CHECK LIST TO PROCESS A GRANT

BEFORE the meeting p

1. Is this a first time grantee? If not, please indicate the date of the last grant given in your cover memo. 2. Is the grant more than US$ 25,000? If so, you must include the 'audit' cost in the budget (Annex 2). 3. Have you used the templates on the intranet to create the necessary documents? 4. The full set of documents is duly filled in for submission to the Grants Committee, i.e. agreement + annexes from 1 to 4. 5. Have you confirmed the fund availability for this proposal with your budget focal point? Is it included in your cost plan? 6. The first draft proposal was submitted to PSMS by the deadline - for detail, please refer to the Grants Comittee's meeting schedule. 7. The final draft was resubmitted to PSMS by the deadline after the initial review done by PSMS. 8. Have you assigned a project officer for this proposal to present the request before the Grants Committee?
AFTER the meeting

9. Have the revisions been made in accordance with recommendations of the Grants Committee by referring to the signed meeting minutes? 10. Have you prepared a memo requesting PSMS to effect the first installment? 11. Has the grant agreement been signed by all parties? 12. Does PSMS have sufficient information (e.g. banking details) to effect the first payment?
AFTER the first installment payment

Add: have you sent the final reports to the Chief of PSMS with a cover memo ? Other queries - Consult PSMS

13. Have you received the narrative and financial mid-term reports if applicable? 14. Are you/is OHCHR field presence (when there is one) monitoring the project? Are the deadlines being met by the grantees? 15. Have you received the final report and was it satisfactory ? 16. Have you requested PSMS to arrange for the final payment through a memo? 17. Has the banking information changed since the last payment? 18. When is the next Grants Committee meeting and what are the deadlines for proposal submission? 19. Need to request for an extension the project implementation period ? 20. Need to request for an extension of the date to submit the final report ? 21. Need to change the banking information of the grantee ? 22. Need to request for a refund from the grantee ?

*** ANNEX 2 ***

BUDGET

Name of the proposed grantee Project reference and Number (to be filled by the OPCAT Special Fund)

Location: Period covered: Budget total: Category of Expenses by Activities Human Resources
Title/Function (% supported by this Grant) Title/Function (% supported by this Grant)

City

Country

DD/MM/YYYY - DD/MM/YYYY US$ xx,xxx.xx

Duration

Number of Units

Rate/Unit (USD)

OHCHR

Other Donors

Total Cost (USD)

Sub-total General Office Operating Cost

Description - e.g. Stationery Audit costs (for first time grantees)

Sub-total Activity No:1 Description

Description

0.00

Sub-total Activity No:2 Description

Description

Sub-total Activity No:3 Description

Sub-total Grand Total US $

#REF!