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CCCS Financial Monitoring
All financial reports should be timely, accurate, and complete. Program Directors are responsible to ensure that all deadlines are met, data is reviewed and reconciled for accuracy prior to submission, and all pertinent information for the reporting period is included. In addition, the accounting system should be designed to meet all reporting requirements. Reports should reflect information that comes directly from the accounting system, and proper supporting documentation should be maintained in files that support each submitted report. Programs that do not submit timely, accurate, and complete financial reports per the requirements of their grant agreement may be subject to suspension of funds, grant termination or recovery of funds by the CCCS.
Budget
Program staff must input their approved program budget into the Commission's OnCorps Report Portal by October 15. This data should come directly from and should align with the program's Budget Module in its approved eGrants funding application.
Periodic Expense Reports (PERs) and Reimbursement Requests
Program staff must submit Periodic Expense Reports (PERs) and reimbursement requests by the 15th of each month throughout the program year via the Commission's OnCorps Reporting Portal. The PER is a one month view of expenditures. Additional back-up documentation may be required as determined by CCCS. PERs will be reviewed based on the following criteria:
- Program expenditures are proportional to planned program activities
- Reporting dates correspond to the correct one-month period
NOTE: Reimbursement requests will not be processed unless all financial reporting deadlines have been met and all reports have been approved.
Aggregate Financial Reports (AFRs)
Program staff must submit a Aggregate Financial Report (AFR) via the Commission's OnCorps Reporting Portal by the 15th day of the month following the end of each of the four quarters of the program year: January 15, April 15, and October 15. This report reflects the aggregate expenses of federal share and grantee share for the quarter. Additional back-up documentation may be required as determined by CCCS. AFRs will be reviewed based on the following criteria:
- Program expenditures are proportional to planned program activities
- Required grantee match is being met
- Budgeted grantee match is being met
- Reporting dates correspond to the correct three-month period
For more information on the Connecticut Commission financial reporting requirements, please see its OnCorps Reports Policy.
Record Retention and Auditing
All financial records, supporting documents, member files and other records pertaining to the AmeriCorps*State grant award must be maintained for at least three (3) years from the date of submission of CCCS’s final financial report. This means that all records should be maintained for a minimum of six (6) years from the start of initial the grant award period. For further details and information on exceptions to this rule, please see 45 CFR §2543.53.
Review of financial and program records may be performed during a program audit in accordance with OMB Uniform Guidance. Programs may be audited by CCCS, CNCS, or an independent agency. It is the responsibility of the program to follow up on and correct any findings and identified weaknesses within the time period determined by the auditors.
Close Outs
All grant close outs must be received within 45 days of the close of each three-year grant cycle and include the following:
- A hardcopy of Final Federal Financial Report for the consecutive years covered by the AmeriCorps grant, certified by the program’s chief financial officer.
- A hardcopy of sub-grantee certification that all sub-grants (if any) are closed.
- A list of remaining supplies and equipment purchased under the grant with a current market value of $5,000 or more.