HOTEL INVOICE

VERIFICATION FORM

responsibility of the person who made the hotel booking/traveler, or the person who implemented the activity/

A. NAME OF ACTIVITY AND PROJECT NAME

1. Activity Name: Kenya - Ethiopia RISE TEAM- Oxygen Cordination Budget no: 211249
2. Start date: 19th November 2023 End date: 24th November 2023
3. Project name: RISE- ETHIOPIA ION: 90095455:USAID-TMEC HL.4

B. ENSURE THE FOLLOWING ARE PROVIDED/ATTACHED

not apply to the invoice being presented, indicate N/A)

1. Approved budget supporting the activity and JEMS event participants list ✔
2. Hotel booking
(All hotel bookings must be done in an e-mail and a proforma invoice/quotation requested, which ✔
should be attached to the invoice. Ensure that the hotel is not charging more than the negotiated rate).

3. List of participants
(Daily register must be filled and provided to finance together with the invoice. The Jhpiego
register must be accompanied with the hotel list. The register must clearly show the date for
which the list relates to, the activity name and the venue. The list of participants must match
with what is billed in the invoice. Any variation must be justified)

4. Is the number of participants in the desk register matching with the ones in
the invoice?
YES NO

held in a hotel for more than one day, the number of participants in the desk register must
match with the ones in the invoice from the second day to the last day of the conference)

Accommodation Only
5. Rooming list
✔
(Where staff /participants are being accommodated in hotel, a hotel rooming list must be
provided clearly showing the checking and check out date and the room number)

6. ETR receipt/ESD stamp

✔
(For any hotel invoice with VAT amount, an ETR receipt or ESD stamp must be attached)

7. Itemized hotel invoice

(The invoice must clearly show the breakdown of the items being billed)
✔

8. Review and approval of the invoice

(The invoice must be reviewed by the traveler and approved by the activity supervisor/ ✔
Project Lead)

of other costs
✔
(Where airport pick up has been provided, this must have been included in the approved

was actually provided must be provided. Where participants are booked on half board,
and a staff opts to take dinner in a hotel instead of claiming dinner per diem, a list of
such staff must be provided clearly showing the name and the date the meals were taken)

N/B: All the costs in the budget should have been budgeted for in the approved budget.

C. REVIEW AND APPROVAL

Prepared by: Signature: Date:

(Traveler/staff responsible for activity)

Approved by: Signature: Date:

(Activity Supervisor/Project Lead)

Approved by: Signature: Date: