Key Concepts for AmeriCorps

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Key Concepts for AmeriCorps
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Session Objectives

• Provide an opportunity for participants to
  network in program specific group
• Discuss key fiscal and grant compliance issues
  that could impact group
• Discuss tools and information that can support
  grantees in addressing key issues

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Group Table workCreate list of key issues that
grantees want to discuss
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Basics of Financial Management

• Accounting System with Detailed Chart of Accounts
• Proper Documentation of Expenditures
• Appropriate Time and Activity Reporting
• Procedures to Ensure Costs are Allowable
• Written Allocation Plan
• Regular Review of Budget to Actual Expenses
• Strong Internal Controls
• Written Policies and Procedures
• Risk Based Monitoring
• Effective Member Management

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Federal Financial Report May be Coming Soon

• The Office of Management and Budget may direct
  federal agencies to start using the long-planned
  Federal Financial Report in 2008.
• The new form essentially combines the 269 report
  grantees provide to their funding agencies with
  the 272 report grantees send to the Payment
  Management System at HHS.
• If the directive comes soon, Corporation grantees
  may start using the form for the report due at
  the end of October 2008.

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Federal Financial Report (FFR)

• The purpose of the FFR is to give recipients of
  grants a standard format for reporting the
  financial status of their grants.
• This is part of Federal Financial Assistance Act.
• CNCS is working on implementation and will
  provide detailed forms and instructions.

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Common Audit Findings

• Members start earning hours before they sign
  their contracts
• Member timesheets dont add up to the number of
  hours certified on the exit form.
• Programs claim staff costs based on budget
  amounts and not actual time spent on the grant
• Match is not sufficiently documented

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Common Audit Findings

• Programs are not conducting mid-term and
  end-of-term evaluations.
• Grantees claim match for costs not in the
  approved budget.
• Programs are not conducting background checks
  when appropriate.
• Grantees/programs are not reconciling their
  general ledger to the FSR.

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Member Management Issues

• Member Eligibility
• Member Contracts
• Criminal Background Checks
• Member Orientations
• Member Evaluations
• Living Allowance
• Documenting Certifying Member Hours

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AmeriCorps Members Eligibility Requirements

• Statutory
• U.S. Citizen or Permanent Resident Alien
• (Note an I-9 Form is not sufficient
  documentation)
• At least 17 years old (16 if Youth Corps)
• High School diploma or GED or agree to obtain one

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Member Performance Reviews

• Grantees must conduct and keep a record of at
  least a midterm and end-of-term written
  evaluation of each member's performance for Full
  and Half-Time members and an end-of-term written
  evaluation for less than Half-time members.  The
  evaluation should focus on such factors as
• Whether the member has completed the required
  number of hours
• Whether the member has satisfactorily completed
  assignments and
• Whether the member has met other performance
  criteria that were clearly communicated at the
  beginning of the term of service.

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Managing Members

• Ensure there is a signed member contract
• Conduct appropriate Criminal Background Checks
  for their type of service
• There is documentation that members have received
  an orientation
• Receive two evaluations per year (one for less
  than full time Members and none for EAP)

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Living Allowance

• Equally distributed over the term of service
• Cannot be paid on an hourly basis or in lump sums
• Cannot be docked as a disciplinary measure
• It can be garnished in some states (e.g. for
  child support)
• Federal share can never be more than 85 of the
  minimum living allowance - for current grants
  awarded in 2007. There is a change for grants
  that were applied for in 2008
• Professional Corps living allowance may exceed
  the maximum, but the grantee pays 100 - no CNCS
  funds
• It is taxed

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Documenting Certifying Member Hours

• Programs should have written policy for member
  hours.
• All member hours should be properly documented on
  clear, legible, time sheets that are completed
  in pen without the use of white out.
• Timesheets should be signed by BOTH Member and
  supervisor.
• Prior to certification of award, individual
  should be sure that members have completed and
  documented required hours.

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New OverallMatch Requirements

• As part of the Corporations 2008 appropriations,
  Congress changed the requirements for matching
  AmeriCorps grants.
• In general, the new requirements will apply to
  the grants that were submitted in January of
  2008. In most cases, programs funded in 2007 or
  earlier (and which do not receive 2008 funding)
  must continue to meet the 15 and 33 match
  requirements.

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After WBRS is retired

• WBRS will be phased out and grantees will utilize
  My AmeriCorps Portal
• Grantees/subgrantees will no longer have to enter
  member hours
• Grantees will complete Financial Status Report in
  EGrants (or Federal Financial Report when
  implemented)

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Guidance on Incorrect Certification of Member
Education Awards

• Program are responsible for ensuring
  certification on end-of term forms are correct.
• Incorrect certifications can lead to full
  repayment to the National Service Trust by the
  Program

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• Group Activity
• Discuss change in Match requirement, member
  issues and life after WBRS
• Create a list of questions/issues to discuss
• Create a list of tools that would assist you
  address issues

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We will gather in this room with this same group
on Thursday at 1045 to wrap-up and discuss
issues and questions