Sample Budget Monitoring Report - page 1 of 2

1 Budget Vs. Actual Report

FINANCIAL REPORT FOR : TUSAIDIANE WATER PROJECT 1 May to 31 October 2009
Currency = Kenyan Shillings A B C D E F

TOTAL ACTUAL
GRANT/ BUDGET SPEND TO BUDGET % BUDGET
CODE BUDGET ITEM BUDGET to 31 Oct DATE VARIANCE VARIANCE COMMENTS
KSH KSH KSH KSH %
A2000 ADMINISTRATION: PERSONNEL
A2001 Project Coordinator 420,000 210,000 218,750 (8,750) -4% Handover period for new Coordinator.
A2002 Project Officer 324,000 162,000 162,000 - 0%
A2003 Driver 204,000 102,000 97,750 4,250 4% Vacancy for one week.
A2004 Staff Medical 316,000 - - - -
Sub Total 1,264,000 474,000 478,500 (4,500) -1%
A3000 ADMINISTRATION: OFFICE RUNNING
A3001 Utilities - water, electricity & gas 96,000 48,000 33,875 14,125 29% Bill for June still outstanding.
A3002 Telephone, e-mail, postage 120,000 60,000 58,610 1,390 2% Bill for June still outstanding.
A3003 Rent 120,000 60,000 61,500 (1,500) -3% Landlord increased rent from April due to office improvements.
A3004 Equipment Repairs & Maintenance. 33,000 16,500 15,863 637 4%
A3005 Vehicle Fuel 65,000 32,500 27,610 4,890 15% Fewer field trips made than expected.
A3006 Vehicle Repairs 40,000 20,000 40,827 (20,827) -104% 15,000 Kshs. to be refunded by insurance. Tyres cost more than budgeted.
A3007 Vehicle Insurance & licenses 84,000 5,000 4,520 480 10%
A3008 Office Supplies - stationery 64,000 32,000 28,749 3,251 10%
A3009 Bank Charges 15,000 7,500 6,725 775 10%
A3009 Audit 125,000 - - - -
Sub Total 762,000 281,500 278,279 3,221 1%
TOTAL ADMINISTRATIVE COSTS 2,026,000 755,500 756,779 (1,279) 0%
B4000 CAPITAL COSTS
B4001 Computer & Printer 198,000 198,000 185,622 12,378 6% Savings due to exchange rate gain on purchase price.
B4002 Photocopier 250,000 - - - -
B4003 Furniture - desks, chairs, partitions 108,000 100,000 96,970 3,030 3%
TOTAL CAPITAL COSTS 556,000 298,000 282,592 15,408 5%
C5000 PROGRAMME ACTIVITIES
C5001 Training of Water Committees 125,000 62,500 61,928 572 1%
C5002 Support for Educational Infrastructure 80,000 40,000 41,373 (1,373) -3%
C5003 Micro - Enterprise Grants 325,000 112,500 70,120 42,380 38% Take-up of grants lower than anticipated.
C5004 Training of Community Mobilizers 96,000 56,000 55,450 550 1%
C5005 Media & Publicity 45,000 22,500 - 22,500 100% Campaign postponed to quarter 3 and 4.
C5006 Monitoring & Documentation 33,000 16,500 23,012 (6,512) -39% Consultants' hotel cost more than budgeted.
C5007 Exchange visits 42,500 31,875 34,577 (2,702) -8%
TOTAL PROGRAMME COSTS 746,500 341,875 286,460 55,415 16%

GRAND TOTAL 3,328,500 1,395,375 1,325,831 69,544 5%

Sample Budget Monitoring Report - page 2 of 2
2 Budget Utilisation Report
FINANCIAL REPORT FOR : TUSAIDIANE WATER PROJECT 1 May to 31 October 2009
Currency = Kenyan Shillings A B C D E F G

CUM.
TOTAL ACTUAL % GRANT
GRANT/ ACTUALS ACTUALS SPEND TO BALANCE UTILISED FORECAST See
CODE BUDGET ITEM BUDGET May-July Aug-Oct DATE AVAILABLE YTD Nov-Jan Note:
KSH KSH KSH KSH KSH % KSH
A2000 ADMINISTRATION: PERSONNEL
A2001 Project Coordinator 420,000 105,000 113,750 218,750 201,250 52% 105,000
A2002 Project Officer 324,000 81,000 81,000 162,000 162,000 50% 81,000
A2003 Driver 204,000 51,000 46,750 97,750 106,250 48% 51,000
A2004 Staff Medical 316,000 - - - 316,000 0% 305,000 1
Sub Total 1,264,000 237,000 241,500 478,500 785,500 38% 542,000

A3000 ADMINISTRATION: OFFICE RUNNING

A3001 Utilities - water, electricity & gas 96,000 21,343 12,532 33,875 62,125 35% 22,000
A3002 Telephone, e-mail, postage 120,000 33,288 25,322 58,610 61,390 49% 25,000
A3003 Rent 120,000 30,000 31,500 61,500 58,500 51% 31,500
A3004 Equipment Repairs & Maintenance. 33,000 13,297 2,566 15,863 17,137 48% 5,000 2
A3005 Vehicle Fuel 65,000 12,278 15,332 27,610 37,390 42% 15,000
A3006 Vehicle Repairs 40,000 17,606 23,221 40,827 (827) 102% -
A3007 Vehicle Insurance & licenses 84,000 4,520 - 4,520 79,480 5% 60,000
A3008 Office Supplies - stationery 64,000 21,183 7,566 28,749 35,251 45% 10,000
A3009 Bank Charges 15,000 4,475 2,250 6,725 8,275 45% 3,000
A3009 Audit 125,000 - - - 125,000 0% -
Sub Total 762,000 157,990 120,289 278,279 483,721 37% 171,500
TOTAL ADMIN COSTS 2,026,000 394,990 361,789 756,779 1,269,221 37% 713,500

B4000 CAPITAL COSTS

B4001 Computer & Printer 198,000 185,622 - 185,622 12,378 94% -
B4002 Photocopier 250,000 - - - 250,000 0% 221,250
B4003 Furniture 108,000 92,450 4,520 96,970 11,030 90% -
TOTAL CAPITAL COSTS 556,000 278,072 4,520 282,592 273,408 51% 221,250

C5000 PROGRAMME ACTIVITIES

C5001 Training of Water Committees 125,000 36,073 25,855 61,928 63,072 50% 31,000
C5002 Support for Educ'n Infrastructure 80,000 21,258 20,115 41,373 38,627 52% 12,450
C5003 Micro - Enterprise Grants 325,000 57,620 12,500 70,120 254,880 22% 150,000 3
C5004 Training of Community Mobilizers 96,000 - 55,450 55,450 40,550 58% 40,000
C5005 Media & Publicity 45,000 - - - 45,000 0% 25,000 4
C5006 Monitoring & Documentation 33,000 14,562 8,450 23,012 9,988 70% 5,000 5
C5007 Exchange visits 42,500 18,455 16,122 34,577 7,923 81% 10,000
TOTAL PROGRAMME COSTS 746,500 147,968 138,492 286,460 460,040 38% 273,450

GRAND TOTAL 3,328,500 821,030 504,801 1,325,831 2,002,669 40% 1,208,200

SUMMARY
BALANCE OF FUNDS B/F FROM LAST YEAR 125,144
FUNDS RECEIVED FROM OXFAM THIS YEAR 1,664,250
TOTAL EXPENDITURE TO DATE (1,325,831)
BALANCE OF FUNDS HELD 463,563

APPROVED BY:__________________Designation__________ DATE________________ OFFICIAL STAMP_____________

Notes:
1 15,000 Kshs. to be refunded by insurance.
2 Tyres cost more than budgeted.
3 Take-up of grants lower than anticipated.
4 Campaign postponed to quarter 3 and 4.