1. HUMAN RESOURCES

1.1 Local Personnel / 1.2 Expatriate Personnel

Required Documents for Employees:

• Employment Contract

• Identification Document

• Insurance Certificate

• Pay Slip

• Salary Payment Evidence (e.g., cheque, bank transfer, receipt)

• Tax Payment Evidence (if cumulative, a table detailing names and amounts)

• Social Security Contribution Payment Evidence (table if cumulative)

• Insurance Payment Evidence (table if cumulative)

• Payments for Work/Residence Permits

• Payments for Equipment (e.g., uniforms)

Required Documents for Consultants:

• Contract

• Identification Document

• Fee Note

• Fee Payment Evidence (e.g., cheque, bank transfer)

• Tax Contribution Payment Evidence

1.3 Daily Allowances / Per Diem for Missions

Required Documents:

• Mission Order (detailing authorization, individual, purpose, duration)

• Evidence of Accommodation, Meals, and Transportation

• Participation Fees for Seminars or Conferences Or:

• Mission Sheet with Authorization Evidence

• Daily Mission Allowance Receipt (including NGO per diem policy)

2. TRAVEL

2.1 International Travel

Indicate the number and cost of round-trip flights in economy class for the project, including country of origin and destination.

Required Documents:

• Invoice from Travel Agency

• Payment Evidence (e.g., cheque, bank transfer, receipt)

• Flight Ticket

• Boarding Pass (or declaration in case of loss)

For Train Travel:

• Stamped Train Ticket (indicating price)

2.2 Local Transportation

Required Documents:

• Invoice from Travel Agency for Domestic Flights

• Payment Evidence (e.g., cheque, bank transfer, receipt)

• Flight Ticket

• Stamped Train Ticket (indicating price)

• Bus Ticket (indicating price)

3. EQUIPMENT AND MATERIALS

Cost for purchasing or leasing necessary materials for project implementation, including installation costs.

3.1 Vehicle Purchase or Lease

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Vehicle Purchase:

• Procurement Procedure (tender, quotation, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Vehicle Logbook

• Registration in the Project Inventory

For Vehicle Lease:

• Supplier Selection Procedure (quotation request, selection report, comparative table)

• Lease Agreement

• Copy of Vehicle Logbook evidencing the lease

• Invoice (if applicable)

• Payment Evidence (copy of cheque or bank transfer)

3.2 Furniture and IT Equipment

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Furniture:

• Procurement Procedure (quotation request, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Delivery Note

• Registration in the Project Inventory

For IT Equipment:

• Procurement Procedure (quotation request, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Delivery Note

• Registration in the Project Inventory

3.3 Machinery, Tools, and Equipment

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents:

• Procurement Procedure (quotation request, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Delivery Note

• Registration in the Project Inventory

3.4 Spare Parts for Machinery, Tools, and Equipment

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents:

• Procurement Procedure (quotation request, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Delivery Note

4. FIELD OFFICES

4.1 Vehicle Costs

Note: For amounts ≥ €1,000, select the supplier based on three quotes. A list of vehicles allocated to the project, including their registration numbers, must be provided at the project’s inception.

Required Documents: For Fuel Purchases:

• Payment Evidence (receipt from gas station indicating vehicle registration, fuel quantity, and total amount).

For Tire Purchases:

• Procurement Procedure (quotation request, selection report, comparative table)

• Invoice

• Payment Evidence (copy of cheque or bank transfer).

For Insurances:

• Procurement Procedure (quotation request, selection report)

• Copy of Insurance Policy

• Payment Evidence (copy of cheque or bank transfer).

For Maintenance Fees:

• Procurement Procedure (quotation request, selection report)

• Invoice

• Payment Evidence (copy of cheque or bank transfer).

For Minor Repairs Paid in Cash:

• Paid invoice or receipt. The registration number must always be clearly identifiable.

4.2 Rental of Premises

Required Documents:

• Lease Agreement

• Identification Documents of Signatories

• Invoice or Payment Request from Landlord, clearly stating the leased structure (address or identification code).

• Payment Evidence (copy of cheque or bank transfer).

4.3 Consumables and Office Supplies

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents:

• Procurement Procedure (quotation request, selection report)

• Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Delivery Note.

For Limited Purchases:

• Invoice and payment evidence for cash purchases.

4.4 Other Services (Telephone/Fax, Electricity/Heating, Routine Maintenance)

For Telephone/Fax and Internet:

• List of billable numbers provided at project commencement.

• Telephone Invoice

• Payment Evidence (copy of cheque or bank transfer)

• Telephone cards and purchase receipt.

For Electricity/Heating:

• Invoice

• Payment Evidence (copy of cheque or bank transfer).

For Routine Maintenance: Note: For amounts ≥ €1,000, select the supplier based on three quotes.

• Selection Procedure (tender, selection report).

• Contract, if signed.

• Invoice.

• Payment Evidence (copy of cheque or bank transfer).

For Sporadic Maintenance Paid in Cash:

• Paid invoice or receipt. If costs are prorated, indicate the allocation criteria.

5. OTHER COSTS AND SERVICES

5.1 Publications

Note: For amounts ≥ €1,000, select the supplier based on three offers. 

Required Documents: For Printing:

• Procurement Procedure (quotation request, selection report)

• Invoice

• Payment Evidence (cheque, bank transfer, receipt)

• Delivery Note.

For Consultancy Firms:

• Contract

• Fee Note

• Evidence of Fee Payment

• Evidence of Professional Withholding Tax Payment.

5.2 Studies and Research

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Service Providers:

• Selection Procedure

• Terms of Reference

• Contract

• Invoice

• Payment Evidence

• Copy of the Study or Research.

For Consultancy Firms:

• Selection Procedure

• Terms of Reference

• Contract

• Fee Note

• Payment Evidence

• Copy of the Study or Research.

5.3 Expense Verification (Audit)

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents:

• Auditor Selection Procedure

• Terms of Reference

• Contract

• Invoice

• Payment Evidence

• Audit Report.

5.4 Evaluation Fees

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents:

• Selection Procedure

• Terms of Reference

• Contract

• Invoice

• Payment Evidence

• Evaluation Report.

5.5 Translation and Interpretation Fees

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Service Providers:

• Selection Procedure

• Specifications

• Contract

• Invoice

• Payment Evidence.

For Consulting Firms:

• Selection Procedure

• Specifications

• Contract

• Fee Note

• Payment Evidence.

5.6 Conference and Seminar Organization Fees

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Service Providers:

• Selection Procedure

• Contract

• Invoice

• Payment Evidence

• Seminar Minutes.

For Internal Organization:

• Venue Selection Procedure

• Contract

• Invoice

• Payment Evidence

• Terms of Reference for Speakers.

5.7 Communication and Visibility

Note: For amounts ≥ €1,000, select the supplier based on three offers.

Required Documents: For Service Providers:

• Selection Procedure

• Specifications

• Contract

• Invoice

• Payment Evidence.

For Consulting Firms:

• Selection Procedure

• Specifications

• Contract

• Fee Note

• Payment Evidence.

For Materials:

• Procurement Procedure

• Invoice

• Payment Evidence

• Delivery Note

• Sample or Photographic Documentation.

6. MISCELLANEOUS

6.1 Civil Engineering Works

Note: For amounts ≥ €1,000, select the supplier based on three quotes.

Required Documents: For Construction Companies:

• Selection Procedure (quotation request, selection report)

• Contract with Payment Schedule

• Invoice

• Payment Evidence (cheque, bank transfer, receipt)

• Final Inspection Report

• Final Payment Balance at the end of the warranty period (approximately six months).

For Consulting Firms:

• Selection Procedure

• Terms of Reference

• Contract

• Proof of Payment for Fees

• Proof of Payment for Withholding Tax and Other Contributions

Construction Materials:

• Procurement Procedure (quotation request, purchase order)

• Invoice

• Proof of Payment

• Delivery Note

6.2 Land/Property

Required Documents:

• Document from the Seller Certifying Ownership

• Purchase Deed/Contract

• Title Deed and Results of Searches from the Land Registry

• Proof of Payment (cheque, bank transfer, receipt)

6.3 On-Site Staff Training

Note: For amounts ≥ €1,000, the provider must be selected based on three offers.

Required Documents:

• List of Trainees:

1. Location, Date, Purpose of Training

2. Signatures of Participants

Travel, Meals, and Accommodation Expenses:

• List of Participants with Amounts Disbursed

• Verified Identification of Participants (ID document)

Trainers:

• Contract, Copy of ID, CV

• Pay Slip

• Proof of Payment

Materials:

• Procurement Procedure

• Invoice

• Proof of Payment

• Delivery Note

Negligible Amounts:

• Payment Receipt

At the End of the Training:

• Final Training Report

6.4 Revolving Funds and Microcredit

Required Documents:

• Contract with the Microfinance Agency

• Proof of Transfer of Financial Resources to Establish the Fund

• List of Beneficiaries

6.5 Verification and Monitoring Missions

Note: For amounts ≥ €1,000, the supplier must be selected based on three quotes.

Required Documents: For Service Companies:

• Selection Procedure

• Terms of Reference

• Contract

• Invoice

• Proof of Payment

• Audit and Monitoring Report

For Consulting Firms:

• Selection Procedure

• Terms of Reference

• Contract

• Service Invoice

• Proof of Payment for Fees

• Proof of Payment for Withholding Tax and Other Contributions

• Audit and Monitoring Report