AmeriCorps VISTA Support 

2016 GRANT TERMS AND CONDITIONS 

Effective June 26, 2016 

These Corporation for National & Community Service (CNCS) Grant Terms and Conditions are 

binding on the recipient. By accepting funds under this award, the recipient agrees to comply 

with, and include in all awards and subaward, these program-specific Grant Terms and 

Conditions, the CNCS general grant terms and conditions, all applicable federal statutes, 

regulations and guidelines, and any amendments thereto. The grantee agrees to operate the 

funded program in accordance with the approved grant application and budget, supporting 

documents, and other representations made in support of the approved grant application. The 

term recipient is used to connote either grant recipient or subrecipient, as appropriate, throughout 

these Terms and Conditions. 

TABLE OF CONTENTS 

 AMERICORPS VISTA SUPPORT GRANT TERMS AND CONDITIONS ...........1 

A. Living Allowances ...................................................................................................1 

B. Grant Period ............................................................................................................1 

C. Reporting Requirements .........................................................................................2 

D. Federal Financial Reports (FFRs) ...........................................................................2 

E. Federal Financial Reporting/Disbursements ...........................................................3 

F. Project Progress Report ...........................................................................................3 

G. Recognition of Federal Funding .............................................................................3 

H. Program/Project Manager Authority .......................................................................3 

I. External Evaluation and Data Collection ................................................................4 

J. Program Income ......................................................................................................4 

K. Budget and Programmatic Changes ........................................................................4 

L. Lobby Disclosure ....................................................................................................5 

Attachment 

Grant Program Civil Rights and Non-Harassment Policy ............................................6 

A. Living Allowance 

Living Allowance (also referred to as Subsistence Allowance): the biweekly payments made 

to AmeriCorps VISTA members and AmeriCorps VISTA Summer Associates to cover 

housing, food and other personal expenses during their term of service. Living allowances 

are neither salary, nor wages for work. Living allowances do not correspond with services 

provided by VISTA members or VISTA Summer Associates and are not intended to serve as 

payment for services provided by VISTA members and VISTA Summer Associates. 

B. Grant Period 

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

multiyear project period the Corporation makes an initial award for the first budget period. 

Additional funding for subsequent budget periods is contingent upon satisfactory progress 

and the availability of funds. The project period and the budget are noted on the award 

document. 
2

C. 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 financial report 

and for setting submission deadlines for its respective subrecipients, if applicable, that ensure 

the timely submission of recipient reports. 

1. Financial Reports. The recipient shall complete and submit financial reports in 

eGrants to report the status of all funds. The recipient must submit timely cumulative 

financial reports in accordance with CNCS guidelines and sections E and F, above. 

2. Final Financial Report. A recipient must submit, in lieu of the last semi-annual 

financial report, a final financial report. These reports are due no later than 90 days 

after the end of the project period.

3. Reporting at the Dept. of Health and Human Services/Payment Management 

System. (HHS/PMS) All recipients must submit the Federal Financial Report (FFR) 

Cash Transactions Report on a quarterly basis to the HHS/PMS per the Electronic 

Funds Transfer Agreement. 

 

4. Progress Reports. The recipient shall complete and submit timely progress reports 

to include a summary of accomplishments during the reporting period. This includes 

reporting on the progress to date made by the recipient and subrecipients for that 

reporting period. The report is submitted through the appropriate electronic system. 

Individual program guidance determines the due date for the reports. 

5. Requests for Extensions. Extensions of reporting deadlines will be granted only 

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

determination of CNCS, legitimately beyond the control of the grantee, and 2) CNCS 

receives a written request explaining the need for an extension before the due date of 

the report. 

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

Financial Management Center (FFMC), and extensions of deadlines for progress 

reports may only be granted by the Program Office. 

6. Other. The recipient shall meet as necessary with the CNCS Program Office or with 

other staff or consultants designated by the CNCS Program Official to exchange 

views, ideas, and information concerning the project. The recipient shall submit such 

special reports as may be reasonably requested by CNCS. 

D. Federal Financial Reports (FFRs) 

CNCS Semi-Annual SF-425 Federal Financial Report. Sponsors must complete a semiannual Federal Financial Report (FFR), twice yearly in six month increments from the budget 

start date of the grant to report federal expenditures of funding. 

CNCS Final Federal Financial Report. Sponsors completing the final year of their grants 

must submit, in lieu of the last semi-annual FFR, a final FFR. The final FFR is cumulative 
3

over the performance period of the grant within 90 days after the close of the grant. Final 

FFRs must report expenditure of funds on a cumulative basis over the budget period of the 

grant, and must be submitted through the CNCS eGrants system. 

E. Federal Financial Reporting/Disbursements 

U.S. Department of Health and Human Services Payment Management System SF‐425

Federal Financial Report (Federal Cash Transaction Report or FFR). CNCS issues VISTA

Program grant funds to sponsors through the U.S. Department of Health and Human

Service (HHS) Payment System.   Sponsors receiving grant funds through this system must

submit a Federal Financial Report (FFR) to report AmeriCorps VISTA CNCS federal funding

disbursements and cash on hand, 30 days after each calendar quarter beginning with the

first calendar quarter that contains the start date of the grant.  FFRs must report

disbursement of funds on a cumulative basis over the performance period of the grant and

be submitted through the HHS Payment Management System on the following schedule:

Period Covering:       Report Due No Later Than:

January 1 to March 31     April 30

April 1 to June 30       July 30

July 1 to September 31     November 30

October 1 to December 31    January 30

F. Project Progress Report 

The sponsor shall complete and submit Project Progress Reports via CNCS’ eGrants system

to the CNCS State Program Office. The Project Progress Reports shall report on the progress

toward achievement of project performance targets.  Refer to the Project Progress Report

instructions for current due dates.

G. Recognition of Federal Funding 

When issuing statements, press releases, requests for proposals, bid solicitations, annual 

reports and other documents describing projects or programs funded in whole or in part with 

CNCS money, the grantee receiving federal funds, including but not limited to state and local 

governments, shall clearly state (1) the percentage of the total cost of the program which will 

be financed with CNCS money, and (2) the dollar amount of CNCS funds for the project or 

program. 

H. Program/Project Manager Authority 

The Program/Project Manager for this award is listed on the face page of the Notice of Grant 

Award. The Program/Project Manager has full authority to represent CNCS in connection 

with management of the technical and programmatic performance of the award. They are not 

authorized to change the terms and conditions, estimated costs, or period of performance, or 

to give approvals, written or verbal, specifically reserved for the Grant Officer. 
4

 I. External and Data Collection 

The grantee must cooperate with the Corporation and its evaluators in all monitoring and 

evaluation efforts. As part of this effort, the grantee must collect and submit certain project 

data, as defined in the AmeriCorps VISTA Progress Report Supplement and must provide 

data as requested or needed to support external evaluations. 

J. Program Income

1. General. Income, including fees for service earned as a direct result of the grant-funded 

program activities during the award period, must be retained by the grantee and used to 

finance the grant’s non-CNCS share. 

2. Excess Program Income. Program income earned in excess of the amount needed to 

finance the grantee share must follow the appropriate requirements of 2 CFR § 

200.307(e)(1) and be deducted from total claimed costs, or with prior written approval 

from CNCS, the requirements of 2 CFR § 200.307(e)(2) through a budget amendment 

be used to enhance the program (additive process). Recipients that earn excess income 

must specify the amount of the excess in the comment box on the financial report. 

3. Fees For Service. When using assistance under this grant, the grantee may not enter into 

a contract for or accept fees for service performed by participants when: 

a. The service benefits a for-profit entity; 

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

regulation, or these award terms and conditions. 

K. Budget and Programmatic Changes 

1. Programmatic Changes. The grantee must obtain the prior written approval of CNCS 

before making the following changes: 

a. Changes in the scope, objectives or goals of the project, transfer of the project 

effort, or project timeline whether or not they involve budgetary changes.

b. Entering into subawards or contracts for activities funded by the award, but 

not identified or included in the approved application and grant budget. 

2. Budgetary Changes. The grantee must obtain the prior written approval of CNCS’s Field 

Financial Management Center (FFMC) before deviating from the approved budget in any 

of the following ways: 

a. Specific Costs Requiring Prior Approval Before Incurrence under 2 CFR § 

200.407. Examples of costs requiring prior written approval before they are 

allowed include rearrangement and alteration costs, and pre-award costs. 

b. Purchases of Equipment over $5,000 using grant funds, unless specified in the 

approved application and budget. 

c. Unless the CNCS share of the award is $50,000 or less, changes to cumulative 

and/or aggregate budget line items that amount to 10 per cent or more of the 
5

total budget must be approved in writing in advance by CNCS. The total 

budget includes both the CNCS and recipient shares. Recipients may transfer 

funds among approved direct cost categories when the cumulative amount of 

such transfers does not exceed 10 percent of the total budget. 

3. Approvals of Programmatic and Budget Changes. CNCS’s Grants officers are the only 

officials who have the authority to alter or change the provisions or requirements of the 

grant. Programmatic changes also require final approval of CNCS’s Field Financial 

Management Center (FFMC) after written recommendation for approval is received from 

the Program Office. The Grants Officers will execute written amendments, and 

Recipients should not assume approvals have been granted unless documentation from the 

Grants Office has been received.

L. LOBBY DISCLOSURE 

For grant awards exceeding $100,000, pursuant to 31 U.S.C. 1352, the Grantee is required to 

file a disclosure report, Standard Form LLL, Disclosure of Lobbying Activities, at the end of 

any quarter, when the Grantee has paid or agreed to pay any lobbying entity for influencing 

or attempting to influence an officer or employee of any agency, a Member of Congress, an 

officer or employee of Congress, or an employee of a Member of Congress in connection 

with a covered Federal action. The report must be submitted to the Corporation State 

Program Director. 
6

ATTACHMENTS 

Grant Program Civil Rights and Non-Harassment Policy

The Corporation for National and Community Service (CNCS) has zero tolerance for the 

harassment of any individual or group of individuals for any reason. CNCS is committed to 

treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based 

upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender identity 

or expression, political affiliation, marital or parental status, or military service. All programs 

administered by, or receiving Federal financial assistance from CNCS, must be free from all 

forms of harassment. Whether in CNCS offices or campuses, in other service-related settings such 

as training sessions or service sites, or at service-related social events, such harassment is 

unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and 

including removal or termination of any CNCS employee or volunteer. Recipients of Federal 

financial assistance, be they individuals, organizations, programs and/ or projects are also subject 

to this zero tolerance policy. Where a violation is found, and subject to regulatory procedures, 

appropriate corrective action will be taken, up to and including termination of Federal financial 

assistance from all Federal sources.

Slurs and other verbal or physical conduct relating to an individual’s gender, race, ethnicity, 

religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect 

of interfering with service performance or creating an intimidating, hostile, or offensive service 

environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual 

favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, 

jokes, remarks, or questions; letters, phone calls, or distribution or display of offensive materials; 

offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other 

threatening behavior; or demeaning, debasing or abusive comments or actions that intimidate.

CNCS does not tolerate harassment by anyone including persons of the same or different races, 

sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site 

employee or supervisor; a non-employee (e.g., client); a co-worker or service member.

I expect supervisors and managers of CNCS programs and projects, when made aware of alleged 

harassment by employees, service participants, or other individuals, to immediately take swift and 

appropriate action. CNCS will not tolerate retaliation against a person who raises harassment 

concerns in good faith. Any CNCS employee who violates this policy will be subject to 

discipline, up to and including termination, and any grantee that permits harassment in violation 

of this policy will be subject to a finding of non-compliance and administrative procedures t h a t 

may result in termination of Federal financial assistance from CNCS and all other Federal 

agencies. 

Any person who believes that he or she has been discriminated against in violation of civil rights 

laws, regulations, or this policy, or in retaliation for opposition to discrimination or participation in

discrimination complaint proceedings (e.g., as a complainant or witness) in any CNCS program or 

project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). 

Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence 

may not be accepted in a formal complaint of discrimination. No one can be required to use a 

program, project or sponsor dispute resolution procedure before contacting OCRI. If another 

procedure is used, it does not affect the 45-day time limit. OCRI may be reached at (202) 606-

7503 (voice), (202) 606-3472 (TTY), eo@cns.gov, or through www.nationalservice.gov.

5/1/2014 

Date