Procédures de décaissement VA

FGEF DISBURSEMENTS
Checklist for beneficiaries of FGEF grants
To ensure optimum processing times for disbursement requests to the FGEF Secretariat, please check the items
listed below before sending in your request, and make sure you understand the rules that apply in each case.
IMPORTANT POINTS TO CHECK
HOW TO CHECK
THE FINANCING AGREEMENT
Refer to the Article on « Payment Methods » in the agreement.
SUSPENSIVE CONDITIONS
If the agreement includes any suspensive conditions applying to the first or
subsequent disbursements, make sure that all requirements are satisfied
and that the necessary documents have already been sent to the FGEF
Secretariat.
AUTHORIZED SIGNATURES FOR
DISBURSEMENT REQUEST
(see model in Annex n°1)
BANK DETAILS
Make sure that autorisation documents and specimen signatures of those
authorised to sign disbursement requests have been sent to the FGEF
Secretariat and are still valid.
If a special account has been opened in the name of the project, the
beneficiary must make sure that his or her name is included in the bank
details, as follows :
« [Name of beneficiary ou acronym] – [Abbreviated project name] »
Full bank details must be provided with the first disbursement request sent
to the FGEF Secretariat.
Anay change in your bank details must be notified to the FGEF Secretariat in
writting (by fax, e-mail or post).
Important note : your SWIFT code and IBAN (International Bank Account
Identification) are essential for all bank transfers within the European
Community.
2
DISBURSEMENT REQUEST
(see model in Annexes n°2 et
2.a)
Disbursement requests may be sent in one of 3 ways (for details, please
refer to the article on Payment Methods in the financing agreement) :
-
directly to your local AFD agency
to the FGEF Secretariat via the French Ambassy in the country concerned,
directly to the FGEF Secretariat (AFD Head Office in Paris)
Request for payment must :
-
state the project number and title,
state contract reference (if applicable),
be original versions presented on headed paper,
state the amount to be paid,
state the name of the beneficiary,
state the budget item(s) concerned (see financing plan in the agreement),
state or repeat the details of the bank account to be credited,
be signed by one of the persons authorized to do so.
3
DOCUMENTS TO BE ATTACHED
The following documents must be attached for :
Renewable advances :
-
list of expenditure (see model in Annex 3) in chronological order and
in the same order as the budget items given in the financial annex to
the agreement. For each item of expenditure, you should give the date,
the amount, the object, the name of the supplier, the exchange rate
used, the means of payment and, in the case of contractural
expenditures, the reference number and amount of the contract.
Important note : make sure that the total amount of expenditures per
budget item since the start of the project does not exceed the budget
set out in the financial annex to the agreement.
-
Expense documents (if required under the agreement) signed by the
beneficiaries or one of their authorised representatives ; if the
documents are not originals, they must bear the following statement
« certified true copy ». They must be legible and as detailed as
possible.
-
In accordance with the article on methods of payment in the
agreement, please include account statements for cross-referencing
with expense documents, if so requested by the AFD/FGEF.
4
Refinancing of the beneficiary’s expenditures :
-
A summary list of expenditures (see above) + receipted invoices from
suppliers (which must show the date and method of payment)
Invoices to be settled directly to companies by the FGEF :
CONTRACTS BETWEEN THE
BENEFICIARIES AND SUPPLY
COMPANIES
-
Signed and dated quotations or contracts (quotation must have been
approved by the FGEF Secretariat : see article on methods of
payments in the agreement).
-
Original or certified true copies of the invoice(s).
-
Expense documents.
Over and above the amount set forth in the terms of the agreement, the
following must have received « notice of no objection » from the
AFD/FGEF :
-
Competitive procedures,
Contracts
5
These must include a clause on Extraordinary Commercial Expenses as
follows : « The beneficiary undertakes to incorporate clauses within any
contract financed by the Agency, in terms stating that the contracting
company declares :
a) that the negociation, signature and execution of the contract have not
caused and shall not cause any Extraordinary Commercial Expenses to be
received, and that should any such Extraordinary Commercial Expenses be
paid or have been paid, the Company undertakes to remit an equivalent
amount to the Beneficiary, who shall refund it to the Agency. In the case of
co-financing, the remittance shall be made in proportion to the share funded
by the Agency
.
b) that the Company has not proposed and shall not propose, either directly or
indirectly, any benefits of any kind whatsoever (including offers, pledges or
donations) which may constitute an offence of bribery for the prupose of
the OECD Convention on Combating Bribery of Foreign Public Officials ».
6
GRANT PAYMENT DEADLINE
Before sending a disbursement request to the FGEF Secretariat, make sure
that the request is sent before the grand payment deadline expires. If the
deadline has already expired, an amendment to the financing agreement will
be needed. This is a document which must be drawn up in consultation with
the Focal Point at the FGEF (or local AFD agency) in charge of monitoring
the project.
7
LOGO
LOGO
LETTER AUTHORISING SIGNATURE OF DISBURSEMENT REQUESTS
TO BE SENT TO THE FGEF SECRETARIAT
X………, (date : …………)
Mr/Ms X………
Secrétariat du FFEM-FGEF
Agence Française de Développement
5 rue Roland Barthes
75012 PARIS, FRANCE
Re: Specimen signatures for the disbursement of funds for the Project entitled
xxxx, Agreement n° xxx.
Dear Sir/Dear Madam,
With reference to Financing Agreement n°……………. between ……………… and the
Agence Française de Développement, relating to (project title), I hereby submit the
specimen signatures of the persons to be authorised to sign disbursement requests.
Signature
Mr./Ms. X………………………….
Title
and (if several signatures are authorised)
Signature
Mr./Ms X ……………………………….
Title
Signature
Mr./Ms X …………………………………
Title
X…………………….
TITLE
ANNEX N°1
8
LOGO
REQUEST FOR DISBURSEMENT IN FAVOUR OF THE BENEFICIARY
TO BE SENT TO THE FGEF SECRETARIAT
MODEL N°1
X (city), (date : …………)
Mr / Ms X………
Secrétariat du FFEM-FGEF
Agence Française de Développement
5 rue Roland Barthes
75012 PARIS, FRANCE
Re:
Agreement N°……………
Title of the Agreement : ………………….
Dear Sir / Dear Madam
Please proceed with the payment of X………… €. This payment n° X… , provided
for in Article n° X of the above-mentioned Agreement, corresponds to [the initial
advance, renewal of the advance, refinancing of expenditures during the period from
X…to Y…]
The sum is to be charged to budget item(s) X…..
Account holder:
Bank code:
Branch code:
Account number:
Bank name:
Swift code:
Intermediary bank:
Yours faithfully,
(signature)
Name
Title
ANNEX N°2
9
LOGO
REQUEST FOR DIRECT DISBURSEMENT TO CONTRACTORS
TO BE SENT TO THE FGEF SECRETARIAT
MODEL N°2
X (city), (date : …………)
Mr / Ms X………
Secrétariat du FFEM-FGEF
Agence Française de Développement
5 rue Roland Barthes
75012 PARIS, FRANCE
Re:
Agreement N°……………
Title of the Agreement : ………………….
Contract N° ………………….
Dear Sir / Dear Madam
Please proceed with the payment of the invoice from X(contractor) …………
amounting to ……………€.
That payment corresponds to the X…………. part of the contract mentioned
above. The sum is to be charged to budget item(s) X…..
Account holder:
Bank code:
Branch code:
Account number:
Bank name:
Swift code:
Intermediary bank:
Yours faithfully,
(signature)
Name
Title
ANNEX N°2a
10
ANNEX 3 - LIST OF EXPENDITURES
Period from xx/xx/aaaa
to
yy/yy/aaaa
Currency unit:
Grant funding n°:
Expenditure period:
Amount advanced:
Item (1)
Contractual document / Contract
Supplier or contractor
Contract object
Liquidation of advance
Refinancing
Renewal of advance
Reference
Date of
notification/
signature
1
XXXXXXXX
YYYYYYYY
ZZZ
09/10/2004
EUR
1
nnnnnnnnnnn
vvvvvvvvvvv
FFFFFFFF
05/10/2004
EUR
Date :
Justification of expenditures
Amount
Currenc
y
Justification form n° :
Initial
17
750.00
12
000.00
Disburse
d
2 575.00
Balance
Expense
document
n°
Amount
Date
Currenc
y
15
ABCD1234 05/07/2004
175.00
Excl. taxes
Taxes
Payments
Exchange rate
1EUR=Currency
.
Counter
value in
euros
ETB
2 796.00
27.96
10.156033
DJF
135 000 000.00
135 000.00
195.3125
Sub-total item 1
xxxxxxxx
xxxxxxxx
xxxxxxxx
Sub-total item 2
xxxxxxxx
xxxxxxxx
xxxxxxxx
Sub-total item 3
xxxxxxxx
xxxxxxxx
xxxxxxxx
Sub-total next item
xxxxxxxx
xxxxxxxx
xxxxxxxx
XXXXXXXX
XXXXXXX
X
XXXXXXXX
3000
9 000.00 defrg9875
05/07/2004
Remarks
Date
Paymen
t method
278.06 12/12/2004 Transfer
691 891.20 18/12/2004
1
1
2
2
3
3
4
4
5
5
OVERALL TOTAL
(1)
Budget item : please refer to the financing plan in the Agreement
11
12