CASH & IN-KIND GRANTEE
MATCH GUIDELINES
AmeriCorps New Program Director Orientation
Julia E. Cunningham
Grants Contract Manager
Finding Match
Cash: In-kind contributions:
Donations Value of donated services
Non-Federal income and/or donated goods
Local governments
State appropriations Labor space vehicles
training supplies
Foundation grants or equipment
corporate contributions
Government-wide, with few rare exceptions,
Grantees cannot use other Federal funds as match
Recording Cash & In Kind
Contributions
Maintain adequate documentation to support amounts claimed as
match
Maintain same documentation for both CNCS Federal share and for
grantee’s share
Documentation must meet same standards as other expenditures
Record donation and valuation of item in detail
Enter into the general ledger as income and expenditure
Failure to enter match contributions into general ledger requires a
formal explanatory policy and separate spread sheet accountability of
receipt and use
Acceptable Match is . . .
Cash and in-kind contributions are accepted as part of the
grantee’s cost sharing or matching when contributions meet all of
the following criteria:
◦ Are verifiable from the organization’s records
◦ Are necessary and reasonable for proper and efficient accomplishment of
project or program objectives
◦ Are allowable under the applicable OMB cost principles
◦ Are not paid by the Federal Government under another award, except where
authorized by Federal statute to be used for cost sharing or matching
◦ Are provided for in the approved budget
◦ Conform to other grant provisions or OMB Circulars
ADMINISTRATIVE REQUIREMENTS
Acceptable Sources of In-Kind
Contributions
Equipment Space Utilities
Acceptable Sources of In-Kind
Contributions (Continued)
Airfare
Member
Supervision
Acceptable Sources of In-Kind
Contributions (Continued)
Professional Services
Documenting In-Kind Contributions
1. Document the basis for determining value of personal
services, material equipment, building, and land
2. Obtain written acknowledgement of the contribution
including:
Name and signature of donor
Date and location of donation
Detailed description of item/service
Estimated value of contribution, how value was
determined, who made the determination
Was the contribution obtained with Federal funds
*** Keep a copy of the receipt in your files ***
Valuation of In-Kind Contributions
Contributed Service Valued Documentation
Professional or specialized Normal rates consistent with Invoice denoting rate, hours
service fair market value and total cost
Employee of corporate Hourly or daily rate, plus fringe Timesheet, payroll with pay
sponsor or related benefit rate multiplied by rate and time sheet with hours
organization hours and rate
Volunteer service that Minimum wage or volunteer Timesheet, payroll record with
enhances the entire rate if known pay rate and time sheet with
organization (not directly hours and rate
related to the program)
Financial Statements
In-Kind Contributions Examples
The following were donated to a grantee
during the fiscal year:
◦ Training services valued at $3,544
◦ Office space valued at $12,000
◦ Office supplies valued at $6,000
◦ Services of volunteers working side-by-side with
AmeriCorps members valued at $10,000
The following pages show the financial
statement presentation
Teach Tech
Statement of Activities 6,000
March 31, 2002 12,000
Revenues and Other Support 3,544
21,544
AmeriCorps Grant $ 56,000
Contributions 21,544
Total Revenues and Support 77,544
Expenses
Salaries and Living Expenses 39,400
Benefits 7,000
Consultants 1,000
Staff travel 1,000
Supplies 6,000
Communications 1,050
Rent 12,000
Donated Services 3,544
Depreciation expenses 4,000
Other expenses 1,590
Total Expenses 76,584
Excess of Revenues and Other Support Over Expenses 960
Beginning Net Assets 300,416
Ending Net Assets $ 301,376
FINANCIAL STATEMENT
WITHOUT IN-KIND
Teach Tech
Statement of Activities
CONTRIBUTIONS
March 31, 2002
Revenues and Other Support
AmeriCorps Grant $ 56,000
Total Revenues and Support 56,000
Expenses
Salaries and Living Expenses 39,400
Benefits 7,000
Consultants 1,000
Staff travel 1,000
Communications 1,050
Depreciation expenses 4,000
Other expenses 1,590
Total Expenses 55,040
Excess of Revenues and Other Support Over Expenses 960
Beginning Net Assets 300,416
Ending Net Assets $ 301,376
Pitfalls Related to Match
Findings:
Match requirements not met
Inadequate documentation for expenses
In-kind contributions not supported with after-the-fact
documentation (promissory note is not acceptable)
Other Federal agency funds used as match without
authorization
Expense was not necessary to operate grant
Expense was unreasonable or excessive
Expenses not included in the approved budget
Expenses incurred outside of the grant award period
More Pitfalls Related to Match
Consequences:
May disallow match, causing minimum match not to be met
May disallow Federal funds if minimum match cannot be met
May decide to audit or question all match if unable to confirm match is
reasonable or allocable
Preventive Actions:
Ensure documentation is adequate for all match
Review all match to ensure it is necessary and reasonable
Follow-up on promises to provide in-kind and obtain documentation
Obtain written approval from other Federal agency to use its funds
Request budget amendments to include new sources of match
Determine if costs are allowable – ask questions, don’t risk it!
Know the regulatory and other match requirements
◦ AmeriCorps § 45 CFR 2521