Title Page
        Title Page
    Index of provisions
        Index
    Definitions
        A 1
        A 2
    Allowable cost and cost sharing
        B 1
        B 2
        B 3
        B 4
    Personnel
        C 1
        C 2
        C 3
    Personnel compensation
        D 1
    Personnel allowances and post differential
        E 1
        E 2
        E 3
        E 4
        E 5
    Personnel leave and holidays
        F 1
        F 2
        F 3
        F 4
    Personnel travel
        G 1
        G 2
        G 3
        G 4
    Transportation and storage
        H 1
        H 2
        H 3
        H 4
        H 5
        H 6
        H 7
    Graduate student support
        I 1
        I 2
        I 3
        I 4
    Short-term employee benefits
        J 1
        J 2
        J 3
    Personnel posted outside the United States
        K 1
        K 2
    Insurance
        L 1
        L 2
    Procurement of goods and services
        M 1
        M 2
        M 3
        M 4
        M 5
        M 6
        M 7
        M 8
        M 9
    Title to, use and care of property
        N 1
        N 2
        N 3
    Publications and reports
        O 1
    Negotiated overhead rates
        P 1
    Accounting, audit and records
        Q 1
    Audit and records: Non-U.S. subgrantees and contractors
        Q 2
        Q 3
    Limitation of funds
        R 1
        R 2
        R 3
    Subordinate agreements
        S 1
    Use of foreign currency
        T 1
    Ineligible countries
        U 1
    Subgrantee-mission relationships
        V 1
        V 2
    U.S. officials not to benefit
        W 1
    Covenant against contingent fees
        X 1
    Nonliability
        Y 1
    Equal oppurtunity in employment
        Z 1
    Disputes
        AA 1
        AA 2
    Refunds
        AB 1
    Termination
        AC 1
        AC 2

DRAFT ONLY



POLICIES AND PROCEDURES

FOR THE

SOIL MANAGEMENT CRSP






















Prepared by:
Charles B. McCants
Kim S. Stevens
Management Entity
May 6, 1983





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INDEX OF PROVISIONS

1. Definitions
2. Allowable Costs and Cost Sharing
3. Personnel
4. Personnel Compensation
5. Personnel Allowances and Post Differential
6. Personnel Leave and Holidays
7. Personnel Travel
8. Transportation and Storage
9. Graduate Student Support
10. Short-Term Employee Benefits
11. Personnel Posted Outside the United States
12. Insurance
13. Procurement of Goods and Services
14. Title to, Use and Care of Property
15. Publications and Reports
16. Negotiated Overhead Rates
17. Accounting, Audit and Records
18. Audit and Records Non-U.S. Subgrantees and Contractors
19. Limitation of Funds
20. Subordinate Agreements
21. Use of Foreign Currency
22. Ineligible Countries
23. Subgrantee-Mission Relationships
24. U.S. Officials not to Benefit
25. Covenant Against Contingent Fees
26. Nonliability
27. Equal Opportunity in Employment
28. Disputes
29. Refunds
30. Termination





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1. DEFINITIONS

A. "Grant" means Grant No. DAN-1311-G-SS-1083-00 from the Agency

for International Development (AID) to North Carolina State

University for support of the Soil Management Collaborative

Research Support Program (CRSP).

B. "Grantee" means North Carolina State University.

C. "Subgrant" means an approved document with a participating

institution to accomplish objectives pertinent to the Grant

goals.

D. "Subgrantee" means a participating institution in the Soil

Management Collaborative Research Support Program.

E. "Grant Officer" means the person executing the Grant on be-

half of the United States Government and any other employee

who is a properly designated AID Grant Officer.

F. "Project Manager" means the person in the Science and Tech-

nology Bureau designated to serve as liaison between AID

and the Grantee on programmatic details.

G. "Management Entity" means North Carolina State University,

the recipient of the Grant from AID to provide funding for

the Soil Management CRSP.

H. "Mission" means the United States mission to or principal

AID office in the collaborating country.

I. "Mission Director" means the principal AID officer of the

mission in the collaborating country.

J. "OMB Circular No. A-110" means the Office of Management and

Budget Circular entitled Grants and Agreements with Institu-

tions of Higher Education, Hospitals and other Non-Profit





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Organizations: Uniform Administrative Requirements (41 CFR

32016; July 30, 1976).

K. "OMB Circular A-21" means the Office of Management and Budget

Circular entitled Cost Principles for Educational Institutions

(March 10, 1978).

L. "Subordinate Agreement" means any subgrant or contract exe-

cuted under a "Subgrant" as defined herein.

M. "Economy Class" air travel means a class of air travel which

is less than first class.

N. "Collaborating Country" means the foreign country that is

collaborating in the Soil Management CRSP.





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2. ALLOWABLE COSTS AND COST SHARING

A. Allowable Costs-/

The allowable costs for reimbursement under the Subgrants

shall be limited to those which are reasonable, allocable

and allowable in accordance with the terms of (1) the Sub-

grant, (2) any negotiated advance understanding on particu-

lar cost items and (3) OMB Circular A-21 in effect on the

date of this Grant.

B. Cost Sharing

1. Principle341/

The matching requirements for U.S. universities partici-

pating in CRSP is based on the concept that the goal of

the research is mutual to AID's interest for LDC develop-

mental assistance programs and to the domestic interest

of participating U.S. universities for their states'

agriculture. With this mutuality of interest, it is ex-

pected that the participating universities will make

modifications in appropriate domestic research programs

to focus them definitively on achievements of the CRSP

goal. It is anticipated that the cost of this modifica-

tion willbe paid by the participating universities from

non-federal resources and that this cost will constitute


- Developed from "Standard Provisions", Section 2, accompanying the
Soil Management CRSP Grant.
3/
-/Memorandum to CRSP Directors, Project Managers and Former JRC
Members from J. S. Robins and Elmer R. Kiehl, dated August 2, 1982.
4/
-/Memorandum to Program Directors of CRSPs from William F. Johnson,
dated April 19, 1983.





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the universities' matching contributions. At the same

time, it has been recognized that there might be cases

where modifications would require some federal funds.

However, the basic principle of matching contemplated

that AID's support would not be directed toward domestic

research but to encourage the focus of universities'

domestic research on objectives relative to the CRSP,

i.e. to solve LDC development problems and to benefit

U.S. agriculture.

2. Requirements2--4

a. For each year of performance, a Subgrantee under the

Soil Management CRSP Grant shall assure that expendi-

tures from non-federal funds (defined in paragraph b

below) equal or exceed 25% of that year's total ex-

penditures for country research project costs, ex-

cept for exclusions listed hereafter. Prior and sub-

sequent year's non-federal contributions in excess

of 25% may be applied to compensate for any year's

shortfall. It is understood and agreed that extended

failure to comply with the sharing arrangement shall

be considered sufficient reason for termination of

the Subgrant. Should there be any accumulated short-

fall by the Subgrantee at the time of termination,

or at the expiration of the Subgrant, the Subgrantee


2Grant from the Agency for International Development to North Carolina
State University as the Management Entity for the Soil Management
CRSP (Article IX).





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shall refund to AID the amount of such shortfall,

unless an alternative disposition is made by the

Grant Officer.

b. All costs associated with the performance of Subgrantee

faculty and staff, both domestically and overseas,

and for both short- and long-term assignments are

program cost of the CRSP that must be matched.

c. To be considered a non-federal contribution, it shall

be from the Subgrantee's non-federal funds, not

chargeable at any time to any U.S. Government funded

activity, and must be directly related to costs in-

curred in performance of that portion of this CRSP

for which the Subgrant was awarded.

d. The criteria and procedures for allowability of cash

and in-kind contributions by the Subgrantee as non-

federal contributions will be as set forth in Attach-

ment E, "Cost Sharing and Matching", to OMB Circular

No. A-110 shall also apply.

e. The maximum Management Entity costs which AID will

finance under the Grant shall not exceed that speci-

fied in the Grant budget. Subject to that limitation,

Management Entity costs will be fully funded by AID

and are not subject to the 25% cost sharing

requirement.

3. Exclusions2, 3, 4/

a. Funds expended under the terms of a formal CRSP-collaborating

country Subagreement for utilization by the collaborating





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05/06/83


country participating institution for CRSP related

activities do not require cost sharing.

b. Equipment and supplies identified for use in the col-

laborating country Subagreement and purchased by a

participating U.S. institution for the collaborating

country and the U.S. use in the collaborating country

are excluded. It is recognized that funds for such

equipment may not be committed under the Subagree-

ment but may be held apart in reserve by the partici-

pating U.S. institution for such equipment and

supplies.

c. Subgrant funds used for payments of costs incurred

by the Subgrantee for training of foreign nationals

outside their country do not have to be matched. It

is expected that provisions for such training would

normally be made in the formal agreement.





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3. PERSONNEL-!

A. Employment procedure

Employment of personnel for either long-term or short-term

assignment on the Subgrant and for location either on-campus

or overseas will be in accordance with the Subgrantee's

standard employment policies and procedures.

B. Assignment of Employee Outside the United States

No individual shall be assigned outside the United States

to perform work under the Subgrant, either for short-term

or long-term assignment, unless approved by the Project

Manager and with concurrence of the local mission.

C. Duration of Appointments for Assignment Outside the United

States

1. Regular appointment is one which is normally for a mini-

mum of two years; the period includes orientation (less

language training) in the United States and authorized

international travel under the Subgrant unless:

a. An appointment may be made for less than two years

if the Subgrant has less than two years but more

than one year to run provided that, if the Subgrant

is extended, the appointed shall also be extended

to the full two years.

b. When a two-year appointment is not required, appoint-

ment may be made for less than two years but in

no event less than one year.

- Developed from "Additional General Provisions, Cost Reimbursement
Contract with an Educational Institution", Section 3, dated 10/82.





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2. Short-term appointment is one for less than one year

on an assignment outside the United States.

D. Physical Fitness of Employees and Dependents Posted Outside

the United States

1. Predeparture

For employees on regular or short-term appointments

and their authorized dependents, it shall be certified

by a licensed doctor of medicine that in his/her opinion

the employee is physically qualified to engage in the

type of activity for which he/she is to be employed

and that he/she and his/her dependents are physically

able to reside in the country to which he/she is

assigned.

2. End of tour

The Subgrantee is authorized to provide its employees

and dependents with physical examinations within 60

days after completion of their regular tours of duty.

E. Importation, Purchase or Sale of Personal Property or

Automobiles

To the extent permitted by the collaborating country's laws

and regulations, the importation, purchase and sale of per-

sonal property or automobiles by Subgrantee employees and

their dependents in the collaborating country shall be sub-

ject to the same limitations and prohibitions which apply

to Mission employees and their dependents.






3-3


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F. Economic and Financial Activities

Other than work to be performed under this Grant for which

an employee is assigned by the Subgrantee, no regular or

short-term employee of the Subgrantee shall engage, directly

or indirectly, either in his own name or in the name or

through the agency of another person in any business, profes-

sion or occupation in the collaborating country or other

foreign countries to which he/she is assigned nor shall

he/she make loans or investments to or in any business,

profession or occupation in the collaborating country or

other foreign countries to which he/she is assigned.





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4. PERSONNEL COMPENSATION-!

All salaries, wages, fees and stipends, which are reimbursed

under the Subgrants, shall be in accordance with both the Sub-

grantee's usual policy and practice and OMB Circular A-21. To

the extent that the Subgrantee's policy and practice conflict

with OMB Circular A-21, the latter shall prevail, unless the

Schedule of the Subgrants expressly provides otherwise.




































- Developed from "Standard Provisions", Section 5, accompanying the
Soil Management CRSP Grant.





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5. PERSONNEL ALLOWANCES AND POST DIFFERENTIAL-/

A. Living Quarters Allowance

Living quarters allowance is granted to reimburse an employ-

ee for substantially all of the cost for either temporary

or residence quarters whenever Government-owned or

Government-rented quarters are not provided at post without

charge. Such costs are those incurred for temporary lodging

(temporary lodging allowance) or one unit of residence quar-

ters (living quarters allowance) and include rent, plus

any costs not included therein for heat, light, fuel, gas,

electricity and water. The temporary lodging allowance and

the living quarters allowance are never both payable to

an employee for the same period of time.

The Subgrantee will be reimbursed for payments made to regu-

lar employees for a living quarters allowance for rent and

utilities if such facilities are not supplied. Such allow-

ance shall not exceed the amount paid AID employees of equiv-
alent rank in the collaborating country, in accordance with

either the Standardized Regulations (Government Civilians,

Foreign Areas), Chapter 130, as from time to time amended,

or other rates approved by the Mission Director. Short-term

employees may be paid either per diem at rates prescribed

by the Federal Travel Regulations, as from time to time

amended or living quarters allowance, whichever is more


-Developed from "Additional General Provisions, Cost Reimbursement
Contract with an Educational Institution", Section 8, dated 10/82.





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economical, during the time spent at posts in the collaborat-

ing country under the Subgrant.

B. Temporary Lodging Allowance

Temporary lodging allowance is a quarters allowance granted

for the reasonable cost of temporary quarters incurred by

the employee and his family for a period not in excess of

(i) three months after first arrival at a new post in a

foreign area or a period ending with the occupation of resi-

dence (permanent) quarters, if earlier, and (ii) one month

immediately preceding final departure from the post subse-

quent to the necessary vacating of residence quarters.

The Subgrantee will be reimbursed for payments made to regu-

lar and short-term employees and authorized dependents for

temporary lodging allowance, in lieu of living quarters

allowance, not to exceed the amount set forth in the

Standardized Regulations (Government Civilians, Foreign

Areas), Chapter 120, as from time to time amended.

C. Post Allowance

Post allowance is a cost-of-living allowance granted to

an employee officially stationed at a post where the cost

of living, exclusive of quarters cost, is substantially

higher than in Washington, DC.

The Subgrantee will be reimbursed for payments made to regu-

lar employees for post allowance not to exceed those paid

AID employees in the collaborating country, in accordance

with the Standardized Regulations (Government Civilians,

Foreign Areas), Chapter 220, as from time to time amended.





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D. Educational Allowance

Educational allowance is an allowance to.assist an employee

in meeting the extraordinary and necessary expenses, not

otherwise compensated for, incurred by reason of service

in a foreign area in providing adequate elementary and sec-

ondary education for his/her children. The Subgrantee will

be reimbursed for payments made to regular employees for

educational allowances for their dependent children in a-

mounts not to exceed those set forth in the Standardized

Regulations (Government Civilians, Foreign Areas), Chapter

270, as from time to time amended.

E. Educational Travel

Educational travel is travel to and from a school in the

United States for secondary education (in lieu of an educa-

tional allowance) and for college education.

The Subgrantee will be reimbursed for payments made to regu-

lar employees for educational travel for their dependent

children provided such payment does not exceed that which

would be payable in accordance with the Standardized Regula-

tions (Government Civilians, Foreign Areas), Chapter 280,

as from time to time amended. Educational travel shall not

be authorized for regular employees whose assignment is

less than 2 years.

F. Post Differential

Post differential is an additional compensation which may

be paid regular employees for service at places in foreign





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areas where conditions of environment differ substantially

from conditions of environment in the continental United

States and warrant additional compensation as a recruitment

and retention incentive.

In areas where post differential is paid to AID direct-hire

employees, post differential not to exceed the percentage

of salary as is provided such AID employees in accordance

with the Standardized Regulations (Government Civilians,

Foreign Areas), Chapter 500 (except the limitation contained

in Section 552, "Ceiling of Payment") Tables-Chapter 900,

as from time to time amended, will be reimbursable hereunder

for regular employees in respect to amounts earned during

the time such employees actually spend overseas on work

under the Subgrant. When such post differential is provided

to Subgrantee employees, it shall be payable beginning on

the date of arrival at the post of assignment and continue,

including periods away from post on official business until

the close of business on the day of departure from post

of assignment en route to the United States. Sick or vaca-

tion leave taken at or away from the post of assignment

will not interrupt the continuity of the assignment or re-

quire a discontinuance of such post differential payments,

provided such leave is not taken within the United States

or the territories of the United States. Post differential

will not be payable while the employee is away from his

post of assignment for purposes of home leave.





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G. Payments During Evacuation

If evacuation has been authorized by the Mission Director,

the Subgrantee will be reimbursed for payments made to regu-

lar and short-term employees and authorized dependents evacu-

ated from their post of assignment in accordance with the

Standardized Regulations (Government Civilians, Foreign

Areas), Chapter 600, and the United States Federal Travel

Regulations, as from time to time amended.





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6. PERSONNEL LEAVE AND HOLIDAYS-'

A. Vacation Leave

The Subgrantee may grant to regular employees working in

the U.S. or overseas vacations of reasonable duration in

accordance with the Subgrantee's on-campus practice for

other employees.

B. Sick Leave

Sick leave is earned by regular employees in accordance

with the Subgrantee's usual on-campus practice for other

employees.

C. Home leave.

1. Home leave is leave earned for service abroad for use

only in the United States, in the Commonwealth of Puerto

Rico or in the possessions of the United States.

2. A regular employee who is a U.S. citizen or resident

and has served at least 2 years overseas, as defined

in paragraph C4 of this section, under the Subgrant

and has not taken more than 30 workdays leave (vacation,

sick or leave without pay) in the United States may

be granted home leave of not more than 15 calendar days

for each such year of service overseas provided that

such regular employees agree to return overseas upon

completion of home leave under an additional two-year

appointment or for such shorter period of not less than

one year of overseas service under the Subgrant as the

--Developed from "Additional General Provisions, Cost Reimbursement
Contract with an Educational Institution", Section 6, dated 10/82.




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Grant Officer and Program Manager may approve in ad-

/ vance. Home leave must be taken in the United States,

the Commonwealth of Puerto Rico or the possessions of

the United States, and any days spent elsewhere will

be charged to vacation leave or leave without pay.

3. Notwithstanding the requirement in paragraph C2 of this

section, that the Subgrantee's regular employee must

have served two years overseas under the Subgrant to

be eligible for home leave, the Subgrantee may grant

advance home leave to such regular employee subject

to all of the following conditions.

a. granting of advance home leave would in each case

serve to advance the attainment of the objectives

of the Subgrant;

b. the regular employee shall have served a minimum

of 18 months in the collaborating country on his

current tour of duty under the Subgrant and

c. the regular employee shall have agreed to return

to the collaborating country to serve out the remain-

der of his current tour of duty and an additional

two-year appointment under the Subgrant, or such

other additional appointment of not less than one

year of overseas service as the Project Manager

may approve.

4. The period of service overseas required under paragraph

C2 or paragraph C3 of this section shall include the

actual days in orientation in the United States (less




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language training) and the actual days overseas begin-

ning on the date of departure from the United States

port of embarkation on international travel and continu-

ing, inclusive of authorized delays en route, to the

date of arrival at the United States port of debarkation

from international travel. Allowable vacation and sick

leave taken while overseas, but not leave without pay,

shall be included in the required period of service

overseas. An amount equal to the number of days of vaca-

tion and sick leave in the United States, the Common-

wealth of Puerto Rico, or the possessions of the United

States will be added to the required period of service

overseas.

5. Travel to and from the United States for home leave

will be limited to the time required for the most expedi-

tious air route. Unused home leave is not reimbursable

under the Subgrant.

6. To the extent deemed necessary by the Subgrantee, regu-

lar employees in the United States on home leave may

be authorized to spend not more than five days in work

status for consultation on campus before returning to

their post of duty. Consultation at locations other

than on campus, as well as any time in excess of five

days spent for consultation, must be approved by the

Project Manager.





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7. Except as approved by the Grant Officer, home leave

is not authorized for third-country nationals.

D. Holidays

Holidays for Subgrant employees serving overseas should

take into consideration local practices and shall be estab-

lished in collaboration with the Mission Director.




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7. PERSONNEL TRAVEL-'

A. General Policy

Allowable costs of travel under the Subgrants shall be in

accordance with the policy and practice of the Subgrantee,

OMB Circular A-21 and other provisions of this document.

To the extent the Subgrantee's policy and practice and those

of this document conflict with OMB Circular A-21, the latter

shall prevail unless approved by the Grant Officer.

B. International Travel

1. To Host Country

The AID Grant Officer has approved all international

travel provided that the Subgrantee obtains concurrence

from the Project Manager prior to sending any individual

outside the United States to perform work under the

Subgrant. Such concurrence shall be confirmed in writ-

ing. For this purpose, the Subgrantee shall submit a

request to the Director, Management Entity, Soil Manage-

ment CRSP, at least 40 days in advance of any travel

to be undertaken outside the United States. The Manage-

ment Entity will communicate with the Project Manager

and advise the Subgrantee of the decision. After concur-

rence is received, the Subgrantee shall provide the

cognizant Mission or U.S. Embassy of any changes in

arrival date and flight identification of Subgrant fi-

nanced travelers.


--Developed from "Standard Provisions", Section 6, accompanying the
Soil Management CRSP Grant.




7-2


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2. Within Host Country

Reimbursement for local travel shall not be in excess

of the rates established by the Mission Director for

AID employees in the country.

3. Outside the Host Country

For regular and short-term employees posted in a collabo-

rating country, the Project Manager has approved travel

to other countries including the United States provided

that the Subgrantee obtains evidence of concurrence

by the participating collaborating country institution,

the Mission in the country posted, the Mission in the

country to visit and approval of the Management Entity.

Reimbursement for such travel shall be an allowable

expenditure at per diem rates not in excess of those

established by USAID for non-U.S. locations and by the

Subgrantee institution for U.S. locations.

C. Funding from Local Currency

Travel to certain countries shall, at AID's option, be

funded from U.S.-owned local currency. When AID intends

to exercise this option, it will notify the Management Enti-

ty after receipt of advice of intent to travel required

above. AID will issue a Government Transportation Request

(GTR) which the Subgrantee may exchange for tickets, or

AID will issue the tickets directly. Use of such U.S.-owned

currencies will constitute a dollar charge to the Subgrant.

D. Preference for U.S. Flag Carriers

All international air travel under the Subgrants shall be

made on United States flag carriers. Exceptions to this





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rule will be allowed in the following situations, provided

that the Subgrantee certifies to the facts in the voucher

and other documents retained as part of the required Sub-

grant records:

1. where the traveler, while enroute, has to wait six hours

or more to transfer to a U.S. flag air carrier to pro-

ceed to the intended destination,

2. where a flight by a U.S. flag air carrier is interrupted

by a stop anticipated to be six hours or more for re-

fueling, reloading, repairs, etc. and no other flight

by a U.S. flag air carrier is available during the six

hour period,

3. where by itself or in combination with other U.S. flag

or non-U.S. flag air carriers (if U.S. flag air carriers

are "unavailable") it takes 12 hours or longer from

the original airport to the destination airport to accom-

plish the Subgrantee's program than would service by

a non-U.S. flag air carrier or carriers or

4. when the elapsed travel time on a scheduled flight from

origin to destination airports by non-U.S. flag air

carriers) is three hours or less, and services by U.S.

flag air carriers) would involve twice such travel

time.

NOTE: Where U.S. Government funds are used to reimburse

Subgrantee's use of other than U.S. flag air carriers




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for international travel, the Subgrantee will include

a certification on vouchers involving such transporta-

tion which is essentially as follows:

CERTIFICATION OF UNAVAILABILITY OF U.S. FLAG AIR CARRIERS

I hereby certify that the travel service for personnel

by U.S. flag air carriers was unavailable for the follow-

ing reasonss: (state appropriate reasons) as set forth

above).

D. Rest and Recuperation Travel

The Subgrantee shall be reimbursed for the cost of travel

performed by regular employees and dependents for purposes

of rest and recuperation: Provided that, such reimbursement

does not exceed that authorized Mission employees.


7-4





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8. TRANSPORTATION AND STORAGE-'

A. Transportation, including packing and crating costs, is

an allowable charge for shipping from the established base

of residence in the United States to post of duty in the

collaborating country and return to base of residence in

the United States for each regular employee of:

One privately-owned vehicle,

Personal effects and

Household goods not to exceed the following limitations:


Basic household Basic household
furniture not furniture supplied
supplied (pounds (pounds net
net weight) weight)

Dependents in
Collaborating 7,500 2,500
Country

No dependents
in Collaborating 4,500 1,500
Country

1. Net weight consists of actual effects plus the cartons,

barrels, fiber drums, crates and boxes, as well as the

necessary wrapping and cushioning material, used to

pack fragile articles for shipment or storage. Fragile

articles include clothing, linens, books, pictures,

mirrors, lamp shades and bases, bric-a-brac, glassware,

-/Developed from: (a) "Standard Provisions", Section 6, accompanying
the Soil Management CRSP Grant, (b) "Additional General Provisions,
Cost Reimbursement Contract with an Educational Institution", AID,
1420-23D (10-82) (Section 10) and (c) "Travel and Transportation",
AID Handbook 22 (Section 9).





Draft 8-2
05/06/83


chinaware and other articles which normally require

preliminary packing before removal from the residence.

2. Gross weight is obtained by adding to the net weight

the weight of lift vans, outside shipping containers

and the weight of dunnage or bracing material used to

secure articles in such vans or containers.

3. Vehicles which may be transported include passenger

automobiles, station wagons and certain small trucks

or similar vehicles which may be used primarily for

personal transportation, but transportation is not autho-

rized for trailers, airplanes or any vehicle intended

for commercial use.

Transportation at Government expense is limited to vehi-

cles having a gross size for shipping purposes of not

more than 15 measurement tons (600 cubic feet). An em-

ployee who ships a larger vehicle which otherwise quali-

fies for shipment at Government expense must pay all

costs which result from the excess size of the vehicle.

4. The cost of transporting motor vehicles shall not exceed

the cost of packing, crating and transportation by

surface.

5. In the event that the carrier does not require boxing

or crating of motor vehicles for shipment to the collabo-

rating country, the cost of boxing or crating is not

reimbursable.





Draft 8-3
05/06/83


6. Household goods may be transported by surface or air

freight. However, if shipped by air freight, the cost

shall not exceed that of packing, crating and transporta-

tion by surface of the maximum allowable under Section

A(3) above.

B. Accompanied Baggage

The Subgrantee will be reimbursed for the cost of transport-

ing up to 22 pounds of accompanied baggage per traveler

in addition to that allowed with the economy class airline

ticket.

C. Unaccompanied Baggage

The Subgrantee may be reimbursed for costs of shipment of

unaccompanied baggage (in addition to the weight allowance

above for household effects) not to exceed the following:

Gross weight
(pounds)
Employee 250
First dependent traveling 200
Second dependent traveling 150
Each additional dependent traveling 100

1. Unaccompanied baggage is considered to be those personal

belongings needed by the traveler immediately upon arriv-

al at destination. To permit the arrival of effects

to coincide with the arrival of the employee and depen-

dents, consideration should be given to advance ship-

ments of unaccompanied baggage.

2. This unaccompanied baggage may be shipped as air freight

by the most direct route between authorized points of

origin and destination regardless of the modes of travel

used.





Draft 8-4
05/06/83


3. The foregoing provision concerning "unaccompanied bag-

gage" is also applicable to home leave travel and to

short-term employees when these are authorized by the

terms of the Subgrant.

D. Consumables

When a post is designated as one at which conditions make

it difficult to obtain locally the consumables required

by employees and their dependents, the Management Entity

may authorize shipment of a separate additional allowance

for consumables, apart from the household effects allowances.

1. The amount of the weight for the separate consumable

allowance will be shown in the employee's travel authori-

zation, but in no case will it exceed the weight autho-

rized for household effects.

2. When consumables are shipped together with household

effects to these specified posts, the employee must

obtain documentation showing the weight of the consum-

ables shipped, since this weight must be charged to

the consumables allowance rather than the household

effects allowance to assure proper accounting. Employees

may ship consumables against their household effects

allowance as well, but when the employee intends to

claim against the consumables allowance, specific

weights must be provided.





Draft
05/06/83


E. Storage of Household Effects

The cost of storage charges (including packing, crating

and drayage costs) in the U.S. of household goods is an

allowable charge in lieu of transportation of all or any

part of such goods to the collaborating country provided

that the total amount of household goods shipped to the

collaborating country and stored in the U.S. shall not ex-

ceed 4,500 pounds net for each employee without dependents

in the collaborating country and 7,500 pounds net for each

employee with dependents in the collaborating country.

F. Preference for U.S. Flag Air Carriers

Where international transportation of personal items is

by air freight, U.S. flag air carriers will be used to the

extent that such service is available.

In the event the Subgrantee selects other than a U.S. flag

air carrier for any portion of international air transporta-

tion, a certification will be attached to each voucher in-

volving such transportation which will be essentially as

follows:

CERTIFICATION OF UNAVAILABILITY OF
U.S. FLAG AIR CARRIERS

I hereby certify that transportation service via U.S. flag

air carrier for personal goods was unavailable for the fol-

lowing reasons (state reasons).

G. International Ocean Transportation





Draft 8-6
05/06/83


1. Fifty (50) percent of all international ocean transpor-

tation of persons or materials which is to be reimbursed

in U.S. dollars under the Subgrants shall be on U.S.

flag vessels. Where U.S. flag vessels are not available,

or their use would result in a significant delay, the

Subgrantee may request assistance of the Management

Entity in obtaining a release from this requirement

from the Transportation Support Division, Office of

Commodity Management, AID.

When the Subgrantee is advised that U.S. flag vessels

are not available, the ocean shipment costs on foreign

flag vessels, as named in the determination, will be

eligible for reimbursement under the Subgrant. In all

instances, Subgrantee vouchers submitted for reimburse-

ment under the Grant which include ocean shipment costs

will include a certification essentially as follows:

"I hereby certify that a copy of each ocean bill of

lading concerned has been submitted to the Maritime

Administration, Cargo Preference Control Center,

Commerce Building, Washington, DC 20235, and that such

bill(s) of lading state all of the carrier's charges

including the basis for calculation such as weight or

cubic measurement and indicate the applicable AID Grant

Number".





Draft 8-7
05/06/83


2. Transportation of Foreign-Made Motor Vehicles

Reimbursement of the costs of transporting a foreign

(non-U.S.) made motor vehicle will be made in accordance

with the provisions of the Uniform State/AID/USIA

Foreign Service Travel Regulations, as from time to

time amended.




Draft
09/28/83


9. GRADUATE STUDENT SUPPORT-

Graduate students may be utilized by the Subgrantee to conduct

research relevant to the objectives of the Subgrant. Such stu-

dents shall be administered and supported in accordance with

the Subgrantee's established policy, except as stated elsewhere

in this section. Costs necessary for their support will be per-

mitted as allowable expenditures.

A. Employment

Recruitment and employment will be in accordance with the

Subgrantee's established policy.

B. Stipend

The amount and duration of the stipend paid to a graduate

student will be in accordance with the Subgrantee's estab-

lished policy, including any adjustments when the student

is posted overseas. The stipend is for payment of services

rendered in support of the research objectives of the Sub-

grant. Enrollment in formal university courses is appropri-

ate for the purpose of enhancing the graduate student's

capability to perform the work required on the Subgrant.

C. Tuition

The Subgrantee may be reimbursed for those tuition costs,

including that component charged to fees, normally incurred

in accordance with its established policy for all graduate

students.

D. Books, Academic Supplies, Thesis Preparation

-Developed by the Management Entity following consultation with
Principal Investigators.




Draft
09/28/83


Reimbursement for costs of books, supplies, thesis typing

.and thesis reproduction is allowable to the extent it is

in accordance with the normal policy of the Subgrantee for

all graduate students.

E. Travel

1. Non-U.S. Nationals

Round-trip economy class airline fare will be provided

each non-U.S. national, their spouse and not more than

two dependent children from the city of departure in

the native country to the city of location of university

enrollment. Travel will be by the most direct route

and no compensation provided for unscheduled in-route

expenditures.

2. All Students

For U.S. and non-U.S. nationals posted overseas to con-

duct research on Subgrant objectives, economy class

airline travel from the city of the university to the

research site will be provided for the graduate student.

Similar travel will be provided also for the student's

spouse and not more than two children if the time over-

seas is for more than one year.

F. Allowances

1. Transportation of Personal Effects

a. Non-U.S. Nationals




Draft
09/28/83



A round trip air freight allowance may be provided

for shipment of personal effects not to exceed 200

pounds gross weight.for each adult and 100 pounds

gross weight for each child from the city of depar-

ture in the native country to the city of location

of the university to which enrolled.

b. All Students Posted Overseas

A round trip air freight allowance not to exceed

200 pounds gross weight for each adult and 100 pounds

gross weight for each child will be provided for

students posted overseas for more than one year.

2. Living Quarters

a. On campus

None

b. Posted Overseas

The Subgrantee may provide and be reimbursed for

the cost of maintaining living quarters for graduate

students working overseas on the Subgrant, including

furnishings, rent, heat, light, fuel, gas, electric-

ity, water and routine maintenance. The allowable

shall not exceed that paid AID employees of equiva-

lent salary in the collaborating country in accor-

dance with the Schedule in U.S. Standardized Regula-

tions, as from time to time amended.




Draft 9-4
09/28/83


3. Storage

The cost of storing personal and household effects,

including autos, is an allowable expenditure for stu-

dents posted overseas. Costs will include all risk insur-

ance for goods valued up to $5,000. The maximum allow-

able for storage and insurance will be $1,000 per year.

4. Health and Accident Insurance

Adequate health and accident insurance is required of

all graduate students and dependents posted overseas.

If necessary, and with approval of the Grant Officer,

the Subgrantee may be reimbursed for the cost of premi-

ums for such insurance.

5. Physical Examination

All graduate students and their dependents will be re-

quired to have a general physical examination before

and after an assignment abroad. Letters from the doctor

giving the major results of the medical examination

will be filed with the department administrator. Reason-

able costs of the examination may be considered an allow-

able charge to the Subgrant.

6. Educational

The Subgrantee may be reimbursed for payments made to

graduate students posted overseas for more than one

year for educational allowance for their dependent chil-

dren not to exceed those set forth in the Standardized

Regulations (Government Civilians, Foreign Areas), Chap-

ter 270, as from time to time amended.




10-1


Draft
09/28/83


1/
10. SHORT-TERM EMPLOYEE BENEFITS-

Short-term appointments are those of one year or less duration

and where the employee is assigned to a location other than the

normal base. Such assignments are anticipated for faculty, re-

search and administrative personnel of the Subgrantee institution

and from other universities or institutions who are engaged by

the Subgrantee to assist in activities pertinent to the Subgrant

goals. The following summary of support and allowances are allow-

able expenditures under the Subgrant for such appointments.

A. Salary and Benefits

In accordance with the Subgrantee's usual policy and practice.

B. Travel

1. Less than Three Months

Reimbursement for employee only.

2. Three to Six Months

Reimbursement for employee and spouse.

3. Six to Twelve Months

Reimbursement for employee, spouse and not more than

two children.

C. Allowance

1. Living Quarters

a. Less than Three Months

Standard per diem for post of duty.

b. Three to Six Months

Standard per diem for employee only or .living quar-

ters allowance for collaborating country in accor-

-Developed by the Management Entity following consultation with
Principal Investigators.




Draft
09/28/83


dance with the Schedule in the "Standardized

'/ Regulations" as from time to time amended, whichever
is more economical.

c. Six to Twelve Months

Living quarters allowance for collaborating country

in accordance with the Schedule in the "Standardized

Regulations".

2. Transportation

a. Less than Three Months

One hundred pounds of accompanied baggage.

b. Three to Six Months

One hundred pounds of accompanied baggage and 200

pounds of unaccompanied baggage.

c. Six to Twelve Months

One hundred pounds of accompanied baggage plus the

following unaccompanied baggage:

Employee 200 pounds

First dependent 200 pounds

Each additional dependent 100 pounds

3. Storage

Reimbursement of up to $500 for payment of storage costs

for personal and household effects will be considered

an allowable expenditure.

4. Educational

None

5. Post Allowance

None


10-2









6. Post

None

7. Post

None

8. Post

None

9. Rest

None


Draft
09/28/83


10-3


Differential


Allowance



Differential


and Recuperation Travel





Draft 11-1
05/06/83


11. PERSONNEL POSTED OUTSIDE THE UNITED STATES-I

(This provision is applicable only to the Subgrantee's U.S.

or third country national employees; it is not applicable to

the Subgrantee's collaborating country national employees.)

A. The Subgrantee's employees, when employed in work overseas,

shall maintain private status and may not rely on local

U.S. Government Offices or facilities for support while

so engaged.

B. The sale of personal property or automobiles by Subgrantee

employees and their dependents in the foreign country to

which they are assigned shall be subject to the same limita-

tions and prohibitions which apply to direct-hire AID person-

nel employed by the Mission, except as this may conflict

with collaborating government regulations.

C. Other than work to be performed under the Subgrant for which

an employee or consultant is assigned by the Subgrantee,

no regular or short-term employee or consultant of the Sub-

grantee shall engage directly or indirectly, either in his

own name or in the name or through an agency of another

person, in any business, profession or occupation in the

foreign countries to which he is assigned, nor shall he

make loans or investments to or in any business, profession

or occupation in the foreign countries to which he is

assigned.


-/Developed from "Standard Provisions", Section 25, accompanying the
Soil Management CRSP Grant.





Draft 11-2
05/06/83


D. The Subgrantee's employees, while in a foreign country,

are expected to show respect for its conventions, customs

and institutions, to abide by its applicable laws and regula-

tions and not to interfere in its internal political affairs.

E. In the event the conduct of any Subgrantee employee is not

in accordance with the preceding paragraphs, the Subgrant-

ee's chief of party shall consult with the Mission Director

and the employee involved and shall recommend to the Sub-

grantee a course of action with regard to such employee.

F. The parties recognize the right of the U.S. Ambassador to

direct the removal from a country of any U.S. citizen or

the discharge from the Subgrant of any third country nation-

al when, in the discretion of the Ambassador, the interests

of the United States so require.





Draft 12-1
05/06/83


12. INSURANCE-

A. Health and Accident Insurance

The Subgrantee shall require that all regular and short-term

employees posted overseas have adequate health and accident

insurance on the employee and all dependents. Premiums for

such insurance are cost reimbursable only to the extent that

they are consistent with the subgrantee's policy for all

employees.

B. Defense Base Act Insurance

The Subgrantee shall procure Defense Base Act (DBA) insurance

coverage for all employees engaged in work on the Subgrant,

unless the Subgrantee is not eligible to charge the cost

of premiums for such coverage to Subgrantee funds. The Grant

Officer has ruled that expenditure of Subgrant funds for

DBA insurance premiums is allowable, provided the Subgrantee

requires such insurance for all of its employees engaged

in sponsored international programs.

C. Insurance on Private Vehicles

The Subgrantee shall require that all privately owned vehi-

cles transported to the host country for use by Subgrantee

employees will be covered by a paid-up insurance policy

issued by a reliable company. The following minimum cover-

ages or such other minimum coverages as may be set by the

Mission Director will be provided: injury to Persons -

/Developed from "Additional General Provisions, Cost Reimbursement
Contract with an Educational Institution", Section 17, dated 10/82.





Draft 12-2
05/06/83


$20,000/$50,000; property damage $10,000. Premium costs

for such insurance shall not be a reimbursable cost under

the Subgrant.





Draft 13-1
05/06/83


13. PROCUREMENT OF GOODS AND SERVICES-

A. General

Except as approved in advance by the Grant Officer or as

provided in paragraph H of this section, all goods (e.g.,

equipment, vehicles, materials and supplies) and services

which will be financed under the Subgrant with United States

dollars shall be procured in and shipped from the U.S. or

from any other countries within the authorized geographic

code.

B. Procurement of Goods

Goods purchased under the Subgrant must be of eligible

source and origin and must satisfy AID's componentry require-

ments. In addition, the supplier of commodities must meet

the nationality requirements specified in paragraph Dl of

this section.

1. Source

Source means the country from which a commodity is

shipped to the collaborating country or the collaborat-

ing country itself, if the commodity is located there-

in at the time of purchase. However, where a commodity

is shipped from a free port or bonded warehouse in the

form in which received therein, source means the country

from which the commodity was shipped to the free port

or bonded warehouse.


-Developed from "Standard Provisions", Section 7, accompanying the
Soil Management CRSP Grant.





13-2


Draft
05/06/83


2. Origin

The origin of a commodity is the country or area in

which a commodity is mined, grown or produced. A commodi-

ty is produced when through manufacturing, processing

or substantial and major assembling of components, a

commercially recognized new commodity results that is

substantially different in basic characteristics or

in purpose or utility from its components.

3. Componentry

Components are the goods that go directly into the pro-

duction of a produced commodity. AID componentry rules

are as follows.

a. If a commodity produced in an eligible source coun-

try contains no imported component, it is eligible

for AID financing.

b. Any component from a nonfree world country makes

the commodity ineligible for AID financing.

C. Eligibility of Commodity-Related Services

Incidental Services. Nationality rules are applied to the

contractor or subcontractor supplying equipment under this

Grant and not separately to any subcontractor that may sup-

ply commodity-related incidental services. Such services,

defined as the installation or erection of AID-financed

equipment, or the training of personnel in the maintenance,

operation and use of such equipment are eligible if speci-

fied in the equipment contract or subcontract and performed





Draft 13-3
05/06/83


by citizens of approved countries or non-U.S. citizens law-

fully admitted for permanent residence in the U.S.

D. Nationality

Except as specified in paragraph C of this clause, in order

to be eligible for AID financing contractors, suppliers

or subcontractors must fit one of the following categories.

1. Suppliers of Commodities

A supplier providing goods must fit one of the following

categories to be eligible for AID financing.

a. An individual who is a citizen or legal resident

of an authorized country or area

b. A corporation or partnership organized under the

laws of a country or area included in the authorized

geographic code

c. A controlled foreign corporation, i.e., any foreign

corporation of which more than 50 percent of the

total combined voting power of all classes of stock

is owned by United States shareholders within the

meaning of Section 957 et seq. of the Internal

Revenue Code 26 U.S.C. 957

d. A joint venture or unincorporated association con-

sisting entirely of individuals, corporations or

partnerships which fit any of the foregoing

categories.

2. Suppliers of Services





13-4


Draft
05/06/83


A contractor providing services or a subcontractor pro-

viding services under an AID financed prime contract

for services must fit one of the following categories

to be eligible for AID financing (Note: the terms con-

tractor and subcontractor include personal services

contractors).

a. An individual who is a citizen of and whose princi-

pal place of business is in a country included in

the authorized geographic code or a non-U.S. citizen

lawfully admitted for permanent residence in the

United States whose principal place of business

is in the United States.

b. A corporation or partnership that is incorporated

or legally organized under the laws of a country

or area included in the authorized geographic code,

has its principal place of business in a country

or area included in the authorized geographic code

and meets the criteria set forth in either subpara-

graph (1) or (2) below.

(1) The corporation or partnership is more than

50 percent beneficially owned by individuals

who are citizens of a country or area included

in the authorized geographic code. In the case

of corporations, "more than 50 percent benefi-

cially owned" means that more than 50 percent

of each class of stock is owned by such indi-

viduals; in the case of partnerships, "more





Draft 13-5
05/06/83



than 50 percent benefically owned" means that

more than 50 percent of each category of part-

nership interest (e.g., general, limited) is

owned by such individuals. (With respect to

stock or interests held by companies, funds

or institutions, the ultimate beneficial owner-

ship by individuals is controlling.)

(2) The corporation or partnership:

(a) has been incorporated or legally organized

in the United States for more than three

years prior to the issuance date of the

invitation for bids or request for

proposals,

(b) has performed within the United States

administrative and technical, professional

or construction services under a contract

or contracts for services and derived

revenue therefrom in each of the three

years prior to the date described in the

preceding paragraph,

(c) employs United States citizens in more

than half its permanent full-time posi-

tions in the United States and

(d) has the existing capability in the United

States to perform the contract or





13-6


Draft
05/06/83


1) A joint venture or unincorporated

association consisting entirely of

individuals, corporations or partner-

ships which fit categories D2a and

D2b of this clause. However, joint

ventures with firms wholly or partial-

ly owned by the collaborating govern-

ment are ineligible.

2) A duly authorized officer of the firm

shall certify that the participating

firm meets either the requirements

of subparagraphs D2b(1) or D2b(2)

of this clause. In the case of corpora-

tions, the certifying officer shall

be the corporate secretary. With re-

spect to the requirements of subpara-

graph D2b(1) of this clause, the certi-

fying officer may presume citizenship

on the basis of the stockholder's

record address, provided the certify-

ing officer certifies, regarding any

stockholder (including any corporate

funds or institutional stockholder)

whose holdings are material to the

corporation's eligibility, that the

certifying officer knows of no fact

which might rebut that presumption.





Draft 13-7
05/06/83



3. Ineligible Suppliers of Commodities and Services

Citizens or firms of any country not approved are ineli-

gible as suppliers, contractors, subcontractors or

agents in connection with AID-financed contracts for

goods or services. However, non-U.S. citizens lawfully

admitted for permanent residence in the United States

are eligible.

E. Nationality of Employees under Contracts and Subcontracts
for Services

The nationality policy of subparagraph D2 of this clause

does not apply to the employees of contractors or subcontrac-

tors, but all contractor and subcontractor employees engaged

in providing services under AID-financed contracts must

be citizens of approved countries or non-U.S. citizens law-

fully admitted for permanent residence in the United States.

F. The Collaborating Country as a Source

With certain exceptions, the collaborating country is not

normally an eligible source for procurement to be paid in

U.S. dollars. The exceptions are for ocean freight and ma-

rine insurance (see paragraphs C1 of this clause). The col-

laborating country may be an eligible source if local cost

financing is approved either by specific action of the grant

officer or in the Schedule of the Grant. In such cases,

the General Provision entitled "Local Cost Financing with

U.S. Dollars", as required by AIDPR 7-6.5104, will apply.





Draft 13-8
05/06/83



G. Ineligible Goods and Services

The following goods or services shall not be procured under

the Subgrant.

1. military equipment

2. surveillance equipment

3. commodities and services for support of police or other

law enforcement activities

4. abortion equipment and services

5. luxury goods and gambling equipment

6. weather modification equipment

If AID determines that the Subgrantee has procured any of

these specific ineligible goods and services under the Sub-

grant and has received payment therefore, the Subgrantee

agrees to refund to AID the entire amount of the purchase.

H. Restricted Goods

The Subgrantee shall not procure any of the following goods

or services without the prior written approval of the Grant

Officer. Requests for such approval is to be submitted

through the Management Entity.

1. agricultural commodities

2. motor vehicles

3. pharmaceuticals

4. pesticides

5. plasticizers

6. used equipment

7. U.S. Government-owned excess property





Draft 13-9
05/06/83


If AID determines that the Subgrantee has procured any of

these specified restricted goods under the Subgrant without

the prior written authorization of the Grant Officer, and

has received payment for such purposes, the Subgrantee

agrees to refund to AID the entire amount of the purchase.

I. Printed or Audio-Visual Teaching Materials

If the effective use of printed or audio-visual teaching

materials depends upon their being in the local language

and if such materials are intended for technical assistance

projects or activities financed by AID in whole or in part

and if other funds, including U.S.-owned or U.S.-controlled

local currencies, are not readily available to finance the

procurement of such materials, local language versions may

be procured.

J. Ineligible Suppliers

Funds provided under this Subgrant shall not be used to

procure any commodity or commodity-related services fur-

nished by any supplier whose name appears on the List of

Ineligible Suppliers under AID Regulation 8, "Suppliers

of Commodities and Commodity-Related Services Ineligible

for AID Financing" (22 CFR 208). The Subgrantee agrees to

review said list prior to undertaking any procurement, the

cost of which is to be financed under the Subgrant. The

Management Entity will provide the Subgrantee with this

list.





Draft 14-1
05/06/83



14. TITLE TO, USE AND CARE OF PROPERTY-

A. The term "property" as used in this provision shall mean

Subgrantee purchased property the cost of which is reimbursed

by AID under the Grant. The term "nonexpendable property"

means property which is complete in itself, does not lose

its identity or become a component part of another article

when put into use and is durable with an expected service

life of two years or more.

B. The Schedule of the Grant shall specify (or the AID Grant

Officer may direct) that title to specific property shall

be vested in the Subgrantee, the U.S. Government or in the

collaborating country. When title is to be vested in the

Subgrantee, paragraph C of this provision is applicable.

When title is to be vested in the collaborating country,

paragraph D of this provision is applicable. If specific

direction regarding placement of title is not provided ei-

ther in the Schedule of this Grant or by the AID Grant Of-

ficer then title shall be vested in the Subgrantee, and

paragraph C of this provision is applicable.

C. Subgrantee Titled Property

1. The Subgrantee shall not charge for any depreciation,

amortization or use of property, title to which remains

in the Subgrantee under the Subgrant or any other U.S.

Government agreement, subagreement, contract or

subcontract.

-Developed from "Standard Provisions", Section 23, accompanying the
Soil Management CRSP Grant.





Draft 14-2
05/06/83


2. The Subgrantee agrees to use and maintain the property

for the purpose of the Subgrant.

3. With respect to nonexpendable property having an acqui-

sition cost of $1,000 or more, title to which vests

in the Subgrantee, the Subgrantee agrees:

a. to report such items to the Management Entity from

time to time as they are acquired and to maintain

a control system which will permit their ready iden-

tification and location.

b. to transfer title to any such items in accordance

with any written request therefore issued by the

Management Entity at any time prior to final payment

under the Subgrant.

D. Collaborating Country Titled Property

1. Property title to the collaborating country shall be

under the control of the Subgrantee until the owner

of title directs otherwise or completion of work under

the Subgrant. All performance guarantees and warranties

obtained from suppliers shall be taken in the name of

the title owner.

2. The Subgrantee shall prepare and establish a program

for the receipt, use, maintenance, protection, custody

and care of the collaborating country titled property

for which it has custodial responsibility, including

the establishment of reasonable controls to enforce

such program.





Draft 14-3
05/06/83


3. Within 90 days after completion of the Subgrant or at

such other date as may be fixed by the Management Enti-

ty, the Subgrantee shall submit an inventory schedule

covering all items of property under its custody, title

to which is in the collaborating country or public or

private agency designated by the collaborating country

which have not been consumed in the performance of the

Subgrant. The Subgrantee shall also indicate what dis-

position has been made of such property.





Draft 15-1
05/06/83


15. PUBLICATIONS AND REPORTS-

A. All publications containing results from research supported

from funds provided under the Subgrant will include the

following citation or such other recognition as approved

by the Management Entity and Project Manager.

"The results reported in this publication were obtained

from research supported, in part, by the Agency for

International Development under Grant No. DAN-1311-G-SS-

1083-00."

B. The Subgrantee shall provide the Management Entity (1) with

30 copies of all published works developed under the Sub-

grant and (2) with lists of other written work produced

under the Subgrant.

C. In the event Subgrant funds are used to underwrite the cost

of publishing, in lieu of the publisher assuming this cost

as is the normal practice, any profits or royalties up to

the amount of such cost shall be credited to the Subgrant.

D. The Subgrantee is permitted to secure copyright to any publi-

cation produced or composed under the Subgrant provided

that the Subgrantee agrees to grant to the Government a

royalty-free, nonexclusive and irrevocable license through-

out the world to use, duplicate, disclose or dispose of

such publications in any manner and for any purpose and

to authorize others to use the work for Government purposes.


- Developed from "Standard Provisions", Section 16, accompanying the
Soil Management CRSP Grant.





Draft 16-1
05/06/83


16. NEGOTIATED OVERHEAD RATES-

A. Overhead rates) shall be established for each of the Sub-

grantee's fiscal years or other specified period during

the term of the Subgrant.

B. The Subgrantee, as soon as possible but not later than nine-

ty (90) days after the close of each of its fiscal years

or other specified periods during the term of the Subgrant,

shall submit to the Management Entity a proposed final rate

or rates for the period. The proposed rates) and base(s)

will be submitted by the Management Entity to the AID Grant

Officer for approval.

C. The results of each negotiation shall be set forth in a

written overhead rate agreement executed by the Subgrantee

and the AID Office of Contract Management. Such agreement

shall specify (1) the agreed final ratess, (2) the base(s)

to which the rates) apply and (3) the periods for which

the rates) apply. The overhead rate agreement shall not
change any monetary ceiling, Subgrant obligation or specific

cost allowance or disallowance provided for in the Subgrant.

D. Pending establishment of final overhead rates for any period,

the Subgrantee shall be reimbursed at billing rates subject

to appropriate adjustment when the final rates for that

period are established. To prevent substantial over or under

payment, the provisional or billing rates may, at the re-

quest of either party, be revised by mutual agreement, ei-

ther retroactively or prospectively.

-/Developed from "Standard Provisions", Section 4A, accompanying the
Soil Management CRSP Grant.




17-1


Draft
09/28/83


17. ACCOUNTING, AUDIT AND RECORDS-/

S A. The Subgrantee shall maintain a financial management system

in accordance with the requirements set forth in OMB Circular

A-110. A copy of reports and audits resulting from this sys-

tem as they concern the Subgrant will be furnished to the

Management Entity.

B. The AID Inspector General and the Comptroller General of

the United States or their duly authorized representatives

reserve the right to conduct an audit of the Subgrantee's

books and records to determine whether the Subgrantee has

expended AID's funds in accordance with the terms and condi-

tions of the Subgrant. The Subgrantee agrees both to make

available any further information requested by AID with re-

spect to any questions arising as a result of the audit and

to include the requirements of this provision in any subordi-

nate agreement.
















1/Developed from "Standard Provisions", Section 3, accompanying the
Soil Management CRSP Grant.






Draft 18-1
05/06/83


18. AUDIT AND RECORDS NON-U.S. SUBGRANTEES AND CONTRACTORS-/

A. The Grantee shall require of U.S. Subgrantees that all non-

U.S. institutions with whom it engages in subordinate agree-

ments involving allocation of funds that they maintain

books, records, documents and other evidence and accounting

procedures and practices sufficient to reflect properly

that funds provided by the Subgrantee were expended exclu-

sively for the purposes of the subordinate agreement. Such

records shall be maintained for three years following the

expiration of the subordinate agreement.

B. The Subgrantee shall ensure that, after each twelve months

of a subordinate agreement with a non-U.S. institution,

an audit is conducted on these institutions' records by

an independent public accountant with a national certifica-

tion similar or equivalent to a certified public accountant.

If the Subgrantee determines that an audit is not possible

or feasible, it shall submit to the AID Grant Officer the

reasons why such an audit is not possible or feasible and

present for the approval of the AID Grant Officer alterna-

tives which will achieve the objectives set forth in this

provision. The Subgrantee shall include in each subordinate

agreement hereunder a provision by which the Subgrantee

asserts the right to audit if the independent audit does

not take place or is unacceptable. The subordinate agreement


- Developed from "Standard Provisions", Section 24, accompanying the
Soil Management CRSP Grant.




Draft
09/28/83


shall also require that the institutions with whom the sub-

ordinate agreements are made shall make available any fur-

ther information as requested by the Subgrantee with respect

to questions concerning the audit. The report of independent

audit shall be submitted to the Subgrantee and retained

by it in accordance with the standard provision entitled

ACCOUNTING, AUDIT AND RECORDS.

C. The purpose of the independent audit shall be to determine

the propriety and necessity of the subrecipient's expendi-

tures in terms of the purposes for which the funds were

made available and the adequacy of the subrecipient's finan-

cial management. Notwithstanding the requirement for an

independent audit, the AID Inspector General and the Compt-

troller General of the United States or their duly autho-

rized representatives reserve the right to conduct an audit

of the subrecipient's books and records to determine whether

the subrecipient has expended AID's funds in accordance

with the terms of the Grant. The terms of this provision

are applicable only to subordinate agreements with non-U.S.

institutions.


18-2






Draft 19-1
05/06/83


19. LIMITATION OF FUNDS-l

A. It is estimated that the cost to the Government for the

performance of the Subgrant will not exceed the estimated

cost set forth in the Schedule of the Subgrant, and the

Subgrantee agrees to use its best efforts to carry out the

program specified in the Schedule and all obligations under

the Subgrant within such estimated cost.

B. The amount presently available for payment and allotted

to the Subgrant, the items covered thereby and the period

of performance which it is estimated the allotted amount

will cover are specified in the Schedule. It is contemplated

that from time to time additional funds will be allotted

to the Subgrant up to the full estimated cost set forth

in the Schedule. The Subgrantee agrees to carry out, or

have carried out, the program under the Subgrant up to the

point at which the total amount paid and payable by the

Government pursuant to the terms of the Subgrant approxi-
mates but does not exceed the total amount actually allotted

to the Subgrant.

C. If at any time the Subgrantee has reason to believe that

the costs which it expects to incur in carrying out the

program of the Subgrant in the next succeeding 60 days,

when added to all costs previously incurred, will exceed

75 percent of the total amount then allotted to the Subgrant,


-/Developed from "General Provisions, Cost Reimbursement Contract
with an Educational Institution", Section 10, dated 10/82.





Draft 19-2
05/06/83


the Subgrantee shall notify the Management Entity in writing

to that effect. The notice shall state the estimated amount

of additional funds required to continue the program for

the period set forth in the Schedule.

Sixty days prior to the end of the period specified in the

Schedule, the Subgrantee will advise the Management Entity

in writing as to the estimated amount of additional funds,

if any, that will be required for the timely carrying out

of the program under the Subgrant or for such further period

as may be specified in the Schedule or otherwise agreed

to by the parties.

If, after notification, pursuant to the above, additional

funds are not allotted by the end of the period set forth

in the Schedule or an agreed date substituted therefore,

the Management Entity will, upon written request by the

Subgrantee, terminate the Subgrant pursuant to the provi-

sions of the TERMINATION provision on such date. If the

Subgrantee, in the exercise of its reasonable judgment,

estimates that the funds available will allow it to continue

to discharge its obligation hereunder for a period extending

beyond such date, it shall specify the later date in its

request and the Management Entity, in its discretion, may

terminate this Subgrant on that later date.

D. Except as required by other provisions of the Subgrant,

specifically citing and stated to be an exception from this

provision, the Management Entity shall not be obligated





Draft
05/06/83


to reimburse the Subgrantee for costs incurred in excess

of the total amount from time to time allotted to the Sub-

grant, and the Subgrantee shall not be obligated to continue

carrying out the program under the Subgrant (including ac-

tions under the TERMINATION provision) or otherwise to incur

costs in excess of the amount allotted to the Subgrant un-

less and until the Management Entity has notified the Sub-

grantee in writing that.such allotted amount has been in-

creased and has specified in such notice an increased amount

constituting the total amount then allotted to the Subgrant.

To the extent the amount allotted exceeds the estimated

cost set forth in the Schedule, such estimated cost shall

be correspondingly increased. No notice, communication or

representation in any other form or from any person other

than the Management Entity shall affect the amount allotted

to the Subgrant. In the absence of the specified notice,

the Management Entity shall not be obligated to reimburse

the Subgrantee for any costs in excess of the total amount

then allotted to the Subgrant, whether those excess costs

were incurred during the course of the Subgrant or as result

of termination. When and to the extent that the amount al-

lotted to the Subgrant has been increased, any costs incurred

by the Subgrantee in excess of the amount previously allotted

shall be allowble to the same extent as if such costs had

been incurred after such increase in the amount allotted,

unless the Management Entity issues a termination or other

notice and directs that the increase is solely for the pur-

pose of covering termination or other specified expenses.


19-3





20-1


Draft
05/06/83


20. SUBORDINATE AGREEMENTS-/

The placement of subordinate agreements (e.g., leases, options,

agreements or contracts) with other organizations, firms or

institutions and the provisions of such subordinate agreements

that will involve expenditure of funds provided by the Subgrant

are subject to prior written consent of the Management Entity

and the Grant Officer. In no event shall any such subordinate

agreement be on a cost-plus-a-percentage-of-cost basis. Subordi-

nate contractors (including suppliers) shall be selected on

a competitive basis to the maximum practicable extent consis-

tent with the obligations and requirements of the Subgrant.

























-/Developed from "Standard Provisions", Section 15, accompanying the
Soil Management CRSP Grant.




21-1


Draft
09/28/83


21. USE OF FOREIGN CURRENCY-

S A. Whenever the Subgrantee has a need to convert U.S. dollars
into local currencies, such conversion shall be made through

the U.S. Disbursing Officer. If the Disbursing Officer is

unable to effect such conversion, the Subgrantee is free

to use the facilities of any accredited financial

institution.

B. All expenditures of the Subgrantee in excess or near-excess

currency countries, including per diem (subsistence) ex-

penses, which will be reimbursable by AID under this Grant,

shall be funded from U.S.-owned foreign currencies, unless

otherwise authorized in writing by the U.S. Disbursing

Officer or the AID Grant Officer.






















-/Developed from "Standard Provisions", Section 11, accompanying the
Soil Management CRSP Grant.





Draft
05/06/83


22. INELIGIBLE COUNTRIES-

Unless otherwise approved by the AID Grant Officer, no AID funds

will be expended for costs incurred in countries ineligible for

assistance under the Foreign Assistance Act of 1961, as amended,

or under acts appropriating funds for foreign assistance.





































1/
- Developed from "Standard Provisions", Section 18, accompanying the
Soil Management CRSP Grant.


22-1





Draft
05/06/83


23. SUBGRANTEE-MISSION RELATIONSHIPS-

A. The Subgrantee acknowledges that the Subgrant is an impor-

tant part of the United States Foreign Assistance Program

and agrees that his operations and those of his employees

in the collaborating country will be carried out in such

a manner as to be fully commensurate with the responsibili-

ties which this entails.

B. The Mission Director is the chief representative of AID

in the collaborating country. In this capacity, he is respon-

sible for the total AID program in the collaborating coun-

try. Although the Subgrantee is responsible for all profes-

sional, technical and administrative details of the work

called for by the Subgrant, he shall be under the guidance

of the Mission Director in matters relating to foreign poli-

cy. The on-site leader shall keep the Mission Director cur-

rently informed of the progress of the work under the

Subgrant.

C. It is understood by the parties that the Subgrantee's respon-

sibilities shall not be restrictive of academic freedom.

Notwithstanding these academic freedoms, the Subgrantee's

employees, while in the collaborating country, are expected

to show respect for its conventions, customs and institu-

tions, to abide by applicable laws and regulations and not

to interfere in its internal political affairs.


-/Developed from "Additional General Provisions, Cost Reimbursement
Contract with an Educational Institution", Section 2, dated 10/82.


23-1






Draft 23-2
05/06/83


D. In the event the conduct of any Subgrantee employee is not

in accordance with the preceding paragraphs, the Subgrant-

ee's on-site leader shall consult with the Mission Director

and the employee involved and shall recommend to the Sub-

grantee a course of action with regard to such employee.

E. The parties recognize the right of the U.S. Ambassador to

direct the removal from a country of any U.S. citizen or

the discharge from this Grant of any third country national

or collaborating country national when, in the discretion

of the Ambassador, the interests of the United States so

require.

F. If it is determined that the services of such employee shall

be terminated, the Subgrantee shall use his best efforts

to cause the return of such employee to the United States,

or point of origin, as appropriate.





24-1


Draft
05/06/83



24. U.S. OFFICIALS NOT TO BENEFIT-

No member of or delegate to the U.S. Congress or resident U.S.

commissioner shall be admitted to any share or part of the Sub-

grant or to any benefit that may arise therefrom, but this pro-

vision shall not be construed to extend to the Subgrant if made

with a corporation for its general benefit.
































-/Developed from "Standard Provisions", Section 20, accompanying
the Soil Management CRSP Grant.






Draft 25-1
05/06/83


25. COVENANT AGAINST CONTINGENT FEES-

The Subgrantee warrants that no person or selling agency has

been employed or retained to solicit or secure the Subgrant

upon an agreement or understanding for a commission, percentage,

brokerage or contingent fee except bona fide employees or bona

fide established commercial or selling agencies maintained by

the Subgrantee for the purpose of securing business. For breach

or violation of this warranty, AID shall have the right to can-

cel the Subgrant without liability or, in its discretion, to

deduct from the Subgrant an amount, or otherwise recover, the

full amount of each commission, percentage, brokerage or con-

tingent fee.
























--Developed from "Standard Provisions", Section 21, accompanying the
Soil Management CRSP Grant.





26-1


Draft
05/06/83


26. NONLIABILITY-/

AID assumes no liability with respect to any third party for

any claims for damages arising out of the program supported

by this Subgrant.







































-"Developed from "Standard Provisions", Section 22, accompanying the
Soil Management CRSP Grant.





Draft 27-1
05/06/83


27. EQUAL OPPORTUNITY IN EMPLOYMENT/

A. With respect to the employment of persons in the U.S. under

the Subgrant, the Subgrantee agrees to take all reasonable

steps to ensure equality of opportunity in its employment

practices without regard to race, color or national origin

of such persons and, in accordance with Title VI of the Civil

Rights Act of 1964, when work funded by the Subgrant is per-

formed in the U.S., no person shall on the grounds of race,

color or national origin be excluded from participation,

be denied benefits or be subjected to discrimination. In

addition, the Subgrantee agrees to comply, in accordance

with its written assurance of compliance, with the provisions

of Part 209 of Chapter II, Title 22 of the Code of Federal

Regulations entitled Non-discrimination in Federally Assisted

Programs of the Agency for International Development Effect-

uation of Title VI of the Civil Rights Act of 1964.

B. In addition, the Subgrantee agrees to take all reasonable

steps to ensure equality of opportunity in its employment

practices without regard to sex, religion, age and handicap,

in accordance with P.L. 92-261, P.L. 93-259, P.L. 93-112

and P.L. 93-508. When work funded by AID under the Subgrant

is performed in either the U.S. or overseas, no person shall

on the grounds of sex, religion, age or handicap be excluded

from participation, be denied benefits or be subjected to

discrimination.

-/Developed from "Standard Provisions", Section 19, accompanying the
Soil Management CRSP Grant.





Draft 28-1
05/06/83


28. DISPUTES-!

A. Except as otherwise provided in the Subgrant, any dispute

concerning a question of fact arising under it which is

not disposed of by agreement shall be decided by the AID

Grant Officer, who shall reduce his decision to writing

and mail or otherwise furnish a copy thereof to the Grantee

and the Subgrantee. The decision of the AID Grant Officer

shall be final and conclusive unless within thirty (30)

days from the date of receipt of such copy, the Grantee

or Subgrantee mails or otherwise furnishes to the AID Grant

Officer a written appeal addressed to the Administrator,

Agency for International Development, Washington, DC 20523.

The decision of the Administrator or his duly authorized

representative for the determination of'such appeals shall

be final and conclusive unless determined by a court of

competent jurisdiction to have been fraudulent, or capri-

cious, or arbitrary or so grossly erroneous as necessarily

to imply bad faith or not supported by substantial evidence.

In connection with any appeal proceeding under this provi-

sion, the Grantee and Subgrantee shall be afforded an oppor-

tunity to be heard and to offer evidence in support of its

appeal.

B. This Disputes provision does not preclude consideration

of law questions in connection with decisions provided for


- Developed from "Standard Provisions", Section 13, accompanying
the Soil Management CRSP Grant.





Draft 28-2
05/06/83



in paragraph A above, provided that nothing in the Subgrant

shall be construed as making final the decision of any ad-

ministrative official, representative or board on a question

of law.






Draft 29-1
05/06/83


29. REFUNDS-

A. If the use of Subgrant funds results in an accrual of inter-

est to the Subgrantee or to any other person or entity to

whom the Subgrantee makes such funds available in carrying

out the purposes of the Subgrant, the Subgrantee shall re-

fund to AID an amount equivalent to the amount of interest

accrued.

B. Funds obligated hereunder but not disbursed to the Subgrant-

ee at the time the Subgrant expires or is terminated shall

revert to the Management Entity, except for funds encumbered

by the Subgrantee by a legally binding transaction applica-

ble to its Subgrant. Any funds disbursed to but not expended

by the Subgrantee at the time of expiration or termination

of its Subgrant shall be refunded to the Management Entity.

C. If at any time during the life of the Subgrant it is deter-

mined by the Management Entity that funds obligated by the

Management Entity under the Subgrant have been expended

for purposes not in accordance with the terms of the Sub-

grant, the Subgrantee shall restore an equivalent amount

to the Grant account.










-/Developed from "Standard Provisions", Section 8, accompanying the
Soil Management CRSP Grant.




Draft 30-1
09/28/83


1/
30. TERMINATION-

/ A. For Cause.

A Subgrant may be terminated for cause, in whole or in part,

by the Management Entity with written approval by the Grant

Officer whenever it is determined that the Subgrantee has

failed to comply with the conditions of the Grant. A written

notice of intent will be sent to the Subgrantee by the Man-

agement Entity not less than 60 days prior to the termina-

tion date.

B. For Convenience.

A Subgrant may be terminated for convenience at any time

by either party, in whole or in part, if both parties agree

that the continuation of it would not produce beneficial

results commensurate with the further expenditures of funds.

Both parties shall agree upon termination conditions includ-

ing the effective date and in the case of partial termina-

tion, the portion to be terminated. The agreement to termi-

nate shall be approved in a letter from the AID Grant

Officer to the Grantee.

C. Termination Procedures

Upon receipt of and in accordance with a termination notice

as specified in either paragraph A or B above, the Subgrant-

ee shall forthwith take immediate action to minimize all

expenditures and obligations financed by the Subgrant and

shall cancel such unliquidated obligations whenever possi-

ble. Except as provided below, no further reimbursement

shall be made after the effective date of termination, and


Developed from "Standard Provisions", Section 14, accompanying
the Soil Management CRSP Grant.





Draft 30-2
05/06/83


the Subgrantee shall within 30 calendar days after the effec-

tive date of such termination repay to the Management Entity

all unexpended portions of funds theretofore paid by the

Management Entity to the Subgrantee which are not otherwise

obligated by a legally binding transaction applicable to

the Subgrant. Should the funds paid by the Management Entity

to the Subgrantee prior to the effective date of the termina-

tion of the Subgrant be insufficient to cover the Subgrant-

ee's obligations pursuant to the aforementioned legally

binding transactions, the Subgrantee may submit to the

Management Entity within 90 calendar days after the effec-

tive date of such termination a written claim covering such

obligations and, subject to the limitations contained in

the Subgrant, the Director of the Management Entity shall

determine the amount or amounts to be paid by the Management

Entity to the Subgrantee under such claim in accordance

with the applicable Federal cost principles.