Financial Management Site Visit Sample Resources

Year created: 2013
Created by: Brad Lewis
 
Please note that these documents were provided by grantees of CNCS. They are grantee work product and are not official forms of CNCS or approved by CNCS, unless noted, otherwise. Please review, edit and utilize the documents that fit your organization and your subgrantees. (Office of Grants Management, September, 2013.)
 

All Streams

Checklist to Assess Financial Activities in Nonprofit Organizations (PDF)

This adaptable form can help you establish a rating system to determine the stability of a prospective subgrantee’s financial systems. Obtained from an outside source by the Field Financial Management Center (FFMC). (format, pages: pdf, 3 pages)

Financial Management Systems Survey (PDF)

A series of questions to ask in determining the health of a prospective subgrantee’s financial systems. Contributed by the Maine Commission for Community Service. (pdf, 3 pages)

AmeriCorps State and National

Sample Documents

AmeriCorps State Grantee Manual (PDF)

A sample manual designed to ensure that grantees understand the requirements and have monitoring activities in place for the current year. Includes several sample forms. Contributed by the Maryland Governor’s Office on Service and Volunteerism. (format, pages: pdf, 77 pages)

Subgrantee Agreement State Commission (PDF)

This sample demonstrates the items and contractual language in a boilerplate subgrantee agreement. Contributed by the Michigan Community Service Commission (doc, 38 pages)

Operating Site Agreement National Direct (PDF)

From a national direct perspective rather than a state agency, this document provides another sample of a subgrantee agreement. Contributed by the Notre Dame Mission Volunteer Program - AmeriCorps. (pdf, 6 pages)

General Provisions (PDF)

This sample demonstrates the items and contractual language included in a boilerplate general provisions document. Contributed by the  Michigan Community Service Commission (pdf, 28 pages)

Cross Reference for Monitoring Process (PDF)

Covering AmeriCorps-specific policies, this matrix matches required monitoring elements to where instruments that address the element can be found. Contributed by The Corps Network. (pdf, 4 pages)

Sample Forms and Checklists

Pre-Site Visit Checklist and Program Risk Assessment (PDF)

A form to determine the depth and breadth of a site visit ahead of time. Needs adaptation for use in different settings. Contributed by the Michigan State Commission. (pdf, 3 pages)

Monitoring Visit Form (XLS) (PDF)

A spreadsheet checklist of many financial monitoring site visit elements, as well as tabs for member and program management. Cites provisions, statutes, and provisions. Contributed by the Maine Commission for Community Service. (spreadsheet, 3 sections)

Monitoring Systems and Objectives (PDF)

A form for monitoring a subgrantee’s interactions with members, from recruitment through exit. Contributed by Serve Minnesota. (pdf, 6 pages)

Desk Systems and Objectives (PDF)

A form for monitoring a subgrantee’s programmatic and financial systems. Contributed by Serve Minnesota. (pdf, 18 pages)

Subgrantee Audit Determination Form (PDF)

A tool for determining whether subgrantees require an A-133 audit. Contributed by ServeOhio. (pdf, 1 page)

Member Focus Group (PDF)

Questions for getting exit interview feedback from members on various phases of the program. Contributed by Serve Minnesota (pdf, 1 page)

Program Self-Assessment (DOC) (PDF)

A form designed to assist programs identify areas for improvement. Contributed by ServeOhio. (pdf, 3 pages)

Program Closeout Checklist (PDF)

Sample of a form (with checklist) for use when a subgrantee’s grant ends. Contributed by Serve Minnesota. (pdf, 1 page)

Member Records

Member Eligibility Tracking Form (DOC) (PDF)

A checklist that tracks the citizenship and criminal history check status of new enrollees. Contributed by the Michigan Community Service Commission. (pdf, 2 pages)

Member File Checklist (DOC) (PDF)

This one-page document lists assorted items to collect in a member file.  Contributed by the Notre Dame Mission Volunteer Program - AmeriCorps. (pdf, 1 page)

Member Files Closeout Certification (DOC) (PDF)

A list of documents related to members as they complete service that subgrantees must keep on hand for compliance. Contributed by the Minnesota Community Service Commission. (pdf, 1 page)

AmeriCorps VISTA

VISTA Guide for Quality Assurance and Compliance Monitoring Site Visits - [Not currently downloadable - Work in Progress] (PDF)

This document describes the purpose and procedures specifically for conducting on-site compliance visits to monitor VISTA projects and provides a protocol as part of the process. Contributed by VISTA HQ. (pdf, 37 pages)

Working with Sub-sites 

A VISTA Campus resource designed for “prime” VISTA supervisors and including a section on monitoring and evaluation. The resource is housed at: vistacampus.gov.

Senior Corps

Fiscal Source Documents (PDF)

A list of required financial documents to share with sites prior to a financial compliance monitoring site visit. Contributed by Senior Corps HQ. (pdf, 2 pages)

Supporting Documents (PDF)

A list of suggested program documents to share with sites prior to a compliance monitoring site visit. Contributed by Senior Corps HQ. (pdf, 2 pages)

 

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