Filetype Excel XLS | Posted on 09 Aug 2022 | 3 years ago
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226x Filetype XLS File size 0.21 MB Source: www.ukaiddirect.org
Sheet 1: Guidance notes
| UK AID Direct Annual Review Financial Report Template and Guidelines |
| 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 grant holders need to report on this. |
| 2. Worksheet 2 (VarianceNote (Annual Report)) asks you to report on any budget lines that have a variance to report in the financial year - all grant holders with variance 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 report on this. |
| 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 completed financial year |
| 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 should follow the same structure and level of detail as the most up-to-date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant Funding Agreement). It is important to NOTE that the Annual Financial Report budget must include a detailed breakdown of budget items and NOT be based on the summary Budget headings only (which are 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 all four quarters of the relevant financial year. Please insert figures in both the total project expenditure against the total project budget and the DFID only expenditure against the DFID only budget. The total of the DFID Actual Expenditure should normally equal the sum of all the actual expenditures reported on the quarterly claim forms that your organisation submitted for the project in the relevant financial year. Please note that DFID's funding policy defines Actual Expenditure as expenditures that have actually been incurred and paid for within the 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 budget item. The variance amount is computed for each budget line by subtracting the actual expenditures from the budgeted amounts. You do not need to enter any data into this column as the formula in the cells calculates it automatically. A positive result denotes an under-spend and a negative result (which will automatically show in red text) denotes an over-spend. The report also requires the calculation of the variance as a percentage (i.e. the item variance amount divided by the by the budget amount and multiplied by 100%). |
| 2. Worksheet 2: Variance Notes: This worksheet is used to identify and capture all instances of variation along with their explanatory notes |
| (a) Variance Explanations: All variances greater than 10%, either positive or negative, need an explanation. Once the variances have been calculated, look at the Notes on Variance column in Worksheet 1 identifies which budget lines need to have explanatory notes made about them. Please insert the number of the variance from the respective budget line in worksheet 2 respectively in column A. Then provide an explanatory note beside it in column B-N. Justifications should include why unit costs have changed and 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 transfer of funds between budget sub-headings and any transfers of greater than 10% within budget sub-headings. If the variance has already been approved, please include the date of the confirmation of approval in the cell 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 structure and level of detail as the most up-to-date agreed budget used for the preparation of your current Grant Funding Agreement (or Revised Grant Funding Agreement). It is important to NOTE that the Financial Summary must include a detailed breakdown of budget items and NOT be based on the summary Budget headings only (which are normally used on quarterly claim forms). |
| (b) Actual Expenditure for the Financial Years: These columns should capture (for each individual budget item) the actual expenditures incurred over all four quarters of the relevant financial year. Please report on the expenditure for every financial year of the project to-date. Figures are required for both the total project expenditure against the total project budget and the DFID grant expenditure against the DFID contribution. The total of the 'DFID Actual Expenditure' should equal the sum of all the actual expenditures reported on the quarterly claim forms submitted for the project to-date. Please note that DFID's funding policy defines 'Actual Expenditure' as expenditures that have actually been incurred and paid for within the reporting year. Actual Expenditures should NOT include accruals and/or commitments |
| 4. Formatting notes on this template |
| To insert additional rows, right click on the row number below where you wish to insert the new row and choose INSERT. |
| To delete a row, right click on the row number you wish to remove and choose DELETE. |
| Grey coloured columns do not require you to enter any data as they have formulas in the cells that will calculate automatically. Please DO NOT change these formula |
| Other colours used in this file do not bear any significance, they are used to make the format easier to view |
| Worksheets 1 and 3 have been set up to print on A3 landscape paper. This guidance sheet and worksheet 2 are set up as A4 portrait |
| 5. Please check that the information you are submitting is complete and accurate: |
| Does the report include a detailed breakdown of the agreed budget for the period 1st April to March 31st March, for both total budget and the DFID contribution? |
| Does the total DFID budget for the year correspond to the most recently agreed Grant Agreement or revised Grant Agreement for the period? |
| Does the breakdown of expenditure per main budget sub-heading agree with the expenditure reported on the cumulative claim forms over the year? |
| Have significant budget variances been clearly explained? If there was an approval of these variances has this been clearly stated? |
| Annual financial reports should be submitted with the annual narrative progress reports according to the deadlines identified in your Grant Arrangement or in subsequent guidance. |
| 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 | ||||||||
| BUDGET HEADINGS | TOTAL PROJECT BUDGET (including DFID and Other contributions) | DFID CONTRIBUTION (Only DFID contributions) | NOTES ON VARIANCE (OR ANTICIPATED VARIANCE) OF +/-10% | ||||||
| Please complete the headings following those used in your latest approved full budget. The headings below are for guidance only. Details are required under each heading. | TOTAL PROJECT BUDGET | TOTAL ACTUAL PROJECT EXPENDITURE | TOTAL VARIANCE IN | TOTAL VARIANCE IN | AGREED DFID | DFID ACTUAL | VARIANCE IN | VARIANCE IN | NOTE No. |
| BUDGET FOR | EXPENDITURE | ||||||||
| 0 | 0 | £ | % | 0 | 0 | £ | % | ||
| A | B | C (A-B) | D (C/Ax100) | E | F | G (E-F) | H (G/Ex100) | ||
| CAPITAL EXPENDITURE | TOTAL PROJECT BUDGET | TOTAL ACTUAL PROJECT EXPENDITURE | Balance | % of Spending | DFID BUDGET | DFID EXPENSE | Balance | % of Balance | |
| £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 | |
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| Sub-total | £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | |
| PROJECT ACTIVITIES | |||||||||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| Sub-total | £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | |
| ALL STAFF COSTS | |||||||||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| Sub-total | £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | |
| OTHER ADMIN COSTS | |||||||||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| Sub-total | £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | |
| MONITORING EVALUATION AND LESSON LEARNING | |||||||||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| £0.00 | £0.00 | £0.00 | #DIV/0! | £0.00 | £0.00 | £0.00 | #DIV/0! | ||
| 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 | |||||||||||||
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