Frequently Asked Questions (FAQ) for Grantees

What is the source of Eurasia Foundation funding?

Eurasia Foundation core funds originate from the United States Agency for International Development (USAID). In addition, Foundation programs are supported by the United States government, foundations, corporations, other governments and public and private contributions.

What is the CFDA number of the Eurasia Foundation grant?

Since the Foundation receives its grant funds from USAID for humanitarian and technical assistance to the countries of the former Soviet Union, no CFDA (Catalog of Federal Domestic Assistance) number is assigned for Foundation grants.

What are the reporting requirements under the award?

There are three types of reporting requirements:

1) Analytical Reports: Analytical reports (interim and final) are intended to inform the Foundation about project progress and outcome. Reports should include information regarding project activities, accomplishments, and/or problems. In addition, they should include copies of relevant information or products produced under the grant as outlined in Attachment 3 of the grant agreement "Grant Products and Expected Impact." Reports should be submitted according to the schedule in Attachment 1 of the Grant Agreement "Payment Schedule and Reporting Requirements" (PSRR). Additional information regarding the format and content of interim and final analytical reports is contained in the Foundation's Instructions for Preparing Analytical Reports

2) Financial Reports: Financial reports detail the expenditure of grant funds under the award. Financial reports submitted to the Foundation should be in the format of Attachment 2 "Financial Report Form" of the Grant Agreement and its line items should correspond with the items of the approved grant budget. Completed reports should be signed by the responsible Financial Officer as listed on page 1 of the grant agreement and be submitted as indicated in the PSRR. The Financial Report should show:

· The amount expended against each line as of the date of the report and the resulting balance remaining in each line. Totals should be shown for each of the three columns: Reporting Period, Total, and Variance.

· Any variations or adjustments in expenses that were reported in prior financial reports must be explained by the grantee.

· Unless specified in the grant agreement, the grantee is not required to send source documentation on grant-funded expenditures (such as invoices and receipts) to the Foundation. It is expected, however, that such documentation will be available for inspection at the grantee institution.

3) Audit Reports: Effective for fiscal year ending after December 31, 2003 the threshold for U.S. entities to undergo an A-133 audit is $500,000. Grantees that expend $500,000 or more per fiscal year in U.S. Government funds are required to submit an audit report in accordance with OMB Circular A-133. For fiscal years beginning on or before June 30, 1998, the audit reports should be submitted within 13 months after the end date of fiscal year. In all other cases, the audit reports should be submitted within 9 months after the end date of fiscal year.

What is the procedure for notifying the Foundation about a change in Project Director, Financial Officer or grantee organization?

The Eurasia Foundation recognizes the leadership of the project director and financial officer as well as the nature of the grantee organization to be among most important provisions of the project?s successful completion. Therefore, the Foundation reserves the right to terminate its support to the project in the event the project director or financial officer leaves the project or the grantee organization, or the grantee organization changes its legal structure. If such situation is inevitable, the grantee should notify the Foundation about anticipated changes at least 30 days in advance of the event. The Foundation will carefully review the grantee institution's interest in and capacity to continue the project, and consider the professional skills of a new project director or a financial officer to participate in the project.

What is the procedure for requesting changes in the scope of the project activities or expected results?

Any significant changes to the implementation process or expected results under the grant as outlined in Attachment 3 of the grant agreement must be approved by the Foundation in advance. If responsible project managers believe that a change in project strategy or the expected results is desirable or inevitable, a letter should be sent to the Foundation outlining the proposed changes prior to their implementation. The Foundation will respond to the requested changes in writing. If necessary, the Foundation will include revisions or additions to Attachment 3 of the grant agreement "Grant Products and Expected Impact."

How does a grantee request a budget revision?

Grantees are permitted to transfer up to 10% of the amount budgeted for each line item of the approved budget (Attachment 2 of the Grant Agreement) without prior Foundation approval. The transfers among the budget line items should not result in an increase of the total amount of the grant. If a transfer in excess of this level becomes necessary, or if the grantee wishes to establish a new line item, a proposed revised budget and narrative explanation of the proposed changes must be submitted to the Foundation for review. If the proposed budget is approved by the Foundation, a revised Financial Report Form will be sent to the grantee. Budget revisions may be requested at any point during the project, but should be requested before incurring expenditures in excess of the original budget.

How does a grantee request a grant extension?

Grantees may request grant period extensions if project activities cannot be completed by the end date of the grant period. Grantees should submit a request for a grant extension and narrative explanation for such request to the Foundation prior to the original end date of the grant.

When are payments made to the grantee?

Payments to the grantee are made according to the approximate dates indicated in Attachment 1 of the Grant Agreement "Payment Schedule and Reporting Requirements" (PSRR). The initial payment is made once an executed copy of the grant agreement has been received by the Foundation. After that, payments are not made until scheduled financial and narrative reports are received, reviewed and approved by the Foundation. Payments may be suspended by the Foundation if financial and narrative reports are delinquent. The PSRR is based on Foundation estimates of the grantee's cash requirements over the life of the project. When financial reports indicate large cash balances at the grantee institution, grant payments may be delayed at the initiative of the Foundation.

Can payments be accelerated?

If the grantees find that they are low on funds and the next regularly scheduled payment will not be soon enough, they should submit a completed financial report form to the Foundation showing expenditures through the most recent accounting period and a letter outlining anticipated expenditures. Based on submittal of this information, the Foundation may accelerate the payment schedule. An accelerated payment schedule will not affect the total amount of the grant.

Can grantees have funds sent to their account by wire transfer?

Upon the grantee's request, the Foundation can wire transfer funds to a grantee's bank. In order to do so, the grantee should send the following information to the Foundation: bank name and address, bank routing number, account number, and name in which the account is held. This information should be accompanied by a request from the Financial Officer for funds to be transferred by wire.

If travel is contemplated under the grant, do any special restrictions apply?

In accordance with USAID regulations, all air travel and air shipments must be made on United States flag carriers when such service is available. A United States flag carrier is defined as an air carrier which has a certificate of public convenience and necessity issued by the United States Civil Aeronautics Board authorizing operations between the United States and/or its territories and one or more foreign countries. In all but the most unusual circumstances, all travel that originates, terminates, or involves stopovers in the United States must be on U.S. flag carriers.

U.S. flag carrier service is considered unavailable only when one of the following exists:

· The traveler, while in route, is detained six hours or more to transfer to a U.S. flag carrier in order to proceed to the intended destination.

· Any flight by a U.S. flag carrier is interrupted by a stop anticipated to be six hours or more for refueling, reloading, repairs, etc.; and no other flight by a U.S. flag carrier is available within the six hour period.

· Travel from the origin airport to the destination airport is twelve hours or more longer on a U.S. carrier than travel on a foreign carrier.

U.S. flag carriers will be considered available even though one of the following conditions may exist:

- The U.S. flag carrier route is indirect.

· Comparable or a different kind of service by a foreign carrier costs less.

· Service by a foreign carrier is preferred by the traveler.

· Service by a foreign carrier is more convenient for the traveler.

· Should a non-U.S. flag carrier be used for travel or shipments, the grantee is responsible for maintaining appropriate support documentation to justify its decision.

If equipment purchases are contemplated under the grant, do any special restrictions apply?

Equipment purchases which are specified in the grantee's approved budget need no prior Foundation approval, unless approval is specified in the Payment Schedule and Reporting Requirements. Title to equipment purchased by the grantee remains vested in the grantee and may not be transferred to a third party for the duration of the grant period. All procurement transactions must be made on a competitive basis. For procurement transactions of $5,000 or more, all goods bought with grant funds shall be made in, purchased in, and shipped from countries that comprise the "Free World" countries (935). In no case may purchases be made from the following "Non-Free World" countries: Afghanistan, Cambodia, Cuba, Iran, Iraq, Laos, Libya, North Korea, People's Republic of China, Syria and Vietnam.

What if the grantee would like to enter into a sub agreement with grant funds?

Grantees need to obtain prior Foundation approval for subcontracts or sub grants in excess of $5,000. Grantees should submit a draft of the proposed sub agreement and budget to the Foundation for approval prior to its execution. Line items for sub agreements in the approved budget do not constitute approval of these sub agreements. All provisions of the Eurasia Foundation grant agreement also apply to sub agreements.

How should the grantee acknowledge Eurasia Foundation funding in public documents?

In all publications resulting from the grant and in all public announcements concerning the Foundation, including press releases, annual reports, or other announcements, the grantee should state that support was "provided by the Eurasia Foundation with funds from the United States Agency for International Development." The grantee should send one copy of each announcement or publication to the Foundation. For more information, please refer to the grant agreement.

What is the procedure for closing-out a grant?

The closeout procedure begins with receipt of the final narrative, financial, and audit (if necessary) reports from the grantee. During the closeout procedure, the Foundation reviews the grant file to ensure that all required narrative, audit, and financial reports are submitted and approved by the Foundation, all outstanding payments are disbursed, and all unexpended grant funds are returned. As soon as the Foundation determines that all obligations have been satisfied, it will notify the grantee in writing that it has closed the grant.