**GLOSSARY OF ADS TERMS**

#s

**360 degree sources**

Customers, peers, other managers, subordinates, and other individuals
with whom or for whom an employee may have worked who can provide
feedback, from their various perspectives, about an employee\'s
performance during any period of performance currently being evaluated.
([Chapters 461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**401(k) Defined Contribution Pension Plan**

A pension plan that requires the employer to specify an amount to
contribute but does not specify the amount that may be paid as a benefit
to the participant. [(Chapter
637)](http://www.usaid.gov/policy/ads/600/637.pdf)

**656 Committee**

Interagency Federal Energy Policy Committee, the group designated in
section 656 of the DOE Organization Act to provide general oversight for
interdepartmental FEMP matters. It is chaired by the Under Secretary of
DOE and includes the designated Assistant Secretaries or Assistant
Administrator of the Department of Defense, Commerce, Housing and Urban
Development, Transportation, Agriculture, Interior and the U.S. Postal
Service and General Services Administration, along with similar level
representatives of the National Aeronautics and Space Administration and
the Veterans Administration. ([Chapter
528)](http://www.usaid.gov/policy/ads/500/528.pdf)

\- A -

**A and B Rolls**

Negative rolls of motion picture film, usually 16 mm, in which the shots
are distributed between two rolls to permit special effect on printing.
[(Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Abolished Position**

An SES position which is surplus to the needs of the Agency due to any
of the following reasons: (1) lack of work or curtailment of a function,
(2) shortage of funds, (3) reorganization, (4) determination that the
appointee\'s position no longer meets the definition for inclusion in
the SES because of a change in duties or responsibilities, or (5) -
another action which results in the elimination or modification of an
SES position. ([Chapter
455](http://www.usaid.gov/policy/ads/400/455.pdf))

::: Definition-Term
**Accelerated Payment Methods**
:::

::: Definition-Term
A group of payment methods authorized under the Prompt Payment Act
Implementation that, in certain instances, allows payment to be made to
vendors prior to the normal 30 day waiting period. Accelerated payments
have been expanded to include \"Fast Pay\", payments for invoices under
\$2,500, payments to small businesses, and payments related to
emergencies, and disasters. Accelerated payments may be made to any
small business if the Bureau or Mission Director determines that such
early payments are necessary. ([Chapter
630)](http://www.usaid.gov/policy/ads/600/630.pdf)
:::

**acceptable level of competence**

For the Civil Service, an acceptable level of competence means
\"Effective\" performance by an employee of the duties and
responsibilities of their assigned position which warrants advancement
of the employee\'s rate of basic pay to the next higher step of the
grade of their position. [(Chapter
462)](http://www.usaid.gov/policy/ads/400/462.pdf)

See 5 CFR Sec. 531.403 ([Chapter
471)](http://www.usaid.gov/policy/ads/400/471.pdf)

**acceptable performance**

Performance that meets an employee\'s performance measure(s) at the
Needs Improvement level (or higher) in the work objective(s) at issue.
([Chapter 489)](http://www.usaid.gov/policy/ads/400/489.pdf)

**access**

The process of making a record available to an individual who is the
subject of the record to inspect in person or by providing a copy of the
record by mail. [(Chapter
509)](http://www.usaid.gov/policy/ads/500/509.pdf)

The ability and opportunity to obtain knowledge of classified
information. An individual is considered to have access by being in a
place where national security information is kept, processed, handled,
or discussed, if the security control measures that are in force do not
prevent that person from gaining knowledge of such information.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf)[,
567](http://www.usaid.gov/policy/ads/500/567.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**access-AIS**

The ability and the means necessary to read, store or retrieve data,
communicate with, or make use of any resource of an automated
information system (AIS). [(Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**access control-AIS**

The process of limiting access to the resources of an AIS system only to
authorized users, pro­grams, processes, or other AIS systems (computer
net­works). Synonymous with controlled access, con­trolled accessibility.

[(Chapter 562)](http://www.usaid.gov/policy/ads/500/562.pdf)

**access control-Physical**

Security hardware, equipment and procedures designed to limit, control
or prevent access to offices through the use of physical barriers,
locking hardware, electronic systems and guard forces. [(Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Access Restriction**

An access restriction is placed to preclude an employee\'s access to
specified information. When access restrictions are imposed, OIG/SEC
will coordinate with M/HR or OIG/M as appropriate and with the head of
the office of the employee\'s assignment. The employee will be notified
in writing of the restrictions, the reasons for the action, and the time
period for the restrictions. Such restrictions will specify the subject
matter or specifically designated projects/documents, or other
conditional or probationary terms of access. The time period of the
restriction may be indefinite or may depend on resolution of a
precipitating issue(s) sufficiently to permit the restoration of full
access eligibility[. (Chapter
566)](http://www.usaid.gov/policy/ads/500/566.pdf)

**accommodations (airplane)**

1\) First Class -- Air travel accommodations at a higher cost than that
for standard -- economy class accommodations, but lower than premium
fare.

2\) Premium Fare -- Air travel accommodations at a cost higher than that
for standard first-class accommodations.

3\) Business Class -- Air travel accommodations at a cost lower than
first-class accommodations and higher than the standard, economy fare.

4\) Economy -- Standard coach fare, unrestricted, subject to seasonal
variances. [(Chapter 523)](http://www.usaid.gov/policy/ads/500/523.pdf)

**accountability-AIS**

The concept that an individual user is held responsible for system
actions that occur while the system password is actively enabling system
access.

[(Chapter 562)](http://www.usaid.gov/policy/ads/500/562.pdf)

**accountability for results (or results accountability)\
**The establishment of clear responsibility and expectation related to
achieving formally approved results. Expectations concerning
accountability vary with the degree of control that an individual or
Operating Unit has over the results they are managing. [(Chapters
200-203)](http://www.usaid.gov/policy/ads/200/)

**Accountability Report**

Annual report to OMB and Congress that integrates the following
information:

\- Federal Managers\' Financial Integrity Act report;

\- Chief Financial Officers Act Annual Report (including audited

financial statements);

\- Management\'s Report on Final Action as required by the

Inspector General Act; and

\- Available information on Agency performance compared with its

stated goals and objectives, in advance of the statutory

Government Performance and Results Act requirement. [(Chapter
596](http://www.usaid.gov/policy/ads/500/596.pdf))

**accountable property**

Accountable property for USAID is: (a) all nonexpendable residential
furniture and equipment regardless of cost or location; (b) all other
nonexpendable personal property items costing \$100.00 or more exclusive
of shipping, packing, and storage costs; (c) any expendable stock
inventory in stockroom or nonexpendable property in warehouse; and (d)
any leased or borrowed nonexpendable property regardless of cost.
(Chapters [518](http://www.usaid.gov/policy/ads/500/518.pdf)[,
534](http://www.usaid.gov/policy/ads/500/534.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Accountable Property Officer (APO)**

An official appointed by Agency Property Management Officers who is
responsible for nonexpendable property or information technology (IT)
property. The IT APO is separately designated by IRM. This official is
charged with budgeting, accountability, receipt, storage, issuance,
record keeping, inventory, reporting, and certification of all property
resources records and reports within the accountable area. For IT
property this pertains to all Federal Information Processing (FIP)
resources. (Chapters [518](http://www.usaid.gov/policy/ads/500/518.pdf),
[532,](http://www.usaid.gov/policy/ads/500/532.pdf)
[534](http://www.usaid.gov/policy/ads/500/534.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Accountable Property Records**

Formal records of personal property that assign specific responsibility
for control to an individual. [(Chapter
518)](http://www.usaid.gov/policy/ads/500/518.pdf)

**account servicing**

The portion of the claim management cycle that includes monitoring the
status of accounts of indebtedness, monitoring records of current debts,
billing for amounts due, collecting amounts due, handling debtor
correspondence, performing follow-up functions, and providing accurate
reporting of debt portfolios. [(Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

#### 

#### Accounting Standards and Principles

Those conventions, rules, and procedures necessary to define acceptable
accounting practice. Accounting standards include broad guidelines of
general application and may also include detailed practices and
procedures. (OMB Circular A-134) ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

Accreditation

The formal declaration by a Designated Security Approving Authority
(DSAA) that an information system (IS) is approved to operate in a
particular security mode using a prescribed set of safeguards to an
acceptable level of risk. {Source: a USAID variation of the Federal term
used in NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**accretion of additional duties and responsibilities**

A situation where the incumbent has acquired additional duties and
responsibilities, which represent a logical extension of the old job,
and which, when fully performed, warrant promotion to a higher grade.
[(Chapter 418)](http://www.usaid.gov/policy/ads/400/418.pdf)

**accrual\
**The estimated cost of goods and/or services or other performance
received but not yet paid for by the Agency. Accruals are calculated for
specific agreements and help provide current information on the
financial status of an activity (or group of activities), agreement, or
program. In the case of construction, they may be based on percent
completed. (See [ADS Series 600](http://www.usaid.gov/policy/ads/600/)
for a more technical discussion of this term) ([Chapters
200-203)](http://www.usaid.gov/policy/ads/200/)

**accrual**

The value of the liability recognized during the period for goods and/or
services received but not disbursed or invoiced but not recorded. It may
also refer to the value of associated expenditures (**expenses**).
[(Chapter 631](http://www.usaid.gov/policy/ads/600/631.pdf))

**accrual accounting**

The basis of accounting that records revenues when earned and
expenditures (expenses) when the goods are received or services
performed even though the receipt of the revenue or the payment of the
expenditure may take place, in whole or part, in another accounting
period. (JFMIP) ([Chapter
631)](http://www.usaid.gov/policy/ads/600/631.pdf)

**accrual basis**

The basis whereby transactions and events are recognized when they
occur, regardless of when cash is received or paid. (GAO) [(Chapter
631)](http://www.usaid.gov/policy/ads/600/631.pdf)

**accrual date**

See 6 FAM 311.3. [(Chapter
521)](http://www.usaid.gov/policy/ads/500/521.pdf)

**accrued expenditure**

Charges incurred during a given period that reflect cost/liabilities
incurred and the need to pay for (**1**) services performed by
employees, contractors, vendors, carriers, grantees, lessors, and other
payees; (**2**) goods and tangible property received and accepted; and
(**3**) amounts becoming owed in the future under programs for which no
current service or performance is required, such as annuities, insurance
claims, and other benefit payments and some cash grants. (JFMIP)(GAO)
Accrued expenditure includes both expenditure and accrual components.
([Chapter 631](http://www.usaid.gov/policy/ads/600/631.pdf))

**Accrued Leave**

The leave earned by an employee during the current leave year that is
unused at any given time in that year. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**accrued liabilities**

The amount owed for expenses or charges incurred but for which payments
are not due until a later period. (JFMIP) Accrued liabilities will be
adjusted for advances to preclude overstated General Ledger balances.
([Chapter 631](http://www.usaid.gov/policy/ads/600/631.pdf))

**accrued revenue**

Revenues are earned by USAID and are owed to USAID as performance
occurs, regardless of the timing of collection or whether billing has
occurred. Receipts collected in advance of performance are unearned
revenue (deferred income) until performance occurs, and develop into
accrued revenues as the money is earned by USAID. ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Accumulated Leave**

The unused leave remaining to the credit of an employee at the beginning
of the leave year. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Acquired Immune Deficiency Syndrome (AIDS)**

The term given to the illness that results in the body\'s inability to
fight infection. ([Chapter
407](http://www.usaid.gov/policy/ads/400/407.pdf))

**Acquisition**

Means the acquiring by contract with appropriated funds of supplies or
services (including construction) by and for the use of the Federal
Government through purchase or lease, whether the supplies or services
are already in existence or must be created, developed, demonstrated,
and evaluated. Acquisition begins at the point when agency needs are
established and includes the description of requirements to satisfy
agency needs, solicitation and selection of sources, award of contracts,
contract financing, contract performance, contract administration, and
those technical and management functions directly related to the process
of fulfilling agency needs by contract. ([Chapter
331)](http://www.usaid.gov/policy/ads/300/331.pdf)

**Acquisition and Assistance Request Document (AARD)**

The document for transmitting the contracting, assistance, or PASA/RSSA
requirement from the technical office to M/OP or the Mission contracting
office. ([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**acquisition of personal property**

Property acquired through purchase, donation, excess from other
agencies, or transfer upon completion of a contract. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

**Acquisitions Coordinator**

An affiliate of the Development Experience Clearinghouse who coordinates
the capture of USAID development experience documentation for the
Development Experience System (DEXS). ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Acquisitions Liaison**

A designee of each operating unit and contractor or grantee who assists
the Development Experience Clearinghouse (DEC) Acquisitions Coordinator
to capture USAID development experience documentation for the
Development Experience System (DEXS). ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Act**

For the purposes of ADS Chapters 400-499, the Foreign Service Act of
1980 as amended. ([Chapters
400-499](http://www.usaid.gov/policy/ads/400/))

The Privacy Act of 1974 (5 U.S.C. 552a; 88 Stat. 1896). (Chapters
[508](http://www.usaid.gov/policy/ads/500/508.pdf),
[509](http://www.usaid.gov/policy/ads/500/509.pdf))

**Active Duty Period**

The portion of the RIF notice period in which an employee is in work
status. ([Chapter 454)](http://www.usaid.gov/policy/ads/400/454.pdf)

**activity\
**A set of actions through which inputs, such as commodities, technical
assistance, training, or resource transfers, are mobilized to produce
specific outputs, such as vaccinations given, schools built,
microenterprise loans issued, or policies changed. Activities are
undertaken to achieve Strategic or Special Objectives that have been
formally approved and notified to Congress. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf),
[250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Activity Approval Document (AAD)\
**A document that approves one or more activities for implementation. An
AAD is required prior to obligating funds. (See ADS 201.3.6, Activity
Planning) ([Chapters 200-203)](http://www.usaid.gov/policy/ads/200/)

**Activity Manager\
**Member of a Strategic Objective (SO) Team or subteam who is
responsible for the day-to-day management of one or more specific
activities. The Activity Manager is selected by the SO Team, and may or
may not also have the delegated authorities of a Cognizant Technical
Officer (CTO), whose authority to carry out contract management
functions are designated by a Contracting or Agreement Officer. (See
"Cognizant Technical Officer (CTO)") ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[306](http://www.usaid.gov/policy/ads/300/306.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Actuarial Reduction**

The reduction applied to an annuity if a redeposit is owed and not
repaid. The base for reduction is the numeric age factor multiplied by
the amount owed. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**add-on security**

The retrofitting of protection mecha­nisms, implemented by hardware or
software, after the AIS system has become operational. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**\*additional help**

An additional help document provides non-mandatory guidance intended to
clarify Agency policy and its application contained in the ADS. For
example, these may include \"how-to\" guidelines and non-mandatory
reference material created internally or externally. These documents may
repeat policy, but do not contain new policy. Additional help documents
are optional reading. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**adequate quarters**

Housing that is comparable to what an employee would occupy in the
Washington D.C. Metropolitan Area, with adjustments for family size and
locality abroad. ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**adjusted return on operations**

The core measure used by USAID to assess the financial sustainability of
a microfinance institution. A value of one or greater implies full
financial sustainability. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**ADM USAID**

This term refers to USAID administrative messages. These messages are
clearly of interest to USAID only such as: Administrative
Audit/Purchasing, Contracting Support, Travel, Operating Expenses, etc.
([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Administrative Approval**

The initial approval of an invoice or voucher received for payment. The
approving officer is an employee (normally the CTO) directly concerned
with acceptance of the supplies, services, etc., billed. The approval is
necessary before the invoice or voucher is certified for payment by the
authorized certifying officer, except as may be specifically exempted by
USAID. ([Chapter 630](http://www.usaid.gov/policy/ads/600/630.pdf))

**administrative charges**

Additional costs incurred in processing and handling a debt because it
has become delinquent. Charges should be based on actual costs incurred
or cost analyses that estimate the average of actual additional costs
incurred for particular types of debt at similar stages of delinquency.
Administrative charges must be accrued and assessed from the date of
delinquency. ([Chapter
625)](http://www.usaid.gov/policy/ads/600/625.pdf)

**Administrative Error**

An error due to the failure to follow Agency policies and essential
procedures that results in loss of annual leave through no fault of the
employee, or an error made on official leave records. ([Chapter
480](http://www.usaid.gov/policy/ads/400/480.pdf))

**administrative judge**

Formerly hearing examiner, a person appointed by EEOC to conduct
hearings on equal employment opportunity complaints. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Administrative Officer/Counselor**

The State Department officer responsible for managing all administrative
and support activities of an overseas post, except for USAID activities
under independent administration. Responsibilities include management of
and budgeting for real property operations. (FAM06-0700) (See Single
Real Property Manager.) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**administrative offset**

The withholding of money payable by the United States to, or held by the
United States for, a person to satisfy a debt the person owes the
government. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**administrative property**

Administrative property is basic common-use furniture, furnishing, and
equipment (including residence property) usually available through
normal supply channels (e.g., desks, chairs, office machines, sofas,
beds, refrigerators, etc.). [(Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

**administrative wage garnishment**

The process by which Federal agencies require a private sector employer
to withhold up to 15 percent of an employee's disposable pay to satisfy
a delinquent debt owed to the Federal government. A court order is not
required. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Administrative Workweek**

A period of seven consecutive calendar days beginning on Sunday and
ending on the following Saturday. (Chapters
[479](http://www.usaid.gov/policy/ads/400/479.pdf),
[481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Administratively Controlled Correspondence**

Correspondence which does not require the same protection as National
Security Information but should be protected from unauthorized
disclosure for administrative reasons, i.e., Sensitive But Unclassified
(SBU). ([Chapter 503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Administratively Determined (AD) Appointment**

An appointment action under which personnel may be appointed,
compensated, and removed by the Administrator without regard to the
provisions of any other law. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Administratively Determined Personnel**

An appointment action under which personnel may be appointed,
compensated, and removed by the Administrator without regard to the
provisions of any other law. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf))

**Admonishment**

See 3 FAM 4310 (Old 3 FAM 761.2) ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf)[)]{.underline}

**Adoption**

A legal process in which an individual becomes the legal parent of
another\'s child. The source of an adopted child-e.g., whether from a
licensed placement agency or otherwise-is not a factor in determining
eligibility for leave. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Adoption Agreement**

This is the legal document, filed with the Internal Revenue Service,
which allows the employer to establish and implement a 401(k) pension
plan. ([Chapter 637](http://www.usaid.gov/policy/ads/600/637.pdf))

**ADS drafter**

An Automated Directives System (ADS) drafter is an individual (or team)
that creates or participates in drafting ADS material when asked by the
primary author. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**advance**

An amount paid prior to the later receipt of goods, services, or other
assets. Advances are ordinarily made only to payees to whom an agency
has an obligation, and they do not exceed the amount of the obligation.
A common example is a travel advance, which is an amount made available
to an employee prior to the beginning of a trip for cost incurred in
accordance with the Travel Expense Act of 1949 (**5 U.S.C 5705**) and in
accordance with standardized government travel regulations. (GAO)
([Chapter 631](http://www.usaid.gov/policy/ads/600/631.pdf))

[]{.mark}

**advance or advance payment**

Payment made by Treasury check or other appropriate payment mechanism to
an organization upon their request prior to or in anticipation of
outlays for USAID-funded cost for performance or delivery under a
contract or other type of procurement arrangement or work under a grant
or cooperative agreement; or through the use of pre-determined payment
schedules. Advances differ from partial, progress, interim, and
mobilization payments because they are not based on actual performance
or actual costs incurred. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**Advance Of Pay**

STR 850; 3 FAM 3280 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Adverse Action**

An action against an employee in the form of furlough for 30 days or
less, suspension in excess of 14 days, removal for cause, or reduction
in grade or pay (demotion) taken for such cause as will promote the
efficiency of the service. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Advisory Committee**

A committee, board, commission, council, conference, panel, task force,
or other similar group, or any subcommittee or subgroup thereof, which
is formed or utilized by USAID to obtain advice or recommendations and
is NOT composed entirely of full-time employees of the Federal
Government. ([Chapter 105)](http://www.usaid.gov/policy/ads/100/105.pdf)

**Advisory Letter**

Advisory letters are issued to Rating Officials and Appraisal Committee
members by Performance Boards when a current evaluation is deficient in
some manner but the deficiency does not adversely affect the employee\'s
competitive standing. These letters are not placed in an employee\'s
Performance Evaluation File. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**affected person**

Anyone who may use, benefit from, or be harmed by the disseminated
information. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**age**

Refers to individuals who are at least 40 years old. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Agency**

United States Agency For International Development, its offices,
bureaus, divisions, and posts abroad. (3 FAM 4310 {Old 3 FAM 761.2})
(Chapter [485](http://www.usaid.gov/policy/ads/400/485.pdf),
[508](http://www.usaid.gov/policy/ads/500/508.pdf))

Any Executive department, military department, Government corporation,
Government controlled corporation, or other establishment in the
executive branch of the Government (including the Executive Office of
the President), or any independent regulatory agency. ([Chapter
509](http://www.usaid.gov/policy/ads/500/509.pdf))

The United States Information Agency or the Agency for International
Development and its participating agencies, as appropriate. (6
FAM-111.3) (Chapters [522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Agency Acronym**

The Agency\'s acronym, USAID, refers to both the Washington office and
field missions. The field missions use USAID/(name of Mission) and
Washington uses USAID/W. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Agency Audit Follow-Up Official\
**The senior management official designated by the Administrator in
accordance with OMB Circular A-50 to oversee audit follow-up. The
Assistant Administrator for Management is USAID's Audit Follow-up
Official. ([Chapter 595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Agency Competition Advocate**

See Competition Advocate. ([Chapter
302](http://www.usaid.gov/policy/ads/300/302.pdf))

**agency-contracted financial audit**

An audit of specific USAID-funded grants or contracts where the Office
of Inspector General (OIG) manages non-Federal auditors and issues the
resulting audit report. Non-Federal auditors are generally U.S. or
U.S.-affiliated firms hired under OIG contracts. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Agency goal\
**A long-term development result in a specific area to which USAID
programs contribute. An Agency goal has been identified as a specific
goal in the Agency Strategic Plan (ASP). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Agency Head**

(see \"Head of the Agency\"). ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Agency-issued Letter of Credit (LOC)**

An instrument certified by an authorized official of USAID\'s Bureau for
Management, Financial Management (M/FM) that authorizes the recipient to
request an electronic draw down (or advance) of funds through the Bureau
of Management, Office of Financial Management, Cash Management and
Payment Division, Grants and Interagency Billings Team (M/FM/CMP/GIB).
LOCs are not issued to non-U.S. organizations organized, located, and
operated outside the U.S. unless the organization maintains an account
in a U.S. bank able to accept a funds transfer from the U.S. Treasury.
LOC financing is available for advance payments where the amount
required for advances is at least \$50,000 over the life of the contract
or grant and there is a continuing relationship with the organization
for at least one year. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**Agency Limitation**

Any administrative division or subdivision of funds made by agency
officials that restricts the use of Federal Government funds. (OMB A-34)
([Chapter 634)](http://www.usaid.gov/policy/ads/600/634.pdf)

**Agency Management Control Review Committee**

A group of senior USAID officials who provide oversight for the
Agency\'s management control program, including the identification,
correction, and reporting on management control deficiencies. The Agency
MCRC also provides oversight and assistance regarding audit management
issues. (Chapters [591](http://www.usaid.gov/policy/ads/500/591.pdf)[,
592](http://www.usaid.gov/policy/ads/500/592.pdf),
[596](http://www.usaid.gov/policy/ads/500/596.pdf))

**Agency Mission Statement\
**The ultimate purpose of Agency programs; it is the unique contribution
of USAID to U.S. national interests. There is one Agency Mission, and it
is described in the Agency Strategic Plan (ASP). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

Agency Notice

The Agency's official method of disseminating official, unclassified
information of significant but temporary interest. Agency Notices are
not for material that is to be retained for any length of time, with the
exception of Policy Notices. ([Chapter
504](http://www.usaid.gov/policy/ads/500/504.pdf))

**Agency Objective\
**A development result that contributes to the achievement of an Agency
goal as defined in the Agency Strategic Plan (ASP). Agency Objectives
generally denote preferred approaches or areas of emphasis for programs
that support specific goals. They should not be confused with Strategic
or Special Objectives. Agency Objectives provide a general framework for
more detailed planning that occurs for specific country and regional
programs. ([Chapters 200-203)](http://www.usaid.gov/policy/ads/200/)

**Agency organizations**

In USAID/Washington (USAID/W) this includes bureaus and independent
offices. Overseas this includes USAID missions, USAID Offices, USAID
Sections of Embassy, Offices for Multi-country Programs, Offices for
Multi-country Services, etc. (See also Major Functional Series 100).
(Chapters [541](http://www.usaid.gov/policy/ads/500/541.pdf),
[542](http://www.usaid.gov/policy/ads/500/542.pdf),
[543)](http://www.usaid.gov/policy/ads/500/543.pdf)

**Agency Parking**

Vehicle parking spaces under the jurisdiction and/or control of a
Federal agency which are used for parking government vehicles. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Agency Profiles**

A list of key, subject-matter words that are of interest to
organizations. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Agency Program Approach\
**A tactic commonly used to achieve a particular Agency Objective.
Several program approaches are associated with each Agency Objective.
These are identified in the Agency Strategic Plan (ASP). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Agency Program Coordinator**

The Agency Program Coordinator oversees the International Merchant
Purchase Agreement Card (I.M.P.A.C.) program. He/she serves as the focal
point for coordination of the applications, issuance and destruction of
cards, and administrative training. This individual also serves as the
liaison between USAID and the GSA Contracting Officer. The Agency
Program Coordinator is: Ms. Velma Jones, M/OP/OD. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Agency-Shared Platform**

Hardware that is part of the Agency-supported automation network and
shared by multiple users. ([Chapter
550](http://www.usaid.gov/policy/ads/500/550.pdf))

**Agency Strategic Framework**

A graphical or narrative representation of the Agency\'s strategic plan;
the framework is a tool for communicating USAID\'s development strategy.
The framework also establishes an organizing basis for measuring,
analyzing, and reporting results of Agency programs. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Agency Strategic Plan (ASP)\
**An overall Agency plan for providing development and humanitarian
assistance, which articulates the Agency mission, goals, objectives, and
program approaches. The Agency Strategic Plan is coordinated with and
reflects U.S. Government foreign policy priorities, as described in the
International Affairs Strategic Plan (IASP). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Agency Tender Official (ATO)**

An inherently governmental official with decision-making authority who
is responsible for the agency tender and represents the agency tender
during source selection. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**agent\
**Term no longer used. **(See "Partner")**

**agent of the class**

A class member who acts for the class during the processing of the class
complaint. ([Chapter 110](http://www.usaid.gov/policy/ads/100/110.pdf))

**aggrieved person**

Any person or class of individuals presenting a complaint to an EEO
Counselor. ([Chapter 110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Agreement Officer (See also, Contracting Officer)**

A person with the authority to enter into, administer, terminate and/or
closeout assistance agreements, and make related determinations and
findings on behalf of USAID. An Agreement Officer can only act within
the scope of a duly authorized warrant or other valid delegation of
authority. The term \"Agreement Officer\" includes persons warranted as
\"Grant Officers.\" It also includes certain authorized representatives
of the Agreement Officer acting within the limits of their authority as
delegated by the Agreement Officer. (Chapters
[303](http://www.usaid.gov/policy/ads/300/303.pdf),
[304](http://www.usaid.gov/policy/ads/300/304.pdf))

A person representing the U.S. Government through the exercise of
his/her delegated authority to enter into, administer, and/or terminate
contracts and make related determinations and findings. This authority
is delegated by one of two methods: to the individual by means of a
"Certificate of Appointment", SF-1402, as prescribed in FAR 1.603-3,
including any limitations on the scope of authority to be exercised, or
to the head of each contracting activity (as defined in AIDAR 702.170),
as specified in AIDAR 701.601. (Chapters
[302](http://www.usaid.gov/policy/ads/300/302.pdf),
[306](http://www.usaid.gov/policy/ads/300/306.pdf),
[331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Agreement To Continue In Service**

Employees selected for training agree to remain with the Agency for a
pre-determined minimum period. If the employee leaves the Government
before the agreed upon time, the Agency has the right to require
repayment for the amount of time not served. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**AID Form**

A form initiated by the U.S. Agency for International Development. AID
forms are approved by M/AS/IRD for official use and assigned an AID form
number and revision date. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**AIDS-Related Complex (ARC)**

A condition caused by the AIDS virus (HIV) in which the patient tests
positive for AIDS infection and has a specific set of clinical symptoms.
([Chapter 407](http://www.usaid.gov/policy/ads/400/407.pdf))

**Air Waybill**

A document that provides a written description of goods sent with a
common carrier by air. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**Alcohol Or Drug Counselor**

Definition is in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf)[)]{.underline}

**Alcoholic**

Definition is in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Alcoholism**

Definition is in 3 FAM 695 3-3. ([Chapter
408)](http://www.usaid.gov/policy/ads/400/408.pdf)

aligned team

A team that is established as part of the existing organization
structure, e.g., a Strategic Objective team that replaces a technical
office within an operating unit. (See also parallel team and permanent
team.) An aligned team is an organization unit (see also organization
unit) and the team leader of an aligned team is a supervisor, with full
supervisory authorities and responsibilities. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**Allotment**

A recurring specified deduction for a legal purpose from pay authorized
by an employee to be paid to an allottee. ([Chapter
478)](http://www.usaid.gov/policy/ads/400/478.pdf)

The authority delegated by the head or other authorized employee of an
agency to agency employees to incur obligations within a specified
amount, pursuant to Office of Management and Budget (OMB) apportionment
or reapportionment action or other statutory authority making funds
available for obligation. (OMB A-34) ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**Allottee**

The recipient of an Allotment. ([Chapter
634)](http://www.usaid.gov/policy/ads/600/634.pdf)

**allottee bureaus**

The bureaus that have received a funding authorization making funds
available for obligation for the purpose of carrying out the program.
([Chapter 628](http://www.usaid.gov/policy/ads/600/628.pdf))

**Allowance**

The authority delegated to organizational units to incur obligations
within a specified amount in accordance with an allotment of funds.
([Chapter 634)](http://www.usaid.gov/policy/ads/600/634.pdf)

**allowed costs\
**An incurred cost questioned by the audit organization that USAID has
determined to be an acceptable charge to the government. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Allowee**

The recipient of a budget allowance. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**Alternate Metric Executive**

USAID's Alternate Metric Executive performs the activities and the
responsibilities of USAID's Metric Executive in that person's absence.
Section 323.2 of ADS 323 identifies the individual designated for this
role. ([Chapter 323)](http://www.usaid.gov/policy/ads/300/323.pdf)

**Alternative Discipline**

An optional, non-traditional approach to employee discipline which
provides for a variety of both punitive and non-punitive remedial
corrective actions. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf)[)]{.underline}

**Alternative Workplace**

That place where the telecommuter will work while telecommuting, i.e.,
working somewhere other than at an official USAID office. This workplace
will usually be the employee\'s home. However, other telecommuting sites
might include a law library, a research facility, or a telecommuting
center. ([Chapter 405](http://www.usaid.gov/policy/ads/400/405.pdf))

**Ambassador\'s Authority**

Each U.S. Ambassador has authority to request the authorization from
BHR/OFDA to commit up to \$25,000 upon the written declaration of a
disaster. ([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Amend**

Shall include the amendment or correction of a record. ([Chapter
508](http://www.usaid.gov/policy/ads/500/508.pdf))

**American Family Member appointment (AFM)**

An American Family Member appointment is a type of Foreign Service
limited Non-Career appointment available only to Eligible Family
Members, under the authority of sections 309 and 311(a) of the Foreign
Service Act of 1980 as amended. Appointments are for more than one year
and not to exceed five years. (Chapters
[450](http://www.usaid.gov/policy/ads/400/450.pdf) and
[470](http://www.usaid.gov/policy/ads/400/470.pdf))

**American Ship**

Vessel registered under U.S. laws. ([Chapter
523](http://www.usaid.gov/policy/ads/500/523.pdf))

**annual Agency awards\
**These awards are given out annually to an employee or group for
outstanding performance in a particular area based on criteria specified
for an individual award. Annual awards include the Michael H.B. Adler
Award, C. Herbert Rees Memorial Award, Michael K. White Memorial Award,
Outstanding Support Staff Award, Foreign Service National of the Year
Award, Equal Employment Opportunity Award, Science and Technology Award,
Minority Serving Institutions (MSI) \"Extra Mile\" Award, Molly Kux
Award, George C. Marshall Award, USAID Award for Heroism,
Administrator\'s Implementation Award, Administrator\'s Management
Improvement Award, and the Ethics Award. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

**Annual Evaluation Form (AEF)**

The form used to evaluate employees under the Employee Evaluation
Program (EEP). ([Chapters
415](http://www.usaid.gov/policy/ads/400/415.pdf),
[461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf),
[463](http://www.usaid.gov/policy/ads/400/463.pdf))

The form used for evaluating participants during the overseas training.
For overseas OJT, the regular Employee Evaluation Program is used.
(Chapters [460](http://www.usaid.gov/policy/ads/400/460.pdf),
[459)](http://www.usaid.gov/policy/ads/400/459.pdf)

**Annual Financial Statement**

Is comprised of (a) an Overview of the Reporting Entity, (b) Principal
Financial Statements, (c) Combining Statements, where applicable, and
(d) Supplemental Financial and Management Information. ([Chapter
594](http://www.usaid.gov/policy/ads/500/594.pdf))

**Annual Plan**

A plan developed by the OIG that describes audits planned for the
upcoming fiscal year. (Chapters
[590](http://www.usaid.gov/policy/ads/500/590.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf))

**annual rating cycle**

A one-year period that begins April 1 and ends March 31 of the following
year. ([Chapter 463](http://www.usaid.gov/policy/ads/400/463.pdf))

**\*annual rating cycle (Civil Service)**

A one-year evaluation period, which runs from January 1 through December
31. ([Chapter 462](http://www.usaid.gov/policy/ads/400/462.pdf))

**\*annual rating cycle (Foreign Service)**

A one-year evaluation period, which is April 1 -- March 31. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**Annual Report\
**An annual document produced by each Operating Unit and submitted to
the responsible Bureau to report on past performance, future resources
needed, and data needed for Agency-wide management, budget decisions,
and external reporting. Annual Reports began in 2001 and replaced the
Results Review and Resource Request (R4). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**annuitant**

An annuitant is a retired Foreign Service employee being paid an annuity
from the Foreign Service Retirement and Disability System. ([Chapter
470](http://www.usaid.gov/policy/ads/400/470.pdf))

**Annuity**

An annual sum payable to a former employee who has retired. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Anticipated Accrued Expenditure Schedule**

An NMS/AWACS on-line screen schedule containing the total estimated
amounts of the award that will arise over the life of the award. The
schedule contains the accrual date and dollar amount for each month
between the effective and completion date of the award (**period of
performance**). ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**APO**

Army or Air Force Military Post Office. (Chapters
[513](http://www.usaid.gov/policy/ads/500/513.pdf),
[547)](http://www.usaid.gov/policy/ads/500/547.pdf)

**Appeal**

A request by an employee for review of an agency action by an outside
agency. The right to such review is provided by law or regulation and
may include an adversary-type hearing and a written decision in which a
finding of facts is made and applicable law, Executive Order and
regulations are applied. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Appointing Authority**

The individual, usually the agency head, who has the authority to make
appointments to SES positions, set pay, and/or to assign final SES
performance ratings. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**appointment above the minimum rate (also known as a superior
qualifications appointment)\
**An appointment made at a rate above the minimum rate of the
appropriate GS grade under authority of 5 U.S.C. 5333, because of the
superior qualifications of the candidate or a special need of the Agency
for the candidate's services. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**appointment authority**

The USAID Human Resources office (HR) is the appointment authority for
persons occupying USAID direct-hire positions; the Assistant Inspector
General for Resource Management (AIG/RM) is the appointment authority
for all Inspector General direct-hire foreign service positions; OPIC
for all OPIC direct-hire and contractor personnel; and TDA for all TDA
direct-hire and contractor personnel. ([Chapter
566](http://www.usaid.gov/policy/ads/500/566.pdf))

**Appointment Commission**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Appointment, temporary limited**

Non-permanent appointment of an employee hired for a specified time of
one year or less, or for seasonal or intermittent positions. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Appointment, term**

Nonpermanent appointment of an employee hired on a project expected to
last over one year, but less than four years. ([Chapter
413)](http://www.usaid.gov/policy/ads/400/413.pdf)

**apportionment**

The distribution made by the Office of Management and Budget (OMB) to
agencies of amounts of budgetary resources available for obligation in
an appropriation or fund account into amounts available for specified
time periods, activities, projects, objectives, or combinations thereof.
The amounts so apportioned limit the obligations that may be incurred by
the agencies. (Source: JFMIP, OMB A-11)

> **Category A Apportionments**
>
> Apportionments that are made on a quarterly basis.
>
> **Category B Apportionments**
>
> Apportionments made on a basis other than a quarterly basis. They are
> made by time periods other than quarterly (by activities, projects, or
> objects, or by a combination of activity and time period). (Chapters
> [634](http://www.usaid.gov/policy/ads/600/634.pdf),
> [635](http://www.usaid.gov/policy/ads/600/635.pdf))

#### Appraisal Committee

A committee composed of three to five mission/office officials,
knowledgeable in the work of the unit, who will review and provide
management input into employee evaluations. [(Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**\*Appraisal Committee (Civil Service)**

A committee that reviews and provides management input into employee
work objectives and evaluations. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**\*Appraisal Committee (Foreign Service)**

A committee that reviews and provides management input into employee
work objectives and performance measures (if requested), reviews
mid-point performance (if requested), and reviews end-of-year AEFs
(mandatory). ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**Appraisal Committee Representative**

A member of the Appraisal Committee (AC), who acts as liaison to the AC
for a specific employee and his/her Rating Official. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**\*Appraisal Input Form (AIF)**

An evaluation form covering a period of performance that is long enough
to require written documentation of performance against an established
performance plan but not long enough to be considered representative of
the employee\'s performance for the entire annual rating cycle.
([Chapters 461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Appropriation**

A form of budget authority provided by law that permits Federal agencies
to incur obligations and to make payments out of the Treasury for
specified purposes. (JFMIP) (Chapters
[621](http://www.usaid.gov/policy/ads/600/621.pdf)[,
634)](http://www.usaid.gov/policy/ads/600/634.pdf)

**Appropriation Account**

Also know as an Allocation Account. An account established by the U.S.
Treasury to show the amounts available and related transactions incident
to accomplishing certain objectives and purposes as authorized by
Congress. ([Chapter 634](http://www.usaid.gov/policy/ads/600/634.pdf))

**Appropriation Limitation**

A statutory restriction in an appropriation or other authorization of
fund that establishes the maximum amount that may be used for specified
purposes. ([Chapter 634](http://www.usaid.gov/policy/ads/600/634.pdf))

#### Appropriations Act

A statute, under the jurisdiction of the House and Senate Committees on
Appropriations, that generally provides legal authority for Federal
agencies to incur obligations and make payments out of the Treasury for
specified purposes. ([Chapter
621)](http://www.usaid.gov/policy/ads/600/621.pdf)

**Approval**

Written approval for travel performed and related expenses incurred
without prior authorization. (6 FAM-111.3) (Chapters
[522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Approving Officer**

The person, usually a supervisor, responsible for administering leave
for employees in a work unit. ([Chapter
480](http://www.usaid.gov/policy/ads/400/480.pdf))

**Approving Official**

The approving official is the individual responsible for reviewing an
Agency bank card holder\'s monthly statements. The approving official
will certify the cardholder\'s monthly statements and ensure that
payments are for purchases which are authorized and made in accordance
with FAR and agency regulations. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Approving Officials**

Chiefs, Personnel Operations Division (M/HR/POD), and Executive
Management (M/HR/EM), Office of Human Resources, and Director, Office of
Resources Management, Inspector General (IG/RM). ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

area of consideration

The area in which the Agency makes a search for eligible candidates in a
specific promotion action as determined by the Bureau for Management,
Office of Human Resources, Personnel Operations Division (M/HR/POD). The
primary area of consideration is USAID. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**armored vehicle**

An armored vehicle is an official vehicle that has been modified to
carry specific types of opaque and transparent protective material. The
armor systems are designed to defeat multiple impacts of ballistic
rounds. The armor is designed for placement in the vehicle without
noticeably changing its outward appearance. Armored vehicles are either
light or fully armored. (Chapters
[562](http://www.usaid.gov/policy/ads/500/562.pdf)[,
563](http://www.usaid.gov/policy/ads/500/563.pdf))

**Arrears**

The value of interest and principal payments owed but not paid on a
delinquent loan. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**ARS**

Accrual Reporting System. USAID/W-based financial system used to gather
Phoenix obligations for Acquisition and Assistance (**A&A**) obligations
and contract information to estimate USAID/W accruals. ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**assessable unit**

An organization unit within USAID, i.e., Mission, Bureau, or Office,
which is required to submit a statement of reasonable assurance on the
status of management controls to the next management level. All
Missions, Bureaus, and Independent Offices are assessable units, as well
as any lower-level organizational units designated by the cognizant
Bureau. ([Chapter 596](http://www.usaid.gov/policy/ads/500/596.pdf))

**assets**

Tangible or intangible items owned by USAID that would have probable
economic benefits that can be obtained or controlled by a USAID entity.
(Source: SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Assignment Commission**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**assignment restriction**

Any factor (medical, personnel, suitability, security, marriage,
cohabitation, etc.) that would render the assignment of an individual to
a particular position or location as not in the best interest of the U.
S. Government or USAID. ([Chapter
566)](http://www.usaid.gov/policy/ads/500/566.pdf)

**assignment right**

The right of a competing group I or II employee, with a current annual
performance rating of record of Level 2 or higher, to be offered
placement in another competitive position for which that employee
qualifies and which requires no reduction, or the least possible
reduction, in representative rate in lieu of separation or furlough in a
RIF situation. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Assistance Executive**

The Director, Office of Procurement (M/OP/OD), or his/her designee, in
USAID/W, who: 1) Acts as the Agency\'s coordinator for all assistance
matters (i.e., financial assistance that provides support to a
non-governmental entity to accomplish a public purpose) which may
require OMB approval (such as deviations to OMB Circulars, or lass
deviations to OMB Circular A-110), 2) Makes final decision for any
appeals brought under 22 CFR 226.90, or the Standard Provision entitled
\"Disputes\", as applicable to non-US organizations, and 3. Makes the
final determination of the choice of implementation instrument when
there is disagreement between the contracting activity and the strategic
objective team. (Chapters
[303](http://www.usaid.gov/policy/ads/300/303.pdf) and
[304](http://www.usaid.gov/policy/ads/300/304.pdf))

**assistance mechanism**

A specific mode of assistance chosen to address an intended development
result; a particular intervention chosen to solve a particular
development problem or set of development problems. Examples of
mechanisms include: food aid, housing guaranties or other loan
guarantees or direct loans, debt-for-nature swaps, endowments, cash
transfers, etc. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**attribution\
**The extent to which a result is caused by USAID activities. ([Chapters
200-203)](http://www.usaid.gov/policy/ads/200/)

**audit**

To conduct the independent review and examination of system records and
activities. ([Chapter 545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Audit Action Officer (AAO)**\
The USAID employee assigned specific responsibility for responding to
recommendations from audits and ensuring that corrective action is
completed. (Chapter [595](http://www.usaid.gov/policy/ads/500/595.pdf))

**audit finding**

The answer to an audit objective that is supported by sufficient,
competent, and relevant evidence. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**audit follow-up\
**The process used to ensure that prompt and responsive action is taken
on findings and recommendations contained in final audit reports.
([Chapter 595)](http://www.usaid.gov/policy/ads/500/595.pdf)

**Audit Management Officer (AMO)**

The individual designated to coordinate and monitor the overall audit
program at the Mission, Bureau, or Independent Office level. (Chapters
[591](http://www.usaid.gov/policy/ads/500/591.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf),
[593](http://www.usaid.gov/policy/ads/500/593.pdf)[,
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**audit management plan**

An annual plan developed by USAID missions which outlines audit
requirements for all non-U.S. contractors and grantees. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**audit methodology**

This defines the steps necessary to completely answer the audit
objectives such as data used as audit evidence and tests performed to
determine compliance with specific criteria and management control
assessments. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**audit notification**

A formal notification from OIG to the prospective auditee regarding the
date an audit will commence. ([Chapter
592](http://www.usaid.gov/policy/ads/500/592.pdf))

### **audit objective**

This defines the purpose of the audit. The audit objective, normally
formed as a question, determines the type of work to be performed and
the auditing procedures to be followed. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**audit plan**

An annual plan developed by USAID Missions, which outlines audit
requirements for all foreign contractors and grantees. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**audit report**

The completed report of the auditor containing the final findings,
recommendations and, to the extent possible, comments and actions taken
or planned by the management official. Audit reports include audits made
by the Office of Inspector General, independent public accountants,
Supreme Audit Institutions, other Government agencies, such as the
Defense Contract Audit Agency (DCAA), and the U.S. General Accounting
Office (GAO). (Chapters
[591](http://www.usaid.gov/policy/ads/500/591.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf),
[595)](http://www.usaid.gov/policy/ads/500/595.pdf)

**audit scope**

This describes the boundaries of an audit by defining the auditee, what
is being audited (program, project, grant, etc.), the general criteria
(grant agreement, policy, law, strategic objective, planned result,
etc.), the time period under audit, and the site locations for the
audit. ([Chapter 590](http://www.usaid.gov/policy/ads/500/590.pdf))

**authentication**

\(1\) the verification of an individual\'s identity, a device, or other
entity in a computer system as a prerequisite to allowing access to
resources in a system;

\(2\) the verification of the integrity of data being stored,
transmitted, or otherwise exposed to possible unauthorized modification.
([Chapter 545](http://www.usaid.gov/policy/ads/500/545.pdf))

**\*author**

A qualified ADS author is a subject matter expert (SME) or someone with
good writing skills who can interview the SME and write ADS material in
plain language. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**authority**

An authority is the legally binding instrument that authorizes and/or
constrains the policy and procedures issued as USAID direction. These
instruments include laws, regulations, Executive Orders, court
decisions, and rulings by Federal authorities. \"Authority\" refers to
the legal ability or power to give commands, enforce compliance, or make
decisions. ([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**authorization**

After approval by USAID\'s Chief Financial Officer of the credit subsidy
required for a Housing Guaranty borrowing, an authorization (with an
accompanying Action Memorandum describing the circumstances of the
borrowing) is signed by the Mission Director. The authorization
specifies the amount and suggested terms of the borrowing. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

Written authority for travel and related expense issued prior to
commencement of travel. (6 FAM-111.3) (Chapters
[522](http://www.usaid.gov/policy/ads/500/522.pdf)[,
523](http://www.usaid.gov/policy/ads/500/523.pdf)[,
524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**authorized geographic code**

An authorized geographic code is one that M/FM/CAR and PPC/DEI/DIS have
jointly approved. ([Chapter
260](http://www.usaid.gov/policy/ads/200/260.pdf))

**Authorizing Officer**

Any officer who has been delegated the authority to authorize travel. (6
FAM-111.3) (Chapters [522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523,](http://www.usaid.gov/policy/ads/500/523.pdf)
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

The Executive Management Staff, or Administrative Office representative,
or Executive Officer responsible for approving overtime work and for
overseeing

other technical aspects of overtime compensation. ([Chapter
472)](http://www.usaid.gov/policy/ads/400/472.pdf)

**Automated Data Processing (ADP) Resources**

This term is no longer used. See "information technology resources."
([Chapter 527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Automated Directives System (ADS)**

The ADS is a standardized system comprising (1) USAID internal
regulations, including policy directives and required procedures; (2)
external regulations applicable to USAID; and (3) non-mandatory guidance
to help employees interpret and properly apply internal and external
mandatory guidance. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Automated Directives System Compact Disk (ADS CD)**

The name of the compact disk (CD) containing the Automated Directives
System (ADS). The ADS CD is one method of distributing USAID directives.
([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**automated information systems (AIS)**

All activities, information, and material formerly identified as
automated data processing (ADP), automation, office information systems,
word processing, computers, and telecommunications. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**automation security officer**

The person assigned security functions within USAID\'s Office of
Information Resources Management (IRM). ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**availability**

That state when information, programs, and interfaces are obtainable
within an acceptable period of time. ([Chapter
545)](http://www.usaid.gov/policy/ads/500/545.pdf)

**award**

Financial assistance that provides support or stimulation to accomplish
a public purpose. Awards include grants and cooperative agreements.
([Chapter 303)](http://www.usaid.gov/policy/ads/300/303.pdf)

Something bestowed or an action taken to recognize and reward individual
or group achievement that contributes to meeting organizational goals or
improving the efficiency, effectiveness, and economy of the Government
or is otherwise in the public interest. Such awards include, but are not
limited to, employee incentives that are based on predetermined criteria
such as productivity standards, performance goals, measurement systems,
award formulas, or payout schedules. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

\- B -

**Backstop**

Numeric code used to identify the skill category of a particular
position. ([Chapter 415](http://www.usaid.gov/policy/ads/400/415.pdf))

**Baggage**

Official and personal property needed by the traveler for use en route
or immediately upon arrival at destination. (6 FAM-111.3) (Chapters
[522](http://www.usaid.gov/policy/ads/500/522.pdf)[,
523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

balance of payments support

Resource flows in Development Assistance Committee (DAC) statistics are
measured, as a rule, on a cash basis. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**ballistic resistance**

The capacity of security barriers to defeat a variety of handgun,
shotgun and rifle rounds. (Chapters
[562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**bandwidth**

A channelized frequency-modulation technique used for two-way mobile
radios. Currently there are two standards being used, 12.5 Khz and 25
Khz bandwidth. Bandwidth can also mean a range within a band of
wavelengths, frequencies or energy. ([Chapter
564](http://www.usaid.gov/policy/ads/500/564.pdf))

::: Definition-Term
**Bank Letter of Commitment**
:::

::: Definition-Term
A USAID agreement with a U. S. bank under which USAID guarantees to
reimburse the bank for the account of an approved applicant for all
amounts paid by the bank and chargeable to the account under the
instructions of the approved applicant and in accordance with general
and specific conditions established by USAID. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

::: Definition-Term
**Bank Letter of Credit**
:::

::: Definition-Term
An instrument of credit extended by a bank to a beneficiary guaranteeing
payments to the beneficiary upon compliance with the terms and
conditions established by the letter of credit. ([Chapter
630)](http://www.usaid.gov/policy/ads/600/630.pdf)
:::

**bankruptcy**

A process established under Federal law whereby a debtor may seek relief
from the claims of creditors. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**baseline**

(See "**Performance Baseline**"). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**base station**

A fixed radio which may include a separate power supply and is not
normally intended for portable use. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Base Year**

The fiscal year in which a life cycle cost analysis is conducted.
([Chapter 528)](http://www.usaid.gov/policy/ads/500/528.pdf)

**basic qualification standards**

The standards, prescribed by the Office of Personnel Management (USOPM)
in the Operating Manual for Qualifications Standards for General
Schedule Positions, used to determine basic qualifications of applicants
for a specific position. ([Chapter
418)](http://www.usaid.gov/policy/ads/400/418.pdf)

**Basic Work Requirement**

The number of hours, excluding overtime hours, an employee is required
to work or account for periods of absence by charging leave, holiday
hours, excused absence, compensatory time, or leave without pay. A
full-time employee must work 80 hours during a biweekly pay period.
([Chapter 479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Basic Workweek**

The 40-hour workweek established for full-time employees within each
administrative workweek. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**best practices**

Highly recommended and endorsed Agency procedures to define and produce
results-based training activities, developed from field experience
across regions and consolidated in guidance material managed by the
Bureau for Economic Growth, Agriculture and Trade, Education Office
(EGAT/ED). ([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**best-qualified candidates**

Best-qualified candidates are those candidates who rank at the top when
compared with other eligible candidates for a position. ([Chapter
418)](http://www.usaid.gov/policy/ads/400/418.pdf)

**Bilateral Grant Agreement or Bilateral Grant**

A grant by USAID to a foreign government or a subdivision thereof, e.g.
Ministry of Health, or a local or state government or agency, to finance
activities in furtherance of a strategic objective or for other
purposes. Bilateral grants range from grants financing specific
objectives and limited scope grant agreements to SOAGs, commodity import
program (CIP) grants and cash transfer grants. ([Chapter
350](http://www.usaid.gov/policy/ads/300/350.pdf))

**bill for collection**

A USAID letter or form sent to a debtor for the amount due, including
interest, administrative charges, and late penalties, if applicable. The
debtor\'s due process rights are included in the initial bill for
collection. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Biweekly Pay Period**

The two-week period for which an employee is scheduled to perform work.
([Chapter 479)](http://www.usaid.gov/policy/ads/400/479.pdf)

**black**

Denotes data, text, equipment, processes, systems or installations
associated with information that requires no emissions security related
protection. For example, electronic signals are \"black\" if bearing
unclassified information or if bearing classified information that is
encrypted in accordance with procedures approved for national security
information. Antonym: Red. ([Chapter
562)](http://www.usaid.gov/policy/ads/500/562.pdf)

**Board Of Examiners**

Board established to develop, and supervise the administration of,
examinations to be given to candidates for appointment in the Foreign
Service. The Board includes representatives of agencies utilizing the
Foreign Service personnel system and representatives of other agencies
which have responsibility for employment testing. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf)[)]{.underline}

**bona fide job offer\
**A bona fide offer of employment at a higher rate than the candidate's
existing salary must be in writing and must clearly offer current
employment, be no more than six months old, and signed by an official
with the authority to make the offer. Usually the offer will include job
title, salary or salary range, location, and reporting date. ([Chapter
467)](http://www.usaid.gov/policy/ads/400/467.pdf)

**book value**

The net amount at which an asset or liability is carried on the books of
account (also referred to as carrying value or amount). It equals the
gross or nominal amount of any asset or liability minus any allowance or
valuation amount. (Source: SFFAS 2) (Chapters
[623](http://www.usaid.gov/policy/ads/600/623.pdf)[,
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Booking Note/Booking Agreement**

A contract for liner carriage which normally incorporates the provisions
of the carrier\'s standard bill of lading adding only the cargo and
shipment details such as cargo weight, load and discharge ports, rates,
etc. The note or agreement may, however, also modify or replace all or
some of the bill of lading provisions. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**borrower**

Borrowers may be sovereign (governments) or non-sovereign (private
sector, or \"stand-alone\" government agencies) and are specified in the
underlying Program Agreement and HG loan documentation. Sovereign
borrowers often may borrow by and through such entities as ministries of
finance, central banks, or other government agencies carrying the full
faith and credit of the borrowing country. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Borrower/Grantee**

The government of the cooperating country, or any agency,
instrumentality or political subdivision thereof, or any private entity,
to which USAID directly makes funds available by loan or grant.
([Chapter 307](http://www.usaid.gov/policy/ads/300/307.pdf))

**branch**

An organization unit below the Division level; a Level III or below
organization. Branches are established when operating requirements,
functional concerns, and/or staffing levels justify dividing a Division
into sub-elements. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**breastmilk substitutes**

Foods or liquids used as substitutes for breastfeeding, including use of
powdered or liquid milks or formula, wet-nurses, etc. This does not
include therapeutic formulas used under medical supervision. ([Chapter
212](http://www.usaid.gov/policy/ads/200/212.pdf))

**British Thermal Unit (BTU)**

The quantity of heat required to raise the temperature of one pound of
water one degree Fahrenheit. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**broad outreach**

The provision of significant benefits to large numbers of a particular
target group. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**brochure and pamphlet**

These words are often used interchangeably. "Pamphlet" should be used to
refer to a printed document of a few pages that does not contain any new
Agency policy or procedure. A "brochure" contains several or many pages,
and also must not contain any new Agency policy or procedure. Both terms
refer to documents that are produced and distributed through a variety
of means and may need periodic updating and reprinting for further
distribution. ([Chapter
512](http://www.usaid.gov/policy/ads/500/512.pdf))

budget authority

The authority provided in Federal law to incur financial obligations
that will result in outlays. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Building Energy System**

An energy conservation measure or any portion of the structure of a
building or any mechanical, electrical, or other functional system
supporting the building, the nature or selection of which for a new
building influences significantly the cost of energy consumed. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Building Identification Number**

See Property Identification Number. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf)[)]{.underline}

**Building Operating Expenses (BOE)**

The expenses incident to occupying buildings and grounds, but not
including repair, improvement, or maintenance costs. BOE include
custodial services, the salaries of skilled and unskilled persons on
regular appointment or under personal or non-personal services
contracts, the building operating force, gardeners, fuel and utility
costs, janitorial supplies, municipal rates and taxes (when exemptions
cannot be obtained), and fire or comprehensive insurance on buildings
and grounds (when required by local law). A/OBO (Overseas Building
Operations) funds may not be expended for these items; BOE is funded by
the regional bureaus. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**building water system**

A water conservation measure or any portion of the structure of a
building or any mechanical, electrical, or other functional system
supporting the building, the nature or selection of which for a new
building influences significantly the cost of water consumed. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**bump**

Occurs when a released employee displaces another employee in a lower
tenure group or a lower sub-group within the same tenure group who
occupies a position that is no more than three grades or grade-intervals
lower than the position which the released employee occupied. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Burden**

The total time, effort, or financial resources expended by persons to
generate, maintain, retain, or disclose or provide information to or for
a Federal Agency. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Bureau**

A major organization unit of the Agency that is responsible to the
Office of the Administrator; a Level I organization. A bureau
administers complex and diverse programs involving a designated
geographic area; major policy, program and technical advisory services;
or management and program support functions. (See [3 FAM
4412](http://www.usaid.gov/cgi-bin/goodbye?http://www.foia.state.gov/masterdocs/03fam/03m4410.pdf))
(Chapters [102,](http://www.usaid.gov/policy/ads/100/102.pdf)
[486](http://www.usaid.gov/policy/ads/400/486.pdf))

**Bureau Planning Framework**

A description of the goals and priorities for a sector or region (in
some cases a country). It serves to guide Operating Unit Strategic Plans
within that Bureau. [(Chapters
200-203)](http://www.usaid.gov/policy/ads/200/)

**Business Purposes**

\(1\) Any transportation at post of Chiefs of Mission and Principal
Officers at consulates and consulates general; (2) transportation of
U.S. Government employees (including those employed under personal
services contracts), and property directly related to the conduct of
U.S. Government business; (3) transportation of employees under U.S.
Government contracts when considered necessary to further the purposes
of the contract unless the terms of the contract require the contractor
to provide such transportation; (4) transportation of dependents in
furtherance of an official U.S. Government activity where the presence
of a family member will further U.S. Government interests, such as
official functions by or for representatives of foreign nations; (5)
agencies that have authorization to provide transportation between the
residence of an officer or employee and various locations when required
for the performance of fieldwork, or essential for the safe and
efficient performance of intelligence, counterintelligence, protective
services, or criminal law enforcement duties when authorized by the head
of the agency. Such authority must be documented and must be exercised
when the concurrence of the Chief of Mission. (See also Official Use.)
([Chapter 536](http://www.usaid.gov/policy/ads/500/536.pdf))

**business-related activities**

The use of measurement units in agency programs and functions related to
trade, industry, and commerce. ([Chapter
323)](http://www.usaid.gov/policy/ads/300/323.pdf)

\- C -

**calendar week**

See 5 CFR Sec. 531.403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**call sign**

Short alpha/numeric designator used to identify radio users or
locations.

[(Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**canceled forms**

Forms that are canceled or superseded because they are no longer needed,
the procedures have changed, or two or more forms have been combined.
([Chapter 505](http://www.usaid.gov/policy/ads/500/505.pdf))

**Candidate Applicant Tracking System (CATS)**

A computerized applicant tracking system, established and maintained by
M/HR/WPRS, documenting applicants\' status through the final selection
process. ([Chapter 468)](http://www.usaid.gov/policy/ads/400/468.pdf)

**Candidate Development Program**

An OPM-approved program designed to prepare individuals through
developmental assignments and formal training for career appointment to
the SES. Participants are chosen through a competitive SES merit
staffing process. Those who successfully complete the program are
eligible for certification by the Qualifications Review Board and may
receive an SES career appointment without further competition. ([Chapter
423)](http://www.usaid.gov/policy/ads/400/423.pdf)

**candidate or interviewee\
**An individual who has applied for (or is being considered for) a
position in the Agency who

-   Has never worked for the Federal Government;

-   Has worked for the Federal Government in the past; or

Is currently employed by the Federal Government in a Federal agency
outside of the Washington, D.C., commuting area, regardless of the type
of appointment. ([Chapter
467)](http://www.usaid.gov/policy/ads/400/467.pdf)

capable of being substantially reproduced

Means that independent reanalysis of the original or supporting data
using the same methods would generate similar analytical results,
subject to an acceptable degree of imprecision. ([Chapter
578)](http://www.usaid.gov/policy/ads/500/578.pdf)

**capital leases**

Capital leases are leases that transfer substantially all the benefits
and risks of ownership to the lessee. If, at its inception, a lease
transfers ownership of the property to the lessee at the end of the
lease term or contains an option to purchase the leased property at a
bargain, the lease should be classified as a capital lease. (Source:
SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf)[)]{.underline}

**Capital Planning and Investment Control (CPIC) process**

A decision-making process for ensuring that information technology (IT)
investments integrate strategic planning, budgeting, procurement, and
the management of IT in support of Agency missions and business needs.
In concert with strategic planning, budget, and procurement processes,
the CPIC process is the basis for identifying, prioritizing, and
managing a portfolio of IT investments compatible with the Agency
enterprise architecture (EA) to achieve performance and compliance goals
with the lowest life-cycle costs and risks. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**capital projects**

Capital projects include the architectural and engineering design study,
construction of physical infrastructure, and operations and maintenance
of the facility. In general, capital projects include the following
types of activities: transport (roads, ports, and rail), power
(generation and transmission), telecommunications, environmental
technology, agriculture (irrigation and infrastructure), urban
environment, water supply, wastewater treatment, information technology,
and construction or reconstruction of physical facilities in any sector
under any strategic objective. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**capitalize**

To record and carry forward into one or more future periods any
expenditure from which the benefits or process will then be realized.
(Source: SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf)[)]{.underline}

**capitalized personal property**

Capitalized personal property is nonexpendable personal property that
has an invoice cost of \$25,000 or more and an estimated service life of
two years or longer that must be capitalized and reported on in the
Agency\'s financial statements. State vehicles are capitalized property
regardless of cost. For USAID, vehicles with a basic acquisition cost of
under \$25,000, including shipping costs, are not capitalized. (Chapters
[518](http://www.usaid.gov/policy/ads/500/518.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Career**

Tenure of a permanent employee in the competitive service who has
completed three years of substantially continuous creditable Federal
service. ([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Career Appointee**

A career member of the SES who has completed, or was not subject to, a
one-year probationary period. ([Chapter
455)](http://www.usaid.gov/policy/ads/400/455.pdf)

#### Career Appointment

A permanent appointment in which the employee has competitive status.
([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf)[)]{.underline}

An appointment in the Foreign Service without a time limitation.
([Chapter 415](http://www.usaid.gov/policy/ads/400/415.pdf))

**Career Candidate**

Appointments are appropriate for persons who aspire to a long-term USAID
Foreign Service career and whose qualifications meet a continuing
requirement. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf)[)]{.underline}

An employee hired for a time-limited appointment which is intended to
lead to a full career with the Agency. (Chapters
[415](http://www.usaid.gov/policy/ads/400/415.pdf),
[468)](http://www.usaid.gov/policy/ads/400/468.pdf)

**Career-conditional**

Tenure of a permanent employee in the competitive service who has not
completed three years of substantially continuous Federal service.
([Chapter 413)](http://www.usaid.gov/policy/ads/400/413.pdf)

**Career Conditional Appointment**

An appointment which gives competitive status upon completion of a
probationary period and which automatically converts to a career
appointment upon completion of 3 years of creditable service. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf)[)]{.underline}

**Career Development Groups (CDG)**

CDGs are comprised of approximately 15 Presidential Management Interns
(PMIs) from a cross section of Federal agencies, one group
leader/advisor and a co-leader/advisor, from high level management. CDGs
usually meet once a month for program meetings and/or group activities.
The purpose of a CDG is to provide educational and developmental
activities, programs and experiences for the PMIs within the group, as
well as support and networking. ([Chapter
460](http://www.usaid.gov/policy/ads/400/460.pdf))

**Career Development Officer (CDO)**

A full-time counselor responsible for a specific occupational category
who assists the IDI supervisor in the development of individual training
plans, monitors the training aspects of the program, provides counseling
in the areas of career progression and performance strengths and
weaknesses and ensures that required training and performance
evaluations are obtained. In addition, the CDO recommends, in
consultation with the Regional Bureaus, the initial overseas assignment,
ensuring that there is a qualified officer at post to provide training
to the IDI. The CDO also serves as a member of the Technical Review
Committee (TRC). ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

career-ladder position

A position of increasing difficulty in the same line of work through
which an employee may progress from a lower or entry level to the level
of full performance.

1\. Entry Level - The lowest grade level in a career ladder.

2\. Full-Performance Level - The last grade reached in a career-ladder
position as a result of the original merit promotion action, or as a
result of original competitive appointment. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Career Reserved Position**

An SES position that must be filled by an SES career appointee.
([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Career Senior Executive Service**

Executives appointed by the Administrator under the Civil Service Reform
Act of 1978 in conformance with the established rules and regulations
applicable to other Civil Service employees. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf))

**Cargo Preference**

The requirement to use U.S. flag ocean carriers in accordance with the
provisions of Section 901(b) of the Merchant Marine Act of 1936, as
amended. (Chapters [314](http://www.usaid.gov/policy/ads/300/314.pdf),
[315](http://www.usaid.gov/policy/ads/300/315.pdf))

**carpool**

A group of two or more people using a motor vehicle for transportation
to and from work. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Case Files**

Case Files relate to a specific action, event, person, organization,
location, product, or thing. Case files often represent the \"mission,\"
\"function,\" or work of the office. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**cash award**

Individuals or groups may receive a monetary award granted for specific
commendable acts or contributions in the course of Government service.
Cash awards include Special Act and On-the-Spot Awards. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

**Category \"A\" Posts**

Overseas posts that use APO/FPO facilities to transport mail. ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf))

**CD-DIS**

USAID\'s Development Information System on CD-ROM \[quarterly
publication\] containing the complete USAID Document and Project
Databases, and full text of selected USAID reports and publications. The
databases identify projects initiated since 1975 and associated project
and technical reports. CD-DIS is available from the Development
Information Services Clearinghouse. ([Chapter
540)](http://www.usaid.gov/policy/ads/500/540.pdf)

**Central Mail Facility**

Central mailroom located in the Ronald Reagan Building. ([Chapter
513)](http://www.usaid.gov/policy/ads/500/513.pdf)

**Central Repository**

The storage device, often known as a data dictionary, where information
on computerized data are maintained. [(Chapter
551)](http://www.usaid.gov/policy/ads/500/551.pdf)

**CEQ. Regulations**

Regulations promulgated by the President\'s Council on Environmental
Quality (CEQ.) (Federal Register, Volume 43, Number 230, November 29,
1978) under the authority of NEPA and Executive Order 11514, entitled
Protection and Enhancement of Envi­ronmental Quality (March 5, 1970) as
amended by Executive Order 11991 (May 24, 1977). [(Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Certificate of Appointment (SF 1402)**

A document, also referred to as a warrant, used to re-delegate
purchasing authority (see also WARRANT). [(Chapter
331)](http://www.usaid.gov/policy/ads/300/331.pdf)

Certification

The comprehensive evaluation of the technical and nontechnical security
features of an IS and other safeguards, made in support of the
accreditation process, to establish the extent to which a particular
design and implementation meets a set of specified security
requirements. {Source: NSTISSI No. 1000} Note: IS is the acronym for
information system; in addition, when the two terms "certification" and
"accreditation" are used together, they are usually abbreviated as
"C&A"; all these terms are listed in this glossary ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

Certification Authority (CA)

The USAID official who certifies that a particular information system
(IS) has completed the Certification and Accreditation (C&A) process,
and is ready for "Accreditation" by the Designated Security
Accreditation Authority (DSAA). ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

# CFO

The Chief Financial Officer of USAID or a USAID employee or official
designated to act on the CFO\'s behalf. ([Chapters
625](http://www.usaid.gov/policy/ads/600/625.pdf)**[,]{.underline}**
[631)](http://www.usaid.gov/policy/ads/600/631.pdf)

**Channel Captions**

Restrict Action telegrams to designated offices or individuals in
USAID/Washington (USAID/W) or USAID missions. ([Chapter
549)](http://www.usaid.gov/policy/ads/500/549.pdf)

**channel guard**

An \"Ericcson\" terminology for a sub-audible tone used for encoding or
decoding a channel. ([Chapter
564)](http://www.usaid.gov/policy/ads/500/564.pdf)

**character and/or experience-based loans**

A form of collateral substitute in which the initial loan is very small,
but access to gradually increasing loans is assured as long as the
borrower maintains a satisfactory repayment record. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Charter/Charter Party**

A contract for the hire of a ship or aircraft or portion thereof, for
one or more voyages or flights, or for a period of time. Its clauses
include freight rate, despatch, demurrage, brokerage commissions, etc.
as well as provisions established by international agreements and, by
reference, provisions of law. The charter/charter party usually
overrides any provisions of the carrier\'s bill of lading, although it
may provide that the bill of lading shall serve as a receipt for the
cargo. ([Chapter 314)](http://www.usaid.gov/policy/ads/300/314.pdf)

**Chief of Mission**

Chief of Mission is the principal officer in charge of a diplomatic
mission of the United States or of a United States office abroad which
is designated by the Secretary of State as diplomatic in nature,
including any individual assigned to be temporarily in charge of such a
mission or office. ([Chapter
530](http://www.usaid.gov/policy/ads/500/530.pdf))

**Chronological Files**

Chronological files (chrons) are copies of cables, letters, memoranda,
etc., maintained for ease of reference in chronological order (by date
of issue), or by serial number. [(Chapter
502)](http://www.usaid.gov/policy/ads/500/502.pdf)

**claim**

An amount of money, funds, or property that has been determined by an
agency official to be due to the United States by any person,
organization, or entity, except another Federal agency. As used in ADS
625, the terms debt, claim, and account receivable are synonymous.
(Source: 31 CFR Chapter IX) ([Chapter
625)](http://www.usaid.gov/policy/ads/600/625.pdf)

**Claimant**

An individual whose claim for entitlement to Federal Employees\'
Compensation Act (FECA) benefits has been filed according to FECA
provisions. [(Chapter 442)](http://www.usaid.gov/policy/ads/400/442.pdf)

claims

See 6 FAM 311.3. ([Chapter
521](http://www.usaid.gov/policy/ads/500/521.pdf))

**Claims Collection Litigation Report (CCLR)**

A report used in referring debts to the Department of Justice for
litigation and enforced collection. The CCLR is also used for the
referral of debts to the Department of Justice for concurrence on a
proposed suspension or termination of collection action (i.e.,
write-off). ([Chapter 625)](http://www.usaid.gov/policy/ads/600/625.pdf)

**class**

A group of USAID employees, former USAID employees, and/or applicants
for employment with USAID alleging an adverse effect of an Agency
personnel management policy or practice which the Agency has the
authority to rescind or modify, based on common race, color, religion,
sex, national origin, physical or mental disability, and/or age.
[(Chapter 110)](http://www.usaid.gov/policy/ads/100/110.pdf)

**class complaint**

A written complaint of discrimination filed on behalf of a class by the
agent of the class alleging that

a\. The class is so numerous that a consolidated complaint of the
members of the class is impractical;

b\. There are questions of fact common to the class;

c\. The claims of the agent of the class are typical of the claims of
the class; and

d\. The agent of the class, or the agent\'s representative, if any, will
fairly and adequately protect the interests of the class. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**classification**

The orderly assignment of positions to a series, title, and grade. Such
classification is in accordance with published classification and job
grading standards or guides promulgated by the Agency (for Foreign
Service positions) or by the US Office of Personnel Management (for
Civil Service positions). ([Chapter
456)](http://www.usaid.gov/policy/ads/400/456.pdf)

The act or process by which information is determined to be classified.
[(Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**classification guidance**

Any instruction or source that prescribes the classification of specific
information.

[(Chapter 562)](http://www.usaid.gov/policy/ads/500/562.pdf)

**classification guide**

A documentary form of classification guidance issued by an original
classification authority that identifies the elements of information
regarding a specific subject that must be classified and establishes the
level and duration of classification for each such element. (Chapters
[562](http://www.usaid.gov/policy/ads/500/562.pdf)[,
568)](http://www.usaid.gov/policy/ads/500/568.pdf)

**classified award**

Contracts, grants, or cooperative agreements with positions requiring
access to classified information. These procedures are applicable to
licensees, grantees, and certificate holders to the extent legally and
practically possible within the constraints of applicable law and the
Code of Federal Regulations. (Chapters
[562](http://www.usaid.gov/policy/ads/500/562.pdf) and
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**classified contract**

Contracts with positions requiring any contract employee to have access
to classified information. (Chapters
[562](http://www.usaid.gov/policy/ads/500/562.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**classified information**

See the definition for classified national security information.
(Chapters [562](http://www.usaid.gov/policy/ads/500/562.pdf)[,
566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567,](http://www.usaid.gov/policy/ads/500/567.pdf)
[568)](http://www.usaid.gov/policy/ads/500/568.pdf)

**classified material**

Any media, document, product, or substance on or in which classified
information is recorded or embodied. ([Chapter
562)](http://www.usaid.gov/policy/ads/500/562.pdf)

**Classified National Security Information (Classified Information)**

Information that has been determined pursuant to EO 12958 or any
predecessor order to require protection against unauthorized disclosure
and is marked (confidential, secret, or top secret) to indicate its
classified status when in documentary form. It is also referred to as
classified information.

a\. confidential: Information, the unauthorized disclosure of which
reasonably could be expected to cause damage to the national security
that the original classification authority is able to identify or
describe.

b\. secret: Information of which the unauthorized disclosure could
reasonably be expected to cause serious damage to the national security.

c\. top secret: Information of which the unauthorized disclosure could
reasonably be expected to cause exceptionally grave damage to the
national security. (Chapters
[545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf)[,
562](http://www.usaid.gov/policy/ads/500/562.pdf)[,
566](http://www.usaid.gov/policy/ads/500/566.pdf)[,
567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Classified National Security Information (Classified Information):
Compartmented**

The breaking down of sensitive data into small, isolated blocks to
reduce the risk of unauthorized access. (Chapters
[545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552)](http://www.usaid.gov/policy/ads/500/552.pdf)

**Clean PC Standard**

A \"Clean PC\" is a PC that is designated for NMS use that has: 1) had
its hard disk reformatted (cleaned); 2) had fresh copies of DOS,
Banyan/Vines, and Windows 3.1 installed; 3) had conventional memory
optimized so that the largest executable program size is at least 570Kb
before Windows is run; 4) has at least 110Mb of available hard disk
space on the C: drive before NMS is installed, and at least 30MB
available at all times after NMS is installed; and 5) contains only
software tested and approved to work with the NMS. ([Chapter
543](http://www.usaid.gov/policy/ads/500/543.pdf))

**Clearance Class 2**

A limited clearance for an overseas assignment. ([Chapter
407](http://www.usaid.gov/policy/ads/400/407.pdf))

**Clearance Class 5**

Employee is not cleared for overseas assignments. [(Chapter
407](http://www.usaid.gov/policy/ads/400/407.pdf))

**clearing official**

A clearing official is a designated person in a specific Bureau/Office
obligated to review and clear ADS material. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**close-out**

An action that occurs concurrently with or subsequent to the CFO\'s
decision to write off a debt for which the CFO has determined that
future additional collection attempts would be futile. At close-out,
USAID or Treasury under the cross-servicing agreement reports to the IRS
the amount of an inactive debt as income to the debtor on IRS Form
1099C. No additional collection action may be taken by USAID after
issuance of the 1099C. ([Chapter
625)](http://www.usaid.gov/policy/ads/600/625.pdf)

**close-out audit**

The final audit report to be submitted upon completion or termination of
a cost-reimbursable, time and material type contract, grant, or
cooperative agreement. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Closed Hearings**

Hearings of congressional committees which are closed to the public and
the news media, usually due to the sensitive or confidential nature of
the information under discussion. ([Chapter
554)](http://www.usaid.gov/policy/ads/500/554.pdf)

**closure**

The point at which all corrective actions have been completed for
resolved audit recommendations. (Chapter
[591,](http://www.usaid.gov/policy/ads/500/591.pdf)
[592)](http://www.usaid.gov/policy/ads/500/592.pdf)

**Code of Federal Regulations (CFR)**

The CFR is the codification of the general and permanent rules published
in the Federal Register by the Executive departments and agencies of the
Federal Government. ([Chapter
509](http://www.usaid.gov/policy/ads/500/509.pdf))

**cognizant agency**

The Government agency with primary audit responsibility for a particular
contractor or grantee. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Cognizant Technical Officer (CTO)\
**The individual who performs functions that are designated by the
Contracting or Agreement Officer, or is specifically designated by
policy or regulation as part of contract or assistance administration.
In other parts of the U.S. Government, the synonymous term is usually
Contracting Officer's Technical Representative (COTR). **(See "Activity
Manager" and** [ADS Series
300](http://www.usaid.gov/policy/ads/300/)**)** (Chapters
[200-203](http://www.usaid.gov/policy/ads/200/),
[306](http://www.usaid.gov/policy/ads/300/306.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**cohort**

Those direct loans obligated or loan guarantees committed by a program
in the same year even if disbursements occur in subsequent years.
Post-FY1991 direct loans or loan guarantees will remain with their
original cohort throughout the life of the loan, even if the loan is
modified. Pre-FY1992 loans and loan guarantees that are modified will
each, respectively, constitute a single cohort. (OMB Circular No. A-11,
Preparation and Submission of Budget Estimates) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**collateral substitute**

A mechanism for ensuring the repayment of loans other than the provision
of formal collateral by the borrower. In the context of microfinance,
group lending and character-based (experience-based) lending are the
most common forms of collateral substitutes. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**collection**

The process of receiving amounts owed to the government, such as payment
on a debt. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**collection agency**

A private sector entity whose primary business is the collection of
delinquent debts. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**collection amount**

The amount of a disallowed cost that management recovers from a
contractor or grantee. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Collection of Information**

The obtaining, causing to be obtained, soliciting, or requiring the
disclosure to an agency, third parties, or the public of information by
or for an agency by means of identical questions posed, to, or identical
reporting, record keeping, or disclosure requirements imposed on ten or
more persons, whether such collection of information is mandatory,
voluntary or required to obtain a benefit. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Combining Statements**

Financial statements which present information found in the Principal
Financial Statements by major programs, activities or funds, where
feasible or appropriate. ([Chapter
594](http://www.usaid.gov/policy/ads/500/594.pdf))

**commercial activity**

An activity conducted by a Federal agency that provides a product or
service that could be obtained from the private sector. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Commercial Property**

Property that is available through lease or purchase in the commercial
market. ([Chapter 547)](http://www.usaid.gov/policy/ads/500/547.pdf)

commercial services contracts

Contracts let on a commercial basis for the running or management of a
utility or distribution network. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Commercial Telegrams**

Telegrams that are sometimes sent to international or domestic addresses
that do not have access to governmental telegraphic facilities. In such
cases, delivery is by commercial telegraphic systems. The Department of
State (DOS) uses commercial telegram systems only for domestic
locations. ([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Commission**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Commissioned Diplomatic Title**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435)](http://www.usaid.gov/policy/ads/400/435.pdf)

#### commitment

An administrative reservation of funds in anticipation of their
obligation. ([Chapter 621](http://www.usaid.gov/policy/ads/600/621.pdf))

commodity

Any material, article, supply, goods, or equipment. (Chapters
[221](http://www.usaid.gov/policy/ads/200/221.pdf),
[310](http://www.usaid.gov/policy/ads/300/310.pdf),
[312](http://www.usaid.gov/policy/ads/300/312.pdf))

**Commodity Import Program (CIP)**

A program in which USAID provides foreign exchange to a host country
that, by the terms of the applicable agreement between USAID and the
host country, is used to finance particular commodity import
transactions of the host country. (Chapters
[307](http://www.usaid.gov/policy/ads/300/307.pdf),
[320](http://www.usaid.gov/policy/ads/300/320.pdf),
[324](http://www.usaid.gov/policy/ads/300/324.pdf))

commodity-related services

Delivery services and/or incidental services. ([Chapter
221)](http://www.usaid.gov/policy/ads/200/221.pdf)

**communications and records**

Planning, controlling, directing, organizing, training, promoting, and
other managerial activities related to the creation, maintenance and
use, and disposition of records. The purpose of communications and
records is to achieve adequate and proper documentation of Federal
policies and transactions and effective and economical management of
Mission operations. ([Chapter
527](http://www.usaid.gov/policy/ads/500/527.pdf))

**communications security (COMSEC)**

Measures taken to deny unauthorized persons information derived from
telecom­munica­tions of the U.S. Government concerning national security,
and to ensure the authenticity of such telecommu­nications. COMSEC
includes crypto-security, transmission security, emissions security, and
physical security of COMSEC material and information. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**commuting area**

Commuting area is the geographic area that is normally considered one
area for recruitment and employment purposes. It includes any population
center (or two or more neighboring ones) and the surrounding localities
where people live and reasonably can be expected to travel back and
forth daily to their usual employment. (Chapters
[418](http://www.usaid.gov/policy/ads/400/418.pdf),
[467](http://www.usaid.gov/policy/ads/400/467.pdf))

**Compartmented**

The breaking down of sensitive data into small, isolated blocks to
reduce the risk of unauthorized access. (Chapters
[545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Compensation**

Nontaxable benefits, including money paid due to loss of wages, medical
expenses, rehabilitation expenses, loss of use of major body functions,
and death benefits, payable under the FECA. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Compensatory Time Off at Certain Posts in Foreign Areas**

See STR 800 ([Chapter 477](http://www.usaid.gov/policy/ads/400/447.pdf))

**Competing Employee**

An employee in tenure groups I, II, or III. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**competition**

A formal evaluation of sources to provide a commercial activity that
uses pre-established rules. Competitions between private sector sources
are performed in accordance with the Federal Acquisition Regulation
(FAR). Competitions between agency, private sector, and public
reimbursable sources are performed in accordance with the FAR and OMB
Circular A-76. The term "competition" includes streamlined and standard
competitions performed in accordance with Circular A-76 and FAR-based
competitions for agency-performed activities, contracted services, new
requirements, expansions of existing work, and activities performed
under fee-for-service agreements. The term also includes cost
comparisons, streamlined cost comparisons, and direct conversions
performed under previous versions of OMB Circular A-76. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**competition advocate**

An individual charged by FAR 6.5 and AIDAR 706.5 with promoting full and
open competition. The Agency competition advocate is the Deputy Director
in the Office of Procurement (M/OP) responsible for Policy, Evaluation
and Support, or his/her designee. For Washington contracting activities
it is the Deputy Director in the Office of Procurement responsible for
operations. For Missions it is the Deputy Mission Director, or the
Mission Director where there is not a Deputy. ([Chapter
305](http://www.usaid.gov/policy/ads/300/305.pdf))

**competition officials**

The agency officials appointed before a standard competition is
announced who perform key roles and have essential responsibilities for
the successful completion of the standard competition. Competition
officials are the Agency Tender Official, Contracting Officer, Source
Selection Authority, Human Resource Advisor, and Performance Work
Statement (PWS) team leader. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**competitive area**

The organizational unit(s) or subdivision and geographical location
within the Agency in which employees compete for retention under RIF
procedures. Separate competitive areas are established for each bureau
or equivalent organization listed in the USAID Competitive Areas
mandatory reference. Employees in a competitive area compete only with
each other; they do not compete with employees in another competitive
area. (Chapters [452](http://www.usaid.gov/policy/ads/400/452.pdf),
[454](http://www.usaid.gov/policy/ads/400/454.pdf), and
[455](http://www.usaid.gov/policy/ads/400/455.pdf))

**competitive level**

A grouping of all positions within a competitive area which are in the
same grade (or occupational level) and classification series, and which
are similar enough in duties, qualification requirements, pay schedule,
and working conditions so that reassignment of one employee to any other
position within that level may occur without undue interruption.
([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

All positions in the competitive area that are sufficiently alike in
qualifications, requirements, duties, and responsibilities that the
incumbent of one position must be considered able to perform the duties
of another position in the competitive level with minimal interruption
to the work of the Agency. ([Chapter
455](http://www.usaid.gov/policy/ads/400/455.pdf))

All FS employees in the same service category (SFS or FS), the same
salary class (e.g., FO/FP-1, FO/FP-2, FE-OC, FE-MC), and the same
Primary Skill Code. ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

See ADS 452 and ADS 454 for Civil Service and Foreign Service
definitions. (Chapters
[452](http://www.usaid.gov/policy/ads/400/452.pdf),
[453](http://www.usaid.gov/policy/ads/400/453.pdf)[,
454](http://www.usaid.gov/policy/ads/400/454.pdf),
[455](http://www.usaid.gov/policy/ads/400/455.pdf))

**competitive service**

Consists of all civil service positions in the executive branch, except
positions which are specifically excepted from the competitive service
by or under statute; positions to which appointments are made by
nomination for confirmation by the Senate, unless the Senate otherwise
directs; positions in the Senior Executive Service; positions in the
District of Columbia which are specifically included in the competitive
service by statute. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf))

Federal positions normally filled through open competitive examination
under civil service rules and regulations. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

Federal positions normally filled through open competitive examination
under civil service rules and regulations. About 60 percent of all
Federal positions are in the competitive service. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Competitive Sourcing Official (CSO)**

An inherently governmental agency official responsible for the
implementation of Circular A-76 within USAID. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

competitive status

Basic eligibility of a person to be selected to fill a position in the
competitive service without open competitive examination. Competitive
status may be acquired by career-conditional or career appointment
through open competitive examination, or may be granted by statute,
executive order, or civil service rules without competitive examination.
A person with competitive status may be promoted, transferred,
reassigned, reinstated, or demoted subject to the conditions prescribed
by civil service rules and regulations. (Chapter
[413](http://www.usaid.gov/policy/ads/400/413.pdf) and
[418](http://www.usaid.gov/policy/ads/400/418.pdf))

**complainant**

Any individual who files a formal equal employment opportunity complaint
with USAID. ([Chapter 110](http://www.usaid.gov/policy/ads/100/110.pdf))

**complementary feeding**

The appropriate addition of other foods while continuing breastfeeding,
starting at about six months. (Note: Other foods given during
breastfeeding prior to this time are considered "supplementary.")
([Chapter 212](http://www.usaid.gov/policy/ads/200/212.pdf))

**Complex Emergency**

A disaster, usually of long term duration, that includes a combination
of humanitarian, political and military dimensions which hinders the
provision of external relief. ([Chapter
251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Composite Print**

Film print combining picture and sound track. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**compromise**

A security violation which has resulted in presumed, probable, or
confirmed access to classified information or material by an
unauthorized person. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

To accept less than the full amount of the debt owed from the debtor in
satisfaction of the debt based on the improbability of the recovery of
the full amount and other practical considerations. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Computer Assisted Systems Engineering (CASE) Tools**

CASE software that has the utility to create other software for use in
developing computer systems. ([Chapter
551](http://www.usaid.gov/policy/ads/500/551.pdf))

**computer center**

A facility housing a large centralized computer system and related
telecommunications. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**computer security (COMPUSEC)**

Measures and controls that protect an automated information system
against unau­thorized accidental or intentional disclosure, modification,
or destruction. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**conditional gifts**

Gifts made for a specific purpose with conditions on their use.
([Chapter 628](http://www.usaid.gov/policy/ads/600/628.pdf))

**conditions precedent (CP)**

A condition or set of conditions that must be met before USAID will
agree to disburse funding (for example, if the host country laws require
legislative approval of the Strategic Objective Agreement (SOAG), then
USAID must receive evidence of that approval before funds disbursement).
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**conferences**

Short meetings among technical specialists or others working in a common
field, generally of a week\'s duration or less, to discuss a particular
topic of shared, professional interest. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**CONFIDENTIAL**

A national security classification applied to information, the
unauthorized disclosure of which reasonably could be expected to cause
damage to the national security (source: Executive Order 12958).
(Chapters [545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**confidentiality**

That state when information, programs, and interfaces are held in
confidence and protected from unauthorized disclosure. ([Chapter
545)](http://www.usaid.gov/policy/ads/500/545.pdf)

**conforming amendment**

Policy that does not require ADS clearance because it alters ADS
material in one of the following four ways:

Includes new or revised external regulations (this means precisely that
change specified in the external regulation; this does not include the
creation of new or revised USAID procedures to implement the
regulation);

Complies with policy already contained in other ADS chapters or internal
mandatory references;

Incorporates written policy issued by the Administrator; or

Amends or adds one office's procedures that do not have a substantial
impact on any other Agency office. Authors must send M/AS/IRD an e-mail
explaining how the change does not substantively impact another office.
([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Congressional Correspondence**

Any written request from Members of Congress or congressional staff
regarding the activities of USAID and related topics. ([Chapter
553](http://www.usaid.gov/policy/ads/500/553.pdf))

**Congressional Delegation** **(CODEL)** ([Chapter
555](http://www.usaid.gov/policy/ads/500/555.pdf))

**Congressional Inquiries**

Requests for information from Members of Congress or congressional staff
regarding the activities of USAID and related topics. ([Chapter
553](http://www.usaid.gov/policy/ads/500/553.pdf))

**Congressional Reporting**

Any reporting required under the Foreign Assistance Act, the Foreign
Assistance and Related Agencies Appropriation Act, or any reporting
requested by a Congressional Committee, Senator, or Congressman.
([Chapter 506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Congressional Staff Delegation (STAFFDEL)**

Congressional staff delegation. ([Chapter
555](http://www.usaid.gov/policy/ads/500/555.pdf))

**Congressional Testimony**

Includes all appearances by USAID officers before committees of the
United States House or Senate to testify regarding the activities of
USAID and related issues. ([Chapter
554](http://www.usaid.gov/policy/ads/500/554.pdf))

**connection**

Any arrangement (intentional or otherwise) of hardware, software,
firmware, peripherals, cabling, transceivers, etc. that supports or
could enable system interoperability. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Consolidated Audit Tracking System (CATS)\
**An audit report and recommendation follow-up and tracking system
shared by USAID and the Office of Inspector General (OIG). ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**constructed cost data**

Cost data extracted from various sources (usually parts of various of
contractors' invoices) which is used to accumulate expenses associated
with a particular internal software development effort. Once the data is
accumulated, and if the capitalization criteria are met, the constructed
cost data becomes the source documentation for recording the accounting
entry. This requires the worksheet (usually an electronic spreadsheet)
and the supporting documentation to be readily available for audit and
retained in accordance with the requirements for retention of financial
documentation in ADS 502. ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Constructive Cost**

The total cost of per diem, travel, transportation and incidental
expenses which would have been incurred for travel by a usually traveled
route. ([Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf)) (6 FAM-111.3)(FTR
301-3.1)

**Consultant**

A person serving as an advisor to an officer or instrumentality of the
Government, as distinguished from an officer or employee carrying out an
agency\'s duties and responsibilities. Ordinarily, consultants are
expert in the field in which they advise, but need not be specialists.
([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Continental United States**

The 48 contiguous states and the District of Columbia. (6 FAM-111.3)
([Chapters 443](http://www.usaid.gov/policy/ads/400/443.pdf),
[522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Contingency**

A possible event that must be prepared for such as an emergency.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**contingency plan**

A written plan of actions to be taken to safeguard assets and provide
reasonable continuity of support should normal operations be disrupted
due to the occurrence of an emergency situation or other undesirable
event. ([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**Contingency Planning**

Instituting policies and essential procedures to mitigate the effects of
potential emergencies or disasters on an agency\'s operations and
records. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Continuation of Pay**

Continuation of regular salary for up to 45 calendar days due to
disability and/or medical treatment following a traumatic injury,
intended to eliminate interruption of income while the Office of Workers
Compensation Program (OWCP) is processing the employee\'s claim.
Continuation of pay (COP) is subject to taxes and all other usual
payroll deductions. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Continuing Resolution (CR)**

A CR is an \"appropriation\" for the entire fiscal year(s), pending
enactment of a regular appropriation, but subject to time limitations as
to how long it remains in effect (Chapters
[603](http://www.usaid.gov/policy/ads/600/603.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf),
[634](http://www.usaid.gov/policy/ads/600/634.pdf))

**Continuity**

To go on with selected USAID programs in an actual state of contingency
operating conditions. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Continuity of Operations Plan (COOP)**

A contingency action plan which provides the capability for a Department
or Agency to continue operations during a crisis which renders the
organization\'s headquarters unusable. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**contract**

A mutually binding legal instrument in which the principal purpose is
the acquisition, by purchase, lease, or barter, of property or services
for the direct benefit or use of the Federal government, or in the case
of a host country contract, the host government agency that is a
principal, signatory party to the instrument. ([Chapter
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[304](http://www.usaid.gov/policy/ads/300/304.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf))

A mutually binding legal relationship obligating the seller to furnish
the supplies or services (including construction) and the buyer to pay
for them. It includes all types of commitments that obligate the
Government to an expenditure of appropriated funds and that, except as
otherwise authorized, are in writing. In addition to bilateral
instruments, contracts include (but are not limited to) awards and
notices of awards; job orders or task letters issued under basic
ordering agreements; letter contracts; orders, such as purchase orders,
under which the contract becomes effective by written acceptance or
performance; and bilateral contract modifications. Contracts do not
include grants and cooperative agreements covered by 31 U.S.C. 6301, et
seq. For discussion of various types of contracts, see Part 16.
([Chapter 331](http://www.usaid.gov/policy/ads/300/331.pdf))

contract actions

The steps necessary to conduct the procurement of goods and services
covered by the Development Assistance Committee (DAC) Recommendation.
([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Contract Employee**

Refers only to U.S. citizens employed as a Personnel Services Contractor
(US PSC), independent contractor, fellow, institutional contractor, or
any other category of individual, not a direct-hire, requiring a
security clearance to work on USAID information or material or have
unescorted access in USAID space. ([Chapter
567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Contract Information Bulletins (CIBs)**

Issued by the Director, Office of Procurement (M/OP) to provide
information of interest to contracting personnel, such as advance
notification or interim implementation of changes in acquisition or
assistance regulations, reminders, procedures, and general information.
([Chapter 302](http://www.usaid.gov/policy/ads/300/302.pdf))

**contract management**

The management and direction of USAID\'s procurements, including
implementation of USAID\'s unique procurement policies, regulations, and
standards in both USAID/W and overseas. ([Chapter
527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Contracting**

Means purchasing, renting, leasing, or otherwise obtaining supplies or
services from non-federal sources. Contracting includes description (but
not determination) of supplies and services required, selection and
solicitation of sources, preparation and award of contracts, and all
phases of contract administration. It does not include making grants or
cooperative agreements. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**contracting activity(ies)**

Means an element of an agency designated by the agency head and
delegated broad authority regarding acquisition functions. In USAID, the
contracting activities consist of the Office of Procurement (M/OP), the
Office of Foreign Disaster Assistance (BHR/OFDA), the Center for Human
Capacity Development in the Global Bureau (G/HCD), and each overseas
post (see AIDAR 702.170-3). ([Chapters
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[331](http://www.usaid.gov/policy/ads/300/331.pdf))

**contracting agency**

Any entity of the host country designated by the country as responsible
for negotiating contracts financed by an USAID loan or grant. This
includes, but is not limited to, ministries of the national government
and their sub-unit authorities (such as port or regional), units of
local government at any level, and government-owned, private, or mixed
corporations and similar entities. ([Chapters
301](http://www.usaid.gov/policy/ads/300/301.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf))

**Contracting Office**

Means a person with the authority to enter into, administer, and/or
terminate contracts and make related determinations and findings. The
term includes certain authorized representatives of the contracting
officer acting within the limits of their authority as delegated by the
contracting officer. \"Administrative contracting officer (ACO)\'\'
refers to a contracting officer who is administering contracts.
\"Termination contracting officer (TCO)\" refers to a contracting
officer who is settling terminated contracts. A single contracting
officer may be responsible for duties in any or all of these areas.
Reference in this regulation to administrative contracting officer or
termination contracting officer does not (a) require that a duty be
performed at a particular office or activity or (b) restrict in any way
a contracting officer in the performance of any duty properly assigned.
([Chapter 331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Contracting Officer (See also, Agreement Officer)**

A person representing the U.S. Government through the exercise of
his/her delegated authority to enter into, administer, and/or terminate
contracts and make related determinations and findings. This authority
is delegated by one of two methods: to the individual by means of a
\"Certificate of Appointment\", SF 1402, as prescribed in FAR 1.603-3,
including any limitations on the scope of authority to be exercised, or
to the head of each contracting activity (as defined in AIDAR 702.170),
as specified in AIDAR 701.601. ([Chapters
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[331](http://www.usaid.gov/policy/ads/300/331.pdf),
[535](http://www.usaid.gov/policy/ads/500/535.pdf))

**contractor**

A non-government organization or individual acting as an agent of USAID
and carrying out a scope of work specified by USAID. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

The seller of the goods and/or services. It includes both organizations
and individuals.

a\. Contractor Employee: An individual employed by a contractor who will
be directly involved in the performance of the contract.

b\. Subcontractor: Any person who furnishes services to, or for, a prime
contractor.

c\. Cognizant Technical Officer (CTO): The designated USAID official
responsible for monitoring the performance of the contractor and
exercising technical cognizance over the USAID contract, previously
referred to as the Project Officer. The CTO is normally responsible for
writing the contract\'s Statement of Work.

A for-profit or non-profit organization that has a contract with USAID.

([Chapter 636](http://www.usaid.gov/policy/ads/600/636.pdf))

**contractor inventory**

Government property in the possession of a contractor under contract
terms where title is vested in the government. There are two types:
Contractor Acquired Property (CAP) cost reimbursement and Government
Furnished Property (GFP) contract cost reduction. Property purchased by
a recipient under a grant or cooperative agreement is governed by the
terms of the agreement and 22 CFR 226. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

**control**

The function of maintaining management accountability and oversight of
personal property throughout its complete life cycle using various
property management tools and techniques. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

**Control**

The third stage in the Capital Planning Investment and Control (CPIC)
process. This stage includes investments that are in development,
implementation, or steady state. During this stage, Executive Sponsors
must report periodically to BTEC on the status of their Level III
capital investments. They must include reports of risk assessments, risk
mitigation strategies, and progress in mitigating risks; project costs
and schedules against baseline goals; and progress in correcting
problems related to achieving cost and schedule goals. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**Control Symbol**

Alphabetic and numeric symbols assigned to reports by the Office of
Administrative Services, Information Records Division (M/AS/IRD) or
other units which serve to identify the report and indicate review and
approval of the requirement.

([Chapters 506](http://www.usaid.gov/policy/ads/500/506.pdf),
[556](http://www.usaid.gov/policy/ads/500/556.pdf))

**Controllable Report**

A recurring or one-time report not specifically exempted from control by
M/AS/IRD. ([Chapter 506](http://www.usaid.gov/policy/ads/500/506.pdf))

**controlled access area**

Specifically designated area within a building where classified
information may be han­dled, stored, discussed, or processed. There are
two types of controlled access areas: core and restricted. Those areas
of a building requiring the high­est levels of protection where
intelligence, cryptographic, security and other particularly sensitive
or compartmentalized information may be handled, stored, discussed, or
processed. Classified information may be handled and stored. Classified
discussions and processing are permitted but may be limited to
designated areas, depending on the technical security threat. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Controller**

The individual responsible for discharging the financial management
aspects of Mission operations. The Controller, who reports directly to
the Mission Director, also provides advice and assistance to the Mission
Director and other Mission officials with respect to financial practices
and procedures applicable to program implementation. ([Chapter
527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Controversion**

The formal administrative procedure through which the Agency presents
evidence to the Office of Workers\' Compensation Program challenging an
employee\'s claim.

([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Convenience Files**

Convenience files consist of extra non-record copies of correspondence,
forms, and other papers, kept solely to satisfy a particular reference
need. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**conversion**

Conversion moves an employee without a break in service from one
personnel appointment to another personnel appointment in the same
agency. ([Chapter 470](http://www.usaid.gov/policy/ads/400/470.pdf))

**Coop Team**

The full complement of preselected USAID personnel identified to fill
the COOP staffing plan. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**cooperating country (See also host country and local country)**

The country receiving the USAID assistance. ([Chapters
305](http://www.usaid.gov/policy/ads/300/305.pdf),
[322](http://www.usaid.gov/policy/ads/300/322.pdf),
[495](http://www.usaid.gov/policy/ads/400/495.pdf))

Cooperating Country means the same as \"host country.\" ([Chapter
495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Cooperating Country National (CCN) Employees**

An individual/employee who is a Cooperating Country citizen or a
non-Cooperating Country citizen lawfully admitted for permanent
residence in the Cooperating Country. For the purpose of this Chapter,
CCN employees are the same as FSN employees. NOTE FSN is the most widely
used terminology to describe non-U.S. citizen employees. ([Chapter
495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Cooperative Agreement**

A legal instrument used where the principal purpose is the transfer of
money, property, services or anything of value to the recipient in order
to accomplish a public purpose of support or stimulation authorized by
Federal statute and where substantial involvement by USAID is
anticipated. ([Chapter
304](http://www.usaid.gov/policy/ads/300/304.pdf))

**Core Equipment**

M/IRM defines core equipment as Local Area Network (LAN) and UNIX
servers, Network Operating System Software and Options Peripheral
Devices attached directly to a server, such as disks, tape drives and CD
Drives, Network Concentrators and Wiring Components, and High Speed
Printers. ([Chapter 546](http://www.usaid.gov/policy/ads/500/546.pdf))

**Core Hours**

The time periods of the workday during which an employee covered by a
flexible work schedule is required by the Agency to be present for work
or on approved leave. Agency core hours are 9:30 a.m. to 11:30 a.m. and
1:30 p.m. to 3:45 p.m.

([Chapter 479](http://www.usaid.gov/policy/ads/400/479.pdf))

**core member\
**A member of a Strategic Objective (SO) Team carrying out a specific
U.S. governmental function for that SO. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**core team\
**Term no longer used. **(See "Strategic Objective (SO) Team")**

#### corporate information 

Data that need to be shared among two or more Agency organizations.

([Chapters 548](http://www.usaid.gov/policy/ads/500/548.pdf),
[550](http://www.usaid.gov/policy/ads/500/550.pdf))

**corporate information systems**

Systems that contain data that need to be shared among two or more
Agency organizations. Corporate systems include any system that is used
by or is of benefit to more than one organization to create, update, or
delete corporate data.

([Chapters 543,](http://www.usaid.gov/policy/ads/500/543.pdf)
[550](http://www.usaid.gov/policy/ads/500/550.pdf),
[551](http://www.usaid.gov/policy/ads/500/551.pdf))

**corrective action**

Measures taken to implement audit findings and recommendations.
([Chapter 595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Correspondence**

Correspondence includes letters, form letters, telegrams (cables),
memoranda, endorsements, summary sheets, postal cards, memo routing
slips, and other written or electronic communications. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Correspondence: Classified**

Correspondence containing information which requires protection in the
interest of national security, i.e., Top Secret, Secret, or
Confidential. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Correspondence Management**

Correspondence management is the program that establishes standards for
managing correspondence within the Agency. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**cost containment, cost control (interchangeable)**

Broad terms to describe a range of management actions, procedures, and
tools applied by the sponsoring unit and/or its contractor, grantee, or
partner (implementer) to reduce the costs that USAID pays for
participant training without compromising quality. The cost to be
contained may be any direct or indirect participant or training program
cost. Includes cost-sharing (see "cost-sharing"). ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Cost of Doing Business**

Those general activities which are required or expected to be carried
out by any Federal agency, irrespective of the mandate/program of the
agency. ([Chapter 601](http://www.usaid.gov/policy/ads/600/601.pdf))

**Cost of Living Allowances**

See STR 200; 3 FAM 3230 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**cost-sharing**

Any instance where USAID or its partner identifies and arranges
financial or in-kind support from counterpart organizations or
independent non-governmental organizations to the benefit of a training
program. Cost-sharing can be with the training provider, training
contractor, host-country institution, or any other stakeholder. Typical
cost-sharing includes tuition remissions, assistantships, training-fee
discounts, home-stays, in-kind contributions, international
transportation costs, participant salary, and payment of any direct
participant cost by the non-USAID funding source. Cost-sharing mobilizes
additional financial resources for training, and increases the coverage
and effectiveness of USAID\'s limited budget resources. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**counterintelligence**

Information gathered and activities conducted to protect against
espionage, other intelligence activities, sabotage, or persons; or
international terrorist activities, excluding personnel, physical,
document, and communications security programs.

([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**covenant**

A condition that must be met during the performance of the Strategic
Objective Agreement (SOAG) (such as after disbursement of USAID
funding).

([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**covered countries**

Countries identified annually as major illicit drug-producing or
drug-transit countries under Section 490(h) of the FAA as well as any
country or portion of a country that the State Department determines is
to be treated as a covered country under the 487 regulations. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf),
[206](http://www.usaid.gov/policy/ads/200/206.pdf))

**covered participant**

USAID-financed participant (including in-country) receiving a
scholarship, fellowship, or other structured training of more than six
hours but only where USAID specifically approves the individual
participant. In the case of agreements with Public International
Organizations (PIO), \"covered participant\" refers only to participants
who are specifically designated by USAID. ([Chapter
206](http://www.usaid.gov/policy/ads/200/206.pdf))

**credit reporting agency**

A credit reporting agency (also called a consumer reporting agency or
credit bureau) is any person (or organization) that regularly engages in
the practice of assembling or evaluating consumer credit information or
other information on consumers for the purpose of furnishing consumer
credit reports to third parties. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Credit Review Board**

The Credit Review Board (CRB) is an internal advisory committee
reporting to the USAID Chief Financial Officer (CFO). Pursuant to the
CRB Charter, the CRB has the responsibility to recommend, for the CFO\'s
final determination, the credit subsidy cost of each proposed DCA
activity. The Charter further provides that the CRB recommends policies
and procedures designed to ensure the financial soundness of all USAID
credit programs, including DCA. ([Chapters
249](http://www.usaid.gov/policy/ads/200/249.pdf),
[250](http://www.usaid.gov/policy/ads/200/250.pdf))

**credit subsidy/reserve**

In accordance with the Credit Reform Act of 1990, a credit subsidy
(i.e., a loan loss reserve) must be estimated (under an overall FY
appropriation for this purpose) for each Housing Guaranty authorization.
OMB Circular No. A-34 (revised annually) outlines the procedures for
credit subsidy estimates. For sovereign risk borrowers, the credit
subsidy is determined by utilizing an OMB computer software model based
on U.S. inter-agency (ICRAS) ratings for country risk. For non-sovereign
risk borrowers, the credit subsidy is calculated utilizing a
non-sovereign risk software model developed for the Housing Guaranty
Program and approved by OMB. This model is based partially on country
risk and partially on financial analysis of the borrowers.

([Chapter 250](http://www.usaid.gov/policy/ads/200/250.pdf))

crediting plan

A plan containing weighted criteria used to measure the value of a
candidate\'s qualifications (e.g., experience, education, training,
honors, awards, and outside activities) against the knowledge, skills,
abilities (KSAs) and other characteristics required by the vacant or new
position. ([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**creditor agency**

The Federal agency to which the debt is owed, including a debt
collection center when acting on behalf of a creditor agency in matters
pertaining to the collection of a debt. (Source: 5 CFR Part 550)
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**critical assumption\
**A general condition under which the development hypothesis or strategy
for achieving the objective will hold true. Critical assumptions are
outside the control or influence of USAID and its partners (i.e., they
are not results), but they reflect conditions likely to affect the
achievement of results in the Results Framework, such as the level of
world prices or the openness of export markets. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**critical element**

A work objective that contributes to accomplishing organizational goals
and objectives and is of such importance that unacceptable performance
would result in unacceptable performance in the position. ([Chapters
462](http://www.usaid.gov/policy/ads/400/462.pdf),
[489](http://www.usaid.gov/policy/ads/400/489.pdf))

**Critical Functions**

Agency-level functions that are deemed so important to the survival and
continuance of the Agency that they must continue to be performed during
the crisis. ([Chapter 531](http://www.usaid.gov/policy/ads/500/531.pdf))

**Critical Letter**

Critical letters are issued to Rating Officials and Appraisal Committee
members by the Performance Boards when a current evaluation is so
deficient that the Performance Board\'s ability to make confident
judgments on the employee\'s competitive standing has been affected,
disadvantaging the employee. Critical letters are placed in the Rating
Official\'s and Appraisal Committee members\' Performance Evaluation
File for two years. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**Critical-Sensitive Positions**

Definitions for terms used in this chapter are located in 3 FAM 695 3-3.
([Chapter 408](http://www.usaid.gov/policy/ads/400/408.pdf))

**cross-servicing**

Collections of debt by an organization on behalf of another agency.
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**currently not collectible (CNC) debt**

Debt that has been written off and thereby removed as an active
receivable. A record of the account may still be held by the
organization unit for possible future offset or collection as well as
for future credit prescreening purposes. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Customer\
**The person or group who is receiving a service, or who is considered
the recipient or beneficiary of a given result or output. There are
several different types of USAID customers:

-   *Ultimate customers:* Those host country individuals, especially the
    socially and economically disadvantaged, who are beneficiaries of
    USAID assistance and whose participation is essential to achieving
    sustainable development results. ([Chapters
    101](http://www.usaid.gov/policy/ads/100/101.pdf),
    [102](http://www.usaid.gov/policy/ads/100/102.pdf))

-   *Intermediate customers:* Those organizations, including host
    country governments that receive USAID services to implement
    programs that are designed to benefit the ultimate customer. This
    includes private voluntary organizations (PVOs), contractors, and
    host country entities.

-   *Internal/process customer:* Bureaus, Offices, and individuals
    within USAID that benefit from and participate in the activities
    undertaken by other Bureaus, Offices, and individuals within the
    Agency.

-   *Washington and U.S.-based customers:* U.S. Government entities, or
    individuals representing such an entity, at whose behest USAID
    carries out its programs and who have a stake in the program results
    that USAID produces. Examples include Congress, the Office of
    Management and Budget (OMB), and the Department of State. Congress
    represents U.S. taxpayers. ([Chapters
    200-203](http://www.usaid.gov/policy/ads/200/),
    [250](http://www.usaid.gov/policy/ads/200/250.pdf))

    **Customer Service Plan\
    **A planning document previously required for every individual
    Operating Unit. The plan is no longer required. This term is no
    longer used. ([Chapters
    200-203](http://www.usaid.gov/policy/ads/200/),
    [250](http://www.usaid.gov/policy/ads/200/250.pdf))

**cut-off score**

The minimum rating score which a candidate must meet in order to rank
among the best qualified. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Cycling (Cycle)**

The periodic removal of obsolete copies of vital records and their
placements with copies of current vital records. This may occur daily,
weekly, quarterly annually, or at other designated intervals. Update.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

\- D -

**damage to the national security**

Harm to the national defense or foreign relations of the United States
from the unauthorized disclosure of information, to include the
sensitivity, value, and utility of the information. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Danger Pay Allowance**

See STR 650; 3 FAM 3270 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Data Administration**

This function involves overseeing and understanding an organization\'s
data. The Data Administration function ensures the most cost-efficient
organization and use of the organization\'s data resources. ([Chapter
551](http://www.usaid.gov/policy/ads/500/551.pdf))

**Data Base**

A set of data, consisting of at least one data file, that is sufficient
for a given purpose. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Data Base Management System**

A software system used to access and retrieve data stored in a data
base.

([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Data Brokering**

Coordinating Agency program-funded development information service
activities. ([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Data File**

The actual information files within the system. It can be numeric, text,
graphic, or combo. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Data Stewardship**

The Agency organization that is responsible for collecting and
maintaining Agency data. ([Chapter
551](http://www.usaid.gov/policy/ads/500/551.pdf))

**Data Telecommunication**

This includes local area networks (LANs), wide area networks (WAN),
mainframe, mini and gateway micro computers, electronic bulletin boards,
Electronic Mail (e-mail), X.400, Internet, and other network-enabled
applications provided through the USAID Network (USAIDNET) (e.g.,
sending faxes through e-mail, asynch dial-out/dial-in, File Transfer
Protocol (FTP), telecommunication network, etc.,) for both USAID/W and
overseas locations. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Day**

Means, unless otherwise specified, a calendar day. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**days**

For the purposes of the EEO complaint process, the term days refers to
calendar days. Due dates that fall on weekends or holidays require
action on the next business day. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

(See 3 FAM 4310 (Old 3 FAM 761.2) ([Chapters
485](http://www.usaid.gov/policy/ads/400/485.pdf) and
[486](http://www.usaid.gov/policy/ads/400/486.pdf))

Calendar days, unless otherwise specified. ([Chapters
450](http://www.usaid.gov/policy/ads/400/450.pdf),
[487](http://www.usaid.gov/policy/ads/400/487.pdf))

**debarment**

An action taken by a debarring official to exclude a contractor from
Government contracting and Government-approved subcontracting for a
reasonable, specified period; a contractor so excluded is \"debarred\".
([Chapter
313](http://www.usaid.gov/policy/ads/300/313.pdf)[)]{.underline}

**debt**

An amount of money or property that has been determined by an
appropriate organization unit official to be owed to the United States
by any person, organization, or entity except another Federal agency.
The term \"debt\" is interchangeable and synonymous with the term
\"claim.\" ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**debt collection**

That portion of the claim management cycle dealing with the recovery of
delinquent amounts due after routine account servicing fails. This
activity includes the assessment of the debtor\'s ability to pay, the
exploration of possible alternative arrangements to increase the
debtor\'s ability to repay, and other efforts to secure payment.

([Chapter 625)](http://www.usaid.gov/policy/ads/600/625.pdf)

debt forgiveness

All actions relating to debt (forgiveness, swaps, buy-backs,
rescheduling, and refinancing) ([Chapter
221)](http://www.usaid.gov/policy/ads/200/221.pdf)

**debtor**

An individual, organization, association, corporation, or a state or
local government indebted to the United States or a person or entity
with legal responsibility for assuming the debtor\'s obligation.
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**deciding official**

The designee authorized by the agency head to impose suspension and/or
debarment, for USAID it is the Procurement Executive/Assistance
Executive. This is the same as \"Debarring official\" and \"Suspending
official\" in FAR 9.4. ([Chapter
313](http://www.usaid.gov/policy/ads/300/313.pdf))

(See 3 FAM 4310 (Old 3 FAM 761.2) for definition that applies to 485.)
([Chapter 485](http://www.usaid.gov/policy/ads/400/485.pdf))

Management official authorized to render Agency decisions on proposed
disciplinary and adverse actions. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Decision Officer**

The individual who has the responsibility of making the final Agency
decision, normally the Chief, Bureau for Management, Office of Human
Resources, Labor and Employee Relations Branch (M/HR/LERPM/LER).
([Chapter 490](http://www.usaid.gov/policy/ads/400/490.pdf))

The officer designated by the Administrator who is responsible for
determining that an exigency of the public business exists, and that
there is no alternative to cancellation of approved leave.

Decision officers are (a) assistant administrators and heads of
Directorates, and independent offices reporting directly to the
Administrator or an associate administrator, and (b) heads of overseas
Posts (limited to determining that an exigency exists and concurring to
cancellation of scheduled leave by approving officer). If the officer\'s
leave is affected or if the decision officer approved the leave in
question, the decision authority passes to the next higher level.
([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**declassification**

The determination that classified information no longer requires, in the
interests of national security, any degree of protection against
unauthorized disclosure, coupled with a removal or cancellation of the
classification designation. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Declassification Officer**

The person who reviews classified documents and makes the determination
on whether documents may be declassified. ([Chapter
510](http://www.usaid.gov/policy/ads/500/510.pdf))

**dedicated mode**

The mode of operation in which the system is specifically and
exclusively dedicated to and controlled for the processing of one
particular type or classification of information, either for full-time
operation or for a specified period of time. ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Deductions**

The amounts withheld for retirement purposes from the basic pay of an
employee subject to the retirement law. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**deep outreach**

The provision of significant benefits to particularly disadvantaged
members of a broader target group. In the case of microenterprise
development programs, these typically include the poorest
microentrepreneurs, female microentrepreneurs, etc.

[(Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**default**

Failure to meet any obligation or term of a credit, grant, or contract
agreement that causes the lender to accelerate demand on the borrower
because of the severity of the borrower\'s breach of the agreement.
Default is often used to refer to accounts more than 180 days
delinquent. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Defense Base Act Insurance**

Worker\'s compensation insurance for contractor employees working
overseas; required by statute (the Defense Base Act) for all contractors
and subcontractors, regardless of the duration of their assignment. Not
applicable to PSCs, who are covered by the Federal Employees
Compensation Act. ([Chapter
322](http://www.usaid.gov/policy/ads/300/322.pdf))

**Deferred Annuity**

An annuity payable to a separated employee which is scheduled to begin
when the separated employee reaches age 62. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**degauss**

The application of an alternating current (AC) field for the purpose of
demagnetizing magnetic data recording media. The process involves
increasing the AC field gradually from zero to some maximum value and
back to zero, which leaves only a very low residue of magnetic induction
on the media. ([Chapters
552](http://www.usaid.gov/policy/ads/500/552.pdf),
[562](http://www.usaid.gov/policy/ads/500/562.pdf))

**delegation of authority (DOA)**

A document that officially recognizes when an official, vested with
certain powers (authorities), extends that power (authority) to another
individual or position within the chain of command. ([Chapters
201-202](http://www.usaid.gov/policy/ads/200/))

**Delegation of Authority**

A document similar to a warrant used to re-delegate purchasing authority
within specified limits to designated Cardholders. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**delinquency**

The failure of a borrower to make interest and/or principal payments on
time. A delinquent loan is one on which payments have not been made on
time. ([Chapter 219)](http://www.usaid.gov/policy/ads/200/219.pdf)

**delinquency rate**

The total outstanding principal on loans with payments past due more
than a given number of days, as a percent of a financial institution\'s
TOTAL loan portfolio (TOTAL unpaid balance on outstanding loans). In the
context of this guidance, 90 days past due is used as the threshold of
delinquency. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**delinquent debt**

Any claim that has not been paid by the date specified in the agency's
bill for collection or demand letter for payment or which has not been
satisfied in accordance with a repayment agreement. (Source: 31 CFR
Chapter IX) ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Deliver or Supply**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

Delivery Services

Any service customarily performed in a commercial export transaction
which is necessary to effect a physical transfer of commodities to the
cooperating country. Examples of such services are export packing, local
drayage in the source country. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**demand letter**

A letter in lieu of a bill for collection sent to a debtor giving
notification that a debt is due by a certain date, and requiring the
debtor to pay applicable interest, administrative costs, and/or late
penalties if not paid by the date due. The debtor must also be informed
of his/her due process rights in the demand letter. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**demotion**

A change of an employee to a lower grade or to a position with a lower
rate of pay. ([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf)
and [487](http://www.usaid.gov/policy/ads/400/487.pdf))

The change of an employee to a lower grade when both the old and the new
positions are under the same pay schedule (e.g. Civil Service or
prevailing rate employees), or when the old and new positions are in
different pay schedules with the new position offering a lower rate of
pay. ([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**Demotion at an Employee\'s Request**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

**Demotion for Personal Cause**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

**Demurrage**

The amount paid on a daily basis by the charterer to the ship owner or
operator for delay of the vessel in port in excess of the number of days
stipulated in the charter party; an extra charge to the charterer for
delays in loading or discharging the cargo. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**deobligation**

The process of removing unneeded funds from an obligating instrument.
This step is typically done upon completion of activities when
unliquidated obligations might have become excessive or might no longer
be needed for the original purpose. Deobligations are also referred to
as the cancellation or downward adjustment of a previously recorded
obligation. ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/),
[621](http://www.usaid.gov/policy/ads/600/621.pdf),
[635](http://www.usaid.gov/policy/ads/600/635.pdf))

**Department**

Includes independent establishment, agency, or federally-owned or
-controlled corporation. ([Chapter
443](http://www.usaid.gov/policy/ads/400/443.pdf))

**Department of State Form**

A form initiated by the U.S. Department of State and used by USAID.
Usually carries a DS form number. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**Dependent**

\(1\) a spouse; (2) children who are under 21 years of age and unmarried
or, regardless of age, are incapable of self-support (children include
step - and adopted - children and those who are under legal custody of
the employee or spouse and are dependent upon and normally reside with
the employee and are expected to be under guardianship of the employee
until 21 years of age); (3) parents (including step - and legally
adoptive - parents) who are at least 51 percent dependent on the
employee for support; and (4) brothers and/or sisters (including step -
and adoptive - brothers and/or sisters) who are 51 percent or more
dependent on the employee, unmarried and under 21 years of age. However,
there is no age limit if they are physically or mentally incapable of
self-support. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

A spouse (as defined by the employee\'s state of official residence),
unmarried child (including unmarried dependent stepchild or adopted
child) under 21 years of age, a dependent mother or father, a dependent
designated in official records, or an individual determined to be a
dependent by the Deputy Assistant Administrator, Bureau for Management,
Office of Human Resources (DAA/M/HR), or designee. ([Chapter
478](http://www.usaid.gov/policy/ads/400/478.pdf))

**Dependents (See Family)**

Dependents include a wife or husband; an unmarried child under 18 years
of age who receives regular support from the employee, or, if over 18,
incapable of self-support due to physical or mental disability; a
student under 23 years of age who has not completed four years of
post-high school education and is regularly pursuing a full-time course
of study; a parent wholly dependent upon and supported by the employee.
([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

Includes a lawful widow; children, stepchildren, and adopted children,
if unmarried, under twenty-one years of age, and in fact dependent upon
the decedent for support, or if physically or mentally incapable of
self-support regardless of age; and dependent parents who were a part of
the decedent\'s household. ([Chapter
443](http://www.usaid.gov/policy/ads/400/443.pdf))

Those persons reliant upon an employee for their support and claimed on
the residency (OF 126) statement. ([Chapter
523](http://www.usaid.gov/policy/ads/500/523.pdf))

**Deposit**

A sum of money paid into the fund by an employee or survivor to cover a
period of service during which deductions were not withheld from pay.
([Chapter 494](http://www.usaid.gov/policy/ads/400/494.pdf))

**depreciation**

Depreciation is the systematic and rational allocation of the
acquisition cost of an asset, less its estimated salvage or residual
value, over its estimated useful life. (Source: SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**deputy**

A position that serves as an alter ego to a high level manager. A deputy
either shares equally with the manager in the direction of all phases of
the organization's program and work or is assigned continuing
responsibility for managing a major part of the manager's program when
the total authority and responsibility for the organization is equally
divided between the manager and the deputy. This excludes positions
informally referred to as "deputies" that require expertise in
management subjects but do not include responsibility for directing
either the full organization or an equal half of the total organization.
([Chapter 102](http://www.usaid.gov/policy/ads/100/102.pdf))

**derivative classification**

Assignment of classification by incorporating, paraphrasing, restating
or generating in new form information that is already classified, and
marking the newly developed material consistent with the markings of the
source information. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Design Documents**

Design and authorization documents, etc., that define, describe,
authorize, and commit a development assistance activity. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Designated Housing**

Under the Single Real Property Manager concept, the only designated
housing are the residences for the Ambassador, Deputy Chief of Mission,
Consul General (when Principal Officer), and Marine Security Guards.
(FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Designated Security Accreditation Authority (DSAA)**

A USAID official with the authority to formally assume responsibility
for operating a system at an acceptable level of risk. This term is
synonymous with "Designated Accreditation Authority - DAA" (used by most
Federal agencies); DAA also may refer to a designated accrediting
authority or a designated approving authority. {Source: This is a
USAID-specific variation on a Federal Government term included in
NSTISSI No. 9001} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Designee**

An USAID employee who applies on behalf of an USAID colleague to become
a leave recipient. ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

**desk review\
**A limited review of a financial audit report prepared by non-Federal
auditors to determine whether the report contains all the required
elements and appears to be accurate and logical. ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf), and
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Despatch**

The amount paid on a daily basis by a ship owner or operator to the
charterer for the time saved in loading or discharging cargo. An
allowance by the ship owner or operator for time saved in loading or
discharging the cargo. Despatch terms are set forth in the Charter.
([Chapter 314](http://www.usaid.gov/policy/ads/300/314.pdf))

**detail**

The temporary assignment or loan of a direct-hire employee to an outside
organization, or within USAID, without change of position from that held
in USAID and/or the temporary assignment of non-USAID personnel to
USAID, with the expectation that the employee will return to the
official position of record upon the expiration of the detail. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf) and
[432](http://www.usaid.gov/policy/ads/400/432.pdf))

**Detention**

The penalty paid by the charterer for delay of a vessel beyond the
contracted terms. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**development actors**

USAID has recently expanded its concept of development actors to include
the full range of organizations both public and private who seek to
achieve improvements in society. These groups can include private sector
companies, foundations, universities, philanthropic leaders,
multilateral organizations, faith-based membership organizations, and
ethnic diaspora sending money home to their country of origin.

([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Development Alliance**

(See "Public-Private Alliance")

Development Assistance Committee (DAC)

The committee of the Organization for Economic Cooperation and
Development that deals with development cooperation matters. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Development Experience**

The cumulative knowledge derived from implementing and evaluating
development assistance programs. Development experience is broader in
scope than \"lessons learned\", and includes research findings,
applications of technologies and development methods, program strategies
and assistance mechanisms, etc. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Development Experience Clearinghouse**

The Bureau for Policy and Program Coordination, Center for Development
Information and Evaluation, Development Experience Information Division
(PPC/CDIE/DI) office which acquires, processes, and disseminates, on
demand, intellectual materials which describe the planning, design,
implementation, evaluation, and results of USAID development assistance
activities. ([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Development Experience Documentation**

Documents which (1) describe the planning, design, implementation,
evaluation and results of development assistance and (2) are generated
during the life cycle of development assistance programs or activities.
([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Development Experience System**

A collection of databases providing access to USAID produced or funded
development experience documents and descriptions of USAID development
assistance activities. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**development hypothesis**\
A narrative description of the specific causal linkages between
Intermediate Results (IRs) and a Strategic Objective (SO) that are
expected to lead to the achievement of the SO. The hypothesis is based
on sound development theory, knowledge, and experience within the
context of a specific SO. Generally, the term refers to plausible
linkages, and not statistically accurate relationships. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Development Information**

The corpus of published literature, unpublished \"gray literature\",
statistical data, current awareness information, knowledge bases, etc.
which document, describe, measure, and communicate the methods,
technologies, status, performance, results and experience of development
practices and activities by the international development community and
local, indigenous development practitioners. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Diplomatic Pouch**

A sealed container documented and marked according to the requirements
of Vienna Diplomatic and Consular Conventions and the Department of
State. ([Chapter 513](http://www.usaid.gov/policy/ads/500/513.pdf))

**Direct Acquisition**

When USAID is a direct party, a signatory, in a mutually binding legal
relationship obligating the seller (\"contractor\") to furnish supplies
or services and the buyer (\"USAID\") to pay for them. ([Chapter
301](http://www.usaid.gov/policy/ads/300/301.pdf))

**Direct Contracting**

See DIRECT ACQUISITION ([Chapter
301](http://www.usaid.gov/policy/ads/300/301.pdf))

**direct-hire employee**

Refers only to U.S. citizens employed as direct-hire (general schedule
Civil Service) and excepted service (non-career and Foreign Service)),
expert consultant, or Advisory Committee Member Serving without
Compensation) working for USAID.

([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

::: Definition-Term
**Direct Letter of Commitment**
:::

::: Definition-Term
A USAID Letter of Commitment issued directly to primarily host-county
contractors, suppliers, or carriers under which specified documents are
submitted directly to USAID for payment. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**direct loan**

A disbursement of funds by USAID to a non-Federal borrower under a
contract that requires the repayment of such funds within a certain
time, with or without interest. The term includes the purchase of, or
participation in, a loan made by another lender. (OMB Circular A-11)
([Chapter 623](http://www.usaid.gov/policy/ads/600/623.pdf))

**direct procurement**

See Direct Acquisition ([Chapter
302](http://www.usaid.gov/policy/ads/300/302.pdf))

**Directed Reassignment**

A management decision of the Administrator to reassign a career or
probationary appointee to another SES position for which qualified.
([Chapter 455](http://www.usaid.gov/policy/ads/400/455.pdf))

**directives management program**

The directives management program provides Agency personnel with the
means to document and convey Agency policy directives and required
procedures to users through written instructions. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**disability**

A physical or cognitive impairment that affects a major life function,
consistent with the definition of the Rehabilitation Act. ([Chapters
253](http://www.usaid.gov/policy/ads/200/253.pdf),
[514](http://www.usaid.gov/policy/ads/500/514.pdf))

**disallowed cost\
**An incurred cost questioned by the audit organization that USAID has
agreed is not chargeable to the government. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**disaster**

An unexpected occurrence, manmade or natural, that causes loss of life,
health, property or livelihood, inflicting widespread destruction and
distress and having long-term, adverse effects on Agency operations. It
is distinguished from an accident by its magnitude and by its damage to
the community infrastructure or the resources required for recovery.
([Chapters 251](http://www.usaid.gov/policy/ads/200/251.pdf),
[502](http://www.usaid.gov/policy/ads/500/502.pdf),
[530](http://www.usaid.gov/policy/ads/500/530.pdf))

**Disaster Declaration**

The written determination by a U.S. Ambassador or designee of the
Secretary of State that a disaster situation exists, with lives at risk,
which exceeds local capacity and for which it is in the U.S.
Government\'s interest to respond. ([Chapter
251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Disaster Reconstruction**

Longer term activities designed to augment critical infrastructure and
promote development goals; of tertiary priority to Disaster Relief and
Rehabilitation.

([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Disaster Rehabilitation**

Intermediate term activities to assist disaster stricken populations to
return to a state of viability. A secondary priority to life sustaining
Disaster Relief. ([Chapter
251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Disaster Relief**

Immediate, life sustaining assistance provided to disaster victims.
([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

**disbursements**

Payments made using cash, check, or electronic transfers. Disbursements
include advances to others as well as payments for goods and services
received and other types of payments made. (JFMIP) Note: The Agency
often uses the term "**disbursements**" to mean only "**payments that
liquidate obligations**," which actually is the definition for
"**outlays**." ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**discharge**

To satisfy a debt as a legal obligation through the performance of the
obligation imposed under the debt instrument, such as payment in full or
compromise. A debt is discharged at the time an agency stops all efforts
to recover the debt because, in effect, the agency is terminating the
debt as a legal obligation of the debtor\'s to repay. Before discharging
a debt, the Debt Collection Improvement Act requires agencies to take
appropriate steps to collect the debt including offset, referral to
private collection agencies, referral to Treasury or a Debt Collection
Center, reporting to a credit bureau, administrative wage garnishment,
and litigation. The discharge does not, however, satisfy the debtor\'s
legal obligation to pay taxes on the debt, since it may represent
taxable income to the debtor. Close out and discharge are used
interchangeably in ADS 625. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Disciplinary Action**

(See 3 FAM 4310 {Old 3 FAM 761.2}) ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf))

An action against an employee in the form of an oral admonishment,
reprimand or suspension of 14 days or less. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**disclosure**

Making a record available to another person or entity, other than the
individual to whom the record pertains by any means of communication
(oral, written, electronic). ([Chapter
509](http://www.usaid.gov/policy/ads/500/509.pdf))

**Discretionary Advisory Committee**

An advisory committee established within the authority of the
Administrator.

([Chapter 105](http://www.usaid.gov/policy/ads/100/105.pdf))

**discrimination**

Discrimination in marine insurance exists when a cooperating country
takes actions which hinder private importers in USAID transactions from
making cost, insurance and freight (c.i.f.) and cost and insurance (c.
and i.) contracts with U.S. commodity suppliers, or which hinder
importers in instructing such suppliers to place marine insurance with
companies authorized to do business in the United States. Discrimination
does not exist in either of the following situations: 1) when a
cooperating country, in importing for itself, elects not to use USAID
dollars for marine insurance but instead follows a policy of
self-insurance or insures with non-USAID funds, or 2) when a cooperating
country insures public sector procurements locally with a
government-owned insurance company. ([Chapter
322](http://www.usaid.gov/policy/ads/300/322.pdf))

**disposable pay**

That part of current basic pay, special pay, incentive pay, retired pay,
retainer pay, or in the case of an employee not entitled to basic pay,
other authorized pay remaining after the deduction of any amount
required by law to be withheld (other than deductions to execute
garnishment orders) in accordance with 5 CFR 581 and 582. Among the
legally required deductions that must be applied first to determine
disposable pay are levies pursuant to the Internal Revenue Code (Title
26, United States Code) and deductions described in 5 CFR 581.105 (b)
through (f). These deductions include, but are not limited to: Social
Security withholdings; Federal, state, and local tax withholdings;
health insurance premiums; retirement contributions; and life insurance
premiums. (Source: 5 CFR Part 550) ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**disposal**

Disposition of excess personal property through redistribution,
transfer, sale, grant-in-aid, donation, abandonment, or destruction.
([Chapters 518](http://www.usaid.gov/policy/ads/500/518.pdf),
[536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Disposition**

The transfer, retirement, and/or disposal of records or non-record
material.

([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

The regulation of the fate, condition, application, and related
conditions of property; the transference of property into new hands, a
new place, condition, and so forth; alienation, or parting; as a
disposal of property. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Disposition Schedule**

A document providing mandatory instructions for what to do with records
(electronic and hard copy)(and non-record materials) no longer needed
for current Government business, with provision of authority for the
final disposition of recurring or nonrecurring records. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

dissemination

Agency initiated or sponsored distribution of information to the public
(see 5 C.F.R. 1320.3(d) definition of \"Conduct or Sponsor\" and OMB
Circular A-130). Dissemination does not include distribution limited to
government employees or agency contractors or grantees; intra- or
inter-agency use or sharing of government information; and responses to
requests for agency records under the Freedom of Information Act, the
Privacy Act, the Federal Advisory Committee Act, or other similar law.
This definition also does not include distribution limited to
correspondence with individuals or persons, archival records, public
filings, subpoenas, adjudicative processes, or press releases, fact
sheets, press conferences, or similar communications in any medium that
announce or support the announcement or give public notice of
information USAID has disseminated elsewhere. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**Distinguished Service Award**

Presidential award for sustained extraordinary accomplishment which
carries a payment of up to \$20,000. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Division**

An organization unit below the Office level; a Level II organization.
Divisions are established when operating requirements, functional
concerns, and/or staffing levels justify dividing an Office into
sub-elements. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**document**

Any publication (bound or unbound, printed material such as reports,
studies, manuals), correspondence (letters, cables, and memos), or other
printed or written products (such as charts, maps, etc.). ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Document Distribution Unit**

The Development Experience Clearinghouse office which provides on-demand
copies of USAID project and program documents and USAID-funded technical
reports in the Development Experience System (DEXS), and/or on CD-DIS.
([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**dollar-sourced local currency**

Foreign currency purchased by or converted from dollars whose source was
appropriated funds. They are considered Treasury funds and are treated
in the same way for Treasury Cash Management purposes. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**dollar trust funds**

These accounts established by the U. S. Treasury are for the purpose of
recording expenditures against receipts held in trust, where USAID acts
in a fiduciary capacity in carrying out specific purposes and programs
in accordance with international agreements or U.S. statutory
requirements. There is no connection between dollar trust fund accounts
and separate dollar accounts required under the Appropriations Act for
cash transfer assistance or nonproject sector assistance. ([Chapter
628](http://www.usaid.gov/policy/ads/600/628.pdf))

**Domestic Relocation Allowance**

See ADS 524 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Domestic Voice Telecommunications**

Voice telecommunications originating and ending within the United
States.

([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**donations**

Donations are monies and materials given by private persons and
organizations to USAID without receiving anything in exchange. This term
is used interchangeably with gifts for the purposes of ADS Chapter 628.
([Chapter 628](http://www.usaid.gov/policy/ads/600/628.pdf))

**Drug Abuse**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Drug Abuse Prevention Function**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Drug Dependency**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Drug Experimenter**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Drugs**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**\*DS-2019 form (Certificate of Eligibility)**

A USG form executed and issued by the USAID Responsible Office in
Washington to potential participants certifying the individual's
eligibility to participate in the training program and indicating the
dates of the program. Participants are authorized to remain in the U.S.
only until the indicated program end date. U.S. permanent residents
(green card holders) and U.S. citizens do not require a DS-2019 form.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Dubbing**

A duplicate copy of a sound recording or video, and the combination of
sound materials from different sources such as dialogue, music, and
sound effects into a single sound track. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**due diligence**

The technical term for the necessary assessment of the past performance,
reputation, and future plans of a prospective alliance partner, private
sector, or other entity, with regard to various business practices and
principles. This assessment of a prospective alliance partner would
normally involve, at a minimum, examining their social, environmental,
and financial track records. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Duty Hours**

The period when the majority of employees are at work (0815 - 1700
hours, Monday through Friday). ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

\- E -

**Earned Annuity**

An amount computed on the basis of the employee\'s actual service,
unused sick leave, and high 3 average pay and, if required, reduced for
retirement before age 55 and failure to make deposits or redeposits.
([Chapter 494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Economic and Social Data Base (ESDB)**

An online information system that provides access to international
economic and social data in support of Agency operations and evaluation
activities. ([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Economic and Social Data Service (ESDS)**

A service to the Agency providing identification, election,
interpretation and analysis of international economic and social
statistical data from USAID and other international donor and USG
sources. ([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Economy Act Orders**

Requisitions for goods or services placed by one Federal Agency with
another (using FAR 17.5 procedures) under Economy Act Section 1535(a).
USAID rarely uses Economy Act Orders when transferring funds to other
agencies, since the specific authorities under FAA Sections 632(a) and
632(b) generally cover the same types of transactions and are more
appropriate to use. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Economy Fare**

Air transportation costing less than premium, including excursions,
groups, and special fares. (See also ACCOMMODATIONS (AIRPLANE))
([Chapter 523](http://www.usaid.gov/policy/ads/500/523.pdf))

**editorial changes**

Editorial changes are simple clarifications that **do not** alter the
substantive meaning of the ADS material. Editorial changes include
punctuation changes, grammar corrections, reordering existing material
and adding headers for ease of use, updates to office symbols, address
and name changes, and hyperlink additions. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Education Allowance**

See STR 270; ADS 523.5.1p ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Educational Travel**

STR 280; 6 FAM 111.1-1 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

EEO Counselor

An individual appointed by the D/EOP to provide EEO counseling on a
collateral duty basis. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**EEOC**

U.S. Equal Employment Opportunity Commission. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**effective date**

The date that specific policy directives and/or required procedures
within an ADS chapter or internally created reference become effective.
Effective dates only change when substantive modifications are made
within the document. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Effective rating (Civil Service)**

Indicates that performance meets the performance measures established
for a work objective. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Effects**

(replaced by the term "household effects") (Chapters
[521](http://www.usaid.gov/policy/ads/500/521.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf),
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**E-Government**

The government's use of web-based Internet applications and other
information technologies, combined with processes that implement these
technologies. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**E-Gov project**

A kind of IT Investment that uses web-based Internet applications and
other information technologies, combined with processes that implement
these technologies, to address Government-to-Citizen,
Government-to-Government, and Government-to-Business relationships,
internal efficiency and effectiveness, or e-authentication requirements.
([Chapter 577](http://www.usaid.gov/policy/ads/500/577.pdf))

**Electronic Documents**

Documents composed on computers, using a variety of word processing,
data collection, spreadsheet, and/or other software programs. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Electronic Form**

A form generated by computer software and used as the basic tool for
collecting and transmitting information. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

::: Definition-Term
**Electronic Funds Transfer (EFT)**
:::

::: Definition-Term
Electronic Funds Transfer (EFT) is the standard method for making
Federal payments. EFT includes any method used to transfer funds
electronically, including Fedwire, Automated Clearing House (ACH)
transfers, On-line Payment and Collection (OPAC) system, etc. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**Electronic Information System**

A system that contains and provides access to computerized Federal
records and other information. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**electronic mail (e-mail)**

Electronic method of Agency communications within USAID/Washington and
throughout the mission locations via telecommunications links between
computer terminals. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Electronic Mail Message**

A document created or received on an electronic mail system including
brief notes, more formal or substantive narrative documents, and any
attachments, such as word processing and other electronic documents,
which may be transmitted with the message. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Electronic Mail System**

A computer application used to create, receive and transmit messages and
other documents. Excluded from this definition are file transfer
utilities(software that transmits files between users but does not
retain any transmission data), data systems used to collect and process
data that have been organized into data files or data bases on either
personal computers or mainframe computers, and word processing documents
not transmitted on an e-mail system. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Electronic Record Keeping System**

An electronic system in which records are collected, organized, and
categorized to facilitate their preservation, retrieval, use and
disposition. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Electronic Records**

Any information that is recorded in a form that only a computer can
process and that satisfies the definition of a Federal record in 44
U.S.C. 3301. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Electronic Records System**

Any information system that produces, manipulates or stores records by
using a computer. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

eligible candidates

Candidates who meet (or will meet within 30 days of the closing date of
the vacancy announcement) the Office of Personnel Management or USAID
qualification standards for the position, including appropriate
selective placement factors and any time-in-grade requirements.
([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**eligible countries**

Those countries specified by Geographic Code in the Strategic Objective
Agreement, Implementation Letters, and other related documents for the
supply of services and goods. ([Chapter
305](http://www.usaid.gov/policy/ads/300/305.pdf))

eligible family members (EFM)

(replaces the term "family/authorized dependents")

\(1\) Children who are unmarried and under 21 years of age or,
regardless of age, are incapable of self-support. The term includes, in
addition to natural offspring, stepchildren and adopted children and
those under legal guardianship of the employee or the spouse when such
children are expected to be under such legal guardianship at least until
they reach 21 years of age and when dependent upon and normally residing
with the guardian;

\(2\) Parents (including stepparents and legally adoptive parents) of
the employee or of the spouse, when such parents are at least 51 percent
dependent on the employee for support (these parents are not authorized
medical travel; see 3 FAM 686.1);

\(3\) Sisters and brothers (including stepsisters or stepbrothers, or
adoptive sisters or brothers) of the employee, or of the spouse, when
such sisters and brothers are at least 51 percent dependent on the
employee for support, unmarried and under 21 years of age, or regardless
of age, are incapable of self-support (these sisters and brothers are
not authorized medical travel; see 3 FAM 686.1); and

\(4\) Spouse. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Emergency**

A situation or an occurrence of a serious nature, developing suddenly
and unexpectedly, and demanding immediate action. This is generally a
short duration, for example, an interruption of normal Agency operations
for a week or less. It may involve electrical failure or minor flooding
caused by broken pipes. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Emergency Action Committee**

Emergency Action Committee is an organization established at a Foreign
Service post by the Chief of Mission or principal officer for the
purpose of directing and coordinating the post\'s response to
contingencies emergency situations. ([Chapter
530](http://www.usaid.gov/policy/ads/500/530.pdf))

**Emergency Coordinator**

The individual appointed by the Administrator in compliance with
Executive Order 12656, to administer the Continuity of Operations Plan
for the Agency. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**emergency & evacuation network (E&E Net)**

A radio channel designated specifically for security of personnel at the
U.S. Mission. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**emergency exit**

A secure door designated for emergency egress during a fire or other
life threatening evacuation. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Emergency Operating Records**

The type of vital records essential to the continued functioning or
reconstitution of an organization during and after an emergency.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Emergency Relocation Site**

The site containing the Agency\'s emergency operating facility.
Executive Order 12656 requires all Federal Departments and Agencies to
establish plans, programs, equipment and facilities to ensure the
continuity of essential functions. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**employee**

Includes all USAID U.S. citizen direct-hire personnel and personal
service contractors. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

A direct-hire employee of USAID or a Participating Agency. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

For purposes of ADS 450, any member of the Foreign Service serving under
a time-limited appointment. ([Chapter
450](http://www.usaid.gov/policy/ads/400/450.pdf))

Employee for the purpose of payment of a recruitment bonus means an
individual who is \"newly appointed\" or to whom the Agency has made a
written offer of employment for a new appointment. \"Newly appointed\"
refers to an individual\'s first appointment in the Federal Government
or an appointment following a break in service of at least 90 days. All
three branches are part of the Federal Government for this purpose.

Employee for the purpose of payment of a relocation bonus means a
current employee of the Federal Government in a different agency and in
a commuting area outside of metropolitan Washington, D.C., who will be
appointed or assigned without a break in service of any length to the
Agency. Relocation bonuses do not apply to overseas assignments.
([Chapter 467](http://www.usaid.gov/policy/ads/400/467.pdf))

See CFR 536.102 for definition which applies to ADS Chapter 474
([Chapter 474](http://www.usaid.gov/policy/ads/400/474.pdf))

An employee of USAID (including direct hire and Participating Agency
Staff (PASA)) who is a citizen or national of the United States, or an
alien who has been admitted to the United States for permanent
residence. This does not include a part-time or intermittent employee or
native labor casually hired on an hourly or daily basis. ([Chapter
478](http://www.usaid.gov/policy/ads/400/478.pdf))

An employee who:

a\. enters a missing status inside the continental United States; or

b\. is a resident at or in the vicinity of place of employment in a
territory or possession of the United States or in a foreign country and
who was not living there solely as a result of employment; is an
employee for the purposes of this chapter only upon determination by the
Deputy Assistant Administrator, Bureau for Management, Office of Human
Resources (DAA/M/HR), or designee, that this status is the proximate
result of employment by the Agency. ([Chapter
478](http://www.usaid.gov/policy/ads/400/478.pdf))

See 3 FAM 4310 (Old 3 FAM 761.2) for definition which applies to ADS
Chapter 485. ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf))

See 6 FAM 311.3 for definition that applies to ADS 521. ([Chapter
521](http://www.usaid.gov/policy/ads/500/521.pdf))

A person appointed in any one of the categories listed in the Foreign
Service Act of 1980, or appointed pursuant to other statute deriving
employment authority from the Act, but excluding USAID third-country
national employees. (6 FAM-111.3)

[Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

U. S. citizen employee of USAID, both direct-hire and contractors.

([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

A current employee of the Federal government, including current members
of the Armed Forces or a Reserve of the Armed Forces. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**employee entrance**

An entrance designated for the exclusive use of authorized employees to
gain access to a facility. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**employee injury**

A wound or other condition of the body caused by external force,
including stress or strain, which is identifiable as to time and place
of occurrence and affected body member or function. ([Chapter
476](http://www.usaid.gov/policy/ads/400/476.pdf))

**employee non-work time**

Employee non-work time means times when the employee is not otherwise
expected to be addressing official business. Employees may for example -
use government office equipment during their own off-duty hours such as
before or after a workday (subject to local office hours), lunch
periods, authorized breaks, or weekends or holidays (if their duty
station is normally available at such times). ([Chapter
541](http://www.usaid.gov/policy/ads/500/541.pdf))

**Employee Performance File (EPF)**

Incorporates all records maintained on an employee which are identified
in writing by the Agency as relating to performance (e.g., performance
appraisals, training certificates, letters of commendation, etc.).
([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**employee salary offset**

The administrative collection of a debt by deductions at one or more
officially established pay intervals from the current pay account of an
employee without the employee\'s consent. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**employee with disability**

A government employee who has a severe permanent impairment which for
all practical purposes precludes the use of public transportation, or an
employee who is unable to operate a car as a result of permanent
impairment and who is driven to work by another. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Employer-Employee Relationship**

An employment relationship under a service contract with an individual
occurs, as a result of 1) the contract\'s terms or 2) the manner of its
administration during performance when the contractor is subject to the
relatively continuous supervision and control of a Government officer or
employee. ([Chapter 495](http://www.usaid.gov/policy/ads/400/495.pdf))

**employment authorization**

The determination that an individual is eligible to occupy a
non-sensitive position. Such eligibility is granted subsequent to a
personnel security investigation in which no issues were developed and
after a favorable adjudication is made. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Employment on a Temporary or Term Basis**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

**encryption**

Protecting information by encoding it through use of logarithmic coding
keys. ([Chapters 545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[562](http://www.usaid.gov/policy/ads/500/562.pdf))

**end-user applications**

Computer software (such as Microsoft Office, Microsoft Project, etc.)
that provides specific functions for an individual or small group and is
not a part of processing corporate information. This software is either
commercially available or a custom application. ([Chapter
550](http://www.usaid.gov/policy/ads/500/550.pdf))

**Endorsement**

The act of endorsing something, i.e., to write a note on a document, to
give approval to. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Energy Conservation Measures**

Measures that are applied to an existing Federal building that improve
energy efficiency and are life cycle cost effective and that involve
energy conservation, cogeneration facilities, renewable energy sources,
improvements in operation and maintenance efficiencies, or retrofit
activities. ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Energy Efficiency Goal**

The ratio of production achieved to energy used. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Energy Use Avoidance**

The amount of energy resources, e.g., gasoline, not used because of
initiatives related to conservation. It is the difference between the
baseline without a plan and actual consumption. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Enterprise Architecture (EA)**

A comprehensive blueprint for the Agency's business processes and IT
investments. EA is a basic structure maintaining and providing analysis
capacity in relation to all the Agency's functions, modes of delivering
services, related information flows, and the technologies that handle
them. It provides an encompassing composite of the interrelationships
between Agency functions, services, and technology from which focused
need areas within the organization can be derived. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**entertainment**

Entertainment is an umbrella term which includes, but is not limited to,
food and drink, either as formal meals or snacks and refreshments;
receptions and banquets, including the cost of invitations and other
associated matters; music, live or recorded; live artistic performances;
and personal gifts and furnishings. For other examples of
\"entertainment,\" see Standardized Regulations [Chapter
320](http://www.usaid.gov/policy/ads/300/320.pdf), Allowable Items of
Expenditure. ([Chapter
610](http://www.usaid.gov/policy/ads/600/610.pdf))

**entity**

An embassy, consulate, trade, press, airline, cultural, tourist, or
business office, and any organization representing a foreign country.
([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**entrance conference**

A meeting to discuss the planned review, including time constraints,
preliminary scope and contacts, issues, sensitivities, points of
contact, referrals for information, and preliminary requests for
information/documents. ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf))

**Environment**

The term environment, as used in these procedures with respect to 593
effects occurring outside the United States, means the natural and
physical environment. With respect to effects occurring within the
United States, see 22 CFR 216.7(b).

([Chapter 204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Environmental Assessment**

A detailed study of the reasonably foreseea­ble significant effects, both
beneficial and adverse, of a proposed action on the environment of a
foreign country or countries. ([Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

**environmental impact statement\
**A detailed study of the reasonably foreseeable positive and negative
environmental impacts of a proposed USAID action and its reasonable
alternatives on the United States, the global environment, or areas
outside the jurisdiction of any nation. **(See ADS 204 and Mandatory
Reference, 22 CFR 216)** ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf))

**equivalent increase**

Equivalent increase means an increase or increases in an employee\'s
rate of basic pay equal to or greater than the difference between the
employee\'s rate of basic pay and the rate of pay for the next higher
step of that grade or the next higher rate within the grade (as defined
in section 531.403 of 5 CFR ). ([Chapters
470](http://www.usaid.gov/policy/ads/400/470.pdf) and
[471](http://www.usaid.gov/policy/ads/400/471.pdf))

**espionage**

The act of obtaining, delivering, transmitting, communicating, or
receiv­ing information about the national defense foreign policy with an
intent or reason to believe that the information may be used to the
injury of the United States or to the advantage of any foreign nation.
The offense of espionage applies in time of war or peace. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Essential Functions**

The fundamental job duties of the employee\'s position as defined in 29
CFR 1630.2(n). An employee who must be absent from work to receive
medical treatment for a serious health condition is considered to be
unable to perform the essential functions of the position during the
absence for treatment. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**essential procedures**

Mandatory courses of action that must be followed in order to implement
policy. These courses of action are not to impose unreasonable
administrative requirements. ([Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

**evaluation\
**A relatively structured, analytical effort undertaken selectively to
answer specific management questions regarding USAID funded assistance
programs or activities. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Evaluation**

The fourth stage in the Capital Planning and Investment Control (CPIC)
process. During this stage, a completed investment is reviewed to
determine its overall worth and to determine lessons learned for
improving the CPIC process. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**Evaluation Documents**

Program and project evaluation, performance measurement and development
result reports, and any other document containing significant evaluative
information and observation. Those publications describing a relatively
structured, analytic activity undertaken selectively to answer specific
management questions regarding USAID-funded development assistance
activities. ([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**ex ante notification**

The provision to the Development Assistance Committee (DAC) of
information in the Mandatory Reference titled, DAC Ex Ante Notification
Requirements, on the untied aid offers covered by the DAC
Recommendation. A parallel definition applies to the Organization for
Economic Cooperation and Development (OECD) Ex Ante Notification.
([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Excepted service**

Consists of those civil service positions that are not in the
competitive service. The Excepted Service includes all positions in the
executive branch of the Federal Government that are specifically
excepted from the competitive service pursuant to statute, by the
President or by the Office of Personnel Management (OPM) under Section
6.1 of Civil Service Rule VI or Section 9.20 of Civil Service Rule IX.

([Chapter 412](http://www.usaid.gov/policy/ads/400/412.pdf))

Positions in the Federal civil service not subject to the appointment
requirements of the competitive service. Exceptions to the normal,
competitive requirements are authorized by law, executive order, or
regulations. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**excess property**

Property under control of a Federal agency, which is no longer required
by the Agency for its needs. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Exchange**

The mutual trade of property of equal value, the one in consideration of
the other. ([Chapter 536](http://www.usaid.gov/policy/ads/500/536.pdf))

**exclusive breastfeeding**

The infant has received only breastmilk from his/her mother, and no
other liquids or solids with the exception of drops or syrups consisting
of vitamins, mineral supplements, or medicines. ([Chapter
212](http://www.usaid.gov/policy/ads/200/212.pdf))

**exclusive breastmilk feeding**

May receive expressed breastmilk, in addition to breastfeeding.
([Chapter 212](http://www.usaid.gov/policy/ads/200/212.pdf))

**Executive**

A government employee with management responsibilities which, in the
judgment of the employing agency head or designee, requires preferential
assignment of parking privileges. (Government employee as referred to in
these regulations is a full-time employee of USAID.) ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Executive Competencies**

The key skills and characteristics associated with carrying out
executive management responsibilities in six activity areas that are
broadly applicable to positions throughout the SES and that are the
basis of certification by a Qualifications Review Board for career
appointment to the SES. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

Executive Message

An extremely time-sensitive Agency Notice containing information that
must be received by Notice recipients in less than 24 hours and,
therefore, cannot wait for the daily e-mail distribution and posting to
the Notice database. ([Chapter
504](http://www.usaid.gov/policy/ads/500/504.pdf))

**Executive Officer (EXO)**

A term used by some agencies to identify the officer charged with
responsibilities for administrative and program support activities. (6
FAM 700) ([Chapters 527](http://www.usaid.gov/policy/ads/500/527.pdf),
[535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Executive personnel**

Employees who are appointed to USAID/W executive positions under the
Foreign Assistant Act (FAA) of 1961. These executives are identified as
either statutory officers who are appointed by the advice and consent of
the Senate, or individuals serving within the AD Senior Level (SL) pay
band. ([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Executive Personnel Transaction Form 1390**

A form used by agencies to report to OPM actions affecting SES and other
executive positions and personnel. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Executive Resources Board (ERB)**

A panel of top Agency executives responsible under the law for
conducting the merit staffing process for career appointment to SES
positions. Most ERB\'s are also responsible for setting policy on and
overseeing such areas as SES position planning and executive
development. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Exempt from Leave**

Individuals who are not covered by the leave laws by virtue of the
nature of their appointment and consequently do not accrue or use
annual, sick, or home leave.

([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**Exempt Report**

A report which does not require approval or one which has been reviewed
by the reports review unit and assigned to the exempt category. Reports
issued by the Office of the Inspector General (IG) are exempt from the
approval and assignment process. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Exigency of the Public Business**

An operational demand beyond the Agency\'s control and of such
importance as to preclude the use of scheduled annual leave. Examples:
insurrection, violence, natural or man-made disasters, medical
evacuation, emergency visitation, or sudden call to jury or military
duty. Normal workload, inadequate staffing, absence of other employees,
and poor leave planning do not constitute an exigency of the public
business and are not justifications for canceling scheduled leave.
([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**existing rate of basic pay**

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**exit conference**

A meeting upon completion of an audit to discuss findings. ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf),
[593](http://www.usaid.gov/policy/ads/500/593.pdf))

**expanded team\
**Term no longer used. **(See "Strategic Objective (SO) Team")**

**expendable personal property**

Expendable personal property is property which, when put in use, is
consumed, loses its identity, or becomes an integral part of another
item of property. Examples are office supplies, automobile tires,
machine parts, and desk trays. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf))

**expendable supplies**

A term synonymous with consumable supplies that refers to items that are
expected to be fully consumed through use and are not subject to being
tracked by established inventory systems. (Examples of such supplies are
pens, pencils, paper products, diskettes, tape, etc.) ([Chapters
331](http://www.usaid.gov/policy/ads/300/331.pdf),
[518](http://www.usaid.gov/policy/ads/500/518.pdf))

**expenditures\
**The sum total of disbursements and accruals in a given time period.
These are typically calculated for specific agreements, activities, and
programs. Expenditures are estimates of the total cost incurred by the
Agency for a given agreement, activity, or program. Also referred to as
accrued expenditure. (See ADS Series 600 for a more technical discussion
of this term) ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**Expert**

A person with excellent qualifications and a high degree of attainment
in a professional, scientific, technical, or other field. The expert\'s
knowledge and mastery of the principles, practices, problems, methods,
and techniques of the field of activity, or a specialized area in the
field, are clearly superior to those usually possessed by competent
persons in that activity. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**expired account**

An account for which authority to incur new obligations has ended.
Expired accounts are maintained by fiscal identity for five years.
During the five-year period, obligations may be adjusted if otherwise
proper and outlays may be made from accounts. ([Chapter
621)](http://www.usaid.gov/policy/ads/600/621.pdf)

**Expired Appropriation**

An appropriation that is no longer available to incur new obligations,
although it may still be available for recording and/or payment of
obligations properly incurred before the period of availability expired.
([Chapter 634](http://www.usaid.gov/policy/ads/600/634.pdf))

**expired obligation**

The expiration or "end" date of an obligation document. (See
"obligation")

([Chapter 621)](http://www.usaid.gov/policy/ads/600/621.pdf)

**export processing zone**

This is an industrial area, usually with defined boundaries, that
specializes in manufacturing and/or providing services for export and
that also may offer a liberal regulatory environment relative to the
rest of the country. ([Chapter
225](http://www.usaid.gov/policy/ads/200/225.pdf))

**Extended Exigency**

An exigency of such significance as to threaten national security,
safety, or welfare, that lasts more than three calendar years, that
affects a segment of the Agency or occupational class, or that precludes
subsequent use of both restored and accrued leave within specified time
limits. ([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**external awards\
**Awards presented to Federal employees by non-governmental groups.
([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

External Quality Control Review

A review every three years by an organization not affiliated with the
audit organization to determine whether an internal quality control
system is in place and operating effectively and established policies
and procedures and applicable auditing standards are being followed in
the audit work. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

\- F -

**Facility**

Any structure or group of closely located structures, comprising a
manufacturing plant, laboratory, office or service center, plus
equipment. ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Fact-Finder**

An individual from within or outside the Agency authorized to conduct a
grievance investigation, including a hearing, and to submit a report of
findings and recommendations to the Decision Officer. ([Chapter
490](http://www.usaid.gov/policy/ads/400/490.pdf))

**fair market value**

Fair market value is the monetary value that an agency could reasonable
expect to receive for an asset in a current sale between a willing buyer
and a willing seller other than in a forced or liquidation sale.
([Chapter 534](http://www.usaid.gov/policy/ads/500/534.pdf))

**fair value**

Fair value is the price for which an asset could be bought or sold in an
arm\'s-length transaction between unrelated parties (e.g., between a
willing buyer and a willing seller) or the price (usually
representative) at which bona fide sales have been consummated for
products of like kind, quality, and quantity in a particular market at
any moment of time. (Source: SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Family And Medical Leave**

An employee\'s entitlement to 12 administrative workweeks of unpaid
leave for certain specified family and medical needs. (An employee has
the option of substituting paid leave in accordance with section
481.5.6.) ([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Family/Authorized Dependents**

(replaced by the term "eligible family members (EFM)")

**Family Member**

Employee\'s spouse; parents of the employee and spouse; children,
including adopted children and their spouses; parents; brothers and
sisters and their spouses; and individuals related by blood or affinity
whose close association with the employee is the equivalent of a family
relationship. ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

::: Definition-Term
**Fast Pay**
:::

::: Definition-Term
A payment method that allows payment to be made without evidence that
supplies have been received. Instead, a contractor certification that
supplies have been shipped may be used as the basis for authorizing
payment. Payment may be made within 15 days after the date of receipt of
the invoice. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**FASAB**

FASAB (**Federal Accounting Standards Advisory Board**) establishes
accounting standards for the Federal Government. Statements of Federal
Accounting Concepts (**SFFAC**) and Statements of Federal Financial
Accounting Standards (**SFFAS**) are approved by the Secretary of
Treasury, the Director of the Office of Management and Budget, and the
Comptroller General. Once approved, FASAB standards apply across the
Federal government unless excluded by legislation. ([Chapters
620](http://www.usaid.gov/policy/ads/600/620.pdf),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**FedBizOpps notice**

This is the required notice replacing the Commerce Business Daily (CBD)
pre-solicitation notices. The format for that notice is part of the same
FedBizOpps site where the notice is created and posted by authorized
users. ([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Federal Acquisition Regulation (FAR)**

The primary document containing the uniform policies and procedures for
all executive agencies for acquisition of supplies and services with
appropriate funds. It is issued as Chapter 1 of Title 48, Code of
Federal Regulations (CFR). ([Chapters
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[330](http://www.usaid.gov/policy/ads/300/330.pdf))

**Federal building**

Any individual building, structure, or part thereof, including the
associated energy and water-consuming support systems, which is
constructed, renovated, leased for over five years, or purchased in
whole or in part for use by the Federal Government and which consumes
energy or water. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Federal Financial Assistance**

Assistance provided by a federal agency in the form of grants,
contracts, cooperative agreements, loans, loan guarantees, property,
interest subsidies, insurance, or direct appropriations, but not
including direct federal cash assistance to individuals. It includes
awards received directly from federal agencies, or indirectly through
other units of state and local governments, educational institutions,
and other nonprofit organizations. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Federal Information Technology (IT) Resources**

See INFORMATION TECHNOLOGY (IT). ([Chapter
546](http://www.usaid.gov/policy/ads/500/546.pdf))

**Federal Labor Standard Act (FLSA) Exempt Employee**

Employees who are exempt from FLSA minimum wage and overtime provisions.
In general, these are employees who are in executive, administrative or
professional positions, as defined in Federal Personnel Manual Letter
550. ([Chapter 472](http://www.usaid.gov/policy/ads/400/472.pdf))

**Federal Labor Standard Act Non-Exempt Employee**

Those employees not excluded from coverage under the FLSA OVERTIME: Work
in excess of 8 hours per day or in excess of 40 hours per administrative
work week. ([Chapter 472](http://www.usaid.gov/policy/ads/400/472.pdf))

**feedback**

Communicating to employees the extent to which their performance does
not meet, meets, or exceeds expectations, the adequacy of their relevant
skills, and their progress toward career development goals. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Feeder Report**

A recurring report prepared in part or for the primary purpose of
providing data to be used in preparing another report. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**field work**

The detailed examination phase employing an audit program developed
specifically to find answers to the audit objectives. ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf))

**final action**

The completion of all actions that USAID management has concluded, in
management decisions, are necessary with respect to the findings and
recommendations included in an audit report. ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Final Selection Committee (FSC)**

Technically competent decision-making group gathered from the Agency\'s
ranks which assists in staffing and re-staffing USAID\'s Foreign Service
(FS) Corps. Members must be senior in grade and technically prepared to
recommend candidates for career candidate and non-career appointments.
([Chapter 468](http://www.usaid.gov/policy/ads/400/468.pdf))

**financial audit**

An audit to assess whether a recipient (contractor, grantee, or host
government) has accounted for and used USAID funds as intended and in
compliance with applicable laws and regulations. ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

**financial costs**

The costs of the funds raised by a microfinance institution to cover its
lending. Depending on the context, this may include only out-of-pocket
interest costs paid to depositors and/or to other financial
institutions, or may include as well the opportunity cost of funds
received as grants or soft loans from donors, governments, or charitable
organizations. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**financial regulation(s)**

The set of rules governing the conduct of financial institutions.
([Chapter 219)](http://www.usaid.gov/policy/ads/200/219.pdf)

**financial review**

A review of a USAID-funded organization's financial policies,
procedures, systems, and controls. This review is not conducted in
accordance with standards approved by the Comptroller General of the
U.S. ([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

**financial management system**

The financial system and financial portions of mixed systems that are
necessary to support financial management. ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**financial services**

In the context of microenterprise development, includes the provision of
loans, the acceptance of savings deposits, and payments services such as
the provision or cashing of money orders, and other similar services
useful to low income people. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**financial supervision**

The examination and monitoring of financial institutions - usually by
government authorities - to ensure compliance with financial
regulations. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**financial sustainability**

The degree to which an organization collects sufficient revenues from
sale of its services to cover the full costs of its activities,
evaluated on an opportunity-cost basis. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**financial system**

An information system comprised of one or more applications that is used
for any of the following: a) collecting, processing, maintaining,
transmitting, and reporting data about financial events; b) supporting
financial planning and budgeting activities; c) accumulating and
reporting cost information; or d) supporting the preparation of
financial statements. (OMB Circular A-127) ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**financing account**

A non-budget account associated with each credit program account. The
financing account holds fund balances, receives the subsidy cost payment
from the credit program account, and includes all other cash flows to
and from the government resulting from post-1991 direct loans or loan
guarantees. (OMB Circular No. A-11, and OMB Circular No. A-34,
Instructions on Budget Execution) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Financing Request (FR)**

The document used by the Borrower/ Grantee to request issuance of a
specific disbursing authorization (such as a Bank Letter of Commitment)
to initiate detailed financing arrangements for procurement of
commodities and commodity-related services authorized by the Agreement
and the pertinent Implementation Letter. ([Chapter
307](http://www.usaid.gov/policy/ads/300/307.pdf))

**firewall**

A system available in many configurations providing the necessary
isolation between trusted and untrusted environments. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**first-in, first-out (FIFO)**

A cost flow assumption; the first goods purchased or produced are
assumed to be the first goods sold. (SFFAS 3) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**First Line Supervisor**

The Telecommuter\'s immediate supervisor. ([Chapter
405](http://www.usaid.gov/policy/ads/400/405.pdf))

::: Definition-Term
**Fixed Amount Reimbursement**
:::

Fixed amount reimbursement is a form of assistance under which the
amount of reimbursement is fixed in advance based upon cost estimates
reviewed and approved by USAID. Reimbursement is made upon the physical
completion of an activity, a sub-activity, or a quantifiable element
within an activity. The emphasis is upon reimbursement based on outputs
rather than inputs or costs. ([Chapters
317](http://www.usaid.gov/policy/ads/300/317.pdf),
[630](http://www.usaid.gov/policy/ads/600/630.pdf))

**Flash**

Outgoing telegrams that are to be delivered instantly (state of
emergency) any day or night. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Flexible 5/4-9 Work Schedule**

A type of flexible work schedule in which an employee may be permitted
to complete the 80-hour biweekly basic work requirement in nine days by
working eight 9-hour days plus a 45-minute lunch break and one 8-hour
day plus a 45-minute lunch break with one regular day off each biweekly
pay period subject to management approval.

([Chapter 479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Flexible Bands**

See Flexible Hours. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Flexible Hours (Also referred to as Flexible Bands)**

The time periods during the workday in which employees covered by a
flexible work schedule may choose to schedule their arrival or departure
times subject to management approval. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Flexitime Work Schedule (Also referred to as Flexitour or Flextime)**

A type of flexible work schedule in which an employee is required to be
at work during core hours but may establish arrival and departure times
within Agency-designated flexible hours subject to supervisory approval.
([Chapter 479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Flexitour**

See Flexitime. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Flextime**

See Flexitime. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**follow-on**

Term used to describe post-training activities or reports that document
the impact of training programs on the home country, sponsoring unit,
in-country employers, and participants. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**forced entry resistance**

The capacity of security barriers to resist mob attack as outlined in
Department of State Certification Standard SD-STD-01.01, Forced Entry
and Ballistic Resistance of Structural Systems. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**forced savings**

Savings deposited in a microfinance institution as a condition of
eligibility for receiving loans. Distinguished from voluntary savings,
which are deposited independent of such a condition. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Foreign Affairs Agency**

(See 3 FAM 4412)([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

**foreign excess personal property**

Foreign excess personal property is property located in a foreign
country, and under the control of a Federal agency or designee, no
longer needed locally, and determined by the head of the agency that it
is no longer required by the agency elsewhere. Establishments abroad are
not to use the word \"surplus\" on disposal documents because this term
is reserved for GSA use. This form is very rarely used by USAID for
OE-funded property. ([Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

**Foreign Service Limited Appointment**

An appointment, either as a career or non-career employee, of a
specified duration from one to five years. ([Chapter
412](http://www.usaid.gov/policy/ads/400/412.pdf))

**Foreign Service National Direct Hire (FSNDH) Employee**

1\) a non-U.S. citizen employee hired by a USAID Mission abroad, whether
full or part-time, intermittent or temporary, and inclusive of a Third
Country National (TCN) who is paid under the local compensation plan
(LCP), and 2) who was appointed under the authority of the Foreign
Service Act of 1980 (the ACT). ([Chapter
495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Foreign Service National Personal Services Contractor (FSNPSC)
Employee**

1\) a non-U.S. citizen employee hired by a USAID Mission abroad, whether
full or part-time, intermittent, or temporary, and inclusive of a Third
Country National (TCN) who is paid under the local compensation plan
(LCP), and 2) who entered in a contract pursuant to the AIDAR, Appendix
J. ([Chapter 495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Foreign Service Officer**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Foreign Service Post**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435)](http://www.usaid.gov/policy/ads/400/435.pdf)

**Foreign Service Tenure Board**

Board responsible for reviewing career records of Foreign Service
career-candidate employees in order to determine whether or not to
recommend tenure (career-status) to employees. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Foreign Transfer Allowance**

See STR 240 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Forfeited Annual Leave**

Leave that exceeds an employee\'s ceiling at the end of the leave year.
([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**form**

A document (whether printed or electronic) with a fixed arrangement of
captioned spaces designed for entering and extracting information.
Categories of form include internal, interagency, public use, standard,
and optional. Certain printed items without fill-in spaces (such as
contract provisions, instruction sheets, notices, certificates, tags,
labels, and posters) may be considered forms when it is advantageous to
manage and control them as recurring instruments. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**Formal Decision**

Any Office of Workers\' Compensation Program determination which states
that Office\'s findings with respect to the case and includes a
description of the employee\'s appeal rights. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Former Spouse**

One who has been married for at least nine months to an employee who has
at least 18 months of service covered under the retirement law.
([Chapter 494](http://www.usaid.gov/policy/ads/400/494.pdf))

**forward funding (non-program funds)**

Obligating, from current year funds, amounts to cover the cost of goods
and/or services to be received/provided in a subsequent fiscal year.
Rules for forward funding will vary somewhat depending on the
goods/services under consideration. See Chapter 602 for definition as it
relates to program funds. ([Chapters
603](http://www.usaid.gov/policy/ads/600/603.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf))

**forward funding (program funds)**

The availability of funds to support future expenditures for a specified
time period after a planned obligation. This definition of forward
funding applies to the use of program funds. ([Chapters
602](http://www.usaid.gov/policy/ads/600/602.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Foster Care**

Twenty-four hour care for children in substitution for, and away from,
their parents or guardian. Such placement is made by or with the
agreement of the State as a result of a voluntary agreement by the
parent or guardian that the child be removed from the home, or pursuant
to a judicial determination of the necessity for foster care, and
involves agreement between the State and foster family to take the
child. Removal of a child from parental custody must be the result of
State action even if the placement for foster care is with relatives.
([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**FPO**

Fleet Post Office (Navy). ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf),
[532](http://www.usaid.gov/policy/ads/500/532.pdf))

**framework bilateral agreements**

These agreements between the U.S. Government and the host government
establish the USAID Mission as a special Mission; identify the
privileges and immunities to be provided to USAID personnel; implement
USAID\'s long-standing policy that assistance should be exempt from host
government taxes by setting forth the privileges and exemptions from
taxes and duties for USAID-financed supplies and services and USAID
contractors and recipients; and list other general terms and conditions
for USAID assistance. ([Chapter
349](http://www.usaid.gov/policy/ads/300/349.pdf))

**framework goal\
**A higher-level development result to which a Strategic Objective (SO)
contributes. Framework Goals are beyond the manageable interest of an
Operating Unit either because of the time frame necessary to achieve
them or because they address very broad objectives. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Free Allowance**

Accompanying baggage that is carried free of charge by carriers.
Generally, two (2) pieces on American carriers when flight originates in
the United States. May vary on foreign carriers. (See also ACCOMPANYING
BAGGAGE) (FAM06-0700)

([Chapter 523](http://www.usaid.gov/policy/ads/500/523.pdf))

**full-cost-recovery interest rates and fees**

The level of interest rates and fees needed to cover the full long-run
costs of providing a given loan. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**full financial sustainability**

A situation in which the revenues an organization generates from its
clients cover the full (opportunity) costs of its activities, thus
allowing it to continue operating at a stable or growing scale without
ongoing support from governments, donor agencies, or charitable
organizations. When applied to a microfinance institution (MFI), full
financial sustainability requires that the interest and fees the MFI
collects on its lending equal or exceed the sum of its operational and
financial costs, with the latter evaluated on an opportunity-cost basis.
([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**full long-run (opportunity) costs**

In the context of this guidance, the financial plus operational costs
for an organization to provide a given quantity and quality of services
(for example, credit) once the organization has achieved feasible
economies of scale and improvements in operational efficiency, with all
costs evaluated on an opportunity-cost basis. Used as a basis for
estimating the prices that must be charged for services to allow the
organization to reach full financial sustainability. In the case of a
microfinance institution (MFI) undergoing significant growth and/or
improvement in operational efficiency, the full long-run costs of
providing credit will typically be less than its currently observed
costs. ([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**full Mission**

Full Missions conduct USAID\'s major programs worldwide and manage a
program of four or more strategic goal areas. Full Missions usually
consist of nine to15 U.S. Direct-Hire employees, including typically two
senior managers and a full complement of program, technical, and
administrative staff. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**full support Mission**

Also known as \"regional hubs,\" full support Missions have designated
and clear responsibilities for providing support to small and medium
Missions in addition to managing their own bilateral program of four or
more strategic goal areas. Typically, a full support Mission consists of
16-22 U.S. Direct-Hire employees and provides contract, legal, and
financial management support to its in-country program as well as
designated small and medium Missions. It will only be located in
countries where there is a large USAID in-country program to manage.
([Chapter 102](http://www.usaid.gov/policy/ads/100/102.pdf))

**full-time equivalent (FTE)**

The staffing of Federal civilian employee positions, expressed in terms
of annual productive work hours (1,776). FTEs may reflect civilian
positions that are not necessarily staffed at the time of public
announcement, and staffing of FTE positions may fluctuate during a
streamlined or standard competition. The staffing and threshold FTE
requirements stated in Circular A-76 reflect the workload performed by
these FTE positions, not the workload performed by actual government
personnel. FTEs do not include military personnel, uniformed services,
or contract support. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**fully armored vehicles (FAV)**

FAVs are treated with ballistic resistant opaque and transparent armor
which afford the occupants protection against high powered rifle fire.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**function**

All or a clearly identifiable segment of the Agency\'s mission,
(including all integral parts of that mission), regardless of how it is
performed. ([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

**functional series**

Automated Directives System (ADS) chapters and Interim Updates are
grouped according to the Agency\'s functions. These groups of chapters
are called functional series. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**functional space**

All nonresidential U.S. Government-held real property, such as office
buildings, warehouses, garages, and special program space. (6 FAM 718)
([Chapter 535](http://www.usaid.gov/policy/ads/500/535.pdf))

**funding recipient**

Funding recipient is the individual or organization that receives a
USAID contract, grant, or cooperative agreement. ([Chapter
318](http://www.usaid.gov/policy/ads/300/318.pdf))

**Funds Control**

Management control over the use of fund authorizations to ensure that

> \(1\) Funds are used only for authorized purposes;
>
> \(2\) Funds are economically and efficiently used;
>
> \(3\) Fund availability is verified prior to obligations being made;
>
> \(4\) Obligations and expenditures do not exceed the amounts
> authorized; and
>
> \(5\) The obligation or expenditure of amounts authorized is not
> reserved or otherwise deferred without congressional knowledge and
> approval. ([Chapter 634](http://www.usaid.gov/policy/ads/600/634.pdf))

**furlough**

For the purposes of this chapter, the placement of an employee in a
temporary nonduty and nonpay status for more than 30 consecutive
calendar days, or more than 22 workdays if done on a discontinuous
basis, but for not more than one year.

([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

The placing of an employee in a temporary non-duty, non-pay status on a
continuous basis, e.g., ten consecutive days, or on a noncontinuous
basis, e.g. one day per week. ([Chapters
453](http://www.usaid.gov/policy/ads/400/453.pdf))

**furnishings**

Office furniture and accessory items such as lamps, trash receptacles,
carpets and rugs, mirrors, and curtains or drapes. (6 FAM 700) ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

**Furniture, Furnishings, Appliances, and Equipment (FFA&E)**

Items that are provided in U.S. Government-furnished quarters. There are
four major categories of FFA&E. First, Basic FFA&E is the minimum set of
items that is normally provided in all U.S. Government-furnished
residential quarters, as listed in 6 FAM 772 Exhibit 772.3A. Second,
Supplemental FFA&E are those items listed in 6 FAM 772 Exhibit 772.3B,
or others approved by the post and the Washington parent agencies, which
may be provided for residential quarters if posts have sufficient
funding to procure them and if the post Interagency Housing Board
establishes a joint policy that such items will be routinely furnished.
Third, Initial FFA&E are those items of basic or supplemental FFA&E
provided for new Foreign Service positions. Fourth, Replacement FFA&E
are those items of basic or supplemental FFA&E that are not initial
FFA&E. ([Chapter 535](http://www.usaid.gov/policy/ads/500/535.pdf))

\- G -

**GAO Products**

Briefing reports, letter reports, fact sheets, reports with or without
recommendations, and testimony. ([Chapter
593](http://www.usaid.gov/policy/ads/500/593.pdf))

**gender\
**The economic, political, and cultural attributes and opportunities
associated with being male or female. The social definitions of what it
means to be male or female vary among cultures and change over time.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**General Accounting Office (GAO)**

The legislative branch agency responsible for auditing and evaluating
programs, activities, and financial operations of the executive branch.
([Chapter 593](http://www.usaid.gov/policy/ads/500/593.pdf))

**General Agreements**

Overall agreements with Participating Agencies to establish policy for
working relationships with those agencies for the provision of services,
but shall not in themselves provide such services, which are provided by
implementing PASA\'s and RSSA\'s. They are authorized pursuant to
Sections 621 (a) and 632 (b) of the FAA. They have been executed with
those Federal agencies most often called upon for assistance: the
Departments of Agriculture (USDA), Commerce, Health and Human Services
(HHS), Interior, and Labor, and the General Services Administration
(GSA). ([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**general average**

A doctrine of marine law applicable to all ocean shipments whereby, when
part of a marine cargo or part of the ship is deliberately sacrificed in
the interest of saving the whole, owners of the sacrificed portion are
entitled to contributions from the owners of the saved portion of the
cargo and the ship. ([Chapter
322](http://www.usaid.gov/policy/ads/300/322.pdf))

**General Operations**

World-wide Federal agency operations, other than building operations,
and includes services; production and industrial activities; operation
of aircraft, ships, and land vehicles; and operation of
Government-owned, contractor-operated plants.

([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**General Position**

An SES position that may be filled by any type of SES appointee (i.e.,
career, non-career, limited term, or limited emergency). ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**General Records Schedules (GRS)**

A National Archives and Records Administration (NARA)issued schedule
governing the disposition of specified records common to several or all
agencies. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**General RIF Announcement**

An Agency-wide announcement of the need or possible need for a RIF. This
general notice contains information on the scope of any RIF, including
the number of employees to be released, the competitive levels from
which they are to be released, and the probable timing of the RIF as
proposed at the time of the Agency\'s decision.

([Chapter 454](http://www.usaid.gov/policy/ads/400/454.pdf))

**general services**

Services provided in the areas of travel, transportation, supply,
property, management, procurement, security and housing/office
management. ([Chapter 527](http://www.usaid.gov/policy/ads/500/527.pdf))

**General Support System**

An interconnected set of information resources under the same direct
management control which share common functionality. A system normally
includes hardware, software, information, data, applications,
communications, and people. A system can be, for example, a LAN
including smart terminals that supports a branch office, an agency-wide
backbone, a communications network, a departmental data processing
center including its operating system and utilities, a tactical radio
network, or a shared information processing service organization.
{Source: NSTISSI No. 1000; cites also OMB A-130} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**General Transportation**

Use of vehicles for over-the-road driving as opposed to vehicles
designed for off road conditions, and the use of aircraft and vessels.
This category does not include special purpose vehicles such as combat
aircraft, construction equipment or mail delivery vehicles. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Generally Accepted Government Auditing Standards (GAGAS)**

The standards, issued by the Comptroller General of the United States,
for audit of Government organizations, programs, activities, and
functions, and of Government assistance received by contractors,
nonprofit organizations, and other nongovernmental organizations (also
called Government Auditing Standards (GAS) or U.S. General Accounting
Office \"Yellow Book\" standards). ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf),
[594](http://www.usaid.gov/policy/ads/500/594.pdf))

**geographic code**

A geographic code is a three-digit number that for administrative
purposes identifies geographic entities\--countries, territories,
organizations, regions, and sub-regions\--and program activities
associated with geographic entities. In ADS 260 we use a broader
definition of geographic code than that in 22 CFR 228.03 because we need
to be able to code program activities associated with geographic
entities. Our definition includes the principal codes, which are defined
in 22 CFR 228.03, to identify the source, origin, and nationality of
commodities and services financed by USAID. ([Chapter
260](http://www.usaid.gov/policy/ads/200/260.pdf))

See USAID GEOGRAPHIC CODE ([Chapter
305](http://www.usaid.gov/policy/ads/300/305.pdf))

**gifts**

Gifts are nonreciprocal, voluntary transfers of assets from foreign
governments, private organizations, individuals, or others to USAID.
([Chapter 628](http://www.usaid.gov/policy/ads/600/628.pdf))

**Girth**

Total measurements of a package\'s length plus circumference. ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf))

**Global Development Alliance**

The Agency's new business model promoting public-private alliances as a
central element of USAID's strategic assessment, planning and
programming efforts. This initiative involves recognition of a changed
role for USAID in development assistance, outreach to an expanded range
of potential partners, and organizational changes within the Agency.
([Chapter 200-203](http://www.usaid.gov/policy/ads/200/))

**Goal**

See AGENCY GOAL. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

Specific statement of an intended energy conservation result which will
occur within a prescribed time period. The intended result must be
time-phased and must reflect expected energy use assuming planned
conservation programs are implemented. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Government Auditing Standards (GAS)**

The standards, issued by the Comptroller General of the United States,
for audit of Government organizations, programs, activities, and
functions, and of Government assistance received by contractors,
nonprofit organizations, and other non-governmental organizations. (See
also Generally Accepted Government Auditing Standards and U.S. General
Accounting Office \"Yellow Book\" Standards)

([Chapter 592](http://www.usaid.gov/policy/ads/500/592.pdf),
[594](http://www.usaid.gov/policy/ads/500/594.pdf))

**government-held real property**

Real property owned, leased, requisitioned, or otherwise held in the
name of the United States Government by the Secretary of State, the
Agency for International Development, or other agencies, as authorized.
Real property leased under living quarters allowances (LQA) is not
included. (6 FAM 700) ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[535](http://www.usaid.gov/policy/ads/500/535.pdf))

government information

Information created, collected, processed, disseminated, or disposed of
by or for the Federal government. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**government office equipment**

Government office equipment and information technology includes, but is
not limited to: personal computers and related peripheral equipment and
software, library resources, telephones, facsimile machines,
photocopiers, office supplies, Internet connectivity and access to
Internet services, and e-mail. This list is provided to show examples of
office equipment as envisioned by this policy. Executive Branch managers
may include additional types of office equipment. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[541](http://www.usaid.gov/policy/ads/500/541.pdf))

**government personnel**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

Civilian employees, foreign national employees, temporary employees,
term employees, non-appropriated fund employees, and uniformed services
personnel employed by an agency to perform activities. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Grade**

Includes all classes of positions which, although different with respect
to kind or subject-matter of work, are sufficiently equivalent as to
level of difficulty and responsibility and level of qualification
requirements of the work to warrant their inclusion within one range of
rates of basic pay in the General Schedule or the Foreign Service pay
plans. ([Chapter 456](http://www.usaid.gov/policy/ads/400/456.pdf))

**grant**

A legal instrument used where the principal purpose is the transfer of
money, property, services or anything of value to the recipient in order
to accomplish a public purpose of support or stimulation authorized by
Federal statute and where substantial involvement by USAID is not
anticipated. ([Chapters
304](http://www.usaid.gov/policy/ads/300/304.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Grant: Indirect Cost Rate Proposal**

See Incurred Cost Submission. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Graphics**

The art of creating and assembling pictures, type, charts, graphs and
other work in relation to reproduction for printing, engraving, etching
or photography.

**Grievance**

(See 3 FAM 4412) ([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

A request by an employee, or by a group of employees acting as
individuals, for personal relief in a matter of concern or
dissatisfaction relating to the employment of the employee(s) which is
subject to the control of USAID management, except as provided by
exclusion. ([Chapter 490](http://www.usaid.gov/policy/ads/400/490.pdf))

**Grievance Board**

(See 3 FAM 4412) ([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

**Grievance File**

A separate file retained by The Bureau for Management, Office of Human
Resources, Labor and Employee Relations Branch (M/HR/LERPM/LER) which
contains all documents related to the grievance at the formal level,
including, but not limited to, any statements of witnesses, records, or
copies thereof, the report of the hearing (if one is held), statements
made by the parties to the grievance, and the decision.

([Chapter 490](http://www.usaid.gov/policy/ads/400/490.pdf))

**Grievant**

Any Civil Service (CS) or Administratively Determined (AD) employee,
including a former employee for whom a remedy can be provided by the
Agency. (See 3 FAM 4412) ([Chapters
486](http://www.usaid.gov/policy/ads/400/486.pdf),
[490](http://www.usaid.gov/policy/ads/400/490.pdf))

**Gross Space Measurement**

Generally, all space on all floors within the outside surface of the
exterior walls. (See FAM06-0723 \_ Exhibits 723D and F, to be published
at a later date.) (FAM06-0700)([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Gross Weight**

Gross weight. 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. (6
FAM-111.3) ([Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**group lending**

A form of collateral substitute in which borrowers form groups, all of
whose members must maintain a satisfactory payment record for any group
member to be eligible for future loans. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Guest House Facility**

That which is built, installed, or established for the purpose of
housing guests.

([Chapter 526](http://www.usaid.gov/policy/ads/500/526.pdf))

**guidance**

Guidance is a general term that includes policy directives, rules,
regulations, advice, and other information relevant to the conduct of
USAID business. The critical distinction is between mandatory and
non-mandatory guidance, as defined below. A particular document may
contain both mandatory and non-mandatory guidance.

**a.** **mandatory guidance**

Guidance specifying *required* actions and behavior on the part of
Agency employees and operating units, signified by phrases like \"must,"
"must not," "is required," or the equivalent. Employees are held
accountable for adherence to mandatory guidance, and must comply with it
unless an exception is made in accordance with established procedures.
Policy directives -- mandatory guidance contained in documents prepared
according to ADS procedures -- are clearly identified as mandatory. A
document written before the initiation of the ADS may also contain
mandatory guidance that remains in force, in which case it is classified
as an internal mandatory reference.

**b.** **non-mandatory guidance**

Guidance intended to assist employees in carrying out their duties, but
does not specify required actions and behavior. Employees are strongly
encouraged to review and consider such guidance. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Guidelines**

Set of instructions designed to prescribe, direct and regulate a course
of action. ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

\- H -

**handicapped entrance**

A designated entrance specifically designed to conform to Federal, state
and local guidelines to accommodate physically challenged or disabled
individuals.

([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**hardline**

Term referring to an overseas system of barriers surrounding a protected
area which may afford degrees of forced entry, ballistic resistant or
blast protection. A hardline may include walls, floors, ceilings, roofs,
windows, doors or non-window openings, all which must provide the level
of protection specified for the threat category and facility
designation. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**has a record of such impairment**

Has a history of, or has been classified (or misclassified) as having a
mental or physical impairment that substantially limits one or more
major life activities. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Head of the Agency**

Means the Secretary, Attorney General, Administrator, (also called
Governor, Chairperson, or other chief official of \"agency head\"): an
executive agency, unless otherwise indicated, including any deputy or
assistant chief official of an executive agency; and the term
\"authorized representative\" means any person, persons, or board (other
than the contracting officer) authorized to act for the head of the
agency or Secretary. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Head of the Contracting Activity (HCA)**

The official who has overall responsibility for managing the contracting
activity. AIDAR 702.170-10 lists each HCA in USAID and the limits on the
contracting authority for each are listed in AIDAR 706.601. Also see
Contracting Activity. ([Chapters
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[330](http://www.usaid.gov/policy/ads/300/330.pdf),
[331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Head of Overseas Establishment**

A principal officer, as defined in Section 102 of the Foreign Service
Act, for example, a USAID Mission Director or USAID Representative, a
Peace Corps Director, or a ranking Department of Commerce Officer
in-country. ([Chapter 495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Heads of Agency Overseas Establishments**

USAID mission director or USAID representative; USIA country public
affairs officers; officers in charge of radio relay stations or radio
program centers; and officers in charge of regional service centers. (6
FAM-111.3) ([Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Health and Accident Coverage (HAC)**

USAID\'s HAC insurance policy for all U.S. participants. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Health Care Provider**

Includes:

\(1\) A licensed Doctor of Medicine or Doctor of Osteopathy or a
physician who is serving on active duty in the uniformed services and is
designated by the uniformed service to conduct examinations;

\(2\) Any health care provider recognized by the Federal Health Benefits
Program or who is licensed or certified under Federal or State law to
provide the service in question;

\(3\) A health care provider as defined in paragraph (2) of this
definition who practices in a country other than the United States, who
is authorized to practice in accordance with the laws of that country,
and who is performing within the scope of such practice as defined under
those laws;

\(4\) A Christian Science Practitioner listed with the First Church of
Christ Scientist in Boston, Massachusetts; or

\(5\) A Native American, including an Eskimo, Aleut, and Native
Hawaiian, who is recognized as a traditional healing practitioner by
native traditional religious leaders and who practices traditional
healing methods as believed, expressed, and exercised in Indian
religions of the American Indian, Eskimo, Aleut, and Native Hawaiians,
consistent with the Native American Religious Freedom Act.

([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**High-3 Average Salary**

The highest annual rate resulting from averaging, over any period of
three consecutive years of creditable service, an employee\'s rate of
basic pay in effect during that period, with each rate weighted by the
time it was in effect. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**high frequency single sideband (HF SSB)**

Type of communications system, in the high frequency range, for long
distance communications. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Higher Education**

Refers to education, training, research, and community service outreach
at the post-secondary level. ([Chapter
216](http://www.usaid.gov/policy/ads/200/216.pdf))

**Higher Education Community**

Refers to the spectrum of individuals, institutions, and organizations
integral to higher education, singly and in various combinations, local,
regional, national and international, including associations, consortia
and other forms of partnership. The term \"higher education\" in ADS
Chapter 216 refers to both U.S. and host country institutions, except
when one or the other is specified. ([Chapter
216](http://www.usaid.gov/policy/ads/200/216.pdf))

**Higher Education Institutions**

Are post-secondary institutions recognized as bona fide in their home
countries. In the United States, recognition is by accrediting agencies
recognized through the U.S. Department of Education. Normally, outside
the United States, recognition is by a Ministry of Education or a
national accrediting entity. ([Chapter
216](http://www.usaid.gov/policy/ads/200/216.pdf))

**higher grade**

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**highest previous rate**

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**historical cost**

Historical cost is the cash equivalent price of operating materials and
supplies and property, plant, and equipment (PP&E) including all
appropriate purchase and production costs to bring the items to their
original condition and location, at the date of acquisition. This cost
does not change over time. ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Home**

A fixed or permanent dwelling place synonymous with place of fixed abode
as distinguished from a mere temporary residence. ([Chapter
443](http://www.usaid.gov/policy/ads/400/443.pdf))

**home base**

An organization unit where an employee is assigned for purposes of
supervision, usually in accordance with the employee\'s primary
functional role. An aligned team will usually serve as the home base for
employees assigned on a full-time basis to that team. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**Home-Base Supervisor**

The supervisor located in the office/bureau where the PMI will be
permanently placed at the end of the internship. The home-base
supervisor is responsible for monitoring and evaluating the PMI\'s
development against the target position. ([Chapter
460](http://www.usaid.gov/policy/ads/400/460.pdf))

**Home Service Transfer Allowance (HSTA)**

See STR 250, 3 FAM 3231; 3 FAH-1 H-3230 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**honor awards\
**These awards bestow high honor and official recognition to an
individual or group for exceptional contributions to the Agency\'s
mission. Honor awards include Distinguished Honor Awards, Superior Honor
Awards, Meritorious Honor Awards, Administrator\'s Distinguished Career
Service Awards, and Outstanding Career Achievement Awards. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

**Host Country\
**The country in which a USAID funded activity takes place. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[253](http://www.usaid.gov/policy/ads/200/253.pdf),
[301](http://www.usaid.gov/policy/ads/300/301.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf),
[311](http://www.usaid.gov/policy/ads/300/311.pdf),
[322](http://www.usaid.gov/policy/ads/300/322.pdf),
[495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Host Country Contracting**

A means of program implementation in which USAID finances, but is not a
party to, contractual arrangements between the host country and the
supplier of goods and/or services. ([Chapter
301](http://www.usaid.gov/policy/ads/300/301.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf))

**host country guarantor**

For sovereign risk borrowers, either (1) a specific paragraph obligating
the sovereign borrower must be included in the Housing Guaranty Program
Agreement, or (2) a separate Host Country Guaranty document covering the
sovereign obligation is to be included in the loan documentation for
specific Housing Guaranty borrowings.

([Chapter 250](http://www.usaid.gov/policy/ads/200/250.pdf))

**\*host country national**

A citizen or legal resident of a host country. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**household effects**

(replaces the terms "effects" and "personal effects")

Furniture, consumables, and household and personal effects, including
automotive replacement parts, tires, tubes, and accessories, for the use
of an employee and the employee\'s family, but excluding boats,
aircraft, animals, birds, pets, and plants. Snowmobiles and vehicles
with two or three wheels (e.g., motorcycles, mopeds, and golf carts) may
be shipped as household effects. ([Chapters
521](http://www.usaid.gov/policy/ads/500/521.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf),
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Househunting Trip**

Travel (including per diem) and transportation expenses of the employee
and spouse for one round trip to the new official station to seek
permanent residence quarters. ([Chapter
524](http://www.usaid.gov/policy/ads/500/524.pdf))

**Housing Profile**

Analysis reporting post position structure, demographics, local real
estate market, and position posts as they relate to post housing
requirements and space standards. (6 FAM 723 and 6 FAM 727) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Housing Supplement for Certain Employees Assigned to Living Quarters**

Allowances See STR 150 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Human Immunodeficiency Virus (HIV)**

A virus that can infect people and destroy their immune system, the
body\'s mechanism for fighting infection. HIV causes AIDS (and it is
also know as HTLV-III and LAV). ([Chapter
407](http://www.usaid.gov/policy/ads/400/407.pdf))

**Human Resources Advisor (HRA)**

An inherently governmental agency official who is a human resource
expert and is responsible for performing human resource-related actions
to assist the Agency Tender Official (ATO) in developing the agency
tender. ([Chapter 104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Human Resources Management**

Is the act of entering into a contract that conveys real estate,
equipment, or facilities for a specified term and for a specified rent,
from one entity or person to another.

([Chapter 527](http://www.usaid.gov/policy/ads/500/527.pdf))

**hyperlink**

A hyperlink is specially marked underlined and colored text that you
click on to move from one place in a document to another file, another
location in the same document, or a web page. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

\- I -

**identification**

The process that enables recognition of an entity by a system, generally
by the use of unique machine-readable user names. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**IDI Graduation Panel**

A panel convened and chaired by the Deputy Assistant Administrator,
Bureau for Management, Office of Human Resources (DAA/M/HR), or
designee, to review the files of participants who have completed one
year of overseas on-the-job training (OJT). The IDI Graduation Panel
members include the IDI Program manager, the appropriate CDO(s), the
Staffing Branch Chief, and an Office of Equal Opportunity Programs (EOP)
representative, who will serve as a non-voting member. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**IDI Learning Plans**

One plan is prepared at the outset of the USAID/W training establishing
the duration and composition of the training in Washington, including
classroom training. A second learning plan is prepared upon arrival
overseas, establishing the duration and composition of the training in
the target office and each rotation within the mission. Both plans are
developed by the IDI supervisor and the IDI, with input from the CDO and
the IDI program manager. Learning objectives and responsibilities are
stated in both plans. Plans are based on each participant\'s background
and experience and can be modified during the IDI learning program, as
appropriate. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**IDI Performance Evaluation Report**

The form used for evaluating participants during the USAID/W OJT
assignments of two or more weeks. An evaluation of classroom training is
obtained, if appropriate. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**IDI Program Manager**

The IDI Program Manager is responsible for the overall management of the
IDI Program. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**IDI Supervisor**

The supervisor of the major unit to which an IDI is currently assigned
as part of a Washington rotation or an overseas assignment. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**Immediate**

Outgoing telegrams that are assigned for important policy matters(s) or
death matters. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Implementation Disputes**

See 3 FAM 4412 ([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

**Implementation Instrument**

A binding relationship established between USAID and an outside party or
parties to carry out USAID programs, by authorizing the use of USAID
funds and/or nonfinancial resources for 1) the acquisition of services
or commodities or 2) assistance that provides support or stimulation to
accomplish a public purpose. Examples of such instruments include
contracts, grants, cooperating agreements, and interagency agreements.
([Chapter 304](http://www.usaid.gov/policy/ads/300/304.pdf))

**implementation letters**\
Formal correspondence between USAID and another party following a formal
agreement that obligates funding. Implementation letters serve several
functions, including providing more detailed implementation procedures,
providing details on terms of an agreement, recording the completion of
conditions precedent to disbursements, and approving funding commitments
and mutually agreed upon modifications to program descriptions. Formerly
known as Project Implementation Letters (PIL). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**\*implementer**

See "training contractor." ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**implementing organization**

In the context of microenterprise development, any government or
non-government organization that directly provides financial services
and/or non-financial assistance to microenterprises, or that performs
other activities intended to improve the environment for microenterprise
performance. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

import and commodity support

Import and commodity support includes contributions for general
development purposes without sector allocation, with or without
restrictions on the specific use of the funds (and irrespective of any
control by the donor of the use of counterpart funds). Funds are
supplied on the general condition that they be used for capital projects
at the recipient's choice, but not subject to agreement by the donor.
([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Improvements**

Additions or alterations that increase the value or change the use of a
building or property and/or significantly improve its utility. They do
not include maintenance, repair, or restoration to the original
condition. Improvements create something that did not exist before. See
Minor Improvements. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**\*Individual Taxpayer Identification Number (ITIN)**

The unique identifying number assigned by the IRS to each participant
trained in the U.S., to track U.S. tax liability and payment. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**inherently governmental function**

A function that is so intimately related to the public interest as to
mandate performance by government employees as provided by Attachment A
of Circular A-76. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**In-Kind**

Travel elements (Transportation, Meals or Incidental Expenses) that are
provided to the traveler at no cost to the Agency. This does not mean
that the provider gives the Traveler funds to purchase the specific
element, but the element is provide to the traveler at no-cost, e.g.,
airline tickets or meals are given to the traveler. ([Chapter
633](http://www.usaid.gov/policy/ads/600/633.pdf))

**in-kind contribution**

The value of non-cash contributions to a training program provided by
any third party, including counterpart contributions from host country
institutions. In-kind contributions may be in the form of space,
equipment, supplies, expendable property, and the value of goods and
services directly benefiting and specifically identifiable to a
participant or training program. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**in-kind gifts**

Non-cash gifts of property or materials for any purpose authorized in
the Foreign Assistance Act. ([Chapter
628](http://www.usaid.gov/policy/ads/600/628.pdf))

**In Loco Parentis**

The situation of an individual who has day-to-day responsibility for the
care and financial support of a child or, in the case of an employee,
who had such responsibility for the employee when the employee was a
child. A biological or legal relationship is not necessary. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Incapacity**

The inability to work, attend school, or perform other regular daily
activities because of a serious health condition or treatment for or
recovery from a serious health condition. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Incidental Services**

Installation or erection of USAID-financed equipment, or the training of
personnel in the maintenance, operation and use of such equipment.
([Chapter 307](http://www.usaid.gov/policy/ads/300/307.pdf))

**incurred cost audit**

An annual audit of costs incurred under cost reimbursable contracts to
determine allowability, allocability, and reasonableness of costs. This
audit is conducted in accordance with standards approved by the
Comptroller General of the U.S.

([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

**incurred cost submission**

Required by the Federal Acquisition Regulation\'s \"Allowable Cost and
Payment\" clause; a submission due 90 days after the close of the
contractor\'s fiscal year which is used as the basis for conducting an
incurred cost audit. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Indefinite Suspension**

The placing of an employee in a temporary status without duties and pay
pending investigation, inquiry, or further Agency action. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Independent Office**

A major organization unit of the Agency that reports to the Office of
the Administrator; a Level I organization. An Independent Office is
responsible for significant Agency-wide program or staff functions.
([Chapter 102](http://www.usaid.gov/policy/ads/100/102.pdf))

**indicator**

**(See "Performance Indicator")** ([Chapters
201](http://www.usaid.gov/policy/ads/200/201.pdf),
[202](http://www.usaid.gov/policy/ads/200/202.pdf),
[203](http://www.usaid.gov/policy/ads/200/203.pdf))

**Indigenous Goods**

Goods of local source and origin which have been mined, grown, or
produced in the cooperating country through manufacture, processing, or
assembly. If a locally produced good contains imported components, a
commercially recognized new commodity must result that is substantially
different in basic characteristics or in purpose or utility from its
components. ([Chapter 316](http://www.usaid.gov/policy/ads/300/316.pdf))

**indirect cost rate proposal**

See Incurred Cost Submission. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Indirect Travel**

The portion of any journey which deviates from a usually traveled route.
(6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Individual**

A citizen of the United States or an alien lawfully admitted for
permanent residence. ([Chapters
508](http://www.usaid.gov/policy/ads/500/508.pdf),
[509](http://www.usaid.gov/policy/ads/500/509.pdf))

**Individual Development Plan (IDP)**

A plan prepared by the PMI\'s home-base supervisor and the PMI at the
outset of the internship to serve as the blueprint for the first two
years. The IDP is designed around specific learning objectives and
includes planned rotational assignments, short and long range goals, and
training activities, including participation in PMI Program training
conferences. It establishes the duration and composition of each
rotation/training based on the requirements of the target position and
the participant\'s background and experience. ([Chapter
460](http://www.usaid.gov/policy/ads/400/460.pdf))

**Individual Taxpayer Identification Number (ITIN)**

The unique identifying number assigned by the IRS to each participant
trained in the US, to track US tax liability and payment. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Industrial Production**

Operation of facilities including building and plants which normally use
large amounts of capital equipment; e.g., GOCO plants, to produce goods
(hardware). ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Ineligible Costs**

Costs questioned by the auditor because the auditor found that such
costs were a violation of a provision of a law, regulation, contract,
grant, cooperative agreement, or other agreement or document governing
the expenditure of funds; or that the expenditure of the funds for the
intended purpose was unnecessary or unreasonable. ([Chapter
592](http://www.usaid.gov/policy/ads/500/592.pdf))

**influential information**

Information that the agency reasonably can determine will have or does
have a clear and substantial impact on important public policies or
important private sector decisions. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**informal recognition awards**

These awards are items of extremely nominal value granted as an
immediate, informal recognition of employee accomplishment. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

**information**

Any communication or reception of knowl­edge such as facts, data, or
opinions, including numer­ical, graphic, or narrative forms, whether oral
or maintained in any medium, including computerized data bases, paper,
micro­form, or magnetic tape. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

Any communication or representation of knowledge such as facts or data,
in any medium or form, including textual, numerical, graphic,
cartographic, narrative, or audiovisual forms. This definition includes
information that an agency disseminates from a web page, but does not
include the provision of hyperlinks to information that others
disseminate. This definition does not include opinions, where the
agency\'s presentation makes it clear that what is being offered is
someone\'s opinion rather than fact or the agency\'s views. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**Information Architecture**

The information architecture looks at how: information is used in an
organization without regard to current systems or organizational
boundaries, work the Agency must accomplish, and information that is
needed to perform the work. ([Chapter
543](http://www.usaid.gov/policy/ads/500/543.pdf))

information dissemination product

Any book, paper, map, machine-readable material, audiovisual production,
or other documentary material, regardless of physical form or
characteristic, an agency disseminates to the public. This definition
includes any electronic document, CD-ROM, or web page. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**Information Management**

The planning, control, and operations of the resources, methodology, and
tools required to properly capture, store, and deliver information to
Agency employees in a timely, accurate, and economical manner. ([Chapter
541](http://www.usaid.gov/policy/ads/500/541.pdf))

**information resources management (IRM)**

Planning, budgeting, organizing, directing, training, and controlling
associated with the creation, maintenance and use, and disposition of
information. IRM is associated in the same manner with related
resources, or assets, such as personnel, equipment, funds, and
technology. ([Chapter 527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Information System (IS)**

The entire infrastructure, organization, personnel, and components for
the collection, processing, storage, transmission, display, and
dissemination of information. This term includes both automated and
manual information systems; its acronym is "IS." (source: NSTISSI 4009)
([Chapters 502](http://www.usaid.gov/policy/ads/500/502.pdf),
[545](http://www.usaid.gov/policy/ads/500/545.pdf),
[550](http://www.usaid.gov/policy/ads/500/550.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[562](http://www.usaid.gov/policy/ads/500/562.pdf),
[620](http://www.usaid.gov/policy/ads/600/620.pdf))

**information systems security**

Protection afforded to information and telecommunications systems which
process classified national security-related information and/or
unclassified sensitive information in order to prevent exploitation
through intentional or unintentional disclosure, interception,
unauthorized electronic access, or related technical intelligence
threats. ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Information Technology**

\(A\) The term 'information technology\', with respect to an executive
agency means any equipment or interconnected system or subsystem of
equipment, that is used in the automatic acquisition, storage,
manipulation, management, movement, control, display, switching,
interchange, transmission, or reception of data or information by the
executive agency. For purposes of the preceding sentence, equipment is
used by an executive agency if the equipment is used by the executive
agency directly or is used by a contractor under a contract with the
executive agency which (i) requires the use of such equipment, or (ii)
requires the use, to a significant extent, of such equipment in the
performance of a service or the furnishing of a product.

\(B\) The term 'information technology\' includes computers, ancillary
equipment, software, firmware and similar procedures, services
(including support services), and related resources.

\(C\) Notwithstanding subparagraphs (A) and (B), the term \`information
technology\' does not include any equipment that is acquired by a
Federal contractor incidental to a Federal contract. (Source:
Clinger-Cohen Act) ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[541-548](http://www.usaid.gov/policy/ads/500/),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[577](http://www.usaid.gov/policy/ads/500/577.pdf))

#### Information Technology Architecture

The term \'\'information technology architecture\'\' means an integrated
framework for evolving or maintaining existing information technology
and acquiring new information technology to achieve the agency\'s
strategic goals and information resources management goals. (source: 40
U.S.C. Section 1425) ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**information technology installation**

One or more computer or office automated systems including related
telecommunications, peripheral and storage units, central processing
units (CPU), and operating and support system software. Information
technology installations may range from information technology
facilities such as large centralized computer centers to individual
stand-alone microprocessors such as PCs. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**information technology property**

Any equipment or interconnected system or subsystem of equipment that is
used in the automatic acquisition, storage, manipulation, management,
movement, control, display, switching, interchange, transmission, or
reception of data or information. It includes, but is not limited to
\"computers, ancillary equipment, software, firmware, and similar
procedures, services (including support services) and related
resources.\" ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**information technology resources**

Any equipment or interconnected system or subsystem of equipment that is
used in the automatic acquisition, storage, manipulation, management,
movement, control, display, switching, interchange, transmission, or
reception of data or information. It includes, but is not limited to,
\"computers, ancillary equipment, software, firmware, and similar
procedures, services (including support services) and related
resources\".

([Chapters 519](http://www.usaid.gov/policy/ads/500/519.pdf),
[541](http://www.usaid.gov/policy/ads/500/541.pdf),
[542](http://www.usaid.gov/policy/ads/500/542.pdf))

**Inherently Governmental**

Functions which are so intimately related to the public interest as to
mandate performance by Government employees. ([Chapter
601](http://www.usaid.gov/policy/ads/600/601.pdf))

**inherently governmental function**

A function that is so intimately related to the public interest as to
mandate performance by Government employees. OMB Policy Letter 92-1
provides additional information and a list of functions considered to be
inherently governmental functions. ([Chapter
104)](http://www.usaid.gov/policy/ads/100/104.pdf)

A function that is so intimately related to the public interest as to
mandate performance by Federal employees. Inherently governmental
functions are defined in OMB Circular A-76 to include those activities
that require either the exercise of discretion in applying Government
authority or the use of value judgment in making decisions for the
Government. Inherently governmental functions are discussed at
306.3.13.1.

([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Initial Environmental Examination\
**The first review of the reasonably foreseeable effects of a proposed
action on the environment. Its function is to provide a brief statement
of the factual basis for a Threshold Decision as to whether an
Environmental Assessment or an Environmental Impact Statement will be
required. (See [ADS 204](http://www.usaid.gov/policy/ads/200/204.pdf))
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**input\
**A resource, such as technical assistance, commodities, training, or
provision of USAID staff, either Operational Expenses (OE) or Program
funded, that is used to create an output. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**instrument\
**A contract, grant, bilateral agreement, or other mechanism that
obligates or sub-obligates program or Operating Expenses (OE) funds.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**intangible benefits**

Benefits to the Government that cannot be measured in terms of dollar
savings. ([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

**integrity**

That state when information, programs, and interfaces remain free from
accidental or malicious alteration or destruction. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

Refers to the security of information \-- protection of the information
from unauthorized access or revision, to ensure that the information is
not compromised through corruption or falsification. ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

**interagency agreement**

Any agreement between two Federal agencies by which one agency buys
goods or services from the other, including but not limited to an
agreement under the authority of FAA section 632(b), the Economy Act,
the Government Management Reform Act or similar legislation, or by which
one agency transfers or allocates funds to another under the authority
of FAA section 632(a). ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Interagency Committee**

A committee that includes representatives from another Federal agency.
([Chapter 105](http://www.usaid.gov/policy/ads/100/105.pdf))

**Interagency Country Risk Assessment System (ICRAS)**

The Interagency Country Risk Assessment System (ICRAS) is a confidential
interagency process through which the credit risk associated with U.S.
credit assistance to foreign countries is assessed periodically (at
least once every three years, and annually for key borrowing nations).
An interagency group chaired by OMB uses common standards for country
risk assessment to rate countries on a scale of A to F- on the basis of
economic and political/social variables. Each country receives two
ratings: a sovereign (official government) risk rating and a private
risk rating, the latter assessing a country\'s market environment for
nonsovereign transactions. ([Chapter
249](http://www.usaid.gov/policy/ads/200/249.pdf))

**Interagency Reporting**

A report form that has a reporting requirement to a Federal department
or agency from one or more other Federal departments or agencies.
([Chapter 506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Interagency Selection Board**

Interagency board that makes recommendations to the President upon
reviewing Senior Foreign Service employees nominated by the foreign
affairs agencies for Presidential awards. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**interest**

The charge assessed on delinquent debts in order to compensate the
government for the time value of money owed and not paid when due. The
minimum annual rate to be assessed is the Department of the Treasury\'s
\"Current Value of Funds Rate;\" a higher rate may be used if the
billing office unit judges it necessary to protect the government\'s
interests. Interest is accrued and assessed from the date of
delinquency. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**interest method**

A method used to amortize the subsidy cost allowance of direct loans.
Under this method, the amortization amount of the subsidy cost allowance
equals the effective interest minus the nominal interest of the direct
loans. The effective interest equals the present value of the direct
loans times the effective interest rate (the discount rate). The nominal
interest equals the nominal amount (face amount) of the direct loans
times the stated interest rate (the rate stated in the loan agreements).
(SFFAS 2) ([Chapter 623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**interest rate reestimate**

A reestimate for the subsidy cost of direct loans or loan guarantees due
to a change in the interest rates used in present value calculations
from the assumed interest rates used in budget preparations to the
interest rates that are applicable to the periods in which the direct or
guaranteed loans are disbursed. (SFFAS 18) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Interested Party Messages**

A method of transmitting telegrams when the Agency has indirect interest
in the subject matter. This method is most commonly used to provide
assistance to private individuals or companies overseas. In most cases,
the Agency rarely initiates this type of telegram. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Intergovernmental Personnel Act assignments**

Assignments/details to or from state and local governments, institutions
of higher education, Indian tribal governments and other eligible
organizations which are intended to facilitate cooperation between the
Federal Government and the non-Federal entity through the temporary
assignment of skilled personnel. These assignments allow civilian
employees of Federal agencies to serve with eligible non-Federal
organization for a limited period without loss of employee rights and
benefits. Employees of State and local government, Indian tribal
governments, institutions of higher education and other eligible
organizations may serve in Federal agencies for similar periods.

([Chapter 432](http://www.usaid.gov/policy/ads/400/432.pdf))

**Interim Approval To Operate (IATO)**

Determination applied when a system does not meet the requirements
stated in the SSAA \[System Security Authorization Agreement\], but
mission criticality mandates the system become operational. The IATO is
a temporary approval that may be issued for no more than a one-year
period. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**interim evaluation**

An evaluation covering a period of performance that is long enough to
require written documentation of performance against an established
performance plan and yet not long enough to be considered representative
of the employee\'s performance for the entire annual rating cycle.
([Chapter 462](http://www.usaid.gov/policy/ads/400/462.pdf))

**interim payment**

Any payment that is not a advance payment or a delivery payment. These
payments are contract financing payments for prompt payment purposes
(i.e., not subject to the interest penalty provisions of the Prompt
Payment Act). An interim payment is given to the contractor after some
work has been done, whereas a advance payment is given to the contractor
when the work for which the contractor is being paid has not been done.
([Chapter 636](http://www.usaid.gov/policy/ads/600/636.pdf))

**Interim Updates (IUs)**

An Interim Update is temporary, mandatory guidance that was issued as a
Policy Notice, Policy cable, or Administrator Memorandum. This guidance
is codified in the ADS as an Interim Update. IUs are either (1)
incorporated into the appropriate Automated Directives System (ADS)
chapter or reference or (2) expire on a specified date. Policy Notices
are cleared through the ADS clearance process and distributed
Agency-wide via the Agency Notice system. After a Policy Notice is
released, it is converted to an IU. IUs are posted to the ADS web site
and ADS CD. ([Chapters
501](http://www.usaid.gov/policy/ads/500/501.pdf),
[504](http://www.usaid.gov/policy/ads/500/504.pdf))

**Intermediate**

Any film copy, other than a camera original, intended for use only in
making duplicates, such as a color internegative, a duplicate positive,
or a duplicate negative.

([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Intermediate Credit Institution (ICI)**

A host country lending institution which receives USAID funds to use to
purchase commodities or to make loans to residents of that country,
normally in local currency. ([Chapter
316](http://www.usaid.gov/policy/ads/300/316.pdf))

**intermediate customer\
(See "customer")**

**Intermediate Result (IR)\
**An important result that is seen as an essential step to achieving a
Strategic Objective (SO). IRs are measurable results that may capture a
number of discrete and more specific results. IRs may also help to
achieve other IRs. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Intermittent employment**

Employment where there has not been established in advance a regular
work schedule and where compensation is based on a \"When Actually
Employed\" (WAE) basis. ([Chapter
499](http://www.usaid.gov/policy/ads/400/499.pdf))

The non-full-time employment of an individual serving under a
competitive or excepted service appointment in tenure group I or II
without a regularly scheduled tour of duty. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Intermittent Leave or Leave Taken Intermittently**

Leave taken in separate blocks of time, rather than for one continuous
period of time, and may include leave periods of one hour to several
weeks. ([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Intermodal Transportation**

A system of transportation using containers with common handling
characteristics, which allows for efficient handling by different types
of carriers. For example, a container that can be attached to a truck
bed and/or railcar and subsequently be loaded onto a ship dock for ocean
transportation. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**Internal Committee**

A committee comprised solely of USAID employees. ([Chapter
105](http://www.usaid.gov/policy/ads/100/105.pdf))

**internal control**

Steps taken to provide reasonable assurance that obligations and costs
are in compliance with applicable law; funds, property, and other assets
are safe­guarded against waste, loss, unauthorized use, or
misappro­pria­tion; and revenues and expenditures applicable to Agency
operations are properly recorded and accounted for to permit the
preparation of accounts and reliable financial and statistical reports
and to maintain accountability over the assets. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**internal/process customer\
(See "customer")**

**internal quality control system**

The system includes written policies and procedures and a quality
assurance review program designed to provide reasonable assurance that
the OIG follows applicable auditing standards and has established and
follows adequate policies and procedures. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**internal use software**

Software that is purchased from commercial vendors \"off-the-shelf,\"
internally developed, or contractor-developed solely to meet USAID\'s
internal or operational needs. ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Internally Required Report**

A report required, prepared, and used within USAID. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**International Affairs Strategic Plan (IASP)\
**The IASP is an overarching framework for the international affairs
goals of the executive branch of the Federal Government and is prepared
by the Secretary of State. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**International Cooperative Administrative Support Service (ICASS)**

ICASS is a customer-driven, voluntary interagency system for managing
and funding administrative support services abroad; gives posts the
authority to determine how services are delivered at what cost and by
whom; has customer service standards established by the post, with the
service provider formally accountable to the customer; and incorporates
a full cost recovery system through a no-year working capital fund.
([Chapters 520](http://www.usaid.gov/policy/ads/500/520.pdf),
[527](http://www.usaid.gov/policy/ads/500/527.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf))

**International Development Intern (IDI) Program**

A program of specialized and concentrated training for highly qualified
entry-level professionals as they launch their Foreign Service careers
with USAID. The IDI program provides potential career officers with the
training and exposure needed for growth in USAID. The program normally
lasts two years plus the time that may be necessary for language
training. After completing the program, IDIs are conditionally
integrated into USAID\'s career service. They become full-fledged career
employees when they make the transition from career candidate status to
career status tenure, usually three to four years after commencing the
IDI program and only based on the positive recommendation of the Tenure
Board. ([Chapters 459](http://www.usaid.gov/policy/ads/400/459.pdf),
[460](http://www.usaid.gov/policy/ads/400/460.pdf),
[468](http://www.usaid.gov/policy/ads/400/468.pdf))

**International Disaster Assistance (IDA) Account**

Funding source for OFDA administered disaster responses, authorized in
Sections 491-492 of the FAA. ([Chapter
251](http://www.usaid.gov/policy/ads/200/251.pdf))

**International Organizations**

Public International Organizations or International Commissions,
identified by OPM after consultation with the Department of State, to
which Federal employees may be detailed or transferred with reemployment
rights to his/her agency following separation. It is the policy of the
U. S. Government to assist international organizations to obtain
well-qualified U. S. citizens to serve in their secretariats and
technical assistance programs. ([Chapter
432](http://www.usaid.gov/policy/ads/400/432.pdf))

**Internegative**

A color negative duplicate made from a color positive and used for
printing use-copies to protect the originals. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Intern Investment Program (IIP)**

An internship program designed for college sophomores to prepare them
for application to the IDI program. ([Chapter
468](http://www.usaid.gov/policy/ads/400/468.pdf))

**Internet**

Internet consists of about 10,000 information networks of all kinds,
encompassing approximately 1,000,000 computers that are linked together
through common, open protocols, to form a vast global network of
networks. It includes all kinds of diverse public and private networks,
gateways, and backbones, in almost every country and region of the
world - from Antarctica to Siberia, and Mongolia to Manitoba. Only the
public telephone network exceeds it in terms of extent and connectivity.
Selected USAID Policy and Essential Procedures are available on the
Internet. ([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**inter-office door**

An internal door that permits employee access in contiguous office space
between bureaus or offices. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Interoperability Lab**

A vehicle for testing software and hardware policy reliability and
compatibility before full-scale implementation. ([Chapter
544](http://www.usaid.gov/policy/ads/500/544.pdf))

**Intimidate, Threaten, or Coerce**

The promise or attempt to confer or conferring any benefit, such as an
appointment, promotion, or compensation, or effecting or threatening to
effect any reprisal, such as deprivation of appointment, promotion, or
compensation, or in any other way intimidate, threaten, or coerce.
([Chapter 482](http://www.usaid.gov/policy/ads/400/482.pdf))

**Intra-Governmental Payment and Collection System (IPAC)**

An Internet application that enables Federal agencies to transmit
transactions in a real-time environment on a government-owned platform
by the Federal Reserve Bank (FRB) of Richmond. ([Chapter
635](http://www.usaid.gov/policy/ads/600/635.pdf))

**Intra-Office Report**

A report prepared by one or more organizational units within a USAID
Bureau, Office, or Mission, at the request of another organizational
unit within the same Bureau, Office, or Mission. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**intrusion detection system (IDS)**

An alarm system used to detect and signal unauthorized entry or
attempted entry. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**invention**

Invention means any invention or discovery which is or may be patentable
or otherwise protectable under Title 35 of the U.S. Code. ([Chapter
318](http://www.usaid.gov/policy/ads/300/318.pdf))

**Inventory (for vital records purposes)**

A survey of basic and indispensable records necessary for the
operational continuity of selected USAID programs under unusual
conditions. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

Inventory is a physical count performed to determine the on-hand
quantity of an item or group of items. ([Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

investment project aid

Investment project aid comprises (1) schemes to increase and/or improve
the recipient's stock of physical capital and (2) financing the supply
of goods and services in support of such schemes. The contribution of
planners, engineers, technicians, etc. to the design and implementation
of projects (that is, investment-related technical cooperation) should
be included as part of the capital project concerned. The category also
covers integrated development programs (e.g. rural or urban development)
that contain large investment components. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**investment proposal presentations**

Developed by the Executive Sponsor in concert with budget, acquisition,
and technical staff, each presentation outlines the proposed investment;
details the attendant costs, benefits, and risks; and summarizes the
associated analyses and plans. The presentations provide decision-makers
with information they need when considering an investment decision.
([Chapter 577](http://www.usaid.gov/policy/ads/500/577.pdf))

**investors**

Investors eligible for the Housing Guaranty are as specified in 22 USC
2198, Section 238 (c), and include (1) U.S. citizens; (2) domestic U.S.
corporations, partnerships, or associations substantially beneficially
owned by U.S. citizens; (3) foreign corporations whose share capital is
at least 95% owned by U.S. citizens; and (4) foreign partnerships or
associations wholly owned by U.S. citizens. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Invitational Travel**

Authorized travel of individuals either not employed or employed (under
5 U.S.C. 5703) intermittently in the Government service as consultants
or experts and paid on a daily when-actually-employed basis and for
individuals serving without pay or at \$1 a year when they are acting in
a capacity that is directly related to, or in connection with, official
activities of the Government. Travel allowances authorized for such
persons are the same as those normally authorized for employees in
connection with TDY. Participant Training travel is not considered
Invitational Travel. ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf))

**involuntarily separated**\
A separation initiated by the Agency against the employee\'s will and
without the employee's consent for reasons other than cause or charges
of misconduct or delinquency. An involuntary separation includes a
separation resulting from the employee\'s actual inability to do the
work following genuine efforts to do so, but does not include a
separation under 5 CFR Part 752 or an equivalent procedure for reasons
that involve culpable wrongdoing on the part of the employee. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**is regarded as having such an impairment**

a\. Has a physical or mental impairment that does not substantially
limit major life activities but is treated by an employer as
constituting such a limitation;

b\. Has a physical or mental impairment that substantially limits major
life activities only as a result of the attitude of an employer toward
such impairment; or

c\. Has none of the impairments defined in b. above but is treated by an
employer as having such an impairment. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

\- J -

**\*J-1 visa**

A non-immigrant visa issued by the Department of State for an individual
who has a residence in a foreign country which he or she has no
intention of abandoning and who is coming to the U.S. temporarily as a
participant in a program designated by the Department of State.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**JFMIP**

The Joint Financial Management Improvement Program defines financial
management system requirements in a series of documents called the
Federal Financial Management System Requirements. ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

job analysis

The process of identifying the knowledge, skills, abilities, and other
characteristics essential to a position in order to provide a job
related basis for evaluation and selection for the position ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Job Code**

A six-digit code included in GAO notification letters that identifies
and tracks a review in progress. This number is used until issuance of a
final report number by GAO. ([Chapter
593](http://www.usaid.gov/policy/ads/500/593.pdf))

**Job Sharing**

A form of part-time employment in which the schedules of two part-time
employees are arranged to cover the duties of a single full-time
position. Job sharers are subject to the same personnel rules as other
part-time employees. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Joint Country Awards Committee (JCAC)**

This Committee is an advisory group established by the chief of Mission
to review nominations for awards for the staff of the agencies under
that official\'s jurisdiction. The Committee will normally include
members from all of the agencies represented at post. ([Chapter
491](http://www.usaid.gov/policy/ads/400/491.pdf))

**joint issuances**

Joint issuances are Uniform Foreign Affairs Regulations jointly
developed by various foreign affairs agencies. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**joint State/USAID awards**

These jointly administered awards are open to employees of the
Department of State and USAID and are awarded by the Secretary of State.
These awards may or may not contain a monetary component. Joint
State/USAID awards are the Secretary\'s Award, the Award for Heroism,
the Luther I. Replogle Award for Management Improvement, and the Herbert
Salzman Award for Excellence in International Economic Performance.
([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

\- K-

**key individual**

An official of a public or private entity receiving assistance who may
be expected to principally control or benefit from the assistance, e.g.,
the principal operating officer of a firm. ([Chapter
206](http://www.usaid.gov/policy/ads/200/206.pdf))

\- L -

**Labor Organization**

See 3 FAM 4412 ([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

**land rights**

Land rights are interests and privileges held by USAID in land owned by
others, such as leaseholds, easements, water and water power rights,
diversion rights, submersion rights, rights-of-way, and other like
interests in land. (Source: SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Last Revised Date**

**(term no longer used -- please see "revision date")**

**late charges**

Interest, penalties, and administrative costs related to the debt.
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**latest acquisition cost**

Includes all amounts, except interest, paid to a vendor to acquire an
item. (Source: SFFAS 3) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**leasehold improvements**

Leasehold improvements include, but are not limited to, the cost of
acquiring and installing new ceilings, permanent walls, lighting,
carpeting, air conditioning, and safety and protective devices with a
useful life longer than two years, and additions and betterments to
buildings and other facilities. ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**leasing**

Entering into a contract to convey real estate, equipment, or facilities
for a specified term and for a specified rent, from one entity or person
to another. ([Chapter 527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Least Developed Countries (LLDC\'s)**

Those listed in the annual reports of the U.N. Conference on Trade and
Development (UNCTAD) Secretariat and of the Chairman of the Development
Assistance Committee (DAC) of the Organization for Economic Cooperation
and Development (OECD). ([Chapters
221](http://www.usaid.gov/policy/ads/200/221.pdf),
[310](http://www.usaid.gov/policy/ads/300/310.pdf))

**least privilege**

The principle requiring that each subject be granted the most
restrictive set of privileges needed for the performance of authorized
tasks. Application of this principle limits the damage that can result
from accident, error, or unauthorized use of an information system (IS).
([Chapter 545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Leave Donor**

A federal employee whose application for transfer of annual leave from
the employee\'s annual leave account to the annual leave account of an
approved leave recipient has been approved. ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

**Leave Recipient**

A federal employee whose application to receive annual leave from the
annual leave accounts of one or more leave donors has been approved by
the appropriate approving official. ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

**Leave Repurchase**

The \"buy back\" and re-accredit of leave used by an employee during a
period of disability caused by an injury or occupational disease or
illness after the employee\'s claim for compensation has been approved.
([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Leave Without Pay**

An absence from duty in a nonpay status. Leave without pay may be taken
only for those hours of duty comprising an employee\'s basic workweek.
([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Lesson Learned**

The conclusions extracted from reviewing a development program or
activity by participants, managers, customers or evaluators with
implications for effectively addressing similar issues/problems in
another setting. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

::: Definition-Term
**Letter of Credit**
:::

::: Definition-Term
Letter of Credit is a method of advance payment for qualifying
assistance agreements that is negotiated and authorized by the
Agreements Officer. The Department of Health and Human Services (DHHS)
is responsible for the payment and liquidation processes of USAID
agreements using this method of financing. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**leveraging**

Significant resource mobilization. In the case of public-private
alliances, USAID seeks the mobilization of resources of other actors on
a 1:1 or greater basis. Resources may include funds, in-kind
contributions, and intellectual property. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**life cycle cost**

The total cost of owning, operating, and maintaining a building over its
useful life (including its fuel and water, energy, labor, and
replacement components), determined on the basis of a systematic
evaluation and comparison of alternative building systems. In the case
of leased buildings, the life cycle must be calculated over the
effective remaining term of the lease. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

This includes all estimated project costs associated with the
procurement of: hardware, redundant hardware, spare parts, site
preparation, installation, implementation, and equipment maintenance.
([Chapter 548](http://www.usaid.gov/policy/ads/500/548.pdf))

The overall estimated cost for a particular program alternative over the
time period corresponding to the life of the program, from concept
development through termination, evaluation, and archival. Archival
refers to storage and maintenance of an application when it becomes
inactive. Life-cycle cost includes direct and indirect initial costs
plus any periodic or continuing costs of operation and maintenance.
([Chapter 577](http://www.usaid.gov/policy/ads/500/577.pdf))

**life-cycle costs for commodities**

Life-cycle costs include all estimated project costs associated with the
planning, procurement, site preparation, installation, operations,
maintenance, and retirement of IT resources. ([Chapter
546](http://www.usaid.gov/policy/ads/500/546.pdf))

**Life Cycle of Records**

Management concept that records pass through three stages: creation,
maintenance and use, and disposition. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**light armored vehicle (LAV)**

LAVs are treated with ballistic resistant opaque and transparent armor
materials to afford the occupants protection against handgun fire.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**Light Duty**

The temporary or permanent assignment to productive duty of an employee
partially disabled from a work-related injury or illness and unable to
perform their regular duties. The employee\'s return to work must be
recommended by an appropriate medical authority and the assigned tasks
must be consistent with specified physical limitations. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Light Duty Vehicle**

Means any motor vehicle whose gross vehicle weight is 8,500 pounds or
less. ([Chapter 536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Light Truck**

A motor vehicle on a truck chassis whose gross vehicle weight may be up
to 8,500 pounds. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Limited Career Extension**

Appointment extensions, in accordance with Section 607(b) of the Foreign
Service Act, to career Senior Foreign Service employees who have reached
their maximum Time-in-Class. Members of the Service serving under such
limited career extensions continue to be career members of the Service
(see Chapter 440 TIME-IN-CLASS AND LIMITED CAREER EXTENSIONS). ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Liner Shipment**

Shipment by a \"liner\" vessel which operates on published sailing and
arrival dates between named ports. ([Chapter
314](http://www.usaid.gov/policy/ads/300/314.pdf))

**liquidating account**

The budget account that includes all cash flows to and from the
government resulting from pre-FY 1992 direct loans or loan guarantees
(those originally obligated or committed before Oct. 1, 1991) except
those pre-FY 1992 direct loans and loan guarantees that have been
directly modified and transferred to a financing account. (OMB Circular
A-11) ([Chapter 623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**Lists of Parties Excluded from Federal Procurement or Nonprocurement
Programs**

A list consisting of two sections, Parties Excluded From Procurement
Programs and Parties Excluded From Non-Procurement Programs. The first
section lists persons (individuals and entities) that are excluded
government wide from Federal procurement and/or sales programs because
of debarment, suspension, or proposed debarment under the procedures of
FAR Subpart 9.4. The second section lists persons (individuals and
entities) excluded from certain types of Federal financial and
nonfinancial assistance and benefits. ([Chapter
313](http://www.usaid.gov/policy/ads/300/313.pdf))

**litigation**

Legal action or process taken for full or partial debt recovery. Debt of
\$2,500 or more is referred to the Department of Justice for litigation
purposes. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Living Quarters Allowance (LQA)**

An allowance intended to cover the average costs of rent and utilities
incurred by American citizen civilian employees living in a foreign area
by reason of employment with the U.S. Government. The LQA is available
if Government quarters are not provided. The amount of the allowance
varies by post, employee grade/rank, and size of family. See
Standardized Regulations, Section 130. (FAM06-0700) See STR 130; 3 FAM
3230 ([Chapters 477](http://www.usaid.gov/policy/ads/400/447.pdf),
[535](http://www.usaid.gov/policy/ads/500/535.pdf))

**loan guarantee**

Any guarantee, insurance, or other pledge with respect to the payment of
all or part of the principal or interest on any debt obligation of a
non-Federal borrower to a non-Federal lender, but does not include the
insurance of deposits, shares, or other withdrawable accounts in
financial institutions. (OMB Circular No. A-11) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**loan guarantee commitment**

A binding agreement by a Federal agency to make a loan guarantee when
specified conditions are fulfilled by the borrower, the lender, or any
other party to the guarantee agreement. (OMB Circular No. A-11)
([Chapter 623](http://www.usaid.gov/policy/ads/600/623.pdf))

**loan loss rate**

The total principal on loans written off as uncollectible during a
particular reporting period, as a percentage of the average unpaid
balance on outstanding loans over the same reporting period. In the
context of this guidance, all loans past due one year or more must be
written off as uncollectible; institutions may set stricter standards.
([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

local commuting area

The geographic area that usually constitutes one area for employment
purposes. It includes any population center (or two or more neighboring
ones) and the surrounding localities, in which people live and can
reasonably be expected to travel, to their place of employment on a
daily basis. ([Chapters
418](http://www.usaid.gov/policy/ads/400/418.pdf) and
[452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Local Compensation Plan (LCP)**

Each post\'s official system of FSN pay, consisting of the local salary
schedule, which includes salary rates, statements and authorizing
benefits payments, premium pay rates, and other pertinent aspects of the
FSN employee compensation. ([Chapter
495](http://www.usaid.gov/policy/ads/400/495.pdf))

**local country (See also host country and cooperating country)**

The country to which assistance is being provided. ([Chapter
305](http://www.usaid.gov/policy/ads/300/305.pdf))

**local government**

Any unit of local government within a state, including a county,
borough, municipality, city, town, township, parish, local public
authority, special district, school district, intrastate district,
council of governments or other instrumentality of local government.
([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Local Procurement**

The use of appropriated funds to finance the procurement of goods or
services from businesses, dealers, or producers in the host country,
with payment normally being made in the currency of the host country.
([Chapter 311](http://www.usaid.gov/policy/ads/300/311.pdf))

#### Log Book

a\) A step-by-step written record of the activities of making a motion
picture/video. Separate logs are usually kept for camera and sound
recording activities; and b) a listing, usually in chronological order,
of still photographs. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Long-Term Lease**

A single lease of more than 180 days, or repetitive or intermittent
leases under a single activity within a one-year period totaling more
than 180 days, for the same type of commodity. ([Chapter
310)](http://www.usaid.gov/policy/ads/300/310.pdf)

A real property lease for ten years or longer. It also includes any
lease which was subsequently renewed for a period less than ten years in
which the original lease was a long-term lease. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

A single lease of more than 180 days, or repetitive or intermittent
leases under a single activity or program within a one-year period
totaling more than 180 days.

([Chapter 536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Lunch Break**

The lunch break is in addition to the daily work requirement. For
USAID/W employees, the lunch break is 45 minutes. For overseas missions,
the lunch break is established in coordination with officials at post.
Lunch breaks are unpaid time. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

\- M -

**MACS**

Mission Accounting and Control System. ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**M/AS**

The Bureau for Management, Office of Administrative Services (M/AS).

**M/AS/IRD**

Bureau of Management, Office of Administrative Services, Information
Records Division.

**magnetic media**

Devices that employ magnetic materials and technology to record and
store information in digital form, such as magnetic tapes, floppy disks,
hard disks etc. ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Mail Management Operations**

The USAID Mail Operation consisting of the Central Mail Facility in the
State Department building and the satellite Mail Centers in various
off-site locations. ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf))

**Mail Stops**

4-digit zip codes assigned to all USAID/W Offices to identify mail
delivery locations. ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf))

**maintain**

Includes collecting, updating, use or disseminating information.
([Chapters 508](http://www.usaid.gov/policy/ads/500/508.pdf),
[509](http://www.usaid.gov/policy/ads/500/509.pdf))

**Maintenance**

Activities undertaken to assure that equipment and energy-using systems
operate effectively and efficiently. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Maintenance And Repair (M&R)**

See Routine M&R and Special M&R. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Maintenance of Records**

All operations incidental to the upkeep of an organized filing system.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**major application**

A major application means an application that requires special attention
to security due to the risk and magnitude of the harm resulting from the
loss, misuse, or unauthorized access to or modification of the
information in the application. Note: All Federal applications require
some level of protection. Certain applications, because of the
information in them, however, require special management oversight and
should be treated as major. Adequate security for other applications
should be provided by security of the system in which they operate.
{Source: NSTISSI No. 1000; cites also OMB A-130} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**major life activities**

Includes functions such as: caring for oneself, performing manual tasks,
walking, seeing, hearing, speaking, breathing, learning, and working.
([Chapter 110](http://www.usaid.gov/policy/ads/100/110.pdf))

**manageable interest**\
The concept of manageable interest recognizes that achievement of
results requires joint action on the part of many other actors such as
host country governments, institutions, other donors, civil society, and
the private sector. When an objective is within USAID's manageable
interest, it means that we have reason to believe that our ability to
influence, organize, and support others around commonly shared goals can
lead to the achievement of desired results, and that the probability of
success is high enough to warrant expending program and staff resources.
A result is within an entity's manageable interest when there is
sufficient reason to believe that its achievement can be significantly
and critically influenced by interventions of that entity.

([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Management**

A recommendation that could result in funds being used more efficiently.
The recommendation may include: (a) savings from such items as
reprogramming or recapture of unliquidated obligations; (b) more
efficient contract negotiations; and (c) reductions or eliminations of
payments, costs, or expenses that would be incurred by the Agency. This
type of finding is also referred to as a recommendation that funds be
put to better use. ([Chapter
592](http://www.usaid.gov/policy/ads/500/592.pdf))

**management accountability**

The expectation that managers are responsible for the quality and
timeliness of program performance, increasing productivity, controlling
costs and mitigating adverse aspects of Agency operations, and assuring
that problems are managed with integrity and in compliance with
applicable law. ([Chapter
596](http://www.usaid.gov/policy/ads/500/596.pdf))

**management accountability official**

(replaced by the term **"Management Control Official (MCO)"**)

**management action official (MAO)**

The USAID employee assigned specific responsibility for responding to
recommendations from audits and ensuring that corrective action is
completed. ([Chapters 593](http://www.usaid.gov/policy/ads/500/593.pdf),
[596](http://www.usaid.gov/policy/ads/500/596.pdf))

The USAID employee assigned specific responsibility for responding to
recommendations from financial audits and ensuring that corrective
action is completed. For financial audits, generally the contract/grant
officer. ([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Management Agreement**\
An agreement between an Operating Unit and its Bureau that provides
approval to implement a proposed Strategic Plan. The Management
Agreement provides a summary of agreements on a set of strategic and
other objectives, confirmation of estimated resources over the Strategic
Plan timeframe, SO start and end dates, and additional guidance on any
special management concerns. Formerly called Management Contract.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Management Contract\
**Term no longer used. **(See "Management Agreement")**

**Management Control Official (MCO)**

(this replaces the former term "Management Accountability Official")

The employee within each assessable unit who is responsible for
coordinating all of the management control activities within that unit,
i.e., guidance, assessments, and reporting. ([Chapter
596](http://www.usaid.gov/policy/ads/500/596.pdf))

**Management Control Review Committee (MCRC)**

A group of senior officials at the Mission, Bureau, or Office level who
provide oversight and assistance for the management control program and
audit management issues. ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf),
[596](http://www.usaid.gov/policy/ads/500/596.pdf))

**management control standards**

Standards for internal control in the federal government issued by the
General Accounting Office. ([Chapter
596](http://www.usaid.gov/policy/ads/500/596.pdf))

**management controls**

The organization, policies, and procedures used to reasonably ensure
that (a) programs achieve their intended results; (b) resources are used
in accordance with the agency\'s mission; (c) programs and resources are
protected from waste, fraud, and mismanagement; (d) laws and regulations
are followed; and (e) reliable and timely information is obtained,
maintained, reported, and used for decision making. ([Chapters
592](http://www.usaid.gov/policy/ads/500/592.pdf),
[596](http://www.usaid.gov/policy/ads/500/596.pdf))

**management decision**

The evaluation of a recommendation by management and a decision upon an
appropriate course of action. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**management efficiency\
**A monetary recommendation that could result in funds being used more
efficiently. The recommendation may include (a) savings from such items
as reprogramming or recapture of unliquidated obligations; (b) more
efficient contract negotiations; and (c) reduction or elimination of
payments, costs, or expenses that would be incurred by the Agency. This
term has the same meaning as \"funds be put to better use.\" ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**Management Official**

The individual who has authority to approve a recurring Telecommuting
arrangement. ([Chapter
405](http://www.usaid.gov/policy/ads/400/405.pdf))

\*For the purposes of ADS Chapter 501, a management official is a
Supervisor, Division Chief, Director, AA, or someone delegated by the
Division Chief, Director, or AA to sign the USAID Directives Issuance
Request Form (AID 3-252) and who has oversight authority for the ADS
material. ([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Management Representation Letter**

A letter prepared by the auditee\'s management to the auditor confirming
in writing essential oral statements made by the auditee to the auditor.
([Chapter 592](http://www.usaid.gov/policy/ads/500/592.pdf))

**Manager**

A manager directs the work of an organization, is held accountable for
the success of specific line or staff programs, monitors the progress of
the organization toward goals and periodically makes adjustments.
([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**mandatory references**

Mandatory references comprise relevant U.S. Government regulations
created and published outside USAID, as well as documents containing
mandatory guidance that have been created within USAID. These references
are cited and hyperlinked in ADS chapters.

**a.** **External Mandatory Reference**

External mandatory references are relevant Federal statutes, Executive
Orders, and other externally published regulations. They may also
contain USAID-specific regulations.

**b.** **Internal Mandatory Reference**

An internal mandatory reference is a document created and published
within the Agency that contains mandatory guidance (often accompanied by
additional, non-mandatory guidance), but which does not have to be
created in ADS chapter format. Adherence to all mandatory guidance
contained in internal mandatory references is required by those to whom
the reference is applicable. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Mandatory Retirement Based on Relative Performance**

When three Performance Standards Boards within a five year period find
that a career employee has not met the standards of performance
established for his or her class (Section 608, Foreign Service Act of
1980, as amended), the employee is involuntarily retired based on
performance. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**market test**

The principle that the value that people attach to any goods or services
provided to them must be at least equal to the amount they are willing
to pay for those goods or services. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**marking**

The physical act of indicating on national security information the
proper classification levels, the classification authority, the Agency
and office of origin, declassification and downgrading instructions, and
special markings which limit the use of the classified information.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**Master Positive**

A positive print made from the original negative film and used to
prepare duplicate negatives. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**material weakness**

A deficiency that is determined to be of such significance that it
should be reported to the next management level. Generally such a
weakness would a) significantly impair the organization\'s ability to
achieve its objectives; b) result in the use of resources in a way that
is inconsistent with Agency mission; c) violate statutory or regulatory
requirements; d) result in a significant lack of safeguards against
waste, loss, unauthorized use or misappropriation of funds, property, or
other assets; e) impair the ability to obtain, maintain, report and use
reliable and timely information for decision making; or f) permit
improper ethical conduct or a conflict of interest. ([Chapter
596](http://www.usaid.gov/policy/ads/500/596.pdf))

**Measure of Performance**

A scale against which the fulfillment of a requirement can be measured.
([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Measurement Sensitive Data**

Data whose meaning or application depends substantially on some measured
quantity. ([Chapter 505](http://www.usaid.gov/policy/ads/500/505.pdf))

**Measures**

Actions, procedures, devices or other means for effecting energy
efficient changes in general operations which can be applied by Federal
agencies. ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Medevac Insurance**

Insurance to cover the cost of medical evacuation of USAID contractors
and their dependents, applicable to all U.S. citizens, U.S. permanent
resident aliens, and third country nationals. Cooperating country
nationals are not eligible. ([Chapter
322](http://www.usaid.gov/policy/ads/300/322.pdf))

**median**

The middle value in a distribution. As applied for example to the loan
portfolio of a microfinance institution, calculated by arranging its
loans from smallest to largest and observing the value of the loan in
the middle of that distribution. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Medical Emergency**

A medical condition of an employee or a family likely to require the
employee\'s prolonged absence from duty and to result in a substantial
loss of income to the employee because of the unavailability of paid
leave. ([Chapter 482](http://www.usaid.gov/policy/ads/400/482.pdf))

**Medical Personnel**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Medium (Media)**

The physical form of recorded information. Includes paper, film, disk,
magnetic tape and other materials on which information can be recorded.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**medium Mission**

Medium Missions conduct USAID\'s major programs within two to three
strategic goal areas and are managed by a technical/program management
staff. Typically, a medium Mission consists of five to eight U.S.
Direct-Hire employees and may to rely on regional hubs, full Missions,
or USAID/W for program and Program Development Officer support and for
administrative support. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**Member of the Foreign Service**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Memorandum of Understanding (MOU)**\
A document that sets forth an agreement between parties. A Memorandum of
Understanding may be used to cover a range of topics including results
to be achieved, activities to be implemented, and the respective roles
and responsibilities of each party. An MOU is not used for obligating
funds. However, an MOU may be used to confirm an agreement with a host
government on a program that USAID will fund directly through an
obligating instrument signed with other parties. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Merit Promotion Certificate**

The form used to send the names of the best qualified candidates, listed
in alphabetical order, to the selecting official for consideration, and
to document selection decisions. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Meritorious Service Award**

Presidential award for sustained superior accomplishment which carries a
payment of up to \$10,000. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Message Reference Number (MRN)**

Cite telegrams using the MRN, which is the official REFERENCE number
assigned by the Communications Center. NUMBER It appears following the
classification beneath the last (MRN) addressee and consists of the
originator\'s name and organization (not abbreviated), followed by a
multi-digit number (i.e., STATE 123456; BONN 3597). ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Meta Data**

Information about data (data about data) that is stored in computer
systems.

([Chapter 551](http://www.usaid.gov/policy/ads/500/551.pdf))

**Metric Executive**

USAID's Metric Executive assumes the responsibilities and performs the
activities prescribed for this role in EO 12770 and in this chapter. The
designated Alternate Metric Executive assumes this role in the absence
of the Metric Executive. Section 323.2 of ADS 323 identifies the
individuals designated for these roles. ([Chapter
323](http://www.usaid.gov/policy/ads/300/323.pdf))

**metric system**

The International System of Units (SI), as interpreted or modified for
use in the United States by the Secretary of Commerce. It is currently
issued by the General Services Administration as Federal Standard 376B,
dated January 27, 1993. ([Chapter
323](http://www.usaid.gov/policy/ads/300/323.pdf))

**M/FM**

Bureau for Management, Office of Financial Management. ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**microenterprise**

A very small-scale, informally organized business activity undertaken by
poor people; excludes crop production by convention. For USAID program
purposes, the term is restricted to enterprises with 10 or fewer
workers, including the microentrepreneur and any unpaid family workers.
([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**microenterprise development**

Any activity undertaken by donors, host-country governments, or
non-government organizations to improve the lives of poor people by
encouraging the formation of microenterprises and/or the improved
performance of existing microenterprises. Also, the overall process of
improvement in the performance of microenterprises.

([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**microentrepreneur**

The owner-operator of a microenterprise. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**microfinance**

The provision of financial services adapted to the needs of low income
people such as microentrepreneurs, especially the provision of small
loans, the acceptance of small savings deposits, and simple payments
services needed by microentrepreneurs and other poor people. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**microfinance institution organization**

An organization whose activities consist wholly or in significant part
of the provision of financial services to microentrepreneurs.
Abbreviated MFI or MFO. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**mid-cycle review**

A mandatory progress review to be held by the Rating Official and
employee at the mid-point in the appraisal period. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Military Post Facilities**

A postal facility installed by the Department of Defense at one of its
bases, domestically or overseas. ([Chapter
513](http://www.usaid.gov/policy/ads/500/513.pdf))

**minimal additional expense**

Minimal additional expense means that employee\'s personal use of
government office equipment is limited to those situations where the
government is already providing equipment or services and the
employee\'s use of such equipment or services will not result in any
additional expense to the government or the use will result in only
normal wear and tear or the use of small amounts of electricity, ink,
toner, or paper. Examples of minimal additional expenses include, making
a few photocopies, using a computer printer to printout a few pages of
material, making occasional brief personal phone calls (within Agency
policy and 41 CFR 101-35.201), infrequently sending personal e-mail
messages, or limited use of the Internet for personal reasons. ([Chapter
541](http://www.usaid.gov/policy/ads/500/541.pdf))

**Minimize**

is a telegram control procedure imposed during emergency conditions
(i.e., local civil disorders; communications circuit failures; natural
disasters) to reduce the volume of traffic not related to the emergency
and to avoid overloading the communications facilities and personnel
capabilities of the Department and the affected post(s). A current list
of posts that are on Minimize is maintained at the Communications
Center. To find out what is on Minimize call (202) 712-5981. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**minimum appraisal period**

The minimum performance period that must be completed before a
performance rating can be given. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Minimum Retirement Age**

The earliest age an employee covered under a retirement system may
retire.

([Chapter 494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Minor Donor**

USAID is a minor donor to a multi-donor project when USAID does not
control the planning or design of the multi-donor project and either;
(i) USAID\'s total contribution to the project is both less than
\$1,000,000 and less than 25 percent of the estimated project cost, or
(ii) USAID\'s total contribution is more than \$1,000,000 but less than
25 percent of the esti­mated project cost and the environ­mental
procedures of the donor in control of the planning of design of the
project are followed, but only if the USAID Environmental Coordinator
de­termines that such procedures are ade­quate.

([Chapter 204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Minor Improvements**

Alterations to real property that will increase the value of the
property or improve or change its utility, and that generally cost less
than \$500,000. Some examples of this are room additions, paving (not
repaving) for a parking area or road, and converting storage space to
office or other use. (FAM06-0700)([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**minority owned bank**

A bank that is owned at least 50 percent by minority group members.
([Chapter 636](http://www.usaid.gov/policy/ads/600/636.pdf))

**minority serving institutions**

Historically Black Colleges and Universities (HBCUs), Hispanic Serving
Institutions (HSIs) and Tribal Colleges and Universities (TCUs).
([Chapter 321](http://www.usaid.gov/policy/ads/300/321.pdf))

**Miscellaneous Expense Allowance**

A miscellaneous expense allowance for the purpose of defraying certain
expenses associated with discontinuing a residence at one location and
establishing a residence at the new location in connection with an
authorized or approved permanent change of station. ([Chapter
524](http://www.usaid.gov/policy/ads/500/524.pdf))

**Miscellaneous Obligation Document**

The Miscellaneous Obligation Document (MOD) may be used to record
obligations of a recurring and/or continuing nature, such as
communications services, public utilities, and rent. It is also used to
obligate funds for the purchase of goods and services associated with
International Cooperative Administrative Support Services (ICASS),
medical services, U.S. dispatch agent, disaster cable, taxi services,
interpreter services, training from another government agency, personal
property claims, tort claims, and other claims. In addition, it is used
for costs such as interest penalty payments. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**misconduct**

Willfully improper behavior of an employee, including (but not limited
to) attendance problems, e.g., absence without official leave (AWOL),
excessive tardiness, and improper use of sick or home leave. ([Chapter
450](http://www.usaid.gov/policy/ads/400/450.pdf))

**Missing Status**

An employee who is in active service and is officially determined to be
absent in a status of - -

a\. missing;\
b. missing in action;\
c. interned in a foreign country;

d\. captured, beleaguered, or besieged by a hostile force; or

e detained in a foreign country against his/her will This does not
include the status of an employee for a period during which the employee
is officially determined to be absent from duty post without permission.
([Chapter 478](http://www.usaid.gov/policy/ads/400/478.pdf))

**Mission**

The USAID Mission or representative in a cooperating country. ([Chapter
310](http://www.usaid.gov/policy/ads/300/310.pdf))

**Mission Critical System**

The term "mission critical system" means any telecommunications or
information system used or operated by an agency or by a contractor of
an agency, or other organization on behalf of an agency, that

a\. Is defined as a national security system under section 5142 of the
Clinger-Cohen Act of 1996 (40 U.S.C. 1452);

b\. Is protected at all times by procedures established for information
which has been specifically authorized under criteria established by an
Executive Order or an Act of Congress to be classified in the interest
of national defense or foreign policy; or

c\. Processes any information, the loss, misuse, disclosure, or
unauthorized access to or modification of would have a debilitating
impact on the mission of an agency. (source: Public Law 106-398)
([Chapters 545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**mixed financial system**

An information system that supports both financial and nonfinancial
functions. (OMB Circular A-127) ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**Mobile Home Movement**

Expenses for the movement of a mobile home for use as a residence when
movement is authorized instead of shipment and temporary storage of
household goods.

([Chapter 524](http://www.usaid.gov/policy/ads/500/524.pdf))

**mobile radio**

A two-way voice radio that is permanently installed in a vehicle.
([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**mobilization payment**

Payments provided to a construction contractor or a supplier of
specially constructed equipment to assist in meeting extraordinary
start-up costs incurred to promptly perform under the contract (e.g.,
purchase of specialized equipment and shipment to the host country). The
contractor is permitted to receive limited mobilization payments after
expenditures are incurred for purchase of equipment, materials, etc.,
rather than having to wait for progress payments. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**modal rating**

The summary rating level assigned most frequently among the actual
ratings of record. These ratings must be assigned under the summary
level pattern that applies to the employee\'s position of record at the
time of the RIF; they must be given within the same competitive area, or
at the option of the Agency, within a larger subdivision of the Agency
or Agency-wide; and they must be on record for the most recently
completed appraisal period prior to the issuance of the RIF notices or
the cutoff date after which no new ratings will be put on the record
established by the Agency prior to issuance of RIF notices. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**modification**

A Federal government action, including new legislation or administrative
action, that directly or indirectly alters the estimated subsidy cost
and the present value of outstanding direct loans (or direct loan
obligations), or the liability of loan guarantees (or loan guarantee
commitments). Direct modifications are such actions that change the
subsidy cost by altering the terms of existing contracts, selling loan
assets, and purchasing loans under guarantee from a private lender.
Indirect modifications change the subsidy cost by legislation that
alters the way in which an outstanding portfolio of direct loans or loan
guarantees is administered. (According to OMB Circular A-11, the term
modification does not include a Government action that is assumed in the
baseline cost estimate, as long as the assumption is documented and has
been approved by OMB. For example, modification does not include routine
administrative workouts of troubled loans or loans in imminent default,
and the borrower's or the Government's exercise of an option that is
permitted within the terms of an existing contract, such as prepaying
the loan. OMB Circular A-11, sec. 85.3 (n) July 1999) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**modification adjustment transfer**

A non-expenditure transfer from a financing account to the Treasury, or
vice versa, to offset the difference between the cost of modification of
direct loans (or loan guarantees) and the change in the book value of
direct loans (or loan guarantee liabilities). (OMB Circular A-11)
([Chapter 623](http://www.usaid.gov/policy/ads/600/623.pdf))

**mortgage**

A claim on future resources, which has been authorized in the Operating
Unit's Management Agreement; the difference between the total authorized
level of funding and the cumulative total amount of funds obligated to a
particular strategic objective, Intermediate Result, or activity.
([Chapters 202](http://www.usaid.gov/policy/ads/200/202.pdf),
[602](http://www.usaid.gov/policy/ads/600/602.pdf))

**most efficient organization (MEO)**

The staffing plan of the agency tender, developed to represent the
agency's most efficient and cost-effective organization. An MEO is
required for a standard competition and may include a mix of government
personnel, and MEO subcontracts. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Motor Vehicle**

Any vehicle powered by liquid fuel (such as gasoline or diesel fuel), an
alternative fuel (such as ethanol, methanol, or natural gas) or
electrical energy that is designed to operate on highways carrying
passengers or cargo. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Motor Vehicles**

Self-propelled vehicles with passenger carriage capacity, such as
highway trucks, passenger cars and buses, motorcycles, scooters,
motorized bicycles and utility vehicles. Excluded from this definition
are industrial vehicles for materials handling and earthmoving, such as
lift trucks, tractors, graders, scrapers, and off-highway trucks.
([Chapter 312](http://www.usaid.gov/policy/ads/300/312.pdf))

For USAID: a motor vehicle owned by the employee or a member of the
employee\'s family who is authorized to travel to post, of a type used
for private conveyance of passengers by land. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**moved involuntarily**

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**moving average**

An inventory costing method used in conjunction with a perpetual
inventory system. A weighted average cost per unit is recomputed after
every purchase. (Source: SFFAS 3) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**multi-country Mission**

Multi-country Missions are established to either administer USAID
programs and services involving several overseas countries, including an
in-country program, or to only provide regional services to other
overseas organizations. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**Multiple-Year Appropriation**

An appropriation that is available for obligation for a definite period
f time in excess of one fiscal year. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**multisector-program assistance**

Multisector-program assistance includes support for projects that
straddle several sectors and covers only those actions that cannot be
identified with a specific sector. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**- N -**

**National Archives and Records Administration (NARA)**

The organization responsible for appraising, accessing, preserving and
making available permanent records. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**National Performance Review (NPR)**

Led by Vice President Gore, the NPR is a review of the Federal
Government to identify problems, offer solutions and ideas for savings.
Part of the outcome of the initial review is the determination to reduce
internal directives of the Federal government by 50%.

**national security**

The national defense or foreign relations of the United States.
([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**national security position**

Any position which requires the incumbent to have access to classified
information. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**National Security Strategy (NSS)**

The NSS is an overarching U.S. Government policy document which covers
the national security principles underlying U.S. foreign policy. As
published in September 2002, its main themes include promoting "human
dignity" through political and economic freedom; providing security
against terrorism and weapons of mass destruction; working with others
to defuse regional conflicts; and strengthening America's national
security institutions. Objectives of development assistance are central
to the document, which was prepared by the National Security Council.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**National Security System**

The term "national security system\'\' means any telecommunications or
information system operated by the United States Government, the
function, operation, or use of which

a\. Involves intelligence activities;

b\. Involves cryptologic activities related to national security;

c\. Involves command and control of military forces;

d\. Involves equipment that is an integral part of a weapon or weapons
system; or

e\. Is critical to the direct fulfillment of military or intelligence
missions. This final subcategory does not include does not include a
system that is to be used for routine administrative and business
applications (including payroll, finance, logistics, and personnel
management applications). (Source: 40 U.S.C.1452) ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Nationality**

For purposes of USAID\'s procurement rules, nationality refers to the
place of incorporation, ownership, citizenship, residence, etc. of
suppliers of goods and services. ([Series
300](http://www.usaid.gov/policy/ads/300/))

**need to know**

A determination made by a possessor of classified information that a
prospective recipient, in the interest of national security, has a
requirement for access to, knowledge, or possession of the classified
information in order to perform official duties. The determination is
not made solely by virtue of an individual\'s office, position or
security clearance level. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**Negative Film**

Film in which the dark portions of the original image appear light and
the light portions dark. Used as the master copy from which positive
copies can be made.

([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**negligence**

Simple negligence is an act, failure, or omission on the part of the
responsible employee(s) to exercise the appropriate degree of care,
precaution, or vigilance resulting in loss, damage, or destruction of
government property. Gross negligence is failure or omission on the part
of the responsible employee(s) of a greater degree than simple
negligence and deemed to be misconduct or willful, wanton, or reckless
disregard for government property resulting in loss, damage, or
destruction.

([Chapter 518](http://www.usaid.gov/policy/ads/500/518.pdf))

**Negotiated Rulemaking**

A process of consensual rulemaking used by federal regulatory agencies,
wherein external parties affected by the regulation participate in the
rulemaking. ([Chapter 105](http://www.usaid.gov/policy/ads/100/105.pdf))

**Net Space Measurement**

Generally, all usable space within the interior walls of a building.
(See FAM06-0723 Exhibits 723C and E, to be published at a later date.)
(FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Net Weight**

Consists of actual effects plus cartons, barrels, fiber drums, crates
and boxes, as well 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, chinaware, and other articles which
normally require preliminary packing before removal from the residence.

([Chapters 523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf))

**network**

Any collection of systems and the connections between them. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**new appointee\
**Includes employees on their first appointment to the Federal
Government and also former Federal employees appointed after a break in
service, except that employees separated as a result of reduction in
force or transfer of function may be treated as transferees instead of
new appointees (see Federal Travel Regulations, 41 CFR 302-1.9).
([Chapter 467](http://www.usaid.gov/policy/ads/400/467.pdf))

**New Appointees**

Includes not only individuals when first appointed to Government service
but also individuals appointed after a break in service except that
employees separated as a result of reduction-in-force or transfer of
function may be treated as transferees instead of new appointees. New
appointees do not include individuals who transfer from one Federal
Government personnel system to another Federal Government personnel
system where there is no break in service. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**new appointment**

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf) )

**News Media Inquiries**

Requests from members of the news media for statements, comments,
publications, or other information regarding USAID and related
activities and programs. ([Chapter
559](http://www.usaid.gov/policy/ads/500/559.pdf))

**News Releases**

Statements of policy, comments from USAID officers, data, or other
information regarding USAID activities and programs provided to members
of the news media for publication or for use in reporting on the
activities of USAID and related topics. ([Chapter
560](http://www.usaid.gov/policy/ads/500/560.pdf))

**News Summaries**

News clippings from major newspapers and wire services related to
foreign affairs and USAID. ([Chapter
560](http://www.usaid.gov/policy/ads/500/560.pdf))

**next higher rate within the grade**

See 5 CFR Sec. 531.403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**NIACT/Immediate**

Outgoing telegrams that are to be delivered immediately - any day or
night.

([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**no management decision**

A management decision has not yet been made regarding an audit
recommendation. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**non-Agency system**

A system that does not meet the entire definition for an Agency system,
e.g. privately owned systems and systems operated by other U.S.
Government agencies, foreign governments and private industry. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Non-Career Candidate**

Appointments are appropriate when the knowledge skills required for a
particular program or project in AID Foreign Service cannot reasonably
be provided by career employees. Appointments are limited to short-term,
specific operational needs overseas, and may be of variable duration as
established at the time of appointment not to exceed five years.
([Chapter 412](http://www.usaid.gov/policy/ads/400/412.pdf))

An employee hired for a time limited appointment that is not intended to
lead to a full career with the Agency. ([Chapter
468](http://www.usaid.gov/policy/ads/400/468.pdf))

**Non-Career employee**

An employee hired for a time-limited appointment that requires skills
linked to short-term USAID Foreign Service overseas staffing needs.
([Chapter 415](http://www.usaid.gov/policy/ads/400/415.pdf))

**noncompetitive eligible**

Those who meet qualification requirements for a particular position but
are not required to compete under merit promotion requirements for the
position (due to prior competition or exemption for some other reason).
Examples include reassignment candidates, 30 percent disabled veterans,
and reinstatement or transfer eligible applying for positions with no
greater promotion potential. These candidates are not required to meet
area of consideration or closing date requirements, and are referred
directly to the selecting official on an unranked list. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**noncritical element**

A work objective that, while sufficiently important to be documented on
the Annual Evaluation Form (AEF), would not result in an Unacceptable
summary rating for the annual rating cycle if performance on this
objective was unacceptable. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Non-Discretionary Advisory Committee**

An advisory committee mandated by Presidential directive or statute.
([Chapter 105](http://www.usaid.gov/policy/ads/100/105.pdf))

**Non-Duty Hours**

The period when the majority of personnel are not at work (1700-0800
hours, Monday through Friday, plus weekends and holidays). ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**nonexpendable personal property**

Property such as furniture, office machines, information technology (IT)
equipment, and communications equipment that (1) is complete in itself;
(2) does not lose its identity or become a component part of another
item when used; and (3) is of a durable nature with an anticipated
useful life of over two years. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**non-federal auditor**

A Certified Public Accountant (CPA) (or equivalent) operating as a sole
practitioner, or a CPA (or equivalent) firm. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**non-financial assistance**

In the context of microenterprise development, any effort undertaken to
improve the performance of individual microenterprises or of
microenterprises as a group other than through microfinance. Includes,
but is not restricted to training of individual microentrepreneurs;
efforts to link microenterprises with suppliers or markets for their
output; the development and extension of technologies for use by
microentrepreneurs; and lobbying efforts for improvements in policies
and/or institutions affecting microenterprises. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**nonfinancial system**

An information system that supports nonfinancial functions or
components. Any financial data included in the system are insignificant
to Agency financial management and/or not required for the preparation
of financial statements. (OMB Circular A-127) ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**Non-Government Funded Calls**

Personal calls that must be made during working hours. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Non-Governmental Organization (NGO)**

Any non-governmental organization or entity, whether non-profit or
profit-making, receiving or providing USAID-funded assistance under an
assistance instrument or contract. ([Chapter
206](http://www.usaid.gov/policy/ads/200/206.pdf))

**non-monetary award**

Non-monetary awards include medals, certificates, plaques, citations,
badges, or other similar items that have an award or honor connotation.
([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

**\*non-presence country**

A country where USAID does not have a Mission or Representative Office.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**non-profit organization**

Any corporation, trust, association, cooperative or other organization
that is operated primarily for service, charitable, scientific,
educational or other similar purposes; is not organized for profit; and
uses its net proceeds to maintain, improve, and/or expand its
operations. ([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

**non-project assistance (NPA)**

Non-project assistance is also known as program assistance. The
distinguishing feature of program assistance is the manner in which
USAID resources are provided. Under this mode, USAID provides a
generalized resource transfer, in the form of foreign exchange or
commodities, to the recipient government. This is in contrast to other
types of assistance in which USAID finances specific inputs, such as
technical assistance, training, equipment, vehicles, or capital
construction. (This distinction parallels distinctions in law and
previous USAID usage between project and non-project assistance.)
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Non-Record Material**

U.S. Government-owned informational materials excluded from legal
definition of records; documentation/correspondence that does not
document USAID\'s policies, procedures, practices or operations.
Includes extra copies of documents kept only for convenience or
reference, stocks of publications of processed documents, and library or
museum materials intended solely for reference or exhibition. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**non-reimbursable details**

Temporary loan of an employee from one Agency or body to another when
employee's salary or benefits are not paid by the borrowing entity.
([Chapter 432](http://www.usaid.gov/policy/ads/400/432.pdf))

**\*non-returnee**

Non-returnees are participants trained in the U.S. under a J-1 visa who
do not return to their home country by the date covered on their
DS-2019. ([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**non-sensitive information**

Any information that need not be safeguarded against disclosure, but
must be safeguarded against tampering, destruction, or loss due to
record value, utility, replacement cost or susceptibility to fraud,
waste, or abuse (source: DOD 5200.28 / NISTIR 4659). Examples of
non-sensitive information are: Travel of the Administrator or Deputy
Administrator and all other employees to or through a medium or low
terrorist threat environment; and information, the disclosure of which,
does not adversely affect the conduct of Federal programs or the privacy
to which individuals are entitled (i.e., the information is so public it
might appear in the newspaper). ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Non-Sensitive Position**

Any position in USAID that does not fall within the definition of a
sensitive position (special-sensitive position, critical-sensitive
position, or noncritical-sensitive position). ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**nonsovereign risk**

Private sector risk not backed by the full faith and credit of a
sovereign nation. A risk assessment model approved by the Credit Review
Board must be used to calculate the credit subsidy cost estimate for a
DCA activity when the borrower is a nonsovereign entity. ([Chapter
249](http://www.usaid.gov/policy/ads/200/249.pdf))

**nonstatus applicant**

An individual who does not possess competitive status as a result of
permanent Federal employment or other qualifying service specified in
the CFR or other authorities. Non-status applicants may submit an
application for the position when the area of consideration is extended
to include such applicants. Qualified applicants may be referred to the
selecting official as a secondary source for the position announced in
accordance with established procedures. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Non-Temporary Storage/Continuous Storage**

Allowable expenses for continuous storage of household goods belonging
to Agency employees. ([Chapters
523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf),
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

::: Definition-Term
**No-Pay Voucher**
:::

::: Definition-Term
No-pay vouchers are vouchers that do not require a payment to be made. A
travel voucher where the payee's expenses are offset by a liquidating
entry to the travel advance account is an example of a no-pay voucher.
([Chapter 630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**No-Year Appropriation**

An appropriation that is available for obligation for an indefinite
period of time. A no-year appropriation is usually identified by
appropriation language such as "to remain available until expended" or
"without fiscal year limitation." ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**not sustained amount\
**The amount of a proposed management efficiency audit recommendation
that is not agreeable to USAID. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**noteholder**

A \"noteholder\" may be the initial investor, or subsequent eligible
investor(s), which purchase the promissory note(s) associated with a
Housing Guaranty borrowing. Promissory notes are transferable to new
eligible investors (noteholders) over the life of the Housing Guaranty
loan. Any changes of ownership of promissory note(s) are reflected in a
register maintained for that purpose by the designated Paying and
Transfer Agent. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Notice Period**

The initial period stipulated in the original notice issued to employees
which tells the period of time that they will be carried on the rolls of
the Agency prior to their separation or furlough. ([Chapter
453](http://www.usaid.gov/policy/ads/400/453.pdf))

**Notification Letter**

A letter from GAO that announces a new review. The letter normally
includes a brief description of the review intent and scope, the
Congressional origin, GAO contact information, the job code, and
fieldwork destinations if known. ([Chapter
593](http://www.usaid.gov/policy/ads/500/593.pdf))

**Notwithstanding Clause**

The exclusionary clause in the IDA legislation which allows USAID to use
IDA funds for disaster relief, rehabilitations and reconstruction not
withstanding any other provision of law. This clause permits USAID to
use expedited processes in the provision of assistance to disaster
victims. (See Supplementary References, FAA, Chapter 9, Section 491).
([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

\- O -

objectivity

Involves two distinct elements, presentation and substance.

1\. \"Objectivity\" includes whether disseminated information is being
presented in an accurate, clear, complete, and unbiased manner. This
involves whether the information is presented within a proper context.
Sometimes, in disseminating certain types of information to the public,
other information must also be disseminated in order to ensure an
accurate, clear, complete, and unbiased presentation. Also, the agency
needs to identify the sources of the disseminated information (to the
extent possible, consistent with confidentiality protections) and, in a
scientific or statistical context, the supporting data and models, so
that the public can assess for itself whether there may be some reason
to question the objectivity of the sources. Where appropriate,
supporting data should have full, accurate, transparent documentation,
and error sources affecting data quality should be identified and
disclosed to users.

2\. In addition, \"objectivity\" involves a focus on ensuring accurate,
reliable, and unbiased information. In a scientific or statistical
context, the original or supporting data must be generated, and the
analytical results must be developed, using sound statistical and
research methods.

> 1\. If the results have been subject to formal, independent, external
> peer review, the information can generally be considered of acceptable
> objectivity.
>
> 2\. In those situations involving influential scientific or
> statistical information, the results must be capable of being
> substantially reproduced, if the original or supporting data are
> independently analyzed using the same models. Reproducibility does not
> mean that the original or supporting data have to be capable of being
> replicated through new experiments, samples, or tests.
>
> 3\. Making the data and models publicly available will assist in
> determining whether analytical results are capable of being
> substantially reproduced. However, these guidelines do not alter the
> otherwise applicable standards and procedures for determining when and
> how information is disclosed. Thus, the objectivity standard does not
> override other compelling interests, such as privacy, trade secret,
> and other confidentiality protections. ([Chapter
> 578](http://www.usaid.gov/policy/ads/500/578.pdf))

**obligated balance**

The amount of unliquidated obligations applying to an appropriation
minus the amount collectible as repayments from other Federal agencies
that will be credited to the appropriation or fund as offsetting
collections rather than receipts. Amounts that will be credited to
receipt amounts will be excluded. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Obligating Official**

USAID officials with the delegated authority to sign obligating
documents. This includes the authority to negotiate, execute, amend, and
administer agreements obligating USAID funds. The Obligating Official
may be an Agreement Officer, Contracting/Agreement Officer, Executive
Officer, Assistant Administrator, Deputy Assistant Administrator, or
other official. ([Chapters
603](http://www.usaid.gov/policy/ads/600/603.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf),
[634](http://www.usaid.gov/policy/ads/600/634.pdf))

**obligation**

A term of appropriations law that means some action that creates a
definite commitment, which creates a legal liability of the government
for the payment of funds for specific goods or services ordered or
received. It includes a range of transactions, e.g., contracts, grants,
loans, guarantees, wages, and travel. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Obligation Manager**

The individual responsible for managing a specific obligation. The
Obligation Manager may be the Cognizant Technical Officer, Activity
Manager, Strategic Objective Team Leader, Executive Officer, or other
official. ([Chapters 202](http://www.usaid.gov/policy/ads/200/202.pdf),
[303](http://www.usaid.gov/policy/ads/300/303.pdf),
[603](http://www.usaid.gov/policy/ads/600/603.pdf),
[621](http://www.usaid.gov/policy/ads/600/621.pdf),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**observation tours**

Scheduled visits to one or more facilities to learn a process, method,
or system through observation and discussion. Observation training
emphasizes the acquisition of development ideas, approaches, and values.
Participant teams with homogeneous interests and levels of
responsibility are often suited for observational training. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Occupant Emergency Plan (OEP)**

A detailed evacuation program that identifies procedures to be used and
identifies building participants to assist in the orderly evacuation of
a building during an emergency. ([Chapter
529](http://www.usaid.gov/policy/ads/500/529.pdf))

**Occupational Disease or Illness**

A condition produced in the work environment over a period longer than
one workday or shift by such factors as systemic infection; repeated
stress or strain, or exposure to hazardous elements such as, but not
limited to, toxins, poisons, fumes, noise, particulate or radiation, or
other continuing conditions of the work environment. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**office**

An organization unit within a Bureau or Mission; a Level II
(Bureau-level) or III (Mission-level) organization. An office is
responsible for the conduct or management of a program and/or activities
that constitute the line function of an organization.

([Chapters 102](http://www.usaid.gov/policy/ads/100/102.pdf),
[501](http://www.usaid.gov/policy/ads/500/501.pdf))

**office heads**

For the purposes of ADS Chapter 501, an office head is a Supervisor,
Division Chief, Director, AA, or someone delegated by the Division
Chief, Director, or AA to sign the USAID Directives System Issuance
Request form (AID 3-252) and who has oversight authority for the ADS
material. ([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Office of the USAID Representative**

An overseas bilateral organization, previously included with the small
Missions, that has two or fewer U.S. Direct-Hire employees. The
principal officer at such an organization is called the USAID
Representative. These organizations have all the characteristics of
small Missions and rely on full and full support Missions for many
essential services. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

Official Development Assistance (ODA)

Grants or loans to countries and territories on Part I of the
Development Assistance Committee (DAC) List of Aid Recipients
(developing countries) that are undertaken by the official sector, with
the promotion of economic development and welfare as the main objective,
and at concessional financial terms (if a loan has a grant element of at
least 25 percent). ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Official Development Assistance (ODA) to Nongovernmental Organizations
NGOs**

Official funds paid over to national and international non-governmental
organizations for use at the latter's discretion. Official funds made
available to NGOs for use on behalf of the official sector, in
connection with purposes designated by the official sector, or known to
and approved by the official sector. ([Chapter
221)](http://www.usaid.gov/policy/ads/200/221.pdf)

**Official File Copy**

The official file copy of an outgoing letter or memorandum is the Agency
record copy that bears the name and signature or initials of the
drafting, clearing, and signing officers. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**official parking**

Parking spaces reserved for government-owned or government-leased
vehicles. ([Chapter 514](http://www.usaid.gov/policy/ads/500/514.pdf))

**official position**

The actual position/position description to which an employee is
assigned in the Agency. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Official Records**

Official records are documentary materials (files) regardless of their
physical form or characteristics, that are made or received either in
pursuance of Federal law or in connection with the transaction of public
business. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Official Residence Expenses**

See STR 400; 3 FAM 3250 ([Chapter
477](http://www.usaid.gov/policy/ads/400/447.pdf))

**Official Residences (State Only)**

Residences occupied by Ambassadors, Deputy Chiefs of Mission, Consuls
General (when Principal Officers), and U.S. Representatives to U.N.
Agencies abroad (when Principal Officers). (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Official Superior**

An employee designated to carry out FECA responsibilities vested in the
Agency. ([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Official Use**

An executive agency employee use a motor vehicle owned or leased by the
Government to perform the agency\'s missions, as authorized by agency
head or designee. Official use excludes using such a vehicle for your
personal purposes, comfort, or a benefit. (See FPMR 101-38.300. and
Business Purposes above.) ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**OMB Exhibit 300**

Budget justification and reporting requirements for major acquisitions
and major information technology (IT) systems or projects established by
the Office of Management and Budget (OMB) in OMB Circular No. A-11,
Section 300, Exhibit 300, Appendix 300. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**on-the-job training**

Instruction in a specific task or skill via mentoring by a practitioner,
using explanations, demonstration, practice, and feedback. On-the-job
training may be combined with academic or technical training to provide
a practical experience component.

([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**One-Time Report**

A report prepared one time only by one or more respondents. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**One-Year Appropriation**

An appropriation that is available for obligation during a specific
fiscal year. Funds not obligated during the fiscal year expire at the
end of the year. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**Open System**

A system capable of communicating with other open systems by virtue of
implementing common international standard protocols. An open system is
not always accessible by all other open systems. This isolation is
either provided by physical separation or by technical capabilities
based upon computer and communications security.

([Chapter 544](http://www.usaid.gov/policy/ads/500/544.pdf))

**Operating Expense Budget**

The Agency\'s Congressional appropriated funds for administrative
support expenditures for a specified fiscal year. ([Chapter
527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Operating Expenses (OE)\
**Costs related to personnel, other administration costs, rental, and
depreciation of fixed assets. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**operating materials and supplies**

Operating materials and supplies consist of tangible personal property
to be consumed in normal operations. Examples are computer paper and
general office supplies for operating materials and supplies held for
use and tents, blankets, cots, and contraceptive materials for operating
materials held for future use. (Source: SFFAS 3) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**operating units**\
USAID field Missions, regional entities, and USAID/Washington Offices
that expend funds to support Agency program objectives. This definition
particularly includes operating units performing the functions of
formulating policy, strategic and budgetary planning, achieving results,
procurement, personnel management, financial management, and statutory
requirements. ([Chapters 200-204](http://www.usaid.gov/policy/ads/200),
[260](http://www.usaid.gov/policy/ads/200/260.pdf),
[623](http://www.usaid.gov/policy/ads/600/623.pdf))

**operational costs**

That portion of a program\'s costs that cover personnel and other
administrative costs, depreciation of fixed assets, and loan losses.
([Chapter 219](http://www.usaid.gov/policy/ads/200/219.pdf))

**operational efficiency**

The extent to which an organization succeeds in minimizing its
operational costs, given the target population with which it is working.
Measured by the ratio of the organization\'s operational costs to the
average value of its outstanding portfolio. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**operational self-sufficiency**

A situation in which an organization generates sufficient revenues from
clients to cover all of its operational costs. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Operational Units**

USAID missions and organizations at the office level or above that
expend program funds to achieve strategic objectives. ([Chapter
216](http://www.usaid.gov/policy/ads/200/216.pdf))

**Operational Year Budget**

Financial plans for the current fiscal year. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**operations policy\
**Program procedures, rules, and regulations affecting the management of
USAID internal systems, including budget, financial management,
personnel, procurement, and program operations. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**opportunity costs**

In general, the value of a given set of resources in their best
alternative use. As applied to a microenterprise development program,
refers to the market value of the resources used to carry out that
program. In particular, calculating the opportunity costs of a program
requires that any funds or other resources received in the form of
grants or low-interest loans be evaluated according to what the
institution would have had to pay for those funds had it raised them in
private financial markets. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**opportunity period (Civil Service)**

The period during which an employee is given a reasonable time to
demonstrate acceptable performance, where the performance had been
determined to be unacceptable. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

The period during which an employee is given a reasonable opportunity to
demonstrate acceptable performance after having job performance in one
or more critical elements appraised as unacceptable. Typically, the
minimum opportunity period is 30 days. (See also ADS 462.4). ([Chapter
489](http://www.usaid.gov/policy/ads/400/489.pdf))

optical media

Devices that employ optical technology to record and store information
in digital form such as compact disks (CDs). ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**optimal breastfeeding**

Exclusive breastfeeding for the first six months of life, with continued
breastfeeding and appropriate complementary feeding for two years or
more. Breastfeeding should be initiated immediately postpartum. (Support
of adequate maternal nutrition is an important part of breastfeeding
support.) ([Chapter 212](http://www.usaid.gov/policy/ads/200/212.pdf))

**Optional Form**

A form developed by a Federal agency for use in two or more agencies and
approved by the General Services Administration (GSA) for non-mandatory
government-wide use. Carries an OF form number. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**Oral Admonishment**

The least severe disciplinary action, consisting of an oral warning
advising the employee that personal conduct in a particular situation
has failed to meet Agency standards. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Organization**

An official, identifiable work unit within USAID that is recognized by a
unique title, abbreviation, and code number. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**organization change**

Any action which in any way alters the scope, structure, title, and/or
purpose of an existing organization. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**organization unit**

An official, identifiable work unit within USAID that is recognized by a
unique title, abbreviation, and code number. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**organization-wide audit**

An audit of both the financial statement and federal awards most often
performed by the organization\'s independent auditor. The financial
statement audit is performed in accordance with Generally Accepted
Auditing Standards (GAAS) and Government Auditing Standards (GAS) and
results in reports on the financial statements, compliance and internal
control structure. The audit of federal awards incorporates GAAS and GAS
and expands on certain testing and reporting requirements, such as
compliance with laws and regulations applicable to federal awards and on
the internal control structure over federal awards. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Origin**

The country where a commodity is mined, grown or produced. A commodity
is produced when, through manufacturing, processing, or substantial and
major assembling of components, a commercially recognized new commodity
results that is significantly different in basic characteristics or in
purpose or utility from its components. ([Chapters
310](http://www.usaid.gov/policy/ads/300/310.pdf),
[312](http://www.usaid.gov/policy/ads/300/312.pdf))

**original classification**

An initial determination that information requires, in the interest of
national security, protection against unauthorized disclosure.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**original classification authority (OCA)**

An individual authorized in writing, either by the President, or by
agency heads or other officials designated by the President, to classify
information in the first instance. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**origination date**

The origination date is the date that the requesting official signed the
AID Form 3-252 for the original Automated Directives System (ADS)
chapter or reference. This is not necessarily the first effective date
for the chapter or reference. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Other Authorized Use**

Transportation of U.S. Government employees, including those under
personal services contracts, and their dependents, for other than
business purposes when authorized because public transportation is
unsafe or not available or because such use is advantageous to the U.S.
Government. (6 FAM 228.2-2) ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Outcome\
**A result sought by USAID. In ADS 200-203, the term "outcome" is
equivalent to "result." **(See "result")** ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**outlays**

Outlays are the payments that liquidate obligations (other than
repayment of debt). (FASAB) and are the measure of government spending
for budget purposes. (JFMIP) ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**outlays or expenditures**

Charges made under a contract, other type of procurement arrangement, or
work under a grant or cooperative agreement. Generally made on a cash
basis, outlays are the sum of cash disbursements for direct charges for
goods and services, the amount of indirect expense charged, the value of
third party in-kind contributions applied and the amount of cash
advances and payments made to sub-recipients. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**output\
**A tangible, immediate, and intended product or consequence of an
activity within USAID's control. Examples of outputs include people fed,
personnel trained, better technologies developed, and new construction.
Deliverables included in contracts will generally be considered outputs,
as will tangible products and consequences of USAID grantees. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Outtake**

Any shot removed from a motion picture film or video during editing.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Overall Plan**

Comprehensive agency plan for conserving fuel and energy in all
operations, to include both the Buildings Plan developed pursuant to
subpart C of this part and the General Operations Plan. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Overview**

The Overview is the first section of an Automated Directives System
(ADS) chapter. It introduces the chapter and may include a brief
purpose, overview, objective, and applicability. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Overview of the Reporting Entity**

A narrative discussion and analysis of the financial condition and
results of operation of the reporting entity, which presents information
based on the results of an analysis of relevant financial and
performance data of the organization\'s programs, activities and funds.
([Chapter 594](http://www.usaid.gov/policy/ads/500/594.pdf))

\- P -

**Paper Review Committee (PRC)**

Technically competent decision-making group gathered from the Agency\'s
ranks, somewhat of the same makeup as the TRC and the FSC. Members of
the PRC must be of the same technical and positional background as the
applicant. PRC members shall also be represented on the TRC. ([Chapter
468](http://www.usaid.gov/policy/ads/400/468.pdf))

**parallel team**

A team that exists concurrently with the existing organization
structure. Examples include a Strategic Objective (SO) Team that exists
alongside or within technical offices and a temporary team established
for a special task with crosscutting membership drawn from existing
offices. Team Leaders of parallel teams do not serve as formal
supervisors over team members but do provide input to the formal
supervisor for performance evaluations of team members. (See also
aligned team and permanent team) ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**Parameter\
**A given framework or condition within which decision-making takes
place, e.g., Agency goals, earmarks, legislation, framework goals,
staffing, funding levels, funding source, and time frame. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**parameter setting (see planning parameters)**

**Parent**

A biological parent or an individual who stands or stood in loco
parentis to an employee when the employee was a son or daughter. This
term does not include parents \"in law.\" ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Paris Club**

A process that debtor governments follow to reschedule or refinance
official debt. ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Parity**

A comparison between current cost of production and price received for
an agricultural commodity and a similar ratio of costs and prices from
the reference years of 1910-1914. ([Chapter
312](http://www.usaid.gov/policy/ads/300/312.pdf))

**parking space**

The area allocated in a parking facility for the temporary storage of
one passenger-carrying motor vehicle. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Partial Disability**

An employee is unable to return to regular duty but is not totally
disabled.

([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**partial payment**

Payment made for goods actually delivered or services actually rendered,
when such goods or services represent complete performance of an
identifiable part of the total fixed-price contract or other procurement
arrangement. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**\*participant**

A host-country resident or national sponsored by USAID for a learning
activity conducted within the U.S., a third country, or in-country for
the purpose of furthering USAID development objectives. A learning
activity takes place in a setting in which an individual (the
participant) interacts with a knowledgeable professional predominantly
for the purpose of acquiring knowledge, skills, or information for the
professional or technical enhancement of the individual. Learning
activities may be formally structured, such as an academic program or a
technical course, or they may be more informal, such as an observational
study tour. ([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Participating Agency**

A Federal agency that enters into a Participating Agency Service
Agreement (PASA), Resources Support Services Agreement (RSSA), or
Participating Agency Program Agreement (PAPA) with USAID under the
authority of FAA section 632(b).

([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Participating Agency Program Agreement (PAPA)**

A type of agreement between USAID and another Federal agency under the
authority of FAA section 632(b). USAID uses the PAPA format when the
other Federal agency is expected to implement a program with relatively
little day-to-day oversight or direct supervision by USAID and the other
agency's functions will be primarily performed at a place other than at
USAID. USAID also uses the PAPA format if it expects the Participating
Agency to contract out for a substantial portion of the services
necessary to implement the program. In addition, USAID uses the PAPA
format for programs to obtain technical assistance that will not be
directly furnished to USAID or under USAID direction. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Participating Agency Service Agreement (PASA)**

Agreement under FAA section 632(b) between USAID and other Federal
agencies for specific services or support, where the services or support
may be either (1) activity-specific services tied to a specific goal to
be performed within a definite time or (2) continuing general
professional support services that have a broad objective but no
specific readily measurable tasks to be accomplished within a set time.
Typically, the other Federal agency would provide the services or
support with significant oversight or supervision by USAID, as, for
example, when Participating Agency personnel provide services in USAID
work space. ([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Participation**

The active engagement of partners and customers in sharing ideas,
committing time and resources, making decisions, and taking action to
bring about a desired development objective. ([Chapter
101](http://www.usaid.gov/policy/ads/100/101.pdf))

**Particularly Suitable**

The proposed Participating Agency has a clear and substantial
superiority to other sources, both private and public, in providing the
required technical assistance. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**partner\
**An organization or individual with which/whom the Agency collaborates
to achieve mutually agreed upon objectives and to secure participation
of ultimate customers. Partners include host country governments,
private voluntary organizations, indigenous and international
non-governmental organizations (NGOs), universities, other U.S.
Government agencies, the United Nations and other multilateral
organizations, professional and business associations, and private
businesses and individuals. [(Chapters
101](http://www.usaid.gov/policy/ads/100/101.pdf),
[102](http://www.usaid.gov/policy/ads/100/102.pdf),
[200-203](http://www.usaid.gov/policy/ads/200/),
[253](http://www.usaid.gov/policy/ads/200/253.pdf))

**partnership**

An association between USAID, its partners and customers based on mutual
respect, complementary strengths, and shared commitment to achieve
mutually agreed upon objectives. ([Chapter
101](http://www.usaid.gov/policy/ads/100/101.pdf))

**Part-time career employment**

The employment of an individual serving under an excepted or competitive
service appointment in tenure group I or II under a part-time work
schedule of 16-32 hours per week. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Part-Time Employment**

Employment of 16 to 32 hours per week where there has been established
in advance a regular and specific tour of duty on two or more days of
each administrative workweek. ([Chapter
499](http://www.usaid.gov/policy/ads/400/499.pdf))

**Party**

(See 3 FAM 4412) ([Chapter
486](http://www.usaid.gov/policy/ads/400/486.pdf))

**PASA (FC) Personnel**

PA employees who have been appointed as non-career foreign services
officers and are \"assigned\" overseas under a PASA for a year or more.
([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Passenger Automobile**

A sedan or station wagon for the purpose of transporting passengers.
([Chapter 536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Passenger Motor Vehicle**

Any motor vehicle designed primarily to transport people. Included are
sedans, station wagons, vans and utility vehicles with two or more rows
of seat and buses. Not included are vehicles specifically designed for a
purpose other than carrying passengers, such as cargo vans, pick-up
trucks, and ambulances. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Patient**

A person who is interviewed, examined, diagnosed, treated, or
rehabilitated in connection with any alcohol or drug abuse prevention
function. ([Chapter 408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Pay and Allowances**

Basic pay (salary fixed by law or administrative action (SF-50)),
special pay (regularly scheduled overtime, standby pay, post
differential, danger pay), incentive pay (language pay, special
incentive differential), basic allowances for quarters and subsistence,
including if applicable, separate maintenance allowance, and post
allowance for not more than ninety days. ([Chapter
478](http://www.usaid.gov/policy/ads/400/478.pdf))

**paying and transfer agent**

The functions of Paying and Transfer Agent, in connection with a Housing
Guaranty borrowing, are performed by the corporate trust department of a
commercial bank designated by USAID. Functions of the Paying and
Transfer Agent include (1) disbursement of the initial proceeds of
Housing Guaranty loans; (2) billing and collecting payments of Interest,
Principal and fees , as scheduled in Housing Guaranty loan documents;
(3) maintaining and updating a registry of noteholders; and (4)
effecting transfers of promissory notes between eligible investors
(including issuing new replacement promissory note(s) for the new
eligible investor (noteholder). ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Payments During Evacuation/authorized Departure**

See STR 600 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**penalty**

A punitive charge assessed for delinquent debts. The rate to be assessed
is set by law at no more than six percent per year and is assessed on
the portion of a debt remaining delinquent more than 90 days, although
the charge will accrue and be assessed from the date of delinquency.
Penalties and interest are separate and distinct charges. Both must be
assessed, unless otherwise provided in legislation or a contractual
agreement. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Per Diem Allowance**

The per diem allowance (also referred to as subsistence allowance) is a
daily payment instead of reimbursement for actual expenses for lodging,
meals, and related incidental expenses. The per diem allowance is
separate from transportation expenses and other miscellaneous expenses.
The per diem allowance covers all charges, including taxes and service
charges where applicable for:

\(a\) Lodging. Includes expenses for overnight sleeping facilities,
baths, personal use of the room during daytime, telephone access fee,
and service charges for fans, air conditioners, heaters and fires
furnished in the room when such charges are not included in the room
rate. Lodging does not include accommodations on airplanes, trains,
buses, or ships. Such cost is included in the transportation cost and is
not considered a lodging expense.

\(b\) Meals. Expenses for breakfast, lunch, dinner and related tips and
taxes (specifically excluded are alcoholic beverage and entertainment
expenses, and any expenses incurred for other persons).

\(c\) Incidental expenses

\(1\) Fees and tips given to porters, baggage carriers, bellhops, hotel
maids, stewards or stewardesses and others on ships, and hotel servants
in foreign countries;

\(2\) Laundry, cleaning and pressing of clothing;

\(3\) Transportation between places of lodging or business and places
where meals are taken, if suitable meals can be obtained at the TDY site
and

(4)Mailing cost associated with vouchers and payment of Government
sponsored charge card billings. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

## performance audit 

Performance audits entail an objective and systematic examination of
evidence to provide an independent assessment of the performance and
management of a program against objective criteria as well as
assessments that provide a prospective focus or that synthesize
information on best practices or cross-cutting issues. ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf))

**Performance Awards**

An award, ranging from 5 to 20 percent of basic salary, granted by an
appointing authority to an SES career appointee who has at least a fully
successful performance rating, commonly referred to as a \"bonus\".
([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

Awards based on an employee\'s approved AEF for the rating cycle.
([Chapter 462](http://www.usaid.gov/policy/ads/400/462.pdf))

Cash payments based on an employee\'s Annual Evaluation Form for the
current rating cycle. (Chapter 463)

**performance based action**

Action taken by the Agency either to place an employee in a lower-graded
position or to remove an employee from the Agency\'s rolls. ([Chapter
489](http://www.usaid.gov/policy/ads/400/489.pdf))

**performance baseline\
**The value of a performance indicator before the implementation of
USAID-supported activities that contribute to the achievement of the
relevant result. ([Chapter
200-203](http://www.usaid.gov/policy/ads/200/))

**performance decision**

The outcome of a streamlined or standard competition. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Performance Evaluation File (PEF)**

An evaluation file established for each foreign service officer as part
of the employee\'s Official Personnel File. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Performance Improvement Plan (PIP)**

A formal written plan provided to an employee whose performance in one
or more critical elements is determined to be unacceptable. In addition
to defining the length of the opportunity period, the PIP provides a
structured means of identifying the areas of unacceptable performance
and devising a plan for improving the employee's performance. ([Chapter
489](http://www.usaid.gov/policy/ads/400/489.pdf))

**performance indicator**\
A particular characteristic or dimension used to measure intended
changes defined by a Results Framework. Performance indicators are used
to observe progress and to measure actual results compared to expected
results. Performance indicators help answer how or if an Operating Unit
or SO Team is progressing towards its objective, rather than why such
progress is or is not being made. Performance indicators may measure
performance at any level of a Results Framework (Strategic Objective
level or Intermediate Results level). ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[250](http://www.usaid.gov/policy/ads/200/250.pdf))

**performance management**

Performance management is the systematic process of monitoring the
results of activities; collecting and analyzing performance information
to track progress toward planned results; using performance information
to influence program decision making and resource allocation; and
communicating results achieved, or not attained, to advance
organizational learning and tell the Agency's story. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Performance Management Plan\
**A tool used by an Operating Unit and SO Team to plan and manage the
process of assessing and reporting progress towards achieving a
Strategic Objective. Known as a "performance monitoring plan" until
2002. ([Chapters 201-203](http://www.usaid.gov/policy/ads/200/))

performance measure

Statements of standards (qualitative or quantitative) that measure an
employee\'s achievement of a given work objective. ([Chapters
450](http://www.usaid.gov/policy/ads/400/450.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

Criteria (qualitative and quantitative) that measure an employee\'s
achievement of a given work objective. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**Performance Measurement**

A means of evaluating efficiency effectiveness, and results. A balanced
performance measurement scorecard includes financial and nonfinancial
measures focusing on quality, cycle time, and cost. Performance
measurement should include program accomplishments in terms of outputs
and outcomes. ([Chapter
594](http://www.usaid.gov/policy/ads/500/594.pdf))

**Performance Monitoring Plan**

**(see Performance Management Plan)**

**performance plan**

\*The completed Annual Evaluation Form at the beginning of the
performance cycle, which consists of work objectives and performance
measures. ([Chapters 461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

That part of a Civil Service employee's Annual Evaluation Form (AEF)
which contains individual critical and noncritical elements (work
objectives) and performance standards (performance measures). The AEF is
used to record the performance plan and to appraise performance against
the criteria in the plan. ([Chapter
489](http://www.usaid.gov/policy/ads/400/489.pdf))

**performance rating (Civil Service)**

A written appraisal of performance compared to the performance
measure(s) for each critical or non-critical element on which there has
been an opportunity to perform for the minimum period. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Performance Ratings**

The final (annual) rating of record given under an SES performance
appraisal system as reviewed by the Agency Performance Review Board and
approved by the Administrator. SES appointees who for any reason do not
have an annual performance rating of record shall be assigned a
presumptive rating of Fully Successful. ([Chapter
455](http://www.usaid.gov/policy/ads/400/455.pdf))

**performance rating of record**

The summary level performance rating prepared at the end of an appraisal
period for performance of Agency-assigned duties over the entire rating
period (i.e., Exceptional, Excellent). ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Performance Review Board (PRB)**

An Agency board that is responsible for making recommendations to the
appointing authority on SES Performance ratings and bonuses. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Performance Standards Board**

Board responsible for reviewing the files of all employees referred by
the C/Board whose performance is ranked least competitive among their
class and decide whether the employees meet the standards of their
class, marginally meet the standards of their class, or should be
selected out for relative performance. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**performance target\
**Specific, planned level of result to be achieved within an explicit
timeframe. ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/),
[250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Performance Work Statement (PWS)**

A statement in the solicitation that identifies the technical,
functional, and performance characteristics of the agency's
requirements. The PWS is performance-based and describes the agency's
needs (the "what"), not specific methods for meeting those needs (the
"how"). The PWS identifies essential outcomes to be achieved, specifies
the agency's required performance standards, and specifies the location,
units, quality, and timeliness of the work. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**period of availability**

The timeframe specified in the Appropriations Act during which new
obligations may be incurred. [(Chapter
621)](http://www.usaid.gov/policy/ads/600/621.pdf)

**periodic advance by treasury check /ACH/EFT**

An advance when payment is made to the recipient by issuance of a
Treasury Check, through the Automated Clearing House (ACH), or by
electronic fund transfer (EFTS). This method is used when an advance is
justified but the conditions for a Letter of Credit (LOC) cannot be met.
([Chapter 636](http://www.usaid.gov/policy/ads/600/636.pdf))

**permanent position**

See 5 CFR Sec. 531.403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**Permanent Rank**

See 3 FAM 2430 ([Chapter
435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Permanent Records**

Records which have been given the disposition of permanent by National
Archives (NARA) in USAID Disposition Schedules (See USAID Disposition
Schedule). Permanent AV records (tapes, motion picture reels, etc.) are
transferred to NARA after a designated number of years. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

permanent team

A team that exists within a formal organizational structure for the
purpose of conducting complex, on-going, and long-term mission-related
work of the Agency but that is not itself a formal organizational unit.
A permanent team is headed by a team leader who is not a supervisor but
who retains many, but not all, of the formal supervisory
responsibilities. ([Chapter
102](http://www.usaid.gov/policy/ads/100/102.pdf))

**person with disability**

A person who

> a\. Has a physical or mental impairment that substantially limits one
> or more of his or her major life activities,

b\. Has a record of such an impairment, or

c\. Is regarded as having such an impairment.

Exclusions from the definition of \"person with disability\":

a\. The term does not include an individual who is currently engaging in
the illegal use of drugs, when the Agency acts on the basis of such use.

\(1\) The term \"drug\" means a controlled substance defined in
schedules I through V of Section 202 of the Controlled Substance Act (2
U.S.C. 812).

\(2\) The term \"illegal use of drugs\" means the use of drugs,
possession or distribution of which is unlawful under the Controlled
Substance Act, but does not include use of a drug taken under
supervision of a licensed health care professional or other uses
authorized by the Act or other provisions of law.

b\. The exclusion in a above does not exclude an individual with
disabilities who

\(1\) Has successfully completed a supervised drug rehabilitation
program and is no longer engaging in the illegal use of drugs, or has
otherwise been rehabilitated successfully and is no longer engaging in
such use;

\(2\) Is participating in a supervised rehabilitation program and is no
longer engaging in such use; or

\(3\) Is erroneously regarded as engaging in such use.

c\. USAID is not precluded from adopting or administering reasonable
policies or procedures, including but not limited to drug testing,
designed to ensure that an individual described in a above is no longer
engaging in the illegal use of drugs. (Source: Rehabilitation Act of
1973, Section 501) ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Personal Effects**

(replaced by the term "household effects") ([Chapters
521](http://www.usaid.gov/policy/ads/500/521.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf),
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**personal property**

Personal property includes such items as vehicles, furniture, equipment,
supplies, appliances, and machinery. It refers to all property not
otherwise classified as land, land improvement, buildings, and
structures that are normally referred to as real property. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**personal property management**

The management of the Agency\'s non-real estate property. It involves
ordering, receiving, storage, utilization, accountability, warehousing,
and disposal of such property. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Personal Rank**

See 3 FAM 2430 ([Chapter
435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Personal Relief**

A specific remedy directly benefitting the grievant(s) and may not
include a request for disciplinary or other action affecting another
employee. ([Chapter 490](http://www.usaid.gov/policy/ads/400/490.pdf))

**Personal Service Contracts (PSCs)**

PSCs are, by their nature severable, as the contract is for the services
of the individual, not an end-product, and the organization would have
received a benefit from the services provided even if the contract were
to be terminated early. ([Chapter
603](http://www.usaid.gov/policy/ads/600/603.pdf))

**personal use**

Personal use means activity that is conducted for purposes other than
accomplishing official or otherwise authorized activity. Executive
Branch employees are specifically prohibited from using government
office equipment to maintain or support a personal private business.
Examples of this prohibition include employees using a government
computer and Internet connection to run a travel business or investment
service. ([Chapter 541](http://www.usaid.gov/policy/ads/500/541.pdf))

**personnel security investigation**

Inquiries designed to develop information pertaining to an individual
for use in determining whether the employment, assignment to duties, or
retention in employment of that individual is clearly consistent with
the interests of national security and USAID goals and objectives.
([Chapters 566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Pesticide**

Any substance or mixture of substances intended for preventing,
destroying, repelling, or mitigating any unwanted insects, rodents,
nematodes, fungi, weeds, and other forms of plant or animal life or
viruses, bacteria, or other micro-organisms (except viruses, bacteria,
or other micro-organisms infesting humans or live animals), or intended
for use as a plant regulator, defoliant or desiccant. ([Chapter
312](http://www.usaid.gov/policy/ads/300/312.pdf))

**Pharmaceutical**

Any substance intended for use in the diagnosis, cure, mitigation,
treatment or prevention of diseases in humans or animals; any substances
(other than food) intended to affect the structure or any function of
the body of humans or animals; and, any substance intended for use as a
component in the above. The term includes drugs, vitamins, oral
rehydration salts, biologicals, and some in-vitro diagnostic
reagents/test kits; but does not include devices or their components,
parts, or accessories.

([Chapter 312)](http://www.usaid.gov/policy/ads/300/312.pdf)

**Physical Dependency**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**physical or mental impairment**

a\. Any physiological disorder or condition, cosmetic disfigurement, or
anatomical loss affecting one or more of the following body systems:
neurological; musculoskeletal; special sense organs; cardiovascular;
reproductive; digestive; genitourinary; hemic and lymphatic; skin; and
endocrine; or

b\. Any mental or psychological disorder, such as mental retardation,
organic brain syndrome, emotional or mental illness, and specific
learning disabilities. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**Physician**

Surgeons, osteopathic practitioners, podiatrists, dentists, clinical
psychologists, optometrists and chiropractors (limited treatment) within
the scope of their practice as defined by state law. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Pillar Bureaus**

Pillar Bureaus provide leadership and innovation in their respective
fields. The three Pillar Bureaus are Economic Growth, Agriculture and
Trade (EGAT); Democracy, Conflict, and Humanitarian Assistance (DCHA);
and Global Health (GH). The activities funded by the Pillar Bureaus are
primarily intended to maximize program dollars available to Operating
Units in the field. Pillar Bureaus concentrate on program activities
that support Operating Units in the field. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Pillars**

USAID's four Pillars are its new strategic orientation encompassing all
USAID-managed programs regardless of account. The Pillars are the Global
Development Alliance; Economic Growth, Agriculture and Trade; Global
Health; and Democracy, Conflict, and Humanitarian Assistance. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200))

**pipeline**

The amount of funds obligated but not expended; the difference between
cumulative obligations and cumulative expenditures, including accruals.
([Chapter 602](http://www.usaid.gov/policy/ads/600/602.pdf))

**placed in**

The term \"placed in\", as used concerning marine insurance, refers to
the place where the insurance is purchased. Thus, marine insurance must
be \"placed in\" an eligible source country. To be placed in an eligible
source country, two conditions must be met:1) payment of the premium
must be made to an insurance company in an eligible source country, and
2) the policy must be issued by an insurance company located in an
eligible source country. ([Chapter
322](http://www.usaid.gov/policy/ads/300/322.pdf))

**plain language**

As defined by the Plain Language Action and Information Network (PLAIN),
plain language is writing that your reader can understand the first time
he or she reads it. It doesn\'t mean writing for a certain grade level
-- it means organizing and writing for your reader. Writing in plain
language saves time and money for writers and readers. Writing in plain
language includes using common, everyday words, short sentences, active
voice, and, when appropriate, addressing the reader directly by using
the pronoun \"you.\" ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Plan**

Actions which an agency envisions it must undertake to assure attainment
of energy consumption and efficiency goals without an unacceptably
adverse impact on primary missions. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**planning parameters**\
The limits, constraints, and options within which decision-making and
planning takes place, especially for the development of Strategic Plans.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**policy**

USAID policy includes both mandatory guidance (policy directives and
internal mandatory references) as well as broader official statements of
Agency goals, guiding principles, and views on development challenges
and best practice in addressing those challenges. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**policy directive**

A clear and concise statement of mandatory guidance that the Agency has
adopted to guide the conduct of its business. Contained in documents
prepared according to ADS procedures. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**portfolio management**

The process by which assets are

\- Selected based on optimal mix for the Agency, including consideration
of program impact, relationship to ongoing projects, synergy with other
projects, displacement of other projects, and long-term budget
projections; and

\- Regularly reviewed for risk/return and to ensure their successful
contribution to the portfolio. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**Portfolio Review\
**A periodic review of all aspects of an Operating Unit or Strategic
Objective (SO) Team's programs, often held in preparation for submission
of the Annual Report.

([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Position**

The work, consisting of the duties and responsibilities, assignable to
one employee. ([Chapter
456](http://www.usaid.gov/policy/ads/400/456.pdf))

position change

A promotion, demotion, or reassignment made during an employee\'s
continuous service (within the same Federal agency) that establishes the
employee\'s eligibility for grade retention (5 U.S.C. 5362). A position
change may also involve a change of official headquarters or post of
duty within the Agency. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Position Classification**

The system of grading FSN positions based upon the policies, procedures,
and standards as outlined in 3 FAH 2, Chapter 4. ([Chapter
495](http://www.usaid.gov/policy/ads/400/495.pdf))

**Position Description**

A statement of the principal duties and responsibilities and supervisory
relationships of a position with sufficient clarity to provide
information necessary for its proper classification. ([Chapter
456](http://www.usaid.gov/policy/ads/400/456.pdf))

**Positive Film**

Film in which the dark portions of the original appear dark and light
portions light. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Post**

The station to which an employee is officially assigned. (6 FAM-111.3)

([Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Post Allowance**

See STR 220 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Post Classification and Payment Tables**

See STR 900 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Post Differential**

See STR 510; 3 FAM 3260 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**post-modification liability**

The present value of net cash outflows of loan guarantees estimated at
the time of modification under the post-modification terms, discounted
at the current discount rate. (SFFAS 2) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**post-modification value**

The present value of net cash inflows of direct loans estimated at the
time of modification under the post-modification terms, discounted at
the current discount rate. (SFFAS 2) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**Post Probationer**

A career appointee who has successfully completed the SES probationary
period or did not have to serve one (e.g., an individual who converted
to the SES as a career appointee upon its establishment in 1979).
([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

**poverty lending**

A subset of microfinance program efforts, in which very small loans are
targeted toward very poor clients, often with a focus on women. For
operational and program reporting purposes, USAID defines poverty loans
as loans with an average balance less than the local-currency equivalent
of a maximum loan size stated in U.S. dollars. The maximum is typically
set in consultation with Congress or through legislation. The
Microenterprise for Self-Reliance Act of 2000 set different maximum loan
sizes for USAID-assisted programs in different regions: \$1,000 or less
in Europe and Eurasia; \$400 or less in Latin America and the Caribbean;
and \$300 in sub-Saharan Africa, Asia, and the Near East, all in U.S.
dollars at 1995 prices. At February 2002 prices, the equivalent maxima
were \$1,166, \$466, and \$350. The applicable maxima for any given year
can be obtained using the Inflation Calculator at the Consumer Price
Index site of the U.S. Bureau of Labor Statistics,
**www.bls.gov/cpi/home.htm.** ([Chapter
219)](http://www.usaid.gov/policy/ads/200/219.pdf)

**pre-award audit**

An advisory audit conducted on pending awards to determine the
reasonableness, allowability, and allocability of proposed costs. This
audit is conducted in accordance with standards approved by the
Comptroller General of the U.S. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**pre-award survey**

An evaluation of a prospective recipient's ability to perform under a
Government sponsored agreement. Such surveys are normally limited to
assessing the adequacy of the recipient's accounting system to
accumulate cost information under an agreement and/or the financial
capability to perform under a prospective award. Surveys may also
encompass technical, production, and quality assurance considerations.
This survey is not conducted in accordance with standards approved by
the Comptroller General of the U.S. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**premia**

A risk of default rating for a country. ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Premium Fare**

Business class, first-class or equivalent. (Accommodations Airplane)
([Chapter 523](http://www.usaid.gov/policy/ads/500/523.pdf))

**pre-modification liability**

The present value of net cash outflows of loan guarantees estimated at
the time of modification under the pre-modification terms, discounted at
the current discount rate. (SFFAS 2) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Pre-modification value**

The present value of net cash inflows of direct loans estimated at the
time of modification under pre-modification terms, discounted at the
current discount rate. (SFFAS 2) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**Preparation**

The first stage in the Capital Planning and Investment Control (CPIC)
process. This stage includes the identification of one or more business
problems, the identification and evaluation of possible solutions, the
determination of whether one or more capital investments is called for,
and the identification of an Executive Sponsor and Project Manager to
facilitate and manage each capital investment through the life cycle.
Business problems and solutions may be identified through the
development and management of USAID's enterprise architecture, planning
or performance measurement processes, or managing and planning for
specific business functions. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**present value (PV)**

The value of future cash flows discounted to the present at a certain
interest rate (such as the reporting entity\'s cost of capital),
assuming compound interest. (SFFAS 2) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**Presidential Determination**

A report requested by Congress to the President concerning any finding
or determination under any provision of the Foreign Assistance Act for
each fiscal year. ([Chapter
556](http://www.usaid.gov/policy/ads/500/556.pdf))

**Presidential Management Intern (PMI)**

A U.S. citizen appointed in the excepted service in an executive agency
or department who completed a graduate course of study at a qualified
college or university, passed a U.S. Office of Personnel
Management-administered screening process and been selected by a U.S.
agency for a two-year Presidential Management internship. Presidential
Management Interns are nominated by schools\' deans or academic program
director, chairpersons or directors, have a record of academic
excellence, and possess leadership ability. ([Chapter
460](http://www.usaid.gov/policy/ads/400/460.pdf))

**Presidential Management Intern Program**

This is an excepted service appointment which includes developmental
rotational assignments. After successfully completing the two year
appointment, Presidential Management Interns (PMIs) are eligible for a
career or career-conditional appointment. ([Chapter
469](http://www.usaid.gov/policy/ads/400/469.pdf))

**Presidential Management Intern Program Office**

An office within USOPM responsible for the overall coordination of the
PMI Program with the various agencies of the Federal Government.
([Chapter 460](http://www.usaid.gov/policy/ads/400/460.pdf))

**Press Guidance**

Information or materials regarding USAID activities and programs
provided to the Department of State, White House, or other federal
agency for their use in news media contact. ([Chapter
560](http://www.usaid.gov/policy/ads/500/560.pdf))

**Prevention, Mitigation and Preparedness (PMP)**

Actions taken to reduce disaster risks to actual or potential victims.
PMP activities include strengthening the physical environment, reducing
chronic threats to agriculture, training in disaster management and
other actions designed to eliminate or moderate the effects of
disasters. ([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

**primary authors**

Primary authors develop Automated Directives System (ADS) material in
accordance with ADS 501; they update chapters, as necessary, to reflect
changes in law, regulations, or policy. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**primary or main entrance**

A public access entrance designated for use by visitors, contractors,
vendors and employees. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Primary Responsibilities**

The Primary Responsibilities section of an Automated Directives System
(ADS) chapter includes brief, broad statements about the
offices/officials (titles, not names) with the key responsibilities for
acting upon the policies and procedures in the chapter. This section
does not include: (1) all Bureaus/Offices that are affected by the
chapter, (2) position descriptions, or (3) policies and procedures.
([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Primary Skill Code**

All employees are assigned to a Primary Skill Code which identifies the
skill area in which the employee is best qualified by USAID service,
experience, education, and training. ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**Principal Financial Statements**

Include the Statement of Financial Position, Statement of Operations,
Changes in Net Position, Statement of Cash Flows, Statement of Budget
and Actual Expenses and the related Notes to the Principal Statements.
([Chapter 594](http://www.usaid.gov/policy/ads/500/594.pdf))

**Principal Officer**

The most senior officer in a USAID Operating Unit, who establishes the
Appraisal Committees for that Operating Unit, e.g., Assistant
Administrator, Independent USAID/W Office Director, Mission Director, or
USAID Representative. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Principal Representative**

The senior representative of an agency of the U.S. Government attached
to a diplomatic mission overseas. (FAM06-0700)

**Priority**

Outgoing telegrams that contain essential information for operations and
actions in progress. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

priority consideration

A noncompetitive opportunity for selection to a new or vacant position
granted to a qualified employee who failed to receive proper
consideration for selection for an equivalent position under another
vacancy announcement.

([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**private line**

\"Motorola\" terminology for a sub-audible tone used for encoding or
decoding a channel. ([Chapter
564](http://www.usaid.gov/policy/ads/500/564.pdf))

**privilege**

Privilege means, in the context of ADS 541, that the Executive Branch of
the Federal Government is extending the opportunity to its employees to
use government property for personal use in an effort to create a more
supportive work environment. However, this policy does not create right
to use government office equipment for non-government purposes. Nor does
the privilege extend to modifying such equipment, including loading
personal software or making configuration changes. ([Chapter
541](http://www.usaid.gov/policy/ads/500/541.pdf))

**Probationary Appointee**

A career member of the SES who is subject to, but who has not completed,
a one-year probationary period. ([Chapter
455](http://www.usaid.gov/policy/ads/400/455.pdf))

**Probationary period**

A 1-year trial period for new career appointees to the SES. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

One year from the date of the employee\'s initial appointment to the
competitive service. The probationary period is a part of the examining
process to determine an employee\'s eligibility and suitability for
retention in the competitive service. In the case of supervisors, one
year from the date of the employee's initial appointment to a
supervisory or managerial position, regardless of when the employee was
appointed to the competitive service. ([Chapter
446](http://www.usaid.gov/policy/ads/400/446.pdf))

**Probationer**

A career appointee who is serving during the SES probationary period.
([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

An employee or supervisor who has not completed the probationary period.
([Chapter 446](http://www.usaid.gov/policy/ads/400/446.pdf))

**Problem Drinker**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**procedural recommendation**

A recommendation type that involves nonmonetary corrective actions.
([Chapters 591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

**procedure**

A procedure is a mandatory course of action that must be followed in
order to implement policy. ([Chapters
204](http://www.usaid.gov/policy/ads/200/204.pdf),
[501](http://www.usaid.gov/policy/ads/500/501.pdf))

procurement action

This means the use of USAID direct contracts, USAID funded host country
contracts, and contracts awarded by non-governmental organizations
(NGOs) that receive grants from USAID (but not the grant awards
themselves) to purchase goods and services above the threshold covered
by the Recommendation. The procurement action, in this case, only covers
the prime contractor. An activity covered by the Development Assistance
Committee (DAC) Recommendation, such as a capital project, requires that
each distinct procurement above the threshold be untied and notified.
([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Procurement Executive**

The USAID official who is responsible for the management direction of
USAID\'s assistance and acquisition (\"A&A\") system, as so delegated
and more fully described in ADS 103.5.10f. ([Chapters
302](http://www.usaid.gov/policy/ads/300/302.pdf),
[304](http://www.usaid.gov/policy/ads/300/304.pdf), and
[305](http://www.usaid.gov/policy/ads/300/305.pdf))

**Program**

Organized set of activities and allocation of resources directed toward
a common purpose, objective, or goal undertaken or proposed by an agency
in order to carry out the responsibilities assigned to it. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**program account**

The budget account into which an appropriation to cover the subsidy cost
of a direct loan or loan guarantee program is made and from which such
cost is disbursed to the financing account. Usually, a separate amount
for administrative expenses is also appropriated to the program account.
(OMB Circular No. A-11) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**program assistance**

Program assistance is also known as Non-project Assistance. The
distinguishing feature of program assistance is the manner in which
USAID resources are provided. Under this mode, USAID provides a
generalized resource transfer, in the form of foreign exchange or
commodities, to the recipient government. This is in contrast to other
types of assistance in which USAID finances specific inputs, such as
technical assistance, training, equipment, vehicles, or capital
construction. (This distinction parallels distinctions in law and
previous USAID usage between project and non-project assistance.)
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Program Assistance Approval Document (PAAD)\
**An internal USAID document used before 1994 approving non-project
assistance. Term no longer used. ([Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Program Assistance Initial Proposal (PAIP)\
**An internal USAID document used before 1994 to initiate and identify
proposed non-project assistance, including commodity import programs. It
is analogous to the Project Identification Document (PID). Term no
longer used. ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Program Development & Learning (PD&L) Objectives\
**PD&L objectives are used by Bureaus to finance program development,
program assessments, and learning efforts that do not fit within the
scope of existing Strategic Objectives (SOs). They are intended to fund
studies, analyses, and evaluative work for developing future SOs, for
assessing completed SOs, or for disseminating lessons learned.
([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**program-funded property (USAID)**

Program-funded property is property distinct from OE-funded property,
which is procured for the achievement of a Strategic Objective with
funds of a USAID activity or project. When title for this property is
vested in USAID, and it is in USAID custody, USAID inventory records
shall indicate funding source. ([Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

**Program Manager**

Government official responsible and accountable for the conduct of a
government program. A government program may be large (e.g., may provide
U.S. assistance to other nations); it may also be a support activity
such as the Agency\'s personnel or payroll program. ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Program Support Objective (PSO)**

A Program Support Objective contains activities being implemented
exclusively to support achievement of other Strategic or Special
Objectives in one or multiple Operating Units. The results of the
activities under a PSO should be visible through and attributed to
another Strategic or Special Objective. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**progress payment**

Payment made under a fixed price contract or other procurement
arrangement on the basis of actual costs incurred, an actual percentage
of completion accomplished, or an actual stage of completion reached.
([Chapter 636](http://www.usaid.gov/policy/ads/600/636.pdf))

**progress review**

Progress reviews are held periodically throughout the rating cycle,
during which the Rating Official provides feedback to the employee about
performance or progress toward career development goals. Also see
mid-cycle review. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Progressive Discipline**

Progressive discipline means that the least serious penalty which will
correct the problem must be imposed for the first offense. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**project\
**A project should be considered one of several possible types of
activities that contribute to a given result or set of results. It is a
structured undertaking (often involving considerable money, personnel
and equipment) of limited duration that is developed through various
administrative, analytical, and approval processes in order to achieve a
tangible objective (such as school construction project, adult literacy
project). ([Chapters 200-203](http://www.usaid.gov/policy/ads/200))
Note: The current term is defined differently than before 1995.

**Project Identification Document (PID)\
**An internal USAID document used before 1994 that initially identifies
and describes a proposed project. Term no longer used. ([Chapters
200-204](http://www.usaid.gov/policy/ads/200/))

**Project Implementation Order/technical Services (PIO/T)**

The document for transmitting the PASA/RSSA requirement from the
technical office to M/OP or the Mission contracting office. ([Chapters
306](http://www.usaid.gov/policy/ads/300/306.pdf),
[321](http://www.usaid.gov/policy/ads/300/321.pdf))

**Project Paper (PP)\
**An internal USAID document used before 1995 that provides a
description and appraisal of a project and the plan for implementation.
The project paper was used to obtain formal approval. Term no longer
used. ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**project radio**

A radio procured either by the USAID or project contractor with other
than O&E funds for two-way communications and specified as integral to
the project. Project radios are not normally authorized to operate on
the post Emergency and Evacuation (E&E) channel without post Emergency
Action Committee (EAC) approval. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

projects

According to OECD methodology projects include all the marginal costs of
inputs (including the proposed investment) technically required to
produce a discrete marketable output (for example, services from a fully
functional water/sewage treatment facility). Thus, a "project" may cover
many individual contracts and would normally include the following:
technical assistance for the bidding process, architectural and
engineering design studies, construction of the physical infrastructure,
and operations and maintenance of the facility. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**promotion**

The change of an employee to a position at a higher grade level within
the same job classification system and pay schedule or to a position
with a higher rate of basic pay in a different job classification system
and pay schedule. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

promotion certificate

The form used to send the names of the best-qualified candidates being
considered for promotion or subject to competitive selection procedures
to the selecting official for consideration and to document his or her
selection decisions. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

promotion potential

The promotion potential of any position is the highest grade to which a
person may be promoted without additional competition for the position.
There are ordinarily two situations where positions have promotion
potential. One is any position within an established career ladder below
the full performance level. The other is any position filled below the
established grade (not necessarily in a career ladder) for training or
developmental purposes, e.g., trainee and understudy. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**property administrator**

The authorized representative of the Contracting Officer assigned to
administer the contract requirements and obligations relating to
government property. (Source: FAR 45.501) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Property Custodian**

The official responsible for day-to-day oversight, control, and
safeguarding of property (furniture and equipment) in USAID
Bureaus/Offices. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

The official responsible for day-to-day oversight, control, and
safeguarding of IT property in USAID. ([Chapter
547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Property Disposal Officer (PDO)**

The official designated in writing by the Property Management Officer.
The Property Disposal Officer must NOT be the Accountable Property
Officer (APO) in order to minimize the vulnerability of property to
fraud or abuse. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Property Identification Number (Propid Formerly Bin)**

The five-digit number assigned by the post to each real property unit.
(See section FAM06-0792.4(2))(FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Property Management Officer (PMO)**

The overseas official (EXO or principal official), who is responsible
for all Non-Expendable Personal Property (NXP) management functions. The
official responsible for all personal property management functions
including establishing internal policies and procedures for management
and control of assigned personal property, ensuring implementation of
such policies and procedures, and compliance with Agency and government
wide authorities and guidelines. ([Chapter
547](http://www.usaid.gov/policy/ads/500/547.pdf))

**property, plant, and equipment (PP&E)**

PP&E consists of tangible assets, including land, land rights, capital
leases, and property owned by USAID in the hands of others, that

a\) Have an estimated useful life of two or more years,

b\) Are not intended for sale in the ordinary course of business, and

c\) Are intended to be used or available for use by USAID. ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Property Survey Board**

A standing or ad hoc committee, generally appointed by the Property
Management Officer's immediate supervisor, typically consisting of three
to five members serving a fixed term and charged with the investigation
and adjudication of incidents involving loss, damage, or destruction of
Federal expendable and nonexpendable personal property. The Board
determines financial liability and authorizes payment and removal of
items from official property records. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[547](http://www.usaid.gov/policy/ads/500/547.pdf))

**Proposing Official**

(See 3 FAM 4310 {Old 3 FAM 761.2}) ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf))

Management official authorized to propose disciplinary and adverse
actions as well as performance-based actions. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**prudential financial regulation**

The subset of financial regulations intended to contribute to the stable
and efficient performance of financial institutions, including the
protection of depositors\' assets. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**Psychological Dependency**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**public access control (PAC) system**

A barrier system provided for the screening of visitors and employees
before entrance into official office areas behind the hardline.
([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**public accounting firm**

Independent non-Federal auditors that are generally Certified Public
Accountants (CPAs). ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**public announcement**

An agency's formal declaration that the agency has made a decision to
perform a competition or a performance decision in a competition. The
Contracting Officer (CO) makes these announcements via *FedBizOpps.gov*.
([Chapter 104](http://www.usaid.gov/policy/ads/100/104.pdf))

**Public International Organization (PIO)**

An organization in which the U.S. participates composed principally of
governments. ([Chapters
308](http://www.usaid.gov/policy/ads/300/308.pdf),
[636](http://www.usaid.gov/policy/ads/600/636.pdf))

**public-private alliance (PPA)**

An agreement between two or more parties involving joint definition of a
development problem and shared contributions to its solution. Alliances
are characterized by a shared understanding of the development problem
or issue; a shared belief that an alliance will be more effective than
any approach taken by a single actor; a shared commitment of resources;
significant use of limited resources; and perhaps most important, a
willingness to share risks. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Public Reporting**

Any reporting or record keeping required from ten or more non-Federal
Government businesses, institutions, groups or individuals. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**public trust risk designations**

The designations of positions indicating the potential for action or
inaction by the incumbent of the position to affect the integrity,
efficiency, and effectiveness of Government operations. Public trust
risk designations are used in conjunction with security clearance
requirements to determine the investigative requirements for the
position. Positions involving high degrees of public trust, e.g., those
with broad policy making authority or fiduciary responsibilities,
trigger a more thorough investigation than do positions requiring only
the finding that an applicant or an incumbent has the requisite
stability of character to hold Federal employment. The three public
trust risk designation levels are high, moderate, and low.

a\. High Risk: A position that has potential for exceptionally serious
impact involving duties especially critical to the agency or a program
mission of the agency with broad scope of policy or program authority
such as:

\(1\) policy development and implementation;

\(2\) higher level management assignments;

\(3\) independent spokespersons or non-management positions with
authority for independent action;

\(4\) significant involvement in life-critical or mission critical
systems; or

\(5\) relatively high risk assignments associated with or directly
involving the accounting, disbursement, or authorization of disbursement
from systems of dollar amounts of \$10 million per year or greater, or
lesser amounts if the activities of the individual are not subject to
technical review by higher authority to ensure the integrity of the
system.

\(6\) positions in which the incumbent is responsible for the planning,
direction, and implementation of a computer security program; has a
major responsibility for the direction and control of risk analysis
and/or threat assessment, planning, and design of the computer system,
including the hardware and software; or, can access a system during the
operation or maintenance in such a way, and with the relatively high
risk for causing grave damage or realize a significant personal gain;

b\. Moderate Risk: A position that has the potential for moderate to
serious impact involving duties of considerable importance to the agency
or a program mission of the agency with significant program
responsibilities and delivery of customer services to the public such
as:

\(1\) assistants to policy development and implementation;

\(2\) mid-level management assignments;

\(3\) non-management positions with authority for independent or
semi-independent action;

\(4\) delivery of service positions that demand public confidence or
trust; or

\(5\) positions with responsibility for the direction, planning, design,
operation, or maintenance of a computer system and whose work is
technically reviewed by a higher authority at the high risk level to
ensure the integrity of the system. Such positions may include but are
not limited to:

\(a\) access to and/or processing of proprietary data, Privacy Act of
1974, and Government-developed privileged information involving the
award of contracts;

\(b\) accounting, disbursement, or authorization for disbursement from
systems of dollar amounts of less than \$10 million per year; or

\(c\) other positions as designated by the agency head that involve
degree of access to a system that creates a significant potential for
damage or personal gain less than that in high risk positions.

c\. Low Risk: Positions that have the potential for impact involving
duties of limited relation to the agency mission with program
responsibilities which affect the efficiency of the service. It also
refers to those positions that do not fall within the definition of a
high or moderate risk position. ([Chapter
566](http://www.usaid.gov/policy/ads/500/566.pdf))

**public-use form**

A form that 10 or more members of the public fill out for USAID\'s use
for information collections. Carries an OMB control symbol. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**publication**

a\) A generic term used to describe printed media such as periodicals,
magazines and journals, brochures, pamphlets, and may include other
printed media such as forms, wall charts, and posters.

b\) A form of communication to all Agency employees and the general
public. Also is the issuance of printed or electronic material for
distribution or sale. ([Chapter
512](http://www.usaid.gov/policy/ads/500/512.pdf))

**Purchase Order (PO)**

The PO is the Agency\'s contractual agreement for small purchases of
goods and services generated on the New Management System\'s (NMS)
Acquisition and Assistance Module. ([Chapter
546](http://www.usaid.gov/policy/ads/500/546.pdf))

**PWS team**

A group of individuals, comprised of technical and functional experts,
formed to develop the Performance Work Statement (PWS) and quality
assurance surveillance plan, and to assist the Contracting Officer (CO)
in developing the solicitation. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

\- Q -

qualification requirements

Education, experience, and other prerequisites to employment or
placement in a position. The Office of Personnel Management\'s Operating
Manual for Qualifications Standards for General Schedule Positions or
modified Agency standards, is used to determine basic qualifications of
applicants for a specific position. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Qualifications Evaluation Panel (QEP)**

Panel appointed by the Board of Examiners to determine whether an
applicant meets the statutory and other eligibility requirements, to
assess the applicant\'s skills for the certification of need issued by
the prospective employing agency, and to recommend whether the applicant
should be examined for possible appointment as a Senior Career Candidate
for the SFS Career Candidate Program. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Qualifications Review Board (QRB)**

A board attached to OPM that certifies the executive qualifications of
individuals for initial career appointment to the SES. A majority of QRB
members must be career appointees. ([Chapter
423](http://www.usaid.gov/policy/ads/400/432.pdf))

**qualified candidates**

Qualified candidates are those being considered for any competitive
placement action who meet all established minimum eligibility and
qualification requirements for the position. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**qualified person with a disability**

A person who, with or without reasonable accommodation, can perform the
essential functions of the position in question, and

a\. Meets the experience and/or education requirements (which may
include passing a written test) of the position in question; or

b\. Meets the criteria for appointment under one of the special
appointing authorities for disabled persons. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

quality

An encompassing term comprising utility, objectivity, and integrity.
Therefore, the OMB Guidelines sometimes refer to these four statutory
terms, collectively, as \"quality.\" ([Chapter
578](http://www.usaid.gov/policy/ads/500/578.pdf))

quality control review

A review of the working papers supporting an audit report prepared by
non-Federal auditors to ensure that the work complies with auditing
standards approved by the Comptroller General of the United States.
([Chapters 590](http://www.usaid.gov/policy/ads/500/590.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf))

**quality increase**

See CFR Sec. 531.412 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

quality ranking factors

Quality ranking factors are knowledge, skills, and abilities (KSAs),
identified on the vacancy announcement for the positions to be filled,
that could be expected to significantly enhance performance in a
position, but unlike selective factors, are not essential for
satisfactory performance. (For example, skill in public speaking might
be used as a quality-ranking factor for a position in an organization
where policy changes are communicated to the public in several ways and
oral communication is one of the ways.) ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**quantitative unit of cargo**

The total tonnage of a commodity or commodities included in one
invitation for bids or other solicitation of offers from ocean carriers
for the transportation of cargo which may move in full shipload lots.
([Chapter 315](http://www.usaid.gov/policy/ads/300/315.pdf))

**Quarters Allowances**

See STR 100; 3 FAM 3230 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**questioned costs**

Costs determined to be potentially unallowable. It includes *ineligible
costs* (violation of a law, regulation, contract, grant, cooperative
agreement, etc., or an unnecessary or unreasonable expenditure of funds)
and *unsupported costs* (those not supported by adequate documentation
at the time of the audit). ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[595](http://www.usaid.gov/policy/ads/500/595.pdf))

\- R -

**radio frequency**

The number of complete alternating electrical currents. The unit of
frequency measurement is the hertz (hz) and is one cycle per second.
Radio frequencies fall between 3 Khz and 30 Ghz and the radio spectrum
is divided into eight frequency bands:

Frequency Classification Designation

3 to 30 Khz Very low frequency VLF

30 to 300 Khz Low Frequency LF

300 to 3000 Khz Medium frequency MF

3 to 30 Mhz High frequency HF

30 to 300 Mhz Very high frequency VHF

300 to 3000 Mhz Ultra high frequency UHF

3 to 30 Ghz Super high frequency SHF

30 to 300 Ghz Extremely high frequency EHF

([Chapter 564](http://www.usaid.gov/policy/ads/500/564.pdf))

**radio system**

Describes the total equipment required at a specific post to operate a
two-way voice radio network, e.g., a base station, repeater, antennas,
mobile and residential radios. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Rank Award**

An award granted by the President to career SES members, following
nomination by their agency and recommendation by the Director of OPM.
Meritorious Executive rank is sustained accomplishment and carries a
lump-sum payment of \$10,000. Distinguished Executive rank is for
sustained extraordinary accomplishment and carries a lump-sum payment of
\$20,000. ([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Rate of Basic Pay**

For pay-setting purposes, the rate of basic pay means the rate of pay
fixed by law or administrative action for the position held by an
employee or, in the case of an employee who is entitled to grade or pay
retention, the employee\'s retained rate of pay, before any deductions
and exclusive of additional pay of any other kind, such as
locality-based comparability payments under 5 USC 5304 or special pay
adjustments for law enforcement officers under section 302 or 404 of the
Federal Employees Pay Comparability Act of 1990. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

Rate of basic pay means, for any pay system, the rate of pay fixed by
law or administrative action for the position held by an employee before
any deductions and exclusive of additional pay of any kind such as night
or environmental differentials in the case of a prevailing rate
employee. ([Chapters 470](http://www.usaid.gov/policy/ads/400/470.pdf)
and [474](http://www.usaid.gov/policy/ads/400/474.pdf))

**rate of basic pay \[recruitment and relocation bonuses\]**\
The rate of pay fixed by law or administrative action for the position
to which the employee is being newly appointed, or to which the employee
is being relocated, before deductions and exclusive of additional pay of
any kind, such as locality payments under 5 U.S.C. 5304. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**rate of basic pay \[retention allowances\]**

The rate of pay fixed by law or administrative action for the position
held by an employee, before deductions and exclusive of additional pay
of any kind, such as locality pay. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**Rate Schedule**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

**\*Rating Official**

The employee\'s immediate supervisor or team leader, as designated by
the Principal Officer. ([Chapters
461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**\*Rater of Record (Foreign Service)**

The Rating Official who supervises the employee at the end of the
evaluation period, March 31. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**Rating of Record (Civil Service)**

The performance rating prepared at the end of the appraisal period for
performance over the entire period and the assignment of a summary
rating. ([Chapter 462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Real Estate Expenses**

Allowable expenses for the sale of the residence (or expenses of
settlement of an unexpired lease) at the old official station and for
purchase of a home at the new official station for which reimbursement
is received by the employee. ([Chapter
524](http://www.usaid.gov/policy/ads/500/524.pdf))

**Real Estate Management Systems (REMS)**

Automated and manual information systems designed to support:

\(a\) Local planning, operation, and control of Government-held real
property overseas; and

\(b\) Management and reporting requirements of the Office of Foreign
Buildings Operations. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**real property**

A parcel or plot of land and any structures contained thereon,
including, but not limited to, offices, garages, warehouses, residences,
schools, and recreational facilities. (6 FAM 700) ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[535](http://www.usaid.gov/policy/ads/500/535.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**real property acquisition**

The act of acquiring real property either by lease or purchase.
([Chapters 518](http://www.usaid.gov/policy/ads/500/518.pdf),
[527](http://www.usaid.gov/policy/ads/500/527.pdf))

**reapportionment**

A revision by OMB of a previous apportionment of budgetary resources for
an appropriation or fund account. A reapportionment would ordinarily
cover the same period, project, or activity covered in the original
apportionment. (Source: JFMIP, OMB A-11) ([Chapter
635](http://www.usaid.gov/policy/ads/600/635.pdf))

**reasonable accommodation**

Any change in the work environment, or in the way things are customarily
done, that enables a qualified applicant or employee with a disability
to perform the essential functions of a job. Also, a modification or
adjustment that enables an applicant or employee with a disability to
enjoy equal benefits and privileges of employment as are enjoyed by
other similarly situated employees without disabilities. ([Chapter
110](http://www.usaid.gov/policy/ads/100/110.pdf))

**reasonable cost or price**

A cost or price is reasonable if, in its nature and amount, it does not
exceed that which would be incurred by a prudent person in the conduct
of competitive business. ([Chapter
305](http://www.usaid.gov/policy/ads/300/305.pdf))

**reasonable suspicion**

Reasonable grounds to suspect that a key individual, recipient entity or
participant may be or may have been involved in drug trafficking or have
been convicted of a narcotics offense. ([Chapter
206](http://www.usaid.gov/policy/ads/200/206.pdf))

**reassignment**

The change of an employee from one position to another without promotion
or demotion. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

The change of an employee from one position to another without promotion
or demotion. Reassignment action is a management prerogative typically
not requiring advance notice, right of reply, or written decision.
([Chapter 489](http://www.usaid.gov/policy/ads/400/489.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**receivable**

An amount owed to USAID by an individual, organization, public entity,
or other entity to satisfy a debt or claim. If an individual or entity
has been billed, and the debt is under appeal, the debt is considered a
receivable. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Receiving Agent**

The official appointed by the Accountable Property Officer who receives,
inspects, and certifies the identity, quantity, and condition of items
upon receipt. ([Chapter
518](http://www.usaid.gov/policy/ads/500/518.pdf))

**recipient**

An organization receiving direct financial assistance (a grant or
cooperative agreement) to carry out an activity or program. ([Chapters
303](http://www.usaid.gov/policy/ads/300/303.pdf),
[304](http://www.usaid.gov/policy/ads/300/304.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

An organization receiving financial assistance directly from USAID to
carry out a program under a grant or cooperative agreement. The term
includes public and private institutions of higher education, public and
private hospitals, and other quasi-public and private nonprofit
organizations. The term may also apply to profit-making organizations
that are performing work under a grant or cooperative agreement
relationship with USAID. ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[636](http://www.usaid.gov/policy/ads/600/636.pdf))

**Recipient Agency**

A Federal agency to which another agency transfers allocates funds under
the authority of section 632(a) of the Foreign Assistance Act of 1961,
as amended. ([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**recipient-contracted financial audit**

A periodic audit of a nonprofit organization receiving USAID funding, in
which the auditee hires non-Federal auditors to perform the audit and
the Office of Inspector General is responsible for maintaining quality
control over the resulting audit field work and report. U.S.-based
organization audits follow the rules and procedures contained in OMB
Circular A-133 (generally called "A-133 audits"), while foreign
organization audits follow the rules and procedures contained in the
USAID-produced "Guidelines for Financial Audits Contracted by Foreign
Recipients" (generally called "recipient-contracted audits"). ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Recissions**

Enacted legislation canceling budget authority previously provided by
law, prior to the time when the authority would otherwise expire.
(JFMIP) ([Chapter 634](http://www.usaid.gov/policy/ads/600/634.pdf))

**recognize**

Recognize means to record an amount in entity accounts and to report a
dollar amount on the face of the Statement of Net Costs or the Balance
Sheet either individually or so that the amounts are aggregated with
related amounts. (SFFAS 6) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**recommendation**

The auditors\' suggested action necessary for management to take to
correct a deficiency set forth in an audit finding. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**recommendation memorandum**

A memorandum summarizing M/OP/PS/CAM\'s review of audit reports of U.S.
contractors and grantees. Also, a memorandum summarizing OIG\'s or an
overseas mission\'s review of audit reports of non-U.S. grantees.
Recommendations identified in this memorandum are entered into the
Agency\'s Consolidated Audit Tracking System. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**reconciliation**

Action taken to rectify discrepancies between the physical inventory and
accountable property records. ([Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

**Reconstitute**

An early and critical emergency function to fill key vacancies with
qualified officers, to repopulate selected positions of the Agency. In
the event of a significant decrement to personnel, action would be taken
to generate appropriate employees to repopulate any or all offices of
the Agency as needed. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**record**

Any item, collection, or grouping of information about an individual
that is maintained by an agency, including, but not limited to, the
individual\'s education, financial transactions, medical history, and
criminal or employment history and that contains the individual\'s name,
or the identifying number, symbol, or other identifying particular
assigned to the individual; such as a finger or voice print or a
photograph. ([Chapters
508](http://www.usaid.gov/policy/ads/500/508.pdf),
[509](http://www.usaid.gov/policy/ads/500/509.pdf))

**Records**

Definition is located in 3 FAM 695 3-3. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

According to 44 U.S.C. 3301, \"includes all books, papers, maps,
photographs, machine-readable materials, or other documentary materials,
regardless of physical form or characteristics, made or received by an
agency or its legitimate successor as evidence of the organization,
functions, policies, decisions, procedures, operations, or other
activities of the Government or because of the informational value of
data in them.\" ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**recoupment**

A special method for adjusting debts arising under the same transaction
or occurrence. For example, obligations arising under the same contract
generally are subject to recoupment. (Source: 31 CFR Chapter IX)
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**recourse**

The rights of a holder in due course of a financial instrument (such as
a loan) to force the endorser on the instrument to meet his or her legal
obligations for making good the payment of the instrument if dishonored
by the maker or acceptor. The holder in due course must have met the
legal requirements of presentation and delivery of the instrument to the
maker of a note or acceptor of a draft and must have found that this
legal entity has refused to pay for or defaulted in payment of the
instrument. (SFFAS 2) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Recovered Alcoholic**

A person who has undergone treatment for the disease of alcoholism and
who has demonstrated a reasonable period of abstinence. ([Chapter
408](http://www.usaid.gov/policy/ads/400/408.pdf))

**Recovery**

To restore USAID programs/activities from a contingency state to their
usual state under normal operating conditions (the rebuilding phase).
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**recovery procedures**

Procedures which enable the restoration of system applications to an
operational status after the occurrence of a system failure, file loss
or destruction, or disaster. These procedures may include provisions for
the use of backup or prior generations of data files/programs to restore
automated portions of an application. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Recruitment Applicant Tracking System (RATS)**

A system designed to track FS applicants from inception of application
to the interview stage. ([Chapter
468](http://www.usaid.gov/policy/ads/400/468.pdf))

**recruitment bonus\
**The dollar amount paid only to newly appointed employees as an
inducement to accept an offer of employment from the Agency. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**Recruitment Interviewing for Foreign Service (RIFFS)**

A system designed to track FS candidates after the interview process.
([Chapter 468](http://www.usaid.gov/policy/ads/400/468.pdf))

**Recurrence**

A disability that occurs after the employee returns to work following
absence due to an work-related disease, condition or injury. The
disability is the result of a spontaneous return of the symptoms of the
previous injury, disease or illness without intervening cause, or the
need for medical treatment, other than a usual office call, for
residuals of the previous condition. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Recurring Reports**

A report required by the Foreign Assistance Act and related legislation
for which the Agency must gather, maintain, and submit information at
established intervals or upon the occurrence of a specified event.
([Chapters 506](http://www.usaid.gov/policy/ads/500/506.pdf),
[556](http://www.usaid.gov/policy/ads/500/566.pdf))

::: Definition-Term
**Recurring Service Payment**
:::

::: Definition-Term
A payment for recurring services, such as rents, which are performed
under agency-vendor agreements for payments of definite amounts at fixed
periodic intervals. Such payments may be made without the submission of
a vendor invoice. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**red**

Denotes data, text, equipment, processes, systems or installations
associated with information in forms that require emissions security
protection. For example, wiring that carries unencrypted classified
information either exclusively or mixed with unclassified is termed
\"red\" wiring. Antonym Black. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**red/black separation**

Denotes the requirement for physical spacing between red and black
processing systems and their components, including signal and power
lines. ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Redeposit**

A sum of money paid into the Retirement Fund by an employee or survivor
to cover a period of service during which deductions were withheld but
later refunded.

([Chapter 494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Reduced Leave Schedule**

A work schedule under which the usual number of hours of regularly
scheduled work per workday or workweek of an employee is reduced. The
number of hours by which the daily or weekly work schedule is reduced
are counted as leave against the 12-week entitlement. ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**reduction in force**

The release of a career or probationary appointee from a position in the
Senior Executive Service (SES) because the appointee has been displaced
by a career or probationary appointee in a surplus position who has a
higher retention standing, or the release of a career or probationary
appointee from a surplus position in the SES when such appointee has the
lowest retention standing of those occupying SES positions for which the
appointee is qualified. ([Chapters
423](http://www.usaid.gov/policy/ads/400/423.pdf),
[455](http://www.usaid.gov/policy/ads/400/455.pdf))

An action taken by the Agency when it has been determined that there is
a surplus of employees at a particular location in a particular line of
work due to lack of work, shortage of funds, insufficient personnel
ceiling, reorganization, the exercise of reemployment or restoration
rights, or reclassification of an employee\'s position due to erosion of
duties which will take place after the Agency has formally announced a
RIF. The result of this action is furlough for more than 30 days,
separation, demotion, or reassignment requiring displacement of
employees. ([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

A Personnel action that releases a competing SFS or FS employee from
their Competitive Level by separation. ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**Reemployment**

The agreement between the Agency (either by statute or administratively
granted) and a career SES employee to return them to the Agency upon
completion of an assignment outside of the SES and their Agency. To be
eligible, the employee must have held a career SES appointment prior to
the assignment and must have completed the SES probationary period.
([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

The non-competitive reemployment of former Agency employees granted
reemployment rights under Office of Personnel Management (USOPM)
regulations and Agency policy. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**reemployment rights**

Rehire rights granted to a former Agency employee(s) when hired by
another executive agency without a break in service of a full workday by
transfer, reinstatement, or by excepted appointment, in a position which
the agency is currently authorized to fill with reemployment rights.
([Chapters 412](http://www.usaid.gov/policy/ads/400/412.pdf),
[418](http://www.usaid.gov/policy/ads/400/418.pdf))

Rights of an employee to return to an agency after detail, transfer, or
appointment to another Executive agency during an emergency; an
international organization; or other statutorily covered employment,
e.g., time-limited FS appointment in USAID, the Peace Corps. ([Chapters
413](http://www.usaid.gov/policy/ads/400/413.pdf),
[415](http://www.usaid.gov/policy/ads/400/415.pdf))

**reestimate**

Refers to estimates of the subsidy costs performed subsequent to their
initial estimates made at the time of a loan\'s disbursement. (SFFAS 2)
([Chapter 623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Reference Line**

Use a Reference Line to refer to a previous telegram or LINE related
communication. Although there is no limit to the number of references or
lines, the Department\'s automatic retrieval system recognizes telegram
references on only one line. References placed on succeeding lines will
remain part of the telegram but cannot be used in automatic retrieval.
([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**referral for litigation**

Referral of debts to the Department of Justice for appropriate legal
proceedings; or, where the organization unit has statutory authority to
handle its own litigation, referral to the office within the
organization unit that is responsible for litigation. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Refund**

The withdrawal by the employee from the Retirement Fund of deductions
made from the employee\'s salary during periods of employment. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Regeneration**

A part of the recovery process after the initial crisis response and
restoration of critical function, regeneration consists of the actions
to restore part or all of the Agency\'s capability to function.
Regenerations includes reestablishing working space, equipment, supplies
and personnel to allow resumption of normal function. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**Regular Employees**

FS employees who accept all the obligations of worldwide service are
appointed to USAID posts, including USAID/W, in accordance with the
needs of the Agency. ([Chapter
499](http://www.usaid.gov/policy/ads/400/499.pdf))

**regular member of a vanpool/carpool**

An employee who travels on a daily two-way basis (leave and TDY
excepted) in a vanpool/carpool for a minimum distance of one mile each
way. ([Chapter 514](http://www.usaid.gov/policy/ads/500/514.pdf))

**Regularly Scheduled Administrative Workweek**

For a full-time employee, the period within an administrative workweek
established in accordance with Mandatory Reference, 5 CFR 610.111,
within which the employee is regularly scheduled to work. For a
part-time employee, the officially prescribed days and hours within an
administrative workweek during which the employee is regularly scheduled
to work. ([Chapter 479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Regularly Scheduled Work**

Work that is scheduled in advance of the seven-day administrative
workweek, including regular overtime and night work. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Rehabilitation**

Services and/or training provided to an injured employee who suffers
from a vocational handicap due to a occupational injury or illness and
who cannot resume usual employment. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**reimbursable details**

Temporary loan of an employee from one Agency or body to another when
the employee's salary and benefits are paid by the borrowing entity.
([Chapter 432](http://www.usaid.gov/policy/ads/400/432.pdf))

**reimbursable development program**

The sale of services and commodities to friendly countries,
international organizations, and certain voluntary organizations on a
reimbursable basis under the authority of Section 607 of the Foreign
Assistance Act. ([Chapter
628](http://www.usaid.gov/policy/ads/600/628.pdf))

**Reimbursable program**

A reimbursable program is an activity under which USAID provides goods
and services to or on behalf of other Federal agencies, foreign
governments, international organizations and private voluntary
organizations and that other entity reimburses (in effect, "pays") USAID
for the goods and services provided. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Reinstatement**

The noncompetitive reappointment of a career employee in the SES who,
under a previous career appointment successfully completed the SES
probationary period. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

Noncompetitive reemployment in the competitive service based on previous
service under a career or career-conditional appointment. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

The non-competitive employment of a career or career conditional
employee, or a person formerly employed in the competitive service who
held competitive status or who was serving probation when separated from
that service. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

#### reinstatement eligibility

Eligibility of a person who previously was employed under a career or
career-conditional appointment to be reappointed to a competitive
service position. ([Chapters
413](http://www.usaid.gov/policy/ads/400/413.pdf) and
[418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Release Print**

The final version of a motion picture film that has been distributed for
public viewing. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Relocation**

The movement of a deployed team from one Emergency Relocation Site to
another Emergency Relocation Site, or back to the original headquarters
facility. Movement can be planned or unplanned. Relocation is generally
to predetermined ERSs, however, new sites will be selected if
pre-surveyed sites are unavailable. ([Chapter
531](http://www.usaid.gov/policy/ads/500/531.pdf))

**relocation bonus\
**The dollar amount paid only to current Federal employees as an
inducement to relocate from a different agency in a different commuting
area to USAID (without a break in service). ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**Removal**

Involuntary separation of an employee from the Agency for such cause as
will promote the efficiency of the Federal service. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Renewable Energy Sources**

Sunlight, wind, geothermal, biomass, solid wastes, or other such sources
of energy. ([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**reobligation**

The obligation of an amount that has been obligated and deobligated in
prior transactions. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**reorganization**

See 5 CFR 536.102. The planned elimination, addition, or redistribution
of functions or duties in an organization. ([Chapters
452](http://www.usaid.gov/policy/ads/400/452.pdf),
[474](http://www.usaid.gov/policy/ads/400/474.pdf))

**repayment agreement**

Establishes the terms and conditions governing the recovery of a debt by
USAID from the borrower when a debt is rescheduled. Repayment agreements
must be reduced to writing as soon as possible after such agreements are
reached. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**replacement feeding (RF)**

Breastmilk substitutes that provide all the nutrients the child needs.
This would not include breastmilk substitutes such as powdered milks or
animal milks. ([Chapter
212](http://www.usaid.gov/policy/ads/200/212.pdf))

**replacement property**

Replacement property is any personal property for which there is a
continuing need on a worldwide basis by the parent agency, such as
office furniture and equipment; household furniture, furnishings, and
equipment; motor vehicles and automotive spare parts; tires and any
other property having a continued general use. The proceeds of sale of
replacement property are used to purchase similar property. Replacement
property is not declared excess by the post except as noted in 6 FAM
227.1-2. ([Chapters 534](http://www.usaid.gov/policy/ads/500/534.pdf),
[536](http://www.usaid.gov/policy/ads/500/536.pdf),
[629](http://www.usaid.gov/policy/ads/600/629.pdf))

**replacement value**

See 6 FAM 311.3. ([Chapter
521](http://www.usaid.gov/policy/ads/500/521.pdf))

**Report**

A report is data or information transmitted for use in determining
policy; planning, controlling, and evaluating operations and
performance, and in making administrative determinations or preparing
other reports. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Reportable Vehicles**

A sedan, station wagon, bus, ambulance, van, utility vehicle, truck and
truck tractors that operate on petroleum-based or other alternative
fuels. Included are gasoline, diesel fuel, methanol, ethanol, natural or
propane gas, or electricity. Excluded are fire trucks; motorcycles;
military-design motor vehicles; semi-trailers, trailers and other
trailing equipment such as pole trailers, dollies, cable reels, trailer
coaches and bogies; and trucks with permanently mounted equipment ;such
as generators and air compressors. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Representation Allowance**

See STR 300; 3 FAM 3240 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

representation letter

A letter prepared by the auditee\'s management to the auditor confirming
in writing essential oral statements made by the auditee to the auditor.
([Chapter 590](http://www.usaid.gov/policy/ads/500/590.pdf))

**representative rate**

The fourth step of the grade for a position subject to the General
Schedule; the prevailing rate for a position under the wage-board
system; and for all other positions, the rate designated by the Agency
as representative of the position. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Reprimand**

See 3 FAM 4310 (Old 3 FAM 761.2) ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf))

An official written rebuke, censure, or disapproval of a specific action
or actions by an employee. ([Chapter
487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Requesting Official**

A person within the applicable office who has oversight authority for
the ADS material. A Requesting Official could be a Supervisor, Division
Chief, Director, AA or someone delegated by the Division Chief, Director
or AA to sign the USAID Issuance Request Form (AID 3-252). ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Requests for Applications**

Invite interested parties to submit applications for USAID assistance
and explain what the application should contain, how it should be
written, and the evaluation criteria to be used. ([Chapter
303](http://www.usaid.gov/policy/ads/300/303.pdf))

**\*required procedures**

Required procedures are detailed courses of action that the Agency must
follow to comply with policy directives (both external and internal).
([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Requiring Office**

A USAID office initiating a reporting requirement or sponsoring a
requirement imposed by an organization external to USAID. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**Research and Reference Services (R&RS)**

Research services that target, identify, analyze, and synthesize USAID
experience, other donor development experience, and state-of-the-art
technical knowledge. Information provided by research services enhances
decision making, policy formulation, strategic planning, project and
program design, implementation, management, evaluation, and application
of technical expertise. ([Chapter
540](http://www.usaid.gov/policy/ads/500/540.pdf))

**Resident Hire Employees**

USAID Foreign Service (FS) employees who are unable to accept all the
obligations of a long-term, worldwide career service, or who reside in
the country of assignment primarily for reasons other than employment in
the Foreign Service, who are (a) A dependent of a U.S. citizen employed
overseas who is at least 18 years of age and who is expected to remain
at a post only for the duration of the employee\'s assignment or a
vacation period, (b) U.S. citizen who resides in a country primarily for
reasons other than employment with a U.S. Government agency, (c) An
employee who, for personal reasons, is unwilling to transfer to another
post. ([Chapters 480](http://www.usaid.gov/policy/ads/400/480.pdf),
[499](http://www.usaid.gov/policy/ads/400/499.pdf))

**Residential Radio**

A portable two-way voice radio located in overseas residences for
emergency or administrative communications. It is normally a security
radio, channeled to operate on the post E&E net. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**residual funds**

The funds remaining in an obligation after the purpose of the obligation
has been fully met. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**resolution**

The point at which the management official and the OIG agree on the
action to be taken on a reported finding and recommendation. In the
event of disagreement, audit resolution occurs when the Agency Follow-Up
Official or the MCRC determines the recommendation to be resolved.
([Chapter 592](http://www.usaid.gov/policy/ads/500/592.pdf))

For monetary findings, the point at which the contract/grant officer
issues a final decision on the allowability of questioned costs. For
procedural findings from OIG reports, the point at which the
contract/grant officer and the OIG agree on a final course of action to
implement the recommendation. For pre-award contract audits, the point
at which agreement is reached, a contract price negotiated, or proposed
award canceled, whichever occurs first. For pre-award surveys, the point
at which the contract/grant officer issues a final decision on the
course of action to be taken regarding a recipient\'s pre-award
accounting system deficiencies. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Resources Support Services Agreement (RSSA)**

An agreement formerly used between USAID and other Federal agencies to
obtain continuing general support assistance that had a broad objective
but no specific readily measurable tasks to be accomplished within set
time frames. Such an agreement is now entered into in the form of a
Participating Agency Service Agreement (PASA). ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**Respondent**

A USAID office, individual, or other agency required to respond to a
reporting requirement. ([Chapter
506](http://www.usaid.gov/policy/ads/500/506.pdf))

**response to audit report**

Written comments by Agency officials indicating agreement or
disagreement on reported findings and recommendations. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Responsible Official**

An employee\'s supervisor or any appropriate official who holds
immediate jurisdiction over the matter being grieved. ([Chapter
490](http://www.usaid.gov/policy/ads/400/490.pdf))

**restatement (of direct loans or loan guarantees)**

Refers to establishing a new book value of a direct loan or the
liability of a loan guarantee. (SFFAS 2) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**Restoration**

The return of an SES employee who leaves the Agency to serve on active
duty, including training, in the Armed Forces or who has recovered from
a compensable injury. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Restored Annual Leave**

Leave that was forfeited but is approved for restoration and placed in a
separate leave account. ([Chapter
480](http://www.usaid.gov/policy/ads/400/480.pdf))

**restrictive trade practices and boycotts**

These are defined in 14 CFR Parts 369.2 and 369.3. ([Chapter
313](http://www.usaid.gov/policy/ads/300/313.pdf))

**result\
**A significant, intended, and measurable change in the condition of a
customer, or a change in the host country, institutions, or other
entities that will affect the customer directly or indirectly. Results
are typically broader than USAID-funded outputs and require support from
other donors and partners not within USAID's control.

([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**results framework**

In the context of defining a program objective, it is necessary to
identify the critical results (or interrelated changes) which are
necessary to accomplish that objective. This analysis will produce a
results framework which must provide enough information so that it
adequately illustrates the development hypothesis (or cause and effect
linkages) represented in the strategy and thereby assists in
communicating the basic premise of the strategy. The results framework
must also be useful as a management tool and therefore focuses on the
key results which must be monitored to indicate progress. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

A planning, communications, and management tool, which conveys the
development hypothesis implicit in the strategy and the cause-and-effect
linkages between the Intermediate Results (IR) and the Strategic
Objective (SO). A Results Framework includes the SO and the IRs
necessary to achieve the SO, whether funded by USAID or its partners. It
includes any critical assumptions that must hold for the development
hypothesis to lead to achieving the relevant objective. Typically, it is
laid out in graphic form supplemented by narrative. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf),
[250](http://www.usaid.gov/policy/ads/200/250.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf))

**results package\
**A results package is a shorthand designation for items that contribute
to achieving a particular result. Some Operating Units have used the
term as a name for documentation used to obtain approval for a set of
activities and to define SO sub-teams that concentrate on a particular
new set of activities. The term is no longer "officially" used.
Documentation to approve activities is called Activity Approval
Documentation. ([Chapters
200-204](http://www.usaid.gov/policy/ads/200/),
[250](http://www.usaid.gov/policy/ads/200/250.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf))

**results package team**

A group of people who manage a results package. The results package team
is established by a parent strategic objective team. ([Chapter
250](http://www.usaid.gov/policy/ads/200/250.pdf))

**Results Review and Resource Request (R4)**

The document, which is reviewed internally and submitted to USAID/W by
the operating unit on an annual basis. The R4 contains two components:
the results review and the resource request. Judgement of progress will
be based on a combination of data and analysis and will be used to
inform budget decision making. ([Chapters
103](http://www.usaid.gov/policy/ads/100/103.pdf),
[201](http://www.usaid.gov/policy/ads/200/201.pdf),
[202,](http://www.usaid.gov/policy/ads/200/202.pdf)
[203](http://www.usaid.gov/policy/ads/200/203.pdf),
[204](http://www.usaid.gov/policy/ads/200/204.pdf),
[250](http://www.usaid.gov/policy/ads/200/250.pdf))

**retention register**

A listing prepared by the Agency for a specific competitive level which
will be reached by RIF, listing all competing employees by tenure group,
veteran preference, length of service, and performance in descending
order. ([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

A list of employees in a single Competitive Level which is prepared by
the Office of Human Resources. Employees on a Retention Register are
grouped first by tenure into two groups; career and career candidate
appointments, within a Competitive Level. Within each group, FS
employees will be ranked in order of retention based on factors which
include performance and service with the U.S. Government. ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**Retention Standing**

An individual employee\'s placement on the retention register at the
time of release from a competitive level. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**retreat**

Occurs when a released employee displaces another employee with lower
retention standing within the same tenure group and subgroup who
occupies a position that is not more than three grades or
grade-intervals below the position from which that employee is released.
The released employee is said to \"retreat\" to that lower level
position. ([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Retrofit**

Installation of a building energy system or building water system
alternative in an existing Federal building. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

revision date

(replaces the term "last revised date")

The date that Automated Directives System (ADS) chapters, internal
mandatory references, or additional help documents are finalized for
distribution. This is not an effective date. The date appears in the
upper right corner of each page in an ADS chapter. A revision date will
appear at the top of the first page in an internal mandatory reference
or additional help document. ([Chapter
501](http://www.usaid.gov/policy/ads/500/501.pdf))

**Rights and Interest Records**

(Also referred to as Legal Rights and Interest Records)

Records essential to the preservation of the legal rights and interests
of individual citizens and the Federal Government. Examples are legal
proceedings, payroll, and retirement records. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**risk**

A combination of the likelihood that a threat will occur, the likelihood
that a threat occurrence will result in an adverse impact, and the
severity of the resulting impact. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**risk analysis**

An evaluation of the physical, electronic, and software security of a
computer system and its vulnerabilities to establish an expected loss
from certain events based on estimated probabilities of occurrence, and
to identify potential safeguards. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**risk assessment**

The process of analyzing threats to and vulnerabilities of an IS
\[information system\] and the potential impact the loss of information
or capabilities of a system would have on national security. The
resulting analysis is used as a basis for identifying appropriate and
cost-effective countermeasures. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**risk category**

Subdivisions of a cohort of direct loans or loan guarantees into groups
of loans that are relatively homogeneous in cost, given the facts known
at the time of obligation or commitment. Risk categories will group all
loans obligated or committed for a program during the fiscal year that
share characteristics predictive of defaults and other costs. (OMB
Circular No. A-11) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**risk management**

The process concerned with the identification, measurement, control, and
minimization of security risks in information systems to a level
commensurate with the value of the assets protected. {Source: NSTISSI
No. 1000} ([Chapter 545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Round of Competition**

The different stages of competing for retention. In first round
competition, employees compete to stay in their competitive level. In
the second, employees compete for assignment to positions in different
competitive levels. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Routine**

Outgoing telegrams with the lowest order of precedence - assigned to
communications which justify DOS transmission but are of insufficient
urgency to require a higher precedence. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Routine Maintenance And Repair (M&R)**

The preservation of real property in a sound state. Routine M&R includes
painting, day-to-day plumbing and electrical work, etc. (See Special
M&R.) (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**routine use**

With respect to the disclosure of a record, the use of such record for a
purpose which is compatible with the purpose for which it was collected
([Chapter 508](http://www.usaid.gov/policy/ads/500/508.pdf))

The disclosure of a record without written consent to another person or
agency for a purpose which is compatible with and related to the purpose
for which it was collected. ([Chapter
509](http://www.usaid.gov/policy/ads/500/509.pdf))

\- S -

**Sabbatical**

An absence from duty, with pay, that an agency may grant to an SES
career appointee for up to 11 months to engage in study or uncompensated
work experience for developmental purposes. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**sabotage**

An act or acts with the intent to injure, interfere with, or obstruct
the national defense or foreign policy of a country by willfully
injuring, destroying, or attempting to destroy national defense or war
material, premises, or utilities, to include human or natural resources.
([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Safehaven**

An approved site where vital records are stored for cases of emergency
and/or disaster. This site has to be a site separate from where the
files where originated. Off-site. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**sanitize**

To degauss or overwrite information on magnetic or other data storage
media. ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Saved Pay**

The SES rated pay that the individual receives by accepting a lower
graded position after leaving the SES as the result of
reduction-in-force or removal during probationary period. (See Mandatory
Reference, 5 USC 3594(c)(1)(2) for definitions and limitations of SES
pay.) ([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

**scan**

A feature on radios that allows the operator to monitor different
channel at one time. ([Chapter
564](http://www.usaid.gov/policy/ads/500/564.pdf))

**Schedule Change**

A modification or adjustment in the established work schedule of an
employee of a permanent or temporary nature which may be initiated by
either the supervisor or employee. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**Schedule A Position**

Positions other than those of a confidential or policy-determining
character for which it is impracticable to examine. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Schedule Awards**

Compensation is provided for specified periods of time for the permanent
loss, or loss of use, of each of certain body members, organs and
functions. ([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Schedule B Position**

Positions other than those of a confidential or policy-determining
character for which it is not practicable to hold a competitive
examination. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Schedule C Position**

Positions of a confidential or policy-determining character. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Schedules A, B, and C**

Categories of positions excepted from the competitive service by
regulation. ([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**schedule tour of duty**

See 5 CFR Sec. 531.403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**Scheduled Annual Leave**

Leave requested and approved in advance in writing on an Application for
Leave (SF-71). ([Chapter
480](http://www.usaid.gov/policy/ads/400/480.pdf))

**Scope Of Work**

The document that describes the specifications of an audit contracted
out to a public accounting firm, including the background, audit
objectives, steps and procedures, reporting requirements, and terms of
performance. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**Script**

Written specifications for an aspect of a video or motion picture
production, such as settings, action, camera coverage, dialogue,
narration, music, and sound effects. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**SECRET**

A national security classification applied to information, the
unauthorized disclosure of which reasonably could be expected to cause
serious damage to the national security (source: Executive Order 12958).
An example of SECRET information is: Exact key length required by
machine crypto system, excluding verification bits and redundancy
(source: NTISSI 4002). ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Section 511**

A section of the FY 2002 Foreign Operation, Export Financing and Related
Program Appropriations Act which provides that funds appropriated for
the purposes identified in Section 511 remain available for an
additional four years from the date on which the availability of such
funds would otherwise have expired, if such funds are initially
obligated before the expiration of their respective periods of
availability. ([Chapters
621](http://www.usaid.gov/policy/ads/600/621.pdf),
[634](http://www.usaid.gov/policy/ads/600/634.pdf))

sector program assistance

Contributions to carry out wide-ranging development plans in a defined
sector such as agriculture, education, transportation, etc. Assistance
is made available "in cash" or "in kind," with or without restrictions
on the specific use of the funds, but on the condition that the
recipient executes a development plan in favor of the sector concerned.
([Chapter 221](http://www.usaid.gov/policy/ads/200/221.pdf))

**secure room**

Any room with floor-to-ceiling, slab-to-slab construction of some
substantial material, i.e., concrete, brick, cinder block, plywood, or
plaster board. Any window areas or penetrations of wall areas over six
inches must be covered with either grilling or substantial type
material. Entrance door must be constructed of solid wood, metal;, etc.,
and be capable of holding a DS-approved, three-way combination lock with
interior extension. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**security classification guide**

A document prepared for the sole or principal purpose of providing
instructions about the derivative classification of information about a
particular program, project, or subject. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf),
[568](http://www.usaid.gov/policy/ads/500/568.pdf))

**security clearance**

A certification that a U.S. citizen, who requires access to information
classified at a certain level, has been found security eligible under
USAID standards (authority #16) and may be permitted access to
classified information at the specified level. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf))

**security eligibility**

A security status based on favorable adjudication of a required
personnel security investigation; it indicates that an individual is
deemed trustworthy for employment in a sensitive position, and may be
granted a clearance for access to classified information up to the level
of eligibility if required in the performance of official duties.
([Chapters 562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**security incident**

An event that results in the failure to safeguard classified materials
in accordance with Executive Order 12958, "Classified National Security
Information", 12 FAM 500, and ADS 566. The consequence of a security
incident is either a security infraction or a security violation.
([Chapter 568](http://www.usaid.gov/policy/ads/500/568.pdf))

security infraction

A failure to properly safeguard classified material that does not result
in the actual or probable compromise of the material e.g., improperly
stored classified material within a controlled access area. ([Chapter
568](http://www.usaid.gov/policy/ads/500/568.pdf))

**security inspection**

A formal inquiry to assess compliance with security standards, policies,
and procedures. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Security property**

Property provided for the protection/security of personnel, facilities,
or national security information. ([Chapters
518](http://www.usaid.gov/policy/ads/500/518.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf))

**security radio**

An USAID O&E-funded radio authorized and procured to operate on the post
E&E net. ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**security and safety**

Protection of the well-being of USAID employees, facilities, and
classified or sensitive information. ([Chapters
527](http://www.usaid.gov/policy/ads/500/527.pdf),
[529](http://www.usaid.gov/policy/ads/500/529.pdf))

**Security Survey**

An analysis of a facility to determine physical and technical resistance
to unauthorized access, espionage, vandalism and other criminal acts.
Surveys recommend security improvements and/or corrective actions to
protect employees from crime and national security information from
unauthorized disclosure. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Security Test and Evaluation (ST&E)**

The examination and analysis of the safeguards required to protect an IS
\[information system\], as they have been applied in an operational
environment, to determine the security posture of that system. {Source:
NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

security violation

A failure to properly safeguard confidential or secret classified
material that results in the actual or probable compromise of the
material, or any security incident involving the mishandling of Top
Secret, Special Access Program, and Special Compartmented Information,
regardless of location or probability of compromise. (Most security
violations occur outside a controlled access area.) ([Chapter
568](http://www.usaid.gov/policy/ads/500/568.pdf))

selecting official

The individual responsible for making a careful analysis of the
qualifications of each candidate certified for a vacancy and judging
which candidate could perform best in the job to be filled. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Selection**

The second stage in the Capital Planning and Investment Control (CPIC)
process. This stage includes the CIO's informal review of a proposed
capital investment against Agency priorities and resource constraints
and the Agency's enterprise architecture. During this stage the CIO
confirms the applicable threshold level of detail required for further
consideration, provides feedback on proposal consideration to the
executive sponsor, and schedules proposal evaluation by the BTEC, if
appropriate. During this stage, the Executive Sponsor prepares
investment proposal presentations commensurate with the projected
life-cycle cost and business risk related to the investment. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**selective calling (SELCAL)**

Mode of radio operation similar to paging (beeper) systems found in the
United States. Within the Department of State and USAID programs, the
General Electric format, also known as \"T-99\" is most commonly found.
This method is a sequential burst of analog signals which are modulated
on the carrier, or frequency assigned. Through the development of
micro-miniature technology and digital formatting, a variety of other
paging systems have evolved. For new systems being installed at overseas
missions, digital formats such as MDC-1200 and/or ZVEI may be
incorporated to display specific user data on the radio such as \"MAN
DOWN\", or \"USER ID\" at a control station. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

#### Selective Factors

Specific knowledge, skills, and abilities essential for satisfactory
performance on the job and which represent an addition to the basic
qualification standards for a position. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Self-Certification**

Completion of the USAID Self-Certification form (USAID
Self-Certification Safety Checklist for Home-based Telecommuters AID
400-7 (12/97)) by the Telecommuter in advance of the onset of the
Telecommuting arrangement, indicating that the alternative workplace
meets such safety requirements as to ensure coverage of the telecommuter
under the Worker\'s Compensation Program if injured while working under
a telecommuting arrangement. ([Chapter
405](http://www.usaid.gov/policy/ads/400/405.pdf))

**senior agency official**

The official designated by the agency head under section 5.6(c) of EO
12958 to direct and administer the agency\'s program under which
information is classified, safeguarded, and declassified. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**senior employees**

All direct-hire officers and employees who are (1) Appointed by the
President, by and with the advice and consent of the Senate, or
otherwise appointed to a position for which the rate of pay is fixed
according to Executive Levels I through V, under sub-chapter II of
Chapter 53 of Title 5 USC; or (2) Employed in a position for which the
basic rate of pay is equal to or greater than the rate of basic pay for
Level V of the Executive Schedule. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf))

**Senior Executive**

A member of the Senior Executive Service. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**Senior Executive Service (SES)**

A separate personnel system for persons who set policy and administer
programs at the top levels of the Government (equivalent to GS-16
through Executive Level IV). ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Senior Foreign Service**

Definitions for terms in this chapter are located in 3 FAM 2430.
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

**Senior Foreign Service Career Candidate Program**

Appointment to the Senior Foreign Service for a limited period not to
exceed five years as a career candidate. A career candidate who does not
qualify during the trial period to become a career member of the Senior
Foreign Service is separated from the Career Candidate Program no later
than the expiration date of the candidate\'s time-limited appointment.
([Chapter 422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Senior Foreign Service Classes**

The Senior Foreign Service consists of three ranks or classes Counselor,
Minister Counselor, and the senior most level, Career Minister.
([Chapter 422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Senior Foreign Service Consolidated Selection Board (C/BOARD)**

Board convened annually by the Director, Office of Human Resources and
the Inspector General for Backstop 08 personnel to evaluate the
performance, competence, and potential of Senior Foreign Service
employees. The Board makes recommendations for promotions, Presidential
and Agency Awards, salary level adjustments, recertification
determinations, separation considerations, limited career extensions,
and withholding of scheduled salary step increases. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Senior Foreign Service Non-career Appointment**

Limited Senior Foreign Service appointment used primarily to fill
special needs overseas for skill categories not required on a long term
basis. Appointments are made by the Administrator and are not to exceed
five years. ([Chapter 422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Senior Management Review Board**

Advisory panel to the Administrator which is responsible for
recommending Senior Foreign Service employees for Presidential Awards,
adjudicating denial of Foreign Service and Senior Foreign Service Agency
performance pay award cases referred by the Director of Human Resources,
and for advising the Deputy Administrator on Limited Career Extensions.
([Chapter 422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Senior Threshold Board**

Board which reviews Foreign Service officers who have applied for
promotion into the Senior Foreign Service. ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**Sensitive But Unclassified information (SBU)**

A category of unclassified official information and material that is not
national security information, and therefore is not classifiable, but
nevertheless requires protection due to the risk and magnitude of loss
or harm that could result from inadvertent or deliberate disclosure,
alteration, or destruction of the data. The term includes data whose
improper use or disclosure could adversely affect the ability of the
Agency to accomplish its mission, proprietary data, records requiring
protection under the Privacy Act, and data not releasable under Sections
552 and 552a of Title 5 of the Freedom of Information Act.

SBU information includes, but is not limited to, information received
through privileged sources and certain personnel, medical, personnel,
commercial, and financial records, investigatory, visa, law enforcement,
or other information which, if released, could result in harm or unfair
treatment to any individual or group, or could have a negative impact
upon individual privacy, Federal programs, or foreign relations.
(source: 12 FAM 540)

Examples of SBU include travel of agency employees to or through a high
or critical terrorist threat environment; investigatory records compiled
by an agency conducting lawful national security intelligence
investigation (source: FOIA); and candid assessments of situations in a
host country which could cause embarrassment if made public. Material of
this type, which requires protection and limited dissemination, shall be
designated by any official having signing authority for the material.
([Chapters 545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**sensitive positions**

Any position in USAID the occupant of which could bring about, because
of the nature of the position, a material adverse effect on the national
security. There are three types of sensitive positions each of which
requires access to classified information:

a\. Critical-Sensitive Position: Any position in USAID, the duties of
which include, but are not limited to: positions with public trust risk
designations of high with access to any level classified information:
positions with a requirement for access to Top Secret information:
positions having investigative or security functions, or service on
personnel security boards.

b\. Noncritical-Sensitive Position: Any other sensitive position in
USAID that does not fall within the definition of a critical-sensitive
position. The duties of a noncritical-sensitive position include, but
are not limited to access to national security information and material
up to, and including, Secret.

c\. Special-Sensitive Position: Any position in USAID, the duties of
which are determined to be at a level higher than \"critical sensitive\"
because of the greater degree of damage that an individual by virtue of
occupancy of the position could effect to the national security, or
because the duties may entail access to sensitive compartmented
information. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Separate Maintenance Allowance (SMA)**

See STR 260; 3 FAM 3232; 3 FAH-1 H-3230 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Separation for Cause**

(See 3 FAM 4310 (Old 3 FAM 761.2) ([Chapter
485](http://www.usaid.gov/policy/ads/400/485.pdf))

Separation from the Service for such cause as will promote the
efficiency of the Service under Section 610 of the Act. ([Chapter
450](http://www.usaid.gov/policy/ads/400/450.pdf))

**Serious Health Condition**

Includes

\(1\) An illness, injury, impairment, or physical or mental condition
that involves-(i)Inpatient care (i.e., an overnight stay) in a hospital,
hospice, or residential medical care facility, including any period of
incapacity or any subsequent treatment in connection with such inpatient
care; or(ii) Continuing treatment by a health care provider that
includes (but is not limited to) examinations to determine if there is a
serious health condition and evaluations of such conditions if the
examinations or evaluations determine that a serious health condition
exists. Continuing treatment by a health care provider may include one
or more of the following-

\(A\) A period of incapacity of more than 3 consecutive calendar days,
including any subsequent treatment or period of incapacity relating to
the same condition, that also involves-

\(1\) Treatment two or more times by a health care provider, by a health
care provider under the direct supervision of the affected individual\'s
health care provider, or by a provider of health care services under
orders of, or on referral by, a health care provider; or

\(2\) Treatment by a health care provider on at least one occasion which
results in a regimen of continuing treatment under the supervision of
the health care provider (e.g., a course of prescription medication or
therapy requiring special equipment to resolve or alleviate the health
condition.)

\(B\) Any period of incapacity due to pregnancy, or for prenatal care,
even if the affected individual does not receive active treatment from a
health care provider during the period of incapacity or the period of
incapacity does not last more than 3 consecutive calendar days.

\(C\) Any period of incapacity or treatment for such incapacity due to a
chronic serious health condition that-

\(1\) Requires periodic visits for treatment by a health care provider
under the direct supervision of the affected individual\'s health care
provider,

\(2\) Continues over an extended period of time (including recurring
episodes of a single underlying condition); and

\(3\) May cause episodic rather than a continuing period of incapacity
(e.g., asthma, diabetes, epilepsy, etc.). The condition is covered even
if the affected individual does not receive active treatment from a
health care provider during the period of incapacity or the period of
incapacity does not last more than 3 consecutive calendar days.

\(D\) A period of incapacity which is permanent or long-term due to a
condition for which treatment may not be effective. The affected
individual must be under the continuing supervision of, but need not be
receiving active treatment by, a health care provider (e.g.,
Alzheimer\'s, severe stroke, or terminal stages of a disease).

\(E\) Any period of absence to receive multiple treatments (including
any period of recovery) by a health care provider or by a provider of
health care services under orders of, or on referral by, a health care
provider, either for restorative surgery after an accident or other
injury or for a condition that would likely result in a period of
incapacity or more than 3 consecutive calendar days in the absence of
medical intervention or treatment (e.g., chemotherapy/radiation for
cancer, physical therapy for severe arthritis, dialysis for kidney
disease.)

\(2\) (Serious health condition does not include routine physical, eye,
or dental examinations; a regimen of continuing treatment that includes
the taking of over-the-counter medications, bed-rest, exercise, and
other similar activities that can be initiated without a visit to the
health care provider; a condition for which cosmetic treatments are
administered, unless inpatient hospital care is required or unless
complications develop; or an absence because of an employee\'s use of an
illegal substance, unless the employee is receiving treatment for
substance abuse by a health care provider or by a provider of health
care services on referral by a health care provider. Ordinarily, unless
complications arise, the common cold, the flu, earaches, upset stomach,
minor ulcers, headaches (other than migraines), routine dental or
orthodontia problems, and periodontal disease are not serious health
conditions. Allergies, restorative dental or plastic surgery after an
injury, removal of cancerous growth, or mental illness resulting from
stress may be serious health conditions only if such conditions require
inpatient care or continuing treatment by a health care provider.)
([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**serious incidents**

Those which affect the operational status of the USAID. Such incidents
may include: 1) The USAID office building has been attacked or sustained
damage due to bombing, mob violence or terrorist assault; 2) USAID
personnel have been taken hostage, injured or killed in other than
accidental circumstances; and 3) USAID facilities, residences or
personnel are under imminent threat of attack. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Service**

See 3 FAM 4310 (Old 3 FAM 761.2) and 3 FAM 4412 ([Chapters
485](http://www.usaid.gov/policy/ads/400/485.pdf),
[486](http://www.usaid.gov/policy/ads/400/486.pdf))

**service agreement \[recruitment and relocation bonuses\]\
**In conjunction with a recruitment bonus means a written agreement
between USAID and a newly appointed employee under which the employee
agrees to complete a one-year period of employment with the Agency in
return for payment of a recruitment bonus.

In conjunction with a relocation bonus means a written agreement between
USAID and an employee under which the employee agrees to complete a
one-year period of employment with the Agency at the new duty station to
which relocated in return for payment of a relocation bonus. ([Chapter
467](http://www.usaid.gov/policy/ads/400/467.pdf))

**service agreement \[Travel Expenses for Candidates' Pre-Employment
Interviews and New Appointees\]\
**A written agreement initiated by USAID and signed by a newly appointed
employee under which the employee agrees to remain employed with the
Federal Government for twelve months in return for payment of travel and
transportation expenses.

([Chapter 467](http://www.usaid.gov/policy/ads/400/467.pdf))

**Services**

The performance of identifiable tasks, rather that the delivery of an
end item of supply. ([Chapter
310](http://www.usaid.gov/policy/ads/300/310.pdf))

Provision of administrative assistance or something of benefit to the
public.

([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Servicing Agency**

The Federal agency that provides goods or services to another agency
under the authority of the Economy Act or similar legislation. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**SES Career Appointee**

An individual in an SES position whose appointment to the position, or
previous appointment to another SES position, was based on a competitive
SES merit staffing process and whose executive qualifications for the
SES were certified by a Qualifications Review Board, or an individual
who converted to the SES with a career appointment. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**SES Limited Emergency Appointee**

An individual who was appointed non-competitively, under a non-renewable
appointment not to exceed 18 months, to an SES General position to meet
a bona fide, unanticipated, urgent need. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**SES Limited Term Appointee**

An individual who was appointed non-competitively, under a non-renewable
appointment not to exceed three years, to an SES General position, the
duties of which shall expire at the end of such term. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**SES Non-Career Appointee**

An individual, other than one serving under a career or limited
appointment, who was appointed non-competitively to an SES General
position. ([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

**SES Position**

A position that is classified above GS-15, or is in level IV or V of the
Executive Schedule, or an equivalent position, which is not required to
be filled by President appointment with Senate confirmation, and in
which the incumbent:

1\) Directs the work of an organizational unit;

2\) Is held accountable for the success of one or more specific

programs or projects;

3\) Monitors progress toward organizational goals, and periodically
evaluates and makes appropriate adjustments to such goals;

4\) Supervises the work of employees other than personal assistants; or

5\) Otherwise exercises important policy-making, policy-determining, or
other executive functions. ([Chapter
423](http://www.usaid.gov/policy/ads/400/423.pdf))

**settle**

See 6 FAM 311.3. ([Chapter
521](http://www.usaid.gov/policy/ads/500/521.pdf))

**Severable/non-severable**

A contract that, if terminated, still provides a benefit from the
amounts paid/obligated is considered to be severable. For example, an
organization has a service contract to wash 1,000 windows during the
next 6 months. If the contract is terminated after only 10 windows are
washed, the organization has the benefit of 10 clean windows (and
presumably would not have to pay for the windows that were not washed).
This contract would be considered to be severable. If the contract is
for a study, however, terminating the contract before the study is
completed leaves nothing -- so the contract would be considered to be
non-severable.

Some contracts may be severable in part. For example, if you sign a
contract with a company which covers the purchase of 20 LAN servers and
maintenance of the servers for 18 months, the portion of the contract
relating to the purchase would be considered to be non-severable while
the portion relating to maintenance would be severable. ([Chapter
603](http://www.usaid.gov/policy/ads/600/603.pdf))

**SFFAC**

Statements of Federal Financial Accounting Concepts are documents that
describe the concepts used by the Federal Accounting Standards Advisory
Board in recommending standards. Concept statements are not
authoritative, but may be useful in understanding specific Statements of
Federal Financial Accounting Standards. ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**SFFAS**

Statements of Federal Financial Accounting Standards are accounting
standards for the Federal Government recommended by the Federal
Accounting Standards Advisory Board and approved by the Director of OMB,
the Secretary of Treasury, and the Comptroller General. ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**Shared (or Transferred) Leave Status**

The administrative status of an employee while the employee is using
transferred leave. ([Chapter
482](http://www.usaid.gov/policy/ads/400/482.pdf))

**Short-term Lease (STL)**

A real property lease for less than ten years. The number of renewals
does not affect the classification of a lease as short-term; a
short-term lease may be renewed for an unlimited number of times and is
still considered a short-term lease, as long as each lease period is
less than ten years. (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

A single lease of less than 180 days, or repetitive or intermittent
leases under a single activity or program within a one-year period
totaling less than 180 days. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**Shot List**

A list of shots in a completed motion picture film often used for
classification purposes. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Significant Effect**

With respect to effects on the environment outside the United States, a
proposed action has a significant effect on the environ­ment if it does
significant harm to the environment. ([Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Simplified Acquisition Procedures (SAP)**

A term, formerly known as Small Purchasing Procedures, which identifies
the methods used for making simplified acquisitions such as imprest,
Agency bank card purchases, purchase orders, and Blanket Purchase
Agreements (as prescribed in the Federal Acquisition Regulation \[48 CFR
1\] Part 13) to streamline the process of purchasing. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Simplified Acquisition Threshold (SAT)**

\$100,000, except that in the case of any contract to be awarded and
performed, or purchase to be made, outside the United States in support
of a contingency operation (as defined in 10 U.S.C. 101(a)(13)) or a
(U.S. military) humanitarian or peacekeeping operation (as defined in 10
U.S.C. 2302(7) and 41 U.S.C. 259(d)), the term means \$200,000. Limited
to \$50,000 after December 31, 1999, unless the agency has certified
full FACNET capability in accordance with FAR 4.505-2. This limitation
does not apply to acquisitions of commercial items conducted using FAR
Subpart 13.6. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

**single integrated financial management system**

A unified set of financial systems and the financial portion of mixed
systems encompassing the software, hardware, personnel, processes
(manual and automated), procedures, controls, and data necessary to
carry out financial management functions, manage the financial
operations of the Agency, and report on the Agency's financial status to
central agencies, Congress, and the public. Unified means that the
systems are planned for and managed together, operated in an integrated
fashion, and linked together electronically in an efficient and
effective manner to provide the Agency-wide financial system support
necessary to carry out the Agency's mission and support the Agency's
financial management needs. (OMB Circular A-127) ([Chapter
620](http://www.usaid.gov/policy/ads/600/620.pdf))

**Single Real Property Manager (SRPM)**

M/OBO (the State Department\'s Office of Management, Bureau of Overseas
Buildings Operations) is the designated SRPM worldwide. This
responsibility is delegated through the Chief of Mission to the
administrative counselor or officer at each embassy. This person is
responsible for acquisition and management of all officially leased and
U.S. Government-owned real property in the country, except for certain
USAID property. (6 FAM 718) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**\*skills area**

The four skill areas are Resource Management, Leadership, Technical and
Analytical, and Teamwork and Professionalism. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**\*skill level**

The level that an employee is rated against to determine whether he or
she is meeting or exceeding the expectations of his/her personal grade.
([Chapter 461](http://www.usaid.gov/policy/ads/400/461.pdf))

**Skills Matrix**

\*A chart explaining the skill areas and sub-skills based on
performance-level definitions. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

A matrix of skills composed of 28 subskills for which performance
standards have been established. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**small business**

A business, including its affiliates, that is independently owned and
operated, not dominant in the field of operation in which it is bidding
on government contracts, and qualified as a small business under FAR
19.102. ([Chapter 321](http://www.usaid.gov/policy/ads/300/321.pdf))

**Small Disadvantaged Business**

A small business concern that is at least 51 percent unconditionally
owned by

one or more individuals who are both socially and economically
disadvantaged,

or a publicly owned business that has at least 51 percent of its stock

unconditionally owned by one or more socially and economically
disadvantaged

individuals (as defined in this section) and that has its management and
daily

business controlled by one or more such individuals. ([Chapter
321](http://www.usaid.gov/policy/ads/300/321.pdf))

**small Mission**

Small Missions manage start-up, ongoing, or terminating programs that
are limited in size and breadth to one or two strategic goal areas.
Typically, these Missions are staffed by a senior manager and one or
more technical/program managers, with three to four U.S. Direct-Hire
employees. Small Missions engage directly with host governments in
planning and overseeing U.S. assistance programs and rely on USAID/W,
full Missions, or regional hubs for technical, program, and
administrative support services. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

solicitation

This is the term used by the U.S. Government to refer to the assorted
means by which offers or proposals are sought for government
requirements and programs. Requests for Proposals (RFPs), Invitations
for Bids (IFBs), Tenders, Requests for Applications (RFAs), Annual
Program Statements (APSs), and Requests for Quotes (RFQs) are all
examples of types of government solicitations. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Son or Daughter**

A biological, adopted, or foster child; a step child; a legal ward; or a
child of a person standing in loco parentis who is:

\(1\) Under 18 years of age; or

\(2\) 18 years of age or older and incapable of self-care because of a
mental or physical disability. A son or daughter incapable of self-care
requires active assistance or supervision to provide daily self-care in
three or more of the \"activities of daily living\" or \"instrumental
activities of daily living.\" Activities of daily living include
adaptive activities such as caring appropriately for one\'s grooming and
hygiene, bathing, dressing, and eating. Instrumental activities of daily
living include cooking, cleaning, shopping, taking public
transportation, paying bills, maintaining a residence, using the
telephones and directories, using a post office, etc. A \"physical or
mental disability\" refers to a physical or mental impairment that
substantially limits one or more of the major life activities of an
individual as defined in 29 CFR 1630.2(h), (i), and (j). ([Chapter
481](http://www.usaid.gov/policy/ads/400/481.pdf))

**Sound Track**

The portion of the length of film reserved for the sound record or any
length of film bearing sound only. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Source**

The country from which a commodity is shipped to the cooperating country
(or the cooperating country itself if the commodity is located therein
at the time of the purchase). In the case of a commodity shipped from a
free port or bonded warehouse in the same form it was received therein,
\"source\" is the country from which the commodity was shipped to the
free port or bonded warehouse. ([Chapter
310](http://www.usaid.gov/policy/ads/300/310.pdf))

**Source Selection Authority (SSA)**

A competition official with decision-making authority who is responsible
for source selection as required by the Federal Acquisition Regulation
(FAR) and OMB Circular A-76. The SSA and the Contracting Officer (CO)
may be the same individual. ([Chapter
104](http://www.usaid.gov/policy/ads/100/104.pdf))

**sovereign debt**

Debt owed by the government of one country to the government of another.
Collection of sovereign debt is normally through diplomatic means.
Sovereign debt is normally retained as inactive debt after write-off.
([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**sovereign risk**

Risk undertaken by a sovereign government or a sovereign entity that is
backed by the full faith and credit of a sovereign government. ([Chapter
249](http://www.usaid.gov/policy/ads/200/249.pdf))

**special act or service**

A contribution or accomplishment in the public interest that is

-   A non-recurring contribution either within or outside of job
    responsibilities;

-   A scientific achievement; or

```{=html}
<!-- -->
```
-   An act of heroism. ([Chapter
    491](http://www.usaid.gov/policy/ads/400/491.pdf))

Special Drawing Rights (SDRs)

An artificial currency unit of the International Monetary Fund (IMF)
defined as a basket of national currencies (Euro, Japanese yen, Pound
sterling, and the U.S. dollar). The value of the SDR is posted on the
IMF's web site (www.imf.org/external/np/tre/sdr/basket.htm). ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

::: Definition-Term
**Special Letter of Credit**
:::

::: Definition-Term
A Special Letter of Credit (SLC) is an alternative to financing
commodities and commodity related services under a Letter of Commitment.
The SLC becomes a foreign exchange asset for the host country with an
immediate impact on foreign exchange reserves as well as the rapid
generation of local currency. When the SLC is used as a means for
financing local costs, the Bureau Assistant Administrator must approve
the justification for its use. ([Chapter
630](http://www.usaid.gov/policy/ads/600/630.pdf))
:::

**Special Maintenance And Repair (M&R)**

The restoration to original condition, or to a sound state, of real
property or a portion thereof that has deteriorated or been damaged.
(See Routine M&R.) (FAM06-0700) ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))

**Special Objective (SpO)**\
A Special Objective (SpO) is an objective that is difficult to define
and measure or is not directly linked to a goal in the Agency Strategic
Plan. Special Objectives are expected to be small in scope, relative to
the total portfolio of any Bureau. Special Objectives should meet at
least one of the following criteria:

-   Represents a response to a legislated earmark or special foreign
    policy interest beyond what is described in the Agency Strategic
    Plan or that does not contribute directly to an Operating Unit's
    Strategic Objectives.

-   Is exploratory or experimental in nature, such as development of a
    new program area.

-   Is research and contributes to the achievement of an Agency goal.

    Responds to an emergency or short-term post-crisis stabilization
    effort, such as when an interim Strategic Plan is indicated.
    ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/),
    [204](http://www.usaid.gov/policy/ads/200/204.pdf))

**Special, One-Time Report**

A report prepared one time as requested by a Member of Congress and/or
Congressional Committee staff as assigned by ES or GC/LP. ([Chapter
556](http://www.usaid.gov/policy/ads/500/556.pdf))

special selection priority certificate

A certificate used to refer candidates qualified under the Interagency
Career Transition Assistance Plan to selecting officials. (Chapter 418)

**Special Types of Records**

Records which, because of their size or physical characteristics, must
be kept in a separate group. They include films, disks, and tape records
which require special equipment and handling, cartographic materials and
drawings, cards (manual and machine type), and computer printouts.
([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Specific Functional Category**

Federal agency activities which consume energy, or which are directly
linked to energy consuming activities and which fall into one of the
following groups: Services, General Transportation, Industrial or
Production, Operational Training and Readiness, and Others. ([Chapter
528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Specific RIF Notice**

A written communication from an Agency official to an individual
employee providing notice that the employee will be reached for a RIF
separation action. ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**Split Funding**

The term \"Split Funding\" refers to the practice of using more than one
funding source in a single contract or other financing instrument.
([Chapter 601](http://www.usaid.gov/policy/ads/600/601.pdf))

**\*Sponsoring Unit**

An Agency Mission or Bureau that applies USAID funds to participant
training design, implementation, or evaluation activities. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Spouse**

An individual who is a husband or wife pursuant to a marriage that is a
legal union between one man and one woman, including common law marriage
between one man and one woman in States where it is recognized.
([Chapter 481](http://www.usaid.gov/policy/ads/400/481.pdf))

**staff**

An organization unit within a Bureau or Independent Office; a Level II
organization. A staff is responsible for carrying out functions or
activities that are supportive to the effective functioning of a line
organization. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**stakeholder compact**

Also known as a Training Agreement. A written agreement between
participants, employers and sponsoring units of specific performance
change targets within the organizational setting of the participants
selected for training. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**stakeholders**

Those individuals and/or groups who exercise some type of authority over
USAID resources such as Congress, OMB, Department of State, and those
who influence the political process, e.g., interest groups and
taxpayers. ([Chapters 102](http://www.usaid.gov/policy/ads/100/102.pdf),
[201](http://www.usaid.gov/policy/ads/200/201.pdf),
[203](http://www.usaid.gov/policy/ads/200/203.pdf))

Those who are affected by a development outcome or have an interest in a
development outcome. Stakeholders include customers (including internal,
intermediate, and ultimate customers) but can include more broadly all
those who might be affected adversely, or indirectly, by a USAID
activity who might not be identified as a "customer." ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Standard**

An energy conservation measure determined by DOE to be applicable to a
particular agency or agencies. Once established as a standard, any
variance or decision not to adopt the measure requires a waiver.
([Chapter 528](http://www.usaid.gov/policy/ads/500/528.pdf))

**Standard Agency Applications**

Software that has been installed on Agency hardware that is generally
available to Agency users of automation equipment. ([Chapter
550](http://www.usaid.gov/policy/ads/500/550.pdf))

**standard cost**

Predetermined expected unit costs, which are acceptable for financial
reporting purposes if adjusted periodically to reflect actual results.
(SFFAS 3) ([Chapter 629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Standard Form**

A form prescribed by a Federal agency, pursuant to its authority, and
approved by the General Services Administration (GSA) for mandatory
government-wide use. Carries an SF form number. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**standardization**

Standardization is the selection of a specific brand of technical
equipment to the exclusion of other brands when it can be established
that such action is necessary in the public interest. ([Chapter
534](http://www.usaid.gov/policy/ads/500/534.pdf))

**Standardized Regulations (Government Civilians in Foreign Areas)**

A publication of the Department of State's Allowances section, covering
the various support allowances applicable to U.S. Government employees
traveling or posted overseas. Allowances are also applicable to
PASA/RSSA and contract employees as provided for by the agreement or the
contract provisions. ([Chapters
306](http://www.usaid.gov/policy/ads/300/306.pdf),
[526](http://www.usaid.gov/policy/ads/500/526.pdf))

**standardized security equipment**

IG/SEC-approved security equipment and locking hardware required to
safeguard the vital interests of the agency and comply with local, state
and federal regulations. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Standards of the Class**

The determination that an employee is meeting the skills standards of
the class established in the Skills Matrix and has met the work
objectives established in the current Annual Evaluation Form. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**statement of expenditure**

The accounting of expenditures that must accompany each U.S.
participant\'s income tax return, detailing the training-related
expenditures paid from U.S. sources on behalf of the participant.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Statistical Record**

A record in a system of records maintained for statistical research or
reporting purposes only and not used in whole or in part in making any
determination about an identifiable individual, except as provided by
section 8 of title 13. ([Chapter
508](http://www.usaid.gov/policy/ads/500/508.pdf))

**status quo employee**

An employee who failed to acquire competitive status when the position
in which serving was placed in the competitive service by a statute,
Executive Order, or Civil Service Rule, which permitted the employee\'s
retention without the acquisition of status. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Statutory Violations**

Any transactions that result in creating an obligation or making an
expenditure in excess of or before receipt of any appropriation,
apportionment, reapportionment, or allotment. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

**steady state**

An ongoing IT project that is in operational mode. (See OMB Circular
A-11, Section 300) ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**Stock Footage**

Unedited motion picture film or video tape of scenery and action that is
retained for future use. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**strategic budgeting**

USAID's programming policy, which closely links resource allocation with
strategic priorities and performance. It is a core element of
results-based management. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

**Strategic Objective (SO)\
**The most ambitious result that a USAID Operating Unit, along with its
partners, can materially affect, and for which it is willing to be held
accountable. SOs can be designed for an Operating Unit to provide
analytic, technical, logistical, or other types of support to the SOs of
other Operating Units (whether bilateral, multi-country, or global in
nature). ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf),
[534](http://www.usaid.gov/policy/ads/500/534.pdf))

**Strategic Objective Agreement (SOAG)\
**A formal agreement that obligates funds between USAID and the host
government or other parties, such as, in certain cases, regional
organizations created by governments. It sets forth a mutually agreed
upon understanding of the time frame, results expected to be achieved,
means of measuring those results, resources, responsibilities, and
contributions of participating entities for achieving a clearly defined
Strategic Objective. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/))

The SOAG is the principal bilateral grant agreement used by USAID.A SOAG
is composed of the Principal Text; Annex 1, Amplified Description; and
Annex 2, Standard Provisions. ([Chapter
350](http://www.usaid.gov/policy/ads/300/350.pdf))

**Strategic Objective (SO) Team**

A group of people with complementary skills who are empowered to achieve
a specific USAID development objective for which they are willing to be
held accountable. The primary responsibility of SO Teams is to make
decisions and implement activities related to accomplishing the
objective. Another essential function is to ensure open communication
and collaboration across organizational boundaries at all phases of the
development process. SO Teams may decide to organize sub-teams if they
wish to manage complex SOs more efficiently. SO Teams are composed of
USAID employees and those partners and customers considered to be
essential for achieving the SO. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf))

In general, a team is a group of people committed to a common
performance goal for which they hold themselves individually and
collectively accountable. Teams can include USAID employees exclusively
or USAID, partner, stakeholder and customer representatives. An SO team
is a group of people who are committed to achieving a specific strategic
objective and are willing to be held accountable for the results
necessary to achieve that objective. The SO team can establish
subsidiary teams for a subset of results or to manage a results package.
([Chapter 204](http://www.usaid.gov/policy/ads/200/204.pdf))

A group of people who are committed to achieving a specific objective
and are willing to be held accountable for the results necessary to
achieve that objective. This team may establish subsidiary teams for a
subset of results or to manage a results package. ([Chapters
304](http://www.usaid.gov/policy/ads/300/304.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf),
[307](http://www.usaid.gov/policy/ads/300/307.pdf))

**strategic plan\
**A document used to describe and obtain approval for one or more
Strategic Objectives or Special Objectives to be implemented by an
Operating Unit. Approved Operating Unit Strategic Plans represent an
Agency-wide commitment to a set of objectives and Intermediate Results
(IRs) to be accomplished by an Operating Unit. ([Chapters
200-203](http://www.usaid.gov/policy/ads/200/),
[204](http://www.usaid.gov/policy/ads/200/204.pdf))

**strategic plan timeframe**

The time period in which USAID plans to make funds available for a given
set of Strategic, Special, or Program Support Objectives. The strategic
plan sets the overall vision and strategic directions for this
timeframe. ([Chapters 200-203](http://www.usaid.gov/policy/ads/200/))

**Strategic Support Objective\
**Term no longer used. **(See "Strategic Objective (SO)")**

structural adjustment support

Any sector program aid that is financed in association with or related
to the structural adjustment programs of the World Bank and the
International Monetary Fund (IMF). ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**STU-III**

Secure Telephone Units ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Student**

An individual enrolled not less than halftime in an accredited high
school, trade school, technical or vocational institute, junior college,
college, university, or other accredited educational institution.
([Chapter 413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Student Career Experience Program**

This is a salaried program for full time high school, college
undergraduates and graduate students. It combines classroom learning
directly related to practical on-the-job experience. ([Chapter
469](http://www.usaid.gov/policy/ads/400/469.pdf))

**Student Temporary Employment Program**

This program enables high school, college undergraduate and graduate
students to earn a salary while continuing their studies. Job
assignments are clerical/administrative support. ([Chapter
469](http://www.usaid.gov/policy/ads/400/469.pdf))

#### Sub-allowance

The distribution of funds to the strategic objective or other levels
below the allowance level. ([Chapter
634](http://www.usaid.gov/policy/ads/600/634.pdf))

#### Sub-Borrower

The individual or group that is the recipient of a loan from an ICI.
([Chapter 316](http://www.usaid.gov/policy/ads/300/316.pdf))

**Sub-Group Standing**

An employee\'s relative standing on a retention register based on tenure
group and veteran preference subgroup. Employees are ranked within each
subgroup by years of service which includes performance credit.
([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Subject Files**

Relate to standard categories, functions and interests, and consist of
general file materials of incoming originals and outgoing copies of
letters, memoranda, cables/telegrams, e-mails, faxes, reports and
documents involving a wide variety of topics. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Subject Filing**

The process of arranging and filing records according to their general
informational content. The purpose is to bring together all papers on
the same topic to make it easier to retrieve information when it is
needed. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**subject invention**

Subject invention means any invention of the funding recipient conceived
or first actually reduced to practice in the performance of work under
USAID agreements. ([Chapter
318](http://www.usaid.gov/policy/ads/300/318.pdf))

**Subject Line**

The Subject line, assigned by the originator, highlights message
content; identifies reader interest; and helps to automatically retrieve
the telegram. Assign a subject that is concise, but gives clear clues.
([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Subject Matter Expert (SME)**

An individual selected to evaluate candidates and establish the
candidate\'s relative merit for promotion to the targeted position. He
or she must be competent in the technical areas of the position.
([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Sub-Loan**

A loan from an Intermediate Credit Institution (ICI) to an individual or
group. ([Chapter 316](http://www.usaid.gov/policy/ads/300/316.pdf))

**subrecipient**

Any person or government department, agency, establishment, or nonprofit
organization that receives financial assistance to carry out a program
through a primary recipient or other subrecipient. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**subsidized credit**

The provision of loans on the basis of interest rates and fees that fail
to cover the full long-run costs of providing those loans. ([Chapter
219](http://www.usaid.gov/policy/ads/200/219.pdf))

**subsidy cost**

The cost of a grant of financial aid, usually by a governmental body, to
some person or institution for particular purposes. Credit subsidy cost
is the estimated long-term cost to the government of direct loans or
loan guarantees calculated on a net present value basis, excluding
administrative costs. Direct loan subsidy cost is the estimated
long-term cost to the government of direct loans calculated on a present
value basis, excluding administrative costs. The cost is the present
value of estimated net cash outflows at the time the direct loans are
disbursed. The discount rate used for the calculation is the average
interest rate (yield) on marketable Treasury securities of similar
maturity to the loan, applicable to the time when the loans are
disbursed. Loan guarantee subsidy cost is the estimated long-term cost
to the government of loan guarantees calculated on a present value
basis, excluding administrative costs. The cost is the present value of
estimated net cash outflows at the time the guaranteed loans are
disbursed by the lender. The discount rate used for the calculation is
the average interest rate (yield) on marketable Treasury securities of
similar maturity to the loan guarantees, applicable to the time when the
guaranteed loans are disbursed. (OMB Circular No. A-11) ([Chapters
249](http://www.usaid.gov/policy/ads/200/249.pdf),
[623](http://www.usaid.gov/policy/ads/600/623.pdf))

**\*sub-skills**

Definitions within each skill area on the Skills Matrix that describe
the expected levels of performance at each grade. ([Chapter
461](http://www.usaid.gov/policy/ads/400/461.pdf))

**subsovereign risk**

Risk undertaken by municipalities or parastatal organizations that is
not backed by the full faith and credit of a sovereign nation. ([Chapter
249](http://www.usaid.gov/policy/ads/200/249.pdf))

**\*substantive changes**

Substantive changes alter the meaning or intent of the policy directive
or required procedure. If you change what people are required to do or
how they are required to do it, you are making a substantive change.
([Chapter 501](http://www.usaid.gov/policy/ads/500/501.pdf))

**suitability**

Suitability refers to the basic standard (in EO 10450) requiring that an
individual\'s appointment to or retention in the Federal Service must
promote the efficiency of the Service. Suitability is only applicable to
direct-hire employees. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[566](http://www.usaid.gov/policy/ads/500/566.pdf),
[567](http://www.usaid.gov/policy/ads/500/567.pdf))

**suitably marked**

Marking with the USAID red, white and blue emblem, and for shipping
containers, marking with the emblem in addition to the USAID financing
document number. ([Chapter
320](http://www.usaid.gov/policy/ads/300/320.pdf))

**Summary Plan Description**

This is the legal document that specifies the requirements and features
of the 401(k) pension plan. ([Chapter
637](http://www.usaid.gov/policy/ads/600/637.pdf))

**summary rating (Civil Service)**

An adjectival rating based on the adjectival ratings of each of the
employee's work objectives (Exceptional, Excellent, Effective, Needs
Improvement, or Unacceptable). ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**Summer Employment Program**

Salaried Summer internships for high school and college undergraduates
and graduate students who will continue their education upon completion
of the internship. Job assignments are clerical/administrative support
for high school students, directly related to field of study above that
level. ([Chapter 469](http://www.usaid.gov/policy/ads/400/469.pdf))

**superior qualifications appointments**

### See 5 CFR Sec. 531.203(b) ([Chapter 471](http://www.usaid.gov/policy/ads/400/471.pdf))

**superseded code**

A superseded code is a code in Handbook 18, Appendix D that is no longer
active but which we maintain for historical purposes. ([Chapter
260](http://www.usaid.gov/policy/ads/200/260.pdf))

**supervisor**

An employee that is responsible for the \"direction\" of subordinates
within his/her organization unit and whose supervisory responsibilities
meet at least the minimum requirements for coverage under the General
Schedule Supervisory Guide. Those directed may be subordinate Federal
civil service employees; assigned military employees; non-Federal
workers; unpaid volunteers; student trainees; or others. Supervisors
serve as coaches that empower staff to accomplish work. Traditional
supervisory duties include evaluating employee performance; selecting or
participating with considerable weight in the selection of subordinate
employees; reviewing and approving leave requests; hearing and resolving
complaints and grievances; and effecting disciplinary measures.
([Chapters 102](http://www.usaid.gov/policy/ads/100/102.pdf),
[413](http://www.usaid.gov/policy/ads/400/413.pdf))

**Supplemental Financial and Management Information**

Additional information which supports the \"Overview of the Reporting
Entity\" or which enhances an understanding of the financial condition
and operations of the Agency. ([Chapter
594](http://www.usaid.gov/policy/ads/500/594.pdf))

**Supplementary Evaluation Form (SEF)**

A form prepared in addition to the AEF for promotion, tenuring and IDI
graduation nominations. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**Supplies**

Means all property except land or interest in land. It includes (but is
not limited to) public works, buildings, and facilities; ships, floating
equipment, and vessels of every character, type, and description,
together with parts and accessories; aircraft and aircraft parts,
accessories, and equipment; machine tools; and the alteration or
installation of any of the foregoing. ([Chapter
331](http://www.usaid.gov/policy/ads/300/331.pdf))

Supreme Audit Institution (SAI)

A foreign country\'s principal government audit agency, often referred
to as its \"Supreme Audit Institution\" (SAI). ([Chapters
590](http://www.usaid.gov/policy/ads/500/590.pdf),
[591](http://www.usaid.gov/policy/ads/500/591.pdf))

**Survivor Annuitant**

A person who is entitled to an annuity based on the service of a
deceased employee or annuitant, and who has filed claim. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**Survivor Annuity**

The annual sum payable to a survivor annuitant. ([Chapter
494](http://www.usaid.gov/policy/ads/400/494.pdf))

**suspend collection action**

The temporary cessation of collection activity of a debt for a specified
period of time. The debtor is still required to pay the debt. Suspension
of collection action is most appropriate in those cases where a billing
office has reason to believe that the debtor will have future ability to
repay the debt and that active collection of the debt at the present
time would not be productive. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Suspension**

An action taken by a suspending official to disqualify a contractor
temporarily from Government contracting and Government-approved
subcontracting; a contractor so disqualified is \"suspended\". ([Chapter
313](http://www.usaid.gov/policy/ads/300/313.pdf))

An Agency action which places an employee in a temporary status without
duties and pay. ([Chapters
485](http://www.usaid.gov/policy/ads/400/485.pdf),
[487](http://www.usaid.gov/policy/ads/400/487.pdf))

**Sustainable development**

Continued economic and social progress that rests on four key
principles: improved quality of life for both current and future
generations; responsible stewardship of the natural resource base;
broad-based participation in political and economic life; and effective
institutions which are transparent, accountable, responsive and capable
of managing change without relying on continued external support. The
ultimate measure of success of sustainable development programs is to
reach a point where improvements in the quality of life and environment
are such that external assistance is no longer necessary and can be
replaced with new forms of diplomacy, cooperation and commerce.
([Chapter 101](http://www.usaid.gov/policy/ads/100/101.pdf))

**sustained amount\
**The amount of a proposed management efficiency audit recommendation
that is agreeable to USAID. ([Chapter
595](http://www.usaid.gov/policy/ads/500/595.pdf))

**system**

The organized collection, processing, transmission, and dissemination of
information in accordance with defined procedures, whether automated or
manual. ([Chapter 509](http://www.usaid.gov/policy/ads/500/509.pdf))

An assembly of hardware and software configured for the purpose of
processing, transmitting and receiving, storing and retrieving data; a
system may include microcomputers, facsimiles, private branch exchanges,
gateways and firewall equipment of any sort. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**System Manager**

The person officially assigned the responsibility for overseeing the
creation and use of records in an information system. ([Chapter
509](http://www.usaid.gov/policy/ads/500/509.pdf))

**system owner**

An individual or office responsible for the creation, update,
maintenance, and disposition of an electronic data system, data base, or
automated program. Systems currently in use are listed in the Mandatory
Reference section of ADS 502 under Electronic Records Disposition
Schedule. ([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**System of Records**

A group of any records under the control of any agency from which
information is retrieved by the name of the individual or by some
identifying number, symbol, or other identifying particular assigned to
the individual. ([Chapters
508](http://www.usaid.gov/policy/ads/500/508.pdf),
[509](http://www.usaid.gov/policy/ads/500/509.pdf))

**System of Records Notices**

Information posted in the Federal Register that accurately describes the
type systems of records that an agency maintains. It is updated every
two years. ([Chapter 509](http://www.usaid.gov/policy/ads/500/509.pdf))

**System Security Authorization Agreement (SSAA)**

The SSAA is a formal agreement among the DSAA(s), certifier, IS user
representative, and the program manager. It is used throughout the C&A
process to guide actions, and to document decisions, security
requirements, certification tailoring and level-of-effort, certification
results, certifier's recommendation, and the approval to operate.
{Source: NSTISSI No. 1000} Note: C&A is the acronym for Certification
and Accreditation; DSAA is the acronym for Designated Security
Accreditation Authority; and IS is the acronym for information
system(s), all these terms are listed elsewhere in this glossary.
([Chapter 545](http://www.usaid.gov/policy/ads/500/545.pdf))

**- T -**

**Tandem Couple**

A married couple with both individuals assigned by orders to positions
at an overseas post. ([Chapter
535](http://www.usaid.gov/policy/ads/500/535.pdf))(FAM06-0700)

**tangible benefits**

Benefits or savings to the Government that can be measured in terms of
dollars.

([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

**target\
**(See "performance target")

**tax refund offset**

The reduction of a debtor\'s tax overpayments by the amount of legally
enforceable debt owed to a Federal agency. A tax refund offset is a type
of administrative offset. (Source: 31 CFR 285) ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Taxpayer Identification Number (TIN)**

The Social Security Number (SSN) for individuals or the Employee
Identification Number (EIN) for business organizations or nonprofit
entities. ([Chapter 625](http://www.usaid.gov/policy/ads/600/625.pdf))

**team**

A group of individuals coming together through consensus to achieve
agreed upon objectives or results. Teams may be comprised of employees
of USAID and/or other Federal agencies, partners, customers, and
contractors. A team may or may not exist as an official organization
unit. When serving as an organization unit, it functions within a
Bureau, Independent Office, or Mission, as a Level II or below
organization. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

**Team Leader**

Team Leaders of parallel teams ensure that the work of their team is
carried out by performing a range of coordinating and supportive duties
and responsibilities. To be effective, Team Leaders must use a variety
of skills in facilitation, communication, coordination, negotiation,
consensus building, problem solving, and other areas of interpersonal
behavior. Team Leaders of aligned teams serve as supervisors of these
organization units and are usually titled as supervisory. Team Leaders
of permanent teams possess many, but not all, of the supervisory
responsibilities usually residing with formal supervisors as well as
many of the features of parallel team leaders. ([Chapter
102)](http://www.usaid.gov/policy/ads/100/102.pdf)

Team Leaders are \"player coaches\" who work with a group of team
members to achieve specific tasks, produce analytical work products and
services, meet long/short term program goals, and are also responsible
for individual team tasks. ([Chapters
202](http://www.usaid.gov/policy/ads/200/202.pdf),
[203](http://www.usaid.gov/policy/ads/200/203.pdf),
[204](http://www.usaid.gov/policy/ads/200/204.pdf),
[251](http://www.usaid.gov/policy/ads/200/251.pdf),
[305](http://www.usaid.gov/policy/ads/300/305.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf))

**teamwork**

The process whereby a group of people work together (often by dividing
tasks among members based on relative skills) to reach a common goal, to
solve a particular problem, or to achieve a specified set of results.
([Chapter 102](http://www.usaid.gov/policy/ads/100/102.pdf))

**TEC**

Total Estimated Cost. ([Chapter
631](http://www.usaid.gov/policy/ads/600/631.pdf))

**Technical Architecture for Information Technology (IT)**

The conceptual model of USAID\'s information technology
equipment/hardware, computer software, telecommunications and procedures
which go together to build a fully functional information system. The
Technical Architecture identifies the need for a resource, such as a
computer, communications device, or a problem isolation procedure and
also identifies feasible products that meet the need. ([Chapter
544](http://www.usaid.gov/policy/ads/500/544.pdf))

**Technical Assistance**

The provision of goods or services to developing countries and other
USAID recipients in direct support of a development objective-as opposed
to the internal management of the foreign assistance program.

([Chapter 306](http://www.usaid.gov/policy/ads/300/306.pdf))

**technical/default reestimate**

A reestimate of the subsidy cost of direct loans or loan guarantees
based the latest projections on defaults, delinquencies, recoveries, and
prepayments, and other cash flow components. (SFFAS 18) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**Technical Documentation**

Records required to plan, develop, operate, maintain, and use electronic
records and software. Included are systems specification, file
specification, code books, records layout, user guides, and output
specifications. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Technical Reference Files**

Copies of documents retained strictly for reference and informational
purposes and which are not part of the official files. Sometimes called
technical reference materials or reference publications. The technical
reference file group consists of printed or processed material that has
no record value but has a direct relationship to the work of the office.
They include such material as technical reports, manuals and other
directives, pamphlets, periodicals, and guides. They are collected for
use as working tools. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Technical Review Committee (TRC)**

A Committee convened by the Chief, M/HR/POD, to review technical
qualifications, make assessments, and recommend appointments of CS
applicants to the Foreign Service. The Committee comprises an Foreign
Service (FS) Chairperson holding the rank of at least FS-01, two
officers, normally FS, who are experts in the technical specialty of the
position to be filled and no lower than Class FS-02, a representative
(voting) from M/HR/POD with knowledge of the position, and a non-voting
representative of the Office of Equal Opportunity Programs (EOP).
([Chapters 415](http://www.usaid.gov/policy/ads/400/415.pdf),
[459](http://www.usaid.gov/policy/ads/400/459.pdf),
[468](http://www.usaid.gov/policy/ads/400/468.pdf))

**telecommunications center**

A facility that processes and stores multi-level classified, sensitive
and unclassified information in support of agency programs and
objectives. ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Telecommunications Equipment**

This includes telephones, pagers (beepers), facsimile machines, and
computer equipment attached to the network. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Telecommunications Network**

This includes e-mail, development and dissemination of directory
management procedures, network design and features, coordination of
installation of local area networks (LANs), and utilization monitoring
and performance management. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Telecommuter**

A USAID employee assigned to USAID/W working at an alternative workplace
under the provisions of a telecommuting agreement. ([Chapter
405](http://www.usaid.gov/policy/ads/400/405.pdf))

**Telecommuting Agreement**

Completion of the USAID Telecommuting Agreement form (USAID
Telecommuting Agreement, AID 400-8 (12/97)) including at minimum the
name and signatures of the Telecommuter and approving supervisor or
management official, the alternative workplace to be utilized, the dates
and hours to be worked, and some description of the work to be
performed. ([Chapter 405](http://www.usaid.gov/policy/ads/400/405.pdf))

**Telecommuting Center**

A workplace subsidized by the General Services Administration (GSA) and
made available to Federal Agency\'s on a reimbursable basis - currently
not utilized by USAID. ([Chapter
405](http://www.usaid.gov/policy/ads/400/405.pdf))

**Telegram (CABLE)**

An official message originating in the Agency relating pertinent
information dealing with policy, program activities and personnel for
the operation of the U.S. Government. ([Chapter
503](http://www.usaid.gov/policy/ads/500/503.pdf))

**Telegram Captions and Attention Indicators**

A four-letter computer address assigned by the Communications Center to
an Agency office which designates the Action office. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Telegram Communication**

(commonly know as the Cable System) includes all activities involving
the coordination of telegram regulations with other government agencies,
preparation and distribution of all Agency telegrams, and maintaining
hardware and software to support the operation of the telegram system.
([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Telegram Precedence Indicators**

Prescribe the relative urgency for handling and transmitting telegrams.
([Chapter 549](http://www.usaid.gov/policy/ads/500/549.pdf))

**TEMPEST**

The investigation, study, and control of compromising electromagnetic
emanations from telecommunications and IS equipment. Sometimes refers to
system components that use approved emanation suppression/containment
systems for the processing and storage of classified national security
information. ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf),
[562](http://www.usaid.gov/policy/ads/500/562.pdf))

**temporary detail**

Temporary assignment, including a TDY, made to meet emergency needs of
the Service caused by abnormal workload, special projects or studies,
change in mission or organization, or unanticipated absences. ([Chapter
432](http://www.usaid.gov/policy/ads/400/432.pdf))

**Temporary Duty (TDY) Assignment**

An assignment whereby an employee provides assistance on a short-term
basis at a place other than the employee\'s post of assignment.
([Chapters 306](http://www.usaid.gov/policy/ads/300/306.pdf),
[522](http://www.usaid.gov/policy/ads/500/522.pdf), and
[526](http://www.usaid.gov/policy/ads/500/526.pdf))

**Temporary duty at a place other than the employee\'s post of
assignment**

(6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**Temporary Duty Employees**

Employees who provide assistance on a short-term basis at a place other
than their post of assignment. Employees on TDY normally are concerned
with overall activity direction or provide advice on specific problems,
rather than broad assistance over an extended period of time. ([Chapters
306](http://www.usaid.gov/policy/ads/300/306.pdf),
[522](http://www.usaid.gov/policy/ads/500/522.pdf), and
[526](http://www.usaid.gov/policy/ads/500/526.pdf))

**Temporary Employment Authorization**

A determination based on partial investigative action that an individual
is eligible to occupy a non-sensitive position. The individual may have
access to Sensitive But Unclassified (at the discretion of the holder of
the SBU material) and have access to USAID sensitive information
technology systems (at the discretion of the appropriate system
administrator). The temporary employment authorization may be withdrawn
at any time. If withdrawn, the individual will be advised of the issue
requiring resolution, however the individual has no right to appeal the
decision. The employment authorization will remain temporary until the
personnel security investigation is completed and favorably adjudicated
at which time the temporary designation is withdrawn. ([Chapter
567](http://www.usaid.gov/policy/ads/500/567.pdf))

**Temporary Lodging Allowance**

See STR 120 ([Chapter 477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Temporary Promotion**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

The Agency makes time-limited promotions to fill temporary positions,
accomplish project work, fill positions temporarily pending
reorganization or downsizing, or meet other temporary needs for a
specified period of not more than five years. Longer periods may be
authorized by Office of Personnel Management. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**Temporary Quarters**

Subsistence expenses of the employee and immediate family during
occupancy of temporary quarters. ([Chapter
524](http://www.usaid.gov/policy/ads/500/524.pdf))

Quarters allowed under the authority of 5 U.S.C. 5993 and Section STR
120 or STR 130 of the Standardized Regulations. ([Chapter
526](http://www.usaid.gov/policy/ads/500/526.pdf))

**Temporary Quarters Allowance (TQA)**

A subsistence allowance granted to an employee for the reasonable cost
of temporary quarters, meals and laundry expenses incurred by the
employee and/or family members during a specific period of time.
([Chapter 526](http://www.usaid.gov/policy/ads/500/526.pdf))

**Temporary Reassignment**

See 5 CFR 536.102 ([Chapter
474](http://www.usaid.gov/policy/ads/400/474.pdf))

**temporary security clearance**

A certification based on partial investigative action that a U.S.
citizen, who requires access to information classified at a certain
level, has been found security eligible under USAID standards (authority
#16) and may be permitted access to classified information at the
specified level. The temporary clearance may be withdrawn at any time.
If withdrawn, the individual will be advised of the issue requiring
resolution, however the individual has no right to appeal the decision.
The clearance will remain temporary until the personnel security
investigation is completed and favorably adjudicated at which time the
temporary designation is withdrawn. ([Chapter
566](http://www.usaid.gov/policy/ads/500/566.pdf))

**Tenure**

Definitions for terms in this chapter are located in 3 FAM 2430
([Chapter 435](http://www.usaid.gov/policy/ads/400/435.pdf))

A process that changes a career candidate from limited or conditional to
career status. ([Chapter
463](http://www.usaid.gov/policy/ads/400/463.pdf))

**Tenure Board**

A Board established by the Foreign Service Act of 1980 to review all
career candidates who meet eligibility for conversion to career status.
([Chapter 468](http://www.usaid.gov/policy/ads/400/468.pdf))

**tenure groups**

(Civil Service) One of three groups in which an employee is ranked on a
retention register according to the type of appointment under which they
serve (i.e., career, career-conditional, or temporary appointments).
([Chapter 452](http://www.usaid.gov/policy/ads/400/452.pdf))

(Foreign Service) The group to which employees in the same Competitive
Level are assigned, based on type of appointment, for the purpose of
determining retention standing. There are two tenure groups, Group I
(for career employees) and Group II (for career candidates). ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**terminate collection action**

To cease active efforts to enforce recovery of a debt. Termination is a
legal procedure, which is separate and distinct from the accounting
procedure of write-off. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**termination claims**

Claims for compensation of costs incurred when a contract is terminated
for default or the convenience of the Government. ([Chapter
591](http://www.usaid.gov/policy/ads/500/591.pdf))

**terrorism**

The unlawful use or threatened use of force or violence against
individ­u­als or property to coerce or intimidate governments or
societies, often to achieve political, religious, or ideological
objectives. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**Text Documents**

Narrative or tabular documents, such as letters, memorandums, and
reports, in loosely prescribed form and format. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**third country**

Any country that is neither the U.S. nor the country where the USAID
Sponsoring Unit is operating. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**third country national**

A legal resident, but not a citizen, of the non-U.S. country in which
the Sponsoring Unit is operating. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**Third Country National (TCN) Employee**

An individual who is 1) neither a U.S. citizen nor a permanent legal
resident alien of the United States nor a host-country citizen, and 2)
eligible for return travel to the home country or country of recruitment
at U.S. Government expense. ([Chapter
495](http://www.usaid.gov/policy/ads/400/459.pdf))

**threat level**

DOS (Department of State) has developed four threat categories for use
in defining the nature of threats at overseas posts:1) Terrorism, War
and Civil Disturbance; 2) Human Intelligence; 3) Technical security; and
4) Crime. Within these four categories there are four threat levels
indicating the frequency of threats directed against the U.S. official
community:1) Critical; 2) High; 3) Medium; and 4) Low. Determinations of
threat levels for each category at each post are based on the DOS
Composite Threat List, issued semi-annually by DS/DSS/ITA. ([Chapters
562](http://www.usaid.gov/policy/ads/500/562.pdf),
[563](http://www.usaid.gov/policy/ads/500/563.pdf))

**Threshold Decision**

A formal Agency decision which determines, based on an Initial
Environmental Ex­amination, whether a proposed Agency action is a major
action signifi­cantly affecting the environment. ([Chapter
204](http://www.usaid.gov/policy/ads/200/204.pdf))

tied aid

Refers to procurement actions that, as an operational matter, have been
assigned a source/origin code of 000, 899, or 941 and are loans or
grants which are either in effect tied to procurement of goods and
services from the donor country or are subject to procurement modalities
implying limited geographic procurement eligibility. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**Time-In-Class**

Limitations on the maximum time which may be spent in the Foreign
Service or in any one class of the Senior Foreign Service (See [Chapter
440](http://www.usaid.gov/policy/ads/400/440.pdf)). ([Chapter
422](http://www.usaid.gov/policy/ads/400/422.pdf))

**time-off award\
**Time off from duty, without loss of pay or charge to leave, to
encourage and reward superior accomplishments or other personal efforts
that contribute to the quality, efficiency, or economy of Government
operations. ([Chapter 491](http://www.usaid.gov/policy/ads/400/491.pdf))

**TMC**

A Travel Management Center is a commercial travel agent under joint
contract with the General Services Administration (GSA) and federal
agencies or departments. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**TOP SECRET**

A national security classification applied to information, the
unauthorized disclosure of which reasonably could be expected to cause
exceptionally grave damage to the national security (source: Executive
Order 12958). An example of TOP SECRET information is information or
evaluations which reveal vulnerabilities of a weapons system,
communication security subsystems and associated storage media to attack
(source: NTISSI 4002). ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**Total Disability**

The inability of an employee to work in any capacity as a result of a
work-related injury or occupational disease or illness. ([Chapter
442](http://www.usaid.gov/policy/ads/400/442.pdf))

**Trade-In**

The act or business of exchanging commodities by barter, or by buying
and selling for money; commerce; traffic; barter. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**trade-related activities**

Capital goods, capital equipment, and capital-related commodity
procurements and services inherent in the operation of a capital
project. All such trade-related activities collectively are referred to
as "capital projects." ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

trainee position

A position involving a well-defined training program established for a
career or career conditional employee of a definite duration. The
training may be on-the-job or formal training. Assigned tasked are
performed on a rotating or non-rotating basis and under close guidance
and instruction, with promotion scheduled upon satisfactory completion
of the training period. A trainee who does not satisfactorily complete
the training period will be reassigned to a different position.
([Chapter 418](http://www.usaid.gov/policy/ads/400/418.pdf))

**\*TraiNet**

USAID\'s corporate database system that enables the planning and
reporting of information on all USAID training activities, including
in-country training. TraiNet is the single source of information
required for producing the DS-2019 form. Data collected by USAID or its
partners via TraiNet includes measures of results and performance
monitoring, training, participant and program identification, and costs
and cost-sharing. The TraiNet software is a self-contained distributable
application that helps Missions, contractors, and contractor systems at
various locations to collaborate in training for results. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**\*training**

A learning activity taking place in the U.S., a third country, or
in-country in a setting predominantly intended for teaching or imparting
certain knowledge and information to the participants with formally
designated instructors or lead persons, learning objectives, and
outcomes, conducted fulltime or intermittently.

The transfer of knowledge, skills, or attitudes (KSAs) through
structured learning and follow-up activities, or through less structured
means, to solve problems or fill identified performance gaps. Training
can consist of long-term academic degree programs, short- or long-term
non-degree technical courses in academic or in other settings,
non-academic seminars, workshops, on-the-job learning experiences,
observational study tours, or distance learning exercises or
interventions. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training agreement**

(See stakeholder compact) ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**\*training contractor**

The organization hired by a Mission or USAID/W Bureau to help design,
implement, or monitor aspects of results-oriented training under Mission
guidance and authority. See "implementer." ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training impact**

Improvements in individual job or organizational performance
attributable to new skills, knowledge, and attitudes (KSAs) acquired
during training and applied at work settings, designed to contribute to
institutional, sectoral, and host-country development objectives.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training, in-country**

A learning activity taking place in a classroom or workshop with
formally designated instructor(s), learning objectives, and outcomes,
conducted full-time or intermittently within the host country. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training, informal**

Learning activities taking place outside the classroom or other such
formal structuring during a period of Agency-sponsored training.
Includes study and observational tours, or on-the-job practical learning
activities not connected to formal classroom instruction. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training provider**

Any institution, organization, or individual, whether public, private,
non-profit, or for-profit, that furnishes instruction directly to a
participant under full or partial USAID funding. Distinct from training
contractors, who arrange for such training and are also known as
Programming Agents. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training, technical**

Formally structured learning activities, generally in a classroom, that
do not lead to an academic degree. Can include technical courses at
community colleges, technical institutes or universities, on-the-job
activities tied to technical-area classroom work, or any combination of
such formally structured, non-degree producing instructional activity.
([Chapter 253](http://www.usaid.gov/policy/ads/200/253.pdf))

**training, third-country**

Any training activity conducted in a country which is not the host
country or the United States. ([Chapter
253](http://www.usaid.gov/policy/ads/200/253.pdf))

**transfer**

The change of an individual from an SES position in one agency to an SES
position in another agency without a break in service of one full
workday. ([Chapter 423](http://www.usaid.gov/policy/ads/400/423.pdf))

A change of assignment. (6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

The employment of a career or career-conditional employee, when the
employee moves from one agency to another (with or without promotion)
without a break in service of one full workday. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

See 5 CFR Sec. 531.202 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**transfer of function**

The transfer of the performance of a continuing function from one
competitive area to another competitive area where it had not previously
been performed. It also includes the movement of the competitive area in
which the function was performed to another commuting area. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Transition Initiative**

A set of actions intended to facilitate stability and strengthen
democratic institutions in nations that have suffered political,
economic or social upheaval. These actions are not conducted by OFDA.
([Chapter 251](http://www.usaid.gov/policy/ads/200/251.pdf))

**Transitory Correspondence**

Includes transmittal letters or forms, routine requests for information,
publications or communications, acknowledgments, and other similar types
of papers of short term interest which have no documentary or evident
value and normally need not be kept more than 90 days. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Transitory Files**

Contain correspondence that ordinarily would be filed in subject files
except they pertain to matters of short-term interest. They constitute a
separate record series because of the disposal date. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Transmission and Receipt Data**

1\) Transmission and receipt data: Information in electronic mail
systems regarding the identities of sender and addressee(s), and the
date and the time messages were sent.

2\) Receipt data: Information in electronic mail systems regarding date
and time of receipt of a message, and/or acknowledgment of receipt or
access by addressee(s).

([Chapter 502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Traumatic Injury**

A wound or other condition of the body caused by external force,
including stress or strain, which is identifiable as to time and place
of occurrence and affected body member or function, and which occurs
within a single day or work-shift. Traumatic injury includes prosthetic
devices or applications, such as eyeglasses and hearing aids, damaged or
destroyed incidental to a work-related personal injury requiring medical
services. ([Chapter 442](http://www.usaid.gov/policy/ads/400/442.pdf))

**travel**

For the purposes of this chapter, \'Travel\' means the official travel
and transportation of employees, their dependents and effects. It also
includes the administration of allowances and benefits to employees
assigned to overseas posts. ([Chapter
527](http://www.usaid.gov/policy/ads/500/527.pdf))

**Travel Authorization/Order**

The Travel Authorization/Order (TA) is used to obligate funds for the
purchase of goods and services associated with temporary duty (TDY)
travel, post assignment travel, retirement travel, Personal Services
Contract (PSC) travel, and donated travel. ([Chapter
621](http://www.usaid.gov/policy/ads/600/621.pdf))

**Travel Per Diem Allowance**

See STR 925, 6 FAM 140; ADS 522-524 ([Chapter
477](http://www.usaid.gov/policy/ads/400/477.pdf))

**Treasury Schedule 9**

The Treasury Report on Receivables Due from the Public is the Federal
government\'s primary means for Federal agencies to provide
comprehensive information on the non-tax debt portfolio. ([Chapter
625)](http://www.usaid.gov/policy/ads/600/625.pdf)

**type of service**

Identifies whether the position of the employee is in the competitive or
excepted service. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

\- U -

**ultimate customer\
(See "customer")**

**Unacceptable Performance**

Performance that fails to significantly meet minimum performance
standards for one or more critical elements of an employee's performance
plan (AEF). For Civil Service employees, the minimum standard is 'Needs
Improvement'. ([Chapter
489](http://www.usaid.gov/policy/ads/400/489.pdf))

Performance that fails to significantly meet the performance measure
established for a work objective. ([Chapter
462](http://www.usaid.gov/policy/ads/400/462.pdf))

**UNCLASSIFIED**

Information that has not been determined pursuant to EO 12958 or any
predecessor order to require protection against unauthorized disclosure
and that is not designated as classified. (source: NTISSI 4009). A
category of information that includes both Sensitive But Unclassified
(SBU) and non-sensitive information and materials which at a minimum
must be safeguarded against tampering, destruction, or loss. SBU
information and materials must also be afforded additional protections
commensurate with the sensitivity level of the data involved. ([Chapters
545](http://www.usaid.gov/policy/ads/500/545.pdf),
[552](http://www.usaid.gov/policy/ads/500/552.pdf))

**unclassified automated information system**

An information system that has not been engineered and/or physically
located in such a way as to suppress compromising emanations. Such
systems are not approved for the general processing of classified
national security information. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**unconditional gifts**

Gifts made with no conditions on their use. ([Chapter
628](http://www.usaid.gov/policy/ads/600/628.pdf))

**understudy**

An employee selected under merit staffing procedures for the purpose of
being trained to assume the duties of a position scheduled to be vacated
in a definite period of time, normally one year or less. ([Chapter
418](http://www.usaid.gov/policy/ads/400/418.pdf))

**undue hardship**

An action requiring significant difficulty or expense when considered in
light of factors such as the nature and cost of the accommodation
requested; the mission of the organization the accommodation would
impact; the structure and composition of the organization; any pertinent
legal or Agency precedents; and the function, with or without
accommodation, of the employee/applicant requesting the accommodation.
([Chapter 110](http://www.usaid.gov/policy/ads/100/110.pdf))

**undue interruption**

The degree of interruption that would prevent the completion of required
work by the employee 90 days after placement into a different position
under RIF procedures. ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Uniquely Suitable**

A condition in which the proposed Participating Agency is the only
source available to provide the required technical assistance. ([Chapter
306](http://www.usaid.gov/policy/ads/300/306.pdf))

**United States**

The several states, the District of Columbia, and any area or
jurisdiction over which the United States exercises sovereignty.
([Chapters 522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf),
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

**unliquidated obligation balance**

An amount that has been obligated but not disbursed/expensed and remains
as uninvoiced and/or unpaid. ([Chapters
621](http://www.usaid.gov/policy/ads/600/621.pdf),
[631](http://www.usaid.gov/policy/ads/600/631.pdf))

**unobligated balance**

The portion of budget authority that has not yet been obligated. The
unobligated balance for unexpired accounts is still available for new
obligations. The unobligated balance for expired accounts is not
available for new obligations. However, valid obligations may be
adjusted, unrecorded obligations may be added, and payments may be made
from expired accounts. ([Chapters
621](http://www.usaid.gov/policy/ads/600/621.pdf),
[635](http://www.usaid.gov/policy/ads/600/635.pdf))

**Unscheduled Records**

Records (including AV records) for which a disposition has not been
assigned, because the records don\'t fit any of the existing categories,
or because they represent a new AV medium. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**unsupported costs**

Costs questioned by the auditor because, at the time of the audit, the
auditor found that such costs were not supported by adequate
documentation. ([Chapters
591](http://www.usaid.gov/policy/ads/500/591.pdf),
[592](http://www.usaid.gov/policy/ads/500/592.pdf))

**untied aid**

Refers to procurement actions that, as an operational matter, have been
assigned a source/origin code of 935 and are loans or grants that are
freely and fully available to finance procurement from substantially all
developing countries and from the Organization for Economic Cooperation
and Development (OECD) countries. ([Chapter
221](http://www.usaid.gov/policy/ads/200/221.pdf))

**unusual hours**

Work hours that are frequently required to be varied and do not coincide
with any regular work schedule. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**upward adjustment**

To increase the amount of a previously recorded obligation when the
actual amount is determined and it is larger than the estimated amount.
An upward adjustment may require an amendment to the original obligating
document. ([Chapter 621](http://www.usaid.gov/policy/ads/600/621.pdf))

**U.S. citizen resident appointment**

A U.S. citizen living abroad who is not an American Family Member.
([Chapters 450](http://www.usaid.gov/policy/ads/400/450.pdf),
[470](http://www.usaid.gov/policy/ads/400/470.pdf))

**U.S. Flag Air Carrier**

One of a class of air carriers holding a certificate under Section 401
of the Federal Aviation Act of 1958 (49 U.S.C. 1371) authorizing
operations between the U.S. or its territories and one or more foreign
countries. ([Chapter 314](http://www.usaid.gov/policy/ads/300/314.pdf))

**U.S. General Accounting Office Standards \"Yellow Book\"**

The standards, issued by the Comptroller General of the United States,
for audit of Government organizations, programs, activities, and
functions, and of Government assistance received by contractors,
nonprofit organizations, and other non-governmental organizations. (see
also Generally Accepted Government Auditing Standards and Government
Auditing Standards) ([Chapter
592](http://www.usaid.gov/policy/ads/500/592.pdf))

#### U.S. Standard General Ledger

The U.S. Standard General Ledger provides a uniform chart of accounts
and technical guidance to be used in standardizing Federal agency
accounting. ([Chapter 620](http://www.usaid.gov/policy/ads/600/620.pdf))

**USAID**

For purposes of this Directive, USAID is the term used to describe any
overseas USAID organization including an USAID Mission (USAID), Office
of the USAID Representative (USAID/REP), Regional Economic Development
Service Office (REDSO), Regional Housing and Urban Development Office
(RHUDO), Office of the Regional Inspector General (RIG) and Field Office
(FO). ([Chapter 562](http://www.usaid.gov/policy/ads/500/562.pdf))

**USAID 300i Decision Request**

Budget justification and reporting requirements for IT acquisitions
under \$1 million in value, established by USAID. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**USAIDAC**

This term is used when the subject of the outgoing telegram has to do
with USAID programs or projects, or other substantive matters that are
of interest to other U.S. Government Agencies. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**USAID Acquisition Regulation (AIDAR)**

USAID\'s supplement to the FAR, issued as Chapter 7 of Title 48, CFR.
([Chapters 302](http://www.usaid.gov/policy/ads/300/302.pdf),
[330](http://www.usaid.gov/policy/ads/300/330.pdf))

**USAID Form**

A form initiated by USAID. ([Chapter
505](http://www.usaid.gov/policy/ads/500/505.pdf))

**USAID Geographic Code**

A three digit code in the USAID Geographic Code Book which designates a
country, a group of countries, or an otherwise defined area.

a\) Code 000 - The United States: The United States of America, any
State(s) of the United States, the District of Columbia, and areas of
U.S.-associated sovereignty, including commonwealths, territories and
possessions.

b\) Code 899 - Free World: Any area or country, except the cooperating
country itself and the following countries: Afghanistan, Libya, Vietnam,
Cuba, Cambodia, Laos, Iraq, Iran, North Korea, Syria and the People\'s
Republic of China.

c\) Code 935 - Special Free World: Any area or country in the Free
World, including the cooperating country.

d\) Code 941 - Selected Free World: The United States and any
independent country in the Free World, except the cooperating country
itself and the following: Albania, Andorra, Angola, Armenia, Austria,
Australia, Azerbaijan, Bahamas, Bahrain, Belgium, Bosnia and
Herzegovina, Bulgaria, Belarus, Canada, Croatia, Cyprus, Czech Republic,
Denmark, Estonia, Finland, France, Gabon, Georgia, Germany, Greece, Hong
Kong, Hungary, Iceland, Ireland, Italy, Japan, Kazakhstan, Kuwait,
Kyrgyzstan, Latvia, Liechtenstein, Lithuania, Luxembourg, Macedonia,
Malta, Moldova, Monaco, Mongolia, Montenegro, Netherlands, New Zealand,
Norway, Poland, Portugal, Qatar, Romania, Russia, San Marino, Saudi
Arabia, Serbia, Singapore, Slovak Republic, Slovenia, South Africa,
Spain, Sweden, Switzerland, Taiwan, Tajikistan, Turkmenistan, Ukraine,
United Arab Emirates, United Kingdom, Uzbekistan, and Vatican City. Has
the status of a \"Geopolitical Entity\", rather than an independent
country. ([Chapter 310](http://www.usaid.gov/policy/ads/300/310.pdf))

**USAID IT investments**

IT initiatives or projects funded at Missions or USAID/W, regardless of
funding source, that are owned or leased by USAID and operated by USAID
or by contractors for Agency operations. ([Chapter
577](http://www.usaid.gov/policy/ads/500/577.pdf))

**USAID Library**

A USAID/W resource collection, staffed by professionals who manage and
provide a wide range of (DIC): development information books, journals,
and other resources to USAID staff and contractors and the public who
need ready access to information sources on international development.
([Chapter 540](http://www.usaid.gov/policy/ads/500/540.pdf))

**USAID Network (USAIDNET)**

This includes: a) electronic mail (e-mail), the development and
dissemination of directory management procedures; b) network design and
features; c) coordination of installation of local area networks (LANs);
and d) utilization monitoring and performance management. ([Chapters
549](http://www.usaid.gov/policy/ads/500/549.pdf),
[550](http://www.usaid.gov/policy/ads/500/550.pdf))

**USAID system**

A system funded by the Agency and operated by or for the Agency and
located in space owned or directly leased by the Agency or another
agency of the U.S. Government. ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**USAID Tenure Languages**

See list of languages and definition in ADS 458. ([Chapter
459](http://www.usaid.gov/policy/ads/400/459.pdf))

**Use Agreement**

An interagency agreement covering the use by one or more agencies of all
or part of a property under short-term lease to another agency.
Normally, United States Government agencies do not sublease real
property to one another. Instead, their understandings on use of the
property, including funding and other responsibilities, are stated in a
use agreement signed at post by all involved agencies. The use agreement
is administered in the manner of a short-term lease. (FAM06-0700)
([Chapter 535](http://www.usaid.gov/policy/ads/500/535.pdf))

**useful life**

Useful life is the normal operating life of the asset in terms of
utility to the owner. (Source: SFFAS 10) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**User\'s Guide**

A package of descriptive and technical documentation prepared for use
with a data file. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Users**

Anyone responsible for complying with operating procedures or technical
documentation in utilizing a system throughout its life cycle. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Usually Traveled Route**

One or more routes which are essentially the same in travel time and
cost to the Government. Selection of usually traveled routes will depend
on the authorized mode or combination of modes, and is subject to the
provisions of section 134 and 135 restricting use of foreign carriers.
(6 FAM-111.3) ([Chapters
522](http://www.usaid.gov/policy/ads/500/522.pdf),
[523](http://www.usaid.gov/policy/ads/500/523.pdf),
[524](http://www.usaid.gov/policy/ads/500/524.pdf), and
[525](http://www.usaid.gov/policy/ads/500/525.pdf))

utility

Refers to the usefulness of the information to its intended users,
including the public. In assessing the usefulness of information that
the agency disseminates to the public, the agency needs to consider the
uses of the information not only from the perspective of the agency but
also from the perspective of the public. As a result, when
reproducibility and transparency of information are relevant for
assessing the information\'s usefulness from the public\'s perspective,
the agency must take care to ensure that reproducibility and
transparency have been addressed in its review of the information.
([Chapter 578](http://www.usaid.gov/policy/ads/500/578.pdf))

**utility/service door**

An area secured by a locked door to preclude unauthorized access to
non-public areas such as water closets, telephone closets, electrical
areas, and ventilation systems. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Utilization**

The identification, processing, reporting and transfer of excess
personal property among federal agencies. ([Chapter
536](http://www.usaid.gov/policy/ads/500/536.pdf))

**- V -**

**Validation**

The process of applying specialized security test and evaluation
procedures, tools, and equipment needed to establish acceptance for
joint usage of an IS \[information system\] by one or more departments
or agencies and their contractors. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Value-Added Telecommunication Services**

This includes activities such as video conferencing, database sharing,
and bulletin board access. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**vanpool**

A group of eight to 15 persons using a van, specifically designed to
carry passengers, for transportation to and from work in a single daily
round trip. This excludes automobiles and buses. ([Chapter
514](http://www.usaid.gov/policy/ads/500/514.pdf))

**vault**

An area meeting Department of State standards as a vault. Defined by
DS/PSP/PSD (Physical Security Division) in State 090433 of March 23,
1988 (confiden­tial cable). Also includes Mosler and Hamilton Modular
Vaults with approved Mosler vault door. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**verification**

The process of comparing two levels of an IS \[information system\]
specification for proper correspondence, e.g., security policy model
with top-level specification, top-level specification with source code,
or source code with object code. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**Very Important Person (VIP)**

Very Important Person/Official ([Chapters
555](http://www.usaid.gov/policy/ads/500/555.pdf) and
[559](http://www.usaid.gov/policy/ads/500/559.pdf))

**Veterans\' Preference**

A retention preference for employees so entitled under 5 USC 2108, and 5
USC 3501(a)(3). ([Chapter
454](http://www.usaid.gov/policy/ads/400/454.pdf))

**violations**

a\. security violation: Any failure to comply with the requirements and
regulations regarding the security of classified information and
material as stipulated in this Directive and 12 FAM 1000.

b\. deliberate security violation: An intentional failure or conscious
effort to circumvent or disregard the requirements and regulations
regarding the security of classified information and material as
stipulated in this Directive and 12 FAM 1000.

c\. security infraction: Any failure to comply with the requirements and
regulations regarding the security of sensitive information as
stipulated in this Directive and 12 FAM 1000. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**virus**

A computer program or a portion of a computer program that is
self-replicating when executed. The self-replicating capability permits
the virus to spread through­out a computer system or network without
detec­tion. A virus is generally used to perform an unautho­rized,
visible, and sometimes destructive function such as displaying a message
on computer terminals or eras­ing disk files. ([Chapter
562](http://www.usaid.gov/policy/ads/500/562.pdf))

**Vital Records**

Essential Agency records that are needed to meet operational
responsibilities under national security emergency or disaster
conditions or to protect the legal and financial rights of the
Government and those affected by Government activities. ([Chapter
502](http://www.usaid.gov/policy/ads/500/502.pdf))

**Voice Communication**

This includes telephones, pagers, long-distance calling, facsimile
machines, and voice mail for USAID/W sites. ([Chapter
549](http://www.usaid.gov/policy/ads/500/549.pdf))

**Volunteer Intern Program**

An intern program of ten weeks to six months in duration for college
undergraduate and graduate students who will continue their education
upon completion of the internship. Their work upon completion of
assignment are related to their field of study. ([Chapter
469](http://www.usaid.gov/policy/ads/400/469.pdf))

**Volunteer service**

Service performed without compensation by a full or half-time student,
including graduate student, with the written permission of the
institution at which the student is enrolled. ([Chapter
413](http://www.usaid.gov/policy/ads/400/413.pdf))

vulnerability

A weakness (or weaknesses) in an IS \[information system\], system
security procedures, internal controls, or implementation that could be
exploited. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

**vulnerability assessment**

A systematic examination of an IS \[information system\] or product to
determine the adequacy of security measures, identify security
deficiencies, provide data from which to predict the effectiveness of
proposed security measures, and confirm the adequacy of such measures
after implementation. {Source: NSTISSI No. 1000} ([Chapter
545](http://www.usaid.gov/policy/ads/500/545.pdf))

\- W -- X -- Y -- Z -

**waiting period**

See 5 CFR Sec. 531.403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**waiver**

The cancellation, remission, forgiveness, or non-recovery of a debt
allegedly owed by an employee to an agency as permitted or required by 5
U.S.C. 5584. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Warrant**

A Certificate of Appointment (SF-1402) used to re-delegate purchasing
authority (see also, 331.4, Certificate of Appointment). All warrants
issued shall be available for examination by the public or USAID
personnel. ([Chapter 331](http://www.usaid.gov/policy/ads/300/331.pdf))

**Washington customer\
(See "customer")**

**weighted-average**

A periodic inventory costing method where ending inventory and cost of
goods sold are priced at the weighted-average cost of all items
available for sale. (Source: SFFAS 3) ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

**Within Class Increase**

A periodic increase in an employee\'s rate of basic pay from one step of
the class of his or her position to the next higher step of that class.
([Chapter 463](http://www.usaid.gov/policy/ads/400/463.pdf))

**within grade increase**

A periodic increase in an employee\'s rate of basic pay from one step of
the grade of his/her position to the next higher step of that grade.
([Chapter 462](http://www.usaid.gov/policy/ads/400/462.pdf))

**within-in grade increase**

See 5 CFR Sec. 403 ([Chapter
471](http://www.usaid.gov/policy/ads/400/471.pdf))

**witholding order**

Any order for withholding or garnishment of pay issued by USAID or a
judicial or administrative body. For the purposes of ADS 625 and 22 CFR
213, wage garnishment order and garnishment order have the same meaning
as withholding order. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**woman owned bank**

A bank that is owned at least 50 percent by women. ([Chapter
636](http://www.usaid.gov/policy/ads/600/636.pdf))

**work objectives**

Expectations for an employee established by management for a particular
rating period. ([Chapters
450](http://www.usaid.gov/policy/ads/400/450.pdf),
[461](http://www.usaid.gov/policy/ads/400/461.pdf),
[462](http://www.usaid.gov/policy/ads/400/462.pdf), and
[463](http://www.usaid.gov/policy/ads/400/463.pdf))

**workout**

Workouts are actions undertaken to maximize the repayments to USAID
under existing direct loans or to minimize claim payments that USAID
would make under loan guarantees. (SFFAS 2) ([Chapter
623)](http://www.usaid.gov/policy/ads/600/623.pdf)

**work schedule**

The regularly established tour of duty for an employee to work in a week
(i.e., full-time or part-time). ([Chapter
452](http://www.usaid.gov/policy/ads/400/452.pdf))

**Work Unit**

An office, staff, or other unit below the Bureau or independent office.
([Chapter 480](http://www.usaid.gov/policy/ads/400/480.pdf))

**Workday**

Those hours which comprise in sequence the employee\'s regularly
scheduled tour of duty within any 24-hour period, whether falling
entirely within one calendar day or not. ([Chapter
479](http://www.usaid.gov/policy/ads/400/479.pdf))

**working capital fund**

A revolving fund that operates as an accounting entity. In these funds,
the assets are capitalized and all income is in the form of offsetting
collections derived from the funds' operations and available in their
entirety to finance the funds' continuing cycle operations without
fiscal limitation. A working capital fund is a type of intragovernmental
revolving fund. (Source: GAO Glossary of Budget Terms) ([Chapters
629](http://www.usaid.gov/policy/ads/600/629.pdf),
[635](http://www.usaid.gov/policy/ads/600/635.pdf))

**working papers**

These set forth the principal support for the auditors\' audit report
and provide the documentation allowing others to review the quality of
the audit work. ([Chapter
590](http://www.usaid.gov/policy/ads/500/590.pdf))

**Worldwide Maintenance Program**

A contract that USAID awarded in which missions have computer hardware
repaired. ([Chapter 547](http://www.usaid.gov/policy/ads/500/547.pdf))

**write-off**

A disallowed cost determined by Agency management to be uncollectible.
([Chapter 591](http://www.usaid.gov/policy/ads/500/591.pdf))

An action to remove an amount from USAID\'s assets. A write-off of a
loan occurs when an agency official determines, after all appropriate
collection tools have been used, that a debt is uncollectible. Active
collection on an account ceases, and the account is removed from
USAID\'s receivables. (SFFAS 18) ([Chapter
623](http://www.usaid.gov/policy/ads/600/623.pdf))

**write-off of administrative receivables**

Removal of the debt from the agency\'s accounting records based on a
determination by the CFO or the Treasury Department that a debt or a
portion of a debt is uncollectible. If a debt is compromised, the amount
no longer due must be reported as written off. All write-offs must be
made through the allowance account. Generally, write-off is mandatory
for delinquent debt older than two years unless documented and justified
to OMB in consultation with Treasury. Once the debt is written-off, the
agency must either classify the debt as currently not collectible (CNC)
or close out the debt. ([Chapter
625](http://www.usaid.gov/policy/ads/600/625.pdf))

**Series 200 Abbreviations and Acronyms**

  -----------------------------------------------------------------------
  **Acronym**   **Term**
  ------------- ---------------------------------------------------------
  A&A           Acquisition and Assistance

  AA            Assistant Administrator

  AAPD          Acquisition and Assistance Policy Directive

  AA/M          Assistant Administrator/Bureau for Management

  AAD           Activity Approval Document

  ADS           Automated Directives System

  AIDAR         Agency for International Development Acquisition
                Regulations

  AIS           Activity Information Sheet

  ANE           Bureau for Asia and the Near East

  AO            Agreement Officer

  APP           Annual Performance Plan

  APR           Annual Performance Report (see PAR)

  ASP           Agency Strategic Plan

  BHR           Former Bureau for Humanitarian Response

  BPBS          Bureau Program and Budget Submission

  CBJ           Congressional Budget Justification

  CDIE          Center for Development Information and Evaluation (see
                DEI)

  CE            Categorical Exclusion

  CFO           Chief Financial Officer

  CFR           Code of Federal Regulations

  CIB           Contract Information Bulletin (see AAPD)

  CO            Contracting Officer

  CP            Conditions Precedent

  CP            Congressional Presentation (see Congressional Budget
                Justification)

  CTO           Cognizant Technical Officer

  DAA           Deputy Assistant Administrator

  DAP           Development Assistance Proposal

  DCAA          Defense Contract Audit Agency

  DCHA          Bureau for Democracy, Conflict and Humanitarian
                Assistance

  DEC           Development Experience Clearinghouse

  DEI           Office of Development Evaluation and Information

  DHHS          Department of Health and Human Services

  DHS           Demographic and Health Surveys

  DOA           Delegation of Authority

  E&E           Bureau for Europe and Eurasia

  EA            Environmental Assessment

  EGAT          Bureau for Economic Growth, Agriculture and Trade

  EXO           Executive Officer

  FAA           Foreign Assistance Act

  FAR           Federal Acquisition Regulation

  FAR           Fixed Amount Reimbursement

  FAS           Freight Along Side

  FMFIA         Federal Managers Financial Integrity Act

  FOB           Freight-on-Board

  FOG           Field Operations Guide

  FSA           Freedom Support Act

  FSN           Foreign Service National

  FSNDH         Foreign Service National Direct Hire

  FSNPSC        Foreign Service National Personal Services Contract or
                Contractor

  G             Former Bureau for Global Programs, Field Support, and
                Research (see Pillar Bureaus)

  GAO           General Accounting Office

  GC            Office of General Counsel

  GDA           Global Development Alliance

  GH            Bureau for Global Health

  GPRA          Government Performance and Results Act

  IAA           Interagency Agreement

  IASP          International Affairs Strategic Plan

  ICASS         International Cooperative Administrative Support Services

  IEE           Initial Environmental Examination

  IG            Inspector General

  IMF           International Monetary Fund

  IR            Intermediate Result

  LAC           Bureau for Latin America and the Caribbean

  LOC           Letter of Credit

  LPA           Bureau for Legislative and Public Affairs

  M             Bureau for Management

  M/FM          Bureau for Management, Office of Financial Management

  M/HR          Bureau for Management, Office of Human Resources

  M/IRM         Bureau for Management, Office of Information Resources
                Management

  M/OP          Bureau for Management, Office of Procurement

  MAARD         Modified Acquisition and Assistance Request Document

  MCH           Maternal and Child Health Services

  MFR           Managing for Results

  MOU           Memorandum of Understanding

  MPP           Mission Performance Plan

  NGO           Non-Governmental Organization

  NOA           New Obligating Authority

  NPA           Non-Project Assistance

  NSS           National Security Strategy

  OCI           Organizational Conflict of Interest

  OE            Operating Expense

  OMB           Office of Management and Budget

  OpU or OU     Operating Unit

  OYB           Operating Year Budget

  PAAD          Program Assistance Approval Document

  PAIP          Program Assistance Initial Proposal

  PAR           Performance and Accountability Report

  PASA          Participating Agency Service Agreement

  PD            Policy Directive

  PD&L          Program Development & Learning

  P.L. 480      Public Law 480 (food aid)

  PMP           Performance Management Plan

  PPA           Public-Private Alliance

  PPC           Bureau for Policy and Program Coordination

  PSC           Personal Services Contract or Contractor

  PSO           Program Support Objective

  PVO           Private Voluntary Organization

  R4            Results Review and Resource Request (see Annual Report)

  RCO           Regional Contracting Officer

  REFTEL        Referenced Cable

  RFA           Request for Application

  RFP           Request for Proposal

  RLA           Regional Legal Advisor

  RSSA          Resources Support Services Agreement

  SEED          Support for Eastern European Democracy

  SLC           Special Letter of Credit

  SO            Strategic Objective

  SOAg          Strategic Objective Agreement

  SOW           Scope of Work, Statement of Work

  SpO           Special Objective

  SpOAg         Special Objective Agreement

  TAACS         Technical Advisors in AIDS and Child Survival

  TCN           Third Country National

  TCNPSC        Third Country National Personal Services Contract or
                Contractor

  UEC           Urban and Environmental Credit Program

  UN            United Nations

  USAID/W       USAID, Washington

  USDH          United States Direct Hire

  USG           United States Government

  USPSC         United States Personal Service Contract or Contractor
  -----------------------------------------------------------------------

Other Agency Abbreviations and Acronyms

ABA American Banking Association

ACDA Arms Control and Disarmament Agency

ACH Automated Clearing House

AD Acquisitions Division of A/OBO

AD Administratively Determined

ADM Administrative section

ADM USAID USAID administrative messages

ADP Automated Data Processing

ADPE Automatic Data Processing Equipment

ADS Automated Directives System

ADS CD Automated Directives System Compact Disk

A&E Architectural and Engineering Annual

Evaluation Form

AGATT Agricultural Attache

AGR Agricultural Attache or section (USDA/FAS)

AIDAR USAID Acquisition Regulation

AIS Automated Information

AIRA Air Attache

ALUSNA Naval Air Attache

AM Area Management Division of A/OBO

AMB Ambassador

AMO Audit Management Officer

A/OPE Office of the Procurement Executive A/OPC Government-Sponsored
Travel Card Program

Coordinator

AP Acquisitions and Planning Office of A/OBO

APO Army Post Office

ARC Aids-Related Complex

ARMA Army Attache

ATMs Automatic Teller Machines

ATO Area Telegraphic Office or Agricultural Trade

Office

AV Audio-Visual

AWACS AID World-wide Accounting and Control System

BCAO Branch Cultural Affairs Officer (USIA)

BDE Building Design and Engineering Division of A/OBO

BHR Bureau for Humanitarian Response

BO Branch Office

BOE Building Operating Expenses

BPAO Branch Public Affairs Officer (USIA)

CAO Cultural Affairs Officer (USIA)

CASE Computer Assisted Systems Engineering

CATS Candidate Applicant Tracking System

CATS Consolidated Audit Tracking System

C/BOARD Senior Foreign Service Consolidated Selection

Board

CCN Cooperating Country National

CDG Career Development Groups

CD-DIS Development Information System on CD-ROM

CDO Career Development Officer

CEO Cultural Exchange Officer (USIA)

CFE Conventional Forces in Europe

CFO Chief Financial Officer

CG Consul General, Consulate General

CGR Consul General\'s residence

CHG Charge d\'Affaires

Chrons Chronological files

CICA Competition in Contracting Act

CIP Commodity Import Program

CLO Community Liaison Officer

CM Construction Management Division of A/OBO

CMC Community center

CMP Compound

COB Consulate office building

CODEL Congressional delegation

COM Chief of Mission

COMPUSEC Computer Security

COMSEC Communications Security

CONS Consul, Consulate, Consular section

COOP Continuity of Operations Plan

COP Continuation of Pay

COUNS Counselor

CPO Communications Program Officer

CPA Certified Public Accountant

CPU Central processing units

CRB Credit Review Board

CS Civil Service

CUST Customs (Treasury)

CWIP Construction work in progress

DAC Development Assistance Committee

DAC Discretionary Access Control

DAO Defense Attache Office

DATT Defense Attache

DCFO Deputy Chief Financial Officer

DCM Deputy Chief of Mission

DCR Deputy Chief of Mission residence

DEV Development (usually of architectural

and Engineering plans or construction

projects)

DEXS Development Experience System

DIA Defense Intelligence Agency

DIR Director

DOS Department of State

DOSAR Department of State Acquisition Regulations

DPAO Deputy Public Affairs Officer (USIA)

DPO Deputy Public Officer

DS Bureau of Diplomatic Security

EAC Emergency Action Committee

EBBS Electronic Bulletin Board System

ECON Economic section

ECON/COMM Economic/commercial section

E&E NET Emergency & Evacuation Network

EFT Electronic Funds Transfer

E-MAIL Electronic Mail

ESDB Economic and Social Data Base

ESDS Economic and Social Data Service

EMB Embassy

EMR Ambassador\'s residence

EO Executive Order

EOP Equal Opportunity Programs

ERS Emergency Relocation Site

ESO Engineering Services Officer

EXC Senior level residence

FAC Facilities and Maintenance Division of A/OBO

FAH Foreign Affairs Handbook

FAM Foreign Affairs Manual

FAS Foreign Agricultural Service

FAAS Foreign Affairs Administrative Support

FASAB Federal Accounting Standards Advisory Board

FAV Fully Armored Vehicles

FBIS Foreign Broadcast Information Service

FCS Foreign Commercial Service (See

US&FCS)

FECA Federal Employees\' Compensation Act

FF&E Furniture, Furnishings and Equipment

FFA&E Furniture, furnishings, appliances and

Equipment for residences

FIRMR Federal Information Resources

Management Regulations

FMS Financial Management System

FO Field Office

FPO Fleet Post Office

FR Financing Request

FS Foreign Service

FSC Final Selection Committee

FSH Fire Safety and Hazard Control Division

of A/OBO

FTP File Transfer Protocol

FY Fiscal Year

GAAS Generally Accepted Auditing Standards

GAGAS Generally Accepted Government

Auditing Standards

GAR Garage

GAS Government Auditing Standards

G/HCD Bureau for Global Programs, Field

Support, and Research, Human

Capacity Development Center

GO Government-owned

GRS General Records Schedules

GSA General Services Administration

GSO General Services Officer

HCA Head of the Contracting Activity

HAC Health and Accident Coverage

HF SSB High Frequency Single Sideband

HHE Household Effects

HHS Department of Health and Human Services

HIV Human Immunodeficiency Virus

HSTA Home Service Transfer Allowance

IAHB Interagency Housing Board

IAP66A Information Agency Program 66A

ICI Intermediate Credit Institution

IDA International Disaster Assistance

IDF Interior Design and Furnishings

Division of A/OBO

IDI International Development Intern

IDP Individual Development Plan

IDS Intrusion Detection System

IIP Intern Investment Program

IM Office of Information Management

I.M.P.A.C. International Merchant Purchase

Agreement Card

INS Immigration and Naturalization Service

IO Information Officer (USIA)

IOB Independent Office Building

IRA individual retirement account

IRM Information Resources Management

IRS Internal Revenue Service

IS Information Systems

IT Information Technology

ITIN Individual Taxpayer Identification Number

JAO Joint Administrative Office/Officer

LAB Labor Officer/section

LAN Local Area Network

LAV Light Armored Vehicle

LCP Local Compensation Plan

LLDCs Least Developed Countries

LO Liaison Officer/section

LQA Living quarters allowance

LSGA Limited Scope Grant Agreement

LTL Long-term lease

M&IE Meals and Incidental Expenses

MAAG Military Assistance Advisory Group

MACS Mission Accounting and Control System

M/AS Bureau for Management, Office of

Administrative Services (M/AS)

M/AS/IRD Bureau of Management, Office of

Administrative Services, Information

Records Division

MCRC Management Control Review Committee

MFI Microfinance Institution

MFO Microfinance Organization

MI Minor improvements

MILGP Military group

MLO Military Liaison Officer

MOR Middle level officer residence

M&R Maintenance and Repair

MRN Message Reference Number

MSQ Marine Security Guard quarters

MSR Monthly Status Report

NARA National Archives and Records

Administration

NMS New Management System

NOB New Office Building

NPR National Partnership for Reinventing

Government

NXP Non-Expendable Personal Property

OBC Office Building -- Chancery

OBO State Department Bureau of Overseas Buildings Operations

OBX Office Building - Annex

OECD Organization for Economic Cooperation

and Development

OEP Occupant Emergency Plan

OFF Office property

OIC Officer In Charge

OIG Office of the Inspector General

OJT Overseas on-the-job training

OMC Office of Military Cooperation

OPM Office of Personnel Management

OPS Operations and Post Support

Office of A/OBO

ORE Official residence expenses

OWCP Office of Workers Compensation

Program

PA Participating Agency

PAC Public Access Control

PAO Public Affairs Officer (USIA)

PASA Participating Agency Service Agreements

PASA Participating Agency Staff

PCC Post Communications Center

PD Project Director for A/OBO construction

Projects

PDO Property Disposal Officer

PE Program Execution Office of A/OBO

PEF Performance Evaluation File

PIO/T Project Implementation Order/

Technical Services

PM Program Management Division of

A/OBO

PMI Presidential Management Intern

PMO Program Management Office ([Chapter
629](http://www.usaid.gov/policy/ads/600/629.pdf))

PMO Property Management Officer

PMP Prevention, Mitigation and

Preparedness

PO Principal Officer

PO Purchase Order

POL Political Officer/section

POL/LAB Political/Labor section

POR Principal Officer residence

POV Privately-owned vehicle

PPD Planning and Programming

Division of A/OBO

PRC Paper Review Committee

PROPID Property Identification Number

PSO Post Security Officer

QEP Qualifications Evaluation Panel

RATS Recruitment Applicant Tracking System

RE Real Estate Division of A/OBO

REDSO Regional Economic Development Service

Office

REHAB Rehabilitation of buildings and facilities

RELOC Relocation,(e.g., to a new site)

REMS Real Estate Management Systems

RENOV Renovation of existing buildings and

Facilities

RHUDO Regional Housing and Urban Development

Office

RIF Reduction in Force

RIFFS Recruitment Interviewing for Foreign

Service

RIG Office of the Regional Inspector General

R&IR Receiving & Inspection Report

RMO Resource Management Office of A/OBO,

Regional Medical Officer, Regional Marine

Office

ROC Regional Office of Communications

ROCAP Regional Officer for Central American

Programs

RP Results Package

RRB Ronald Reagan Building

R&RS Research and Reference Services

RSO Regional Security Officer

SAI Supreme Audit Institution

SAP Simplified Acquisition Procedures

SAT Simplified Acquisition Threshold

SBU Sensitive but Unclassified Information

SCI Scientific Attache/section

SDA Staff apartments

S&E Salaries and Expenses allotment

SEF Supplementary Evaluation Form

SELCAL Selective Calling

SEO Security Engineering Officer

SES Senior Executive Service

SF Standardized Form

SFS Senior Foreign Service

SI International System of Units

SKAs Skills, Knowledge, and Attitudes

SLA Site Lot Acreage (improved property

with occupied or unoccupied buildings)

SMA Separate Maintenance Allowance

SOAG Strategic Objective Grant Agreement

SPD Summary Plan Description

SRPM Single Real Property Manager

STAFFDEL Congressional staff delegation

STD Standard Residential Unit

STL Short-term lease

STU-III Secure Telephone Units

TA Travel Authorization

TDY Temporary Duty

TEC Total Estimated Cost

TMC Travel Management Center

TRC Technical Review Committee

UAB Unaccompanied Air Baggage

UNCTAD U.N. Conference on Trade and

Development

USAID United States Agency for

International Development

(means the Agency as a whole)

USAIDNET USAID Network

USAID/REP Office of the USAID Representative

USC United States Code

US&FCS U.S. and Foreign Commercial Service

USINT U.S. Interests Section

USLO U.S. Liaison Office

VAC Unimproved property with no buildings

VIP Very Important Person

WAE When Actually Employed

WAN Wide Area Network

WCF Working Capital Fund

WHE Warehouse

glossary_071204_w080604_cd36