Final Application Instructions AmeriCorps Planning Grants

Date: 
07/19/2022
Document Text Version

FINAL APPLICATION INSTRUCTIONS
2022-2023 IOWA AMERICORPS STATE GRANTS
FINAL APPLICATION INSTRUCTIONS
2022-2023 IOWA AMERICORPS STATE GRANTS- PLANNING
TABLE OF CONTENTS
IMPORTANT NOTICE ........................................................................................................................................... 1
APPLICATION RESOURCES ................................................................................................................................... 3
NEW OR RECOMPETING APPLICANTS .................................................................................................................. 4
ATTACHMENT A: Performance Measures Instructions for Planning Grant Applicants ........................................ 12
“Click Validate Performance Measures” to validate this module prior to submitting your application ................ 13
ATTACHMENT B: Detailed Budget Instructions for Cost Reimbursement Grants ................................................ 14
ATTACHMENT C: Budget Template for Cost Reimbursement Grants .................................................................. 21
ATTACHMENT D: : Budget Checklist ................................................................................................................. 25
ATTACHMENT E: Alternative Match Instructions ................................................................................................ 28
ATTACHMENT F: Rural-Urban Continuum (Beale) Codes and County-Level Economic Data for Alternative Match
Requests 29
ATTACHMENT G: eGrants Indirect Cost Rate (IDCR) User Instructions ............................................................... 31
(Note- Attachments are Worksheets only. All final application information must be uploaded to IowaGrants or
entered in eGrants, as noted in the RFA).
Release Date: 4/18/2022 for PLANNING applications
IMPORTANT NOTICE
These application instructions conform to the Corporation for National and Community Service’s online grant application
system, eGrants and the Volunteer Iowa online system, IowaGrants. All funding announcements by the Corporation for
VOLUNTEER IOWA 2022-2023 AMERICORPS STATE APPLICATION INSTRUCTIONS
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National and Community Service (AMERICORPS) are posted on www.nationalservice.gov and www.grants.gov. AmeriCorps
funding announcements by Volunteer Iowa are posted on www.iowagrants.gov and/or www.volunteeriowa.org.
Public Burden Statement: Public reporting burden for this collection of information is estimated to average 80 hours per
submission, including reviewing instructions, gathering and maintaining the data needed, and completing the form. Comments
on the burden or content of this instrument may be sent to the Corporation for National and Community Service, Attn: Arminda
Pappas, 250 E Street, SW, Suite 300, Washington, DC 20525. AMERICORPS informs people who may respond to this collection
of information that they are not required to respond to the collection of information unless the OMB control number and
expiration date displayed on page one are current and valid. (See 5 CFR 1320.5(b)(2)(i).)
Privacy Act Notice: The Privacy Act of 1974 (5 U.S.C § 552a) requires that the following notice be provided to you: The
information requested on the AmeriCorps Application Instructions is collected pursuant to 42 U.S.C. §§ 12581 - 12585 of the
National and Community Service Act of 1990 as amended, and 42 U.S.C. § 4953 of the Domestic Volunteer Service Act of 1973
as amended. Purposes and Uses - The information requested is collected for the purposes of reviewing grant applications and
granting funding requests. Routine Uses - Routine uses may include disclosure of the information to federal, state, or local
agencies pursuant to lawfully authorized requests. In some programs, the information may also be provided to federal, state,
and local law enforcement agencies to determine the existence of any prior criminal convictions. The information may also be
provided to appropriate federal agencies and Department contractors that have a need to know the information for the
purpose of assisting the Department’s efforts to respond to a suspected or confirmed breach of the security or confidentiality
or information maintained in this system of records, and the information disclosed is relevant and unnecessary for the
assistance. Executive Summaries of all compliant applications received and applications of successful applicants will be
published on the AmeriCorps website as part of ongoing efforts to increase transparency in grantmaking. This is described in
more detail in the Notice of Federal Funding Opportunity. The information will not otherwise be disclosed to entities outside of
AmeriCorps without prior written permission. Effects of Nondisclosure - The information requested is mandatory in order to
receive benefits.
Federal Funding Accountability and Transparency Act: Grant recipients will be required to report at www.FSRS.gov on all
subawards over $25,000 and may be required to report on executive compensation for recipients and subrecipients. Recipients
must have the necessary systems in place to collect and report this information. See 2 C.F.R. Part 170 for more information and
to determine how these requirements apply.
Indirect Cost Rates: AMERICORPS allows applicants to include indirect costs in application budgets. Based on qualifying factors,
applicants have the option of using a federally approved indirect cost rate, a 10% de minimis rate of modified total direct costs,
or may claim certain costs directly as outlined in 2 CFR § 200.413 Direct costs. Applicants who hold a federal negotiated indirect
cost rate must use that rate in lieu of the AmeriCorps 5/10% allocation of administrative costs.
Applicants who hold a state or federal negotiated indirect cost rate or will be using the 10% de minimis rate must enter that
information in the Organization section in eGrants (See Attachment G).
Those applicants who receive state funding from Volunteer Iowa that is awarded to be used as match to the federal AmeriCorps
funds may have a portion of those state funds (up to 10%) retained by Volunteer Iowa for the commission’s administrative
costs. So, while the full amount of these state funds should be reflected in the AmeriCorps budget the program should be
aware of the amount that may be designated to the commission.
Universal Identifier: Applicants must include a Dun and Bradstreet Data Universal Numbering System (DUNS) number and/or a
Unique Entity Identifier (UEI) depending on which field(s) are required in eGrants at the time of submission. Applicants must
obtain their UEI and register their entity through the System for Award Management (SAM.gov). All grant recipients are
required to maintain a valid registration, which must be renewed annually.
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APPLICATION RESOURCES
Please use these application instructions if you are an applicant for Iowa AmeriCorps State funding. If you are a
new or recompeting applicant your New or Recompeting Applicant instructions are listed first, and if you are
submitting a request for continuation funding, please see the Continuation Instructions later in this document.
Use these instructions in conjunction with the Volunteer Iowa Request for Applications (RFA) and its appendices,
the AmeriCorps Regulations, 45 CFR §§ 2520–2550, and the other AMERICORPS supporting materials. The RFA
includes deadlines, eligibility requirements, submission requirements, maximum amount of funding per
Member Service Year (MSY),1 and other information that is specific to the grant competition.
The 2022-2023 Iowa AmeriCorps State RFA and other application materials can be found on the Volunteer Iowa
AmeriCorps State Grants page at AmeriCorps State Grants | Iowa Commission on Volunteer Service
(volunteeriowa.org).
The AmeriCorps regulations include pertinent information (see Table 1, below). The full regulations are available
online at:
https://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR
Table 1: Requirements in the AmeriCorps Regulations
Topics Citation in the AmeriCorps Regulations
Member Service Activities §2520.20 - §2520.55
Prohibited Activities §2520.65
Tutoring Programs §2522.900-2522.950
Matching Funds §2521.35-2521.90
Member Benefits §2522.240-2522.250
Calculating Cost Per Member Service Year (MSY) §2522.485
Performance Measures §2522.500-2522.650
Evaluation §2522.500-2522.540 and §2522.700-2522.740
Selection Criteria and Selection Process §2522.400-2522.475
If there is any inconsistency between the AmeriCorps regulations, the RFA, and the Application Instructions, the
order of precedence is as follows:
1. AmeriCorps regulations 45 CFR §§ 2520–2550 take precedence over the
2. Volunteer Iowa Request for Applications (based on the AMERICORPS Notice of Federal Funding
Opportunity/Notice of Federal Funding Availability), which takes precedence over the
3. Volunteer Iowa Application Instructions (based on the AMERICORPS Application Instructions)
1 One MSY is equivalent to at least 1700 service hours, a full-time AmeriCorps position. The
AMERICORPS/CNCS cost per MSY is determined by dividing the AMERICORPS/CNCS share of budgeted grant
costs by the number of MSYs requested in the application. It does not include childcare or the cost of the education
award.
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NEW OR RECOMPETING APPLICANTS
Submitting Your Final Application in eGrants and IowaGrants
eGrants Final Application
New applicants need to establish an eGrants account by accessing this link:
https://egrants.cns.gov/espan/main/login.jsp and selecting “Don’t have an eGrants account? Create an account.”
Note: Anyone within your organization who will be entering information in the application at any point during
application preparation and submission in the eGrants system must have their own eGrants account.
In eGrants, before Starting Section I you will need to:
• Start a new Grant Application
• Select a Program Area (AmeriCorps)
• Select a NOFA (see the Volunteer Iowa website for a list of the relevant NOFAs for Iowa)
Your final application in eGrants consists of the following components. Make sure to complete each section.
I. Applicant Info
II. Application Info
III. Narratives
IV. Logic Model
V. Performance Measures
VI. Program Information
VII. Documents
VIII. Budget
IX. Funding/Demographics
X. Review
XI. Authorize, and Submit
I. Applicant Info
Information entered in the Applicant Info, Application Info, and Budget sections will populate the SF 424
Facesheet.
• If you are applying for the first time, have only received formula funding in the past, or are a former grantee
(non-formula) whose last AmeriCorps grant was received more than five years ago, select New. (Note:
previous competitive funding history for the same project, even if more than five years ago, may still affect
some application requirements; see the Notice of Funding Opportunity for more details)
• If you are a current planning grantee applying for an implementation grant, select New.
• If you are recompeting (in the final year of a competitive funding cycle and applying for a new grant cycle),
select Continuation/Renewal.
• If you are not a current grantee, but received a competitive AmeriCorps grant for the same project in the past
five years, select Continuation/Renewal .
Enter or update the requested information in the fields that appear. The contact person needs to be the
person who can answer questions about the application. The authorized representative needs to be the
person who will submit and who meets the requirements listed in the RFA. You must include “AmeriCorps”
(for operational grants) or “AmeriCorps Planning” (for planning grants) in the Project Title
II. Application Info
In the Application Info Section enter:
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• Areas affected by your proposed program. Please include the two-letter abbreviation with both letters
capitalized for each state where you plan to operate. Separate each two-letter state abbreviation with a
comma. For city or county information, please follow each one with the two-letter capitalized state
abbreviation.
• Requested project period start and end dates. The length of the project period is specified in the RFA.
• The Application is Subject to Review by State Executive Order 12372 Process: This is pre-filled as “No, this is
not applicable.”
• Indicate Yes or No if you are delinquent on any federal debt. If yes, provide an explanation.
• State Application Identifier: Enter N/A.
III. Narratives
The narrative section of the application is your opportunity to convince reviewers that your project meets the
selection criteria as outlined in the RFA. Below are some general recommendations to help you present your
project in a way the reviewers will find compelling and persuasive.
• Lead from your program strengths and be explicit. Do not make the mistake of trying to stretch your
proposed program description to fit each funding priority and special consideration articulated in the
regulations or the RFA.
• Be clear and succinct. Do not use jargon, boilerplate, rhetoric, or exaggeration. Describe clearly what
you intend to do and how your project responds to the selection criteria.
• Avoid circular reasoning. The problem you describe should not be defined as the lack of the solution
you are proposing.
• Explain how. Avoid simply stating that the criteria will be met. Explicitly describe how the proposed
project will meet the criteria.
• Don’t make assumptions. Even if you have received funding from AMERICORPS in the past, do not
assume your reviewers know anything about you, your proposed program, your partners, or your
beneficiaries. Avoid overuse of acronyms.
• Use an impartial proofreader. Before you submit your application, let someone who is completely
unfamiliar with your project read and critique the project narrative.
• Follow the instructions and discuss each criterion in the order presented in the instructions. Use
headings to differentiate narrative sections by criterion.
In eGrants, you will enter text for
• Executive Summary.
• Rationale and Approach (Program Design).
• Organizational Capability.
• Cost Effectiveness and Budget Adequacy.
Note: The Narratives Section also includes fields for Evaluation Summary or Plan, Clarification Summary,
Amendment Justification, and Continuation Changes. Please enter N/A in these fields. The latter three fields will
be used at a later date to enter information for clarification following review, to request amendments once a
grant is awarded, and to enter changes in the narrative in continuation requests.
Reviewers will assess your application against the selection criteria. To best respond to the criteria listed in the RFA
and Application Instructions, we suggest that you include a brief discussion of each bullet if it pertains to your
application.
A. Executive Summary
Please complete the executive summary per the guidance in the RFA.
B. Selection Criteria
Each application must clearly describe a project that will effectively deploy AmeriCorps members to solve a
significant community problem. Specifics about the selection criteria are published in the RFA.
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1. Program Design (50 percent)
In assessing Rationale and Approach/ Program Design, reviewers will examine the degree to which the
applicant demonstrates how the plans for AmeriCorps members and the proposed intervention are
particularly well-suited to addressing the identified community problem.
2. Organizational Capability (25 percent)
Reviewers will assess the extent to which the applicant demonstrates organizational background and staffing
and structures, including compliance and accountability, to support the proposed program.
3. Cost Effectiveness and Budget Adequacy (25 percent)
In assessing Cost Effectiveness and Budget Adequacy, reviewers will examine the degree to which the budget
is cost effective and appropriate for the program being proposed. Enter N/A in the narrative as the assessment
will be of the budget.
C. Evaluation Summary or Plan
Enter N/A.
D. Amendment Justification
Enter N/A. This field will be used if you are awarded a grant and need to amend it.
E. Clarification Information
Enter N/A. This field will be used to enter information that requires clarification in the post-review period. Please
clearly label new information added during clarification with the date.
F. Continuation Changes
Enter N/A. This field will be used to enter changes in your narratives in your continuation requests.
IV. Logic Model
The logic model is not applicable to planning grants; please leave blank.
V. Performance Measures
The performance measures are not applicable to planning grants, but information must be entered in the
performance measure module in order for the application to be submitted in the eGrants system. Follow the
performance measures instructions in Attachment A.
VI. Program Information
In the Program Information Section, applicants must check the relevant boxes in order to be considered for
AMERICORPS’ assessment of the strategic considerations and Special Initiatives. Most will not apply to planning
grants.
AmeriCorps Funding Priorities
Check any priority area(s) that apply to the proposed planning activities. Do not select those that apply only if a
future operational grant is awarded.
Grant Characteristics
Check any grant characteristics that apply to the proposed planning activities. Do not select those that apply only if
a future operational grant is awarded.
VII. Documents
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In addition to the application submitted in eGrants, you are required to provide other required documents listed in
the RFA (if applicable), and an explanation of federal debt delinquency (if applicable), as part of your application by
submitting these items in IowaGrants. After you have uploaded the documents to IowaGrants via the guidance in
the RFA, change the status in eGrants from the default “Not Sent” to the applicable status: “Sent (i.e. uploaded to
IowaGrants),” “Not Applicable,” or “Already on File at AMERICORPS.”
A. Evaluation
N/A for planning grants.
B. Labor Union Concurrence
N/A for planning grants.
C. Federally-Approved Indirect Cost Agreement
Applicants that include a federally approved indirect cost rate amount in their budget must submit the current
approved indirect cost rate agreement documentation into IowaGrants and enter the current approved indirect
cost rate into eGrants at the same time they submit their application. See Attachment G, eGrants Indirect Cost
Rate User Instructions
D. Other Documents
Provide other required documents listed in the RFA (if applicable) via IowaGrants, as part of your final application.
E. Delinquent on Federal Debt
Any applicant that checks Yes to the question on federal debt delinquency must submit a complete explanation at
the same time they submit their application. This may be uploaded as an “other” document in IowaGrants.
F. Submission Instructions for Other Required Documents and Explanation of Federal Debt Delinquency, as
applicable.
Please submit the required documents in IowaGrants as instructed in the RFA using the naming convention and
other instructions found there. These materials must be submitted by the deadline in the RFA.
VIII. Budget Instructions
Planning grant applicants should use the Detailed Budget Instructions for Cost Reimbursement Grants; noting
that no member costs are allowed for planning grants.
A. Match Requirements
Program requirements, including requirements on match, are located in the AmeriCorps regulations and
summarized below.
Table 2: Match Requirements in the AmeriCorps Regulations
Grant Type Match Requirement
Cost Reimbursement including States and
Territories without Commissions, Indian
Tribes and Planning Grants
Minimum grantee share is 24% of program costs for the first
three years. Overall grantee share of total program costs
increases gradually beginning in Year 4 to 50% by the tenth
year of funding and any year thereafter. *Planning grants
funded out of this competition are expected to have a match
waiver in place.
• Grantees are required to meet an overall matching rate that increases over time. You have the flexibility to
meet the overall match requirements in any of the three budget areas, as long as the minimum match of 24%
for the first three years, and the increasing minimums in years thereafter, are maintained. See 45 CFR §§
2521.35–2521.90 for the specific regulations.
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• If you are applying for the first time, you must match with cash or in-kind contributions at least 24% of the
project’s total Operating Costs (Section I) plus Member Costs (Section II) plus Administrative Costs (Section III).
If you are recompeting, please see 45 CFR §§ 2521.40-2521.95 for the match schedule.
• The acceptable sources of matching funds are federal, state, local, and/or private sector funds in accordance
with applicable AmeriCorps requirements.
• In the “Source of Funds” field that appears at the end of Budget Section III, enter a brief description of the
match. Identify each match source separately. Identify if the match is secured or proposed. Include dollar
amount, the match classification (cash or in-kind), and the source type (Private, State/Local, or Federal) for
your entire match. (The total amount in the Source of Funds field should match the total amount in the
budget narrative exactly.) Define all acronyms the first time they are used. See Attachment E for instructions
for applying for the Alternative Match Schedule.
Note: AMERICORPS legislation permits the use of non-AMERICORPS federal funds as match for the grantee share
of the budget. Please discuss your intention of using federal funds to match an AmeriCorps grant with the other
agency prior to submitting your application. Section 121(e)(5) of the National Community Service Act requires that
grantees that use other federal funds as match for an AmeriCorps grant report the amount and source of these
funds to AMERICORPS. If you use other federal funds as match, you must ensure you can meet the requirements
and purpose of both grants. Grantees that use federal funds as match will be required to report the sources and
amounts on the Federal Financial Report (FFR).
B. Preparing Your Budget
Your proposed budget should be sufficient to allow you to perform the tasks described in your narrative.
Reviewers will consider the information you provide in this section in their assessment of the Cost-Effectiveness
and Budget Adequacy selection criterion.
Follow the appropriate, detailed budget instructions in the Attachments to prepare your budget. We recommend
that you prepare your budget in the same order as indicated in the Budget Worksheets in the Attachments. An
Excel Budget Narrative Worksheet is provided by Volunteer Iowa (Appendix 3) for the purposes of drafting your
budget outside of the eGrants system. We recommend you work on your budget in this tool and enter into
eGrants when finalized.
As you enter your detailed budget information, eGrants will automatically populate a budget summary and budget
narrative report. Prior to submission be sure to review the budget checklist (Attachment D) to ensure your budget
is compliant. In addition, eGrants will perform a limited compliance check to validate the budget. If eGrants finds
any compliance issues you will receive a warning and/or error messages. You must resolve all errors before you
can submit your budget. Note that the system also applies some warnings that relate only to competitive
submission thresholds (such as the competitive cost/MSY limit) but not to formula grantees.
As you prepare your budget:
• All the amounts you request must be defined for a particular purpose. Do not include miscellaneous,
contingency, or other undefined budget amounts.
• Itemize each cost and present the basis for all calculations in the form of an equation.
• Do not include unallowable expenses, e.g., entertainment costs (which include food and beverage costs)
unless they are justified as an essential component of an activity.
• Do not include fractional amounts (cents).
• Note that National Service Criminal History Check (NSCHC) requirements do not apply to planning grantees.
Volunteer Iowa Guidance: Applicants for AmeriCorps State Cost Reimbursement grants must prepare detailed
budgets and meet program matching requirements.
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Programs must comply with all applicable federal laws, regulations, and the requirements of the Uniform
Guidance. Please refer to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (2 CFR Part 200) for allowable, allocable, and reasonable cost information, as well as audit
requirements, including the need to provide audits to the Clearinghouse if expending over $750,000 in federal
funds as required in the OmniCircular. The OMB Uniform Guidance can be found on-line at
https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl.
IX. Funding/Demographics
In the Funding/Demographics Section enter the information requested which could include:
• Other Revenue funds. Enter the amount of funds that your organization uses to run the program that are not
identified on the application budget as AMERICORPS/CNCS share or grantee share (match). Note: Programs
should not enter the total operating budget for their organization unless the entire operating budget supports
the AmeriCorps program. Programs that have additional revenue sources not included in the matching funds
section of the budget should provide the amount of this additional revenue that supports the program. This
amount should not include the AMERICORPS/CNCS or grantee share amounts in the budget. Fixed amount
grantees should enter all non-AMERICORPS/CNCS funds that support the program in this field. All fixed grants
will have other revenue.

Number of Volunteers Generated by AmeriCorps members. Please enter the number of volunteers
participating in one day service projects or ongoing volunteer commitments that the proposed AmeriCorps
members will generate.
X. Operating Sites (for multi-state applicants only)
This section is not applicable to single-state applicants and therefore should not appear for Iowa AmeriCorps State
applicants.
XI. Review, Authorize, and Submit
Applicants must submit common federal government-wide Representations and Certifications through SAM.gov.
Entities creating new registrations in SAM.gov and existing entities completing their annual registration renewals
in SAM.gov are required to review financial assistance representations and certifications before their registration
can be activated. As entities renew and re-register their accounts, the data collected make SAM.gov the federal
repository for the government-wide information.
eGrants requires that you review and verify your entire application before submitting, by completing the following
sections in eGrants:
• Review
• Authorize
• Assurances
• Certifications
• Verify
• Submit
Read the Authorization, Assurances, and Certifications carefully (https://espan.cns.gov/cnsmisc/ECERTS.HTM, and
https://espan.cns.gov/cnsmisc/EASSUR.HTM). The person who authorizes the application must be the applicant’s
Authorized Representative or his/her designee and must have an active eGrants account to sign these documents
electronically. An Authorized Representative is the person in your organization authorized to accept and commit
Volunteer Iowa Guidance: According to current AMERICORPS guidance, programs will be asked to report on
Other Revenue Funds for which they have supporting documentation as part of their program progress
reports. This is currently only required for Fixed-Amount grantees.
Volunteer Iowa Guidance: This is not applicable to planning grants.
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funds on behalf of the organization. A copy of the governing body’s authorization for this official representative to
sign must be on file in the applicant’s office.
Be sure to check your entire application to ensure that there are no errors before submitting it. When you verify
the application eGrants will also generate a list of errors and potential errors if there are sections that need to be
corrected or reviewed prior to submission. If someone else is acting in the role of the applicant’s Authorized
Representative, that person must log into his/her own eGrants account and proceed with Authorize and Submit.
After signing off on the Authorization, Assurances, and Certifications, his/her name will override any previous
signatory that may appear and show on the application as the Authorized Representative.
Note: Anyone within your organization who will be entering information in the application at any point during
application preparation and submission in the eGrants system must have their own eGrants account. Individuals
may establish an eGrants account by accessing this link: https://egrants.cns.gov/espan/main/login.jsp and
selecting “Don’t have an eGrants account? Create an account.”
IowaGrants Final Application
All applicants must create an IowaGrants account if they do not already have one, selecting the “AmeriCorps”
program area. State of Iowa employees or individuals who may have registered for an IowaGrants or Iowa AnA
account for other purposes should contact Volunteer Iowa for technical assistance with registration. More
information about registering with IowaGrants is available at https://www.iowagrants.gov.
Starting a Final -Application in IowaGrants.
On the IowaGrants home page select Grant Opportunities, or after logging in select Funding Opportunities from
your main menu. Click on the AmeriCorps State 2022-2023 funding opportunity.
Click on the button at the top that allows you to Start a New Application (you may need to first login to your
account). Do not select to copy an existing application or you will not have the correct components available to
you. You will first be directed to the General Information component.
When each IowaGrants component has been completed, you will need to click on the “Mark as Complete” option
for that component before the system will allow you to submit the application.
Your final application in IowaGrants consists of the following components. Make sure to complete each section.
I. General Information
II. Minority Impact Statement
III. Final Application Supporting Documentation Attachments
IV. Application Signature (appears after you click “Submit”)
I. General Information
Include “AmeriCorps” (for operational grants) or “AmeriCorps Planning” (for planning grants) in the Project Title.
The project title should match the program name in eGrants. If you are connected to more than one organization
(as is the case for existing AmeriCorps grantees who also had an IowaGrants timekeeping account), be sure to
choose the correct applicant organization. The IowaGrants user who creates the final application will become the
primary grantee contact (the “registered applicant”) in the system. The registered applicant can add additional
contacts from the same organization to allow them access to the final application.
II. Minority Impact Statement
This is a required form for all State of Iowa grants; please complete as directed.
III. Final Application Supporting Documentation Attachments
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The following additional documents are part of the final application in IowaGrants. See the RFA for details on
supporting documentation to be included with the final application, as many of the attachments are relevant for
only certain applicants. On the attachment page, click the name of the required attachment. You can then choose
the file to upload. A description is required by the system in order to accept the file. In order to ensure that state
reviewers see the final version of your application materials from eGrants, you should first submit your eGrants
application and then download copies of the submitted eGrants materials to upload to IowaGrants.
• Copy of submitted eGrants Application
1. Application for Federal Assistance (from eGrants)- REQUIRED
2. Budget Attachment (from eGrants)- REQUIRED
3. Budget Narrative (from eGrants)- REQUIRED
• Additional Documents
1. Diversity Questionnaire – REQUIRED
2. Operational and Financial Management Survey (OFMS) and Supporting Documents – REQUIRED
for new & recompeting COMPETITIVE applicants
3. List of Proposed Project sites or Policy for Selecting Sites- N/A to planning grants
4. Contact Information for Applicant Representative before the Grant Review Committee – N/A to
planning grants
5. Evaluation Briefs, Reports, or Studies in support of preliminary, moderate, or strong
evidence tier claimed - N/A to planning grants
6. Volunteer Iowa State Priority Certification Application(s) - N/A to planning grants
7. Volunteer Iowa Approved Waiver Form(s) - N/A to planning grants
8. DUNS renewal date documentation - for applicants whose page is private
9. Federally Approved Indirect Cost Rate Agreement supporting documentation- if applicable
10. Evaluation Plan from Recompeting Applicants- - N/A to planning grants
11. Evaluation Report from Recompeting Applicants - N/A to planning grants
12. Rural Intermediary Letters of Support - N/A to planning grants
13. Tribal Organization Eligibility Documentation - if applicable
14. Labor Union Concurrence - N/A to planning grants
15. Organizational Chart (submitted at pre-application phase so only required at final application if
updates were made)- REQUIRED, if updated, for new applicants
16. Copy of Most Recent Agency Audit or Financial Review – REQUIRED for new applicants
17. Other Supporting Documents - if applicable, including Federal Debt Delinquency Explanation
IV. Application Signature
Before submitting, the authorized user will need to sign (within the system) and verify understanding of the
Funding Opportunity terms.
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ATTACHMENT A: Performance Measures Instructions for Planning Grant
Applicants (eGrants Performance Measures Section)
eGrants Performance Measures Module Instructions- for Planning Grants
About the Performance Measures Module
In the performance measures module, you will create a performance measure for your planning grant.
Home Page
To start the module, click the “Begin” button on the Home Page.
As you proceed through the module, the Home Page will summarize your work and provide links to edit the parts
of the module you have completed. You may also navigate sections of the module using the tab feature at the top
of each page.
Once you have started the module, clicking “Continue Working” will return you to the tab you were on when you
last closed the module.
To edit the interventions, objectives, MSYs, and slot allocations for your application, click the “Edit
Objectives/MSYs/Slots” button.
After you have created your performance measure, the Home Page will display a chart summarizing your measure.
To edit a performance measure, click the “Edit” button. To delete a measure, click “Delete.” To create a new
performance measure, click the “Add New Performance Measure” button.
Objectives Tab
An expandable list of CNCS focus areas appears on this tab. When you click on a focus area, a list of objectives from
the CNCS strategic plan appears. A list of common interventions appears under each objective.
First click on the “Other Community Priorities” focus area. Then click on the “Other” objective and select the
“Other” intervention.
Choose “Other Community Priorities” as your program’s primary focus area in the drop-down list at the bottom of
the page. Next, select “other” as your primary intervention.
Click the next button to continue.
MSYs/Slots Tab
On this tab, you must enter a numerical value of “1” in all MSY and slot fields in order to submit your application.
Then click the next button to continue.
Performance Measure Tab
To create your performance measure, begin by selecting “other” from the objective drop-down.
Enter the following title: Planning Grant.
Enter NA in the problem statement text box.
Check the box next to the intervention text box. Enter this text in the intervention text field: Plan an AmeriCorps
program.
Click the button next to the output text box. Enter this text in the output text field: Work with grantor staff to
design and conduct planning process as outlined in the application.
Check the box next to the outcome text box. Enter “NA” in the outcome text field.
Enter a numerical value of “1” in the MSYs and slots fields at the bottom left of the page.
Click “next” to proceed to the data collection tab.
Data Collection Tab
On this tab, enter NA in the intervention text box. Then expand each output and outcome. Enter ”1” for all
numerical values required and enter NA in all text boxes. Select “other” as your data collection method for both
the output and the outcome.
After entering data collection information for the output and outcome, click “Mark Complete.” You will return to
the Performance Measure tab. To continue to the next step of the module, click “Next.”
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Summary Tab
The summary tab shows all of the information you have entered in the module.
To print a summary of all performance measures, click “Print PDF for all Performance Measures.”
To print one performance measure, expand the measure and click “Print This Measure.”
Click “Edit Performance Measure” to return to the Performance Measure tab.
Click “Edit Data Collection” to return to the Data Collection tab.
“Click Validate Performance Measures” to validate this module prior to submitting your application
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ATTACHMENT B: Detailed Budget Instructions for Cost Reimbursement Grants
(eGrants Budget Section)
Refer to Volunteer Iowa Budget Tips on Budget Categorization and Budget Development as additional resources.
Section I. Program Operating Costs
Complete Section I, Program Operating Costs, of the Budget Worksheet by entering the “Total Amount,”
“AMERICORPS/CNCS Share,” and “Grantee Share” for Parts A-I, for Year 1 of the grant, as follows:
A. Personnel Expenses
Under “Position/Title Description,” list each staff position separately and provide salary and percentage of effort as
percentage of FTE devoted to this award. Each staff person’s role listed in the budget must be described in the
application narrative and each staff person mentioned in the narrative must be listed in the budget as either
AMERICORPS/CNCS or Grantee share. Because the purpose of this grant is to enable and stimulate volunteer
community service, do not include the value of direct community service performed by volunteers. However, you
may include the value of volunteer services contributed to the organization for organizational functions such as
accounting, audit work, or training of staff and AmeriCorps members.
B. Personnel Fringe Benefits
Under “Purpose/Description,” identify the types of fringe benefits to be covered and the costs of benefit(s) for
each staff position. Allowable fringe benefits typically include FICA, Worker’s Compensation, Retirement, SUTA,
Health and Life Insurance, IRA, and 401K. You may provide a calculation for total benefits as a percentage of the
salaries to which they apply or list each benefit as a separate item. If a fringe benefit amount is over 30%, please
list covered items separately and justify the high cost. Holidays, leave, and other similar vacation benefits are not
included in the fringe benefit rates, but are absorbed into the personnel expenses (salary) budget line item.
C. 1. Staff Travel
Describe the purpose for which program staff will travel. Provide a calculation that includes itemized costs for
airfare, transportation, lodging, per diem, and other travel-related expenses multiplied by the number of
trips/staff. Where applicable, identify the current standard reimbursement rate(s) of the organization for mileage,
daily per diem, and similar supporting information. Reimbursement should not exceed the federal mileage rate
unless a result of applicant policy and justified in the budget narrative. Only domestic travel is allowable.
Volunteer Iowa guidance: Because this section is for sponsor organization personnel, only include
individuals who are employed by the applicant organization. Host site supervisors or staff who are
employed by partner agencies assisting with the grant should be listed in the contractual and consultant
services section (F).
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C. 2. Member Travel (not applicable for planning grants)
Describe the purpose for which members will travel. Provide a calculation that includes itemized costs for airfare,
transportation, lodging, per diem, and other related expenses for members to travel outside their service location
or between sites. Costs associated with local travel, such as bus passes to local sites, mileage reimbursement for
use of car, etc., should be included in this budget category. Where applicable, identify the current standard
reimbursement rate(s) of the organization for mileage, daily per diem, and similar supporting information.
D. Equipment (not applicable for planning grants)
Equipment is defined as tangible, non-expendable personal property having a useful life of more than one year
AND an acquisition cost of $5,000 or more per unit (including accessories, attachments, and modifications). Any
items that do not meet this definition should be entered in E. Supplies below. Purchases of equipment are limited
to 10% of the total AMERICORPS/CNCS funds requested. If applicable, show the unit cost and number of units you
are requesting. Provide a brief justification for the purchase of the equipment under Item/Purpose.
E. Supplies
AmeriCorps members must wear an AmeriCorps logo on a daily basis – preferably clothing with the AmeriCorps
logo. The item with the AmeriCorps logo is a required budget expense. Please include the cost of the item with the
AmeriCorps logo in your budget or explain how your program will be providing the item to AmeriCorps members
without using grant funds. Grantees may add the AmeriCorps logo to their own local program uniform items using
federal funds. Please note that your program will be using the AmeriCorps logo in the budget description.
Volunteer Iowa Requirements: Volunteer Iowa requires applicants to budget a minimum of $1000 for
program travel expenses to attend Volunteer Iowa-sponsored or endorsed training events. Over the
course of the program year, organizations will be expected to send at least one staff member to the
following trainings: Volunteer Iowa new Program Director training (for new programs/new staff only, in
Iowa in advance of the new program year), Volunteer Iowa program launch training (in Iowa in the first
few months of the program year), a regional National Service Training Conference (in the spring/summer
with most to attend in the North Central region), and typically to a mid-year Innovation Exchange-
Volunteer Iowa Program training (in Iowa). Other trainings may be offered or required throughout the
program year, based on AMERICORPS monitoring and feedback. For easy identification, each line item
pertaining to required state travel should be a separate line item in the application budget, labeled as
“Volunteer Iowa required training- specific training name.” Please itemize the costs.
For example, for two staff members will attend the Annual AmeriCorps Program Launch in Des Moines:
Volunteer Iowa required training- Annual AmeriCorps Program Launch= 200 miles round trip @
$0.535/mile + 2 staff X (1 day) $100 lodging + (2 days) $35 per diem = $447
The line item for AMERICORPS/CNCS-sponsored trainings is intended primarily for staff of National Direct
programs to attend the AmeriCorps Symposium and does NOT apply to Iowa programs. In some years
AMERICORPS has offered other trainings open to state-level programs; if that is to occur in 2022-2023
programs may request to use funds budgeted in this section to attend those trainings.
Finally, in recent years travel costs have been low due to the prevalence of virtual trainings. Volunteer
Iowa hopes to resume in-person trainings soon but should the full travel budget not be needed for
Volunteer Iowa-sponsored trainings, Volunteer Iowa also endorses the use of these funds for expenses
related to participation in the Iowa AmeriCorps Program Council that is in the process of being launched
(see more in the Staff Training and Member Training sections).
Volunteer Iowa Guidance: Volunteer Iowa suggests programs budget for member travel to potential inperson
trainings including those that may be offered by the planned Program Council.
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Include the amount of funds to purchase consumable supplies and materials, including member service gear and
equipment that does not fit the definition above. You must individually list any single item costing $1,000 or more.
Except for safety equipment, grantees may only charge the cost of member service gear to the federal share if it
includes the AmeriCorps logo. All safety gear may be charged to the federal share, regardless of whether it
includes the AmeriCorps logo. All other service gear must be purchased with non-AMERICORPS funds.
F. Contractual and Consultant Services
Include costs for consultants related to the project’s operations, except training or evaluation consultants, who will
be listed in Sections G. and H., below. There is not a maximum daily rate.
G. 1. Staff Training
Include the costs associated with training staff on project requirements and training to enhance the skills staff
need for effective project implementation, i.e., project or financial management, team building, etc. If using a
consultant(s) for training, indicate the estimated daily rate. There is not a maximum daily rate.
G. 2. Member Training (not applicable for planning grants)
Include the costs associated with member training to support them in carrying out their service activities. You may
also use this section to request funds to support training in Life after AmeriCorps. If using a consultant(s) for
training, indicate the estimated daily rate. There is not a maximum daily rate.
H. Evaluation
Include costs for project evaluation activities, including additional staff time or subcontracts, use of evaluation
consultants, purchase of instrumentation, and other costs specifically for this activity not budgeted in Section A
Personnel Expenses. This cost does not include the daily/weekly gathering of data to assess progress toward
meeting performance measures, but is a larger assessment of the impact your project is having on the community,
as well as an assessment of the overall systems and project design. Indicate daily rates of consultants, where
applicable.
I. Other Program Operating Costs
Allowable costs in this budget category should include when applicable:
• Criminal history background checks for all members and for all employees or other individuals who receive a
salary, education award, living allowance, or stipend or similar payment from the grant (federal or non-federal
share). Please include the cost of the NSOPW, state check, and/or FBI check for criminal history checks for all
covered positions. If funds are not budgeted, an explanation for how the costs will be covered must be noted
in the budget.
Volunteer Iowa Guidance: Programs are reminded that a Program Council is being developed to provide
networking and professional development opportunities to program staff. The Council may also work to
offer cross-program member trainings (such as the joint Life After AmeriCorps training that has been offered
in recent years). Programs wishing to participate in the council are suggested to budget $400 for council
membership. See below for suggested budgeting for joint member training.
Volunteer Iowa Guidance: All members must receive an orientation to the program and Life After
AmeriCorps training. Volunteer Iowa encourages programs to invest in additional member training and
professional development. Programs are reminded that a Program Council is being developed to provide
networking and professional development opportunities to program staff. The Council may also work to
offer cross-program member trainings (such as the joint Life After AmeriCorps training that has been offered
in recent years). Programs wishing to send members to an in-person joint council-led training are suggested
to budget $50 per member, plus mileage in the Member Travel section above.
Volunteer Iowa Guidance: Programs should note the AMERICORPS evaluation requirements listed in the
Volunteer Iowa RFA, including the requirement for recompeting grantees receiving $500,000 or more in
AMERICORPS funding to conduct an independent impact evaluation, and prepare their budget accordingly.
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• Office space rental for projects operating without an approved indirect cost rate agreement that covers office
space. If space is budgeted and it is shared with other projects or activities, the costs must be equitably prorated
and allocated between the activities or projects.
• Utilities, telephone, internet and similar expenses that are specifically used for AmeriCorps members and
AmeriCorps project staff, and are not part of the organization’s indirect cost allocation pool. If such expenses
are budgeted and shared with other projects or activities, the costs must be equitably pro-rated and allocated
between the activities or projects.
• Recognition costs for members. List each item and provide a justification in the budget narrative. Gifts and/or
food in an entertainment/event setting are not allowable costs.
Section II. Member Costs (not applicable for planning grants)
Member Costs are identified as “Living Allowance” and “Member Support Costs.” Your required match can be
federal, state, local, or private sector funds.
A. Living Allowance
The narrative should clearly identify the number of members you are supporting by category (i.e., full-time, halftime,
reduced-half-time, quarter-time, minimum-time, abbreviated-time) and the amount of living allowance they
will receive, allocating appropriate portions between the AMERICORPS share (CNCS Share) and grantee share
(match).
The minimum and maximum living allowance amounts are provided in the RFA.
In eGrants, enter the total number of members you are requesting in each category. Enter the average amount of
the living allowance for each type of member. In addition, enter the number of members for which you are not
requesting funds for a living allowance, but for which you are requesting education awards.
B. Member Support Costs
Consistent with the laws of the states where your members serve, you must provide members with the benefits
described below.
• FICA. Unless exempted by the IRS, all projects must pay FICA for any member receiving a living allowance,
even when AMERICORPS does not supply the living allowance. If exempted, please note in the narrative. In the
Volunteer Iowa Requirements/Guidance:
• State Member Management System Costs: Effective member management and timekeeping is
critical for the success of any AmeriCorps State program. Applicants are required to budget
$18/member for costs of participation in the state’s member management and timekeeping
systems. This is a required budget item and should be labeled as a separate line item entitled,
“State Member Management System Costs”. Applicants who wish to use another member
management and timekeeping system may be allowed to do so, with Volunteer Iowa approval and
at additional cost to account for increased Volunteer Iowa staff time required to conduct required
monitoring in a separate system.
• State Support & Monitoring Fee: Volunteer Iowa will charge programs an administrative fee of 2%
of budgeted Section I & II expenses (rather than retain 2% of funding via Section III.
Administrative/Indirect Costs Costs). To determine the State Support & Monitoring fee amount to
include in your budget: (a) Complete all other components of Sections I & II of the budget; (b)
multiply the sum of the AMERICORPS/CNCS funding shares of Sections I and II by 0.02 (2%); (c)
enter the State Support & Monitoring fee as a separate line item. This should be done before
calculating Section III costs, so that Section III amounts are based on the full Section I & II total.
• Programs may be charged a fee for new staff to participate in the Volunteer Iowa AmeriCorps
mentoring program and/or for members to participate in statewide trainings/events.
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first column next to FICA, indicate the number of members who will receive FICA. Calculate the FICA at 7.65%
of the total amount of the living allowance.
• Health Care. You must offer or make available health care benefits to full-time members in accordance with
AmeriCorps requirements. Except as stated below, you may not pay health care benefits to less-than-full-time
members with AMERICORPS funds. You may choose to provide health care benefits to less-than-full-time
members from other sources (i.e., non-federal) but the cost cannot be included in the budget. Less-than-fulltime
members who are serving in a full-time capacity for a sustained period of time (such as a full-time
summer project) are eligible for health care benefits. If you budget health insurance for less-than-full-time
members serving in a full-time capacity, indicate this in the budget narrative. In your budget narrative,
indicate the number of members who will receive health care benefits. AMERICORPS will not pay for
dependent coverage. If health care is not budgeted for all full-time members, please confirm all full-time
members will have access to coverage.
• Worker’s Compensation. Iowa requires worker’s compensation for AmeriCorps members (applicants should
indicate if they are self-insured for this purpose), except Education Award Only programs (EAPs). However,
though EAPs are not required to pay worker’s compensation, they must obtain Occupational, Accidental,
Death and Dismemberment coverage for members to cover in-service injury or accidents.
• Unemployment Insurance and Other Member Support Costs. Include any other required member support
costs here. Programs are responsible for determining the requirements of state law by consulting State
Commissions, legal counsel, or the applicable state agencies.
Section III. Administrative/Indirect Costs
Definitions
Administrative costs are general or centralized expenses of the overall administration of an organization that
receives AMERICORPS funds and do not include particular project costs. These costs may include administrative
staff positions. For organizations that have an established indirect cost rate for federal awards, administrative
costs mean those costs that are included in the organization’s indirect cost rate agreement. Such costs are
generally identified with the organization’s overall operation and are further described in Office of Management
and Budget Uniform Guidance.
Options for Calculating Administrative/Indirect Costs (choose either A, B, OR C)
Applicants choose one of three methods to calculate allowable administrative costs – an AMERICORPS/CNCS-fixed
percentage rate method, a federally approved indirect cost rate method, or a de minimis method. Regardless of
the option chosen, the AMERICORPS share of administrative costs is limited to 5% of the total AMERICORPS funds
actually expended under this grant. Do not create additional lines in this category.
A. AMERICORPS/CNCS-Fixed Percentage Method
Five/Ten Percent Fixed Administrative Costs Option
The AMERICORPS/CNCS-fixed percentage rate method allows you to charge administrative costs up to a cap
without a federally approved indirect cost rate and without documentation supporting the allocation. If you
choose the AMERICORPS/CNCS-fixed percentage rate method (Section IIIA in eGrants), you may charge, for
administrative costs, a fixed 5% of the total of the AMERICORPSCNCS funds expended. In order to charge this fixed
5%, the grantee match for administrative costs may not exceed 10% of all direct cost expenditures.
Volunteer Iowa Guidance: In Iowa, you may NOT charge the cost of unemployment insurance taxes to the
grant as members are not considered eligible for state unemployment benefits. Programs should consider
any additional, optional member benefits they wish to provide including mental health care through
member assistance programs (such as https://www.statecommissions.org/americorps-memberassistance-
program), housing, or other in-kind assistance being offered to members. This may be included
here or in the Other Program Operating Costs section of the budget, as appropriate.
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1. To determine the maximum AMERICORPS/CNCS share for Section III: Multiply the sum of the
AMERICORPS/CNCS funding shares of Sections I and II by 0.0526. This is the maximum amount you can request as
Corporation share. The factor 0.0526 is used to calculate the 5% maximum amount of federal funds that may be
budgeted for administrative (indirect) costs, rather than 0.0500, as a way to mathematically compensate for
determining Section III costs when the total budget (Sections I + II + III) is not yet established. Enter this amount as
the AMERICORPS/CNCS share for Section III A.
2. To determine the Grantee share for Section III: Multiply the total (both AMERICORPS/CNCS and grantee share)
of Sections I and II by 10% (0.10) and enter this amount as the grantee share for Section III A.
3. Enter the sum of the AMERICORPS/CNCS and grantee shares under Total Amount.
The Volunteer Iowa commission will not retain any share of the 5% of federal funds available to programs for
administrative costs.
B. Federally Approved Indirect Cost Rate
If you have a federally approved indirect cost rate, this method must be used and the rate will constitute
documentation of your administrative costs, not to exceed the 5% maximum federal share payable by
AMERICORPS. Specify the Cost Type for which your organization has current documentation on file, i.e.,
Provisional, Predetermined, Fixed, or Final indirect cost rate. Supply your approved IDC rate (percentage) and the
base upon which this rate is calculated (direct salaries, salaries and fringe benefits, etc.). AMERICORPS does not
restrict the overall indirect cost rate claimed. It is at your discretion whether or not to claim your entire IDC rate to
calculate administrative costs. If you choose to claim a lower rate, please include this rate in the Rate Claimed field.
1. Determine the base amount of direct costs to which you will apply the IDC rate, including both the
AMERICORPS/CNCS and Grantee shares, as prescribed by your established rate agreement (i.e., based on salaries
and benefits, total direct costs, or other). Then multiply the appropriate direct costs by the rate being claimed. This
will determine the total amount of indirect costs allowable under the grant.
2. To determine the AMERICORPS share: Multiply the sum of the AMERICORPS/CNCS funding share in Sections I
and II by 0.0526. This is the maximum amount you can claim as the AMERICORPS/CNCS share of indirect costs.
The Volunteer Iowa commission will not retain any share of the 5% of federal funds available to programs for
administrative costs.
3. To determine the Grantee share: Subtract the amount calculated in step 2 (the AMERICORPS/CNCS
administrative share) from the amount calculated in step 1 (the Indirect Cost total). This is the amount the
applicant can claim as grantee share for administrative costs.
C. De Minimis Rate of 10% of Modified Total Direct Costs
Organizations who have never, at any point in time, held a federally negotiated indirect cost rate (except for those
non-Federal entities described in Appendix VII to Part 200—States and Local Government and Indian Tribe Indirect
Cost Proposals, paragraph (d)(1)(B)) and who receive less than $35 million in direct federal funding, may
indefinitely use a de minimis rate of 10% of modified total direct costs (MTDC). Additional information regarding
what is included in MTDC and use of this option can be found at 2 CFR 200.414(f) and 200.68. If this option is
elected, it must be used consistently across all federal awards.
Source of Funds
In the “Source of Funds” field that appears at the end of Budget Section III, enter a brief description of the match.
Identify each match source separately. Identify if the match is secured or proposed by labeling it as such in the
narrative. Include dollar amount, the match classification (cash or in-kind), and the source type (Private,
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State/Local, or Federal) for your entire match. Define all acronyms the first time they are used. The total amount
of Source of Match should equal the Grantee Share amount in the budget narrative exactly.
Note: the value of the Segal Education Awards that members earn for their service is not identified in the budget.
Also, the childcare reimbursement provided to eligible members is not included in the budget.
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ATTACHMENT C: Budget Template for Cost Reimbursement Grants
(eGrants Budget Section)
See IowaGrants for an editable Excel Budget Worksheet (Appendix 3).
Section I. Program Operating Costs
A. Personnel Expenses
Position/Title/Description Qty Annual Salary % Time Total Amount CNCS Share Grantee Share
Totals
B. Personnel Fringe Benefits
Purpose/Description Calculation Total Amount CNCS Share Grantee Share
Totals
C.1. Staff Travel
Purpose Calculation Total Amount CNCS Share Grantee Share
Totals
C. 2. Member Travel
Purpose Calculation Total Amount CNCS Share Grantee Share
Totals
D. Equipment
Item/ Purpose/Justification Qty Unit Cost Total Amount CNCS Share Grantee Share
Totals
E. Supplies
Purpose Calculation Total Amount CNCS Share Grantee Share
Totals
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F. Contractual and Consultant Services
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
G.1. Staff Training
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
G.2. Member Training
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
H. Evaluation
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
I. Other Program Operating Costs
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
Subtotal Section I:
Total Amount
CNCS Share
Grantee Share
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Section II. Member Costs
A. Living Allowance
Item
#
Mbrs
Allowance
Rate
# w/o
Allowan
ce
Total Amount CNCS Share Grantee Share
Full Time (1700 hrs)
Three quarter-time (1200
hrs)
Half Time (900 hrs)
Reduced Half Time (675
hrs)
Quarter Time (450 hrs)
Minimum Time (300 hrs)
Abbreviated-Time (100 hrs)
Totals
B. Member Support Costs
Purpose Calculation
Daily
Rate
Total Amount
CNCS Share
Grantee Share
Totals
Subtotal Section II:
Total Amount
CNCS Share
Grantee Share
Subtotal Sections I + II:
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Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Purpose
Calculation
Total Amount
CNCS Share
Grantee Share
Totals
B. Federally Approved Indirect Cost Rate or De Minimis Rate of 10% of Modified Total Direct Costs
Cost
Type
Cost
Basis
Calculation
Rate
Rate Claimed
Total Amount
CNCS Share
Grantee Share
Total Sections I + II + III:
Total Amount
CNCS Share
Grantee Share
Budget Total: Validate this budget
Required Match Percentages:
Total Amount
CNCS Share
Grantee Share
Source of Funds
Match Description (Note
whether Secured or
Proposed)
Amount Match Classification (Cash
or In Kind)
Match Source (Federal,
State/Local, Private)
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ATTACHMENT D: Budget Checklist
Below is a checklist to help you make certain that you submit an accurate budget narrative that
meets AmeriCorps requirements. Note: This checklist does not apply to Fixed-amount grants.
In Compliance? Section I. Program Operating Costs
Yes __ No __ Costs charged under the Personnel line item directly relate to the operation of the AmeriCorps
project? Examples include costs for staff that recruit, train, place, or supervise members as well as
manage the project.
Yes __ No __ Staff indirectly involved in the management or operation of the applicant organization is funded
through the administrative cost section (Section III.) of the budget? Examples of administrative
costs include central management and support functions.
Yes __ No __ Staff fundraising expenses are not charged to the grant? You may not charge AmeriCorps staff
members’ time and related expenses for fundraising to the federal or grantee share of the grant.
Expenses incurred to raise funds must be paid out of the funds raised. Development officers and
fundraising staff are not allowable expenses. (Volunteer Iowa note- if the program director is
budgeted 100% to the grant, that individual cannot write the AmeriCorps grant).
Yes __ No __ The types of fringe benefits to be covered and the costs of benefit(s) for each staff position are
described? Allowable fringe benefits typically include FICA, Worker’s Compensation, Retirement,
SUTA, Health and Life Insurance, IRA, and 401K. You may provide a calculation for total benefits as
a percentage of the salaries to which they apply or list each benefit as a separate item. If the fringe
amount is over 30%, are the benefits listed separately?
Yes __ No __ Holidays, leave, and other similar vacation benefits are not included in the fringe benefit rates but
are absorbed into the personnel expenses (salary) budget line item?
Yes __ No __ The purpose for all staff and member travel is clearly identified?
Yes __ No __ You have budgeted funds (minimum $1000) for staff travel to required Volunteer Iowa trainings in
the budget narrative under Staff Travel?
Yes __ No __ Funds for the purchase of equipment (does not include general use office equipment) are limited
to 10% of the total grant amount?
Yes __ No __ All single equipment items over $5000 per unit are specifically listed?
Yes __ No __ Justification/explanation of equipment items is included in the budget narrative?
Yes __ No __ All single supply items over $1000 per unit are specifically listed and explained in the budget
narrative?
Yes __ No __ Cost of items with the AmeriCorps logo that will be worn daily is included for all AmeriCorps
members? Or if not, there is an explanation of how the program will be providing the AmeriCorps
logo item to AmeriCorps members using funds other than AMERICORPS grant funds.
Yes __ No __ You only charged to the federal share of the budget member service gear that includes the
AmeriCorps logo and noted that the gear will have the AmeriCorps logo, with the exception of
safety equipment?
Yes __ No __ Does the budget reflect adequate budgeted costs for project evaluation?
Yes __ No __ Have you budgeted the cost of the NSOPW, FBI, and state check for criminal history checks of each
member and grant-funded staff that are in covered positions per 45 CFR 2522.205? If not, have
you provided an explanation of how the costs will be covered?
Yes __ No __ Are all items in the budget narrative itemized and the purpose of the funds justified?
Volunteer Iowa Guidance
Yes __ No __ Funds to pay relocation expenses of AmeriCorps members are not in the federal share of the
budget?
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Yes __ No __ Have you budgeted $18/member for required Volunteer Iowa State Member Management
System?
Yes __ No __ Have you accurately budgeted the State Support & Monitoring 2% administrative fee?
Yes __ No __ Partner staff who are not employed by the grantee are not listed in the personnel section (they
may be under the contractual/consultant, training, or other section as appropriate).
In Compliance? Section II. Member Costs
Yes __ No __ Are the living allowance amounts correct? Full-time AmeriCorps members must receive at least the
minimum living allowance ($16,502 for 2022-2023).
Note: Programs in existence prior to September 21, 1993 may offer a lower living allowance than
the minimum. If such a program chooses to offer a living allowance, it is exempt from the
minimum requirement, but not from the maximum requirement.
Yes __ No __ Living allowances are not paid on an hourly basis? They may be calculated using service hours and
program length to derive a weekly or biweekly distribution amount. Divide the distribution in equal
increments that are not based on the specified number of hours served.
Yes __ No __ Is FICA calculated correctly? You must pay FICA for any member receiving a living allowance.
Unless exempted by the IRS, calculate FICA at 7.65% of the total amount of the living allowance. If
exempted from paying FICA, is the exemption noted in the budget narrative?
Yes __ No __ Is the Worker’s Compensation calculation correct? Iowa requires worker’s compensation for
AmeriCorps members except for those in EAPs. EAPs, though not required to pay worker’s
compensation, will provide similar coverage for members’ on-the-job injuries through their own
existing coverage or a new policy purchased in accordance with normal procedures (i.e., death and
dismemberment coverage).
Yes __ No __ Health care is provided for full-time AmeriCorps members only (unless part-time serving in a fulltime
capacity)? If your project chooses to provide health care to other half-time members, you
may not use federal funds to help pay for any portion of the cost. Projects must provide health
care coverage to all full-time members who do not have adequate health care coverage at the time
of enrollment or who lose coverage due to participation in the project. In addition, projects must
provide coverage if a full-time member loses coverage during the term of service through no
deliberate act of his/her own.
Yes __ No __ Unemployment insurance is not included in the budget (not allowed in Iowa).
In Compliance? Section III. Administrative/Indirect Costs
Yes __ No __ Applicant does not have a current federally approved indirect cost rate and has chosen to use
the AMERICORPS-fixed percentage method and the maximum federal share of administrative
costs does not exceed 5% of the total federal funds budgeted? To determine the federal
administrative share, multiply all other budgeted federal funds by .0526.
Yes __ No __ AND- Applicant has chosen to use AMERICORPS fixed percentage method and the maximum
grantee share is at 10% or less of total budgeted funds?
Yes __ No __ OR-Applicant has a current approved indirect cost rate – The maximum grantee share does not
exceed the federally approved rate, less the 5% AMERICORPS/CNCS share?
Yes __ No __ AND- Applicant has a current approved indirect cost rate-the type of rate, the IDC rate
percentage, the rate claimed and the base to which the rate is applied has been specified?
Yes __ No __ AND- A copy of the current approved indirect cost rate agreement has been submitted to
Volunteer Iowa via IowaGrants.
Yes __ No __ OR- Applicant has never had a federally approved indirect cost rate and is choosing to use a de
minimis rate of 10% of modified total direct costs?
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In Compliance? SAM Registry
Yes __ No __ Your organization has an active and current SAM registration. If registration expires prior to 9/30,
organization must renew in advance.
Yes __ No __ Your legal organization is not on the Excluded Parties List.
Yes __ No __ Your authorized representative is not on the Excluded Parties List.
In Compliance? AMERICORPS Budget Thresholds
Yes __ No __ If an applicant is requesting >$500,000 in federal funding, are they aware of the corresponding
evaluation requirements once they are recompeting?
Yes __ No __ If an applicant is requesting >$750,000 in federal funding, are they aware of the audit
requirement?
In Compliance? Match
Yes __ No __ Is the overall match being met at the required level, based on the year of funding?
Yrs 1-3:24%, 4-26%, 5-30%,6-34%, 7-38%, 8-42%, 9-46%, 10-50%
Yes __ No __ For all matching funds, proposed vs secured, the source(s) [private, state, local, and/or federal],
the type of contribution (cash or in-kind), and the amount of match, are clearly identified in the
narrative and in the Source of Funds field in eGrants?
Yes __ No __ The amount of match is for the entire amount in the budget narrative.? (The total amount of
match equals the amount in the budget exactly?)
In Compliance? Overall
Yes __ No __ Is the budget at an allowable cost/MSY?
Grant Program Maximum
Individual Competitive State/Territory Program (cost reimbursement or
full-cost fixed amount)
$21,600
Individual Formula State/Territory Program (cost reimbursement or
full-cost fixed amount)
$25,200
New or DEI cost/MSY waiver- approved Individual Formula
State/Territory Program
$28,800*
Professional Corps competitive Fixed Amount Applicants/Grantees $1,000*
Education Award Program (EAP) Fixed Amount Grant (competitive &
formula)
$800 or $1,000*
*,See RFA for full details.
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ATTACHMENT E: Alternative Match Instructions
Grantees are required to meet an overall matching rate that increases over time. You have the flexibility to meet
the overall match requirements in any of the three budget areas, as long as the minimum match of 24% for the
first three years, and the increasing minimums in years thereafter, are maintained. See 45 CFR §§ 2521.35–2521.90
for the specific regulations.
Special Circumstances for an Alternative Match Schedule: Under certain circumstances, applicants may qualify to
meet alternative matching requirements that increase over the years to 35% instead of 50% as specified in the
regulations at §2521.60(b). To qualify, you must demonstrate that your program is either located in a rural county
or in a severely economically distressed community as defined below.
A. Rural County: In determining whether a program is rural, AMERICORPS will consider the most recent Rural-
Urban Continuum Codes (RUCCs) (previously called the Beale codes) rating published by the U.S. Department of
Agriculture for the county in which the program is located. Any program located in a county with a RUCC of 4,5,6,
7, 8 or 9 is eligible to apply for the alternative match requirement. See Attachment F for the Table of RUCC codes.
B. Severely Economically Distressed County: In determining whether a program is located in a severely
economically distressed county, AMERICORPS will consider the following list of county-level characteristics. See
Attachment Ffor a list of website addresses where this publicly available information can be found.
• The county-level per capita income is less than or equal to 75 percent of the national average for all
counties using the most recent census data or Bureau of Economic Analysis data;
• The county-level poverty rate is equal to or greater than 125 percent of the national average for all
counties using the most recent census data; and
• The county-level unemployment is above the national average for all counties for the previous 12 months
using the most recently available Bureau of Labor Statistics data.
• The areas served by the program lack basic infrastructure such as water or electricity.
C. Program Location: Except when approved otherwise, AMERICORPS will determine the location of your program
based on the legal applicant’s address. If you believe that the legal applicant’s address is not the appropriate way
to consider the location of your program, you must provide relevant facts about your program location in your
request. AMERICORPS will, in its sole discretion, determine whether some other address is more appropriate for
determining a program’s location.
If your program is located in one of these areas, see the instructions below for applying for this alternative match
schedule. You must submit your request to the alternative schedule per the information contained in the RFA.
AMERICORPS will review your request and notify you within 30 days if you qualify for the alternative schedule and
provide instructions for entering your budget into eGrants under the Alternative Match Schedule.
If approved for the alternative schedules, programs will base their budget in the upcoming application on the
approved alternative match. The alternative match requirement will be in effect for whatever portion of the threeyear
project period remains or if applying as a new grantee, for the upcoming three-year grant cycle.
D. Instructions for the Alternative Match Schedule: Iowa AmeriCorps State applicants must send their requests to
Volunteer Iowa for review and approval via Appendix 1, in the pre-application. The Commission will then forward
approved requests to AMERICORPS for consideration.
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ATTACHMENT F: Rural-Urban Continuum (Beale) Codes and County-Level Economic Data for
Alternative Match Requests
Rural Community
Rural-Urban Continuum Codes (RUCCs) (previously called the Beale codes) are published by the U.S. Department of
Agriculture and are used to classify counties as being more urban or more rural. Counties are designated on a scale
from one to nine according to the following descriptions:
2013 Rural-Urban Continuum Codes
Code# Metropolitan
Type
Description
1 Metropolitan Counties in metro areas of 1 million population or more
2 Metropolitan Counties in metro areas of 250,000 to 1 million
3 Metropolitan Counties in metro areas of fewer than 250,000
4 Non-metro Urban population of 20,000 or more, adjacent to a metropolitan area
5 Non-metro Urban population of 20,000 or more, not adjacent to a metropolitan area
6 Non-metro Urban population of 2,500 to 19,999, adjacent to a metropolitan area
7 Non-metro Urban population of 2,500 to 19,999, not adjacent to a metropolitan area
8 Non-metro
Completely rural or less than 2,500 urban population, adjacent to a
metropolitan area
9 Non-metro
Completely rural or less than 2,500 urban population, not adjacent to a
metropolitan area
Any program located in a county with a RUCC of 4,5, 6, 7, 8, or 9 is eligible to apply for the alternative match. Find
this information at: https://www.ers.usda.gov/data-products/rural-urban-continuum-codes/
Severely Economically Distressed Community
The following table provides the website addresses where the publicly available information on county-level
economic data including per capita income, poverty rate, and unemployment levels can be found.
WEBSITE ADDRESS
EXPLANATION
http://www.bea.gov/regional/ Bureau of Economic Analysis’ Regional Economic Information
System (REIS): Provides data on per capita income by county for all
states except Puerto Rico.
https://factfinder.census.gov/fac
es/nav/jsf/pages/index.xhtml
Census Bureau’s American Fact-finder: Provides census data
including estimates on poverty, per capita income and
unemployment by counties, states, and metro areas including
Puerto Rico.
www.bls.gov
Bureau of Labor Statistics’ Local Area Unemployment Statistics
(LAUS): Provides data on annual and monthly employment and
unemployment by counties for all states and Puerto Rico.
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WEBSITE ADDRESS
EXPLANATION
https://www.ers.usda.gov/dataproducts/
rural-urbancontinuum-
codes.aspx
US Department of Agriculture’s Rural-Urban Continuum Codes:
Provides urban rural code for all counties in U.S.
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ATTACHMENT G: eGrants Indirect Cost Rate (IDCR) User Instructions
eGrants Indirect Cost Rate (IDCR) User Instructions
A new feature has been introduced to eGrants which allows users to input Indirect Cost Rate information into their
eGrants account. Grantees that will be claiming indirect costs on AMERICORPS awards are required to enter the
following indirect cost rates in eGrants: federally negotiated rates, state negotiated rates, and the use of de
minimis rate of 10% of modified total direct costs (MTDC). Recipients of AmeriCorps State and National awards
may only charge 5% of their negotiated rate to the federal share of the award, with the remaining balance being
charged to match (See 45 CFR §§ 2521.95 and 2540.110).
Once a rate is entered & saved in eGrants, it cannot be edited. If users inadvertently enter incorrect information,
a new entry must be submitted with the correct information.
Entry for the IDCR screen can be accessed using the following steps:
1) From the eGrants Home screen, in the lower panel under Managing My Account, click on My Account
2) From the My Account screen, under Edit My Organization Info, click on Add and View Indirect Cost Rate
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3) From the Add and View Indirect Cost Rate screen, select add a new to add a rate or cancel to back out of
the screen.
Field by field instructions can be found by clicking the “?” located next to Indirect Cost Rate or Indirect Cost Rate
Record.
If add a new is selected, the screen below will pop up.
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4) Do you have an Indirect Cost Rate to record? Respond Yes or No. If NO is selected, users cannot go any
further & nothing will be recorded. If Yes is selected, users can continue on.
If your organization will be claiming a current, approved indirect cost rate on any AMERICORPS award, it
must be reported on this page. The rate information you record will be used in all award negotiation and
reviews until it is superseded by a new approved rate, or expires. Applicants will have the opportunity to
identify, in application submissions, if they elect to use a lesser percentage of an approved rate.
5) Rate Type: If your rate type is not one of the following options, contact your grants officer for guidance:
Federally Negotiated – select if your rate has been negotiated by your cognizant federal agency.
Cognizance is determined by the agency which provides the highest amount of direct federal funding;
State Negotiated – select if your rate has been negotiated by a state agency or other pass through entity;
or
10% of MTDC – select if your organization qualifies for & elects to use the 10% de Minimis rate of
Modified Total Direct Costs (MTDC). Organizations qualify for this rate if they have NEVER had a federally
negotiated rate. State entities must also not receive more than $35 million in direct federal funding.
Rates must be used consistently across ALL federal awards.
6) Issuing Agency. Respond by selecting the federal agency that approved your rate, or if the federal agency
who issued your rate is not listed, select Other, or if your rate is issued by a state agency select Other.
Identify federal agencies using the drop-down list. If your rate is approved by a federal agency other than
the ones listed, notify your grants officer. Other federal agencies may be added as needed.
7) Acceptance Date. Enter a valid date.
The acceptance date is usually identified where the rate was signed by the issuing state or federal agency.
8) Rate Status. Select one of the following options: Final, Provisional, Predetermined, Fixed, Other, or
Other – 10%.
Rates issued by federal agencies will almost always be final or provisional. However, if your organization
has formally notified a federal or state agency of your eligibility and intent to use the 10-percent of MTDC
rate, select Other – 10%. If your organization has a predetermined or fixed rate, select those options
accordingly. If a state rate indicates a term that is not listed here select Other and notify your grants
officer. Additional rate status options may be added as needed.
9) Effective From. Enter a valid date.
The effective from date is found on your indirect cost rate document. If using the 10-percent of MTDC
rate, enter today’s date or the date your organization formally started charging costs under the 10-
percent of MTDC rate.
10) Effective To. Enter a valid date.
The effective to date is found on your indirect cost rate document. If your organization has received
approval to extend your rate, enter the end date of the extension.
11) No Expiration. Check or leave unchecked.
If your rate does not have an expiration date, as is the case with the use of the 10-percent of MTDC rate,
check this box, otherwise, leave unchecked.
12) Extended? Respond Yes or No.
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If the rate “effective to” date has been extended with approval of the federal cognizant agency under
authority of the 2014 Omni Circular, respond Yes. If it is not an extended rate effective to date, respond
No.
13) Rate Base. Enter up to 500 characters including spaces.
Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies,
enter either the rate base used to determine the indirect cost pool as stated on your indirect cost rate
approval document or “State Rate N/A.” If you need more than 500 characters, indicate “Summary” and
record the most important content.
14) Treatment of Fringe Benefits. Enter up to 500 characters including spaces.
Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies,
enter either the how fringe benefits were treated in determining the indirect cost rate as stated on your
indirect cost rate approval document or “State Rate N/A.” If you need more than 500 characters, indicate
“Summary” and record the most important content.
15) Treatment of Paid Absences. Enter up to 500 characters including spaces.
Enter the text as found on your indirect cost rate approval document. For rates issued by state agencies,
enter either the how paid absences were treated in determining the indirect cost rate as stated on your
indirect cost rate approval document or “State Rate N/A.” If you need more than 500 characters, indicate
“Summary” and record the most important content.
16) When you have completed all of the above entries, click the “save & close” button at the bottom of the
page.
• If you would like to cancel your entry, click the “cancel” button and the entry will be cancelled. All
entry information will be lost & no entry will be shown.
• Once a rate is saved it cannot be modified.
• If users inadvertently enter incorrect information, a new entry must be submitted with the correct
information.
17) Order of Rates - Once an entry is saved, users will be able to see the rates they have entered. Rates will
display in the order of entry. Entry of rates will provide users and AMERICORPS with a historical record
which can be used to clarify indirect cost rate inquiries for monitoring, consistent record maintenance, &
audits.
If you have any questions or concerns, please contact Volunteer Iowa.

Printed from the website on October 01, 2022 at 6:15pm.