1. Ansamn Nap Kanpe Ak Diyite (ANKAD) Cash Distribution Program Workflow
Cash-Based Response to
Hurricane Matthew Emergency Project
Cash Distribution Program Workflow

2. CASH DISTRIBUTION PROGRAM PROCESS FLOW
CCC/ CCPC Mobilization
Household Data Collection
Beneficiary Selection
Verification of Beneficiary List
Voucher Distribution
Cash Distribution
Cash Distribution Reporting
Post Distribution Verification
CASH DISTRIBUTION PROGRAM
PROCESS FLOW
3-5 days
2 days
3 days
2 to 3 days
4 days
3 days
2 to 3 days
XX days

3. 1. CCC/ CCPC Mobilization
NGO Program Team
(CARE Staff/ Partner Staff)
Input
Document
Output Document/ Report
Controls that should be observed
CCC/ CCPC
2. Filled-out and Signed Conflict of Interest Form by CCC/ CCPC Members
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1. Meet with the Mayor, the CASEC, CCC/ CCPC and other “notables” from all sections ‘communales’ to align expectations and request them to select other representatives in all localities.
CCC/ CCPC Scope of Work, Guidelines on Community Based Targeting
Conflict of Interest Acknowledgement Form
List of CCC/ CCPC Members per commune is established. Responsibilities and deliverables based from the Scope of Work of CCC/ CCPC Members are clearly communicated.
Members of CCC/ CCPC are elected. Each member of the CCC/ CCPC signs-off in the members list with statement indicating acknowledgement of understanding and willingness to comply with CARE’s Conflict of Interest Policy as it relates to the cash distribution project. The policy will guide community coordinators to perform beneficiary selection free from their own personal interests. The objective is to increase awareness and understanding and to reduce the possibility of coming up with a list of ‘favoured’ and biased households as beneficiaries.
2. Signs-off Conflict of Interest Policy Statement.
End

4. 2. Household Data Collection
NGO Program Team
(CARE/ Partner Program Officer)
Input
Document
Output Document/ Report
Controls that should be observed
CCC/ CCPC
1. Accomplished and acknowledged Data Collection Template
3. Consolidated List/ Database of HH per Commune
Only designated CARE/ Partner Project Staff have access to consolidated list of HH beneficiaries (HH Database) per commune. The designated CARE/ Partner Staff updating the HH Database should be in no way involved with the beneficiary selection process.
Each file containing list of beneficiaries per commune is password-protected and is macro-enabled to prevent inadvertent/ or intentional deletion. The HH Database is also macro-enabled in such a way that additional column where beneficiaries can indicate their signatures is automatically added during printing.
Eligibility requirements based on the grant are clearly communicated with CCC/ CCPC who are responsible with collecting household data.
Any changes or updates in the HH Database is reviewed by a personnel other than the Encoder HH information in the database.
Start
Data Collection Template
Accomplished and acknowledged Data Collection Template
2. Populate Data Collection Template per communale and adds missing information and missing HHs. Submits the updated template per communale to CARE/ NGO Partner
1. Collects lists from mayor, DPC and NGOs, UN agencies and reconciles all lists to produce one initial electronic database of HHs. Prints Data Collection Template per communale (preloaded with HH names, CIN/ NIF if available) from the initial HH Database and provides the template to CCC Members.
3. Updates HH Database based on completed Data Collection Form from CCC/ CCPC. Sorts the list alphabetically per commune and submits to CARE Program Officer for review and approval.
3. Reviews consolidated list of HH beneficiaries for missing HHs. No
Selection Correct?
Yes
Beneficiary Selection

5. 3. Beneficiary Selection
NGO Program Team
(CARE/ Partner Project Staff)
NGO Program Team
(CARE/ Partner Program Officer)
Input
Document
Output Document/ Report
Controls that should be observed
CCC/ CCPC
to 4. Updated HH Database, List of Vulnerability Criteria
to 4. List of first 90% of budgeted HHs
5. to 6. Printed list of 100% HHs with filled out inclusion/ exclusion status column
Start
to 4. Vulnerability criteria are established based on donor requirements.
Eligibility requirements based on the grant are clearly communicated with CCC/ CCPC who are involved with household data collection and beneficiary selection.
CARE/ Partner Program Officer reviews initial Beneficiary List to ensure that beneficiaries selected are eligible and meets vulnerability criteria.
5. to 6. The HH Database is macro-enabled in such a way that additional column for inclusion/ exclusion status is automatically added.
1. Selects 90% of the total number of budgeted HHs based on 6 vulnerability criteria established leaving a buffer of 10% for any additional eligible HHs as a result of appeals, complains received through kiosks.
3. Reviews list to ensure eligibility of selected HH beneficiaries based on established vulnerability criteria/ requirements are met.
2. Submits list of selected beneficiaries to CARE Program Officer for review via . A
4. Reviews list of selected beneficiaries per commune. Submits list of correction/ updates to back to NGO Program Team if there’s any.
5. Updates list of selected beneficiaries.
Selection Correct? No
Yes
6. Prints Updated list of selected beneficiaries. A
End

6. 4. Verification of Beneficiary List
NGO Program Team (CARE/ Partner Program Officer)
NGO Program Team
(CARE/ Partner Project Staff)
Input
Document
MAST Representative
Output Document/ Report
Controls that should be observed
Documented Guidelines on Selecting Samples for Verification
List of 5% Sampled Beneficiaries for Verification, Verification Form
4. Accomplished Verification Form
Guidelines on beneficiary selection are clearly communicated among CARE/ Partner Program Officers designated to select samples for verification.
CARE/Partner Project Staff together with the verified Beneficiary sign-off in the Beneficiary Verification Form.
Note that the HH data collection that need to be re-performed is only for the block (block which the sample represents) affected by the erroneous samples.
All changes that need to enter in the HH Database as a result of the verification process must be subject to review and approval of an authorised CARE/ Partner Program Officer who is independent from the selection and verification process.
See control in No. 3.
Start
2. Accomplished Verification Form
Randomly selects 5% of HHs from the list of first 90% budgeted HHs in the presence of MAST.
Conducts verification of randomly selected beneficiaries and signs-off together with the Beneficiary in the verification form.
Conducts verification of randomly selected beneficiaries and signs-off together with the Beneficiary in the verification form.
Errors > 5% No
Yes
3. Re-perform HH Data Collection
4. Reviews list for any HHs included by error and excludes them from the list. Submits the updated list to CARE Program Officer for review and approval via . B

7. 4. Verification of Beneficiary List (Cont.)
NGO Program Team (CARE/ Partner Program Officer)
NGO Program Team
(CARE/ Partner Project Staff)
CCC/ CCPC and Partners
Input
Document
Output Document/ Report
Controls that should be observed
Updated List of 5% Sampled Beneficiaries
to 9. Approved and Updated List of 5% Sampled Beneficiaries
Approved and Updated List of 5% Sampled Beneficiaries
to 9. Printed Final Beneficiary List B
Budget checks is in place to avoid overspending and disallowed costs.
to 9. CARE together with Partners and CCC/ CCPC conduct public meetings with eligible beneficiaries with the objective of soliciting appeals from those HHs which were not included but should have been included in the Beneficiary List. During these meetings, nature and rationale of the programme, selection criteria, Community Work Day and Voucher Distribution Dates are communicated to beneficiaries.
Two-day cut-off period from the date of announcement is given to HHs in filing complains.
5. Reviews updated list of verified HH samples for any errors.
7. Updates the List of verified HH Samples based on approved list of the CARE Program Officer
9. Inform HHs on whether they were selected or not with details about meeting to answer questions and explain process. set up kiosk* for appeals and complaints
6. Ensures that the total number of HH beneficiaries per commune do not exceed the budget assigned for that commune. Approves the list and sends back to CARE/ Partner Project Staff via for updating the HH database.
10. Reassess those HHs who have complained against vulnerability criteria. Fills-out Data Collection Tool and submits to CARE/ Partner to request adding the beneficiary in the HH Database. Notify added households about their status and inform them about the process.
8. Prints and communicates final list of beneficiaries with CCC/ CCPC and Partners
End

8. 5. Voucher Distribution C Beneficiary Controls that should be observed
NGO Program Team
(CARE/ Partner Program Officer)
NGO Program Team (CARE/ Partner Project Staff)
Beneficiary
(Head of HH)
Input
Document
Controls that should be observed
Output Document/ Report
NOTE1 Beneficiary may be represented by other household member with a valid ID and who is not a beneficiary.
Updated HH Database
Beneficiary List
and 4. ID with CIN/ NIF
Beneficiary List, ID with CIN/ NIF
Beneficiary List _
Voucher, PIN, Acknowledged Beneficiary List by CCC/ CCPC
A copy of Beneficiary List (either a password-protected softcopy or hardcopy) is provided to Partners/ CCC/ CCPC 2 days prior to Work Day to invite beneficiaries on the day they will be rendering community work and on the distribution of the Voucher. _
A day after the Work Day, vouchers and PINs are issued to HH beneficiaries. During these sessions, kioks are established to obtain beneficiary complains, etc. A phone where beneficiaries can report fraud will also be communicated during these sessions (i.e., Kore Lavi Hotline).
2. Beneficiaries are called in a loud manner for control purposes. Once called, Beneficiary presents any gov’t. issued ID to the CARE/ Partner Project Staff in order to claim Voucher and PIN.
4. In the absence of gov’t. issued ID, signatures of two CCC/ CCPC Representatives are obtained in the Beneficiary List to signify eligibility of beneficiary.
5. Voucher and PIN are issued only once accuracy of the ID is verified and/ or once eligibility of beneficiary is validated by CCC/ CCPC Representative (in the absence of government issued ID).
Start
1. CARE/ Partner Program Officer generates Beneficiary List from HH Database and provides the list to all Partners/ CCC/ CCPC 2 days prior to Work Day
3. Beneficiary1 presents any government issued ID to CARE/ Partner Project Staff to claim the voucher.
2. Calls Beneficiary to claim Voucher and PIN.
With gov’t. issued ID?
Yes
5. Verifies accuracy of the ID containing CIN/ NIF numbers by comparing with the CIN/ NIF of the Head of the HHs in the Beneficiary List. Once CIN/ NIF is verified or eligibility is validated by two CCC/ CCPC Representatives, issues Voucher and PIN to the Beneficiary. No
4. Request validation of identity and eligibility from at least 2 CCC/ CCPC Representatives and obtains signatures of 2 representatives in the Beneficiary List. C

9. 5. Voucher Distribution (Cont.)
NGO PROGRAM TEAM (CARE/ Partner Project Staff)
Beneficiary
(Head of HH)
Input
Document
Output Document/ Report
Controls that should be observed
CCC/ CCPC C
Beneficiary List
to 10. Beneficiary List,
Acknow-ledged Beneficiary List
Voucher, PIN
to 10. Acknowledged Benefi-ciary List
Updated HH Database
The Beneficiary signs-off in the Beneficiary List to acknowledge receipt of Voucher and PIN.
to 10. CARE/ Partner and CCC/ CCPC Representatives indicate names and signatures in the Beneficiary List at the end voucher distribution. The signed-off Beneficiary List and is submitted to CARE Head Office for updating the HH Database.
CARE/ Partner Project Staff designated to update the HH Database encodes whether the voucher and PIN was received by the Head of the HH and the date it was received. Updated database will be used later on in printing the Payment Sheets. Payments Sheets generated from the HH Database will be used on the day of distribution.
7. After completion of voucher distribution, indicates name and signature in the Beneficiary List. Obtains names and signatures of the CCC/ CCPC Representative as well on the Beneficiary List.
8. CCC/ CCPC Representative indicates name and signature in the Beneficiary List
6. Beneficiary receives Voucher and PIN and acknowledges receipt by signing off in the Beneficiary List.
9. Retains the acknowledged Beneficiary List and submits to CARE Project Staff in the Head Office for updating the HH Database.
10. Updates the HH Database encodes whether the voucher and PIN was received by the Head of the HH and the date it was received.
HH Database
End

10. 6. Cash Distribution D Beneficiary Controls that should be observed
NGO Program Team (CARE/ Partner Project Staff)
Beneficiary
(Head of HH)
Input
Document
Output Document/ Report
Controls that should be observed
MFI
Beneficiary List
Approved Security Protocol _.
Payment Sheets
ID containing CIN/ NIF, Voucher, PIN
_.\\
Attendance Sheets on Security Protocol Training _.
to. 6. _.
Security Protocol developed by CARE USA SSS Unit and CO Security/ CD are disseminated to the partners, CCC/ CCPC and MFIs. Trainings are conducted to ensure these are clearly communicated. Training held is supported by Attendance Sheet acknowledged by attendees.3. _
4. Payment Sheets provided are either password-protected softcopy or in a hardcopy form to protect integrity of the file/ Payment Sheet. Payment Sheet contains the Voucher Number and PIN Number issued to each beneficiary.
5. On the day of cash distribution, beneficiary presents the Voucher and PIN to MFI representative for proper verification. In the absence of PIN, beneficiary may provide any government issued ID together with the voucher.
Start
1. Organizes and secures Cash Distribution Site
2. CARE/ Partner Project Staff assigned must ensure that security protocols are met prior to starting the cash distribution.
3. Five (5) days prior to the day of cash distribution, receives Payment Sheets giving them ample time to prepare enough cash for distribution.
4. Beneficiary presents the Voucher and PIN to MFI representative for proper verification. In the absence of PIN, Beneficiary provides any gov’t. issued ID together with the voucher.
With PIN? D
5. Provides ID to MFI Representative for verification.

11. 6. Cash Distribution (Cont.)
MFI Representative
Beneficiary
(Head of HH)
NGO Program Team (CARE/ Partner Project Staff)
Input
Document
Output Document/ Report
Controls that should be observed
6. ID containing CIN/ NIF, Voucher, PIN
7. _
8. Payment Sheet
9. _ _.
Payment, Voucher Stamped as ‘Paid’
Acknowledged Payment Sheet
MFI Representative verifies voucher information and beneficiary PIN against the information in the Payment Sheet. In the absence of PIN, MFI Representative asks for beneficiary’s ID and verifies information therein against the data in the Payment Sheet prior to issuance of payment.
MFI Representative issues payment only once beneficiary passed the verification process. Claimed vouchers are stamped as 'PAID‘ to avoid double being used again.
Beneficiary signs-off in the Payment Sheet to acknowledge cash received.
At the end of day, representatives from CARE, Partner, CCC/ CCPC and MFI indicates complete names and signatures in the Payment Sheet to signify completeness and accuracy of payment provided to beneficiaries. D
6. Verifies information of the beneficiary in the voucher and PIN (or ID) against the information in the Payment Sheet.
7. Issues payment once beneficiary passed the verification process. Stamps the voucher 'PAID', collects the voucher and issues payment to the beneficiary.
9. Upon completion of cash distribution, obtains names and signatures of representatives from CCC/ CCPC and MFI, indicates own name and signs-off in the Payment Sheet.
8. Beneficiary signs-off in the Payment Sheet to acknowledge cash received.
End

12. 7. Cash Distribution Reporting
NGO Program Team (CARE/ Partner Project Staff)
MFI
CARE Finance
Input
Document
Output Document/ Report
Controls that should be observed
to. 2. Acknow-ledged Distribution Report
3. _.
4. Invoice
5. Invoice, Acknowledged Payment Sheets and Distribution Reports, Stamped Original Vouchers, Updated HH Database
6. to 7. Updated HH Database
to 2. Acknow-ledged Payment Sheet, Distribution Report Template
Stamped Original Vouchers, Acknowledged Payment Summary
Invoice, Acknowledged Payment Sheets and Distribution Reports, Stamped Original Vouchers
6. to 7. Acknow-ledged Payment Sheets Stamped Original Vouchers
1. to 2. Distribution Reports is signed-off by Representatives from CARE, CCC/ CCPC, MFI and Partner in in 4 copies to be distributed as follows:
First Copy - CARE for reconciliation with MFI Invoice and supporting Payment Sheets and Claimed Vouchers
Second Copy - MFI for billing purposes
Third Copy – Partner
Fourth Copy - CCC/ CCPC
3’ _
5. MFI Invoices are reconciled to supporting Payment Summary and Vouchers to ensure accuracy and completeness of MFI's invoice. Any variance(s) is (are) resolved with concerned parties (if there’s any) prior to processing of payments.
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1. Based on the information in the Payment Sheet, fills-out Distribution Report by indicating numbers of beneficiaries served and total amount issued. Indicates name on the Distribution Report and signs-off.
3. Consolidates all stamped vouchers and reconciles with Payment Summary.
5. Reconciles copy of Distribution Report against corresponding Payment Sheets and supporting original vouchers to ensure accuracy and completeness of MFI's invoice prior to processing payment to MFI.
4. Prepares Invoice and submits Invoice together with Payment Sheets and original vouchers to CARE Finance for processing of payment.
2. Obtains name and signatures of the Representatives from CCC/ CCPC and MFI as well on the Distribution Report.
6. Submits Payment Sheets and supporting original vouchers to CARE/ Partner Project Staff responsible of updating HH Database.
7. Encodes whether cash is received by each beneficiary and the date the cash was received.
HH Database
End

13. 8. Post Distribution Verification
CARE (M&E)
Partner
Input
Document
Output Document/ Report
Controls that should be observed
Guidelines in the selection of 2% Beneficiaries for post cash distribution verification
List of 2% Sampled Beneficiary for Verification, Post Distribution Verification Template
Acknowledged Post Distribution Verification Template
Partner’s Verification Repor
Consolidated Issues from post verification
List of 2% Sampled Beneficiary for Verification
Acknowledged Post Distribution Verification Template
Partner’s Verification Report
Consolidated Issues from post verification
Minutes of the Meeting
Guidelines on 2% sample selection of beneficiaries for post distribution verification s clearly communicated among CARE Staff doing the selection process. The Guidelines include a established tolerable error to determine whether there is a need to expand the post verification process and if there's a need to select additional samples for spot checking.
Representatives from CARE and Partners (independent of the cash distribution process) conduct post verification process to ensure eligible beneficiaries received the benefits (cash payments). Both CARE (or Partner Representative) and Beneficiary acknowledge post verification done by signing-off in the Post Distribution Verification Template
Result of the spot checks and feedbacks are consolidated and discussed with all concerned parties (Partners, MFI, CARE, CCC/ CCPC). Issues noted are investigated depending on the severity of the issue, monitored and followed-up.
Periodic meetings are held to discuss any issues encountered during the post verification process for timely resolution of the CO and to ensure quality of the program.
Start
Randomly select at least 2 % of HH beneficiaries who received cash. Allocates samples for verification.
CARE Project Staff visits Beneficiary, verifies cash received and collects feedback. Signs-off on the Post Distribution Verification Form together with the Beneficiary.
2. Partner Staff visits Beneficiary, verifies cash received and collects feedback. Signs-off on the Post Distribution Verification Form together with the Beneficiary.
4. Consolidated results together with the results of post verification done by the Partners.
3. Consolidates results and submits report to CARE.
5. Discusses consolidated results of the post distribution verification conducted with all concerned parties (Partners, MFI, CARE, CCC/ CCPC). Investigates issues noted depending on the severity of the issue, monitors and performs follow-up.
End

14. Thank You.

15. Conflict of Interest Policy Statement

16. Household Data Collection Template

17. Beneficiary Verification Form

18. Beneficiary List for Voucher Release

19. Voucher

20. Payment Sheet

21. Distribution Report

22. Post Distribution Verification Form