Attachment J.3 Local Development Partners’ Group (LDPG) Policy on Provision of Allowances (1).doc
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This document outlines a policy from the Local Development Partners' Group in Uganda regarding allowances for government officials and non-governmental participants in development partner-funded activities. The policy establishes a harmonized schedule of maximum allowances for overnight accommodations, meals, and transportation to be provided in exceptional circumstances when the sending organization cannot cover participation costs. The allowances are meant to promote participation in events that further institutional mandates. The rates were recently updated based on increases in Uganda's cost of living and include separate allowances for overnight stays versus daily travel. Reimbursement for transportation costs will be based on actual expenses or mileage calculations using current fuel prices. The related federal contract opportunity is a request for proposals from USAID to provide monitoring, evaluation, learning and strategic information activities in Uganda under an indefinite delivery/indefinite quantity contract.
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Plot 11 Yusuf Lule Road, P. 0. Box 7184 Kampala, Uganda, Tel: +256 (417) 112100, Fax: +256 (414) 344801 Email: un.uganda@one.un.org un.uganda@one.un.org Office of the United Nations Resident Coordinator file_0.emf file_1.wmf
28 February, 2019
Right Honourable Prime Minister, Subject: Updated Schedule of Rates of Allowance for Government Officials and Non-Governmental Entities and Individuals participating in Development Partner Funded Activities, Programs and Events within Uganda
Greetings from the Local Development Partners' Group in Uganda.
| The Local Development Partners' Group (LDPG) is implementing a policy on harmonized provision of allowances to cover expenses incurred by government officials and civil society beneficiaries while traveling for official purposes, when such expenses cannot be covered by the sending organization or government entity. |
| The policy seeks to promote active participation by government officials and non governmental entities and individuals in events that are relevant to and seen to add value to the institutions they serve. |
| The LDPG seeks to enforce this policy while reaffirming the importance of Government of Uganda (GOU) commitment to attend Development Partner events as part of GOU officials existing duties. In parallel, Development Partners commit to encouraging GOU ownership to eventually assume full responsibility for funding the accommodation, meals and incidentals necessary for GOU officials to perform their jobs in service to the people of Uganda. |
| The policy is implemented in accordance with the following key principles: |
| When representatives from the Government and other organizations participate in activities, programs and events, the sending organization has an interest in being represented to serve public interests in accordance with their institutional mandate; |
| As a rule, the sending organization is expected to cover all costs related to participation, including per diems and travel reimbursements (defined herein as allowances); |
Rt. Hon. Dr. Ruhakana Rugunda Prime Minister of the Republic of Uganda Office of the Prime Minister Kampala
| Development Partners are not obliged to pay allowances to cover expenses incurred by government officials and non-governmental entities and individuals while traveling for official purposes; |
| The foregoing notwithstanding, there may be special circumstances where the sending organization is unable to cover costs related to the participation of its official representatives. In such cases, Development Partners may decide to provide meals and accommodation in-kind; |
| Invitations to events funded by Development Partners should always clearly state in detail which costs are covered to avoid misunderstandings during and after events. |
| In exceptional cases where meals and accommodation cannot be provided in-kind, Development Partners may decide to apply the harmonized rates of allowances as set forth in the updated schedule of Standard Rates of Allowances (Annex 1). The updated schedule was agreed at the meeting of the LDPG on February 12, 2019 and is replacing the schedule dated December 15, 2016. The schedule is applied using the following principles: |
| The rates provided in the schedule indicate the maximum rates of allowances that can be paid directly (as opposed to in-kind) to government officials and civil society beneficiaries participating in activities, programs and events in Uganda funded by Development Partners; |
| The schedule does not apply to travel outside Uganda. In such cases, Development Partners may use their own policies and procedures; |
| Sitting, participation and facilitation allowances are not paid under any circumstances; |
| Rates are harmonized for all as participants are assumed to incur the same costs during official travel irrespective of status and grade; |
| Where actual costs exceed allowance rates, payments must be in-kind and paid for directly by the Development Partner; |
| The revised rates of allowances are based on increases in the average cost of living1 recorded since December 2016 when the last schedule was endorsed; |
| Any future revisions to the schedule will be based the mutual agreement of Development Partners and will be presented in updates to this policy; |
| All members of the LDPG, including bilateral and multilateral development agencies as well as UN organizations, hereby commit to implementing this policy in line with principles of anti-corruption, good governance, and GOU ownership and self-reliance principles that each of us seeks to promote through our development cooperation in Uganda. |
| We would be grateful if your office could kindly notify relevant Ministries, Departments and Agencies of this new schedule. |
1 As measured by the Consumer Price Index.
On behalf of the LDPG, we take this opportunity to reaffirm our commitment to increase the effectiveness of our development cooperation in a transparent and accountable manner in support of the national development agenda.
Accept Right Honourable Prime Minister, the assurances of our highest consideration.
file_2.jpg file_3.wmf
Joris van Bommel Head of Cooperation Embassy of the Kingdom of the Netherlands & Co-Chair of the LDPG RosJ'Malan Resident Coordi2c1tor file_4.jpg file_5.wmf
United NationsV& Co-Chair of the LDPG
cc. Minister of Finance, Planning and Economic Development Minister of Public Service Minister of Local Government Permanent Secretary, Office of the Prime Minister Permanent Secretary/ Secretary to the Treasury Ministry of Finance, Planning and Economic Development Permanent Secretary, Ministry of Public Service Executive Director Uganda National NGO Forum Annex 1: Updated Allowance Schedule for Government Officials and Non-Governmental Entities and Individuals participating in Activities, Programs and Events funded by Development Partners and NGOs2 within Uganda
Effective as of February 12, 2019
When allowances are provided in-kind3, the allowances set fotth in the schedule do not apply. Overnight and Safari Day allowances are harmonized, and the same rates are applied to all officials, participants and beneficiaries irrespective of status or grade.
Overnight Allowance Accommodation (maximum contribution, UGX) Meals and Incidentals (maximum contribution, UGX)
Overnight allowance may be paid when an officer or beneficiary stays away for a night or more from the duty station on official duty to cater for meals, accommodation and other incidentals.
| Meals and Incidentals cover breakfast (20%), lunch (30%), dinner (40%), and incidentals (10%) |
| In exceptional cases, such as inter-district travel in excess of 2 hours, the Development Partner may fund an overnight stay to avoid travel after dark, provided, however, that such exceptional cases shall not include travel after dark within or between Kampala/Entebbe or |
within other head towns.
125,000
50,000
Safari Day Allowance
Lunch and Incidentals (maximum contribution, UGX) Safari Day Allowance is paid to cater for lunch and incidentals when patticipants or beneficiaries travel within Uganda for a period of six hours or more in any one day and return to the duty station the same day.
| The allowance represents the lunch (30%) and incidentals (10%) portion of the Meals and Incidentals allowance above. |
| Safari Day Allowance is not a sitting allowance and is not paid if lunch is provided in-kind. |
20,000
2 This only applies to non-governmental entities and individuals whose participation is required for successful implementation of activities funded by Development Partners.
3 "In-kind" suppo11 means that accommodation and meals provided to officials and beneficiaries are paid for directly by the Development Pa1tner (or organizations implementing activities/programs on the Development Pa1tner's behalf) and means that no direct payment is made to participants;
Annex 2: Support for Transport Costs
Financial support for transport costs is in principle based on reimbursement of actual costs, e.g., using boda-boda, buses and taxis. Transport costs are not covered for officials participating in activities, programs and events in the town they are based, but in-kind support, i.e., meals, may be provided.
Where travel takes place in an individually, government or civil society-owned vehicle, guidelines for reimbursement per vehicle are provided below. In such cases, reimbursement of transport is based on mileage from the workplace to the place of the event, with the understanding that the number of cars for which mileage is reimbursed must be minimized (e.g., if 4 persons are traveling, mileage for only one car will be reimbursed).
Fuel Reimbursement Guidelines Transport Cost (UGX) = Distance X Fuel Cost/ Fuel Consumption Distance Fuel Cost Fuel Consumption
| = | Kms to venue for activity and back to duty station (as per Annex 3: Distances between Major Towns) |
| = | Cost per litre (based on Shell market price for either petrol or diesel (whichever was actually used) at time of travel) |
7 Kms per litre for passenger vehicle up to 7 seats
Annex 3: Distances between major towns
Entebbe 318 Chobe 356 370 Fort Portal Gulu I 07 Kitgum 48 I I 05 145 Sudan Boarder near Nimule 234 341 399 Hoima Jinja
Kabale DRC Border-Bunagana 522 Kampala 742 266 Karuma Falls I 072 596 330 Kidepo Arua
DRC near Vura 641 Masaka 336 354 Masindi 549 387 395 Mbale Mbarara I 88 091 Tanzania Border 757 848 Moroto Paraa 317 Soroti 459 142Tororo 477 160 018 Malaba
Plot 11 Yusuf Lule Road, P. 0. Box 7184 Kampala, Uganda, Tel: +256 (417) 112100, Fax: +256 (414) 344801 Email: un.uganda@one.un.org
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