THE ASSOCIATION OF PVO FINANCIAL MANAGERS

Announces a 3 day workshop on

USAID/Federal Rules and Regulations

October 7-9 , 2008

9:00 a.m. - 5:00 p.m.


American Red Cross
1st Floor Conference Center
2025 E Street (between 20th & 21st), NW
(closest metro stops: Farragut West and Foggy Bottom)


Washington, D.C.

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. So, 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.

Presenter:  

Robert M. Lloyd is a respected authority on federal policies affecting administration and audit of grants, cooperative agreements, and contracts. He has more than 35 years experience in federal fund management and oversight. Since forming his consulting practice in 1982, Bob has served as a trainer, consultant and advisor to award and audit units of 15 different federal agencies (including USAID) and to grantee and subgrantee organizations located in all 50 states and 17 foreign countries. His clients include numerous international PVOs and NGOs and he has conducted scores of training workshops for the Association, both in the US and overseas, since 1990

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

•  "The workshop was beyond any expectations. Very clear and always to the point."

•  "Excellent and worth every cent. I would recommend it to anyone working with grants--too many of us are hired from non-financial/management backgrounds and learn this stuff on the job. It's very useful to have the material organized and presented so thoroughly."

•  "I wish I could have had it 3 years ago when I just joined USAID."

•  "Good overview of the whole federal system and very thorough coverage of the key circulars relating to AID"

•  "Expected this workshop to be boring, but it was extremely exciting."

•  "Bob was outstanding in keeping us on track."

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

•  "The small sessions were very useful."

•  "High energy (makes dry material more interesting) incredibly knowledgeable."

•  "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."

•  "Bob did an excellent job in presenting material. His experience and enthusiasm made the conference enjoyable."

•  "Bob's knowledge is incredible and the examples help information stick."

•  "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. www.hotels.com usually offers comparable or even lower rates than we are able to negotiate.

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. You can register online by going to our Registration page. 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 so we can provide you with our banking information.

What is the Association of PVO Financial Managers?

The Association of PVO Financial Managers began 30 years ago. The Association has a membership of over 200 organizations. Members range in size from the very large (CARE, World Vision, Save The Children) to the very small.

The Association is committed to improving the professional capabilities of staff in PVOs and NGOs. Toward that end the Association organizes workshops for the NGO/PVO community on USAID Rules and Regulations, OMB Circulars, Grant and Contract Compliance issues, Indirect Costs, and basic financial management. In addition, the Association compiles an annual indirect cost survey, a periodic newsletter, and advocates for PVOs and NGOs on issues of importance to appropriate regulatory agencies.

Focus is on the particular needs and concerns of international development/relief groups. The Association is a small non-profit. It is funded by membership dues, fees for workshops and in kind contributions from its members. The Association's large number of members attests to the relevance and importance of the organization to the PVO/NGO community. Over the past seven years, the Association 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 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, The Association of PVO Financial Managers 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.

Cancellation Policy

Workshop fee payment is due 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.