Attachment J.12 - Additional Guidance on Reimbursable Costs for Zambia Gov't Staff.pdf
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This document provides additional guidance from USAID Zambia to implementing partners on reimbursable costs for Zambian government staff participating in US government-funded activities. USAID will not permit exceptions to the policy outlined in an August 18th letter from the U.S. Embassy in Lusaka limiting allowances and per diems for GRZ staff. Any exceptions to the policy on meeting locations or cash honoraria for traditional leaders must be submitted in writing to and approved by the cognizant Agreement Officer's Representative or Contracting Officer's Representative, with the total honoraria amount less than 500 Zambian Kwacha. U.S. government vehicles are only to be used for project purposes as determined by USAID, with any costs deemed outside the scope of project implementation considered unallowable. Partners must submit exception requests in writing at least two weeks in advance with justification, cost implications, and other relevant details. Partners are responsible for attendance tracking, receipt collection and retention, and knowledge of GRZ per diem policies and rates, with all documentation retained for auditing purposes.
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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
| 2017-09-06T08:44:14+0200 | |
| Mohib Ahmed |
File details come from the government source that posted it. Updated .