Arkansas Service Commission
Compliance Requirements 2008 - 2009
SEARK, Arkansas Smart Start AmeriCorps Program, referred to as “the
program,” will, on a monthly basis, submit invoices to the Arkansas Department
of Human Services for reimbursement of expenses incurred in operating the
program under the terms of this grant award.
Along with each invoice the program will submit a worksheet, not to exceed two
pages, supporting the allowability and accuracy of claimed expenses.
The program will develop a sustainability plan within the first three months of the
program year, then adhere to, utilize and report progress in implementing the plan
on a quarterly basis. The Arkansas Service Commission (the Commission)
provides guidance in developing the sustainability plan and monitors subsequent
progress. (Not required of Education Award Programs)
The program will undertake one sustainability project each quarter. Projects may
include such items as a grant application to a state or national foundation,
development of a new partnership, solicitation of significant cash or in-kind
contributions, recruitment of significant numbers of volunteers. (Not Required of
Education Award Programs)
The program will pro rate payment of the AmeriCorps member’s living allowance
over the period of service and not tie it to the number of hours served during a pay
period and limit payments to actual months of service.
The program director will attend three statewide training sessions mandated by
the Arkansas Service Commission.
The program will not report AmeriCorps member living allowance to the
Employment Security Department. The program will not pay unemployment
insurance on its AmeriCorps members and will notify the Commission
immediately if a former member attempts to collect unemployment benefits.
The program will notify the Commission promptly of any changes in personnel or
contact information and will not make any changes to its Budget without prior
written approval of the Commission.
Even if they were not part of the original application, the program will include
outputs for all its intermediate and end outcome performance measures.
The program will submit quarterly progress reports and financial reports on or
before the due date. Reports will be filed in a Word document or an Excel
spreadsheet and will be complete and accurate. Progress on sustainability will be
reported in the Word document. Periodic expense reports must be submitted with
the monthly invoice.
The program will complete AmeriCorps member Enrollment, Change of Status or
Change of Term of Service forms, if needed, and member End of Term forms for
each member and enter them within 30 days in WBRS as long as it remains in
operation or My AmeriCorps Portal after it is in operation. Signed and dated hard
copy will be retained in program files. The program will not make changes in the
number of part-time/full-time members or add members after the initial
enrollment without prior approval from the Commission.
Neither the host agency nor the program will hire an AmeriCorps member as
a regular employee before the completion of his/her term of service.
At the end of the program year, as part of its final invoice, the program will make
certain that it bills the Commission for all administrative costs (Budget Section
III) to which it is entitled and, within 30 days, send the Arkansas Service
Commission a check for its 1% administration fee.
At the end of the program year the program will ensure that it has documented
and reported in its final financial report match equal to or greater than the amount
budgeted in operating and member support costs. (Not required of Education
The program will submit a final evaluation report, in conformity with paragraph
2522.500-2522.530 of the Federal Register of Wednesday, March 23, 1994, to the
Executive Director of the Commission, no later than 30 days after the end of the
The program is subject to two record-retention policies. The Corporation for
National and Community Service requires programs to retain records three years
from the submission of the final financial status report, or longer if an audit has
begun before the end of the three-year period. Records must then be retained until
audit findings involving the records are resolved and final action taken. The
Arkansas Department of Human Services requires programs to keep records for a
period of five years from the date the grant expires, or if an audit is pending, at
the end of the five-year period, until resolution of the audit. The Commission
requires the program to keep all records for the longer of the two time periods.
Common/2008apps/Compliance Requirements 2008-2009/06-06-08