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1. Once the balance of available funds in the BOA account in Benin for a particular project has fallen below the defined lower limit, the financial and administrative manager The Accountant of CIVA at the Benin station will submit a request for the disbursement of funds for replenishing to the Project Coordinator. Once approved he will submit it to the Finance Unit at HQ. The request will include a detailed record of all payments made.

2. The Finance Unit at HQ will disburse the funds to the BOA account in Benin and notifies to CIVA Financial and Administrative Manager once funds are sent.

3. This procedure will be repeated until funds for services of a specific project are exhausted.

Procedures for the payment of services in Benin

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

2. The Financial and Administrative Manager will Accountant 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 financial and administrative manager Accountant 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 and Administrative Manager The Accountant once the operation is completed.
13. The  Financial and Administrative Manager Accountant will login into the Mobile Money account, verify, validate and trigger the bulk payment of Task Agents.

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

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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 The Accountant will credit the BOA MTN account in OCS and debit the project account in OCS (Services expenses account).

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