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2021 Terms and Conditions for AmeriCorps State and National Grants

These AmeriCorps1 Grant Program-Specific Terms and Conditions as well as the 2021 AmeriCorps

General Terms and Conditions are binding on the recipient.

TABLE OF CONTENTS 

I. Changes from the 2020 AmeriCorps Grant Terms and Conditions 1

II. Definitions 1

III. Affiliation with the AmeriCorps National Service Network 3

IV. Member Recruitment, Selection, and Exit 3

V. Supervision and Support 5

VI. Changes in Member Positions 9

VII. Release from Participation 11

VIII. Living Allowances, Other In-Service Benefits, and Taxes 12

IX. Member Records and Confidentiality 16

X. Budget and Programmatic Changes 17

XI. Reporting Requirements 18

XII. Award Period and Incremental Funding 20

XIII. Program Income 20

XIV. Safety 21

XV. National Service Criminal History Check Training 21

XVI. Fixed Amount Awards 21

I. CHANGES FROM THE 2020 AMERICORPS GRANT TERMS AND CONDITIONS

- Replaced all references to CNCS with AmeriCorps. 

- Replaced all references to Program Officers with Portfolio Manager. 

- Section III. Revised to reflect new branding requirements.

- Section XI.E. and F: changed the due date of the final FFR and final program report from 90 

days to 120 days to align with new Uniform Guidance requirements.

- Section X.D. and XI.D.: updated the Approval of Programmatic and Budget Changes and 

Request for Extensions section to reflect AmeriCorps responsibilities.

- Section XIII.D.: removed notification to Grant Award Specialists

- Section XV: updated the links for the required National Service Criminal History Check 

training.

II. DEFINITIONS

A. Recipient, for the purposes of these terms and conditions, the direct recipient of this 

award. The recipient is legally accountable to AmeriCorps for the use of award funds, or 

member positions, and is bound by the provisions of the award. The recipient is 

1 AmeriCorps is the operating name for the Corporation for National and Community Service.
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responsible for ensuring that subrecipients or other organizations carrying out activities 

under this award comply with all applicable Federal requirements, including the 

AmeriCorps General Terms and Conditions, these specific terms and conditions, 

regulations applicable to the program, and the National and Community Service Act of 

1990, as amended by the Serve America Act (NCSA). 

 

B. Planning Grant, for the purposes of these terms and conditions , 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 AmeriCorps 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; 

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 fulltime 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. 
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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 NETWORK

A. Identification as an AmeriCorps Program or Member. Recipients and subrecipients shall 

identify their programs or projects as AmeriCorps programs. All agreements with subrecipients, 

operating sites, or service locations, related to the AmeriCorps program must explicitly state that 

the program is an AmeriCorps program. Similarly, recipients and subrecipients shall identify all 

national service members serving in their programs AmeriCorps members. 

B. The FY 2021 General Terms and Conditions contain all requirements for recognition of 

AmeriCorps Support. 

IV. MEMBER RECRUITMENT, SELECTION, AND EXIT

Member recruitment and selection requirements are in AmeriCorps’ 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. Application and Other Fees. Charging an application or other fee to a prospective 

member to apply to serve as an AmeriCorps member is not allowed. Programs may 

charge application fees to prospective members who are applying to their educational 

institution or participating in their academic program if such fees are required of all 

applicants, but not for applying to serve as an AmeriCorps member. For National 

Service Criminal History Checks, AmeriCorps has allowed grant recipients to have 

applicants front the cost as long as applicants are reimbursed for the expense. This is 

for both applicants that are selected and those that are not.

 

C. Enrollment of selected members. The My AmeriCorps Portal is the mechanism 

through which programs enter and update member records, including enrolling a 

member and recording an individual’s start date. Programs must enter applicants into 

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

automatically or manually verify an individual’s Social Security Number and citizenship 

eligibility. . Program staff must also certify that the future member’s required National 

Service Criminal History Check components are completed and adjudicated no later 

than the day before their first day of service. Applicants will not be permitted to enroll 

in the National Service Trust prior to those steps occurring. 

AmeriCorps expects member enrollments to be completed in the My AmeriCorps 

Portal no later than eight (8) days after the start date of the member. An individual is 

presumed to be an AmeriCorps member as of the start date reflected in the My 
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AmeriCorps Portal. Programs are responsible for ensuring the data values they enter 

via the My AmeriCorps Portal are accurate and submitted within the required 

timeframes. AmeriCorps will rely on the information entered by programs via the My 

AmeriCorps Portal. The member’s start of service date indicated on the Member 

Service Agreement/Contract should agree with the value entered into the My 

AmeriCorps Portal.

D. Notice to AmeriCorps’ National Service Trust. The recipient must notify AmeriCorps’

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 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 fulltime 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 AmeriCorps of changes within the required 

time frames. Any questions regarding the Trust should be directed to the Hotline (800) 

942-2677. 

 

E. 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. 

 

F. 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. There may be funding available from 

AmeriCorps to offset the recipients’ costs on a first come, first serve basis. Please email 

Accommodations@cns.gov for more information. 

 

G. 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 eight (8) 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 
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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. 

 

H. Completion of Terms of Service. The recipient must ensure that each member has 

sufficient opportunity to complete the required 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. 

While programs have up to 30 days to report a member’s completion of service, for 

those individuals intending to re-enroll in AmeriCorps, programs must exit the members 

before they can be re-enrolled in another term of service.

 

I. 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.

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 AmeriCorps 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, 

AmeriCorps 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 AmeriCorps upon request. The recipient must ensure that each member 

has sufficient opportunity to complete the required number of hours to qualify for an 
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education 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 on or before 

commencement of service but the effective date will not be before the member is 

enrolled 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 AmeriCorps, staff and members may not engage in the 

following activities (see 45 CFR § 2520.65): 

 

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; 
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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 AmeriCorps assistance is not used to support those 

religious activities; 

9. Conducting a voter registration drive or using AmeriCorps funds to conduct a voter 

registration drive; 

10. Providing abortion services or referrals for receipt of such services; and 

11. Such other activities as AmeriCorps may prohibit. 

 

In addition to the above activities, the below activities are additionally prohibited:

Census Activities. AmeriCorps members and volunteers associated with AmeriCorps 

grants may not engage in census activities during service hours. Being a census taker 

during service hours is categorically prohibited. Census-related activities (e.g., promotion 

of the Census, education about the importance of the Census) do not align with 

AmeriCorps State and National objectives. What members and volunteers do on their 

own time is up to them, consistent with program policies about outside employment and 

activities.

Election and Polling Activities. AmeriCorps member may not provide services for 

election or polling locations or in support of such activities.

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 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- AmeriCorps 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, when 

possible. 

 
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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 AmeriCorps. 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. Teleservice. AmeriCorps members should generally be providing service directly to 

the people and in the communities where they serve rather than performing service 

remotely. Therefore, teleservice should be limited to certain situations. Teleservice—

like all service—should have appropriate documentation, supervision and oversight. 

A grantee may determine that teleservice is appropriate based on the situation (e.g., 

COVID-19 public health emergency) and type of service being delivered (e.g., tutoring 

via telephonic or video conference). Teleservice is appropriate only when the activity 

can be meaningfully supervised and the hours verified independently. If a grantee or 

subgrantee determines that its AmeriCorps members will be allowed to teleserve, the 

grantee must establish or update an existing policy to address the following: 

• Expectations of the communication requirements between supervisors and 

teleserving members 

• Mitigation of the increased risk of time and attendance abuse 

• Appropriate supervision including validation of the activities to be performed 

(and accompaniment, as necessary), and 

• Verification of hours claimed.

Further, the grantee should consider updating its insurance coverage to address legal 

liability attribution (for the grantee or teleserving member) for incidents that occur 

during teleservice. 

F. AmeriCorps Members as Team Leaders. Programs may create positions where 

AmeriCorps members provide an additional layer of leadership and support for 

members under certain conditions. All the activities and prohibitions that apply to 

AmeriCorps members also apply to Team Leaders. Team Leaders are not permitted to 

act in a staff capacity, including supervising members. Team Leaders must not be 

responsible for program development and coordination; however, they may assist by 

providing information and resources on best practices or by helping to develop 

portions of the program such as the training curriculum. Under no circumstances 

should an AmeriCorps member serving as a Team Leader be the individual legally 

responsible for the program or other members. 

The Team Leader position description should emphasize activities that involve the 

member(s) in performing direct service or providing support to members engaged in 

direct service. Unallowable Team Leader activities include: signing member 

timesheets; evaluating member performance; disciplining AmeriCorps members; 
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enrolling/dismissing AmeriCorps members; writing and/or signing program reports; 

managing the program’s payroll and budget.

G. 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 fulltime 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. 

 

H. 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 postservice 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 AmeriCorps

via a special condition on an amendment. 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 minimum required hours, excluding sick 

and vacation days, it must get advance written approval from the State Commission. 

 

I. Jury Duty. The grantee must allow AmeriCorps members to serve on a jury without 

being penalized for doing so. During the time AmeriCorps members serve as jurors, 

they should continue to receive credit for their normal service hours, a living allowance, 

healthcare coverage and, if applicable, childcare coverage regardless of any 

reimbursements for incidental expenses received from the court.

J. Member Death or Injury. The recipient must immediately report any member deaths 

or serious injuries to the designated AmeriCorps Portfolio Manager. 

VI. CHANGES IN MEMBER POSITIONS

A. Changes that Require AmeriCorps 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 AmeriCorps’ Office of Grant Administration as well as 

written approval and concurrence from the State Commission or Direct (including 
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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 aggregate value of the education 

award.

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. 

 

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. AmeriCorps -provided or funded healthcare or childcare costs are 

not available for less than full-time members unless they are serving in a full-time 

capacity (see section VIII.D. and E.). 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. AmeriCorps 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. 

D. Refilling Member Positision. With the exception of recipients whose awards have 

special conditions under 2 CFR §§ 200.208 or 200.339, 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.
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As a fail-safe mechanism to ensure that resources are available in the National Service 

Trust to finance all earned education awards, AmeriCorps 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. 

Refill member positions may not be transferred between operating sites. Refilled member 

positions may not be combined with unfilled member positions. 

 

E. Formula and State Competitive Award Member Position Transfers. State 

commissions are allowed to transfer member positions (i.e., slots) 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.

Moving member positions from one formula prime grant to another formula prime grant 

requires prior approval, via amendments to both prime grants. 

 

F. Notice to Childcare and Healthcare Providers. Recipients and subrecipients must 

immediately notify AmeriCorps’ 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 noncompelling 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 
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subsequent term as long as the individual received a satisfactory performance evaluation for 

the first period of service. 

Compelling Personal Circumstance for Pregnancy/Childbirth: Pregnancy and/or childbirth 

could be determined by the grantee to be compelling personal circumstances if the member 

requests it. The program cannot require a member to justify wanting to leave a term of service 

for pregnancy. Likewise, a program cannot require that a member leave their term of service 

due to a pregnancy – that would be an instance of discrimination on the basis of gender in 

violation of AmeriCorps’ anti-discrimination policy. A full-time member might qualify under the 

Family Medical Leave Act if the member is covered, or the program could suspend the 

member so that the member can return some time in the future (within 2 years) to complete 

their term 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: 

 

A. 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-cost and 

other Fixed Amount recipients must provide a living allowance and other benefits to their 

full-time 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. 
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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 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.

5. Unemployment Insurance. The U.S. Department of Labor ruled on April 20, 1995 

that federal unemployment compensation law does not require coverage for 

members because no employer-employee relationship exists. The grantee 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 their State Commission, legal counsel, or the applicable state agency. 

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. AmeriCorps 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-than- full-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. 
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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. 

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. Temporary Leave, Healthcare, and Benefits. If temporary leave is appropriate, 

grantees have the flexibility to determine the duration of the absence and may choose to 

continue providing health or other benefits to the member during the period of absence. 

The member may be suspended (via compelling personal circumstances) during the 

period of temporary leave. If suspended, the member may not receive a living allowance. 

The length of the leave should be based on two considerations: (1) the circumstances of 

the situation; and (2) the impact of the absence on the member’s service experience and 

on the overall program. If the disruption would seriously compromise the member’s 

service experience or the quality of the program as a whole, then the grantee may offer 
15

the member the option of rejoining the program in the next class or completely 

withdrawing from the program.

The Federal Family Medical Leave Act, (FMLA) applies to full-time staff and members that 

have served for more than 12 months and at least 1,250 hours when the grantee has 50 or 

more employees/members at a work/service site per 29 U.S.C. 2611. See 42 U.S.C. 

12631; 45 CFR § 2540.220.

F. Administration of Childcare Payments. In general, AmeriCorps 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. AmeriCorps 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. Programs 

may provide childcare 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 

childcare contractor for technical assistance. The criteria for member eligibility are 

contained in 45 CFR § 2522.250. Also, see the AmeriCorps Childcare Benefits Program 

website 

(https://americorpschildcare.com/) for more detailed information on childcare benefits. 

 

G. Notice to Childcare Benefit Administrator and Providers. The program must notify 

AmeriCorps’ 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 and/or other disciplinary actions, 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. 

H. Time off for Members Serving in the Armed Forces Reserves. Generally, the Reserve

Components of the U.S. Army, U.S. Navy, U.S. Air Force, U.S. Marine Corps, U.S. Coast 

Guard, the Army National Guard, and the Air National Guard require reservists to serve 

one weekend a month (inactive duty/Drill) plus 12 to 15 days a year (hereafter referred to 

as the two-week active duty service). To the extent possible, grantees should seek to 

minimize the disruption in members’ AmeriCorps service as a result of discharging 

responsibilities related to their reservist duties. If members have a choice of when to fulfill 

their annual two-week active duty requirement, they should do so when it will not disrupt 

their AmeriCorps service. In instances where the dates of active duty are inflexible and 

conflict with AmeriCorps service, members should be granted a leave of absence for the 

two-week period of active duty service in the Reserves. Grantees should continue to pay 
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the living allowance and provide health care and child care coverage for the two-week 

period of active duty.

Grantees should credit members for AmeriCorps service hours during their two weeks of 

active duty service in the Reserves if it occurs during their AmeriCorps service. The 

member would receive credit for the number of hours he or she would have served 

during that period had there been no interruption. For example, if a full-time member is 

signed up to serve 30 hours of AmeriCorps service one week and 40 hours of 

AmeriCorps service on the following week, she or he would receive 70 hours of 

AmeriCorps service credit for the two weeks of active duty service regardless of the actual 

number of hours served in the Reserves. Members may not receive AmeriCorps service 

hours for additional Reserves-related service beyond the two-week active duty service. 

No AmeriCorps service credit is earned for the once-a-month weekend (inactive 

duty/Drill) service in the Reserves.

Reservists in the U.S. Armed Forces receive compensation for their mandatory two weeks 

of active duty service. The compensation regulations governing the Army and Air 

National Guard may vary by state.

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 safekeeping 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; 

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 
17

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 

AmeriCorps or they will not be able to enroll the applicant 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 AmeriCorps 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 §§ 2540.201 - .207. See also https://americorps.gov/granteessponsors/history-check 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 § 200.339).

X. BUDGET AND PROGRAMMATIC CHANGES

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

AmeriCorps Portfolio Manager 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 Portfolio Manager, recipients may make 

programmatic changes due to, or in response to, an officially-declared state or national 

disaster without written approval from AmeriCorps. 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 Portfolio Manager. While written approval from AmeriCorps is not 
18

required before making disaster-related programmatic changes, AmeriCorps 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 

AmeriCorps’ Office of Grant Administration 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 AmeriCorps share of the award is $100,000 or less, changes to 

cumulative and/or aggregate budget line items that amount to 10 per cent or more 

of the total budget must be approved in writing in advance by AmeriCorps. The 

total budget includes both the AmeriCorps 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. AmeriCorps’ Portfolio Managers 

are the only officials who have the authority to alter or change the terms and conditions 

or requirements of the award. Portfolio Manager will execute written amendments, and 

recipients should not assume approvals have been granted unless documentation from 

the Office of Grant Administration (OGA) has been received via a Notice of Grant Award. 

Programmatic changes also require final approval of AmeriCorps’ OGA after written 

recommendation for approval is received from the Portfolio Manager. 

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. The recipient is responsible for setting submission deadlines for its respective 

subrecipients that ensure the timely submission of recipient reports. 

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

reports in eGrants to report on progress toward achievement of its approved 

performance targets. 

For AmeriCorps program grants (grants that include member positions), the Progress 

Report schedule is as follows:

Due Date Reporting Period Covered 

November 30 Start of award year through September 30 

 

AmeriCorps planning grants awarded directly by AmeriCorps submit only a Final 

Progress Report (see section F).

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 AmeriCorps

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 

 

AmeriCorps planning grants awarded directly by AmeriCorps submit only a Final 

Financial Report (see section E).

 

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 AmeriCorps, 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 AmeriCorps, 

legitimately beyond the control of the recipient; and, 2) AmeriCorps receives a written 

request explaining the need for an extension before the due date of the report. 

 
20

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

Portfolio Manager, and extensions of deadlines for progress reports may only be granted 

by the AmeriCorps Portfolio Manager. 

 

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 120 days after the end 

of the project period. 

 

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

report, a final progress report. This final report is due no later than 120 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 AmeriCorps, including the final financial report. 

XII. AWARD PERIOD AND INCREMENTAL FUNDING

For the purpose of this 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 multiyear project period, AmeriCorps 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. AmeriCorps 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.

The member enrollment period is the time period during which a program may enroll 

individuals as AmeriCorps members. The enrollment period for subrecipients and operating 

sites may not exceed one year. 

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- AmeriCorps 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. 
21

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. 

 

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

recipient must notify its AmeriCorps Portfolio Manager if it earns program income in 

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

AmeriCorps Portfolio Manager 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 AmeriCorps’ National Service Criminal History 

Check (NSCHC) training every year. The AmeriCorps designated e-course provides a thorough 

overview of the requirements and can be found at: https://americorps.gov/granteessponsors/history-check unless otherwise notified by AmeriCorps. 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 grant 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-cost 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-cost 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. 
22

 

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

recipient’s notifying AmeriCorps’ National Service Trust of the members that it has enrolled. All 

EAP members must carry out activities to achieve the specific project objectives as approved 

by AmeriCorps. At closeout, AmeriCorps will calculate the final amount of the award based on 

documentation provided to the National Service Trust. AmeriCorps 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-cost 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, AmeriCorps 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. 

 

The CARES Act provides flexibilities for fixed amount grants with members affected by COVID19: c) No Required Return of Grant Funds.--Notwithstanding section 129(l)(3)(A)(i) of the 

National and Community Service Act of 1990 (42 U.S.C. 12581(l)(3)(A)(i)), the Chief Executive 

Officer of the Corporation for National and Community Service may permit fixed-amount grant 

recipients under such section 129(l) to maintain a pro rata amount of grant funds, at the 

discretion of the Corporation for National and Community Service, for participants who exited, 

were suspended, or are serving in a limited capacity due to COVID-19, to enable the grant 

recipients to maintain operations and to accept participants.