**Guidelines for USDA Food for Progress**

**and Section 416(b) Reporting**

***These guidelines are intended to assist the preparer of the reports
required by 7 C.F.R. section 1499.16.***

**The following numbers correspond to the items on the report:**

**1.** Enter the full legal name of your organization.

**2.** The agreement number can be found on the upper right corner of
the signed agreement. (i.e. AFCC-180/9-345-00\")

**3.** Enter full name of country in which program is implemented. If
program involves more than one country, specify all countries,
identifying the region first (i.e. Central America: El Salvador,
Honduras, Nicaragua).

**4.** Check yes or no. If this is the final report, please ensure the
Final Information section is completely filled out.

**5.** Enter the number of the report submitted (i.e. if this is the
third report, enter \>3\').

**6.** Enter date report completed and sent to USDA.

**7.** Enter the beginning and ending dates of period covered in your
report.

**8.** Check the appropriate program box, either Food for Progress or
Section 416(b). Also check the corresponding program type. (If program
is both direct feed and monetization, check both.) Separate reports must
be filed for those PVOs who may have both a FFP and a 416(b) agreement
in the same year.(These will have two distinct agreement #s.)

+-----------------------------------------------------------------------+
| **[COMMODITY LOGISTICS INFORMATION]{.underline}**                     |
|                                                                       |
| (Complete this section for all programs)                              |
+-----------------------------------------------------------------------+

**Table A. GENERAL COMMODITY INFORMATION (Required for all programs)**

-   List commodities separately and report information in net metric
    tons

-   If multiple months (dates received), list all months applicable
    (i.e. May-July 2000)

EXAMPLE:

+-----------+-----------+-----------+-----------+-----------+-----------+
| Commodity | Agreement | Amount    | Dates     | Balance   | Expected  |
|           | A         | Received  | Received  |           | Delivery  |
|           | llocation |           |           |           | Date      |
|           |           |           | (Mo       |           |           |
|           |           |           | nth/Year) |           |           |
+===========+===========+===========+===========+===========+===========+
| Whole     | 2,500.00  | 2,500.00  | July 1999 | 0.00      | not       |
| Milk      |           |           |           |           | a         |
|           |           |           |           |           | pplicable |
+-----------+-----------+-----------+-----------+-----------+-----------+
| Corn      | 6,000.00  | 4,000.00  | April     | 2,000.00  | April ,   |
|           |           |           | 2000      |           | 2001      |
+-----------+-----------+-----------+-----------+-----------+-----------+
| Soybean   | 5,000.00  | 2,451.00  | May 2000  | 2,549.00  | May, 2001 |
| Meal      |           |           |           |           |           |
+-----------+-----------+-----------+-----------+-----------+-----------+
| Wheat     | 8,000.00  | 8,000.00  | May-July  | 0.00      | not       |
| Flour     |           |           | 2000      |           | a         |
|           |           |           |           |           | pplicable |
+-----------+-----------+-----------+-----------+-----------+-----------+
| Buckwheat | 1,000.00  | 1,000.00  | May 2000  | 0.00      | not       |
|           |           |           |           |           | a         |
|           |           |           |           |           | pplicable |
+-----------+-----------+-----------+-----------+-----------+-----------+
| Total     | 22,500.00 | 17,951.00 |           | 4,549.00  |           |
+-----------+-----------+-----------+-----------+-----------+-----------+

**(Remember: for all tables)** If you are using WordPerfect: To create
additional blank rows for input, position cursor in the last cell of the
table (intersection of right-most column and last row), and press TAB.

**Table B.. COMMODITY RECEIPT AND LOSSES (Required for all programs)**

-   List commodities separately and report information in net metric
    tons

-   In the AL/D@ columns, report the losses/damages for each stage of
    commodity movement

-   Provide sub-totals for each reporting period (by report number- see
    example below)

-   Provide aggregate totals for the entire program agreement (this
    reporting period plus all previous periods). You may simply add rows
    on (previous reports) to illustrate aggregate and sub-totals

EXAMPLE:

<table>
<colgroup>
<col style="width: 7%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 11%" />
<col style="width: 10%" />
<col style="width: 10%" />
<col style="width: 8%" />
<col style="width: 10%" />
<col style="width: 10%" />
<col style="width: 10%" />
</colgroup>
<thead>
<tr class="header">
<th></th>
<th></th>
<th></th>
<th></th>
<th colspan="4">--------Losses/Damages (L/D)-------</th>
<th></th>
<th></th>
</tr>
<tr class="odd">
<th>Re-port #</th>
<th>Commo-dity</th>
<th>Bill of Lading Amount</th>
<th><p>Amount</p>
<p>Rec=d at Port</p>
<p>(Surveyed)</p></th>
<th><p>Ocean</p>
<p>Tran-sport L/D</p></th>
<th><p>Inland</p>
<p>Trans-port L/D</p></th>
<th>Ware-house L/D</th>
<th>Distribu-tion L/D</th>
<th><p>Total</p>
<p>Losses/</p>
<p>Damages</p></th>
<th>Balance</th>
</tr>
</thead>
<tbody>
<tr class="odd">
<td>1</td>
<td>Beans</td>
<td>500</td>
<td>499.00</td>
<td>1.00</td>
<td>1.00</td>
<td>0.00</td>
<td>0.00</td>
<td>2.00</td>
<td>498.00</td>
</tr>
<tr class="even">
<td>1</td>
<td>Corn</td>
<td>1000</td>
<td>995.00</td>
<td>5.00</td>
<td>5.00</td>
<td>5.00</td>
<td>5.00</td>
<td>20.00</td>
<td>980.00</td>
</tr>
<tr class="odd">
<td>1</td>
<td>Subtotal</td>
<td>1500</td>
<td>1,494.00</td>
<td>6.00</td>
<td>6.00</td>
<td>5.00</td>
<td>5.00</td>
<td>22.00</td>
<td>1,478.00</td>
</tr>
<tr class="even">
<td>2</td>
<td>Corn</td>
<td>4000</td>
<td>3,995.00</td>
<td>5.00</td>
<td>10.00</td>
<td>5.00</td>
<td>0.00</td>
<td>20.00</td>
<td>3,975.00</td>
</tr>
<tr class="odd">
<td>2</td>
<td>Soybean Meal</td>
<td>2000</td>
<td>1,990.00</td>
<td>10.00</td>
<td>n/a</td>
<td>1.00</td>
<td>0.00</td>
<td>11.00</td>
<td>1,989.00</td>
</tr>
<tr class="even">
<td>2</td>
<td>Wheat Flour</td>
<td>8000</td>
<td>7,950.00</td>
<td>50.00</td>
<td>25.00</td>
<td>25.00</td>
<td>0.00</td>
<td>100.00</td>
<td>7,900.00</td>
</tr>
<tr class="odd">
<td>2</td>
<td>Buck-wheat</td>
<td>1000</td>
<td>n/a</td>
<td>n/a</td>
<td>n/a</td>
<td>n/a</td>
<td>0.00</td>
<td>0.00</td>
<td>1,000.00</td>
</tr>
<tr class="even">
<td>2</td>
<td>Subtotal</td>
<td>15000</td>
<td>15,000.00</td>
<td>65.00</td>
<td>35.00</td>
<td>31.00</td>
<td>0.00</td>
<td>141.00</td>
<td>27,728.00</td>
</tr>
<tr class="odd">
<td></td>
<td>TOTAL</td>
<td>16500</td>
<td>16,494.00</td>
<td>71.00</td>
<td>41.00</td>
<td>36.00</td>
<td>5.00</td>
<td>161.00</td>
<td>29,206.00</td>
</tr>
</tbody>
</table>

**Note:** If this was a through Bill of Lading shipment where the survey
was done at the inland destination point, you may only be aware of the
amount received at the warehouse and the total losses/damages. (In this
example, Buckwheat was shipped on a through bill of lading.) If separate
information is not available for the ocean and inland portions of the
voyage, type Anot available@ in those blanks. Conversely, if the
delivery did not involve an inland movement, type Anot applicable@ for
inland losses/damages. Note this in question #14.

**9.** Specify when, where (e.g. region, ship or warehouse name, etc.),
and why commodity losses occurred.

**10.** List any claims for a reduction or recovery of freight charges
on lost or defective goods (including both ocean and inland portion of
freight, where applicable). Give both local currency (LC) and U.S.
Dollar (USD) equivalents. When reporting the status of any claims,
include when the claim was filed, by whom, and the status of the claim
(i.e. paid, not substantiated, awaiting response, etc.) See CFR 1499.14
for procedures on filing claims.

**11.** Describe the capacity of the port to handle the commodities,
including the equipment, docking structures, and personnel (stevedores,
customs officials, etc.).

**12.** Specify procedures used to keep costs of transportation and
warehousing to reasonable levels.

**13.** Explain procedures used to maintain the security of the
commodities during transportation and storage.

**14.** Give your assessment of the inland transportation system,
including vehicles, drivers, trains, boats (in-country) etc. with
respect to issues of service, quality and timeliness.

+-----------------------------------------------------------------------+
| **DIRECT DISTRIBUTION INFORMATION**                                   |
|                                                                       |
| (Complete this section only if program involves distribution (not     |
| sale of commodities)                                                  |
|                                                                       |
| Note: some programs may involve both. If so, complete this section.   |
+=======================================================================+
+-----------------------------------------------------------------------+

**Table C. DIRECT DISTRIBUTION (if applicable)**

-   List commodities separately and report information in net metric
    tons

-   This table is for summary purposes only. You may attach additional
    sheets that contain information on regional breakdowns and/or Food
    for Work programs, if applicable.

-   If multiple months (date), list all months applicable (i.e. May-July
    2000)

-   If multiple types of institutions were reached within a region and
    commodity, list all types (See Amazon Corn example).

-   Food for Work programs may be explained in detail in questions #15
    and 16 below.

EXAMPLE:

+--------+---------+--------+-------+--------------+-------+----------+
| Report | Co      | Amount | Dis   | Type of      | N     | Number   |
| \#     | mmodity |        | tribu |              | umber | of       |
|        |         | Distr  | -tion | Institution  | of    |          |
|        |         | ibuted |       |              |       | Benef    |
|        |         | (NMT)  | R     | (Include     | Reci  | iciaries |
|        |         |        | egion | Food for     | pient |          |
|        |         |        |       | Work)        | I     |          |
|        |         |        |       |              | nsti- |          |
|        |         |        |       |              |       |          |
|        |         |        |       |              | tu    |          |
|        |         |        |       |              | tions |          |
+========+=========+========+=======+==============+=======+==========+
| 1      | Corn    | 2,     | A     | Orphanages,  | 45    | 9500     |
|        |         | 000.00 | mazon | hospitals    |       |          |
+--------+---------+--------+-------+--------------+-------+----------+
| 1      | Corn    | 2,     | Red   | Food For     | 5     | 250      |
|        |         | 000.00 | River | Work         |       |          |
|        |         |        | V     |              |       |          |
|        |         |        | alley | (elaborate   |       |          |
|        |         |        |       | in item #15) |       |          |
+--------+---------+--------+-------+--------------+-------+----------+
| Sub    | Corn    | 4,     | \--   | \--          | 50    | 9750     |
| -total |         | 000.00 |       |              |       |          |
| for    |         |        |       |              |       |          |
| Report |         |        |       |              |       |          |
| 1      |         |        |       |              |       |          |
+--------+---------+--------+-------+--------------+-------+----------+
| 2      | Bu      | 1,     | Big   | Sunday       | 5     | 250      |
|        | ckwheat | 000.00 | Mou   | schools      |       |          |
|        |         |        | ntain |              |       |          |
+--------+---------+--------+-------+--------------+-------+----------+
| Sub    | Bu      | 1,     | \--   | \--          | 5     | 250      |
| -total | ckwheat | 000.00 |       |              |       |          |
| for    |         |        |       |              |       |          |
| Report |         |        |       |              |       |          |
| 2      |         |        |       |              |       |          |
+--------+---------+--------+-------+--------------+-------+----------+
| Total  |         | 5,     | \--   | \--          | 55    | 10000    |
|        |         | 000.00 |       |              |       |          |
+--------+---------+--------+-------+--------------+-------+----------+

**15.** Explain how the lives of the beneficiaries have changed due to
the program, as well as the effects of the program on the community.
Elaborate on relationships with local NGOs.

**16.** Quantify the program=s progress, in measurable terms, with
respect to goals outlined in the proposal (e.g. 220 children fed lunch
for 6 months, etc.)

**17.** Identify the procedure for monitoring the transportation and
distribution of the commodities, and how these systems have been able to
provide for a reasonable accounting of the donated goods.

**18.** Explain how the commodity was received by the beneficiary
population and whether or not it was new to the region, or a modified
version of a local staple, etc. Make recommendations for improving
future programs by specifying commodities or package types that would be
appreciated by the beneficiaries.

**19.** These donation programs are not designed to be continued
indefinitely. Elaborate on how this program has helped the beneficiaries
to achieve some form of development, in order that they may become more
self-sufficient in the future.

+-----------------------------------------------------------------------+
| **MONETIZATION INFORMATION**                                          |
|                                                                       |
| (Complete this section only if the program involves the sale of       |
| commodity)                                                            |
+-----------------------------------------------------------------------+

**20.** Check yes or no. If no sales were made during this period, list
previous totals from earlier sales as aggregate totals, if applicable,
and state why (e.g. commodities not arrived, sold already, etc.)

**Table D. SALES (for monetization)**

-   List commodities separately and report information in net metric
    tons

-   Provide sub-totals by commodity

-   Provide aggregate totals, which include any previous shipments
    covered under this agreement

-   Indicate if currency values reported in (thousands, millions, etc.),
    and specify LC (local currency) (i.e. Pesos)

-   If exchange rate fluctuations occur, provide the average exchange
    rate for the period.

EXAMPLE:

  -------------------------------------------------------------------------------------
  Report   Commodity   Date(s) of   Amount Sold Price per   Exchange    Proceeds
  \#                   Sale         (NMT)       MT (Pesos)  Rate (Pesos Generated
                       (Month/Yr)                           to USD)     (Pesos)
  -------- ----------- ------------ ----------- ----------- ----------- ---------------
  1        Whole Milk  Aug 1999     2,500.00    2000        25 Pesos =  500,000.00
                                                Pesos/mt    \$1         

  1        Subtotal                 2,500.00                            500,000.00
           Report1                                                      

  2        Soybean     May 2000     1,989.00    4500        25 Pesos =  8,950,500.00
           Meal                                 Pesos/mt    \$1         

  2        Wheat Flour May 2000     7,900.00    3300        25 Pesos =  26,070,000.00
                                                Pesos/mt    \$1         

  2        Subtotal    \--          9,889.00    \--                     35,020,500.00
           Report2                                                      

           Aggregate   \--          12,389.00                           35,520,500.00
           Total                                                        
  -------------------------------------------------------------------------------------

**21.** Indicate whether or not this program involved barter
transactions. If so, elaborate on the terms of the deal (i.e. how much
of the USDA commodity was exchanged, and what was received in return).

**22.** USDA regulations require that the proceeds generated from these
programs are placed into a separate, program specific, interest-bearing
account.

**Table E. SPECIAL FUNDS ACCOUNT(for monetization programs)**

-   Provide all figures in local currency (LC), and specify the local
    currency. (i.e. Pesos)

EXAMPLE:

  -------------------------------------------------------------------------------------------------------
  Report   Beginning    Sales        Interest   Other     Total Deposits  Total           Account Balance
  \#       Balance      Deposits     Earned     Program   (Pesos)         Disburs-ments   (Pesos)
           (Pesos)      (Pesos)      (Pesos)    Income                    (Pesos)         
                                                (Pesos)                                   
  -------- ------------ ------------ ---------- --------- --------------- --------------- ---------------
  1        0.00         500,000.00   0.00                 500,000.00                      500,000.00

  2        500,000.00                0.00                 35,020,500.00   10,000,000.00   25,520,000.00
  -------------------------------------------------------------------------------------------------------

**23.** Indicate whether or not any funds were disbursed from the
special funds account during this reporting period. Explain why no funds
were disbursed if this is the case. Note sources of \>other program
income=, as well as other relevant information, in this block.

**Table F. USE OF FUNDS (for monetization programs)**

-   For monetization programs in which a portion of the proceeds are
    used for administrative expenses, list the total amount used for
    administrative expenses on one line. Submit a separate budget for
    administrative expenses paid for out of monetization proceeds.

-   Highlight uses of funds in which recipient agencies (under contract
    with your organization) receive more than \$25,000 of monetization
    proceeds. See 7 CFR 1499.17 for auditing requirements of recipient
    agencies.

-   Additional information may be attached (i.e. organization reports
    that detail how and where funds used).

EXAMPLE:

  ----------------------------------------------------------------------------
  Report   Amount (Pesos)  Use of Funds
  \#                       
  -------- --------------- ---------------------------------------------------
  2        420,000.00      Administrative Expenses- see attached budget

  2        580,000.00      Local NGO for development projects

  2        9,000,000.00    Agricultural School building project

  Total    10,000,000.00   
  ----------------------------------------------------------------------------

**24.** If there were any problems with the sales process (e.g. market
was glutted, currency devaluation, buyers reneged, etc.) indicate them
here.

**25.** This may include issues or disagreements with buyers, bankers,
government officials, etc.

**26.** Indicate which bank was used (if more than one, specify the
primary bank). Why was this bank chosen? Is this bank capable of larger
transactions?

+-----------------------------------------------------------------------+
| **[FINAL INFORMATION]{.underline}**                                   |
|                                                                       |
| (Complete this section for all programs)                              |
|                                                                       |
| Please answer these questions as completely as possible.              |
|                                                                       |
| (Some questions may not be \>answerable= until the end of the         |
| program)                                                              |
+-----------------------------------------------------------------------+

**27.** In the process of the selling and distribution of the
commodities, new channels may develop to handle the shipments. Specify
them here, and how they do or do not integrate with existing local
marketing/infrastructure channels.

**28.** Have agriculture/business opportunities expanded as a result of
your activities there? Are many of the market institutions dominated by
the government? Is this trend continuing? Diminishing? Elaborate.

**29.** Explain how any taxes or tariffs affected the progress/outcome
of the proposed program. What can be done to avoid these types of
problems in the future?

**30.** USDA strives to ensure that the donated commodities are used
properly, both to achieve maximum satisfaction and to avoid potential
health safety concerns. Describe what actions were done to reach these
goals.

**31.** Compare the progress of the program with the objectives as
outlined in the agreement. Provide numbers where applicable to measure
current situation to the stated goals.

**32.** Explain how, in the long and short run, the program affects the
beneficiaries.

**33.** Explain any unforeseen benefits or drawbacks since program
implementation.

**34.** USDA regulations require that all participating cooperating
sponsors have an audit in accordance with OMB audit supplement A-133.
For more information, visit
**http://WWW.WHITEHOUSE.GOV/OMB/circulars/a133_compliance/USDA.html**

**35.** This is your chance to tell us how to make USDA food aid
programs work better.

Save completed report locally as a Word document. Submit report as an
e-mail attachment to [PEBReports@fas.usda.gov.]{.underline} E-mail
questions and comments about this form to the same e-mail address.

Mailing address (for audits and/or hard copy reports):

Ron Croushorn,Director

Programming Division

Export Credits, Stop 1034

1400 Independence Avenue

Washington, D.C. 20250

Courier or hand delivery address (for audits and/or hard copy reports):
\[Please phone PD at (202)720-4221 from lobby for entry into the
building\]

Ron Croushorn, Director

Programming Division

Export Credits

1250 Maryland Ave.,S.W.

Washington, D.C. 20024

This form was last revised on November 14, 2023.