1st Round Monitoring and Reporting Guidelines *UPDATED*

Below, you will find the 1st round project monitoring and reporting guidelines for the UN Democracy Fund.

Reporting Timetables

The tables below summarize the reporting requirements for UNDEF funded projects. Please refer to the appropriate table:

If the project is executed by a NGO or by a UN agency for which there is no Memorandum of Understanding, please refer to Table 1.

If the project is executed by a UN agency and there is a Memorandum of Understanding, please refer to Table 2.

Table 1: 1- Project Reporting by Executing Agency – NGO and UN when there is no Memorandum of Understanding
Report Title	Prepared By	Submitted By/To	Deadline
Mid-term Status Report for 12-Month Projects	Executing Agency	By Executing Agency to UNDEF	7 months after project start date
Mid-term Progress Report for 24-month Projects	Executing Agency	By Executing Agency to UNDEF	13 months after project start date
Certified Financial Statements for 24 month projects	Executing Agency and certified by an Accountant/Auditor	By Executing Agency to UNDEF	To be submitted with Mid-term Progress Report
Final Narrative Report for 12 and 24 month Projects	Executing Agency	By Executing Agency to UNDEF	1 month after project end date
Final Certified Financial Statement for 12 and 24 month Projects	Executing Agency and certified by an Accountant/Auditor	By Executing Agency to UNDEF	3 months after project end date, to be submitted with the Evaluation Report
Evaluation Report for 12 and 24 month Projects	Independent Entity	By Executing Agency to UNDEF	3 months after project end date
Extension Status Report	Executing Agency	By Executing Agency to UNDEF	For extensions of 4 months or longer 1/2 way through extension period.

Table 2: 2- Project Reporting by Executing Agency – UN Agency when there is a Memorandum of Understanding
Report Title	Prepared By	Submitted By/To	Deadline
Annual Substantive Report	Executing Agency	By Executing Agency to UNDEF Office	31st of January for the previous calendar year (January 2008, January 2009)
Interim Financial Report	Executing Agency	By Executing Agency to UNDEF Office	31st of January for the previous calendar year (January 2008, January 2009)
Final Substantive Report	Executing Agency	By Executing Agency to UNDEF Office	Within 90 days after the completion of the project
End of Project Certified Interim Financial Report	Executing Agency	By Executing Agency to UNDEF Office	Within 90 days after the completion of the project
Evaluation Report	Independent Entity (where applicable)	By Executing Agency to UNDEF Office	Within 90 days after the completion of the project
Final Financial Report	Executing Agency	By Executing Agency to UNDEF Office	No later than 30th of June of the year following the financial closing of the project
Extension Status Report	Executing Agency	By Executing Agency to UNDEF	For extensions of 4 months or longer 1/2 way through extension period.