victims of crime act (voca) grant program 2014 continuation application webinar

Victims of Crime Act (VOCA) Grant Program

2014 Continuation Application Webinar

Criminal Justice Coordinating CouncilVictim Assistance Unit

May 13, 2014

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Agenda• Overview• Eligibility• Program Requirements• Budgeting & Allowable Costs• Application Instructions• Timeline• Q & A

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Overview• VOCA Formula Grant Program was created under

the 1984 Victims of Crime Act• Provides federal funding to:

o support victim assistance and compensation programs, o provide training for diverse professionals who work with victimso develop projects to enhance victims’ rights and serviceso undertake public education and awareness activities on behalf of crime

victims• To date, Crime Victims’ Fund dollars have always

come from offenders convicted of federal crimes, not from taxpayers.

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Overview (cont.)• According to the VOCA Program Guidelines,

services are defined as those efforts that (1) respond to the emotional and physical needs of crime victims; (2) assist primary and secondary victims of crime to stabilize their lives after victimization; (3) help victims understand and participate in the criminal justice system; and (4) provide victims of crime with a measure of safety and security.

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Overview (cont.)• For the purpose of the VOCA crime victim

assistance grant program, a crime victim is a person who has suffered physical, sexual, financial, or emotional harm as a result of the commission of a crime.

• Funding cannot be used for the investigation of crimes or collection of evidence to further the prosecution of crimes.

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Overview (cont.)

10%

10%

10%

10%60%

Allocation Requirements

Child abuseSexual assaultDomestic ViolencePreviously underservedOther

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Eligibility• Awards are limited to 2013

Competitive Award recipient organizations

• that provide services to crime victims • and are operated by a public agency,

a nonprofit organization, or a combination of such agencies or organizations.

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Eligibility (cont.)• Victim services organizations• Criminal justice agencies• Religiously-affiliated

organizations• Hospitals and Emergency

Medical facilities• Others

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Other Eligibility Highlights

• 20% match• Use of volunteers• Help applying for CVCP• Compliance with federal and state

regulations• Services to victims of federal crimes• Promote victim safety

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Other Eligibility Highlights

• Record of effective services• Promote community efforts to aid victims• No charges to victims receiving VOCA-

funded services• Maintain confidentiality• LVAP 5% certification

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Program Requirements

• Reportingo Victim Services Statistical Report (VSSR)• Due January 30, April 30, July 30 and

October 30o Outcome Performance Measures (OPM)• Due May 30 and November 30

o Subgrant Expenditure Requests (SER)• Select monthly or quarterly

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Budgeting and Allowable Costs

What is the purpose of a budget?

• Accountability• Ensures that your agency’s plans are

communicated clearly to CJCC• Should be consistent with your narrative

and proposed goals• Must use Excel Worksheet this year

• ***CJCC will not pay for expenses that are not in the approved budget***

Personnel• Includes employees, volunteer time and

over-time• Gross Pay, FICA & Fringe benefits (e.g.

Retirement)• Amount claimed this period

o Gross pay x % of time = amount claimedo ($1,000 x 80% = 800.00)

• Volunteer time valued at $12 per hour• Volunteer dollars recorded in “Volunteer”

column carried over from Volunteer Monthly Time Record

A. (1) Personnel/Salaries

A. (2) Personnel/Fringe Benefits

Travel Expenses • Must abide by State of Georgia Travel Regulations/Local/Federal

Travel Regulations• http://sao.georgia.gov/state-travel-policy• http://gsa.gov/perdiem

• Prior approval for out-of-state travel• Lodging, airfare, transportation/cab fare and meals• Mileage – show number of miles x approved rate• Expenses must be supported with receipts• Record Mileage log• Training related expenses – all trainings for which you would like

to be reimbursed submitted 30 days prior to paying registration

Travel Guidelines- Things to Remember!!

• Funding is not authorized for lodging within 50 miles of the subgrantees’ place of business

• Funding is not authorized for meals within thirty (30) miles of the subgrantees’ places of business, and when traveling outide a thrity-mile radius, the employee must be away for more than 12 hours

• According to the Federal Travel Regulation (FTR), travelers are entitled to 75% of the prescribed meals and incidental expenses for the first and last day of travel.

B. Travel

Equipment Expenses• Item must cost $5,000 or more to be considered

as equipment • Copy of invoice for equipment must be attached

to the reimbursement• Equipment inventory list maintained• Equipment purchases must be approved before

purchasing• Cost of equipment not exclusively used for VOCA

activities must be prorated

C. Equipment

Supplies• Description of expense

• “Office supplies” – listed in budget detail• Postage• All “equipment” under $5,000

• Receipts for expenses must be maintained at your agency

D. Supplies

Printing/Media• Acknowledge funding source

o Wording located in subgrantee manual – may depend on whether entire publication or only portions are funded --“This project is supported by Award No. _____ awarded by the Office for Victims of Crime, office of Justice Programs and administered by the Criminal Justice Coordinating Council”

• Provide example 30 days before purchase for budget approval

• Submit copy of final brochures, etc with request for reimbursement

E. Printing

Other• Rent, Local/Long distance, Cell phone,

Utility bill (time periods should be noted in description)

• Copy of contractual/consultant agreement should be submitted to CJCC and kept on file

F. (1) Other/Costs

Contractual/Consultant Policies

• Fees cannot exceed $450/day or $56.25/hour• Written contract

o Services to be performedo Rate of compensation – should be reasonable

according to past billing history or market rate (submit samples to CJCC)

o Length of time services will be provided• Payment for services rendered• Services during contract period

F. (2) Other/Consultants

Budget Summary

Matching Funds - VOCA• Same use as federal funds• Expended/obtained during contract period• Records of match maintained

• Source • Amount• Period used• Contracts should be current

Matching Funds• 20 % of Total Project Cost

oCash – any allowable item or service paid for by the agency.

o In-Kind – a donation of tangible expendable goods, services or work space including allowable volunteer time.

Unallowable Expenses• Non-budgeted items• Bonuses• Entertainment

(including food)• Alcohol• Fundraising

• Non-grant related Accounting/Bookkeeping expense

• Renovations/construction – unless making services ADA compliant (e.g. wheelchair ramp)

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Online Application Instructions

• Agencies with more than one 2013 award must submit an application for each grant number to receive continuation funding for that award

• Applicants will not be able to log out or log back in once the application is started

• CJCC recommends that each applicant compile all information requested in this RFP before beginning the online application

• Allow 2-3 hours for completion

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Online Application Instructions

• Technical difficulties or emergency circumstances? Contact Shontel Wright immediately at Shontel.Wright@cjcc.ga.gov or 404.657.1961  

• Applications must be submitted by 11:59pm on Saturday, May 31, 2014.

• There is no commitment on the part of CJCC to fund an application or to fund it at the amount requested.

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Completing the Online Application

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Common Errors• Wrong grant number• Budget format• Miscalculating match• Wrong agency name• Unallowable and

unreasonable costs• Not submitting the

attachment

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Continuation Award Timeline

Milestone Target DateRelease RFA and open application May 1, 2014 (Done May 2,

2014)Application closes May 31, 2014CJCC staff review June 1-30, 2014Target dates for Committee and Council Meetings

July 1-15, 2014

CJCC sends award packets to subgrantees

August 1, 2014

Award packets due to CJCC September 15, 2014Start of VOCA grant year October 1, 2014Start of VAWA and SASP grant year January 1, 2015

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Q & A

?

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Conclusion• Remember to read the RFA carefully and

CONTACT us! We’re here for you!

Betty Barnard – betty.barnard@cjcc.ga.gov – 404-654-5691Jonathan Peart – peart.jonathan@cjcc.ga.gov – 404-657-1973Shontel Wright – shontel.wright@cjcc.ga.gov – 404-657-1961

• Thank you - we appreciate your service and dedication to victims in Georgia