1. Program & Fiscal Management
Reminders and What’s New for

2. Agenda Systems - Quick Refreshers & Updates
Member Human Resources
Background Checks & FBI Fingerprinting
Member Support
Fiscal
Prohibited Activities & Accountability
Federal Budget
Grants Process
Discussion

3. Member Human Resources
Recruitment, Selection, Eligibility & Enrollment, Tracking Member Hours, & Exiting Members

4. Recruitment BRANDING – From the beginning!
Identify/explain AmeriCorps in recruitment materials and process
Website
Position description
Partner sites
New: CNCS now requires website and social media to include AmeriCorps logo
Essential functions of the position
Inviting and inclusive language and materials

5. Recruitment Position Descriptions
Detailed; outline specific activities
Unique for each member role/function
Required to show additional responsibility if providing a higher living allowance
Be specific
Ensure additional responsibilities do not include staff displacement or member management
Amount of additional allowance should be justified by additional responsibilities
Address position’s contact with vulnerable populations and required checks for the position

6. Selection
To ensure a fair and equitable member selection process by demonstrating a consistent application process followed for each applicant

7. What we are looking for …
Consistent process
Evidence of all steps of the selection process for each member, including returning members
Policies on background checks
On-time, every time, documented
New: every program must have at least one person, or whoever is completing background checks, complete an online training
Evidence of non-discriminatory and inclusive process
Programs cannot discriminate based on race, disability, marital/family status, sexual orientation, gender, religion, national origin, birthplace, or age
Massachusetts Commission Against Discrimination:
Info on MA CORI:

8. NSCHC requirements
All AmeriCorps members must undergo checks prior to start of service
“Covered Staff” must also undergo checks prior to start of employment
All staff listed on your AmeriCorps grant budget
Includes those funded by match, listed as in-kind, or at sub-sites or national offices
Does not include individuals who receive financial benefit who do not otherwise perform any service to implement the program (e.g., trainers)
Which checks to complete:
No recurring access to vulnerable populations:
Access to vulnerable populations:
NSPOW
NSOPW
State Check(s) or FBI Check
State Check(s)
FBI Check
Enrolled/hired on or after April 21, 2011 must have an FBI CHRI check. If change positions after January 1, 2013, must be re-checked.
Site partners selected after 4/20/11 count as “hired” after the date and are required to have checks
Any service hours accrued before CORI and FBI background checks are initiated are ineligible

9. NSOPW National Sex Offender Public Registry/Website (NSOPW)
Only valid sex offender check
SORI, the MA check, is neither required nor sufficient
Check your language
All covered staff and AmeriCorps members must undergo this check
Use NSOPW.gov
Make sure all states, territories included are reporting
Verify and document results, check any results returned

10. State Criminal History Registry Checks
Must use designated state repositories/CNCS-approved alternative or request alternate search protocol
MA CORI:
If State of Residence check is required, and BOTH must be initiated before the start of service/employment
State of Residence can be difficult to determine, especially for college students or those living and working in different states. Guidance from CNCS FAQ:
“The state where a candidate resides is the location that the person considers his or her place of residence at the moment in time that he or she applies to serve or work.”
For college students “A person applying to serve or work who is enrolled full-time in college is deemed to be residing in the state where he or she lives for the purpose of attending the school… Programs may not opt to use any other basis for identifying the student’s residence state, e.g., such as the student’s family home.”

11. FBI Criminal History Record Check
We still do not have a state repository in Mass, but this year we have a CNCS approved channeler: Fieldprint!
Fieldprint is only for FBI checks
Average completion time is 3-5 business days (according to CNCS)
Very helpful Fieldprint introductory webinar recorded by CNCS on YouTube
Programs are not required to use Fieldprint
Please let us know if you plan to use the Departmental Orders (DO) process, which is the official name for when fingerprints are sent directly to the FBI

12. Documented Accompaniment
No unaccompanied access to vulnerable populations pending State Check(s) or FBI check
A person is accompanied when he or she is in the physical presence of a person cleared for access to a vulnerable population.
An employee or representative of a placement site may provide accompaniment if that person’s clearance was established under the placement site’s rules.
Accompaniment must be documented contemporaneously or it is not compliant
Person accompanying must be noted, as well as dates and times
Timesheets are best place to document accompaniment

13. Criminal History Check – FINAL RULE
Alternate Screening Protocol (ASP)
Cost to the program is prohibitive
Program is not authorized or is otherwise unable under state or federal law to access the FBI’s national criminal history background check system
Program cannot comply for “good cause”, determined by CNCS
Approval process
Submit request to MSA
MSA will submit to CNCS

14. Criminal History Checks
NSOPW check completed before service/work begins
Criminal history check(s) initiated no later than start of service/work
Verify identity with government photo identification
Obtain written authorization
Document understanding that selection is subject to the checks
Determine where the checks must be obtained from
Pay for the checks
Provide opportunity for review of findings
Keep information confidential
Accompaniment when checks are pending & in contact with vulnerable populations
Maintain the results of the checks
Document that you verified identity and conducted the checks
Document that you considered the results of the checks in selection

15. New Hours/NSCHC tracking sheet for 2016-17: Instructions

16. New Hours/NSCHC tracking sheet for 16-17: Instructions
Submit 30 days after program start date, and with every reimbursement request
Every member and covered staff-person must be listed with background check dates, including returning members and staff
There are two tabs to complete, one for covered staff and one for members
The members tab includes hours information
Note date hours are counted through

17. New Hours/NSCHC tracking sheet for 16-17: Helpful Information
Read instructions page, please
FBI Check initiation date: for DO, remains the same; for Fieldprint it is the date fingerprints are taken
We know this is more stringent than CNCS requires, MSA has concerns about considering a check initiated when member/staff may not have shown up for appointment
We will use the data you provide to calculate disallowance, so please double check information before submitting
Be kind to your PO: please do not put additional characters in cells, use the notes column instead

18. Risk-based Disallowance
Last year, CNCS came up with a new system for determining consequences of noncompliance
Less impact on members for programs’ mistakes
Consequences vary based on severity of noncompliance or “risk”
CNCS funds are disallowed; program cannot spend them
Disallowance Guide is technically interim, but CNCS indicated that guidance will not undergo any major revisions for 16-17

19. CNCS Mitigation Matrix

20. Mitigation Levels in Plainer Language
Mitigation Rating
No recurring access to vulnerable populations
Recurring access to vulnerable populations
Substantial
On-time NSOPW AND at least one of these, even if late:
State check
FBI check
All of these:
Performed accompaniment
On-time NSOPW
On-time State Check or FBI check
Moderate
Late NSOPW AND at least of one of these, even if late:
Either:
On-time NSOPW and late state check or late FBI check
Performed accompaniment and on-time state check or FBI check
Low
None of the above

21. CNCS Disallowance Determination
NSCHC Risk-Based Disallowance
Overall % of noncompliant individuals:
≤ 50%
> 50%
Disallowance
for each
individual
with:
Mitigation Level ↓
Substantial
$250
$500
Moderate
$1000
Low
$750
$1500

22. Background Check Update Continued
Disallowance Results
Only six programs with 100% compliance
Most programs had <15% noncompliance
Five programs had very significant (15-50%) noncompliance
Three had extreme noncompliance (>50%)
Disallowance amount is taken from unexpended funds, fiscal staff should plan accordingly
Compliant Members/Staff
Noncompliant Members/Staff
Total Members/Staff
Overall Noncompliance Rate
Disallowance
1615
152
1767
8.6%
$64,875.00

23. Tools and Resources NSCHC Clearinghouse on Knowledge Network:
Disallowance Guide:
Required NSCHC training:
CNCS NSCHC FAQ:
Regulations:
Instructions on how to request an ASP:

24. Eligibility and Enrollment
To ensure that the program has all necessary paperwork and information for each member in their member files

25. What we are looking for…
Eligibility documentation (age)
Contract (signed on or before the enrollment date)
Selection documentation
Background check verification
With dates initiated and cleared, initialed by staff
All timesheets (signed by member and supervisor)
Member evaluations
Member enrollment/exit forms (if applicable)
Documentation of requests for reasonable accommodation
Documentation of cause or compelling personal circumstances for members exited early (if applicable)

26. Enrollment My AmeriCorps portal 30 day enrollment period
Member section (new process for 2015/request required for staff portal enrollments)
Program Director section
30 day enrollment period
30 day service location entry period

27. Tracking Member Hours
To ensure that timesheets are kept in a manner that is
consistent with AmeriCorps requirements and members are on track to meeting the required number of hours of service

28. Tracking systems need to…
Ensure that paper copies of time sheets in members files are maintained
Ensure that electronic timesheet tracking system is in place that adheres to CNCS guidelines
Ensure first time sheet coincides with enrollment date and contract date
Ensure a correct percentage of training and direct service
Ensure members are on track to meeting the required number of hours

29. Exiting Members
To ensure a consistent process for exiting members that includes exit forms, documentation for early release if applicable (cause or compelling circumstances) and exiting out of the My AmeriCorps Portal with correct hours within 30 days of the end of the term of service.

30. What we are looking for…
Process
My AmeriCorps portal
hours reconciliation
Member section (new process for 2015/request required for staff portal exits)
Final evaluation
Documentation
Personal and compelling circumstances
Cause

31. Enrollment, Member Hours & Exiting
30 day rule
Enrollment in portal
Service location in portal
Timesheets submitted
Suspension and return from suspension in portal
Exit in portal
Exit survey completion rate is low, we can send instructions on how to unlock the survey earlier
Dates coinciding
Contract date on or before enrollment
Enrollment date on or before the first day of service
Last day of service and exit date

32. Child Care Changes
New this year: notice must now be provided to the child care provider within 5 days if a members’ status changes and they are no longer eligible for the child care benefit
The program can now be held liable for child care costs incurred if this timely notice is not provided

33. Orientation, Training, Supervision, and Evaluation
Member Support
Orientation, Training, Supervision, and Evaluation

34. Developing & Implementing Member Training
To ensure that members are prepared for service, civic engagement, and personal development through a planned, consistent, and structured method.

35. Orientation What MSA looks for… Date/time and location Agenda
AmeriCorps 101
Contract
Prohibited activities
Expectations
Service specific training
Team building
Civic engagement training
Sign-in sheets
Evaluations
Plan for orienting members enrolled after initial orientation
Reasonable accommodations

36. Ongoing Training & Development
What MSA looks for…
Training plan/schedule
Supporting members in attaining GED
Encouraging members to vote
Supporting members in making the transition after end of service – Life After AmeriCorps
Structured activities for members to reflect on service
Strengthen connection to National Service and identity as AmeriCorps members (reinforced in updated provisions)
Agendas and sign-in sheets
Plan for involving members in selection of training
Participation in National Days of Service

37. Supervision & Evaluation
To ensure members receive appropriate supervision, that reasonable accommodations are made when appropriate, and that supervisors evaluate member performance at the required times during the service year.

38. Supervision What MSA looks for… Implementation of the supervision plan
How and when did supervision take place?
What supervision topics were covered?
Identification of members and service sites as AmeriCorps
service gear
signage
language
Ensure prohibited activities do not take place
Evaluations

39. Evaluation What MSA looks for…
Mid-term evaluation (full and half time)
End-of-term evaluation (all)
Action steps if member is not meeting performing adequately

40. End-of-Term Evaluation
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
Member and Supervisor signoff
Exit interview
Reflect on member’s service experience
Tie service into his/her future plans
Request evaluation of his/her host site
Request suggestions that would help future members
Provide information for letters of recommendation

41. Tracking, Recording & Reporting Progress, Site Partner Management, Continuous Improvement, Fiscal Systems

42. Tracking, Recording, Reporting
To ensure the program is collecting, documenting, and reviewing necessary data; that it is on track to meet its stated objectives; and that it submits accurate and timely reports of AmeriCorps-related performance measure objectives.

43. Tracking & Recording Progress
Data collection tools
Data collection timeline/schedule
Data tracking systems
Reporting schedule
MSA reports
Additional stakeholders

44. Progress Reports 2015-2016 Final Report – October 15, 2016
Will require Program Impact Statement
Mid-Year – April 15 (through March 31)
Combines national and applicant-determined measures
Final Report – October 15, 2017
Change: Ongoing vs. episodic volunteers
If you can categorize volunteers as episodic or ongoing, there will be an option for that in the final Progress Report
If not, categorize all as episodic
Track separately moving forward

45. Site Partner Management
Ensure all site partners are aware of prohibited activities
Site partner agreements
Site partner orientation agenda
Site partner identification as AmeriCorps
Site monitoring
evaluation tool
schedule
Program feedback

46. Continuous Improvement
To ensure the program evaluates the quality of its service activities, which includes involving extensive broad-based representation from the following:
the community served
current and potential members
site partners
foundations
businesses
community-based agencies with a demonstrated record in providing services

47. Fiscal Systems Financial Management Systems
Documentation of Matching Funds
Reimbursement

48. 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.

49. Documentation of Matching Funds
To ensure the program has sufficient matching funds available for upcoming program year and that these funds are properly documented.
Cash or in-kind match acceptable
Documenting in-kind match – must include:
Date service provided and who provided it
Description of service provide
Value/how calculated
Signature of donor/service provider

50. 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.

51. 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
Training offered twice
Wednesday, August 17, 10AM – 11:00 AM, webinar
Wednesday, August 24, 1PM – 2:30 PM, at MSA*
* In-person session required for any new fiscal staff and may be required for others at MSA’s discretion

52. Key Definitions PER/Periodic Expense Report
FSR/Financial Status Report (Quarterly PER)
Budget Summary Worksheet
FFR/Federal Financial Report
“Cover Sheet”/Request for Cash Reimbursement Cover Page
Backup/Supporting Documentation
Hours and background check log (sometimes called “timelog”

53. Fiscal Reporting Quarterly Due Dates
October 15, 2016 (15-16 and through September 30)
January 15, 2017 (through December 31)
April 15, 2017 (through March 31)
July 15, 2017 (through June 30)
October 15, 2017 (16-17 and through Sept. 30)

54. Reimbursement Request Process
At least quarterly
At minimum, request funds 30 days after submission of FSR (except for July 15)
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

55. 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

56. 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
Updated hours and background check log must be included
Reimbursements will not be processed until all components are received
MSA will not take responsibility for ensuring completeness

57. Fiscal Site Visits Set up in spring by MSA’s fiscal staff
Programs will have at least one fiscal visit per 3-year grant cycle
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

58. 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)

59. 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
Be pro-active in discussing amendments early in the program year!
Late spring is often too late for CNCS to be able to approve given how busy they are with grant awards, etc.

60. Monitoring Tools Program Binder Desk Review
Monitoring Systems and Objectives
Standard Member Documentation File Check
Individual Member File Check

61. Program Calendar Day of Service & Remembrance – September 11
AmeriCorps Opening Day– Friday, November 4th
MEMBERS MUST BE IN GEAR!!!!!!
MLK grant application – mid-September
FY16 recompete application deadline – September 18 (tentative)
Competitive continuation application deadline – early December
MLK Day – January 16
Atlantic Cluster Regional Conference – Spring 2016 (Exact dates TBD)

62. Program Calendar
Four Required Program Director meetings – locations TBD
October 19th
December 14th
February 15th
May 17th (Contingent on the Atlantic Cluster Conference dates, please also reserve May 24th)
Progress reports – October 15 and April 15
Quarterly FSRs - October 15, January 15, April 15, July 15
Updated Audit – March 31 *

63. Binder Materials Program Officer will be in contact about this.
Programs will submit:
Program Year Calendar
Updated systems (if applicable)
Updated documents (if applicable)
Desk Review Tool is helpful tool for us to assess your program’s binder.
Binder is a tool for you when training new staff and for MSA when problem-solving with you.

64. Prohibited Activities/Accountability
Three-pronged Strategy:
Prevention
Detection
Enforcement
Prevention:
List prohibited activities in NOFO and Provisions
Requirement to enter member service location in My AmeriCorps within 30 days of start of service
Additional trainings to programs regarding prohibited activities (especially to share with site partners)
CNCS will communicate directly with members on this issue

65. Prohibited Activities/Accountability
Detection
CNCS Quarterly review of position descriptions
Position description
Certification from program that members not engaged in prohibited activities
Include details of what recruited volunteers will do in member and volunteer positions
Members cannot recruit volunteers to do prohibited activities
Enforcement
Suspension and termination
Quick and decisive action

66. Grants Process 2017-2018 Recompeting Programs
RFP released early August
Concept papers due mid-September
Must be submitted online
Notification late October
Expecting new priority areas: opioid crisis and “civil unrest”

67. Grants Process 2017-2018 Continuing Programs
Information will be included in CNCS application instructions – released in the late summer/early fall
May host optional conference call to review instructions if there are significant changes
Competitive continuation applications ed to MSA in early December

68. IPERA Improper Payments Evaluation and Recovery Act
FY 2013 testing showed continued susceptibility; FY 2014 testing was 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 expected soon

69. Discussion AmeriCorps Branding Agency Corps/New Initiatives
Other ideas?