ANNEX 39: COMBINED CHECKLISTS

VOUCHER IMPLEMENTATION

ACTIVITY A: LAYING THE FOUNDATION

Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Hold Kick-off Meeting Example Workplan (Gantt Chart) – Program
(Annex 1) Finance
Operations
M&E
Security
Establish SOPs Sample SOPs from E-transfer Guide Program
Finance
Operations
M&E
Clarify roles and Sub-award Program
responsibilities with SOPs (optional) Finance or Operations
partners (if applicable) (if certain tasks are
delegated to partners)
Compliance (if drafting
a sub-award or MOU)
Partner(s)
Establish CARMs CARMs guidance (Annex 2) Program
M&E
Establish M&E Plan Standard MC Indicator Plan Template1 Program
DM&E Tip Sheet #12: Developing a M&E
Monitoring System2
Attend coordination Program
meetings (if applicable)
1 2

1 Standard Mercy Corps Indicator Plan Template, Mercy Corps Digital Library, https://mcdl.mercycorps.org/gsdl/cgi-bin/library?a= q&r=1&hs=1&t= 0&c=all&h
= dtt&q =standard+indicator+plan+template
2 DM&E Tip Sheet #12, Developing a Monitoring System, Mercy Corps Digital Library, https://mcdl.mercycorps.org/gsdl/cgi-bin/library?a= q&r=1&hs=1&t= 0&c
=all&h= dtt&q =dm%26e+tip+sheet+12

Annex 39: Combined Checklists | MERCY CORPS 1

 ACTIVITY B: IDENTIFYING AND REGISTERING PROGRAM PARTICIPANTS
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Select and confirm Note to File (Annex 3) and written Program
target geographies with approval from donor if altered Operations (Security)
other implementing
agencies
Determine participant Sample Participant Selection Criteria Program
selection criteria (Annex 4)
Conduct participant Participant Verification Form (Annex 5) Program
verification (if necessary) M&E
Register participants Participant Registration List (Annex 6) Program

Reemphasize Program
program details during
registration
Create master Participant Registration List (Annex 6) Program
Registration List; create
separate Registration
Lists by distribution site
if necessary
Conduct a baseline study DM&E Tip Sheet #5: Baselines3 Program
M&E
3

ACTIVITY C: VOUCHER TYPE, AMOUNT AND DISBURSEMENT MECHANISM PROVIDER

Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Determine/confirm Note to File (Annex 3) if changed; if Program
voucher type required, written approval from donor
Conduct baseline market Market Price Survey (Annex 7) Program (cash or
price survey restricted cash)
Operations (commodity)
Determine/confirm Note to File (Annex 3) if changed; if Program
voucher amount required, written approval from donor
Coordinate transfer Program
amounts with other
implementing agencies

3 DM&E Tip Sheet #5: Baselines, https://mcdl.mercycorps.org/gsdl/docs/DME%20Tip%20Sheet%205%20Baselines.pdf

Annex 39: Combined Checklists | MERCY CORPS 2

 Determine disbursement Program
mechanism/provider

ACTIVITY D: SELECTING AND CONTRACTING VENDORS – CASH OR RESTRICTED CASH

VOUCHER PROGRAM
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Conduct baseline market Market Price Survey Tool – Baseline (Annex 7) Program
price survey (if not
completed previously)
Set vendor selection Vendor Selection Criteria (Annex 8) Program
criteria
Allow communities to Vendor Selection Criteria (Annex 8) Program
input on vendor selection
criteria
Announce vendor Program
program opportunity (if
security permits)
If door-to-door Expression of Interest (Annex 10) Program
invitations are required, Market Price Survey (Annex 7)
log invitations
Vendor Invitation Log (Annex 11)
Adjust AAM to include Finance Procedures for Vouchers (Annex 15) Finance
signing authority specific Program
to voucher programs
Accept completed Vendor Capacity Survey (Annex 9) Program
vendor applications Market Price Survey – Baseline (Annex 7)
Expression of Interest (Annex 10)
Select vendors Vendor Scoring Sheet (Annex 8) Program
Finance
Operations
Register selected Vendor Registration List (Annex 12) Program
vendors
Complete vendor Vendor Contract – Cash Voucher (Annex 13) Programs or
contracts Vendor Contract – Restricted Cash Voucher Operations
(Annex 14)
WorldTracker Report

Annex 39: Combined Checklists | MERCY CORPS 3

ACTIVITY D: SELECTING AND CONTRACTING VENDORS – COMMODITY VOUCHER PROGRAM
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Conduct baseline market Market Price Survey Tool – Baseline Operations with support
price survey (if not (Annex 7) from Program
completed previously)
Set vendor selection Vendor Selection Criteria (Annex 8) Program
criteria Operations
Adjust AAM to include Finance Procedures for Vouchers Finance
signing authority specific (Annex 15) Program
to voucher programs
Conduct tender process Procurement Documents per Operations
for vendor selection Field Procurement Manual
Select vendors Quotation Analysis per Field Operations
Procurement Manual Program
Finance
Register vendors Vendor Registration List (Annex 12) Program

Negotiate prices with Operation Procedures for Voucher Operations

vendors Programs (Annex 16)
Contract vendors Vendor Contract - Commodity Voucher Operations
(Annex 17)
WorldTracker Report
List of negotiated prices

Annex 39: Combined Checklists | MERCY CORPS 4

ACTIVITY E: DESIGNING AND PRINTING VOUCHERS
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Design voucher Voucher design samples: cash, Program
(including serial restricted cash, commodity (Annex 18)
numbers)
Contract printer (if Per procurement procedures in the Operations
necessary) FPM
Program approves Program
voucher design (if
voucher designed by
printer)
Print vouchers Operations

Print sample vouchers Operations/ Program

for training
Intake vouchers Goods Received Note (GRN) (Field Operations
Procurement Manual) Finance
General Guidance for Finance
Procedures – Voucher Programs
(Annex 15)
Monthly Voucher Inventory Sheet
(Annex 19)
Voucher Intake Flowchart (Annex 37)

Annex 39: Combined Checklists | MERCY CORPS 5

ACTIVITY F: TRAINING
Main Steps Tool/Template Responsible
Design vendor and Sample training materials (Annex 13, Program
participant trainings E-transfer Implementation Guide)
Prepare vendor training Vendor Reimbursement Form – Cash Program
location/rent space if or Restricted Cash Vouchers
necessary (Annex 20)
Prepare materials: Vendor Reimbursement Form –
sample vouchers, Commodity Vouchers (Annex 21)
fingerprint pads, ink, Sample vouchers
posters, required
documents, etc.
Train vendors Vendor Registration List (Annex 12) Program

Prepare participant Sample vouchers Program

training location/rent
space if necessary
Prepare materials:
sample vouchers,
posters, etc.
Train participants Participant Registration List (Annex 6) Program

Annex 39: Combined Checklists | MERCY CORPS 6

ACTIVITY G: VOUCHER DISTRIBUTION
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Establish Distribution Voucher Distribution Plan (Annex 22) Program
Plan and provide
copies to Finance and
Operations
Create Voucher Voucher Distribution Form (Annex 23) Program
Distribution Form
(from the Participant
Registration List)
Request release of Voucher Release/Return Form Program
vouchers from Finance (Annex 24) Finance
Voucher Distribution Form (Annex 23)
Voucher Distribution Plan (Annex 22)
Voucher Release, Return and Disposal
Flowchart (Annex 37)
Update Monthly Voucher Monthly Voucher Inventory Sheet (Annex 19) Finance
Inventory Sheet
Prepare materials for Program
distribution site
Distribute vouchers Vouchers Program
Voucher Distribution Form (Annex 23)
Monitor the distribution Voucher Distribution Monitoring Form (Annex M&E
25) Program
Return unused and/or Voucher Distribution Form (Annex 23) - Program
damaged vouchers to (completed and signed) Finance
Finance Voucher Release/Return Form
(Annex 24)
Monthly Voucher Inventory Sheet (Annex 19)
Destroy damaged Voucher Destruction Form (Annex 26) Finance
vouchers, if applicable
Conduct voucher count Month-end Voucher Count Form (Annex 27) Finance
at month-end
Adapt program Program
processes based up
monitoring feedback

Annex 39: Combined Checklists | MERCY CORPS 7

ACTIVITY H: VOUCHER REDEMPTION
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Monitor redemptions Voucher Redemption Monitoring Form Program
(Annex 28)
Conduct quality Voucher Redemption Monitoring Form Program
assurance of redemption (Annex 28) M&E
(“secret shopper”), as
appropriate
Conduct PDM with PDM Tool Templates (Annex 29) Program and M&E
program participants and - HH PDM Surveys
vendors - Vendor PDM Surveys
- PDM FGDs Guides (as needed)
- KII Guides
Conduct market price Market Price Survey (Annex 7) Program (or as
monitoring (likely designated in SOPs or a
weekly) Note to File)
Adapt program Program
processes based up
monitoring feedback

Annex 39: Combined Checklists | MERCY CORPS 8

ACTIVITY I: VENDOR REIMBURSEMENT
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Vendor requests reimbursement Vendor Reimbursement Form – Cash/ Finance
from Mercy Corps and submits: Restricted Cash Vouchers (Annex 20)
• redeemed vouchers OR
• receipts from booklet (if Vendor Reimbursement Form –
applicable) Commodity Vouchers (Annex 21)
• Vendor Reimbursement Form Voucher Reimbursement Flowchart
(Annex 37)
Verify voucher validity and total Vendor Reimbursement Form (Annex Finance
payment request, submit to 20 or 21)
Program
Cross-check redeemed vouchers Vendor Reimbursement Form (Annex Program
and Vendor Reimbursement Form, 20 or 21)
create Payment Request, submit to Payment Request
Finance
Pay vendor Finance

Stamp redeemed vouchers “paid” Finance

Update Voucher Redemption Voucher Redemption Summary Program

Summary (Annex 30)

Annex 39: Combined Checklists | MERCY CORPS 9

ACTIVITY J: END-OF-PROGRAM TRANSITIONS
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Review and update your End-of- Program
Program Plan
Conduct a final evaluation Evaluation SOW Template Program and
Guidelines on Evaluation Reports M&E
Tip Sheet #4: Conducting Final
Evaluations of Cash Transfer Programs
Document lessons learned CTP Program Profile template Program
(Annex 31)
Communicate final program Program
details with participants
Communicate final program Program
details with vendors
Ensure required documentation is See Program Records Retention Policy Program
appropriately filed for details Finance
Section 7, FFM

Annex 39: Combined Checklists | MERCY CORPS 10

 5
FAIR IMPLEMENTATION 4

ACTIVITY 1: FAIR PLANNING

Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Hold kick-off meeting Example Workplan (Gantt Program
Chart) – (Annex 1) Finance
Operations
M&E
Security
Establish SOPs Sample SOPs from E-transfer Program
Guide Finance
Operations
M&E
Clarify roles and responsibilities Sub-award Program
SOPs (optional) Finance or Operations
(if certain tasks are
delegated to partners)
Compliance (if
drafting a sub-award
or MOU)
Partner(s)
Establish CARMs CARMs guidance (Annex 2) Program
M&E
Establish M&E plan Standard MC Indicator Plan Program
Template4 M&E
DM&E Tip Sheet #12:
Developing a Monitoring System5
Attend coordination meetings (if Program
applicable)
Establish fair preparation group Program

Determine fair site Program

Fair Preparation
Group
Operations (if a
contract/payment is
needed for venue)

4 Standard Mercy Corps Indicator Plan Template, Mercy Corps Digital Library, https://mcdl.mercycorps.org/gsdl/cgi-bin/library?a= q&r=1&hs=1&t= 0&c=all&h
= dtt&q =standard+indicator+plan+template
5 DM&E Tip Sheet #12, Developing a Monitoring System, Mercy Corps Digital Library, https://mcdl.mercycorps.org/gsdl/cgi-bin/library?a= q&r=1&hs=1&t= 0&c
=all&h= dtt&q =dm%26e+tip+sheet+12

Annex 39: Combined Checklists | MERCY CORPS 11

 Select dates/times of fair Program
Fair Preparation
Group
Determine rules/procedures for Program
fair, including a contingency plan

ACTIVITY 2: DETERMINING THE VOUCHER AMOUNT

Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Determine/confirm voucher type Note to File (Annex 3) and Program
written approval from donor if
changed
Conduct baseline market price Market Price Survey (Annex 7) Program (cash or
survey restricted cash)
Operations
(commodity)
Determine/confirm voucher Note to File (Annex 3) and Program
amount written approval from donor if
changed
Coordinate voucher amounts with Program
other implementing agencies
Determine disbursement Program
mechanism/provider

Annex 39: Combined Checklists | MERCY CORPS 12

ACTIVITY 3: SELECTING, CONTRACTING AND REGISTERING FAIR VENDORS – CASH OR
RESTRICTED CASH VOUCHER PROGRAM
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Conduct baseline market price Market Price Survey Tool (Annex 7) Program
survey (if not already completed)
Set vendor selection criteria Vendor Selection Criteria (Annex 8) Program and
M&E
Allow communities to input on Vendor Selection Criteria Program
vendor selection criteria
Announce fair participation Program
opportunity (if security permits)
If door-to-door invitation required, Expression of Interest (Annex 10) Program
log invitations Market Price Survey (Annex 7)
Vendor Invitation Log (Annex 11)
Adjust AAM to include signing Finance Procedures for Vouchers Finance
authority specific to voucher (Annex 15) Program
programs

Accept completed vendor Vendor Capacity Survey (Annex 9) Program

applications Market Price Survey – baseline version
(Annex 7)
Expression of Interest (Annex 10)
Select vendors Vendor Scoring Sheet (Annex 8) Program
Finance
Operations
Register selected vendors Vendor Registration List - Fairs Program
(Annex 35)
Complete contracts with each Vendor Contract – Cash Voucher Fair Programs or
vendor (Annex 32) Operations
Vendor Contract – Restricted Cash (you must
Voucher Fair (Annex 33) explain this in
your SOPs or a
WorldTracker Report Note to File)

Annex 39: Combined Checklists | MERCY CORPS 13

ACTIVITY 3: SELECTING, CONTRACTING AND REGISTERING FAIR VENDORS – COMMODITY
VOUCHER PROGRAM
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Conduct baseline market price Market Price Survey Tool (Annex 7 Operations
survey (if not already completed)
Set vendor selection criteria Vendor Selection Criteria (Annex 8) Program
Operations
Adjust AAM to include signing Finance Procedures for Vouchers Finance
authority specific to voucher (Annex 15) Program
programs

Conduct tender process for Procurement documents per FPM Operations

vendor selection
Select vendors Quotation analysis per FPM Operations
Program
Finance
Register vendors Vendor Registration List – Fairs Program
(Annex 35)
Negotiate prices with vendors Operation Procedures for Voucher Operations
Programs (Annex 16)
Complete contracts with each Vendor Contract - Commodity Voucher Operations
vendor Fair (Annex 34)
WorldTracker Report
List of negotiated prices

Annex 39: Combined Checklists | MERCY CORPS 14

ACTIVITY 4: DESIGNING AND PRINTING VOUCHERS FOR FAIRS
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Set voucher design (including Voucher design samples (Annex 18)
serial numbers)
Contract printer (if necessary) Per procurement procedures in FPM Operations

Program approves voucher design Program

(if voucher designed by printer)
Print vouchers Operations

Print sample vouchers for training Operations/

Program
Intake vouchers Goods Received Note (GRN) Operations
General Guidance for Finance Finance
Procedures – Voucher Programs
(Annex 15)
Monthly Voucher Inventory Sheet
(Annex 19)
Voucher Intake Flowchart (Annex 37)

Annex 39: Combined Checklists | MERCY CORPS 15

ACTIVITY 5: TRAINING
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Design vendor and participant Sample training materials (E-transfer Program
trainings Implementation Guide)
Prepare vendor training location/ Vendor Reimbursement Form – Cash Program
rent space if necessary or Restricted Cash Vouchers
Prepare vendor training materials: (Annex 20)
sample vouchers, fingerprint pads, Vendor Reimbursement Form –
ink, posters, required documents Commodity Vouchers (Annex 21)
Sample vouchers
Train vendors, including Vendor Registration List – Voucher Program
information regarding the number Fairs (Annex 35)
of participants, their needs, and
the number of fair days
Prepare participant training Sample vouchers Program
location/rent space if necessary
Prepare participant training
materials: sample vouchers,
posters, etc.
Train participants Participant Registration List (Annex 6) Program

ACTIVITY 6: ORGANIZING AND PUBLICIZING THE FAIR

Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Arrange information-sharing Program
activities for the fair (if applicable)
Publicize fair (only if fair is open Program
to the public)

Annex 39: Combined Checklists | MERCY CORPS 16

ACTIVITY 7: VOUCHER DISTRIBUTION
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Establish Distribution Plan and Voucher Distribution Plan (Annex 22) Program
provide copies to Finance and
Operations
Create Voucher Distribution Form Voucher Distribution Form (Annex 23) Program
(from the Participant Registration
List)
Request release of vouchers from Voucher Release/Return Form (Annex Program
Finance 24) Finance
Voucher Distribution Form (Annex 23)
Voucher Distribution Plan (Annex 22)
Voucher Release, Return and Disposal
Flowchart (Annex 37)
Update Voucher Inventory Sheet Monthly Voucher Inventory Sheet Finance
(Annex 19)
Prepare materials for distribution Program
site
Distribute vouchers Vouchers Program
Voucher Distribution Form (Annex 23)
Monitor the distribution Voucher Distribution Monitoring Form M&E
(Annex 25) Program
Return unused and/or damaged Voucher Distribution Form (Annex 23) Program
vouchers to finance Monthly Voucher Inventory Sheet Finance
(Annex 19)
Destroy damaged vouchers Voucher Destruction Form (Annex 26) Finance

Conduct voucher count at month- Month-end Voucher Count Form Finance

end (Annex 27)
Adapt program processes based Program
up monitoring feedback

Annex 39: Combined Checklists | MERCY CORPS 17

ACTIVITY 8: FAIR DAY
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Check-in vendors Vendor Registration List – Fairs Program
(Annex 35)
Vendors set up stands Vendors

Set-up information sessions Program

(optional)
Set up CARMs CARM guidelines (Annex 2) Program
M&E
Check-in participants Voucher Distribution Form (Annex 23) Program

Circulate through fair to provide Voucher Redemption Monitoring Form Program

info and answer questions (Annex 28) M&E
Conduct exit surveys with Exit Survey (Annex 36) Program
participants, vendors, public M&E
Conduct PDM PDM Tools (Annex 29) Program

Conduct After Action Review Program

M&E

Annex 39: Combined Checklists | MERCY CORPS 18

ACTIVITY 9: VENDOR REIMBURSEMENT
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Vendor requests reimbursement Vendor Reimbursement Form – Cash/ Finance
from Mercy Corps and submits: Restricted Cash Vouchers (Annex 20)
• redeemed vouchers OR
• receipts from booklet (if Vendor Reimbursement Form –
applicable) Commodity Vouchers (Annex 21)
• Vendor Reimbursement Form Vendor Reimbursement Flowchart
(Annex 37)
Verify voucher validity and total Vendor Reimbursement Form (Annex Finance
payment request; submit to 20 or 21)
Program
Cross-check redeemed vouchers Vendor Reimbursement Form (Annex Program
and Vendor Reimbursement Form, 20 or 21)
create Payment Request, submit Payment Request
to Finance
Pay vendor Finance

Stamp redeemed vouchers “paid” Finance

Update Voucher Redemption Voucher Redemption Summary Program

Summary (Annex 30)

Annex 39: Combined Checklists | MERCY CORPS 19

ACTIVITY 10: END-OF-PROGRAM TRANSITIONS FOR FAIRS
Checklist & Tools/Templates
Main Steps Tool/Template Responsible
Review and update your End-of- Program
Program Plan
Conduct a final evaluation Evaluation SOW Template Program and
Guidelines on Evaluation Reports M&E

Tip Sheet #4: Conducting Final

Evaluations in Cash Transfer Programs
in the CTP Methodology Guide
Document lessons learned CTP Program Profile template Program
(Annex 31)
Communicate final program Program
details with participants
Communicate final program Program
details with vendors
Ensure required documentation is See Program Records Retention Policy Program
appropriately filed for details Finance
Section 7, FFM

Annex 39: Combined Checklists | MERCY CORPS 20