CHANGE IN PAYMENT SYSTEM FY

1. Government Spokes Person’s Office 2. Rwanda Cooperatives Authority 3. ILDP 4. National Electoral Commission 5. Public Service Commission 6. National Unit and Reconciliation Commission 7. Omburdsman’s Ofice 8. Capacity Building (NCBS) 9. RBC 10.Prosecutor General’s Office 11.RIAM 12.CNJ List of Institutions to be brought under Direct Payment Method – Effective from 1 st October 2014

Treatment of Items under District Development Budget ItemSub ItemRequirements Agreed Treatment 1.Payment to big contractors / suppliers This includes major constructions and suppliers of the following works/services: Roads infrastructure projects, Modern Markets (Market oriented infrastructures project), Education infrastructures project (excluding 12 years projects) Water Supply infrastructure projects, Heath infrastructure projects, Share Investments, “Girinka”, Construction of District Offices, and Energy projects (Energy development and electricity provision project). Tender documents:  Advertisement of the tender in the newspaper,  Tender minutes  Tender Evaluation report  Successful and Unsuccessful notification  Contract  Attach guarantee  Amount of advance guarantee should not exceed 20% of the total amount of the contact  Performance security guarantee must be attached and accurately calculated  Supervisor report on service work done  Attach quittus  Performance guarantee period must match contract period Invoice:  Invoice amount might match amount on OP  Payment modalities about advance recovery must be specified  Original invoice (3) must be attached  Attach contract  Progress report approved by technical team and CBM  Report on provisional reception of work done  Report on final reception when the contract completed  Other necessary documents  Note à l’OT  Commitment  OP For Contracts that have a component of Labour/PW, two Payment Orders will be prepared – one relating to Labour and the other to the contractor. Payments will be made directly from the Treasury to the beneficiary. Payments related to laborers will be transferred to District account

Treatment of Items under District Development Budget ItemSub ItemRequirementsAgreed Treatment 2.2. Community Works/ Activities using community approach Education – school construction (Class-rooms) The tender and invoice process is the same as that relating to big contract Payments will be made directly from OTR Account to “Imirenge” bank Accounts. -However for the 10 Sectors that are under the pilot phase of the easy to use system, payments will be made directly to the beneficiaries. Terracing works Same as Above Two separate Ops one for laborers other for contractor Tree Planting Projects Same as Above IDP projects ways Same as Above

ItemSub ItemRequirementsAgreed Treatment 3. Social Protection Direct support to Various Beneficiaries  Formal request for support  List of beneficiaries properly approved by local Government authority  Note à l’OT (3)  Group commitment (Purchase order)  Beneficiaries bank lists approved by the budget entity  OP (3) Payment will be made from OTR Account directly to beneficiaries Accounts. Ubudehe Projects  Provide Imirenge bank list  Note à l’OT (3)  commitment (Purchase order)  Beneficiaries bank lists approved by the budget entity  OP(3) Payments made from OTR Account to Imirenge Accounts VUP Financial Services  Note à l’OT (3)  Commitment  OP Payments will continue to be made to Districts and this will be re-visited in January Treatment of Items under District Development Budget

ItemSub ItemRequirementsAgreed Treatment 4. Livestock Related Payments ( Provision of animal husbandry related services) Girinka projects The tender and invoice process is the same as that relating to big contract Payment from OTR Account to beneficiaries Immunization  Note à l’OT (3)  Commitment  OP Payments from OTR Account to District Accounts Insemination  Note à l’OT (3)  Commitment  OP Payments from OTR Account to District Accounts Treatment of Items under District Development Budget

ItemSub ItemRequirementsAgreed Treatment 5. Payments of Various Operations (District capacities support project ) Salaries for Veterinary, Forestry Staff, VUP staff  Note à l’OT (3)  Commitment  OP Payments will be made from OTR Account to District Accounts Training cost of the above staff The same above Training of farmersThe same above Business and entrepreneurship development The same above Block GrantThe same above Roads maintenance project The tender and invoice process is the same as that relating to big contract Two separate Ops one for laborers other for contractor Treatment of Items under District Development Budget

ItemSub ItemRequirementsAgreed Treatment 6.FARG Education – both Secondary and Universities  number of student  amount per student  Period  Note à l’OT (3)  commitment  OP Payment from OTR Account to School and University Accounts Shelter The tender and invoice process is the same as that relating to big contract Payment from OTR Account to contractors Direct Support  List of beneficiaries properly approved by local Government authorities  Beneficiaries bank lists approved by the budget entity  Note à l’OT (3)  commitment  OP Payment directly to beneficiaries Health – Pharmacies and Hospitals  Invoice of hospital  Good Delivery Note  Good Received Note  Invoice which amount matches amount on OP  Invoice must be approved by the budget entity  Supplier’s account on invoice must comply with that on OP,  Note à l’OT (3)  Commitment and OP Payment from OTR Account to Hospitals and Pharmacies Treatment of Items under District Development Budget

ItemSub ItemRequirementsAgreed Treatment 6.FARG Income generating Services  List of beneficiaries properly approved by local Government authorities  Beneficiaries bank lists approved by the budget entity  Note à l’OT (3)  Commitment  OP Payment from OTR to Beneficiaries Small Projects  The same above plus imirenge bank list Payment from OTR to Sector bank accounts “Inkunga”  Note à l’OT (3)  Commitment  OP Payment from OTR to FARG Bank Account Treatment of Items under District Development Budget

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