Attachment_J.12_Additional_Guidance_on_Reimbursable_Costs_for_Zambia_Gov't_Staff.pdf

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 infozambia@usaid.gov

USAID.gov

TO: USAID/Zambia Implementing Partners

DATE: September 06, 2017

SUBJECT: Additional Guidance on Reimbursable Costs for Zambian Government Staff

Participants in USG Activities

Dear Implementing Partners, On August 18, 2017, the U.S. Embassy in Lusaka issued a policy-guidance letter (Attachment

1 to this correspondence) to all U.S. Government-funded implementing partners concerning reimbursable costs, including allowances and per diems, for Government of Republic of

Zambia (GRZ) staff participating in meetings, workshops, trainings, and other events funded by the United States. As an implementing partner of the U.S. Government, you are subject to this policy, and as an implementing partner of the United States Agency for International

Development (USAID), you are subject to the following additional guidance:

1. Allowances.

No exceptions from the policy will be permitted.

2. Meeting Locations.

Any exceptions from the policy must be submitted to the cognizant AOR/COR and approved by the CO/AO in writing.

3. Honoraria and Emoluments for Traditional Leaders.

Any cash honoraria must be submitted to the cognizant AOR/COR and approved by the CO/AO in writing; for which the total must be less than K500.

4. Use of U.S. Government Vehicles.

U.S. Government project vehicles are only to be used to further project purposes. Costs deemed by USAID to not be for project purposes (such as general errands and extracurricular activities outside the scope of project implementation) will be deemed out of scope and unallowable.

No exceptions from the policy will be permitted.

All exceptions must be submitted to the AOR/COR at least two weeks in advance with the following minimum information:

Justification for exception;

Cost implications; and, Other relevant considerations.

Please note, partners are responsible for taking attendance, collecting and saving receipts, and being up to date on GRZ per diem policies and rates. All corresponding documentation must be retained for DQAs or financial audits.

Inquiries concerning this letter and its attachment must be directed via email to the attention of Mohib Ahmed at lusakaaidoaa@usaid.gov.

Sincerely, Mohib Ahmed

Director Office of Acquisition and Assistance

USAID/Zambia

ATTACHMENT: Letter from the U.S. Mission to Zambia Chargé d’ Affaires to USG

Implementing Partners on GRZ Participants’ Reimbursable Costs, dated August 18, 2017 mailto:lusakaaidoaa@usaid.gov