Annex I – Financial Guidelines

1. Annex I – Financial Guidelines

2. FINANCIAL GUIDELINES Alumni Support Program (ASP) JFY 2019 (April 2019-March 2020)

3. Table of Contents • 1.REGULATIONS • 2. SUPPORT COVERAGE • 3.FINANCIAL PROCEDURES 1) Trip Expense 2) Equipment 3) Consumables/Spare Parts/Others 4) Commissioned Work

4. Regulations • 1.) The Program Contract period in Japanese Fiscal Year (JFY) 2019 is from April 1, 2019 or contract signing date (whichever comes later) until January 31, 2020. • 2.) Expenditure incurred before or after the Program Contract periodwill not be accepted. 3.) According to JICA financial regulation, only a hard copy (paper) is regarded as proper financial reports, PDF or any soft copy files are not allowed. *Re-used paper is not accepted.* • 4.) Only official bank account of Member Institution where the alumni group or alumni association is founded is applicable. The budget should be managed by the founding members. • 5.) The authorized person who signs financial document must be the same person as specified in the contract (such as the Rector or Dean). • 6.) Non-original documents must be certified true copy by an authorized person in the alumni group/association. 7.) Carryover of fund (surplus or deficit) from JFY 2019 to JFY 2020 is not permitted. Unused amount must be returned to AUN/SEED-Net by January 31, 2020. 8.) In case if receipt is in local language, please provide a translation from the local language into English on the side by writing in pencil.

5. Regulations • 9.) The acceptable forms of evidence of exchange rate are; • The actual exchange rate • OANDA website* https://www.oanda.com/currency/converter/ • National/Central Bank of each ASEAN member state* • *The date of exchange rate and the date on the receipt should be the same.

6. Support Coverage ▶ Meeting package ▶ Consumables/Others ▶ Travelling expense ▶ Honorarium

7. Support Coverage Organizing budget of maximum 5,000 USD/ fiscal year from AUN/SEED-Net can be spent on following expenses. yy yy Meeting package 1 3 2 4 Travelling expense Consumables/Others Honorarium • Taxi, Train, Flight,etc. • Airport transfer • Venue transfer • Transportation for campus visit • Rental of conference venue • Rental of meeting venue • *Lunch, snack, coffee break • *Dinner reception • Honorarium for guest speaker or relavant guest • *Rate of honorarium must be aligned with MI’s regulation and the evidence must be provided. • Publication production • Public relations • Conference kits • Conference venue decoration • Equipment rental • Stationery • Website • Printing • Registration fee for alumni association • Hotel rooms • *Visa fee is not covered. • *Daily allowance is not allowed.

8. ▶ A meeting package can be arranged and paid for every participant in the event. • ▶ *Receipts must be described as “Meeting Package”. Those with wordings such as food, drink, meal, or entertainment are not permitted. • Registration sheet with the names of participants and affiliations must be provided. • ▶ Anyreceipt exceeds 1,000 USD, two or more quotations are required. • Rental of conference venue • Rental of SEED-Net meeting venue • *Lunch and Snack • *Dinner reception Meeting package 1

9. ▶ A copy of credit card statement is required for online purchase if a receipt cannot be obtained. • ▶ Any receipt exceeds 1,000 USD, two or more quotations are required. In case quotations cannot be obtained, contact SEED-Net staff before the purchase. • ▶ Receipts with wordings such as souvenirs are not permitted. • Publication production • Public relations • Conference kits • Conference venue decoration • Equipment rental • Stationery • Photo shooting • Website • Printing yy 2 Consumables/Others

10. ▶ The expense is available for specific purposes; for example, inviting guest speaker from ASEAN countries or Japan. • ▶ Receipts for fuel/gasoline cannot be claimed under any circumstance. • ▶ For any receipt that exceeds 1,000 USD, two or more quotations are required. • ▶ Only Receipt with the clear details from transportation provider can be cliamed. For flight,boarding pass must be provided in the financial report. • ▶ With the submission of AUN/SEED-Net financial report, please attach a copy of transportation plan and trip schedule. • Taxi, Train, Flight,etc. • Airport transfer • Venue transfer • Transportation for campus visit • Hotel rooms • *Visa fee is not covered. • *Daily allowance is not allowed. yy Travelling expense 3

11. ▶ Only economy air ticket is allowed. Boarding pass must be original and submitted to the Secretariat. ▶ Evidence of exchange rate must be provided. ▶ Trip report must be submitted to the Secretariat. ▶ Supported business trips must be separated from private trips, not the same itinerary. ▶ International travel to other countries outside ASEAN isnot allowed. ▶ Eligibility of trip expense, covering transportation, and accommodation. • Taxi, Train, Flight,etc. • Airport transfer • Venue transfer • Transportation for campus visit • Hotel rooms • *Visa fee is not covered. • *Daily allowance is not allowed. yy Travelling expense 3

12. Accomodation allowance ▶ Maximum rate (USD) for accomodation allowance is as in the table. • Taxi, Train, Flight,etc. • Airport transfer • Venue transfer • Transportation for campus visit • Hotel rooms • *Visa fee is not covered. • *Daily allowance is not allowed. yy Travelling expense 3

13. ▶ Honorarium should not be paid to founding members or members of a group of alumni or alumni association. • ▶ Honorarium is available for guest speaker(s),or relavant guests. • ▶ Honorarium rate must be aligned with MI’s regulation. Please provide us the evidence of the rate. • Honorarium for guest speaker 4 Honorarium

14. Remark: • AUN/SEED-Net reserves the right to REJECTany transaction • which: • is not fully compliant to the SEED-Net rules and regulations. • incurs in Singapore, Brunei and Japan. • is suspicious of personal or leisure use. • is deemed not necessary/related to alumni or academic events. • Such cases will lead to the refund of whole or a part of the financial support from AUN/SEED-Net.

15. Financial procedure ▶ Timeline & Required Documents ▶ Interim Report ▶ Financial Report ▶ Other Useful Information

16. Timeline and Required Documents In JFY 2019, you have to follow the steps below; Please submit the financial report(hard copy) within February 15, 2020. Contract Period: 1st April 2019 - 31st January 2020 1st Remittance(80%) Financial Report Contract signed Soft copy of financial report & 2nd Remittance (20%)

17. Interim Report A complete Interim Report consists of; Account BookAn MS Excel file with the record of all transactions, both revenues and expenditures. The Account Book must include PAID transactions made during the contract effective date (April 1, 2019) and the time of the Account Book submission, plus estimated PLANNED transactions until the end of the contract period (January 31, 2020). SAMPLE Please fill out all yellow cells as shown in this example ← Must be minus or zero

18. Financial Report A complete Financial Report must be submitted by February 15, 2020. A complete Financial Report consists of; Account BookAn MS Excel file with the record of all transactions, both revenues and expenditures, which take placeduring the current Japanese Fiscal Year. Payment SlipA one-page MS Word file assigned as a cover page of each receipt. It contains a summary of date, payee, payer, payment amount. ReceiptOriginal receipt is a must. Copy version is acceptable only when it is “certified true copy by the university”. Supporting Documents1.Activitiy report with photos presenting activities in the JFY • 2. Other supporting documents aresummarized below; (Payment Slip/ Receipt/ Supporting Documents)

19. THANK YOU