ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

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8 Reporting requirements and auditingarrangementsFigure 8.1: Quarterly report sequenceQuarter 1• Q1 funds disbursed to LGA• Implementation of Q1 activities by LGAQuarter 4• Q4 funds disbursed subject to Q2 report• Preparation of Q4 report and its submissionto PMO-RALG• Implementation of Q4 activities by LGAQuarter 2• Q2 funds disbursed to LGA• Implementation of Q2 activities by LGA• Preparation of Q1 report and its submission• to PMO-RALGQuarter 3• Q3 funds disbursed subject to submissionof Q1 report• Implementation of Q3 activities by LGA• Q2 reporting and submission toPMO-RALGEach council submits its quarterly report to the Regional Secretariat in 3 copies withinone month after the quarter to which it relates. The Regional Sector Heads, RegionalAccountant, Regional Planning Officer and Regional Local Government Officershould be involved in the review of the reports and necessary follow up of reportswhen necessary.The Regional Secretariat keeps a schedule of reports received. This information isused to chase up councils that have not submitted reports.The Regional Secretariat checks the financial reports to ascertain whether:• They are arithmetically accurate• Opening balances agree to those contained in the previous quarter return• The closing balance stated in the report agrees with the balance on thebank reconciliation.Government of the United Republic of Tanzania68
8 Reporting requirements and auditingarrangementsFigure 8.2: Summary of activities and responsibilitiesActorReporting activityDeadlineElapsed timeafter quarterendCouncilProduce quarterly report, includingoverview, technical and financial reportsThree copies to the RegionalSecretariat within one month ofthe quarter end4 weeksRegionalSecretariatReview reports, collate and preparesummary reportTwo weeks after the deadline forreceipt of reports from Councils6 weeksPMO-RALGReceive reports and prepare summarywith recommendations for ASDP BasketFund Steering Committee, liaise withASLMThree weeks after receipt ofreports from RS9 weeksASLMReview technical reports, agree orotherwise with regionalrecommendations in liaison with PMO-RALGThree weeks after receipt ofreports from RS9 weeksASLM/PMO-RALGCall meeting of ASDP Basket FundSteering CommitteeTwo weeks before meeting9 weeksPMO-RALGDistribute summary reports to NSCmembersOne week before meeting10 weeksASDP BasketFundSteeringCommitteeMake decisions for the next tranche offundingBefore commencement of therelevant quarter11 weeks• Any differences arising from the previous quarter’s bank reconciliationshave been cleared• The split of expenditure over the various sector units and communityinitiatives is within limits specified in the guidelines from PMO-RALG andsector ministries• The activities undertaken are in line with priorities and technically supportthe ASDP’s objectives• The budget figures are the same as those approved by the ASDP BasketFund Steering Committee. Where they differ, documentary evidenceshould be obtained (e.g. Council Minute) to support the revised budget orsupplementary budgetGovernment of the United Republic of Tanzania69
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Section 1Introduction to the docume
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1 Introduction to the document1.4 F
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2 Institutional arrangements2.1 Int
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2 Institutional arrangements• Rev
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2 Institutional arrangements• In
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Section 3Accounting policies and sy
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Page 94 and 95: The United Republic of TanzaniaRELE
Page 96 and 97: The United Republic of Tanzania TFN
Page 98 and 99: ASDP/06The United Republic of Tanza
Page 100 and 101: The United Republic of TanzaniaPAYM
Page 102 and 103: TO: Accounting Officer / Warrant Ho
Page 106 and 107: Appendix CReporting FormatsC1
Page 112 and 113: Page 1 of 2Part OneASDP/15The Unite
Page 114 and 115: Page 1 of 5ASDP/16The United Republ
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ASDP/21The United Republic of Tanza
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ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

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