APVOFM Workshop Info

Espanol

THE ASSOCIATION OF PVO FINANCIAL MANAGERS

Announces a 3-day Workshop on

USAID Rules and Regulations

August 4-6 , 2008

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

Lima, Peru

Prince Hotel Business
Av. Guardia Civil 727
Corpac - San Borja

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:

Samantha Barbee, VP of Finance, Administrations and IT & Chief Financial Officer, joined IYF in January 2001, serving as Director of Operations before becoming CFO in January 2004. Before coming to IYF, she worked as a senior associate at La Piana Associates, Inc, a firm specializing in strategic restructuring (a.k.a. mergers) for nonprofit organizations, and prior to that as Associate Director of the Nonprofit and Public Management Program and the Director of MBA Student Services at Haas School of Business at UC Berkeley. Samantha grew up in Costa Rica and received her undergraduate degree in government at Georgetown University . Before moving to California to pursue an MBA from Haas, Samantha worked for a consulting firm that managed the International Criminal Investigative Training Assistance Program of the United States Department of Justice. There she served as a Field Representative throughout Central and South America and the Caribbean, and as the Country Program Director in Bogota , Colombia.

Milka Dinev has 25 years experience in the management of development projects, including administration, accounting and finance. In addition, she has programmatic experience in several fields, including sexual and reproductive health, family planning, environment, gender, food-aid and monetization of commodities, micro-enterprise, alternative development and agriculture, human rights and fisheries. As Pathfinder International's Country Representative for Peru and Ecuador , Ms. Dinev was responsible for providing overall strategic direction to Pathfinder's diverse family planning and sexual and reproductive health programs in Peru and Ecuador directly. In addition, she provided technical assistance to Pathfinder programs in other regions, most recently in Angola , Egypt , Nigeria , and Bangladesh . She is currently serving as Director of ESD, providing leadership to project key initiatives in Healthy Timing and Spacing of Pregnancies, Corporate Social Responsibility, Involvement of Religious Leaders, Best Practices and other Health Initiatives and to activities in the following countries: Ethiopia , Guinea , Burundi , Kenya , Nigeria , Nepal , Pakistan , Bangladesh , Philippines , Tanzania , and Yemen . She has managed annual budgets for more than US$20 million dollars (as Deputy Director of CARE Peru), as well as bilateral programs for Cdn$15 million per year, as the CIDA Program Coordinator for Peru and Bolivia . She provides management support, technical guidance and programmatic oversight to senior program managers. Ms. Dinev has demonstrated technical expertise in program design, strategic planning and program implementation. She also pursues diversified funding sources to implement innovative programs in expanding sexual and reproductive health services, integrated health services and adolescent-friendly services. Ms. Dinev has worked and secured funding from bilateral and multilateral agencies as well as private US foundations and corporations. Ms Dinev is considered part of the Senior Management Team of Pathfinder International and frequently participates in the preparation of institutional strategies and proposals. She speaks and writes fluent Spanish, English, French and Bulgarian. Ms. Dinev holds an MS in Business Administration with honors mention in Finance and Development Programs Management. She also holds a degree in Engineering and a Diploma on Gender Studies.

Daniel P. Doucette is a senior manager with fifteen years' experience administering grants and contracts from a wide variety of U.S. governmental and other bi-lateral and multi-lateral sources. Since September 2004 he has served at Rainforest Alliance (RA) as the Chief Financial Officer and Director of Operations, providing oversight of the finance, human resources, information technology, legal and evaluation & research departments. RA is a rapidly growing NGO with 240 staff (over half based outside of the US ), 18 office locations worldwide and funding from USAID (including cooperative agreements and IQC subcontracts), USFWS, UNDP/GEF, UNEP/GEF, IDB, and DEFRA. Prior to joining RA, Daniel was Vice President of Finance at the American Cancer Society-Eastern Division. He served as Budget Manager and Director of Strategic Planning at AFS-USA, the U.S. affiliate of the largest global student exchange program. Also during his time in New York since 1996, Daniel worked in the corporate sector as Senior Financial Analyst for corporate finance at Bozell Group, a national advertising agency network and division of Interpublic Group of Companies, one of the largest worldwide advertising and media holding companies. Based in Washington , DC , from 1990 to 1996, Daniel coordinated the accounting, contracting and field office back-stopping functions for Planning Assistance, working in the food security, public health and population planning sectors. He also held the positions of Program Coordinator for Africa/Madagascar, Government Contracts Administrator, and Budget Manager at World Wildlife Fund-USA. Daniel holds a Master's in International Economics and a Bachelor's in Latin American Studies, both from the Georgetown University . He resides in Brooklyn , New York .

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 is being held at the Prince Hotel Business, Av. Guardia Civil 727, Corpac - San Borja, Lima. Telephone: +51-1-225-3025; Fax: +51-1-224-4544; Email: reservas@princeholte.com.pe. For our workshop attendees, Junior Single rooms are offered at the rate of $104 per night, including breakfast/$124 for a Junior 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.