To: Commission Executive Directors

From: Rosa Moreno-Mahoney, Deputy Director, AmeriCorps State/National
Margaret Rosenberry, Director of Grants Management

Subj: Guidance on 2012 Commission Administrative, PDAT, and Disability Grants

Date: October 18, 2011

The Corporation will be operating under a Continuing Resolution for the foreseeable future and may not be able to award 50% of each commission’s Administrative, PDAT and Disability grants in December as we have done in the past. We may have to award percentages based on a pro-rated amount equivalent to the length of the CR and amend the grants as Congress passes new continuing resolutions. We will let you know the amounts we can award as soon as we receive the amounts available under the next continuing resolution. Once we have our 2012 budget, we will distribute final allocation charts and award the final grants for the year. The application instructions are attached.

We also planning a conference call for next week to answer any questions that you may have.

Deadlines:

• 2012 Admin, PDAT, and Disability Grants Due: Tuesday, November 15, 2011
• Clarification Period: Wednesday, November 30th through Monday, December 5th.

Please note that Commission staff needs to be available to resolve clarification issues to ensure that grants are awarded by the January 1st start date. Failure to resolve clarification issues in the stated timeframe could affect the release of the award.

2012 Allocation Amounts for Administrative, PDAT, and Disability Grants. Based on amounts we anticipate receiving, and in consultation with OMB and Congress, we do not currently plan to increase the maximum amount of the Administrative grant from the $850,000 level we established in 2011. South Dakota has taken steps to create a commission and may be eligible for Administrative, PDAT and Disability grants in 2012. We will publish revised charts as soon as we have our appropriation and know the total available for allocation.

Allocations for PDAT and Disability were recalculated last year using the same formula that was used three years ago. The calculation was based on the number of enrolled AmeriCorps State and National members and programs/operating sites; number of Learn and Serve America programs; and number of Senior Corps Foster Grandparent and Senior Companion volunteers and programs per state during 2007-2009. This same calculation will be used in determining this year’s allocation. The calculations are redone every 3 years; the next recalculation will take place in two years.

Use of Unexpended Funds. If you have unexpended funds from your 2011 award that you want to carry over into 2012, you must include them when you submit your final 2012 budget. Your final budget will be submitted after we receive our appropriation from Congress, usually sometime in February or March.

Please also be aware that Corporation staff will deduct the amount you report as the unobligated balance of federal funds on the FFR due by January 31, 2012 (line 10h) when we award the remainder of your 2012 allocation. If your grant expires in 2011, you cannot carry over funds. You must request a no-cost extension and describe the activities you will support with the unexpended funds. No-cost extensions must be requested by December 1, 2011, 30 days before the end of your project period.

Awarding the Remainder of 2012 Grants. When the Corporation receives its 2012 appropriation, you will receive final allocation charts for commission Administrative, PDAT and Disability funds. Your program officer will work with you then to make any necessary budget amendments to reflect your allocation and to initiate amendments for the remainder of your allocation for the year.

Please remember awards will not be made to commissions if any of the following apply:

• Federal Financial Reports are overdue;
• Closeout documents are overdue or reconciliation between the HHS system and FFR is overdue;
• Match is not being made; and/or
• There are outstanding A-133 or IG audit issues.