Member Support Orientation and Training

Orientation MSA looks for… Date/time and location Agenda –AmeriCorps and MSA 101 –Contract –Expectations –Prohibited and Unallowable Activities –Grievance Procedures –Rights and Responsibilities –Requirements under the Drug-Free Workplace Act –Suspension/Termination from service –Service specific training –Team building –Civic engagement training Sign-in sheets Evaluations Plan for orienting members enrolled after initial orientation Reasonable accommodations

Ongoing Training & Development MSA looks for… Training plan/schedule –Structured activities for members to reflect on service –Supporting members in attaining GED –Encouraging members to vote and become civically engaged Plan for involving members in selection of training Agendas and sign-in sheets Participation in National Days of Service & Events Supporting members in making the transition after end of service – Life After AmeriCorps

Member Support Supervision and Evaluation

Supervision MSA looks for… Implementation of the supervision plan –How and when did supervision take place? Identification of members and service sites as AmeriCorps –service gear –signage –Language *Please refer to the NEW guidelines from CNCS Ensure prohibited activities did not take place Evaluations

Evaluation MSA looks for… Mid-term evaluation (full and half) End of term evaluation (all) – includes exit interview Requirements –Did the member complete the required number of hours; –Did the member satisfactorily complete assignments; and –Did the member meet other performance criteria that were clearly communicated at the beginning of the term of service. –Other program specific requirements Action steps if member is not performing adequately (can provide legal grounds for the retention, re-enrollment, or termination of members)

Suspension FIRST consult your program officer –To account for programmatic and fiscal issues Only when you truly believe the member will return to finish their term Document suspension in member files Suspension time period automatically adds up in My AmeriCorps Portal Follow 30 day rule Resources Becoming a Better Supervisor: A Resource Guide for Community Service Supervisors volunteer-development/americorps-member-management- resources volunteer-development/americorps-member-management- resources

Member Support Hours Tracking

TRACKING MEMBER HOURS Tracking systems need to… Ensure that paper copies of time sheets in members files are maintained (when applicable), OR Ensure that electronic timesheet tracking system is in place that adheres to CNCS guidelines Ensure they are signed by member and supervisor Ensure first time sheet coincides with enrollment date and contract date Ensure a correct percentage of direct service, training and fundraising Demonstrate members receive training early in term

TRACKING MEMBER HOURS Tracking systems need to… Ensure that member time sheets are up to date within 30 days of current date –A current member hour tally must be submitted with reimbursement request Ensure members are on track to meeting the required number of hours Indicate if the member is suspended, on vacation or taking a sick/personal day Ensure sick/personal leave is not counted toward service requirements

Compliant Timesheets have… Separate Hours –Training (maximum of 20%) –Fundraising (maximum of 10%) –Direct Service (minimum 80%) Member and Supervisor sign-off Way to track direct service by activity and location Allowable Activities A way to show members did not receive service hours for their lunch or travel AmeriCorps and MSA logos

Preparing for a Successful MSA Site Visit

MSA Site Visits Why does MSA complete site visits? To hold MSA and programs accountable to the grant provisions To strengthen the field by sharing best practices between programs To identify the fiscal and programmatic compliance issues program may not be aware of and to offer technical assistance When do they take place? Formal site visits are conducted late winter through spring All programs – one visit during three-year cycle New programs – site visit in first year Administered according to risk level determined in Risk Assessment Form

Site Visit Agenda and Preparation Agenda –Meet organization and program staff –Systems 1–10 Discuss program processes Review program documents –Member Interviews –Member file check –Site Partner Interviews (if applicable) –Informal feedback Preparing for a Site Visit –Start with the Binder project, Desk Systems and Objectives –Use the MSA monitoring tools as a guide –Ensure eGrants 30 day compliance (enrollment and retention, etc.) –Talk to your Program Officer!

Common Compliance Findings Systems 1–10: Materials do not identify position(s) as AmeriCorps service Members do not receive personal/professional development beyond training for activities AmeriCorps gear not worn during all service hours Formal member supervision not occurring Stakeholders not involved in continuous improvement Member time sheets (dates and signatures) Non-compliant electronic time keeping system Members exiting service early to enroll in another AmeriCorps program

Common Compliance Findings Incomplete/inconsistent member files, missing: Documentation of interviews/references (and inconsistent numbers of each) Member eligibility documentation Confirmation of CORI and NSOPW completion/review and FBI fingerprint checks with compliant dates No proof of healthcare coverage Member evaluations Separation of files: background check/medical information/member files not kept separately

Common Compliance Findings Member interviews: Lack of AmeriCorps identity and esprit de corps Members serving in supervisory capacity to other members Members unaware of reasonable accommodation policies Members unclear of program goals Site partner interviews: No signed site partner agreement/MOU Little orientation or ongoing support. Both: Incomplete awareness of prohibited activities

Site Visit Follow-up Program Officers written report to program within 30 days Program has 30 days to respond to compliance issues Best Practice and Continuous Improvement sections are for future reference When all compliance issues are resolved, the site visit process is finished

Fiscal and Budget Management for Program Staff Financial Management Systems Documentation of Matching Funds Reimbursement

Financial Management Systems To ensure that grant-related expenses are properly reported and that the program maintains financial management systems that include written cost allocation procedures and systems that distinguish expenditures attributable and not attributable to this Grant, and that adequate supporting documents for expenditures are maintained.

Documentation of Matching Funds To ensure the program has sufficient matching funds available for upcoming program year and that these funds are properly documented.

Documentation of Matching Funds Cash, in-kind match, or combination of both Documenting in-kind match – must include: –Date service provided and who provided it –Description of service provided –Value/how calculated –Signature of donor/service provider

Reimbursement To ensure the program submits accurate and timely reimbursements including a signed Reimbursement Request Cover Sheet with Program Initials, a PER, a General Ledger and a clear reconciliation report tying expenses in the PER to the General Ledger, and a Member Hours and Background Check Log.

Fiscal Training MANDATORY for all fiscal staff Review OMB, fiscal management requirements, fiscal site visit procedures Review reimbursement and fiscal reporting processes Program staff welcome to “attend” if interested Webinar – Wednesday, August 17 th, 10-11am In-person (MSA) – Wednesday, August 24 th, 1-2pm –Invitation and registration out shortly!

Key Definitions FSR/Financial Status Report (Quarterly PER) PER/Periodic Expense Report Budget Summary Worksheet FFR/Federal Financial Report “Cover Sheet”/Request for Cash Reimbursement Cover Page Backup/Supporting Documentation

Fiscal Reporting Quarterly Due Dates –October 15 (15-16 AND through September 30) –January 15 (through December 31) –April 15 (through March 31) –July 15 (through June 30) Yearly audit submission (March 31, 2017)

Reimbursement Request Process At least quarterly –Encouraged to request more frequently Payments made via check or electronic fund transfer (EFT) –EFT requires small transaction fee deducted from reimbursement –Contact July Afable to discuss/choose EFT , ext.

Reimbursement Request Process Complete reimbursement request includes: –Cover sheet with original signature –PER for current request –Budget summary worksheet –General ledger, reconciliation report, other backup documentation –Member Hours and Background Check Log Reimbursements will not be processed until all components are received –MSA will not take responsibility for ensuring completeness

Reimbursement Request Process Accurate reimbursement received by 15 th processed by 30 th ; received by 30 th processed by 15 th –Inaccurate reimbursements returned for revision and will be resubmitted for processing in the next reimbursement cycle –MSA adheres to 15 day processing timeline to account for staff capacity, time off, etc. MSA does not advance funds MSA will review your request to ensure that adequate progress is being made towards matching percentage

Budget Amendments Budget amendment consists of changing or moving CNCS and/or match amounts MSA requests notification for all changes MSA approval required –If amending more than 2% of total program budget (CNCS and match total) CNCS approval required –If amending 10% or more of total program budget (CNCS and match total)

Budget Amendments Contact your Program Officer before initiating a budget amendment request Include justification with budget amendment request Budget amendments are subject to review and can be rejected Flexibility with member health insurance in budget Be pro-active in discussing amendments early in the program year!

Fiscal Site Visits Set up in spring by MSA’s fiscal staff Programs will have at least one fiscal visit per3- year grant cycle Will also receive a written report with need to respond Include but not limited to: –Review of organization's internal control structure –Review of prior audit reports and management letters –Review of progress made from any prior audit and management letter finding(s) –Sampling of selected fiscal transactions

IPERA Improper Payments Evaluation and Recovery Act 2013 and 2014 testing showed susceptibility; 2015 testing is required Non-compliance was found in ~$12.4 million (mostly CBC). Yearly testing required until improper payments total less than $10 million CNCS is still figuring out what to do about improper payments from the 2013 and 2014 testing period FY15 IPERA testing – should start at some point in July?