Secretariat

11 Mensah Wood Street, East Legon

P. O. Box KD 213, Kanda

Accra, Ghana

Tel: +233 0302 519394

Fax: +233 0302 519395

INDEPTH Network

Better Health Information for Better Health Policy

Memorandum of Understanding

Between

INDEPTH Network

And

(name of INDEPTH site hosting workshop)

This Memorandum of Understanding (MOU) is made this xx day of xx 2008 BETWEEN INDEPTH NETWORK of No. 11 Mensah Wood Street, East Legon, P.O. Box 213, Kanda, Accra, in the Republic of Ghana acting by its Executive Director, Dr. Osman Sankoh AND(name of INDEPTH site hosting workshop)acting by its Site Leader / Director xx.

Purpose

The Purpose of this MOU is to define terms of reference (TORs) for the hosting of a (title of workshop) workshop in (city) by (site name) on behalf of INDEPTH/MCTA.

The workshop will take place at the Hotel (name) from (date) 2008 in (city) fully funded and sponsored by the INDEPTH Network.

Terms of Reference (TORs)

It is hereby agreed that (name of site) will carry out the following procedures on behalf of the INDEPTH Secretariat.

  1. Secretariat File

(site) will create a secretariat file where all the supporting documents for the expenditures will be filed. The file should be given to xx(name)from the INDEPTH secretariat who will attend the workshop.

  1. Hotel

INDEPTH will provide (site) a schedule of the arrivals and departures of the participants. A copy of this should be given to the hotel as INDEPTH will only pay for the number of nights spent by the participants in the hotel.

INDEPTH pays for bed and breakfast, lunch and two coffee breaks from the (dates).

For participants who will arrive before the day mentioned INDEPTH will pay for half boarding onlyas participants will be paid per diem to take care of their dinner and incidental expenses.

(site) will inform the hotel that any additional costs incurred by the participants should be settled by them before they check out.

The final invoice from the hotel, when received, should be reconciled to the number of participants and the days spent per the arrival and departure schedule before the final payment is made to the hotel. A copy of the final invoice, once agreed, should be scanned and sent to INDEPTH and the hard copy - together with the receipt of payment - should be filed on the secretariat file.

  1. Per Diem

Participants should be paid their per diem in US dollars (where this is not possible, funds should be exchanged and rate documented) based on a schedule of participants and arrival times that will be provided by INDEPTH. A sample of our payment voucher to be completed and signed by each person is attached. All payment vouchers should be filed on the secretariat file.

  1. Refunds

i)Visa

Participants who paid VISA fees should be refunded only with evidence of payment. The receipt should be attached to the payment voucher and participants sign as having received the refunds. No refund should be possible without evidence of payment.

ii) Ticket Refunds

For participants who have had approval from the Secretariat to purchase their own tickets, refunds are made by bank transfer to institutions’ account.

Where special arrangements have been made for the participants to be refunded in cash at the workshop, only original receipts of ticket purchase may be accepted. A copy of the ticket will also be required before the refund can be effected in cash.

iii)Others

All other refunds presented by participants for smaller travel expenses should first be discussed with the Secretariat staff present at the work before payment is effected. Evidence of payment must also be provided by participants before refunds can be possible.

4.Transport Hiringetc.

INDEPTH will request from the host estimates of how much these items would cost. (Site) will however submit an invoice and a receipt of payment when the invoice is paid for. These should also be scanned and emailed to INDEPTH and the hard copies retained on the secretariat file.

  1. Airport Pick up and dropping/ Transport to and from hotel

An invoice for all these costs based on the estimates provided is required in addition to the receipt of payment. These should also be filed on the secretariat file.

  1. Social Events

For entertainment purposes INDEPTH will support a social event for the participants preferably after the first day of the workshop.It is advisable that the site (name) consults with INDEPTH regarding the cost of this event. A final invoice and the receipt of payment will be required.

  1. Overheads

INDEPTH does not have the facility to pay overheads to sites for organising workshops on behalf of the NETWORK. INDEPTH expects its member sites to offer such assistance as their contribution towards the NETWORK activities. However INDEPTH may consider a modest contribution towards staff time for the staff that assist with the organisation of the workshop.

UNDERSTOOD AND AGREED TO.

Signed on behalf of INDEPTH

by:

______

Dr. Osman SankohDate:

Executive Director

Signed on behalf of (name of site)

______

Date:

Name of site leader

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Board of Trustees

Prof. Marcel Tanner (Chair,Switzerland), Dr. SanjayJuvekar(India),Dr. Eusébio Macete (Mozambique), Prof. Hans-Olov Adami(USA)
Dr. AliSie (Burkina Faso), Dr. Honorati Masanja (Tanzania),Dr. Margaret Gyapong (Ghana),Dr. Osman Sankoh (Ghana)
Dr. Timothy Evans (Bangladesh), Prof. Kathleen Kahn (South Africa), Prof. Peter Byass (Sweden), Dr. Kofi Baku (Secretary, Ghana)

*****

INDEPTH Network is incorporated in Ghana under the Company’s Code, Reg. No.: G.4,479; TIN: 805-V00-0047

INDEPTH Network is a 501c(3) public charity registered with US IRS; EIN: 98-0401231