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    Hotel Invoice Verification Form

    Uploaded by

    sabinawangui95
    This document is a hotel invoice verification form for a project in Kenya and Ethiopia. It requires the following supporting documents to be attached: 1) the approved budget and participant list, 2) evidence of negotiated hotel rates, 3) a daily register of participants matching those invoiced, 4) a rooming list, 5) a VAT receipt if applicable, 6) an itemized invoice, and 7) approval signatures. It ensures all hotel costs were properly budgeted and documented before payment.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Hotel Invoice Verification Form

    Uploaded by

    sabinawangui95
    16 views2 pages
    This document is a hotel invoice verification form for a project in Kenya and Ethiopia. It requires the following supporting documents to be attached: 1) the approved budget and participant list, 2) evidence of negotiated hotel rates, 3) a daily register of participants matching those invoiced, 4) a rooming list, 5) a VAT receipt if applicable, 6) an itemized invoice, and 7) approval signatures. It ensures all hotel costs were properly budgeted and documented before payment.

    Original Description:

    verification form

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    This document is a hotel invoice verification form for a project in Kenya and Ethiopia. It requires the following supporting documents to be attached: 1) the approved budget and participant list, 2) evidence of negotiated hotel rates, 3) a daily register of participants matching those invoiced, 4) a rooming list, 5) a VAT receipt if applicable, 6) an itemized invoice, and 7) approval signatures. It ensures all hotel costs were properly budgeted and documented before payment.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    16 views2 pages

    Hotel Invoice Verification Form

    Uploaded by

    sabinawangui95
    This document is a hotel invoice verification form for a project in Kenya and Ethiopia. It requires the following supporting documents to be attached: 1) the approved budget and participant list, 2) evidence of negotiated hotel rates, 3) a daily register of participants matching those invoiced, 4) a rooming list, 5) a VAT receipt if applicable, 6) an itemized invoice, and 7) approval signatures. It ensures all hotel costs were properly budgeted and documented before payment.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 2

    HOTEL INVOICE

    VERIFICATION FORM

    responsibility of the person who made the hotel booking/traveler, or the person who implemented the activity/

    A. NAME OF ACTIVITY AND PROJECT NAME

    1. Activity Name: Kenya - Ethiopia RISE TEAM- Oxygen Cordination Budget no: 211249
    2. Start date: 19th November 2023 End date: 24th November 2023
    3. Project name: RISE- ETHIOPIA ION: 90095455:USAID-TMEC HL.4

    B. ENSURE THE FOLLOWING ARE PROVIDED/ATTACHED

    not apply to the invoice being presented, indicate N/A)

    1. Approved budget supporting the activity and JEMS event participants list ✔
    2. Hotel booking
    (All hotel bookings must be done in an e-mail and a proforma invoice/quotation requested, which ✔
    should be attached to the invoice. Ensure that the hotel is not charging more than the negotiated rate).

    3. List of participants
    (Daily register must be filled and provided to finance together with the invoice. The Jhpiego
    register must be accompanied with the hotel list. The register must clearly show the date for
    which the list relates to, the activity name and the venue. The list of participants must match
    with what is billed in the invoice. Any variation must be justified)

    4. Is the number of participants in the desk register matching with the ones in
    the invoice?
    YES NO

    held in a hotel for more than one day, the number of participants in the desk register must
    match with the ones in the invoice from the second day to the last day of the conference)

    Accommodation Only
    5. Rooming list
    ✔
    (Where staff /participants are being accommodated in hotel, a hotel rooming list must be
    provided clearly showing the checking and check out date and the room number)

    6. ETR receipt/ESD stamp


    ✔
    (For any hotel invoice with VAT amount, an ETR receipt or ESD stamp must be attached)

    7. Itemized hotel invoice


    (The invoice must clearly show the breakdown of the items being billed)
    ✔

    8. Review and approval of the invoice


    (The invoice must be reviewed by the traveler and approved by the activity supervisor/ ✔
    Project Lead)

    of other costs
    ✔
    (Where airport pick up has been provided, this must have been included in the approved

    was actually provided must be provided. Where participants are booked on half board,
    and a staff opts to take dinner in a hotel instead of claiming dinner per diem, a list of
    such staff must be provided clearly showing the name and the date the meals were taken)

    N/B: All the costs in the budget should have been budgeted for in the approved budget.

    C. REVIEW AND APPROVAL

    Prepared by: Signature: Date:


    (Traveler/staff responsible for activity)

    Approved by: Signature: Date:


    (Activity Supervisor/Project Lead)

    Approved by: Signature: Date:

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