EX-ST-01-FORMS-PLACEHOLDERS.md
Name: EX-ST-01-FORMS-PLACEHOLDERS Version: 1.0 Status: DRAFT
Purpose of Form Placeholders
This document defines the required forms and records for the EX-ST-01 Settlement / Payments Procedure. All forms and records are mandated for governance, auditability, and traceability. No UI, backend, or payment method logic is included.
Master Form Inventory Table
| Form ID | Form Name | Purpose | Created by Role | Reviewed by Role | Approved by Role | Procedure Section | Mandatory/Conditional | |-----------------|----------------------------|-----------------------------------------|-------------------|--------------------|--------------------|--------------------------|----------------------| | ST-01-F01 | Settlement Request Record | Initiate settlement process | Payer Authority | Financial Verifier | Oversight/Audit | Settlement Initiation | Mandatory | | ST-01-F02 | Proof of Payment Record | Document payment details | Payer Authority | Financial Verifier | Oversight/Audit | Verification | Mandatory | | ST-01-F03 | Verification Record | Confirm payment and compliance | Financial Verifier| Oversight/Audit | Oversight/Audit | Settlement Confirmation | Mandatory | | ST-01-F04 | Settlement Confirmation | Finalize and record settlement | Oversight/Audit | Oversight/Audit | Oversight/Audit | Closure | Mandatory | | ST-01-F05 | Audit Log Reference | Ensure traceability and audit trail | System | Oversight/Audit | Oversight/Audit | All Sections | Mandatory |
Detailed Placeholder Descriptions
ST-01-F01 Settlement Request Record
- Purpose: Initiate the settlement process for a finalized contract/award.
- Created by: Payer Authority
- Reviewed by: Financial Verifier
- Approved by: Oversight/Audit
- Governance significance: Required for all settlements; establishes audit trail.
- Security classification: CONFIDENTIAL
ST-01-F02 Proof of Payment Record
- Purpose: Provide evidence of payment made.
- Created by: Payer Authority
- Reviewed by: Financial Verifier
- Approved by: Oversight/Audit
- Governance significance: Mandatory for settlement confirmation.
- Security classification: CONFIDENTIAL
ST-01-F03 Verification Record
- Purpose: Confirm payment validity and compliance with settlement conditions.
- Created by: Financial Verifier
- Reviewed by: Oversight/Audit
- Approved by: Oversight/Audit
- Governance significance: Ensures independence and compliance.
- Security classification: CONFIDENTIAL
ST-01-F04 Settlement Confirmation Record
- Purpose: Finalize and record the settlement as complete.
- Created by: Oversight/Audit
- Reviewed by: Oversight/Audit
- Approved by: Oversight/Audit
- Governance significance: Required for closure and audit.
- Security classification: CONFIDENTIAL
ST-01-F05 Audit Log Reference
- Purpose: Provide a reference to the audit log for traceability.
- Created by: System
- Reviewed by: Oversight/Audit
- Approved by: Oversight/Audit
- Governance significance: Ensures all actions are logged and auditable.
- Security classification: CONFIDENTIAL
Record Ownership & Retention Notes
- All records MUST be retained for the minimum period required by law and governance policy.
- Ownership of records MUST be clearly assigned to the responsible governance role.
- Records MUST NOT be deleted or altered after settlement confirmation.
Anchoring & Settlement Positioning
- Hashes of settlement records MAY be anchored for proof of integrity.
- Anchoring MUST NOT imply approval or correctness of payment.
UNDEFINED Items
- Payment method details: UNDEFINED – ORGANIZATIONAL DECISION REQUIRED
- Retention period specifics: UNDEFINED – ORGANIZATIONAL DECISION REQUIRED
- System automation of audit log: UNDEFINED – ORGANIZATIONAL DECISION REQUIRED