JTD II Grants Training

1. JTD II Grants Training

2. 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

3. What is a grant? Financial assistance providing support or stimulation to accomplish a project purpose, consistent with grantee’s mandate

4. 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

6. 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

7. 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

8. 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

9. 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.

10. 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;

11. 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.

12. 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

13. What does SIYAHA do with my Grant 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

14. Grant Over View

15. 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.

16. 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

17. 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.

18. 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).

19. Buying Stuff • If over $500, then grantee is to ensure transparency by: • Establishing Evaluation criteria • Securing three quotes • Awarding the “contract”

20. 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

21. 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/

22. 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

23. 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

24. Communications Materials • Communications materials must be cleared by the SIYAHA Program and use: • USAID Logo

25. 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).

26. 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. 

27. Thank You