Common use of Expenditures Requiring Prior Approval Clause in Contracts

Expenditures Requiring Prior Approval. Recipients must comply with prior approval requirements that are established in the agreement. Failure to comply with prior approval requirements generally causes USAID to deem the costs unallowable. When it is in the best interest of the Federal Government and funds are available, the AO may review the facts and circumstances of the expenditure made without prior approval and approve the expense if the: ● Expenditures must be otherwise allocable, allowable, and reasonable.‌‌‌ ● AO could have approved the expenditures at the time that they were made. ● AO has the authority to approve the same type of expenditure at the time of the request for approval. ● Approval promotes efficient implementation of USAID’s program, or ● Facts and circumstances of the expenditure show that the recipient was not grossly negligent and did not intend to circumvent USAID requirements. The recipient must submit a written request to the AO addressing the criteria set out above and the AO must make a written determination. 303.3.20 Controlling Language‌ Effective Date: 06/01/2006 It is USAID policy that English is the official language of all award documents because a translation may not convey the full meaning of the original. If an award or any supporting documents are provided in both English and a foreign language, each document must state that the English language version is the controlling version. 303.3.21 Subawards‌‌ Effective Date: 12/29/2022

Expenditures Requiring Prior Approval. Recipients must comply with prior approval requirements that are established in the agreement. Failure to comply with prior approval requirements generally causes USAID to deem the costs unallowable. unallowable.‌ When it is in the best interest of the Federal Government and funds are available, the AO may review the facts and circumstances of the expenditure made without prior approval and approve the expense if the: the:‌ ● Expenditures must be otherwise allocable, allowable, and reasonable.‌‌‌ reasonable.‌ ● AO could have approved the expenditures at the time that they were made. made.‌ ● AO has the authority to approve the same type of expenditure at the time of the request for approval. approval.‌ ● Approval promotes efficient implementation of USAID’s program, or or‌ ● Facts and circumstances of the expenditure show that the recipient was not grossly negligent and did not intend to circumvent USAID requirements. requirements.‌ The recipient must submit a written request to the AO addressing the criteria set out above and the AO must make a written determination. determination.‌ 303.3.20 Controlling Language‌ Language‌‌ Effective Date: 06/01/2006 It is USAID policy that English is the official language of all award documents because a translation may not convey the full meaning of the original. If an award or any supporting documents are provided in both English and a foreign language, each document must state that the English language version is the controlling version. 303.3.21 Subawards‌‌ Effective Date: 12/29/2022version.‌

Expenditures Requiring Prior Approval. Recipients must comply with prior approval requirements that are established in the agreement. Failure to comply with prior approval requirements generally causes USAID to deem the costs unallowable. unallowable.‌ When it is in the best interest of the Federal Government and funds are available, the AO may review the facts and circumstances of the expenditure made without prior approval and approve the expense if the: the:‌ ● Expenditures must be otherwise allocable, allowable, and reasonable.‌‌‌ reasonable.‌ ● AO could have approved the expenditures at the time that they were made. made.‌ ● AO has the authority to approve the same type of expenditure at the time of the request for approval. approval.‌ ● Approval promotes efficient implementation of USAID’s program, or or‌ ● Facts and circumstances of the expenditure show that the recipient was not grossly negligent and did not intend to circumvent USAID requirements. requirements.‌ The recipient must submit a written request to the AO addressing the criteria set out above and the AO must make a written determination. determination.‌ 303.3.20 Controlling Language‌ Language‌‌ Effective Date: 06/01/2006 It is USAID policy that English is the official language of all award documents because a translation may not convey the full meaning of the original. If an award or any supporting documents are provided in both English and a foreign language, each document must state that the English language version is the controlling version. version.‌‌‌‌‌‌‌ 303.3.21 Subawards‌‌ Effective Date: 12/29/202212/29/2022 Note Regarding Source and Nationality Rules:‌

Expenditures Requiring Prior Approval. Recipients must comply with prior approval requirements that are established in the agreement. Failure to comply with prior approval requirements generally causes USAID to deem the costs unallowable. unallowable.‌ When it is in the best interest of the Federal Government and funds are available, the AO may review the facts and circumstances of the expenditure made without prior approval and approve the expense if the: the:‌‌ ● Expenditures must be otherwise allocable, allowable, and reasonable.‌‌‌ reasonable. ● AO could have approved the expenditures at the time that they were made. ● AO has the authority to approve the same type of expenditure at the time of the request for approval. ● Approval promotes efficient implementation of USAID’s program, or ● Facts and circumstances of the expenditure show that the recipient was not grossly negligent and did not intend to circumvent USAID requirements. The recipient must submit a written request to the AO addressing the criteria set out above and the AO must make a written determination. 303.3.20 Controlling Language‌ Effective Date: 06/01/2006 It is USAID policy that English is the official language of all award documents because a translation may not convey the full meaning of the original. If an award or any supporting documents are provided in both English and a foreign language, each document must state that the English language version is the controlling version. 303.3.21 Subawards‌‌ Subawards‌ Effective Date: 12/29/2022

Expenditures Requiring Prior Approval. Recipients must comply with prior approval requirements that are established in the agreement. Failure to comply with prior approval requirements generally causes USAID to deem the costs unallowable. When it is in the best interest of the Federal Government and funds are available, the AO may review the facts and circumstances of the expenditure made without prior approval and approve the expense if the: ● Expenditures must be otherwise allocable, allowable, and reasonable.‌‌‌ ● AO could have approved the expenditures at the time that they were made. ● AO has the authority to approve the same type of expenditure at the time of the request for approval. ● Approval promotes efficient implementation of USAID’s program, or ● Facts and circumstances of the expenditure show that the recipient was not grossly negligent and did not intend to circumvent USAID requirements. The recipient must submit a written request to the AO addressing the criteria set out above and the AO must make a written determination. 303.3.20 Controlling Language‌ Effective Date: 06/01/2006 It is USAID policy that English is the official language of all award documents because a translation may not convey the full meaning of the original. If an award or any supporting documents are provided in both English and a foreign language, each document must state that the English language version is the controlling version. 303.3.21 Subawards‌‌ Subawards‌ Effective Date: 12/29/2022