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Day 3 idrc grant administration_imcha
1. Strengthening IMCHA Grant Management
Renforcement de la gestion des
subventions ISMEA
Midterm Workshop | Atelier de mi-session
2017-04-26
Presented by | Présenté par
André Lavoie, P. Eng., MBA, CPA, CMA
2. Grant Life-Cycle
Submission
of Proposal
& Budget
Step 1: Step 2: Step 3: Step 4:
Approval
of Project
Funding
Milestones
&
Payments
Project
Closure &
Final
Payment
Technical
&
Financial
Reports
Budget
Workbook
Grant
Agreement
Signature
Final
Technical &
Financial
Reports
3. Salaries/Personnel
Remuneration and benefits, project staff, replacement costs, hired advisors
Administration staff
Consultants
Acquisition costs, fees, travel costs, withholding tax
Evaluation, administration staff
Evaluation
Acquisition costs, fees, travel costs, withholding tax
Administration staff
Budget Categories and Expenses
Equipment
All equipment with life > 1 year and costs > CAD 5,000
Purchase price, acquisition costs, freight
Import duties, sales taxes, VAT, insurance after delivery
4. Training
Trainee registration and tuition fees, living allowance, training expenses, travel costs
Training already organized and paid for all staff
Budget Categories and Expenses
International Travel
Airfare, ground transportation, accommodation, meals, departure taxes
Own procedures and rates
Not exceed IDRC per diem rates, business class, in-country travel, advances/imprests
Research Expenses
Data collection, casual labour costs, vehicle maintenance, consumables, “other” equipment,
in-country travel, rental of premises for project, conferences, equipment rental
Capital equipment, administration staff, sales taxes, expenses paid by third party
5. Budget Categories and Expenses
Indirect Cost
Administrative costs required to support the project but not directly related to the research
Clerical, accounting, or secretarial help; general office expenses, office rental, utility
charges, non-capital office furnishings, communications costs, photocopying
Maximum of recipient’s rate and 13%
6. Financial Reporting
Report expenses on a cash basis, in budget currency
Provide explanation (in notes) when actual
expenditures (by budget category) are under or over
the planned expenses by more than 10%
Forecasts for future periods must be based on
reasonable estimates – care and close discussion
between technical and financial staff
Do not change or add to budget line items
All project budget revisions to be submitted in writing
to IDRC’s responsible officer
7. Financial Reporting
Reports submitted and reviewed by the grant
administrator and signed off before payment
Must be able to substantiate the indirect costs
Advise IDRC of any changes in banking
Other Considerations
PI should never approve his or her own expenses
Supporting documents to justify expense transactions