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Food Assistance Division (FAD). 1250 Maryland Avenue, S.W. Suite 400 Washington, D.C. 20024. Food Assistance Division Who We Are. DIRECTOR’S OFFICE (General Budget, Program Regulations, Local Regional Procurement, Cash Disbursements, etc.) NAME TELEPHONE FAX: 202-690-0251

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food assistance division fad
Food Assistance Division(FAD)

1250 Maryland Avenue, S.W.

Suite 400

Washington, D.C. 20024

food assistance division who we are
Food Assistance DivisionWho We Are

DIRECTOR’S OFFICE

(General Budget, Program Regulations, Local Regional Procurement, Cash Disbursements, etc.)

NAME TELEPHONE FAX: 202-690-0251

Ron Croushorn, Director 202-720-3038

Babette Gainor, Deputy Director 202-690-2543

Brian Goggin, Deputy Director 202-720-2637

Ida Larmore, Secretary 202-720-4221

Joyce Friedenberg, Ag Economist 202-720-6734

William Whelan, Ag Economist 202-401-0157

Faye Johnson, Ag Marketing Assistant 202-720-7515

TRANSPORTATION & LOGISTICS BRANCH

(Freight & Commodity Concerns, Food Aid Quality, Documentation, etc.)

NAME TELEPHONE FAX: 202-690-0251

Tim Powers, Branch Chief (TDY) 202-720-6334

Amy Harding, Traffic Management Specialist 202-720-3538

Ed Roseberry, Traffic Management Specialist 202-720-0382

Jamie Fisher, Program Analyst 202-720-5620

Karen Hoag, Program Specialist 202-720-9421

food assistance division who we are1
Food Assistance DivisionWho We Are

SCHOOL FEEDING & HUMANITARIAN BRANCH

(MCGOVERN-DOLE INTERNATIONAL FOOD FOR EDUCATION AND CHILD NUTRITION

& SECTION 416(b) PROGRAMS)

NAME/REGIONAL RESPONSIBILITY TELEPHONE FAX: 202-690-3078

Dorothy Feustel, Branch Chief 202-720-0150

Richard Chavez, Sr. Program Analyst-Latin America and Middle East 202-401-0100

Alessandra McCormack, Program Analyst-Asia and WFP 410-519-0845

Mark Myers, Sr. Program Analyst-Africa 202-401-0129

FOOD FOR DEVELOPMENT BRANCH

(FOOD FOR PROGRESS & TITLE I PROGRAMS)

NAME/REGIONAL RESPONSIBILITY TELEPHONE FAX: 202-690-0251

Judy Phillips, Branch Chief 202-720-0732

Erika Beltran, Program Analyst-Latin America 202-720-5263

Abdullah (Al) Ersoz, Program Analyst-Southern Africa 202-720-3405

Debbie Pfaff, Sr. Program Analyst, Western Africa 202-720-9434

Nicola Sakhleh, Sr. Program Analyst-Asia and Europe 202-720-4228

Bill Verzani-Eastern, Program Analyst- Africa/Middle East 202-720-5453

sfhb and ffdb responsibilities
SFHB and FFDBResponsibilities
  • Review and Evaluate Proposals
  • Develop Agreements & Amendments
  • Review Logistics and Monetization & Financial Reports
  • Liaison between PVO and FAS
subr ecipients subagreements
Subrecipients & Subagreements

Subrecipient

A legal entity that receives donated commodities, income, sale proceeds or other resources from a Participant for the purpose of implementing activities in the targeted country

A Subrecipient may be a foreign (local) or international organization

Approval

FAS approval is required

subagreements
Subagreements

Participants enter into a written Subagreement with each subrecipient

Copies of all Subagreements must be submitted to FAS

Subagreements will stipulate the responsibilities of each party

Subrecipient is accountable to the Participant.

Participants are responsible for monitoring the actions of their Subrecipients as necessary to ensure that donated commodities or resources are used for authorized purposes in compliance with applicable laws and regulations and the agreement and that performance goals are achieved

operating in host country
Operating in Host Country

Proposal must address applicant’s ability to become registered and operate in targeted country

Registration methods vary throughout the world. Check for requirements in each country

Contact FAS Attaché or Embassy if unaware of registration process in host country

www.fas.usda.gov/scriptsw/fasfield/ovs_directory_search.asp

Registration verification is required prior to Agreement signing

bank accounts
Bank Accounts

Participant Responsibilities

Participant shall deposit all sale proceeds and income into a separate, interest-bearing account

Exceptions

Exceptions will only be made if the account is in a country where the laws and customs prohibit the payment of interest, or FAS determines that this requirement would constitute an undue burden

bank accounts1
Bank Accounts

Supervision and disbursements

  • An appropriate Participant official must supervise each account and must approve all disbursements from the account

Full Accounting

  • Full accounting of funds must be maintained by the Participant
budget management
Budget Management

Proposed Budget

  • Detailed budget (negotiating tool)

Agreement Budget

  • Summary Budget (legally binding)
changes to the agreement
Changes to the Agreement

Two types of changes

  • Textual changes
  • Budget changes
amendments
Amendments

An amendment is required when items stated in the signed agreement need to be changed

Examples

Geographic location

Activities/projects

Level of actual proceeds realized

Reallocations of funds beyond the flexibility in the signed agreement

The agreement must be amended BEFORE taking any action

Discuss the proposed amendment with FAD staff

You can e-mail a copy to the analyst

amendments1
Amendments

Written amendment request

A written amendment request must be submitted with Participant’s official signature

Amendment request should include:

A brief explanation of requested changes

A revised version of the agreement text which identifies all sections that would have to be changed

budget realignment
Budget Realignment

A Budget realignment is required when adjustments in budget line items exceed $50,000 or 20 percent of total administrative budget

Older agreements have less flexibility with adjustments

$1,000 or 10 percent, whichever is less

$5,000 or 20 percent, whichever is less

$35,000 or 20 percent, whichever is less

Please see your agreement for details

budget realignment instructions
Budget Realignment Instructions

Instructions located at:

www.fas.usda.gov/excredits/FoodAid/budget/amndinst.html

Changing budget format or formulas!

amendments factors that affect requests
Amendments: Factors that Affect Requests
  • Submitted in proper format
  • Reasonable administrative increases
  • No violation has occurred
  • Activities still on-going
  • Benefit to program
  • No financial harm to CCC/FAS
amendments2
Amendments

Send official request to:

Director, Food Assistance Division

Foreign Agricultural Service/USDA

Ag. STOP 1034

1400 Independence Avenue, SW

Washington, DC 20250-1034

(Preferred Address)

1250 Maryland Avenue, SW

Suite 400

Washington, DC 20024

amendments3
Amendments

Official Amendment

Amendment becomes official once signed by FAS, and Participant may implement its provisions

funds management cash advance reimbursement return of funds
Funds ManagementCash Advance/Reimbursement Return of Funds

All forms and instructions can be found on the FAS website

under

McGovern-Dole

and

Food for Progress

http://www.fas.usda.gov/food-aid.asp

cash request guidelines
Cash Request Guidelines
  • Cash requests should be made using the appropriate form and submitted to FAD
  • Please be sure that all required financial reports have been submitted to FAD prior to requesting cash (advance or reimbursement) . 
  • Reports may be submitted by email along with the cash request if reporting is not up to date.

Ophelia.Johnson@fas.usda.gov

PPDED@fas.usda.gov

Reimbursements

  • A participant may request the payment of CCC/FAS provided

funds to reimburse it for authorized expenses

  • These expenses must be shown as obligations on the Participant’s latest financial report
cash advances
Cash Advances
  • McGovern-Dole and Food for Progress (new regulations)
    • 100% of funds may be advanced
    • All interest earned on advanced funds must be returned to CCC/FAS
  • FAS will not approve any request for an advance if:

(i) It is received earlier than 60 days after the date of a previous advance made in connection with the same agreement; or

(ii) Any required reports, as specified in § 1499.13 and in the agreement, are more than six months in arrears.

cash request flow

Cash Request Flow

Program

Participant

(e.g. PVO)

Edited Email

Request for

Agreement Funds

(if necessary)

Signed

Official Request for

Agreement Funds

Email Request for

Agreement Funds

Wire

Transfer

30 days

USDA/CCC

FAD Office of the

Director

Edited Email

Request for

Agreement Funds

(if necessary)

Email Request for

Agreement Funds

Signed

Official Request for

Agreement Funds

Signed

Official Request for

Agreement Funds

USDA/FSA

Financial Mgt

Division

Wire

Transfer

cash advance reimbursement mailing addresses
Cash Advance/Reimbursement Mailing Addresses

Mail the signed official cash advance/reimbursement request letter  via courier (DHL, UPS, FedEx, etc.), preferred method, to:

USDA/FAS/Office of Capacity Building and Development/Food Assistance Division / Office of the Director / Attn: Faye JohnsonThe Portals Building 1250 Maryland Avenue, SW Suite 400 Washington, DC 20024 Phone: (202) 720-4221

or via U.S. Postal Service

USDA/FAS/Office of Capacity Building and Development/Food Assistance Division/ Office of the Director / Attn: Faye JohnsonAg Stop1034 1400 Independence Ave, SW  Washington, DC 20050 Phone: (202) 720-4221

[If you choose to use the U.S. Postal Service, please note that mail coming into USDA can be delayed more than 30 days due to security measures.]

return of funds
Return of Funds
  • Unobligated advances
  • Interest Earned under McGovern-Dole
  • Additional proceeds not authorized for use
  • Other unspent funds
  • Please email a “return of funds” form to FAS before sending check or wire

Ophelia.Johnson@fas.usda.gov

PPDED@fas.usda.gov

  • Wire Transfer is preferred method

(faster, safer, easily traceable)

funds management help
Funds Management Help
  • For additional information or assistance, please contact Faye Johnson at 202-720-7515 (OPHELIA.JOHNSON@FAS.USDA.GOV )

or the Division Office at 202-720-4221.

freight forwarder assignment
Freight Forwarder Assignment
  • When a freight forwarder is used, the participant will notify FAS/FAD
  • If requested, FAD/TLB will provide a list of freight forwarders who have participated in food assistance programs in the past
  • The participant shall provide Director, FAS/FAD certification that the freight forwarder is compliant with §1499.7(c) and §1599.7(c) of the Food for Progress and McGovern-Dole regulations
commodity invitation
The freight forwarder, on behalf of the participant, or the participant, enters commodity requests (call forward) into FARES

TLB reviews the FARES call forward data and routes to KCCO

KCCO prepares the commodity purchase invitation

Packaged and processed commodity invitations are issued monthly

Bulk commodity invitations are issued on an as-requested basis

Commodity Invitation
freight invitation
Options for freight contracting under the new regulations

USDA will issue FAR compliant freight invitations

The participant, in accordance with the process specified in the agreement, will acquire freight

All freight contracts must meet cargo preference requirements

Freight Invitation
commodity and freight purchase
Commodity and Freight Purchase
  • In cases where USDA procures commodity and freight, the KCCO Commodity Operations System performs the lowest landed cost evaluation and generates an optimal solution
    • The option to purchase other than on the lowest landed cost basis exists in the FAR
  • FAD reviews the recommended solution and assures it is within budget levels
  • TLB provides concurrence to KCCO to purchase commodity and freight
reporting requirements where to find
Reporting Requirements(Where To Find)

Agreement

Rules and Regulations

-7 CFR Part 1499 (Food For Progress)

-7 CFR Part 1599 (McGovern-Dole)

-7 CFR Part 3019 (USDA-wide)

FAS Personnel

slide39

Reporting Forms and Audit Information May Be Found At: http://www.fas.usda.gov/excredits/FoodAid/budget/food%20for%20progress%20budgets.html

http://www.fas.usda.gov/excredits/FoodAid/budget/food%20for%20education%20budgets.html

reporting tips
Reporting Tips

Submit timely & accurate reports

Complete all applicable sections

Verify all numbers i.e. tonnages & dollars

Report against objectives and indicators in the agreement

Seek assistance (Program Analyst) if uncertain

Respond to inquiries in a timely manner

reports help to
Reports Help To:

Monitor progress against objectives and indicators in the agreement

Ensure funds are being used properly and in accordance with the agreement budget

Bring awareness to problems, issues, and challenges

Provide a picture on how agreement is progressing

Evaluate agreement at time of closeout

new developments
New Developments

Interim and Final Evaluations (New Rules and Regulations)

FAS is reviewing report forms following publications of new Rules and Regulations

submitting reports
Submitting Reports

Please send hard copy

via courier to:

USDA/FAS/Office of Capacity Building and Development

Director – Food Assistance Division

1250 Maryland Avenue, SW

Suite 400

Washington, DC 20024

via U.S. Postal Service

USDA/FAS/Office of Capacity Building and Development

Director – Food Assistance Division Ag Stop1034

1400 Independence Ave, SW 

Washington, DC 20050

*E mail copy to:

PEBReports@fas.usda.gov

success stories
Success Stories
  • Food Aid improves the lives of people throughout the world, yet many do not get the chance to personally see the tremendous impact of its work or meet the individuals, families, and communities who benefit from American assistance.
  • Food Aid Success Stories are an effort to let everyone see the impact of Food Aid’s work and meet the people whose lives it changed – it is also their effort to say “thank you” for America’s help.
success stories1
Success Stories

Success Stories may include:

  • Impact of food aid on individuals, communities, governments, etc…
  • Number of meals served and nutritional benefits realized
  • Beneficiaries of buildings/schools constructed
  • Increase in productivity due to irrigation systems built
  • Income generated
  • Number of jobs created
success stories2
Success Stories
  • To submit a story review the Guidelines provided at the following website: http://www.fas.usda.gov/FoodAidStories/Story.aspx.
  • Please submit the following types of stories:
    • Success StoryProvides a detailed overview of a program, illustrated by a powerful photograph.
    • First PersonFocuses on one person who benefited from a  program or worked with FoodAid to create change in the community, including a background paragraph and a quote from and picture of the subject.
    • Photo and CaptionUses a powerful photo and succinct caption to illustrate how Food Aid is making a difference, along with two or three paragraphs of text to provide background.
uses of success stories
Uses of Success Stories
  • The McGovern-Dole Congressional Report
  • The International Food Assistance Report
  • The U.S. Overseas Loans & Grants Report
  • U.S. Annual Aid Review
  • Other Reports to Congress
  • General Public Awareness
benefits of success stories
Benefits of Success Stories
  • Funding
  • Support
  • Appreciation
  • Acceptance
slide49

A-133 Audit

“Helping to Build a Sustainable Culture of Program Accountability and Transparency ”

Barbara Shumar, Senior Analyst, OCBD

a 133 audit discussion

A-133 Audit Discussion

Overview of A-133 Audits

Program participant responsibilities

Helpful websites

omb circular a 133 audits
OMB Circular A-133 Audits
  • Participants are required to perform an audit to assure compliance to the program agreements and regulations
  • If a Participant provides more than $25,000 to a recipient agencies this agency must also have an audit
omb circular a 133 audits1
OMB Circular A-133 Audits
  • All non-Federal organizations that expend $500,000 or more of Federal awards in a year are required to obtain an annual audit
  • Organizations expending less than $500,000 in a year are exempt from the Federal audit requirements, but must make records available for review or audit
omb circular a 133 audits2
OMB Circular A-133 Audits
  • Participants can request funds to cover the cost of the audit in their proposal submission to the Food Assistance Division
responsibilities of participant under omb circular a 133
Responsibilities of Participant Under OMB Circular A-133
  • Identify Federal awards received and expended
  • Prepare financial statements and a Schedule of Expenditures of Federal Awards
  • Obtain an auditor
responsibilities of participant under omb circular a 1331
Responsibilities of Participant Under OMB Circular A-133
  • Ensure completion of audit
  • Submit the audit reporting package and Data Collection Form (form SF-SAC) to the Federal Clearinghouse within 9 months from the end of your fiscal year
responsibilities of participant under omb circular a 1332
Responsibilities of Participant Under OMB Circular A-133
  • In addition to submitting a copy of your OMB Circular A-133 Audits to the Federal Clearing House audits, both OMB Circular A-133 and agreement audits must also be provided directly to:

Ronald Croushorn

Director, Food Assistance Division

1250 Maryland Ave, SW Suite 400

Washington, DC 20024

audit findings
Audit Findings
  • Audits are reviewed for findings
  • If a Participant has findings, ME&S will contact the participant regarding their corrective action plan
  • If the next year audit continues to have findings or shows no improvement, ME&S may request a meeting with you and your accounting staff
helpful websites
Helpful Websites
  • http://www/whitehouse.gov/omb/circulars/a133/a133.htm
  • http://harvester.census.gov/fac/2008SAQA/htm
  • http://georgewbush-whitehouse.archives.gov/omb/circulars/a133_compliance/08/usda.pdf
slide59

OCBD Food Aid Closeout

“Helping to Build a Sustainable Culture of Program Accountability and Transparency ”

Barbara Shumar, Senior Analyst, OCBD

closeout discussion overview
Closeout Discussion Overview
  • Agreement closeout priorities
  • Indicators of closeout readiness
  • Documents needed for closure
  • Closeout process
closeout
CLOSEOUT
  • For Pre 2002 agreements the Monitoring and Evaluation Staff is responsible for ensuring that all documents have been provided by the Participants and closing the agreements
closeout1
CLOSEOUT
  • For Post 2001 agreements the Food Assistance Division will work with the Participants to ensure that all relevant reports and documents have been submitted. Once the Food Assistance Division has made that determination, the agreement will be provided to the Monitoring and Evaluation Staff for closure
closeout2
CLOSEOUT
  • An agreement is ready for closeout:
    • activities have been completed
    • in most cases, all commodities have been distributed,
    • all monetization proceeds and cash provided have been spent
closeout3
CLOSEOUT
  • Final, cumulative logistics and monetization (log/mon) report received
  • Final, cumulative financial report received and any funds that were advanced but not spent returned to USDA
closeout4
CLOSEOUT
  • List of equipment purchased over $5,000 and how you intend to dispose of equipment
  • All relevant tax certification information received and accepted
  • Copies of all relevant audits and any issues related to the agreement resolved
m es s closeout process
M&ES’s Closeout Process
  • M&ES prepares a written evaluation regarding each agreement closed
  • Information to complete this evaluation is gathered from the Logistics and Monetization Report, Financial Reports, the signed agreement, and any amendments
m es s closeout process1
M&ES’s Closeout Process
  • Once the written evaluation is completed, a closeout letter is drafted
  • The closeout letter may inform you that you have completed all of the requirements under the agreement and USDA considers the agreement closed
m es s closeout process2
M&ES’s Closeout Process
  • The letter may inform you that you are eligible for the CCC funds that remain from the cash grant you received and ask you to request the funds
  • In some instances, we may determine that you need to reimburse USDA and request that you return the funds within 30 days
closeout checklist
Closeout Checklist
  • The website for the closeout checklist:

http://www.fas.usda.gov/excredits/FoodAid/budget/food%20for%20progress%20budgets.html

fas compliance role in food aid agreements

FAS’ Compliance Role in Food Aid Agreements

Steven Rhodes, Director

CSEPD

4/6/2009

compliance security and emergency planning division csepd
Compliance, Security and Emergency Planning Division (CSEPD)
  • Staff of 13 conducting cooperator and food aid reviews, OIG/GAO liaison and security/investigations
  • Conduct 4 to 5 Financial and Compliance Reviews annually of CCC/USDA food aid agreements (selected/random)
  • Separate from OMB A-133 requirements
items for your radar
Items for Your Radar

Document, Transparent, Traceable

Reporting

  • Traceable Logistics and Monetization Reports
  • Reasonable, procurement practices (document process)
  • Complete final reporting (log. Mon. / Financial Reports)

CCC Advances

  • Must be in interest bearing account
  • Account traceable to individual agreements
items for your radar cont
Items for Your Radar (cont.)

Monetization

  • In accordance with the agreement (transparent)
  • Demonstrate fair solicitation/sale
  • Enforce terms of sales contract

Contracting

  • Ensure comprehensive agreement with recipient organization (subrecipient) is in place
items for your radar cont1
Items for Your Radar (cont.)

Damage/Loss of commodity

  • Make reasonable effort to pursue collection (report to FAS)
  • Settlement for less than full amount requires FAS approval

Questions Regarding what/how to report?

  • Contact FAS’ Food Assistance Division
csepd compliance staff
CSEPD Compliance Staff
  • Beth Wong Compliance Review Officer 202-690-1041
  • Lawrence Chamorro, Compliance Review Spec. 202-720-0575
  • Jameika Henderson, Compliance Review Spec. 202-690-4097
  • Jennifer Duncan, Compliance Review Spec. 202-690-1154
  • Marianne Soliman, Compliance Review Spec. 202-720-8894
  • Kesha Pitt, Compliance Review Spec. 202-720-9180