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2019 Terms and Conditions for AMERICORPS STATE and 

NATIONAL GRANTS 

These Corporation for National & Community Service (CNCS) Grant Program 

Specific Terms and Conditions and the General Terms and Conditions, are 

binding on the recipient.

TABLE OF CONTENTS 

I. Changes from the 2018 AmeriCorps Grant Terms and Conditions 2 

II. Definitions 3 

III. Affiliation with the AmeriCorps National Service Network 4 

IV. Member Recruitment, Selection, and Exit 5 

V. Supervision and Support 7 

VI. Changes in Member Positions 11

VII. Release from Participation 13

VIII. Living Allowances, Other In-Service Benefits, and Taxes 13 

IX. Member Records and Confidentiality 17

X. Budget and Programmatic Changes 19

XI. Reporting Requirements 20

XII. Award Period and Incremental Funding 22

XIII. Program Income 22

XIV. Safety 23

XV. National Service Criminal History Check Training 23 

XVI. Fixed Amount Awards 23 

XVII. Breaches of Personally Identifiable Information 24 
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I. CHANGES FROM THE 2018 AMERICORPS GRANT TERMS 

AND CONDITIONS

For your convenience, we have identified changes from last year’s 

AmeriCorps State and National grant terms and conditions. The list below is 

general and informational in nature, not comprehensive. We reiterate the 

importance of reviewing all award terms and conditions, because recipients 

are responsible for knowing, understanding, and complying with all award 

terms and conditions. 

The following revisions were made to the 2018 AmeriCorps Grant Terms and 

Conditions: 

1. Section II.H. – Corrected the citation for the NCSA definition.

2. Section IV.C. – Included an exception to the requirement to notify the 

National Service Trust of changes in a member’s status.

3. Section IV.F. – Changed the requirement to assign members to service 

locations from five to seven calendar days.

4. Section IV.I. – Included additional information regarding the assessment 

of penalties for certifying erroneous or incorrect information.

5. Section V.B. – Added the requirement for the start date to match the 

start date in the Portal.

6. Section V.C. - Added that members should not wear the AmeriCorps 

logo while engaging in prohibited activities on personal time.

7. Section V.C. - Added the requirement to post a list of prohibited 

activities in all member service locations.

8. Section V.D. - Added language regarding members not spending more 

than 20% of time in education and training activities.

9. Section VI.A. – Deleted the requirement to obtain CNCS approval to 

convert to a three-quarter time member slot.

10. Section VI.C. - Deleted the requirement to obtain CNCS approval to 

convert to a three-quarter time member slot.

11. Section VIII.D. – Clarified serving in a full-time capacity for this 

provision.

12. Section IX.B. – Added language that programs must provide 

documentation to CNCS or members will not be able to enroll. 

13. Section IX.D. – Updated the language regarding the NSCHC 

requirements and including a link to NSCHC resources.

14. Section XI. – Deleted the Evidence Based Intervention Planning 

Grantees Evaluation Plan and Learning Memo section. 

15. Section XV. – Included a new link to the NSCHC e-course.

16. Section XVI. – Removed the ability of fixed amount grantees to draw 

20% start-up costs. 
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II. DEFINITIONS

A. Recipient, for the purposes of this agreement, means the direct 

recipient of this award. The recipient is legally accountable to CNCS 

for the use of award funds, or member positions, and is bound by the 

provisions of the award. The recipient is responsible for ensuring that 

subrecipients or other organizations carrying out activities under this 

award comply with all applicable Federal requirements, including the 

CNCS General Terms and Conditions, these specific terms and 

conditions, regulations applicable to the program, and the NCSA. 

B. Planning Grant, for the purposes of this agreement, is an award or 

subaward for the planning of a national service program. State Service 

Commissions may also award planning grants as part of their Formula 

Cost Reimbursement prime award. Planning grants do not include 

member positions. Planning grants are awarded for a maximum of one 

year and may not exceed $75,000 per program. 

C. Subrecipient refers to an organization receiving AmeriCorps award 

funds or member positions from a recipient of CNCS funds. See 2 CFR 

§ 200.93. 

D. Operating site means the organization that manages the AmeriCorps 

program and places members into service locations. State 

subrecipients (programs) are operating sites. National recipients must 

identify at least one operating site to which they can assign service 

locations in the state where they are placing members. 

E. Program refers to the activities supported under the award. 

F. Service Location means the organization where or with which a 

member actually provides his or her service in the community. Typical 

service locations are schools, food banks, health clinics, community 

parks, etc. The service location may be the same as the operating site, 

but only if the member actually serves at or with the operating site 

organization. A member may serve at multiple service locations, all of 

which must be listed in the portal, although the program must select 

only one for the member’s primary assignment. 

G. Member or participant means an individual: 

1. Who has been selected by a recipient or subrecipient to serve in an 

approved national service position; 
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2. Who is a U.S. citizen, U.S. national, or lawful permanent resident 

alien of the United States; 

3. Who is at least 17 years of age at the commencement of service 

unless the member is out of school and enrolled in a full-time, 

year-round youth corps or full-time summer program as defined 

in the NCSA (42 U.S.C. § 12572 (a)(3)(B)(x)), in which case he 

or she must be between the ages of 16 and 25, inclusive, and 

4. Who has received a high school diploma or its equivalent, agrees 

to obtain a high school diploma or its equivalent (unless this 

requirement is waived based on an individual education 

assessment conducted by the program) and the individual did not 

drop out of an elementary or secondary school to enroll in the 

program, or is enrolled in an institution of higher education on an 

ability to benefit basis and is considered eligible for funds under 

20 U.S.C. § 1091. 

H. NCSA means the National and Community Service Act of 1990, as 

amended. See 42 U.S.C. §§ 12501-12657. 

III. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE 

PROGRAM

A. Identification as an AmeriCorps Program or Member. The 

recipient shall identify the program as an AmeriCorps program and 

members as AmeriCorps members. All agreements with subrecipients, 

operating sites, or service locations, related to the AmeriCorps program 

must explicitly state that the program is an AmeriCorps program and 

AmeriCorps members are the resource being provided. 

B. The AmeriCorps Name and Logo. AmeriCorps is a registered 

service mark of CNCS. CNCS provides a camera-ready logo. All 

recipient and subrecipient websites shall clearly state that they are an 

AmeriCorps recipient and shall prominently display the AmeriCorps 

logo. Recipients and subrecipients shall use the AmeriCorps name and 

logo on service gear and public materials such as stationery, 

application forms, recruitment brochures, on-line position postings or 

other recruitment materials, orientation materials, member curriculum 

materials, signs, banners, websites, social media, press releases, and 

publications related to their AmeriCorps program in accordance with 

CNCS requirements. 

To publicize the relationship between the program and AmeriCorps, the 

recipient shall describe their program as “an AmeriCorps program.” 

Recipients shall provide information or training to their AmeriCorps 
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members about how their program is part of the national AmeriCorps 

program and about the other national service programs of CNCS. 

Recipients are strongly encouraged to place signs that include the 

AmeriCorps name and logo at their service sites and may use the 

slogan “AmeriCorps Serving Here.” AmeriCorps members should 

state that they are AmeriCorps members during public speaking 

opportunities. 

The recipient may not alter the AmeriCorps logo, and must obtain 

written permission from CNCS before using the AmeriCorps name or 

logo on materials that will be sold, or permitting donors to use the 

AmeriCorps name or logo in promotional materials. The recipient may 

not use or display the AmeriCorps name or logo in connection with any 

activity prohibited by statute, regulation, or CNCS General Terms and 

Conditions, and these specific award terms and conditions. 

IV. MEMBER RECRUITMENT, SELECTION, AND EXIT

Member recruitment and selection requirements are in CNCS’s regulations at 45 

CFR §§ 2522.210 and Part 2540, subpart B. In addition, the recipient must 

ensure that the following procedures are followed: 

A. Member Listings/Position Descriptions in the My AmeriCorps 

Portal. Programs must list all of their member listings/position 

descriptions by creating Service Opportunity Listings in the My 

AmeriCorps Portal. 

B. Pre-enrollment of selected members. Programs must enter applicants 

into the Portal prior to their first day of service and in sufficient time to 

ensure that the future member is citizenship eligible. Program staff must 

also certify that the future member’s required NSOPW has been run, 

reviewed, and approved as well as the State and/or FBI criminal history 

checks initiated prior to their first day of service. Members will not be 

permitted to enroll in the National Service Trust prior to those steps 

occurring. 

C. Notice to CNCS’s National Service Trust. The recipient must 

notify CNCS’s National Service Trust, via the My AmeriCorps Portal, 

within 30 days of a member’s completion of, suspension from, or 

release from, a term of service. Suspension of service is defined as an 

extended period during which the member is not serving, nor 

accumulating service hours or receiving AmeriCorps benefits. 

AmeriCorps members must complete their own enrollment and exit 

forms on-line in the My AmeriCorps Member Portal except in rare 
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cases when the recipient program has received written approval to 

waive this requirement from the Director of AmeriCorps State and 

National or her/his designee. 

The recipient also must notify the Trust, via the My AmeriCorps 

Portal, when a change in a member’s term of service is approved and 

changed (i.e. from full-time to less than full-time or vice versa). 

Failure to report such changes within the required time frames may 

result in sanctions to the recipient, up to and including, suspension or 

termination of the award. Recipients or subrecipients meet notification 

requirements by using the appropriate electronic system to inform 

CNCS of changes within the required time frames. Any questions 

regarding the Trust should be directed to the Hotline (800) 942-2677. 

D. Parental Consent. Parental or legal guardian consent must be 

obtained for members under 18 years of age before members begin a 

term of service. Recipients may also include an informed consent 

form of their own design as part of the member service agreement 

materials. 

E. Reasonable Accommodation. Programs and activities must be 

accessible to persons with disabilities, and the recipient must provide 

reasonable accommodation for the known mental or physical 

disabilities of otherwise qualified members, service recipients, 

applicants, and staff. All selections and project assignments must be 

made without regard to the need to provide reasonable accommodation. 

As such, inquiries about the need for reasonable accommodation 

should take place after a member has been offered an AmeriCorps 

position. Please email Accommodations@cns.gov for more 

information. 

F. Assigning Members to Service Locations. The recipient is required 

to ensure that all operating sites and all service locations are entered 

in the My AmeriCorps portal for all members within seven (7)

calendar days of members’ starting a term of service. The recipient is 

required to include the name of the organization, and the full address 

or zip-plus-four of the service locations where each member will be 

serving. If a member is serving at multiple service locations, the 

program must select as the site where the member serves the majority 

of his or her hours as the member’s primary assignment. However, all 

service locations must be listed in the portal. 

G. Completion of Terms of Service. The recipient must ensure that 

each member has sufficient opportunity to complete the required 
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number of hours of service to qualify for the education award. 

Members must be exited within 30 days of the end of their term of 

service. If this grant award expires or is not renewed, a member who 

was scheduled to continue in a term of service may either be placed in 

another program, where feasible, or if the member has completed at 

least 15% of the service hour requirement, the member may receive a 

pro-rated education award. 

H. Member Exit. In order for a member to receive an education award 

from the National Service Trust, the recipient must certify to the 

National Service Trust that the member satisfactorily and successfully 

completed the term of service and is eligible to receive the education 

benefit. The recipient (and any individual or entity acting on behalf of 

the recipient) is responsible for the accuracy of the information 

certified on the end-of- term certification. 

I. Penalties for false information: Any recipient who makes a materially 

false statement or representation in connection with the approval or 

disbursement of an education award or other payment from the National 

Service Trust may be liable for the recovery of funds and subject to 

civil sanctions. Any individual involved in making a materially false 

statement may be subject to criminal sanctions. If CNCS determines 

that the certification of a member’s hours is erroneous, the award

recipient may be charged for any payment or potential payment from 

the National Service Trust. In assessing the amount of the charge, 

CNCS shall consider the full facts and circumstances surrounding the 

erroneous or incorrect certification. (see 42 U.S.C. §12602a(b)).

V. SUPERVISION AND SUPPORT

A. Planning for the Term of Service. The recipient must develop 

member positions that provide for meaningful service activities and 

performance criteria that are appropriate to the skill level of members. 

The recipient is responsible for ensuring that the positions do not 

include or put the AmeriCorps member in a situation in which the 

member is at risk for engaging in any prohibited activity (see 45 CFR 

§ 2520.65), activity that would violate the non-duplication and nondisplacement requirements (see 45 CFR § 2540.100), or exceeding the 

limitations on allowable fundraising activity (see 45 CFR §§ 2520.40-

.45). The recipient must accurately and completely describe the 

activities to be performed by each member in a position description. 

Position descriptions must be provided to CNCS upon request. The 

recipient must ensure that each member has sufficient opportunity to 

complete the required number of hours to qualify for an education 
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award. In planning for the member’s term of service, the recipient 

must account for holidays and other time off and must provide each 

member with sufficient opportunity to make up missed hours. 

B. Member Service Agreements. The recipient must require that each 

member sign a member service agreement that includes, at a 

minimum, the following: 

1. Member position description; 

2. The minimum number of service hours (as required by statute) and 

other requirements (as developed by the recipient) necessary to 

successfully complete the term of service and to be eligible for the 

education award;

3. The amount of the education award being offered for successful 

completion of the terms of service in which the individual is 

enrolling; 

4. Standards of conduct, as developed by the recipient or sub 

recipient; 

5. The list of prohibited activities, including those specified in the 

regulations at 45 CFR § 2520.65 (see paragraph C, below); 

6. The text of 45 CFR §§ 2540.100(e)-(f), which relates to 

Nonduplication and Nondisplacement; 

7. The text of 45 CFR §§ 2520.40-.45, which relates to fundraising 

by members; 

8. Requirements under the Drug-Free Workplace Act (41 U.S.C. § 

701 et seq.); 

9. Civil rights requirements, complaint procedures, and rights of 

beneficiaries; 

10. Suspension and termination rules; 

11. The specific circumstances under which a member may be 

released for cause; 

12. Grievance procedures; and 

13. Other requirements established by the recipient. 

The recipient should ensure that the service agreement is signed before 

commencement of service so that members are fully aware of their rights 

and responsibilities. The member start date should match the start date in 

the AmeriCorps portal.

C. Prohibited Activities. While charging time to the AmeriCorps 

program, accumulating service or training hours, or otherwise 

performing activities supported by the AmeriCorps program or CNCS, 

staff and members may not engage in the following activities (see 45 

CFR § 2520.65): 
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1. Attempting to influence legislation; 

2. Organizing or engaging in protests, petitions, boycotts, or strikes; 

3. Assisting, promoting, or deterring union organizing; 

4. Impairing existing contracts for services or collective bargaining 

agreements; 

5. Engaging in partisan political activities, or other activities 

designed to influence the outcome of an election to any public 

office; 

6. Participating in, or endorsing, events or activities that are likely to 

include advocacy for or against political parties, political 

platforms, political candidates, proposed legislation, or elected 

officials; 

7. Engaging in religious instruction, conducting worship services, 

providing instruction as part of a program that includes mandatory 

religious instruction or worship, constructing or operating facilities 

devoted to religious instruction or worship, maintaining facilities 

primarily or inherently devoted to religious instruction or worship, 

or engaging in any form of religious proselytization; 

8. Providing a direct benefit to—

a. A business organized for profit; 

b. A labor union; 

c. A partisan political organization; 

d. A nonprofit organization that fails to comply with the 

restrictions contained in section 501(c)(3) of the 

Internal Revenue Code of 1986 related to engaging in 

political activities or substantial amount of lobbying 

except that nothing in these provisions shall be 

construed to prevent participants from engaging in 

advocacy activities undertaken at their own initiative; 

and 

e. An organization engaged in the religious activities 

described in paragraph C. 7. above, unless CNCS 

assistance is not used to support those religious 

activities; 

9. Conducting a voter registration drive or using CNCS funds to 

conduct a voter registration drive; 

10. Providing abortion services or referrals for receipt of such 

services; and 

11. Such other activities as CNCS may prohibit. 

AmeriCorps members may not engage in the above activities directly or 

indirectly by recruiting, training, or managing others for the primary 

purpose of engaging in one of the activities listed above. Individuals 
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may exercise their rights as private citizens and may participate in the 

activities listed above on their initiative, on non-AmeriCorps time, and 

using non- CNCS funds. Individuals should not wear the AmeriCorps 

logo while doing engaging in any of the above activities on their 

personal time. 

All locations where members serve should post a list of the prohibited 

activities.

D. Supervision. The recipient must provide members with adequate 

supervision by qualified supervisors consistent with the award. The 

recipient must conduct an orientation for members, including training 

on what activities are prohibited during AmeriCorps service hours, and 

comply with any pre-service orientation or training required by CNCS. 

The recipient must ensure that no more than 20 percent of the 

aggregate of all AmeriCorps member service hours are spent in 

education and training activities as set forth in 45 CFR § 2520.50. 

E. Performance Reviews. The recipient must conduct and keep a record 

of at least a midterm and an end-of-term written evaluation of each 

member’s performance for Full-Time members and an end-of-term 

written evaluation for all less-than-full-time members. The end-of-term 

evaluation should address, at a minimum, the following factors: 

1. Whether the member has completed the required number of hours; 

2. Whether the member has satisfactorily completed assignments; 

and 

3. Whether the member has met other performance criteria that were 

clearly communicated at the beginning of the term of service. 

F. Timekeeping. The recipient is required to ensure that time and 

attendance recordkeeping is conducted by the AmeriCorps member’s 

supervisor. This time and attendance record is used to document 

member eligibility for in-service and post-service benefits. The 

recipient must have a timekeeping system that is compliant with 2 CFR 

§ 200.430. 

If a Professional Corps program wants to follow the timekeeping 

practices of its profession and certify that members have completed the 

minimum required hours, excluding sick and vacation days, it must get 

advance written approval from CNCS. If a State Commission Formula 

funded Professional Corps program wants to follow the timekeeping 

practices of its profession and certify that members have completed the 
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minimum required hours, excluding sick and vacation days, it must get 

advance written approval from the State Commission. 

G. Member Death or Injury. The recipient must immediately report any 

member deaths or serious injuries to the designated CNCS Program 

Officer. 

VI. CHANGES IN MEMBER POSITIONS

A. Changes that Require CNCS Approval. Circumstances may arise 

within a program that necessitate changing the type of unfilled 

AmeriCorps member positions awarded to a recipient or subrecipient, 

or changing the term of service of a currently enrolled member. Note 

that once a member is exited with a partial education award, the 

remaining portion of that education award is not available for use. The 

following changes require written approval from CNCS’s Office of 

Grants Management as well as written approval and concurrence from 

the State Commission or Direct (including National Direct, State 

Direct, Tribal, Territory Direct, or Education Award Only (EAP)) 

recipient: 

1. A change in the number of member service year (MSY) 

positions in the award and

2. A change in the funding level of the award.

B. Changing Types of Unfilled member positions. Recipients or 

subrecipients may change the type of member positions awarded to their 

program if: 

1. The change does not increase the total MSYs authorized in the 

Notice of Grant Award (e.g. one half-time position cannot be 

changed to one full-time position); and 

2. The change does not result in an increase in the value of the 

education award; and, 

3. If the award is a Full-Time Fixed Amount or Professional Corps 

Fixed Amount award, the member position will be filled by a 

member serving in a full-time capacity.

Changes in the above types of member positions may be made by the 

recipient directly in the My AmeriCorps Portal. 

C. Changing a Term of Service for an enrolled Member. Changes in 

terms of service for enrolled members may not result in an increased 

number of MSYs for the program. With the exception of Education 

Award only awards, recipients with Fixed Amount awards may not 

convert members to less-than-full-time member positions. 
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1. Full-time. State Commissions and National Direct Organizations 

may authorize or approve occasional changes of currently enrolled 

full-time members to less than full-time members. Impact on 

program quality should be factored into approval of such requests. 

CNCS-provided or funded health care or childcare costs are not 

available for less than full-time members. Recipients and 

subrecipients may not transfer currently enrolled full-time 

members to a less than full-time status simply to provide the 

member a less than full-time education award. 

2. Less than Full-time. CNCS discourages changing less than 

fulltime members to full-time because it is very difficult to 

manage, unless done very early in the member’s term of service. 

State Commissions and Direct recipients (including National 

Direct, State Direct, Tribal, Territory Direct, and Education Award 

Only recipients) may authorize or approve such changes so long as 

their current budget can accommodate such changes. Programs 

must keep in mind that a member’s minimum 1700 hours must be 

completed within 12 months of the member’s original start date. 

3. Refilling Member Positions. With the exception of recipients 

whose awards have special award conditions under 2 CFR §§ 

200.207 or 200.338, AmeriCorps State and National programs that 

have fully enrolled their awarded member positions are allowed to 

replace any member who terminates service before completing 30 

percent of his/her term provided that the member who is 

terminated is not eligible for and does not receive a pro-rated 

education award. Programs may not refill the same member 

position more than once. 

As a fail-safe mechanism to ensure that resources are available in 

the National Service Trust to finance all earned education awards, 

CNCS will suspend refilling if either: 

a. Total AmeriCorps enrollment reaches 97 percent of 

awarded member positions; or 

b. The number of refills reaches five percent of awarded 

member positions. 

4. Direct recipients may transfer refill member positions between 

operating sites as long as they can ensure and document that the 

same member position is not refilled more than once. Recipients 

and subrecipients will require the assistance of a CNCS Program 

Officer in order to transfer refill member positions between 

operating sites. Refilled member positions may not be combined 

with unfilled member positions. 
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D. Formula and State Competitive Award Member Position Transfers. 

State commissions are allowed to transfer member positions among their 

state formula and competitive subrecipients within a given prime grant in 

order to maximize enrollment and cost effectiveness without prior 

approval. State commissions may not transfer member positions between 

competitive and formula subrecipients, or vice-versa. State commissions 

may not transfer funds among their competitive subrecipients. 

E. Notice to Childcare and Healthcare Providers. Recipients and 

subrecipients must immediately notify CNCS’s designated agents, in 

writing, when a Member’s status changes in a manner that affects their 

eligibility for childcare or healthcare. See Section VIII.D. 

VII. RELEASE FROM PARTICIPATION

Recipients may release members from participation for two reasons: (a) for

compelling personal circumstances; and (b) for cause. See 45 CFR § 2522.230 

for requirements. Whether the reason for the release amounts to circumstances 

beyond the member’s control is determined by the grant recipient, consistent with 

the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set 

forth in regulation (e.g., releasing an individual for a non-compelling personal 

circumstance, such as when the individual is leaving to go to school) is 

considered non-compliance with award requirements and may result in 

disallowed costs and other remedies for non-compliance. The recipient should

retain the documentation supporting its determination that release for compelling 

personal circumstances is warranted. In addition to the regulations, the following 

applies: 

No Automatic Disqualification if Released for Cause: A release for cause covers 

all circumstances in which a member does not successfully complete his/her term 

of service for reasons other than compelling personal circumstances. Therefore, it 

is possible for a member to receive a satisfactory performance review and be 

released for cause. For example, a member who is released for cause from a first 

term–e.g. the individual has decided to take a job offer–but who otherwise 

performed well would not be disqualified from enrolling for a subsequent term as 

long as the individual received a satisfactory performance evaluation for the first 

period of service. 

VIII. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND 

TAXES

Requirements related to member living allowances and benefits are in 45 CFR §§ 

2522.240 and 2522.250. In addition, recipients must ensure that the following 

procedures are followed: 
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A. Living Allowance Distribution. A living allowance is not a wage. 

Recipients must not pay a living allowance on an hourly basis. Recipients 

should pay the living allowance in regular increments, such as weekly or 

bi-weekly, paying an increased increment only on the basis of increased 

living expenses such as food, housing, or transportation. Payments should 

not fluctuate based on the number of hours served in a particular time 

period and must cease when the member’s service ceases. 

If a member serves all required hours and is permitted to conclude his or 

her term of service before the originally agreed upon end of term, the 

recipient may not provide a lump sum payment to the member. Similarly, 

if a member is selected after the program’s start date, the recipient must 

provide regular living allowance payments from the member’s start date 

and may not increase the member’s living allowance incremental payment 

or provide a lump sum to make up any missed payments. 

Education Award Program Fixed Amount awards (EAPs) may provide a 

living allowance or other in-service benefits to their members, but are not 

required to do so. Full-time and other Fixed Amount recipients must 

provide a living allowance to their members. 

B. Waiving the Living Allowance. If a living allowance is paid, a member 

may waive all or part of the payment of a living allowance if, for 

example, he or she believes his or her public assistance may be lost or 

decreased because of the living allowance. Even if a member waives his 

or her right to receive the living allowance, it is possible—depending on 

the specific public assistance program rules—that the amount of the living 

allowance that the member is eligible to receive will be deemed available. 

A member who has waived the living allowance may revoke the waiver at 

any time and may begin receiving the living allowance going forward 

from the date the individual revoked the waiver. A member may not 

receive any portion of the living allowance for the period of time the 

living allowance was waived. 

C. Taxes and Insurance.

1. Liability Insurance Coverage. The recipient is responsible for 

ensuring adequate general liability coverage for the organization, 

employees and members, including coverage of members engaged 

in on- and off-site project activities. 

2. FICA (Social Security and Medicare taxes). Unless the

recipient obtains a ruling from the Social Security Administration 

or the Internal Revenue Service that specifically exempts its 

AmeriCorps members from FICA requirements, the recipient must 
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pay FICA for any member receiving a living allowance. The 

recipient also must withhold 7.65% from the member’s living 

allowance. 

3. Income Taxes. The recipient must withhold Federal personal 

income taxes from member living allowances, requiring each 

member to complete a W-4 form at the beginning of the term of 

service and providing a W-2 form at the close of the tax year. The 

recipient must comply with any applicable state or local tax 

requirements. 

4. Worker’s Compensation. Some states require worker’s 

compensation for AmeriCorps members. Recipients must check 

with State Departments of Labor or state commissions to 

determine worker’s compensation requirements. If worker’s 

compensation is not required, recipients must obtain Occupational, 

Accidental, and Death and Dismemberment coverage for members 

to cover in- service injury or incidents. 

D. Healthcare Coverage. Except for EAPs, Professional Corps, or 

members covered under a collective bargaining agreement, the recipient 

must provide, or make available, healthcare insurance to those members 

serving a 1700-hour full-time term who are not otherwise covered by a 

healthcare policy at the time the member begins his/her term of service. 

The recipient must also provide, or make available, healthcare insurance 

to members serving a 1700-hour full-time term who lose coverage during 

their term of service as a result of service or through no deliberate act of 

their own. CNCS will not cover healthcare costs for dependent coverage. 

Less-than-full-time members who are serving in a full-time capacity for a 

sustained period of time (e.g. a full-time summer project) are eligible for 

healthcare benefits. Programs may provide health insurance to less-thanfull-time members serving in a full-time capacity, but they are not 

required to do so. For purposes of this provision, a member is serving in a 

full-time capacity when his/her regular term of service will involve 

performing service on a normal full-time schedule for a period of six 

weeks or more. A member may be serving in a full-time capacity without 

regard to whether his/her agreed term of service will result in a full-time 

Segal AmeriCorps Education Award. 

Any of the following health insurance options will satisfy the requirement 

for health insurance for full-time AmeriCorps members (or less than fulltime members serving in a full-time capacity): staying on parents’ or 

spouse plan; insurance obtained through the Federal Health Insurance 

Marketplace of at least the Bronze level plan; insurance obtained through 

private insurance broker; Medicaid, Medicare or military benefits. 
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AmeriCorps programs purchasing their own health insurance for members 

must ensure plans are minimum essential coverage (MEC) and meet the 

requirements of the Affordable Care Act. 

On Friday May 2, 2014 the U.S. Department of Health and Human 

Services (HHS) announced a Special Enrollment Period (SEP) for 

members in AmeriCorps State and National programs, who are not 

provided health insurance options or who are provided short-term limited 

duration coverage or self-funded coverage not considered MEC. Members 

in the AmeriCorps State and National programs and their dependents in 

the Federally-facilitated Marketplace (FFM) are eligible to enroll in 

Marketplace coverage when they experience the following triggering 

events: 

• On the date they begin their service terms; and 

• On the date they lose any coverage offered 

through their program after their service term 

ends. (Source: 45 CFR § 155.420(d)(9)). 

Members have 60 days from the triggering event to select a plan. 

Coverage effective date is prospective based on the date of plan selection. 

A copy of the HHS Notice, which provides instructions on how to activate 

the special enrollment period is available at 

https://www.cms.gov/CCIIO/Resources/Regulations-andGuidance/Downloads/SEP-and-hardship-FAQ-5-1-2014.pdf. Members 

can also visit healthcare.gov for additional information about special 

enrollment periods: https://www.healthcare.gov/coverage-outside- open 

enrollment-enrollment-period/.

If coverage is being provided via the Healthcare Marketplace, and thus 

third-party payment is not an option, programs must develop a process to 

reimburse members for monthly premiums. Reimbursements for health 

insurance premiums are considered taxable income for the member, and 

programs must have a way to document such reimbursements. 

E. Administration of Childcare Payments. In general, CNCS will provide 

for childcare payments, which will be administered through an outside 

contractor. Requirements and eligibility criteria are in the AmeriCorps 

regulations, 45 CFR § 2522.250. CNCS will not cover childcare costs for 

members who serve on a less than full-time basis for a sustained period of 

time, or who have ceased serving or who are serving in a Professional 

Corps program. Programs may provide child care to less-than-full-time 

members serving in a full-time capacity, but they are not required to do 

so. Recipients that choose to provide childcare and will claim the costs of 

childcare as matching costs, as approved in their budget, may contact the 
17

childcare contractor for technical assistance. The criteria for member 

eligibility are contained in 45 CFR § 2522.250. Also see the 

FAQs, 

(http://www.nationalservice.gov/sites/default/files/upload/policy%20FAQ

s %207.31.14%20final%20working%20hyperlink.pdf) for more detailed 

information on administering childcare and healthcare benefits. 

F. Notice to Childcare Benefit Administrator and Providers. The 

program must notify CNCS’s designated agents in writing within five 

business days after a member’s status changes in a manner that affects the 

member’s eligibility for childcare. After five days, the recipient will be 

liable for any erroneous payments made to a childcare provider for an 

AmeriCorps member ineligible to receive AmeriCorps childcare benefits. 

Examples of changes in status include: changes to a member's scheduled 

service so that he/she is no longer serving on a full-time basis, terminating 

or releasing a member from service, suspending a member for cause for a 

lengthy or indefinite time period, temporarily suspending a member for 

cause for a lengthy or indefinite time period, temporarily suspending a 

member and/or any other change in the member’s service status that could 

have an impact on childcare benefit eligibility. Program directors should 

contact the childcare provider on childcare related changes. 

IX. MEMBER RECORDS AND CONFIDENTIALITY

A. Recordkeeping. The recipient must maintain records, including the 

position description, sufficient to establish that each member was eligible 

to participate and that the member successfully completed all program 

requirements. A program may store member files electronically and use 

electronic signatures if the program can ensure the validity and integrity 

of the record and signature is maintained. 

The program’s electronic storage procedures and system must provide for 

the safe-keeping and security of the records, including: 

1. Sufficient prevention of unauthorized alterations or erasures of 

records; 

2. Effective security measures to ensure that only authorized persons 

have access to records; 

3. Adequate measures designed to prevent physical damage to 

records; and 

4. A system providing for back-up and recovery of records; and 

The electronic storage procedures and system provide for the easy 

retrieval of records in a timely fashion, including: 

1. Storage of the records in a physically accessible location; 
18

2. Clear and accurate labeling of all records; and 

3. Storage of the records in a usable, readable format. 

B. Verification of Eligibility. Unless an individual’s social security number 

and citizenship are verified through the My AmeriCorps Portal, the 

recipient must obtain and maintain documentation as required by 45 CFR 

§ 2522.200(c). Programs that receive notice that one of their members 

was not verified – either the member’s social security number or their 

citizenship was not verified – must provide the requested documentation 

to CNCS or they will not be able to enroll the member in the program. 

Enrolling in the My AmeriCorps portal requires members to certify their 

high school status. Such certification fulfills the recipient’s verification 

requirement to obtain and maintain documentation from the member 

relating to the member’s high school education. If the member is 

incapable of obtaining a high school diploma or its equivalent, as 

determined by an independent evaluation, the recipient must retain a copy 

of the supporting evaluation. 

C. Confidential Member Information. The recipient must maintain the 

confidentiality of information regarding individual members. The 

recipient must obtain the prior written consent of all members before 

using their names, photographs and other identifying information for 

publicity, promotional or other purposes. Recipients may release 

aggregate and other non-identifying information and are required to 

release member information to CNCS and its designated contractors. The 

recipient must permit a member who submits a written request for access 

to review records that pertain to the member and were created pursuant to 

this award. 

D. National Service Criminal History Check. The specific requirements 

of the National Service Criminal History Check, including the timing and 

recordkeeping requirements, are specified at 45 CFR §§ 2540.200 - .207.

See also [https://www.nationalservice.gov/resources/criminal-historycheck] for more information on how to correctly conduct and document 

the NSCHC. You must maintain documentation of the NSCHC, including

the results or summary of the component checks. Failure to adhere to the 

NSCHC requirements may result in sanctions, including disallowance of 

all or part of the costs associated with the non-compliance or other 

remedies that may be legally available (see 2 CFR § 200.338). 
19

X. BUDGET AND PROGRAMMATIC CHANGES

A. Programmatic Changes. The recipient must first obtain the prior written 

approval of the AmeriCorps Program Office before making any of the 

following changes (1-3): 

1. Changes in the scope, objectives or goals of the program, whether 

or not they involve budgetary changes; 

2. Substantial changes in the level of member supervision; 

3. Entering into additional sub awards or contracts for AmeriCorps 

activities funded by the award, but not identified or included in the 

approved application and award budget. 

Upon notification to the AmeriCorps Program Office, recipients 

may make programmatic changes due to, or in response to, an 

officially-declared state or national disaster without written 

approval from CNCS. As soon as practicable, recipients making 

disaster-related programmatic changes must discuss the 

recordkeeping, member activities, performance measure 

adjustments, and other AmeriCorps award requirements with the 

AmeriCorps Program Office. While written approval from CNCS 

is not required before making disaster-related programmatic 

changes, CNCS reserves the right to limit or deny disaster-related 

programmatic changes, including disallowing costs associated 

with the disaster related activities. 

B. Program Changes for Formula Programs. State Commissions are 

responsible for approving the above changes for state formula programs. 

C. Budgetary Changes. The recipient must obtain the prior written 

approval of CNCS’s Office of Grants Management before deviating from 

the approved budget in any of the following ways: 

1. Specific Costs Requiring Prior Approval before Incurrence under 

the uniform administrative requirement, cost principles, and audit 

requirements for Federal awards at 2 CFR Parts 200 and 2205. 

Certain cost items in 2 CFR Parts 200 and 2205 require approval 

of the awarding agency for the cost to be allowable such as preaward costs. Please ensure you consult the regulations prior to 

incurring costs to ensure allowability. 

2. Purchases of Equipment over $5,000 using award funds, unless 

specified in the approved application and budget. 

3. Unless the CNCS share of the award is $100,000 or less, changes 

to cumulative and/or aggregate budget line items that amount to 10 
20

per cent or more of the total budget must be approved in writing in 

advance by CNCS. The total budget includes both the CNCS and 

recipient shares. Recipients may transfer funds among approved 

direct cost categories when the cumulative amount of such 

transfers does not exceed 10 percent of the total budget. 

D. Approvals of Programmatic and Budget Changes. CNCS’s Grants 

Officers are the only officials who have the authority to alter or change 

the terms and conditions or requirements of the award. The Grants 

Officers will execute written amendments, and recipients should not 

assume approvals have been granted unless documentation from the 

Grants Office has been received. Programmatic changes also require final 

approval of CNCS’s Office of Grants Management after written 

recommendation for approval is received from the Program Office. 

E. Exceptions for Fixed Amount Awards. Recipients with Fixed Amount 

awards are not subject to the requirements in Section C., Budgetary 

Changes, above. 

XI. REPORTING REQUIREMENTS

This section applies only to the recipient. The recipient is responsible for timely 

submission of periodic financial and progress reports during the project period 

and a final programmatic and financial report and for setting submission 

deadlines for its respective subrecipients that ensure the timely submission of 

recipient reports. 

A. Recipient Progress Reports. The recipient shall complete and submit 

progress reports in eGrants to report on progress toward achievement of 

its approved performance targets. 

Due Date Reporting Period Covered

December 31 Start of award year through September 30 

B. Financial Reports. The recipient shall complete and submit financial 

reports in eGrants (Financial Status Reports on menu tree) to report the 

status of all funds. The recipient must submit timely cumulative financial 

reports in accordance with CNCS guidelines according to the following 

schedule: 

Due Date Reporting Period Covered

April 30 Start of award through March 31 

October 31 April 1 – September 30 
21

A recipient must set submission deadlines for its respective subrecipients 

that ensure the timely submission of recipient reports. 

Cost reimbursement Professional Corps recipients submit one financial 

report per year. 

All recipients, including Fixed Amount recipients, must submit the 

Federal Financial Report (FFR) - Cash Transactions Report on a quarterly 

basis to the Department of Health and Human Services Payment 

Management System per the Electronic Funds Transfer Agreement. 

C. Reporting Other Federal Funds. The recipient shall report the amount 

and sources of federal funds, other than those provided by CNCS, claimed 

as matching funds. This includes other federal funds expended by 

subrecipients and operating sites and claimed as match. This information 

shall be reported annually on the financial report due October 31st or at the 

time the final financial report is submitted if the final report is due prior to 

October 31st. Fixed Amount recipients are not required to report this 

information. 

D. Requests for Extensions. Each recipient must submit required reports by 

the given dates. Extensions of reporting deadlines will be granted only 

when: 1) the report cannot be furnished in a timely manner for reasons, in 

the determination of CNCS, legitimately beyond the control of the 

recipient; and, 2) CNCS receives a written request explaining the need for 

an extension before the due date of the report. 

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

Office of Grants Management, and extensions of deadlines for progress 

reports may only be granted by the AmeriCorps Program Office. 

E. Final Financial Reports. A recipient must submit, in lieu of the last 

semi-annual financial report, a final financial report. This final report is 

due no later than 90 days after the end of the project period. 

F. Final Progress Reports. A recipient must submit, in addition to the last 

annual project report, a final project report. This final report is due no 

later than 90 days after the end of the project period. 

G. Financial Reports for Fixed Amount Awards. Fixed Amount 

recipients are not required to submit financial reports to CNCS, including 

the final financial report. 
22

XII. AWARD PERIOD AND INCREMENTAL FUNDING

For the purpose of the award, a project period is the complete length of time the 

recipient is proposed to be funded to complete approved activities under the 

award. A project period may contain one or more budget periods. A budget 

period is a specific interval of time for which Federal funds are being provided to 

fund a recipient’s approved activities and budget. 

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

approving a multi-year project period, CNCS generally makes an initial award for 

the first year of operation. Additional funding is contingent upon satisfactory 

performance, a recipient’s demonstrated capacity to manage an award and 

comply with award requirements, and the availability of Congressional 

appropriations. CNCS reserves the right to adjust the amount of an award, or 

elect not to continue funding for subsequent years. The project period and the

budget period are noted on the award document. 

A planning grant covers a one-year project period. 

XIII. PROGRAM INCOME

A. General. Income, including fees for service earned as a direct result of 

the award-funded program activities during the award period, must be 

retained by the recipient and used to finance the award’s non-CNCS 

share. 

B. Excess Program Income. Program income earned in excess of the 

amount needed to finance the recipient share must follow the appropriate 

requirements of 2 CFR Part 200 and be deducted from total claimed costs. 

Recipients that earn excess income must specify the amount of the excess 

in the comment box on the financial report. 

C. Fees for Service. When using assistance under this award, the recipient 

may not enter into a contract for or accept fees for service performed by 

members when: 

1. The service benefits a for-profit entity, 

2. The service falls within the other prohibited activities set forth in 

these award provisions, or 

3. The service violates the provisions of 42 U.S.C. § 12637 –

Nonduplication and Nondisplacement. 
23

D. Full-Cost and Professional Corps Fixed Amount Awards. The 

recipient must notify its Grants Officer if it earns program income in 

excess of the amounts needed to cover all expenditures under the award. 

The Grants Officer will determine the disposition of the excess program 

income. 

XIV. SAFETY

The recipient must institute safeguards as necessary and appropriate to ensure the 

safety of members. Members may not participate in projects that pose undue safety 

risks. 

XV. NATIONAL SERVICE CRIMINAL HISTORY CHECK TRAINING

All recipients and subrecipients must complete CNCS’s National Service 

Criminal History Check (NSCHC) training every year. The CNCS designated ecourse provides a thorough overview of the requirements and can be found at: 

https://cncsonlinecourses.litmos.com. Please use the link 

http://cncsonlinecourses.litmos.com/self-signup/ and token code CNCS-Litmos to 

set up your Litmos account. Each grant recipient and subrecipient must identify at 

minimum one staff person who has some responsibility for NSCHC compliance 

to fulfill this requirement on behalf of the recipient or subrecipient. The grant 

recipient and subrecipient must retain the certificate of completion and assign 

staff to retake the course annually prior to the expiration of the certificate. Grant 

recipients and subrecipients should save certificates of completion from each year 

as grant records. 

XVI. FIXED AMOUNT AWARDS

Fixed Amount awards are not subject to the cost principles in 2 CFR, Part 200, 

Subpart E. Fixed Amount awards must comply with the remaining provisions of 

2 CFR Part 200, including Subpart F relating to audit requirements. Fixed 

Amount awards include Education Award program (EAP) Fixed Amount awards, 

Professional Corps Fixed Amount awards, and Full-time Fixed Amount awards. 

For Education Award programs (EAP), the fixed federal assistance amount of the 

award is based on the approved and awarded number of full-time members 

specified in the award. For full-time and Professional Corps Fixed Amount 

awards, the fixed federal assistance amount of the award is based on the approved 

and awarded numbers of full-time members and the members’ completion of 

their terms of service. 

For EAPs, the final amount of award funds that the recipient may retain is 

dependent upon the recipient’s notifying CNCS’s National Service Trust of the 
24

members that it has enrolled. All EAP members must carry out activities to 

achieve the specific project objectives as approved by CNCS. At closeout, CNCS 

will calculate the final amount of the award based on documentation provided to 

the National Service Trust. CNCS will recover any amounts drawn down by the 

recipient in excess of the final award amount allowed based on member selection 

documentation in the My AmeriCorps Portal. 

For full-time and Professional Corps fixed amount awards, the recipient may 

draw funds from the HHS Payment Management System based on the number of 

members who complete a full term of service or if the member leaves before 

completing service, a pro-rated amount based on hours served. Bi-annually, in 

some cases quarterly, and at closeout, CNCS will calculate the final amount of 

the award for the year or entire project period (at closeout) based on the number 

of successfully completed terms of service (as certified by the program) as well 

as the hours served that were not certified as successfully completed. 

XVII. BREACHES OF PERSONALLY IDENTIFIABLE INFORMATION (PII)

All recipients and subrecipients need to be prepared for potential breaches of 

Personally Identifiable Information, PII. OMB defines PII as any information 

about an individual, including, but not limited to, education, financial 

transactions, medical history, and criminal or employment history and 

information which can be used to distinguish or trace an individual's identity, 

such as their name, social security number, date and place of birth, mother’s 

maiden name, biometric records, etc., including any other personal information 

which is linked or linkable to an individual. All recipients and subrecipients must 

ensure that they have procedures in place to prepare for and respond to breaches 

of PII and notify the Federal awarding agency in the event of a breach. 

If your CNCS grant-funded program or project creates, collects, uses, processes, 

stores, maintains, disseminates, discloses, or disposes of PII within the scope of 

the CNCS grant award, or uses or operates a Federal information system, you 

must establish procedures to prepare for and respond to a potential breach of PII, 

including notice to CNCS of a breach of PII. Grantees experiencing a breach 

should immediately notify CNCS’s Office of Information Technology, your 

CNCS Program Officer, and if directed by the CNCS’s Office of Information 

Technology, the Office of Inspector General.