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AmeriCorps Policy & Operations. OGM Updates Peg Rosenberry, Director of Grants Management Kristin McSwain, Director of AmeriCorps.

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Presentation on theme: "AmeriCorps Policy & Operations. OGM Updates Peg Rosenberry, Director of Grants Management Kristin McSwain, Director of AmeriCorps."— Presentation transcript:

1 AmeriCorps Policy & Operations

2 OGM Updates Peg Rosenberry, Director of Grants Management Kristin McSwain, Director of AmeriCorps

3 Overview Unexpended Funds in Formula Grants The New Federal Financial Report and Program Income Common Audit Findings

4 Managing Unexpended Funds in Formula Grants Commissions and CNCS need to ensure unexpended funds do not build up in formula grants. Commissions must monitor fund usage closely. Undrawn funds at HHS affect the Corporations financial audit.

5 Carryover of Unexpended Funds Commissions will report unexpended funds on FFRs. Grants officers will review FFRs and compare with amounts drawn from HHS. Commissions should incorporate unexpended funds in the next years budget;……. Or, confirm with Grants and Program Officers the amount of unexpended funds to deduct from the next award.

6 Unexpended Funds CNCS staff will work with commissions to identify funds to re-distribute to other states……OR….. Commissions will incorporate unexpended funds into the current years application …..AND…. Commissions can carry over funds into the next year…..BUT…. Excessive amounts will be questioned and considered in making competitive decisions.

7 Threshold of Unexpended Funds Allowed as Carryover Without Question Year 1: Not applicable Year 2: 30% Year 3: 25% Year 4: 20% Year 5: 10% Year 6: 5%

8 Supplemental Requests We will continue to make unrequested and unexpended funds available to states that can use them. Current criteria for accessing supplemental funds apply.

9 New Financial Report Commissions may start using it for the Admin, PDAT and Disability reports due January 30 Grantees will continue to use eGrants to submit the FFR Grantees will start reporting excess program income, in addition to program income reported as match.

10 What is Program Income? Any revenue earned as a direct result of activities supported under the grant. Program income must be used as stipulated in the grant provisions. Most grantees use it to meet matching requirements. Fees for service are program income. A foundation grant received to support the program is not program income. Program income FAQs are on the Corporations website.

11 Common Audit Findings AmeriCorps member timekeeping is not accurate. Members are credited with hours they did not serve or staff make mathematical errors. Staff members do not maintain timesheets or timekeeping is not adequate. General ledger numbers do not match the FSR. Subgrantee monitoring systems are inadequate or not implemented effectively. Match is not properly recorded and tracked, particularly in-kind donations. Costs not in the approved budget.

12 Questions?

13 AmeriCorps Policy & Operations Policy Update with Amy Borgstrom

14 WBRS Transition My AmeriCorps and your systems Current timeline Q and A

15 Policy Update Application Instructions AmeriCorps Rule Single State EAPs CCRAA Update HEART Act New Policy FAQs and Best Practice FAQs Dates to Remember

16 Application Instructions Single match New fields –Clarification Information –Continuation Changes Evaluation requirement Labor Union concurrence New MSY factors eGrants will be open late September

17 AmeriCorps Rule Member evaluations Performance measurement National service insignia False or misleading statements State service plans IG access to records Definition of same project Member = participant Voter registration drives prohibited Living allowance disbursement Living allowance waiver Civil rights State commission membership

18 Single State EAPs Starts with recompeting programs in 2010: MA, NC, NY, TX, WI, 2011: AZ, MS, NM We will be working with each commission with single state EAPS to ensure a smooth transition

19 CCRAA Update College Cost Reduction and Access Act AmeriCorps service is considered an eligible public service position Offers Income-based Repayment and Public Service Loan Forgiveness FAQs available on Communication Center and Resource Center

20 HEART Act Heroes Earnings Assistance and Relief Tax Act of 2008 signed June 16. Excludes AmeriCorps benefits from being counted as income to determine eligibility for SSI. All AmeriCorps now aligns with VISTA. Does not extend to SSDI.

21 New Policy FAQs & Best Practice FAQs Thirty-six new Policy FAQs derived from real Q and A. Seventeen new Policy FAQs derived from AmeriCorps State and National Updates. Twenty-two new Best Practice FAQs derived from the Program Directors Handbook.

22 Dates to Remember November 4, 2008: Admin/PDAT/Disability reports and applications due December 1, 2008: Grantee Progress Reports due January 13, 2009: Application deadline May 9-16, 2009: AmeriCorps Week June 22-24, 2009: National Conference on Volunteering and Service September 2009: Grantee Meeting in Washington D.C.

23 AmeriCorps Policy & Operations Update on The Portal with Kristin McSwain

24 AmeriCorps Policy & Operations Grant Application Review Process with Lenny Teh

25 Funding Availability Process Flow Formula Submission Supplemental A-P-D A Look at GARP in 09?

26 Large and extremely competitive year Approx. $40M available Board target of 15% for new programs Current pool of $45M excluding disaster Anticipate funding gap < $11M Analysis of Funding Availability

27 Peer Review Staff Review Clarification Period Recommendation for Funding Process Flow Applications Compliance Review Award Final Funding Decision

28 Applications Compliance Review Peer Review Continued

29 Why do we ask this? Impact on the review process Intent to Apply

30 Applications Compliance Review Peer Review Continued

31 Staff Review Clarification Period Continued

32 April 13 th – May 15 th (5 week process) Resolution of issues Negotiation of performance measures Critical that commission staff be available to resolve clarification issues Clarification Period

33 Recommendation for Funding Final Funding Decision Award

34 Important for programs to indicate accurate start and end dates Decisions will be based on the resolution of matters identified and corrected during clarification Target award date for grantees will be June 30 th Final Funding Decision

35 No later than Tuesday, July 7 th, 2009, 5PM EST Formula Deadline

36 Guidance expected in the Fall Awards made in late-March/early-April Supplemental A-P-D

37 Questions?

38 AmeriCorps Policy & Operations T/TA and the role of CNCS POs and TOs with Mikel Herrington & Ralph Morales

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