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1. The Project Coordinator will submit a request for disbursement to replenish the GIP account to the Finance Unit at HQ for the various projects.
2. The Finance Unit at the Benin Station will inform the project coordinator once funds have arrived.
3. The head of the KM-unit will submit a request for disbursement to replenish the Mobile Money account to the Finance Unit at the Benin station. The upper limit of the Mobile Money account is 20 million XOF. A request for the refilling of the Mobile Money account may be submitted once the balance of the MTN wallet drops below 10 million XOF.
4. The Finance Unit of AfricaRice at the Benin station will transfer the request credit the personal account of the head of the KM-unit and transfers the amount to the Mobile Money account (62147000) at BOA. The unit will exchange with the contact person (Eric 97 98 37 10) at BOA to assure immediate transfer. They will notify the head of the KM-unit once the Mobile Money account is credited.
5. The National Service Coordinator will organise and track progress of service delivery and submit project specific requests for payments to the Project Coordinator. The request will be submitted with the list of the amounts due for each Task Agent in Excel format. It will include the transfer charges.
6. The Quality Control Agent will verify if services were delivered according to defined quality criteria.
7. The Financial Control Agent will verify if the calculation of the amounts due is correct and financial records are up-to-date.
8. Once the request for payment is cleared by the Quality Control Agent and Financial Control Agent, the Project Coordinator will approve and submit the request with the individual claims and a table of amounts due to the Finance Unit of AfricaRice at the Benin station. He will copy the head of the KM-unit.
9. The head of the KM-unit will upload the list of payments due on the Mobile Money account and inform the Finance Unit once the operation is completed.
10. The Finance Unit will login into the Mobile Money account, verify, validate and trigger the bulk payment of Task Agents.
11. The task agents will send a signed receipt to the head of the KM-unit. The receipts must indicating the details of the services and tasks that they have completed.
12. The head of the KM-unit establishes a a general expense claim and submits it to the finance unit at the Benin station. The finance unit will process the claim and debit the personal account of the head of the KM unit.
13. Once the balance of available funds in the BOA GIP account for a particular project has fallen below the defined lower limit (see next chapter for details), the Project Coordinator will submit a request for the disbursement of funds for replenishing the service fund to the Finance Unit at HQ. The request will include a detailed record of all payments made.
14. The Finance Unit at HQ will disburse the funds to the GIP account in order to replenish the service fund of the particular project.
15. In case that some payments were not successful, MTN will automatically transfer the remaining balance to the GIP account, according the terms defined in the annex to the contract with MTN.
16. MTN will provide monthly status reports indicating if one of the beneficiaries has not collected his money within a period of 30 days after payment. In such cases AfricaRice may request MTN to make the payment undone. The Project Coordinator will submit a corresponding request to the Financial Unit at the AfricaRice station in Benin to initiate the retransfer of the remaining funds to the GIZ account at BOA.
17. The Finance Unit in Benin and Abidjan will have access to the Mobile Money account and in order to view the status, to view and download the detailed records of all payments made.

Procedures for the

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payment of services in Côte d'Ivoire, Guinea and Togo

1. The National Service Coordinator will organise and track progress of service delivery and submit project specific requests for payments to the Project Coordinator.
2. The Quality Control Agent will verify if services were delivered according to defined quality criteria.
3. The Financial Control Agent will verify if the calculation of the amounts due is correct and financial records are up-to-date.
4. Once the request for payment is cleared by the Quality Control Agent and Financial Control Agent, the Project Coordinator will approve and submit the request for the transfer of the total amount due to the Finance Unit of AfricaRice at the Benin station. He will copy the head of the KM-unit.

Available funds and management parameters

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1. The finance unit will credit the personal account of the head of the KM-unit and transfer the total amount to the national service coordinator.
2. The national service coordinator will make the payments and submits the receipts to the head of the KM unit.
3. The head of the KM-unit establishes a a general expense claim and submits it to the finance unit at the Benin station. The finance unit will process the claim and debit the personal account of the head of the KM unit.

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