FY 2018 GRANT TERMS AND CONDITONS Senior 

Demonstration Grant Program 

These Corporation for National & Community Service (CNCS) Grant Terms and Conditions are 

binding on the grant recipient. By accepting funds under this award, the Recipient agrees to 

comply with, and include in all awards and these program-specific Grant Terms and Conditions, 

the CNCS general grant terms and conditions, all applicable federal statutes, regulations and 

guidelines, and any amendments thereto. The Recipient 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. The terms “recipient” or 

“Recipient” are used to connote the grant recipient as appropriate, throughout these Terms and 

Conditions. 

TABLE OF CONTENTS 

A Stipends 1 

B Recognition Events 1 

C Failure to Maintain VSYs 2 

D Grant Period 2 

E Federal Financial Reports (FFRs) – Jan - Jun and Jul – Dec 2 

F Federal Financial Reports (FFRs) – Apr - Sep and Oct – Mar 2 

G Annual Progress Report 3 

H Recognition of Federal Funding 3 

I Program/Project Manager Authority 3 

J Prohibited Activities 5 

K External Evaluation and Data Collection 5 

L Lobby Disclosure 5 

M Reporting Requirements 6 

N Program Income 6 

O Budget and Programmatic Changes 7 

P National Criminal History Checking Training 8 

A. Stipends 

To the extent stipends are paid, recipient may not expend funds approved for payment of 

stipends for any other purpose. 

B. Recognition Events 

Recipient will assure that at recognition events, CNCS is acknowledged as the federal 

agency under which this grant operates. This grant operates under the authority of the 

Corporation for National and Community Service. Funding for this grant may be from a 

source other than the Corporation for National and Community Service. 
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C. Failure to Maintain VSYs 

Failure of the recipient to maintain Volunteer Service Year (VSY) program levels in 

accordance with the approved work plan and budget covered by the Notice of Grant 

Award indicates an under-performance of effort which could subject the grant to a 

reduction of VSYs and actions up to and including termination. 

D. Grant Period 

Unless otherwise specified, the award covers a three year project period. In approving a 

multiyear project period CNCS makes an initial award for the first budget period. 

Authority to operate the grant for subsequent budget periods is contingent upon 

satisfactory progress of program goals and VSY maintenance. The project period and 

the budget are noted on the award document. 

E. Federal Financial Reports (FFRs) – Expenditures/Jan. – Jun. and Jul. – Dec. 

Recipients with budget periods starting in January or July paid through HHS/PMS must 

submit the Standard Form 425, Federal Financial Report (FFR), semi-annually from the 

start date of the award to report the status of all funds. FFRs must report expenses on a 

cumulative basis over the performance period of the award and be submitted according to 

the following schedule: 

Period Covering: Report Due: 

January 1 to June 30 July 30 

July 1 to December 31 January 30 

Programs completing the final year of their grant must submit a final FFR that is 

cumulative over the entire grant period. This FFR is due 90 days after the close of the 

grant. 

F. Federal Financial Reports (FFRs) – Expenditures/Apr - Sep and Oct - Mar. 

Recipients with budget periods starting in April or October paid through HHS/PMS must 

submit the Standard Form 425, Federal Financial Report (FFR), semi-annually from the 

start date of the award to report the status of all funds. FFRs must report expenses on a 

cumulative basis over the performance period of the grant and be submitted according to 

the following schedule: 

Period Covering: Report Due: 

April 1 - September 30 October 30

October 1 - March 30 April 30
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Programs completing the final year of their grant must submit a final FFR that is 

cumulative over the entire grant period. This FFR is due 90 days after the close of the 

grant. 

G. Annual Progress Report 

Recipients must prepare a full Progress report at the end of the 4th quarter of the budget 

period. The report must be submitted in eGrants no later than 30 days after the end of the 

designated reporting period. Recipients must prepare and submit the Progress Report 

Volunteer Service Year production data elements at the end of the 2nd and 4th quarters of 

the budget period. These reports must be submitted in eGrants no later than 30 days after 

the end of the designated reporting period. 

H. Recognition of Federal Funding 

When issuing statements, press releases, requests for proposals, bid solicitations, annual 

reports and other documents describing projects or programs funded in whole or in part 

with CNCS money, the recipient receiving federal funds, including but not limited to 

state and local governments, shall clearly state: (1) the percentage of the total cost of the 

program which will be financed with CNCS money, and (2) the dollar amount of CNCS 

funds for the project or program. 

I. Program/Project Manager Authority 

The Program/Project Manager for this award is listed on the face page of the Notice of 

Grant Award. The Program/Project Manager has full authority to represent CNCS in 

connection with management of the technical and programmatic performance of the 

award. This individual is not authorized to change the terms and conditions, estimated 

costs, or period of performance, or to give approvals, written or verbal, which is 

specifically reserved for the Grants Officer. 

J. Prohibited Activities 

While charging time to a Senior Demonstration Grant program, accumulating service, or 

training hours, or otherwise performing activities supported by the Senior Demonstration 

Grant Program or CNCS, staff and volunteers may not engage in the following activities: 

1. Political activities. 

a. No part of any award shall be used to finance, directly or indirectly, any activity to 

influence the outcome of any election to public office, or any voter registration activity. 

No project shall be conducted in a manner involving the use of funds, the provision of 

services, or the employment or assignment of personnel in a matter supporting or 

resulting in the identification of such project with: 
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i. Any partisan or nonpartisan political activity associated with a candidate, or 

contending faction or group, in an election; or 

ii Any activity to provide voters or prospective voters with 

transportation to the polls or similar assistance in connection with 

any such election; or 

iii Any voter registration activity, except that voter registration 

applications and nonpartisan voter registration information may be 

made available to the public at the premises of the sponsor. But in 

making registration applications and nonpartisan voter registration 

information available, employees of the sponsor shall not express 

preferences or seek to influence decisions concerning any 

candidate, political party, election issue, or voting decision. 

b. Notwithstanding 42 U.S.C. § 5043(c), language in CNCS’s current appropriations 

legislation, as well as language in past appropriations legislation, provides that 

recipients are not permitted to use funds appropriated to CNCS used to pay the salary 

or expenses of any grant or contract recipient, or agent acting for such recipient, 

related to any activity designed to influence the enactment of legislation, 

appropriations, regulation, administrative action, or Executive order proposed or 

pending before the Congress or any State government, State legislature or local 

legislature or legislative body, other than for normal and recognized executivelegislative relationships or participation by an agency or officer of a State, local or 

tribal government in policymaking and administrative processes within the executive 

branch of that government.

2. Non-displacement of employed workers. A Senior Demonstration Grant Program 

volunteer shall not perform any service or duty or engage in any activity which would 

otherwise be performed by an employee of the sponsor or which would supplant the 

hiring of or result in the displacement of employees, or impair existing contracts for 

services. 

3. Compensation for service. A Senior Demonstration Grant Program agency or 

organization to which Senior Demonstration Grant Program volunteers are assigned, 

or which operates or supervises any Senior Demonstration Grant program shall not 

request or receive any compensation from Senior Demonstration Grant Program 

volunteers or from beneficiaries for services of Senior Demonstration Grant Program 

volunteers. 

a. A sponsor is not prohibited from soliciting and accepting voluntary 

contributions from the community at large to meet its local support 

obligations under the grant or from entering into agreements with parties 

other than beneficiaries to support additional volunteers beyond those 

supported by CNCS award; 
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b. A volunteer station may contribute to the financial support of the Senior 

Demonstration Grant Program. However, this support shall not be a 

required precondition for a potential station to obtain Senior 

Demonstration Grant Program volunteer services. 

c. If a volunteer station agrees to provide funds to support additional Senior 

d. Demonstration Grant Program volunteers or pay for other volunteer 

support costs, the agreement shall be stated in a written Memorandum of 

Understanding. The sponsor shall withdraw services if the station's 

inability to provide monetary or in-kind support to the project under the 

Memorandum of Understanding diminishes or jeopardizes the project's 

financial capabilities to fulfill its obligations; 

e. Under no circumstances shall a Senior Demonstration Grant Program 

volunteer receive a fee for service from service recipients, their legal 

guardian, members of their family, or friends. 

4. Labor and anti-labor activity. The sponsor shall not use grant funds directly or 

indirectly to finance labor or anti-labor organization or related activity. 

5. Fair labor standards. A sponsor that employs laborers and mechanics for 

construction, alteration, or repair of facilities shall pay wages at prevailing rates as 

determined by the Secretary of Labor in accordance with the Davis-Bacon Act, as 

amended, 40 U.S.C. 276a. 

6. Religious activities. A Senior Demonstration Grant Program volunteer or a member 

of the project staff authorized or funded by CNCS shall not give religious instruction, 

conduct worship services or engage in any form of proselytization as part of his or her 

duties. 

A sponsor or volunteer station may retain its independence and may continue to carry 

out its mission, including the definition, development, practice, and expression of its 

religious beliefs, provided that it does not use the Senior Demonstration Grant 

Program or CNCS funds to support any inherently religious activities, such as 

worship, religious instruction, or proselytization, as part of the programs or services 

authorized or funded. If an organization conducts such activities, the activities must be 

offered separately, in time or location, from the programs or services authorized or 

funded under this part. 

7. Nepotism. Persons selected for project staff positions shall not be related by blood or 

marriage to other project staff, sponsor staff or officers, or members of the sponsor Board 

of Directors, unless there is written concurrence from the community group established 

by the sponsor and with notification to the Corporation.
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K. EXTERNAL AND DATA COLLECTION 

The recipient must cooperate with CNCS and its evaluators in all monitoring and evaluation 

efforts. As part of this effort, the recipient must collect and submit certain project data, as 

defined in the Project Profile and Volunteer Activity (PPVA) and must provide data as 

requested or needed to support external evaluations. 

L. LOBBY DISCLOSURE 

For grant awards exceeding $100,000, pursuant to 31 U.S.C. 1352, the Recipient is required 

to file a disclosure report, Standard Form LLL, Disclosure of Lobbying Activities, at the end 

of any quarter, when the Recipient has paid or agreed to pay any lobbying entity for 

influencing or attempting to influence an officer or employee of any agency, a Member of 

Congress, an officer or employee of Congress, or an employee of a Member of Congress in 

connection with a covered Federal action. The report must be submitted to the Corporation 

State Program Director. 

M. REPORTING REQUIREMENTS 

The Recipient is responsible for timely submission of periodic financial and progress reports 

during the project period and a final financial report at the end of the period. 

1. Financial Reports. The Recipient shall complete and submit financial reports in eGrants 

to report the status of all funds. The Recipient must submit timely cumulative financial 

reports in accordance with CNCS guidelines and sections E and F, above. 

2. Final Financial Report. A Recipient must submit, in lieu of the last semi-annual 

financial report, a final financial report. These reports are due no later than 90 days after 

the end of the project period. 

3. Reporting at the Dept. of Health and Human Services/Payment Management 

System. (HHS/PMS) All Recipients must submit the Federal Financial Report (FFR) 

Cash Transactions Report on a quarterly basis to the HHS/PMS per the Electronic Funds 

Transfer Agreement. 

 

4. Progress Reports. The Recipient shall complete and submit timely progress reports, 

including a summary of accomplishments during the reporting period. This includes 

reporting on the progress to date made by the Recipient for that reporting period. The 

report is submitted through the appropriate electronic system. Individual program 

guidance determines the due dates for the reports. 

5. Requests for Extensions. Each recipient must submit a financial report by the given 

dates. Extensions of reporting deadlines will be granted only when 1) the report cannot 

be furnished in a timely manner for reasons, in the determination of CNCS, which are 

legitimately beyond the control of the recipient, and 2) CNCS receives a written request 

explaining the need for an extension before the due date of the report. 
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Extensions of deadlines for financial reports may only be granted by the Field Financial 

Management Center (FFMC), and extensions of deadlines for progress reports may only 

be granted by the Program Office. 

6. Other. The Recipient shall meet as necessary with the CNCS Program Office or with 

other staff or consultants designated by the CNCS Program Official to exchange views, 

ideas, and information concerning the project. The Recipient shall submit such special 

reports as may be reasonably requested by CNCS. 

N. PROGRAM INCOME 

1. General. Income, including fees for service earned as a direct result of the program 

activities during the award period, must be retained by the recipient and used to finance 

the program. 

2. Excess Program Income. Program income earned in excess of the amount needed to 

finance the program must follow the appropriate requirements of 2 CFR § 200.307(e)(1) 

and be deducted from total claimed costs, or with prior written approval from CNCS, the 

requirements of 2 CFR § 200.307(e)(2) through a budget amendment be used to enhance 

the program (additive process). Recipients that earn excess income must specify the 

amount of the excess in the comment box on the financial report. 

3. Fees for service. When using assistance under this grant, the recipient may not enter into 

a contract for or accept fees for service performed by participants when: 

a. The service benefits a for-profit entity; 

b. The service falls within the other prohibited activities set forth in statute, 

regulation, or these award terms and conditions. 

O. BUDGET AND PROGRAMMATIC CHANGES 

1. Programmatic Changes. The recipient must obtain the prior written approval of CNCS 

before making changes 

a. in the scope, objectives or goals of the project, transfer of the project effort, or project 

timeline whether or not they involve budgetary changes;

b. in key personnel specified in the application or the federal award;

c. involving the disengagement from the project for more than three months, or a 25 

percent reduction in time devoted to the project by the approved Project Director.

2. Budgetary Changes. The recipient must obtain the prior written approval of CNCS’s 

Field Financial Management Center (FFMC) before deviating from the approved budget 

in any of the following ways: 

a. specific costs requiring prior approval before incurrence under 2 CFR § 200.407. 

examples of costs requiring prior written approval before they are allowed include 

rearrangement and alteration costs, and pre-award costs; 
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b. purchases of equipment over $5,000 using grant funds, unless specified in the 

approved application and budget; 

c. the Federal awarding agency may, at its option, restrict the transfer of funds among 

direct cost categories or programs, functions and activities for Federal awards in which 

the Federal share of the project of such transfers exceeds or is expected to exceed 10 

percent of the total budget as last approved by the Federal awarding agency. The 

Federal awarding agency cannot permit a transfer that would cause any Federal 

appropriation to be used for purposes other than those consistent with the 

appropriation; 

d. changes in the amount of approved cost-sharing or matching provided by the 

nonfederal entity; 

e. the inclusion, unless waived by the federal awarding agency, of costs that require prior 

approval in accordance with sub part E cost principles in 2 CFR. 

3. Approvals of Programmatic and Budget Changes. CNCS’s Grants officers are the only 

officials who have the authority to alter or change the provisions or requirements of the 

grant. Programmatic changes also require final approval of CNCS’s Field Financial 

Management Center (FFMC) after written recommendation for approval is received from 

the Program Office. The Grants Officers will execute written amendments, and 

Recipients should not assume approvals have been granted unless documentation from 

the Grants Office has been received. 

P. NATIONAL SERVICE CRIMINAL HISTORY CHECK TRAINING 

All grant recipients must complete CNCS’ National Service Criminal History Check (NSCHC) 

training every year. The CNCS designated e-course provides a thorough overview of the 

requirements and can be found at: http://cncstraining.articulate-online.com/4240214797 unless 

otherwise notified by CNCS. Each grant recipient must identify at minimum one staff person 

who has some responsibility for NSCHC compliance to fulfill this requirement on behalf of the 

grant recipient. The grant recipient must retain the certificate of completion and assign staff to 

retake the course annually prior to the expiration of the certificate. Grant recipients must save 

certificates of completion from each year as grant records.