Grant and Fiscal Management Terminology

Prime Grantee vs. Sub-Grantee

The New Mexico for Commission for Community Volunteerism (NMCCV) is the prime grantee of CNCS for AmeriCorps State programs in New Mexico State. Your program is therefore referred to as a subgrantee of NMCCV.

Competitive vs. Formula Subgrantees

NMCCV is the prime grantee for two types of AmeriCorps subgrants, Competitive grants and Formula grants. A program’s grant type is determined upon application.

Competitive Subgrantees

Occurring in the fall each year, competitive grants are AmeriCorps program proposals that are put into a pool of applicants from across the country for a national grant review process.

Formula Subgrantees

Occurring in the spring each year, formula grants are AmeriCorps program proposals that are put into a pool of applicants at the state commission level for a decision on funding made by the state’s commissioners.

Cost-Reimbursement vs. Fixed-Amount Subgrantees

Within both Competitive and Formula grants, NMCCV is the prime grantee for two different types of financial grant agreements, Cost-Reimbursement grants and Fixed-Amount grants. A program’s grant agreement is determined at the time of application.

Cost Reimbursement Subgrantees

Recipients of cost-reimbursement grants have a minimum match requirement and must maintain documentation of all grant expenses. Under a cost-reimbursement grant, the grantee can access and retain all funds for legitimate and allowable costs.

Fixed-Amount Subgrantees

Recipients of fixed-amount grants do not have minimum match requirements, are not required to maintain documentation of the match that is raised in support of the AmeriCorps program, and have fewer fiscal reporting requirements than cost-reimbursement grants. While fixed- amount grants do not have a specified minimum match requirement, the amount provided by CNCS does not cover the full cost of operating a program. The maximum cost per MSY for a fixed-amount grant is typically lower than for a cost-reimbursement grant. Under a fixed- amount grant, grantees may receive funds based on the enrollment of members for Education Award Program (EAP) grants or for the enrollment and hours served for stipended full-time and Professional Corps fixed-amount grants.

Reporting

Several program and financial reports are due throughout the grant cycle. Here is more information on the different types.

Periodic Expense Report

Cost-Reimbursement grants only. The Periodic Expense Report (PER) is a detailed line item budget reflecting the grant award budget, the current monthly expenditures, and the total expenditures to date.

Semi-Annual Progress Reports

The Semi-Annual Progress Report occurs near the mid-year point and the end-of-year point based on the Serve Washington prime CNCS grant and not the subgrantee service year. In this case, programs may be at different points in their service year when reporting.

The Semi-Annual Progress Report is considerably larger in both length and content to the Monthly Status report. New programs and/or new staff should review the Semi-Annual Progress Report template to understand what the requirements of the report are and begin to implement necessary data tracking procedures well before the report is due.

The major focus areas of the Semi-Annual Progress Report are:

  • Member Information
  • Demographic Information
  • Performance Measurement Reporting
  • Program Narratives

Federal Financial Report

Cost-Reimbursement grants only. The Federal Financial Report reflects the cumulative actual federal funds, unliquidated obligations incurred, local matching contributions and the unobligated balance of federal funds. The FFR also includes the Other Federal Funds worksheet.

 

Financial Management resources can also be found on the National Service Knowledge Network. Uniform Guidance (aka Omni Circular/Super Circular) resources are also available.