Xxxproject (Insert Name of Project)

XXXProject (Insert name of Project)

Monthly/Annual Implementation Report and Financial Statements

For The Period Ended DD MMYY

Issued in (Current month/Quarter)

Table of contents...... Page No.

1.STATEMENT OF RESPONSIBILITIES

2.PROJECT CHARTER

3.Statement of revenues and expenditure for the period ended DD MM 201x

4.Financial Assets and Liabilities as at DD MM 2014

5.Cash flow statement for the period ended dd mm 201x

6.Budget Performance Report

7.ACCOUNTING POLICIES

8.NOTES TO THE FINANCIAL STATEMENTS

9.IMPORTANT DISCLOSURES

10.PROGRESS ON FOLLOW UP OF AUDITOR GENERAL RECOMMENDATIONS

11.PERFORMANCE REPORT

12.CONTRACT MANAGEMENT PLAN

13APPENDICES

Appendices

a) Trial Balance

b)Bank reconciliation statements

c)Bank statements to accompany the bank reconciliation statements

d)Petty cash certificate

e)List of debtors and creditors

XXX Project (Insert correct name of your Project)

Financial statements

For the Months Ended DD MM 2014

1.STATEMENT OF RESPONSIBILITIES

Article 66 of the Organic Law N° 12/2013/OL of 12/09/2013 on State Finances and Property requires budget agencies to submit annual reports which include all revenues collected or received and all expenditures made during the fiscal year, as well as a statement of all outstanding receipts and payments before the end of the fiscal year.

Article 19 of the Organic Law N° 12/2013 further stipulates that the Chief Budget Manager is responsible for maintaining accounts and records of the budget agency, preparing reports on budget execution, managing the financial resources for the budget agency effectively, efficiently and transparently, ensuring sound internal control systems in the budget agency and safeguarding the public property held by the budget agency.

The Chief Budget Manager accepts responsibility for financial statements, which have been prepared using appropriate accounting standards applicable to Public Entities as defined by Article 99 of the Ministerial Order N°001/16/10/TC of 26/01/2016

These financial statements have been extracted from the accounting records of XYZ BUDGET AGENCY (Insert correct name of your Budget Agency) and the information provided is accurate and complete in all material respects. The financial statements also form part of the consolidated financial statements of the Government of Rwanda.

In the opinion of the Chief Budget Manager, the financial statements give a true and fair view of the state of the financial affairs of XYZ BUDGET AGENCY (Insert correct name of your Budget Agency). The Chief Budget Manager further accepts responsibility for the maintenance of accounting records that may be relied upon in the preparation of financial statements, ensuring adequate systems of internal financial control and safeguarding the assets of the budget agency.

Signature: ______

Name: ______

[Chief Budget Manager]

Date: ______

2.PROJECT CHARTER

2.1Statement of Purpose

The purpose of this section is to formally recognize the authorization of XYZ Project insert correct name of project>.

This section of the report contains (a) general information about the project, (b) a project overview, (c) the project objectives, (d) a list of the people involved in the project, (d) a list of project constraints, (e) any assumptions made, (f) the preliminary schedule and budget estimates, (g) the plan modification rules, and (h) an approval signature section

2.2Project Information

Project Start Date: / The project approval date is DD MM YYYY
The project signature of agreement date is DD MM YYYY
The project effectiveness date is DD MM YYYY
Project End Date: / The project completion date is DD MM YYYY
The project completion extended to DD MM YYYY (if any)
The project last disbursement date is DD MM YYYY
The project last disbursement extended to DD MM YYYY (if any)
Project Manager: / The project manager is Mrs/Mr (Insert name : xxxxxx
Project Budget by donor / List donor(s) name, amount and currency

1. World Bank: xxxxx Million (SDR)
2. GoR counterpart amount xxxxx Million (SDR)

Total cost of the project / XXXXX Million (SDR)
Implementing Budget Agency / Implementing Budget Agency is: XXXXX

2.3Project Overview

Line Ministry of the project / Example: MINEDUC
Strategic goals/objectives of the project / Example: The development objective of the Skills Development Project for Rwanda is to improve access to quality and demand-responsive vocational training).
General achievement of strategic goals /main component of the projects / Example

1. (Delivery of Quality and Relevant Vocational Training (8 occupations in 7 Vocational Training Centres))
2. (TVET System Strengthening)
3. (Skills Development Fund(SDF))

Specific achievement of strategic goals/outputs of the projects / Example:

1. (Employer satisfaction with VTC graduates)
2. (Employed persons trained through SDF sub-grants who improved job performance)
3. (VTC graduates are employed or self-employed withi six months after graduation)
4. (A system in place to monitor and evaluate TVET performance available)
5. (Adequately skilled trainers in place)

Current situation that the project was formed to intervene / Example :Improve access to quality and demand-responsive vocational training and learn new skills for a current or a future job, to increase earnings, to improve carrier opportunities in a current or another field
Other important background information of the project / Example: One of the five general objectives of this project is to improve work productivity by delivering a better synergy between education and employment

2.4 Assumptions

The following assumptions have been made during the planning process for the project:

(i)Xxxx

(ii)Xxxx

2.5Registered office

The entity is domiciled in Kigali, Rwanda. The address of its registered office is:

Xxx (Insert address of your project as appropriate)

2.6Bankers

The following are the bankers for the current year:

(i)....

(ii).....

2.7Auditors

The project is to be audited by ………………….

2.8Roles and Responsibilities

List the different people who will be working on <project name>. This list would include the project manager and all the key stakeholders who will be involved with <project name>. Also, record their role, their positions, and their contact information.

Name / Role / Position / Contact Information
John Muyobozi / Chief Budget Manager / Permanent Secretary /
Tel: 0788300001
Marc Mukunzi / Project Cordination / Project Manager /
Tel: 0788300002
Bob Kalisa / Finance management / Director of Finance /
Tel: 0788300003
Anne Mutoni / Accounting / Accountant /
Tel: 0788300004
<Add rows as necessary>

2.9Funding Summary

The Project is for duration of xxx years from 20xx to 20xx with an approved budget of US$ xxxx (use donor currency) as highlighted in the table below:

Source of funds / Donor Commitment- / Cumulative Amount received to date –
(Month to June 2015) / Cumulative Amount received to date –
(Month to June 2015) / Undrawn balance to date
(Month to June 2015) / Undrawn balance to date
(Month to June 2015)
(in respective currency) / (in respective currency) / (in Frw) / (in respective currency) / (in Frw)
(A) / (B) / (A)-(B)
(i)Grant
(ii) Loan
(iii) Other (FI, CP, …)
GOR
Total

1

XXX Project (Insert correct name of your Project)

Financial statements

For the period ended DD MM 2014

3.Statement of revenues and expenditure for the period ended DD MM 201x

Notes / Financial Year 2015/16 / Financial Year 2014/15
Month to 30 June 2014 / Month to 30 June 2014
Revenues
Operating revenue
Tax Revenue / 1
Fees, fines, penalties and licenses / 2 / 2,500 / 2,500
Transfers from Treasury / 3
Transfers from other Government Reporting entities / 4 / 2,000 / 2,000
Grants / 5 / 34,300 / 2,000
Other revenue / 6 / 7,600 / 6,000
Net operating revenue / 46,400 / 12,500
Capital Receipts
Proceeds from sale of capital items / 7 / 2,300 / 3,000
Loans and borrowings
Proceeds from borrowings / 8 / 4,300 / 17,000
Total Revenues (A) / 53,000 / 32,500
Expenses
Operating expenses
Compensation of Employees / 9 / 3,200 / 5,000
Use of Goods and Services / 10 / 3,400 / 2,000
Transfers to Reporting Entities / 11 / 4,300 / 2,900
Subsidies / 12 / 2,300 / 1,900
Grants / 13 / 0 / 0
Social Assistance / 14 / 500 / 1,000
Finance cost / 15 / 700 / 2,400
Other Expenses / 16 / 2,100 / 2,400
Total operating expenses / 16,500 / 17,600
Capital payments
Capital Expenditure / 17 / 4,500 / 4,500
Repayment of borrowings
Loans repayments / 18 / 3,200 / 2,300
Total expenses (B) / 24,200 / 24,400
Surplus/deficit (C=A-B) / 28,800 / 8,100

Sign: Accountant ………...... ……. Finance Manager ...... ……Project Coordinator......

4.Financial Assets and Liabilities as at DD MM Year

Notes / Financial Year 2015/16
As at Month of June 2014 / Financial Year 2014/15
As at Month of June 2013
Frw / Frw
Financial Assets
Bank Balances / 19 / 56,000 / 32,100
Cash Balances / 20 / 3,200 / 2,100
Accounts Receivables and Advances / 21 / 21,800 / 23,400
Less: Financial liabilities
Accounts Payables / 22 / (12,000) / (23,110)
Net Financial assets / 69,000 / 34,490
Representing
Accumulated surplus (Deficit) from previous years / 23 / 34,490 / 23,100
Net surplus / (Deficit) for current year / 28,800 / 8,100
Prior year adjustment / 24 / 5,710 / 3,290
Total closing balances / 69,000 / 34,490

Sign: Accountant ………...... ……. Finance Manager ...... ……Project Coordinator ......

5.Cash flow statement for the period ended dd mm 201x

Notes / Financial Year xx / Financial Year xx-1
As at Month of xx / As at Month of xx
Frw / Frw
Cash flow from operating activities
Tax Revenue / 1 / 4,500 / 3,000
Fees, fines, penalties and licenses / 2 / 2,500 / 2,500
Transfers from Treasury / 3 / 30,000 / 1,000
Transfers from other Government Reporting entities / 4 / 2,000 / 2,000
Grants / 5 / 4,300 / 1,000
Other revenue / 6 / 3,100 / 3,000
Payments for operating expenses
Compensation of Employees / 9 / 3,200 / 5,000
Use of Goods and Services / 10 / 3,400 / 2,000
Transfers to Reporting Entities / 11 / 4,300 / 2,900
Subsidies / 12 / 2,300 / 1,900
Grants / 13 / 2300 / 1500
Social Assistance / 14 / 500 / 1,000
Finance cost / 15 / 700 / 2,400
Other Expenses / 16 / 2,100 / 2,400
Adjusted for
Changes in receivables / 25 / 1,600 / -23,400
Changes in payables / 25 / -11,110 / 23,110
Adjustment during the period / 24
Net cash flow from operating Activities / 20,390 / -4,290
Cash flows from Investing Activities
Purchase of capital items / 18 / -4,500 / -4,500
Proceeds from sale of capital items / 7 / 2,300 / 3,000
Net cash flows from Investing Activities / -2,200 / -1,500
Cash flow from Financing Activities
Repayment of borrowing / 17 / -3,200 / -2,300
Proceeds from borrowing / 8 / 4,300 / 17,000
Net cash flow from financing activities / 1,100 / 14,700
Net increase/ Decrease in cash and cash equivalents / N/A / 19,290 / 8,910
Cash and cash equivalent at Beginning of the year / 26 / 1223 / 354
Cash and cash equivalent at end of the period / 26 / 25,000 / 12,200

Sign: Accountant ………...... ……. Finance Manager ...... ……Project Coordinator ......

1

XXX Project (Insert correct name of your Project)

Financial statements

For the period ended DD MM 2014

6.Budget Performance Report

Financial Year 2015/16 / Financial Year 2015/16 / Financial Year 2015/16 / Variance / Performance
Notes / Month ……
Approved Budget - Frw / Revised Budget - Frw / Actual - Frw / Frw / %
A / B / A-B / (B/A)*100
Revenue
Tax Revenue / 1 / xx / xx / xx / xx
Fees, fines, penalties and licenses / 2 / xx / xx / xx / xx
Transfers from Treasury / 3 / xx / xx / xx / xx
Transfers from other Government Reporting entities / 4 / xx / xx / xx / xx
Grants / 5 / xx / xx / xx / xx
Other revenue / 6 / xx / xx / xx / xx
Proceeds from sale of capital items / 7 / xx / xx / xx / xx
Proceeds from borrowings / 8 / xx / xx / xx / xx
Total Revenue / xx / xx / xx / xx
Expenses
Compensation of Employees / 9 / xx / xx / xx / xx
Use of Goods and Services / 10 / xx / xx / xx / xx
Transfers to Reporting Entities / 11 / xx / xx / xx / xx
Subsidies / 12 / xx / xx / xx / xx
Grants / 13 / xx / xx / xx / xx
Social Assistance / 14 / xx / xx / xx / xx
Financing cost / 15 / xx / xx / xx / xx
Other Expenses / 16 / xx / xx / xx / xx
Capital Expenditure / 17 / xx / xx / xx / xx
Loans repayments / 18 / xx / xx / xx / xx
Total expenses / xx / xx / xx / xx

Explanation on variances

Explain the major variances observed above:

(i)Xxxx

(ii)Xxxx

(iii)Xxxx

(iv)Xxxx

(v)Xxxx

Sign: Accountant …………..…... Director of Finance ………....……. Chief Budget Manager ...... ……

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XXX Project (Insert correct name of your Project)

Financial statements

For the period ended DD MM 2014

The notes set out on pages xx to xx form an integral part of these financial statements

Authorization Date

The financial statements were approved by the management of the project on …………………….. and signed on its behalf by:

Prepared by:
Chief Accountant / Signature / Date
Checked by:
Finance Manager / Signature / Date
Checked by:
Project Coordinator / Signature / Date
Approved by:
Chief Budget Manager / Signature / Date

1

XXX Project (Insert correct name of your Project)

Financial statements

For the period ended DD MM 2014

7.ACCOUNTING POLICIES

These are the specific principles, bases, conventions, rules and practices adopted by the Government of Rwanda in preparing and presenting the financial statements.

The principal accounting policies adopted in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented and in all material aspects, unless otherwise stated.

a)Basis of preparation

The Financial Statements have been prepared in accordance with the following policies, which have been applied consistently in all material aspects, unless otherwise indicated. However, where appropriate and meaningful, additional information has been disclosed to enhance the usefulness of the Financial Statements and to comply with the requirements of Article 66 of the Organic Law on State Finances and Property: Law No. 12/2013 of 12 September 2013 and the Ministerial Order N°001/16/10/TCof 26/01/2016 relating to Accounting Standards applicable to Public Entity

The Financial Statements have been prepared based on generally Accepted accounting Standards, except where stated otherwise. In the context of Ministerial Order N°001/16/10/TCof 26/01/2016relating to Financial Regulations, financial transactions are recognized in the books of account as follows:

1. Generally, transactions are recognized only at the time the associated cash flows take place;
2. The expenditure on acquisition of fixed assets is not capitalized. Thus fixed assets are written–off on acquisition and the wear and tear (depreciation) of those assets is not recorded in the books of account; and
3. Prepaid expenditure/advances is written-off during the period of disbursement.

The recognized “modification” is as follows:

1. Invoices for goods and services which are outstanding on the date of the closure of the fiscal year are recognized as liabilities for that specific fiscal year;
2. Loans and advances are recognized as assets/liabilities at the time of disbursement and related interest is recognized only when disbursed. Interest payable on public debt is accrued; and
3. Book balances denominated in foreign currencies are converted into the Rwanda Francs at rates of exchange ruling on that date issued by the National bank of Rwanda. The associated exchange losses are recorded as recurrent expenditure while the exchange gains are recorded as recurrent revenue.

b)Reporting entity

The financial statements are for XYZ Project (Insert correct name of your Project)

c)Presentation Currency

The functional and reporting currency for financial statements is Rwanda Francs, being the currency of legal tender in Rwanda.

Foreign currency transactions are translated into Rwandan Francs using the exchange rates prevailing at the dates of the transactions. Foreign missions and entities that deal in foreign currencies translate the transactions at average monthly exchange rate. Foreign exchange gains and losses resulting from the settlement of such transactions are treated as income and expense.

At the balance sheet date, book balances denominated in foreign currencies are converted into Rwandan Francs at the exchange ruling on that date as issued by BNR.

d)Revenue

Revenue represents cash received by the entity during the financial year and comprises Taxes, Grants received and Non-Tax Revenue.

• Tax revenue

These are tax revenue mainly collected by Rwanda Revenue Authority which is transferred to central treasury for a given period. Tax revenues also include decentralised taxes for local government entities.

• Fees, fines, penalties and licenses

Fees, fines, penalties and licences form a large part of the Non Tax revenue for the Government. These revenues should be recognized in the period in which the payment for the service is received and not necessarily when the service is rendered.

• Transfers from Treasury

Transfers from Treasury include budgetary allocations from Central Treasury and are disbursed directly to the bank account of the institution periodically (Direct Cash transfers) or indirectly to another Government reporting entity’s bank accounts (Indirect Cash Transfers). Transfers from Treasury also include these payments directly made to beneficiaries by the Central Treasury on behalf of the institutions. Direct payments are recorded when the transfer is made to the supplier. As a general rule, these transfers from Treasury should be accounted for in the period coinciding to the budget year when the Treasury sent the funds. Unutilized funds withheld by Treasury through the single treasury account system at the end of the year should be netted off the transfers from Treasury.

• Inter-entity transfers from other Government reporting agency

These are funds received from another reporting agency (Ministry, Agency, Development Project or a subsidiary entity that is required to submit financial report to MINECOFINand are therefore consolidated independently). These funds should be in form of budget support.

• Capital receipts

Capital receipts combine the sale of government tangible assets, sale of government equity investments and other domestic resources which include drawdown from Government Accounts.

• Grants from Development Partners

These are funds received from partners including domestic grants and external grants. These funds are recognised as revenue when the institution receives the cash from the donors.

• Other income

Other income includes voluntary transfers other than grants in form of foods, medical, supplies relief contributions and gifts of capital items. It also include miscellaneous income such as refunds, deductions, scholarship recovery, gain of currency exchange and transactions, proceeds from sale of small items and equipment and funds received from repayment of car loans as well as unidentified revenues.

• Proceeds from borrowings

Borrowings includes external and domestic loans received from development partners

e)Expenditure

The main categories of expenditure includes compensation of employees, Use of Goods and Services, Capital expenditures, Transfers and subsidies, Loan and interest repayments, social benefits, Transfers to reporting entities and other expenses.A part from points of Modification which are mentioned clearly in the Ministerial Instructions, expenditure is recognized when payment is made.

f)Cash

Cash comprises cash on hand, demand deposits and cash equivalents. Demand deposits and cash equivalents comprise balances with banks and investments in short-term money market instruments.

g)Receivables and Advances

Receivables are carried at original historical cost. Receivables also include amounts due to the budget agency as at the end of the reporting period.

h)Inventories

Consumable supplies are expensed in the period in which they are paid for.

i)Account payables

These mainly relate to invoices for goods and services which were outstanding on the date of the closure of the fiscal year. They also include commitments arising from non-cancellable contractual or statutory obligations. These are recognized as liabilities for that specific fiscal year.This also relate to loans and advances to the institution which are recognized as liabilities at the time of disbursement.

j)Prior year Adjustments

Prior Year adjustments consist of different adjustments made to consolidated report of prior year.

k)Contingent liabilities

Contingent liabilities are disclosed as a note to the financial statements when the contingent liability become evident. Contingent assets are neither recognized nor disclosed.

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XXX Project (Insert correct name of your Project)