1. Welcome to Kickoff!
July 26, 2017

2. Agenda Welcome and MSA updates Icebreaker
Training and Technical Assistance Update
Streamlined and Non-streamlined Presentations
Lunch
Afternoon Training: Managing and Mentoring through Empathy

3. Commission Investment Funds (CIF)
Highlights:
5 Regional Trainings
Springfield, New Bedford, Boston, Cambridge, Lowell
Topics: Self-Advocacy, Cultural Responsiveness, Restorative Justice, Personal Communications, Power of Play/Group Management
84 total members participated from 13 programs
All trainings received very high overall eval scores (3.88 out of 4.0) & 100% of members reported that they left the trainings with new skills and/or knowledge.
Life After AmeriCorps Training (2 separate 3 hr sessions)
Alongside MA Conference on Service and Volunteering
60 members attended from 10 programs
Evaluation TA with Gretchen Biesecker
Worked individually with 6 programs
Did 2 trainings for all programs at 2 PD Meetings

4. Commission Investment Funds (CIF)
Plans:
Provide targeted AmeriCorps outreach in the Berkshires
Continue to work with our evaluation consultant, Gretchen, to provide individual TA and large group trainings to programs
Support AmeriCorps Opening Day
Create/Post AmeriCorps specific training videos on our website
Bring in an outside trainer for PD Meetings
Host at least 5 AmeriCorps Member Trainings

5. Goodbye for now, Streamlined Program Directors!

6. Orientation and Training
Member Support
Orientation and Training

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

8. 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

9. Supervision and Evaluation
Member Support
Supervision and Evaluation

10. 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 guidelines from CNCS
Ensure prohibited activities did not take place
Evaluations

11. Evaluation MSA looks for… Mid-term evaluation
End of term evaluation (all) – includes exit interview
Requirements
Did the member complete the required number of hours?
Did the member satisfactorily complete assignments?
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)

12. 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

13. Resources
Becoming a Better Supervisor: A Resource Guide for Community Service Supervisors

14. Member Support
Hours Tracking

15. 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 (more later on this)
Most standard corporate timesheet systems are not compliant
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

16. CNCS Electronic Timesheet Requirements
A written policy is in effect establishing the use of electronic timekeeping system as your system of record;
A secure, verifiable electronic signature system (a) identifies and authenticates a particular person as the source of the electronic signature; and (b) indicates such person’s approval of the information contained in the electronic message; and
Once appropriate electronic signatures have been applied, no changes may be made unless there is a clear, auditable record of the revision.

17. TRACKING MEMBER HOURS Tracking systems need to…
Ensure that member time sheets are up to date within 30 days of current date
An up-to-date member hours tally must be submitted with reimbursement request in hours and criminal history check log
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

18. 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, etc.
AmeriCorps and MSA logos

19. Preparing for a Successful MSA Site Visit

20. 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

21. Site Visit Agenda and Preparation
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!

22. 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

23. 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: criminal history check/medical information/member files not kept separately

24. 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

25. 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

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

27. 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.

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

29. 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

30. 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 Criminal History Check Log.

31. 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
In-person (MSA) – August 17th, 1-3pm
Webinar – August 24th, 1-3pm
Invitation and registration out shortly!

32. 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

33. Fiscal Reporting Quarterly Due Dates
October 15 (16-17 AND through September 30)
January 15 (through December 31)
April 15 (through March 31)
July 15 (through June 30)
Yearly audit submission (March 31, 2018)

34. 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. 225

35. 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 Criminal History Check Log
Reimbursements will not be processed until all components are received
MSA will not take responsibility for ensuring completeness

36. Reimbursement Request Process
Accurate reimbursement received by 15th processed by 30th; received by 30th processed by 15th
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

38. 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)

39. 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!

40. 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

41. IPERIA Improper Payments Elimination and Recovery Improvement Act
Yearly testing required until improper payments total less than $10 million
FY17 IPERIA testing is currently underway
In FY16, CNCS named the Chief Risk Officer the agency accountable official over IPERIA compliance.
CNCS moved the NSCHC program into the Office of the Chief Risk Officer to focus on root causes of grantee non‐compliance.