Team Room

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Welcome, project partners, team members, and PIs. We’ve created these pages as a guide to what you need to report, when you need to report it, and how to do so to be in compliance with the requirements of SANREM. Look for instructions and related forms in the categories below:

Timely Reporting

Reports that you need to submit on a regular basis, independent of any of your research or travel activities.

  • Annual Work Plan and Budget – This report is due on August 15th. Start collecting information from your CoPIs and host country partners 30 days in advance of this due date – follow these instructions for submitting the Annual Work Plan and Budget starting no later than July 15th.
  • Annual Report – This report is due on October 15th. Start collecting information from your CoPIs and host country partners 30 days in advance of this due date – follow these instructions for submitting the Annual Report starting no later than September 15th.
  • Semi-Annual Report   – This report is due on April 15th. Start collecting information from your CoPIs and host country partners 30 days in advance of this due date – follow these instructions for submitting the Semi Annual Report starting no later than March 15th.
  • Publishing your research to the SANREM Knowledgebase (SKB) – Please add your recently published research according to these instructions for contributing to the SKB.
  • Quarterly Invoices – These reports are due at least quarterly, within a month after the quarter ends, and even if you have no expenses to invoice there is a “no-expense invoice” procedure you must follow. For example: for Quarter 1 of the U.S. Federal fiscal year (October – December), please start organizing your receipts and expenditure documentation in December and send your invoices to the Managing Entity (ME) by January 31. Follow these instructions for submitting Quarterly Invoices.
  • USAID Indicator Reporting – Form 19 consolidates for USAID the information that we require on certain other forms, and is due August 31. It is best to keep these forms up-to-date on a continuous basis. Follow these instructions for submitting USAID Common Indicator Table Reports.

SANREM Business Travel

Reports that you need to submit before and after a SANREM team member travels:

  • All travel to international destinations must be pre-approved by USAID. Please submit all planned travel for the year with your annual work plan on the International Travel Table (Form 12) .
  • Checklist for International Travel for SANREM members (U.S. Nationals) – Independent of whether the travel is for training or other activities, here you will find the instructions for what you need to report when a U.S. National travels for your SANREM project.
  • Traveling for a foreign national for SANREM business – If you would like to finance the travel of a foreign national with SANREM funds for a non-training activity, please refer to this informational page.
  • Trip Reports – This report is due within 15 days of the completion of each international trip. Refer to our Trip Report instructions and template to do so easily and in a timely manner.

Host Country Participant Training

USAID requires that all foreign “training” participants who are traveling internationally on USAID funds (either partially or completely) be registered and apply for entry visas through USAID’s TraiNet system. These trainings, or learning activities, include short-term training and degree programs.

  • Who is considered a “training participant?”
  • TraiNet – USAID’s online system for tracking training activities for foreign nationals. Read our guide on when and how to use TraiNet.
  • Traveling for a foreign national for training activities  – If the travel of a foreign national for training is being funded, there are different instructions depending on whether the training is being given in the U.S., in the Host Country, or in a 3rd country (neither the U.S. nor the Host Country):

Other Necessary Reporting

  • Equipment Purchase – Forms and instructions for when your project-related equipment purchase is to be funded by SANREM.
  • Pesticides and PERSUAPS – If you plan to use any pesticides, you must have forms on file for all pesticides you plan on using.
  • Export controls (external link) on the transportation of software, data, and other technologies – Some software, technical data, and other technologies, such as lasers, microorganisms, toxins, and digital computers, being internationally transported (either through mail or luggage) may be subject to export controls and may require a license before transport. Restrictions vary from country to country, and can be found on the Export Administration Regulations (EAR) Database (external link).
  • Surveys involving human subjects – There are certain requirements you must follow when conducting a survey with human subjects in the field. Here, we explain some guidelines when conducting surveys.
  • Organizational structure changes – If any changes are made to your organizational structure, such as a change in PIs, you must report them to the ME.

Fiscal Year 2010-2014 Calendar

For a printable calendar with all of these timely reporting deadlines, please see FY 2010-2014 Calendar (pdf). This calendar can also be found on page 20 of the 2010 POP Manual (pdf).

Contacts and Links to Helpful Resources

We are here to help! If you have questions about any of the procedures listed here, we invite you to contact us via email. We would rather assist you and make it easier for you to comply properly with these reporting requirements than see you flounder or fail.

Additional resources you may find helpful:

  • List of PI Forms – A concise list, with links, of all the forms that our Project Partners need, all on one page.
  • POP Manual – The SANREM Policies and Procedures Manual (PDF, 169 KB).
  • SANREM Directory – A directory of SANREM presonnel, including PIs, Project Partners, and the ME (MS Word)
  • Official documents – A list, with links, of some of the contract documents associated with VT’s relationship with USAID and host countries