The forms presented here are the forms that are required to be submitted to IFAD for the Work Plan and Budget (WPB), Disbursements, Financial Reporting, and Audit purposes.
The forms are presented as follows:
A. WPB Activities
A.1. Work Plan and Budget – The form presented shows the minimum information that should be provided in a
work plan and budget, as may be required by the stipulations of the Grant Agreement
A.2. Procurement Plan – The form presented shows the minimum information that should be provided in a
procurement plan, as may be required by the stipulations of the Grant Agreement, Applicable only for procurement amounts which exceed USD 200,000
B. Disbursements
B.1. Bank Account Certification Form – This form is required to be submitted with the countersigned copy of the Grant Agreement for IFAD to process the first disbursement. This form must be resubmitted to IFAD should the Recipient change its bank account
B.2. Recipient’s Letter of advice to IFAD where Separate Bank account(s), to be used only when these is a requirement in the Grant agreement.
B.3. Withdrawal Application – (not applicable to Grant Recipients with access to IFAD Client Portal, ICP) This
form must be submitted every time the Recipient requests an advance of funds or reimbursement from IFAD. The signatories on this form must match those in the Letter of Evidence of Authority to Sign Withdrawal Applications and Statements of Expenditure.
. Not applicable to Grant Recipients with access to IFAD Client Portal (ICP)
B.4. A Letter of Evidence of Authority is required, together with the countersigned copy of the Grant Agreement, for IFAD to be able to identify the authorised signatories of Withdrawal Applications and Statements of Expenditure, as well as for IFAD to grant user rights to relevant persons designated by the Recipient to access the ICP:
B.4.A. The Letter of Evidence of Authority to Sign Withdrawal Applications and Statements of Expenditure – where the Grant recipient is submitting Withdrawal Applications directly to IFAD.
B.4.B The Letter of Evidence of Authority to Sign Withdrawal Applications and Statements of Expenditure, and Permission to Access the IFAD Client Portal (ICP) website – where the Grant
recipient is being provided access to ICP for the submission of Withdrawal Applications.
B.5. Separate Bank Account Reconciliation – This form must accompany every subsequent Withdrawal Application submitted to IFAD only if the Grant Agreement requires that the Recipient open a separate bank account specifically for the purposes of the IFAD-financed project. Not applicable to Grant Recipients with access to IFAD Client Portal (ICP)
B.6. Statement of Expenditure (SOE) –This form must accompany every subsequent Withdrawal Application
submitted to IFAD to report on expenditure incurred against advances received. Not applicable to Grant Recipients with access to IFAD Client Portal (ICP)
C. Financial Reporting
C.1. Statement of Expenditure (SOE) – In addition to the requirement as per B.6, this form is also used for financial reporting purposes, and must be certified and submitted on a semi-annual or annual basis, as stipulated in the Grant Agreement. A final certified SOE for the totality of eligible expenditures incurred by the Project shall be submitted by the Grant Closing Date (please refer to General Provision 3.7, or to any specific Special Provision contained in the Grant Agreement).
Not applicable to Grant Recipients with access to IFAD Client Portal (ICP).
C.2. Transaction List – the template shows the minimum information that should be provided. The Recipient
should include detailed expenditure list (in excel format) at the lowest level of transactions (individual payments as opposed to batch or group of payments) including transactions lists of its sub-grantees. Only applicable to grants financed by the European Commission and its co-financing.
C.3. List of Legal Commitment – the list provide minimum information required by the European Commission on legal commitments with third parties (with the exception of staff costs) such as procurement contracts, grant contracts, etc. Only applicable to grants financed by the European Commission and its co-financing.
C.4. List of Required Supporting Documents – The list provides minimum required supporting documents to be prepared and maintained by the Recipient. The list is not exhaustive. IFAD, European Commission and
its authorized agent may request other documents and information as needed. Only applicable to grants financed by the European Commission and its co financing.
D. Audit
D.1. Statement of Responsibility – This form’s submission is contingent on the stipulations in the Grant
Agreement, in case the grant amount is up to USD 200,000 or equivalent.
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