APVOFM Workshop Info

THE ASSOCIATION OF PVO FINANCIAL MANAGERS

Announces a 3-day Workshop on

USAID Rules and Regulations

March 31-April 2, 2008

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

Dar es Salaam, Tanzania

White Sands Hotel
Jangwani Beach

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.

Presenters:

Eric Walker, Vice-President of Finance and Administration 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.

Carol Davis is the Controller of Project Concern International, a private voluntary organization delivering health services in Africa, Asia and Latin America in the areas of disease prevention, water and sanitation, food security, and maternal and child health. Carol has worked in the areas of nonprofit organization funding, accounting, audit, and compliance for over twenty years. Previous positions include CFO of International Foundation for Education and Self-Help, delivering education programs in Africa for over eight years, CFO of National Center for American Indian Enterprise Development, and Program Officer for Associated Grantmakers of Massachusetts, managing collaborative grantmaking and loan programs for nonprofit organizations. Carol gained her Certification of Public Accountancy while at Coopers and Lybrand in Chicago , where she audited nonprofit organizations and governments for three and a half years. She is an accountant with her heart in programs, having studied liberal arts and social work as an undergraduate at University of Texas at Austin , and having received her Masters of Business Administration at Simmons College in Boston.

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.

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"

• "Eric 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 is being held at the White Sands Hotel, Jangwani Beach, Dar es Salaam. For our workshop attendees, single room reservations are offered at the rate of $105 per night, including breakfast/$135 for a twin room with breakfast. Use the Hotel Booking Form when making your reservation.

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 Association of PVO Financial Managers?

The Association of PVO Financial Managers began over 30 years ago. The Association has a membership of approximately 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 (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, 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 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.