Services, Training, Officers, Prosecution Violence Against Women (S.T.O.P. VAWA) 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 VAWA Continuation Webinar 2

Overview STOP VAWA Formula Grant Program was created under the 1995 Violence Against Women Act By statute, the STOP Formula Grant Program… o supports communities in their efforts to develop and strengthen effective law enforcement and prosecution strategies to combat violent crimes against women o develop and strengthen victim services in cases involving violent crimes against women. o ONLY covers the crimes of domestic violence, dating violence, sexual assault and stalking CJCC 2015 VAWA Continuation Webinar 3

Allocation Requirements CJCC 2015 VAWA Continuation Webinar 4

Eligibility Awards are limited to 2014 Competitive Award recipient organizations … that provide services to victims of or conduct CJ activities to combat DV, dating violence, sexual assault and stalking … and are operated by a public agency, a nonprofit organization, or a combination of such agencies or organizations. CJCC 2015 VAWA Continuation Webinar 5

Eligibility (cont.) Criminal justice agencies Victim services organizations Culturally specific organizations Population specific organizations Rape Crisis Centers Religiously-affiliated organizations CJCC 2015 VAWA Continuation Webinar 6

Other Eligibility Highlights 25% match for criminal justice agencies Help applying for CVCP Compliance with federal and state regulations Services to victims of federal crimes Promote victim safety Prohibit polygraph testing CJCC 2015 VAWA Continuation Webinar 7

Other Eligibility Highlights Record of effective services Promote community efforts to aid victims No charges to victims receiving VAWA- funded services Nondisclosure of confidential and private information LVAP 5% certification Legal assistance requirements CJCC 2015 VAWA Continuation Webinar 8

Program Requirements CJCC 2015 VAWA Continuation Webinar 9 All VAWA Subgrantees Victim Services projects only CJSI and Discretionary projects only Subgrant Expenditure Requests (SER) Select monthly or quarterly Victim Services Statistical Report (VSSR) Due January 30, April 30, July 30 and October 30 Criminal Justice Services Statistical Report (CJSSR) Due March 30 Annual report Due February 15 Outcome Performance Measures (OPM) Due May 30 and November 30

Budgeting and Allowable Costs CJCC 2015 VAWA Continuation Webinar 10

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 VAWA Continuation Webinar 11

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 VAWA Continuation Webinar 12

A. (1) Personnel/Salaries CJCC 2015 VAWA Continuation Webinar 13

A. (2) Personnel/Fringe Benefits CJCC 2015 VAWA Continuation Webinar 14

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 VAWA Continuation Webinar 15

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 VAWA Continuation Webinar 16

B. Travel CJCC 2015 VAWA Continuation Webinar 17

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 VAWA Continuation Webinar 18

C. Equipment CJCC 2015 VAWA Continuation Webinar 19

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 VAWA Continuation Webinar 20

D. Supplies CJCC 2015 VAWA Continuation Webinar 21

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 VAWA Continuation Webinar 22

E. Printing CJCC 2015 VAWA Continuation Webinar 23

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 VAWA Continuation Webinar 24

F. (1) Other/Costs CJCC 2015 VAWA Continuation Webinar 25

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 VAWA Continuation Webinar 26

F. (2) Other/Consultants CJCC 2015 VAWA Continuation Webinar 27

Budget Summary CJCC 2015 VAWA Continuation Webinar 28

Matching Funds – VAWA Criminal Justice Agencies ONLY CJCC 2015 VAWA Continuation Webinar 29 Situation Match is waived for the subgrantee 25% match is required Award to victim service provider for victim services X Award to victim service provider for another purpose (for example law enforcement training) X Award to tribe X Awards to courts, law enforcement, prosecution X

Matching Funds (cont.) Same use as federal funds Expended/obtained during contract period Records of match maintained Source Amount Period used Contracts should be current CJCC 2015 VAWA Continuation Webinar 30

Matching Funds (cont.) 25% 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 VAWA Continuation Webinar 31

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) See p of RFA for more allowable and unallowable costs CJCC 2015 VAWA Continuation Webinar 32

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 VAWA Continuation Webinar 33

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 VAWA Continuation Webinar 34

Completing the Online Application CJCC 2015 VAWA Continuation Webinar 35

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 VAWA Continuation Webinar 36

Continuation Award Timeline CJCC 2015 VAWA Continuation Webinar 37 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 VAWA grant yearJanuary 1, 2016

Q & A ? CJCC 2015 VAWA Continuation Webinar 38

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 VAWA Continuation Webinar 39