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 IncomeCommon 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 Corporation’s 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 year’s budget;…….Or, confirm with Grants and Program Officers the amount of unexpended funds to deduct from the next award.
6 Unexpended FundsCNCS staff will work with commissions to identify funds to re-distribute to other states……OR…..Commissions will incorporate unexpended funds into the current year’s 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 applicableYear 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 ReportCommissions may start using it for the Admin, PDAT and Disability reports due January 30Grantees will continue to use eGrants to submit the FFRGrantees 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 Corporation’s website.
11 Common Audit FindingsAmeriCorps 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.
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 EAPsCCRAA Update HEART ActNew Policy FAQs and Best Practice FAQs Dates to Remember
16 Application Instructions Single matchNew fieldsClarification InformationContinuation ChangesEvaluation requirementLabor Union concurrenceNew MSY factorseGrants will be open late September
17 AmeriCorps Rule Member evaluations Performance measurement National service insigniaFalse or misleading statementsState service plansIG access to recordsDefinition of same projectMember = participantVoter registration drives prohibitedLiving allowance disbursementLiving allowance waiverCivil rightsState commission membership
18 Single State EAPsStarts with recompeting programs in 2010: MA, NC, NY, TX, WI,2011: AZ, MS, NMWe 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 positionOffers Income-based Repayment and Public Service Loan ForgivenessFAQs available on Communication Center and Resource Center
20 HEART ActHeroes 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 Director’s Handbook.
22 Dates to RememberNovember 4, 2008: Admin/PDAT/Disability reports and applications dueDecember 1, 2008: Grantee Progress Reports dueJanuary 13, 2009: Application deadlineMay 9-16, 2009: AmeriCorps WeekJune 22-24, 2009: National Conference on Volunteering and ServiceSeptember 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 A Look at GARP in ’09? Funding Availability Process Flow Formula SubmissionSupplemental A-P-DToday we will provide an overview of the Grant Award Review Process in 2009, or GARP ’09 for short, to help set expectations for this year’s competition.Basically, there are little changes to the overall process from last year. However, we are expecting a large and extremely competitive year and here’s why… [next slide]
26 Analysis of Funding Availability Large and extremely competitive yearApprox. $40M availableBoard target of 15% for new programsCurrent pool of $45M excluding disasterAnticipate funding gap < $11MAnticipate a large competition at approximately 450 applicants are continuations and 235 are new/recompete.Funding availability is approximately $40.3M for new/recompete applications of which 15%, or $6M, is targeted for new programs. Current programming is estimated at $45M which includes regular state competitive, plus 3 year forward-funded disaster programs from 2006; all which are up for renewal this year. Thus, there is a difference of approximately $11M between recompeting programs and available funds. Under these circumstances it will be an extremely competitive year.Assumptions:Continuations will be funded at prior year levelsOur expectation for poor performing programs will be downsized which then may augment funding for new/recompete15% is only a target and includes programs that were funded out of state formulaAnticipate a continuing resolution so there won’t be any change to funding levels.Notes:President’s budget is $108,298,000 and is pending Congressional appropriations.$40,328,000 for State Commissions Competitive, New/Recompete$2,209,000 for States and Territories without Commissions$3,544,000 for State and National Education Award Programs
27 Process Flow Applications Compliance Review Peer Review Staff Review Longer process than last year due to the high number of applications anticipated in ’09.Clarification PeriodRecommendation for FundingFinal Funding DecisionAward
28 Applications Compliance Review Peer Review Continued [CLICK on the Info tab for Applications.]Applications are due in eGrants on Tuesday, January 13th, 2009 by 5PM EST. This is a hard deadline so please plan accordingly.Peer ReviewContinued
29 Intent to Apply Why do we ask this? Impact on the review process The intent apply is due by 60 days prior to the submission deadline which is November 13, 2009, by 5PM EST. This is not mandatory, but your notice will allow the Corporation to plan more efficiently for the review in this large and highly competitive year. Commissions are to basically provide name and contact information and a general estimate of the number of programs (not names or MSYs) you are planning on submitting to the state competitive competition.Reminders:Details are on page 8 of the NOFO which available online.Send to
30 Applications Compliance Review Peer Review Continued Compliance Review is January 14th-15th.Peer Review will be over 4 weeks from Jan 28th to Feb 17th and conducted in the field instead of reviewers coming on-site.Peer ReviewContinued
31 Staff Review Clarification Period Continued Staff Review is Feb 19th to April 2nd.We are committed to providing commissions excellent customer service; however, we ask commission’s for their patience during this very busy time as staff focuses on reviewing applications and processing continuations. This is approximately a 6 week period between mid-February to early-April.ClarificationPeriodContinued
32 Clarification Period April 13th – May 15th (5 week process) Resolution of issuesNegotiation of performance measuresCritical that commission staff be available to resolve clarification issuesReminder: The reason for clarification is to assure all factors are resolved and awards can be made immediately after the final decision. This is critical in a one year funding environment to issue awards as early in the process as possible so all funds can be utilized as intended. Clarification will start with commissions while staff review is still on-going. And, it will entail submission of performance measures, if not already submitted, and clarification of other matters prior to recommendation for funding.
33 Recommendation for Funding Final Funding Decision Award Critical that commission staff be available to resolve clarification issues by the May 15th deadline.Notification will be Friday, May 22nd[CLICK on the Info tab for Applications.]Final FundingDecisionAward
34 Final Funding Decision Important for programs to indicate accurate start and end datesDecisions will be based on the resolution of matters identified and corrected during clarificationTarget award date for grantees will be June 30thTarget award date for grantees will be June 30th
35 Formula Deadline No later than Tuesday, July 7th, 2009, 5PM EST Approximately 2 weeks between the competitive notification and the formula deadline.
36 Supplemental A-P-D Guidance expected in the Fall Awards made in late-March/early-AprilNotes:Applies to all A-P-D grantsOne-year funding environmentSupplemental funding the pooling of unrequested monies from commission’s base-allocations