Activity Advance Request

Goal: The Activity Advance Request is meant to calculate expected expenses for completing an activity and request an activity advance.

Note 1: This advance report should be used to request activity advances. An activity can either be a workshop, training event, or any other implemented project activity. The
activity Advance request must not be used to request a travel advance not attached to an activity. The travel authorization and advance request (TAAR) form must be used for
related travel request.

Note 2: The Project Logo and Name should be included in both sheets (AAR Summary and AAR Detailed Budget).

Note 3: The data sheet (tab "Ref") needs to be completed FIRST and include:
a) The allocation of expenses by project code or class; enter the project code(s) in cells above the red instruction line.
b) The type of attendee; enter in cells above the red instruction line.
c) The list of District/Province/ Region applicable to your country of operation; enter in cells above the red instruction line.
This sheet includes a list of account codes usually needed for an activity. More accounts can be added. Start at the highlighted cells at the bottom of the list. The data sheet
must be customized by the field office senior financial employee.

Note 4: ''Local TRP Rate'' and ''Cost Reference'' tabs: enter the details of country's approved per diem and transport rates. These rates are found in the "Travel" section of
your approved P&P manual.

Note 5: The activity expenses breakdown should only be entered in the AAR detailed expenses sheet. The summary sheet will automatically populate the necessary
information based on the detailed expenses included.

AAR Summary
Goal: To calculate the budgeted activity expense amount for the employee activity advance and for direct payments.

Activity Title: Cells will populate automatically from the "AAR Detailed Budget".
CLASS/Project Code: Using the drop down list, select the project task number (Project Code) being charged/booked. Please customize the drop down menu in the Ref tab to
reflect your project needs (Consult with your FA if necessary for assistance).

Place & Date of activity: Cells will populate automatically from the "AAR Detailed Budget".

Person in Charge: Insert Name of Activity Lead/coordinator.

Total Budget: This will be automatically populated from the table below.

Table: This will be automatically populated from other tabs such as the "AAR Detailed Budget". The table will calculate the total budget expenses for the activity
and allocate the amount to be advanced to an employee and the amount that will be paid directly by the office.

Prepared by: Enter name, signature, and title of the person preparing the AAR and the date of when it is signed.

Reviewed By: Enter name, signature, and title for the person who reviewed the AAR and the date of when the review was completed.

Approved By: Enter name, signature, and title for the person who approved the AAR and the date of approval. Must be in line with the approval authority outlined in the P&P
manual

AAR Detailed Budget

Goal: To provide the detailed budget and expected expenses for the activity.

Activity Title: Insert Activity Title/Name/Activity Code if applicable

Place & Date of activity: Insert Place and Date of Activity.

Account Name (Expense Type or Category): Choose from the drop down list to enter the account name that best reflects the type of the expense entered in that row.
Attention must be made in selecting the correct expense category for 6-1 (costs related to staff supporting the activity, facilitators, visitors, trainers, and costs that cannot be
specifically identified to a participant such as room rental or printing of banner) and 6-2 (Participants support costs or costs for trainees or learners attending a training event).
Please refer to the Participant Support Cost Policy for additional information.

Account No(s): Do not enter. This information will appear automatically based on the selections made for the account name. The codes used are from the EDC chart of
accounts. If needed, more codes can be added through consultation with your HO Finance Analyst.

Item: Include a brief explanation of the expenses e.g.: MIE JAN 05-11'20 FACILITATORS

Unit Cost: Enter the expense unit price (refer to vendor quote or travel policy for rates)

No of Person/Unit Cost: Enter the number of person/unit

No of Day: Enter the number of days. Input a 1 if the number of days is not relevant to the item.
Total: Cells will automatically populate with calculations.

Transfer Allocation: Link the cells under "Totals" in column G with the appropriate cell in table "Transfer Allocation" to indicate the beneficiary of the payment. If the payment is
an advance to the employee, then link to the employee; if payment will be direct is to the vendor or participants, then link to vendor. Do the allocation for each activity item/ line.

Tab 'M&IE
Goal: To calculate the amount of M&IE due to travelers.

Note 1: Complimentary meals (breakfast, etc.) provided by the hotel as part of the room rate should not be deducted from M&IE. However, if the hotel offers different rates for
rooms with or without meals and the rate with meals is selected, then the meal cost must be deducted from M&IE. if the meals are part of a meeting package they should also
be deducted from M&IE. This tab must be in line with the local P&P manual or local travel policy.

Note 2: There are three options in this tab: Participants, facilitators, and/or Staff. Fill out each section according to the type of attendee. Feel free to add if needed

Participants
Start Date: Enter the Start Date of the activity MM/DD/YYYY.

End Date: Enter the End date of the activity MM/DD/YYYY.

Day: In cell A11, enter the number 1 and drag to have the same number of rows as the number of days eligible for M&IE within the start and end date of the activity.

Date: Cell B11 will automatically fill in the date from Cell C8. To add additional dates, drag from the last completed cell until you have reached the end date of the activity.

Travel: In column C under "From", insert the departure location starting with C11. Under "To" in column DC, starting in cell D11 insert the destination location. Complete for
every day of travel.

M&IE: Enter the rate based on the destination location.

% (percentage): 75% of full M&IE for first and last day of travel.

Net: The cell will automatically populate.

Meals Deduction: Please indicate with "x" in the appropriate box for meals provided by project/hotel/government/other organization. This will automatically deduct the meal
from the "Amount".

Amount: The cell will automatically populate.

Facilitators
Start Date: Enter the Start Date of the activity MM/DD/YYYY.

End Date: Enter the End date of the activity MM/DD/YYYY.

Day: In cell A26, enter the number 1 and drag to have the same number of rows as the number of days eligible for M&IE within the start and end date of the activity.

Date: Cell B26 will automatically fill in the date from Cell C23. To add additional dates, drag from the last completed cell until you have reached the end date of the activity.

Travel: In column C under "From", insert the departure location starting with C26. Under "To" in column DC, starting in cell D26 insert the destination location. Complete for
every day of travel.

M&IE: Enter the rate based on the destination location.

% (percentage): 75% of full M&IE for first and last day of travel.

Net: The cell will automatically populate.

Meals Deduction: Please indicate with "x" in the appropriate box for meals provided by project/hotel/government/other organization. This will automatically deduct the meal
from the "Amount".

Amount: The cell will automatically populate.

Project Staff
Start Date: Enter the Start Date of the activity MM/DD/YYYY.

End Date: Enter the End date of the activity MM/DD/YYYY.

Day: In cell A26, enter the number 1 and drag to have the same number of rows as the number of days eligible for M&IE within the start and end date of the activity.
Date: Cell B26 will automatically fill in the date from Cell C23. To add additional dates, drag from the last completed cell until you have reached the end date of the activity.

Travel: In column C under "From", insert the departure location starting with C26. Under "To" in column DC, starting in cell D26 insert the destination location. Complete for
every day of travel.

M&IE: Enter the rate based on the destination location.

% (percentage): 75% of full M&IE for first and last day of travel.

Net: The cell will automatically populate.

Meals Deduction: Please indicate with "x" in the appropriate box for meals provided by project/hotel/government/other organization. This will automatically deduct the meal
from the "Amount".

Amount: The cell will automatically populate.

Participants List
Goal: To list and organize the attendees for the activity. This list can also be used for vetting purposes

Cells A1 & A2: Cells will populate automatically from "AAR Summary".

Name: Insert Attendee's Name.

Position: Insert Attendee's position title.

Institution: Insert the Attendee's Institution's name.

District: Use the drop down menu to select as applicable to your project. Please customize the list on the Ref tab to reflect your project needs (Consult with your FA if
necessary for assistance). If "District" is not the appropriate title for your country, adjust cell E3.

Type of invitee: Use the drop down menu to select as applicable to your project. Please customize the list on the Ref tab to reflect your project needs (Consult with your FA if
necessary for assistance).

M/F: Please specify Attendee's gender.

Check-in: Insert Attendee's start date at activity.

Check-out: Insert Attendee's end date at activity.

No of Nights: Cells will populate automatically..

Single: Indicate the type of room, it will usually be one (1).

Shared room: Indicate the type of room, it will usually be one (1).

Recap table: this will populate automatically. Please customize the table based on the list on the Ref tab to reflect your project needs. (Consult with your FA if necessary for
assistance)

Updated 6-Jul-20
 ACTIVITY ADVANCE REQUEST
Opportunity 2.0
Activity Title:
0
Date of Activity: 30-Dec-99 Approved TOR, Includes Agenda &
Place of Activity: 30-Dec Participants List
Person in Charge: 0
Total Budget: PHP 0 AIP No.:

SUMMARY
Transfer Allocation

Account Name Account No. Amount Advance to Payment to Vendor(s)/

Employee(s) Employee(s)/
Participants

Tech Acty- Meals 6161530 0 0 0

Tech Acty-Othr Travel 6161590 0 0 0
Tech Actv-Airfare 6161510 0 0 0
Tech Actv-Lodging 6161520 0 0 0
Tech Actv-PerDiem 6161540 0 0 0
Tech Actv-Taxi 6161550 0 0 0
Tech Actv-Van Rent 6161580 0 0 0
NonEmpl-InCntry Airfare 6161610 0 0 0
Non Empl-In Cntry Lod 6161620 0 0 0
Non Empl-InCntry Meals 6161630 0 0 0
NonEmpl-In Cntry Per 6161640 0 0 0
NonEmpl-InCntryTaxi/B 6161650 0 0 0
NonEmpl-VanRent 6161680 0 0 0
Non Empl-In Othr Trvl 6161690 0 0 0
Tech Actv - Equip Inv 616212I 0 0 0
Tech Actv-Office Supp 6163010 0 0 0
Tech Actv-Comp Supp 6163020 0 0 0
Local Vendor Cnslt Agre 6164020 0 0 0
Tech Actv-Bldg MainT 6171130 0 0 0
TechActy-Tel/Internt/Fx 6172110 0 0 0
Tech Actvt-Post/Ship 6174150 0 0 0
Tech Actv -Travel Insurance 6175260 0 0 0
Workshop & Class Materials 6176010 0 0 0
Tech Actv -Meal Conf 6176030 0 0 0
Tech Actv-Regis./Tuit 6176050 0 0 0
Tech Actvt-Facil/Ven 6176070 0 0 0
Tech Actv-Copy/Print 6177020 0 0 0
Part. Costs-Airfare 6261610 0 0 0
Part. Costs-Lodging 6261620 0 0 0
Part. Costs-Meals 6261630 0 0 0
Part.Costs-PerDiem 6261640 0 0 0
Part. Costs-Taxi 6261650 0 0 0
Part. Costs-Vehicle Rental 6261680 0 0 0
Part. Costs-Other Travel 6261690 0 0 0
Part. Costs-Comp Sup 6263020 0 0 0
Part. Costs-Post/Ship 6274000 0 0 0
Part. Costs-Insura 6275210 0 0 0
Part.Cost-Material/Su 6276010 0 0 0
Part.Costs-Meal/Conf 6276030 0 0 0
Part. Costs-Reg. 6276050 0 0 0
Part Costs-Internet Allw/Online 6276090 0 0 0
Part.Costs-Copy/Print 6277020 0 0 0
TOTAL 0 0 0 1

Prepared by & date: Reviewed by & date: Approved by & date:

Cathy Cabondocan
Name Name Name
FO Cebu
Title Title Title
Opportunity 2.0 DETAILED ACTIVITY BUDGET

Activity Title:
Place of Activity:
Date of Activity:
Person in Charge:

BUDGET DETAILS
Account Name Transfer Allocation
No. of Payment to
No. of
Account No. Item Unit Cost Person/ Total (LC) Advance to Vendor(s)/
(use drop down list) Days
Unit Employee(s) Employee(s)/
Participants

0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0
0 0
0 0
0 0
0
Sub Total - Activity 0 0 0

0
0
0
0
0

0
0

Sub Total - EDC Staff Costs 0 0 0

Total Budget 0 0 0
Opportunity 2.0 ACTIVITY ADVANCE REQUEST

Activity Title:
Regular O2 Youth Monthly Meetings
Date of Activity: 13-Jan ✘
Approved TOR, Includes Agenda &
Place of Activity: Iloilo City Participants List
Person in Charge: Jireh Alivo
Total Budget: PHP 4,990 AIP No.: 3.3.2.a

SUMMARY
Transfer Allocation
Payment to
Account Name Account No. Amount Vendor(s)/
Advance to Employee(s)
Employee(s)/
Participants

Tech Acty- Meals 6161530 0 0 0

Tech Acty-Othr Travel 6161590 0 0 0
Tech Actv-Airfare 6161510 0 0 0
Tech Actv-Lodging 6161520 0 0 0
Tech Actv-PerDiem 6161540 0 0 0
Tech Actv-Taxi 6161550 900 900 0
Tech Actv-Van Rent 6161580 0 0 0
NonEmpl-InCntry Airfare 6161610 0 0 0
Non Empl-In Cntry Lod 6161620 0 0 0
Non Empl-InCntry Meals 6161630 0 0 0
NonEmpl-In Cntry Per 6161640 0 0 0
NonEmpl-InCntryTaxi/B 6161650 0 0 0
NonEmpl-VanRent 6161680 0 0 0
Non Empl-In Othr Trvl 6161690 0 0 0
Tech Actv - Equip Inv 616212I 0 0 0
Tech Actv-Office Supp 6163010 0 0 0
Tech Actv-Comp Supp 6163020 0 0 0
Local Vendor Cnslt Agre 6164020 0 0 0
Tech Actv-Bldg MainT 6171130 0 0 0
TechActy-Tel/Internt/Fx 6172110 0 0 0
Tech Actvt-Post/Ship 6174150 0 0 0
Tech Actv -Travel Insurance 6175260 0 0 0
Workshop & Class Materials 6176010 0 0 0
Tech Actv -Meal Conf 6176030 0 0 0
Tech Actv-Regis./Tuit 6176050 0 0 0
Tech Actvt-Facil/Ven 6176070 0 0 0
Tech Actv-Copy/Print 6177020 0 0 0
Part. Costs-Airfare 6261610 0 0 0
Part. Costs-Lodging 6261620 0 0 0
Part. Costs-Meals 6261630 0 0 0
Part.Costs-PerDiem 6261640 0 0 0
Part. Costs-Taxi 6261650 2400 2400 0
Part. Costs-Vehicle Rental 6261680 0 0 0
Part. Costs-Other Travel 6261690 0 0 0
Part. Costs-Comp Sup 6263020 0 0 0
Part. Costs-Post/Ship 6274000 0 0 0
Part. Costs-Insura 6275210 0 0 0
Part.Cost-Material/Su 6276010 0 0 0
Part.Costs-Meal/Conf 6276030 1690 1690 0
Part. Costs-Reg. 6276050 0 0 0
Part Costs-Internet Allw/Online 6276090 0 0 0
Part.Costs-Copy/Print 6277020 0 0 0

TOTAL 4,990 4,990 0 1

Prepared by & date: Reviewed by & date: Approved by & date:

Jireh Alivo / January 10, 2023 Cathy Cabondocan /Jan. 10, 2023 Loucille A. Dabhi / January 10, 2023
Name Name Name

YDO - Iloilo City FO Cebu YDTL Cebu

Title Title Title
Opportunity 2.0 DETAILED ACTIVITY BUDGET

Activity Title: Regular O2 Youth Monthly Meetings

Place of Activity: Iloilo City
Date of Activity: 13-Jan-23
Person in Charge: Jireh Alivo

BUDGET DETAILS
Account Name Transfer Allocation
No. of
No. of Payment to
Account No. Item Unit Cost Person Total (LC)
Days Advance to Vendor(s)/
(use drop down list) /Unit
Employee(s) Employee(s)/
Participants

Transportation Reimbursement of New O2

Part. Costs-Taxi 6261650
Youth Leaders January 2023 300.00 8 1 2,400 2,400

Snacks for O2 youth leaders and staff -

Part.Costs-Meal/Conf 6276030
Month of January 2023 130.00 13 1 1,690 1,690

Transportation Reimbursement for O2 staff

Tech Actv-Taxi 6161550
- Month of January 2023 300.00 3 1 900 900

Err:507
Err:507 0 0
Err:507 0 0
Err:507 0 0
Err:507 0 0
Err:507 0 0
Err:507 0
Sub Total - Activity 4,990 4,990 0
Err:507
Err:507 0
Err:507
Err:507 0
Err:507 0
Err:507
Sub Total - EDC Staff Costs 0 0 0
Err:507
Total Budget 4,990 4,990 0
Meals & Incidental Expenses Calculation

 *Please indicate with "x" if meals provided by project/hotel/GOI/other organization

 Any meals provided by project/hotel/Gov/other organization will be deducted from M&IE allowances
 75% of full M&IE for first and last day of travel

Participants
Start Date: End Date:
Travel Meals Deduction*
Day Date M&IE % Net Amount
From To B L D Amount
1 30-Dec-99 75% 0 0 0
2 31-Dec-99 100% 0 0 0
3 1-Jan-00 100% 0 0 0
4 2-Jan-00 100% 0 0 0
5 3-Jan-00 75% 0 0 0
0 0 0
0 0 0
0 0 0
Total 0

Facilitators
Start Date: End Date:
Travel Meals Deduction*
Day Date M&IE % Net Amount
From To B L D Amount
1 30-Dec-99 75% 0 0 0
2 31-Dec-99 100% 0 0 0
3 1-Jan-00 100% 0 0 0
4 2-Jan-00 100% 0 0 0
5 3-Jan-00 75% 0 0 0
0 0 0
0 0 0
0 0 0
Total 0

Staff
Start Date: End Date:
Travel Meals Deduction*
Day Date M&IE % Net Amount
From To B L D Amount
1 30-Dec-99 75% 0 0 0
2 31-Dec-99 100% 0 0 0
3 1-Jan-00 100% 0 0 0
4 2-Jan-00 100% 0 0 0
5 3-Jan-00 75% 0 0 0
0 0 0
0 0 0
0 0 0
Total 0

Meals deduction :
Breakfast (B) 15%
Lunch (L) 25%
Dinner (D) 40%
 0
0

No. Name Position Institution District Type of Invitees M/F Check-in Check-out No. Nights Single Twin Share
1 0
2 0
3 0
4 0
5 0
6 0
7 0
8 0
9 0
10 0
11 0
12 0
13 0
14 0
15 0
16 0

Total Attendances 0
Average No. of Nights #DIV/0!
No. Participants Require Rooms Room
Item
Single Twin Share Requires
Staff - (Prime) 0 0 0
Staff - EDC 0 0
Staff - (Sub) 0 0
Consultants 0 0 0
Data Collector 0 0 0
Training Facilitator 0 0 0
Resource Person 0 0 0
USAID 0 0 0
Donor 0 0 0
Participants 0 0 0

Insert lines for type of

attendees above this line
0 0 0
Total 0 0 0