USAID Rules & Regulations

October 20-22, 2009 ♦  8:30am-5:00pm

What is an allowable cost? What procedures do I need to follow when purchasing equipment with AID money? How much can I revise my budget without having to go to AID for approval? How long should I retain records? What are the most common audit findings and how can I avoid being written up by my auditors?

The plethora of rules and regulations associated with the management of government grants and cooperative agreements is a source of regular and continuing frustration to those on the receiving end. Sorting out what is required, by whom, and when, is made even more complicated by the fact that the rules seem to be constantly changing and/or subject to differing interpretation. The situation usually means that authoritative answers are hard to find.

The workshop will give participants a good sense of the issues they confront when dealing with the USAID. Our emphasis will be on AID funding for grants and cooperative agreements, but the workshop should be worthwhile for organizations receiving funding from other federal agencies as well. This workshop will provide an excellent opportunity to update agencies on what is happening with the key OMB Circulars affecting PVOs and NGOs. Participants will be encouraged to raise problems they are having and to ask questions that will help them clarify their thinking.

Who Should Attend?

Finance and Administrative Staff: Finance officers, controllers, accounting and compliance managers who have on-going responsibility for the administration of USAID awards.

Program Staff: Headquarters and field program staff with a need to know the USAID requirements, particularly in the decentralized environment prevalent in many PVO's/NGO's

Development Staff: Those staff members who seek and hopefully find outside financial support must understand the nature of the relationship that the PVO/NGO is entering with the US government and those areas where negotiation of favorable award terms and conditions is possible.

Outside Independent Auditors: Representatives of certified public accounting firms who perform Circular A-133 or Financial Audits of private voluntary organizations and NGOs should attend to gain familiarity with the criteria against which those organizations are reviewed (NOTE: CPE credits may be obtained for attendance).

USAID Staff: Agreement Officers, CTOs and Program staff who need to make sure they know and are up to date on the rules and regs that they have to implement.

Plan to attend with colleagues from other units of your organization (or from your independent audit firm). Learn or review the rules together and cut down the internal and external misunderstandings that get in the way of program performance.

What Topics Will be Covered?

The workshop covers topics essential to a comprehensive knowledge of USAID grants and cooperative agreements. It provides both basic training for new staff and a useful refresher for veterans. Coverage includes:

Types of USAID Awards and Why That's Important; The Award Process (Pre-Award, Post-Award, Closeout); Sources of Legal Authority and Policy; Detailed Review of USAID's Administrative Rule (22CFR226); Standard Award Provisions for U.S Based and Non-US Based Organizations; Policies on Source, Origin and Nationality of USAID-Financed Goods and Services; What's Negotiable When You're Applying for USAID Assistance; Policies and Procedures for Subawarding Funds; Cost Allowability Under OMB Circular A-122; Audit Readiness and Survival

What Questions Will it Answer?

The most important ones--those that you bring and raise. Questions like: Is this an allocable cost? Can I charge this to our grant? Do we need prior approval to buy this? Can they do that to us? What happens if I make a mistake? How do I handle non-compliance by a critical sub-grantee?

While the workshop is intended to give you a lot of information in a relatively short time, it isn't completely tailor-made until you make it that way. The workshop will include both large and small group learning and opportunities for attendee participation. There will be ample opportunity to ask questions and receive answers both during the general sessions and on an individual basis with the instructor. When answers aren't immediately available there is a guarantee to follow-up and get them for you.

What You'll Receive

Each participant will receive an up-to-date course manual for use during the training and for future reference. This valuable compendium contains all of the primary government source documents (OMB Circulars and USAID regulations and internal policies) affecting grants and cooperative agreements. In addition, it includes several analytical summaries and technical assistance tools to assist you in implementing the requirements. By the end of the course, you'll know your way around this resource in a way that will enable you to answer your own questions (and those of your colleagues) when you get back to the office. In addition you will receive a CD ROM which contains the Rules and Regs in searchable format.

Earn CPE Credits

For Certified Public Accountants wanting to earn CPE's, InsideNGO is registered with the National Association of State Boards of Accountancy as a sponsor of continuing professional education on the National Registry of CPE Sponsors. Participants at the workshop will earn 8 CPE credits for each day of the Workshop (for a total of 24 for the three days) and receive a certificate of attendance. The course level is intermediate. No advance preparation is required. No prerequisites.