JTD II Grants Training. Training Objectives How to manage grants under contracts you will be able to: –Explain the relevance of grants programs –Define.

JTD II Grants TrainingJTD II Grants Training

Training ObjectivesTraining Objectives

How to manage grants under contracts

you will be able to:– Explain the relevance of grants

programs– Define the different types of grants– Identify the critical considerations

What is a grant?What is a grant?

Financial assistance providing support or stimulation to accomplish a project purpose,

consistent with grantee’s mandate

Funding FlowsFunding Flows

• Simplified (Mini & Small) – Periodic payments based on submission of receipts

• Standard (PDG & ODG) – Periodic advances and liquidations (receipts)

• FOG – Fixed amount tranche payments upon achievement of milestones (no receipts)

• Direct payment to vendor

Type Time Frame

Maxm $ Amount

Payment Type Unallowable expense Special Features

Mini 90 days

$25,000 ReimbursementUpon receipts submitted

- int’l airfare-commodities over $5000 or a life of greater than 1 year-indirect beneficiary costs

Stand alone activities

Small Up to 1 year

$ 100,000 Reimbursement /Upon receipts submitted

- int’l airfare-commodities over $5000 or a life of greater than 1 year-indirect beneficiary costs

Stand alone activities

PDG Up to 2 years

$100,000 Advances / Reimbursement

Equipment must meet source/origin rules (can be >$5,000 per unit

Increased grantee financial and reporting requirements

ODG Up to 2 years

$200,000 Advances / Reimbursement

Equipment must meet source/origin rules (can be >$5,000 per unit

Increased grantee financial and reporting requirements

FOG Up to 1 year

$200,000 Payment upon completion of acceptable deliverables

-int’l airfare-commodities over $5000 or a life of greater than 1 year

-Expenses are identified-May include indirect beneficiary costs-Accomplishments must be defined

Challenge Grants

A special types of grants utilized as a means to ensure counterpart buy-in and to demonstrate sustainability. Grants utilized under Challenge Grants can be any of the various grant types (Mini, Small, Program Development, Organizational Development and FOG). Beneficiaries are required to secure at least a 1:1 match.

Critical Considerations in Grants Critical Considerations in Grants ManagementManagement

1. Conflicts of interest

2. Grant life cycle

3. Chemonics’ liability

4. Fee on grants

5. Regulatory Framework

6. USAID involvement

7.Grantee capacity/ responsibility 8. Funding flows9. Recordkeeping 10. Roles & responsibilities

Siyaha will Implement it’s Grants Siyaha will Implement it’s Grants Program throughProgram through

Sector Development Grants

• Eligible Entities• Tourism Associations• Public Private Initiatives• Non-Government Organizations (NGOs),• Professional organizations• Research institutions

Who is not Eligible for Grants?Who is not Eligible for Grants?

• Individuals• Political organizations• Foreign owned

– U.S. NGO’s not to exceed to $25,000• Government institutions • Religious groups• Private and public shareholding company not

serving within the approved Clusters

Mini & Small Grants: Allowable costs include, but are not limited to, the cost of seminars, workshops, conferences and other events, technical assistance services, training courses, including trainers, course materials, site costs, procurement of one single item of equipment up to $5000,.etc. Such costs do not include international airfares or indirect costs. Program Development and Organizational Development Grants:Allowable costs include, but are not limited to, the cost of personnel, technical assistance, travel and transportation, equipment, training, office supplies, rent and utilities, telephone, fax, internet connection, postage, educational materials, bank charges, insurance, and maintenance related to premises and equipment.Fixed Obligation Grants: No specific costs are assigned to FOG grants. FOG grants are awarded to achieve specific benchmarks.

Allowable Costs under GrantsAllowable Costs under Grants

• Profit of any kind• Contingency fees or payments of any kind• creation of endowments (Note: financing of loan portfolios is not an

endowment);• Any commodity which does not comply with, or which is not procured

in a manner that compiles with, the USG/USAID commodity procurement procedures.

• any previous obligations by USAID to the beneficiary;• the bad debts of the beneficiary;• fines imposed on the beneficiary;• penalties imposed on the beneficiary• any expenses related to ceremonies, parties, and celebrations;• the purchase of any goods restricted and prohibited under USAID

regulations;

Non Allowable Costs under GrantsNon Allowable Costs under Grants

• the purchase of surveillance equipment, military equipment or arms whether new or surplus, police or law enforcement equipment, abortion equipment and services, weather modification equipment, luxury goods and gambling equipment;

• the purchase of goods which have their origin in Cuba, North Korea, Iran, Iraq, Laos, Libya, Syria and other countries or suppliers as may be identified by USAID’s consolidated list of debarred, suspended or ineligible sub-contractors; and,

• any expenses related to purchases or activities which are illegal under Jordanian or U.S. law.

• Any ineligible goods and services and restricted goods listed in Required As Applicable Standard Provision, USAID Eligibility Rules for Goods and Services, herein incorporated by reference.

Non Allowable Costs under GrantsNon Allowable Costs under Grants

SourcesSourcesProgram Generated Income (PGI)

Participation feesMembership duesCorporate sponsorship

Grantee’s own cash investmentIn-kind contribution

Staff salariesDonated suppliesFree venue for functions

Other sources of funding

Cost SharingCost Sharing

What does SIYAHA do with my Grant What does SIYAHA do with my Grant Request?Request?• Component or Sub Component Leader first reviews-

if yes then• Grants Manager reviews- if yes then• GEC is called- if yes then• Upon GEC approval, USAID considers for approval• Grantee is then contacted• Pre-award audit or agreement is executed

Grant Over ViewGrant Over View

Grant BudgetsGrant Budgets

• As much level of detail as possible• Once grant is approved, funds may be

approved to move from one line item to another.

• Sent in both hard and electronic form.

What should the budget include?What should the budget include?

Budgeting for a Grant Application:• Matching or cost-share• Budget categories• Personnel• Travel and Transportation • Equipment• Training and Technical Assistance (TA)• Program Activity Costs• Other Direct Costs

Technical ReportingTechnical Reporting

• To measure successes, triumphs, and setbacks. How often?

• Monthly reports- For large grants• Quarterly reports- For large grants• Completion Reports- For all grants• Small and Mini grants may submit the

completion report at the end of the grant activity.

Financial ReportingFinancial Reporting

Monthly Reports to include:• Monthly reports• Bank Reconciliation• Timesheets• Backup Documentation For All Expenses Being

Liquidated Or Reimbursed via expense report• A financial report generated out of their financial

software system such as the general ledger (excel sheets are not accepted).

Buying StuffBuying Stuff

• If over $500, then grantee is to ensure transparency by:

• Establishing Evaluation criteria• Securing three quotes• Awarding the “contract”

Hiring Staff (both ST and LT)Hiring Staff (both ST and LT)

• Short-term or long-term staff may hired if approved within the grant.

• The following is to be sent to SIYAHA prior to hiring:• Biographical Data Form• Job Description or Scope of Work• CV• Salary Verification• ST or LT Agreement

Traveling under a GrantTraveling under a Grant

• Per Diem and Lodging apply to foreign consultants traveling under grants

• 75% of per diem on days of travel and 100% at assignment

• Lodging is reimbursed up to x amount• Per diem changes- for most up to date

numbers, go to:• http://www.state.gov/m/a/als/prdm/

Using the Grant Agreement as Using the Grant Agreement as CollateralCollateral

• Small and Mini grants are reimbursed with no advances. Your organization may wish to borrow money from:

• Your own bank• Bank Charges can be budgeted in the

agreement

Planning EventsPlanning Events

• If event is funded by SIYAHA through a grant, all attendees information must be gathered, and the purpose of the event.

• Use of SIYAHA Grants• Quotations for services over $500

Communications MaterialsCommunications Materials

• Communications materials must be cleared by the SIYAHA Program and use:

• USAID Logo

Use of the USAID LogoUse of the USAID Logo

The USAID logo is required on the following • Folder • Poster  • Brochure • Notepad cover only (not on the individual

pages within it).

The USAID logo is not required on the The USAID logo is not required on the followingfollowing• Sweatshirt • T-shirt • Mugs• If in color, the logo must also be in color.  If black &

white or two tones, the logo can be the same.  • "Sponsored by the USAID-funded SIYAHA Project’

may be used in addition to the USAID logo but may not replace it.  

• Any item printed in English that may be used/distributed in the U.S. must have the logo. 

• If there is any doubt, use the USAID logo. 

Thank You