2nd Disbursement Asha-Austin Projects Checklist for Approval (Oct to March)

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This is towards making the disbursement process efficient as our # of projects have scaled. It is also meant as a checklist for project stewards in working with the project partner to meet ALL requirements.

WHY - TIMELY DISBURSEMENTS.

We need to ensure timely disbursements for the following reasons:

a. Ensure our funds are sent to our project manner in a timely manner
b. Meet our chapter financial planning goals and end of year WCR
c. Failing to disburse leads to loss of funds from Asha-wide general funds (GF) split (with 1:1 local FR match, and top-off amounts to WCR of 1.5) and worst case, give back chapter funds to Asha-wide general funds
d. The timelines are working with current WCR rules and Sept 30 deadline for all checklist submissions

e. Deadline for the project stewards to submit requests for disbursement with this checklist is Sept 15

Useful links:

1. Chapter WCR tracker and financial planning sheet
https://docs.google.com/spreadsheets/d/1iBlDL927VganqbKaHjsbly__yXoKrWl9SQq68JnZXi8/edit#gid=1832195456

2. Asha Central Projects questionnaire
https://docs.google.com/forms/d/e/1FAIpQLSfvVOg93r5Xv8fHgyk1rC350R14k_kPsnzh9-kicuWyLgBFtQ/viewform

3. Sample Audit Utilization Report (to be made mandatory, checklist item for 2nd disbursement, as is usually available June-September, strict tracking of foreign contributions by India - shows funds sent and utilized as per approved line-items)
https://ashadocserver.s3.amazonaws.com/972_KWSAuditUtilizationReport2018-19.pdf

4. Sample Site Visit Report
https://ashadocserver.s3.amazonaws.com/972_KhushbooWelfareSociety-SitevisitNov2016.pdf

5. Sample Budget (should be April-March, e.g. April 2019 to March 2020)
https://ashadocserver.s3.amazonaws.com/972_KWS2019-20Budget.pdf

6. Sample Annual Review
https://ashadocserver.s3.amazonaws.com/972_KWS_Annual_Review_2018-19.pdf

7. SmugMug Folder
https://www.smugmug.com/app/organize/Asha-Austin

Email *

akulka2703@gmail.com

Project Name *

Saron Jehovah Yeereh Trust

Project Steward Name *

Alisha Kulkarni

Please ensure you meet all checklist requirements below to request for second disbursement of funds. *

0. Is the FCRA account of your project partner valid ? If not, please have them get their FCRA renewed/approved. Funds cannot be sent without valid FCRA.

1. Is the site visit for your project valid ? (< 18 months for urban, < 24 months for rural) If not, please have this done and site visit presented in the chapter before submitting this form.

2. Have you presented a six-monthly update for Apr-Sept of current funding year in a chapter meeting ?

3. Have you presented the funds utilization report for Apr-Sept (1st disbursement) of current funding year in a chapter meeting ?

4. Have you presented the audit report of the previous funding year in a chapter meeting ?

5. Have you presented the audit utilization certificate for the previous funding year in a chapter meeting (Should show funds from Asha-Austin under income in the FCRA account and utilization, as per sample given above) ?

6. Have you presented the list of students and staff on roll for the project partner in a chapter meeting ?

7. Have you confirmed the revised project specific funds available for the project from the chapter treasurer (to supplement chapter general funds allocation for projects during wean-off period only, Years 4-7) and included accordingly ?

8. Have you addressed all the action items and concerns raised in the chapter meeting during the updates ?

9. Have you shared all of your documents to all volunteers in the asha_austin@googlegroups.com ?

10. Have you uploaded #1, #2, #3, #4, #5 to your project page ? (Documents need to be uploaded by logging into admin.ashanet.org using your Asha Wiki login)

11. Have you submitted the Asha-wide disbursement checklist ? (Please submit here at https://admin.ashanet.org/login using your volunteer wiki login)

Other:

Required

What is the project partner's WCR (average over 2 years). *

0.053

What is the %OPEX from Asha-Austin towards project partner ? *

What is the %OPEX from Asha for Education towards project partner ? *

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