Attachment J.14 - Additional Guidance on Reimbursable Costs for Zambia Gov't Staff Participants in USG activities 9_06_2017.pdf
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This memorandum from the USAID Mission Director in Zambia provides additional guidance to implementing partners on reimbursable costs for Zambian government staff participating in US government-funded activities. USAID implementing partners must adhere to the policy issued by the U.S. Embassy in Zambia limiting allowances and per diems for GRZ staff to participate in meetings, workshops, trainings and other events. Exceptions to the policy require written approval from USAID's Agreement Officer or Agreement Officer's Representative. Cash honoraria for traditional leaders are also limited to less than $500 and require pre-approval. U.S. government vehicles provided under the projects may only be used to further project purposes; personal use will not be reimbursed. Implementing partners must submit justification and costs for any exceptions at least two weeks in advance, and are responsible for attendance tracking, receipt collection and documentation of expenses.
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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 .