Ameri Corps Advantage California Volunteers Grantee Training Conference

Ameri. Corps Advantage: California. Volunteers Grantee Training Conference, July 2017 Demonstrating Grant Compliance: Common Findings Kari Mac. Donald, Senior Program Officer, California. Volunteers Daniel Barutta, Program Officer, CNCS Ameri. Corps 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. Ameri. Corps Grantee Training Conference 2017 2

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 Ameri. Corps Grantee Training Conference 2017 Review) 3

What is CNCS’s role in Compliance? • How do we monitor Commissions? • Monitoring Tools, Site Visits, Desk Reviews • Philosophy of Compliance Ameri. Corps Grantee Training Conference 2017 4

Getting Ready for the Program Year • Member Listings • Common Issues and Potential Land Mines • A TEST – can you spot the potential for noncompliance? Ameri. Corps Grantee Training Conference 2017 5

Now that the Program Year has begun: Common Findings MFDRs Overview of MFDR Process • • Timeline Review and Feedback Program Response and Resolution Disallowance Ameri. Corps Grantee Training Conference 2017 6

#1 Finding: Criminal History Findings Related. Checks 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 Ameri. Corps Grantee Training Conference 2017 7

#1 Finding: Criminal History Findings Related. Checks to MEMBER CHC: • • Lack of Signed Consent NSOPW run same day as member starts Not all states report on NSOPW Incomplete documentation (particularly NSOPW) Ameri. Corps Grantee Training Conference 2017 8

#1 Finding: Criminal History Findings Related. Checks 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? Ameri. Corps Grantee Training Conference 2017 9

• • • #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 Ameri. Corps Grantee Training Conference 2017 10

• • • #3 Finding: Member Applications No indication whether member has served a prior terms Eligibility Requirements not listed My Ameri. Corps Portal Ameri. Corps Grantee Training Conference 2017 11

#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 Ameri. Corps Grantee Training Conference 2017 12

#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 Ameri. Corps presence on web pages Ameri. Corps Grantee Training Conference 2017 13

I have a “finding” – how can I resolve it? Knowledge Network Resources Ameri. Corps Prohibited Activities: https: //www. nationalservice. gov/sites/default/files/olc/captivate/asn_prohibited_activities/ Managing Ameri. Corps 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 Ameri. Corps 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 Ameri. Corps Grantee Training Conference 2017 14

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/Grantee. Central/ Ameri. Corps Grantee Training Conference 2017 15

I have a “finding” – how can I resolve it? • Your Program Officer! Questions? Ameri. Corps Grantee Training Conference 2017 16