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Finance & Administrative Guidelines. Muluhiwot Getachew Familiarization Workshop April 22 – 24, 2013, Adama. Finance Department. Issues and settles advances & petty cash Petty cash will be established at Regional & Zonal levels Petty cash custodians will need to open a bank account
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Finance & Administrative Guidelines Muluhiwot Getachew Familiarization Workshop April 22 – 24, 2013, Adama
Finance Department • Issues and settles advances & petty cash • Petty cash will be established at Regional & Zonal levels • Petty cash custodians will need to open a bank account • Documents will be sent to HQ for reimbursement • Completeness of documents means quicker reimbursement
Human Resources Office • Staff benefits – medical, salaries, staff development etc • Processes casual contracts – field assistants, enumerators etc • Performance management system
Procurement Dept • Any purchases that cost above $100 • Request will have to be submitted from HQ • Vehicle insurance claims
Transport & Garage • Fleet of cars available for rental • Major services for ILRI vehicles are done at ILRI’s Garage • In transition stage at the moment
Travel Expenses - Staff ILRI Staff Travel: • ILRI Per diem rates applied. Per diem shall be paid for travel outside of duty station • Accommodation shall be reimbursed with receipts with complete information • Expense report must be filled out properly including departure time and arrival time • Travel expenses can be reimbursed from petty cash
Travel Expenses contd • Correct information needs to be provided on TERs: • Name of the traveler • TIN number on accommodation receipts • Number of days that are paid • Reason for travel must be clearly stated on the document • Travel to Addis must be approved by supervisor prior to taking place
Travel Expenses - Partners • Payments to partners are made using the LIVES per diem rate • Recipients must sign on designated form with sufficient details (name, reason for payment, number of days, rate)
LIVES Per Diem Rate – contd • Receipts will not be required for accommodation • Fuel will be reimbursed based on round trip distance in km and assuming 5km/liter • Public transportation costs will be reimbursed based on receipts (round trip) • For study tours organized by LIVES, ILRI per diem rates will be used
Petty Cash Purchases • Should not be higher than $100 • Ensure that the name ILRI appears on the receipt as the buyer (not the individual’s name or LIVES) • ILRI’s TIN number must also included (0004800917) • Cost centers musts be included • WHEN IN DOUBT, CALL HQ (Pam or MG) AND CHECK!
Vehicle Usage The ILRI vehicle is subject to ILRI rules and regulations, in addition: • Only drivers should drive project vehicles • Drivers are solely responsible for vehicles • Vehicle movement should be properly recorded on the log book
Vehicle Usage contd • Personal use of vehicles is allowed but must be reported and the individual will be charged at the ILRI rate • Any damage to the vehicles must be reported immediately • Annual inspection & insurance stickers must be placed on the vehicle windshield • Vehicles service & maintenance must be completed in a timely manner
Performance Management • ILRI has a new performance management system • Based on Key Result Areas (KRAs) • Each KRA has key activities and indicators of achievement
