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Program Director's Guide for Learn and Serve America Grants Management
Program Director’s Guide for
Learn and Serve America Grants Management
Learn and Serve America Grants Management
1.1. CNCS Monitoring Planning Assessments http://www.nationalservice.gov/pdf/07_0731_cncs_assessment.pdf
The Corporation is responsible for ensuring all federal resources are appropriately managed, which includes conducting monitoring visits to award recipients (e.g., grantees, cooperative agreement recipients, sponsors). The Corporation moved to a standardized system in Fiscal Year (FY) 2006 to help prioritize monitoring activities and more generally allocate Corporation resources for appropriate levels of monitoring, oversight, and technical assistance. As part of this process, we identified a standard set of criteria as being good indicators of potential programmatic or financial vulnerability in the management of federal funds, and we conduct a yearly assessment of each Corporation award using these assessment criteria.
1.2. CNCS On-Site Monitoring
Monitoring Tool (813K doc)
1.3. CNCS Desk Monitoring
On-site visits are only one monitoring tool CNCS uses to ensure grantee compliance with federal requirements. Oversight and monitoring are embedded in our grants administration practices throughout the life of a grant. Monitoring activities encompass reviews of applications, progress reports, financial reports and pre-award financial management surveys.
The Corporation is responsible for ensuring all federal resources are appropriately managed, which includes conducting monitoring visits to award recipients (e.g., grantees, cooperative agreement recipients, sponsors). The Corporation moved to a standardized system in Fiscal Year (FY) 2006 to help prioritize monitoring activities and more generally allocate Corporation resources for appropriate levels of monitoring, oversight, and technical assistance. As part of this process, we identified a standard set of criteria as being good indicators of potential programmatic or financial vulnerability in the management of federal funds, and we conduct a yearly assessment of each Corporation award using these assessment criteria.
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1.2. CNCS On-Site Monitoring
Monitoring Tool (813K doc)
1.3. CNCS Desk Monitoring
On-site visits are only one monitoring tool CNCS uses to ensure grantee compliance with federal requirements. Oversight and monitoring are embedded in our grants administration practices throughout the life of a grant. Monitoring activities encompass reviews of applications, progress reports, financial reports and pre-award financial management surveys.
1.3A. Progress Reports – once per year (unless otherwise noted on your Notice of Grant Award)
Due July 31 for the reporting period July 1 through June 30
Progress Report Guidance (19K pdf)
1.3B. Financial Reports – twice per year
Due January 31 for the reporting period July 1 through December 31
Due July 31 for the reporting period January 1 through June 30
Federal Financial Report Information
Due July 31 for the reporting period July 1 through June 30
Progress Report Guidance (19K pdf)
1.3B. Financial Reports – twice per year
Due January 31 for the reporting period July 1 through December 31
Due July 31 for the reporting period January 1 through June 30
Federal Financial Report Information
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2.1. Electronic systems for Learn and Serve America
2.1A. eGRANTS
2.2 Statutory and Regulatory Authority and other applicable guidance - What is eGrants?
The Corporation for National and Community Service’s online Grants Management System
- When do I use eGrants?
Application (New, Continuation, Amendments) submission and approval, Progress Reports, Financial Reporting and Close-Out
- How do I find eGrants?
Website: https://egrants.cns.gov/espan/main/login.jsp (password required)
- eGRANTS Help
http://www.cns.gov/egrants/help.asp
Phone: 888-677-7849
Email: egrantshelp@cns.gov
Hours of operation: 8:00 AM to 6:00 PM Eastern time, Monday through Friday
- What is LASSIE?
LASSIE is the Learn and Serve System Information Exchange. Implementation level data is collected through the LASSIE survey:- Community-Based Organizations Survey (409K doc)
- Higher Education Survey (442K doc)
- K-12 Survey (426K doc)
- Changes to 2007-2008 LASSIE Survey Instrument (41K doc)
- When do I use LASSIE?
Shortly after the beginning of the calendar year, all grantees will receive notification that LASSIE is open for Program Directors to update their profiles and enter/edit subgrantee contact information. Approximately 6 weeks later, all subgrantees receive information for accessing and completing the LASSIE survey.
Surveys are due June 30 each year.
- How do I find LASSIE?
Website: www.lsareports.org
- LASSIE Help
Phone: 866-337-8751
Email: support@lsareports.org
- LASSIE Performance Report (and archives of previous reports)
http://www.servicelearning.org/library/resource/7631
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2.2A. National Service Laws
Learn and Serve grants are authorized by and subject to the National and Community Service Act of 1990 as amended, codified as 42 U.S.C. 12501 et seq., and 45 CFR 2510 et seq. Grantees must comply with the requirements of the Act and its implementing regulations.
The National and Community Service Act of 1990 (217K pdf)
The National and Community Service Trust Act of 1993 (622K pdf)
2.2B. Federal cost principles, administrative requirements and audit requirements
http://www.whitehouse.gov/omb/circulars/
A. The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments:
The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2515 and 2519.
http://www.access.gpo.gov/nara/cfr/waisidx_01/45cfrv4_01.html#2500
2.2D. Learn and Serve America Grant Provisions
Grant Provisions are binding on the grantee. By accepting funds under this grant, the grantee agrees to comply with, and include in all subgrants, the Learn and Serve America Grant Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. For the purposes of these Provisions, the term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions.
Please refer to the Application Instructions and related Notice of Funding Availability/Opportunity (NOFA/NOFO). Previous Notices are available through the archives on the CNCS website.
http://www.learnandserve.gov/for_organizations/funding/nofa_archive.asp
Learn and Serve grants are authorized by and subject to the National and Community Service Act of 1990 as amended, codified as 42 U.S.C. 12501 et seq., and 45 CFR 2510 et seq. Grantees must comply with the requirements of the Act and its implementing regulations.
The National and Community Service Act of 1990 (217K pdf)
The National and Community Service Trust Act of 1993 (622K pdf)
2.2B. Federal cost principles, administrative requirements and audit requirements
http://www.whitehouse.gov/omb/circulars/
A. The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments:
- OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments – 45 CFR part 2541.
- OMB Circular A-87, Cost Principles for State and Local Governments – 2 CFR part 225.
- OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations.
- OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR 2543 or 2 CFR part 215.
- OMB Circular A-122, Cost Principles for Nonprofit Organizations – 2 CFR part 230.
- OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations.
- OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations – 45 CFR 2543 or 2 CFR part 215.
- OMB Circular A-21, Cost Principles for Educational Institutions – 2 CFR part 220.
- OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations.
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2.2C. Code of Federal Regulations The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2515 and 2519.
http://www.access.gpo.gov/nara/cfr/waisidx_01/45cfrv4_01.html#2500
2.2D. Learn and Serve America Grant Provisions
Grant Provisions are binding on the grantee. By accepting funds under this grant, the grantee agrees to comply with, and include in all subgrants, the Learn and Serve America Grant Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. For the purposes of these Provisions, the term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions.
- Higher Education (344K pdf)
- State Education Agencies (366K pdf)
- School-Based Grantmaking Entities (363K pdf)
- Community-Based, State Commissions, and Grantmaking Entities (361K pdf)
- Indian Tribes and U.S. Territories (365K pdf)
Please refer to the Application Instructions and related Notice of Funding Availability/Opportunity (NOFA/NOFO). Previous Notices are available through the archives on the CNCS website.
http://www.learnandserve.gov/for_organizations/funding/nofa_archive.asp
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2.3 Other Financial Management ResourcesPlease take a moment to consider which of the following aspects of financial management you need assistance with. Click on a topic for a list of downloadable resources.
- General Fiscal Issues
- Knowledge of Regulatory Requirements
- Internal Controls for an Organization of Similar Size and Complexity
- Effective Cash Management
- Documentation of Expenditures
- Budgeting or Budget Controls
- Design of Accounting System
- Written Polices and Procedures
- Matching Funds and In-Kind Donations
- Sub-grantee Monitoring
2.3A. General Fiscal Issues 2.3B. Knowledge of Regulatory Requirements 2.3C. Internal Controls for an Organization of Similar Size and Complexity 2.3D. Effective Cash Management 2.3E. Documentation of Expenditures 2.3F. Budgeting or Budget Controls 2.3G. Design of Accounting System 2.3H. Written Polices and Procedures
- Policy and Procedures: What to Consider (DOC)
- Fiscal Policy and Procedures Manual (PPT)
- Outline to Develop Policies and Procedures (DOC)
- Nonprofit Organization Accounting Policies and Procedures Manual (PPT)
- Documenting Expenses and In-Kind Contributions (PPT)
- In-kind Donation Examples with Required Documentation (XLS)
- Top Ten Ways to Meet Match
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