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ZHRC/HTI Financial Management Training

ZHRC/HTI Financial Management Training. Session 5: Development Partner Relations and I-TECH Per Diem Policies. Learning Objectives. By the end of this session, participants will be able to: List common terms and conditions for receiving development partner funding

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ZHRC/HTI Financial Management Training

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  1. ZHRC/HTI Financial Management Training Session 5: Development Partner Relations and I-TECH Per Diem Policies

  2. 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

  3. Development Partner Relations and Reporting:Key Financial Principles

  4. 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)

  5. Overhead and allowable costs Depreciation policy 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

  6. Development Partner Reporting (1) • Development partners require organizations to demonstrate financial soundness before granting a release of funds • Development partner reports often include a budget compared to actual summary, along with a written report on the status of activities

  7. 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

  8. Procedures to Access Funds fromI-TECH and I-TECH Per Diem Policy

  9. Procedure for Disbursement of Funds In order for ZHRCs/HTIs to receive funds from I-TECH, the following preparations are needed: • ZHRC/HTI needs a bank account where I-TECH funds can be deposited • 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 • A person needs to be designated to prepare the budget for I-TECH-funded activity

  10. 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

  11. 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

  12. 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

  13. 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

  14. 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

  15. 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

  16. 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

  17. Group Work: Itemized Budget for Training/ Action Items for Receiving Funds

  18. 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

  19. 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

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