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BSF FINANCIAL WORKSHOP Juba 20 th of May 2009

BSF FINANCIAL WORKSHOP Juba 20 th of May 2009. DONORS CONTRIBUTION. Budgets per Sector. 4.7 M. 4 M. PHASE 1. 9.2M. 3.8 M. PHASE 2. BSF PHASE 2. PHASE 2, a total of 24 projects (23 Implementing Partners), 3 different groups

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BSF FINANCIAL WORKSHOP Juba 20 th of May 2009

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  1. BSF FINANCIAL WORKSHOP Juba 20th of May 2009

  2. DONORS CONTRIBUTION

  3. Budgets per Sector 4.7 M 4 M PHASE 1 9.2M 3.8 M PHASE 2

  4. BSF PHASE 2 • PHASE 2, a total of 24 projects (23 Implementing Partners), 3 different groups • Health Extensions: 8 Implementing Partners already funded in Phase 1 for Health Programs, and now extending their project up to end of June 2010 • Round 3a: 11 new Implementing Partners, for Health, WatSan and Education programs, selected during the 3rd Call • Round 3b: 5 new Implementing Partners, selected during the 3rd Call, but waiting for the Canadian contribution which was released at the end of March. Their projects then could start only on the 1st of April 2009

  5. Round 3 per Implementing Partners Round 3 ex UMCOR

  6. Round 3 per State

  7. BSF Overall Disbursement 18M GBP Uncleared Under approval process Cleared PHASE 2 (ex 3b) Total Disbursement 980K GBP

  8. Phase 2 Total Disbursement Per Implementing Partners Only 12 out of 24 NGOs submitted their financial report

  9. Phase 2 Total Disbursement Per Implementing Partners Intermon Oxfam

  10. DISBURSEMENT PROCEDURE • Disbursement are meant to be REIMBURSEMENT, • therefore IN ARREARS • 2) Only real expenditures will be reimbursed • 3) The whole process is based and originated by your financial report • 4) Which is supposed to be submitted for approval on a monthly base • 5) Once approved the financial report is submitted to DFID for reimbursement • 6) The reimbursement should take no more than 30 days from financial report approval

  11. DISBURSEMENT PROCEDURE: FINANCIAL REPORT Financial Report main scope is to document and submit for reimbursement your expenditures. It is based on two documents: Form B:..\SECRETARIAT\BSF FORMAT\BSF Form B_300101.xls submit via email to BSF Financial Administrator in Juba serena.bossi@bsf-secretariat-sd.org FORM B is an excel file and must be submitted unprotected Transaction List: detailed list of those expenditures submitted through Form B. Still an Excel file and unprotected. No form are provided, but your list MUST include at least the following attributes: Expenditure date Expenditure original currency Expenditure amount in original currency Expenditure amount converted in GBP Expenditure description BSF Budget line PLEASE USE BSF_NAMEOFLEADINGAGENCY_FINANCIALREPORT_DATES FOR THE EMAIL OBJECT

  12. DISBURSEMENT PROCEDURE: PROCESS & TIMING • MONYHLY Financial Report, ideally by the 15th of the following month • First check in Juba • Once approved by Juba Secretariat then submit 2 hard copies of Form B and 2 hard copies of Cover Letter • ..\SECRETARIAT\BSF FORMAT\Invoice Cover note format.doc • duly STAMPED and SIGNED • In the meanwhile Juba Secretariat submit the approved form B, soft copy, for reimbursement to BMB MM Head Quarter in Arnheim-Holland which forward to DFID • Your bank account will be credited within 1 month from the Form B submission to Holland

  13. DISBURSEMENT PROCEDURE: ELIGIBILITY • Only real expenditures are eligible • Advances on salaries are considered real expenditures • Expenditures must be occurred during the reporting period • At the end of the project , 2 weeks will be allowed for setting all outstanding expenditures, after that no expenditures will be reimbursed • No advances are provided • Expenditures must be reported in GBP using INFOREURO exchange rates, quoted by the European Central Bank. The BSF secretariat will distribute the INFOREURO Exchange Rates table at the beginning of each month • ..\PARTNERS\II PHASE\Inforeuro Eschange Rates.xls • Admin costs are a contractual percentage of “Subtotal Direct Eligible Costs of the Project”, no need to report them in the transaction list • External Audit fees are not part of “Subtotal Direct Eligible Costs of the Project” • In case of per diem please provide the list of recipient, mentioning the per diem location, the recipient duty station, the per diem rate and number of days • Eligible expenditures should follow transparent procurement process

  14. DISBURSEMENT PROCEDURE: PROCUREMENT Any purchase above 1,000 GBP should follow a quotation process (3 quotations) Any purchase above 100,000 GBP should be subject to an open tender procedure In both cases please provide the relevant documentation (tender text, proposals, bid analysis, etc..) and feel free to ask for our help Pay particular attention to contracts, especially on completion closes, payments, and retention fees BSF secretariat can help whenever you need

  15. DISBURSEMENT PROCEDURE: SUPPORTING DOCUMENTS • receipt or invoices dated, signed, stamped by the supplier • purchase order dated and signed by the relevant manager • payment receipt dated and signed by the recipient (per diems, salaries, advances..) • any document you prepared during the procurement process (bid analysis, the text of the call for tender, etc..) • NO NEED TO SUBMIT SUPPORTING DOCUMENTS WITH YOUR FINANCIAL REPORT, BUT THEY ARE SUPPOSED TO BE AVALABLE TO ANY INQUIRY AND WILL BE CHECKED BY THE AUDITORS AT THE END OF THE PROJECT

  16. Expenditures forecast • SCOPE: • Help the lead donor in making funds right available when necessary • Easy the program financial needs • Monitoring the timing/progress of your project • Budget amendment • TIMING: • Every quarter, at the end of the quarter • FORMAT: • ..\SECRETARIAT\BSF FORMAT\Quarterly Forecast.xls

  17. Budget Amendment Process Any time you need to amend your budget please submit for approval to Juba Secretariat via email at serena.bossi@bsf-secretariat-sd.org. It is very similar to the usual Form B + a narrative for amendment justification ..\SECRETARIAT\BSF FORMAT\BSF Budget Amendment Form.xls Once approved submit 3 hard copies, one will be returned signed for approval You can submit the amendment at the same time of your financial report We suggest to discuss your needs with the Financial Administrator before submitting the amendment

  18. Closing Down Procedure • By end of the project, 30/06/2010, you should notify name and contact details of your auditors • Within 30 day from the project end, 31/07/2010 you should submit: • Asset Inventory ..\PARTNERS\I PHASE\closing down\Annex 3 BSF Assets exceeding GBP 1000.xls * • Final Financial Report (which is the usual Form B) • Audit Report ..\PARTNERS\I PHASE\closing down\Annex 2 BSF ToR audit.doc * • Around February-March 2010 BSF Secretariat will send out precise closing down instructions including the ToR for the auditors • * Phase 1 format, as a reference only, for Phase 2 a different version could be distributed

  19. BSF FINANCIAL WORKSHOP Questions? Concerns? Suggestions?

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