The services offered by Machakos University are detailed in the following service delivery matrix.
The Heads of the various departments will execute the responsibilities attached to their respective departments.
- FINANCE
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Collection and accounting for all revenue due to the University | Daily | DVC (APF) and Chief Finance Officer. |
| 2. | Payments for services and goods used by the University | 30 Days upon receipt of all relevant documents | |
| 3. | Preparation of Management accounts | Weekly | |
| 4. | Preparation of the annual budget | Annually | |
| 5. | Submission of the annual budget | 31st January yearly | |
| 6. | Implementation of the approved budget | Continuous | |
| 7. | Updating of asset register of the University | Continuous | |
| 8. | Preparing of quarterly financial statements | 15th of every quarter | Chief Finance Officer, Deputy Chief Finance Officer |
| 9. | Preparing and submitting Annual report and financial statements | Annually by 30th September every year | Chief Finance Officer, Deputy Chief Finance Officer |
| 10. | Release of salaries | By 5th of subsequent month | Chief Finance Officer, Deputy Chief Finance Officer |
| 11. | Payment of benefits | 1 week after receipt of authority to pay |
- PERFORMANCE CONTRACTING AND QUALITY MANAGEMENT SYSTEMS (PC & QMS)
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Submission of Performance contract quarterly reports | By 30th day of subsequent month after the quarter | DVC (APF) and PC & QMS Director |
| 2. | Submission of Performance contract annual reports | Annually | |
| 4. | Coordinating QMS Audits | Thrice for internal Audits and twice for external Audits
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| 5. | Holding Management Review Meetings (MRMs) | 3 times (Once per semester) | |
| 6. | Preparation of University Performance contract for signing | By June 30th yearly | |
| 11. | Issue of notice seeking/requiring corrective or preventive action | Within 2 weeks after Audit | |
| 12. | Initiation of staff performance Contracting process | By May 30th |
- HUMAN RESOURCE
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Short-listing and invitation for interviews | Within ten (10) weeks after closing dates for application | DVC (APF), Registrar (AP) and Head of Human Resource |
| 2. | Appointment of newly recruited staff | The first week after Interviews. | DVC (APF). |
| 3. | Processing of leave Application | Within two (2) days upon receipt of request | Registrar (AP) and Head of Human Resource |
| 4. | Handling of Junior Staff Discipline cases | Within ninety (90) days | DVC (APF) and Registrar (AP) |
| 5. | Handling of Staff welfare matters | Continuous | Registrar (AP) and Head of Human Resource |
| 8. | Handling of staff retirement on attainment of mandatory retirement age | Nine (9) months before retirement date for retirees | Registrar (AP) |
| 9. | Handling of staff exits:- resignations, on health grounds and demise | Within the first month upon receipt of communication | DVC (APF), Registrar (AP) and Head of Human Resource |
- PROCUREMENT
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Ordering of goods and Services | Within one month upon request | DVC (APF) and Procurement Officer |
| 2. | Receiving goods and processing of goods received note and forwarding of invoices for payment | Seven (7) days after receiving the goods & invoices | |
| 3. | Issuance of goods/ materials | Immediate depending on availability of stock | |
| 4. | Ledger updating | Continuous | |
| 5. | Stock- taking | Done quarterly and annually | |
| 6 | Submission of weekly progressive reports | Weekly | |
| 7. | Submission of monthly progressive reports | 1st week of every month | |
| 8. | Preparation of Procurement plan | By 30th June yearly | |
| 9. | Submission of 30% of the annual Procurement plan to Public Procurement Regulatory Authority | By 30th August yearly. | DVC (APF) and Procurement Officer |
| 10 | Submission of quarterly reports to Public Procurement Regulatory Authority | By the 14th day of the first month of the subsequent quarter | DVC (APF) and Procurement Officer |
- ESTATES
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Receipt and acknowledgement of works orders | Continuous |
DVC (APF), Head of Planning / Head of Estates and Clerk of Works
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| 2. | Preparation of work estimates/BQs | As per the plan/contracts | |
| 3. | Forwarding Estimates for approval | Continuous | |
| 4. | Inspection of Materials received | Immediately upon delivery | |
| 5. | Implementation of works | As per repair and maintenance schedule | |
| 6. | Allocation of working and learning Space | Continuous | DVC (APF) and
Head of Planning |
- CENTRAL SERVICES
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Overseeing general cleanliness of University environment | Continuous | Registrar (AP) and Head of Planning |
- MANAGEMENT OF UNIVERSITY VEHICLES
| S/No. | Activity/Service Offered | Time Line | Responsible Officer |
| 1. | Acquisition and Replenishing of fuel cards | Continuous | DVC (APF) |
| 2. | Servicing and repair of University vehicles | Continuous | DVC (APF) |
| 3. | Fleet Management | Continuous | DVC (APF) |
| 4. | Procurement of Insurance of Vehicles | Continuous | DVC (APF) |
| 5. | Procurement of new Vehicles | Continuous | DVC (APF) |
| 6. | Disposal of unserviceable vehicles | When necessary | DVC (APF) |