Department of State. Table of Contents. Programs and Organization 1. Grant Administration 2. Regulations 3. Grant Administration Regulations 6

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1 Department of State Table of Contents Section Number Programs and Organization 1 Grant Administration 2 Regulations 3 Publications 4 y 5 Grant Administration Regulations 6 Section 1 Department of State Programs and Organization The U.S. Department of State (DOS) advises the president on formulating and executing foreign policy to promote the long-term security and well-being of the nation. The department negotiates treaties and agreements with foreign governments, and represents the United States at the United Nations and other international forums. The department also supports the foreign affairs activities of other U.S. government entities including the Department of Commerce (DOC) and the U.S. Agency for International Development (USAID). As the lead foreign affairs agency, the State Department has the primary role in: leading interagency coordination in developing and implementing foreign policy; managing the foreign affairs budget and other foreign affairs resources; leading and coordinating U.S. representation abroad, conveying U.S. foreign policy to foreign governments and international organizations through U.S. embassies and consulates in foreign countries and diplomatic missions to international organizations; conducting negotiations and concluding agreements and treaties on issues ranging from trade to nuclear weapons; and coordinating and supporting international activities of other U.S. agencies and officials. DOS has six bureaus and one office that deal with policy issues related to specific geographic areas of the world: European and Eurasian Affairs; African Affairs; East Asian and Pacific Affairs; Western Hemisphere Affairs; Near Eastern Affairs; and South and Central Asian Affairs. The Bureau of International Organization Affairs develops and implements the policies of the U.S. Government within the United Nations and its affiliated agencies, as well as within certain other international organizations. These bureaus and functional units such as the Bureau of Economic and Business Affairs and the Bureau of Population, Refugees and Migration are the agency components most frequently involved with federal grant programs (see Section 5). The chart in Fig. 1 shows the department s organization structure.

2 Department of State 2 Fig. 1 DEPARTMENT OF STATE ORGANIZATIONAL CHART Secretary of State Counselor United States Agency for International Development United States Mission to the United Nations Chief of Staff Deputy Secretary of State Deputy Secretary of State Executive Secretariat Office of U.S. Foreign Assistance Executive Secretary Under Secretary for Political Affairs Under Secretary for Economic Growth, Energy and Environment Under Secretary for Arms Control and International Security Affairs Under Secretary for Public Diplomacy and Public Affairs Under Secretary for Management African Affairs South and Central Asian Affairs Economic & Business Affairs Arms Control, Verification, and Compliance Education and Cultural Affairs Administration Comptroller, Global Financial Services European and Eurasian Affairs Western Hemisphere Affairs Energy Resources International Security and Nonproliferation International Information Programs Coordinator Budget and Planning Human Resources General of the Foreign Service and of Human Resources East Asian and Pacific Affairs International Organizations Oceans and Int'l Environmental and Scientific Affairs Political-Military Affairs Public Affairs Consular Affairs Information Resource Management Chief Information Officer Near Eastern Affairs Office of the Chief Economist Diplomatic Security Office of Medical Services Foreign Service Institute Overseas Buildings Operations Office of Management Policy, Rightsizing and Innovation Intelligence and Research Legislative Affairs Office of the Legal Adviser Legal Adviser Office of Inspector General Inspector General Office of Policy Planning Office of the Chief of Protocol Ambassador Office of Civil Rights Office of Global Women s Issues Ambassador-at-Large Office of the Global AIDS Coordinator Ambassador-at-Large Special Envoys and Special Representatives Under Secretary for Civilian Security, Democracy and Human Rights Conflict & Stabilization Operations Counterterrorism Coordinator and Ambassador-at-Large Democracy, Human Rights, and Labor International Narcotics and Law Enforcement Population, Refugees and Migration Office to Monitor and Combat Trafficking in Persons Ambassador-at-Large Office of Global Criminal Justice Ambassador-at-Large

3 3 Department of State Grants State Department assistance programs are authorized by Congress and many are earmarked to specific countries or particular organizations. These may include grants through the U.S. Embassies in varying international locations to assist with democratic processes, voting, rule of law and other social and civil initiatives. Because of the sensitivity to foreign policy issues, unique authorizations often are built into State Department grant program laws that give the president and secretary of state discretion to deal expeditiously with assistance matters. For example, the Foreign Assistance Act gives the president special authority for handling emergencies, transferring funds between program accounts and waiving legislative provisions in order to address emerging issues expeditiously. DOS also collaborates with other federal agencies for grant programs. The Education Department (ED), for example, jointly administers the Fulbright-Hayes programs with DOS, including grants for teacher exchanges, research, human rights, community-based organizations and other in-country initiatives. Readers may wish to consult the Catalog of Federal Domestic Assistance for more detailed information about State Department programs. Because federal appropriations vary each year, not all discretionary programs are funded every year. The CFDA is available online at The programs and their CFDA numbers are listed below. Program CFDA Number Academic Exchange Programs Undergraduate Programs Academic Exchange Programs Hubert H. Humphrey Fellowship Program Academic Exchange Programs Special Academic Exchange Programs Professional and Cultural Exchange Programs Special Professional and Cultural Programs Thomas R. Pickering Foreign Affairs Fellowship Program Cultural, Technical and Educational Centers Iraq Assistance Program Environmental and Scientific Partnerships and Programs Resettlement Support Centers (RSCs) for U.S. Refugee Resettlement International Programs to Combat Human Trafficking Charles B. Rangel International Affairs Program Investing in People in the Middle East and North Africa Educational and Cultural Exchange Programs Appropriation Overseas Grants Overseas Schools Program Soft Target Program for Overseas Schools U.S. Ambassadors Fund for Cultural Preservation Global Peace Operations Initiative Energy Governance and Reform Programs The U.S. President s Emergency Plan for AIDS Relief Programs Antiterrorism Assistance Domestic Training Programs Research and Development Physical Security Programs Global Engagement Global Threat Reduction

4 Department of State 4 Program CFDA Number Public Diplomacy Programs International Fisheries Commissions Conflict and Stabilization Operations EUR/ACE Humanitarian Assistance Program East Asia and Pacific Grants Program Fishermen s Guaranty Fund Iran Assistance Program Trans-Sahara Counterterrorism Partnership Nonproliferation and Disarmament Fund Program for Study of Eastern Europe and the Independent States of the Former Soviet Union The Secretary s Office of the Global Partnership Initiative (S/GPI) Grant Programs Economic Statecraft International Programs to Support Democracy, Human Rights and Labor Academic Exchange Programs Graduate Students Academic Exchange Programs Scholars Professional and Cultural Exchange Programs International Visitor Leadership Program Academic Exchange Programs Teachers Professional and Cultural Exchange Programs Citizen Exchanges Academic Exchange Programs English Language Programs Academic Exchange Programs Educational Advising and Student Services IIP Individual Grants IIP American Spaces ECA Individual Grants Special International Exchange Grant Programs International Exchange Alumni Programs Middle East Partnership Initiative Public Diplomacy Programs for Afghanistan and Pakistan U.S. Refugee Admissions Program Overseas Refugee Assistance Programs for East Asia Contributions to International Organizations for Overseas Assistance Overseas Refugee Assistance Programs for Africa Overseas Refugee Assistance Programs for Western Hemisphere Overseas Refugee Assistance Program for Near East and South Asia Overseas Refugee Assistance Programs for Europe Overseas Refugee Assistance Programs for Strategic Global Priorities Bureau of Near Eastern Affairs Syria Assistance Program EUR/ACE National Endowment for Democracy Small Grants General Department of State Assistance Global Counterterrorism Programs Criminal Justice Systems Counter Narcotics

5 5 Department of State Program CFDA Number Trans-National Crime Bureau of Western Hemisphere Affairs (WHA) Grant Programs (including Energy and Climate Partnership for the Americas) Weapons Removal and Abatement Office of Global Women s Issues EUR-Other AEECA/ESF PD Programs Export Control and Related Border Security Office of Security Affairs Section 2 Grant Administration DOS funding opportunities are available at Grants.gov (grants.gov). The department also provides agencywide pre-award information for grant applicants at The State Department s Office of the Procurement Executive issues grants policies and has a web-based Grants Database Management System, which allows users to enter grants data and obtain reports about grant actions. Detailed information about department grant programs is available at The Office of Procurement Executive also has developed a guidebook for State Department award recipients. The publication, Guidelines for Application and Administration for Federal Assistance Awards Issued by the Department of State, assists recipients through the federal assistance application process and post-award requirements. It contains an overview of the mission, overall guidance, policies and standards for the award and management of the State Department s assistance awards. The guidebook is available at Uniform Grant Guidance The Department of State adopted the Office of Management and Budget s (OMB s) uniform grant guidance into its regulations in 2 C.F.R. Part 600, superseding 22 C.F.R. Parts 135 and 145. The agency noted in that the uniform guidance applies to all nonfederal entities except as follows: Subparts A through E of [the uniform guidance] shall apply to all foreign organizations not recognized as foreign public entities, and Subparts A through D shall apply to all U.S. and foreign for-profit entities, except where the federal awarding agency determines that the application of these subparts would be inconsistent with the international obligations of the United States or the statute or regulations of a foreign government. The Federal Acquisition Regulation at 48 C.F.R. Part 30, Cost Accounting Standards, and Part 31 Contract Cost Principles and Procedures, takes precedence over the cost principles in Subpart E for federal awards to U.S. and foreign for-profit entities. No special language was included addressing Subpart F. The agency specifically points out in that the Department of State is required under of the uniform guidance to review risks posed by applicants for all selected competitive and noncompetitive awards. Concerning intangible property in (e)(1), if the public asks for research data under a Freedom of Information Act (FOIA) request relating to a published research finding under a federal award, the federal awarding agency must, within a reasonable timeframe, obtain the

6 Department of State 6 research data and make it available. In addition, the uniform guidance states that if a federal agency obtains research data solely in response to such a FOIA request, it may charge the requester a reasonable fee equaling the full incremental cost of obtaining the research data. To add further clarification, the Department of State in adds that if it obtains research data solely in response to a FOIA request, it may charge the requester fees consistent with FOIA and the agency s applicable regulations and policies. The Department of State in added another circumstance to the list in of the uniform guidance under which it would require prior approval. It stated that a nonfederal entity must seek the prior written approval for indirect or special or unusual costs prior to incurring such costs when the Department of State is the cognizant agency. Performance The Government Performance and Results Modernization Act (GPRMA) requires that federal agencies establish performance goals. Federal agencies provide information to the public on their goals and objectives in numerous ways. Federal agencies identify long-term goals and objectives in their strategic plans; they identify annual performance goals in their annual performance plans updated with the President s budget each February. Federal agencies report progress on their performance goals in their annual performance reports or their Performance and Accountability Reports (PARs) which are updated either in February or November each year, respectively. Agencies post their PARs, strategic plans, and annual performance plans on their websites. Performance.gov provides a one-stop shop for links to this agency information. The GPRMA performance goals provide insights to the goals and objectives of the grant programs offered by each agency and should align with the performance measures and outcomes nonfederal entities propose for each project. The GPRMA goals also align with the focus of the uniform guidance on performance and results. For more information, go to Section 3 Regulations The Department of State s federal agency regulation has been updated to adopt the uniform guidance, with some exceptions, and both are under the Code of Federal Regulations (C.F.R.). The uniform guidance is located at 2 C.F.R. Part 200. The State Department s regulation is located under 2 C.F.R. Part 600 and 22 C.F.R. Parts All can be accessed at ecfr at The uniform guidance also is located at Thompson s website at The State Department s regulation also can be ordered from the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402, , or accessed online at C.F.R. Part Regulations Number Title 2 Uniform administrative requirements, cost principles, and audit requirements for federal awards 2 C.F.R. 600 Nonprocurement debarment and suspension 2 C.F.R. 601 Title 22 Organization 22 C.F.R. 5 Finance and accounting 22 C.F.R. 23 Collection of debts 22 C.F.R. 34 Program fraud civil remedies 22 C.F.R. 35 Governmentwide requirements for drug-free workplace (financial assistance) 22 C.F.R. 133 Equal Access to Justice Act; implementation 22 C.F.R. 134

7 7 Department of State C.F.R. Part Regulations Number Personal property disposition at posts abroad 22 C.F.R. 136 New restrictions on lobbying 22 C.F.R. 138 Nondiscrimination in federally assisted programs of the Department of State effectuation of Title VI of the Civil Rights Act of C.F.R. 141 Nondiscrimination on the basis of handicap in programs and activities receiving federal financial assistance 22 C.F.R. 142 Nondiscrimination on the basis of age in programs or activities receiving federal financial assistance 22 C.F.R. 143 Enforcement of nondiscrimination on the basis of handicap in programs or activities conducted by the U.S. Department of State 22 C.F.R. 144 Nondiscrimination on the basis of sex in education programs or activities receiving federal financial assistance 22 C.F.R. 146 Regulations for implementation of the National Environmental Policy Act 22 C.F.R. 161 Availability of information and records to the public 22 C.F.R. 171 Hostage relief assistance 22 C.F.R. 191 Victims of terrorism compensation 22 C.F.R. 192 Benefits for hostages in Iraq, Kuwait or Lebanon 22 C.F.R. 193 In addition, the department has issued in the Federal Register the following notices of interest to nonfederal entities: Policy on administration issues with regard to graduate medical education or training in the United States by foreign medical graduates under the Exchange Visitor program. (64 Fed. Reg , June 30, 1999.) List of the federal financial assistance programs administered by the department that are covered by Title IX of the Education Amendments of 1972, which prohibits recipients of federal financial assistance from discriminating on the basis of gender in educational programs or activities. (66 Fed. Reg. 7528, Jan. 23, 2001.) Section 4 Publications A Guide to Doing Business With the Department of State, released by the Office of Small and Disadvantaged Business Utilization, is available at Other publications from the department are available at Section 5 y The Department of State headquarters is located at: U.S. Department of State 2201 C St. NW Washington, DC Inquiries about grants and contracts should be directed to: Office of Acquisitions Management (A/LM/AQM) U.S. Department of State P.O. Box 9115, Rosslyn Station Arlington, VA

8 Department of State 8 The following offices can answer substantive questions or refer you elsewhere for answers. Area Code 202 Office of the Secretary Inspector General Assistant Inspector General for Audits Under Secretary for Management Deputy for Civil Rights Office Chief Financial Officer Bureau of Administration Office of the Procurement Executive Office of Small and Disadvantaged Business Utilization Diplomatic Pouch and Mail Division Bureau of African Affairs Bureau of East Asian and Pacific Affairs Bureau of European and Eurasian Affairs Bureau of International Organization Affairs Bureau of Near Eastern Affairs Bureau of Public Affairs Bureau of Population, Refugees and Migration

9 Section 6 Grant Administration Regulations 9 Department of State (Editors note: The Department of State adopted the Office of Management and Budget s (OMB s) uniform grant guidance, with some exceptions, into its regulations. The uniform guidance is located at Thompson s website at PART 600 THE UNIFORM AD- MINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS Sec Applicability Federal awarding agency review of risk posed by applicants Intangible property Prior written approval (prior approval). Authority: 5 U.S.C. 301; 22 U.S.C 2651a, 22 U.S.C. 2151, 22 U.S.C. 2451, 22 U.S.C. 1461, 2 CFR part Applicability. Under the authority listed above, the Department of State adopts the Office of Management and Budget (OMB) Guidance in 2 CFR part 200, except for: (a) The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards set forth in 2 CFR part 200 (Subparts A through F) shall apply to all non-federal entities, except as noted below. (b) Subparts A through E of 2 CFR part 200 shall apply to all foreign organizations not recognized as Foreign Public Entities and Subparts A through D of 2 CFR part 200 shall apply to all U.S. and foreign for-profit entities, except where the Federal awarding agency determines that the application of these subparts would be inconsistent with the international obligations of the United States or the statute or regulations of a foreign government. The Federal Acquisition Regulation (FAR) at 48 CFR part 30, Cost Accounting Standards, and Part 31 Contract CostPrinciples and Procedures takes precedence over the cost principles in Subpart E for Federal awards to U.S. and foreign for-profit entities. Thus, this part gives regulatory effect to the OMB guidance and supplements the guidance as needed for the Department Federal awarding agency review of risk posed by applicants. Use of 2 CFR (the DOS review of risk posed by applicants) is required for all selected competitive and noncompetitive awards Intangible property. If the DOS obtains research data solely in response to a FOIA request, the DOS may charge the requester fees consistent with the FOIA and applicable DOS regulations and policies Prior written approval (prior approval). The non-federal entity must seek the prior written approval for indirect or special or unusual costs prior to incurring such costs where DOS is the cognizant agency. Title 22 Foreign Relations CHAPTER I DEPARTMENT OF STATE PART 135 [REMOVED] CFR part 135 is removed. PART 145 [REMOVED] CFR part 145 is removed.

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