Victims of Crime Act (VOCA) Grant Program 2015 Continuation Application Webinar Criminal Justice Coordinating Council Victim Assistance Unit

Agenda Overview Eligibility Program Requirements Budgeting & Allowable Costs Application Instructions Timeline Q & A CJCC 2015 VOCA Continuation Webinar

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 victims o develop projects to enhance victims’ rights and services o 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. CJCC 2015 VOCA Continuation Webinar

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. CJCC 2015 VOCA Continuation Webinar

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. CJCC 2015 VOCA Continuation Webinar

Overview (cont.) CJCC 2015 VOCA Continuation Webinar

Eligibility Awards are limited to 2014 Continuation 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. CJCC 2015 VOCA Continuation Webinar

Eligibility (cont.) Victim services organizations Criminal justice agencies Religiously-affiliated organizations Hospitals and Emergency Medical facilities Others CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

Program Requirements Reporting o Victim Services Statistical Report (VSSR) Due January 30, April 30, July 30 and October 30 o Outcome Performance Measures (OPM) Due May 30 and November 30 o Subgrant Expenditure Requests (SER) Select monthly or quarterly CJCC 2015 VOCA Continuation Webinar

Budgeting and Allowable Costs CJCC 2015 VOCA Continuation Webinar

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*** CJCC 2015 VOCA Continuation Webinar

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 claimed o ($1,000 x 80% = ) Volunteer time valued at $12 per hour Volunteer dollars recorded in “Volunteer” column carried over from Volunteer Monthly Time Record CJCC 2015 VOCA Continuation Webinar

A. (1) Personnel/Salaries CJCC 2015 VOCA Continuation Webinar

A. (2) Personnel/Fringe Benefits CJCC 2015 VOCA Continuation Webinar

Travel Expenses Must abide by State of Georgia Travel Regulations/Local/Federal Travel Regulations 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 CJCC 2015 VOCA Continuation Webinar

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 outside a thirty-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. CJCC 2015 VOCA Continuation Webinar

B. Travel CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

C. Equipment CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

D. Supplies CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

E. Printing CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

F. (1) Other/Costs CJCC 2015 VOCA Continuation Webinar

Contractual/Consultant Policies Fees cannot exceed $450/day or $56.25/hour Written contract o Services to be performed o 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 CJCC 2015 VOCA Continuation Webinar

F. (2) Other/Consultants CJCC 2015 VOCA Continuation Webinar

Budget Summary CJCC 2015 VOCA Continuation Webinar

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 CJCC 2015 VOCA Continuation Webinar

Matching Funds 20 % of Total Project Cost o Cash – 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. CJCC 2015 VOCA Continuation Webinar

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) CJCC 2015 VOCA Continuation Webinar

Online Application Instructions Agencies with more than one 2014 award must submit an application for each grant number to receive continuation funding for that award Applicants can save, log out and 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 CJCC 2015 VOCA Continuation Webinar

Online Application Instructions Technical difficulties or emergency circumstances? Contact Shontel Wright immediately at or Applications must be submitted by 5:00pm on Friday, July 10, There is no commitment on the part of CJCC to fund an application or to fund it at the amount requested. CJCC 2015 VOCA Continuation Webinar

Completing the Online Application CJCC 2015 VOCA Continuation Webinar

Common Errors Wrong grant number Budget format Miscalculating match Wrong agency name Unallowable and unreasonable costs Not submitting the attachment(s) Insufficient narratives Validating percentages CJCC 2015 VOCA Continuation Webinar

Continuation Award Timeline CJCC 2015 VOCA Continuation Webinar MilestoneTarget Date Release RFA and open applicationJune 10, 2015 Application closesJuly 10, 2015 CJCC sends award packets to subgranteesOctober 2015 Award packet webinarsNovember 2015 Award packets due to CJCCDecember 2015 Start of VOCA grant yearOctober 1, 2015

Q & A ? CJCC 2015 VOCA Continuation Webinar

Conclusion Remember to read the RFA carefully and CONTACT us! We’re here for you! Thank you - we appreciate your service and dedication to victims in Georgia CJCC 2015 VOCA Continuation Webinar