UK AID Direct Annual Review Financial Report Template and Guid

Contained in this file there are 3 worksheets, excluding this guidance sheet.
1. Worksheet 1 (Annual Financial Report) asks you to report on expenditure in the Financial Year of April 20xx- March 20xx - all gra
2. Worksheet 2 (VarianceNote (Annual Report)) asks you to report on any budget lines that have a variance to report in the financial
greater than 10% (either positive or negative) need to report on this.
3. Worksheet 3 (Financial Summary) asks you to report on all expenditure made on the project to date - all grant holders need to repo

Please note that all entries made within these worksheets should be made in £GBP

1. Worksheet 1: Annual Financial Report: This worksheet is used to capture project expenditure for the most recently comple

Please enter the reporting year in cell B4 (for example 2015/16) - this will automatically populate the appropriate report headings
(a) Budget Headings & Budget Amounts for the financial year: The Annual Financial report’s budget headings and budget lines s
of detail as the most up-to-date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant F
NOTE that the Annual Financial Report budget must include a detailed breakdown of budget items and NOT be based on the summa
normally used on quarterly claim forms).

(b) Actual Expenditure for the financial year: Please enter (for every individual budget line) the actual expenditures incurred over
year. Please insert figures in both the total project expenditure against the total project budget and the DFID only expenditure agains
DFID Actual Expenditure should normally equal the sum of all the actual expenditures reported on the quarterly claim forms that yo
in the relevant financial year. Please note that DFID's funding policy defines Actual Expenditure as expenditures that have actually b
reporting year. Actual Expenditures should NOT include accruals and/or commitments.

(c) Variances (Amounts and Percentages): A variance is a difference between the budgeted amount and actual expenditure for each
computed for each budget line by subtracting the actual expenditures from the budgeted amounts. You do not need to enter any dat
cells calculates it automatically. A positive result denotes an under-spend and a negative result (which will automatically show in re
also requires the calculation of the variance as a percentage (i.e. the item variance amount divided by the by the budget amount and m

2. Worksheet 2: Variance Notes: This worksheet is used to identify and capture all instances of variation along with their expl

(a) Variance Explanations: All variances greater than 10%, either positive or negative, need an explanation. Once the variances hav
Variance column in Worksheet 1 identifies which budget lines need to have explanatory notes made about them. Please insert the num
budget line in worksheet 2 respectively in column A. Then provide an explanatory note beside it in column B-N. Justifications should
why the total number of units forecast for each budget item has changed. The explanations should not be generic.

Please note that the Terms and Conditions of UK AID Direct grants require grant holders to request approval in advance for any trans
and any transfers of greater than 10% within budget sub-headings. If the variance has already been approved, please include the date
of the note you make.

3. Worksheet 3: Financial summary: This worksheet is to capture all the project expenditure to date
(a) Budget Headings & Budget Amounts: The Financial Summary's budget headings and budget items should follow the same stru
date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant Funding Agreement). It is im
Summary must include a detailed breakdown of budget items and NOT be based on the summary Budget headings only (which are no
 ORGANISATION NAME

PROJECT TITLE

UK AID Direct PROJECT No.

REPORTING YEAR DATE SUBMITTED

TOTAL COST OF PROJECT £0.00

TOTAL DFID CONTRIBUTION (in GBP) £0.00

OWN/OTHER CONTRIBUTION (in GBP) £0.00

NOTES ON
VARIANCE
TOTAL PROJECT BUDGET (including DFID CONTRIBUTION (Only (OR
BUDGET HEADINGS ANTICIPATED
DFID and Other contributions) DFID contributions)
VARIANCE)
OF +/-10%

TOTAL TOTAL ACTUAL AGREED DFID DFID ACTUAL

Please complete the headings following those used in your latest
PROJECT PROJECT TOTAL TOTAL BUDGET FOR EXPENDITURE
approved full budget. The headings below are for guidance only. BUDGET EXPENDITURE VARIANCE IN VARIANCE IN VARIANCE IN VARIANCE IN
Details are required under each heading. NOTE No.
0 0 £ % 0 0 £ %

A B C (A-B) D (C/Ax100) E F G (E-F) H (G/Ex100)

TOTAL TOTAL ACTUAL

CAPITAL EXPENDITURE PROJECT PROJECT Balance % of Spending DFID BUDGET DFID EXPENSE Balance % of Balance
BUDGET EXPENDITURE

£0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0! 1

£0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0! 2

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Sub-total £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!

PROJECT ACTIVITIES

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Sub-total £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!

ALL STAFF COSTS

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Sub-total £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!

OTHER ADMIN COSTS

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Sub-total £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!

MONITORING EVALUATION AND LESSON LEARNING

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Sub-total £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!

GRAND TOTAL £0.00 £0.00 £0.00 #DIV/0! £0.00 £0.00 £0.00 #DIV/0!
 ANNUAL FINANCIAL REPORT - VARIANCE NOTES
Please add more rows as required
Note No. Notes

10
11

12

13

14
 BUDGET HEADINGS TOT
TOTAL
PROJECT
BUDGET
Please complete the headings following those used in your latest full
budget. The headings below are for guidance only. Details are required
under each heading.

(All Years)
A
CAPITAL EXPENDITURE
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
Sub-total £0.00
PROJECT ACTIVITIES
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
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£0.00
£0.00
£0.00
 £0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
Sub-total £0.00
ALL STAFF COSTS
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
Sub-total £0.00
OTHER ADMIN COSTS
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
Sub-total £0.00
MONITORING EVALUATION AND LESSON LEARNING
£0.00
£0.00
£0.00
£0.00
£0.00
Sub-total £0.00

GRAND TOTAL £0.00

 TOTAL PROJECT BUDGET (including DFID and Other contributions)
TOTAL ACTUAL TOTAL ACTUAL TOTAL ACTUAL TOTAL ACTUAL
PROJECT PROJECT PROJECT PROJECT
EXPENDITURE EXPENDITURE EXPENDITURE EXPENDITURE

FY 1 FY 2 FY 3 FY 4
B C D E

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d Other contributions)
Total Actual Total Actual Expenditure to TOTAL DFID ACTUAL
Expenditure to end date as % of Total Project AGREED DFID EXPENDITURE
of this reporting Budget BUDGET
year

(All Years) FY1

F G H I

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 DFID CONTRIBUTION
DFID ACTUAL DFID ACTUAL DFID ACTUAL Total Actual DFID
EXPENDITURE EXPENDITURE EXPENDITURE Expenditure to end of
this reporting year

FY2 FY 3 FY4
J K L F

£0.00 £0.00 £0.00 £0.00

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 Total Actual DFID
Expenditure to date as % of
Total Project Budget

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