BENEFICIARY

IMPLEMENTATION
MANUAL

For
CDTF FUNDED PROJECTS
November, 2012.

Contents
BENEFICIARY ..................................................................................................................1
IMPLEMENTATION MANUAL..........................................................................................1
For......................................................................................................................................1
CDTF FUNDED PROJECTS ............................................................................................1
Contents................................................................................................................................2
Stage I: Application: Concept Note Application Form (CNAF) Submission .............4
Stage II CNAF Assessment: Administrative Check and Technical Assessment.....4
Stage III: CNAF Approval: Field Verification................................................................4
Stage IV: Full Proposal Development...........................................................................4
Stage V: Full Proposal Application Assessment: Administrative check and
Technical Assessment ....................................................................................................5
Based on the outcome of the technical assessment of the Full Proposal
Applications Forms, the CDTF Evaluation Committee ranks all projects according to
then assessment score and recommended for funding within the available budget
(financial envelope). A reserve list following the same criteria is prepared and
together with the short listed projects for funding is presented to the CDTF Board of
Trustees (BoT) for approval or rejection with or without amendments. . The BoT is
the final authority for Approving or Rejecting projects and will give the final
decision on whether the project will receive CDTF support or not. ............................5
3.0 CONDITIONS TO BE FULFILLED BEFORE CDTF RELEASES FUNDS TO
PROJECTS............................................................................................................................6
I. PROJECT LAUNCH WORKSHOP ...............................................................................6
II. PROJECT IMPLEMENTATION COMMITTEE (PIC) ELECTION ...............................6
Criteria for selection of PIC.........................................................................................6
III. PROJECT BANK ACCOUNT ......................................................................................6
IV. COMMUNITY CONTRIBUTION .................................................................................7
V. GRANT CONTRACT MUST BE SIGNED.....................................................................7
VI. INVOLVEMENT OF OTHER STAKEHOLDERS.........................................................7
4.0 DISBURSEMENT OF FUNDS TO GROUP PROJECT ACCOUNTS............................8
5.0 EXPENDITURE BY BENEFICIARIES............................................................................9
I. EXPENDITURE ON ADMINISTRATIVE EXPENSES ...................................................9
II. EXPENDITURE ON SKILLED LABOUR .....................................................................9
III. EXPENDITURE ON MATERIALS................................................................................9
IV. EXPENDITURE ON TECHNICAL SERVICES.............................................................9
For procurement of goods and services, the Beneficiaries MUST comply with the
rules set out in section 2 to 6 of Annex IV of the Grant Contract, and in the event of
failure to comply with rules referred to above, expenditure on the operations in
question is not ELIGIBLE for Community financing. CDTF will carry out ex post
checks on Beneficiaries compliance with the rules.....................................................10
6.0 ACCOUNTING FOR ALL EXPENDITURES.................................................................11
a). KEEP ALL RECEIPTS AND FINANCE DOCUMENTS SAFELY.............................11
b). SUBMIT COPY OF MONTHLY BANK STATEMENTS TO CDTF............................11
c). SUBMIT MONTHLY PROGRESS REPORT TO CDTF.............................................11
7.0 MONITORING AND EVALUATION.........................................................................12
8.0 OTHER GENERAL CONDITIONS DURING PROJECT IMPLEMENTATION.............13
I. VERIFICATION OF EXPENDITURE...........................................................................13
II. PROJECT SUSTAINABILITY, OPERATION AND MAINTENANCE.........................13
III. COMPLETION CERTIFICATE...................................................................................13
9.0 CONCLUSION...............................................................................................................14
2

Fax: (053)2063049.......................................................................................................14
Summary Sheet 1........................................................................................................15
KEY CONDITIONS TO BE FULFILLED BEFORE FUNDS ARE ......................................15
RELEASED TO PROJECTS...............................................................................................15
ACCOUNTING FOR PROJECT EXPENDITURES.............................................................16

1.0

BACKGROUND AND INTRODUCTION

The Community Development Trust Fund (CDTF) is a Joint Programme of the European
Commission and the Government of Kenya which provides financial assistance, in form of grants,
to support carefully targeted community groups, countrywide, in their effort to alleviate poverty.
CDTF supports organised community groups that have identified their priority needs and willing to
participate directly in addressing those needs. Communities have to unite (as registered
groups/committees) around a common goal which is clearly defined and acknowledged by a
majority in the community before seeking CDTF assistance. The programme specifically supports
projects that:
a.
b.
c.
d.
e.

are community based;

address underlying causes of poverty;
are driven by peoples genuine demands;
promote direct beneficiary participation; and
foster self-reliance.

Community members will be expected to manage their own development by participating in project
processes which includes identification, planning, implementation and sustainability. In cases
where the community has no capacity to implement, the project could be managed with support of
acceptable intermediaries, who may include NGOs, CBOs and any other development agencies
whose role will be complementary to the capacity building support provided by CDTF. However,
the responsibility for project success lies with the community members and not the intermediaries.

2.0

PROJECT APPROVAL PROCEDURES

The procedure for approving projects follows a four stage process, i.e.
Stage I:

Application: Concept Note Application Form (CNAF) Submission

Organised groups that have identified their felt-needs, and have proposed solutions for addressing
them through a viable project, will obtain CDTF Project Application Forms (available at any CDTF
office or DDOs office) through which they should submit their proposals for consideration, after
the public call for proposals..
Stage II

CNAF Assessment: Administrative Check and Technical Assessment.

Once the groups complete the forms they should be returned to the most convenient CDTF office
(either the Regional Office or the Headquarters). Once received, the Concept Note application will
undergo the first assessment stage known as the administrative check(where applications are
subjected to checks like ; timely submission; relevant attachments, grant ceilings, etc), followed by
technical assessment(based on set criteria, like relevance, applicant capacity, etc). At this stage, the
CDTF project Evaluation Committee decides on whether to recommend the project for Field
Verification or rejection by Board of Trustees (BoT). Applicants whose projects are not passed for
Field Verification are notified of this decision including the reasons.
Stage III:

CNAF Approval: Field Verification.

Projects approved for Field Verification are visited for discussions with the applicants (community
members, GoK relevant departments, NGOs, CBOs, and other stakeholders). During the field
verification the applicants eligibility and capacity to implement the proposed project will further be
validated. The field verification will involve eligibility check on the existence of a community,
project design approach, need for the proposed project, gender integration and mainstreaming,
partnership arrangements, capacity of the project beneficiaries to implement and sustainability
promise of the project. Applicants whose concept note application forms are successfully appraised
will be notified and informed of the next steps. This will include the support in the development of
full proposal application forms. The information collected at this point enables the (CDTF) Project
Management Unit to make a final recommendation on the project.
Stage IV:

Full Proposal Development

Based on the outcome of the Field Verification, the Project Evaluation Committee will prepare the
project for presentation to the CDTF Board of Trustees (BoT) with their recommendation for either
approval for full proposal development or rejection. Projects which are approved for full proposal
will be assisted by CDTF to develop the proposal. Other organisations, including partners and
associates may assist communities in the preparation of the full proposal application form. This is
done so that applications are of high quality, address a development need and poverty in a
comprehensive, efficient, effective and sustainable manner and adequately integrate relevant cross
cutting issues.

Stage V: Full Proposal Application Assessment: Administrative check and Technical

Assessment
Once the groups submit the full proposal application form, an administration check is carried out by
considering the following factors:
The submission deadline has been respected, if not the application will automatically be
rejected.
The full proposal application form satisfies all the criteria specified in the check list. If any
of the requested information is missing or is incorrect, the application will be rejected on
that sole basis and the application will not be evaluated further.
To ensure transparency, independence and neutrality, CDTF personnel who provided assistance to
communities are not allowed assess the Full Proposal Application Forms of the same communities.
The technical assessment of the Full Proposal Application Form, including the proposed budget,
and the capacity of the applicant and its partners, is carried out in accordance with the (evaluation)
criteria below;
Financial and Operational capacity- maximum score 20
Relevance- maximum score 25
Assessment of appropriateness, consistency, comprehensiveness, coherence and feasibilitymaximum score 25
Sustainability maximum score 15
Budget, efficiency and effectiveness- maximum score 15.
Only Full Proposal Application Forms with a minimum score of 12 points for its financial and
operational capacity will be considered.
Based on the outcome of the technical assessment of the Full Proposal Applications Forms, the
CDTF Evaluation Committee ranks all projects according to then assessment score and
recommended for funding within the available budget (financial envelope). A reserve list
following the same criteria is prepared and together with the short listed projects for funding
is presented to the CDTF Board of Trustees (BoT) for approval or rejection with or without
amendments. . The BoT is the final authority for Approving or Rejecting projects and will
give the final decision on whether the project will receive CDTF support or not.

3.0

CONDITIONS TO BE FULFILLED BEFORE CDTF RELEASES FUNDS TO

PROJECTS

Beneficiaries of projects that are approved by the BoT will be informed of this decision, specifying
the targets to be funded in the project and the amount of money awarded by CDTF. The
beneficiaries must, however, meet certain conditions before project funds are disbursed. The
following are general conditions that must be met by any group approved for CDTF funding.
Special conditions pertaining to disbursements of funds will be considered on a case by case basis.
I.

PROJECT LAUNCH WORKSHOP

Project pre-launch and launch workshops are facilitated by CDTF officials. These workshops are
attended by all members of the community who will be expected to contribute significantly to the
implementation of the project, including Partners and Associates. The main objective of these
workshops is to make sure that:
benefiting community members get as much information as possible about the project;
community members and CDTF agree on how the project is going to be implemented;
community understands in detail their own expected contribution towards the project;
community commitment is ascertained;
planned outputs (targets), implementation plans and Schedule of Materials are correct as
presented by community; explain accountability and financial management of project.
community members select a project implementation committee (PIC) who sign the Grant
Contract on their behalf, in their presence.
II.

PROJECT IMPLEMENTATION COMMITTEE (PIC) ELECTION

Any group receiving assistance from CDTF must have a democratically elected committee in place
before CDTF disburses any funds to the groups account. The role of such a committee is to ensure
that community based projects are managed in a democratic manner and to mobilise expected
community contribution/resources with limited challenges CDTF emphasises this condition to be
sure that those who sign the Grant Contract are real community representatives and will always be
accountable to the same community.
Criteria for selection of PIC
To be democratically elected
9 members to be elected
At least one third of elected members should be of either gender
Literacy levels ability to write and read.
Members elected should be local and not living remotely. (Should be living within the
project area).
Community to elect members of integrity
III. PROJECT BANK ACCOUNT
The beneficiaries (PIC) must open a current bank account, with any of the local commercial banks,
for the sole purpose of receiving project funds from CDTF. A Current Account will allow
community members to withdraw the money they require at ago, and as many times as they wish, in
any given period. They will also be able to transact through cheques with such an account. This
6

will make it easier to transact without delays and provide safe transactions since they dont have to
handle cash.
Withdrawals from the Project account must be approved by the project committee and minuted.
There should be five bank signatories to the account and any three must sign. The account will be
exclusively for CDTF funds and ATM cards are NOT allowed.
IV. COMMUNITY CONTRIBUTION
At the time of applying for funding, communities are required to state very clearly what their
contribution towards the project will be (in terms of labour, materials and/or cash). CDTF requires
that communities must demonstrate their commitment to this contribution before CDTF begins
disbursing funds. In cases where beneficiaries have contributions in form of cash, CDTF will
require that the cash is shown up-front. Where beneficiaries are contributing local materials, such
materials must be assembled at the project site. CDTF is committed to assisting organised groups
who have shown commitment and willingness to go an extra mile to implement their project
sustainably. Before release of the first instalment, communities must contribute 10% of their
community contributions. Communities will be given a maximum of 60 days to mobilize their
contributions.
V.

GRANT CONTRACT MUST BE SIGNED

Beneficiaries will have to agree to the terms of the Grant Contract drawn up between the CDTF and
the group and demonstrate this by signing the contract. Signing of the Grant Contract confirms
that the beneficiaries will abide by all the rules and regulations pertaining to project funding by
CDTF. Failure to sign the contract means community members will not meet their obligations and
CDTF should not disburse any funds.
The Grant Contract should be seen as the most important document in the relationship between
CDTF and the group, and failure to abide by it can lead to project cancellation or suspension of
disbursements. Beneficiaries must therefore thoroughly understand the contents of this document
before signing it during project launch. One original copy of the signed Grant Contract will remain
with the group while the other copy is retained at CDTF Headquarters.
VI.

INVOLVEMENT OF OTHER STAKEHOLDERS

Other development agencies such as NGOs, CBOs (Partners) or GoK departments (Associates) may
be involved in the project implementation, particularly where the beneficiaries do not have the
capacity to implement the project. Involvement of such agencies should be well discussed with the
community members to make sure that each party understands its role very clearly. Any CDTF
funds to be expended by the intermediaries will be thoroughly scrutinised for justification and will
need to be well accounted for. A well prepared write-up should indicate, very clearly, the inputs of
such an intermediary and the budget for those inputs. CDTF will normally assess the suitability of
such agencies before approving their participation.
Nevertheless, beneficiaries will still remain the managers of their own project. All intermediaries
involved in a project will be required to recognise the Grant Contract between CDTF and the
concerned community. In cases where CDTF funds will be released to an agency, the agency has to
sign a Memorandum of Understanding with the beneficiary communities. In the case of
collaboration with GoK department, the beneficiary must justify in writing to the Head of the
relevant department with a copy to the CDTF.
7

4.0 DISBURSEMENT OF FUNDS TO GROUP PROJECT ACCOUNTS.

Project funds will be normally disbursed in instalments (or portions) as stipulated in the Grant
Contract Article 4.4.1. The amount to be released in each instalment will depend on the forecast
budget prepared by the Group. It is only in very exceptional cases that CDTF will disburse funds in
one instalment. For example, if a group is buying a water pump, the money will be released at once
because half a pump cannot be purchased.
The instalment system indicated above operates as follows:
If a group was to receive a total of Kshs.12,000,000.00 from CDTF for a project to be implemented
in 18 months, and the forecast budget for the first 12 months is Kshs. 8,000,000.00 the instalment
will be as follows.
First instalment:
The first instalment will be 50% of (the approved CDTF contribution) Kshs.
8,000,000.00 which is Kshs. 4,000,000.00 and will be released within 30 days, as from the date of
reception by the CDTF of the signed Contract and conditional upon: A satisfactory proof of the
availability of 10% of beneficiaries contribution, successful completion of project launch workshop
and opening a current bank account exclusively for projects operations by the beneficiary.
Subsequent instalment:
The subsequent instalments will be based on the forecast budget for
the subsequent 12-month period or of the remaining period if it is shorter and will be released only
when at least 70% of the first instalment (Kshs. 2,800,000.00) is actually incurred and properly
accounted for. Payment will be made within 45 days of the CDTF approving an interim report as
indicated in Article 4 of the Special Conditions.
Final payment:
5% of the forecast budget financed by CDTF (Kshs. 600,000) will be
released within 45 days of the CDTF approving the final report submitted by the beneficiaries in
accordance with Article 15.2 of the General Conditions.
The Project will be termed complete when 100% of the total project cost (i.e., Ksh.12,000,000) is
accounted for in full and all relevant accounting documents verified.

5.0 EXPENDITURE BY BENEFICIARIES

Beneficiaries will spend funds allocated to them by paying for services and materials needed to
carry out the planned project activities. Beneficiaries will be expected to follow the guidelines
provided to know where to charge their expenditure.
I.

EXPENDITURE ON ADMINISTRATIVE EXPENSES

Beneficiaries may pay for administrative expenses from the project funds. Such expenses include
salaries for accounts assistant; project supervisor; purchase of stationery for record keeping;
photocopying; travelling expenses to the bank and consultation on project matters; expenses on
meals while on trips; and accommodation expenses if at all incurred, and where applicable,
purchase of computer and printer. .
II.

EXPENDITURE ON SKILLED LABOUR

Skilled labour will be engaged carefully and selectively and will be paid from project funds (as
agreed in the Grant Contract). Payment for such services should be well documented to make sure
that all payments are proportionate to the work done. The hiring of skilled labour should be done in
a competitive manner to get the best value for money, and contract should be signed with the
successful skill labour provider. Committee members should not attempt to apply favouritism in
awarding such contracts.
III. EXPENDITURE ON MATERIALS
Most projects will require procurement of materials. The materials should be purchased in the most
competitive manner possible to make sure that the best quality and price is achieved. In cases
where procurement is in bulk, the tender documents must be drafted in accordance with best local
practice. The Community Development Trust Fund will provide the relevant support to the project
beneficiaries.
The time-limits for receipt of tenders and requests to participate must be long enough to allow
interested parties a reasonable and appropriate period to prepare and submit their tenders.
All requests to participate and tenders declared as satisfying the requirements must be evaluated and
ranked by an evaluation committee on the basis of the exclusion, selection and award criteria
announced in advance. This committee must have an odd number of members, at least three, with
all the technical and administrative capacities necessary to give an informed opinion on the tenders.
All materials procured should be entered in a Stores Ledger (Stock book) and receipts for the same
well filed for accountability purposes. Any issues of project materials should also be well recorded
where the issuing and receiving person signs. All the materials to be procured should be indicated
in the project documents. Any deviation may lead to cancellation of the contract. The group
committee should also make sure that the right amounts are bought and mixing is in the right ratios.
IV.

EXPENDITURE ON TECHNICAL SERVICES

Some projects will require technical input from qualified personnel. A good example of such a
project is the construction of a bridge. For such Projects, contracts should be drawn between the
beneficiaries and the experts/consultants. Such contracts should have clear Terms of Reference
stating the specific assignments to be done by the consultants, duration and expected schedule of
payments. All the payments for such services should be based on the drawn signed contract. No
9

payments should be made for work not done. Such payments might result into cancellation of the
Grant Contract and suspension of disbursements.
NB:
For procurement of goods and services, the Beneficiaries MUST comply with the rules set out
in section 2 to 6 of Annex IV of the Grant Contract, and in the event of failure to comply
with rules referred to above, expenditure on the operations in question is not ELIGIBLE
for Community financing. CDTF will carry out ex post checks on Beneficiaries
compliance with the rules.

10

6.0 ACCOUNTING FOR ALL EXPENDITURES

Accounting for all expenditures incurred by beneficiaries is mandatory in all CDTF funded projects.
This confirms proper utilization of funds allocated for projects and enables community members to
get more funds in form of subsequent instalment. Beneficiaries should follow the following
guidelines in order to account for their expenditure easily:
a).

KEEP ALL RECEIPTS AND FINANCE DOCUMENTS SAFELY

Beneficiaries are required to keep all receipts for services and materials paid for very safely. These
receipts should be produced at a short notice if required for verification. In cases where receipts are
not available, signed documents should be filed showing receipt of funds by the concerned party for
the nature of work done, indicating the individuals Full names and Identity Card number. Where
payment is to be made to a Government officer, the said officers name, job title and personal
number should be indicated on the payment document.
b).

SUBMIT COPY OF MONTHLY BANK STATEMENTS TO CDTF

Beneficiaries will also be required to file copies of Monthly Bank Statements. CDTF must receive
a copy of the project Bank Account every month. The Statements will show all the withdrawals
from the account and deposits. The amounts shown in the Bank Statement should match the
expenditure of activities so far implemented. If 40% of the budgeted funds have been spent it
should be physically verified that 40% of the planned targets have been realised.
c).

SUBMIT MONTHLY PROGRESS REPORT TO CDTF

Monthly summary progress reports will serve as other accounting support documents for all
expenditures incurred by the project. Beneficiaries must prepare a monthly summary report on the
progress of implementation. In addition to these beneficiaries will submit narrative and financial
report every 6 months and an interim report every 3 months as indicated in Article 4.1 of the
Special Conditions.
The reports should provide all relevant information related to project implementation. They should
show how much money has been spent at the time of reporting and what activities have been
accomplished. The beneficiaries should always file one copy of the report for their own use and
future references. Preparation of reports should not be seen to be a routine exercise but should be
taken very seriously as a project monitoring activity. Failure to prepare either the financial report or
the narrative report on a monthly basis shall lead to suspension of disbursements.

11

7.0

MONITORING AND EVALUATION

CDTF encourages participatory monitoring and evaluation of projects under implementation.

Beneficiaries therefore have a major role to play in monitoring the projects on a day to day basis.
Beneficiaries should make sure that during project implementation all required inputs are availed on
time to facilitate timely realisation of results. Group members should come up with a supervision
schedule among themselves to be able to gather as much information as possible on project
implementation. Such information will facilitate smooth project implementation and provide early
warning signals in case things are going wrong somewhere. Urgent decisions and corrective
measures can be taken based on such information and all key players in project implementation can
be involved in good time. For instance, continuous monitoring will enable the beneficiaries to know
whether their own contribution is forthcoming as indicated in the Grant Contract or it is causing
delays in meeting project targets. Beneficiaries will also be able to know whether CDTF
contribution is being used in the agreed items to avoid suspension of disbursement of funds.
Beneficiaries are also expected to evaluate the implementation process and comment on whether the
expected outputs/impact are likely to be achieved if the same trend continues. If there is a feeling
that things are not on the right track, CDTF should be informed immediately. Efforts should be
made to identify the likely causes of the foreseen problems. These could be because the conditions
(assumptions) at the ground have changed.
Beneficiaries are free to write reports and file them for their use. These reports could be done using
a format that will be easily understood by all the members. The report could also be done in a
language that all the members can understand. It should be noted that such reports are for use by
beneficiaries only.
For Monthly summary reports to be submitted to CDTF by beneficiaries, the recommended
reporting formats should be followed. The formats and examples on how to prepare the monthly
reports are annexed in the Grant Contract. The reports to be submitted are in two forms; financial
and narrative reports. Financial reports show how the funds have been spent and the balances. The
Narrative reports will provide details of all the activities that have been implemented during the
reporting month and will also show the constraints being experienced (if any) during project
implementation.

12

8.0 OTHER GENERAL CONDITIONS DURING PROJECT IMPLEMENTATION

I.

VERIFICATION OF EXPENDITURE

All funds given to Beneficiaries are public funds and should be put into proper use. The funds have
been given to the Government of Kenya (GoK) by the European Commission (EC) to support
poverty alleviation efforts in the country. Beneficiaries should take note that the funds given to
them are public funds and may only be used on the set targets aimed at assisting community efforts
in combating poverty. Any project funds found to have been spent inappropriately will have to be
reimbursed to CDTF by the beneficiaries.
Beneficiary groups should note the following:
i. Both the GoK and EC can send independent auditors to inspect all project activities and
corresponding expenditures. Beneficiaries should always be prepared with accounting
documents for such inspection.
ii. CDTF has appointed independent auditors who can visit projects and request for all relevant
documents. Beneficiaries will, however, be informed of such visits (with short notice) by CDTF
in writing.
iii.
Monitoring by local government agencies? Community groups should not allow
unauthorised people to interfere with their project documents.
iv.
The County Administration, the DDO and other members of the DDC are involved in
projects for planning and monitoring development, and information purposes and not supervision
of implementation. Supervisory role is the responsibility of the beneficiaries.
v. All projects with a budget of Ksh 10 million and above MUST undergo expenditure verification.
II.

PROJECT SUSTAINABILITY, OPERATION AND MAINTENANCE

One of the major objectives of CDTF is to foster self reliance. For all projects funded, CDTF will
demand a very well defined sustainability strategy, to include an operation and maintenance plan
where applicable. Past experience has shown that projects do very well when the donor is still
funding the project, but become non- operational once the donor pulls out. To avoid this, CDTF
insists on communities developing a sustainability strategy long before project implementation
starts. If sustainability is not guaranteed, CDTF will not involve itself in funding the project.
Beneficiaries should therefore make sure that their projects will continue to deliver long after CDTF
funding has stopped. For example, if a shallow well is sunk in a village and a pump installed,
beneficiaries should collect monthly contributions from members for its operation and maintenance.
Such a fund will be used to buy spare parts or pay the pump attendant, and community members
will be assured of constant supply of water. The operation and maintenance fund might grow to a
level where another shallow well might be sunk by community members without any external
assistance. This promotes replication, thus increasing the number of water points in a specific area
and increasing the results of the first.
III. COMPLETION CERTIFICATE
Once a group/community has achieved all the set targets and properly accounted for all the funds
given by CDTF, a project Completion Certificate is issued to the group. The certificate confirms
13

that the group has performed well and CDTF is satisfied with the successful implementation.
Beneficiaries will thereafter take charge of the completed project to ensure maintenance and
sustainability. CDTF or its founders (i.e., EC and GoK) will continue to visit the projects long after
completion to determine whether beneficiaries are still operating and benefiting from the project as
intended. It will be very unfortunate to find completed projects not operational due to failure to
sustain them by beneficiaries.
9.0 CONCLUSION
Beneficiaries are encouraged to seek assistance or clarification on issues concerning their project
from any of the following CDTF offices, either in the regions or the Headquarters in Nairobi.
CDTF Headquarters (Nairobi)
Josem Trust House, 2nd Floor
Bunyala/Masaba Road
P O Box 62199-00200, Nairobi
Tel: (020)261 4435
Fax: (02) 723496

Mombasa Office
KCB House,
Treasury Square-1st Floor
P O Box 2163-80100, Mombasa
Tel: (041) 2223541
Fax: (041) 2223536

Meru Office
Meru/Maua Road
(Opp. Jehovas Witness Church-Kaaga
P O Box 293-60200, Meru
Tel: (020)2430790, (020)2430246

Eldoret Office
Kiptagich House, 6th Floor
Central Bank Building
P O Box 6597-30100, Eldoret
Tel: (053)2063116
Fax: (053)2063049

14

Summary Sheet 1

KEY CONDITIONS TO BE FULFILLED BEFORE FUNDS ARE

RELEASED TO PROJECTS

1
Participate in the Project
Launch Workshop
This workshop must be attended by all
Community and other key players
(members) in the project.

2
Provide List of Office Bearers
Groups receiving assistance from CDTF
must have democratically elected office
bearers. A list of names of these
officials must be presented to CDTF

Open a Bank Account

The group must open a current bank
account which will be dedicated wholly
for money to be used for this project
only. No other transactions should be
made through this account.

Evidence of Community
Contributions
CDTF requires the community to
contribute a certain percentage of the
resources required for the project.
Evidence of this must be available

5
Signing of Grant Contract
Beneficiaries will have to agree with the
terms outlined in the Grant Contract and
must do this by putting their
representatives signatures on the
agreement.

Involvement of Other
Development Agents
Community groups may involve other
development agents (such as NGO &
Associates) to offer specialised capacity
where needed. This should be clearly
stated.

15

Summary Sheet 2

ACCOUNTING FOR PROJECT EXPENDITURES

THREE SIMPLE STEPS TO FOLLOW:
1.

Keep all Receipts and Finance

Documents in a safe place
This will assist you to show how
the money was spent on each item
in case of any queries

2.
Submit Copy of Monthly Bank
Statement to CDTF
This will be a clear way of showing
all withdrawals and deposits of cash
related to the project

3.
Submit Monthly Progress Report
To CDTF
Beneficiaries must prepare a financial
report showing project expenditure and
a written report on progress of
implementation, to be submitted to
CDTF every month (see samples in
Grant Contract).

16