JTD II Grants Training
Training 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?
Financial assistance providing support or
stimulation to accomplish a project purpose,
consistent with grantee’s mandate
Funding 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
Mini
90
days
$25,000
Reimbursement
Upon receipts
submitted
- int’l airfare
-commodities over $5000 or a
life of greater than 1 year
-indirect beneficiary costs
Stand alone activities
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
Payment Type
Unallowable expense
Special Features
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
Management
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 flows
9. Recordkeeping
10. Roles &
responsibilities
Siyaha will Implement it’s Grants
Program 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?
• 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
Allowable Costs under Grants
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.
Non Allowable 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 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.
Cost Sharing
Sources
Program Generated Income (PGI)
Participation fees
Membership dues
Corporate sponsorship
Grantee’s own cash investment
In-kind contribution
Staff salaries
Donated supplies
Free venue for functions
Other sources of funding
What does SIYAHA do with my Grant
Request?
• Component or Sub Component Leader first reviewsif 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 View
Grant 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?
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 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 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 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)
• 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 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
Collateral
• 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 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 Materials
• Communications materials must be cleared
by the SIYAHA Program and use:
• USAID Logo
Use 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
following
•
•
•
•
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