8a. ACCOUNTING PROCEDURES · Web viewHome Office will transfer amounts from 1201 to expenses in the appropriate quarter. This is when expenses will show on the projectsFor example,

8a. ACCOUNTING PROCEDURESUpdated 9/30/2017

OVERVIEW

The CEO will oversee and ensure the CFO is responsible for:

Establishing internal controls. Establishing a standardized chart of accounts that provides for accurate and consistent recording and

reporting of accounting transactions in accordance with Generally Accepted Accounting Principles Ensuring adequacy of chart of accounts recording and reporting of accounting transactions in order to

comply with all Board required reporting guidelines, such as reporting by budget and fiscal year. Ensuring all month end close activities are completed in a timely manner.

A uniform and consistent process will be followed for adding, deleting and modifying the chart of accounts and the financial reporting structure.

Accounting will implement month-end procedures including all necessary reconciliations, accruals and journal entries. These will reflect the appropriate authorizations and audit trail.

The Accounting department performs the necessary procedures to review, approve, and record all accounting transactions in accordance with USSEC compliance regulations and Generally Accepted Accounting Principles.

GENERAL LEDGER

The General Ledger (GL) is the collection of asset, liability, net asset, revenue, and expense accounts. It is used to accumulate all financial transactions which provide the details needed for financial reporting purposes.

CHART OF ACCOUNTS

The Chart of Accounts (COA) is the framework within the GL. It consists of account titles and account numbers (4 digits) used to organize transactions by type. USSEC’s chart of accounts is comprised of five types of accounts numbered as below.

Assets 1000-1999

Liabilities 2000-2899

Net assets 2900-2999

Revenues 3000-3999

Expenses 4000-9999

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ACCOUNT STRUCTURE

Sub-accounts are used with each account number to further segregate data. Sub-accounts are 10 alpha/numeric characters that allow the grouping of transactions according to funding source, region, country, target area, and expense class.

FINANCIAL CONTROLS

Separation of duties is an essential internal control process in which financial tasks and privileges are separated between multiple users so as to prevent fraud and minimize error. USSEC’s separation of duties is outlined in the Delegation of Authority matrix.

Banking

Whenever possible, separate bank accounts will be maintained for the funding sources listed below. In the event the account is shared, funds are segregated by subaccount in order to ensure the funds are segregated.

USB FMD MAP FAS Other (QSP, EMP) Membership

o Board-Designatedo Undesignatedo Contingent Liabilitieso Reserve

Positions authorized on bank signatory cards per the DOA MATRIX All payments will be authorized per the DOA MATRIX U.S. deposits will occur as needed and will be approved according to the DOA MATRIX A line of credit is maintained for the sole purpose of Checkoff-eligible expenditures. The

renewal of this line is annual, and subject to approval and guarantee per the DOA MATRIX Interest on the line of credit is recorded monthly and billed to USB – maximum chargeable

amount is denoted in the USB/USSEC Management Agreement for the respective fiscal year

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ACCOUNTING PROCEDURES REGARDING ASSETS

CASH

Cash is the most liquid asset of an organization, and therefore cash procedures follow the strongest possible internal controls. The responsibilities of billing, receiving, holding, recording, and reconciling funds are each given to different accounting positions in order to reduce the risk of loss.

Electronic Bank Transactions Receipt of funds are reconciled on a monthly basis.

Checks received Mail is opened by the administrative assistant, who enters any checks received into a check log,

then gives the checks to accountant #1. Accountant #1 makes a copy of the check, determines which general ledger account the money

will be posted to, and enter this information in the check log. Checks are locked in the Controller’s office until ready to be deposited. At the time of deposit, Accountant #2 creates deposit slips and prints the check log, giving both

to the Controller. The Controller reviews the checks, copies, deposit slips, and check log, and approves the log

with a signature. Accountant #2 deposits the checks, returning the deposit receipts to Accountant #1. Accountant #1 reconciles the bank receipts back to the check log for accuracy, and posts the

checks to the general ledger.

PETTY CASH

As dictated by normal established business practices unique to each country, the Country/Regional Director shall establish a maximum amount of petty cash maintained in the office not to exceed the equivalent of US $300.00

As dictated by normal established business practices unique to each country, the Country/Regional Director shall establish a maximum amount per petty cash claim not to exceed the equivalent of US $50.00

Control Petty cash shall be maintained under a secure environment Country/Regional Director and one additional designee may have access to petty cash fund

Reconciliation Each month the petty cash fund is to be reconciled The Country/Regional Director must review and approve each monthly reconciliation

PREPAID EXPENSE ALLOCATION

Expenses are charged to the Prepaid Expense Account (GL #1201) if the amount that benefits future fiscal quarters is US $100.00 or greater. If the amount that benefits a future fiscal year is less than US $100, it may be expensed in the current fiscal year, in the appropriate fiscal quarter.

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Home Office will transfer amounts from 1201 to expenses in the appropriate quarter. This is when expenses will show on the projectsFor example, expenses such as subscriptions, memberships, and insurance premiums, usually have terms of one year and require pre-payment. The current portion is expensed and the future portion is posted to a prepaid expense account on the balance sheet (only if that amount is greater than $100, per USB policy.) Accounting later, in the appropriate period, moves the prepaid amount to expense.

When these types of expenses are paid, a cost allocation worksheet and prepaid form must be sent to accounting with the voucher for approval. These forms calculate the amount of expenses to be allocated to each appropriate fiscal period.

FIXED ASSETS

A Fixed Asset is a piece of equipment, furniture, or fixture with a purchase price of $500.00 for FAS and $2,500.00 for USB or more per item and an expected useful life of more than one (1) year.

The expected useful life of assets are as follows:

Asset Class Common Class LifeOffice furniture, fixtures and equipment 7 years

Information systems/ Computers 3 years

Data handling equipment 3 years

Leasehold improvements Lesser of remaining lease term or 15 years

Asset purchase Each Asset purchase of $1,500.00 or greater requires the following prior to purchase:

o A completed Asset Request Form, with appropriate approval per the DOA MATRIX. o Three Competitive Bids when an item costs more than $2,000.00

Asset disposal Each Asset disposal requires the following prior to disposal:

o Appropriate Funding Source approval in writing FAS requires approval from the local Post or Attaché office USB requires approval from the USB Executive Director only if the item to

dispose is a cell phone less than 2 years old or a technology item less than 3 years old

o A completed Asset Disposal Form, with appropriate approval per the DOA MATRIXo Laptops or desktops that are disposed must be sent to the Home Office for disposal

by the IT Manager. Asset tracking

All offices are to conduct a semi-annual physical inventory of Assets (March and September). Inventory lists should be submitted to Home Office accounting. Any variances should be brought to the attention of the respective Director and Home Office Accounting

Home Office Accounting maintains an asset tracking list, which includes:

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o Asset number assigned by USSEC or USBo Date of purchase or acquisitiono Cost of purchaseo Serial numbero Makeo Modelo Electrical requirements

MEMBERSHIP FUNDS

Types of membership funds Board-Designated Membership Funds are dues collected from Checkoff entities and are

internally designated. They are NOT to be used for:o Solicitation of Undesignated Membership Fundso Influencing government policyo Or for any purpose not in conformance with the Soybean Promotion, Research, and

Consumer Information Act (7 U.S.C. 6301-6311) and the Soybean Promotion, Research, and Consumer Information Order (7 CFR Part 1220)

Undesignated Membership Funds are dues collected from all other types of membership

Segregation of funds Board-Designated Membership Funds and Undesignated Membership Funds are held in

separate accounts (whenever possible as required by law).

Use of funds Board-Designated Membership Funds pay approved eligible operational expenses with an

emphasis on providing benefits to support industry participation including USSEC meeting expenses and other activities or projects that promote export of U.S.-origin soybeans and products

Expenditures are approved per the DOA MATRIX Undesignated Membership Funds Pay organizational expenses related to:

o Solicitation of Undesignated Membership Fundso Influencing government policyo Or for any purpose not in conformance with the Soybean Promotion, Research, and

Consumer Information Act (7 U.S.C. 6301-6311) and the Soybean Promotion, Research, and Consumer Information Order (7 CFR Part 1220)

All other Undesignated Membership Funds will be held until an expenditure is approved by proper procedure or swept to Reserve

Approvalso All expenditures will be approved per the DOA MATRIX

Once all expenses have been recorded for the calendar year, 25% of any carryover Undesignated Membership Funds will be swept to the Reserve account and considered net assets (effective 2008 and beyond)

Additional allocations can be made to Reserve at the discretion of the USSEC Board USSEC Reserve should be maintained at a level of no less than $100,000, once that

threshold is reached. Should the Reserve fall below this amount, Board action may be requested.

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PROCEDURES REGARDING LIABILITIES

Accounts Payable

Assets or expenses and the related liability are recorded by an individual who is not responsible for ordering or receiving.

Invoices must be supported with the required documentation and properly authorized according to the DOA matrix.

Accounts payable transactions are processed on a daily basis, and information is entered into the system from approved invoices or disbursement vouchers with appropriate documentation attached.

Only original invoices will be processed for payment unless duplicated copies have been verified as unpaid by researching the vendor records. No vendor statements shall be processed for payment.

Vendor credit terms and operating cash are managed for maximum benefits.

Accrued Liabilities

For purposes of preparing quarterly financial statements, liabilities will be accrued in the appropriate fiscal quarter. Some of the expenses typically accrued are:

Vendor invoices received, approved, and supported with proper documentation Salaries and payroll taxes Vacation pay

CORPORATE CREDIT CARD PROGRAM

The CFO administers and controls the corporate card program Applications should be requested from the CFO for eligible employees Use of the card

The corporate cards are intended for business use only. Cards can be used for car rental, lodging, airfare, meals, and all other business

expenses No late charges will be reimbursed For USSEC staff, non-reimbursement of expenses incurred does not relieve

employee of the obligation to pay charges incurred on their card For Group Event (centrally-billed) accounts, appropriate uses are:

o Consultant, staff, and grower leader airfareo Team hotel and transportationo Seminar registration fees and venue costs

Submitting expenses to Accounting Accounting will send each cardholder a copy of the transactions charged to their

card each month. Cardholders are required to:

o Validate each entry on the statemento Determine appropriate project and activity for each entry

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o Submit proper substantiated documentation and completed Corporate Card Reconciliation Worksheet to Accounting within 30 days from receipt of transactions providing by the Accounting Department.

PROCEDURES REGARDING FINANCIAL REPORTING

INTERNAL REPORTING

Daily Financial transactions prepared by accounting staff are reviewed and approved by the

Assistant Controller, Controller or CFO

Monthly All bank accounts are reconciled by accountants and reviewed by Assistant Controller All balance sheet accounts are reconciled by accountants and reviewed by Assistant

Controller or Controller

Quarterly All bank accounts are reviewed by Controller All balance sheet accounts are reviewed by Controller Financial statements are prepared and analyzed by Controller, then reviewed and approved

by CFO

Annually Outside audit firm conducts an audit and prepares audited financial statements

EXTERNAL REPORTING

Monthly Documents are provided to primary funding sources as outlined in agreements.

Quarterly Internally-prepared financial statements are provided to the A&B Committee, banking

representative and other designated stakeholders as follows. Documents are provided to primary funding sources as outlined in agreements.

Annually Externally audited financial statements are provided to the USSEC Board for review and

acceptance. Externally audited financial statements are provided to the banking representative, USB

CEO and ASA CEO following USSEC Board approval Annual budget is provided to banking representative within 30 days of start of fiscal year Documents are provided to primary funding sources as outlined in agreements.

Exceptions Any exceptions to the above will be approved per the DOA MATRIX

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RECORD RETENTION

All USSEC record retention requirements are in accordance with USB policy. Refer to USB policy for definitions.

Records Screening Records are to be screened periodically to determine if they are Active or Inactive. Active

records are to be stored in the immediate area of the responsible custodian. Records determined to be Inactive are to be reviewed for possible storage in the

designated Records Center. An assessment is to be made of the:o Need for retentiono Frequency of referenceo Name of referenceo Established retention periodo Filing requirementso Volume of files

Duplicate and multiple materials, as well as paper and binder clips, are to be eliminated. Whenever possible, Official Record is the one to be retained. Official Records are not to contain personal notations, other than the author’s signature.

Records Center Storage Records Storage Centers are to be in a safe, secure location and protected from

environmental and other potential harm. Storage containers are to be labeled using the numbering system in the USSEC Inventory

List spreadsheet. This is a log of box numbers, locations, and contents. Containers are also to be labeled by year or periods and with sufficient detail to facilitate their reference, review and destruction.

Records which are essential to the continuity of USSEC are to be identified and designated as Vital Records.

Vital Records are to be duplicated and the duplicate records stored in off-site locations for reconstructive use in the event of a disaster.

Electronic Storage Records generated and maintained in company information systems or equipment

(including the network drive) are to be periodically reviewed by the individual records custodians to ensure that the records management requirements set forth in the USSEC’s policy and procedures handbook are being met for electronic information systems.

Records stored in electronic media are to be grouped in a fashion to facilitate review and destruction at appropriate intervals.

Files Purging At least once annually, a formal files-purging process will be conducted. The process is to

be planned and carried out within applicable areas of responsibility. During, or as a result of, this process:o Records that require retention are to be identified, grouped, labeled, and

transferred to the records center for appropriate storage;o Records that have exceeded their required retention period are to be reviewed and

destroyed, ando Unnecessary duplication and multiple copies of records are to be identified and

destroyed. Responsibilities

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Each staff/contractor personnel is responsible for assisting in the records-management process. Such responsibilities generally include:o Supporting preparation and maintenance of local records retention schedules;o Identifying, packaging, documenting and transferring applicable records to the

records center;o Retaining only those records assigned to their function/custodial responsibility in

accordance with the guidelines of our record retention policy;o Retrieving records from the records center within the time period established by the

records management function; ando Reviewing and authorizing destruction of records at the retention expiration date.

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RECORDS RETENTION

1. ADMINISTRATIVE

A. Manualsi. Policy Manuals and other directives that express

or interpret USB policy

o Originating office file copy

o Other copies

o Drafts and work papers

Until 10 years after superseded

Until superseded

Until completion of manual or until no longer useful

ii. Procedural Manuals and other directives that are procedural only and do not express new policy or interpretation (includes Records Management Guide)o Originating office file copy

o Other copies


Until superseded

B. Reports

i. Administrative – Internal

o Originating office file copy

o Other copies

o Drafts and work papers

Year originated + 7

Until superseded

Until completion of report or until no longer useful

ii. Annual (year-end or last quarter)

o Originating office file copy and work papers

o Other copies

Year originated + 7

2 months

iii. Quarterly

o Originating office file copy and work papers

o Other copies

Year originated + 7

2 months

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C. Correspondence

i. Letters

o Supporting a principal document or project

o Routine that require no acknowledgement or follow up

o Chronological correspondence files

o USDA Chairperson (letters supporting a document or project)

ii. Internal memos and notes

iii. Handwritten notes

iv. Electronic Email Correspondence

Retained for the life of the principal document or project

Year originated + 1

Year originated + 1

Permanent

Year originated + 1

Year originated + 1

24 months

2. CONTRACTS AND AGREEMENTS

A. All contracts and final reports (with the exception of QSSB related contracts – see below for requirement)

5 years from contract expiration

B. Building leases, permits and operating agreements

i. Signed original

ii. Other copies

Until 10 years after the termination of the lease/permit/agreement

Until termination of the lease/permit/agreement

3. CORPORATE RECORDS

A. Certificates of Incorporation, Bylaws Permanent

B. Minutes of Board Meetings and Committees

i. Record copy Permanent

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ii. Copies and excerptsYear originated + 1

C. Long-range Strategic Plans

D. Strategies, Action Plans

E. QSSB Consulting or Oversight

i. Agreements and Contracts

ii. Compliance Review Reports

iii. Other Compliance (excluding QSSB financial needs)

4. PROJECT FILES

A. Official file

B. Supporting documentation/notes/work papers



Permanent

Permanent

Permanent

5 years from completion of the project

Until completion of the project + 1 year

5. FINANCIAL

A. Accounts Payable and other paymentsi. Daily activity reports, invoice lists

ii. Daily control statements, batch control reports, daily distribution summary

iii. Monthly distribution reports, corrected general ledger summary reports

iv. Invoices, accumulated data for payment of invoices and necessary related documents

v. Payment reportso Semiannual payment reports

o Daily, bimonthly and monthly reports

Year originated + 6 and after audit

Year originated + 1



Year originated and after audit

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While useful

B. Accounts Receivable and other receiptsi. Cash receipt documents, check Photostats

ii. Cash receipts ledger

iii. Petty Cash records

iv. Customer history records – any form

v. Registers – cash, control report, invoice, journal, split cash, washout

vi. Trial balances







C. Auditi. External audit reports

ii. Internal audit reports

Year originated + 15


D. Bankingi. Bank account statements and reconciliations

ii. Bank Resolutions-Board Minutes

iii. Depository receipts


Until resolution is revoked

Year originated + 3

E. Billing Year originated + 1

F. Budgeti. Actual versus budget financial reviews

ii. Actual versus budget reports for expenseso Monthly

o Year end

o Other copies and excerpts

Year originated + 5

Year originated + 1


While useful

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iii. Budget documents

G. Corporate Insurance Agreement


Permanent

H. Company ledger, financial statements and reports of finances:i. Financial Statement-documents that report the

financial circumstances of USBo Company copy and essential work papers

o Board minutes

o Other copies

ii. General ledgers

iii. Journal entries


Permanent

While useful



I. Expense reports and travel statements of personnel Year originated + 4 and after audit

J. Individual authorizations for expenditures Until superseded + 5 years

K. Royalty payments and receipts required by contracts, agreements, etc.

Until 6 years beyond expiration of agreement and after audit

6. EMPLOYMENT RECORDS

A. Application and resumei. If hired

ii. If not hired

iii. If unsolicited

B. Disciplinary action

C. Employment contracts

Duration of employment + 3 years

Year originated + 1

Return to sender or acknowledge it and then destroy it

Year originated + 1

(See Contracts and Agreements)

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D. Goals documents

E. Performance, results reviews or appraisals

F. Training courses

G. Job descriptions and advertisements

H. Salary-increase planning sheets

Year originated + 1



Until 1 year after superseded

Year originated + 1

7. COMPLIANCE

A. Data collected to demonstrate compliance

i. All copies

ii. Drafts and work papers

Until purpose served or as required by law

Until completion of report

8. INSURANCE

A. Annual Insurance Policy

B. Insurance Claim Files

C. Insurance certificates furnished by contractors working on USB premises

Permanent

Permanent

Permanent

9. TAX

A. Exemption Certificates Expiration of exemption + 5 years

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VIII. APPENDICES

On the following pages:

USSEC DOA (Delegation of Authority Matrix) USSEC Chart of Accounts (Expenses Only) USSEC Chart of Accounts Category Roll-up (Expenses Only) USSEC Subaccount Structure

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Effective: October 1, 2017

Functional AreaRequired Approvals

Standard Approvers Alternate Approvers

BankingGeneral:

1Open Bank Account (Requires Notification to Treasurer)

2 CEO AND (CFO or C) -

2Close Bank Account (Requires Notification to Treasurer)

2 CEO AND (CFO or C) -

3 Amend Positions Reflected on Signature Card(s) 1 Full Board -

4 Line of Credit Renewal/Extension 2Executive Committee

AND(CEO or CFO)

-

5 Line of Credit Guarantee 1 USSEC Board -

Online Banking:6 Add New Users 1 CFO or C CEO7 Approval Bank Tranfers (between USSEC accounts) 1 CFO, C, AC, BCA CEO, COO, Authorized Check Signer8 Approval of Payments < $10,000 1 CFO, C, AC, BCA CEO, COO, Authorized Check Signer9 Approval of Payments >= $10,000* 2 CFO, C, AC, BCA CEO, COO, Authorized Check Signer

Checks:10 Check Register 1 CFO, C, AC Treasurer, CEO11 Authorization of Payments < $10,000 1 CFO, C, AC, BCA Authorized Check Signer12 Authorization of Payments ≥ $10,000 2 CFO, C, AC, BCA COO, CEO

* ACH is excluded due to banking software limitations

Accounts Payable13 Approval of Invoices < $25,000 1 CFO, C, RPTL CEO, COO14 Approval of Invoices >= $25,000 1 CFO, C CEO, COO

15 Approval of Expense reports (cannot approve own) 1RPTL

CEO, COO, CFO, CBoard Officer

16 Project Reclassification requests 2(RPTL or COO)

AND(CFO or C)

CEO

17 USSEC Board Member Expenses 1 CEO, COO, CFO Treasurer18 Over-30 Day Memo (IC submission to USSEC) 1 CFO, C CEO

General: IMF / Membership Expenses:19 Expenditures < $5,000 1 CFO, COO CEO 20 Expenditures >= $5,000, <$10,000 1 CEO Treasurer21 Expenditures >= $10,000, <$25,000 1 Executive Committee Full Board22 Expenditures >= $25,000 1 Full Board -

Board Approved Projects: IMF / Membership Expenses:

23 Expenditures < $25,000 2RPTL AND

COO or CFOCEO

24 Expenditures >= $25,000 3 RPTL, CFO, COO CEO

Fixed AssetsPurchases - (Asset Request Form - HO):

25 Item < $25,000 1 CFO, C CEO26 Item >= $25,000 2 CFO, C CEO

Purchases - (Asset Request Form - CO):27 Item < $5,000 1 RPTL, C CFO28 Item >= $5,000, <$25,000 129 Item >=$25,000 2

Curr

ent

Line

Ord

er

USSEC - Delegation of Authority

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Disposals:30 Asset Disposal Form 2 CFO, C CEO

Travel

31 Travel Approval (cannot approve own) 1 RPTL CEO, COO, CFO

32 Business class travel (cannot approve own) 1 RPTL CEO, COO, CFO

33 Exceptions to Advanced Ticket Purchase Policy 1 COO, CFO CEO

34 Over-Limit Memo (Lodging, M&IE) 1 COO, CFO, C, BCA CEO

BudgetingGeneral:

35 Funding Source Agreements / Attachments 2Executive Committee

ANDCEO

-

36 UES/Projects 2Executive Committee

ANDCEO

-

37 Priority List 1 CEO -

IMF Project Approval:38 Project Approval - IMF 2 Executive Committee, Full Board -

Project Budget Changes:

39Project Budget Amendments - USB(Also requires Action Team Approval)

1 PM, RPTL COO, CFO

40Project Budget Amendments - FAS(May also require TPIA Approval)

1 PM, RPTL COO, CFO

Project (Budget) Category Changes:41 Project Category Amendments - USB < 10% 1 PM, RPTL COO, CFO

42Project Category Amendments - USB >=10%(Final Approval via the Action Team)

1 PM, RPTL COO, CFO

43Project Category Amendments - FAS(Final Approval via the TPIA)

1 PM, RPTL COO, CFO

44 Project Category Amendments - IMF 2 COO, CFO CEO

Project Completion Date Changes:

45Completion Date Amendments - USB(Also requires Action Team Approval)

1 PM, RPTL COO, CFO

46Completion Date Amendments - EMP(Also requires FAS Approval)

1 PM, RPTL COO, CFO

47 FROE - When >= 10% of Project Budget 1 COO CEO

BillingProgram Expense Invoices:

48 USB Invoices 2 CFO, C COO, CEO49 FAS Invoices 2 CFO, C COO, CEO

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ContractsExecution Authority:

50 Contracts < $25,000 1 D, RD, C CFO, COO, CEO51 Contracts >= $25,000, < $100,000 1 CFO, COO, CEO52 Contracts >= $100,000 1 CEO Executive Committee

53 Changes to Standard Language 2CFO

Contract CoordinatorCEO, COO

Financials & General LedgerAccount Reconciliations:

54 Prepared by Accounting Staff 1 AC, C CFO55 Prepared by Controller 1 CFO -

Financial Statements:

56 Quarterly Internally-Prepared 3CEO, CFO

AND A&B CommitteeC (Alternate for CFO)

57Annual Audited(Must also be accepted by the Full Board)

4(CFO & CEO)

AND(A&B Committee & Full Board)

-

Legal Matters58 Initial Contact of Law Firm 1

Executive Committee CEO, CFO, COO

-

General59 Board Policies 2 Full Board, CEO -60 Reporting Policy Exceptions 2 CEO, CFO, COO -61 Primary Contract Selection (Legal, Auditors, H/R) 1 Executive Committee Full Board62 Internal Operational Procedures and Forms 3 CEO, CFO, COO -

System Access63 Access to servers, programs, web sites, E-mail, etc. 1 IT Manager CFO64 Add Dynamics Users 1 C CFO

Delegation of Authority

65 Changes to Delegation of Authority 5CEO, CFO, COO

ANDA&B Committee, Full Board

-

Team Member:Chief Executive Officer CEO Jim SutterChief Financial Officer CFO Stephanie PerottiChief Operations Officer COO Ed BeamanController C Julie SumpterAssistant Controller AC Zen CookBudget and Compliance Administrator BCA Cheryl HusonDirector D As directed by the CEO/COO/CFORegional Director RD As directed by the CEO/COO/CFORegional Project Team Lead RPTL As directed by the CEO/COO/CFOProject Manager PM As directed by the CEO/COO/CFO

Titles and Abbreviations:

* Personnel may temporarily delegate their authority for a specified period of time via an e-mail, memo or letter approved by their supervisor (Copy to the Controller).

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USSEC Chart of Accounts (Expenses Only)

FAS/ IMF GL

Account Number

USB GL

Account Number

GL Account Description Account Definition or Usage:

4001 8001 Employee Salary ExpenseSalary costs for all USSEC Office Staff - To be used by Accounting Only

4003 8003 Employee Allowance HHGHousehold Goods Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4004 8004 Employee Allowance HousingHousing Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4005 8005 Employee Allowance PostPost Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4006 8006 Employee Allowance EducationEducation Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4007 8007 Employee Allowance HardshipHardship Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4008 8008 Employee Allowance LanguageLanguage Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4009 8009 Employee Allowance Home LeaveHome Leave Allowance for USSEC Expatriate Directors - To be used by Accounting Only

4010 8010Employee Allowance Tax Prep./ Equalization

Employee Allowance for tax preparation and equalization for USSEC Expatriate Directors - To be used by Accounting Only

4011 8011 Employee Allowance RelocationEmployee Allowance for relocation expenses for USSEC Expatriate Directors - To be used by Accounting Only

4012 8012 Employee Benefits - MedicalCosts related to medical insurance coverage for USSEC employees - To be used by Accounting Only

4013 8013 Employee Benefits - DentalCosts related to dental insurance coverage for USSEC employees - To be used by Accounting Only

4014 8014 Employee Benefits - LifeCosts related to life insurance coverage for USSEC employees - To be used by Accounting Only

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FAS/ IMF GL

Account Number

USB GL

Account Number


4015 8015 Employee Benefits - 401k MatchCosts related to the matching of 401(k) contributions done by USSEC for its employees - To be used by Accounting Only

4016 8016 Employee Benefits - GeneralCosts related to benefits afforded to USSEC employees not falling into one of the other categories - To be used by Accounting Only

4017 8017 Employer TaxesAll taxes payable by USSEC as "Employer" for its employees (FUTA, Medicare, State, Federal) - To be used by Accounting Only

4100 8100 Office RentContracted/ Leased Office Rental Costs - To be used by Accounting Only

4102 8102 Office MaintenanceIncludes office repair, cleaning costs, plant care, etc. - To be used by Accounting Only

4103 8103 Office RenovationIncludes cubicle construction, office build out, carpeting, paint, new doors, etc. - To be used by Accounting Only

4105 8105 Equipment Rentals

Includes rental of any removable non-depletable office asset - such as office furniture, office decorations, computers, printers, etc. - To be used by Accounting Only

4108 8108 Office Supplies

Includes any depletable office item, such as paper, pens, paperclips, staples, coffee, water, paper towels, etc. - To be used by Accounting Only

4109 8109 Organizational InsuranceUSSEC insurance policy purchase - To be used by Accounting Only

4112 8112 Money Transfer CostsIncludes wire costs, transfer fees, etc. for a specific transaction - To be used by Accounting Only

4114 8114 Professional DevelopmentIncudes any preapproved employee short course expense, such as language, software training, etc. - To be used by Accounting Only

4115 8115 Contingent LiabilitiesCompany liability related to overseas staff - To be used by Accounting Only

4116 8116 Warehouse/StorageIncludes fees for warehousing or storing office items - To be used by Accounting Only

4117 8117 Office Utilities - Electric Electric - To be used by Accounting Only

4118 8118 Office Utilities - Gas Gas - To be used by Accounting Only

4119 8119 Office Utilities - Water Water - To be used by Accounting Only

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FAS/ IMF GL

Account Number

USB GL

Account Number


4120 8120 Office Utilities - Other Other utilities - To be used by Accounting Only

4121 8121 Furniture PurchasesOffice furniture purchase - To be used by Accounting Only

4122 8122 Equipment Purchases

Includes purchase of non-furniture, non-computer hardware items (fax machine, copier, coffee machine, etc.) - To be used by Accounting Only

4123 8123 Computer Hardware PurchasesIncludes purchase of computer hardware - To be used by Accounting Only

4124 8124 Furniture MaintenanceIncludes costs of maintenance or repair of office furniture - To be used by Accounting Only

4125 8125 Equipment MaintenanceIncludes costs of maintenance or repair of office equipment - To be used by Accounting Only

4126 8126 Computer Hardware MaintenanceIncludes costs of maintenance or repair of computer hardware - To be used by Accounting Only

4127 8127 Software PurchasesIncludes purchase of computer software - To be used by Accounting Only

4128 8128 Software MaintenanceIncludes updates and programming costs - To be used by Accounting Only

4129 8129 Bank FeesIncludes fees associated with the maintenance and usage of USSEC bank accounts only - To be used by Accounting Only

4130 8130 Interest EarnedIncludes the interest earned by USSEC bank accounts - To be used by Accounting Only

4200 8200 Consulting Services

Includes consultants hired to fulfill specific tasks related to programs (not applicable to administrative contractors, such as cleaning personnel, etc. - which fall under GL accounts 4102 & 8102 )

4201 8201 Non-Corporate Legal Fees Includes any legal services for USSEC

FAS/ IMF GL

Account Number

USB GL

Account Number


22

4202 8202 Accounting FeesIncludes non-corporate audit fees (fees associated with the audit of a specific location), accounting services, etc.

4317 8317 Staff Transportation - AirfareIncludes USSEC staff airfare costs (including travel agent fees)

4318 8318 Staff Transportation - POV

Includes USSEC staff costs associated with a personally-owned vehicle:- Mileage- Parking - Tolls

4319 8319 Staff Transportation - Rental CarIncludes USSEC staff rental car costs (including gas for vehicle)

4320 8320 Staff Transportation - Other

Includes USSEC staff transportation costs not falling into one of the categories above:- Taxis/Non-Chartered Buses- Trains/Subways- Shuttles

4321 8321 Staff LodgingIncludes USSEC staff lodging expenses (Room charge and Room Tax only)

4322 8322 Staff Travel - M&IE/ Other

Includes USSEC staff meals, incidental expenses, and other travel costs (while in travel status):- All personal meals - Hotel portage tips- Internet- Phone/Fax- Passport/Visa Fees- Laundry expenses - hotel tips including bellman and maid service tips (In regards to business meals: code to this account only if the criteria for GL Account Codes 4500, 4601, 8510 and 8601 can not be met.)

4323 8323 Consultant Transportation - AirfareIncludes USSEC consultant airfare costs (including travel agent fees)

FAS/ IMF GL

Account Number

USB GL

Account Number


23

4324 8324 Consultant Transportation - POV

Includes USSEC consultant costs associated with a personally-owned vehicle:- Mileage- Parking - Tolls

4325 8325 Consultant Transportation - Rental CarIncludes USSEC consultant rental car costs (including gas for vehicle)

4326 8326 Consultant Transportation - Other

Includes USSEC consultant transportation costs not falling into one of the categoriesabove:- Taxis/Non-Chartered Buses- Trains/Subways- Shuttles

4327 8327 Consultant LodgingIncludes USSEC consultant lodging expenses (Room charge and Room Tax only)

4328 8328 Consultant Travel - M&IE/ Other

Includes USSEC consultant meals, incidental expenses, and other travel costs (while in travel status):- All personal meals - Hotel portage tips- Internet- Phone/Fax- Passport/Visa Fees- Laundry expenses - hotel tips including bellman and maid service tips (In regards to business meals: code to this account only if the criteria for GL Account Codes 4500, 4601, 8510 and 8601 can not be met.)

4329 8329 Team Transportation - AirfareIncludes USSEC team airfare costs (including travel agent fees)

4330 8330 Team Transportation - POV

Includes USSEC team costs associated with a personally-owned vehicle:- Mileage- Parking - Tolls

FAS/ IMF GL

Account Number

USB GL

Account Number


24

4331 8331 Team Transportation - Rental CarIncludes USSEC team rental car costs (including gas for vehicle)

4332 8332 Team Transportation - Other

Includes USSEC/ASA-IM team transportation costs not falling into one of the categories above:- Taxis/Non-Chartered Buses- Trains/Subways- Shuttles

4333 8333 Team LodgingIncludes USSEC team lodging expenses (Room charge and Room Tax only)

4334 8334 Team Travel - M&IE/ Other

Includes USSEC team meals, incidental expenses, and other travel costs (while in travel status):- All personal meals - Hotel portage tips- Internet- Phone/Fax- Passport/Visa Fees- Laundry expenses - hotel tips including bellman and maid service tips (In regards to business meals: code to this account only if the criteria for GL Account Codes 4500, 4601, 8510 and 8601 can not be met.)

4335 8335 ASA Director Transportation - AirfareIncludes USSEC ASA Director airfare costs (including travel agent fees)

4336 8336 ASA Director Transportation - POV

Includes USSEC ASA Director costs associated with a personally-owned vehicle:- Mileage- Parking - Tolls

4337 8337 ASA Director Transportation - Rental CarIncludes USSEC ASA Director rental car costs (including gas for vehicle)

25

FAS/ IMF GL

Account Number

USB GL

Account Number


4338 8338 ASA Director Transportation - Other

Includes USSEC ASA Director transportation costs not falling into one of the categoriesabove:- Taxis/Non-Chartered Buses- Trains/Subways- Shuttles

4339 8339 ASA Director LodgingIncludes USSEC ASA Director lodging expenses (Room charge and Room Tax only)

4340 8340 ASA Director Travel - M&IE/ Other

Includes USSEC ASA Director meals, incidental expenses, and other travel costs (while in travel status):- All personal meals - Hotel portage tips- Internet- Phone/Fax- Passport/Visa Fees- Laundry expenses - hotel tips including bellman and maid service tips (In regards to business meals: code to this account only if the criteria for GL Account Codes 4500, 4601, 8510 and 8601 can not be met.)

4341 8341 USB Director Transportation - AirfareIncludes USSEC USB Director airfare costs (including travel agent fees)

4342 8342 USB Director Transportation - POV

Includes USSEC USB Director costs associated with a personally-owned vehicle:- Mileage- Parking - Tolls

4343 8343 USB Director Transportation - Rental CarIncludes USSEC USB Director rental car costs (including gas for vehicle)

4344 8344 USB Director Transportation - Other

Includes USSEC USB Director transportation costs not falling into one of the categoriesabove:- Taxis/Non-Chartered Buses- Trains/Subways- Shuttles

4345 8345 USB Director LodgingIncludes USSEC USB Director lodging expenses (Room charge and Room Tax only)

26

FAS/ IMF GL

Account Number

USB GL

Account Number


4346 8346 USB Director Travel - M&IE/Other

Includes USSEC USB Director meals, incidental expenses, and other travel costs (while in travel status):- All personal meals - Hotel portage tips- Internet- Phone/Fax- Passport/Visa Fees- Laundry expenses - hotel tips including bellman and maid service tips (In regards to business meals: code to this account only if the criteria for GL Account Codes 4500, 4601, 8510 and 8601 can not be met.)

4347 8347 Group Travel - Meals

Includes meal costs for a group (at least two people) and there is at least one person that is not a USSEC staff member in attendance. Expenses should be allocated to the account only when all of the following criteria are met: - Members are in a travel status -A consultant or business partner, who is not a USSEC staff member, is present for the meal - The meal is not part of an organized event - Costs must be reasonable for this type of setting

4400 8400 TelecommunicationsIncludes telephone, cell phone, internet fees, domain names, etc. (does not include fees incurred while traveling)

4402 8402 Membership DuesIncludes fees for joining or participating in outside organizations that provide a benefit to USSEC

4403 8403 Publications & SubscriptionsIncludes purchase of any newspaper, book, or magazine, or appropriate subscription to any of the above

4405 8405 PostageIncludes costs for overnight delivery, stamps, courier fees, etc.

27

FAS/ IMF GL

Account Number

USB GL

Account Number


4406 8406 TranslationIncludes translation services provided by Contractor or Contractor's Subcontractor

4407 8407 Printing/DistributionIncludes costs for printing, preparing, and distribution of printed or digital (video included) material

4500 N/A STRE

Includes hosting of meals or a reception in a foreign country with the intent to bring together foreign industry/ trade representatives, government officials, and/or opinion leaders, with representatives of the United States

4501 8501 Trade ServicingIncludes any gifts, or miscellaneous services provided to members of the trade - To be used by Accounting only

4503 8503 Hosted Meetings/Hosted Seminars

Venue Costs for hosting Non-Board/Non-Committee meetings including reception room charge, meeting room charge, ancillary equipment, meeting planner charges, etc. This is NOT for meals.

4504 8504 Promotions

Includes promotional giveaways, banners, etc. (Also includes the shipping/ postage costs charged by the vendor in which the items were purchased from)

4505 8505 Market Research

Costs associated with market research, market analysis reports, etc. (Also includes all overhead including shipping/ distribution/ postage costs of such reports)

4506 8506 Demonstration Materials

Incudes any materials needed to demonstrate uses such as food for baking trials, etc. (Also includes distribution/shipping/postage costs related to such)

4507 8507 Fairs/ExhibitsIncludes booth rental, stall charges, exhibit fees (Also includes shipping/ postage/ distribution costs related to such)

4508 8508 Feeding Demonstrations & Trials

Includes costs associated with completing trials in regards to aquaculture, swine, poultry, etc. (Also includes shipping/ postage/ distribution costs related to such)

28

FAS/ IMF GL

Account Number

USB GL

Account Number


4509 8509 Meeting Registration FeesIncludes registration fees, participation fees, etc. to attend an external seminar, meeting or conference.

N/A 8510 Group Meals

This account should be used when meals are hosted at events in relationship to an organized meeting. Includes meal costs for a group (at least two people) and there is at least one person that is not a USSEC staff member in attendance. Costs must be reasonable for this type of setting

4600 8600 Other Operating Expenses

Miscellaneous expenses not captured elsewhere - when in doubt as to where to code an miscellaneous expense, provide the Accounting Department with specific details of anticipated expenses prior to executing a contract in order to ensure your anticipated expenses are coded properly.

4601 8601 Staff Meetings

Costs associated with holding a staff meeting. Includes the cost of the meal at the meeting and must include USSEC staff. Grower leaders and/or consultants may be present. The meal can not be attended by industry representation.

4602 8602 Service RecognitionIncludes service awards, retirement gifts, etc. - To be used by Accounting ONLY

6900 8900 Board of Directors - USSEC To be Used by Accounting Only

6901 8901 ASA TPIA - Joint Meetings To be Used by Accounting Only

6902 8902 Corporate Legal Counsel To be Used by Accounting Only

6905 8905 Corporate Audit Fees To be Used by Accounting Only

6906 8906 Corporate LOC Interest Expense To be Used by Accounting Only

6907 8907 Royalty to ASA To be Used by Accounting Only

6909 N/A Bad Debt Expense To be Used by Accounting Only

6910 8910 FX Translational +/- To be Used by Accounting Only

29

USSEC Chart of Accounts – FAS/IMF Category Roll-up (Expenses Only) –

30

Category GL Acct. Code Account NameCOMMUNICATIONS 4400 Telecommunications

4402 Membership Dues4403 Publications & Subscriptions4405 Postage4406 Translation4407 Printing/Distribution

COMPENSATION 4001 Employee Salary Expense4003 Employee Allowance HHG4004 Employee Allowance Housing4005 Employee Allowance Post4006 Employee Allowance Education4007 Employee Allowance Hardship4008 Employee Allowance Language4009 Employee Allowance Home Leave4010 EE Allow Tax Prep/Equalization4011 Employee Allowance Relocation4012 Employee Benefits - Medical4013 Employee Benefits - Dental4014 Employee Benefits - Life4015 Employee Benefits - 401k Match4016 Employee Benefits - General4017 Employer Taxes

OFFICE ADMIN 4100 Office Rent4102 Office Maintenance4103 Office Renovation4105 Equipment Rentals4108 Office Supplies4109 Organizational Insurance4112 Money Transfer Costs4114 Professional Development4115 Contingent Liabilities4116 Warehouse/Storage4117 Office Utilities - Electric4118 Office Utilities - Gas4119 Office Utilities - Water4120 Office Utilities - Other4121 Furniture Purchase4122 Equipment Purchase4123 Computer Hardware Purchase4124 Furniture Maintenance4125 Equipment Maintenance4126 Computer Hardware Maintenance4127 Software Purchase4128 Software Maintenance4129 Bank Fees4130 Interest Earned

31

USSEC Chart of Accounts – FAS/IMF Category Roll-up (Expenses Only)… (Continued)

Category GL Acct. Code Account Name

32

OTHER OPERATING 4600 Other Operating Expenses4601 Staff Meetings4602 Service Recognition

PROF FEES 4200 Consulting Services4201 Non-Corporate Legal Fees4202 Accounting Fees

TRADE RELATIONS 4500 STRE-134501 Trade Servic ing4503 Hosted Meetings/Seminars4504 Promotions4505 Market Research4506 Demonstration Materials4507 Fairs/Exhibits4508 Feeding Demonstrations & Trial4509 Meeting Registration Fees

TRAVEL/MEETINGS 4317 Staff Transportation - Airfare4318 Staff Transportation - POV4319 Staff Transportation - Rental4320 Staff Transportation - Other4321 Staff Lodging4322 Staff Travel - M&IE/Other4323 Consultant Transp. - Airfare4324 Consultant Transp. - POV4325 Consultant Transp.- Rental Car4326 Consultant Transp. - Other4327 Consultant Lodging4328 Consultant Travel - M&IE/Other4329 Team Transportation - Airfare4330 Team Transportation - POV4331 Team Transportation-Rental Car4332 Team Transportation - Other4333 Team Lodging4334 Team Travel - M&IE/Other4335 ASA Director Transp. - Airfare4336 ASA Director Transp. - POV4337 ASA Director Transp-Rental Car4338 ASA Director Transp. - Other4339 ASA Director Lodging4340 ASA Director Travel-M&IE/Other4341 USB Director Transp. - Airfare4342 USB Director Transp. - POV4343 USB Director Transp-Rental Car4344 USB Director Transp. - Other4345 USB Director Lodging4346 USB Director Travel-M&IE/Other4347 Group Travel - Meals

33

USSEC Chart of Accounts – USB Category Roll-up (Expenses Only)

Category GL Acct. Code Account NameAD/SPONSORSHIP 8403 USB-Publications & Subscriptions

8501 USB-Trade Servic ing8504 USB-Promotions8506 USB-Demonstration Materials8507 USB-Fairs/Exhibits

COMP PACKAGE 8001 USB-Employee Salary Expense8003 USB-Employee Allowance HHG8004 USB-Employee Allowance Housing8005 USB-Employee Allowance Post8006 USB-Employee Allowance Education8007 USB-Employee Allowance Hardship8008 USB-Employee Allowance Language8009 USB-Employee Allowance Home Leave8010 USB-EE Allow Tax Prep/Equalization8011 USB-Employee Allowance Relocation8012 USB-Employee Benefits - Medical8013 USB-Employee Benefits - Dental8014 USB-Employee Benefits - Life8015 USB-Employee Benefits - 401k Match8016 USB-Employee Benefits - General8017 USB-Employer Taxes

MEETINGS/CONF 8406 USB-Translation8503 USB-Hosted Meetings/Seminars8510 USB - Group Meals (M&C)8601 USB-Staff Meetings8900 USB-Board of Directors - USSEC8901 USB-ASA TPIA J oint Meetings

34

USSEC Chart of Accounts – USB Category Roll-up (Expenses Only)… (Continued)

Category GL Acct. Code Account Name OTHER 8100 USB-Office Rent

8102 USB-Office Maintenance8103 USB-Office Renovation8105 USB-Equipment Rentals8108 USB-Office Supplies8109 USB-Organizational Insurance8112 USB-Money Transfer Costs8114 USB-Professional Development8115 USB-Contingent Liabilities8116 USB-Warehouse/Storage8117 USB-Office Utilities - Electric8118 USB-Office Utilities - Gas8119 USB-Office Utilities - Water8120 USB-Office Utilities - Other8121 USB-Furniture Purchase8122 USB-Equipment Purchase8123 USB-Computer Hardware Purchase8124 USB-Furniture Maintenance8125 USB-Equipment Maintenance8126 USB-Computer Hardware Maintenance8127 USB-Software Purchase8128 USB-Software Maintenance8129 USB-Bank Fees8130 USB-Interest Earned8400 USB-Telecommunications8402 USB-Membership Dues8508 USB-Feeding Demonstrations & Trials8600 USB-Other Operating Expenses8602 USB-Service Recognition8906 USB-Corporate LOC Interest Exp

POSTAGE 8405 USB-PostagePRINTING 8407 USB-Printing/Distribution

35

USSEC Chart of Accounts – Corporate Admin Category Roll-up (Expenses Only)

Category GL Acct. Code Account NameCorporate Admin 6900 Board of Directors - USSEC

6901 ASA TPIA - J oint Meetings6902 Corporate Legal Counsel6905 Corporate Audit Fees6906 Corporate LOC Interest Expense6907 Royalty to ASA6910 Fx Translational +/ -

36

FORMS AND INSTRUCTIONS

Expense Form

Asset Request Form

Asset Disposal Form

STRE Name List Form

Grower Leader Marketing Mission Summary Report

Hotel Over Per Diem Memo

37

Contract Request Form

FAS 2018 Contracts

FAS 2017 Contracts

(Interim) Advance Notification for Consultant

Advance Notification for Consultant v. 6, rev. April 2011.doc

(Interim) Advance Notification for Grower Leader

(Interim) Advance Notification for Team Visit

38

Over 30 Day Expense Submission Memo

39