PROJECT SUMMARY FORM

VFAHT Activity Reimbursement Guidelines

1. Eligibility Criteria

• Reimbursements will only be processed if the proposal form was submitted and approved.
• Only expenses directly related to public awareness activities and hepatitis/medical/dental screening camps are eligible.

2. Pre-Approval

• All activities and associated expenses must be pre-approved through a submitted proposal form.
• Only listed and approved expenses will be reimbursed. Unapproved or excess spending requires prior text approval.
• A PKR 500 margin is allowed for unforeseen costs.

3. Documentation Requirements

• Receipts: Scanned or pictured original receipts/invoices.
• Summary Form: Brief report outlining activity objectives and outcomes.

4. Eligible Expenses

• Educational Materials: Flyers, printouts, pamphlets, and brochures.
• Venue Costs: Must be justified by necessity and proximity. Free venues preferred.
• Camp Supplies: IPAC will provide items such as RTD Kits, gloves, lancets, swabs, buffers, registration forms, banners, cards, yellow bags, and standees.
• Hygiene Items: Hand wash, soaps, sanitizers, toothpaste, mosquito repellents/lotions/coils.
• Max reimbursement: PKR 3,500 (with original receipts, no exceptions).
• Items must be relevant to fieldwork or official activities.
• Transportation:
  • Health Camps: Reimbursement possible, especially for venues 8–20 KM+ away. Must be pre-discussed with head office.
  • Public Awareness: Reimbursement within 8 KM requires prior discussion and approval.
• Catering: Food boxes only for volunteers at camps and subject to approval.

5. Non-Eligible Expenses

• Goodie bag items (biscuits, chocolates, etc.)
• Any cost without prior approval

6. Submission Process

• Submit the summary form with all required documentation.

Best Practices

• Retain copies of all documentation.
• Communicate clearly with the finance team for any clarifications.