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FY 2020 GRANT TERMS AND CONDITIONS

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 

I. Changes from the 2019 Senior Demonstration Grant Program 

Grant Terms and Conditions 1

II. Notice of Funding Opportunity 2

III. Award Acceptance 2

IV. Stipends 2

V. Recognition Events 2

VI. Failure to Maintain VSYs 2

VII. Grant Period 2

VIII. Encumbrance of Award Funds 3

IX. Federal Financial Reports (FFRs) – Jan - Jun and Jul – Dec 3

X. Federal Financial Reports (FFRs) – Apr - Sep and Oct – Mar 3

XI. Annual Progress Report 3

XII. Recognition of Federal Funding 4

XIII. Authorities of Program Officer/Portfolio Manager/Grants Officer 4

XIV. Prohibition on Use of Grant Funds 4

XV. External Evaluation and Data Collection 6

XVI. Lobby Disclosure 6

XVII. Reporting Requirements 6

XVIII. Audits and Attestation Requirements 7

XIX. Program Income 7

XX Monitoring 8

XXI. Budget and Programmatic Changes 8

XXII. Senior Corps Branding 9

XXIII. National Criminal History Checking Training 9

I. CHANGES FROM THE 2019 SENIOR DEMONSTRATION GRANT PROGRAM 

GRANT TERMS AND CONDITIONS
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- Section XIII - Authorities of Program Officer/Portfolio Manager/Grants Officer 

section edited

- Section XVI - Lobby Disclosure – section edited

- Section XVII (E, F) - Reporting Requirements – section edited 

- Section XXI (B, C) - Budget and Programmatic Changes – section edited and added

II. NOTICE OF FUNDING OPPORTUNITY

The Notice of Funding opportunity (NOFO) and any amendments are hereby incorporated 

into the Grant Terms and Conditions. Recipients are bound by the authorizations, 

restrictions and requirements contained in the NOFO. If there is any inconsistency between 

the NOFO and any statute, regulation, or cost principle, the statute, regulation, or cost 

principle, takes precedence over the NOFO in matters relating to the award of CNCS funds.

III. AWARD ACCEPTANCE

The signature on the SF‐424, including electronic signature via e‐authentication on egrants, constitutes a binding agreement to the terms and conditions of award. CNCS 

reserves the right to withdraw the award if activity does not begin upon award and/or as a 

remedy for non‐compliance as described in 2 CFR 200.338‐339.

IV. STIPENDS

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

stipends for any other purpose.

V. RECOGNITION EVENTS

Recipient will assure that at recognition events, Corporation for National and Community 

Service (CNCS) is acknowledged as the federal agency under which this grant operates. 

This grant operates under the authority of CNCS. Funding for this grant may be from a 

source other than CNCS.

VI. 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. 

VII. GRANT PERIOD
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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.

VIII. ENCUMBRANCE OF AWARD FUNDS

Award funds may not be encumbered or obligated by the recipient prior to or after the 

award period. Encumbrances or obligations outstanding as of the end of the award period 

may be liquidated (paid out) after the end of the award period. Such encumbrances or 

obligations shall involve only specified commitments for which a need existed during the 

award period and that are supported by approved contracts, purchase orders, requisitions, 

invoices, bills, or other evidence of liability consistent with the recipient's purchasing 

procedures and incurred within the award period. All encumbrances/obligations incurred 

during the award period shall be liquidated no later than 90 days after the end of the award 

period or prior to the expiration of the awarded funds, whichever is sooner.

IX. 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.

X. X. 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 
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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

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.

XI. 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.

XII. 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 funds, the recipients receiving those CNCS l funds, including but not limited to 

recipients that are state and local governments, shall clearly state: (1) the percentage of the 

total cost of the program which will be financed with CNCS funds, and (2) the dollar 

amount of CNCS funds for the project or program.

XIII. AUTHORITIES OF PROGRAM OFFICER/PORTFOLIO MANAGER/GRANTS 

OFFICER

A designated official of the appropriate CNCS State Program Office (e.g., Program Officer) 

or CNCS Regional Office (e.g., Portfolio Manager - PM), as well as a CNCS Grants Officer, 

are listed on the face page of the recipient’s Notice of Grant Award (NGA). The designated 

official has full authority to represent CNCS in connection with management of the technical 

aspects and programmatic performance of the grant award. However, the CNCS Grants 

Officer may make changes to the grant award terms and conditions, estimated costs, and 

periods of performance.

XIV. PROHIBITION ON USE OF PROGRAM GRANT FUNDS
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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:

A. Political activities.

1. 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:

a. Any partisan or nonpartisan political activity associated with a candidate, or 

contending faction or group, in an election; or

b. Any activity to provide voters or prospective voters with transportation to 

the polls or similar assistance in connection with any such election; or

c. 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.

2. Notwithstanding 42 U.S.C. § 5043(c), anti-lobbying language in CNCS’s 

current appropriations legislation (like anti-lobbying language in CNCS’s 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 executive-legislative 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.

B. 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.

C. Compensation for service. 
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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.

1. 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;

2. 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.

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

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;

4. 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.

D. Labor and anti-labor activity.

The sponsor shall not use grant funds directly or indirectly to finance labor or antilabor organization or related activity.

E. 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.

F. Religious activities.

No Senior Demonstration Grant Program volunteer nor a member of the project staff 

authorized or funded by CNCS shall give religious instruction, conduct worship 

services or engage in any form of proselytization as part of his or her duties.
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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.

G. 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 CNCS.

XV. 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.

XVI. 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 CNCS State 

Program Director or Senior Portfolio Manager, as appropriate.

XVII. 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.

A. 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 IX and X, above.

B. Final Financial Report. 
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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.

C. 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

D. 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. 

E. 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.

Extensions of deadlines for financial reports may only be granted by the Field 

Financial Management Center (FFMC), or the Program Officer or PM, as appropriate. 

F. Other. 

The recipient shall meet as necessary with the CNCS Program Officer or the Portfolio 

Manager, as appropriate, 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.

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XVIII. AUDITS AND ATTESTATION REQUIREMENTS

Recipients must comply with the audit requirements set forth in Subpart F – Audit 

Requirements of the Uniform Guidance (2 CFR Part 200) and must comply with the 

timeframes established in those regulations for the submission of their audits to the Federal 

Audit Clearinghouse. Recipients must notify their assigned CNCS Grants Officer of each 

audit conducted within the timeframe of the CNCS‐funded project at the time it is 

submitted to the Federal Audit Clearinghouse.
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XIX. PROGRAM INCOME

A. 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.

B. 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.

C. 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; or 

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

regulation, or these award terms and conditions.

XX. MONITORING 

CNCS, through its authorized representatives, has the right, at all reasonable times, to make 

site visits to review project accomplishments, financial and performance records, fiscal and 

administrative control systems, assess programmatic and fiscal compliance, and to provide 

such technical assistance as may be required. To the extent practicable, CNCS will notify 

the recipient at least two weeks in advance of any trip to the CNCS‐funded project site. If 

CNCS makes any site visit on the premises of a recipient, the recipient must provide all 

reasonable access to facilities, and provide assistance to ensure the safety and convenience 

of government officials in the performance of their duties. All site visits and evaluations 

are expected to be performed in a manner designed to not unduly delay or disrupt the 

implementation of the project.

XXI. . BUDGET AND PROGRAMMATIC CHANGES

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

CNCS before making changes:
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1. in the scope, objectives or goals of the project, transfer of the project effort, or 

project timeline whether or not they involve budgetary changes;

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

3. 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.

B. Budgetary Changes. 

The recipient must obtain the prior written approval of CNCS’s authorized grant 

official before deviating from the approved budget in any of the following ways:

1. incurring 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;

2. purchasing equipment over $5,000 using grant funds, unless specified in the 

approved application and budget;

3. 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;

4. changing the amount of approved cost-sharing or matching provided by the nonfederal entity;

5. including, unless waived by the federal awarding agency, costs that require prior 

approval to include, in accordance with subpart E cost principles in 2 CFR Part 

200.

C. Authority to Make Programmatic and Budgetary Changes: 

CNCS’s Grants Officers and PMs are the only CNCS officials who have the authority 

to alter or change the programmatic and budgetary provisions or requirements of the 

grant. The FFMC or PM, as appropriate, has authority to approve or not approve all 

recommended programmatic and budgetary changes. The Grants Officers in the 

Office of Grant Administration will execute written programmatic and budgetary 

changes (i.e., amendments). Therefore, recipients should not assume approvals have 

been granted unless they received documentation in the form of an NGA from an 

authorized official approving the recommended change(s). Under no circumstances 

may CNCS permit a transfer of funds to be used for purposes other than those 

consistent with the Federal appropriation of those funds.
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XXII. SENIOR CORPS BRANDING

1. “Senior Corps” must be included in all references to the project. Accordingly, “Senior 

Corps” must be included in the title of the project as listed on the grant application, and in 

all project promotions for the duration of the project period, including, but not limited to, 

recruitment, recognition, and publicity.

XXIII. NATIONAL SERVICE CRIMINAL HISTORY CHECK TRAINING

All grant recipients must complete CNCS’s 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.articulateonline.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.