Training on USAID Rules and Regulations - Grants and Cooperative Agreements

This training covers a wide range of guidelines and requirements for USAID funding and is intended to improve NGO staff members' capacity to efficiently administer their programs and uphold donor compliance. This highly interactive training equips you with the abilities and knowledge you need to properly implement the intricate instructions within the regulations, regardless of your prior experience with USAID financing or your program experience.

Target Participants

This course is ideal for anyone managing or bidding on a USAID grant or cooperative agreement from finance, compliance, program, administrative, or new business development teams; Independent auditors or CPAs who perform compliance or financial audits within the development sector and USAID staff, especially Agreement Officers and Agreement Officer’s Representatives.

Course Duration

What You Will Learn

By the end of this course the participants will be able to:

• Work and negotiate with key USAID employees, such as agreement officers and their representatives, with confidence
• Navigate current USAID laws and regulations with the assurance needed to discover solutions, address difficulties that arise frequently, and deal with audit results
• Understand why, how, and when to submit previous approvals, waivers, and extensions in addition to how to leverage them to save time and money
• Describe how your organization's policies and USAID laws and regulations interact

Course Outline

Introduction to USAID

• Introduction to USAID rules and regulations
• USAID implementing mechanisms
• Types of assistance instruments
• Understanding 2 CFR 200 and 2 CFR 700

Pre-Award Phase  

• Overview of USAID Pre-Award Phase
• Award Phase Timeline and Task List
• Pre-Award Survey
• Pre-Award Assurances
• Negotiating Changes to Your Program
• Addressing Pre-Award Survey Findings

Award Phase

• Introduction USAID Cooperative Agreement
• USAID substantial involvement
• Negotiation of the Award
• The Award Process

Award Phase

• Elements of the Award
• Agreement Officer’s Representative
• Unauthorized Commitments and Expenditures Requiring Prior Approvals
• Award Administration
• Appeals

USAID Financial Management

• Internal controls, payments, banking and interest
• Financial management discussion
• Cost sharing (difference with cost allocation)
• Program income
• Revision of budget and program plans
• Budget revisions and prior approvals exercise

Cost Principles and Indirect Costs      

• 2 CFR 200 Subpart E
• Cost principles
• Indirect costs

Rules for Procurement of Commodities and Services Financed by USAID         

• Procurement policies & eligibility rules: 22 CFR 228; MSP 5&6
• Telecommunications and surveillance
• Restricted and ineligible items, vetting process, prior approvals
• Source/Origin restrictions
• Ineligible Suppliers/ Excluded Parties List
• Foreign government-controlled organizations; Nationality of employees and consultants
• Waivers

Branding     

• The guidelines for USAID’s visual identity 
• Branding regulations for different partners
• The approval process

Travel

• International travel
• Fly America Act
• Travel procurement documentation
• Meals & Incidental Expense Allowance

Use of USAID Funded Property

• Use of Equipment Outside of Award Activities
• Property Management Standards

Requesting Modifications to Your Agreement 

• Changes Requiring Modification of the Cooperative Agreement
• Requesting Changes

Technical Program Management        

• Monitoring Progress
• Evaluation
• Learning and Sharing

USAID Reporting Requirements

• Reporting due dates
• Federal Financial Report
• Performance Report
• Annual Audit
• Foreign Tax (VAT) Report

Award Close Out

• Award Extensions
• Final Request for Funds
• Final Report
• Financial Close-Out

• Finalizing Total Expenditures
• Remaining Funds
• Final Financial Report
• Final Foreign Tax Reporting
• Final Audit

• Human Resource Close-Out
• Final Performance Report
• Post-Award Use of USAID-Funded Goods and Commodities

• Final Inventory Report
• Sale of Property and Equipment

• Letter to USAID

Training Approach

Our seasoned trainers deliver this course with vast experience as expert professionals in their respective practice fields. The course is taught through a mix of practical activities, presentations, group works and case studies. Training manuals and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued a certificate.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide training needs. A training needs assessment will be done on the training participants to collect data on the existing skills, knowledge gaps, training expectations and tailor-made needs