REQUIRED AS APPLICABLE STANDARD PROVISIONS FOR FIXED
AMOUNT AWARDS TO NONGOVERNMENTAL ORGANIZATIONS
RAA1. FIXED AMOUNT AWARD ADVANCE PAYMENT AND REFUNDS
(NOVEMBER 2020)
APPLICABILITY: This provision must be incorporated into awards that authorize
advance payments, which may be authorized when the recipient's accounting and
financial management systems conform to the accounting principles generally accepted
(GAAP) in the U.S.,
the cooperating country, or by the International Accounting
Standards Board (IASB) (a subsidiary of the International Financial Reporting Standards
Foundation (IFRSF)), meet the pre-award responsibility requirements in ADS Chapter
303 and when providing liquidity through milestone financing is not sufficient to meet
implementation requirements. When advances are authorized, payment amounts must
correspond to and be liquidated against milestones. Advance payments for any
milestone may not exceed the milestone amount for which they are being made and the
total amount of funds advanced may not exceed the total award amount. When this
provision is used, the Schedule at C.2. must be modified to reference this provision as
the payment provision.
FIXED AMOUNT AWARD ADVANCE PAYMENT AND REFUNDS (NOVEMBER 2020)
a. The recipient is not required to maintain separate bank accounts for USAID
funds, unless otherwise required. However, when advances are authorized by
this award, the recipient must deposit such funds in a reputable bank and be able
to account for the receipt and expenditure of funds and interest earned on the
advances provided by the U.S. Government (USG).
b. The recipient must maintain advances of USAID funds in interest-bearing
accounts, unless:
(1) The recipient receives less than $250,000 in USG awards per year;
(2) The best reasonably available interest-bearing account would not be
expected to earn interest in excess of $500 in a twelve month period on
USG cash balances;
(3) The bank would require an average or minimum balance so high that it would
not be practical to maintain the advance in an interest-bearing account; or
(4) A foreign government or banking system prohibits interest bearing accounts.
c. The recipient may retain up to $500 of interest earned in a twelve-month period on
USG cash balances for administrative expenses. Any additional interest earned
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on advances must be remitted to the USAID payment office specified in this
award, or such other location as the payment office advises.
d. The recipient must request advance payments for anticipated expenditures at
time intervals as close as is administratively feasible to the actual disbursements
by the recipient, and for the minimum amounts necessary for particular
milestones.
e. To request an advance payment, the recipient must submit (preferably
electronically) to the payment office the Standard Form-270 Request for
Advance, Standard From-425 Federal Financial Report or Standard Form-1034
Public Voucher for Purchases and Services Other Than Personal. (See
http://www.gsa.gov/portal/forms/type/SF for forms.) The recipient must print the
statement "Request for Advance" at the top of the form.
f. The recipient may submit requests for advances to the paying office specified in
this award as often as may be necessary to meet projected expenses. Each
request must specifically identify the milestone(s) to which the advance applies.
In no event may the recipient request or receive an advance greater than the
amount of the milestone for which the advance is requested.
g. Advance payments must be liquidated against milestones and their amounts. This
will occur when milestones are met and accepted by USAID. The recipient must
refund to USAID any advance amounts above the milestone amount for which
the advance was received.
h. When this award expires, the recipient must immediately return all funds that
USAID has advanced to the recipient in excess of any completed milestones.
USAID reserves the right, at any time, to 1) withhold or offset payments to or 2)
require refund by, the recipient of any amount the recipient received for
milestones that are not, or cannot feasibly be, completed.
i. Cash advances made by the recipient to subrecipients or the recipient’s field
organizations must conform substantially to paragraphs a., b., c., d. and h. of this
provision. In the case of paragraph c., any interest over $500 per account, per
year must be remitted through the prime recipient.
[END OF PROVISION]
RAA2. UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD
MANAGEMENT (NOVEMBER 2020)
APPLICABILITY: This provision is required in accordance with 2 CFR 25, Universal
Identifier and System for Award Management. Agreement Officers (AOs) must include
this provision in all assistance solicitations and all awards, unless the AO exempts an
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organization from compliance with the provision under one of the following exceptions,
from paragraph d. below:
Exceptions. The requirements of this provision to obtain a Unique Entity
Identifier and maintain a current registration in the System for Award
Management (SAM) do not apply, at the prime award or subaward level, to:
(1) Awards to individuals
(2) Awards less than $25,000, with no anticipated subawards, to foreign
organizations to be performed outside the United States (based on a USAID
determination)
(3) Awards where the AO determines, in writing, that the Agency must protect
entity information from disclosure due to national security or foreign policy
interests of the United States or that these requirements would cause personal
safety concerns.
UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT (NOVEMBER
2020)
a. Requirement for System for Award Management (SAM). Unless you are
exempted from this requirement under 2 CFR 25.110, you as the recipient must
maintain current information in the SAM. This includes information on your
immediate and highest level owner and subsidiaries, as well as on all of your
predecessors that have been awarded a Federal contract or Federal financial
assistance within the last three years, if applicable, until you submit the final
financial report required under this Federal award or receive the final payment,
whichever is later. This requires that you review and update the information at
least annually after the initial registration, and more frequently, if required by
changes in your information or another Federal award term.
b. Requirement for Unique Entity Identifier. If you are authorized to make
subawards under this Federal award, you:
(1) Must notify potential subrecipients that no entity (see definition in
paragraph c. of this award term) may receive a subaward from you until
the entity has provided its Unique Entity Identifier to you.
(2) May not make a subaward to an entity unless the entity has provided its
Unique Entity Identifier to you. Subrecipients are not required to obtain an
active SAM registration but must obtain a Unique Entity Identifier.
c. Definitions. For purposes of this term:
(1) System for Award Management (SAM) means the Federal repository into
which a recipient must provide information required for the conduct of
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business as a recipient. Additional information about registration
procedures may be found at the SAM Internet site (currently at
https://www.sam.gov).
(2) Unique Entity Identifier means the identifier assigned by SAM to uniquely
identify business entities.
(3) Entity includes non-Federal entities as defined a 2 CFR 200.1 and also
includes all of the following, for purposes of this part:
a. A foreign organization;
b. A foreign public entity;
c. A domestic for-profit organization; and
d. A Federal agency.
(4) Subaward has the meaning given in 2 CFR 200.1.
(5) Subrecipient has the meaning given in 2 CFR 200.1.
d. Exceptions. The requirements of this provision to obtain a Unique Entity
Identifier and maintain a current registration in the SAM do not apply, at the
prime award or subaward level, to:
(1) Awards to individuals
(2) Awards less than $25,000, with no anticipated subawards, to foreign
organizations to be performed outside the United States (based on a
USAID determination)
(3) Awards where the Agreement Officer determines, in writing, that the
Agency must protect entity information from disclosure due to national
security or foreign policy interests of the United States or that these
requirements would cause personal safety concerns.
e. This provision does not need to be included in subawards.
