Announces a 3-day Workshop on

USAID Rules and Regulations

November 19-21, 2008

8:30 a.m. - 5:00 p.m.

Accra, Ghana

Fiesta Royale Hotel
North Dzorwulu, Accra

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 Federal Government. 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.

Presenters:


Stephen Kroll is a CPA with twenty five years experience in federal award oversight and management. He has provided audit services of contracts and grants while with the Defense Contract Audit Agency, USAID and Abt Associates. He has provided consulting services on such issues while at RSM McGladrey. He has had to manage the ups and downs of Federal contracts and grants as the Vice President, International Operations and CFO at the Elizabeth Glazer Pediatric AIDS Foundation, and most recently was CFO at IESC. Steve has also served as a trainer on these topics to USAID missions, and US based PVOs and non-US PVOs. He also provides training on behalf of InsideNGO on Federal Rules and Regulations.

Bonnie Ricci has worked for U.S. NGOs for over thirty years supporting home office as well as field office staff in operational areas covering finance, compliance, budget, and general project implementation including subgrant management. Most recently she was Senior Director of International Operations for World Learning in its international projects division, working extensively in a USAID funding environment on cooperative agreements and contracts. Before World Learning she worked for three other U.S. NGOs in a similar capacity, and early in her career was a founding member of the Association of PVO Financial Managers, now InsideNGO. She is a seasoned practitioner who has worked on projects from the initial proposal phase through the award, start up and closeout phases and all steps in between.

 

What have Participants Said about the Workshop? (excerpted from workshop evaluation sheets)  

•  "I started out with no knowledge and the workshop has given me a wide panorama and detailed view of the subject matter."

•  "More interesting and relevant to my work than anticipated."

•  "Very professional"

•  "The presenters impressed me with the depth of knowledge and presentation skill exhibited - indeed 30 years experience is evident."

•  "Very well done, extremely knowledgeable, and helpful presenter"

•  "Facilitators/trainer well versed and articulate to workshop details."

•  "High energy (makes dry material more interesting)"

•  "I didn't expect it would be so interesting and useful."

•  "Much needed information has empowered us with knowledge needed to negotiate and monitor and develop our programs with USAID."

•  "I really liked how the presenters went through the circular in detail. They did not just get up and speak about it."

•  "Very knowledgeable--clear explanations for a difficult subject area."

Hotel Reservations:

Participants are responsible for making and paying for their own hotel/lodging arrangements. The workshop will be held at the Fiesta Royale Hotel and reservations can be made using the Hotel Booking Form. Please click here to download the form.

Registration and Payment:

Please register as soon as possible. We occasionally have to turn people away from our workshops, so please register as soon as you know you'll be able to attend. For those in the US, please just send along a check with the Payment Form. This form can be found on the Fees/Payment Info page or you can click on the link above. For those working in the field, if you would like to wire the money, please send an email to workshops@apvofm.org and request our Banking Information. You can also arrange for your US office to mail us a check.

What is the InsideNGO?

In 2008 The Association of PVO Financial Managers and The Personnel Co-op merged to become InsideNGO. We are dedicated to strengthening operational teams and fostering leadership in the international non-profit sector and we invite you to join us. The unique value that we have delivered for over 30 years is to support finance, grants/contracts, and human resources staff within international development and relief organizations. As one organization our combined efforts will include fostering stronger relationships and greater integration of international NGO operational staff within and across functions and organizations. We now have a stronger platform to support a wider range of services.

Over 2,000 participants benefit annually from 30+ workshops, two annual meetings, and over 20 peer roundtables. We survey HQ, and expat compensation and benefits; have reports on salary and benefits information for local staff in 37 countries; and compile a field staff employee manual that members can use as a template for their own. An Indirect Cost research and evaluation study is being conducted to identify international development sector-specific issues to facilitate a dialogue with private and public funders around the concept of full cost recovery.

InsideNGO is a forum that links your voice with those of your colleagues to speak with influence when commenting on OMB Circulars and other relevant government regulations as they are proposed. Advocacy efforts to improve the effectiveness of USAID and Department of State policies and procedures continue apace. We are respected by key staff at these agencies and meet regularly to discuss and resolve issues.

Focus is on the particular needs and concerns of international development/relief groups. InsideNGO is a small non-profit. It is funded by membership dues, fees for workshops and in kind contributions from its members. InsideNGO's large number of members attests to the relevance and importance of the organization to the PVO/NGO community. Over the past seven years, InsideNGO (APVOFM) has held similar workshops in Kenya, Mali, Thailand, The Philippines, Hungary, India, The Dominican Republic, Bangladesh, Burkina Faso, El Salvador, and Russia . These workshops have been very favorably received. (See excerpts from evaluations above)

Earn CPE Credits:

For Certified Public Accountants wanting to earn CPE's, The Association of PVO Financial Managers 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.

*For Certified Public Accountants wanting to earn CPE's, InsideNGO is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to NASBA, 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417, (615) 880-4200. Participants of this workshop will earn 8 CPE credits per day for a total of 24 for the three days..

Cancellation Policy

Workshop fee payment is due no later than two (2) weeks before the start of a workshop. There will be a charge for cancellation: $100 until two (2) weeks before the workshop and full fee for a cancellation within two (2) weeks of the workshop. Substitutions may be made at any time without penalty.

For more information regarding administrative policies such as complaint and refund, please contact our office at (203) 226-3650.