Management of the service funds
- AfricaRice will establish a separate bank account at BOA for the management of the operational funds of the concerned GIZ projects. The account name will be “AfricaRice GIZ - Green Innovations Project” (GIP account). AfricaRice will assure that the signatories of the account are at the Benin station.
- GIP account of AfricaRice at BOA (IBAN: BJ66BJ06 1010 3000 7260 3601 1991) will only be used for the payment of services that are delivered following the procedures of The RUN business model.
- The GIP account will be operated following the principle of a revolving fund. For each project the total volume, the upper limit and the lower limit will be defined. The upper limit is the maximum amount that is available in the service fund for a specific project. Request for refilling can be made once the balance in the service fund for a specific project drops below its lower limit.
- Requests for the payment of service providers will be made separately for each project.
- The head of the KM-unit of AfricaRice will sign a contract with MTN for the subscription to mobile money services (MTN-wallet) and to enable payments by BOA-Benin using MTN mobile money technology.
- All Task Agents who contribute to the delivery of services will sing a collaboration agreement declaring that they agree with the modalities of the RUN business model, the specification of services and the procedures of payment using MTN mobile money services. The Project Coordinators will sign on behalf of AfricaRice.
Procedures for the disbursement of funds and payment of services in Benin
The following procedure will be followed to assure timely payment of Task Agents upon delivery:
- The Project Coordinator will submit a request for disbursement to replenish the GIP account to the Finance Unit at HQ.
- The Finance Unit at the Benin Station will inform the project coordinator once funds have arrived.
- The Project Coordinator will submit a request for disbursement to replenish the MTN-wallet to the Finance Unit at the Benin station. The upper limit of the MTN-wallet is 20 million XOF. Once the balance of the MTN wallet drops below 10 million XOF, the Project Coordinator will submit a request for disbursement to replenish the MTN-wallet to the Finance Unit at the Benin station.
- The Finance Unit of AfricaRice at the Benin station will transfer the request amount to the MTN-wallet (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 Project Coordinator once the MTN-wallet is credited.
- 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.
- The Quality Control Agent will verify if services were delivered according to defined quality criteria.
- The Financial Control Agent will verify if the calculation of the amounts due is correct and financial records are up-to-date.
- 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.
- The Project Coordinator will upload the list of payments due on the MTN WEB account and inform the Finance Unit once the operation is completed.
- The Finance Unit will login into the MTN WEB account, verify, validate and trigger the bulk payment of Task Agents using the mobile money service.
- 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.
- Also once the balance of available funds in MTN WEB account has lower, the Project Coordinator will submit a request for the disbursement of funds for replenishing the service fund to the Finance Unit at HQ of difference between remaining amount and 20 million XOF.
- The Finance Unit at HQ will disburse the funds to the GIP account in order to replenish the service fund of the particular project.
- 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.
- 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.
- The Finance Unit in Benin and Abidjan will have access to the MTN Web Account and in order to view the status, to view and download the detailed records of all payments made.
Procedures for the disbursement of funds and payment of services in Côte d'Ivoire, Guinea and Togo
Available funds and management parameters
Parameter | CAUSA Benin | CAUSA Cote d'Ivoire | CAUSA Guinea | CAUSA Togo | GIAE1 | GIAE2 | GIAE3 | ETES | Totals |
---|---|---|---|---|---|---|---|---|---|
Agreement number | AG10056 | AG10076 | AG10077 | AG10078 | AG10082 | ||||
BUS number | BN10248 | BN10353 | BN10354 | BN10356 | ? | ||||
Budget holder | Marc BERNARD | Marc BERNARD | Bert MEERTENS | Marc BERNARD | Sander ZWART | ||||
End date of project | 31.12.2016 | 31.12.2017 | 31.03.2017 | 31.12.2017 | 30.04.2018 | ||||
Remaining days | 213 | 578 | 303 | 578 | 698 | ||||
Total funds available for the payment of service providers (Euro) | 60,979.61 € | 30,489.8 € | 30,489.8 € | 15,244,9 € | 523,800 € | 42,900 € | 203,600 € | 234,000 € | 1,065,280 € |
Exchange rate (Euro to XOF) | 655.957 | ||||||||
Total funds available for the payment of service providers (XOF) | 40,000,000 XOF | 20,000,000 XOF | 20,000,000 XOF | 10,000,000 XOF | 343,590,277 XOF | 28,140,555 XOF | 133,552,845 XOF | 153,493,938 XOF | 698,777,615 XOF |
Funds disbursed up to 31.05.2016 | 16,000,000 XOF | 894,150 XOF | 0 XOF | 1,261,935 XOF | 0 XOF | 18,156,085 XOF | |||
Total funds remaining | 24,000,000 XOF | 342,696,127 XOF | 28,140,555 XOF | 132,290,910 XOF | 153,493,938 XOF | 680,621,530 XOF | |||
Disbursement for the replenishment of the GIP account (service fund) | 8,000,000 XOF | 4,000,000 XOF | 4,000,000 XOF | 2,000,000 XOF | 20,000,000 XOF | 7,000,000 XOF | 15,000,000 XOF | 10,000,000 XOF | 60,000,000 XOF |
Lower limit that triggers the request for replenishment of the GIP account | 3,000,000 XOF | 1,000,000 XOF | 1,000,000 XOF | 1,000,000 XOF | 10,000,000 XOF | 4,000,000 XOF | 8,000,000 XOF | 5,000,000 XOF | 30,000,000 XOF |
Total number of disbursements | 5 | 5 | 5 | 5 | 17 | 4 | 8 | 15 | 49 |
Number of remaining disbursements after 31.05.2016 | 3 | 17 | 4 | 8 | 15 | 47 | |||
Amount of final disbursement | 8,000,000 XOF | 2,696,127 XOF | 140,555 XOF | 12,290,910 XOF | 3,493,938 XOF | 26,621,530 XOF |