United Nations Voluntary Fund for Victims of Torture
Contents
1. B Login for already registered organizations in the on line grants system 1 If you are an already registered as an on line user with the Fund you should use your existing account Please click on the option login and use your username and password IMPORTANT REGISTERED USERS SHOULD PREPARE AND SUBMIT APPLICATIONS FOR THE FOLLOWING YEAR USING THEIR EXISTING ACCOUNTS 2 Once logged in you have two options Option 1 you can apply for funding for the continuation renewal of your existing project The renew button is however not available anymore In order to do so you will have to click on the icon Previous application which will re generate your original project number and contact details Please note that at this step an administrative authorization is needed from the system Once your request is authorized by the system you will receive a confirmation e mail and you can then start filling the blank application form Unlike in previous years the system does not allow anymore to copy paste the content from the previous application as the Secretariat has introduced a new application form Option 2 You can choose to create and submit an application for a new project completely different from the existing one In this case click on the icon New application Please note that at this step an administrative authorization is needed from the system Once your request is authorized by the system you will receive a c2. Users manual for on line applications and reports ON LINE NARRATIVE AND FINANCIAL 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 on its website at http www ohchr org EN Issues Pages TortureFundMain aspx Complete your on line report by filling out all fields that apply and by 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 reporting 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 KK 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
3. 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 and Submit server errors as they occur to the e mail address grantstechsupport ohchr org O O O 0 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 IMPORTANT Reports on previous grants will be prepared using the on line system and similarly to the on line applications they should be submitted each year by Ist March at the latest new applications will not be considered in the absence of the financial and narrative report on the use of the grant awarded for the previous year KKK K K K K K K K K KK K K ok 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 e
4. provided or by typing in the field Other please provide Ifthe 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 proof of other sources of funding or pledges received from donors if available Case studies for direct assistance projects Download and use the form provided to draft the 10 new 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 supported 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 Submission you need to agree with the terms of the Guidelines before you can submit the application Important Do not forget to press the submit button otherwise the system will not record your submission as completed 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 4 United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports D Useful tips Save frequently while introducing information in each sc
5. 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 All applicants are strongly encouraged to carefully read this users manual which illustrates the new application format that has been introduced by the Fund as of January 2014 Rules 1 First time applicants will first need to register before submitting their first application 2 Previous applicants can either submit an application for the renewal of an existing project or for a new project Before starting your on line application please read the revised Guidelines of the Fund which are available on its website at http www ohchr org EN Issues Torture UNV FT Pages WhattheFundis aspx Complete your on line application by filling out all fields that apply and by 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 by fax e mail or postal mail a duly signed hard copy To report technical problems and or address questions related to the on line application
6. als etc Administration Rent of premises communication office Different budget lines should lay out the supplies office equipment security audit different costs of the running of the fees project
7. e 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 for 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 Please note that your organization must submit 10 case studies that are different to the case studies provided with the new application However five of these case studies can be updated versions of those submitted with respective application along with five new case studies 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 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
8. l not be accepted United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports e The statutes the organization e Provide a minimum of two reference letters from donors relevant organizations or experts in the field of assistance to victims of torture e A background information note on the organization e Banking information and e A copy of the valid legal registration certificate of the organization 2 Once your registration has been approved please click on the icon New application Complete the fields concerning the project details and SAVE Once you have completed and saved the project details the project you have added will show in the project list as a record and you can start filling the request by clicking on the Edit icon and choosing the tab you want to complete Please note that the project number will be automatically assigned by the system In the case where you wish to present more than one application for projects located in different countries please note that authorization is needed by the Secretariat so as to verify that your organization is submitting only one application per country Once your request for a new application is authorized by the Secretariat you will receive an e mail approving your request to create a new project IMPORTANT Organizations are reminded that they can only submit one application per country
9. 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 United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports Do not forget to submit the CVs of the staff Financial information budget Insert the total budget of your organization and click on SAVE Add each budget line as a 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 indicate the average cost per staff indicate their a
10. mpleted 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 the case where mandatory fields are not duly completed the system will not allow your application to be submitted Once 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 All organizations which complete their online application but do not press the Submit button by the time the application period is closed down will appear in the system as Incomplete If the fields Authorizations and or the Agreement with the terms and guidelines of the Fund have not been ticked before clicking the Submit button a warning message will appear at the bottom of the page and the application will not be considered as submitted hence featuring as Incomplete at the time of closing of the call All organizations which have NOT filled all the mandatory fields i e all fields except those in which it is stated if applicable or Optional will not be able to submit their applications hence will not appear as incomplete at the time of closing of the call KEK K K K K K K K K K k K K REMINDER No applications will be considered in the absence of Narrative and Financial reports on the use of previous grants United Nations Voluntary Fund for Victims of Torture
11. munication with the Secretariat of the Fund and may eventually lead to the cancellation of a grant Ifyou are a first time applicant or a past grantee please complete this section Once this information is saved 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 Once this information is saved 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 Important For statistical purposes please fill the table sub totals by target group to the maximum extent possible Please note that the choices can be multiple Staff required Kindly note that this section should include information on ALL staff involved in the implementation of the overall project regardless of whether their 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
12. onfirmation e mail and you can then start filling the blank application form for the new project o Select the project that will appear in the table under the corresponding year of funding by clicking on edit United Nations Voluntary Fund for Victims of Torture Users manual for on line applications and reports o 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 o As mentioned above you should send to the Secretariat a print out of the on line application duly signed by the project leader o 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 lose 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 C Information in the application Organization details If you are a previous applicant 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 com
13. reen 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 Fields 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 appear 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 by 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 Ov Or Or 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 co
14. 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 1 How to enter the system Step 1 Go to OHCHR s 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 line grants system Step 2 Select the language of your choice from the menu at the top of the page and Step 3 If you are already a registered user just Login and or Register if you are a first time applicant A First time applicants that have never submitted an application through the on line grants system 1 If you have never submitted an application to the Fund through the online grants system you need to request the registration of your organization before the system allows you to fill and submit your application In this case you will need to 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 IMPORTANT In order to obtain the registration organizations are requested to upload the following mandatory documents If any of these documents are missing the registration wil
15. verage total dedication to the project by selecting the months for example 6 months for a staff member 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 paragraph 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 Salaries however are not automatically considered as administrative costs for this purpose and can enter in other categories Funding sources Add information about 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
16. xamples of budget lines Comments Medical Salary of doctor medicines travel of doctor Should be connected to the table of staff to provide medical assistance travel 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 materi
17. xpenses 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 to 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 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 E
18. your right hand side You should select the language in which you will be preparing and submitting the report Step 3 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 budget lines Step 6 Make sure that you complete all relevant fields that apply and include all attachments as required and 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 th
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