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Glossary of Terms Used for USAID's Automated Directives System (ADS) - Updated 07/15/2011 Partial Revision

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Term Definition
Department Of State Form

A form initiated by the U.S. Department of State and used by USAID. Usually carries a DS form number (USAID Automated Directives System - ADS - Chapter 505).


(1) a spouse (2) children who are under 21 years of age and unmarried or, regardless of age, are incapable of self-support (children include step - and adopted - children and those who are under legal custody of the employee or spouse and are dependent upon and normally reside with the employee and are expected to be under guardianship of the employee until 21 years of age) (3) parents (including step - and legally adoptive - parents) who are at least 51 percent dependent on the employee for support, and (4) brothers and - or sisters (including step - and adoptive - brothers and - or sisters) who are 51 percent or more dependent on the employee, unmarried and under 21 years of age. However, there is no age limit if they are physically or mentally incapable of self-support (USAID Automated Directives System - ADS - Chapter 306). A spouse (as defined by the employee's state of official residence) unmarried child (including unmarried dependent stepchild or adopted child) under 21 years of age, a dependent mother or father, a dependent designated in official records, or an individual determined to be a dependent by the Deputy Assistant Administrator, Bureau for Management, Office of Human Resources (DAA - M - HR) or designee (USAID Automated Directives System - ADS - Chapter 478). The alien spouse and minor unmarried children of a Participant who accompany or join the sponsored individual, and who sought to enter or have entered the United States temporarily on a J-2 visa. For the purpose of these regulations, a minor is a person under the age of 21 years old (USAID Automated Directives System - ADS - Chapter 253).

Dependents (See Family)

Dependents include a wife or husband. an unmarried child under 18 years of age who receives regular support from the employee, or, if over 18, incapable of self-support due to physical or mental disability. a student under 23 years of age who has not completed four years of post-high school education and is regularly pursuing a full-time course of study. a parent wholly dependent upon and supported by the employee (USAID Automated Directives System - ADS - Chapter 442). Includes a lawful widow. children, stepchildren, and adopted children, if unmarried, under twenty-one years of age, and in fact dependent upon the decedent for support, or if physically or mentally incapable of self-support regardless of age, and dependent parents who were a part of the decedent's household (USAID Automated Directives System - ADS - Chapter 443). Those persons reliant upon an employee for their support and claimed on the residency (OF 126) statement (USAID Automated Directives System - ADS - Chapter 523).


A sum of money paid into the fund by an employee or survivor to cover a period of service during which deductions were not withheld from pay (USAID Automated Directives System - ADS - Chapter 494).


Depreciation is the systematic and rational allocation of the acquisition cost of an asset, less its estimated salvage or residual value, over its estimated useful life (source: SFFAS 6) (USAID Automated Directives System - ADS - Chapter 629).


A position that serves as an alter ego to a high level manager. A deputy either shares equally with the manager in the direction of all phases of the organization's program and work or is assigned continuing responsibility for managing a major part of the manager's program when the total authority and responsibility for the organization is equally divided between the manager and the deputy. This excludes positions informally referred to as deputies that require expertise in management subjects but do not include responsibility for directing either the full organization or an equal half of the total organization (USAID Automated Directives System - ADS - Chapter 102).

Derivative Classification

Assignment of classification by incorporating, paraphrasing, restating or generating in new form information that is already classified, and marking the newly developed material consistent with the markings of the source information (USAID Automated Directives System - ADS - Chapter 562).

Design Documents

Design and authorization documents, etc that define, describe, authorize, and commit a development assistance activity (USAID Automated Directives System - ADS - Chapter 540).

Designated Approving Authority (Daa)

The senior management official who has the authority to authorize processing (accredit), an automated information system (major application or general support system) and accept the risk associated with the system. {Source: NIST SP 800-12} (USAID Automated Directives System - ADS - Chapter 545).

Designated Billing Office (Dbo)

The Agency office responsible for paying bills. The Office of the Chief Financial Officer, Cash Management and Payment Division (M - CFO - CMP) is the DBO for USAID - W corporate accounts and the Controller at each overseas Mission is the DBO in that location (USAID Worldwide Purchase Card Program Manual, A Mandatory Reference for ADS Chapter 331).

Designated Housing

Under the Single Real Property Manager concept, the only designated housing are the residences for the Ambassador, Deputy Chief of Mission, Consul General (when Principal Officer) and Marine Security Guards (FAM06-0700) (USAID Automated Directives System - ADS - Chapter 535).

Designated Security Accreditation Authority (Dsaa)

A USAID official with the authority to formally assume responsibility for operating a system at an acceptable level of risk. This term is synonymous with Designated Accreditation Authority - DAA (used by most Federal agencies). DAA also may refer to a designated accrediting authority or a designated approving authority. {Source: This is a USAID-specific variation on a Federal Government term included in NSTISSI No. 9001} (USAID Automated Directives System - ADS - Chapter 545).


An USAID employee who applies on behalf of an USAID colleague to become a leave recipient (USAID Automated Directives System - ADS - Chapter 482).

Desk Review

A limited review of a financial audit report prepared by non-Federal auditors to determine whether the report contains all the required elements and appears to be accurate and logical (USAID Automated Directives System - ADS - Chapters 590, 591, and 595).


An incentive payment paid to a carrier for loading and unloading the cargo faster than agreed. Usually negotiated only in charter parties (USAID Automated Directives System - ADS - Chapter 314).

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