THE ASSOCIATION OF PVO FINANCIAL MANAGERS

Announces a 3-day Workshop on

USAID Rules and Regulations, Indirect Costs
and Working with Other Funders
(emphasis on European and non-US based organizations)

July 21-23, 2008

9:45 a.m. - 5:30 p.m.


International HIV/AIDS Alliance Conference Room
104-106 Queens Road
(second floor)


Brighton, England

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 US 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. The situation usually means that authoritative answers are hard to find.

This workshop will give participants a good sense of the issues they confront when dealing with the US 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.

In addition to dealing with USAID rules and regs, the workshop will also address many topics having to do with Indirect costs, e.g. What are Indirect Costs; Who are the Players; What are the Rules; and How to Approach the NICRA (Negotiated Indirect Cost Rate Agreement) proposal. We will discuss the implementation details of indirect cost rates such as How to Monitor the Rate and Changing Rates Mid-Year. We will also address such advanced topics as How to Deal with Donor Caps on Indirect Rates; and Strategies for Full Indirect Recovery in a “cap” environment.

There will also be an opportunity for participants to discuss how USAID rules differ from those of other funders such as ECHO, DfID, and the UN.

Participants will be encouraged to raise problems they are having and to ask questions that will help them clarify their thinking.

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 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 591 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).

Focus on Non-US based organizations

This workshop is especially geared toward those organizations working in Europe and other non-US based organizations. The rules are similar but different from those for US based organizations and the workshop will point out the differences in standard provisions, audit requirements, and other areas.

What is the Workshop Methodology?

 This workshop will review the key rules and regulations those who receive grants and cooperative agreements from USAID must follow. Participants will learn about the various circulars and provisions that govern recipients. A combination of lecture, practical tips for good practices, and hands on exercises and case studies will help participants familiarize themselves with the rules they must follow. Participants will learn how to comply with the rules they must follow when getting assistance from USAID, get a good idea of what resources are out there to help them, come away with a good sense of where to go for answers to the questions that might arise in the future, gain practical advice on common problems and how better to work with USAID, and find out about new initiatives USAID is undertaking.

The first 2 days will review key rules and regulations for agencies receiving grants and cooperative agreements from USAID and then the last day will focus on particular issues of interest to participants such as indirect costs, new initiatives at USAID, and the rules of other funding agencies such as ECHO and DfId.

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.

All participants will also receive the USAID ADS CDROM which has on it omb circulars, code of federal regulations, CIB's, Executive Orders, Standard provisions, ADS chapters, geographic code information, standardized regulations, and the FAR and AIDAR.

Presenters

Eric Walker , Vice-President at PATH, and Chairperson of the Association of PVO Financial Managers has extensive experience working with USAID. Eric has worked for four different Private Voluntary Organizations that have received grants, cooperative agreements and contracts from USAID and numerous other funders. Eric has led many Association training workshops including our annual Indirect Cost Workshop, USAID Rules and Regs workshops, partnering, cost-share, and risk assessment, and Working with USAID. Eric's very approachable training style combines a broad range of experience and a practitioner's approach with a good sense of humor.

Michael Walsh is the Director of Training and Member Services at the Association of PVO Financial Managers (APVOFM). He joined APVOFM after completing a 25 year career with the U.S. Government. Most recently, Mr. Walsh was the Chief Acquisition Officer and Director of the Office of Acquisition and Assistance at the U.S. Agency for International Development (USAID). Over his 22 years as a Foreign Service Officer with USAID, he has worked as a Contracting Officer in Dhaka , Bangladesh and Cairo , Egypt . He was also the Director of the Regional Contracting Office in USAID/East Africa in Nairobi , Kenya . Mr. Walsh has also worked in USAID/Washington as a Branch Chief in the Office of Acquisition and Assistance, providing support to the Office of Foreign Disaster Assistance (OFDA), the Office of Transition Initiatives (OTI) and the Africa Bureau. Mr. Walsh also served as the Deputy Director of the Office of Food for Peace. Prior to joining USAID, Mr. Walsh worked with the Brothers Brother Foundation. Mr. Walsh began his career in international development as a Peace Corps Volunteer in the Philippines . Mr. Walsh is a proven leader of development-focused contracting and grant-making operations. He is skilled in working across organizations, linking programs with operations to produce optimum results. Over the course of his career he is noted for streamlining processes, leveraging information technology and developing the workforce through coaching and training.

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 (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors.* Participants of this workshop will earn 7 CPE credits per day. There is no prerequisite and the course is deemed intermediate level.

Registration

Space is limited. To ensure your participation, click here to register online. Please register as soon as possible. Please note that there is a discount for registering and paying your workshop fee early. Click here for information on workshop fees.

Hotel Reservations

Attendees are responsible for making their own hotel and travel arrangements. Hotel recommendations will be posted here when available.

Airport  

You can get to Brighton from Gatwick or Heathrow airport, but Gatwick is much closer (20-30 minute train ride). Brighton is a little over an hour from London via train.

What is the Association of PVO Financial Managers?

The Association of PVO Financial Managers began over 30 years ago. The Association has a membership of approximately 140 organizations. Members range in size from the very large (CARE, World Vision, Save the Children) to the 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 provides its membership with current news and information resources, compiles an annual indirect cost survey, 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 , Russia , South Africa , El Salvador , Ethiopia , Turkey , Tanzania , and Burkina Faso.

*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.

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.