1. PRINCIPLES 2. GUIDELINES 3. PROCEDURES

Transcription

1 Managing Local Costs in Vietnam 1. PRINCIPLES CIDA funds should only be used to cover the incremental, as opposed to the recurrent costs, associated with a project. This support should be use to enhance, not jeopardise, the sustainability of the project. As a general rule, payments should be made for deliverables or services rendered and not for inputs to, or participation in, activities. Contributions to local costs should be calculated on the basis of market rates and be in line with the attached guidelines. The level and type of contribution to local cost support should be based on a realistic assessment of the counterpart s capacity to contribute to the project s success. The contribution of the counterpart organisation, however limited, should always be transparent and must always be accounted for. 2. GUIDELINES The Post, in collaboration with all CEAs, will publish and update on a regular basis a set of guidelines that summarise the basis and rates of payment for standard local cost items. This will ensure a consistency of burden sharing across project. 3. PROCEDURES In the case of new projects, both the CIDA and counterpart contributions to local costs should be spelled out in precise terms in the project MOU. In the case of ongoing projects, where this was not done, there should be an exchange of letters to correct this oversight. Before being signed by the CEA and its counterpart organisation, these letters must be approved by the CIDA project manager assigned to the project. In either case, these contributions should be managed through the annual work planning and reporting cycle established in the project MOU. Proper accounting of CEA and VEA contributions to local costs must be maintained and will be subject to audit. On an exceptional basis, a CIDA contribution to local costs may be made by getting approval for it from the CIDA project manager using an Authorisation for Approval (AFA) form. 1

2 Local Costs for CIDA projects based in Hanoi and Ho Chi Minh City Note: all amounts quoted below are recommended maximum rates. Lower rates can be applied in accordance with specific conditions and context. 1 LOCAL STAFF SALARIES CATEGORY Driver, clerk Secretary Admin. assistant, accountant, executive secretary Project officer Senior program officer TOTAL YEARLY GAINS US$ US$ US$ US$ US$ These yearly totals include base salaries, extra months, bonuses and allowances of all kinds. Payments should be made to each individual and not through a partner or third-party organisation. 2 LOCAL CONSULTANTS LEVEL 1 Junior US$ / day Academic degree with 3 years pertinent professional experience. University degree without pertinent professional experience. LEVEL 2 Intermediate US$ / day University degree with 7 years pertinent professional experience. Post Graduate degree with 5 year pertinent professional experience. (Academic degrees with significant pertinent experience could be considered). LEVEL 3 Senior US$ / day University degree with 15 years of professional experience. Post Graduate degree with 12 years of professional experience. 2

3 LEVEL 4 Prestige negotiated on an ad hoc basis considering on-going market rates Senior officials holding or having held high-ranking positions in the political or governmental apparatus, in the private domain, or in the scientific community. 3 CONTRACTED SERVICES Interpreters non simultaneous $US per day (*) simultaneous $US per day (*) (*) Could be higher under very special circumstances Translations English to Vietnamese Vietnamese to English Expert contributions 3-5 $ per page 3-6 $ per page $US per report 4 MEALS (IN VND) MAXIMUM RATES: Breakfast Lunch Dinner TOTAL (*) Hanoi and HCMC VND Other cities VND (*) no incidental fees 5 ACCOMMODATION Paid at actual cost. 6 IN-COUNTRY TRAVEL COSTS Paid at actual cost when feasible. Otherwise, use a reasonable rate. Example of possible travel rates for participation at a workshop: Travel by land (round trip) non-resident 10,00 $US / traveller + 2,00 $US / training day for local transport. Adjust accordingly if travelling by group. Residents 2,00 $US / traveller / training day. 3

4 7 TRAVEL OUTSIDE VIETNAM Payment in accordance with the Treasury Board Directives. 8 WORKSHOP ORGANISATION Payment: as a lump sum for the actual organisation and delivery of the workshop. This implies that the counterparts submits a global invoice for the entire workshop planning and organisation. The payment is done on the basis of this invoice, and not on a series of individual workshop expenses and receipts. The payment is tied to the agreed deliverable. Costing the workshop: to determine a reasonable global workshop cost, the following guidelines/examples can be used where applicable, along with rates described in previous paragraphs: Material (photocopies, bindings, books, documentation.) : estimated actual cost. Meeting facilities (if cannot be provided by project counterpart) : actual cost. Coffee breaks : 1,00 $US / participant / break. Helpers (for break services, water, overhead projectors ) maximum of 10,00 $US / day for 2 helpers or more or actual costs when in hotel. Other costs (stationary, farewell party, communications ) estimated actual costs, with a maximum of 2% of total costs. Local organisation and planning: according to the additional work actually done by the counterpart towards organising the activity, with a maximum of 7% of total workshop expenses managed by the counterpart. 4

5 Local Costs for Province-Based CIDA Projects in Vietnam Note: all amounts quoted below are recommended maximum rates. Lower rates can be applied in accordance with specific conditions and context. 9 LOCAL STAFF SALARIES CATEGORY Driver, clerk Secretary Admin. assistant, accountant, executive secretary Project officer Higher levels officers TOTAL YEARLY GAINS US$ US$ US$ US$ Ad hoc negotiations These yearly totals include base salaries, extra months, bonuses and allowances of all kinds. Payments should be made to each individual and not through a partner or third-party organisation. 10 LOCAL CONSULTANTS LEVEL 1 Junior US$ / day Academic degree with 3 years pertinent professional experience. University degree without pertinent professional experience. LEVEL 2 Intermediate US$ / day University degree with 7 years pertinent professional experience. Post Graduate degree with 5 years of pertinent professional experience. (Academic degrees with significant pertinent experience could be considered). LEVEL 3 Senior US$ / day University degree with 15 years of professional experience. Post Graduate degree with 12 years of professional experience. LEVEL 4 Prestige or Outside Consultants 5 negotiated on an ad hoc basis considering on-going market rates Senior officials holding or having held high-ranking positions in the political or governmental apparatus, in the private domain, or in the scientific community.

6 11 CONTRACTED SERVICES Interpreters Translations non simultaneous (English to Vietnamese OR Vietnamese to English) Expert contributions $US per day VND per words According to consultant fees and work done. 12 MEALS (IN VND) MAXIMUM RATES: Breakfast Lunch Dinner TOTAL (*) Hanoi and HCMC VND Other cities VND (*) no incidental fees 13 ACCOMMODATION Paid at actual cost. 14 IN-COUNTRY TRAVEL COSTS Paid at actual cost when feasible. Otherwise, pre-negotiate a reasonable rate. 15 TRAVEL OUTSIDE VIETNAM Payment in accordance with the Treasury Board Directives. 16 WORKSHOP ORGANISATION Payment: as a lump sum for the actual organisation and delivery of the workshop. This implies that the counterparts submits a global invoice for the entire workshop planning and organisation. The payment is done on the basis of this invoice, and not on a series of individual workshop expenses and receipts. The payment is tied to the agreed deliverable. Costing the workshop: to determine a reasonable global workshop cost, the following guidelines/examples can be used where applicable, along with rates described in previous paragraphs: 6

7 Material (photocopies, stationary, bindings, books, documentation.) : estimated actual cost. Meeting facilities (if cannot be provided by project counterpart) : actual cost. Coffee breaks : 1,00 $US / participant / break. Helpers (for break services, water, overhead projectors ) maximum of 10,00 $US / day for 2 helpers or more or actual costs when in hotel. Local organisation and planning: according to the additional work actually done by the counterpart towards organising the activity, with a maximum of 7% of total workshop expenses managed by the counterpart. 7