1. SKILLS DEVELOPMENT FACILITY
ORIENTATION OF GRANTEES IN FINANCIAL MANAGEMENT OF MATCHING GRANT

2. General implementation guidelines
The implementation of this matching grant shall be guided by Project Operations Manual(POM). The grant agreement is designed basing on PMO.
It is therefore important for the grantee and trainer to be conversant with sections in this grant agreement (
Any deviations from this agreement are not allowed unless they are provided for in contract and prior approval obtained from PSFU.
SDF team is available and willing to work with all grantees who are facing any interpretation and implementation challenges

3. General implementation guidelines cont’
It is important to observe start date and end date of this agreement
Agreement Estimated Amount: combine SDF and grantee contribution
Obligated Amount: SDF contribution
Agreements must be signed by the grantee and SDF on all all pages
All items to be funded must be indicated within the budget

4. General implementation guidelines cont’
Sections in agreement: period, total amount, budget, reporting, record keeping, monitoring, report, assets, environment issues, corruption, conflicts, termination etc
Reporting: reports are monthly and expected within 10 days after end of the month
Record keeping: records are expected to be kept for seven(7) years closure of the grant period
Assets: Disposal of such assets(above US$50) take place upon written approval from the duly authorised representative of PSFU after due consultation with the donor or donors’ representative as necessary.

5. General implementation guidelines cont’
You are expected to implement within agreed timelines given that your reports are a prerequisite for us to get funding from the World Bank
Failure to account may lead to suspension of funding and request to refund the money
In place we have due diligence consultants, world Bank monitoring team, M& E firm, OAG, auditors who may choose to visit any of you to check on progress. You are therefore expected to implement all activities in grant and within agreed timelines.
It is important to follow the grant agreement and spend within agreed budget lines
We encourage opening up a dedicated account. Share with us a list of signatories to bank accounts.

6. General implementation guidelines cont’
All payments must be supported by a receipt which must be headed
For procurement of materials, tools and equipment:
An invoice and delivery note must be availed
All prices must be market prices e.g a pen cannot be costing shs10,000
Payment method: Advance payment, reimbursement, direct payment

7. Ineligible expenditure
Transport allowance to trainees
Perdiem to trainees
Salary top up, allowances, honorarium, internal consultancy to public servants
Transport and travel in other cases: only as per governing rates
Perdiem in other cases only as per governing rates
Allowances, honorarium to officers financed under the project

8. Accountability continues
Accountability must be submitted officially to PSFU on grantee headed letter
If you do not have headed paper, then, signed letter which must bear organisation stamp
Only original accountability documents(receipts) shall be accepted by PSFU.
It is advisable that grantee shall remain with photo copies of such documents
Direct payment. This shall be made to the service provider upon request and submission of the supporting documents by the training firm
Registration of suppliers details on line:

9. Payment plan 30% advance Request for funds from granteeNo
Description
Deliverables 1
30% advance
Request for funds from grantee
Copy of signed agreement
Work-plan and budget. SDF and in-kind contribution for each % advance request )
List of training materials
Training manual, inception report from trainer
List of equipment and quotation
MOU with the trainer
List of trainees(bear names, Identification Number and signature) 2
30%
Accountability report of funds advanced including official bank statements indicating flow of the funds
Progress reports
Training reports
Request for funds from grantee for 3
40%
Accountability report of funds advanced including official bank statements
End progress report
Request for the last payment

10. PAYMENT SCHEDULE
Payment plan cont’ No
Description
Requirements 1
Trainer’s fees
Payment shall be made Using Electronic Funds Transfer Method(EFT) to trainer’s bank account upon submission of training report and recommendation for a payment from grantee.
MOU will the grantee
Lead trainer will sign on behalf of the consultancy firm
The trainer will be coming from training firm
Training Manual, inception report.
Training report with reports 2
Meals, Training materials, Venue, materials, equipment and other costs
Payment shall be made Using Electronic Funds Transfer Method (EFT) to grantees’ bank account.

11. USE OF FUNDS BY ACTIVITIES
PRIVATE SECTOR FOUNDATION UGANDA
GRANT NO: SDF/W2/826/2017
USE OF FUNDS BY ACTIVITIES AS AT 12/12/2017
Current Actual
Cumulative actual
Project Activities
Actual
Budget
Variance
Total Actual
Total SDF Budget
Ush
Trainer's fees
Training materials
Equipment and tools
Stationery
Meals and venue
Project monitoring
 ETC
Total

12. Expenditure report Cash Expenditure Report
Grantee name…………………………….No…………………………….Date………………
Period……………………………………………..
SN.
Activity/budget line
Approved Budget amount
Actual expenditure
Variance
Reasons for the variance 1
Training fees 2
Tools 3
Materials 4 ……
Total

13. Accountability guidelinesNo
Item
Description
Source Documents required
Mode of Payment 1
Training Materials
Materials used by trainees during practical training
Quotation LPO, Delivery note, Goods received note, Invoices, receipts, Bank Statements
Direct payment to supplier by SDF upon request and submission of the supporting documents by the training firm
Reimbursement to the training firm 2
Tool Kits/gargets
Training safety and protective gargets used by trainees
Quotation LPO, Delivery note, Goods received note, Invoices, Receipts, Bank Statements 3
Accommodation & Meals
This includes housing and meals provided by the training Firms
Daily register Signed by each trainee , invoices by the firms/service providers
Reimbursement to the training firm with supporting documents

14. Administration issues
Administrative procedures
Administration issues No
Item
Description
Deliverables 1
Progress Report
Narrative overall activities undertaken by interns ,photos during training sessions must be attached
Complete narrative report signed and stamped by the grantee, 2
Cash expenditure report
This includes the breakdown of the expenditure as approved with in the budget and original supporting documents
Expenditure Supporting documents and proof of variances 3
Trainee register
These Documents include among others daily and weekly training activities executed by the trainees
Weekly report signed both by trainee and trainer. 4
Attendance lists
Daily attendance of trainees
Daily attendance sheets Signed by trainees. In addition to general contents of attendance sheet , must also include a column for male and Female. 5
Budget performance report
Includes approved activity budget, actual expenditure, variances and reason for the Variance.
Complete financial break down as approved in the budget signed and stamped by the grantee,

15. THE END THANK YOU MWEBALE NNYO, ASANTE SANA, XIE XIE
We meet as strangers, grow into a big family that is not divided by color, religion, politics & cultures. We are grateful for such an enriching opportunity, words cannot express it all.
THANK YOU
MWEBALE NNYO, ASANTE SANA, XIE XIE