ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

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5 Funds transfer mechanismsThe 2001 Treasury circular, “Channelling of Project Funds Through the ExchequerSystem”, states that development partners are required to inform the Treasury andASLM Chief Accountants in writing of any deposits made. In their communication,development partners must provide details of the “account number, name of theproject and any other relevant details”.The BOT issues a Bank Credit Advice to the Accountant General to notify him/herthat the bank has credited the ASDP Holding Account with funds received fromdevelopment partners. The Accountant General maintains a file of all bank creditadvices on this account. For the purpose of an individual development partner's ownaudit requirements, a copy can be forwarded to them on request.On receipt of the Bank Credit Advice, the Accountant General issues a pre-numberedReceipt Voucher in triplicate. The original is sent to the development partner, secondcopy filed with supporting documentation (credit advice and bank statement) and thirdcopy maintained as the book copy. The IFMS operator at the Accountant General'soffice uses the duplicate Receipt Voucher to update the cashbook on the IFMS.5.5 Disbursing funds from the basket fund account to ASLMsdevelopment exchequer accountsThe following procedures are used for disbursing funds out of the ASDP basket fundaccount to the ASLMs development exchequer accounts:• One month prior to the commencement of the next quarter, ASLMs ChiefAccountants prepare a quarterly cash flow (see Annex B, B8). In thecourse of preparing the cash flows, Chief Accountants must makereference to the work plan and the cash flow for the preceding quarter andtake into consideration those activities that have not been completed in theearlier period which needs to be carried forward• Accounting Officers at the ASLMs submit consolidated cash flow forecaststo the ASDP Basket Fund Steering Committee for review and approval.Approvals are subject to satisfactory progress made (i.e. technical andfinancial performance) in the previous quarter.The transfer process is illustrated in Figure 5.1 overleaf and described as follows:Government of the United Republic of Tanzania38
5 Funds transfer mechanismsFigure 5.1: Disbursing funds from the basket fund account to ASLMsdevelopment exchequer accounts• Each PS requests the MoF in writing to transfer funds from the ASDPholding account to the relevant ASLM’s development exchequer accountmaintained in Tanzania Shillings. This process requires each PS to fill inthe Development Estimates - Monthly Application and Progress report[Estimates Form TFN. 358] (see Annex B, B9) and to forward it to theBudget Department at the MoF. TFN. 358 disaggregates fundingrequirements by source: GoT (internal) and development partners(external)• Budget Officers at the MoF review the forms and if there are no issuesarising from their review (i.e. they are satisfied with its contents), they passthe approved forms to the Accountant General to request the BOT totransfer funds from the holding account to ASLMs’ Exchequer accounts.Budget Officers fill in the form Release Warrant [TFN. 357 A] (see AnnexB, B10) to effect this procedureGovernment of the United Republic of Tanzania39
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Page 12 and 13: 2 Institutional arrangements2.1 Int
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Page 22 and 23: Section 3Accounting policies and sy
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Page 30 and 31: 4 Planning and budgeting4.1 Introdu
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Page 50 and 51: Chapter 6Procurement arrangementsGo
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The United Republic of TanzaniaRELE
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The United Republic of Tanzania TFN
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ASDP/06The United Republic of Tanza
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The United Republic of TanzaniaPAYM
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TO: Accounting Officer / Warrant Ho
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Appendix CReporting FormatsC1
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Page 1 of 2Part OneASDP/15The Unite
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ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

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