ANSAMN NAP KANPE AK DIYITE (ANKAD)
CASH-BASED RESPONSE TO
HURRICANE MATTHEW EMERGENCY PROJECT
Cash Distribution Program Workflow
CASH DISTRIBUTION PROGRAM
PROCESS FLOW
Beneficiary
Selection
CCC/ CCPC
Mobilization
3-5 days
2 days
4 days
Household
Data
Collection
Voucher
Distribution
Cash
Distribution
Reporting
3 days
2 to 3 days
3 days
2 to 3 days
XX days
Verification of
Beneficiary
List
Cash
Distribution
Post
Distribution
Verification
1. CCC/ CCPC Mobilization
NGO Program Team
(CARE Staff/ Partner Staff)
CCC/ CCPC
Input
Document
Output Document/
Report
Controls that should
be observed
Start
1. Meet with the Mayor,
the CASEC, CCC/ CCPC
and other “notables” from
all sections ‘communales’
to align expectations and
request them to select
other representatives in all
localities.
2. Signs-off Conflict of
Interest Policy Statement.
End
1. List of CCC/ CCPC Members per
commune is established.
Responsibilities and deliverables based
from the Scope of Work of CCC/ CCPC
Members are clearly communicated.
1. CCC/ CCPC
Scope of Work,
Guidelines on
Community Based
Targeting
2. Conflict of Interest
Acknowledgement
Form
2. Filled-out and
Signed Conflict of
Interest Form by
CCC/ CCPC
Members
2. Members of CCC/ CCPC are elected.
Each member of the CCC/ CCPC
signs-off in the members list with
statement indicating acknowledgement
of understanding and willingness to
comply with CARE’s Conflict of Interest
Policy as it relates to the cash
distribution project. The policy will guide
community coordinators to perform
beneficiary selection free from their own
personal interests. The objective is to
increase awareness and understanding
and to reduce the possibility of coming
up with a list of ‘favoured’ and biased
households as beneficiaries.
2. Household Data Collection
NGO Program Team
(CARE/ Partner Program Officer)
CCC/ CCPC
Start
1. Collects lists from mayor, DPC and
NGOs, UN agencies and reconciles all
lists to produce one initial electronic
database of HHs. Prints Data Collection
Template per communale (preloaded with
HH names, CIN/ NIF if available) from the
initial HH Database and provides the
template to CCC Members.
3. Updates HH Database based on
completed Data Collection Form from
CCC/ CCPC. Sorts the list alphabetically
per commune and submits to CARE
Program Officer for review and approval.
3. Reviews consolidated list of HH
beneficiaries for missing HHs.
No
Selection
Correct?
Yes
Beneficiary Selection
2. Populate Data
Collection Template
per communale and
adds missing
information and
missing HHs.
Submits the
updated template
per communale to
CARE/ NGO
Partner
Input
Document
1. Data Collection
Template
Output Document/
Report
1. Accomplished
and acknowledged
Data Collection
Template
Controls that should
be observed
1. Only designated CARE/ Partner Project
Staff have access to consolidated list of
HH beneficiaries (HH Database) per
commune. The designated CARE/
Partner Staff updating the HH Database
should be in no way involved with the
beneficiary selection process.
Each file containing list of beneficiaries
per commune is password-protected
and is macro-enabled to prevent
inadvertent/ or intentional deletion. The
HH Database is also macro-enabled in
such a way that additional column
where beneficiaries can indicate their
signatures is automatically added during
printing.
2. Eligibility requirements based on the
grant are clearly communicated with
CCC/ CCPC who are responsible with
collecting household data.
2. Accomplished
and
acknowledged
Data Collection
Template
3. Consolidated List/
Database of HH per
Commune
3. Any changes or updates in the HH
Database is reviewed by a personnel
other than the Encoder HH information
in the database.
3. Beneficiary Selection
NGO Program Team
(CARE/ Partner Project Staff)
NGO Program Team
(CARE/ Partner Program Officer)
CCC/ CCPC
1. to 4. Updated
HH Database,
List of
Vulnerability
Criteria
Start
1. Selects 90% of the total
number of budgeted HHs
based on 6 vulnerability
criteria established leaving
a buffer of 10% for any
additional eligible HHs as a
result of appeals,
complains received
through kiosks.
A
No
Selection
Correct?
Yes
4. Reviews list of
selected
beneficiaries per
commune. Submits
list of correction/
updates to back to
NGO Program
Team if there’s any.
6. Prints Updated list of
selected beneficiaries.
A
End
Output
Document/
Report
1. to 4. List of
first 90% of
budgeted
HHs
Controls that should
be observed
1. to 4. Vulnerability criteria are
established based on donor
requirements.
Eligibility requirements based
on the grant are clearly
communicated with CCC/
CCPC who are involved with
household data collection and
beneficiary selection.
CARE/ Partner Program Officer
reviews initial Beneficiary List to
ensure that beneficiaries
selected are eligible and meets
vulnerability criteria.
3. Reviews list to ensure
eligibility of selected HH
beneficiaries based on
established vulnerability
criteria/ requirements are
met.
2. Submits list of selected
beneficiaries to CARE
Program Officer for
review via email.
5. Updates list of selected
beneficiaries.
Input
Document
5. to 6. Printed
list of 100%
HHs with
filled out
inclusion/
exclusion
status
column
5. to 6. The HH Database is
macro-enabled in such a way
that additional column for
inclusion/ exclusion status is
automatically added.
4. Verification of Beneficiary List
NGO Program Team (CARE/
Partner Program Officer)
NGO Program Team
(CARE/ Partner Project Staff)
MAST Representative
Input
Document
Output Document/
Report
1. Guidelines on beneficiary
selection are clearly
communicated among CARE/
Partner Program Officers
designated to select samples for
verification.
1. Documented
Guidelines on
Selecting
Samples for
Verification
Start
1. Randomly selects 5%
of HHs from the list of
first 90% budgeted
HHs in the presence
of MAST.
2. Conducts verification
of randomly selected
beneficiaries and
signs-off together with
the Beneficiary in the
verification form.
No
2. Conducts verification
of randomly selected
beneficiaries and
signs-off together with
the Beneficiary in the
verification form.
2. List of 5%
Sampled
Beneficiaries
for Verification,
Verification
Form
4. Accomplished
Verification
Form
3. Re-perform HH
Data Collection
4. Reviews list for any
HHs included by error
and excludes them from
the list. Submits the
updated list to CARE
Program Officer for
review and approval via
email.
2. Accomplished
Verification
Form
2. CARE/Partner Project Staff
together with the verified
Beneficiary sign-off in the
Beneficiary Verification Form.
3. Note that the HH data collection
that need to be re-performed is
only for the block (block which
the sample represents) affected
by the erroneous samples.
Errors >
5%
Yes
Controls that should
be observed
4. All changes that need to enter in
the HH Database as a result of
the verification process must be
subject to review and approval
of an authorised CARE/ Partner
Program Officer who is
independent from the selection
and verification process.
5. See control in No. 3.
B
4. Verification of Beneficiary List (Cont.)
NGO Program Team (CARE/
Partner Program Officer)
NGO Program Team
(CARE/ Partner Project Staff)
CCC/ CCPC
and Partners
Input
Document
B
5. Reviews updated list
of verified HH samples
for any errors.
6. Ensures that the total
number of HH
beneficiaries per
commune do not exceed
the budget assigned for
that commune. Approves
the list and sends back to
CARE/ Partner Project
Staff via e-mail for
updating the HH
database.
8. Prints and
communicates final list of
beneficiaries with CCC/
CCPC and Partners
7. Updates the List
of verified HH
Samples based on
approved list of the
CARE Program
Officer
9. Inform HHs on
whether they were
selected or not with
details about meeting
to answer questions
and explain process.
set up kiosk* for
appeals and
complaints
10. Reassess those
HHs who have
complained against
vulnerability criteria.
Fills-out Data
Collection Tool and
submits to CARE/
Partner to request
adding the beneficiary
in the HH Database.
Notify added
households about
their status and
inform them about the
process.
End
Output Document/
Report
5. Updated List
of 5%
Sampled
Beneficiaries
5. Approved
and Updated
List of 5%
Sampled
Beneficiaries
6. to 9.
Approved
and Updated
List of 5%
Sampled
Beneficiaries
6. to 9. Printed
Final
Beneficiary
List
Controls that should
be observed
6. Budget checks is in place to avoid
overspending and disallowed costs.
7. to 9. CARE together with Partners and
CCC/ CCPC conduct public meetings
with eligible beneficiaries with the
objective of soliciting appeals from those
HHs which were not included but should
have been included in the Beneficiary
List. During these meetings, nature and
rationale of the programme, selection
criteria, Community Work Day and
Voucher Distribution Dates are
communicated to beneficiaries.
Two-day cut-off period from the date of
announcement is given to HHs in filing
complains.
5. Voucher Distribution
NGO Program Team
NGO Program Team (CARE/
(CARE/ Partner Program
Partner Project Staff)
Officer)
Beneficiary
(Head of HH)
NOTE1 Beneficiary may be represented by other household
member with a valid ID and who is not a beneficiary.
Start
1. CARE/ Partner
Program Officer
generates Beneficiary
List from HH
Database and
provides the list to all
Partners/ CCC/ CCPC
2 days prior to Work
Day
2. Calls Beneficiary to
claim Voucher and PIN.
Yes
C
5. Verifies accuracy of the
ID containing CIN/ NIF
numbers by comparing
with the CIN/ NIF of the
Head of the HHs in the
Beneficiary List. Once
CIN/ NIF is verified or
eligibility is validated by
two CCC/ CCPC
Representatives, issues
Voucher and PIN to the
Beneficiary.
Input
Document
1. Updated HH
Database
3. Beneficiary1
presents any
government issued ID
to CARE/ Partner
Project Staff to claim
the voucher.
Output Document/
Report
1. Beneficiary
List
2. _
With gov’t.
issued ID?
1. A copy of Beneficiary List (either a
password-protected softcopy or
hardcopy) is provided to Partners/ CCC/
CCPC 2 days prior to Work Day to
invite beneficiaries on the day they will
be rendering community work and on
the distribution of the Voucher.
2. _
A day after the Work Day, vouchers and
PINs are issued to HH beneficiaries.
During these sessions, kioks are
established to obtain beneficiary
complains, etc. A phone where
beneficiaries can report fraud will also
be communicated during these sessions
(i.e., Kore Lavi Hotline).
2. Beneficiary
List
2. Beneficiaries are called in a loud
manner for control purposes. Once
called, Beneficiary presents any gov’t.
issued ID to the CARE/ Partner Project
Staff in order to claim Voucher and PIN.
3. and 4. ID
with CIN/
NIF
4. In the absence of gov’t. issued ID,
signatures of two CCC/ CCPC
Representatives are obtained in the
Beneficiary List to signify eligibility of
beneficiary.
No
4. Request validation
of identity and
eligibility from at least
2 CCC/ CCPC
Representatives and
obtains signatures of 2
representatives in the
Beneficiary List.
Controls that should
be observed
5. Beneficiary
List, ID with
CIN/ NIF
5. Voucher,
PIN,
Acknowledged
Beneficiary
List by
CCC/ CCPC
5. Voucher and PIN are issued only once
accuracy of the ID is verified and/ or
once eligibility of beneficiary is validated
by CCC/ CCPC Representative (in the
absence of government issued ID).
5. Voucher Distribution (Cont.)
CCC/ CCPC
8. CCC/ CCPC
Representative
indicates name and
signature in the
Beneficiary List
NGO PROGRAM TEAM
(CARE/ Partner Project Staff)
7. After completion of
voucher distribution,
indicates name and
signature in the
Beneficiary List. Obtains
names and signatures of
the CCC/ CCPC
Representative as well on
the Beneficiary List.
9. Retains the
acknowledged Beneficiary
List and submits to CARE
Project Staff in the Head
Office for updating the HH
Database.
10. Updates the HH
Database encodes
whether the voucher and
PIN was received by the
Head of the HH and the
date it was received.
HH Database
End
Beneficiary
(Head of HH)
Input
Document
Controls that should
be observed
Output Document/
Report
C
6.
Beneficiary
List
6.
Voucher,
PIN
6.
The Beneficiary signs-off in the
Beneficiary List to acknowledge
receipt of Voucher and PIN.
6. Beneficiary receives
Voucher and PIN and
acknowledges receipt
by signing off in the
Beneficiary List.
7.
to 10.
Beneficiary
List,
7.
to 10.
Acknowledg
ed Beneficiary List
7.
to 10. CARE/ Partner and CCC/
CCPC Representatives indicate
names and signatures in the
Beneficiary List at the end voucher
distribution. The signed-off
Beneficiary List and is submitted to
CARE Head Office for updating the
HH Database.
11. Acknowledged
Beneficiary
List
11. Updated HH
Database
11. CARE/ Partner Project Staff
designated to update the HH
Database encodes whether the
voucher and PIN was received by
the Head of the HH and the date it
was received. Updated database
will be used later on in printing the
Payment Sheets. Payments
Sheets generated from the HH
Database will be used on the day
of distribution.
6. Cash Distribution
NGO Program Team
(CARE/ Partner Project
Staff)
MFI
Beneficiary
(Head of HH)
Start
1. Organizes and
secures Cash
Distribution Site
2. CARE/ Partner
Project Staff assigned
must ensure that
security protocols are
met prior to starting
the cash distribution.
Input
Document
1. Beneficiary
List
1. _.\\
1. _.
2. Approved
Security
Protocol
2. Attendance
Sheets on
Security
Protocol
Training
2. Security Protocol developed by
CARE USA SSS Unit and CO
Security/ CD are disseminated to the
partners, CCC/ CCPC and MFIs.
Trainings are conducted to ensure
these are clearly communicated.
Training held is supported by
Attendance Sheet acknowledged by
attendees.3. _
3. _.
4. Payment Sheets provided are either
password-protected softcopy or in a
hardcopy form to protect integrity of
the file/ Payment Sheet. Payment
Sheet contains the Voucher Number
and PIN Number issued to each
beneficiary.
3. _.
4. Payment
Sheets
4. _.
3. Five (5) days prior
to the day of cash
distribution, receives
Payment Sheets
giving them ample
time to prepare
enough cash for
distribution.
4. Beneficiary presents
the Voucher and PIN to
MFI representative for
proper verification. In the
absence of PIN,
Beneficiary provides any
gov’t. issued ID together
with the voucher.
D
With PIN?
5. Provides ID to MFI
Representative for
verification.
Controls that should
be observed
Output Document/
Report
5. ID containing
CIN/ NIF,
Voucher, PIN
5. to. 6.
5. On the day of cash distribution,
beneficiary presents the Voucher and
PIN to MFI representative for proper
verification. In the absence of PIN,
beneficiary may provide any
government issued ID together with
the voucher.
6. Cash Distribution (Cont.)
MFI Representative
Beneficiary
(Head of HH)
NGO Program Team (CARE/
Partner Project Staff)
6. Verifies information
of the beneficiary in
the voucher and PIN
(or ID) against the
information in the
Payment Sheet.
Output Document/
Report
_.
6. MFI Representative verifies voucher
information and beneficiary PIN
against the information in the
Payment Sheet. In the absence of
PIN, MFI Representative asks for
beneficiary’s ID and verifies
information therein against the data
in the Payment Sheet prior to
issuance of payment.
7.
Payment,
Voucher
Stamped as
‘Paid’
7. MFI Representative issues payment
only once beneficiary passed the
verification process. Claimed
vouchers are stamped as 'PAID‘ to
avoid double being used again.
8. Payment
Sheet
8.
Acknowledg
ed Payment
Sheet
8. Beneficiary signs-off in the Payment
Sheet to acknowledge cash received.
9. _
9.
Acknowledg
ed Payment
Sheet
9. At the end of day, representatives
from CARE, Partner, CCC/ CCPC
and MFI indicates complete names
and signatures in the Payment Sheet
to signify completeness and accuracy
of payment provided to beneficiaries.
7. _
8. Beneficiary signs-off
in the Payment Sheet
to acknowledge cash
received.
9. Upon completion of
cash distribution,
obtains names and
signatures of
representatives from
CCC/ CCPC and MFI,
indicates own name
and signs-off in the
Payment Sheet.
End
Controls that should
be observed
6.
6. ID containing
CIN/ NIF,
Voucher, PIN
D
7. Issues payment
once beneficiary
passed the
verification process.
Stamps the voucher
'PAID', collects the
voucher and issues
payment to the
beneficiary.
Input
Document
7. Cash Distribution Reporting
NGO Program Team (CARE/
Partner Project Staff)
MFI
CARE Finance
1. to 2. Acknowledged Payment
Sheet,
Distribution
Report Template
Start
1. Based on the
information in the
Payment Sheet, fills-out
Distribution Report by
indicating numbers of
beneficiaries served and
total amount issued.
Indicates name on the
Distribution Report and
signs-off.
2. Obtains name and
signatures of the
Representatives from
CCC/ CCPC and MFI as
well on the Distribution
Report.
3. Consolidates all
stamped vouchers
and reconciles with
Payment Summary.
4. Prepares Invoice
and submits Invoice
together with
Payment Sheets and
original vouchers to
CARE Finance for
processing of
payment.
5. Reconciles copy
of Distribution
Report against
corresponding
Payment Sheets and
supporting original
vouchers to ensure
accuracy and
completeness of
MFI's invoice prior to
processing payment
to MFI.
6. Submits
Payment Sheets
and supporting
original vouchers to
CARE/ Partner
Project Staff
responsible of
updating HH
Database.
7. Encodes whether cash
is received by each
beneficiary and the date
the cash was received.
HH Database
Input
Document
End
3. Stamped
Original
Vouchers,
Acknowledged
Payment
Summary
Controls that should
be observed
Output Document/
Report
1. to. 2. Acknowledged Distribution
Report
1. to 2. Distribution Reports is
signed-off by Representatives from
CARE, CCC/ CCPC, MFI and
Partner in in 4 copies to be
distributed as follows:
• First Copy - CARE for
reconciliation with MFI Invoice
and supporting Payment Sheets
and Claimed Vouchers
• Second Copy - MFI for billing
purposes
• Third Copy – Partner
• Fourth Copy - CCC/ CCPC
3. _.
3’ _
4. Invoice
5. Invoice,
Acknowledged
Payment Sheets
and Distribution
Reports,
Stamped
Original
Vouchers
5. Invoice,
Acknowledged
Payment Sheets
and Distribution
Reports, Stamped
Original Vouchers,
Updated HH
Database
6. to 7. Acknowledged Payment
Sheets Stamped
Original
Vouchers
6. to 7. Updated HH
Database
5. MFI Invoices are reconciled to
supporting Payment Summary and
Vouchers to ensure accuracy and
completeness of MFI's invoice. Any
variance(s) is (are) resolved with
concerned parties (if there’s any)
prior to processing of payments.
8. Post Distribution Verification
CARE (M&E)
Partner
Start
1. Randomly select at least 2 %
of HH beneficiaries who
received cash. Allocates
samples for verification.
2. CARE Project Staff visits
Beneficiary, verifies cash
received and collects feedback.
Signs-off on the Post
Distribution Verification Form
together with the Beneficiary.
4. Consolidated results together
with the results of post
verification done by the
Partners.
5. Discusses consolidated results
of the post distribution verification
conducted with all concerned
parties (Partners, MFI, CARE,
CCC/ CCPC). Investigates issues
noted depending on the severity
of the issue, monitors and
performs follow-up.
End
2. Partner Staff visits
Beneficiary, verifies cash
received and collects feedback.
Signs-off on the Post
Distribution Verification Form
together with the Beneficiary.
3. Consolidates results and
submits report to CARE.
Input
Document
Output Document/
Report
Controls that should
be observed
1. Guidelines in the
selection of 2%
Beneficiaries for
post cash
distribution
verification
1. List of 2%
Sampled
Beneficiary for
Verification
1. Guidelines on 2% sample selection of
beneficiaries for post distribution
verification s clearly communicated
among CARE Staff doing the selection
process. The Guidelines include a
established tolerable error to
determine whether there is a need to
expand the post verification process
and if there's a need to select
additional samples for spot checking.
2. List of 2%
Sampled
Beneficiary for
Verification, Post
Distribution
Verification
Template
2. Acknowledged
Post
Distribution
Verification
Template
2. Representatives from CARE and
Partners (independent of the cash
distribution process) conduct post
verification process to ensure eligible
beneficiaries received the benefits
(cash payments). Both CARE (or
Partner Representative) and
Beneficiary acknowledge post
verification done by signing-off in the
Post Distribution Verification Template
3. Acknowledged
Post Distribution
Verification
Template
3. Partner’s
Verification
Report
3. Result of the spot checks and
feedbacks are consolidated and
discussed with all concerned parties
(Partners, MFI, CARE, CCC/ CCPC).
Issues noted are investigated
depending on the severity of the issue,
monitored and followed-up.
4. Partner’s
Verification
Repor
4. Consolidated
Issues from
post verification
5. Consolidated
Issues from post
verification
5. Minutes of the
Meeting
4. Periodic meetings are held to discuss
any issues encountered during the
post verification process for timely
resolution of the CO and to ensure
quality of the program.
Thank You.
Conflict of Interest Policy Statement
Household Data Collection Template
Beneficiary
Verification
Form
Beneficiary List
Beneficiary List for Voucher Release
Voucher
Payment Sheet
Distribution Report
Post
Distribution
Verification
Form