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1. The Financial and Administrative Manager will submit a request for disbursement to replenish the Mobile Money account to the head of the KM-Unit for approval.
   the

2. The Financial and Administrative Manager will Manager will exchange with the contact person (Eric 97 98 37 10) at BOA to assure immediate transfer, he will notify the Head of the KM-Unit once the Mobile Money account is credited.

3. the The financial and administrative administrative manager of CIVA at the Benin station will debit the BOA MTN account and credit AfricaRice GIZ - Green Innovations Project account in OCS. 
   

4. The project coordinator will define services (see Definition of services).
5. The National Service Coordinator will launch services and inform Tasks Agents about payment modalities as defined in the description of services (see SC).
6. The Task Agents will send invoices to the Financial Control Agent according to progress.
7. The Financial Control Agent will verify the invoices.
8. 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).
9. 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.
10. The National Service Coordinator verifies the request and submits it to the Project Coordinator.
11. The Project Coordinator will approve the request, submit it to the Financial Control Agent and copy the Head of the KM-Unit.
12. The Financial Control Agent will upload the list of payments due on the Mobile Money account and inform the Financial the Financial and Administrative Manager once the operation is completed.
13. The Financial The Financial and Administrative Manager will login into the Mobile Money account, verify, validate and trigger the bulk payment of Task Agents.
14. The Financial

    The Financial and Administrative Manager will credit the BOA MTN account in OCS and debit the project account in OCS (Services expenses account)

    to reduce the Risk of underestimated of expenditures due to delays in updating the various systems and in particular OCSand will Make sure that the balance in all systems is coherent / identical

    . 

Procedures for the payment of invoices and expense claims

1. The Head of the KM-Unit will prepare and submit a request for payment to  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.
3. For payments per check and bank-transfer a manual voucher will be prepared.
4. The Financial and Administrative Manager will credit the BOA MTN account in OCS and debit the project account in OCS (Services expenses account).

Procedures for the payment of services in other countries

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 the IITA Benin station. He will copy the Head of the KM-Unit.
5. The Finance Unit of the IITA Benin station will 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 with all supporting evidences and proof of providers payment from The National Service Coordinator and submits it to the Finance Unit of IITA at the Benin station.

Lower & Upper limits

Actors and roles

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