Performance-Based Financing

Bank records store the accounts where incentive payments are deposited. Accurate information ensures facilities receive funds promptly and securely, and clear audit trails show who last touched each record.

Why bank records matter

Every facility must have reliable payment details before invoices are approved.
Administrators use the bank workspace to register official program accounts and secondary contingency accounts.
Finance teams rely on the same list when reconciling transfers with statements.
Changes are logged, so keeping the list tidy simplifies compliance reviews.
Sensitive data remains visible only to users with the correct permissions.

What lives inside a bank record

A single bank record contains the following fields and metadata:

Bank name – The institution holding the account. Keep spelling consistent across programs so reports group correctly.
Branch name or code – Helps finance officers confirm the account is registered with the correct branch, particularly where routing codes differ.
Account number – The unique identifier used for disbursements. Double-check digits to avoid failed transfers.
Account holder – Usually the facility or partner name exactly as it appears on official paperwork.
Currency – Ensures payments are issued in the expected currency when programs operate with multiple denominations.
Status – Indicates whether the account is active, paused, or retired. Retired accounts remain in history but are excluded from payouts.
Audit information – Captures who created and last edited the record plus timestamps for quick reference during audits.

Tip: Create a shared naming standard for branches and facilities before entering the first record to avoid duplicates later.

Access requirements

Only users assigned to the administration role can open the bank module.
Viewing permissions may be extended to finance officers so they can verify bank details without editing them.
Editing rights should be limited to a very small group who receive direct requests from facilities or partners.
Downloading or exporting bank information should require two-factor authentication where available because of the sensitivity of the data.

Adding a bank

Use this sequence whenever a new facility joins the program or changes its payment account:

Navigate to Administration and select Banks. The page shows the current list of accounts with filters on the left.

Click Add Bank. A side panel or modal opens with required and optional fields grouped into clearly labeled sections.

Enter the bank name, branch information, and account number. Include the account holder and currency if your program tracks them. The form checks for duplicates in real time.

Link the account to the relevant facility, district, or partner. You can attach multiple facilities if they share a joint account under a cooperative agreement.

Confirm the summary on the right-hand review panel. When you click Save, the system records the new account and notifies finance staff according to your configuration.

Maintaining bank information

Keeping the bank list accurate reduces the likelihood of payment delays and manual corrections:

Quarterly reviews – Schedule recurring reviews each quarter with finance colleagues to confirm every active facility still uses the listed account.
Change requests – Require written confirmation from facility managers on official letterhead or via registered email before changing any bank details.
Dual approval – Implement a two-person rule for edits: one person updates the record and another confirms the change before it becomes active.
Record history – Use the built-in activity log to see who modified which fields. Export the log annually for compliance archives.
Retiring accounts – Mark old accounts as inactive rather than deleting them. This preserves the transaction history attached to the account while keeping the active list short.

Working with grouped facilities

Programs often manage networks where one partner oversees multiple facilities. In these scenarios:

Assign the same bank record to each facility that shares the account. The workspace shows the linked facilities on the record detail page.
Use tags or labels to identify national programs, faith-based organizations, or private providers for filtered reporting.
When a partner maintains both operating and savings accounts, create separate records and label them clearly (for example, “Operating – Kigali Health Centre”).
Keep documentation for each account in a secure shared drive and link the reference number in the bank record’s notes field.

Handling errors and disputes

Even with strict controls, mistakes happen. Follow this playbook when an issue arises:

Pause payments – Temporarily mark the bank record as inactive to prevent new transfers until the investigation finishes.
Verify evidence – Request supporting documents from the facility. Compare signatures and account numbers with the official registration.
Update the record – Once verified, correct the details and attach a note summarizing the resolution.
Notify finance – Inform the finance team so they can adjust pending transfers or reissue payments if necessary.
Document lessons learned – Add the incident to the program’s risk register and update internal procedures if gaps were identified.

Integrations with other modules

The Invoices workspace pulls active bank records when preparing payment packages. Inaccurate data here leads to export errors downstream.
Partner Assignments can reference bank accounts when partners choose to receive funds directly. Keeping the bank list aligned with partner data avoids confusion during reviews.
Audit reports combine bank activity logs with user management records to confirm only authorized staff handled financial information.

Security practices

Store bank documents in encrypted storage systems and avoid sending account numbers through unsecured channels.
Encourage facilities to report suspected fraud immediately using the designated hotline or email.
Rotate passwords and enforce multi-factor authentication for all administrators who manage bank details.
Monitor access logs for unusual patterns, such as edits outside business hours or repeated export attempts.

Frequently asked questions

How many bank accounts can a facility have? Facilities may register multiple accounts if program policy allows. Ensure each account has a clear label and status so staff know which one to use for current payments.

Can we delete a bank record? It is safer to mark the account inactive. Deletion removes the audit trail, which auditors and finance teams often need for retrospective checks.

What happens when a facility merges with another? Link the bank record to the new combined facility and update the name to reflect the merged entity. Retain notes about the merger date for historical context.

Who receives notifications about changes? Configure automated alerts to notify finance officers and regional coordinators whenever bank details change. This ensures everyone adjusts their local records.

Do we need approval from the central bank? Programs typically rely on facility-provided documentation. However, cross-checking with the national treasury or central bank is recommended for high-value transfers.

Troubleshooting checklist

Bank list appears empty: confirm your user role includes bank view permission.
Cannot save a new record: check for duplicate account numbers or missing required fields.
Bank not visible in invoices: ensure the account status is active and assigned to the facility generating the invoice.
Audit log missing entries: verify that synchronization with the logging service is running and that your browser is not blocking the request.

Key takeaways

Accurate bank records keep incentive payments flowing without delays.
Limit editing rights to trusted administrators and establish dual approval for changes.
Review and retire old accounts regularly to maintain clean data.
Keep detailed notes and audit logs for each modification to support compliance.
Coordinate with finance and partner teams whenever bank details change.

Secure management of bank data safeguards funds and supports trust in the PBF program.

Bank Management