Resources for Tennessee State AmeriCorps Programs
This handbook is designed to serve Tennessee State AmeriCorps programs as a reference for common questions and challenges.
Below are the reporting deadlines for the 2023-2024 program year. Please review these dates carefully.
All Financial Status Reports (FSR), Progress Reports, and Performance Data Elements Reports must be submitted via email to the AmeriCorps Program Team. If at any time you find that you cannot submit a report by the deadline, you may submit a written request for an extension. Extension requests must be received BEFORE the due date.
The following charts outline FSR, progress reporting, and performance data elements report requirements. If you have any questions about 2023-2024 reporting expectations, please get in touch with your program officer.
Financial Status Reports: Due via email by 3:00 p.m. Central Time.
Due Date Period Covered October 16, 2023 Q1 - August 1, 2023 – September 30, 2023 January 17, 2024 Q2 - October 1, 2023 – December 31, 2023 April 10, 2024 Q3 - January 1, 2024 – March 31, 2024 July 17, 2024 Q4 - April 1, 2024 – June 30, 2024 October 10, 2024* Q5 - July 1, 2024 – September 30, 2024 January 17, 2025 Q6 - October 1, 2024 – December 31, 2025 |
*Current programs with August/September start dates should submit two individual FSRs, one Q5 FSR for the 2023-2024 program year and one Q1 FSR for the 2024-2025 program year.
Progress Reports: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered July 1, 2024 August 1, 2023 – May 31, 2024 October 30, 2024 June 1, 2024 – September 30, 2024 January 30, 2025 October 1, 2024 – December 31, 2024** |
**All programs must submit a Final Progress Report within 30 days of their program’s end date if the October 30, 2024 progress report is not marked “final.”
Performance Data Elements Report: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered October 30, 2024 October 1, 2023 – September 30, 2024 |
Below are the reporting deadlines for the 2024-2025 program year. Please review these dates carefully.
All reports must be submitted via email to the Volunteer Tennessee AmeriCorps Team. If at any time you find that you cannot submit a report by the deadline, you may submit a written request for an extension. Extension requests must be received BEFORE the due date.
The following charts outline FSR, progress reporting, and performance data elements report requirements. If you have any questions about 2024-2025 reporting expectations, please get in touch with our team.
Financial Status Reports: Due via email by 3:00 p.m. Central Time.
Due Date Period Covered October 16, 2024 Q1 - August 1, 2024 – September 30, 2024 January 15, 2025 Q2 - October 1, 2024 – December 31, 2024 April 9, 2025 Q3 - January 1, 2025 – March 31, 2025 July 16, 2025 Q4 - April 1, 2025 – June 30, 2025 October 8, 2025 Q5 - July 1, 2024 – September 30, 2024 January 14, 2026* Q6 - October 1, 2024 – December 31, 2026 |
*Current programs with August/September start dates should submit two individual FSRs, one Q5 FSR for the 2023-2024 program year and one Q1 FSR for the 2024-2025 program year. The due date for PY 23-24 can be found in the previous year's reporting requirements.
Progress Reports: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered July 1, 2025 August 1, 2024 – May 31, 2025 October 30, 2025 June 1, 2025 – September 30, 2025 January 30, 2026 October 1, 2025 – December 31, 2025** |
**All programs must submit a Final Progress Report within 30 days of their end date if the October 30, 2025 progress report is not marked “final.”
Performance Data Elements Report: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered October 30, 2025 October 1, 2024 – September 30, 2025 |
Attestation: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered October 18, 2024 N/a April 18, 2025 N/a |
**Each April and October, Volunteer Tennessee is required to collect documentation of sub-grantees’ attestation that they do not knowingly utilize illegal immigrants to perform duties under contracts with the State of Tennessee. The Volunteer Tennessee AmeriCorps team will send an email with the attestation form a month before the deadline. You can also find the form linked here.
Contract Close-Out: Due via e-mail by 3:00 p.m. Central Time.
Due Date Period Covered March 31, 2025 August 1, 2024 – December 31, 2025 |
Volunteer Tennessee – PY 25-26 Subgrantee Reporting Requirements
This guide outlines all required reports and compliance-related submissions for AmeriCorps programs funded through Volunteer Tennessee. Please review carefully and submit all reports by the listed deadlines.
Required Reports
The table below outlines all programmatic and financial reporting requirements.
Report |
Due Date |
Description |
Link |
Mid Year Program Report |
January 30, 2026 |
Narrative and performance progress for 8/1 to 12/31. |
|
Program Report #2 |
July 31, 2026 |
Narrative and performance progress for 1/1 to 6/30. |
|
Performance Data Elements Report (Final Data) |
September 11. 2026 |
Final key demographic and participation elements required for AmeriCorps reporting. |
Performance Data Elements Form (Link to form to be shared at a later date) |
Final Program Report (For programs still active after June, including Performance Data Elements Report) |
January 31st or 30 days after program end date |
Wrap-up narrative, lessons learned, and confirmation of key closeout items for 7/1 to program end date. |
|
Monthly or Quarterly Invoices |
2nd Wednesday of each month, Last business day of the month.
Each period’s report is due no later that one month after the periods end date. |
Submit actual expenses and match documentation. |
Additional Compliance Requirements
These items are required for grant compliance and must be submitted by the deadlines listed below.
Requirement |
Due Date |
Submission Instructions |
Budget Revision Requests |
As needed |
Submit via America Learns. |
Slot Conversion Requests |
As needed |
Submit request through Issue Resolution Hub and await approval before converting a member slot. |
Information for Audit Purposes (IAP) Form |
At least 90 days BEFORE subrecipient’s fiscal year end date |
Upload to SharePoint folder (Link to form to be shared quarterly) |
End of Fiscal Year (EOFY) Form |
No more than 30 days AFTER subrecipient’s fiscal year end date |
Upload to SharePoint folder (Link to form to be shared quarterly) |
Contract Compliance Attestation |
October 15 & April 15 |
Upload form to SharePoint folder |
Training Logs, Site Visit Tools, Incident Reports |
As requested |
Maintain on file and submit upon request. |
PY24-25 Annual Site Visit Resources
- Program Site Visit Checklist
- Program Site Visit Packet
- Program Post-Visit Survey Link
- Site Visit Press Release Template
- Commissioners' Site Visit Checklist
- Commissioner's Site Visit Packet
Volunteer Tennessee Branding Guides
- Team Tennessee Branding and Communications Toolkit
- Crafting an Elevator Speech
- Program Branding Checklist
Forms and Templates
Continuity Planning Self Assessment
In-Kind Contribution Form Sample
Member Documentation Checklist
Member Service Agreement Outline
Weekly Check-In with AmeriCorps Supervisor
Sample Member Training Plan & Blank Member Training Plan
Top Ten Tips on Member Development
Individual Development Plan Worksheet Sample
Stages of Group Development for AmeriCorps Programs
Important Websites
| Volunteer Tennessee AmeriCorps Program Staff | ||
|---|---|---|
| Latiyfa Fields | Lizzy Lemieux | |
| National Service Programs Director | AmeriCorps Program Manager |
|
| (615) 253-2805 |
615-360-4243 | |
| Latiyfa.Fields@tn.gov | Elizabeth.Lemieux@tn.gov |