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NYS AmeriCorps · New York State

ONCS Quarterly Expenditure Claim

The quarterly expenditure claim NYS AmeriCorps sub-grantees file through CMS, with its two back-up sheets. The cover sheet tracks federal funds and grantee match in parallel — current quarter, prior quarters, and to date, for each.

Who files this

AmeriCorps New York sub-grantees operating service programs under a NYS ONCS contract.

Key requirements

What gets this form kicked back

Allowable OTPS categories

The categories NYS AmeriCorps recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.

• Staff Travel
• Member Travel
• Equipment
• Program Supplies
• Contractual / Consultant
• Staff Training
• Member Training
• Evaluation
• Other Expenses
• FICA for Members
• Workers Compensation
• Health Care
• Other Member Support Costs

Unallowable costs

Costs NYS AmeriCorps will not reimburse under this contract.

• Entertainment
• Undefined items such as miscellaneous or contingency
• Fractional amounts — budget to whole dollars
• Costs incurred outside the approved budget period
• Costs already counted as match on another federal program

Rules worth knowing before you file

• Match escalates with program year: 24% in years 1-3, 26% in years 4-6, 28% in years 7-9, 30% from year 10. Match may be cash or in-kind from non-federal third parties
• Programs in a rural or severely economically distressed county may apply for an alternative match schedule capped at 35%; individual waivers are available under §2521.70
• Claims are quarterly through CMS and can only be electronically signed by a user with CLAIMSIG status
• National Service Criminal History Checks are mandatory for all members and covered staff before costs are incurred, using Truescreen
• Program income such as host site fees is retained to finance the non-AmeriCorps share; income beyond that must be deducted from claimed costs

Related

• NYS AmeriCorps — fiscal rules, voucher exports and setup: how Prove It Financials builds this form from your own payroll, budget and invoices.
• Free voucher checker: upload a completed copy of this form and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
• Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.