Finance & Administrative Guidelines

Muluhiwot GetachewFamiliarization 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 RatePer diem Accommodation

National Events Federal staff 125 0 Regional staff 250 250 Zonal staff 250 250 Woreda staff 250 250

Regional Events Regional staff 125 0 Federal staff 250 200 Zonal staff 250 200 Woreda staff 250 200

Zonal Events Zonal staff 100 0 Federal staff 200 200 Regional staff 200 200 Woreda staff 200 200 Farmers 100 100

Woreda Events Woreda staff 100 0 Federal staff 200 200 Regional staff 200 200 Zonal staff 200 200 Farmers 50 50

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

www.lives-ethiopia.org