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Match

VIEWS: 3 PAGES: 14

									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

								
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