J.3 USAID Ukraine Implementing Partner Notices.pdf

USAID/Ukraine Implementing Partner Location Guidance 18 August 2023

This guidance provides minimum requirements for all bilateral mechanisms. Unless otherwise noted, these requirements apply to both acquisition and assistance instruments.

Definitions:

“Based in Ukraine” means that the person spends greater than 75% of their working time billable to the activity in Ukraine.

“Chief of Party (COP)” means the named COP for the activity. If the activity does not have a COP position, COP means the field-based person that is day-to-day in charge of the activity.

“Deputy Chief of Party (DCOP)” means the named DCOP for the activity. If the activity does not have a DCOP position, DCOP means the field-based person that is day-to-day in charge of the activity in the absence of the COP.

COPs and DCOPs (or equivalent per the definition above):

● Staff must be based in Ukraine no later than January 1, 2024.

Other Key Personnel as Defined in the Award:

● The cognizant Contracting/Agreement Officer’s Representative may require that other key personnel as defined in the award be based in Ukraine if they deem it critical to successful performance.

USNs Eligible for Differentials and Allowances (includes TCNs and CCNs in accordance with organization’s policies for assistance mechanisms or an approved Mission Director waiver for acquisition mechanisms):

● Staff based in Ukraine are eligible for normal differentials and allowances in accordance with Department of State Standardized Regulations subject to the below clarifications.

● Ukraine is currently an unaccompanied post.

● Effective January 1, 2024, staff not based in Ukraine are not eligible for any differentials or allowances.

● The Special Differential (currently 20%) is for commissioned Foreign Service Officers only and not applicable to IP staff.

● Costs for staff in travel status (e.g. eligible for reimbursement of per diem) outside of

Ukraine for longer than ten business days are not allowable unless approved in advance in writing by the cognizant Contracting/Agreement Officer.

TCNs and CCNs Subject to Local Compensation Plan:

● Acquisition Mechanisms Only: Staff based in Ukraine are eligible for compensation up to the maximum amount of the local compensation plan, in accordance with the organization’s personnel compensation policies.

● Assistance Mechanisms Only: Staff based in Ukraine are eligible for compensation in accordance with the organization’s personnel compensation policies.

● Staff not based in Ukraine may not be compensated above the maximum amount of the Ukraine local compensation plan and are not eligible for any differentials or allowances.

● Costs for staff in travel status (e.g. eligible for reimbursement of per diem) outside of Ukraine for longer than ten business days are not allowable unless approved in advance in writing by the cognizant Contracting/Agreement Officer.

February 27, 2024

Subject: Extension of the Unique Conditions of Work Allowance (UCWA)

Dear USAID/Ukraine Implementing Partners:

In reference to the USAID/Ukraine IP Notices on Unique Conditions of Work Allowance dated December 15, 2023 and December 22, 2023 (both attached), the Local Compensation Plan (LCP) has been modified to extend the 10% UCWA extension for Locally Employed (LE) Staff. The UCWA is 10% of the employee’s basic salary and may be paid when employees are on annual, sick, or other paid leave. However, it may not be paid when employees are on leave without pay. The UCWA must be temporarily discontinued anytime the employee is out of the country for a period of two weeks or more than one pay period for any reason.

As announced in earlier USAID/Ukraine IP Notices, the Mission determined that an allowance accounting for the unique conditions of work of CCN IP personnel can be considered an allowable expense, should it be consistent with your established organizational policies. IPs may consider a retroactive payment of the UCWA to December 17, 2023, if consistent with your established organizational policies. The UCWA plan is effective through December 14, 2024.

Please contact me and your A&A Specialist if you have any questions related to this notice.

Sincerely, Craig Riegler Director Regional Contracting Office USAID/Ukraine

4 Igor Sikorsky Street, Kyiv 04112, Ukraine; Phone: +380 (44) 521-5000; Fax: 521-5245; http://www.usaid.gov/ukraine