Project Documentation List
This is a sample list of project documentation that may need to be retained.
Field Office Administration & Policies
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Project policies including Finance Manual, HR Manual, Operations Manual, etc.
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USAID Mission/Embassy policies
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Field Office Leases
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Vehicle Insurance
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Service provider contracts for outside services
USAID
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CA
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CA modifications, including any documentation supporting or requesting the modification
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USAID Correspondence
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Any CA-required approvals
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Procurement approvals/waivers
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NXP Purchases (if applicable)
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Travel concurrence
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Consultant approval
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Hire of key staff approval
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Sub-grant, contract approvals
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Salary increases over Contract maximum (if applicable)
Project Background & Development
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Request for Proposals
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Technical Proposal
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Cost/Business Management Proposal
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BAFO Technical Proposal
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BAFO Cost/Business Management Proposal
Subcontract /Subagreement
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NICRA statements (if applicable)
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Annual audit reports for US-based Subrecipients
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Correspondence
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Letter Subcontract/Subagreement (if applicable)
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Subcontract/Subagreement
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Invoices
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Tracking Sheet
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Non-expendable Property (NXP) list and disposition
Subgrants
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Documentation outlining selection process
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Subgrants
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USAID approval for subgrant (if applicable)
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Progress reports (monthly, quarterly, annually)
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Financial reports as stipulated in subgrant (bank statement, cash book, expenditure)
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Final report (if applicable)
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NXP & disposition (if applicable)
Personnel
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Current resume
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Signed Acceptance of Local Hire Employee Manual
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Performance Appraisal(s)
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Letter of Hire
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Completed and signed List of Dependents form
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Any other documentation related to employment, performance, compensation, etc.
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Emergency notification information
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Foreign Service National (FSN) application form
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Termination or resignation letter
Consultants
Each consultant folder should contain:
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Consultant contracts
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USAID approval (as appropriate)
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Resume
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Completed Biodata Form
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Trip Reports
Project Reports
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Project Reports (semi-annual, annual, final)
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Master Workplan
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Annual Workplans for each year of Project
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Monitoring & Evaluation Plan
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Procurement Plan
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Training Plan
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STTA Plan
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Annual Reports
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Annual Property/Inventory Reports
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Performance Monitoring Report
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VAT reports
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COP reports
Procurement/Shipping
When applicable, quotations and justification should be attached:
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Project Procurement Plan
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USAID Approval
Financial
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Approved project proposal and budget
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CA and mods
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USAID approvals
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Approved workplans and budgets
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Financial. Operations, Procurement, and HR Manuals
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Financial database
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Chart of accounts
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Bank account info- correspondence, documentation
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Cheque register
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General ledger
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Accounting source documents
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Adjustments
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Wire transfers
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Personnel and payroll records
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Timesheets
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Procurement records
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Field office financial reports
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Subgrant financial reports
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Staff imprests – advances/expenses
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Cancelled checks
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Bank statements and reconciliations
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Financial reports
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Budget Tracking Sheets
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Audit reports
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Foreign exchange rates
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NICRA information
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Shared Costs Memo
• Cost Share documentation
Program/Technical
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Project Start-Up Meeting
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Team Building Meetings
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Annual Strategic Meetings
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