ATPMM – a Guide to TELSOM/ATRC Project Financial Reporting Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM) Phnom Penh, 30 May 2014

Outlines Project financial report Financial report requirement Direct labor payment Traveling expenses Hosting costs Publication & distribution costs Missing receipts 2

Project Financial Report (1/2) Project Financial Report (Template 8.b) shall be submitted by the Implementing Agency (IA) within 30 calendar days of the project end date to the ASEAN Secretariat. – The Financial Report should be certified by authorised signer of the IA. – Any unused monies, including unspent interest, shall be returned to ASEAN ICT Fund through ASEAN Secretariat within 30 calendar days after the Financial Report has been finalized. 3

Project Financial Report (2/2) Ten (10) percent of the project budget will be retained until a satisfactory review has been given by AICTC Director, based on the input of ASEAN Secretariats Head of Finance & Budget Division (FBD), on the projects Final Report and Financial Report. 4

Financial Report Requirement The report is considered complete if it includes (where applicable) original proof of eligible expenditures: – Receipts of direct labor payments – Receipts of travelling expenses – Receipts of hosting costs – Receipts of publication and distribution costs In the case that such a document is not available due to the use of e-procurement, IA shall provide a certified (with official stamp) print out of the receipt. 5

Direct Labor Payment Proof of expenditure: dated Original Receipt of consultant/expert/presenter salary, signed by the receiving individual and, if applicable, with the official stamp of IA. 6

Traveling Expenses For airfare, required proofs of expenditure: – Original ticket invoice – Original boarding pass (to the event) – The return boarding pass may be sent to IA afterward in the form of scan-image file. For Daily Sustenance Allowance (DSA): – Original receipt of DSA, dated, signed by the recipient and, if applicable, with the official stamp of IA. 7

Hosting Costs Proof of expenditure: Original Receipt of hosting-related costs – Stating the detail of expenses, including, but not limited to, conference and secretariat rooms rental; conference support and administration; and stationery. – The hosting cost shall not apply to meals, flowers, souvenirs, banners, tours, brief cases and other promotional materials 8

Publication & Distribution Costs Proof of expenditure: Original Invoice of publication cost from the printing vendor – Stating the publication title, the number of copies and the unit price. – IA shall certify the authenticity of the invoice with an official stamp. 9

Missing Receipts The following rules (from ASEAN Secretariats Project Financial Disbursement & Reporting SOP) apply: – When original receipts are not available for submission to ASEAN Secretariat, copy of receipts certified by the Head of the Office of the IA are required. – When neither the original nor the copy of the receipt is available for submission to ASEAN Secretariat, the financial reports (Statement of Accounts) shall be certified by either an External Auditor or Auditor General (whichever applicable). – In the absence of any of the certification from an External Auditor or Auditor General, the financial report shall be formally submitted to ASEAN Secretariat by PCs Office of the Mission to ASEAN. 10

Questions?