What OHDACA pays for, cost by cost

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1. Costs inside a project

Overseas Humanitarian, Disaster, and Civic Aid (OHDACA) money pays for a defined list of costs, under the Security Assistance Management Manual (SAMM) (SAMM C12.6.4.1). Project costs may include any equipment, services or supplies bought to carry out authorized humanitarian assistance or humanitarian mine action, or to support a partner’s own demining. They may also include the travel, transport and subsistence of Defense Department personnel delivering the assistance. Which sectors of work qualify is covered in what OHDACA funds.

The manual names five further project costs. Site visits or surveys tied to a single project and needed to execute it are allowed (SAMM C12.6.4.1.1). Project travel is allowed, paid from the same appropriation as the project and limited to the period the funds are available (SAMM C12.6.4.1.2). Contract costs cover services supporting projects, such as shipping, contracting, engineering, training, consultation and translation, as well as procurement contracts (SAMM C12.6.4.1.3). Medical evacuation support may be contracted for emergencies during demining or physical security and stockpile management training and operations (SAMM C12.6.4.1.4).

The last item is the completion ceremony (SAMM C12.6.4.1.5). Branding, promotion and ceremony costs are recorded as part of the project. OHDACA may pay for one Combatant Command (CCMD) official to travel to take part in a dedication ceremony. More travelers need advance approval from the Defense Security Cooperation Agency (DSCA), and the manual gives force protection or heavy coordination needs in country as possible reasons.

2. Costs outside a project

A limited number of costs not tied to a single project are also allowed, and may be paid from any available current-year funds (SAMM C12.6.4.2). They are recorded on the information system’s expense entry screen unless stated otherwise. Anything outside a project and outside the listed categories needs case-by-case approval from DSCA. The allowed categories start with travel by CCMD humanitarian office staff to DSCA-hosted events (SAMM C12.6.4.2.1).

Each CCMD may fund one annual workshop that mainly helps plan, develop and execute projects, including travel for Security Cooperation Organization staff and its own humanitarian staff (SAMM C12.6.4.2.2). A workshop may not be held only to train those organizations’ staff. A second event is possible if the two together cost no more than one would. Scoping visits for future construction projects are allowed before the project is approved (SAMM C12.6.4.2.3).

Spending on country program monitoring reports is capped at 4 percent of the command’s OHDACA allocation (SAMM C12.6.4.2.4). Staff may assess command goals or campaign plan objectives at the same time, as long as that adds no cost. Site surveys to work out a partner’s mine action needs and draw up a country plan may be funded, to assess demining or stockpile management needs (SAMM C12.6.4.2.5). Support from subject matter experts at the Humanitarian Demining Training Center may also be funded (SAMM C12.6.4.2.6).

3. What is never paid

Costs not on either list may be funded only by exception, with written permission from DSCA’s humanitarian division (SAMM C12.6.4.3). Several things are excluded outright. Commands pay program management costs, such as staffing and supplies, from their own funds (SAMM C12.6.4.3.1). OHDACA does not hire command or contract staff to manage the program (SAMM C12.6.4.3.2). It does not pay military base pay, Defense civilian salaries, or National Guard pay and allowances (SAMM C12.6.4.3.3).

Planning costs are excluded too (SAMM C12.6.4.3.4). Apart from pre-construction scoping and mine action site surveys, OHDACA does not pay to work out requirements or estimate costs before a project is approved. It does not pay for assessing campaign plan objectives (SAMM C12.6.4.3.5). Renting training rooms in a partner government building is not a project cost, although the partner may provide space free as part of its contribution (SAMM C12.6.4.3.6).

Four more exclusions follow. OHDACA does not pay medical costs of partner personnel at funded training or events (SAMM C12.6.4.3.7). It does not fund training events run outside the Defense Department, though Defense events may use contractors (SAMM C12.6.4.3.8). Without an exception, it does not pay sales tax, value added tax, customs duties or similar partner taxes (SAMM C12.6.4.3.9). It also does not pay for developing the information system for other programs (SAMM C12.6.4.3.10).

The last exclusion concerns a related program. The Defense Department funds all humanitarian and civic assistance from operation and maintenance money, and under the "pick and stick" rule, OHDACA may not then fund such an effort (SAMM C12.6.4.3.11).

4. Limits on schools and infrastructure

The manual explains the purpose of education work: basic education reduces dependence, especially in conflict-affected countries, and safe, healthy school buildings give at-risk young people a refuge (SAMM C12.2.2.3). Education projects work with the partner’s education ministry to support the basic education its law requires, with equal access for all groups (SAMM C12.2.2.3). Examples are building, expanding or improving primary and secondary schools and providing furniture and equipment. Renovation may include physical education areas, but a project’s main purpose may not be athletics, playgrounds or art and music programs. Projects may not support daycare or before and after school programs outside the mandatory curriculum, and do not include vocational training.

Basic infrastructure projects restore or improve the partner’s ability to provide essential services and meet basic human needs (SAMM C12.2.2.4). Temporary housing for vulnerable people, clean drinking water and public sanitation repairs are the examples. Roads, bridges, airports and seaports may be repaired where needed to deliver relief or respond to disaster, even if the finished work also brings other benefits. OHDACA does not build new transport infrastructure, expand power generation, or bring electricity to areas that never had it.

Key terms

Project cost	Equipment, services, supplies and travel needed to carry out an approved project.
Expense entry screen	The place in the information system for costs not tied to one project.
Country program monitoring	Reports on a country program, capped at 4 percent of a command’s allocation.
Pick and stick rule	The rule that keeps humanitarian and civic assistance on operation and maintenance funds.
Basic infrastructure	Projects restoring essential services and meeting basic human needs.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Project travel and site visits in hard environments need support of their own. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.