Instructions on how to prepare monthly wire projections

Submission date
Monthly cash projections should be submitted to URC HQ on the 18th of every month. (If the 18th falls on a weekend, the information should be submitted on the following working day)

1. MONTHLY WIRE TRANSFER REQUEST PACKAGE

The package consists of the following tabs that should be submitted as part of the monthly wire projection:
1 a) The cover page tab (wire transfer request form)
1 b) The monthly cash projections
1 c) Week 1&2 and Week 3&4 projected expenses
1 d) The mid & month-end cash book balance
1 e) The planning worksheet

1 a) The cover page tab (wire transfer request form)

The cover page tab of the report should include the correct project code and updated bank account information. The value of the wire transfer request should be reflected in USD using the most current exchange rate.
The cover page tab should be dated and signed by the preparer of the report (Finance Admin.). It should be reviewed and approved by the head of the finance department in the field.

1 b) The monthly cash projection tab

The monthly cash projections tab is comprised of the monthly expenses that are anticipated to be incurred within the corresponding calendar month (i.e. the 1st through the 31st)
Monthly cash projections tab includes the monthly estimate of Payroll, Consultants, Travel costs, Other direct costs and Grants by their respective transaction/GL expense codes. (e.g. 5200-10-07 for Consultants).
Please do not add or remove any of the transaction GL codes and their descriptions. (If additional descriptions are necessary, please include your comments on the weekly expense worksheet).

1 c) Week 1&2 and Week 3&4 projected expenses

The bi- weekly expense worksheet tabs should be completed to assist in determining the anticipated costs on a bi-weekly basis.
The calculated totals for each bi-week expenses should be reflected within the monthly cash projection spreadsheet

Weeks 1&2 corresponds to the anticipated expenses from the 1st-14th of the month and Weeks 2&3 corresponds to the anticipated expenses from the 15th-31st of the month
Supplemental/Emergency wires enroute to be received before the 1st & 15th of month: Include any emergency/supplemental wire sent during the first two weeks and last two weeks of the month.

1 d) The mid & month-end cash book balance

On (or about) the 27th of each month, complete the month-end cash book balance on the monthly cash projections tab and email to [email protected] along with a copy of all bank statements if month-end bank statement is obtainable
On (or about) the 11th of each month, complete the mid-month cash book balance on the monthly cash projections tab and email to [email protected] along with a copy of all bank statements if mid month bank statement is obtainable
**In the event that changes need to be made to the original projection, please send the changes along with the submission of the corresponding cash book balance

1 e) The planning worksheet

If a workplan is not available and assistance is needed to project amount needed for a workshop/activity, please complete the planning worksheet

Relevant purchase orders, subcontracts, grants, projections

Purchase Orders
Based on URC policy, the procurement of goods and services valued in excess of $5,000 requires a purchase order to be approved by the HQ VP of Contracts. Wire requests should not be
made for corresponding transactions unless the respective purchase orders have been approved. Approved purchase orders should be made available for HQ review.

Subcontracts/ Grants
The payment terms of the respective subcontract or grant should be available for HQ review, along with the subcontractor/grantee invoice, and documentation to substantiate
whether applicable deliverables have been completed.
 Ecuador
G&A
WIRE TRANSFER REQUEST

TO: HQ Finance Field Accounting

FROM: Felipe Henao-Restrepo
DATE: 6/16/2020
PERIOD COVERED: Sep-16

Please arrange for the following wire transfers to be charged to 1000-80-010

$ 13,260 30-Aug-16
$ 1,620 13-Sep-16

See attached detailed explanation of funding needs.

Bank Name Produbanco

Bank Address: Avenida Amazonas y Japón. Quito-Ecuador.
Swift Code: PRODECEQ
Account Name: Center For Human Services
Account Number: 0210200608-1
Intermediary Bank Name:
Intermediary Bank Swift Code:

Prepared by: Gabriela Izquierdo Date: 6/16/2020

[Field Finance Admin/Accountant]

Approved by: Jorge Hermida Date: 6/16/2020

[Chief of Party / Country Director]

Reviewed by: Date:

Felipe Henao-Restrepo

Approved by: Date:

[Officer in Charge or Delegate]
FROM: Felipe Henao-Restrepo
PROJECT NAME: Ecuador msangeorge:
DATE: 8/11/2016 Enter first date of month
here
SUBJECT: MONTHLY PROJECTION
PERIOD: Sep-16
Total
From: To: From: To: for
09/01/16 09/14/16 09/15/16 09/30/16 Current
Covered by wire(s) to be sent: 08/30/16 09/13/16 Month
Amount US$ Amount US$ Amount US$
PAYROLL
5100-10-XXX Allowances $ - $ - $ -
5100-15/6-013/4 HCN & TCN Labor & Benefits $ 2,533.00 $ - $ 2,533.00

CONSULTANTS
5200-10-007 Consultants $ 9,380.00 $ - $ 9,380.00

TOTAL PROJECTED LABOR $ 11,913.00 $ - $ 11,913.00

TRAVEL
5300-XX-0X0 Total Projected Travel Expenses $ - $ - $ -

OTHER DIRECT COSTS

5400-25-004 Participant training $ - $ - $ -
5400-10-XXX Insurance $ - $ - $ -
5400-50-006 Books, dues & subsc. $ - $ - $ -
5400-20-001 Registration fee $ - $ - $ -
5400-50-009 Data processing $ - $ - $ -
5400-50-014 Equipment rental $ - $ - $ -
5400-45-XXX Moving & storage $ - $ - $ -
5400-50-001 Bank fees $ 70.00 $ 70.00 $ 140.00
5400-50-002 Legal fees $ - $ - $ -
5400-50-003 Accounting fees $ 100.00 $ - $ 100.00
5400-50-024 Office supplies $ 500.00 $ 1,300.00 $ 1,800.00
5400-50-027 Postage & freight $ 200.00 $ - $ 200.00
5400-50-007 Recruiting/advertising $ - $ - $ -
5400-50-030 Rent $ 1,100.00 $ - $ 1,100.00
5400-50-031 Utilities $ 50.00 $ - $ 50.00
5400-30-XXX Repairs & maintenance $ - $ - $ -
5400-50-033 Stipends $ - $ - $ -
5400-50-035 Outside labor (no overhead) $ 2,050.00 $ - $ 2,050.00
5400-50-037 Telephone $ 200.00 $ 250.00 $ 450.00
5400-50-038 Internet $ 205.00 $ - $ 205.00
5400-40-XXX & $ - $ - $ -
5400-41-XXX Expendable & Non-Expendable Equipment
5400-50-043 Printing/Copying/Reproduction $ - $ - $ -
5400-50-044 Video/audio recording $ 2,110.00 $ - $ 2,110.00
5400-50-049 Commodities $ - $ - $ -
5400-55-XXX Project Activities/Events $ - $ - $ -

TOTAL PROJECTED DIRECT COSTS $ 6,585.00 $ 1,620.00 $ 8,205.00

SUBCONTRACTOR/GRANTEE EXPENSES
5500-10-XXX Total Projected Subcontractor/Grantee Adv/Expenses $ - $ - $ -

TOTAL PROJECTED EXPENSES $ 18,498.00 $ 1,620.00 $ 20,118.00

SEMI-MONTHLY CASH BALANCE REPORT

BOOK BALANCE DUE DATES: 8/26/16 9/9/16

A Bank Balance $ 7,945.56 -

B less Outstanding Checks 2,710.89 -
A-B=C Book Balance (USD Account) 5,234.67 -

D Bank Balance - -
E less Outstanding Checks - -
D-E=F Book Balance (Local Currency Account) - -
G Exchange Rate 1.000000 1.000000
F/G=H Book Balance (Local Converted to USD) - -

C+H=J Total Field Book Balance 5,235 -

K Projected Expenses 18,498 1,620

L Minimum Required Bank Balance/Reserve - -

M Actual amount of wire transfer 13,263 1,620

 URC / CHS Bi-Weekly Field Wire Transfer Detail
PLEASE ADD DETAIL FOR ANY AMOUNT OVER $5,000

Local Currency Amount USD Please add detail here if there is no detail section
Amount
5100-10-XXX Allowances (expatriates only) - $ -
5100-15/16-XXX Total Payroll 2,533.00 $ 2,533.00 Exch Rate: 1.00
5200-10-007 Consultants 9,380.00 $ 9,380.00 See below Section #1 pls input $1 if projecting expenses in USD
5300-XX-XXX Travel Expenses - $ - See below Section #2
5400-25-004 Participant training - $ -
5400-10-XXX Insurance - $ - See below Section #3
5400-50-006 Books, dues & subsc. - $ -
5400-20-001 Conf. Registration Fees - $ -
5400-50-009 Data processing - $ -
5400-50-014 Equipment rental - $ -
5400-45-XXX Moving & storage - $ -
5400-50-001 Bank fees 70.00 $ 70.00
5400-50-002 Legal fees - $ -
5400-50-003 Accounting fees 100.00 $ 100.00 Servicios agosto 2016

5400-50-024 Office supplies 500.00 $ 500.00 See below Section #4

5400-50-027 Postage & freight 200.00 $ 200.00
5400-50-007 Recruiting & relocation - $ -
5400-50-030 Rent 1,100.00 $ 1,100.00 See below Section #5
5400-50-031 Utilities 50.00 $ 50.00
5400-30-XXX Repairs & maintenance - $ -
5400-50-033 Stipends - $ -
5400-50-035 2,050.00 $ 2,050.00 Traducción
"improving Health
Outside labor (no overhead) Care"
5400-50-037 Telephone 200.00 $ 200.00
5400-50-038 Internet 205.00 $ 205.00 Servicio de internet
septiembre 2016
5400-40/41-XXX Expendable & Non-Expendable Equip. - $ - See below Section #6
5400-50-043 Printing/Copying/Reproduction - $ -
5400-50-044 Video/audio recording 2,110.00 $ 2,110.00 mantenimiento SMI por agosto

5400-50-049 Commodities - $ - See below Section #7

5400-55-XXX Project Activities/Events - $ - See below Section #8
5500-10-XXX Subcontractor/Grantee Exp/Adv - $ - See below Section #9
TOTAL PROJECTED EXPENSES $ 18,498.00
|
SECTION #1: CONSULTANTS 5200-10-007 SECTION #2: TRAVEL EXPENSES 5300-XX-XXX
Consultant's name Total Payment USD Add'l Comments Traveler's Name Destination Total Payment USD Add'l Comments
Ximena Gudiño 3,480.00 3,480.00 Consultora Zika 4
Países. Coordinación
equipo comunicación
Agosto

HTL Corporacion Publicitaria 3,000.00 3,000.00 Digitación y análisis

de datos HOIMA
Uganda
Marcelo Aguilar 2,500.00 2,500.00 Consultoría Módulos
Curso Presencial Zika

-
Sonia Baño 400.00 400.00 Reemplazo
vacaciones Gabriela
Izquierdo
-
-
- -
- -
- -
- -
- -
TOTAL 9,380.00 9,380.00 TOTAL - -

SECTION #3: INSURANCE 5400-10-XXX SECTION #4 OFFICE SUPPLIES 5400-50-024

Description Total Payment USD Add'l Comments Description Total Payment USD Add'l Comments
- Caja chica 300.00 300.00
- Suministros de limpieza 200.00 200.00
- -
- -
TOTAL - - TOTAL 500.00 500.00

SECTION #5: RENT 5400-50-030 SECTION #7: COMMODITIES 5400-50-030

Description Total Payment USD Add'l Comments Description Total Payment USD Add'l Comments
Arriendo de oficina y condominio 1,020.00 1,020.00 -
Renta de parqueadero agosto 80.00 80.00 -
- -
- -
TOTAL 1,100.00 1,100.00 TOTAL - -

SECTION #6 EQUIPMENT 5400-40-XXX 5400-41-XXX

Non-Expendable Expendable
Equipment (over Equipment (under
Description $500/unit) USD $500/unit) USD Add'l Comments
- -
- -
- -
- -
- -
TOTAL - - - -

SECTION #8 CONFERENCES / ACTIVITIES 5400-55-XXX SECTION #9: SUBCONTRACTORS/GRANTEES (5500-10-XXX)

Description Total Payment USD Add'l Comments Name Exp Reimb. Advance USD Add'l Comments
See Planning Worksheet - - -
-
- -
- -
- -
TOTAL - - TOTAL - - -
 URC / CHS Bi-Weekly Field Wire Transfer Detail
PLEASE ADD DETAIL FOR ANY AMOUNT OVER $5,000

Local Currency Amount USD Please add detail here if there is no detail section
Amount
5100-10-XXX Allowances (expatriates only) - $ -
5100-15/16-XXX Total Payroll - $ - Exch Rate: 1.00
5200-10-007 Consultants - $ - See below Section #1 pls input $1 if projecting expenses in USD
5300-XX-XXX Travel Expenses - $ - See below Section #2
5400-25-004 Participant training - $ -
5400-10-XXX Insurance - $ - See below Section #3
5400-50-006 Books, dues & subsc. - $ -
5400-20-001 Conf. Registration Fees - $ -
5400-50-009 Data processing - $ -
5400-50-014 Equipment rental - $ -
5400-45-XXX Moving & storage - $ -
5400-50-001 Bank fees 70.00 $ 70.00
5400-50-002 Legal fees - $ -
5400-50-003 Accounting fees $ -
5400-50-024 Office supplies 1,300.00 $ 1,300.00 See below Section #4
5400-50-027 Postage & freight - $ -
5400-50-007 Recruiting & relocation - $ -
5400-50-030 Rent - $ - See below Section #5
5400-50-031 Utilities - $ -
5400-30-XXX Repairs & maintenance - $ -
5400-50-033 Stipends - $ -
5400-50-035 Outside labor (no overhead) - $ -
5400-50-037 Telephone 250.00 $ 250.00
5400-50-038 Internet - $ -
5400-40/41-XXX Expendable & Non-Expendable Equip. - $ - See below Section #6
5400-50-043 Printing/Copying/Reproduction - $ -
5400-50-044 Video/audio recording - $ -
5400-50-049 Commodities - $ - See below Section #7
5400-55-XXX Project Activities/Events - $ - See below Section #8
5500-10-XXX Subcontractor/Grantee Exp/Adv - $ - See below Section #9
TOTAL PROJECTED EXPENSES $ 1,620.00

SECTION #1: CONSULTANTS 5200-10-007 SECTION #2: TRAVEL EXPENSES 5300-XX-XXX

Consultant's name Total Payment USD Add'l Comments Traveler's Name Destination Total Payment USD Add'l Comments

-
- -
- -
- -
- -
- -
TOTAL - - TOTAL - -

SECTION #3: INSURANCE 5400-10-XXX SECTION #4 OFFICE SUPPLIES 5400-50-024

Description Total Payment USD Add'l Comments Description Total Payment USD Add'l Comments
- Pago de impuestos retenidos en agosto 2016 1,000.00 1,000.00 honorarios, compras
de bienes y servicios,
mantenimiento web.
- Caja chica 300.00 300.00
-
- -
TOTAL - - TOTAL 1,300.00 1,300.00

SECTION #5: RENT 5400-50-030 SECTION #7: COMMODITIES 5400-50-030

Description Total Payment USD Add'l Comments Description Total Payment USD Add'l Comments
-
- -
- -
- -
TOTAL - - TOTAL - -

SECTION #6 EQUIPMENT 5400-40-XXX 5400-41-XXX

Non-Expendable Expendable
Equipment (over Equipment (under
Description $500/unit) USD $500/unit) USD Add'l Comments
- - -
- -
- -
- -
- -
TOTAL - - - -

SECTION #8 CONFERENCES / ACTIVITIES 5400-55-XXX SECTION #9: SUBCONTRACTORS/GRANTEES (5500-10-XXX)

Description Total Payment USD Add'l Comments Name Exp Reimb. Advance USD Add'l Comments
See Planning Worksheet - - -
- -
- -
- -
- -
TOTAL - - TOTAL - - -
 Workshop/Activity Planning Worksheet

M&IE Lodging Transportation (if applicable) Supplies/Meals (if applicable)

Number of
Number of Location of Number of
Workshops/Activities, etc. Dates of Workshop/Activity Paid M&IE Lodging Transportat Total Total Cost
Participants Workshop/Activity Total Number Total Days
Days M&IE Rate Rate Per ion Rate Per Transporta Meals Printing Other
M&IE of Lodging Transporta
(includes Night Day tion
Nights tion Paid
travel days)

[MONTH/DAY TO
[NAME OF THE ACTIVITY] MONTH/DAY] [CITY]
WEEK 1 & WEEK 2
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
TOTAL - - - - - - -

WEEK 3 & 4
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
TOTAL - - - - - - -

*** Note: This worksheet should be completed to plan for conference/training/activites. A workplan budget can be prepared and submitted in lieu of completing this sheet.