asean university network/southeast asia engineering education

ASEAN University Network/Southeast Asia Engineering Education Development Network

In accordance with AUN/SEED-Net project contract, any fund remitted by AUN/SEED-Net to any Member Institutions must be reported in written document, verified and audited against AUN/SEED-Net and JICA financial regulations.

These Financial Guidelines identify: 1) AUN/SEED-Net’s Financial Regulations 2) Structure of Full Financial Report 3) Items that cannot be spent by AUN/SEED-Net funds 4) Timelines

These Financial Guidelines apply to the following AUN/SEED-Net's programs. 1) Collaborative Research (CR) 2) Collaborative Research with Industry (CRI) 3) Collaborative Research for Alumni Members (CRA) 4) Collaborative Research for Common Regional Issues (CRC) 5) Regional Conference (RC)

2 AUN/SEED-Net Financial Guidelines JFY 2013

1) General regulations I. All evidences and justifications making clear that payments are made

properly should be prepared. II. All expenses must be paid and corresponding receipts must be dated within

the period specified in the contract. • For CR, CRI, CRA, and CRC: from the contract signing date to March 15, 2014. • For RC: from the contract signing date to one month after the conference ends.

III. Unused amount must be returned to AUN/SEED-Net. • For CR, CRI, CRA, and CRC: before March 15, 2014. • For RC: within one month after the conference ends.

IV. Failure to comply with the regulations results in forfeiting the right to apply for the AUN/SEED-Net’s future financial supports.

V. According to JICA financial regulation, only a hard copy report is regarded as a proper financial report. Re-used paper is prohibited.


2) International trip Daily allowance and accommodation allowance during the international trip are to follow the rates set in the table below. Daily allowance for AUN/SEED-Net students under CR cannot be paid since it is covered by monthly allowance of the graduate program.

3) Domestic trip Daily and/or accommodation allowances during domestic/national trip are also to follow the rates set by the Member Institution. • Sample of the receipt for the two expenses is available as Exhibit D. • Trip report should be prepared and submitted for all trips. Trip report format is available

in Exhibit I.


4) Evidence of money exchange When you exchange and spend money in other currency, record the expense in Account Book in local currency with attachment of the exchange receipt. Only official receipts issued from bank would be accepted as evidence of money exchange. Rates from web site or average rates (e.g. monthly exchange rate) are not acceptable in principle.

5) Commissioned/labor work If it is necessary to hire a person outside the research team or outsource some work for research purpose, please attach a written contract or its copy which defines unit rate, workload, and work content/description. In case the person or the company has no contract for this purpose, please consult with AUN/SEED-Net before proceeding further. Make sure that at least two quotations per item are attached if the cost of the commissioned work is exceeding or equivalent to US$ 1,000 to show the lowest price one. • Sample of commissioned work receipt is shown in Exhibit H. • Members of the research team cannot be hired by the fund.

6) Overhead fee Any overhead fee, commission fee, management fee and other related expenses which are charged by the Member Institution cannot be paid from the fund.


7) Use of USD and local currency in Myanmar USD should be paid and used in the Financial Report with the amount of receipt written in USD. If the payment is made in USD but the amount of receipt is written in local currency (Kyat), please ask the shop to write a USD equivalent amount and its exchange rate. If the payment is made in Kyat, please attach an official exchange receipt from the bank and ask the shop to write the amount of receipt in Kyat with a USD equivalent amount. 8) Honorarium (CR only) Honorarium for principal investigator can be paid from the CR fund only, receipt of which must be attached. See sample in Exhibit E. 9) Lunch and coffee break for conference participants (RC only) In case the RC organizer arranges lunch and coffee break for participants, please make sure to quantify the amount of refreshment per head. Especially, if not arranged by hotel or catering services, please consult with AUN/SEED-Net well in advance. Participant list is also required.


Full AUN/SEED-Net Financial Report shall comprise:

1 • Cover Letter

2 • Account Book

3 • Payment Slips

4 • Original Receipts

5 • Supporting Documents


Correlation among the four components is depicted as following.

Supporting document

Payment Slip No. xx

Attached to

Attached to

Account Book

Attached to

• Supporting document(s) and receipt(s) are attached in correspondence with payment slip.

• Sets of supporting documents, receipts, and payment slip are collated by payment slip numbers and then are covered by a cover page and an account book.

• Hard copies are submitted by post to:

JICA Project Office for AUN/SEED-Net Rm 109-110, Bldg 2, Faculty of Engineering

Chulalongkorn University, Bangkok 10330, Thailand


JFY 2013 AUN/SEED-Net Financial Guidelines 9

Example available as Exhibit A


1.Items are recorded in sequence of payment timeline.

2.For CR, CRI, CRA, and CRC, items are categorized into 5 categories: • International/ Domestic Trip • Equipment and Spare parts • Consumables • Commissioned Work • Others

For RC, items are categorized into 6 categories: • Accommodation • Local transportation • Insurance • Consumables • Meeting package • Miscellaneous costs

3.Each transaction is numbered in reference to Payment Slip number.

1 2 3

Example available as Exhibit B

Account Book is a record of transactions, both revenues and expenditures.


1 2

3

1. Slip number is matched with Account book.

2. Currency and amount are matched with receipt and account book.

3. Receipt is glued.

Example available as Exhibit C

Summary of expenses paid in a single payment/reimbursement

Following receipts are not acceptable: 1. Corrected by correction tape or pen 2. Invoice without stamp “Paid” 3. Reservation documents e.g. air tickets, accommodation 4. An item with unit cost over USD 3000 5. Fuel for transportation 6. Food and meals for any occasions 7. Overhead fee, commission fee, administration fee, management fee or other

related expenses charged by university 8. Souvenirs 9. Personal bills e.g. clothes, phone bills 10. Entertainment e.g. movies, music CDs etc. 11. Language services , editing fee


Receipts must be: 1. Original, or the one which is certified as true copy.

2. Stamped as “Paid” if it is provided in a form of invoice.

3. Prepared with following information: date of payment, paid amount and its

currency, company name and address, full name of payee, payee’s signature, and full name of payer (principal investigator), and name of purchased item (in specific, not mentioning only i.e. ‘consumable’ or ‘equipment’).

4. Translated into English if the original is written in local language.

5. Attached with copies if the receipts are printed on thermal paper, i.e. credit card slip, in order to avoid fading issue.

6. In a form of the templates of AUN/SEED-Net when the proper receipts cannot be provided. (Templates are available as in Exhibits.)


• For following expenses, recommended receipt templates by AUN/SEED-Net are available. • Hard copies are also available as annexes of the Financial Guidelines.

Expense Electronic Copy Hard Copy Exhibit

Daily Allowance and Accommodation Allowance for Trips

D

Honorarium (CR Only) E

Taxi / Rental Vehicle F

Commissioned Work H


• Attached with the receipts, supporting documents are required for following expenses. • Sample of supporting documents are available both in electronic and hard copies.

Category Supporting Document(s) Example Electronic Copy

Example Hard Copy

Exhibit

Bank Charges resulting from remittances Receipt for Bank Charge - -

Domestic Conference / Field trip Trip report I

International Conference / Field trip 1. Trip report 2. Evidence of Exchange rate

1. I 2. G

Oversea Purchases Evidence of Exchange rate

G

Purchase of equipment/parts, which unit price is over USD1,000

Two quotations - -

Commissioned/labor work, which cost is over USD1,000

1. Two quotations 2. Hiring contract

H


For CR, CRA, CRC, and CRI programs: • Japanese Fiscal Year is adopted. • There are two submissions in December and March.

Q1

Apr-Jun Q2

Jul-Sep Q3

Oct-Dec Q4

Jan-Mar

Japanese Fiscal Year

1 2

J

D - I

A

B

C

-

K


For RC program: • There are two submissions scheduled as follows.

• Two weeks after the conference, submission of balance information.

• One month after the conference, submission of

1) Hard copy of full Financial Report

2) Conference proceeding

D - I

A

B

C

-

1

2



Remark: A copy of hiring contract must be attached.