Demonstrating Grant Compliance: Common Findings AmeriCorps Advantage: CaliforniaVolunteers Grantee Training Conference, July 2017 Demonstrating Grant Compliance: Common Findings Kari MacDonald, Senior Program Officer, CaliforniaVolunteers Daniel Barutta, Program Officer, CNCS AmeriCorps Grantee Training Conference 2017

What is CV’s role in Compliance? Our Responsibility/Our Requirements Prime Grantee Responsibilities CFR/OMB Guidelines Stewardship of Taxpayer dollars, etc. AmeriCorps Grantee Training Conference 2017

How do we ensure compliance? Monitoring Activities Member File, Staff File and Desk Reviews Site Visits (particularly Unallowable Activities) Progress Reports Check-in calls Contracting (Program Readiness Review) AmeriCorps Grantee Training Conference 2017

What is CNCS’s role in Compliance? How do we monitor Commissions? Monitoring Tools, Site Visits, Desk Reviews Philosophy of Compliance AmeriCorps Grantee Training Conference 2017

Getting Ready for the Program Year Member Listings Common Issues and Potential Land Mines A TEST – can you spot the potential for noncompliance? AmeriCorps Grantee Training Conference 2017

Now that the Program Year has begun: Common Findings - MFDRs Overview of MFDR Process Timeline Review and Feedback Program Response and Resolution Disallowance AmeriCorps Grantee Training Conference 2017

#1 Finding: Criminal History Checks Findings Related to STAFF CHC: Lack of Signed Consent Not all staff on budget (including Match!) has proper checks Long-term staff not brought up to current requirements Relying on others (HR Depts) for proper checks Improper Record Keeping AmeriCorps Grantee Training Conference 2017

#1 Finding: Criminal History Checks Findings Related to MEMBER CHC: Lack of Signed Consent NSOPW run same day as member starts Not all states report on NSOPW Incomplete documentation (particularly NSOPW) AmeriCorps Grantee Training Conference 2017

#1 Finding: Criminal History Checks Findings Related to DESK REVIEW CHC: CHC Policy not updated to current requirements (accompaniment, vulnerable populations, etc.) Use of a national policy that does not comply with CV standards A TEST – Can you spot the noncompliance? AmeriCorps Grantee Training Conference 2017

#2 Finding: Member Service Agreements/ Contracts Service Dates incorrect, outside of contracted dates, or not individualized per member Living Allowances stated incorrectly, as whole amounts, allowing catch up Fundraising Clause (even if no fundraising allowed) Drug Free workplace clause Amount of Education Award Signatures of member and program manager AmeriCorps Grantee Training Conference 2017

#3 Finding: Member Applications No indication whether member has served a prior terms Eligibility Requirements not listed My AmeriCorps Portal AmeriCorps Grantee Training Conference 2017

AmeriCorps Grantee Training Conference 2017 #4 Finding: Timesheets No delineation of Service, Fundraising, Training Hours No indication that lunch breaks are not counted towards service hours Lack of required signatures FOR STAFF: Lack of functional timesheets AmeriCorps Grantee Training Conference 2017

AmeriCorps Grantee Training Conference 2017 #5 Finding: Branding Prioritizing Program Branding over AMERICORPS Branding Lack of signage at sites Members don’t wear shirts (choosing lanyards or pins instead) Lack of AmeriCorps presence on web pages AmeriCorps Grantee Training Conference 2017

I have a “finding” – how can I resolve it? Knowledge Network Resources AmeriCorps Prohibited Activities: https://www.nationalservice.gov/sites/default/files/olc/captivate/asn_prohibited_activities/ Managing AmeriCorps Grants: Rules, regulations & provisions, Financial Management, etc. https://www.nationalservice.gov/build-your-capacity/grants/managing-americorps-grants Learning and Best Practices (including an Online Learning Center) https://www.nationalservice.gov/build-your-capacity/learning-and-best-practices 2017 New AmeriCorps Program Staff Webinar Series https://www.nationalservice.gov/resources/americorps/2017-new-americorps-program-staff-series Member Assignment Listings (Common Mistakes, Minimum Requirements, Checklists) https://www.nationalservice.gov/resources/americorps/member-assignment-listings AmeriCorps Grantee Training Conference 2017

I have a “finding” – how can I resolve it? CV Grantee Central Resources Program Readiness Resources (Criminal History Checks, Member Service Agreements, Timesheets, Training Plans etc.) http://www.californiavolunteers.org/granteecentral/index.php/Resources/Readiness_Resources/ Program Monitoring and Implementation Resources (In-depth Criminal History Check Resources, Monitoring Tools, etc.) http://www.californiavolunteers.org/granteecentral/index.php/Resources/ CV Policies & Requirements, Regulations, OMB Circulars, etc. http://www.californiavolunteers.org/granteecentral/index.php/GranteeCentral/ AmeriCorps Grantee Training Conference 2017

Questions? I have a “finding” – how can I resolve it? Your Program Officer! Questions? AmeriCorps Grantee Training Conference 2017