US embassy cable - 02ROME1587

UNCLAS SECTION 01 OF 02 ROME 001587 
 
SIPDIS 
 
FROM U.S. MISSION IN ROME 
 
STATE FOR IO AND PRM 
USAID FOR DCHA/FFP FOR LLANDIS, JDRUMMOND AND LWILLIAMS 
USAID FOR FM FOR BMAIPID-SMITH 
USDA/FAS FOR ESELLERS 
 
E.O. 12958:  N/A 
 
TAGS: EAID, WFP, UN    EAID, WFP, UN 
SUBJECT:  MEETINGS WITH WORLD FOOD PROGRAM ON FINANCIAL 
ISSUES 
 
 
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SUMMARY 
                       UNCLASSIFIED 
 
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1.  A TEAM OF USAID/DCHA/FFP AND USAID/FM REPRESENTATIVES 
AND US MISSION/ROME PERSONNEL CONDUCTED TWO DAYS OF MEETINGS 
WITH THE WORLD FOOD PROGRAM'S (WFP) FINANCIAL MANAGEMENT 
STAFF TO RESOLVE ISSUES RELATED TO THE CLOSING OF ACCOUNTS 
FOR COMPLETED USG-FINANCED ACTIVITIES.  THESE MEETINGS WERE 
DESIGNED TO RESOLVE MANY OUTSTANDING ISSUES AND RESULTED IN 
AN AGREEMENT TO CLOSE ALL WFP'S 1997 AND 1998 LETTERS OF 
CREDIT (LOC) GRANTS FOR INTERNAL, TRANSPORT, STORAGE AND 
HANDLING (ITSH) AS WELL AS ALL 1997 AND 1998 WFP FREIGHT 
ACCOUNTS BY THE FIRST WEEK OF APRIL 2002 (WHEN BILATERAL 
CONSULTATIONS BETWEEN THE USG AND WFP ARE SCHEDULED IN 
WASHINGTON).  A NUMBER OF ISSUES REGARDING THE CLOSURE OF 
WFP'S 1997 AND 1998 INLAND TRANSPORTATION ACCOUNTS REQUIRED 
FURTHER RESEARCH AND WILL BE ADDED TO THE AGENDA OF THE 
FINANCIAL SUB-CONSULTATIONS.  CLOSURE OF THE LOC GRANTS FOR 
ITSH AND OCEAN AND INLAND FREIGHT ACCOUNTS, AND DEOBLIGATION 
OF REMAINING FUNDS, SHOULD MAKE AVAILABLE AN ESTIMATED USD 
31 MILLION THAT CAN BE REPROGRAMMED FOR DCHA/FFP SHIPPING 
COSTS. 
 
2.  THE TEAM ALSO RAISED THE ISSUE OF THE WFP'S LARGE CASH 
BALANCE WITH THE HEAD OF WFP'S FINANCE DIVISION, WHO 
CONFIRMED WFP'S PREVIOUS COMMITTMENT TO PROVIDING A MORE 
DETAILED BREAKDOWN AND ANALYSIS OF THIS CASH BALANCE AT 
WFP'S UPCOMING BILATERAL DISCUSSIONS IN APRIL AS WELL AS ITS 
ANNUAL AND EXECUTIVE BOARD MEETINGS IN MAY 2002. 
 
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FINANCIAL ISSUES 
                       UNCLASSIFIED 
 
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3.  USAID/DCHA/FFP REPRESENTATIVES JEFF DRUMMOND (CHIEF OF 
PROGRAM OPERATIONS DIVISION) AND LAWRENCE WILLIAMS AND FM 
REPRESENTATIVE BELLA MAIPID-SMITH, ACCOMPANIED BY JANE 
STANLEY AND JOHN BROOKS FROM THE U.S. MISSION, MET WITH WFP 
FINANCIAL MANAGEMENT STAFF AT WFP ON MARCH 14-15, 2002. 
THE PURPOSE OF THESE MEETINGS WAS TO CLOSE OUT OLD LOC 
GRANTS AND ACCOUNTS FOR COMPLETED USAID-FUNDED ACTIVITIES, 
THEREBY FREEING UP ADDITIONAL FUNDS FOR THE SHIPMENT OF 
USAID FOOD ASSISTANCE. THESE DISCUSSIONS ARE SUMMARIZED 
BELOW ALONG WITH NEXT STEPS. 
 
4.  LETTER OF CREDIT FOR ITSH:  USAID'S LOC GRANTS FOR WFP 
ITSH (INLAND TRANSPORT, STORAGE AND HANDLING) COSTS CONTAIN 
SEPARATE OBLIGATION NUMBERS FOR EMERGENCY ACTIVITIES (IEFR) 
AND PROTRACTED RELIEF AND RECOVERY OPERATIONS (PRRO) FOR 
EACH FISCAL YEAR.  USAID AND WFP COMPARED THEIR INFORMATION 
REGARDING EXPENDED AMOUNTS AND BALANCES UNDER EACH 
OBLIGATION NUMBER FOR 1997 AND 1998, WITH THE AIM OF 
REACHING AGREEMENT ON THE AMOUNT OF FUNDS TO BE DEOBLIGATED. 
IT WAS DETERMINED THAT USAID HAD NOT RECEIVED, OR HAD NOT 
YET RECORDED, EXPENDITURES RECORDED ON THE FINAL FORM 269 
(WHICH PROVIDES QUARTERLY INFORMATION ON EXPENDITURES UNDER 
A PARTICULAR OBLIGATION) FOR ALL OBLIGATIONS FOR ITSH IN 
1997 AND 1998.  WFP PROVIDED USAID REPS WITH FOUR FINAL SF 
269S FOR ITSH GRANTS DURING THE MEETING. 
 
ACTION REQUIRED:  THE FM REPRESENTATIVE AGREED TO HAND- 
DELIVER THE FINAL 269 FORMS TO WASHINGTON AND ENTER THE 
INFORMATION INTO USAID'S FINANCIAL MANAGEMENT SYSTEM WITH 
                       UNCLASSIFIED 
 
PAGE 04        ROME  01587  01 OF 02  281725Z 
THE AIM OF DEOBLIGATING AND CLOSING THE 1997 AND 1998 ITSH 
ACCOUNTS DURING THE WEEK OF THE USG/WFP FINANCIAL AND 
BILATERAL CONSULTATIONS. 
 
5.  OCEAN FREIGHT:  USAID HAS ESTABLISHED ACCOUNTS TO PAY 
FOR WFP OCEAN FREIGHT COSTS RELATED TO THE SHIPPING OF U.S. 
FOOD AID.  THERE ARE SEPARATE ACCOUNTS FOR OCEAN FREIGHT 
COSTS UNDER USAID-SUPPORTED DEVELOPMENT, EMERGENCY (IEFR) 
AND PRRO ACTIVITIES FOR EACH FISCAL YEAR.  WFP AND USAID 
REPS COMPARED FINANCIAL INFORMATION FOR EACH ACCOUNT AND 
DETERMINED THAT ADDITIONAL ANALYSIS WOULD BE NEEDED BEFORE 
ANY DE-OBLIGATION OF FUNDS COULD TAKE PLACE. 
 
ACTION REQUIRED: USAID/FFP/POD WILL CAREFULLY ANALYZE THEIR 
RECORDS AND INFORMATION PROVIDED BY USAID'S FINACIAL 
MANAGEMENT (FM) OFFICE AND, IN COORDINATION WITH WFP, 
RECONCILE THE BALANCES IN THE 1997 AND 1998 FREIGHT ACCOUNTS 
WITH THE OBJECTIVE OF DEOBLIGATING THESE FUNDS BY APRIL 2, 
2002. 
 
6.  INLAND TRANSPORT: USAID HAS SET UP ACCOUNTS FOR COSTS 
INCURRED BY WFP FOR OVERLAND TRANSPORT OF USAID FOOD 
ASSISTANCE TO LANDLOCKED COUNTRIES.  THERE ARE SEPARATE 
ACCOUNTS FOR INLAND TRANSPORT COSTS UNDER USAID-SUPPORTED 
 
                       UNCLASSIFIED 
 
                           UNCLASSIFIED     PTQ1775 
 
PAGE 01        ROME  01587  02 OF 02  281726Z 
ACTION ECA-00 
 
INFO  LOG-00   NP-00    AGRE-00  AID-00   AMAD-00  COME-00  CTME-00 
      SRPP-00  EB-00    EUR-00   E-00     UTED-00  VC-00    TEDE-00 
      IO-00    VCE-00   DCP-01   NSCE-00  OIC-02   OMB-01   IRM-00 
      STR-00   TEST-00  TRSE-00  USIE-00  PRM-00   SAS-00     /004W 
                  ------------------7C01AC  281743Z /38 
P 281553Z MAR 02 
FM AMEMBASSY ROME 
TO SECSTATE WASHDC PRIORITY 2999 
 
UNCLAS SECTION 02 OF 02 ROME 001587 
 
SIPDIS 
 
FROM U.S. MISSION IN ROME 
 
STATE FOR IO AND PRM 
USAID FOR DCHA/FFP FOR LLANDIS, JDRUMMOND AND LWILLIAMS 
USAID FOR FM FOR BMAIPID-SMITH 
USDA/FAS FOR ESELLERS 
 
E.O. 12958: N/A 
 
TAGS:     EAID, WFP, UN 
SUBJECT:  MEETINGS WITH WORLD FOOD PROGRAM ON FINANCIAL 
ISSUES 
 
DEVELOPMENT, EMERGENCY (IEFR) AND PRRO ACTIVITIES FOR EACH 
FISCAL YEAR.  USAID AND WFP REPS REVIEWED EACH ACCOUNT FOR 
1997 AND 1998, INCLUDING  WFP CORRESPONDENCE ON PREVIOUSLY 
                       UNCLASSIFIED 
 
PAGE 02        ROME  01587  02 OF 02  281726Z 
DISALLOWED CLAIMS FOR REIMBURSEMENT UNDER THESE ACCOUNTS, 
AND IDENTIFIED SEVERAL ISSUES THAT REQUIRE FURTHER RESEARCH 
AND FINAL RESOLUTION. 
 
A MORE DETAILED DISCUSSION OF NEXT STEPS FOR EACH ISSUE IS 
PROVIDED BELOW: 
 
SUPERINTENDENCE (USD 1,320,335):  WFP AGREED TO PROVIDE MORE 
INFORMATION ON COSTS PER TON AND ON THE DETAILS OF CREDIT 
ITEMS LISTED IN THEIR CLAIM FOR SUPERINTENDENCE COSTS THAT 
WAS PREVIOUSLY SUBMITTED TO USDA/CCC.  UPON RECEIPT OF THIS 
INFORMATION, USAID/FFP/POD REPS AGREED TO DISCUSS THIS ISSUE 
WITH USDA/FAS TO DETERMINE WHAT COSTS ARE REIMBURSABLE.  IF 
THE ISSUE CANNOT BE RESOLVED BY THE FIRST WEEK OF APRIL, IT 
WILL BE PUT ON THE AGENDA FOR THE USG/WFP BILATERAL 
CONSULTATIONS IN WASHINGTON, DC.  FURTHERMORE, BOTH 
USAID/FFP/POD AND WFP WILL PRODUCE ESTIMATES ON SURVEY 
COSTS. 
 
BAGGING (USD 25,098): USDA/CCC CAN REIMBURSE WFP FOR THE 
COST OF RE-BAGGING COMMODITIES THAT ARE DAMAGED IN SHIPMENT. 
WFP AGREED TO RESEARCH AND SUBMIT DETAILED INVOICES FOR THE 
BAGGING COSTS TO USDA/CCC, AND USAID/FFP AGREED TO ASSIST 
WFP IN GAINING REIMBURSEMENT FOR ANY COSTS DETERMINED 
ALLOWABLE. 
 
MISCELLANEOUS (USD 34,200): USAID/FFP REPS STATED THAT IT 
WAS THEIR UNDERSTANDING THAT WFP WAS ALREADY REIMBURSED FOR 
THESE COSTS.  WFP AND USAID/FFP/POD WILL RESEARCH THIS ISSUE 
IN ANTICIPATION OF THE FINANCIAL SUB-CONSULTATIONS TO 
CONFIRM THAT THIS ISSUE IS RESOLVED. 
                       UNCLASSIFIED 
 
PAGE 03        ROME  01587  02 OF 02  281726Z 
 
OVERLAND (USD 1,775,309):  USAID REPS SELECTED THREE 
SHIPPING INSTRUCTIONS (SIS) 9610189, 9610466 AND 9610047, 
AND ASKED WFP TO  PROVIDE A DETAILED BREAKDOWN FOR USAID 
REVIEW BY THE FIRST WEEK OF APRIL.  IF REVIEW OF THESE THREE 
SIS PROVES THAT ALL COSTS ARE ALLOWABLE, USAID/FFP WILL 
REIMBURSE WFP FOR THIS OVERLAND EXPENSE.  WFP STATED THAT IF 
THE DOCUMENTATION IS FILED IN ITS COUNTRY OFFICES IT MAY NOT 
BE POSSIBLE TO HAVE THE DOCUMENTATION AVAILABLE BY THE APRIL 
FINANCIAL SUB-CONSULTATIONS. 
 
STORAGE (USD 100,524):  A BRIEF REVIEW OF THIS CLAIM 
REVEALED THAT A LARGE PERCENTAGE OF THESE STORAGE COST WERE 
FOR SEA GIRTH, WHICH ARE NOT NORMALLY REIMBURSED FROM THE 
INLAND ACCOUNT.  USAID/FFP REQUESTED WFP TO REVIEW THESE 
COSTS AND, IF APPROPRIATE, RESUBMIT THEM FOR REIMBURSEMENT 
UNDER THE APPROPRIATE MECHANISM. 
 
TRANSSHIPMENT (USD 374,462):  ALMOST ALL THE TRANSSHIPMENT 
COSTS IN WFP'S CLAIM ARE FOR SOMALIA.  WFP AND USAID REPS 
AGREED TO RESEARCH THEIR RECORDS TO DETERMINE IF THERE HAD 
BEEN AGREEMENT TO PAY FOR TRANSSHIPMENT COSTS FOR SOMALIA 
UNDER THE INLAND ACCOUNT, WITH THE AIM OF RESOLVING THIS 
ISSUE BY APRIL 2 
 
7.  USAID REPS REVIEWED USAID REPORTING REQUIREMENTS WFP 
FINANCIAL DIVISION STAFF.  USAID AGREED TO RESPOND TO WFP'S 
LETTER REQUESTING AN EXTENSION FOR SUBMISSION OF THE FINAL 
OBLIGATION STATUS REPORT FOR FY 1999 (AS REQUIRED IN THE 19 
TH PLEDGE AGREEMENT).  WFP AGREED TO SUBMIT THE FINAL 
OBLIGATION STATUS REPORT FOR FY 1999 AND THE INITIAL 
                       UNCLASSIFIED 
 
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OBLIGATION STATUS REPORT FOR FY 2000 BY 31 MARCH 2002. 
 
8.  WFP CASH BALANCES:  USAID/DCHA/FFP, USAID/FM, AND US 
MISSION/ROME REPRESENTATIVES ALSO MET WITH THE DIRECTOR OF 
WFP'S FINANCE DIVISION, SURESH R. SHARMA.  THE PURPOSE OF 
THE MEETING WAS TO GAIN INSIGHT INTO WHY THE WFP MAINTAINED 
A CASH BALANCE OF SOME USD 800 MILLION.  MR. SHARMA OFFERED 
A BRIEF EXPLANATION OF THIS CASH BALANCE, WHICH DETAILED 
APPROXIMATELY USD 539 MILLION DOLLARS OF THIS TOTAL. 
ACCORDING TO MR. SHARMA, A NUMBER OF LONG-TERM AND NECESSARY 
FUNDS, AS WELL AS A LONG-TERM LOAN, CONTRIBUTE TO THE USD 
800 MILLION TOTAL, INCLUDING AFTER-SERVICE HEALTH RESERVE, 
AN EMPLOYEE SEPARATION RESERVE, AN OPERATIONAL RESERVE AND 
AN IMMEDIATE RESPONSE ACCOUNT.  THE IMPLICATION BEING THAT 
THE BALANCE (SOME USD 261 MILLION) WAS THE BALANCE OF 
PROGRAM FUNDS YET TO BE UTILIZED.  MR. SHARMA CONFIRMED HIS 
PREVIOUS COMMITMENT TO PROVIDE A MORE DETAILED EXPLANATION 
OF THIS CASH BALANCE TO THE DIRECTOR OF USAID/FFP, LAUREN 
LANDIS. 
 
                       UNCLASSIFIED 
 
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 2002ROME01587 - Classification: UNCLASSIFIED