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Sheet 1: GUIDANCE NOTES
| GPAF Project Completion Financial Reporting Guidelines |
| Using This Template |
| 1. This reporting format asks you to report on expenditure over the last financial year (Annual Financial Report tab) as well as summarising expenditure over the life of your project (Financial Summary tab). |
| 2. To insert additional rows, right click on the row number below where you wish to insert the new row and choose INSERT. |
| 3. To delete a row, right click on the row number you wish to remove and choose DELETE. |
| 4. The NOTES ON VARIANCE column should be used to identify which lines have additional information on the VARIANCE NOTES tab. |
| 5. You can access the notes on variance pages by clicking on the the NOTES ON VARIANCE tab below. |
| 6. The NOTES ON VARIANCE (Annual report) tab should be used to explain why there has been a positive or negative variance of 10% or greater than the budgeted amount. |
| 7. The NOTES ON VARIANCE (Financial Summary) tab should be used to explain where there has been a substantive variance on the summary report |
| Submission Deadlines: Annual financial reports are required to be submitted with the annual narrative progress reports according to the deadlines identified in your Grant Arrangement or in subsequent guidance. |
| What goes into the Annual Financial Report? The annual financial report must be presented using this GPAF Financial Report template. The annual financial report must include the following components : |
| (a) Budget Headings & Budget Amounts: The Annual Financial report’s budget headings and budget lines should follow the same structure and level of detail as the most up-to-date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant Funding Agreement). It is important to NOTE that the Annual Financial Report budget must include a detailed breakdown of budget items and NOT be based on the summary Budget headings only (which are normally used on quarterly claim forms). |
| (b) Actual Expenditure for the Financial Year: This column should capture (for every individual budget line) the actual expenditures incurred over all four quarters of the relevant financial year. Figures are required for both the total project expenditure against the total project budget and the DFID only expenditure against the DFID only budget. The total of the "DFID Actual Expenditure” should normally equal the sum of all the actual expenditures reported on the quarterly claim forms submitted for the project in the relevant financial year. Please note that DFID's funding policy defines "Actual Expenditure" as expenditures that have actually been incurred and paid for within the reporting year. Actual Expenditures should NOT include accruals and/or commitments |
| (c) Variances (Amounts and Percentages): Your report should include a calculation of the differences between the budgeted amounts and actual expenditures for each budget item. The variance amount is computed for each budget line by subtracting the actual expenditures from the budgeted amounts. A positive result denotes an under-spend and a negative result denotes an over-spend. The report also requires the calculation of the variance as a percentage (i.e. the item variance amount divided by the by the budget amount and multiplied by 100%). |
| (d) Variance Explanations: Once the variances have been calculated, all variances above 10% need to be supported by detailed justification irrespective of whether they are negative or positive. Justifications should include why unit costs have changed and why the total number of units forecast for each budget item has changed. The explanations should not be generic. Please refer to budget heading numbering and also to logframe outputs and indicators as applicable and include explanations of any changes to the total number of units compared to forecast, or the cost per unit. Please note that the Terms and Conditions of GPAF grants require grant holders to request approval in advance for any transfer of funds between budget sub-headings and any transfers of >10% within budget sub-headings. If the variance has already been approved, please include the date of the confirmation of approval. |
| What goes into the Financial Summary? The Financial Summary report should be presented using the template in the Financial Summary tab. The financial summary includes the following components : |
| (a) Budget Headings & Budget Amounts: The Financial Summary's budget headings and budget items should follow the same structure and level of detail as the most up-to-date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant Funding Agreement). It is important to NOTE that the Financial Summary must include a detailed breakdown of budget items and NOT be based on the summary Budget headings only (which are normally used on quarterly claim forms). |
| (b) Actual Expenditure for the every Financial Year: These columns should capture (for every individual budget item) the actual expenditures incurred over all four quarters of the relevant financial year. You are required to report on the expenditure for every financial year of the project to-date. Figures are required for both the total project expenditure against the total project budget and the DFID grant expenditure against the DFID contribution. The total of the "DFID Actual Expenditure” should equal the sum of all the actual expenditures reported on the quarterly claim forms submitted for the project to-date. Please note that DFID's funding policy defines "Actual Expenditure" as expenditures that have actually been incurred and paid for within the reporting year. Actual Expenditures should NOT include accruals and/or commitments |
| Please check that the information you are submitting is complete and accurate • Does the report include a detailed breakdown of the agreed budget for the period 1st April to March 31st March, for both total budget and the DFID contribution? • Does the total DFID budget for the year correspond to the most recently agreed Grant Agreement or revised Grant Agreement for the period? • Does the breakdown of expenditure per main budget sub-heading agree with the expenditure reported on the cumulative claim forms over the year? • Have significant budget variances been clearly explained? If there was an approval of these variances has this been clearly stated? |
| ORGANISATION NAME | ChildHope UK | ||||||||
| PROJECT TITLE | Improving access to health and social welfare opportunities for 41,990 vulnerable women and children in West Bengal, India | ||||||||
| GPAF PROJECT No. | IMP 056 | ||||||||
| REPORTING PERIOD |
01 April 2015 - 31 March 2016 | DATE SUBMITTED | |||||||
| TOTAL COST OF PROJECT | £668,569.00 | ||||||||
| TOTAL DFID CONTRIBUTION (in GBP) | £522,429.00 | ||||||||
| OWN/OTHER CONTRIBUTION (in GBP) | £146,140.00 | ||||||||
| BUDGET HEADINGS | TOTAL PROJECT BUDGET (including DFID and Other contributions) | DFID CONTRIBUTION (Only DFID contributions) | NOTES ON VARIANCE (OR ANTICIPATED VARIANCE) OF +/-10% | ||||||
| Please complete the headings following those used in your latest approved full budget. The headings below are for guidance only. Details are required under each heading. | TOTAL PROJECT BUDGET | TOTAL ACTUAL PROJECT EXPENDITURE | TOTAL VARIANCE IN | TOTAL VARIANCE IN | AGREED DFID | DFID ACTUAL | VARIANCE IN | VARIANCE IN | NOTE No. |
| BUDGET FOR | EXPENDITURE | ||||||||
| FY15/16 | FY15/16 | £ | % | FY15/16 | FY15/16 | £ | % | ||
| A | B | C (A-B) | D (C/Ax100) | E | F | G (E-F) | H (G/Ex100) | ||
| CAPITAL EXPENDITURE | TOTAL PROJECT BUDGET | TOTAL ACTUAL PROJECT EXPENDITURE | Balance | % of Spending | DFID BUDGET | DFID EXPENSE | Balance | % of Balance | |
| 2 Desktop & 1 Laptop with printers | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| Sub-total | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| PROJECT ACTIVITIES | 0 | 0 | |||||||
| 2.1. Three days TOT on child health and nutrition issue training project staff | £4,235.29 | £4,705.89 | £(470.59) | -11% | £0.00 | £386.00 | £(386.00) | 0% | 1 |
| 2.2. Sensitization meeting and other events for community awareness on JSY schemes | £9,339.65 | £7,688.82 | £1,650.82 | 18% | £7,222.00 | £5,282.94 | £1,939.06 | 27% | |
| 2.3 Training on basic Reproductive and Child Health | £1,555.00 | £689.60 | £865.40 | 56% | £1,555.00 | £689.60 | £865.40 | 56% | |
| 2.4 Sensitization meetings to raise community awareness on PNC with men and women | £10,046.53 | £5,033.26 | £5,013.27 | 50% | £7,223.00 | £1,998.00 | £5,225.00 | 72% | |
| 2.5 One Day workshop to orient adolescents and user groups on social marketing of sanitary napkins and NUTRIMIX | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.6 Sensitization of CBOs and clubs on Post Natal Care and Janani Suraksha Yojana.(one month interval) | £5,505.88 | £5,505.88 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.7 Sharing meeting with stakeholders at community level by change agent | £20.00 | £17.65 | £2.35 | 12% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.8 Conducting advocacy meetings at block and ward level | £177.35 | £304.70 | £(127.35) | -72% | £95.00 | £222.35 | £(127.35) | -134% | 2 |
| 2.9 Conducting advocacy meetings at district and state level.(one at state and two at district level) | £845.00 | £471.45 | £373.55 | 44% | £845.00 | £471.45 | £373.55 | 44% | |
| 2.10 Orienting Anganwadi Workers, Medical Officers, Integrated Child Development Scheme (ICDS) supervisors, Auxillary Nurse Midwife, Accredited Social Health Activists(ASHA), Child Development Project Officer(CDPO) on Nutrition Rehabilitation and Education Programme (NREP). | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.11 Linking Change Agent to existing educational opportunities and provide need based medical support | £25,017.00 | £25,016.01 | £0.99 | 0% | £25,017.00 | £25,016.01 | £0.99 | 0% | |
| 2.12 Strengthening VHND (Convergence Health and ICDS) / RI sessions in urban | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.13 Strengthening 4th Saturday meeting (at GP/Ward level) | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.14 Tracking and referral of mothers during their post natal care to hospitals and sub centres | £5,427.00 | £5,427.82 | £(0.82) | 0% | £5,427.00 | £5,427.82 | £(0.82) | 0% | |
| 2.15 Tracking of mothers and ensuring they receive PNC package and complete PNC checkups | £32,749.00 | £32,353.79 | £395.21 | 1% | £32,749.00 | £32,353.79 | £395.21 | 1% | |
| 2.16 Tracking and screening of malnourished cases | £10,175.00 | £10,175.12 | £(0.12) | 0% | £10,175.00 | £9,789.12 | £385.88 | 4% | |
| 2.17 Need base referral of SAM cases to the nearest NRC and their follow up.(cost of incentive @50 per case) | £142.00 | £0.00 | £142.00 | 100% | £142.00 | £0.00 | £142.00 | 100% | |
| 2.18 Institution Based Rehabilitation of SAM (with complication) | £445.00 | £0.09 | £444.91 | 100% | £445.00 | £445.09 | £(0.09) | 0% | |
| 2.19 Conduct Nutrition Rehabilitation and Educational Programme for Severe Acute Malnutrition (SAM) and Moderate Acute Malnutrition (MAM) without complications. | £4,348.00 | £4,358.03 | £(10.03) | 0% | £4,348.00 | £4,358.03 | £(10.03) | 0% | |
| 2.20 Developing community report cards | £1,371.00 | £727.42 | £643.58 | 47% | £1,371.00 | £727.42 | £643.58 | 47% | |
| 2.21 Special events addressing key issues of mother and child health | £1,479.00 | £640.05 | £838.95 | 57% | £1,479.00 | £640.05 | £838.95 | 57% | |
| 2.22 Developing of training module and manual | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.23 Developing and procurement of Behaviour Change Communication (BCC) materials | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.24 Project planning and sharing meet at district level | £386.88 | £350.18 | £36.70 | 9% | £281.00 | £244.30 | £36.70 | 13% | |
| 2.25 Staff meeting at state level | £114.00 | £127.39 | £(13.39) | -12% | £114.00 | £127.39 | £(13.39) | -12% | |
| 2.26 CH Project learning and disemination workshop with stakeholders at the State and National Level to share learning in year 3 | £2,696.00 | £2,741.52 | £(45.52) | -2% | £2,696.00 | £2,741.52 | £(45.52) | -2% | |
| 2.27 CH Training on Community based Child Protection | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 2.28 CH Training on Young People's Participation and Gender in M&E | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| Sub-total | £116,074.59 | £106,334.67 | £9,739.92 | £0.08 | £101,184.00 | £90,920.88 | £10,263.12 | 10% | |
| ALL STAFF COSTS | 0 | 0 | 0 | ||||||
| Project Director 0.40 | £12,794.00 | £12,794.40 | £(0.40) | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| Program manager 0.90 | £5,531.02 | £6,013.07 | £(482.05) | -9% | £5,086.00 | £5,419.71 | £(333.71) | -7% | |
| Health Specialist 0.60 | £5,170.88 | £5,460.73 | £(289.85) | -6% | £3,391.00 | £3,087.56 | £303.44 | 9% | |
| Block/ward coordinator(2 persons) 1.00 | £2,265.00 | £1,972.09 | £292.91 | 13% | £2,265.00 | £1,972.09 | £292.91 | 13% | |
| Panchayat/ward supervisor/ (Panchayat level)(23 persons) (1.00 of time) | £16,277.00 | £14,382.64 | £1,894.36 | 12% | £16,277.00 | £14,382.64 | £1,894.36 | 12% | |
| Learning & Impact Manager 0.75 | £4,499.00 | £4,499.29 | £(0.29) | 0% | £3,179.00 | £3,386.96 | £(207.96) | -7% | |
| Nutrition officer (1Person) 0.75 | £3,575.86 | £3,145.32 | £430.54 | 12% | £3,179.00 | £2,640.46 | £538.54 | 17% | |
| Accountant (3 persons) 0.30 | £6,730.00 | £6,731.34 | £(1.34) | 0% | £2,543.00 | £2,578.21 | £(35.21) | -1% | |
| CH Executive Director 0.02 | £1,470.00 | £1,470.00 | £0.00 | 0% | £1,470.00 | £1,470.00 | £0.00 | 0% | |
| CH Head of Programmes 0.02 | £1,195.50 | £1,195.51 | £(0.01) | 0% | £1,195.50 | £1,195.51 | £(0.01) | 0% | |
| CH Partnerships and Programmes Manager 0.14 | £3,468.00 | £3,468.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| CH Programmes Officer 0.03 | £715.50 | £715.51 | £(0.01) | 0% | £715.50 | £715.51 | £(0.01) | 0% | |
| CH Finance Officer 0.03 | £715.50 | £715.51 | £(0.01) | 0% | £715.50 | £715.51 | £(0.01) | 0% | |
| CH Head of Finance 0.02 | £1,087.50 | £1,087.51 | £(0.01) | 0% | £1,087.50 | £1,087.51 | £(0.01) | 0% | |
| Sub-total | £65,494.76 | £63,650.90 | £1,843.87 | 3% | £41,104.00 | £38,651.64 | £2,452.36 | £0.06 | |
| OTHER ADMIN COSTS | 0 | 0 | |||||||
| 4.1. Travel of Project Staff | £2,118.00 | £1,894.79 | £223.21 | 11% | £2,118.00 | £1,894.79 | £223.21 | 11% | |
| 4.2. Stationery Cost | £686.00 | £600.15 | £85.85 | 13% | £686.00 | £600.15 | £85.85 | 13% | |
| 4.3. Telephone, Fax, Internet, Postage, Communication | £672.00 | £582.49 | £89.51 | 13% | £672.00 | £582.49 | £89.51 | 13% | |
| 4.4. Recruitment of Project staff and CAs | £71.00 | £78.65 | £(7.65) | -11% | £71.00 | £78.65 | £(7.65) | -11% | |
| 4.5. Office Maintenance Cost | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 4.6. CH Rent and rates | £3,880.50 | £3,880.51 | £(0.01) | 0% | £3,880.50 | £3,880.51 | £(0.01) | 0% | |
| 4.7. CH Telephone, fax, internet, postage, communication | £538.50 | £538.51 | £(0.01) | 0% | £538.50 | £538.51 | £(0.01) | 0% | |
| 4.8. CH Financial costs (Insurance, Bank, Audit fees) | £3,231.00 | £3,231.00 | £0.00 | 0% | £3,231.00 | £3,231.00 | £0.00 | 0% | |
| Sub-total | £11,197.00 | £10,806.09 | £390.91 | 3% | £11,197.00 | £10,806.09 | £390.91 | 3% | |
| MONITORING EVALUATION AND LESSON LEARNING | 0 | 0 | |||||||
| 5.1. House listing (Development & Data Collection) | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.2. Development of Software and consultancy charges lumpsum | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.3. Maintenance of software and database (monthly) | £1,332.00 | £1,153.50 | £178.50 | 13% | £1,332.00 | £1,153.50 | £178.50 | 13% | |
| 5.4. Developing and Printing of reporting and monitoring formats | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.5. Developing and printing of mother and child tracking formats | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.6. Documentation and report generation (including %time of human resource, photography, publication etc.) | £4,489.00 | £4,523.84 | £(34.84) | -1% | £4,489.00 | £4,523.84 | £(34.84) | -1% | |
| 5.7. Travel for Project Management Team | £1,569.00 | £1,363.39 | £205.61 | 13% | £1,569.00 | £1,363.39 | £205.61 | 13% | |
| 5.8. Food and accommodation for Project Management Team | £457.00 | £489.33 | £(32.33) | -7% | £457.00 | £489.33 | £(32.33) | -7% | |
| 5.9. Baseline in Year 1 (CH and CINI) | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.10. Endline in Year 4 | £5,040.00 | £5,039.55 | £0.45 | 0% | £5,040.00 | £5,039.55 | £0.45 | 0% | |
| 5.11 CH Year 2 review | £0.00 | £0.00 | £0.00 | 0% | £0.00 | £0.00 | £0.00 | 0% | |
| 5.12 CH Setting up and monitoring support visits by ChildHope | £1,841.00 | £1,840.85 | £0.15 | 0% | £1,841.00 | £1,840.85 | £0.15 | 0% | |
| 5.13 CH End of project external evaluation | £5,075.00 | £5,075.43 | £(0.43) | 0% | £5,075.00 | £5,075.43 | £(0.43) | 0% | |
| Sub-total | £19,803.00 | £19,485.90 | £317.10 | £0.02 | £19,803.00 | £19,485.90 | £317.10 | 2% | |
| GRAND TOTAL | £212,569.35 | £200,277.55 | £12,291.80 | 5.78% | £173,288.00 | £159,864.50 | £13,423.50 | 8% | |
| ANNUAL FINANCIAL REPORT - VARIANCE NOTES | |||||||||||||
| Please add more rows as required | |||||||||||||
| Note No. | Notes | ||||||||||||
| During the yearend process in January 2016, we had forecasted that out of £173, 288 DFID annual budget, we will need approx £161, 932 only to meet all the targets and objectives . Following this, there were no major variances. As per our actual report our total DFID expenditure is £159,864.50 (99%). With this we have managed to achieve all our programme targets within the annual budget and have shown greater value for money by saving £13,424. For the final reporting year 2015/16, our actual DFID expenditure is £159,864 and we have successfully matched it with £40,413 which is more than 25% |
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| 1 | 2.1. Three days TOT on child health and nutrition issue training project staff was originally not planned for the final year. However, while revising the exit strategy final refresher training were provided to all the staff members. A lot of field staff were recruited locally, so this activity will ensure local knowledge retention and sustainability. This costed £386 | ||||||||||||
| 2 | 2.8 Conducting advocacy meetings at block and ward level. As part of the exit strategy, it was important for the project to additional meetings with government officials and panchayat members, so that they can carry on the best practices around maternal and child health in their specific region. For this reason, additional £127 was spent in this budget line. | ||||||||||||
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