United Nations Voluntary Fund for Victims of Torture
Contents
1. indicate the average cost per staff indicate their average total dedication to the project by selecting the months for example 6 months for a staff working 50 for the project and introduce the total cost of the group under the project Save the budget line before you use the field for comments for the corresponding line Use the fields for comments per line to explain and provide additional information on each budget line and type of expenses if necessary It is particularly important to provide information about the calculation behind the cost per unit indicated As you elaborate the proposed budget you can choose to see the percentage allocated to each type of expense by selecting the tab to show calculations and percentage Refer to the annex at the end of this document for guidance on how to allocate budget lines to the different types of expenses available Important As per the 11 of the UNVFVT Guidelines funding requested to the Fund should focus on providing direct assistance to victims of torture Administrative costs should be reduced to the strict minimum and in principle should not be higher than 13 of the total cost of the project Funding sources Add information about the other sources of funding by adding a record per source You can introduce the name of the source and its objective either by selecting from the lists provided or by typing in the field Other please provide United Nations Vol2. on the icon create new project Option 2 in addition to option 1 you could choose to create and submit an application for a new project completely different from the existing one see step 3 above for details on when to create a NEW project In this case click on the icon create NEW project Select the project that will appear in the table under the corresponding year of funding by clicking on edit Start filling in the different screens or sections of the application by clicking on the corresponding tabs Make sure that you complete all relevant fields that apply and include all attachments as required otherwise your application will not be saved In case you were to select the option of submitting additional documents either_by fax postal mail or e mail please make sure that you will provide the documents shortly after the submission of the on line application As mentioned above you should send to the Secretariat a print out of the on line application duly signed by the project leader When you want to close a session save the last changes and log off Note You only need to register once Next time you enter into the application log in with the username and password provided If you loose your password please use the password retrieval function available from the log in screen of the system Kindly note that your password will be sent to the email address that you have indicated in the system Organi
3. United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports ON LINE APPLICATIONS Welcome to the on line grants system of the United Nations Voluntary Fund for Victims of Torture available between 15 January and 1 March every year to receive requests for the period January December of the following year The deadline for the submission of applications through the on line grants system is therefore 1 March every year Before starting your on line application read carefully the revised Guidelines of the Fund which are available from its website at http www ohchr org EN Issues Torture UN VFT Pages WhattheFundis aspx Complete your on line application filling out all fields that apply and providing all attachments as required IMPORTANT Once you have completed and submitted the application on line kindly print out the form and send to the secretariat a hard copy duly signed by fax e mail or postal mail To report technical problems and or address questions related to the on line application system please send a message to the e mail address grantstechsupport ohchr org Please find below the main steps to follow and some useful tips to assist you while completing the on line request KKK K K K K K K K K K K K KK K How to register or login Step 1 Go to OHCHR eGrants Online System at https grants ohchr org and click on the icon to apply for a grant to go to the website of the on li
4. e you have submitted the application on line please print out a copy and send it duly signed to the secretariat by fax or e mail 41 229179017 unvfvt ohchr org KKK K K K K K K K K K K K K K REMINDER Reports on grants used during 2013 will be prepared using the on line system and similarly to the on line applications they should be submitted by 1 March 2014 at the latest KKK K K K K K K K K K K K KK K United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports ON LINE REPORTS Welcome to the on line grant system of the United Nations Voluntary Fund for Victims of Torture available between 15 January and 1 March every year to receive reports on the use of grants during the period January December of the previous year The deadline for the submission of reports through the on line grants system is therefore 1 March every year Before starting your on line report read carefully the revised Guidelines of the Fund which are available from its website at http www ohchr org EN Issues Pages TortureFundMain aspx Complete your on line report filling out all fields that apply and providing all attachments as required IMPORTANT Once you have completed and submitted the report on line kindly print out the form and send a hard copy duly signed to the secretariat by fax e mail or postal mail To report technical problems and or address questions related to the on line report
5. eir salaries will be covered with the Fund s grant or not Enter all categories of posts and positions in the project in the first table The second table provides additional information on all staff members of the project Add each staff individually by adding one record per staff member working under the project including consultants and short term personnel A position must be created in the first table before records on a staff member holding that position can be added in the second table For both tables save each record when you have complete all fields You can edit and delete records as necessary To delete a post position you must first delete the corresponding staff members records in the second table Both tables should relate to the same staff Do not forget to submit the CVs of the staff Financial information budget Insert the total budget of your organization and SAVE Add each budget line as new record and complete the corresponding fields Select the area field of each type of expense from the list Select the type of budget item from the list or add a new one by selecting other and typing To add salaries please add one staff member per line You could use a line for more than one staff working under the project only if the professional category salaries and time dedication of the group of staff are similar In order to do this choose a type of area for example legal select the number of persons as units
6. et lines Step 6 Make sure that you complete all relevant fields that apply and include all attachments as required Step 7 When you want to end a working session and continue the report later save the last changes and log off United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports Financial report Edit the numerical fields of each budget line as necessary Save the budget line before you use the field for comments for the corresponding line Should an expense initially attributed to the Fund be no longer covered with the grant change the amount to zero and kindly explain the reason of such a change It is particularly important to explain any change in the calculation behind the cost per unit initially indicated Kindly use the field for comments available for each budget item Other useful tips You may enlarge or reduce the view of your application by moving the dividing line with your mouse Similarly to when you prepared the on line application consider the option of copy pasting text from a word document into the required fields in each screen By working off line you might be able to avoid problems with the connection and the server Save frequently while introducing information in each screen to make sure you do not loose information Given the new layout you may need to scroll down the different screens and sub screens in order to find the save button When se
7. f the running of the fees project
8. ing system please send a message to the e mail address grantstechsupport ohchr org Please find below the main steps to follow and some useful tips to assist you while completing the on line report KKK K K K K K K K K K K K ok K Steps to follow Step 1 Go to the grants website of the Fund https grants ohchr org and log in to your account using your username and password Step 2 Select your language from the top menu on your right hand side You should select the language in which you will be preparing and submitting the report Step 3 Select to report on the project from your list by clicking on the link report Before you start your report you may choose to print the application on which you will be reporting by clicking print Step 4 Complete every screen section of the report as required You may simultaneously browse through your application to either extract text or just to refer to your proposal Step 5 Kindly note that in the financial information screen you will only be allowed to edit the numerical fields of the existing budget lines You will NOT be able to add new budgets lines to the approved revised budget Should you have a question regarding this kindly contact the Secretariat of the Fund for guidance Use the fields for comments available for each budget item to explain and provide additional information particularly if there are relevant changes with respect to the amounts of the approved budg
9. l of and time dedication indicated travel client to receive medical assistance should be explained as mentioned above Psychological Salary of psychologist travel of Should be connected to the table of staff psychologist to provide psychological and time dedication indicated travel assistance travel of client to receive should be explained as mentioned above psychological assistance Legal Salary of lawyer or para legal staff legal Should be connected to the table of staff fees travel of psychologist to provide and time dedication indicated travel psychological assistance travel of client to should be explained as mentioned above receive psychological assistance Social Salary of social worker travel of social Should be connected to the table of staff worker to provide social assistance travel of and time dedication indicated travel client to receive social assistance should be explained as mentioned above Financial Financial assistance to client to pay for Purpose and average calculation of transportation to receive assistance financial assistance per client is to be explained In house training Cost of 2 day training to staff on medical Different budget lines should lay out the documentation of torture including training different costs of the training materials etc Administration Rent of premises communication office Different budget lines should lay out the supplies office equipment security audit different costs o
10. lds for text have a limit of 4 000 characters and any additional characters will be deleted automatically Therefore make sure that you do not introduce text above that limit otherwise part of the information may be lost Calendars you can browse through the days of the month that appears You can browse quicker through the days months years by clicking on the name of the month and then selecting the month years and date and clicking OK When server errors occur a message will be displayed informing you that the web team master have been notified through an e mail about the error If this does not happen please proceed as follows o Capture server error page by pressing Print screen button Open a word document Press Ctrl C to copy the page into the word doc Save it with name P number server error 1 2 3 Submit server errors as they occur to the e mail address grantstechsupport ohchr org oO 0 0 If you are not sure of how to fill in a particular section in the application send a message to grantstechsupport ohchr org To report any type of IT problem and or question please send a message to grantstechsupport ohchr org Once you have completed the entire application check that all information is there before submitting it You can do this by using the print out option Please note that in case mandatory fields are not duly completed the system will not allow your application to be submitted Onc
11. ne grants system Step 2 Select the language of your choice from the menu at the top of the page Step 3 Register or login to prepare and submit an application First time applicants and organizations that have never used the on line system register If you have never presented an application to the Fund before or If you submitted an application to the Fund sometime in the past but you have never used the on line grant system you need to request the registration of your organization before you are allowed to prepare and submit an application Click on the option register follow the steps to fill in the two screens to submit your request and wait for the approval by the Secretariat You will receive an e mail confirming your registration providing you with a username and a password and giving you instructions on how to proceed Organizations already registered in the on line system log in If you are registered on line user with the Fund you should use your existing account Please click on the option login use your username and password If you have an ongoing project with the Fund you will not be able to renew the application automatically of the existing project anymore with the Fund for the next cycle You have to re enter all information related to the project Please bear in mind the basic rule for registered users to create NEW projects New projects must be of a completely different type form the existing one either direct a
12. o victims of torture and or their family members o For instance the type of expense Financial should be used for budget lines which refer to the cost of the financial assistance provided to clients in the form of either petty cash to pay for transportation to receive assistance or micro credit to start up a business etc The type of expense In house training is meant to be assigned to activities related to the training of the staff involved in the implementation of the project The type of expense administration should be used for budget lines related to the costs of managing and running the project Fields for comments available for each budget item are to be used to provide further information on the specific calculation behind the corresponding cost of the budget item o For instance budget lines that refer to travel either national or international should include in the field for comments additional information on the purpose of the travel points of origin and destination staff travelling means of transportation number and duration of trips expenses to be covered accommodation meals Below there is a non exhaustive list of concrete examples on how to assign specific budget items to types of expenses Type of expense Examples of budget lines Comments Medical Salary of doctor medicines travel of doctor Should be connected to the table of staff to provide medical assistance trave
13. rver errors occur a message will be displayed informing you that the web team master have been notified through an e mail about the error If this does not happen please proceed as follows o Capture server error page by pressing Print screen button Open a word document Press Ctrl C to copy the page into the word doc Save it with name P number server error 1 2 3 Submit server errors as they occur to the e mail address grantstechsupport ohchr org O O O O If you are not sure of how to fill in a particular section in the report send a message to grantstechsupport ohchr org If you encounter problems with your user name and password send a message to grantstechsupport ohchr org For any type of IT problem and or question please send a message to grantstechsupport ohchr org Once you have completed the entire report check that all information is there before submitting You can do this by printing the document KK K K K K K K K K K K K 2 United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports ANNEX TO UNVFVT USER S MANUAL How to assign types of expenses The on line proposed budget is built around a given menu of seven different types of expenses Five types of expenses are related to the direct assistance to clients that is medical psychological legal social and financial All of these expenses refer to the assistance provided t
14. ssistance or training and not a mere change in the year of implementation New projects could be similar in nature to the existing ones but implemented in a different country IMPORTANT REGISTERED USERS SHOULD PREPARE AND SUBMIT ANY TYPE OF APPLICATION FOR THE FOLLOWING YEAR USING THEIR EXISTING ACCOUNTS AND SHOULD NOT TRY TO REGISTER AGAIN United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports How to submit a request Step 4 Create a project New users of the on line system The first time you enter the system create a project by completing the project details which will appear when you click create a new project Contact details of the project should only be completed if they are different from those of the site of the organization see below The project number will be automatically assigned by the system Complete the rest of the fields for the project profile and SAVE The project you have added will show in the project list as a record and you can start the request by clicking on edit and choosing the tab you want to complete Follow these steps for each of the projects that you wish to present for funding Registered users you have two options Step 5 Step 6 Option 1 you could apply for funding for an existing project The renew button is however not available anymore You will need to fill the new application form online by clicking
15. untary Fund for Victims of Torture Users manual for on line applications and reports If the sources are in kind please explain the type of contribution the purpose and indicate its estimated value in cash if possible Do not forget to attach copies of the proofs of other sources of funding or pledges received form donors if available Case studies for direct assistance projects Download and use the form provided to draft the case studies and then upload the final document When drafting the case studies make sure you answer all questions in the list Signature and submission Authorizations As established in the Fund s Guidelines all organizations subsidized by the Fund should allow the Secretariat full access to their financial records If you choose NO your application will not be considered admissible and the system will not allow you to submit it Submissions you need to agree with the terms of the Guidelines before you can submit the application You will receive an email confirming receipt of the application with your project number to be used as a reference in your communications with the Secretariat of the Fund Other useful tips Save frequently while introducing information in each screen to make sure you do not loose it Consider the option of copy pasting text from Word documents into the required fields in each screen By working in Word you might be able to avoid problems with the connection and the server Fie
16. zation details If you are an ongoing grantee the contact details of your organization will be available as per your last application Please check and update if necessary Kindly note that failure to update contact details of the organization may seriously affect communication with the Secretariat of the Fund and may eventually lead to the cancellation of a grant If you are a first time applicant or a past grantee please complete this section Once this information is captured by the system you will only need to update it in the future when necessary Banking details This is a protected section in the on line grants system Kindly provide the information requested and make sure all applicable fields have been completed United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports Once this information is captured by the system you will only need to update it in the future if applicable Kindly note that failure to update banking details of the organization may seriously affect the disbursement of grants and may eventually lead to the cancellation of a grant Information on victims Make sure you introduce all details requested including sub total by region by adding new records and by migration status if available Staff required Kindly note that this section should include information on ALL staff involved in the implementation of the overall project regardless on whether th
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