MULTIMEDIA UNIVERSITY OF KENYA

INDUSTRIAL ATTACHMENT REPORT

AT

EGERTON UNIVERSITY NJORO MAIN CAMPUS

FROM 3RD SEPT 2018 TO 2ND NOV 2018.

SUBMITTED BY

THEURI JOHN MAINA

BUS-241-150/2014.

FACULTY OF BUSINESS AND ECONOMICS

BACHELOR OF COMMERCE (ACCOUNTING OPTION.)

DECLARATION

This report and its contents are personally written by me and it is a true copy and proof of the
general and specific activities I undertook at the Egerton university main campus Njoro under
finance and accounting department (vote book/budgetary and research and extension accounts
department).

Student Name……………………………………………………………………

Reg No ……………………………………………………………………

Signature ……………………………………………………………………

Date …………………………………………………………………………..

Confirmed by:

Supervisor………………………………………………………………….

Signature……………………………………………………………………

Date………………………………………………………………………...

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DEDICATION

I dedicate this report to my beloved family, friends and lectures for their endless support and
encouragement during this period.

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ACKNOWLEDGMENT

To begin with I would like to thank the almighty God for His gift of life and care during this period
of attachment. It is by His graces and mercy I was able to being and end my attachment without
any injuries or harm whatsoever.

Secondly, I am grateful to Multimedia University of Kenya for the support it has given me towards
acquiring the necessary skills which were exercised during the period of attachment.

Thirdly, I would love to acknowledge Egerton University for giving me the opportunity to carry
out my attachment in their organization. The experience here has been amazing and my career has
developed enormously and now I can apply my skills in any organization under the department of
licensing office. The constant supervision of the senior accountant Officers CPA(K) Joel N.
Masobo and CPA(K) Gabriel Warima Ndungu and my fellow trainees made my training very easy
and enjoyable. They corrected me where I went wrong and making sure I get the best out of my
stay there at accounts and finance department.

Finally, I would also like to acknowledge my family and friends for their encouragement, financial
help, advice and resources needed during the period of attachment.

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EXECUTIVE SUMMARY

This report is compiled in partial fulfillment of degree award in Bachelor of Commerce in

Multimedia University of Kenya. It is a requirement to provide a report on what was learned during
the attachment period of 2 months, the experiences and knowledge acquired.

This report is prepared using the standard format that was designed by the university. It was written
through the source of observation, interaction among employees and doing practical tasks thus
contributed in completion of this report.

On chapter one, it consists of host attachment organization history, its functions, the vision,
mission, and core values that govern the organization, its structure diagrammatically and finally
the responsibilities of the key personnel in the organization.

In chapter two, it is specifically in the department where the student was. The department
functions, the employees of that department with their duties and responsibilities. More
importantly, the student’s main objective during the period of attachment, the assigned duties that
was expected to be performed.

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Table of Contents
DECLARATION......................................................................................................................................... ii
DEDICATION............................................................................................................................................ iii
ACKNOWLEDGMENT ........................................................................................................................... iv
EXECUTIVE SUMMARY ........................................................................................................................ v
2.0 INTRODUCTION OF THE ORGANIZATION................................................................................ 1
2.1 HISTORY OF EGERTON UNIVERSITY......................................................................................... 1
2.2 MAIN FUNCTIONS OR CORE ACTIVITIES OF THE HOST ORGANIZATION .................... 2
GOALS AND OBJECTIVES OF EGERTON UNIVERSITY. .............................................................. 2
2.2.2 Mandate of the university.................................................................................................................. 2
2.3 VISION, MISSION STATEMENT & CORE VALUES. .................................................................. 3
2.3.1 VISION ............................................................................................................................................... 3
2.3.2 MISSION ............................................................................................................................................ 3
2.3.3 CORE VALUES ................................................................................................................................. 3
2.3.4 ORGANISATIONAL STRUCTURE OF THE HOST ORGANIZATION.................................. 4
2.4 DUTIES AND RESPONSIBILITIES OF KEY PERSONNEL ........................................................ 5
2.4.0 The strategic finance and accounting department and the key responsibilities ........................... 5
2.4.1STUDENTS FINANCE ...................................................................................................................... 6
2.4.2DEBTORS SECTION. ....................................................................................................................... 6
2.4.3 VOTEBOOK (BUDGETARY). ........................................................................................................ 7
2.4.4 CREDITORS SECTION. .................................................................................................................. 7
3.0 DESCRIPTION OF ATTACHMENT. ............................................................................................... 8
3.1 WEEKLY TIMETABLE ..................................................................................................................... 8
Week 1—week 2 .......................................................................................................................................... 8
Week 3—week 4 .......................................................................................................................................... 9
Week5-week 6 .............................................................................................................................................. 9
Week 7-Week 8............................................................................................................................................ 9
3.2 DESCRIPTION OF WORK STATION. .......................................................................................... 10
3.2.1 KEY FUNCTIONS/ACTIVITIES OF THE DEPARTMENT .................................................... 10
4.0 IMPACT OF THE INTERNSHIP..................................................................................................... 11
4.1 SUCCESS/ FAILURE OF THE ATTACHMENT EXERCISE VIS-À-VIS STUDENT’S MAIN
OBJECTIVE ............................................................................................................................................. 11
4.2CHALLENGES ENCOUNTERED BY THE STUDENT DURING THE ATTACHMENT
PERIOD ..................................................................................................................................................... 12

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4.3 HOW CHALLENGES WERE OVERCOMED/ SOLVED ............................................................ 12
4.4 RECOMMENDATION AS TO HOW THE ATTACHMENT EXERCISE CAN BE
IMPROVED BY THE UNIVERSITY .................................................................................................... 13
5.0 CONCLUSION ................................................................................................................................... 14
REFERENCES .......................................................................................................................................... 15

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2.0 INTRODUCTION OF THE ORGANIZATION.

2.1 HISTORY OF EGERTON UNIVERSITY.

Egerton University is the premier Agricultural Public University in Kenya. It was founded in1939
under the name Egerton Farm School. By 1955, it was upgraded and renamed Egerton Agricultural
College. It became a constituent college of the University of Nairobi in 986 and a year later in
1987 became a fully fledged University following the enactment of the Egerton University Act of
1987. This Act was repealed and replaced by the Universities Act No 42 of 2012

Egerton University has three active campuses and one Campus college.

The main campus is based at Njoro

Faculty of Agriculture Faculty of Arts and Social Sciences, Faculty of Education and Community
Studies Faculty of Engineering and Technology Faculty Environment and Resources Development
Faculty of Science and Faculty of Vet nary Medicine and Surgery The Njoro campus also houses
the board of undergraduate studies and field attachment and the Board of Postgraduate Studies.

The other campus is the Nairobi city campus The third campus Kenyatta campus is located 5 km
from Njoro campus and is planned to house the Open and Distance learning which is currently
based at Njoro campus.

The only university’s campus college, Nakuru town Campus College hosts the facilities of
commerce Law and Health Sciences. The University currently has 10 facilities, one Institute of
Gender and fifty one academic departments offering a wide range of programs at diploma,
undergraduate and postgraduate levels.

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2.2 MAIN FUNCTIONS OR CORE ACTIVITIES OF THE HOST ORGANIZATION

GOALS AND OBJECTIVES OF EGERTON UNIVERSITY.

The main goals and objectives of the university includes

Provision of quality higher education and training through development of market driven
programs in order to produce socially responsible, productive, innovative, entrepreneurial and
creative graduates.
Engage in research priority areas and consultancy in conservation, natural resources
management, tourism and hospitality.
Disseminate research findings, to scientific and other interest groups.
Develop technological innovations towards natural resources management and sustainable
development.
Promote and facilitate partnerships, networking and collaboration with other relevant institutions
and organizations.

2.2.2 Mandate of the university.

The mandate of the University, as provided by The Universities Act No. 42 of 2012, includes:

i) Advancement of knowledge through teaching, scholarly research and scientific investigation;

ii) Promotion of learning in the student body and society generally;

iii) Promotion of cultural and social life of society;

iv) Support and contribution to the realization of national economic and social development;

v) Promotion of the highest standards in, and quality of, teaching and research;

vi) Education, training and retraining higher level professional, technical and management
personnel;

vii) Dissemination of the outcomes of the research conducted by the university to the general
community;
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viii) Facilitation of life-long learning through provision of adult and continuing education;

ix) Fostering of a capacity for independent critical thinking among its students; and

2.3 VISION, MISSION STATEMENT & CORE VALUES.

The following is the vision, mission and the core values of the university.

2.3.1 VISION

Egerton University‘s Vision is to be a world class university for the advancement of humanity.

2.3.2 MISSION

“To offer exemplary education to society and generate knowledge for national and global
development.

2.3.3 CORE VALUES

The University’s activities and decisions will be guided by the following core values:

i) National unity;

ii) Internationalism;

iii) Passion for excellence Professionalism and Devotion to duty.

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2.3.4 ORGANISATIONAL STRUCTURE OF THE HOST ORGANIZATION

Fig 1.1: The organizational structure of Egerton University

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2.4 DUTIES AND RESPONSIBILITIES OF KEY PERSONNEL

Egerton University is headed by the vice chancellor who is the chief executive officer

2.4.0 The strategic finance and accounting department and the key responsibilities

The finance department is headed by the finance officer/manager .under him are different
departments with each having a different responsibility. Finance and accounting in in charge of
collecting and disbursing the university financial resources as per the budget it has a team of
accountants and auditors and revenue officers and is a crucial department in the running of the
university

The Department provides a full range of financial services, including:

• Collection and Administration of Tuition Fees
• Collection of other Income
• Controls and Governance
• Debt Recovery
• Financial Reporting and Management Accounting
• Payment of Expenses
• Payments to Suppliers
• Payroll and Pensions Services
• Administration of Taxes
The following are the departments in finance and accounting department and the key
responsibility

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2.4.1STUDENTS FINANCE

This section deals with:

Updating payment bank slips from students in the fee system

Checking fees balance for students

Clearing students for graduation

Clearing students in order to pick certificates

Registering students for finance

File keeping

Batch entries for invoicing and debiting students with balances ie invoicing refund to helb

2.4.2DEBTORS SECTION.

This section deals with:

Processing of imprests and approving it to vote book in the cash flow.

Updating surrender of imprest in the system.

File keeping for surrenders.

Approving and processing surrenders to the general ledger.

Invoicing students for debts for example debts Incurred in the halls such aslost dustbins and
mattresses.

Invoicing catering to the various departments

Prepaid services:

Filling forms for prepaid services

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Clearing for prepaid services

File keeping for prepaid services

2.4.3 VOTEBOOK (BUDGETARY).

The Department records financial transactions and structures the internal financial reports.
It maintains the controls necessary for the prudent spending of public finances.
Provides Financial Advice to Management and Guides financial decisions by establishing,
monitoring, and enforcing appropriate financial policies and procedures.
Prepare accurate and timely financial reports and prepare regular briefs to Management on the
Financial Position and Operating Results of the University.
The Department ensures the compliance with Government financial laws, regulations.

2.4.4 CREDITORS SECTION.

This is where the process of payment begins. Such payments include:

Payments to suppliers

Payment for casual wages

Payment of petty cash for various departments

Payment for prepaid services

Payment for subsistence

Payment for Medical

Payment for salary refund

The creditors section also does interbank funds transfer.

The activities undertaken in this sectionare:

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Raising Payment Voucher for suppliers, prepaid services, casual wages, subsistence, medical and
salary refund.

Doing interbank funds transfer.

3.0 DESCRIPTION OF ATTACHMENT.

Assigned routine duties

 Writing your name and the time that you report to work.
 Report to the supervisor for any assigned duty of the day.
 Report back to the supervisor to check if work given is done correctly.
 Attend meetings called for held by the office.
 Present you log book to supervisor for weekly review.

The following were the major tasks I undertook during my attachment period in the finance and
accounting department. The tasks were done on a rotational basis

3.1 WEEKLY TIMETABLE

Week 1—week 2

Accounts departments

Approving and processing surrenders to the general ledger

Invoicing students for debts for example debts incurred in the halls such aslost dustbins

Invoicing catering to the various departments

Prepaid services:

Filling forms for prepaid services

Clearing for prepaid services

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File keeping for prepaid services

Week 3—week 4

Cashiers department

 Preparation of cashbooks.
 Receiving payments made in cash.
 Recording receipts and payments.
 Billing of payments made

Week5-week 6

Creditors section.

File keeping for surrenders.

Invoicing catering to the various departments

Prepaid services:

Clearing for prepaid services

Processing of imprests and approving it to vote book in the cash flow.

Week 7-Week 8.

Debtors section.

Clearing for prepaid services

File keeping for surrenders.

Invoicing students for debts for example debts Incurred in the halls such as lost dustbins and
mattresses.

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.

3.2 DESCRIPTION OF WORK STATION.

The Finance and accounting department in large is currently headed by senior accountants officer
who debtors vote book examination creditors and cash office below him who specialize with
different activities in the department i.e. the. Underneath them are other employees who have
various assigned duties such as invoicing and filing and messengers.

3.2.1 KEY FUNCTIONS/ACTIVITIES OF THE DEPARTMENT

• The Department records financial transactions and structures the internal financial reports.
• It maintains the controls necessary for the prudent spending of public finances.
• Provides Financial Advice to Management and Guides financial decisions by establishing,
monitoring, and enforcing appropriate financial policies and procedures.
• Prepare accurate and timely financial reports and prepare regular briefs to Management on
the Financial Position and Operating Results of the University.
• The Department ensures the compliance with Government financial laws, regulations and
directives as well as with Egerton University Financial Regulations, policies and procedures
concerning financial matters

 Initiating development and/or review of policies relating to financial management of the

University.
 Preparation of financial Estimates and any revisions thereof.
 Budget monitoring
 Preparing reports and briefs on budgetary policy issues
 Compiling and analyzing information on commitments and expenditure trends and
initiating appropriate corrective actions as may be required.
 Compiling information required on budget monitoring and expenditure control.
 Control of expenditure commitments in all the departments of the University.
 Overseeing budgeting donor financed projects.
 Assisting the University departments in costing programs

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  Appraise and evaluate the viability of revenue generating units/sources and recommend
ways of improvement.
 Mobilization of financial resources including income generating units.
 Initiate plans for developments, including the investment of idle funds.

4.0 IMPACT OF THE INTERNSHIP.

My main objective was to join an organization that will help me in gaining the much needed
experience, skill and knowledge in accounting. Also engage in practical activities performed in the
department

Doing my attachment at Egerton University under finance and accounting department was really
good, I gained skills and knowledge pertaining my area of accounting profession, the social
conditions was really awesome ranging from the atmosphere, work climate and mentoring
situation. I related well with other employees including my supervisor.

I carried out various responsibilities while at office which included invoicing ,payment voucher
cheques printing bank transfers and statement reconciliation in various payments made through
the banks and also those received in cash, I used the SAGE and WORKFLOW soft wares that
were used for revenue collection and monitoring.

My attachment has really influenced my future career plans since I gained skills and knowledge
on things that were practically done in my area of study that is accounting profession. My
expectations and goals did not differ with the actual experience I gained from the department; all
that I was taught in class by my lecturers was what I actually did during my attachment. I therefore
maximized on the knowledge I gained in class.

4.1 SUCCESS/ FAILURE OF THE ATTACHMENT EXERCISE VIS-À-VIS STUDENT’S

MAIN OBJECTIVE

While working with Egerton University, hence the successes, in line with my main objectives
include:

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  Public relations, which included customer handling, interaction and assistance, in addition
to staff and colleague’s interaction and the significance of team work.
 verbal and written communication skills aspects from customer handling, explaining of
issues, listening to instructions and overall importance of good communication in an
organization
 Skills on proper record keeping and filing of records for future reference and auditing
purposes
 Social and personal skills and competences including work etiquette, proper dressing, time
keeping, meeting expectations and beating set deadlines

4.2CHALLENGES ENCOUNTERED BY THE STUDENT DURING THE ATTACHMENT

PERIOD

While discharging my duties at the university finance department, I acknowledge there were a few
challenges I faced during this attachment period the problems varied with the accounting software
and personnel as well as the working conditions challenges include.

 Privacy of some information e.g. passwords to accounting software’s were set backs as one
could not access the software for further training unless under supervision
 Institution was facing financial problems hence reduced number of transactions and work done
on daily basis
 Working with unfamiliar software’s led to unnecessary errors which would have resulted to
serious audit errors or financial setbacks.
 Working alone as sometimes the trainee were busy with other tasks at times thus unable to
perform some tasks.
 Cases of some staff members who would look down on you with a “just an intern” attitude.

4.3 HOW CHALLENGES WERE OVERCOMED/ SOLVED

The above challenges were overcome through different number of ways as they are different in
nature and therefore each specific challenge was addressed uniquely depending on the
circumstance, nature and attention required.

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  Communication with the staff and asking for a hand where I encountered problems
 I had to make friendship with the staff and affirm them of secrecy and privacy of the
passwords and access codes
 I respected all the staff regardless of the status and thus creating a friendship and peaceful
environment.
 Preferred to work with trainees on each task they were undertaking than working alone.

4.4 RECOMMENDATION AS TO HOW THE ATTACHMENT EXERCISE CAN BE

IMPROVED BY THE UNIVERSITY

I would make the following recommendations.

1. The university should ensure they are up to date with the progress of each and every student
and do a follow up to ensure they are on track either by direct supervision or calling the
student’s station supervisor.
2. The logbook should also be revised to give more space in order to accommodate more
description of the tasks undertaken since one would do more than one task per day.

3. Supervisors should spend more time with trainees to teach them more skills in the
accounting field so that the interns gain more experience when it comes to practical areas
during their attachment period.

4. The school should be able to teach students on practical work so that they have an easy
time when they go for their attachment.

5. The university should perform the assessment in due time so as not to contact the students
when already done with the assessment.

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 5.0 CONCLUSION

In my entire duration at the Egerton University has been a helping opportunity to my life due to
the right environment and facilities for me to learn more and acquire much for that I learned in the
university.

The job scope and duties assigned focused primarily on payment vouchers, claims, imprests
cheque printings. The work was highly relevant to the field of study in accounting as it includes
all accounting aspects. During the period of attachment, valuable knowledge was gained through
active participation and inquisitive learning. Knowledge on budgetary debtors, creditors was
acquired. Skills learned included build of good rapport with the staff and confidence in
communication with senior managers. This industrial attachment proved to have highly
supplemented the student’s insight in the accounting world. It was a beneficial and educating
experience.

I did learn a lot, because each day or week there is something new learnt, meeting new people
from different, departments, stations, learning institutions (students).

During the attachment, I gained skills, experience and Knowledge of accounting skills and
technical applications in typical business office environment. I will be able to use the skills learnt
to perform similar tasks in a similar or different environment and also challenges that give me the
motivation to advance more in my accounting profession.

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REFERENCES

Corporate Profile. (2014, January). Retrieved April 25, 2016, from www.egerton.ac.ke

Egerton university main library

About Egerton, Mission, vision & core values-www.egerton.ac.ke

Egerton University(2017) finance and accounting database Egerton,njoro Kenya

Integrated financial management information book(2003)

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