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Form for Agreement between a SwedishMember Organization and a PartnerOrganization
Changes can be made and additional terms can be included in this proposed agreement, as
long as they do not revoke any of the paragraphs in this template.
Agreement betweenName of Swedish Member Organization
Organizational number: x
Address: x
Country: x
Contact person: x
Telephone number: x
E-mail address: x
and
Name of Partner Organization
Organizational number: x
Address: x
Country: x
Contact person: x
Telephone number: x
E-mail address: x
1. General Terms
This agreement is regulated by the conditions and rules stated in:
- SMCs Handbook
- SMC Audit Instruction
- The agreement between the Member Organization and SMC.
The approved programme/project application, or plan, including an agreed detailed budget, is
part of this agreement.
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2. The Contribution
Project number: x
Project name: x
Total programme/project budget: x
Total approved SMC contribution: x
Year 1 Year 2 Year 3
Approved SMC contribution per year: x x x
Own contribution: x x x
Other contribution: x x x
Total approved contribution: x x x
The SMC contribution is subject to funding from Sida.
3. Commitment of the Member Organization
a. To pay the agreed funds in due time and in appropriate instalments as the case may be,
and in accordance with the conditions in this agreement.
b. Assist and dialogue with Partner Organization on the implementation, monitoring,
evaluation, reporting and learning process.
c. Provide regular information on strategies, priorities, policies and requirements,
especially when there are changes in these areas, of the Member Organization, or of
SMC, that might affect the partnership with and support to the Partner Organization.
d. Seek to coordinate whenever possible with other actors in order to harmonize
involvement and requirements, and to plan visits with the Partner Organization in
good time before visits.
e. Share the Annual Report of the Member Organizationwiththe Partner Organization.
4. Commitment of the Partner Organization
a. Utilize the funds made available solely for the purpose, goals and measures specifiedin the approved application and budget. Funds are to be used within the year for which
they are approved so as to avoid any balance at year-end. Such balances can be carried
forward only if agreed upon in writing (e.g. mail) by the Member Organization.
b. Only start the programme or project after clearance from the Member Organization.
SMC funds may not be used for activities that have already started, or are carried
through.
c. Report and account regularly for the project. The annual financial and narrative reports
shall be forwarded on as soon as possible, but not later than [ddmmyy]. Any
significant deviation from plans or budgets shall be commented on.
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d. Ensure that the financial system is relevant and the book keeping systematic, reliable
and complete and that it follows internationally accepted accounting principles.
e. Inform the Member Organization on major organizational changes and changes in the
Partner Organization priorities.
f. Ensure that good business practice is observed when procuring goods and services
with SMC contributions. Partner Organization is expected to comply with local
procurement regulations and to have a procurement policy.
The advantage of competition shall be utilized and tenders and tenderisers shall be treated
objectively in order to achieve competition on equal terms. A written comparison shall be
made for all procurements exceeding SEK 50 000. Procurements shall be made in competition
through a tendering process for all procurements of goods with a value exceeding
SEK 85 6001 and for services with a value exceeding SEK 342 4002.
g. Inform all concerned project staff, finance staff and external auditors of the content ofthis Agreement including appendices and documents included in this agreement.
h. In case that the Partner Organization in turn passes on the grant to a partner
organization further down the line, the Partner Organization is responsible for the
sharing of information of the terms of cooperation in this agreement (including SMC
handbook and SMC Audit instructions), as well as of the control that the conditions
are followed, down the line.
5. Changes in the programme or projecta. Major changes in the programme or project (purpose, goals, time, activities, costs) are
acceptable only when mutually agreed and confirmed by the Member Organization in
writing.
b. The Member Organization may at any time withhold or reduce disbursements if
significant deviations from the approved plan and/or budget occur, or if the main
programme or project objectives are endangered.
6. Requisition, disbursement and bank account
a. Funds are transferred upon written request, signed by an authorised representative of
the Partner Organization, to the bank account of the Partner Organization.
The requisition shall include a report on used funds and an estimate of funds needed
for the next coming [xx] months. The final requisition shall include an estimate of
funds needed for the rest of the year.
1 Ska motsvara tv prisbasbelopp. r 2009 r prisbasbeloppet faststllt till SEK 42 800.2 Ska motsvara tta prisbasbelopp.
3/7 Form for Agreement between a Swedish Member Organization and a Partner Organization
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Last revised 2011-02-22
Two conditions for the transfer of funds are that previous payments have been
accounted for, and that the Partner Organization has delivered timely and accurate
reports, according to this agreement.
The requisition can only be made by the following authorized representative/s of the
Partner Organization:
_____________________________________________________________________
_____________________________________________________________________
b. SMC funds shall be held on a separate bank account of the Partner Organization,
unless specific regulations in the country prohibit such arrangements.
The bank details, to which the SMC funds shall be transferred, are as follows:
Name of account holder: ________________________________________
Bank name: ________________________________________
Branch name: ________________________________________
Postal or street address: ________________________________________
Postal code, city, country: ________________________________________
Bank account no: ________________________________________
SWIFTCODE or BIC: ________________________________________
IBAN: ________________________________________
Transfer currency: ________________________________________
c. Upon receipt of each payment the Partner Organization shall without delay
acknowledge receipt, stating the amount in received currency.
d. Interest earned on SMC-funds must be used within the same programme or project forwhich the funds were approved.
7. Reporting
a. Progress Reports, must be compiled annually for all current initiatives, financed with
SMC funds, which have been completed but for which a Final Report has not yet been
submitted. The Progress Report briefly outlines the initiative as it relates to the agreed
budget/plan of activities. The Progress Report shall include corresponding narrative
and financial parts.
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The Progress report must be drawn up using SMCs template for Progress Reports, be
signed by the authorised representative, and should reach the Member Organization on
ddmmyy, at the latest.
Audit Certificates and Audit Memoranda are not required for Progress reports, with
the following exceptions:- In the case of initiatives running for a period of longer than three
years, an Audit Certificate is required to accompany the Progress
report every three years.
- In the case of an extension, in which the initiative will run for a total
period of longer than three years. The audit should then take place
after two years in order to avoid an interruption to the initiative. SMC
will require an Audit Certificate and Audit Memorandum before the
extension can be approved.
b. A Final Report is the concluding report for initiatives financed with SMC funds. The
Final Report presents the initiative as set out in SMCs template for Final Reports andshould be written immediately after the completion of the initiative, at the latest six
months after receipt of the last payment from the Member Organization.
The Final Report shall include corresponding narrative and financial parts.
The narrative part shall show if, and to what extent, the objectives have been reached.
It shall also describe the results and impact of the programme or project and is
intended to include a story of changed attitudes, behaviour and/or situation. The report
must also include an analysis of what has happened, conclusions drawn and lessons
learned.
The financial report shall compare the outcome of the programme or project with the
budget. It must indicate any currency exchange gains or losses as well as any interest
accrued on SMC funds. The gained interest must be used within the programme or
project for which the grant was approved.
The Final report shall be certified by an independent qualified auditor if the SMC
contribution exceeds SEK 200 000. If the total amount is equal to, or less than SEK
200 000 the audit can be performed by an elected auditor.
The Partner Organization shall make sure that the auditor is familiar with, and follows,the SMC Audit instruction.
The Final report, with appended Audit Certificate, and Audit Memorandum for SMC
grants of more than SEK 200 000, shall be signed by the authorised representative of
the Partner Organization and provided to the Member Organization on [ddmmyy].
c. In case that the Partner Organization in turn passes on the grant to a partner
organization further down the line, the Audit Memorandum shall also include the
result of the review of the Partner Organizations internal control regarding the audit
further down the line, as well as the Partner Organizations assessment of its partner
organizations financial management.
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If any such fraud or attempted fraud is discovered, or if any offers, payments, considerations
or benefits of any kind is made, promised, sought or accepted, or become known to have been
made, promised, sought or accepted, the Partner Organization must immediately take proper
action and without delay inform the Member Organization on the matter and on the actions
taken. The Partner Organization must strive to fully investigate any such matter and based onthe findings take proper action including legal action if a criminal offence is suspected.
Failure, or unnecessary delay, to take proper action and/or to inform the Member
Organization will be grounds for the immediate cancellation of this agreement including
possible repayment of received funds to the Member Organization, as well as for additional
civil and/or criminal appropriate actions.
12. Invalidity
Any dispute, controversy or claim arising out of, or relating to, this agreement, or the breach,termination or invalidity hereof shall be settled amicably. If it is not possible to come to a
common understanding any of the parties many declare the agreement invalid. If this occurs
the Member Organization is entitled to reconsider the financial contribution as well as
material or personnel assistance provided.
Two originals of this agreement have been signed, of which the parties have retained one
original each.
Place and date, xx, ddmmyy Place and date, xx, ddmmyy
On behalf of the Swedish Member Organization On behalf of the Partner Organization
________________________________ ________________________________
Signature Signature
________________________________ ________________________________
Clarification of name and title Clarification of name and title
________________________________ ________________________________
Signature Signature
________________________________ ________________________________
Clarification of name and title Clarification of name and title
7/7 Form for Agreement between a Swedish Member Organization and a Partner Organization