Finance & Administrative
Guidelines
Muluhiwot Getachew
Familiarization Workshop
April 22 – 24, 2013, Adama
Finance Department
• Issues and settles advances & petty cash
• Petty cash will be established at Regional &
Zonal levels
• Petty cash custodians will need to open a bank
account
• Documents will be sent to HQ for
reimbursement
• Completeness of documents means quicker
reimbursement
Human Resources Office
• Staff benefits – medical, salaries, staff
development etc
• Processes casual contracts – field assistants,
enumerators etc
• Performance management system
Procurement Dept
• Any purchases that cost above $100
• Request will have to be submitted from HQ
• Vehicle insurance claims
Transport & Garage
• Fleet of cars available for rental
• Major services for ILRI vehicles are done at
ILRI’s Garage
• In transition stage at the moment
Travel Expenses - Staff
ILRI Staff Travel:
• ILRI Per diem rates applied. Per diem shall be
paid for travel outside of duty station
• Accommodation shall be reimbursed with
receipts with complete information
• Expense report must be filled out properly
including departure time and arrival time
• Travel expenses can be reimbursed from petty
cash
Travel Expenses contd
• Correct information needs to be provided on
TERs:
– Name of the traveler
– TIN number on accommodation receipts
– Number of days that are paid
– Reason for travel must be clearly stated on the
document
• Travel to Addis must be approved by
supervisor prior to taking place
Travel Expenses - Partners
• Payments to partners are made using the
LIVES per diem rate
• Recipients must sign on designated form with
sufficient details (name, reason for payment,
number of days, rate)
LIVES Per Diem Rate
Per diem
Accommodation
National Events
Federal staff
Regional staff
Zonal staff
Woreda staff
125
250
250
250
0
250
250
250
Regional Events
Regional staff
Federal staff
Zonal staff
Woreda staff
125
250
250
250
0
200
200
200
Zonal Events
Zonal staff
Federal staff
Regional staff
Woreda staff
Farmers
100
200
200
200
100
0
200
200
200
100
Woreda Events
Woreda staff
Federal staff
Regional staff
Zonal staff
Farmers
100
200
200
200
50
0
200
200
200
50
LIVES Per Diem Rate – contd
• Receipts will not be required for
accommodation
• Fuel will be reimbursed based on round trip
distance in km and assuming 5km/liter
• Public transportation costs will be reimbursed
based on receipts (round trip)
• For study tours organized by LIVES, ILRI per
diem rates will be used
Petty Cash Purchases
• Should not be higher than $100
• Ensure that the name ILRI appears on the
receipt as the buyer (not the individual’s name
or LIVES)
• ILRI’s TIN number must also included
(0004800917)
• Cost centers musts be included
• WHEN IN DOUBT, CALL HQ (Pam or MG) AND
CHECK!
Vehicle Usage
The ILRI vehicle is subject to ILRI rules and
regulations, in addition:
• Only drivers should drive project vehicles
• Drivers are solely responsible for vehicles
• Vehicle movement should be properly
recorded on the log book
Vehicle Usage contd
• Personal use of vehicles is allowed but must
be reported and the individual will be charged
at the ILRI rate
• Any damage to the vehicles must be reported
immediately
• Annual inspection & insurance stickers must
be placed on the vehicle windshield
• Vehicles service & maintenance must be
completed in a timely manner
Performance Management
• ILRI has a new performance management
system
• Based on Key Result Areas (KRAs)
• Each KRA has key activities and indicators of
achievement
www.lives-ethiopia.org