Population, Refugees, and Migration: General NGO Guidelines for Overseas Assistance: Updated October 2015

Read Time11 Minute, 52 Second
Bureau of Population, Refugees, and Migration
November 27, 2015

 


1. Introduction and What’s New?

2. PRM Program Priorities

A. Sectors: Minimum Humanitarian Standards

B. Vulnerable and Underserved Persons of Concern

C. Accountability to Affected Populations

D. Conflict Sensitivity

E. Coordination

F. Codes of Conduct

G. Safety and Security

H. Risk Management

I. Environmental Protection

3. New to PRM Funding?

A. Overview of the Application Process

B. Obtaining a DUNS Number

C. Registering with SAM

D. Registering with Grants.gov

E. Technical Support

F. International Multilateral Organizations

4. Proposal Submission and Review

A. Proposal Format and Templates

B. Proposal Narrative

C. Standardized Indicators

D. Cost Proposal (Budget)

E. PRM Administrative Requirements

F. Acknowledgement of PRM Funding

G. Funding Timeframes and Multi-Year Funding

5. Reporting Requirements

A. Program Reports

B. Financial Reports

6. Contacting PRM

Appendix A: Budget Detail Instructions

Appendix B: Budget Narrative Instructions

General NGO Guidelines for Overseas Assistance: Updated October 2015

Recipients of PRM funding must submit all required reports to the relevant PRM Program Officer and Grants Officer assigned to the award and on-line through the GrantSolutions.gov system, or as stated within the cooperative agreement.

Electronic mail transmissions must include the following information: Organization Name, Agreement Number, Report Type, and Reporting Period.

Applicants may address general questions about PRM’s overseas assistance to NGOs, and provide feedback to PRM on its proposal, budget, and report templates, to PRM’s NGO Coordinator:

NGO Coordinator
Bureau of Population, Refugees, and Migration
U.S. Department of State
2025 E ST, NW
8th floor
Washington, DC 20522-0908

Phone: (202) 453-9364
Fax: (202) 453-9394
Email: PRMNGOCoordinator@state.gov

APPENDIX A
BUDGET DETAIL INSTRUCTIONS

The following provides guidance for the preparation of a proposal’s budget detail using PRM’s recommended budget template.

The budget detail template includes columns reflecting the Bureau’s federal funding, other (non-federal) cost-share funding, as well as the total funding need broken down by objective. The Bureau anticipates that an organization will include each of the budget categories listed below when preparing an estimate of expenses for carrying out a proposed project whether the project is 100% funded or jointly funded with multiple donors.

The use of the PRM budget detail template is highly recommended and estimates should be rounded to the nearest dollar. (Note: Information included in the budget detail should correspond to and be overviewed in the budget summary and be explained in greater detail in the budget narrative.)

Applicants whose proposals address gender-based violence (GBV) through their projects must estimate the total cost of these activities as a separate line item in their proposed budgets. PRM understands that this is only an estimate. PRM’s budget template document contains a line reflecting this requirement.

For multi-year proposals, a separate budget summary, detail, and narrative must be submitted for each year. The same budget template can be used for each year.

To request copies of the PRM-recommended budget template please send an email, with only the phrase “PRM NGO Templates” (without the quotation marks) in the subject line, to PRM’s NGO Coordinator (PRMNGOCoordinator@state.gov).

REQUIRED BUDGET CATEGORIES:

PERSONNEL:

This category includes annual salaries/wages, stipends, consultant fees, allowances, differentials, bonuses or extra month’s salary and any anticipated termination/severance pay for any personnel to be charged to the proposed agreement.

All positions listed should indicate the amount of time (expressed as a percent), the rate of pay, and the associated unit measurement (hour/month/year) anticipated to fulfill project implementation. For consultants, the proposed daily rate to be paid as compensation and the number of consultant days that are anticipated to be paid, must be shown.

The Bureau will not authorize personnel positions to be charged based on a flat monthly fee that includes salaries, benefits, travel costs, etc.

If your organization anticipates the payment of employee termination and/or severance pay during the proposed funding period, the Bureau will consider such costs an allowable charge to the agreement to the extent of the Bureau’s responsibility in accordance with each employee’s direct relation to the Bureau’s funded activities. For example, an employee charged to Bureau activities for one-half of their employment with the organization shall have only one half of their termination or severance costs charged to the agreement.

Other types of allowances such as housing and education or differentials must be shown separately and identified against the position to be charged. They should be based on established policies and should be made available to all employees of the organization in similar situations or positions, not just to employees funded by the U.S. government. The Bureau’s policy is to limit the payment of allowances to amounts which do not exceed the rates approved for government employees in similar situations.

FRINGE BENEFITS:

This category should identify the various fringe benefits offered to employees for which the Bureau will be charged under the agreement. While the cost of individual benefits need not be specified, the total cost, including the percentage of salaries, if appropriate, should be shown. The benefits must be consistent with the organization’s established personnel policies and practices for all of its employees, not just for those employees who may be funded by the government.

TRAVEL:

List travel for all employees and consultants. Travel must be identified as U.S. domestic, in-country, or international. Indicate the per diem rate for each city of travel. All anticipated trips must be listed and are subject to Bureau approval. Any travel not included in the requested budget and not approved by the Bureau may not be charged to the agreement. In order to ensure costs are allowable within an award, recipients of PRM funding should request advance approval through their Bureau Program Officer for all travel not already fully detailed in the project budget. For example, if the project budget includes “international travel to attend a workshop,” the recipient must request separate permission once it is known that the travel will be for a UNHCR workshop in Kenya.

It is the Bureau’s policy not to reimburse organizations for per diem allowances, both overseas and domestic, which exceed the rates approved for government employees. Current rates can be found here.

EQUIPMENT:

This category must include a complete and detailed listing of all non-expendable equipment anticipated to be purchased for program activities and to be charged to the agreement. Non-expendable equipment is that which has: 1) a useful life of one year or more and an acquisition cost of $5,000 or more per unit. However, consistent with the recipient’s policy, lower limits may be used. The project budget must identify which of the above is followed and must be consistently applied to all U.S. government funding arrangements. PRM’s Office of the Comptroller must be informed, in writing, of a recipient’s policy and the threshold amount if less than $5,000. Any equipment that may be determined, after the initial budget approval, to be required to meet the program objectives must be specifically approved by the Bureau in writing prior to the purchase. Equipment not included in the approved budget or subsequently approved by the Bureau will be considered an unallowable cost under the agreement.

List all equipment that will be leased, including vehicles. For each new vehicle to be purchased and charged to the agreement, please state the purpose for which it will be used and indicate whether the vehicle will be assigned to a motor pool or to an individual. Also, please list separately any vehicle that may currently be owned or leased that is expected to be charged to the agreement. Bureau policy prohibits the use of project vehicles and drivers for personal use, which includes commuting between home and place of employment. Any non-direct program or unofficial use of a vehicle must be reimbursed at the appropriate government rate.

For organizations that have not previously received Bureau funding: Include a summary description of your property management procedures that are currently in place. This will be incorporated into the Bureau’s funding arrangements with your organization.

SUPPLIES:

Show all tangible personal property by appropriate category (office supplies, classroom supplies, medical supplies, etc.) that may be purchased and charged under the agreement. The budget narrative should describe the types of items included in each of the categories and the proposed use.

CONTRACTUAL:

List all proposed sub-contracts or sub-recipients that are anticipated to carry out the proposed program, i.e., security guards, additional personnel, sub-agreements with an implementing partners etc. These agreements are subject to the regulations set forth in 2 CFR 200, Appendix II.

OTHER:

Any other direct cost not clearly covered herein. Examples are computer use, telephone (telex, fax, long distance international and local in-country costs must be listed separately), postage, space rental (list projected rental items), audit fees, insurance, utilities, etc. Each item must be listed separately showing an estimated cost.

For guidance in determining allowable insurance costs, please refer to 2 CFR 200, Subpart D, Section 310 Insurance Coverage. The Bureau will no longer allow charges to its agreements for costs of insuring equipment purchased with project funds against loss or damage, except for unique or high expense items. The Bureau will allow charges for automobile liability and comprehensive insurance coverage.

INDIRECT COSTS:

Show the amount of indirect costs and the base amount on which it is determined. It should be indicated whether the rate has been approved by a government cognizant agency and the type of rate (provisional, predetermined or fixed). A copy of the current Negotiated Indirect Cost Rate Agreement (NICRA) must be submitted for the recipient and sub-recipient(s), if applicable. In accordance with new guidance from the United States Office of Management and Budget (OMB), applicants with no NICRA may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) which may be used indefinitely (2 CFR 200, Subpart E, Section 414 Indirect (F&A) Costs).

APPENDIX B
BUDGET NARRATIVE INSTRUCTIONS

The purpose of the budget narrative is to explain the costs that PRM expects an organization to include in each budget category when preparing an estimate of expenses for carrying out a proposed project whether the project is 100% funded or jointly funded with multiple donors. The budget narrative should include the following:

PERSONNEL:

Identify each position and indicate its support of the project and/or sector(s). If not provided in the budget detail, indicate the numerical justification for the total cost.

For example, Director of Assistance Programs – This individual is responsible for the overall management of the project. He/she insures compliance with all the terms and conditions of the agreement including implementation, program and financial reporting. $85,000/year x 10% of time = $8,500.

Identify consultants, separately, from other permanent staff. If possible, include anticipated position title(s), the proposed daily rate to be paid as compensation, and the number of consultant days that are anticipated.

FRINGE BENEFITS:

If an established NICRA includes a rate for fringe benefits, please ensure that you utilize and/or adjust the rate appropriately.

If the fringe benefit rate is not included in the NICRA, please provide a copy of the company policy and/or rates (as a percentage) that are being charged per category of benefits.

TRAVEL:

All headquarters and/or project employees’ travel must be identified via mode of travel, departure and arrival city, purpose, unit of measurement, and duration of trip. Please note that the movement of project participants and supplies is a separate transportation line item.

For example, 10 in-country trips via air transportation will be conducted to implement workshops and training sessions. Roundtrip airfare from Kinshasa to Goma for 5 employees is anticipated. Each trip will include 5 days of per diem per employee.

In-country Airfare – 10 trips x 5 employees x $200 = $10,000
Lodging – 10 trips x 5 employees x 5 days x $161/day = $40,250
Per diem – 10 trips x 5 employees x 5 days x $57 = $14,250

EQUIPMENT:

Include a detailed listing of all non-expendable equipment anticipated to be purchased for program activities including justification.

Land Rover – Due to the challenging road conditions, inclement weather, terrain conditions, and geographical location(s) of project sites, it is deemed reasonable and necessary to purchase a new vehicle. Vehicle x 1 quantity = $40,000.

SUPPLIES:

General Office supplies include the following items: pens, pencils, notebooks, printer paper, ink cartridges, etc.

12 months x $100/month x 3 project offices = $3,600

Due to the opening of a new project office to support Sector “X” activities, project supplies include the following items: 2 laptop computers, 3 desktop computers, 2 printers, etc.

2 laptop computers x $700 = $1,400
3 desktop computers x $1,200 = $3,600
2 printers x $400 = $800

CONTRACTUAL:

Detailed budgets should be included for sub-grantees.

ABC Organization will serve as a partner to assist with implementing sector “X” activities. $75,000 detailed budget is attached.

XYZ Organization will provide security services via a contract. $50,000 detailed budget is attached.

OTHER:

The following direct project expenses are related to the implementation of all sector activities and are proportionate based on actual use.

Rent of Office space in three locations – 12 months x 3 offices x $400 = $14,400
Utilities – 12 months x 3 offices x $100 = $3,600
Postage – 12 months x 3 offices x $50 = $1,800
Courier – 25 trips x 2 offices x $25 = $1,250
Communication (phone, fax, internet) = 12 months x 3 offices x $200 = $7,200
Transportation cost of medical supplies via ground freight = 2 trips x $3,000 = $6,000

INDIRECT COSTS:

Show the amount of indirect costs and the base amount on which it is determined. A copy of the current Negotiated Indirect Cost Rate Agreement must be submitted for recipient and sub-recipient(s), if applicable. In accordance with new guidance from the United States Office of Management and Budget (OMB), applicants with no NICRA may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) which may be used indefinitely (2 CFR 200, Subpart E, Section 414 Indirect (F&A) Costs).

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Robert Williams

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