APPLICATION INSTRUCTIONS

State and National Competitive New and Continuation 

As applicable to the Notice of Funding Opportunity or Notice of Funding Availability

OMB Control #: 3045-0047 Expiration Date: 09/30/2023 
2

IMPORTANT NOTICE

These application instructions conform to the AmeriCorps’ online grant application system, eGrants. All funding 

announcements by the AmeriCorps are posted on www.americorps.gov and www.grants.gov. 

Public Burden Statement: Public reporting burden for this collection of information is estimated to average 80 

hours per submission, including reviewing instructions, gathering and maintaining the data needed, and completing 

the form. Comments on the burden or content of this instrument may be sent to the AmeriCorps State and National, 

Attn: Arminda Pappas, 250 E Street, SW, Suite 300, Washington, DC 20525. AmeriCorps informs people who may 

respond to this collection of information that they are not required to respond to the collection of information unless 

the OMB control number and expiration date displayed on page one are current and valid. (See 5 CFR 

1320.5(b)(2)(i).) 

Privacy Act Notice: The Privacy Act of 1974 (5 U.S.C § 552a) requires that the following notice be provided to 

you: The information requested on the AmeriCorps Application Instructions is collected pursuant to 42 U.S.C. §§ 

12581 - 12585 of the National and Community Service Act of 1990 as amended, and 42 U.S.C. § 4953 of the 

Domestic Volunteer Service Act of 1973 as amended. Purposes and Uses - The information requested is collected 

for the purposes of reviewing grant applications and granting funding requests. Routine Uses - Routine uses may 

include disclosure of the information to federal, state, or local agencies pursuant to lawfully authorized requests. In 

some programs, the information may also be provided to federal, state, and local law enforcement agencies to 

determine the existence of any prior criminal convictions. The information may also be provided to appropriate 

federal agencies and Department contractors that have a need to know the information for the purpose of assisting 

the Department’s efforts to respond to a suspected or confirmed breach of the security or confidentiality or 

information maintained in this system of records, and the information disclosed is relevant and unnecessary for the 

assistance. Executive Summaries of all compliant applications received and applications of successful applicants 

will be published on the AmeriCorps website as part of ongoing efforts to increase transparency in grantmaking. 

This is described in more detail in the Notice of Federal Funding Opportunity. The information will not otherwise 

be disclosed to entities outside of AmeriCorps programming and AmeriCorps the agency without prior written 

permission. Effects of Nondisclosure - The information requested is mandatory in order to receive benefits. 

Federal Funding Accountability and Transparency Act: Grant recipients will be required to report at 

www.FSRS.gov on all subawards over $25,000 and may be required to report on executive compensation for 

recipients and subrecipients. Recipients must have the necessary systems in place to collect and report this 

information. See 2 CFR Part 170 for more information and to determine how these requirements apply.

Indirect Cost Rates: AmeriCorps allows applicants to include indirect costs in application budgets. Based on 

qualifying factors, applicants have the option of using a federally approved indirect cost rate, a 10% de minimis rate 

of modified total direct costs, or may claim certain costs directly as outlined in 2 CFR § 200.413 Direct costs. 

Applicants who hold a federal negotiated indirect cost rate must use that rate in lieu of the AmeriCorps 5/10% 

allocation of administrative costs. 

Applicants who hold a state or federal negotiated indirect cost rate or will be using the 10% de minimis rate must 

enter that information in the Organization section in eGrants (See Attachment J). 

Universal Identifier: Applicants must include a Dun and Bradstreet Data Universal Numbering System (DUNS) 

number and/or a Unique Entity Identifier (UEI) depending on which field(s) are required in eGrants at the time of 

submission. Applicants must obtain their UEI and register their entity through the System for Award Management 

(SAM.gov). All grant recipients are required to maintain a valid registration, which must be renewed annually.
3

TABLE OF CONTENTS

Important Notice............................................................................................................................................................2

Application Resources.................................................................................................................................................4

Submitting Your Application in eGrants ..................................................................................................................4

I. Applicant Info..............................................................................................................................................5

II. Application Info...........................................................................................................................................5

III. Narratives.....................................................................................................................................................5

IV. Logic Model ................................................................................................................................................7

V. Performance Measures.................................................................................................................................7

VI. Program Information ...................................................................................................................................7

VII. Documents...................................................................................................................................................8

VIII. Budget Instructions......................................................................................................................................9

IX. Funding/Demographics..............................................................................................................................10

X. Operation Sites ..........................................................................................................................................11

XI. Review, Authorize, and Submit.................................................................................................................11

XII. Continuation Requests.............................................................................................................................12

Tables

Table 1: Requirements in the AmeriCorps Regulations ...............................................................................................4

Table 2: Match Requirements in the AmeriCorps Regulations....................................................................................9

ATTACHMENTS

These attachments are worksheets only. All information must be entered in eGrants.

A. Performance Measure Instructions (eGrants Performance Measures Section).....................................................15

B. Detailed Budget Instructions for Cost Reimbursement Grants.............................................................................18

C. Budget Worksheet.................................................................................................................................................24

D. Detailed Budget Instructions for Fixed Amount Grants.......................................................................................28

E. Fixed-Amount Budget Worksheet........................................................................................................................30

F. Budget Checklist ..................................................................................................................................................31

G. Alternative Match Instructions .............................................................................................................................33

H. Beale Codes and County-Level Economic Data...................................................................................................34

I. eGrants Indirect Cost Rate User Instructions...............................................................................35
4

APPLICATION RESOURCES

Please use these application instructions if you are a new or recompeting applicant to AmeriCorps State and 

National. 

If you are submitting a request for continuation to AmeriCorps State and National, please see the Continuation 

Instructions in this document.

Use these instructions in conjunction with the Notice of Federal Funding Opportunity (Notice), and the AmeriCorps 

Regulations, 45 CFR §§ 2520–2550. The Notice includes deadlines, eligibility requirements, submission 

requirements, maximum amount of funding per Member Service Year (MSY),1 and other information that is 

specific to the grant competition. 

The AmeriCorps regulations include pertinent information (see Table 1, below). The Notice can be found on 

AmeriCorps’ website. 

The full regulations are available online at: 

https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR

Table 1: Requirements in the AmeriCorps Regulations

Topics Citation in the AmeriCorps Regulations

Member Service Activities §2520.20 - §2520.55

Prohibited Activities §2520.65

Tutoring Programs §2522.900-2522.950

Matching Funds §2521.35-2521.90

Member Benefits §2522.240-2522.250

Calculating Cost Per Member Service Year (MSY) §2522.485

Performance Measures §2522.500-2522.650

Evaluation §2522.500-2522.540 and §2522.700-2522.740 

Selection Criteria and Selection Process §2522.400-2522.475

If there is any inconsistency between the AmeriCorps Regulations, the Notice, and the Application Instructions, the 

order of precedence is as follows:

1. AmeriCorps Regulations 45 CFR §§ 2520–2550 take precedence over the

2. Notice of Federal Funding Opportunity/Notice of Federal Funding Availability, which takes precedence 

over the

3. Application Instructions.

SUBMITTING YOUR APPLICATION IN EGRANTS

New and Recompeting Applicants

New applicants need to establish an eGrants account by accessing this link: 

https://egrants.cns.gov/espan/main/login.jsp and selecting “Don’t have an eGrants account? Create an account.”

In eGrants, before Starting Section I you will need to:

• Start a new Grant Application

• Select a Program Area (AmeriCorps)

• Select a NOFA (see the Notice for a listing)

Your application consists of the following components. Make sure to complete each section.

1 One MSY is equivalent to at least 1700 service hours, a full-time AmeriCorps position. The AmeriCorps agency

cost per MSY is determined by dividing the CNCS share of budgeted grant costs by the number of MSYs requested

in the application. It does not include childcare or the cost of the education award.
5 

I. Applicant Info 

II. Application Info

III. Narratives

IV. Logic Model

V. Performance Measures

VI. Program Information

VII. Documents

VIII. Budget

IX. Funding/Demographics 

X. Review 

XI. Authorize, and Submit

I. Applicant Info

Information entered in the Applicant Info, Application Info, and Budget sections will populate the SF 424 Facesheet. 

If you can only submit your application in hard copy, please follow the instructions in the Notice of Funding 

Opportunity. 

• If you are recompeting (in the final year of a competitive funding cycle and applying for a new grant cycle), 

select Continuation/Renewal 

• If you are not a current grantee, but have received a competitive AmeriCorps grant in the past five years, select 

Continuation/Renewal 

• If you are applying for the first time, have only received formula funding in the past, or are a former grantee 

(non-formula) whose last AmeriCorps grant was received more than five years ago, select New. (Note: 

previous competitive funding history for the same project, even if more than five years ago, may still

affect some application requirements; see the Notice of Funding Opportunity for more details)

• If you are a current planning grantee applying for an implementation grant, select New 

Enter or update the requested information in the fields that appear. The contact person needs to be the person 

who can answer questions about the application.

II. Application Info

In the Application Info Section enter:

• Areas affected by your proposed program. Please include the two-letter abbreviation with both letters 

capitalized for each state where you plan to operate. Separate each two-letter state abbreviation with a 

comma. For city or county information, please follow each one with the two-letter capitalized state 

abbreviation.

• Requested project period start and end dates. The length of the project period is specified in the Notice. 

• The Application is Subject to Review by State Executive Order 12372 Process: This is pre-filled as “No, this is 

not applicable.” 

• Indicate Yes or No if you are delinquent on any federal debt. If yes, provide an explanation. 

• State Application Identifier: Enter N/A.

III. Narratives

The narrative section of the application is your opportunity to convince reviewers that your project meets the 

selection criteria as outlined in the Notice. Below are some general recommendations to help you present your 

project in a way the reviewers will find compelling and persuasive.

• Lead from your program strengths and be explicit. Do not make the mistake of trying to stretch 

your proposed program description to fit funding priorities and special considerations articulated in the 

regulations or the Notice. 

• Be clear and succinct. Do not use jargon, boilerplate, rhetoric, or exaggeration. Describe clearly what 

you intend to do and how your project responds to the selection criteria. 
6

• Avoid circular reasoning. The problem you describe should not be defined as the lack of the solution 

you are proposing.

• Explain how. Avoid simply stating that the criteria will be met. Explicitly describe how the proposed 

project will meet the criteria.

• Don’t make assumptions. Even if you have received funding from AmeriCorps in the past, do not 

assume your reviewers know anything about you, your proposed program, your partners, or your 

beneficiaries. Avoid overuse of acronyms.

• Use an impartial proofreader. Before you submit your application, let someone who is completely 

unfamiliar with your project read and critique the project narrative.

• Follow the instructions and discuss each criterion in the order they are presented in the 

instructions. Use headings to differentiate narrative sections by criterion.

In eGrants, you will enter text for 

• Executive Summary

• Rationale and Approach (Program Design)

• Organizational Capability

• Cost Effectiveness and Budget Adequacy

• Evaluation Summary or Plan

Note: The Narratives Section also includes fields for Clarification Summary, Amendment Justification, and 

Continuation Changes. Please enter N/A in these fields. They will be used at a later date to enter information 

for clarification following review, to request amendments once a grant is awarded, and to enter changes in the 

narrative in continuation requests. 

Reviewers will assess your application against the selection criteria. To best respond to the criteria listed in the 

Notice and Application Instructions, we suggest that you include a brief discussion of each bullet if it pertains to 

your application.

A. Executive Summary

Please complete the executive summary per the instructions in the Notice. 

B. Selection Criteria

Each application must clearly describe a project that will effectively deploy AmeriCorps members to solve a 

significant community problem. Specifics about the selection criteria are published in the Notice.

1. Program Design (50 percent)

In assessing Rationale and Approach/Program Design, reviewers will examine the degree to which the applicant 

demonstrates how AmeriCorps members and the proposed intervention are particularly well-suited to addressing the 

identified community problem. 

2. Organizational Capability (25 percent)

Reviewers will assess the extent to which the applicant demonstrates organizational background and staffing and 

structures, including compliance and accountability, to support the proposed program. 

3. Cost Effectiveness and Budget Adequacy (25 percent)

In assessing Cost Effectiveness and Budget Adequacy, reviewers will examine the degree to which the budget is 

cost effective and appropriate for the program being proposed. Enter N/A in the narrative as the assessment will be 

of the budget.

C. Evaluation Summary or Plan 

If you are competing for the first time, please provide your data collection plan in the Evaluation Summary or Plan 

field. If you have previously received three or more years of competitive funding for the same project, please 

provide your Evaluation Plan. Please follow the instructions in the Notice. 
7

D. Amendment Justification

Enter N/A. This field will be used if you are awarded a grant and need to amend it. 

E. Clarification Information

Enter N/A. This field may be used to enter information that requires clarification in the post-review period. Please 

clearly label new information added during clarification with the date.

F. Continuation Changes

Enter N/A. This field will be used to enter changes in your narratives in your continuation requests. 

IV. Logic Model

Complete the logic model using the instructions provided in the Notice. 

To begin entering your logic model, from your eGrants application page select “Logic Model” in the left side 

navigation menu.

In the first blank row of the logic model, click “edit.” Clicking this link will open a pop-up screen with fields for 

each column of the logic model. Complete any fields that are applicable; there are no required fields in this screen. 

When you are finished, click “save and close.”

You may add an unlimited number of rows to the logic model by clicking “add a new row.” However, please be 

mindful of any page limits specified elsewhere in the Application Instructions or Notice.

You may edit or delete an existing row by clicking “edit” or “delete” in the last column of the logic model. 

V. Performance Measures

All applicants must submit performance measures with their application. See Attachments for instructions for

entering performance measures, and see the Performance Measure Instructions for details about the number and type 

of performance measures required. 

VI. Program Information

In the Program Information Section, applicants must check the relevant boxes in order to be considered for 

AmeriCorps’ assessment of the strategic considerations and Special Initiatives. Applicants should only check the 

boxes for those characteristics that represent a significant part of the program. 

AmeriCorps Funding Priorities

Check any priority area(s) that apply to the proposed program. Only select Priorities that represent a significant part 

of the program focus, high quality program design, and outcomes. 

Grant Characteristics

Check any grant characteristics that are a significant part of the proposed program.

VII. Documents

In addition to the application submitted in eGrants, you are required to provide your evaluation, labor union 

concurrence (if necessary – see B., below), other required documents listed in the Notice (if applicable), and an 

explanation of federal debt delinquency (if applicable), as part of your application. After you have submitted the 

documents via the instructions in the Notice, change the status in eGrants from the default “Not Sent” to the 

applicable status “Sent,” “Not Applicable,” or “Already on File at CNCS.”

A. Evaluation
8

Submit any completed report as described in F., below. Select Evaluation and select “Sent” once you have submitted 

a completed evaluation report. If an evaluation is required, you must submit a copy at the time of application even if 

AmeriCorps may already have it on file.

B. Labor Union Concurrence

1) If a program applicant—

a) Proposes to serve as the placement site for AmeriCorps members; and

b) Has employees engaged in the same or substantially similar work as that proposed to be carried out by 

AmeriCorps members; and

c) Those employees are represented by a local labor organization

--then the application must include the written concurrence of the local labor organization representing 

those employees. Written concurrence can be in the form of a letter or e-mail from the local union 

leadership.

2) If a program applicant:

a) Proposes to place AmeriCorps members at sites where they will be engaged in the same or 

substantially similar work as employees represented by a local labor organization, then the applicant 

must submit a written description of how it will ensure that:

i) AmeriCorps members will not be placed in positions that were recently occupied by paid staff.

ii) No AmeriCorps member will be placed into a position for which a recently resigned or discharged 

employee has recall rights as a result of a collective bargaining agreement, from which a recently 

resigned or discharged employee was removed as a result of a reduction in force, or from which a 

recently resigned/discharged employee is on leave or strike.

For the purposes of this section, “program applicant” includes any applicant to AmeriCorps State and National 

directly or a State Commission, as well as any entity applying for assistance or approved national service positions 

through a AmeriCorps State and National grantee or subgrantee.

C. Federally-approved Indirect Cost Agreement

Applicants applying directly to AmeriCorps that include a federally approved indirect cost rate amount in their 

budget must enter the current approved indirect cost rate agreement information into eGrants at the same time they 

submit their application. See Attachment J.

D. Other Documents

Provide other required documents list in the Notice (if applicable) via the e-mail listed in the Notice, as part of your 

application.

E. Delinquent on Federal Debt

Any applicant who checks Yes to the question on federal debt delinquency must submit a complete explanation to 

AdditionalDocuments@cns.gov at the same time they submit their application.

F. Submission Instructions for Evaluations, Labor Union Concurrence, Other Required Documents, and 

Explanation of Federal Debt Delinquency, as applicable.

Please submit the required documents to the e-mail listed in the Notice using the naming convention and other 

instructions found there. This information must be received at AmeriCorps by the deadline in the Notice.

VIII. Budget Instructions

For Fixed Amount grants, including EAPs: Use the Budget Instructions for Fixed Amount applicants 

(Attachment) and the Budget Worksheet (Attachment) to prepare your budget. 

A. Match Requirements

Program requirements, including requirements on match are located in the AmeriCorps Regulations and summarized 

below. 
9

Table 2: Match Requirements in the AmeriCorps Regulations

Grant Type Match Requirement

Cost Reimbursement including States 

and Territories without Commissions, 

Indian Tribes 

Minimum grantee share is 24% of program costs for the first three 

years. Overall grantee share of total program costs increases gradually 

beginning in Year 4 to 50% by the tenth year of funding and any year 

thereafter.

EAP Fixed Amount Grants There are no specific match requirements for fixed amount grants. 

Grantees pay all program costs over the cost in the Notice provided 

by AmeriCorps.

Professional Corps Fixed Amount 

Grants

There are no specific match requirements for fixed amount grants. 

Grantees pay all program costs over the cost in the Notice provided 

by AmeriCorps.

Stipended Fixed Amount Grants There are no specific match requirements for full-cost fixed amount 

grants. Grantees pay all program costs over the maximum cost in the 

Notice provided by AmeriCorps.

• Grantees are required to meet an overall matching rate that increases over time. You have the flexibility to meet 

the overall match requirements in any of the three budget areas, as long as the minimum match of 24% for the 

first three years, and the increasing minimums in years thereafter, are maintained. See 45 CFR §§ 2521.35–

2521.90 for the specific regulations.

• If you are applying for the first time, you must match with cash or in-kind contributions at least 24% of the 

project’s total Operating Costs (Section I) plus Member Costs (Section II) plus Administrative Costs (Section 

III). If you are recompeting, please see 45 CFR §§ 2521.40-2521.95 for the match schedule. 

• The acceptable sources of matching funds are federal, state, local, and/or private sector funds in accordance 

with applicable AmeriCorps requirements. 

• In the “Source of Funds” field that appears at the end of Budget Section III, enter a brief description of the 

match. Identify each match source separately. Identify if the match is secured or proposed. Include dollar 

amount, the match classification (cash or in-kind), and the source type (Private, State/Local, or Federal) for your 

entire match. (The total amount in the Source of Funds field should match the total amount in the budget 

narrative exactly.) Define all acronyms the first time they are used. See Attachment G for instructions for 

applying for the Alternative Match Schedule.

Note: AmeriCorps legislation permits the use of non-AmeriCorps federal funds as match for the grantee share of the 

budget. Please discuss your intention of using federal funds to match an AmeriCorps grant with the other agency 

prior to submitting your application. Section 121(e)(5) of the National Community Service Act requires that 

grantees who use other federal funds as match for an AmeriCorps grant report the amount and source of these funds 

to AmeriCorps the agency. If you use other federal funds as match, you must ensure you can meet the requirements 

and purpose of both grants. Grantees who use federal funds as match will be required to report the sources and 

amounts on the Federal Financial Report (FFR).

B. Preparing Your Budget

Your proposed budget should be sufficient to allow you to perform the tasks described in your narrative. Reviewers 

will consider the information you provide in this section in their assessment of the Cost-Effectiveness and Budget 

Adequacy selection criterion. 

Follow the detailed budget instructions in the Attachments to prepare your budget. We recommend that you prepare 

your budget in the same order as indicated in the Budget Worksheets in the Attachments. 

As you enter your detailed budget information, eGrants will automatically populate a budget summary and budget 

narrative report. Prior to submission be sure to review the budget checklist (Attachment) to ensure your budget is 

compliant. In addition, eGrants will perform a limited compliance check to validate the budget. If eGrants finds any 
10

compliance issues you will receive a warning and/or error messages. You must resolve all errors before you can 

submit your budget.

As you prepare your budget:

• All the amounts you request must be defined for a particular purpose. Do not include miscellaneous, 

contingency, or other undefined budget amounts.

• Itemize each cost and present the basis for all calculations in the form of an equation.

• Do not include unallowable expenses, e.g., entertainment costs (which include food and beverage costs) unless 

they are justified as an essential component of an activity.

• Do not include fractional amounts (cents).

• Please add the cost of the NSOPW, state check and/or FBI check for criminal history checks for each 

covered position in the budget. If funds are not budgeted, an explanation for how the costs will be 

covered must be noted in the budget.

Programs must comply with all applicable federal laws, regulations, and the requirements of the Uniform Guidance. 

Please refer to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal 

Awards (2 CFR Part 200) for allowable, allocable, and reasonable cost information, as well as, audit requirements, 

including the need to provide audits to the Clearinghouse if expending over $750,000 in federal funds. The OMB 

Uniform Guidance can be found on-line at https://www.ecfr.gov/cgi-bin/textidx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl.

IX. Funding/Demographics

In the Funding/Demographics Section enter the information requested which could include:

• Other Revenue funds. Enter the amount of funds that your program uses to run the program that are not 

identified on the application budget as CNCS share or grantee share (match). Note: Programs should not enter 

the total operating budget for their organization unless the entire operating budget supports the AmeriCorps 

program. Programs that have additional revenue sources not included in the matching funds section of the 

budget should provide the amount of this additional revenue that supports the program. This amount should not 

include the AmeriCorps agency or grantee share amounts in the budget. Fixed amount grantees should enter all 

non-CNCS funds that support the program in this field. All fixed grants will have other revenue.

• Number of Volunteers Generated by AmeriCorps members. Please enter the number of volunteers participating 

in one day service projects or ongoing volunteer commitments that the proposed AmeriCorps members will 

generate.

X. Operating Sites (for multi-state applicants only)

In the Multi-State Operating Section (For applicants that are operating in more than one state):

• Please fill in the following information for your operating sites: organization name, address, city, state, zip code

+ 0000 (eGrants will correct the last four digits to the correct numbers), proposed amount of funding going to 

the operating site, and number of proposed AmeriCorps members who will be located at the site.

XI. Review, Authorize, and Submit

Applicants must submit common federal government-wide Representations and Certifications through SAM.gov. 

Entities creating new registrations in SAM.gov and existing entities completing their annual registration renewals in 

SAM.gov are required to review financial assistance representations and certifications before their registration can 

be activated. As entities renew and re-register their accounts, the data collected make SAM.gov the federal 

repository for the government-wide information.

eGrants requires that you review and verify your entire application before submitting, by completing the following 

sections in eGrants:

• Review

• Authorize

• Assurances

• Certifications
11

• Verify

• Submit

Read the Authorization, Assurances, and Certifications carefully (https://espan.cns.gov/cnsmisc/ECERTS.HTM, and 

https://espan.cns.gov/cnsmisc/EASSUR.HTM). The person who authorizes the application must be the applicant’s 

Authorized Representative or his/her designee and must have an active eGrants account to sign these documents 

electronically. An Authorized Representative is the person in your organization authorized to accept and commit 

funds on behalf of the organization. A copy of the governing body’s authorization for this official representative to 

sign must be on file in the applicant’s office.

Be sure to check your entire application to ensure that there are no errors before submitting it. When you verify the 

application eGrants will also generate a list of errors if there are sections that need to be corrected prior to 

submission. If someone else is acting in the role of the applicant’s Authorized Representative, that person must log 

into his/her eGrants account and proceed with Authorize and Submit. After signing off on the Authorization, 

Assurances, and Certifications, his/her name will override any previous signatory who may appear and show on the 

application as the Authorized Representative.

Note: Anyone within your organization who will be entering information in the application at any point during 

application preparation and submission in the eGrants system must have their own eGrants account. Individuals 

may establish an eGrants account by accessing this link: https://egrants.cns.gov/espan/main/login.jsp and selecting 

“Don’t have an eGrants account? Create an account.”
12

CONTINUATION REQUESTS

The following instructions for submitting a continuation request apply only to programs that are currently in their 

first or second year of operation within a grant cycle. If your program is currently in the final year of its grant cycle, 

you must apply using the application instructions for new and recompeting programs. In addition, if you are in year 

two or three of a cost reimbursement grant cycle, you need to submit a new application to participate as a fixed

amount grant; you cannot continue your existing project period and switch from cost reimbursement to fixed

amount. AmeriCorps reserves the right to consider your continuation request if your fixed amount application is not 

funded.

When to Submit Your Continuation Request:

See the Notice for application deadlines.

How to Submit Your Continuation Request: 

• Click Continuation/Renewal on your eGrants home page. You will be shown a list of grants that are eligible to 

be continued. Select the grant you wish to continue. Make sure you select the correct one. Do not start a new 

application. The system will copy your most recently awarded application. 

• Edit your continuation application as directed in the continuation request instructions below. When you have 

completed your work, click the SUBMIT button. 

Be sure you also review the Notice when preparing your request. If you have questions about the content of your 

continuation request, please contact your Portfolio Manager.

What to Include in Your Continuation Request:

I. Applicant Info and Application Info 

Update the Applicant Info and Application Info Sections in eGrants if necessary. Note in the Continuation Changes 

field that you have updated the Applicant Info or Application Info Section(s). 

II. Narrative (Narratives Section)

Your original application will appear in the Executive Summary and in the narrative sections Rationale and 

Approach/Program Design, Organizational Capability, Cost-Effectiveness and Budget Adequacy, Evaluation 

Summary or Plan, Amendment Justification, Clarification Information, and Continuation Changes, as appropriate. 

Do not modify these original narrative fields.

AmeriCorps expects that programs will maintain a consistent program design for the duration of the three-year 

project period; however, we recognize that, on occasion, some programmatic changes are necessary. As a result, 

continuation applicants may request the changes listed below during the continuation process.

Information should be provided in the Continuation Changes narrative field as relevant. 

• Changes in Operating Sites

• Significant Changes in Program Scope or Design

• Changes to Performance Measures

• Significant Changes to Monitoring Structures or Staffing 

• Budget revisions (detail provided in section VI). 

The page limit for the Continuation Changes field is six pages, as the pages print out from eGrants.

Any continuation applicant not requesting changes that fit within the above categories should enter “N/A” in 

Continuation Changes. AmeriCorps expects that most continuation applications will not be requesting 

changes. 

Evaluation plans are approved by AmeriCorps when applicants re-compete for funding. If you wish to make changes 

to your evaluation plan, do NOT change the text of the Evaluation Summary or Plan field in your application. 
13

Instead, send a revised version of the evaluation plan (with the proposed changes in track-changes mode) as an 

attachment to EvaluationPlans@cns.gov. AmeriCorps will notify you if the changes are approved.

III. Logic Model

Continuation applicants do not need to enter content into these fields. 

IV. Performance Measures (Performance Measures Section) 

Your performance measures are copied from your previous year’s application into your continuation request. If you 

made changes to your program, such as adding or changing grant-funded activities, or requesting additional slots or 

MSYs, you may need to revise your performance measures. Continuation applicants whose measures do not align 

with the current-year Performance Measure Instructions must also revise their measures to conform with the current 

instructions. To revise performance measures, “View/Edit” the performance measures that copy over from your 

original application, or add new performance measures (see Attachments). Note in the Continuation Changes field 

that you have updated your performance measures. If you are proposing to significantly increase or decrease output 

or outcome targets for existing performance measures, provide a justification for this change.

V. Program Information

In the Program Information Section, review and make selections as appropriate. Applicants should only select 

priorities and characteristics that represent a significant part of the program. 

AmeriCorps Funding Priorities

Check any priority area(s) that apply to the proposed program. Only select Priorities that represent a significant part 

of the program focus, high quality program design, and outcomes. 

Grant Characteristics

Check any grant characteristics that are a significant part of the proposed program.

VI. Budget (Budget Section)

Your budget from the previous year’s application is copied into your continuation request so you can make the 

necessary adjustments. Revise your detailed budget for the upcoming year. Incorporate any required AmeriCorps

agency increases, such as an increase to the member living allowance, into your budget. Continuation applicants 

may apply for expansions – dollars, MSY, and/or members.

Source of Funds (Match)

In the “Source of Funds” field that appears at the end of Budget Section III, enter a brief description of the match. 

Identify each match source separately. Identify if the match is secured or proposed. Include dollar amount, the match 

classification (cash or in-kind), and the source type (Private, State/Local, or Federal) for your entire match. (The 

total amount in the Source of Funds field should match the total amount in the budget narrative exactly.) Define all 

acronyms the first time they are used. 

Multi-Year Funded Grantees

Multi-year funded grantees may request up to the dollar and MSY amounts they were granted for the continuation 

year for which they are applying. Multi-year funded grantees may not request funds or MSY in excess of the 

amounts they were awarded for each year (year two or year three) of their multi-year funded grants.

VII. Increasing Grantee Overall Share of Total Budgeted Costs 

Grantees are required to meet an overall matching rate that increases over time. You have the flexibility to meet the 

overall match requirements in any of the three budget areas, as long as the minimum match of 24% for the first three 

years, and the increasing minimums in years thereafter, are maintained. See 45 CFR §§ 2521.35–2521.90 for the 

specific regulations.

See Attachment G for instructions for applying for the Alternative Match Schedule.

In the Funding/Demographics Section enter the requested information:
14

• Other Revenue funds. Enter the amount of funds that your program uses to run the program that are not CNCS 

share or match.

• Number of Volunteers Generated by AmeriCorps members. Please enter the number of volunteers participating 

in one day service projects or ongoing volunteer commitments that the proposed AmeriCorps members will 

generate.

VIII. Operating Sites (for multi-state applicants only)

In the Multi-State Operating Section (for applicants who are operating in more than one state):

• Make any changes to operating sites being requested as part of Continuation Changes. 

IX. Review, Authorize, and Submit

Applicants must submit common federal government-wide Representations and Certifications through SAM.gov. 

Entities creating new registrations in SAM.gov and existing entities completing their annual registration renewals in 

SAM.gov are required to review financial assistance representations and certifications before their registration can 

be activated. As entities renew and re-register their accounts, the data collected make SAM.gov the federal 

repository for the government-wide information.

eGrants requires that you review and verify your entire application before submitting, by completing the following 

sections in eGrants:

• Review

• Authorize

• Assurances

• Certifications

• Verify

• Submit

Read the Authorization, Assurances, and Certifications carefully (https://espan.cns.gov/cnsmisc/ECERTS.HTM, and 

https://espan.cns.gov/cnsmisc/EASSUR.HTM). The person who authorizes the application must be the applicant’s 

Authorized Representative or his/her designee and must have an active eGrants account to sign these documents 

electronically. An Authorized Representative is the person in your organization authorized to accept and commit 

funds on behalf of the organization. A copy of the governing body’s authorization for this official representative to 

sign must be on file in the applicant’s office.

Be sure to check your entire application prior to submission to ensure that there are no errors. When you verify the 

application eGrants will also generate a list of errors if there are sections that need to be corrected prior to 

submission. If someone else is acting in the role of the applicant’s Authorized Representative, that person must log 

into his/her eGrants account and proceed with Authorize and Submit. After signing off on the Authorization, 

Assurances, and Certifications, his/her name will override any previous signatory that may appear and show on the 

application as the Authorized Representative.

Note: Anyone within your organization who will be entering information in the application at any point during 

application preparation and submission in the eGrants system must have their own eGrants account. Individuals 

may establish an eGrants account by accessing this link: https://egrants.cns.gov/espan/main/login.jsp and selecting 

“Don’t have an eGrants account? Create an account.”
15

ATTACHMENT A: Performance Measures Instructions 

(eGrants Performance Measures Section) 

eGrants Performance Measures Module Instructions

About the Performance Measures Module

In the performance measures module, you will:

• Provide information about your program’s connection to AmeriCorps focus areas and objectives.

• Show MSY and member allocations.

• Create the required performance measure(s) as specified in the Performance Measure Instructions

• Set targets and describe data collection instruments and strategies for your performance measures.

Home Page

To start the module, click the “Begin” button on the Home Page. 

As you proceed through the module, the Home Page will summarize your work and provide links to edit the parts of

the module you have completed. You may also navigate sections of the module using the tab feature at the top of 

each page.

Once you have started the module, clicking “Continue Working” will return you to the tab you were on when you 

last closed the module. 

To edit the interventions, objectives, MSYs, and member allocations for your application, click the “Edit 

Objectives/MSYs/Members” button. 

After you have created at least one performance measure, the Home Page will display a chart summarizing your 

measures. To edit a performance measure, click the “Edit” button. To delete a measure, click “Delete.” To create a 

new performance measure, click the “Add New Performance Measure” button.

Objectives Tab

On the objectives tab, applicants will account for the full range of their program activity. Applicants are not 

expected to create performance measures for every focus area, objective, or intervention they select on this tab. 

An expandable list of CNCS focus areas appears on this tab. When you click on a focus area, a list of objectives 

from the CNCS strategic plan appears. A list of common interventions appears under each objective

First click on a focus area. Then click on an objective. Only the performance measures that correspond to the 

objectives you select on this tab will be available for selection as you continue through this module. To see which 

performance measures correspond to which objective, refer to the AmeriCorps State and National Performance 

Measure Instructions.

Next, select all interventions that are part of your program design. Interventions are the activities that members 

and/or volunteers will carry out to address the problem(s) identified in the application. Select “other” if one of your 

program’s interventions does not appear on the list. Repeat these actions for each of your program’s focus areas. 

Select “other” for your focus area and/or objective if your program activities do not fall within one of the 

AmeriCorps focus areas or objectives. 

Choose your program’s primary focus area from the drop-down list. Only the focus areas that correspond to the 

objectives you selected above appear in the list. Next, select the primary intervention within your primary focus 

area. You will be required to create an aligned performance measure (output paired with outcome) that contains your 

primary intervention. Note that your primary intervention, and the performance measure associated with your 

primary intervention, must be focused on the community impact of the program, not on AmeriCorps member 

development.
16

You may select a secondary focus area and a secondary intervention. The primary and secondary focus area may be 

the same if you have more than one intervention within the focus area.

MSYs/Members Tab

On this tab, you will enter information about the allocation of MSYs and members across the focus areas and

objectives you have selected. You must allocate 100% of your program’s MSYs to focus areas and objectives. When 

you create your performance measures, you will be asked to allocate MSYs to each performance measure; however, 

you will not be required to assign 100% of your total MSYs to performance measures.

Begin by entering the total MSYs for your program. This must match the total MSYs in your budget. Please doublecheck your budget to make sure that the total MSY values match.

Next, enter the number of MSYs your program will allocate to each objective. Only the objectives that were selected 

on the previous tab appear in the MSY chart. If some of your program’s objectives are not represented in the chart, 

return to the previous tab and select additional objectives. The MSY chart must show how all your program’s 

resources are allocated. If the only activity in an objective that you have selected is focused on AmeriCorps member 

development rather than beneficiary impact, enter 0 MSYs for that objective. 

As you enter MSYs into the MSY column of the chart, the corresponding percentage of MSYs will calculate 

automatically. When you have finished entering your MSYs, the total percentage of MSYs in the chart must be 

100%. The total number of MSYs in the chart must equal the number of MSYs in your budget.

In the members column, enter the number of members who will be assigned to each objective. Some members may 

perform services across more than one objective. If this is the case, allocate these members to all applicable 

objectives. For example, if one member performs service in both school readiness and K-12 success, allocate one 

member to each of these objectives. It is acceptable for the total number of members in this table to exceed total 

slots requested in the application due to counting members’ service across multiple objectives. If the only activity in 

an objective that you have selected is focused on AmeriCorps member development rather than beneficiary impact, 

enter 0 members for that objective. 

To ensure that information is entered accurately, please refer to additional instructions in Appendix A of the 

National Performance Measure Instructions on calculating and entering MSY and member allocations.

Performance Measure Tab

This tab allows you to create performance measures for all the grant activities you intend to measure. 

Begin by creating the aligned performance measure for your primary intervention. After creating your required 

performance measure, you will be able to create additional performance measures if desired.

To create a performance measure, begin by selecting an objective. The list of objectives includes those you selected 

on the objectives tab. Note that programs may not create performance measures for the Find Opportunity, Teacher 

Corps, Green Jobs, or Access & Attract objectives, since these are member-focused objectives. Member-focused 

outputs and outcomes related to these objectives may be reported as Performance Data Elements on grantee progress 

reports.

Provide a short, descriptive title for your performance measure.

Briefly describe the problem your program will address in this performance measure.

Select the intervention(s) to be delivered by members and/or member-supported volunteers. The list of interventions 

includes the ones you selected previously for this objective. Select only the interventions that will lead to the outputs 

(plus outcomes, if applicable) of the performance measure and that are applicable to all beneficiaries counted under 

the measure. If you selected “other” as an intervention and wish to include an applicant-determined intervention in 
17

your aligned performance measure, click “add user intervention” and enter a one or two word description of the 

intervention. Do not a user-defined intervention that duplicates an intervention already available in the system.

Select output(s) for your performance measure. The output list includes only the National Performance Measure 

outputs that correspond to the objectives you have selected. If you do not wish to select National Performance 

Measures, and if the objective you have selected permits applicant-determined outputs, you may create an applicantdetermined output by clicking in the checkbox next to the empty output text box and entering the text of your output 

indicator. You may create additional applicant-determined outputs for the performance measure by clicking “Add 

User Output.” (Note: you are not permitted to create an applicant-determined output that duplicates a National 

Performance Measure output. If you do not see the National Performance Measure output that you wish to use, 

check the Selection Rules in the Performance Measure Instructions to make sure you selected the correct objective 

associated with that National Performance Measure output.)

Select outcome(s). If you have selected a National Performance Measures output that has corresponding National 

Performance Measures outcome(s), these outcomes will be available to select. If you do not wish to select a National 

Performance Measure outcome, you may create an applicant-determined outcome by clicking in the checkbox next 

to the empty outcome text box and entering the text of your outcome indicator. If you do not wish to select any 

outcome for your National Performance Measure output, click in the checkbox next to the empty outcome text box 

and enter “NA” in the outcome indicator text box.

If you have not selected a National Performance Measures output, or if there is no corresponding National 

Performance Measure outcome, create an applicant-determined outcome by clicking “Add User Outcome.” All 

applicant-determined outputs must be paired with an applicant-determined outcome.

Enter the number of MSYs and members your program will allocate to achieving the outcomes and/or outputs you 

have selected in this performance measure. Since programs are not required to measure all grant activities, the 

number you enter does not have to correspond to the MSY chart you created on the MSY/Members tab; however, 

the total number of MSYs across all performance measures within a single objective cannot exceed the total number 

of MSYs previously allocated to that objective. Members may be double-counted across performance measures, but 

MSYs may not.

Click “next” to proceed to the data collection tab. Later you can return to this tab to create additional performance 

measures.

Data Collection Tab

On this tab, you will provide additional information about your interventions, instruments, and plan for data 

collection. 

Describe the design and dosage (frequency, intensity, duration) of the interventions you have selected. Frequency 

refers to how often an intervention occurs (for example, number of sessions per week); intensity refers to the length 

of time devoted to the intervention (for example, number of minutes per session); and duration refers to the period of 

time over which the intervention occurs (for example, how many total weeks of sessions).

Expand each output and outcome and enter data collection information.

Select the data collection method you will use to measure the output or outcome. To select more than one method, 

click the “Add new method” button. To de-select a method, click the first (blank) line in the method drop-down.

Describe the specific instrument(s) you will use to measure the output or outcome. Include the title of the 

instrument(s), a brief description of what it measures and how it will be administered, and details about its reliability 

and validity if applicable. For outcomes, specify how much improvement in knowledge, attitude, behavior or 

condition is required to be counted as having improved and clearly explain how the instrument measures this.

Enter the target number for your output or outcome. Targets must be numbers, not percents.
18

For applicant-determined outputs and outcomes, enter the unit of measure for your target. The unit of measure 

should describe the beneficiary population you intend to count (children, miles, etc.). Do not enter percents or 

member service hours as units of measure. In most cases, the unit of measure should be the same for the outputs and 

outcomes in an aligned performance measure.

For output-only performance measures, eGrants will require text in the outcome data collection fields. If you do not 

wish to have an outcome for your National Performance Measure output, enter the following:

• Method: Select “other.”

• Instrument Description: Enter “NA”

• Target: Enter “1”

• Unit of Measure: Enter “NA”

After entering data collection information for all outputs and outcomes, click “Mark Complete.” You will return to 

the Performance Measure tab. If you wish to create another performance measure, repeat the process. If you would 

like to continue to the next step of the module, click “Next.”

Summary Tab

The summary tab shows all of the information you have entered in the module.

To print a summary of all performance measures, click “Print PDF for all Performance Measures.”

To print one performance measure, expand the measure and click “Print This Measure.”

Click “Edit Performance Measure” to return to the Performance Measure tab.

Click “Edit Data Collection” to return to the Data Collection tab.

“Click Validate Performance Measures” to validate this module prior to submitting your application. You should 

also use the Performance Measures Checklist in Appendix B of the Performance Measure Instructions to self-assess

your measure(s) prior to submission.
19

ATTACHMENT B: Detailed Budget Instructions for Cost Reimbursement Grants

(eGrants Budget Section)

Fixed Amount Grants refer to Attachment D.

Section I. Program Operating Costs

Complete Section I, Program Operating Costs, of the Budget Worksheet by entering the “Total Amount,” “CNCS 

Share,” and “Grantee Share” for Parts A-I, for Year 1 of the grant, as follows:

A. Personnel Expenses 

Under “Position/Title Description,” list each staff position separately and provide salary and percentage of effort as 

percentage of FTE devoted to this award. Each staff person’s role listed in the budget must be described in the 

application narrative and each staff person mentioned in the narrative must be listed in the budget as either CNCS or 

Grantee share. Because the purpose of this grant is to enable and stimulate volunteer community service, do not 

include the value of direct community service performed by volunteers. However, you may include the value of 

volunteer services contributed to the organization for organizational functions such as accounting, audit work, or 

training of staff and AmeriCorps members.

B. Personnel Fringe Benefits

Under “Purpose/Description,” identify the types of fringe benefits to be covered and the costs of benefit(s) for each 

staff position. Allowable fringe benefits typically include FICA, Worker’s Compensation, Retirement, SUTA, 

Health and Life Insurance, IRA, and 401K. You may provide a calculation for total benefits as a percentage of the 

salaries to which they apply or list each benefit as a separate item. If a fringe benefit amount is over 30%, please list 

covered items separately and justify the high cost. Holidays, leave, and other similar vacation benefits are not 

included in the fringe benefit rates, but are absorbed into the personnel expenses (salary) budget line item. 

C. 1. Staff Travel

Describe the purpose for which program staff will travel. Provide a calculation that includes itemized costs for 

airfare, transportation, lodging, per diem, and other travel-related expenses multiplied by the number of trips/staff. 

Where applicable, identify the current standard reimbursement rate(s) of the organization for mileage, daily per 

diem, and similar supporting information. Reimbursement should not exceed the federal mileage rate unless a result 

of applicant policy and justified in the budget narrative. Only domestic travel is allowable.

We expect all State Commissions and National Direct applicants to include funds in this line item for travel 

for staff and site staff to attend AmeriCorps-sponsored technical assistance meetings. There are two to three 

such opportunities per year. Travel funds should be budgeted for at least one staff member, especially new staff,

to attend the annual AmeriCorps Symposium as well as Symposium pre-conference events (if applicable).

Please itemize the costs. For example: Two staff members will attend the annual AmeriCorps Symposium in 

Washington, DC. 

2 staff X $750 airfare + $50 ground transportation + (1 day) X $400 lodging + $35 per diem = $2,470 for Annual

AmeriCorps Symposium.

C. 2. Member Travel

Describe the purpose for which members will travel. Provide a calculation that includes itemized costs for airfare, 

transportation, lodging, per diem, and other related expenses for members to travel outside their service location or 

between sites. Costs associated with local travel, such as bus passes to local sites, mileage reimbursement for use of 

car, etc., should be included in this budget category. Where applicable, identify the current standard reimbursement 

rate(s) of the organization for mileage, daily per diem, and similar supporting information. 

D. Equipment

Equipment is defined as tangible, non-expendable personal property having a useful life of more than one year AND 

an acquisition cost of $5,000 or more per unit (including accessories, attachments, and modifications). Any items 

that do not meet this definition should be entered in E. Supplies below. Purchases of equipment are limited to 10% 
20

of the total AmeriCorps agency funds requested. If applicable, show the unit cost and number of units you are 

requesting. Provide a brief justification for the purchase of the equipment under Item/Purpose.

E. Supplies

AmeriCorps members must wear an AmeriCorps logo on a daily basis – preferably clothing with the AmeriCorps 

logo. The item with the AmeriCorps logo is a required budget expense. Please include the cost of the item with the 

AmeriCorps logo in your budget or explain how your program will be providing the item to AmeriCorps members 

without using grant funds. Grantees may add the AmeriCorps logo to their own local program uniform items using 

federal funds. Please note that your program will be using the AmeriCorps logo in the budget description. 

Include the amount of funds to purchase consumable supplies and materials, including member service gear and 

equipment that does not fit the definition above. You must individually list any single item costing $1,000 or more. 

Except for safety equipment, grantees may only charge the cost of member service gear to the federal share if it 

includes the AmeriCorps logo. All safety gear may be charged to the federal share, regardless of whether it includes 

the AmeriCorps logo. All other service gear must be purchased with non-AmeriCorps agency funds.

F. Contractual and Consultant Services

Include costs for consultants related to the project’s operations, except training or evaluation consultants, who will 

be listed in Sections G. and H., below. There is not a maximum daily rate.

G. 1. Staff Training

Include the costs associated with training staff on project requirements and training to enhance the skills staff need 

for effective project implementation, i.e., project or financial management, team building, etc. If using a 

consultant(s) for training, indicate the estimated daily rate. There is not a maximum daily rate.

G. 2. Member Training

Include the costs associated with member training to support them in carrying out their service activities. You may 

also use this section to request funds to support training in Life after AmeriCorps. If using a consultant(s) for 

training, indicate the estimated daily rate. There is not a maximum daily rate.

H. Evaluation

Include costs for project evaluation activities, including additional staff time or subcontracts, use of evaluation 

consultants, purchase of instrumentation, and other costs specifically for this activity not budgeted in Section A 

Personnel Expenses. This cost does not include the daily/weekly gathering of data to assess progress toward meeting 

performance measures, but is a larger assessment of the impact your project is having on the community, as well as 

an assessment of the overall systems and project design. Indicate daily rates of consultants, where applicable.

I. Other Program Operating Costs

Allowable costs in this budget category should include when applicable:

• Criminal history background checks for all members and for all employees or other individuals who receive a 

salary, education award, living allowance, or stipend or similar payment from the grant (federal or non-federal 

share). Please include the cost of the NSOPW, state check and/or FBI check for criminal history checks for all 

covered positions. If funds are not budgeted, an explanation for how the costs will be covered must be noted in 

the budget.

• Office space rental for projects operating without an approved indirect cost rate agreement that covers office 

space. If space is budgeted and it is shared with other projects or activities, the costs must be equitably pro-rated 

and allocated between the activities or projects.

• Utilities, telephone, internet, postage, copying, and similar expenses that are specifically used for AmeriCorps 

members and AmeriCorps project staff, and are not part of the organization’s indirect cost allocation pool. If 

such expenses are budgeted and shared with other projects or activities, the costs must be equitably pro-rated 

and allocated between the activities or projects.

• Recognition costs for members. List each item and provide a justification in the budget narrative. Gifts and/or 

food in an entertainment/event setting are not allowable costs. 
21

• Multi-state applicants: Indicate the number of subgrants and the average amount of subgrants. Indicate any 

match that you will require of your subgrants under the “grantee share” column in this category. Subgranted 

funds may only cover costs allowable under federal and AmeriCorps regulations and terms and conditions.

Section II. Member Costs

Member Costs are identified as “Living Allowance” and “Member Support Costs.” Your required match can be 

federal, state, local, or private sector funds.

A. Living Allowance

The narrative should clearly identify the number of members you are supporting by category (i.e., full-time, threequarter-time, half-time, reduced-half-time, quarter-time, minimum-time) and the amount of living allowance they 

will receive, allocating appropriate portions between the AmeriCorps agency share (CNCS Share) and grantee share 

(match). 

The minimum and maximum living allowance amounts are provided in the Notice.

In eGrants, enter the total number of members you are requesting in each category. Enter the average amount of the 

living allowance for each type of member. In addition, enter the number of members for whom you are not 

requesting funds for a living allowance, but for whom you are requesting education awards. 

B. Member Support Costs

Consistent with the laws of the states where your members serve, you must provide members with the benefits 

described below. 

• FICA. Unless exempted by the IRS, all projects must pay FICA for any member receiving a living allowance, 

even when AmeriCorps agency does not supply the living allowance. If exempted, please note in the narrative. 

In the first column next to FICA, indicate the number of members who will receive FICA. Calculate the FICA 

at 7.65% of the total amount of the living allowance. 

• Health Care. You must offer or make available health care benefits to full-time members in accordance with 

AmeriCorps requirements. Except as stated below, you may not pay health care benefits to less-than-full-time 

members with AmeriCorps agency funds. You may choose to provide health care benefits to less-than-full-time 

members from other sources (i.e., non-federal) but the cost cannot be included in the budget. Less-than-fulltime members who are serving in a full-time capacity for a sustained period of time (such as a full-time summer 

project) are eligible for health care benefits. If you budget health insurance for less-than-full-time members 

serving in a full-time capacity, indicate in the budget narrative. In your budget narrative, indicate the number of 

members who will receive health care benefits. AmeriCorps agency will not pay for dependent coverage. If 

health care is not budgeted for all full-time members, please confirm all full-time members will have access to 

coverage.

• Worker’s Compensation. Some states require worker’s compensation for AmeriCorps members. You must 

check with State Departments of Labor or State Commissions where members serve to determine if you are 

required to pay worker’s compensation and if so at what level. If you are not required to pay worker’s 

compensation, you must obtain Occupational, Accidental, Death and Dismemberment coverage for members to 

cover in-service injury or accidents.

• Unemployment Insurance and Other Member Support Costs. Include any other required member support 

costs here. Some states require unemployment coverage for their AmeriCorps members. You may not charge 

the cost of unemployment insurance taxes to the grant unless mandated by state law. Programs are responsible 

for determining the requirements of state law by consulting State Commissions, legal counsel, or the applicable 

state agencies.

Section III. Administrative/Indirect Costs 

Definitions 
22

Administrative costs are general or centralized expenses of the overall administration of an organization that 

receives AmeriCorps agency funds and do not include particular project costs. These costs may include 

administrative staff positions. For organizations that have an established indirect cost rate for federal awards, 

administrative costs mean those costs that are included in the organization’s indirect cost rate agreement. Such costs 

are generally identified with the organization’s overall operation and are further described in Office of Management 

and Budget Uniform Guidance.

Options for Calculating Administrative/Indirect Costs (choose either A, B, OR C)

Applicants choose one of three methods to calculate allowable administrative costs – a CNCS-fixed percentage rate 

method, a federally approved indirect cost rate method, or a de minimis method. Regardless of the option chosen, the 

CNCS share of administrative costs is limited to 5% of the total CNCS funds actually expended under this grant. 

Do not create additional lines in this category.

A. CNCS-Fixed Percentage Method

Five/Ten Percent Fixed Administrative Costs Option

The CNCS-fixed percentage rate method allows you to charge administrative costs up to a cap without a federally 

approved indirect cost rate and without documentation supporting the allocation. If you choose the CNCS-fixed 

percentage rate method (Section IIIA in eGrants), you may charge, for administrative costs, a fixed 5% of the total 

of the CNCS funds expended. In order to charge this fixed 5%, the grantee match for administrative costs may not 

exceed 10% of all direct cost expenditures. 

1. To determine the maximum CNCS share for Section III: Multiply the sum of the CNCS funding shares of 

Sections I and II by 0.0526. This is the maximum amount you can request as Corporation share. The factor 0.0526 is 

used to calculate the 5% maximum amount of federal funds that may be budgeted for administrative (indirect) costs, 

rather than 0.0500, as a way to mathematically compensate for determining Section III costs when the total budget 

(Sections I + II + III) is not yet established. Enter this amount as the CNCS share for Section III A. 

2. To determine the Grantee share for Section III: Multiply the total (both CNCS and grantee share) of Sections I 

and II by 10% (0.10) and enter this amount as the grantee share for Section III A.

3. Enter the sum of the CNCS and grantee shares under Total Amount. 

If a commission elects to retain a share of the 5% of federal funds available to programs for administrative costs up 

to 2%, that decision is identified within each subgrant’s budget. A state commission can take up to 2% in 

administrative funds, provided the commission has less than 25% in prior year unexpended funds on the

Commission Support Grant. If the commission’s unexpended exceeds 25%, the commission can take up to 1% in 

administrative funds. If the commission elects to retain 1% of the administrative costs, to calculate these fractional 

shares, within Section III of the subgrant budget, one-fifth (20%) of the federal dollars budgeted for 

administrative costs is allocated to the commission’s share and four-fifths (80%) of the federal dollars 

budgeted for administrative costs are allocated to the program’s share. The allocation between commission 

and program shares would be calculated as follows:

([Section I] + [Section II] x 0.0526) x (0.20) = Commission Share

([Section I] + [Section II] x 0.0526) x (0.80) = Subgrantee Share

If a commission elects to retain a share that is less than 1% budgeted for administrative costs, adjust the calculation 

above, as appropriate.

If the commission elects to retain 2% of the administrative costs, to calculate these fractional shares, within Section 

III of the subgrant budget, two-fifths (40%) of the federal dollars budgeted for administrative costs is allocated 

to the commission’s share and three-fifths (60%) of the federal dollars budgeted for administrative costs are 

allocated to the program’s share. The allocation between commission and program shares would be 

calculated as follows:
23

([Section I]) + [Section II] x 0.0526) x (0.40) = Commission share

([Section I] + [Section II] x 0.0526) x (0.60) = Subgrantee Share

B. Federally Approved Indirect Cost Rate 

If you have a federally approved indirect cost rate, this method must be used and the rate will constitute 

documentation of your administrative costs, not to exceed the 5% maximum federal share payable by AmeriCorps 

agency. Specify the Cost Type for which your organization has current documentation on file, i.e., Provisional, 

Predetermined, Fixed, or Final indirect cost rate. Supply your approved IDC rate (percentage) and the base upon 

which this rate is calculated (direct salaries, salaries and fringe benefits, etc.). AmeriCorps agency does not restrict 

the overall indirect cost rate claimed. It is at your discretion whether or not to claim your entire IDC rate to calculate 

administrative costs. If you choose to claim a lower rate, please include this rate in the Rate Claimed field. 

1. Determine the base amount of direct costs to which you will apply the IDC rate, including both the CNCS and 

Grantee shares, as prescribed by your established rate agreement (i.e., based on salaries and benefits, total direct 

costs, or other). Then multiply the appropriate direct costs by the rate being claimed. This will determine the total 

amount of indirect costs allowable under the grant. 

2. To determine the CNCS share: Multiply the sum of the CNCS funding share in Sections I and II by 0.0526. This 

is the maximum amount you can claim as the CNCS share of indirect costs.

If a commission elects to retain a share of the 5% of federal funds available, please note the percentage or amount in 

the text. There is no separate line item to show this calculation.

3. To determine the Grantee share: Subtract the amount calculated in step 2 (the CNCS share) from the amount 

calculated in step 1 (the Indirect Cost total). This is the amount the applicant can claim as grantee share for 

administrative costs.

C. De Minimis Rate of 10% of Modified Total Direct Costs

Organizations who have never, at any point in time, held a federally negotiated indirect cost rate (except for those 

non-Federal entities described in Appendix VII to Part 200—States and Local Government and Indian Tribe Indirect 

Cost Proposals, paragraph (d)(1)(B)) and who receive less than $35 million in direct federal funding, may 

indefinitely use a de minimus rate of 10% of modified total direct costs (MTDC). Additional information regarding 

what is included in MTDC and use of this option can be found at 2 CFR 200.414(f) and 200.68. If this option is 

elected, it must be used consistently across all federal awards.

Source of Funds

In the “Source of Funds” field that appears at the end of Budget Section III, enter a brief description of the match. 

Identify each match source separately. Identify if the match is secured or proposed. Include dollar amount, the match 

classification (cash or in-kind), and the source type (Private, State/Local, or Federal) for your entire match. (The 

total amount in the Source of Funds field should match the total amount in the budget narrative exactly.) Define all 

acronyms the first time they are used. The total amount of Source of Match should equal the Grantee Share amount. 

Note: the value of the Segal Education Awards that members earn for their service is not identified in the budget. 

Also, the childcare reimbursements provided to eligible members is not included in the budget. 
24

ATTACHMENT C: Budget Worksheet (eGrants Budget Section)

Section I. Program Operating Costs

A. Personnel Expenses

Position/Title/Description Qty Annual 

Salary % Time Total Amount CNCS Share Grantee Share

Totals

B. Personnel Fringe Benefits

Purpose/Description Calculation Total Amount CNCS Share Grantee Share

Totals

C.1. Staff Travel

Purpose Calculation Total Amount CNCS Share Grantee Share

Totals

C. 2. Member Travel

Purpose Calculation Total Amount CNCS Share Grantee Share

Totals

D. Equipment

Item/ Purpose/Justification Qty Unit Cost Total Amount CNCS Share Grantee Share

Totals

E. Supplies

Purpose Calculation Total Amount CNCS Share Grantee Share

Totals
25

F. Contractual and Consultant Services

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

G.1. Staff Training

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

G.2. Member Training

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

H. Evaluation

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

I. Other Program Operating Costs

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

Subtotal Section I: Total Amount CNCS Share Grantee Share
26

Section II. Member Costs

A. Living Allowance

Item # 

Mbrs

Allowanc

e Rate

# w/o 

Allowa

nce

Total Amount CNCS Share Grantee Share

Full-time (1700 hrs)

Three quarter-time (1200 

hrs)

Half-time (900 hrs)

Reduced Half-time (675 

hrs)

Quarter-time (450 hrs)

Minimum-time (300 hrs)

Abbreviated-time (100 hrs)

Totals

B. Member Support Costs

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Totals

Subtotal Section II: Total Amount CNCS Share Grantee Share

Subtotal Sections I + II:
27

Section III. Administrative/Indirect Costs

A. Corporation Fixed Percentage 

Purpose Calculation Total Amount CNCS Share Grantee Share

Totals

B. Federally Approved Indirect Cost Rate Or De Minimis Rate of 10% of Modified Total Direct 

Costs

Cost 

Type

Cost 

Basis

Calculation Rate Rate Claimed Total Amount CNCS Share Grantee Share

Total Sections I + II + III: Total Amount CNCS Share Grantee Share

Budget Total: Validate this budget

Required Match Percentages:

Total Amount CNCS Share Grantee Share

Source of Funds

Match Description (Note 

whether Secured or 

Proposed)

Amount Match Classification (Cash 

or In Kind)

Match Source (Federal, 

State/Local, Private)
28

ATTACHMENT D: Detailed Budget Instructions for Fixed Amount Grants (eGrants 

Budget Section) These instructions apply only to applicants for fixed amount grants, including education 

award programs (EAPs). Do not use if you are a Professional Corps applicant. 

EAP and Fixed Amount grant applicants may only request a fixed amount of funding per MSY. Therefore, Fixed

Amount applicants are not required to complete a detailed budget or complete the grantee share column. However, 

you must complete the source of match chart to identify the sources of the additional revenue you need to operate 

the program. If you are applying for a Stipended fixed amount grant, you must pay at least the minimum living 

allowance listed in the Notice for each type of position you are proposing. 

Budget Section II. AmeriCorps Member Positions

Member Positions

Identify the number of members you are requesting by category (i.e. full-time, three quarter-time, half-time, reduced 

half-time, quarter-time, minimum-time) and list under the column labeled #w/o Allow (without AmeriCorps agency 

-funded living allowance.) Leave all other columns blank.

The total number of member service years (MSY) will automatically calculate at the bottom of the Member 

Positions chart. The MSY are calculated as follows:

B. Fixed AwardDisplay your calculation in the following format:

Type the total amount requested in the “Total Amount” and “CNCS Share” columns. Leave the “Grantee Share” 

blank. See example below (applies to a Stipended Fixed Amount grant):

Purpose Calculation Total 

Amount

CNCS 

Share

Grantee 

Share

Program Grant 

Request

47.5 MSY 

X $9,500/MSY

$451,250 $451,250 $0

Subtotal $451,250 $451,250 $0

Member Positions Calculation MSY

_____Full-time (1700 hours) (______ members x 1.000) = 

_____Three quarter-time (1200 

hours) (______ members x 0.70000000) = 

_____Half-time (900 hours) (______ members x 0.500) =

_____Reduced half-time (675 hours) (______ members x 0.3809524) =

_____Quarter-time (450 hours) (______ members x 0.26455027) =

_____Minimum-time (300 hours) (______ members x 0.21164022) =

_____Abbreviated-time (100 hours) (______ members x 0.07054674) =

Total MSY 

Total # of MSYs ________ x MSY amount (See Notice for amounts)____ = Total Grant Request $____
29

Source of Funds

Match Description Description 
30

ATTACHMENT E: Budget Worksheet for Fixed Amount Grants (eGrants Budget 

Section)

Complete the fields for the # w/o Allowance only.

Member Positions

Source of Funds

Match Description

Item # 

Mbrs

Allowance 

Rate

# w/o 

Allow

Total 

Amount

CNCS 

Share

Grantee 

Share

Full-time (1700 hrs)

Three quarter-time (1200 

hrs)

Half-time (900 hrs)

Reduced Half-time

(675 hrs)

Quarter-time (450 hrs)

Minimum-time (300 hrs)

Abbreviated-time (100 

hrs)

Subtotal MSY Cost/MSY

Purpose Calculation Total 

Amount

CNCS Share Grantee 

Share

Program Grant 

Request

Subtotal
31

ATTACHMENT F: Budget Checklist

Below is a checklist to help you make certain that you submit an accurate budget narrative that 

meets AmeriCorps requirements. Note: This checklist does not apply to fixed amount grants.

In Compliance? Section I. Program Operating Costs

Yes __ No __

Costs charged under the Personnel line item directly relate to the operation of the AmeriCorps 

project? Examples include costs for staff who recruit, train, place, or supervise members as well as 

manage the project.

Yes __ No __

Staff indirectly involved in the management or operation of the applicant organization are funded 

through the administrative cost section (Section III) of the budget? Examples of administrative costs 

include central management and support functions.

Yes __ No __

Staff fundraising expenses are not charged to the grant? You may not charge AmeriCorps staff 

members’ time and related expenses for fundraising to the federal or grantee share of the grant. 

Expenses incurred to raise funds must be paid out of the funds raised. Development officers and 

fundraising staff are not allowable expenses.

Yes __ No __

The types of fringe benefits to be covered and the costs of benefit(s) for each staff position are 

described? Allowable fringe benefits typically include FICA, Worker’s Compensation, Retirement, 

SUTA, Health and Life Insurance, IRA, and 401K. You may provide a calculation for total benefits 

as a percentage of the salaries to which they apply or list each benefit as a separate item. If the 

fringe amount is over 30%, the benefits are listed separately?

Yes __ No __ Holidays, leave, and other similar vacation benefits are not included in the fringe benefit rates but 

are absorbed into the personnel expenses (salary) budget line item?

Yes __ No __ The purpose for all staff and member travel is clearly identified?

Yes __ No __ You have budgeted funds for State Commission and National Direct staff travel to AmeriCorps 

agency-sponsored meetings in the budget narrative under Staff Travel?

Yes __ No __ Funds for the purchase of equipment (does not include general use office equipment) are limited to 

10% of the total grant amount?

Yes __ No __ All single equipment items over $5000 per unit are specifically listed?

Yes __ No __ Justification/explanation of equipment items is included in the budget narrative?

Yes __ No __ All single supply items over $1000 per unit are specifically listed and explained in the budget 

narrative?

Yes __ No __

Cost of items with the AmeriCorps logo that will be worn daily is included for all AmeriCorps 

members? Or if not, there is an explanation of how the program will be providing the AmeriCorps 

logo item to AmeriCorps members using funds other than AmeriCorps agency grant funds?

Yes __ No __

You only charged to the federal share of the budget member service gear that includes the 

AmeriCorps logo and noted that the gear will have the AmeriCorps logo, with the exception of 

safety equipment?

Yes __ No __ Does the budget reflect adequate budgeted costs for project evaluation?

Yes __ No __

Have you budgeted the cost of the NSOPW, FBI, and state check in the CNCS share for criminal 

history checks of each member and grant-funded staff that are in covered positions per 45 CFR 

2522.205? If not, have you provided an explanation of how the costs will be covered?

Yes __ No __ Are all items in the budget narrative itemized and the purpose of the funds justified?
32

In Compliance? Section II. Member Costs

 Yes __ No __

Are the living allowance amounts correct? Full-time AmeriCorps members must receive at least the 

minimum living allowance.

Note: Programs in existence prior to September 21, 1993 may offer a lower living allowance than 

the minimum. If such a program chooses to offer a living allowance, it is exempt from the minimum 

requirement, but not from the maximum requirement. 

Yes __ No __

Living allowances are not paid on an hourly basis? They may be calculated using service hours and 

program length to derive a weekly or biweekly distribution amount. Divide the distribution in equal 

increments that are not based on the specified number of hours served.

Yes __ No __

Is FICA calculated correctly? You must pay FICA for any member receiving a living allowance. 

Unless exempted by the IRS, calculate FICA at 7.65% of the total amount of the living allowance. If 

exempted from paying FICA, is the exemption noted in the budget narrative?

Yes __ No __

Is the Worker’s Compensation calculation correct? Some states require worker’s compensation for 

AmeriCorps members. Check with your local State Department of Labor or State Commission to 

determine whether or not you are required to pay worker’s compensation and at what level (i.e., 

rate). If you are not required to pay worker’s compensation, you will provide similar coverage for 

members’ on-the-job injuries through their own existing coverage or a new policy purchased in 

accordance with normal procedures (i.e., death and dismemberment coverage).

Yes __ No __

Health care is provided for full-time AmeriCorps members only (unless part-time serving in a fulltime capacity)? If your project chooses to provide health care to other part-time members, you may 

not use federal funds to help pay for any portion of the cost. Projects must provide health care 

coverage to all full-time members who do not have adequate health care coverage at the time of 

enrollment or who lose coverage due to participation in the project. In addition, projects must 

provide coverage if a full-time member loses coverage during the term of service through no 

deliberate act of his/her own. 

Yes __ No __ Unemployment insurance is only budgeted if state law requires it?

In Compliance? Section III. Administrative/Indirect Costs

Yes __ No __

Applicant does not have a current federally approved indirect cost rate and has chosen to use the 

CNCS-fixed percentage method and the maximum federal share of administrative costs does not 

exceed 5% of the total federal funds budgeted? To determine the federal administrative share, 

multiply all other budgeted federal funds by .0526.

Yes __ No __ Applicant has chosen to use CNCS fixed percentage method and the maximum grantee share is at 

10% or less of total budgeted funds? 

Yes __ No __ Applicant has a current approved indirect cost rate – The maximum grantee share does not exceed 

the federally approved rate, less the 5% CNCS share? 

Yes __ No __ Applicant has a current approved indirect cost rate-the type of rate, the IDC rate percentage, the 

rate claimed and the base to which the rate is applied has been specified?

Yes __ No __ Applicant is directly applying to AmeriCorps agency and the approved indirect cost rate 

information has been entered into eGrants to support the costs budgeted? 

Yes __ No __ Applicant has never had a federally approved indirect cost rate and is choosing to use a de minimis

rate of 10% of modified total direct costs?

In Compliance? Match

Yes __ No __ Is the overall match being met at the required level, based on the year of funding?

Yes __ No __

For all matching funds, proposed vs secured, the source(s) [private, state, local, and/or federal], the 

type of contribution (cash or in-kind), and the amount of match, are clearly identified in the 

narrative and in the Source of Funds field in eGrants? 

Yes __ No __ The amount of match is for the entire amount in the budget narrative? (The total amount of match 

equals the amount in the budget exactly?)
33

ATTACHMENT G: Alternative Match Instructions

Grantees are required to meet an overall matching rate that increases over time. You have the flexibility to meet the 

overall match requirements in any of the three budget areas, as long as the minimum match of 24% for the first three 

years, and the increasing minimums in years thereafter, are maintained. See 45 CFR §§ 2521.35–2521.90 for the 

specific regulations.

Special Circumstances for an Alternative Match Schedule: Under certain circumstances, applicants may qualify 

to meet alternative matching requirements that increase over the years to 35% instead of 50% as specified in the 

regulations at §2521.60(b). To qualify, you must demonstrate that your program is either located in a rural county or 

in a severely economically distressed community as defined below.

A. Rural County: In determining whether a program is rural, AmeriCorps will consider the most recent Beale code 

rating published by the U.S. Department of Agriculture for the county in which the program is located. Any program 

located in a county with a Beale code of 4, 5, 6, 7, 8, or 9 is eligible to apply for the alternative match requirement. 

See Attachment H for the Table of Beale codes.

B. Severely Economically Distressed County: In determining whether a program is located in a severely 

economically distressed county, AmeriCorps will consider the following list of county-level characteristics. See 

Attachment H for a list of website addresses where this publicly available information can be found.

• The county-level per capita income is less than or equal to 75 percent of the national average for all 

counties using the most recent census data or Bureau of Economic Analysis data;

• The county-level poverty rate is equal to or greater than 125 percent of the national average for all counties 

using the most recent census data; and

• The county-level unemployment is above the national average for all counties for the previous 12 months 

using the most recently available Bureau of Labor Statistics data. 

• The areas served by the program lack basic infrastructure such as water or electricity. 

C. Program Location: Except when approved otherwise, AmeriCorps will determine the location of your program 

based on the legal applicant’s address. If you believe the legal applicant’s address is not the appropriate way to 

consider the location of your program, you must provide relevant facts about your program location in your request. 

AmeriCorps will, in its sole discretion, determine whether some other address is more appropriate for determining a 

program’s location.

If your program is located in one of these areas, see the instructions below for applying for this alternative match 

schedule. You must submit your request to the alternative schedule per the information contained in the Notice. 

AmeriCorps will review your request and notify you within 30 days if you qualify for the alternative schedule and 

provide instructions for entering your budget into eGrants under the Alternative Match Schedule.

If approved for the alternative schedules, programs will base their budget in the upcoming application on the 

approved alternative match. The alternative match requirement will be in effect for whatever portion of the threeyear project period remains or if applying as a new grantee, for the upcoming three-year grant cycle.

D. Instructions for the Alternative Match Schedule: Programs operating in one state must send their requests to 

the State Commission for review and approval. The Commission will then forward the approved request to 

AmeriCorps for consideration. 
34

ATTACHMENT H: Beale Codes and County-Level Economic Data for Alternative 

Match Requests

Rural Community

Beale codes are published by the U.S. Department of Agriculture and are used to classify counties as being more 

urban or more rural. Counties are designated on a scale from one to nine according to the following descriptions:

2003 Beale Codes

Code# Metropolitan 

Type

Description

1 Metropolitan Counties in metro areas of 1 million population or more

2 Metropolitan Counties in metro areas of 250,000 to 1 million

3 Metropolitan Counties in metro areas of fewer than 250,000

4 Non-metro Urban population of 20,000 or more, adjacent to a metropolitan area 

5 Non-metro Urban population of 20,000 or more, not adjacent to a metropolitan area

6 Non-metro Urban population of 2,500 to 19,999, adjacent to a metropolitan area

7 Non-metro Urban population of 2,500 to 19,999, not adjacent to a metropolitan area 

8 Non-metro Completely rural or less than 2,500 urban population, adjacent to a 

metropolitan area

9 Non-metro Completely rural or less than 2,500 urban population, not adjacent to a 

metropolitan area

Any program located in a county with a Beale code of 4,5, 6, 7, 8, or 9 is eligible to apply for the alternative match.

Severely Economically Distressed Community

The following table provides the website addresses where the publicly available information on county-level 

economic data including per capita income, poverty rate, and unemployment levels can be found.

WEBSITE ADDRESS EXPLANATION

http://www.bea.gov/regional/ Bureau of Economic Analysis’ Regional Economic Information 

System (REIS): Provides data on per capita income by county for 

all states except Puerto Rico.

https://factfinder.census.gov/face

s/nav/jsf/pages/index.xhtml

Census Bureau’s American Fact-finder: Provides census data 

including estimates on poverty, per capita income and unemployment 

by counties, states, and metro areas including Puerto Rico.

www.bls.gov Bureau of Labor Statistics’ Local Area Unemployment Statistics 

(LAUS): Provides data on annual and monthly employment and 

unemployment by counties for all states including Puerto Rico.

http://www.ers.usda.gov/Data/Ru

ralUrbanContinuumCodes/ 

US Department of Agriculture’s Rural-Urban Continuum 

Codes: Provides urban rural code for all counties in US.
35 

 

ATTACHMENT I: eGrants Indirect Cost Rate (IDCR) User Instructions 

eGrants Indirect Cost Rate (IDCR) User Instructions

A new feature has been introduced to eGrants which allows users to input Indirect Cost Rate information into their 

eGrants account. Grantees who will be claiming indirect costs on AmeriCorps awards are required to enter the 

following indirect cost rates in eGrants: federally negotiated rates, state negotiated rates, and the use of de minimis

rate of 10% of modified total direct costs (MTDC). Recipients of AmeriCorps State and National awards may only 

charge 5% of their negotiated rate to the federal share of the award, with the remaining balance being charged to 

match (See 45 CFR §§ 2521.95 and 2540.110). 

Once a rate is entered and saved in eGrants, it cannot be edited. If users inadvertently enter incorrect 

information, a new entry must be submitted with the correct information.

Entry for the IDCR screen can be accessed using the following steps:

1) From the eGrants Home screen, in the lower panel under Managing My Account, click on My Account

2) From the My Account screen, under Edit My Organization Info, click on Add and View Indirect Cost 

Rate
36 

3) From the Add and View Indirect Cost Rate screen, select add a new to add a rate or cancel to back out 

of the screen.

Field by field instructions can be found by clicking the “?” located next to Indirect Cost Rate or Indirect Cost Rate 

Record.

If add a new is selected, the screen below will pop up.
37

4) Do you have an Indirect Cost Rate to record? Respond Yes or No. If NO is selected, users cannot go 

any further and nothing will be recorded. If Yes is selected, users can continue.

If your organization will be claiming a current, approved indirect cost rate on any AmeriCorps award, it

must be reported on this page. The rate information you record will be used in all award negotiation and 

reviews until it is superseded by a new approved rate, or expires. Applicants will have the opportunity to 

identify, in application submissions, if they elect to use a lesser percentage of an approved rate.

5) Rate Type: 

• Federally Negotiated – select if your rate has been negotiated by your cognizant federal agency. 

Cognizance is determined by the agency which provides the highest amount of direct federal 

funding;

• State Negotiated – select if your rate has been negotiated by a state agency or other pass through 

entity; or

• 10% of MTDC – select if your organization qualifies for and elects to use the 10% de minimus 

rate of Modified Total Direct Costs (MTDC). Organizations qualify for this rate if they have 

NEVER had a federally negotiated rate. State entities must also not receive more than $35 million 

in direct federal funding.

Rates must be used consistently across ALL federal awards. 

6) Issuing Agency. Respond by selecting the federal agency that approved your rate, or if the federal agency 

who issued your rate is not listed, select Other, or if your rate is issued by a state agency select Other. 
38

Identify federal agencies using the drop-down list. If your rate is approved by a federal agency other than 

the ones listed, notify your portfolio manager. Other federal agencies may be added as needed.

7) Acceptance Date. Enter a valid date. 

The acceptance date is usually identified where the rate was signed by the issuing state or federal agency. 

8) Rate Status. Select one of the following options: Final, Provisional, Predetermined, Fixed, Other, or 

Other – 10%.

Rates issued by federal agencies will almost always be final or provisional. However, if your organization 

has formally notified a federal or state agency of your eligibility and intent to use the 10-percent of MTDC 

rate, select Other – 10%. If your organization has a predetermined or fixed rate, select those options 

accordingly. If a state rate indicates a term that is not listed here select Other. Additional rate status 

options may be added as needed.

9) Effective From. Enter a valid date. 

The effective from date is found on your indirect cost rate document. If using the 10-percent of MTDC rate, 

enter today’s date or the date your organization formally started charging costs under the 10-percent of 

MTDC rate. 

10) Effective To. Enter a valid date. 

The effective to date is found on your indirect cost rate document. If your organization has received 

approval to extend your rate, enter the end date of the extension.

11) No Expiration. Check or leave unchecked. 

If your rate does not have an expiration date, as is the case with the use of the 10 percent of MTDC rate, 

check this box, otherwise, leave unchecked.

12) Extended? Respond Yes or No. 

If the rate “effective to” date has been extended with approval of the federal cognizant agency under 

authority of the 2014 Omni Circular, respond Yes. If it is not an extended rate effective to date, respond 

No.

13) Rate Base. Enter up to 500 characters including spaces. 

Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies, 

enter either the rate base used to determine the indirect cost pool as stated on your indirect cost rate 

approval document or “State Rate N/A.” If you need more than 500 characters, indicate “Summary” and 

record the most important content.

14) Treatment of Fringe Benefits. Enter up to 500 characters including spaces. 

Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies, 

enter either the how fringe benefits were treated in determining the indirect cost rate as stated on your 

indirect cost rate approval document or “State Rate N/A.” If you need more than 500 characters, indicate 

“Summary” and record the most important content.

15) Treatment of Paid Absences. Enter up to 500 characters including spaces.

Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies, 

enter either the how paid absences were treated in determining the indirect cost rate as stated on your 

indirect cost rate approval document or “State Rate N/A.” If you need more than 500 characters, indicate 

“Summary” and record the most important content.
39

16) When you have completed all of the above entries, click the “save & close” button at the bottom of the 

page. 

• If you would like to cancel your entry, click the “cancel” button and the entry will be cancelled. All 

entry information will be lost and no entry will be shown. 

• Once a rate is saved it cannot be modified. 

• If users inadvertently enter incorrect information, a new entry must be submitted with the correct 

information.

17) Order of Rates - Once an entry is saved, users will be able to see the rates they have entered. Rates will 

display in the order of entry. Entry of rates will provide users and AmeriCorps with a historical record 

which can be used to clarify indirect cost rate inquiries for monitoring, consistent record maintenance, and

audits.