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BENAZIR INCOME SUPPORT PROGRAMME

DRAFT FOR DISCUSSION

ANNEX C ENROLMENT AND PAYMENTS MANUAL June 27, 2009

Prepared for Government of Pakistan

BISP ­Payment Manual 6/26/2009

Benazir Income Support Program (BISP)

ACRONYMS

BISP BISP-DO BISP-FA BISP-MIS BISP-MU

Benazir Income Support Programme BISP Divisional Office BISP Finance and Accounting Department BISP Management and Information System Benazir Income Management Unit Compact Disc Computerized National Identity Card Data Entry Organisation Director General of Operations Director of Finance and Accounting General Post Office National Database and Registration Authority Management Information System Money Order Proxy Means Test Support Programme

CD CNIC DEOR DGO DFA GPO NADRA MIS MO PMT

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BISP ­Payment Manual 6/26/2009

GLOSSARY

Beneficiary Family District

A family receiving BISP payments (Zilla) The second order administrative division in Pakistan following the division into provinces. As of 2006 there was 127 districts plus 7 tribal agencies. Household whose score falls below the cut-off point established for the programme.

Eligible Household

Family

The BISP defines a family as group composed by: (i) husband, wife and unmarried children; (ii) husband and wife without any children; (iii) a divorced woman and her unmarried children, living alone or with her parents/relatives; (iv) a widow with her unmarried children, living alone or with her parents/relatives.

Household

A person living alone or a group of two or more people (either related or not) who habitually live under the same roof--whether it is fully or partially occupied, and who cook and eat from the same pot. It excludes guests, visitors, or family members living abroad. In most instances, he/she is the principal supplier of the Household. In some cases, a Household may recognize a senior member as the head irrespective of his/her contribution to the Household's income.

Household Head

Payments List

List of receiver women entitled to receive payments from BISP

Union Council (UC)

Administrative division of Pakistan of forth order. A UC is an elected governmental body and consists of 21 councillors; it is headed by a `Nazim', who has responsibilities like a mayor.

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BISP ­Payment Manual 6/26/2009

TABLE OF CONTENTS

I. II. III. INTRODUCTION........................................................................................................................... 5 OBJECTIVES ................................................................................................................................. 5 CHAPTER I. PAYMENT CYCLE AND PROCESSES .............................................................. 7

A. B. C.

PAYMENT PARAMETERS ........................................................................... 7 STAKEHOLDERS OF THE PAYMENT PROCESS ..................................... 8 PROTOCOL FOR THE PAYMENT PROCESS .......................................... 12

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BISP ­Payment Manual 6/26/2009

INTRODUCTION

The project cycle of the Benazir Income Support Programme (BISP) comprises five main phases: i) Targeting; ii) Data Verification and Beneficiary Selection; iii) Enrolment of Beneficiaries; iv) Payments, and; v) Case Management. Eligible households are identified through a Targeting Process, which consists in household surveys and the application of a Proxy Means Test Formula (PMT) that defines a poverty line. Families belonging to households falling under the defined poverty line, and meeting the BISP eligibility criteria, are selected as eligible families. Sub-Annexes A and B of the Operational Manual describe in detail the Targeting Process and the Data Verification and Beneficiary Selection Process. After identifying eligible families and receiver women within them, the following step in the project cycle is the enrolment of selected families, and the delivery of payments. The Enrolment and Payment Manual constitutes the tool to help BISP to guarantee the efficiency and transparency of these two processes.

OBJECTIVES

Specific objectives of this Manual are to: a. Detail the protocol for the Payment Cycle and its processes; b. Establish the responsibilities of the BISP's internal and external stakeholders involved in the Payment Cycle and its processes; c. Serve as a guideline for the legal agreement to be signed between BISP and the Payment Agency; d. Define the parameters for the monitoring of the Payment Cycle; e. Describe the protocol for the management of cases related to the Payments.

HOW TO USE THIS MANUAL

The Enrolment and Payments Manual is divided in three Chapters. Chapter 1 presents a background of the Payment Cycle, summarizing payment parameters and presenting an overview of the stakeholders involved in the payment process. The roles and responsibilities these stakeholders are further elaborated in Sub-Annex C1 Guidelines for Stakeholders of the Payment Process: BISP-MU, Payment Agency, and Ministry of Finance. Chapter 2 describes in detail the processes of the payment cycle, organised in 4 sections as such: a) Production of Payment Lists; b) Transfer of Funds between the Ministry of Finance, BISP and the Payment Agency; c) Payment Agency Preparation for Delivery of Payments; d) Cash Transfers to 5

BISP ­Payment Manual 6/26/2009

Beneficiaries, and; e) Payment Reconciliation. The enrolment of beneficiaries occurs during the first payment. This process is elaborated in Chapter 3. The description of roles of the stakeholders involved in the Payment Process, the monitoring of the process, and the management of cases, as well as the forms used in every step of the process, are presented in the following Sub-Annexes: · · · · · · Sub-Annex C1 Guidelines for Stakeholders of the Payment Process: BISP-MU, Payment Agency, and Ministry of Finance Sub-Annex C2 Guidelines for Beneficiaries Sub-Annex Cx Postman Guidelines Sub-Annex C3 Guidelines for Monitoring of the Payment Process Sub-Annex C4 Guidelines for Case Management of Payments Sub-Annex CX Forms and Model Letters: Money Order Model Enrolment Agreement Model Daily Money Order Issued Journal Model Daily Money Order Paid Journal Model Notice of Absence of Receiver Model Payment Reconciliation Report Model

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BISP ­Payment Manual 6/26/2009

PAYMENT

Once the Data Entry Organisation has produced the complete and final list of receiver women within eligible families, the following stage in the project cycle is to deliver payments. This chapter describe the parameters of payments, and offers an overview on the stakeholders of the payment process The chapter is divided in the following sections: A. Payment Parameters B. Stakeholders of the Payment Process

A PAYMENT PARAMETERS

The payment parameters of the Benazir Income Support Programme are summarized in the table below:

P

P

D

T

E A

F

P

A

B R

R

T R

D

M

C P P

Table 1. Payment Parameters

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BISP ­Payment Manual 6/26/2009

B STAKEHOLDERS OF THE PAYMENT PROCESS

The payment cycle involves five main stakeholders: a. b. c. d. e. BISP Management Unit Minister of Finance Data Entry Organisation Payment Agency BISP Beneficiaries.

The main roles and responsibilities of these stakeholders are summarized in the following paragraphs, and are further elaborated in Sub-Annex C1 Guidelines for BISP-MU, Payment Agency, and Ministry of Finance. Figure 1 summarizes the relationships between BISP internal and external stakeholders.

B

I

U D O D I T D F A

I

S

P

E S

M F

S

G D D O

P

D O

E

A

B

Figure 1. BISP Internal and External Stakeholders

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BISP M

U

The Management Unit is the unit within BISP directly responsible for the management of the Benazir Income Support Programme. Three Departments within the BISP are related to the Payment Process: Operations, Information and Technology, and Finance and Accounting. The Department of Operations, under the direction of the General Director of Operations (GDO) is in charge of coordinating the entire payment process with other internal and external BISP stakeholders, which includes: Coordination with the Data Entry Organisation for production of lists eligible families Coordination with the BISP Department of Information and Technology for the production of Payment Lists Coordination with the Department of Finance and Accounting and the Minister of Finance for the transfer of funds to BISP and Pakistan Post Coordination with the Payment Agency for the cash transfers to beneficiaries Management of Complains and Updates from beneficiaries Monitoring and Evaluation of the Payment Process Reporting to the BISP Board of Directors

M

F

The BISP is funded by the National Budget. The Ministry is the entity through which the funds out of the national budget are disbursed to the Programme, for both, the administration of the programme and payments to beneficiaries. In case of donor contributions to the programme, the MoF supervises the use of funds and/or channels those from donors to BISP. The main responsibilities of the Ministry of Finance are to: Approve disbursements of payments to beneficiaries through the Pakistan Post. Review and approve reconciliation reports prepared by the BISP MU and payment agent. Transfer funds according to the regulations in the contract.

The MoF assigns a focal point for the BISP. Currently, that function is under the responsibility of the Financial Advisor at the MoF.

D

E

O

The Data Entry Organisation is an independent stakeholder, public or private, contracted by BISP to enter the data of the Targeting Forms in the BISP- Management Information System (BISP-MIS), and to produce list of eligible families against the eligibility criteria defined for the programme.

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Currently, BISP signed an agreement with the National Registration Authority NADRA as the entity responsible for data entry, data verification and production of lists of receiver women for the test phase of the project.

P

A

Depending on the method of payment chosen by cash transfers programmes, the payment process follows different steps, and uses the services of different types of Payment Agencies. In the case of the BISP, the delivery of funds at the recipient's door step is considered to be the most appropriate payment method. This implies that the delivery of payments to beneficiaries must be carried out by an organisation highly experienced in postal services, and with ample capacity to serve remote areas. The BISP signed an agreement with the Pakistan Post (PP) as the stakeholder responsible for the disbursement of funds to beneficiaries selected through the Parliamentarians. The same method of payment and the same Payment Agency will be in place for the future operation of BISP, while the suitability of other methods and Payment Agencies related to them is analysed. Within the Pakistan Post, the following main internal stakeholders will be directly responsible for managing BISP Payments: The Additional Deputy Director General (ADG) at Islamabad GPO; The Pakistan Post Foundation; A special BISP Cell designed at every GPO; The Chief Postmaster of Circle GPOs; The Chief Postmaster of Delivery Post Offices; Postmen at Delivery Post Offices.

This Manual will refer to Pakistan Post and the Payment Agency alike. However, if BISP selects any other postal service agency to deliver payments, it will assure that such agency follows the same procedures, and have the proper structure to comply with the requirements specified in this Manual.

B

The BISP selects its beneficiaries from poor households that have poverty scores under a defined poverty line. Within these households, BISP selects families conformed according to the following criteria: (i) husband, wife and unmarried children; (ii) husband and wife without any children; (iii) a divorced woman and her unmarried children, living alone or with her parents/relatives; (iv) a widow with her unmarried children, living alone or with her parents/relatives. The person entitled to receive the cash in each family is the wife, in case of a family where the husband is present, or the divorced/widow woman, in families where the husband is absent.

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BISP ­Payment Manual 6/26/2009

A Data Entry Organisation contracted by BISP verifies the data of the households that participated in the survey to determine their eligibility, identifies families within households that meet the eligibility criteria, and produces the list of receiver women. BISP beneficiaries are responsible for being present at home when the postmen arrives to deliver the payment, for signing the money order, for updating their information, for and filling up complaints in order to obtain better service.

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BISP ­Payment Manual 6/26/2009

PROTOCOL FOR THE PAYMENT PROCESS

This chapter details the protocol for delivering payments to beneficiaries. The Payment Cycle moves forward along the following processes: A. B. C. D. E. Production of Payment Lists Transfer of Funds (Ministry of Finance-BISP-Pakistan Post) Payment Agency Preparation for Payment Delivery Cash Transfers to Beneficiaries Payment Reconciliation

The Payment Cycle is summarized in the following figure.

Figure 1. The Payment Cycle

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A

PRODUCTION OF PAYMENT LISTS

The Payment List is the document that contains the information on the women who will receive BISP cash transfers and the amount they will receive per instalment. The process of generation of Payment Lists is divided in three stages: Uploading Lists of Eligible Women to BISP-MIS Generation of Payment Lists Reconciliation of Pakistan Post Payment Reports Post against BISP-MIS Payment Lists

U

L

E

W

BISP MIS

1.1 The Data Entry Organisation (DEOR) will send to BISP a Compact Disc (List of Receiver Women CD) containing the list receiver women identified within eligible families, along with a letter stating the number of women that have been identified as receiver. 1.2 Both, the List of Receiver Women CD and the letter, will be directed to the Director of Operations (DO) of the BISP Operational Department responsible for Payments1. 1.3 The data contained in the List of Receiver Women CD is recorded in Excel Sheets and Text files 1.4 The DO will send the List of Receiver Women CD to the Director of Information and Technology (ITD) along with a letter confirming the number of women that have been identified as receiver. 1.5 The ITD will transfer the letter and the List of Receiver Women CD to the BISP-MIS Coordinator, who will upload the information to the BISP-MIS Payments Module.

1.6 The process to generate lists of receiver women has been designed to avoid the error of duplicate receivers. However, after uploading the list to the BISP-MIS, an additional verification will be carried out to ensure no women will appear twice in the receiver women list. If this occurs, the BISP-MIS will mark duplicate entries as "dirty", and will not include them in the payment list. 1.7 Due to information updates, resolution of grievances and appeals, it is anticipated that a number of beneficiaries will be enrolled late in the programme, after one or several instalments have been paid. Late enrolees will receive 24 payments during four years, starting on the first month they were enrolled in the programme (see Figure 3 for an example).

1

Fields marked in pink mean that the position/roles of the staff responsible for a function have to be adjusted when a new organisational structure is defined. 13

BISP ­Payment Manual 6/26/2009

G

P

L

BISP-MIS will generate the Payment Lists according to the following input parameters: a. Generation Date: Date in which BISP issues payments; b. Batches to be paid: Batches identified by date c. Amount to be paid per month: Rs 1,000; d. Minimum amount per instalment: Rs 2,000; e. Budget Month: If the generation date coincides with a budget month, the payment list will add to the current instalment the amount corresponding to the budget month; f. Undelivered/unsettled amounts: The payment list will add to the current instalment previous undelivered/unsettled amounts; g. Missing payments: If a woman has missed more than two payments, the MIS will hold her payments until she contacts BISP-DO, and that office instructs the BISP-MIS on the procedure to follow. For a detailed description of the protocol to manage cases for undelivered Money Orders please refer to Sub-Annex C4 Guidelines for Case Management of Payments. 2.1 The Payment List will contain the following information: Complete name of receiver woman; CNIC of receiver woman; Complete Address; Amount to be paid;

2.2 BISP-MIS will generate the Payment List between the 10th and 15th day of the first month of the payment period. 2.3 BISP-MIS will send to the DO a CD containing the Payment List along with a letter indicating the total number of beneficiaries and the amount to be paid. The letter will be signed by the Director of Information Technology (ITD). The data will be written in Excel Sheets and Text files. 2.4 The DO will send the Payment List CD to Pakistan Post Central Office in Islamabad, along with the payment checks. The Payment List CD and the checks will be accompanied by a letter notifying the number of beneficiaries that will receive the payment and the amount to be paid. The letter will be directed to the Additional Director General. The data will be recorded in Excel Sheets and Text files.

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2.5 The Payment List CD will be sent to the Pakistan Post no later than the 15th day of the first month of each payment period. 2.6 The BISP-MIS will generate a separate list of new enrolees, which will be included in the Payment Lists CD to be sent to Pakistan Post. This list will be used by Postmen to identify receiver women that need to enrol in the programme before receiving the first payment. The protocol for enrolment of BISP beneficiaries is described in Chapter 2.

Table 1. Payment Projection for Undelivered Payments per Beneficiary

R L

P

P

P

R

BISP MIS P

3.1 When the Pakistan Post Islamabad has completed the payment reconciliation for all Delivery Posts offices (see section xxx), it will send two separate files to BISP-MU, along with a letter from the Additional Deputy Director General (ADG) at the Islamabad GPO: a. The reconciliation report per payment cycle (PP Payment Reconciliation Report). The report will be organised in separate files by instalment. b. A report on the undelivered payments, which includes a pre-set code specifying the reason why the payment was not delivered (incorrect address; premises locked; receiver not available/ without authentication documents/ refused payment/ dead; Money Orders that have not been included in the reconciliation report) 3.2 The Director of Operations in charge of payments at BISP-MU sends the PP Reconciliation Report CD to the BISP-MIS unit. 3.3 The MIS coordinator? Uploads the two files in the MIS Payments Module, and the payment list is automatically updated.

Once payments have been reconciled, and no discrepancies have been found, the next step in the payment cycle is to transfer of funds form the Minister of Finance, the BISP and the Pakistan Post as detailed in the following section.

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BISP ­Payment Manual 6/26/2009

B

TRANSFER OF FUNDS FROM MINISTRY OF FINANCE TO BISP TO PAKISTAN POST

The process of transfer of funds occurs in two phases: 1) Transfer of funds from the Ministry of Finance to BISP, and; 2) Transfer of funds from BISP to the Pakistan Post.

T

F

M

F

BISP

1.1 As a current standard process, the BISP Department of Finance and Accounting BISP-FA requests funds to MoF on a monthly basis for the general operation of BIPS. This request includes all categories of expenses. 1.2 Every two months, the BISP Director of Finance and Accounting (DFA) will include in the monthly request the amount corresponding to payments for Pakistan Post, differentiated as follows: Total amount to be paid to beneficiaries (face value of total number of money orders); Commission of Rs. 25 per money order for the total of all money orders; Incentive of Rs. 5 per money order as staff incentive. 1.3 The Financial Advisor at MoF will verify the request, assign the requested amount, and order the release of funds. 1.4 Funds will be wire-transferred from MoF to BISP account. 1.5 At BISP-MU, two staff will be authorized to manage the programme account, the Director of Finance and Accounting (DFA), and the Accounts Officer. 1.6 Once the funds are available at the BISP account, BISP-FA will generate three checks against the categories listed in 1.2. The checks will be signed by both the DFA and the Accounts Officer.

T

F

BISP

P

P

2.1 The checks signed by the DFA and the Accounts Officer at BISP will be delivered to the Islamabad General Post Office (Islamabad GPO), along with: The Payment List CD; A notification letter indicating the amount of money sent and the number of beneficiary women to be paid.

2.2 The Checks, Payment List CD and notification letter will be directed to the Islamabad GPO Additional Deputy Director General (ADG).

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BISP ­Payment Manual 6/26/2009

2.3 At the Islamabad GPO, the ADG will register the checks in the Head Office Summary / Head Office Cash Book as follows: The principal amount to be issued in the deposit Head G-07106 -65 "BISP Money Order Deposits"; The amount representing BISP Money Order Commission Deposit Head G07106 -66 "BISP Money Order Commission"; The amount representing the staff incentive under the Deposit Head G-07106 -67 "Staff Incentive on BISP".

2.4 Once the Islamabad ADGO has accounted for the receipt of the funds, he/she will notify all GPOs of having received and accounted for the funds representing the number of Money Orders they will issue. 2.5 The following step in the process is the preparation of the cash transfers to beneficiaries by the Payment Agency, as indicated in Section C. 2.6 A general description of Pakistan Post, its role and organisational structure regarding its relationship with the BISP is presented in Sub-Annex C1 Guidelines for BISP-MU, Payment Agency, and Ministry of Finance

C

PAYMENT AGENCY PREPARATION FOR CASH TRANSFERS TO BENEFICIARIES

The Pakistan Post will follow three steps in the process of preparing the cash transfers to BISP beneficiaries: i) Generation of Money Order Lists, and; ii) Printing, Packing and Dispatching of Money Orders to Delivery Post Offices.

G

M

O

L

The protocol for the generation of Money Order Lists follows the steps described below: 1.1 The Islamabad GPO will produce Money Order (MO) Lists based on the Payment List received from the BISP-MU. 1.2 The MO Lists will contain the following information: Complete name of receiver woman CNIC of receiver woman Complete Address Amount to be paid A serial number assigned by GPO, which is a combination of the following codes: 9 B for BISP 9 Year and month of the payment 9 District code (which code? the National Post Code? or the code used for Districts in the targeting form? Or the code NADRA uses? 17

BISP ­Payment Manual 6/26/2009

9 A six digit serial number, which makes it unique and identifies the money order as such. A serial number will be for example: XXXXXXX give an example or a serial number. 1.3 The MO will be written in Urdu, and will have two detachable portions: a Paid Voucher and a Payee Voucher. A model of the Money Order is presented in Sub-Annex CX: Forms. Form C-1. Money Order Model. 1.4 The MO List will be recorded in a CD on Excel and Text File. The MO List CD will be sent to the Delivery Post Offices along with the printed Money Orders. The protocol of printing and dispatching MO List CDs and printed MOs is described as follows.

P

P

D

M

O

D

P

O

The Pakistan Post Foundation is the entity in charge of printing the Money Orders (MO). The protocol for printing, packing, and dispatching MOs to the Delivery Post Offices follows the steps detailed below: 2.1 The Islamabad GPO ADGO will keep a copy of the MO List CD, and send a second copy to the Pakistan Post Foundation in Islamabad. The MO List CD will be accompanied by a letter signed by the ADGO, indicating the number of beneficiaries and the amount to be paid, and requesting the design of the MO model and the printing of MOs. 2.2 The Pakistan Post Foundation will print the MOs against the number of beneficiaries recorded in the MO List. The number of Money Orders printed out must coincide with the number of Money Orders recorded in the MO List. The Pakistan Post Foundation will notify the Islamabad GPO ADGO on the number of MOs that will be dispatched to the District GPOs. 2.3 The Pakistan Post Foundation will pack the printed MOs according to the GPO delivery jurisdiction. Then, it will dispatch the Packages to every GPO along with: A MO List CD corresponding to the Delivery Post Offices within their jurisdiction; A notice letter directed to the Chief Postmaster of the District GPOs indicating the number of MOs that were dispatched;

2.4 Once GPOs receive the MO Package and the MO List CD, they will dispatch them to the Delivery Post Offices of their jurisdiction. Every MO package will be sent along with: i) MO List CD corresponding to the Delivery Post Offices within their jurisdiction, and; ii) a notice letter directed to the Chief Postmaster of the District GPOs indicating the number of MOs that were dispatched.

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BISP ­Payment Manual 6/26/2009

D

CASH TRANSFERS TO BENEFICIARIES

1.1 When the Delivery Post Office receives the Money Orders along with the MO List, the Chief Postmaster will hand out the following materials to Postmen: Printed Money Orders Total Cash Amount to be distributed during the day Updates Forms with prepaid envelopes Complaints Forms with prepaid envelopes Daily Money Order Issued Journal Daily Money Order Paid Journal Notification of Absence of Beneficiary

1.2 The Postman will approach each household and will deliver the MOs and the cash to every receiver woman once she has been enrolled in the programme. The protocol for the enrolment will be described in Chapter 3. 1.3 The Postman will follow the procedures described below to transfer the cash to beneficiaries: The postman will ask for the receiver's woman CNIC for proper verification; If the receiver woman is a new enrolee, the Postman will hand her out the Money Order and the cash once she has signed the agreement; Upon receiving the MO and the cash, the receiver woman or her witness will sign or put the thumb impression in the Daily Money Order Issued Journal. (please see SubAnnex XX :Form XX Money Order Model and Form XX Daily MO Issued Journal). Purda-observing women should be witnessed by any relative; As indicated in 1.3 the MO has two detachable portions: a Paid Voucher and a Payee Voucher. The receiver woman or her witness will sign or put the thumb impression on both vouchers. The Postman will stamp both vouchers with the paid stamp of the corresponding Delivery Post Office and the date of the payment. He will detach the Payee's Voucher, will give it to the receiver woman, and will retain the Paid Voucher; The Postman will also give to the receiver women copies of complains and updates forms and will explain how to fill them out. If the beneficiary is not available at the given address on the arrival of the Postman, he will fill up a Notice of Absence of Receiver form at the spot, attach a copy of this form along with the MO, and return it to the Delivery Post Office. A model of the form is presented in Sub-Annex XXX Notice of Absence of Receiver. The procedures for managing cases of unpaid money orders are described in section 5. Payment Reconciliation; 19

BISP ­Payment Manual 6/26/2009

1.4 When the Postman has completed the payments for the day, he will return back to the Delivery Post Office the following: Paid vouchers; Unpaid Money Orders; Filled out and empty Notices of absence of receivers; Signed and unsigned enrolment agreements; Filled out and empty update forms; Filled out and empty complaint forms; Daily Money Order Issued Journal Daily Money Order Paid Journal Remaining cash;

1.5 The management of cases related to unpaid Money Orders is elaborated in Sub-Annex CX. Case management for Payments. 1.6 The Delivery Post Office will send signed enrolment agreements, updates, and complaints to the BISP-DO of the corresponding jurisdiction. 1.7 The next step in the payment process is the reconciliation of payments, described in the following section.

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E

PAYMENT RECONCILIATION

The aim of the payment reconciliation process is to reconcile Money Orders issued against Money Orders paid. The Payment Reconciliation processes follows the protocol described below. 1.8 Every GPO will produce the payment reconciliation report for each one of the Delivery Post Offices under their jurisdiction.

1.9 A special cell will be established at every GPO to manage BISP payments. These cells will be responsible for carrying out the reconciliation of payments and the reconciliation report. 1.10 When payments have been completed, each delivery post office will return following documents to their respective GPO: Paid Money Orders Vouchers Money Order Issued Journals Money Order Paid Journals the

The GPO will retain these documents in their archives for one year. 1.11 The GPO will carry out the reconciliation by matching the entries of the MO issued Journals, MO Paid Journals, and Money Orders Paid. 1.12 The payment reconciliation will ensure that MOs paid by the GPO and the Post Offices are genuine regarding the number and amount. It means that the number of MOs and the amount of cash issued by the GPO are the same as it is recorded in the MO Issued Journal. The reconciliation will enable the GPO to detect fraudulent Money Orders paid. 1.13 Each Delivery Post Office will send weekly lists of BISP Money Orders to the BISP monitoring cell at the GPO 1.14 The Final Reconciliation prepared by Pakistan Post will contain the following information: a. b. A summary of Money Orders paid and unpaid by Province and by District; A file with all the following data: Unique Number created by Post for identification of BISP Money Orders; Complete name of receiver woman; CNIC of receiver woman; Complete Address; District Name; 21

BISP ­Payment Manual 6/26/2009

Tehsil Name; Amount; Date of payment (if there is not date of payment, it means the MO has the status of unpaid).

Sub-Annex XX presents a model of the Payment Reconciliation Report. The management of unpaid money orders is presented in Sub-Annex XX, Case Management for Payments. GPO Islamabad will send he final Reconciliation Report to BISP-MU, where it will be uploaded into the MIS Payment Module, and a reconciliation will be carried out against receiver women lists produced by BISP-MU, as described in Section 3. The Payment Cycle is completed when reconciliations at BISP are satisfactorily finalized, and the new Payment List is generated.

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CHAPTER

ENROLMENT OF BENEFICIARIES

The enrolment of Beneficiaries takes place during the first visit the postman makes to the beneficiary to deliver the first payment. The protocol for enrolment of beneficiaries will follow the steps described below: 2.5 Previous to the household visits, and along with payment related documents, the Postmen at each Delivery Post Office will receive the following enrolment documents from the Chief Postmaster: List of Women to be enrolled in that particular Payment Cycle; Manual for Beneficiaries; Enrolment Form; Updates Forms; Complaints Forms; Notification of Absence of Beneficiary 2.6 The Postman will approach each household and will ask for the receiver's woman CNIC for proper verification. 2.7 The postman will inform the receiver woman that in order to receive the payment, she has to enrol in the programme by signing or putting her thumb impression in the agreement (please see Sub-Annex XX Model for Enrolment Agreement) 2.8 The postman, using the beneficiary guidelines, will explain to the receiver woman the characteristics of the programme, her rights and responsibilities, and how to update information and fill out for complaints. 2.9 The postman will give the beneficiary woman the beneficiary guidelines along with the updates and complaints forms (please see Sub-Annex XX Beneficiary Guidelines, and Sub-Annex XX Updates and Complaints Forms)

2.10 Once the receiver woman has signed the agreement, the Postman will give her the money order and the cash following the procedures indicated in Section 5. 2.11 If the receiver woman denies signing the agreement, the Postman will not pay the Money Order, and will notify it on the Daily MO Issued Journal. (Please see Sub-Annex XX Postman Guidelines). 2.12 If the beneficiary is not available at the given address on the arrival of the Postman, he will fill up a Notice of Absence of Receiver form at the spot, attach a copy of this form 23

BISP ­Payment Manual 6/26/2009

along with the MO, and return it to the Delivery Post Office. A model of the form is presented in Sub-Annex XXX Notice of Absence of Receiver. 2.13 A receiver woman that does not sign the agreement will be kept in the MIS with a pending status. The procedures for managing cases of women that did not signed the enrolment agreement is described in Sub-Annex XXX Case Management for Enrolment and Payments

E

.

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