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FINANCING BY THE SURINAME CONSERVATION FOUNDATION [top]
Activities supported by the Suriname Conservation Foundation must be ecologically sustainable and should be carried out in a manner beneficial to the Surinamese population in general, but particular for the population living in the area of the activity as well as to the ecosystem.

The Foundation’s capital and income shall be used in accordance with the specifications of donors, testators, or other sources, but only for activities approved by the Foundation’s Board and consistent with the Foundation’s objectives.

To secure the proper management of the financial means, the recipient has the obligation to give an accurate account as indicated in the financial agreements.

FINANCIAL RESPONSIBILITY [top]
The Suriname Conservation Foundation will raise funds from various national and international donors. Consequently the Suriname Conservation Foundation will be accountable to its donors for the expenditure of funds.

Thus, an essential term of the contract is that the grantee reports to the Foundation on the project progress and the expenditure of grant funds when required by the contract or at the written request of the ED of the SCF.

Such reports play an extremely important role in enabling the SCF to monitor its biodiversity conservation activities and expenditures. Further more these reports are of great value to the SCF’s information and fund-raising activities.

The Grantee should use the following format.

TECHNICAL PROGRESS REPORT [top]
The report will be used to update the SCF project database and should be concise, factual and
shall not exceed 1500 words. Information should be presented in the format:

1. Project number and title

2. Name and address of the grantee

3. Name and address of implementing agency

4. Reporting period

5. Introduction, brief description of the project, and a statement of the specific problem / issues or requirement that led to the project initiation

6. Objective: objective of the project as per the attached project document in the contract agreement

7. Methods and activities: methods developed and activities undertaken during the reporting period

8. Progress in implementation: This section should include updates to the SCF on the status of implementation of the project. The prospects of accomplishment of the objectives should be outlined and any obstacles/constraints/problems to progress should be clearly described

9. Future activities: brief description on planned activities for next reporting period.

FINANCIAL PROGRESS REPORT [top]
The Financial Progress Report is an essential condition of each grant and each grantee should submit the Financial Progress Report on the date stipulated in the grant agreement.

The Financial Progress Report should provide actual project expenditures as well as comparison of such actual expenditures to the amounts shown in the agreed budget. The Financial Progress Report must follow the agreed upon budget account heads.

The Financial Progress Report shall be submitted in the following format:

Note: in the Financial Progress Report the balance >10 % and <10 % of the agreed budget should be clearly justified. The excess in expenditure > 10 % should be obtained prior approval from the SCF.

The project-executing agency, if different from the grantee, must retain documentary evidence of all expenditures (vouchers, receipts etc.) and be prepared to submit these records to the SCF auditors or the SCF management unit.

REGULAR PROGRESS REPORT [top]
The grantee should submit regular Progress Reports in the above format. Regular Progress Reports may be quarterly or bi-annually as stated in the grant agreement.

FINAL PROJECT REPORT [top]
The final Project Report should not exceed 3,000 words and should follow the above format. However, item no. 9 of the reporting format should be replaced by the component “Conclusion and Recommendations.”

The conclusion should review overall results of the project in relation to the objectives. The recommendations for further action, if required, should be as specific as possible, and should identify the person or organization responsible for implementation.

Where appropriate, the staff requirements, running costs, equipment, budget and timetable should be detailed and reviewed.

If there were any constraints/problems during implementation that can be corrected in future
projects, these should be stated.

FINAL FINANCAL REPORT [top]
The final Financial Report should contain a detailed breakdown on expenditure of allocated budgets. In the case of a project deficit in excess of 10% of the total budget, such deficit should be clearly explained. Covering that deficit would be at the discretion of the SCF.

EQUIPMENT STATUS REPORT [top]
The grantee must submit an equipment status report at the end of the project period. Such report is to be limited to non-consumable goods purchased with project funds.

The report should include:
a) status of equipment, e.g. condition, mileage on vehicle, etc.
b) location of such non-consumable goods
c) assessment of suitability of such non-consumable goods

CONTRACT AGREEMENT [top]
SCF will sign a contract with each successful grantee. Such agreement shall constitute the legal and binding obligation of each party, enforceable in accordance with its terms.

The agreement shall be in substantially the form of the Agreement Format (set forth below). However, the format may be changed by SCF, in its sole discretion, as needed to take into account the individual circumstances of a particular project.

The agreement will be valid only upon execution by both parties. Each party should secure one original copy of the agreement for its reference.

MODE OF PAYMENT [top]
The SCF agrees to disburs the grant under the terms and conditions mentioned in the Grant Agreement. The grant amount will also be disbursed only at the time of submitting the regular or final reports. After evaluating project performance the SCF will decide on disbursement of requested fund.

In general the grant amount will be disbursed in accordance with the following mode of payment:

1. Whether the grantee has shown satisfactory performance according to the project proposal;

2. Whether evaluation and field reports support the project implementing capacity;

3. Whether the grantee is fulfilling the terms of the contract agreement and the fund has been utilized in accordance with the proposed budget; and

4. Whether the grantee is following the agreed work-plan i.e. the activities are in line with the agreed time schedule.

Enclosure:
• Model Financial Agreement
• Model Financial Provisions