Services · Scale-Up

Emergency Budgeting, Cost Tracking and Donor Reporting Procedure

FPE03

Defines rapid emergency budgets, cost coding, expenditure tracking, donor reporting inputs and emergency variance monitoring. Includes budget approval thresholds and fast-track revision procedures, funding allocation tracking by donor and project, and cost eligibility checks.

What changes

Better real-time visibility over emergency spending, improved donor reporting, traceable donor/project allocations and reduced risk of miscoded or ineligible emergency costs.

What you get

Emergency budgeting, cost tracking and donor reporting procedure FPE009
Rapid emergency budget and fast-track revision template FPE010
Donor and project funding allocation and cost-tracking tool FPE011
Emergency cost-eligibility and variance checklist FPE012

What has to come first

FPE01Emergency Finance Activation and Minimum Controls Procedure Recommended

Emergency finance activation sets the mode this runs under
COAChart of accounts analysis and review Recommended

Chart of accounts with donor and project dimensions to code against
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies emergency budgeting gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns emergency budgeting and donor reporting
HNS emergency finance and grants staff	Budget, track and report
HNS emergency programme managers	Own the response budget
HNS emergency approvers	Approve budgets and revisions, per thresholds
Back donors funding the response	Rely on the reporting
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Emergency budgeting and reporting procedure approved and issued	Approved within 6 weeks of kick-off	Approval record; issued procedure
Emergency costs coded to donor and project	100% of emergency costs	Donor and project cost-tracking tool
Costs eligibility-checked before donor reporting	100% of reported costs	Cost-eligibility checklist
Donor reports produced from tracked data within deadline	100% on time	Donor reports; variance monitoring record

Tools

4 of 4 ready to download.

FPE009 Emergency budgeting, cost tracking and donor reporting procedure Template DOCX
FPE010 Rapid emergency budget and fast-track revision template Template DOCX
FPE011 Donor and project funding allocation and cost-tracking tool Template DOCX
FPE012 Emergency cost-eligibility and variance checklist Template DOCX

Standards

COSO Internal Control - Integrated Framework
Humanitarian emergency budgeting and donor financial-management practice

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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