training fees - the assignment disbursement voucher)
18. Filling in the periodic financial report as well as the annual financial report according to the period the report is prepared for and according to the Gregorian year.