DISTRIBUTION SITE ACCOUNTABILITY - Food Resources Manual

Receipt of Food

Persons authorized to receive food must physically count the amount delivered, determine its condition, completely fill out the Receipt Information section of the waybill, and sign the waybill with the transporter. Copy #3 of the waybill is kept by the distribution site.

Distribution site staff must fully understand that they are only to sign waybills for the amount of food actually received. The site will be responsible for all food signed for and may be held liable for any lossesdiscovered by field monitors, auditors or other CARE personnel.

Distribution sites must provide CARE or counterparts with sample signatures of all those authorized to sign waybills. All waybills must be filedand accessible to monitors on their inspection visits.

Ledgers and Beneficiary Lists

Responsible parties at the site must maintain inventory ledgers for stores which show:

  • Receipts of food. At the time of receipt, the amount must be immediately recorded into the ledger system. A copy of the waybillmust be kept in the center file.
  • Distributions from stores. Site staff must keep a record of the amount of food taken from project stores each day of a distribution. If two bags of peas and two bags of WSB are taken from the storefor distribution, this should be recorded in the ledger.
  • Dates of all transactions
  • Losses incurred during storage
  • A running balance of food in stock. The ledgers must be kept up to date so that the balance in the ledgers always matches the actualamount of food in the store.

Beneficiary lists must be maintained which show dates of disbursements to beneficiaries, the type and actual amounts distributed, and the identity of the recipient by name, family or village.

Amounts taken out of stores on a given day for distribution should reconcile with amount of food shown distributed to beneficiaries. For example, if two bags of peas and two bags WSB were taken from stores for a distribution, then beneficiary lists should show that the equivalent of four bags was distributed. If less was distributed, store records should show the amount returned to the store or a possible loss should be recorded.

The records must be accessible for CARE field monitor and other CAREpersonnel during visits.

Monthly Distribution Site Reports

  1. Preparation
  2. Each distribution site must prepare a monthly distribution report. The report should summarize the total amount of food received during the month, the amount distributed from their stores to beneficiaries, physical inventory remaining in stores at the end of the month, and losses, including the disposition of unfit food.

    The report should also include information on:

    • The planned number of beneficiaries eligible to receive food and the actual number of beneficiaries receiving food
    • The total amount of food authorized to be distributed and the actual amount distributed
    • The approved individual ration size and the actual ration size distributed.

    Copies of waybills, records of receipts and distributions of food from stores and beneficiary lists are source documents for preparing the monthly reports.

    Distribution site reports are extremely important for CARE program managers because they provide information on not only what food was received at sites but also actual amounts of food that were distributed to beneficiaries. For example, if Site #1 distributed 2.5kgs/person of CSB to 200 persons, but was only authorized to distribute 2.5kgs/person to 100 persons, managers would be alerted to an important problem.

    Monthly distribution site reports should not be based on estimates. Apart from fieldvisits by monitors and other CARE staff, these reports provide country offices withthe only information on actual amounts of food reaching beneficiaries.

  3. Submission
  4. Reports should be submitted to CARE country or regional offices or counterpart offices, within thirty (30) days after the close of each month. Persons at distribution sites should be advised that failure to submit reports on a regular, timely basis could lead to termination of a program.

    For distribution sites located near main transportation routes or near cities with CARE or counterpart offices, there should be little problem getting reports in on time.

    CARE or counterpart staff should visit distributions site managers located inrural, isolated areas and get agreement, in writing, on times when sites will submit reports.

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