FEDERAL POLYTECHNIC EKOWE

(OIL/GAS) BAYELSA STATE

BURSARY DEPARTMENT

INTERNAL MEMO

From: Revenue/External Assistance Division To: Rector

Thro: Bursar
Date: 15/03/2019

Sir,

A REPORT ON STUDENT SCHOOL FEES CLEARANCE AND ACCOMMODATION

PAYMENT VERIFICATION

It is important to note that a committee was set up to verify school fees and
accommodation payment in Federal Polytechnic, Ekewo in main campus by the
management. Sequel to the directive, the committee went for the verification
and it was successful.

The committee was able to verify specifically school fees payment for old and
new students and as well as accommodation payment. In the process, students
made cash payment of One Million, Seven Hundred and Seventy Thousand
Four Hundred and Sixty Naira (N1,770,460) only. And a school fees payment
clearance and accommodation permit was issued to students.

In addition, there were irregularities in the accommodation payments which

was verified by Audit Unit and expected to report accordingly. Furthermore,
the following findings were made:

1. Most of the old students refused to come for the verification exercise.
2. Some students in HND 1 and HND 2 have not cleared their outstanding
school fees of ND1 and ND2.
3. Students paid accommodation fees to other staff that did not remit to
federal government account.
4. Some students that genuinely paid to school or federal government account
in the master list does not have mattress.
Recommendations

(a) That all fresh students must pay half school before allowed into classroom
for lecture.
(b) Students that move from ND2 to HND1 must compulsorily get school fees
payment clearance from Revenue and external assistance division before
the admission unit issue out their admission letters.
(c) Also all HND2 graduating students must get final clearance from Revenue
and external assistance division before a certificate be given.
(d) That all students in the Hostel without accommodation permit are illegal
occupants and management should take appropriate action to avoid repeat
in next session.
(e) For proper recording, management should contract a firm or specialist to
number all Hostel rooms and bed space to enable us generate more funds
in next session.
(f) Management should also purchase more mattresses and bonks to
accommodate more students in the rooms. This will enable us
accommodate above one thousand students in the next session.
(g) Management should give approval for Hostel Interest Form to be sold at a
specific amount (we suggest N500.00) in the Revenue mobilization and
receivable unit for proper documentation before sending the list to
student’s affair’s for allocation.

Conclusion

The purpose of the verification and findings has been listed or highlighted
above for management to take decision. Attached is the detail of school fees
payment during the clearance exercise, names of students that made
accommodation payment to staff that did not remit to government account
and a sample of accommodation interest form.

Thanks.

Mrs. Okoloba Gesiere

Ag. Divisional Head, Revenue and External Assistance
08036744658