250 E Street SW

Washington, D.C. 20525

202-606-5000/ 800-942-2677

Monitoring Document Request

Grantee Resource

Office of Monitoring

January 2024
1

Overview

When selected for monitoring, grantees will receive a request for initial 

documents from the Office of Monitoring. This resource serves as an additional 

reference of the documents that may be requested.

This resource includes the list of documents that may be requested to complete 

routine compliance monitoring of selected grantees. The required documents 

depend on the monitoring activity or activities assigned to the grant. In addition, 

some monitoring activities include a supplemental document request, based on 

the initially submitted documents. This resource identifies supplemental 

documents where applicable.

Note that some documents might not apply to all organizations or programs.

Table of Contents

1. Financial and Operational Fitness Assessment (FOFA)....................................... 2

2. Program Specific: Commission Operations Monitoring Review ........................ 4

3. Program Specific: AmeriCorps State and National (ASN) ................................. 8

4. Program Specific: VISTA......................................................................................... 9

5. Program Specific: Senior Companion Program (SCP) ..................................... 12

6. Program Specific: Foster Grandparent Program (FGP).................................... 14

7. Program Specific: Retired and Senior Volunteer Program (RSVP) .................. 16

8. Program Specific: Days of Service...................................................................... 18

9. New to AmeriCorps.............................................................................................. 20

10. National Service Criminal History Check (NSCHC) ........................................... 23

11. Prohibited Activities.............................................................................................. 25
2

1. Financial and Operational Fitness Assessment (FOFA) 

FOFA - Initial Documents

Document Name Description

Blank In-Kind Voucher A blank sample of the documentation your organization 

uses to record and value in-kind donations

Chart of Accounts A document outlining the accounting codes and cost 

centers used by your organization to identify transactions 

by expense type, and by project/grant.

Completed Segregation of Duties 

Worksheet

A worksheet demonstrating internal controls of your 

organization and how the responsibilities for specific duties 

are divided across organization staff. The worksheet 

requiring completion can be found under ‘Resources’ at 

https://americorps.gov/grantees-sponsors/monitoring

Cost Allocation Policies All policies describing how costs are charged to specific 

direct cost centers, and/or to indirect cost centers. The 

policy/policies should also identify the allocation methods 

used. This may be a single document, or a separate 

allocation policy for direct costs and indirect costs. 

Documentation of Personnel 

Expenses/Timekeeping Policies and 

Procedures

Policies and Procedures related to how employees who 

charge time to the grant record, validate, and receive 

approval for their time worked. 

Federal Cash Management Policy and 

Procedure

Policies and Procedures related to the drawdown of federal 

funds, including both any overarching policy as well as 

procedural information such as who initiates, approves, 

submits a drawdown, when that happens, etc. 

Fiscal Policies/Accounting Handbook Pertinent organizational policies and procedures related to 

internal controls, accounting practices, financial 

management, etc.

General Ledger showing the Federal 

share of expenses for the time period 

corresponding with the Federal 

Financial Report (FFR) identified by the 

Monitoring Officer.

The General Ledger should clearly show the total figure 

reported as Federal Expenditures on the Federal Financial 

Report (FFR) for the period requested in the Monitoring 

Officer Notes below. If possible, please submit a version 

exported to Excel. If it is not clear how these figures match,

or if calculations were required, please provide an 

annotation on the document or a separate document with 

notes.

Key Concepts of Financial Grants 

Management Training Certificate

Certificates demonstrating that staff have completed the 

Key Concepts of Financial Grants Management Training in 

the last year.
3

FOFA - Initial Documents

Document Name Description

List of Costs Included as Indirect Costs Provide a list of the specific costs that your organization 

includes as indirect costs. For example, rent, admin staff, 

utilities, etc.

Match Ledger showing the 

grantee/sponsor share of expenses for 

the time period corresponding with the 

Federal Financial Report (FFR) identified 

by the Monitoring Officer.

The Match Ledger should clearly show the total figure 

reported as Grantee/Recipient Share of Expenditures on 

the Federal Financial Report (FFR) for the period requested 

in the Monitoring Officer Notes below. If possible, please 

submit a version exported to Excel. If it is not clear how 

these figures match, or if calculations were required, 

please provide an annotation on the document or a 

separate document with notes.

Match Policy Organization policy describing the sources, types, methods 

of tracking and reporting of match. 

Negotiated Indirect Cost Rate 

Agreement (if applicable), or Indirect 

Cost Allocation Plan (State and Local 

Governments Only)

Negotiated Indirect Cost Rate Agreement (if applicable), or 

Indirect Cost Allocation Plan (State and Local Governments 

Only) A NICRA is document that confirms and outlines the 

approved indirect cost rate negotiated between the 

Federal Government and a grantee’s organization.

State and local governments may alternatively submit a 

cost allocation plan, which identifies how direct and 

indirect costs are allocated across different cost centers.

Organizational Chart An organizational chart that covers all positions that 

support the project (both direct and indirect).

Procedures for determining the 

allowability of costs

All policies or procedures that describe how the 

allowability of costs is determined. 

Procurement Policies All policies or procedures that describe how the 

allowability of costs is determined. 

Record Retention Policies A policy describing an organization's legal and compliance 

recordkeeping practices.
4

FOFA - Initial Documents

Document Name Description

Sample Timesheet (Completed) and 

Explanation

A sample of a completed timesheet for an employee in 

your organization who charges time to the grant. If 

possible, please provide an example for an individual that is 

partially allocated to the grant. 

If utilizing and electronic timekeeping system, please 

provide a written description of the electronic timekeeping 

process that your organization implements. What does a 

complete, approved timecard look like (for example, are 

approvals shown via check marks by daily entries, and

'approved' icon on the timecard, an electronic signature of 

the employee/member and their supervisor, etc.)

Supporting documentation for the 

selected drawdown(s) from the 

Payment Management System.

Provide supporting documentation for the selected 

Payment Management System drawdown(s). This includes 

a tabulation or ledger of the individual transactions 

included in the drawdown(s), any associated approvals, 

signatures, or process steps outlined in your organizational 

policies and procedures, and the PMS drawdown 

confirmation.

FOFA - Supplemental Documents

Document Name Description

Supporting Documentation for the 

Selected Expenses in the Cost Sample 

Worksheet

Supporting documentation is required for each transaction 

identified by the Monitoring Officer in the Cost Sample 

Worksheet. Supporting documentation includes any 

underlying agreements or contracts, invoices, payment 

requests, procurement documentation, receipts, and proof 

of payment. 

2. Program Specific: Commission Operations Monitoring Review 

Commission Operations - Initial Documents

Document Name Description

Enforcement Policy for Noncompliance Commission's internal guidelines around enforcement 

actions it will take if noncompliance is identified

List of Subrecipients with Audit Findings A list of all subrecipients who were identified as having 

financial findings, either through audit or monitoring. 

Please enter N/A if there were no audit findings in the 

portfolio. 
5

Commission Operations - Initial Documents

Document Name Description

Member Management Policies, TTA 

Materials

Policies and TTA materials for the Commission's 

subrecipients pertaining to member management and 

supervision. This may be contained in a document you 

already submitted; if so, please note where in another 

document we can find this. If these materials are housed 

on a shared website, please submit the link in this 

document. 

Member Interviewee Pre-Selection 

Sample

The completed version of the template provided for this 

request should include the following for each member: the 

address of their daily service, the name of their on-site 

supervisor, and their expected end-date

Policy for Applying Specific Conditions Policy or procedure the Commission relies on when 

considering whether to apply a special condition on a 

subrecipient's grant

Policy for Evaluating Subrecipient Risk The policy or procedure the Commission uses to evaluate 

subrecipient risk of noncompliance and to tailor monitoring 

accordingly. This may be contained in a document you 

already submitted; if so, please note where in another 

document we can find this

PPR Data Reporting Tools for 

Subrecipients

Any materials you provide to your subrecipients on how to 

approach performance measure data collection and 

reporting, and / or any guidance or instructions you 

provide to them that would clarify your state's process. 

PPR Data Summary Chart for Sampled 

PM

The MO will select one performance measure (PM) in the 

PPR to test. We want to see how the reported figures 

(output and outcome) were determined. This document 

(the PPR Data Summary Chart) is whatever tool, 

spreadsheet, or aggregation system you (or your 

subrecipient) use to total up the data for this performance 

measure. We will select a sample from this document for 

which we will want to see source documentation in the 

next round. 

For example, if the PM relates to tutoring, and your output 

is number of students served, and the outcome is number 

of students improved, for this document request, we want 

to see the spreadsheet (or equivalent tool) used to tally up 

student attendance and student performance, which 

informs the PPR entries. 
6

Commission Operations - Initial Documents

Document Name Description

Prohibited Activities Policies and 

Training Materials

Any statewide policy or training materials you provide to 

subrecipients regarding prohibited activities. If this is 

contained in another document, please note where we can 

view it. 

Recruitment Tools and Materials Any tools or materials related to recruitment that the 

Commission makes available to its subrecipients. If this is 

housed in another document or on your website, please 

indicate where we can view it. 

Member Supervisor Training 

Documentation

Documentation that the selected member supervisor has 

completed training to serve as an AmeriCorps member 

supervisor, in accordance with the policies and 

expectations set forth by the Commission. 

Member Supervisor Training Policies The Commission's policies and expectations it has for 

member supervisors at the subrecipient / service site level. 

This may be contained in a document you already 

submitted; if so, please notate where in another document 

we can find this.

Statewide Teleservice Policy If the Commission allows teleservice, please provide the 

statewide teleservice policy, which is required by the ASN 

guidance issued in January of 2023. 

Subrecipient Audit Tracking Method Documentation that the Commission is verifying 

subrecipient audit requirements on an annual basis in 

accordance with 2 CFR 200.332 (f). A written description of 

the Commission's method will suffice. 

Subrecipient Monitoring Plan, Policy, 

Tools, or Other Materials

Policy or procedure the Commission uses to guide its 

monitoring activities (and how risk is considered), which 

may include timelines, monitoring tools, and 

considerations that precipitate monitoring 

Subrecipient Selection Process 

(Competitive)

Materials the Commission uses to review, assess, and 

select organizations for inclusion in their competitive 

application. This may include rubrics, instructions for 

readers, statewide priorities, selection procedures, etc.

Subrecipient Selection Process 

(Formula)

Materials the Commission uses to review, assess, and 

select organizations for formula funding. This may include 

rubrics, checklists, statewide priorities, selection 

procedures, etc. 

Training Materials for Subrecipients' 

Member Hour Tracking

Training materials the Commission makes available to its 

subrecipients to inform the field about member hour 

tracking requirements and best practices
7

Commission Operations - Initial Documents

Document Name Description

Any Other Materials If you believe there are policies and procedures the 

Commission maintains that may provide insight to your MO 

as they complete the UMP assessment, please upload 

them. If this is housed in another document or on your 

website, please indicate where we can view it.

Commission Operations - Supplemental Documents

Document Name Description

Commission's Verification that Audit 

Findings are Resolved (Subrecipient 

Level)

If there were financial findings in the portfolio, please 

provide documentation that the Commission verified that 

the subrecipient resolved them (per 2 CFR 200.332(d)(2))

Documentation of Commission Internal 

Records Adjustment

If there were financial findings in the portfolio, please 

provide documentation of how the Commission adjusts its 

own internal records to account for the required resolution

Source Documentation for Sampled PM

From the PPR data summary chart, the MO has selected 

some data for which we want to see the source 

documentation. The source documentation will vary based 

on your performance measure, but it should align with 

what was described in the application. Source 

documentation could be attendance logs (redacted logs are 

ok), summaries of pre- and post-test results, deeds for 

housing developments, etc. This is the receipt to back up 

the data on the PPR Summary Chart, similar to a receipt 

that backs up an entry on a general ledger.

Member Position Descriptions Member position descriptions (if not included in the 

member service agreements) for the 4 selected members

Member Service Agreements Member service agreements (or member contracts) for the 

4 selected members

Member Timesheets The timesheets for the pay periods selected by your MO, 

for the 4 members selected by your MO

Completed Subrecipient Risk 

Assessment

The risk assessments for noncompliance completed by the 

Commission for the selected subrecipients

Executed Subrecipient Agreement The completed subrecipient agreements for the 

subrecipients selected by the monitoring officer
8

3. Program Specific: AmeriCorps State and National (ASN) 

ASN - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to all 

persons (staff and members) with mobility, hearing, vision, 

mental, and cognitive impairments, that may include the 

accessibility self-evaluation. 

Active Member Roster The ASN Member Roster must include members' first and 

last names, enrollment date, DOB/age at enrollment, 

station site, supervisor's name, member status (active, 

exited, other) and exited date if applicable. The roster 

should include all members at all service sites active during 

the monitoring assessment period.

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Fixed Amount Drawdown 

Policy/Procedure

This document is only required if the monitored award is a 

fixed amount award.

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures outlining the process to address 

providing materials and/or support to any staff/volunteers 

who may have limited English proficiency. 

Member Management Policies and 

Procedures 

All member management policies related to member 

recruitment, hiring, accessibility, training, supervision, and 

timekeeping

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

Other Subrecipient Oversight Policies 

and Procedures

PPR Data Summary Chart A document showing the high-level summary of the 

outputs and outcomes reported for the in the most recent 

PPR for the performance measure selected by the 

Monitoring Officer. May be an Excel spreadsheet, export 

from a system used to track data, etc. Should be an 

aggregate report that shows a breakdown across 

subrecipients, operating sites, and / or service locations. 
9

ASN - Initial Documents

Document Name Description

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Site Supervisor Training Documentation Evidence of Site Supervisor training (e.g. training agenda, 

attendance list, and/or certificate of completion)

Subgrantee Monitoring Tools Tools the prime uses to monitor sub-recipient.

Subrecipient Agreement / Notice of 

Subaward (Template)

A blank copy of your current subrecipient 

agreement/subaward template.

ASN - Supplemental Documents

Document Name Description

Timesheets for AmeriCorps Members who 

were selected to be interviewed. 

(Please see notes sections for names of selected members).

Copies of Member Files, including Member 

Service Agreements, for the AmeriCorps 

members who were selected to be 

interviewed. 

(Please see notes sections for names of selected members).

Raw/source documentation for selected 

progress report data

Raw/source documentation for the selected performance 

measures detailed by your assigned Monitoring Officer. This is 

backup documentation for the summary data submitted in the 

initial document request. Source documentation may include 

things like: report cards, survey results, attendance logs, etc., 

depending on the material you use to measure your outputs and 

outcomes. 

4. Program Specific: VISTA 

VISTA - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to persons 

with mobility, hearing, vision, mental, and cognitive 

impairments, that may include the accessibility selfevaluation. 

Additional Training Materials for 

Members

Agendas, announcements for training opportunities, 

and/or materials related to other member trainings 

throughout their service year. 

Evidence of Project Director's 

Completion of VISTA Sponsor 

Orientation

Documentation showing that the Project Director has 

completed the VISTA Sponsor Orientation (VSO) (e.g. 

screenshot of completion, certificate).
10

VISTA - Initial Documents

Document Name Description

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the sponsor 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures in place that ensure program 

accessibility to persons with Limited English Proficiency.

List of social media platforms and 

websites

A list of social media platforms and websites of the

organizations hosting AmeriCorps members and/or 

AmeriCorps project related social media platforms and 

websites.

Member Management Policies and 

Procedures 

All policies related to member management including 

leave, recruitment, hiring, accessibility, training, 

supervision, and timekeeping

Member Timesheets and/or Leave 

Documentation

Please submit member timesheets and/or any leave 

requests/documentation for the time period and members 

requested in the Monitoring Officer Notes (column F).

News stories or press releases related 

to AmeriCorps project

News stories or press releases related to the AmeriCorps 

project during the assessment period.

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

PPR Data Summary Chart A document showing the high-level summary of the 

outputs and outcomes reported for the in the most recent 

PPR for the performance measure selected by the 

Monitoring Officer. May be an Excel spreadsheet, export 

from a system used to track data, etc. Should be an 

aggregate report that shows a breakdown across 

subrecipients, operating sites, and / or service locations. 

Recruitment and Application Materials Public-facing documentation for sponsor staff and/or 

members, including job postings and national service 

position descriptions.

Service-related transportation 

documents for members

Policy, procedure, forms, and/or tracking system to 

demonstrate members are reimbursed for service-related 

transportation and/or provided other means of transport 

for the period of time and members requested in the 

Monitoring Officer Notes (column F).
11

VISTA - Initial Documents

Document Name Description

Site Orientation and Training Materials 

for Members

Plan, agenda, and/or training materials designed by the 

sponsor and/or subsite to onboard new members. 

Site Supervisor Training Documentation Evidence of training of site supervisors (e.g. training 

agenda, attendance list from training, completion of VISTA 

Sponsor Orientation).

Subsite Agreements/Memorandums of 

Understanding (MOUs)

Executed Agreements/Memorandums of Understanding 

(MOUs) from a selection of active subsites described by the

assigned Monitoring Officer in the Monitoring Officer Notes field 

(column F).

Subsite Monitoring and Oversight 

Policies and Procedures

Any policies and procedures related to the monitoring and 

oversight of VISTA grant/program operations occurring in 

subsites and service locations other than the sponsor's 

main location as applicable.

VISTA Placement Site Report Confirm that the uploaded VISTA Placement Site report 

contains the 1. correct member names and site placement, 

2. correct site names, and 3. correct supervisor names. If 

there are inaccuracies, please describe them in the 

'grantee notes' field. 

VISTA - Supplemental Documents

Document Name Description

Raw/source documentation for selected 

progress report data

Raw/source documentation for the selected performance 

measure(s) identified in the initial document request; the 

raw/source documentation supports the summary data 

submitted in response to the initial document request. 

Source documentation may include volunteer sign-in 

sheets, documents confirming the amount of funds raised, 

survey results, etc., depending on the methods used to 

measure outputs and outcomes.

Outside Employment Forms Completed and approved outside employment forms for 

members identified by the Monitoring Officer in the Notes 

section
12

5. Program Specific: Senior Companion Program (SCP) 

SCP - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to all 

persons (staff and volunteers) with mobility, hearing, 

vision, mental, and cognitive impairments, that may 

include the accessibility self-evaluation. 

ACS Volunteer Roster The ACS Volunteer Roster must include volunteers first and 

last name, enrollment date, DOB/age at enrollment, station 

site, supervisor's name, stipend information, volunteer 

status (active, exited, other) and exited date if applicable. 

The roster should include all volunteers at all service sites 

active during the monitoring assessment period.

Additional Training Materials for 

Volunteers

Agendas, announcements for training opportunities, 

and/or materials related to other member trainings 

throughout their service year. 

Board of Directors and Advisory Council 

List

List of board of directors and advisory council members to 

include members' names, titles (e.g. Board Treasurer), 

phone numbers, and emails. 

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures outlining the process to address 

providing materials and/or support to any staff/volunteers 

who may have limited English proficiency. 

List of social media platforms and 

websites

A list of social media platforms and websites of the 

organizations hosting AmeriCorps members and/or 

AmeriCorps project related social media platforms and 

websites.

News stories or press releases related 

to AmeriCorps project

News stories or press releases related to the AmeriCorps 

project during the assessment period.

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 
13

SCP - Initial Documents

Document Name Description

PPR Data Summary Chart A document showing the high-level summary of the 

outputs and outcomes reported for the in the most recent 

PPR for the performance measure selected by the 

Monitoring Officer. May be an Excel spreadsheet, export 

from a system used to track data, etc. Should be an 

aggregate report that shows a breakdown across 

subrecipients, operating sites, and / or service locations. 

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Site Orientation and Training Materials 

for Volunteers

Plan, agenda, and/or training materials designed by the 

sponsor and/or subsite to onboard new members. 

Station Oversight Policies and 

Procedures

All policies and procedures related to management, 

training, monitoring and oversight of volunteer station 

operations

Subsite Agreements/Memorandums of 

Understanding (MOUs)

Executed Agreements/Memorandums of Understanding 

(MOUs) from a selection of active subsites described by the 

assigned Monitoring Officer in the notes section below (if 

applicable).

Volunteer Management Policies and 

Procedures

All policies related to volunteer management including 

eligibility requirements, recruitment, hiring, accessibility, 

leave, training, supervision including training agenda or 

other training documentation, and timekeeping

SCP - Supplemental Documents

Document Name Description

Eligibility Documents • Documentation of income eligibility for volunteers receiving 

stipends.

• Documentation of volunteers age to include enrollment form 

and official source documentation (e.g. government ID) showing

DOB 

Volunteer Assignment Plans • Description of activities assigned, client served, expected 

outcome, service period etc.

MOUs •Executed MOU's for the selected volunteer stations

•Documentation that verifies the volunteer stations selected are 

either a public or non-profit private organization, or an eligible 

proprietary health care agency.
14

Raw/source documentation for selected 

progress report data

Raw/source documentation for the selected performance 

measures detailed by the assigned Monitoring Officer. This is 

backup documentation for the summary data submitted in the 

initial document request. Examples of source documentation 

include but are not limited to: survey results, attendance logs, 

etc., and is dependent on document type used to measure 

outputs and outcomes.

6. Program Specific: Foster Grandparent Program (FGP) 

FGP - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to persons 

with mobility, hearing, vision, mental, and cognitive 

impairments, that may include the accessibility selfevaluation. 

ACS Volunteer Roster The ACS Volunteer Roster must include volunteers first and 

last name, enrollment date, DOB/age at enrollment, station 

site, supervisor's name, stipend information, volunteer 

status (active, exited, other) and exited date if applicable. 

The roster should include all volunteers at all service sites 

active during the monitoring assessment period.

Additional Training Materials for 

Volunteers

Agendas, announcements for training opportunities, 

and/or materials related to other member trainings 

throughout their service year. 

Board of Directors and Advisory Council 

List

List of board of directors and advisory council members to 

include members' names, titles (e.g. Board Treasurer), 

phone numbers, and emails. 

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures in place that ensure program 

accessibility to persons with Limited English Proficiency.

List of social media platforms and 

websites

A list of social media platforms and websites of the 

organizations hosting AmeriCorps members and/or 

AmeriCorps project related social media platforms and 

websites.

News stories or press releases related 

to AmeriCorps project

News stories or press releases related to the AmeriCorps 

project during the assessment period.
15

FGP - Initial Documents

Document Name Description

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

PPR Data Summary Chart A document showing the high-level summary of the 

outputs and outcomes reported for the in the most recent 

PPR for the performance measure selected by the 

Monitoring Officer. May be an Excel spreadsheet, export 

from a system used to track data, etc. Should be an 

aggregate report that shows a breakdown across 

subrecipients, operating sites, and / or service locations. 

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Site Orientation and Training Materials 

for Volunteers

Plan, agenda, and/or training materials designed by the 

sponsor and/or subsite to onboard new members. 

Station Oversight Policies and 

Procedures

All policies and procedures related to management, 

training, monitoring and oversight of volunteer station 

operations

Subsite Agreements/Memorandums of 

Understanding (MOUs)

Executed Agreements/Memorandums of Understanding 

(MOUs) from a selection of active subsites described by the 

assigned Monitoring Officer in the notes section below (if 

applicable).

Volunteer Management Policies and 

Procedures

All policies related to member management including 

eligibility requirements, recruitment, hiring, accessibility, 

leave, training, supervision including training agenda or 

other training documentation, and timekeeping

FGP - Supplemental Documents

Document Name Description

Eligibility Documents • Documentation of income eligibility for volunteers 

receiving stipends.

• Documentation of volunteers age to include enrollment 

form and official source documentation (e.g. government 

ID) showing DOB 

Volunteer Assignment Plans • Description of activities assigned, client served, expected 

outcome, service period etc.
16

MOUs •Executed MOU's for the selected volunteer stations

•Documentation that verifies the volunteer stations 

selected are either a public or non-profit private 

organization, or an eligible proprietary health care agency.

Raw/source documentation for selected 

progress report data

Raw/source documentation for the selected performance 

measures detailed by the assigned Monitoring Officer. This 

is backup documentation for the summary data submitted 

in the initial document request. Examples of source 

documentation include but are not limited to: survey 

results, attendance logs, etc., and is dependent on 

document type used to measure outputs and outcomes.

7. Program Specific: Retired and Senior Volunteer Program (RSVP) 

RSVP - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to persons 

with mobility, hearing, vision, mental, and cognitive 

impairments, that may include the accessibility selfevaluation. 

ACS Volunteer Roster The ACS Volunteer Roster must include volunteers first and 

last name, enrollment date, DOB/age at enrollment, station 

site, supervisor's name, volunteer status (active, exited, 

other) and exited date if applicable. The roster should 

include all volunteers at all service sites active during the

monitoring assessment period.

Additional Training Materials for 

Volunteers

Agendas, announcements for training opportunities, 

and/or materials related to other member trainings 

throughout their service year. 

Board of Directors and Advisory Council 

List

List of board of directors and advisory council members to 

include members' names, titles (e.g. Board Treasurer), 

phone numbers, and emails. 

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures in place that ensure program 

accessibility to persons with Limited English Proficiency.
17

RSVP - Initial Documents

Document Name Description

List of social media platforms and 

websites

A list of social media platforms and websites of the 

organizations hosting AmeriCorps members and/or 

AmeriCorps project related social media platforms and 

websites.

News stories or press releases related 

to AmeriCorps project

News stories or press releases related to the AmeriCorps 

project during the assessment period.

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

PPR Data Summary Chart A document showing the high-level summary of the 

outputs and outcomes reported for the in the most recent 

PPR for the performance measure selected by the

Monitoring Officer. May be an Excel spreadsheet, export 

from a system used to track data, etc. Should be an 

aggregate report that shows a breakdown across 

subrecipients, operating sites, and / or service locations. 

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Site Orientation and Training Materials 

for Volunteers

Plan, agenda, and/or training materials designed by the 

sponsor and/or subsite to onboard new members. 

Station Oversight Policies and 

Procedures

All policies and procedures related to management, 

training, monitoring and oversight of volunteer station 

operations

Subsite Agreements/Memorandums of 

Understanding (MOUs)

Executed Agreements/Memorandums of Understanding 

(MOUs) from a selection of active subsites described by the 

assigned Monitoring Officer in the notes section below (if 

applicable).

Volunteer Management Policies and 

Procedures

All policies related to volunteer management including 

eligibility requirements, recruitment, hiring, accessibility, 

leave, training, supervision including training agenda or 

other training documentation, and timekeeping
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RSVP - Supplemental Documents

Document Name Description

Eligibility Documents • Documentation of income eligibility for volunteers 

receiving stipends.

• Documentation of volunteers age to include enrollment 

form and official source documentation (e.g. government 

ID) showing DOB 

Volunteer Assignment Plans • Description of activities assigned, client served, expected 

outcome, service period etc.

MOUs •Executed MOU's for the selected volunteer stations

•Documentation that verifies the volunteer stations 

selected are either a public or non-profit private 

organization, or an eligible proprietary health care agency.

Raw/source documentation for selected 

progress report data

Raw/source documentation for the selected performance 

measures detailed by the assigned Monitoring Officer. This 

is backup documentation for the summary data submitted 

in the initial document request. Examples of source 

documentation include but are not limited to: survey 

results, attendance logs, etc., and is dependent on 

document type used to measure outputs and outcomes.

8. Program Specific: Days of Service 

Days of Service - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to all 

persons (staff and volunteers) with mobility, hearing, 

vision, mental, and cognitive impairments, that may 

include the accessibility self-evaluation. 

Filed Grievances and Follow Up from 

the Last Two Years for Prime and 

Service Sites

If there have been any incidents or grievances filed within 

the last two years, documentation submitted may include 

follow up, actions taken, and conclusion to the incident. 

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Information given to volunteers on the 

day of service and/or volunteer training 

materials

Materials given to inform and/or train volunteers on the 

day of service (e.g. pamphlets, brochures, exit surveys)

Limited English Proficiency Policy and 

Procedure

Policies and procedures outlining the process to address 

providing materials and/or support to any staff/volunteers 

who may have limited English proficiency. 
19

Days of Service - Initial Documents

Document Name Description

List of service sites including dates of 

service activities performed under the 

grant

List of service sites under the grant and dates of service 

activities performed at each site for MLK or 9/11 Day of 

Service, as applicable. 

List of social media platforms and 

websites

A list of social media platforms and websites of the 

organizations hosting AmeriCorps members and/or 

AmeriCorps project related social media platforms and 

websites.

List of subrecipients/subawardees with 

individual subaward dollar amounts 

and DUNS numbers

A list of subrecipients and subawards along with award 

amounts and DUNS numbers for the grant number listed.

News stories or press releases related 

to AmeriCorps project

News stories or press releases related to the AmeriCorps 

Day of Service project during the assessment period.

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

Photos from the day of service and/or

link to them

Upload no more than five photos from the day of service, 

including volunteers in action, and/or link to them. 

Raw/source data or documentation for 

required reported data

Raw/source data or documentation showing 1. the number 

of volunteers recruited, trained, and committed to one or 

more future service activities and 2. the number of 

organizations engaged and committed to one or more 

future service activities that honor and reflect MLK or 

September 11th that correspond with your last submitted 

PPR. 

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Request for Proposal (RFP) or other 

process to solicit subaward applications

Policies, procedures, and/or notices used to solicit 

subrecipients/subawards for the MLK and/or September 

11th Day of Service grant. 

Volunteer Recruitment Materials Materials used to recruit Day of Service volunteers (e.g. 

posters, flyers, social media posts).

Prohibited Activities Policy Policy describing all Prohibited Activities applicable to the 

grant program/awards administered by the 

grantee/sponsor organization.
20

Days of Service - Supplemental Documents

Document Name Description

Subrecipient Agreements / Notice of 

Subawards (Executed Documents)

Copies of the executed subrecipient 

agreements/subawards for the following subrecipients 

selected in the notes section below by your Monitoring 

Officer. 

9. New to AmeriCorps 

New to AmeriCorps - Initial Documents

Document Name Description

Accessibility Policy and Procedure Policies and procedures to ensure accessibility to persons 

with mobility, hearing, vision, mental, and cognitive 

impairments, that may include the accessibility selfevaluation. 

ACS Site Roster Report Complete list of service sites included on the grant

ACS Volunteer Roster Complete the template. The ACS Volunteer Roster must 

include volunteers’ first and last name, enrollment date, 

DOB/age at enrollment, service start date, station site, 

supervisor's name, volunteer status (active, exited, other) 

and exited date, if applicable. 

Note: RSVP Volunteers do not receive a stipend so this 

column should show as ‘N/A’ or ‘No’. The roster should 

include all volunteers at all service sites active during the 

monitoring assessment period

Chart of accounts, or other document 

showing expenses are tracked by cost 

type and by project/grant.

A document outlining the accounting codes and cost 

centers used by your organization to identify transactions 

by expense type, and by project/grant. Any account(s) 

related to a grant under monitoring are annotated or 

documented separately for clarity and ease of reference.

Completed Segregation of Duties 

Worksheet

Please complete the linked worksheet and return to 

AmeriCorps.

Evidence of Project Director's 

Completion of VISTA Sponsor 

Orientation (VSO)

*only applies to VISTA sponsors

Documentation showing that the Project Director has 

completed the VISTA Sponsor Orientation (VSO)

(e.g., screenshot of completion, certificate)

Federal cash management policy and 

procedure/drawdown policy and 

procedure

Policies and Procedures related to the drawdown of federal 

funds, including both any overarching policy as well as 

procedural information such as who initiates, approves, 

submits a drawdown, when that happens, etc. 
21

New to AmeriCorps - Initial Documents

Document Name Description

Fiscal Policies/Accounting Handbook Pertinent organizational policies and procedures related to 

internal controls, financial and accounting practices, etc.

Grievance Policy and Procedure Any policy/procedure regarding the filing and adjudication 

of grievances from within or outside of the grantee 

organization

Limited English Proficiency Policy and 

Procedure

Policies and procedures in place that ensure program 

accessibility to persons with Limited English Proficiency.

List of social media platforms and 

website(s)

A list of social media platforms and 

websites of the organization(s) 

hosting AmeriCorps members and volunteers

and/or social media or website that contains information 

on the AmeriCorps project and activities

Member / Volunteer Management and 

Recruitment Policies

All policies related to member management including 

leave, recruitment, hiring, accessibility, training, 

supervision, and timekeeping. 

Member / Volunteer timesheet 

template and/or timekeeping 

documentation

A template timesheet that a member or volunteer utilizes 

to track their AmeriCorps service hours, and/or 

timekeeping documentation that shows how member 

hours and leave are tracked.

Member service agreement template A template for the member or volunteer’s position 

description that outlines expectations for their service 

term. 

Member timekeeping policies Including general member timekeeping requirements and 

procedures, and as applicable, training and fundraising 

limitations (ASN), explanation of what is considered fulltime work schedule for members (VISTA)

Non-Discrimination Policy and 

Documentation of Public Notice

Written organizational policy containing nondiscrimination 

language. Additional examples of public materials and 

postings may be provided or researched, e.g. public 

website, service agreements, etc. 

NSCHC Policies and Procedures Organization's internal NSCHC policy and procedures. 

NSCHC Record Review Form (NRRF) The form provided by OM that the grantee should 

complete by answering all questions about an NSCHC 

record of the grantee’s choosing. 

One Complete NSCHC Record The grantee should select an NSCHC record of a covered 

individual that they consider complete that was active 

during the assessment period (MO to include assessment 

period dates). See components listed on New to 

AmeriCorps Record Review Form.
22

New to AmeriCorps - Initial Documents

Document Name Description

Procurement Policies and Procedures All policies and procedures related to contracting, 

equipment and supply purchases, and any other 

procurement activity

Recruitment and Application Materials Public-facing documentation for grantee staff and/or 

members/volunteers, including job postings and national 

service position descriptions.

Sample Employee Timesheet 

(Completed) and Relevant Notes

A sample of a completed timesheet for an employee in 

your organization who charges time to the grant. In 

addition to regular work time, the completed timesheet 

should demonstrate how leave and/or holiday time are 

recorded.

 

If utilizing an electronic timekeeping system, please 

provide a written description of the electronic timekeeping 

process that your organization implements. What does a 

complete, approved timecard look like (for example, are 

approvals shown via check marks by daily entries, and 

'approved' icon on the timecard, an electronic signature of 

the employee/member and their supervisor, etc.) 

Service Site/Volunteer Station 

agreement/MOU Template

A template document that will be used to formally outline 

the agreement between the grantee and its host sites / 

service sites / stations.

Site Monitoring / Oversight Policies 

(Programmatic and Financial)

All policies and procedures, both programmatic and 

financial, related to overseeing sites (subrecipients, 

operating sites, host sites, service locations, etc.). This may 

include, but is not limited to, oversight and enforcement 

policies, monitoring plans or schedules, and monitoring 

tools and checklists.

Subrecipient Agreement Template or 

Notice of Grant Award

A template document that will be used to formally outline 

the agreement between the grantee and its subrecipients 

(not applicable if there are no subrecipients). 

Supervisor Orientation 

Agenda/Materials

An agenda and/or training materials for training provided 

to site supervisors regarding prohibited activities.
23

New to AmeriCorps - Initial Documents

Document Name Description

Timekeeping policies and procedures, 

explanation of electronic timekeeping 

system (if applicable)

Timekeeping policies and procedures for your 

organizational staff, including the process for how 

employees who charge time to the grant record, validate, 

and receive approval for their time worked.

If utilizing an electronic timekeeping system, please 

provide a written description of the electronic timekeeping 

process that your organization implements. What does a 

complete, approved timecard look like? (for example, are 

approvals shown via check marks by daily entries, and 

'approved' icon on the timecard, an electronic signature of 

the employee/member and their supervisor, etc.) Policies 

and Procedures related to how employees who charge 

time to the grant record, validate, and receive approval for 

their time worked. 

10.National Service Criminal History Check (NSCHC) 

NSCHC - Initial Documents

Document Name Description

List of Individuals Requiring NSCHC Provide a list of all individuals requiring National Service 

Criminal History Checks (NSCHC) under the grant being 

reviewed, who served or worked on the grant at any time 

during the monitoring assessment period. This should 

include: Foster Grandparent Program and Senior 

Companion Program volunteers who received a stipend, 

and staff who received a full or partial salary, directly or 

reflected as match, under a cost reimbursement grant.

For each individual, include their legal first and last name, 

their position/title, and their start and end date (if 

applicable).

Position/title should be "member", "volunteer", or the staff 

title (as it appears on the grant's budget narrative, if 

applicable). Staff or volunteers who have exited prior to 

the monitoring period do not need to be included in this 

list. 

If anyone included on the list has had a break in work or 

service of 180 days or more, list both sets of start and end 

dates.

Note for ASN: ASN grantees need only provide this 

information for staff requiring NSCHC under this grant. The 
24

member roster will be pulled from the Member Portal to 

determine ASN members requiring NSCHC during the 

monitoring assessment period. 

Note for VISTA: VISTA grantees need only provide this 

information for staff requiring NSCHC under this grant. 

VISTA member criminal history checks are not reviewed by 

the Office of Monitoring. And, NSCHC is not required for 

VISTA staff whose salaries are reflected solely on the 

Grantee Share column of the VISTA grant budget and paid 

entirely from non-federal funds. 

NSCHC e-Course Training Certificate At least one AmeriCorps-designated NSCHC e-Course 

training certificate for staff member(s) in the organization 

with some responsibility for NSCHC compliance. Any 

certificate(s) submitted should be dated at least one day 

prior to the date that this request was sent, and at most 

one year (365 days) prior to the date that this request was 

sent. 

NSCHC Policy and Procedures Organization's internal NSCHC policy and procedures. 

Statement on Use of AmeriCorpsApproved Vendors Fieldprint and 

Truescreen

A short-written statement indicating whether or not your 

organization uses the AmeriCorps-approved vendors 

Truescreen and Fieldprint to conduct NSCHC. If your 

organization has ever used these vendors, please clarify if 

this use is regular, for one NSCHC component, only for 

rechecks under the Exemption Period, etc.

NSCHC - Supplemental Documents

Document Name Description

Completed NSCHC Information 

Collection Spreadsheet

Using the Information Collection Spreadsheet, please 

provide the requested information for the selected 

individuals requiring NSCHC during the monitoring 

assessment period.
25

Complete NSCHC Files For individuals listed on the Information Collection 

Spreadsheet, please submit complete files of NSCHCrelated information to include everything that is necessary 

to ascertain compliance. Refer to the next tab in this 

spreadsheet, "Submitting an NSCHC File", for details on 

relevant documents to include depending on the check 

source. Note that for individual's whose checks were 

conducted entirely in Fieldprint and Truescreen, the 

Monitoring Officer will obtain most information directly 

from the vendor system; submission of paper-records is 

only necessary for information not captured in the vendor 

system. 

NSCHC e-Course Training Certificate for 

Sampled Subrecipients, if applicable

At least one AmeriCorps-designated NSCHC e-Course 

training certificate for staff member(s) of the subrecipients 

listed below with some responsibility for NSCHC 

compliance. Any certificate(s) submitted should be dated 

at least one day prior to the date that this request was 

sent, and at most one year (365 days) prior to the date that 

this request was sent. 

[MO list subs]

NSCHC Policy and Procedures for 

Sampled Subrecipients, if applicable

NSCHC policy and procedures for the following 

subrecipients:

[MO list subs]

11.Prohibited Activities 

Prohibited Activities - Initial Documents

Document Name Description

Active Volunteer/Member Roster The Active Volunteer/Member Roster should contain the 

following information: Volunteer/Member name; Service 

site assignment; Service site assignment title; Site 

supervisor; Status (Active, Exited, Other). The roster should 

include all volunteers/members at all service sites active 

during the monitoring assessment period. Please submit 

the roster in Excel, if possible.

List of prime grantee staff on the 

selected grant during the monitoring 

assessment period.

The list must include the following: Staff first and last 

name; Position title; Position status (Active, Resigned, 

Other)
26

Monitoring Documentation Template of and/or completed monitoring activity done by 

the grantee. A completed activity should include 

monitoring results and follow-through of appropriate 

action on identified deficiencies. Include any and all 

applicable completed monitoring tools, final reports, 

follow-up correspondence, and documentation of 

enforcement or corrective action for each activity. 

Monitoring and Oversight Policies and 

Procedures

Any policies and procedures related to the monitoring and 

oversight of grant/program operations occurring at service 

sites.  

Prohibited Activities Policy Policy describing all Prohibited Activities applicable to the 

grant program/awards administered by the 

grantee/sponsor organization.

Training Documentation Any documents related to the training of grantee staff, 

members, or volunteers. This could include written 

procedures, training sign-in sheets, etc. 

Prohibited Activities - Supplemental Documents

Document Name Description

Volunteer/Member Assignment 

Descriptions

For selected volunteers, submit the following: ASN -

Position Description; FGP/RSVP/SCP - Volunteer 

Assignment Plan.