Common use of Documentation and Filing Requirements‌ Clause in Contracts

Documentation and Filing Requirements‌. (1) The AO must retain approved individual exceptions or deviations in the award file. Approved class exceptions or deviations must be retained by‌ the issuing office and also in each award file where the exception or deviation is used.‌‌‌‌‌‌ (2) The AO must promptly submit a copy of the approved exception or deviation to M/OAA/P at ▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇.▇▇▇.‌‌‌‌‌‌ (3) Register of exceptions and deviations. Awarding activities must maintain a register of exceptions and deviations granted from 2 CFR 200, 2 CFR 700, and/or the ADS and assign a control number as follows: For deviations issued by USAID/Washington affecting more than one Mission, the symbol of the awarding activity (e.g. “M/OAA” or for deviations for awards performed in an overseas Mission - the relevant geographic/country code; the abbreviation “DEV”; the abbreviation “ADS303”; the fiscal year; the serial number [issued in consecutive order during each fiscal year] assigned to the particular deviation; and the suffix “c” if it is a class deviation [e.g., M/OAA-DEV-ADS303-24-1, M/OAA-DEV-ADS303-24-2c, 123-DEV-ADS303-24-1]). For exceptions to 2 CFR 200 or 2 CFR 700, the same numbering conventions would apply, but instances of “DEV” would be replaced with “EXC” and instances of “ADS303” would be replaced with 2CFR200 or 2CFR700, as applicable [e.g., M/OAA-EXC-2CFR200-24-1, etc]. The AO must include the control number in the document authorizing the exception or deviation and the control number must be cited in all references to the exception or deviation.