Reporting Policies

8.1 Responsibilities of Project Lead Members #

• Project Lead Member is responsible to collect and submit bi-annual reports to Devxchange.
• Reports are to be submitted using the project reporting template and link on your project dashboard. Forms will be sent pre-filled with accounting data.
• The financial section of the report will include previous fund balance (from last reporting period), transfers sent since last reporting period and a list of the chart of accounts to be used for the report.
• For ongoing projects pay special attention to the financial reporting section and ensure that previous balance equals the ending balance in prior reporting period. Financial reporting is to be based from the end of previous reporting period until current reporting period.
• You do not need to submit actual receipts for the transactions by the implementing partner; however, the implementing partner is required to keep all receipts and an accurate set of books that is available for audit.
• The financial report is to be comprehensive. In other words, if Devxchange contributions are only a part of the contributions to the project- all sources of income and expenditures need to be reported.
• If Devxchange contributions were for a specific component of the project- reporting for that component needs to be included in the report.

8.2 Reporting Schedule #

8.3 Project Evaluations #

• Project Evaluations are scheduled every three years for projects of $15,000 or greater. The Executive Director, Project Lead Members, Board Directors, and Advisory council will assist where necessary to identify volunteers to undertake the Peer Verification and/or Project Evaluation.
• Project evaluation dates will be scheduled on your project dashboard.

8.4 Reporting to Foundations and Government Agencies #

• The Project Lead Member is responsible for reporting to any Foundations or Government agencies funding the project. The Project Lead Member may have a reporting schedule set by such agencies – if not, then submit quarterly reports according to the same schedule as Devxchange. The foundation or agency may have their own required reporting format.
• All reports should first be approved by Executive Director and a copy filed with the Devxchange office. Devxchange also maintains a database of all project reports due, including reports due to foundations and government agencies. Submitting your reports to the Executive Director ensures that the database gets updated.

8.5 Annual Budgeting #

• Project Lead Members will be required to submit an annual budget and plan to Devxchange for the annual calendar year. It may or may not be in sync with your project schedule; however, Devxchange needs budgeting information based on a calendar year. Please use the budgeting template that is sent to you with the corresponding chart of accounts.