Urban Tool-Kit
Annex: Tool 10a
Operational Guidelines Template
Operational Guidelines – Template
Establishing clear operational guidelines for your urban cash transfer program will improve the
efficiency with which the program is implemented internally and improve consistent adherence to the
operational guidelines externally. Generally, these guidelines should be kept internal to the
organization but shared with donors, partners on the project, and auditors or evaluators. These
guidelines can be brief, using bullet points to cover the main topics.
List of Topics to Cover in the Operational Guidelines
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Studies forming the basis for the urban cash transfer program
Statement of needs
Main issues facing the target groups
Project strategy
Project towns and households
Basis for the selection of target towns and number of beneficiaries for each
Items (food / non-food) to be purchased with the cash / voucher
Conditions for receiving the cash/voucher (i.e. # days of work, training sessions, proof of selfrebuilding of homes, etc.)
Conditions for the use of cash or voucher (where to redeem, which vendors, etc.)
Cash/voucher value
Number and frequency of cash transfer or voucher distribution
Roles and responsibilities: local community committees, vendors, lead NGO, donor, etc.
Shop payment cycle or transfer to financial institution schedule
Beneficiary card or voucher format
Serial numbers and printing
Distribution of beneficiary cards or vouchers
Accountability and risk assessment
Financial arrangement for internal cash flow to fund project
Selection of vendors/shops/traders/micro-finance institutions/transfer companies
Agreements between NGO and other involved institutions
Baseline survey
Information campaign
Product quality requirements
Monitoring
Market price monitoring
Issues related to income tax and VAT
Partnership arrangements
Risks and contingency plans
Price inflation and price fixing issues and mitigation strategies
Handling misuse of cash/voucher
Staffing of project
Handling of complaints