ZHRC/HTI Financial Management Training
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Transcript of ZHRC/HTI Financial Management Training
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ZHRC/HTI Financial Management Training
Session 5: Development Partner Relations and I-TECH Per Diem Policies
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Learning Objectives
• By the end of this session, participants will be able to:
• List common terms and conditions for receiving development partner funding
• List recommended practices for producing development partner reports
• Describe I-TECH policies for receiving funds
• List key features of I-TECH per diem policies
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Development Partner Relations and Reporting:
Key Financial Principles
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Accountability
• Demonstrate to development partner that their funds have been used for the purposes for which they were intended
• Key reference documents for guidance on reporting• Original funding application and guidelines• Contract or agreement that was signed by
both parties• Memorandum of Understanding (MOU)
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Common Terms and Conditions for Development Partner Funding
• Progress reports
• Scope and designation
• of funds
• Budget line items
• Accounting method
• Bank accounts
• External audit
• Administrative
• Overhead and allowable costs
• Depreciation policy
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Development Partner Reporting (1)
• Development partners require organizations todemonstrate financial soundness before grantinga release of funds
• Development partner reports often include a budget compared to actual summary, along with a written report on the status of activities
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Development Partner Reporting (2)
• Recommended practices for producing development partner reports: • Meet reporting deadlines• Produce accurate and verifiable figures• Explain significant variances• Keep the development partner informed of
potential problems• Request advice from development partners
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Procedures to Access Funds fromI-TECH and I-TECH Per Diem
Policy
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Procedure for Disbursement of Funds
In order for ZHRCs/HTIs to receive funds from I-TECH, the following preparations are needed:
1.ZHRC/HTI needs a bank account where I-TECH funds can be deposited
2.A focal person at the ZHRC/HTI needs to be designated. The focal person will be a signatory on the bank account and primary point of contact for I-TECH communication
3.A person needs to be designated to prepare the budget for I-TECH-funded activity
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Procedures to Receive Funds (1)
• A budget per activity must be prepared, accompanied by an Advance Request form showing:
• Activity date• Amount needed• Activity code• Activity heading
• Prepared budget with actual expenditure
• The above should be approved by the ZHRC/HTI focal person prior to submitting it to I-TECH
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Procedures to Receive Funds (2)
• Budget and request form must be sent to I-TECH ZHRC Program Manager
• I-TECH Program Manager will approve after full satisfaction of all necessary procedures and submit to I-TECH Finance Director
• I-TECH Finance Director will also approve
• Final approval is then needed by I-TECH Country Director
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I-TECH Per Diem Policy
• I-TECH follows the Government of Tanzania policy on per diem
• Proof of salary scale is needed in order to receive the highest per diem payments
• Note: for baby sitters, I-TECH will not provide any allowance
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I-TECH Coverage on Transport for Participants (1)
• Transit allowance is paid only if a participant has travelled more than six hours
• I-TECH advocates the cheapest means of transport, therefore I-TECH does not reimburse taxi charges.
• Reimbursement for airfare can only be given if the request is made in advance
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I-TECH Coverage on Transport for Participants (2)
• To and from charges are reimbursed upon submission of valid tickets
• In case of fuel reimbursement, the participant must have prior approval from I-TECH Country Director or Operations Director
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Recording Per diem & Transport Payments
• Should be a transport/per diem payment voucher duly signed by each participant upon receiving money
• Bus tickets should be collected and attached to the payment voucher
• Per diem disbursed as per number of days of training attended
• Travelling day’s per diem disbursed according to eligibility
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Procedures for I-TECH Reconciliations
• Must be done within 48 hours after training
• All necessary documents must be signed by the ZHRC focal person, then forwarded to the I-TECH ZHRC Program Manager
• ZHRC Program Manager will forward to I-TECH Finance Director and finally the Country Director for approval
• Returned cash should be submitted to I-TECH Finance department immediately
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Group Work: Itemized Budget for Training/
Action Items for Receiving Funds
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Key Points (1)
• Terms and Conditions of development partner funding generally include: producing regular progress reports, following international accounting standards, and having a bank account
• For ZHRCs/HTIs to receive funds from I-TECH, a focal person at ZHRC must be designated who will be a signatory on bank account used for funding, and also be a primary point of communication with I-TECH
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Key Points (2)
• I-TECH follows the Government of Tanzania per diem policy
• It is important to know and follow I-TECH per diem policies and procedures to ensure that funds are available in time for activities