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Procedures for the payment of services in Benin

1. The head 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 Mobile Money account drops below 10 million XOF.
2. The Finance Unit of AfricaRice at the Benin station will debit the BOA MTN account in OCS and transfers the amount to the Mobile Money account (62147000) at BOA. The Finance Unit will exchange with the contact person (Eric 97 98 37 10) at BOA to assure immediate transfer. They will notify the head the Head of the KM-Unit once the Mobile Money account is credited.
3. The project coordinator will define services (see Definition of services).
4. The National Service Coordinator will launch services and inform Tasks Agents about payment modalities as defined in the description of services (see SC).
5. The Task Agents will send invoices to the Financial Control Agent according to progress.
6. The Financial Control Agent will verify the invoices.
7. At the end of a service Quality Control Agent will verify if services were delivered according to defined quality criteria and approve the payment requests (invoices of Task Agents).
8. The Financial Control Agent will group invoices and prepare project specific the request for payment including a list of the amounts due for each Task Agent in Excel format. It will include the transfer charges.
9. The National Service Coordinator verifies the request and submit submits it to the Project Coordinator.
10. The Project Coordinator will approve the request, submit it to the Financial Control Agent and copy the Head of the KM-Unit.
11. The Financial Control Agent will upload the list of payments due on the Mobile Money account and inform the Finance Unit once the operation is completed.
12. The Finance Unit will login into the Mobile Money account, verify, validate and trigger the bulk payment of Task Agents.
13. The Finance Unit will credit the BOA MTN account in OCS and debit the project.

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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.
5. 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.
6. The national service coordinator will make the payments and submits the receipts to the Head of the KM-Unit.
7. The Head of the KM-Unit establishes 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 Head of the KM-Unit.

Procedures for the payment of invoices and expense claims

1. The head Head of the KM-Unit will prepare and submit a request for payment to the Finance Unit at the Benin station with all supporting documents.

2. The Finance Unit will verify and make payment from the BOA account in Benin by check, ordinary bank-transfer or mobile money.