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

Victims of Crime Act (VOCA) Grant Program

2015 Continuation Application Webinar

Criminal Justice Coordinating CouncilVictim Assistance Unit

CJCC 2015 VOCA Continuation Webinar

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


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.


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.


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.


Overview (cont.)

10%

10%

10%

10%

60%

Allocation Requirements

Child abuseSexual assaultDomestic ViolencePreviously underservedOther


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.


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

organizations• Hospitals and Emergency

Medical facilities• Others


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


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


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


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

http://sao.georgia.gov/state-travel-policy

http://sao.georgia.gov/state-travel-policy

http://gsa.gov/perdiem


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.


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)


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


Online Application Instructions

• Technical difficulties or emergency circumstances? Contact Shontel Wright immediately at [email protected] or 404.657.1956

• Applications must be submitted by 5:00pm on Friday, July 10, 2015.

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

mailto:[email protected]


Completing the Online Application


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


Continuation Award Timeline

Milestone Target Date

Release RFA and open application June 10, 2015

Application closes July 10, 2015

CJCC sends award packets to subgrantees

October 2015

Award packet webinars November 2015

Award packets due to CJCC December 2015

Start of VOCA grant year October 1, 2015


Q & A

?


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

Documents

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