250 E Street SW

Washington, D.C. 20525

202-606-5000 / 800-942-2677

202-606-5000 / 800-942-2677

Days of Service New Grantee Checklist

Use this checklist to ensure the necessary steps are taken to develop a compliant Martin 

Luther King Jr. or September 11th Day of Service project. If you have any questions about the 

tasks or resources below, please reach out to your Portfolio Manager.

Familiarize Yourself with Grant Systems

 eGrants is AmeriCorps’ grants management system. Use eGrants to submit 

applications and amendments, complete required progress and financial reports, and 

access award-related documents. Contact the AmeriCorps Hotline via web form, live 

chat, or by phone (1-800-942-2677) if you encounter a system issue with eGrants.

 Litmos is AmeriCorps’ online learning platform. Use Litmos to complete the 

mandatory National Service Criminal History Check (NSCHC) and Key Concepts in 

Financial Grants Management eCourses, as well as any additional courses that may be 

relevant to your grant. Access the Litmos Getting Started Guide for information on 

setting up an account.

 The Payment Management System (PMS), not operated by AmeriCorps, is the 

online grants payment platform from which grantees receive federal funds. Use PMS 

to draw down award funds. Access the PMS Help Desk, User Guide, and Grant 

Recipient Training schedule for support using PMS.

Familiarize Yourself with Grant Resources

 Review the AmeriCorps General Terms and Conditions and program-specific Days of 

Service Terms and Conditions. 

 Review and bookmark the resources on the Volunteer Generation Fund and Days of 

Service Grantees and Manage Your Grant pages of the AmeriCorps website. Use the 

Volunteer Generation Fund and Days of Service Grantees page to access programspecific resources throughout your grant.

 Review the AmeriCorps Office of Monitoring’s Uniform Monitoring Package (UMP).

Use this resource as a guide as you finalize policies and procedures for your 

organization.

 Access MLK Day resources or 9/11 Day resources to help plan and promote your 

project. 
 2 

250 E Street SW

Washington, D.C. 20525

202-606-5000 / 800-942-2677

202-606-5000 / 800-942-2677

Establish Grant Compliant Personnel Policies and Procedures

 Create policies and procedures to ensure you meet all National Service Criminal 

History Check (NSCHC) requirements. Identify at least one staff member to complete 

the NSCHC eCourse in Litmos annually. Further details on NSCHC compliance can 

be found in the Getting Started with NSCHC Resources guide and Common Findings 

of NSCHC Noncompliance resource. Refer to the NSCHC page and Office of 

Monitoring's NSCHC Recommendations for additional resources and guidance. 

 Create and maintain records of position descriptions for all staff members working on 

grant activities that clearly delineate roles and responsibilities.

 Establish a system for staff timekeeping. Complete the Ensuring Correct and 

Supported Salary Allocations eCourse in Litmos to learn how to develop a

timekeeping system that is grant compliant.

Establish Financial Grants Management Policies and Procedures

 Review financial reporting requirements and develop policies and procedures that 

ensure fiscal compliance. Refer to the General Terms and Conditions and 2 CFR 200

to determine requirements.

 Create a process with your accounting department that regularly allows for review of 

actual against budgeted expenses, including those covered by match funding.

 Create a process for submitting Federal Financial Reports (FFRs). Complete the FFR 

Training for Grantees in Litmos for guidance and review FFR deadlines in the Days of 

Service Terms and Conditions. 

Establish Data Collection and Reporting Procedures

 Create a plan and set of tools for grant-related data collection. Review Sections A.3

and F.4 of the Days of Service Notice of Funding Opportunity to familiarize yourself 

with reporting requirements.

 Create a data reporting system that stores data securely and allows data to be easily 

analyzed for reporting.

 Review annual and final Project Progress Report (PPR) deadlines in the Days of Service 

Terms and Conditions. Instructions for completing PPRs will be posted three to four 

months before each PPR submission deadline on the Volunteer Generation Fund and 

Days of Service Grantees webpage.
 3 

250 E Street SW

Washington, D.C. 20525

202-606-5000 / 800-942-2677

202-606-5000 / 800-942-2677

Familiarize Yourself with Days of Service Pre and Post Event 

Reporting Requirements

 If your organization’s point of contact for your Days of Service program differs from 

the Authorized Representative and Program Director listed in eGrants, share contact 

information for that person by emailing DaysofService@cns.gov. Doing so will ensure 

that this person is included on all communications leading up to Day of Service 

events.

 Create a plan for collecting and sharing pre-event details with AmeriCorps on all Day 

of Service events sponsored by your program on the following timeline:

Grant Type Deadline to Share 

Pre Event Details 

with AmeriCorps

Number of Weeks 

Before Events

MLK Day December 1, 2023 Six

9/11 Day July 31, 2024 Six

Pre-event details to be shared will include:

• Project host organization name

• Project city and state

• Venue address

• Project date and time

• Event contact name, email, and phone number

• Description of event

• Planned number of volunteers

• Any elected officials or other VIPs you plan to invite and/or who will be in 

attendance

• Whether you would like support from AmeriCorps in reaching out to elected 

officials or other VIPs

• Whether any AmeriCorps members or AmeriCorps Seniors volunteers will be 

in attendance

• Plans for publicizing the event, including social media and shareable links

Grantees who wish to receive AmeriCorps support in conducting outreach to elected 

officials for their projects will additionally be asked to share the following information 

for each event: 

• Event goals (such as number of individuals served, number of items 

distributed, etc.)

• On-site event contact name, email, and phone number

• Organizational partners involved

• How elected officials would participate in the event

• Whether media will be present
 4 

250 E Street SW

Washington, D.C. 20525

202-606-5000 / 800-942-2677

202-606-5000 / 800-942-2677

 Create a plan for collecting and sharing post-event details with AmeriCorps on all Day 

of Service events sponsored by your program on the following timeline:

Grant Type Deadline to Share 

Post Event Details 

with AmeriCorps

Number of Weeks 

After Events

MLK Day January 26, 2024 Two

9/11 Day September 24, 2024 Two

Post-event details to be shared will include:

• Any changes or updates to the details shared pre-event, including updates to 

number of volunteers and a list of all elected officials/VIPs in attendance

• Links to any media coverage of the event

• Any additional success stories or powerful anecdotes you would like to share 

from the event