Food Assistance Division (FAD)

1. Food Assistance Division(FAD) 1250 Maryland Avenue, S.W. Suite 400 Washington, D.C. 20024

2. 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

3. 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

4. SFHB and FFDBResponsibilities • Review and Evaluate Proposals • Develop Agreements & Amendments • Review Logistics and Monetization & Financial Reports • Liaison between PVO and FAS

5. 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

6. 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

7. 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

8. 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

9. 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

10. Budget Management Proposed Budget • Detailed budget (negotiating tool) Agreement Budget • Summary Budget (legally binding)

11. Changes to the Agreement Two types of changes • Textual changes • Budget changes

12. 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

13. 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

14. 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

15. Budget Realignment Instructions Instructions located at: www.fas.usda.gov/excredits/FoodAid/budget/amndinst.html Changing budget format or formulas!

16. 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

17. 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

18. Amendments Official Amendment Amendment becomes official once signed by FAS, and Participant may implement its provisions

19. 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

20. 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

21. 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.

22. 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

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

28. 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.]

29. 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)

30. Forms can be found at:

31. Return of funds by wire transfer

32. Return of funds by check

33. 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.

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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

40. 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

41. 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

42. New Developments Interim and Final Evaluations (New Rules and Regulations) FAS is reviewing report forms following publications of new Rules and Regulations

43. 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

44. 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.

45. 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

46. 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.

47. 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

48. Benefits of Success Stories • Funding • Support • Appreciation • Acceptance

49. A-133 Audit “Helping to Build a Sustainable Culture of Program Accountability and Transparency ” Barbara Shumar, Senior Analyst, OCBD

50. A-133 Audit Discussion Overview of A-133 Audits Program participant responsibilities Helpful websites