Compliance Review Information Collection Table

Food Donation Programs (Food for Progress & Section 416(b)) and McGovern-Dole International Food for Education and Child Nutrition Program

Compliance Review Information Collection Table

OMB: 0551-0035

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OMB Control No. 0551-0035

DOCUMENTATION PREPARATION CHECKLIST AND DISPOSITION STATEMENT

ACDI/VOCA

Food For Progress

Agreement# OGSM: FCC-663-2008/016-00-A (Country: Ethiopia)

Financial and Compliance Food Aid Review


Instructions


Please email the completed document by December 21, 2012. Please attach numbered post-it notes (small pieces of note paper with adhesive on the back) to the documentation that correspond to the following item numbers to facilitate identification of documentation during the on-site review. Also, please provide photocopies for our records of the items indicated with the term “Photocopy” in the third column of the table.


Please insert and save your organization’s written answers to the following four questions for every item listed in the table under the column heading “Item Disposition Statement” into this Microsoft Word© document. Please provide a thorough written response for each item or write “N/A” for “Not Applicable”, as appropriate.


A. Will the item be physically available for review and marked with a numbered post-it note that corresponds to the item number cited in the table during the on-site review visit?


B. What are the differences (if any) between the item descriptions contained in this table with the most comparable item physically available for review? Please provide the date(s) that the document(s) referred to in the item description were generated, signed, and/or submitted to the U.S. Department of Agriculture (USDA). Please include any other information about this item in the table that may facilitate the review process.


C. Why is the item not applicable to the scope of this review (if applicable)?


  1. Why will the item not be physically available for review during the on-site review visit or ever (if applicable)? If not available, where is it maintained? What is the earliest date it can become available for review after the on-site review visit? Would it be feasible to mail it to USDA’s headquarters office in Washington, D.C.? If so, when could it be mailed to USDA?

Thank you in advance for your assistance.





Item #

Documentation Requested to be

Available During the Review

Photocopy Requested

Item Disposition Statement

1

Agreement, Plan of Operations, and Amendments

Photocopy


2

Logistics and Monetization Reports Submitted to USDA

Photocopy


3

USDA/CCC Financial Reports Submitted to USDA

Photocopy


4

Financial Management/Accounting/Operations Manuals

Photocopy


5

Chart of Accounts: Please provide a written explanation as to how accounts/accounting codes relate directly to activities cited in Table F (entitled “Use of Funds”) in the Logistics and Monetization Reports #9 submitted to FAS, and the program expense line items reported on the USDA/CCC Financial Reports #9b.

Photocopy


6

Bank Statements for Accounts Holding Monetization Fund and Funds Advanced from USDA’s Commodity Credit Corporation

Photocopy


7

Print-outs of Pages from General Ledger Citing Account Totals that equate to and tie into All Line Items Reported on Table F (entitled “Use of Funds”) in the Logistics and Monetization Reports #9.

Photocopy


8

Print-outs of Pages from General Ledger Citing Account Totals that equate to and tie into All Line Items Reported on the USDA/CCC Financial Reports #9b.

Photocopy


9

General Ledger/Transaction Ledger Containing Transactions Charged to Program Funds during 2009

Photocopy


10

General Ledger/Transaction Ledger Containing Transactions Charged to Program Funds during 2010

Photocopy


11

General Ledger/Transaction Ledger Containing Transactions Charged to Program Funds during 2011

Photocopy


12

General Ledger/Transaction Ledger Containing Transactions Charged to Program Funds during 2012

Photocopy


13

Invoices, Receipts, Travel Documentation, Purchase Orders, Contracts, Proof of Payments Documents, and Other Supporting Documentation Used to Support All General Ledger/Transaction Ledger Transactions Charged to Program Funds during 2009

Photocopy


14

Invoices, Receipts, Travel Documentation, Purchase Orders, Contracts, Proof of Payments Documents, and Other Supporting Documentation Used to Support All General Ledger/Transaction Ledger Transactions Charged to Program Funds during 2010

Photocopy


15

Invoices, Receipts, Travel Documentation, Purchase Orders, Contracts, Proof of Payments Documents, and Other Supporting Documentation Used to Support All General Ledger/Transaction Ledger Transactions Charged to Program Funds during 2011

Photocopy


16

Invoices, Receipts, Travel Documentation, Purchase Orders, Contracts, Proof of Payments Documents, and Other Supporting Documentation Used to Support All General Ledger/Transaction Ledger Transactions Charged to Program Funds during 2012

Photocopy


17

Documentation to Support Program Outputs/Results as Reported on the most recently submitted Logistics and Monetization Report (Please provide documentation to support all measurable outputs/results as reported in the most recently submitted logistics and monetization report to USDA.)

Photocopy


18

Documentation to Support the Administration of the Direct Distribution Program

N/A


19

Independent Audit Reports including OMB A-133 Reports for 2009, 2010, 2011, 2012, if applicable

Photocopy of all reports


20

Letter Containing Negotiated Indirect Cost Rate Agreement (NICRA) with the U.S. Agency for International Development (USAID) Applicable for 2009 and Calculation of NICRA Rate Applied and Charged against this Agreement for 2009

Photocopy


21

Letter Containing Negotiated Indirect Cost Rate Agreement (NICRA) with the U.S. Agency for International Development (USAID) Applicable for 2010 and Calculation of NICRA Rate Applied and Charged against this Agreement for 2010

Photocopy


22

Letter Containing Negotiated Indirect Cost Rate Agreement (NICRA) with the U.S. Agency for International Development (USAID) Applicable for 2011 and Calculation of NICRA Rate Applied and Charged against this Agreement for 2011

Photocopy


23

Letter Containing Negotiated Indirect Cost Rate Agreement (NICRA) with the U.S. Agency for International Development (USAID) Applicable for 2012 and Calculation of NICRA Rate Applied and Charged against this Agreement for 2012

Photocopy


24

Public Tender for Sale of Commodities Monetized


Photocopy


25

Bids Received for Sale of Commodities Monetized

Photocopy


26

Sales Contract for Sale of Commodities Monetized

Photocopy


27

Commercial Invoices for Sale of Commodities Monetized

Photocopy


28

Ocean Bills of Lading for Sale of Commodities Monetized

Photocopy


29

Landing Surveys for Sale of Commodities Monetized

Photocopy


30

Bank Deposits/Bank Account Statements of Payments Received from Sale of Commodities

Photocopy


31

Spreadsheets Summarizing Payments Received from Sale of the Commodities

Photocopy


32

Misuse, Loss and Damage Claims from Sale of Commodities Submitted to USDA

Photocopy


33

Recipient Agency Agreements

Photocopy


34

Procurement Policy/Manual

Photocopy


35

Public Solicitation of Vendors to Competitively Bid for Provision of Services/Goods

Photocopy


36

Vendor Bids Received

Photocopy


37

Analysis and/or Justification of Contracts Awarded to Vendors

Photocopy


38

Inventory of Property Acquired with Monetization Funds

Photocopy


39

Dispositions/Disposals of Property Acquired with Monetization Funds

Photocopy


























The public reporting burden for this information collection is estimated to be 120 minutes. This burden estimate includes time for reviewing instructions, researching existing data sources, gathering and maintaining the needed data, and completing and submitting the information. Send comments regarding the accuracy of this burden estimate and any suggestions for reducing the burden to: U.S. Department of Agriculture, Foreign Agricultural Service, Office of Capacity Building and Development, Food Assistance Division, Attn: OMB Number (0551-0035), 1400 Independence Avenue., S.W., Washington, DC 20250-1034. You are not required to respond to this collection of information unless a valid OMB control number is displayed.


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