MOH Guidelines for Receiving Donations

Documents Required for Receiving Donations

 

MINISTRY OF HEALTHOCEANA COMPLEX
2 -4 KING STREET
KINGSTON, JAMAICA

ANY REPLY OR SUBSEQUENT REFENCE
TO THIS COMMUNICATION SHOULD BE
ADDRESSED TO THE PERMANENT SECRETARY
AND THE FOLLOWING REFRENCE QUOTED
NO.__________________

To  
Regional Directors
Parish Managers
Hospital CEO’s
Regional HMO


January 12, 2004

RE: GUIDELINES TO BE FOLLOWED WHEN APPROACHED BY DONORS

We, throughout the years have processed donations accompanied by improper documentation's from various donors, which include; incomplete invoices, false declarations of items on invoices, insufficient information on invoices in particular that of pharmaceutical items among others.

In an effort to smooth the processing donation whether brought in by groups or shipped unaccompanied and also to ensure that customs final documentation are submitted within the prescribed timeframe, the under mentioned must be adhered to;

  1. If an approach is made by prospective donors the recipient must insist on the following:
  1. Pharmaceuticals
    The Donor(s) must be told a list of items being donated in this category must be submitted two (2) clear weeks for processing by the pharmaceutical department in order they should there be any prohibited items, prompt notification can be given not to ship items.
    This list must include pharmaceutical(s), the expiry date of the pharmaceutical(s), the quantity of   pharmaceutical(s) and an estimated cost of each pharmaceutical.
  2. Equipment
    Donors must be informed should they show any interest in donating equipment that a list of equipment be sent to the recipient in order that a decision can be made as whether the items proposed is of use. This list must include the name of the item(S) the quantity of the items, and an estimated cost of each item.
  1. Medical volunteers wishing to conduct health fairs in the country are to be made aware by the respective recipient that a formal notification must be sent to the recipient region, health department or hospital and a letter of acceptance be prepared by said recipient and submitted to the procurement unit, addressed to the Permanent Secretary, for the attention of the Procurement Manager or Procurement Officer for processing of said volunteers at the ports of entry.

      The letter from the donor must outline in detail the name of the group leader, number of persons in the group, the item(s) accompanying and item(s) to be returned with the group. Instruction as per  A&B In paragraph 1 applies.


Each recipient must note carefully the following;

  1. Item(s) of donations whose totals include freight charges and is/ are under US$1,000.00 will incur document charges of $J1, 200.00+J$500.00 for handling fees.
  2. Item(s) of donations whose totals include freight charges and  is/ are over US$1,000.00 will  incur document charges of $J1, 200.00+J$500.00 for handling fees + brokers fees  which is a percentage of the cost , insurance and freight  (CIF) of the total US $value of the item(s).

    The broker’s fee mentioned at 2b is a result of customs regulations whereby a final entry must be prepared within 72 hours of the item(s) being cleared by letter. For speedy processing, item(s) and volunteers are processed by letters from the Ministry of Health and endorsed by the Ministry of Finance.

Agencies, Departments etc. are to make the necessary arrangement with the Principal Financial Officer, Ministry of Health to ensure that funds are budgeted for to offset the above mentioned  charges when they arises. Agencies, Departments etc. must ensure adherence to the above instructions to minimize inconvenience to the donors at the ports and ensure speedy processing of volunteer groups

MINISTRY OF HEALTH

OCEANA COMPLEX
2 -4 KING STREET
KINGSTON, JAMAICA

ANY REPLY OR SUBSEQUENT REFENCE
TO THIS COMMUNICATION SHOULD BE
ADDRESSED TO THE PERMANENT SECRETARY
AND THE FOLLOWING REFRENCE QUOTED
NO._316 /XVI_____

To   Regional Directors
        Parish Managers
     Hospital CEO’s
        Regional HMO

       January 19, 2004

ADDENUM TO MEMO DATED JANUARY 12, 2004

RE: GUIDELINES TO BE FOLLOWED WHEN APPROARCHED BY DONORS

  1. Under Pharmaceuticals (1A) of letter dated 2004/12/01, where it was stated that a list of donation must be submitted at least two (2) weeks prior to being shipped must read at least one (1) month prior to being shipped.
  2. Each recipient must present at the port of entry receive items of donations whether accompanied or unaccompanied. Failing that, items will be received by the Ministry and only released on the signature of the recipient.
  3.   Donations for specific institutions must be clearly packaged and marked; for example, Black River Hospital must be specified as such.
  4.  Each recipient must submit a report on the items of donations within a month of receipt of those items whether from a group or unaccompanied, indicating there use in the case of equipment their inventrorization.

It is to be noted that the Ministry of Procurement Unit will be conducting verification exercise to ensure that the item(s) are appropriated used or inventorized.

 

 

 

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