40. DFCs should not be granted to implementing partners with overdue reports. However, exceptions may be granted in emergencies provided sufficient justification for the delay in reporting is received and the Regional Director approves the request.
50. All DFC activities must commence within three months from the start date and be completed within the WHO biennium in which they are initiated. Further, they must be completed within one year from the commencement of the activities or by the award end date, whichever comes first.
60. The WR/HCO must approve all DFCs. The approved proposal and budget, accompanied by a justification of why DFC is chosen as the method of implementation and how the proposed activities relate to WHO programme deliverables and results, should be forwarded to the Programme/ Budget Assistant to process and create a purchase order (PO). Creating the DFC PO in GSM can be expedited in emergencies by marking it as URGENT and describing it as an "Emergency".
70. Based on these, a standard DFC contract will be issued, to be signed by the implementing partner.
80. Payment terms are as specified in the DFC contract. They can be made on the signature of the contract, in instalments tied to deliverables, or as reimbursement to the contractual counterpart post-activity. Full payment upon signature of the contract is permitted. However, BOS approval is required for full payments above USD 50,000. Funds should only be made payable to legally established entities (e.g. government ministry or department), not to individual employees.
90. Upon completion of activities, all unspent balances must be refunded to WHO. A final DFC report comprising a technical report and financial certification (using the FACE form) must be submitted within three months of completion. In the case of emergency activities, the WR/ HCO can provide exceptional approval for submission of the report within six months of completion.
