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02/13/2002 Monroe County Clerk's Original Victims of Crime Act (VOCA) FY 2002-2003 Grant Application Office of Attorney General Bob Butterworth OFFICE OF THE ATTORNEY GENERAL 2002-2003 VOCA GRANT APPLICATION Table of Contents Section One - General Information............................................................ Page 1 Background......................................................................................... .1 Who May Apply.....................................................................................1 VOCA Gra nt Application....................................................................... ...1 Funding by Judicial Circuit ...... ....... ..... .............. .... ................ .......... ........1 Application Deadline and Submission Instructions...................................... 1 Gra nt Application Review Process............................................................ 2 Award Announcement and Funding Cycle.................................................. 2 Applicable Laws/Final Program Guidelines................................................. 2 Disallowed Costs and Activities.. .............. ... ... ..... ................... ........... .... ...3 Underserved Victims.............................................................................. 3 Victims with Disabilities.......................................................................... 3 Section Two - VOCA Grant Application Instructions Certification/Signature........................................................................... 3 Agency Eligibility................................................................................... 3 Victims Served and Types of Services, Definitions......................................3 Statement of Need ... ...... ...... ...... .......... ........ .................... .... ............... ..4 Project Proposal....................................................................................4 Goals and Objectives ...... .............. ..... ........... ............... ................ ..........5 Letters of Support .... .......... ... ............. ... ........... ............................... .... ..5 Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion, Lower Tier Covered Transactions......................5 VOCA Budget Request.............. ........ .......... ...... ......................... ........ .....5 Program Match...................................................................................... 5 Cash Match....................................................................................... 5 In-Kind Match.... .............. ........... ..... ........................... ..... ... .... ..... .....6 VOCA Application Checklist..................................................................... 6 Contact Person...................................................................................... 6 Florida Judicial Circuits ........ ............. ..... ... .......... ... .... ........... ..... .............7 Attachments Attachment A - VOCA Grant Application _ Part 1: Certification/Signature.. ..... ....... ....... .... ........... ........ ............... ... ...9 Part 2: Agency Eligibility...... ....... ................... ........ ............... ..... ... ....... .10 Part 3: Victims Served and Types of Services.......................................... 11 Part 4: Statement of Need ....................................................................12 Part 5: Project Proposal.............. ........ ....................... .............. ..'~........ .12 Part 6: Goals and Objectives...........................................::--....................13 Part 7: Letters of Support. ............. .............. ...................... ...... ........... ..15 Part 8: Certification Regarding Debarment.............................................. 17 Part 9: VOCA Budget Request............................................................... 20 Part 10: Program Match .......................................................................33 Attachment B - Final Program Guidelines......................................................... 35 OFFICE OF THE ATTORNEY GENERAL VICTIMS OF CRIME ACT 2002-2003 VOCA GRANT APPLICATION Section One - General Information 1. BackGround: The Victims of Crime Act (VOCA) was enacted in 1984 to provide federal funding to assist state, local and private nonprofit victim advocate and victim/witness agencies to provide services to innocent crime victims. The United States Department of Justice (USDOJ), Office of Justice Programs (OJP), Office for Victims of Crime (OVC), provides funds to support the provision of services to victims of crime. Services are defirned as those efforts that respond to the emotional and physical needs of crime victims, assist victims of crime to stabilize their lives after a victimization, assist victims to understand and participate in the criminal justice system and provide victims of crime with a measure of safety and security. 2. Who Mav ADDlv: Any public or nonprofit organization or a combination of such organizations that provides direct services to crime victims as specified by the VOCA Victim Assistance Grant Final Program Guidelines (Attachment B). Failure to adhere to the Guidelines in the past may affect an Applicant's eligibility for funding. 3. VOCA Grant ADDlication: The VOCA Grant Application packet consists of the following materials: · General Information and Application Instructions · VOCA Grant Application (Attachment A) · OJP Final Program Guidelines (Attachment B) The Instructions, information, references and attachments contained herein comprise the official VOCA Grant Application. Applicants must sign a certification that they have read all of the VOCA Grant Application materials and that the applicant will comply with all ~pplicab/e federal and state statutes, administrative rules, procedures and poliCies established in the application. 4. FundinG bv Judicial Circuit: VOCA funds will be awarded by judicial circuit. Applicants will apply for funds within the judicial circuit served by the agency. If the agency serves victims of crime in more than one judicial circuit, an individual application must be submitted for each judicial circuit to be served. All components of each application must be Specific to the judicial circuit to be served. See (page 7) for a listing of the counties within each judicial circuit. 5. ADDlication Deadline and Submission Instructions: The original application and one exact copy must be received in the Office of the Attorney General (OAG) no later than 5:00 p.m., Eastern Standard Time, on Friday, February 22, 2002. The original application containing original signatures must be marked "original" in the top right hand marginof the first page. The applicant should retain an exact copy of the VOCA Grant Application. Applications must be mailed or delivered to the following address: Office of the Attorney General VOCA Grant Application The Capitol, Room PL-01 Tallahassee, Florida 32399-1050 The submission to the Attorney General's Office must include, in the followino order: · Fully completed VOCA Grant Application packet (Attachment A) · Three current letters of support (see Part 7 of the VOCA Grant Application) 2 · Documentation of the agency's state or federal registration as a nonprofit agency (applicable to nonprofit or combination nonprofit/public agencies only) · Job descriptions for all proposed VOCA-funded personnel, including match personnel Do not include brochures, annual reports or additional documents in the submission to the Attorney General's Office. Late applications will not be considered. Faxed or e-mailed applications will not be accepted by the OAG. 6. Grant ADDlication Review Process: After grant applications are received, the applications will be reviewed by OAG staff for technical compliance. All those applications meeting technical review will be forwarded to local citizen review teams. As part of the review team process, the citizen review team will require that applicants be available for site visits, as necessary. Citizen review teams will review the applications and subm:it funding recommendations to the OAG. 7. Award Announcement and FundinG Cvcle: Grant awards are announced annually prior to September 1, for a maximum of one year for the period of October 1 thl'1Ough September 30. VOCA grant awards are not renewable. 8. ADDlicable Laws/Final ProGram Guidelines: United States Department of Justice (USDOJ), Office of Justice Programs (OJP), Office for Victims of Crime (OVC), published Final Program Guidelines in the April 22, 1997, Federal Register to implement the victim assistance grant program as authorized by the Victims of Crime Act of 1984, as amended 42 U. S. C. 10601, et seq. If an Applicant receives funding under this program, the Applicant must comply with applicable federal and state laws and regulations, including the OJP Final Program Guidelines and OJP Financial Guide. The following is a oartial listing of VOCA eligibility requirements. The Applicant must: · Provide direct services to crime victims at no charge to the victim (i.e., provider cannot bill third party for services) · Be a public or nonprofit organization or a combination of such organizations · Provide documentation that exhibits community support and approval of its services · Demonstrate financial support from non-federal sources · Demonstrate, if a new program, that 25-50 percent of financial support comes from non- federal sources · Provide 20 percent program match derived from resources other than federal funds · Use volunteers which may include interns · Promote coordinated services with public and private efforts within the community to aid crime victims · Assist victims with filing victim compensation claims · Maintain civil rights information on victims served by race or national origin, sex, age, and disability · Maintain confidentiality of client-counselor information, as required by state and federal law · Comply with state criteria · Provide services to victims of federal crime · Comply with applicable provisions of the OJP Financial Guide. In addition to satisfying an annual audit requirement, these provisions include maintaining programmatic and financial records that fully disclose the amount and disposition of VOCA funds received; financial documentation for disbursements; daily time and attendance records specifying time devoted to allowable VOCA victim services; client files; the porti,Qns of tFie project supplied by other sources of revenue; job descriptions; contracts for services; and other records which facilitate an effective audit. 9. Disallowed Costs and Activities: The following list identifies some of the services, activities, and costs that cannot be supported with VOCA funds. See the Final Program Guidelines for complete information concerning non-allowable costs and services. · Lobbying and administrative advocacy 3 · Perpetrator rehabilitation and counseling · Needs assessments, surveys, evaluations or studies · Prosecution activities, including criminal investigations · Fund-raising activities · Indirect organization costs, including but not limited to, liability insurance on property or vehicles, capital improvements, security and body guards, property losses and expenses, real estate purchases, mortgage payments, construction . Property loss · Most medical costs · Relocation expenses · Vehicles, unless approved in advance by the state VOCA Administrator · Administrative staff expenses including administrators, board members, executive directors, supervisors, etc. · Coordination activities such as: serving on task forces or development of protocols, interagency agreements, and other working agreements undertaken as part of the agency's role as a victim services organization · Costs of sending individual crime victims to conferences · Activities exclusively related to crime prevention · Supporting services to incarcerated individuals · Supplement to crime victim compensation awards · Non-emergency legal representation (e.g., divorces) 10. Underserved Victims: Applicants are encouraged to identify gaps in available services for "underserved" victims and to seek funding to provide services to these victims. Underserved populations may include, but are not limited to, child-on-child abuse, child abuse by non-caretaker, crimes against the elderly, non-English speaking persons, persons with disabilities, victims of federal crimes, victims of workplace violence and members of racial or ethnic minorities. 11. Victims with Disabilities: Costs of furniture, auxiliary aids that assist persons with sensory disabilities to communicate such as lTY/TTD machines for the hearing impaired or qualified interpreters, or minor building alterations/improvements that make victim services more accessible to persons with disabilities are allowable. Section Two - Application Instructions The VOCA Grant Application packet is included as Attachment A. The following information is provided to assist the applicant in completing the application packet. 12. Certification/Sianature: Complete the information requested for the Agency Name, Agency Director and Contact Person. Enter the name as it should appear on a contract in the event the program receives VOCA funding. Use the listing of Florida's Judicial Circuits to identify the judicial circuit that the VOCA program will be serving. For example, Miami is in the 11th judicial circuit. An original signature is required after the address information. 13. Aaencv Eliaibilitv: Complete all of the information requested in sections a. through e. 14. Victims Served and Tvpes of Services, Definitions: Use this information in completing Part 3, Types of Services. Definitions are provided by the U. S. Department of Justice, Office of Justice Programs, Office for Victims of Crime (OVe). The informqtion provided in this section must be consistent with the applicant's Statement of Needl, Project Proposal, and Goals and Objectives. An applicant who receives VOCA funding will be required to maintain data on victims served and types of services proVided in accordance with the following definitions. 4 Crisis Counseling refers to in-person crisis intervention, emotional support, and guidance and counseling provided by advocates, counselors, mental health professionals, or peers. Such counseling may occur at the scene of a crime, immediately after a crime, or be provided on an on-g?ing basis. Follow up Contact refers to in-person contacts, telephone contacts, and written communications with victims to offer emotional support, provide empathetic listening, check on a victim's progress, etc. Therapy refers to intensive professional psychological and/or psychiatric treatment of individuals, couples, and family members to provide emotional support in crisis arising from the occurrence of crime. This includes the evaluation of mental health needs, as well as the actual delivery of psychotherapy. Group Treatment refers to the coordination and provision of supportive group activities and includes self-help, peer, social support, etc. Crisis Hotline Counseling typically refers to the operation of a 24-hour telephone service, 7 days a week, which provides counseling, guidance, emotional support, information and referral, etc. Shelter/Safe House refers to offering short- and long-term housing and related support services to victims and families following a victimization. Information and Referral (in-person) refers to in-person contacts with victims during which time services and available support are identified. Criminal Justice Support/Advocacy refers to support, assistance, and advocacy provided to victims at any stage of the criminal justice process, to include post- sentencing services and support. Emergency Financial Assistance refers to cash outlays for transportation, food, clothing, emergency housing, etc. Emergency Legal Advocacy refers to the filing of temporary restraining orders, injunctions, and other protective orders, elder abuse petitions, and child abuse petitions but does not include criminal prosecution or the employment of attorneys for non-emergency purposes such as custody disputes, civil suits, etc. Assistance in Filing Compensation Claims includes making victims aware of the availability of crime victim compensation, assisting the victim in completing the required forms, gathering the needed documentation, etc. It may also include follow- up contact with the victim compensation agency on behalf of the victim. This is a mandatory requirement. An applicant that receives VOCA funding will be reauired to provide this service. Personal Advocacy refers to assisting victims in securing rights, remedies, and services from other agencies; locating emergency financial assistance, intervening with employers, creditors, and others on behalf of the victim; assisting in filing for losses covered by public and private insurance programs including workman's compensation, unemployment benefits, welfare, etc.; accompanyjng the'victim to the hospital, etc. Telephone Referrals refers to contacts with victims during which time services and available support are identified. Other refers to other VOCA allowable services and activities not listed. 5 15. Statement of Need: Complete the information as requested. 16. Proiect ProDosal: Complete the information separately for each subheading. 17. Goals and Ob1ectives: Goals and Objectives are an integral component of the application and will be used to measure the success of the VOCA-funded program. See Part 6 for instructions and illustrations. 18. Letters of SUDDort: Attach three (3) current letters of support from local community or government groups. Letters from individuals or units within the applicant agency will not be accepted. Do not provide more than three letters. It is the responsibility of the :applicant agency to ensure letters confirm the applicant agency's record of providing effective services to crime victims (if applicable) and demonstrate community support for the propjosed VOCA project. A current letter is one that is dated during the current calendar year. Note: Letters acknowledging participation in a conference or meeting are not acceptable as letters of support. 19. Certification Reaardina Debarment. SusDension. Ineliaibility and Vol~ntarv Exclusion. Lower Tier Covered Transactions: This certification is required by federal regulations implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part 67, Section 67.510, Participants' responsibilities. The authorized representative at the subrecipient level must sign the certification. The signed certification must be submitted with the grant application. 20. VOCA Budaet Reauest: The Budget section of the VOCA Application is an itemized description by budget category of proposed costs for VOCA funding. The budget categories are, personnel, contractual services, training, equipment and operating expenses. To maximize the availability of services to all crime victims, the OAG discourages the use of VOCA funding to provide services that are eligible for payment thrbugh the Victim Compensation Program. Justification that demonstrates the effectiveness of any such duplication is required as part of the budget narrative. Failure to submit a justification may result in removal of the budget request during technical review. Refer to instructions on front of budget forms. 21. Proaram Match: The Final Program Guidelines require that all proposals provide a 20 percent match of the total VOCA Project. Total VOCA Project is defined as the VOCA Budget Request plus the Program Match. Match funds are subject to the same restrictions that govern VOCA grant funds, i.e., the source of program match must be a VOCA-allowable expenditure. To determine the amount of match required by the Final Program Guidelines for the proposed VOCA project, divide the total amount of the VOCA Budget Request by four. The result is the amount of required program match. For example, if the VOCA Budget Request is $30,000, then divide $30,000 by four which equals $7,500. In this case, the required match is $7,500 which equals 20 percent of the total VOCA project. The following further illustrates the program match requirement: $30,000 VOCA Budget Request + 7,500 Required Program Match ($7,500 equals 20% of the total VOCA Project) $37,500 Total VOCA Project -- Allowable match funds may include, but are not limited to, volunteers, staff salaries, rent, equipment, operating costs, etc. Federal funds from other sources cannot be used for VOCA match. Match used for the VOCA project cannot be used for any other grant. Do not Aover@ match, i.e., do not provide match in excess of 20% of the total VOCA project. Match may be provided as either cash or in-kind or a combination of cash and in-kind as follows. 6 Cash Match: A cash match is any cost component that is included in the agency=s overall budget as it applies to the provision of direct services for victims of crime (e.g., staff providing direct victim services, travel related to the delivery of direct victim services, rent paid by the agency for the portion of the program providing direct victim services, etc.). If the agency pays for the expense, then it may be used as a cash match. In-kind Match: An in-kind match includes donated items or services that benefit the program but which do not have a dollar value assigned for budgeted purposes. For example, programs may use volunteer hours as match. The value placed on donated services must be consistent with the rate of compensation paid for similar work in the applicant agency. If the required skills are not found in the applicant agency, the rate of compensation must be consistent with the labor market. Programs may use items donated by other programs or individuals as in-kind match (e.g., rent and utilities used for the provision of direct services to victims and donated by another source outside the agency). Instructions for completing the Program Match section of the VOCA Application are included in the VOCA Budget instructions. Provide both a budget detail and a narrative on each item submitted to meet the Program Match requirement. 22. VOCA ADDlicant Checklist: The applicant should use the following checklist to ensure that all parts of the VOCA Grant Application have been completed. Failure to complete and submit all information could render the application non responsive and result in elimination of the application from further consideration. Part 1: Certification/Signature Part 2: Agency Eligibility (a. through e.) Part 3: Victims Served and Types of Services (a. and b.) Part 4: Statement of Need Part 5: Project Proposal, all five subheadings are separately addressed Part 6: Goals and Objectives (A maximum of two goals, with three objectives per goal) Part 7: Letters of Support (three letters attached) Part 8: Certification Regarding Debarment Part 9: VOCA Budget Request (itemized description for each budget category) _ Part 10: Program Match - Documentation of the agency's state or federal registration as a nonprofit agency; applicable to nonprofit or combination nonprofit/public agencies only _ Job descriptions for each proposed VOCA-funded and match position - Original Application plus one exact copy must be received in the Office of the Attorney General no later than 5:00 p.m. Eastern Standard Time on Friday, February,22, 200'2. 23. Contact Person: For any questions concerning the VOCA Grant Application, contact the Bureau of Advocacy and Grants Management, Office of the Attorney General, The Capitol, Room PL- 01, Tallahassee, Florida 32399-1050, or at 850/414-3380 (Suncom 994-3380) or fax number (850) 487-3013 (Suncom fax 277-3013). 7 FLORIDA JUDICIAL CIRCUITS FIRST SEVENTH FOURTEENTH Escambia Flagler Bay Okaloosa Putnam Calhoun Santa Rosa St. Johns Gulf Walton Volusia Holmes Jackson SECOND EIGHTH Washington Franklin Alachua Gadsden Baker FIFTEENTH Jefferson Bradford Palm Beach Leon Gilchrist Liberty Levy SIXTEENTH Wakulla Union Monroe THIRD NINTH SEVENTI:ENTH Columbia Orange Broward Dixie Osceola Hamilton EIGHTE~NTH Suwannee TENTH Brevard Taylor Hardee Seminole Highlands FOURTH Polk NINETE~NTH Clay Indian River Duval ELEVENTH Martin Nassau Miami-Dade Okeechobee St. Lucie FIFTH TWELFTH Citrus DeSoto TWENTII;TH Hernando Manatee Charlotte Lake Sarasota Collier Marion Glades Sumter THIRTEENTH Hendry Hillsborough Lee SIXTH Pasco Pine lias 8 ATTACHMENT A 2002-2003 VOCA GRANT APPLICATION Part 1. CERTIFICATION/SIGNATURE I acknowledge that I have read, understand, and agree to the conditions set forth in the Victims of Crime Act Grant Application, Instructions and the Final Guidelines for the duration of the grant period. I certify that any VOCA grant funds that this Agency might receive will not be used to supplant any state and local funds that would otherwise be available for crime victim services. Further, I certify that the information contained in this application is true, complete and correct. The Applicant agency is the legal name of the agency that is seeking VOCA funding. Enter the name as it should appear on a contract in the event the program receives VOCA funding. Name of Agency: Monroe County, Florida Judicial Circuit To Be Served (refer to list on page 7): 16th Aaencv Director Information: 530 Whitehead Street Mailing Address of Agency Director 305/292-3430 Area CodejTelephone No. Kev West City 33040 Zip Code Charles "Sonn Printed Name of Type the name of the individual in the Agency who can answer questions about the information contained in this Grant Application. (305)292-3485 Contact Telephone 'No. John F. Pearce, Guardian ad Litem Proaram Contact Person (305)295-3659 Contact/Fax No. 10 PART 2. AGENCY ELIGIBILITY a. Identify which of the following categories best describes the applicant agency: Y Public Private Nonprofit * Combination Private Nonprofit/Public * * Private nonprofit or a combination private nonprofit/public agency, must provide a photocopy of either a state or federal document that verifies the agency's status as a registered nonprofit organization. For example, a copy of an agency's federal IRS SOlc(3) tax exempt status may be used for the required documentation. b. Describe the type of implementing Agency (check the appropriate boxes): 0' Criminal Justice - Government: Law Enforcement Prosecution Probation Court Corrections 0' Other o Noncriminal Justice - Government: Social Services Mental Health Public Housing Hospital Other o Private Non-Profit: Hospital Rape Crisis Other Religious Organization Shelter Mental Health Agency o Native American Tribe or Organization: On Reservation Off Reservation o Other: c. Describe the purpose of the proposed VOCA project (check one): New Victim Services Project 0' Continuation of an existing VOCA-funded project Expansion or enhancement of a project that is not currently VOCA-funded d. In the following table, provide the amount of funding that is allocated to victim services in your agency for the current fiscal year by funding source. Do not report the agency budget Unless the entire budget is devoted to victim services. For example, if VOCA funds are awarded to support a victim advocate unit in a prosecutor's office, then report the budget for the victim advocate unit only. Round amounts to the nearest dollar. Include all expenses which are budgeted for your victim services program (I.e., personnel costs which include salaries for directors, clerical/support staff, victim advocates, counselors, etc.,; training costs; equipment such as computers, fax machines, printers, copiers, telephones, and furnishings, etc.; operating costs such as utilities, postage, printing, office supplies, travel, counseling supplies, etc.). Contact your agency's finance or budget office for assistance in completing this information. Please note: Do not include in-kind match. 10 Funding Source , Current Fiscal Year Federal Funding (excluding VOCA) $ Current Year VOCA (excluding match) $ 19,645 State Funds $ Local, Public or Private Funds (match) $ 4,912 Other (specify): $ Total Victim Services Budget $ 24,557 d. ,If the applicant agency currently receives federal funding for victim services other than VOCA funds, indicate the source(s) and the use of those funds: PART 3. VICTIMS SERVED AND TYPES OF SERVICES For the Total VOCA Project (VOCA grant plus match) identify the victims served and the types of services that the applicant plans to provide. a. Victims to be served. Check (Y) all that apply. Y Child Physical Abuse Y Child Sexual Abuse o OUI/OWI Crashes Y Domestic Violence o Adult Sexual Assault o Elder Abuse o Adults Molested as Children Y Survivors of Homicide Victims o Robbery o Assault o Other, please identify: b. Types of services. Check (Y) all that apply. Y Crisis Counseling Y Follow-up Contact o Therapy o Group Treatment o Crisis Hotline Counseling [j Shelter/Safehouse Y Information and Referral (In-person) o Criminal Justice SUPport/Advocacy o Emergency Financial Assistance Y Emergency Legal Advocacy Y Assistance in Filing. Compensation Claims. Manda~orv Requirement o Personal Advocacy o Telephone Referrals ~ o Other, please identify: PART 4. STATEMENT OF NEED Using the information checked under Part 3 - Victims Served and Types of Services, briefly describe the following: · Specific need for VOCA funds or · Deficiency of services to victims After briefly describing the need, document the need by including the following information as it relates to the service area: · Population · Geographic characteristics · Crime statistics · Existing victim services in the community · Non-existing victim services in the community Response may not exceed one-half page, minimum font size 10 Part 5. PROJECT PROPOSAL The information provided by the applicant under Part 5 - Project Proposal pertains only to the services related to the proposed Total VOCA Project (VOCA grant plus match). Respond to each of the separate subheadings as described below. The response under each subheading may not exceed one-half page with each page containing at least two subheadings, minimum font size 10. Project Summary Using the information checked under Part 3 - Victims Served and Types of Services, describe in detail: The specific victim population(s) to be served The specific services that will be provided to each victim population Coordination of Services The VOCA Final Program Guidelines require that grant recipients coordinate services with other area service providers. Under this subheading: Describe how the proposed VOCA project will coordinate the services with other service providers in the community. Identify agencies with which the proposed VOCA project will coordinate its services.- Explain the need for overlapping services if the proposed VOCA project duplicates services already provided in the area. Assistance in Filing Comoensation Claims The Final Program Guidelines require that grant recipients provide assistance iJ:l filing victim compensation claims. Assistance can be any of the following activities; providing information to victims on the availability of compensation, assisting victims in completing the forms, assistance in mailing the compensation forms, etc. Describe how the proposed project will meet this mandatory requirement. 12 Use of Volunteers The Final Program Guidelines mandate that grant recipients use volunteers. Under this subheading: Describe how the proposed project will recruit and utilize volunteers. Identify the number of volunteers currently utilized in the Victim Services Prog:ram expressed as full time equivalent(s). Proiect Continuation Describe how the agency plans to continue funding this program if VOCA funds are no longer available. (i.e., is the agency looking at other funding sources such as local or state funding or other grants?) There is no expectation or guarantee, implied or otherwise, that an agency will receive VOCA funding in the future. VOCA applications for grants are subject to a competitive process on an annual basis. Part 6. GOALS AND OBJECTIVES Based on the information provided for Part 3 - Victims Served and Types of Services and Part 5 _ Project Proposal, select at least one goal and three objectives that specifically relate to the proposed total VOCA Project. Use as much space as needed; minimum font size 10. Do not submit more than two goals and three objectives for each goal. The OAG compiled the following list of goals and objectives to assist the applicant in selecting the minimum information required for VOCA goals and objectives. You must select from the following goals and objectives. If the choices provided do not accurately reflect the go.ls and objectives of your proposed VOCA project, you must contact the OAG at 850/414-3380 prior to submitting the application to determine alternative goals and objectives that are acceptable. Alternative goals and objectives must be approved in writing by the OAG and included as part of your grant application. GOALS: A goal is the anticipated result of the project proposal, i.e., a broad description of what the project is intended to accomplish. The applicant must select the goals from the following list. The goal(s) must be directly related to the proposed VOCA project. GOAL: Enhance the quality of victim services provided. GOAL: Increase the quantity of victim services provided. GOAL: Expand services to meet the immediate needs of crime victims. GOAL: Expand victim services to provide additional types of services. GOAL: Expand victim services to geographic areas with limited or non-existing services. GOAL: Expand services to additional victim groups. GOAL: Expand services to members of previously underserved populations. OBJECTIVES: Objectives are the increments of progress that will lead to the accomplishment of the goal. When describing objectives, orovide numbers, not percentages. The numerical oll>jectives represent VOCA-eligible services that will be provided by VOCA paid staff, volunteers, or other agency staff who are used to meet the required project match. Objectives must be directly related to the 13 proposed VOCA project. For Part 6, the applicant must select three objectives from the following list and provide the appropriate estimate for the proposed VOCA project. ex. Between October 1 and September 30 the program will provide Crisis Counseling to crime victims. ex. Between October 1 and September 30 the program will provide Follow-up Contact to crime victims. ex. Between October 1 and September 30 the program will provide Therapy to crime victims. ex. Between October 1 and September 30 the program will provide Group Treatment to crime victims. ex. Between October 1 and September 30 the program will provide Crisis Hotline Counseling to crime victims. ex. Between October 1 and September 30 the program will provide Shelter/Safe House to crime victims. ex. Between October 1 and September 30 the program will provide a total of Information and Referral services to crime victims. ex. Between October 1 and September 30 the program will provide Criminal Justice Support/Advocacy to crime victims. ex. Between October 1 and September 30 the program will provide Emergency Financial Assistance to crime victims. ex. Between October 1 and September 30 the program will provide Emergency Legal Advocacy to crime victims. ex. Between October 1 and September 30 the program will provide Personal Advocacy to crime victims. ex. Between October 1 and September 30 the program will provide Telephone Referrals to crime victims. ex. Between October 1 and September 30 the program will provide a total of Telephone Referrals to crime victims. ex. Between October 1 and September 30 the program will provide public presentations that are designed to identify crime victims for the purpose of providing referrals or needed services. ex. Between October 1 and September 30 the program will provide case management serVices to crime victims. ex. Between October 1 and September 30 the program will provide crisis intervention to crime victims. ex. Between October 1 and September 30 the program will provide courtroom-orientation to crime victims. ex. Between October 1 and September 30 the program will provide sexual assault forensic examinations (in compliance with state evidentiary collection requirements) to victims, when other funding sources are unavailable or insufficient. 14 ex Between October 1 and September 30 the program will provide'transportation servi,ces to crime victims (i.e., for victims to receive services, emergency transportation that enables a victim to participate in the criminal justice system). ex Between October 1 and September 30 the program will provide a total of support groups for victims of crime. Sample: Goal #1: Increase the quantity of victim services. Objectives: 1. Between October 1 and September 30 the program will provide Follow-up Contact to 75 crime victims. 2. Between October 1 and September 30 the program will provide a total of 250 Information and Referral services to crime victims. 3. Between October 1 and September 30 the program will provide crisis intervention to 115 crime victims. Goal #2: Expand services to meet the immediate needs of crime victims. Objectives: 1. Between October 1 and September 30 the program will provide Personal Advocacy to 95 crime victims. 2. Between October 1 and September 30 the program will provide Emergency Legal Advocacy to 77 crime victims. 3. Between October 1 and September 30 the program will provide ~ public presentations that are designed to identify crime victims for the purpose of providing referrals or needed services. Part 7. LETTERS OF SUPPORT Attach three (3) current letters of support from local community or government groups. Letters must be dated within the current calendar year. Part 8. CERTIFICATION REGARDING DEBARMENT The authorized representative at the subrecipient level must sign the Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion, Lower Tier Covered transactions, and attach it to the VOCA Grant Application. - 15 PART 4 STATEMENT OF NEED In 1980, the Florida legislature established Guardian ad Litem (GAL) programs to provide volunteer representation of the best interests of children who are victims of domestic violence, physical abuse and sexual abuse in child protection proceedings. Over the past twenty-two years, GAL programs have provided representation to child victims during investiglations, as well as assisted victims during the criminal justice process. GAL programs, however, have suffered unfunded legislative mandates, year in and year out; they have only been able to provide assistance to approximately half of those children who need child advocacy and legal representation in the courts. The enactment of the Federal Adoptions and Safe Families Act in 1997, and the passage of Florida's Kayla McKean Act in 1999, have both contributed to a dramatic increase in the number of child victims who are statutorily entitled to child advocacy and legal representation provided by Florida's GAL programs. This, combined with the events of September 11, 2001 and the ensuing budget crisis in the Florida legislature, has hampered GAL's ability to adequately provide those mandated services to children. The 16th Judicial GAL program serves the Florida Keys, an island chain spanning 130 miles. This largely rural area has three (3) Court locations. In the year 2001, the Monroe County Clerk of Courts recorded a total of 2149 Criminal Felony Cases. The GAL Program for that year was appointed to criminal cases involving 109 children. Monroe County Sheriff's Department statistics show that there were 244 Domestic Violence calls involving children for the calendar year 1999. The GAL program has served 75 children who were victimized by Domestic Violence. Further, the GAL program has provided services for 33 other child victims, 21 of which were involved in sexual assaults and the others in physical abuse, assaults and even carjackings. The se!rvices provided by this volunteer-based program were personal advocacy, information and referral, assistance and follow up monitoring as personal contact with the victims. This is a unique service in the community, and has been relied upon by the judiciary for seventeen (17) years, to speak with an independent voice for the best interests of the child victim in court. The recommendations are designed to ensure a safe, permanent home and prevent revictimization. In 1997, the Children's Justice Act (CJA), administered by the National Center on Child Abuse and Neglect (NCCAN), identified barriers to prosecution and judicial efforts in the handling of child abuse cases and stated "a need to expand the number of trained GAL's and court-appointed attorneys". PART 5 PROJECT PROPOSAt Project Summary As identified in Part 3, the victims to be served through this proposal are child victims of physical abuse, sexual abuse, and domestic violence. To increase services to this underserved population, more GAL case coordinators are required in the 16th Judicial Circuit program. This is an exciting time in the developmental history of the GAL programs. We are currently reorganizing the delivery of services and legal representation to child victims to better serve our population and maximize our limited resources. We have hired an additional part-time attorney to ease the growing in-court caseload, and are in the process of hiring a part-time secretary to provide clerical support and support to the volunteers in their endeavors to assist victims of crime. GAL programs were established to rely on trained volunteers supervised by GAL case coordinators, and attorneys, to represent the best interest of child victims in court proceedings. With the increases seen due to the impact of recent federal and state legislation, GAL programs statewide have been unable to recruit and train a sufficient number of lay volunteers and strive to meet the growing numbers of child victims. Our new model of representation proposes a front-end focus on a child-protection case through the use of professional advocates, teamed with lawyers and the use of volunteers later on in the life of a case, to monitor the child. The proposal would continue the positions of one (1) part-time Volunteer Coordinator providing intensive recruitment of lay volunteers, thus, ensuring recruitment and retention of volunteers as well as providing maximum victim services to the children of Monroe County. Coordination of Services The twenty-year history of the GAL program has demonstrated unique advocacy functions for child victims and has established its reputation for a well coordinated, unduplicated system of service delivery among and between community service agencies, such as Dept. of Children and Families, Dept. of Juvenile Justice, Family Safety Planning Team, Child Protection Team, and local mental health centers. The GAL is seen as the linchpin for ensuring a well-protected child victim, and a well-protected victim makes a good witness. The GAL program works closely with judges, state attorneys, law enforcement officers, and child protection teams, in addition to child therapists, psychologists, teachers and medical professionals. In recent years, the GAL program has established cOllaborative relationships with new child service delivery systems such as supervised visitation centers and child advocacy centers. Funding provided for the continuation of additional staff will continue to enhance coordination of services and avoid duplication of services. Assistance in Filing Comoensation Claims As part of its working relationship with the State Attorney's office and its victim advocates, the GAL program is familiar with the process of filing compensation-"'tlaims and the appropriate procedures to be followed. The GAL program wilf comply with this requirement by informing victims of their rights' to compensation as appropriate, assisting them in locating and completing forms as necessary, and referring them to the local office for more detailed information. This is a particularly important function to be performed when the client is a child victim, and the family is under stress. Use of Volunteers Volunteers have been the mainstays of the GAL program since their beginning in 1980. Volunteers trained, and certified to act as guardians ad litem, perform critical tasks for child victims. Their responsibilities include information gathering by interviewing all parties: parents, relatives, law enforcement officers, school and medical professionals, as well as community agency staff, in order to prepare a written report for the presiding judge, with recommendations for the best interest of the child. In addition, volunteers monitor the safety and well being of the child victims by visiting them regularly, and reporting to the judge any concerns, at judicial hearings. In conjunction with GAL staff attorneys, the volunteers protect the child from further trauma in the judicial process by appearing in court with them to shield against harmful, repetitive questioning and by initiating emergency motions for protective orders, whenever the child's well being and safety is in danger due to the criminal justice process. In 1998, 7,160 volunteers represented children in 11,192 cases statewide. On a local level, in June of 2001 the Monroe County Guardian ad Litem had 31 active volunteers. Volunteers will continue to playa major role in the operations of the GAL programs even as a GAL staff assumes a more direct role in providing front-end services to child victims. The need for advocacy and legal representation continues, and volunteers will be required to perform the described functions in order to maintain the current level of advocacy for children. Project Continuation The GAL Program continues to request additional positions through statewide budgetary requests. Fiscal year 2001-2002, the Monroe County GAL Program received 2 additional part-time positions; .5 Secretary and .5 Staff Attorney. The GAL Program will request in the State and County Budget funding for the continuation of VOCA positions. PART 6 GOALS and OBJECTIVES GOAL 1 Expand Services to members of previously underserved populations. OBJECTIVE 1 Between October 1 and September 30, the VOCA project will provide crisis intervention services to 25 crime victims. OBJECTIVE 2 Between October 1 and September 30, the VOCA project will provide case management services to 25 victims. OBJECTIVE 3 Between October 1 and September 30, the VOCA project will provide follow up contact to 50 victims. GOAL 2 Enhance Quality of child victim services provided. OBJECTIVE 1 Between October 1 and September 30, the VOCA project will provide 15 in-person referrals to social service agencies. OBJECTIVE 2 Between October 1 and September 30, the VOCA project will provide 20 telephone referrals to social service agencies. OBJECTIVE 3 Between October 1 and September 30, the VOCA project will provide courtroom orientation to 10 victims of crime. --- CHAMBERS OF CIRCUIT JUDGE 16TH JUDICIAL CIRCUIT OF FLORIDA 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 RICHARD G. PAYNE CHIEF JUDGE January 24,2002 MONROE COUNTY COURTHOUSE ANNEX TEL: 305 1292-3433 FAX: 305 I 292 - 3434 Office of the Attorney General VOCA Grant Application The Capitol, Room PL-01 Tallahassee, FL 32399-1050 KATHY SHOCKLEY JUDICIAL ASSISTANT Dear Sir or Madam: This letter is written in support of the VOCA Grant Application being submitted by the 16th Circuit Guardian ad Litem Program. As the Chief Judge for the 16th Judicial Circuit, and as a Judge presiding over criminal cases, I have had first-hand experience with the work of the Guardian ad Litem Program in Family Violence cases. The work that is done by the staff and volunteers of this vital Program is crucial to the decisions being made in Criminal Court. Often, the information presented by the Guardian ad Litem is the most current and comprehensive with regards to the welfare and safety of the children affected by criminal acts. The 16th Circuit is a rural county, which encompasses a string of islands, stretching 130 miles. It is difficult to ensure that every child and every family that comes before the Court will receive needed services. The Guardian ad Litem Program helps to see that necessary referrals are made for families and children with specific identified needs. The Program also provides a crucial interface between the Criminal, Family and Dependency Courts, so that our Courts may make informed decisions and enter consistent and responsive orders. The funding sought by the 16th Judicial Circuit's Guardian ad Litem Program is greatly needed, and will help this Program continue to provide first-rate child advocacy in Family Violence cases and other legal proceedings affecting the interests of children. Sincerely, ~~ RICHARDG.PAYNE ~ Chief Circuit Judge January 24,2002 Office of the Attorney General VOCA Grant Application The Capitol, Room PL-O 1 Tallahassee, FL 32399-1050 This letter is in support of the VOCA Grant Application being submitted by the Guardian ad Litem Program with the 16th Judicial Circuit. As the Executive Director for the PACE Center for Girls of Monroe County, I have had many opportunities to see the difference made in the lives of children by the Guardian ad Litem staff and volunteers. Through their skilled advocacy and consistent monitoring, children at risk receive the support necessary to make their way through difficult legal proceedings. The Guardian ad Litem Program serves the Courts, and the interests of children who have experienced violence in their homes, abuse and neglect by caretakers, and those who have been victims of crime. Their work is essential to the functioning of the Juvenile Courts, and the delivery of social services, and is make all the more challenging by the geographical area served: the 16th Judicial Circuit has three court locations and spans 130 miles The services provided by the Guardian ad Litem Program are critical for children and families in their Circuit, and are not offered by any other agency. The demand for skilled child advocates continues to grow, and the Guardian ad Litem is struggling to meet that need. It is without hesitation that I support the Program's request for VOCA grant funding to enhance its ability to provide high quality representation for child victims in this community. Sincerely, '~ ~xecutive Director PACE Center for Girls of Monroe County MONROE COUNTY KEY WEST 524 ,EATON STREET P.O. BOX 4127 KEY WEST, FL 33041-4127 PHONE: (305) 284-2501 ROSEMARY E. ENRIGHT PUBLIC DEFENDER MARATHON PUBLIC DEFENDER'S OFFICE MARATHON GOVERNMENT ANNEX 480 83RD ST. OCEAN MARATHON, FL 33050 PHONE: (305) 288-8015 PLANTATION KEY 88240 OVERSEAS HWY., SUITE 2 TAVERNIER, FL 33070 PHONE: (305) 853-3232 PUBLIC DEFENDER SIXTEENTH JUDICIAL CIRCUIT OF FLORIDA IN AND FOR MONROE COUNTY PLEASE REPLY TO: Office of the Attorney General The Capitol, Room PL-O 1 Tallahassee, Florida 32399-1050 January 25, 2002 Re: Victims of Crime Act Grant VOCA Application Dear SirlMadam, I am writing in support of the VOCA grant application of the Sixteenth Judicial Circuit Guardian ad Litem Program. As the Public Defender for this circuit, my staff and I have had direct experience with the Guardian ad Litem personnel in criminal proceedings in which children are victims and witnesses. Although our roles are different, I can attest to the quality of representation children receive through the work of the Guardian ad Litem staff and trained volunteers. Criminal prosecutions of those charged with the physical and sexual abuse of children are aggressively pursued by the Office of the State attorney and vigorously defended by staff attorneys with the Public Defender's office. The Guardian ad Litem serves the best interests of these young victims by ensuring that the child interviewing process and discovery are conducted properly and with sensitivity to the needs of the child. Most times, depositions of child victims are done in the safe setting of the Guardian ad Litem office after the child has been made comfortable through interaction with the Guardian staff and volunteers. The Guardian ad Litem Program's advocacy for children in the criminal process as victims and witnesses is an essential service that is not currently offered by any other agency in our community. While the interest of the State and the Defendants are represented, it is only the Guardian who is there solely to ensure that the best interests of the child are well served. I enthusiastically support the Guardian ad Litem's applications for additional funding to expantt and enhance its ability to serve the needs of children in our community. Sincerely yours, ~6.~ Public Defender, Sixteenth Circuit U. S. DEPARTMENT OF JUSTICE OFFICE OF JUSTICE PROGRAMS OFFICE OF THE COMPTROLLER Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions (Sub-Recipient) This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part 67, Section 67.510. Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211). (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of the proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Charles "Sonn " Name and Title of Aut 2./l.:r 12.00" Date Signature West FL 33040 OJP Form 4061/1 (Rev 2/89) Previous editions are obsolete 17 Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospectiive lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or VOluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause title "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may check the Nonprocurement List. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which the transaction originated may pursue available remedies, including suspension and/or debarment. 18 BUDGET SECTION 19 Part 9. VOCA BUDGET REQUEST (Instructions, Illustrations and Budget Forms) The Budget section of the VOCA Application is an itemized description by budget category of proposed costs for VOCA funding. The budget categories are: personnel, contractual services, training, equipment and operating. The Applicant must provide a detailed (itemized) list and a budget narrative for every budgeted item. See instructions on how to complete the VOCA Budget Request. See Final Program Guidelines (Attachment B) for specific details regarding Allowable and Non-Allowable Costs. Attach additional pages as necessary. To maximize the availability of services to all crime victims, the OAG discourages the use of VOCA funding to provide services that are eligible for payment through the Victim Compensation Program. Justification that demonstrates the effectiveness of any such duplication is required as part of the budget narrative. Failure to submit a ju~tification may result in removal of the budget request during technical review. BUdget cateigories should be rounded to the nearest whole dollar (i.e., $8,081.43 = $8,081 or $8,081.78 = $8,082). SAMPLE A. Personnel - The Applicant must provide a job description for all proposed VOCA-funded staff Position/Job Title * % of Annual Annual Total of Current Time Amount of Amount of VOCA-funded VOCA VOCA- VOCA- VOCA- Salary & salary(if funded funded funded Benefits position Salary Benefits was funded in 2001/02) Victim Advocate $36,082 100% $28,000 $8,082 $36,082 Subtotal $36,082 Budget Narrative - For each position, provide the hourly rate of pay, number of hours to be VOCA- funded; and a detailed cost and description of the benefits that will be paid for each staff proposed as illustrated in the example below. VOCA-funding for positions must be allocated in increments of 50% or 100% unless otherwise approved in advance by the OAG. * If the position above was funded for the 2001/02 grant year, then indicate the salary for the position in this column. The other columns relate to the 2002/03 request. - Example: ./ Annual salary: Victim Advocate at 40 hours per week at $13.46 per hour x 2080 hours annually = $28,000 Annual Benefits: social security @ .0765% ($2,142); retirement contribution @ 10% ($2,800); Health Insurance @ 11.21% ($3,140) = annual benefit total of $8,082 , , 20 A. Personnel - A job description for each proposed position mu~t be attached to the application. Position/Job Title * %of Amount of Amount of Total of VOCA- Current Time VOCA-funded VOCA-funded funded Salary & VOCA VOCA- Salary for Benefits for Benefits salary(if funded fiscal year fiscal year position was funded in 2001/02) Volunteer Coordinator $14,539 50% $14,903 $2,228 $17,131 Subtotal $17,131 Budget Narrative - Annual Salary: Volunteer Coordinator at 20 hours per week at $14.32 per hour = $14,903 Annual Benefits: Social Security @ 7.65% = $1,140 Retirement Contribution @ 7.30% = $1,088 Annual Benefit Total = $2.228 21 VOLUNTEER COORDINATOR The volunteer coordinator position is a part-time position serving Monroe County, the Florida Keys. this is a responsible position that requires independent work under general supervision of a higher level supervisor and is reviewed for achievement of desired results. Qualifications: Graduation from two year college program or an equivalent combination of training and experience in working with volunteers, working in the social service, or working in the criminal justice system. Must be a certified Guardian ad Litem volunteer or be eligible to be certified. Possess and demonstrate good speaking and writing skills. 1. Recruit volunteers in Monroe County to advocate for children involved in court proceedings. (a) Arrange for public service announcements. (b) Arrange for use of facilities in which to conduct training. (c) Arrange for publication and notice of training. (d) Network with local media to raise public awareness of the plight of children that are victims of crime and the need for volunteers to advocate for this underserved population. 2. Train volunteers. (a) Presentation and training of the standard curriculum for Guardian ad Litem volunteers. (b) Specific training in victims rights, criminal procedures, and domestic violence. (c) Specific training in assisting victims in filing compensation claims including making victims aware of the availability of crime victim compensation, assisting with the completion of necessary forms for such, and gathering the needed documentation. 3. Screen volunteers for acceptance into the program and perform the necessary background checks. 4. Maintain appropriate volunteer information. (a) Documentation of successful completion of training as described above. (b) Documentation of all background checks to be done periodically on all volunteers (once a year criminal background check). (c) Documentation of references of volunteers. (d) Documentation of credentials and/or education of volunteer. (e) Documentation of continuing education/in service training. 5. Provide ongoing in-service training for volunteers. (a) Arrange for speaker/presenters. (b) Identify and inform volunteers of local seminars, WCjtkshops, or presentations being offered that would further 'their awareness and education in advocating for child crime victims. 6. Assist volunteers in their duties when needed. 7. Assist in assignment of volunteers to cases. 8. Provided support to the case coordinator in working with the volunteers. 9. Provide ongoing support of the volunteers in various ways to ensure retention of seasoned volunteers. 10. Reporting Requirements. (a) Quarterly documentation depicting the number of new volunteers recruited and trained. (b) Quarterly documentation depicting the number of vollunteers that received in-service training. (c) Quarterly reports indicating the frequency of training, and successful retention of volunteers. (d) Quarterly reports indicating community outreach, publiC awareness, advertisements, and local media contacts. (e) Quarterly documentation of the number of volunteers, how many cases each volunteer has and the number of children they are representi ng. (f) Monthly reports of public speaking engagements to recruit volunteers. (g) Monthly reports of travel time to recruit, train, and assist volunteers with cases. (h) Annual performance review of volunteers. SAMPLE B. Contractual Services - Contracts for specialized services for direct assistance to crime victims Name of Business or Contractor Cost Per Unit of Estimated Units of Total Service Service Help, Inc. $20 per hour 10 $200 Subtotal $200 Budget Narrative/Justification for not billing victims compensation - For each contractual service listed, provide a description of the service to be provided, the business name of the contractor, the cost per unit of service, and the estimated units of service to be used. Attach additional page if needed. Example: Help, Inc., will be utilized to provide interpreter services (sign language) as needed for victims with hearing impairments. Hearing impaired victims will be provided information on available social services, victims compensation and the criminal justice process through a certified sign language interpreter at the rate of $20 per hour. It is anticipated that this service will be used approximately 10 times during the year. This service would be billed to the victims compensation program in those instances where it is victims compensation eligible. For all other instances the VOCA grant would be utilized. 22 B. Contractual Services - Contracts for specialized services. Name of Business or Contractor Cost Per Unit of Estimated Units of Total Service Service Subtotal $0 Budget Narrative/Justification for not billing victims compensation - 23 C. Training - Registration fees, accommodations and transportation costs for staff travel to conferences, workshops and training events. List events separately. See Budget Narrative below for general information regarding training budget and for information on the Victim Services Practitioner Designation Training. If awarded, training will require the submission of the training agenda for prior approval. Description and Location of Event Cost Per No. of Staff Total Person Attending Victim Services Practitioner Designation (VSPD) $400 1 $400 Training Working with Victims of Crime 101 $100 3 $300 Subtotal $700 Budget Narrative - For all proposed training, describe the name of the training sponsor (if known) the subject of the training (i.e., domestic violence, sexual assault, crisis intervention, etc.) and justification for attendance (how will it enhance services to crime victims). The Applicant must include $400 in its VOCA BUdget Request for a current employee to attend the Victim Services Practitioner Designation Training. The amount of $400 has been entered on the budget request form for this purpose. The VSPD training is offered by the OAG in various geographic locations throughout the state. No budget narrative is necessary for the Victim Services Practitioner Designation Training. Budget requests for training cannot exceed State of Florida rates pursuant to Section 112.061, F.S. See the reference chart below for a summary of State of Florida travel rates. The Final Program Guidelines discourage the use of federal funds for the purpose of attending training or conferences that are located out of state. Attach additional page if needed. Example: Victim Services Practitioner Designation (VSPD) Training (narrative not required). One staff person will attend three Working with Victims of Crime 101 workshops that are offered once every four months by McDonald University, Professional Development Center. Training costs are estimated at $300 (which will include mileage, meals and registration expenses). SAMPLE VOCA will reimburse training/travel expenses according to the State of Florida travel rules and regulations. A "quick reference" guide is provided. State Travel Rates and Allowable Costs - Quick Reference Breakfast $3.00 for travel that begins before 6 a.m. and extends beyond 8 a.m., no receipt necessary Lunch $6.00 for travel that begins before 12 noon and extends beyond 2 p.m., no receipt necessary Dinner $12.00 for travel that begins before 6 p.m. and extends beyond 8 p.m., no receipt necessary Car Rental compact rate unless otherwise justified -='" ,- Hotel variable, at standard single room rate Mileage at $.29 per mile, no receipt necessary Per Diem at $50.00 per day or $12.50 per 6 hour quarter beginning at midnight 24 c. Training - Registration fees, accommodations and transportation costs for staff travel to conferences, workshops and training events. List events separately. Description and Location of Event Cost Per Person No. of Staff Attending Total Victim Services Practitioner Designation (VSPD) Training $500 1 $500 Subtotal $500 Budget Narrative - Due to distance involved for staff to travel and attend mandatory training (as listed above) they will need an additional day of lodging, travel and per diem per person. 25 SAM PLE , D. Equipment - For furniture and equipment costing $1,000 or more. If awarded funds in this category, prior approval will be needed before purchasing items. Description Number Cost per item Total Computer for Victim Advocate 1 $2,000 $2,000 Subtotal $2,000 Budget Narrative - Justify the need for the equipment requests (refer to the Final Program Guidelines on "Advanced Technologies"). Attach additional pages if needed. Example: The computer will increase the advocate's ability to reach and better serve crime victims. The cost listed above is for a complete computer package which includes the computer, monitor, software and printer. 26 D. Equipment - For furniture and equipment costing $1,000 or more. Description Number Cost Per Item Total Subtotal $0 Budget Narrative - 27 SAM PLE E. Operating Expenses - Office supplies such as paper, pencils, toner, printing, books, postage, transportation for victims; monthly service costs for telephone or utilities; staff travel (for other than training purposes) etc. Furniture and equipment costing less than $1,000 should be requested from this budget category. Description Number Cost Per Item Total Print brochures 1,000 .52 $520 Monthly telephone service 12 months $20 per month $240 Staff travel to victims home and to court 5,200 .29 per mile $1,508 Notification cards 1 box $10 $10 Rent 12 months $225 $2,700 Subtotal $4,978 Budget Narrative - Provide a brief description of the operating expenses and note if the costs is pro rated. Justify the need for unusual expenses and for costs over $500 per item. Attach additional page if needed. Example: The agency will provide brochures on crime victims rights at its monthly meetings to area organizations. The Victim Advocate will need monthly telephone service calculated at $20 per month which is the standard rate budgeted for new positions in this agency. One staff person will provide services to victims of crime, 100 miles per week at 294 per mile = $1,508. Notification cards (business cards) will be purchased for the victim advocate to give out for referrals and services, etc. The agency rents office space from the Global Company at $1,200 monthly or $14,400 annually. VOCA's share will be $225 a month for the grant year. - 28 E. Operating Expenses - Office supplies such as paper, pencils, toner, printing, books, postage; transportation for victims; monthly service costs for telephones or utilities; staff travel (for other than training purposes), etc. Furniture and equipment costing less than $1,000 should be included in this budget category. Description Number Cost Per Item Total Subtotal $0 Budget Narrative - - -~ -- 29 SAM PLE Budget Summary By Category - Provide the subtotal for each TOTAL VOCA budget category (A through E) for the Total VOCA Budget BUDGET REQUEST Request: Please round each amount to the nearest whole dollar. A. Personnel $36,082 B. Contractual Services $200 C. Training $700 D. Equipment $2,000 E. Operating Expenses $4,978 TOTAL $43,960 30 Budget Summary By Category - Provide the subtotal for each TOTAL VOCA budget category (A. through E.) for the Total VOCA Budget BUDGET REQUEST Request: Please round amounts to nearest whole dollar. A. Personnel $17,131.00 B. Contractual Services 0 C. Training $500.00 D. Equipment 0 E. Operating Expenses 0 TOTAL $17,631.00 31 SAM PLE Program Match Description Funding Source Cash or In- Budget Match Kind Category Amount Volunteers Donated Services In-Kind Personnel $6,695 Office Space Local Cash Operating $2,700 Victim Witness Coordinator III State Cash Personnel $1,595 TOTAL $10,990 Match Narrative - Describe in detail the type of Match, whether cash or in-kind, the budget category, etc. Provide the same detailed information for match as provided for VOCA funded items (i.e., if match is in Personnel for paid staff, provide the total pay and percentage. Also, provide the percentage of office space). For any staff or volunteer positions that are used as Match, the applicant must submit job descriptions. Example: Volunteers who provide direct services to crime victims such as intake clerks, clerical (types reports and calls victims) and victim advocates. The agency anticipates using volunteers at the equivalent of 25 hours per week x 52 weeks x $5.15 (minimum wage) for a match of $6,695. The agency rents office space from the Global Company at $14,400 annually and the agency's share for office space for volunteers and supervisor of victim advocate would be $18.75% (or $225 pre month) x 12 months = $2,700 match. Approximately 5% of the Victim Witness Coordinator III position will be utilized to provide supervision for the victim advocate position which is a new position. The Coordinator's total salary and benefits equal $32,000.00. 32 Part 10. Program Match The Program Match section of the VOCA Application is an itemized description by budget category of proposed matching contributions. The budget categories are personnel, contractual services, training, equipment and operating expenses. The applicant must provide a detailed (itemized) list and a budget narrative for each budgeted category. The applicant must also show the funding source and whether it is a cash or in-kind match. Match is determined by dividing amount requested by four. Round all amounts to the nearest whole dollar (i.e., $457.45 would be $457 or $457.65 would be $458). Attach additional pages as necessary. * New Programs must demonstrate that between 25-50% of their funding is derived from non-federal sources. Program Match Description - Funding Source Cash or In- Budget Match a job description for each Kind Category . Amount proposed position must be attached to the application Office Supplies County cash Operating $ 209.00 In-county Travel County cash Operating $ 505.00 Office Space County cash Operating $3,694.00 TOTAL $4,408.00 Match Narrative - This $209.00 match amount will be used for consumable office supplies for staff providing services to victims of crime. Staff will provide services to victims of crime throughout the county traveling 145 miles per month at $.29/miles x 12 months = $505.00 match The agency rents office space from Irwin S. Morse, M.D. in the Middle Keys at $7,387.2O-annually and the agency's share for office space for the Volunteer Coordinator and volunteers is 50% (or $308 per month) x 12 months = $3,694.00 match .- .- 33 "Attachment B" FINAL PROGRAM GUIDELINES VICTIMS OF CRIME ACT FFY 1997 VICTIl\1 ASSISTANCE PROGRAM (pUBLISHED IN THE FEDERAL REGISTER OF APRIL 22, 1997) - ..,,,....!-<,;.;,,,.,, -'"..:.;.;,.~.".....~,;; TABLE OF CONTENTS SUl\WARY .............................................................................. 1 - - EFFECTIVE DATE ..... ~ . . . . . ~ . . . . . . . . ~ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _. . . . . . . . . 1 FOR FURTHER INFORMATION CONTACI' . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . 1 SUPPLEl\fENTARY INFORMATION ~ ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . s.-. . .'. . . . . . . . . . . 1 SUl\WARY OF THE REVISIONS TO THE 1"7 FINAL PROGRAM GUIDELINEs .............. 1 '.i-' A. COl\mfENTS FROM TBE FIELD ..... ........................................... 2 Definition of Crime Victim \0 Includt ":'inancial Harm .............................2 Training of Adult Protective Services Personnel ............................,...... 2 -Submission of Administrative Cost Provision Budget. .. . ... . ........ . . ... . .,.'. .. . . . .3 Training for Non- VOCA Funded Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 3 Submission of Training Cost Provision Budget .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Definition of Victims of Federal Crime ......................................... 3 1. 2. 3. 4. S. 6. 7. 8. 9. 10. Funding Unfunded Mandates ......... ~ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 11. Child Abuse and Adult Protective Service Agencies ............................... 4 12. Legal Service Agencies wlRecords of Serving Domestic Violence Victims ... . . . . . . . . . . 4 13. State Grantees as Subrecipients ...............................................4 14. NlU'Sing Homes as Emergency Shelters .....0....................................4 15. ' Emergency Legal Assistance ................................................. 4 16. Cost of Respite care. ."~ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . '0 . . . . . . . . . . . . . . . 4 Definition of Elder Abuse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Identifying Underserved Victims of Crime ....................... ~ --; . . . . . . . . . . . . . 3 Fundin.g New.Progi"am.s ..................................................... 3 17. Cost ofRestitu'tion AdvocaCy on Behalf of Individuals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 I"S. Restorative Justice ............... '. . . ~ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 19. Allowable Costs for Making Services Accessible to Victims with Disabilities. . . . . . . . . . . S 20. Advanced Techn.ologies ..................................................... 5 21. Electronic Submission of Sub grant Award Reports. . . ... . . . . ..... .. . . ... . . . . . . . . . . s- B. LEGISLATIVE CHANGES ............................................ ~ . . . . . . . . . . S 1. The Antiterrorism and Effective Death Penalty Act of 1996 .......................... S a. Higher Base Award b. OVC ReserVe Funa . - .................................................. .5 . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . ~ . . . . . . . . . . . . . . 5 c. Unobligated Grant Funds. ............................................... 6 d. Grant Period Extended. ...................................... ~ . . . . . . . . . . 6 2. Omnibus Appropriations Act of 1997 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .... . . . . . . . . . . . . . 6 c. CHANGES IN APPLICABLE FEDERAL REGULATIONS................. ~.......... 6 1. Mandatory EnrollInent in U.S. Treasury Department's Automated Clearing House (ACH) Vendor Express PrognUrl ..................................6 2. Higher Audit TI1reshold ......................................:............... 7 - -- GUIDELINES FOR CRIME VIC'I1l\1 ASSISTANCE GRANTS .......... ....... .... ... 7 I. BACKGROUND ....................................................................... 7 XL ALLOCATION OF VOCA VICI'IM ASSISTANCE FUNDS .................. n. .. .. . .... ....8 A. Distribution of the Crime Victims Fund .....................,...... ~ . . . . .. . ... . . . . '. ~ .~ . . 8 B. Availability of Funds .............................. ~,. .'.................. . ~".... ... ... . 8 I. VOCA Victim A.ssiStaDce Grant Formula . n . . . . .. . . .. ~ . . . ~. . . . . . ~ . . . . . . . . . . . . . . . . 8 2. Reserve Fund ......................................... '.. . . . . . .. . . . . . . . . . . . . . . 8 ............ .............8 .9 .9 . . . 9 .9 .9 L Supplemental Grants to AssiSt Victims ofTen'orlsJn. b. Offset FluctuatioDS in Fund .............. . . . . . . . . . . . . . . . . . ~ . . . . . . ..e . 3. 4. Gmn.t Dec:>bligatio.DS . . . . . . . . . . . . . e.. . . . . . . . . . . .. .......................... c. Allocation ofFund~ to States. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . D. Allocation of Funds within the States ...;...................................". .1. . . . . Gmn.t Period . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . ..................... ...... W. VOCA VICI'IM ASSISTANCE APPLICATION PROCESS.. ... . . .. . . . . .. . . . . . . . . . . . . . . . . . 10 A. State Grantee Application Process . . . 1. Single Audit Act Information 2. CertificatioDS.............. 3. Nondiscrimination Assurance 4. Assurance Re: Findii1g of Discrimination ... s. Civil Rights Contact. . . . . . . . . ~ . . . . . . . . . . . . . . . . . . . . . . 6. Enrollment in Automated Clearing House (ACH) . . . . . . . . . 7. Administrative Cost Provision Notification ................ 10 10 10 10 10 11 11 11 11 11 11 13 ......... .................... . . . . . . . . . . . . . . . . . . . . . . . . . . ...-. . ....................... "........ ......... ....... B. Administrative Cost Provision for State Grantees. . ... . . ...... . .. .0. . . . . . . ...................... 1. Examples of Activities Directly Related to Managing VOCA Oralit ...... 2. Activities Impacting Delivery and Quality of SelVices to crime victims C. Use of Funds for Trainin~ ... ........ ............... ................... IV. PROGRAM REQUIREMENTS ....................... ........... ........... ...........13 A. State Grantee EIi~ibility Requirements 1. Must Be an Eligible Organization .. 2. 3. 4. S. 6. 7. 8. 9. Civil RightsIProhibition of Discrimination ..... 10. Obligation to Report Discrimination F~ding . . . . . . .. . . . . . . . . . . . . .~ . . . 11. Obligation to Report Other AllegatiOnslFindings . . . . . . . . . . . . . . . . . . ... . 12. Coordina.tion wI S~ VOCA~~mpensationProgram& Fed. Law Enforc.ement B. Subrecipient Oreanizadon EIi~ibility Requirements I. Public or Nonprofit Orga.niz.ation 2. Record of Effective Services. . . . ............. ................... 13 13 13 13 14 14 14 14 14 15 15 15 15 15 15 16 .................... ............. Nonsupplantation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . '. . . .. _ Priority Area.s . . . . . . . . " . .. . . . . . . . . . . . " . " " . . . . . . . .0 . . . . . . . . . . . . . . " . . . . . "Previously Underserved" Priority Areas Financial Record Keeping and Program Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . .....".,. ..........~ ............""" Compliance with. Federal,u.ws "......."...".....................""... Compliance with VOCA ....0.."""....."....".0..................-:.... Required Reports Submitted to OVC . "0. . . . . . . . . . . .. . . . . . . . . . . . . . .................... - Subrecipient Oriani7Jltion Elieibility Requirements-continued~ 3. New Programs ....... .')":.ii~7~~~;.\~".... ..,.,,". ~ e';". .-. ~. ~ ..,.....'~ .-. .-,..:-~.. e.'. ..-................. 4. 16 16 16 16 17 Promote Community Efforts to Aid Crime Victims . ~ -~ . . . . -;; . . . . . . . . . . . . . . . . . . . . . . . 17 ~ Help Victims Apply for Compensation Benefits ................................. 17 Comply with Federal Rules RcgulatingGraDts .................................. 17 Maintain Civil Righ.ts InfOIJll8:t~.on.. .-. . .". . . . ,. . . .. . .'. . . ". .-. . . . . . . . . . . . . . . . . . . . . . . . 17 Comply with. State Criteria .......:... '... . . .'. . . . ~ . . . . . . . . . . . . . . . . . ~ . . . . . . . . . . . 17 ServiCt .. to: VictiD1s of Federal Crimes . ~ . . . ~ . . . . . .' . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 No em le to Victims for VOCA-FW1ded Services. . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . 18 Client-C: _ unselor and Research Information Confidentiality ....................... 18 18 19 Criminal Justice Agencies. . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . 19 19 19 19 s. Others.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 IneliiibJe Recipients ofVOCA Funds. . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . 20 1. 2. In-Patient Treatment Facilities ............................................... 20 Services. Activities. and Costs at the Subrecipient Level 1. Allowable Costs for Direct Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Immediate Health and Safety ... . . .. . . . . . .. .. .. . . . . .. .'.. .. . . . . . . . . . .. -. .. '.. .. .. . . .. .. .. 20 Mental Health Assistance Assistance with Participation in Criminal JustiCe Proceedings ...... . . . . . . . . . . . 20 $. Program. Match Requirements a. .b. .'.. .... .. .. .. .. .. .. . .. . .. .. '. . .'.. . .. . '. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. Record Kee:pmg ........ e,e". .,...........................:..."....... .-......... .... .. ...... .. .. .. .. ...... .. Exceptions to th.e 200l'ct Match .:................:.. ._. . . .. . .. .. . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. . Confidentiality of Research Information .. . . . . . . . . . . . . . ~ . . . . . . . .. . . . . . . . . ; . . . . . Elieible Subrecipient Or~animtions .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. .. .. .. .. .. .. '. .. .. .. .. .. .. c. D. E. V olun.teers .0" .," .... .. .. ... .. .. .0" .. .. .. .. .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. .. .. . .. :-.". .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 1. 2. 3. 4. Religiously-.Af6liated Organi711ltioDS ................................................................................... State Crime Victim Compensation Agencies Hospitals and Emergency Medical Fa~ilities .......... ....... ........ ......................... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .... .. .. " . " . . " . . " . Fed.eraI Agencies. ... . " . . " . . " " " . . " . ... " . . " . " " " . " " " " . " . " . " " " " " . " " " " . " " " " " " " " " " 20 " . .. " " " " " " . " " . " " " " " " " . " . " " " " " " .. " " " 20 a. b. " " . . " " . . . . . . . . . . .'. " . . . . " . . " . " . . . . . . . .'." . . . . . " " 20 c. d. Fore.nsic Examinations. " " ;. . . .... " " " . . " . . . " . " . " . " . . . . . " " . . " . .. " " . " " " " . " " " " 21 Costs Necessary and Essential to Providing Direct Services . . . . . . . . . . . . . . . . . . . 21 Special Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . 21 e. f. g. h. 2. Other Allowable Costs and Services. . . . . . . . . . . . . .'. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Personnel Costs """".""""""""""""""..""""""."""."."..""."""."""""..""." 21 Restorative Justice """". " " " . . . " . " . . " " " " " " " " " " . " ,,'. " " . . " " . " . .'" " . " " " " . . " . 21 a. Skills Trainin.g for Staff . ". " " ~ " " " . " . " . " " " " " " " " . " " . . " " . " " " " " " " " " " . " " . " . " . 21 b. Trai.ning Materials "."""".""""".""."".""."."".""..""."""""""."""."""". 22 c. Tmining Related Tra.vel """..."""."""..."""...........".".""""""."" . " .. . " " 22 d Equipment ~d FlII1littlre . . " ~ " " " " " " " " " " . " " " . " " " " " " " . " " .- . " " " ,,:- . " . . . " " " " . 22 e. Purchasing Of' ~ing V chicles ." . . " . " " . " . . . " . " " " . " " " . " . . " " " . . . " " " " " " " " " 22 f. Advanc,ed, Technologies" " . " " " " " " " . . . . " . . . . . . " " . . . . " " " . . " " . " " " " . . . . . " " " 22 g.. Contracts for Professional Services ................. . . . . . . . . . . . . . . . . . . . . . 23 h. Opera.ting Costs """"""""".""""""""""""".".""""."..."""" ~ " " . " " . . . " . " " . 23 i. Supervision of Direct Service I-mviders .............":....................23 j. Repair and/or Replacement of Essential Items ..............................23 k. Public Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . 24 3. Non-Allowable Costs and Activities ...................................... . . . 24 a. Lobbying and Administrative Advocacy . . . . . . . . . . . . . . . . . . . . . . . . . 24 b. Perpetrator Rehabilitation and Counseling ...... . .24 c. Needs Assessments, Swveys, Evaluations, Studies . . . 24 - (3. Non-Allowable Costs and Activities-continued) d. Prosecution Activities Fundraising Activities . . . . . . . . . . . . . . . . . . e-e . . . . eo. . . . . . . . . . . ...... . . . . 24 e. f. g. h. Indirect Organizational Costs .. . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . 24 Property I.oss . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Most Medical Costs .. .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . 24 Relocation Expenses . · . . . . . . . . . . . . . . . . . . . . . . . ~ . . . . . . . . . . . . .. . . . . . . . . . . . 24 Administrative Sta1fEx:penses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 ...... ......... ................ .......... . . . . 24 i. j. k. Development of Protocols, . Interagency Agreements, and Other Working Agreements ......................................... 25 Costs of Sending Tndividual Crime Victims to Conferences . . . . . . . . . . . . . . . . . . . 25 Activities Exclw /ely Related to Crime Prevention . . . . . . . . . . . . . . . . . . . . . . . . 2S l. m. v. PROGRAM REPORTING REQUIREMENTS ...... ....... ....... ..... .................. .25 A. ~ub~t Award Rej)Ort.~ 1. Reporting Deadline 2. 3. ..................... .... ......... ..................... Elec:tronic Submission .. . . . -. . . . . . . . . . . . . . . . . .. . . . . . ...... ....... ................... ........... ...... . . . 25 . . . 25 . ..25 .25 .25 . .. . 25 . . .25 Perfonnance Rej)Ort ....... Changes to Subgrant Award Report .............. ...... B. ..................... ..... ............ ......... .......... . . . . . . . . . a-a . . . . . . . . 1. Reporting ~ine . . . . . . . . . . 2. Administrative Cost Provision . ............. ............... ....... . . . . . . . .. . . . . . . . . . . . . . ............... VI. FINANCIAL REQUIREMENTS ................. . . . . . . . . . . . . . . . . . . . . . . . .- . -. . . ... e e . e . 26 A. Audit Responsibilities for Grantees and Subrecipients ....................... B. Audit Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C. D. ..................... . . . 26 .26 .26 . . . 26 Financial Status Re~()Jt for State Grantees Tennination of Advance Fundin~ to State Grantees ... ......... ...... .............. VU. MONITORING........................... . . . e . e- . . . . e . . . . . . . . .' . . e . . e e . . . e . . . . . . e . . 26 A. Office of the Comptroller. . B. Office for Victims of Crime . . . . . ... . . . ............ ... ....... .... ...... .. 26 . . . 27 .......... . ..... ...... ....... ................. VID. SUSPENSION AND TERMINATION OF FUNDING ................................... . . . . 27 - Billing Code: 441 O-18-P DEPARTMENT OF JUSTICE OJP(OVC)-II13 RIN 1121-ZA60 Victims of Crime Act Victim Assistance Grant Program AGENCY: Office of Justice Programs, Office for Victims of Crime, Justice. ACTION: Final Program Guidelines. SUMMARY: The Office for Victims of Crime (OVC), Office of Justice Programs (OJP), U.S. Department of Justice (DO]), is publishing Final Program Guidelines to implement the victim assistance grant program as authorized by the Victims of Crime Act of 1984, as amended, 42 U.S.c. 1060], et sea. (hereafter referred to as VOCA). EFFECTIVE DATE: These guidelines are effective from October I, 1996 (Federal Fiscal Year] 997 VOCA grant program), until further r:evised by OVC. FOR FURTHER INFORMATION CONTACT: Carol R. Watkins, Director, State Compensation and Assistance Division, 810 7th Street, N.W., Washington, D.C. 20531-0001; e-mail address: watkinsC@OJP.VSDOJ.GOV; telephone number 202/514-4696. (This is not a toll-free number.) SUPPLEMENTARY INFORMATION: VOCA authorizes federal financial assistance to states for the purpose of compensating and assisting victims of crime, providing funds for training and technical assistance, and assisting victims of federal crimes. These Program Guidelines provide information on the administration and implementation of the VOCA victim assistance grant. program as authorized in Section 1404 of VOCA, Public Law 98-473, as amended, codified at 42 V.S.C. 10603, and contain information under the following headings: Summarv of the Comments to the Prooosed Pr~ram Guidelines: Backeround: Allocation ofVOCA Victim Assistance Funds: VOCA Victi91 Assistance Aoolication Process: Pro2fam ~eauirements: Financial Reauirements: Monitorine: and Suspension and Termination ofFundine. Tjle Guidelines are based on the experience gciined and legal opinions rendered since the inception of the grant program in 1986, and are in accordance with VOCA. These Final Program Guidelines are all inclusive. Thus, they supersede any Guidelines previously issued by OVC. OVC, in conjunction with DOJ's Office of Policy Development, and the Office oflnformation and Regulatory Affairs within the Office for Management and Budget (OMB), has determined that these Guidelines do not represent a "significant regulatory action" for the purposes of Executive Order 12866 and, accordingly, these Program Guidelines were not reviewed by or..m. In addition, these Program Guidelines will not have a significant economic impact on a substantial number of small entities' therefore an , , analysis of the impact of these rules on such entities is D.Q1 required by the Regulatory Flexibility Act, codified at 511.S.C. 201, et sea. The program reporting requirements described in the Proeram Reauirements section have been approved by OMB as required under the Paperwork Reduction kct, 44 V.S.C. 3504(h). (OMB Approval Number 112]-0014). SUMMARY OF THE REVISIONS TO THE 1997 FINAL PROGRAM GUIDELINES 1 - As a result of comments from the field, recent legislative amendments, and modifications of applicable federal regulations, substantive changes were made to four sections of the Proposed . Program Guidelines, including: the Availabilitv of Funds. the Aoolication Process. the Prowam Requirements. and the Financial Reauirements. These changes are summarized in the paragraphs below, and incorporated into the complete text of the Final Pro2fam Guidelines for Crimt' Victim Assist.anre Grants. The Final Program Guidelines also include several technical corrections that are . not listed in this summary.because they do not affect policy or program implementation. A Comments from the Field In the interest of reaching a more diverse audience and making the review and comment process more convenient for victim service advocates and providers, OVC took several steps. In April, 1996, . OVC asked the state VOCA victim assistance program administrators for their comments on the effective edition of the VOCA Victim Assistance Final Program Guidelines (published in October 27, 1995). On the ~asis of their comments and the suggestions of several other victim advocates, OVC developed Proposed VOCA Victim Assistance Program Guidelines. Throughout the year, the OVC Director and staff met individually and in groups with VOCA administrators and subgrantees to discuss revisions to the Guidelines. In November of 1996, OVC mailed copies of the Proposed Guidelines directly to all of the state VOCA victims assistance and victim compensation program administrators, as well to the representatives of approximately 20 national crime victim advocacy organizations. In early December, the Proposed Guidelines were posted on the OVC Website for review and comment by all interested parties. Finally, the Proposed Guidelines were published in the Federal Reeister on February 18, 1997. Since last Spring, OVC has received approximately 90 recommendations, comments, and questions from VOCA administrators, victim service providers, representatives of national victim organizations, and other victim advocates via telephone, mail, fax, and e-mail. The vast majority of the comments supported the proposed changes to the Guidelines. ove received comments from experts in elder services that helped OVC redefine "elder abuse" and include specific direction regarding respite care for elders, emergency nursing home shelter for victims of elder abuse, and inclusion of adult care providers in community cooperation efforts. These comments were made by state and national organizations, including the U.S. Department of Health and Human Services Administration on Aging and the National Association of State Units on Aging. OVC also received comments from state and . national domestic violence organizations, such as the Pennsylvania Coalition Against Domestic Violence and AYUDA, supporting the proposal to expand VOCA-funded emergency legal assistance to include child custody and visitation when such assistance is from providers with a demonstrated history of advocacy on behalf of domestic violence victims. All of the comments received were invaluable in helping OVC prepare the Final Victim Assistance Program Guidelines. A summary of the changes occurring as a result of comments from the field are listed below in the order jn whi~ they appear in the Final Program Guidelines. 1. Definition of Crime Victim to Include Financial Harm. In Section I., BackgrouIUl, the definition of crime victim has been modified 'to specifically include victims of financial explbitation. Although VOCA-funded programs cannOl restore the financiallqsses suffered by victims of fraud, . victims are eligible for the counseling, criminal justice advocacy, and other support services 2 - offered by VOCA-funded victim assistance programs. 2. Training of Adult Protective Services Personnel. The section on the VOCA Victim Assistance Application Process (lII.B.2.c.), which lists allowable uses of the administrative cost provision, has been modified to specifically inClude training for aging and adult protective service providers. 3. Submission of Administrative Cost Provision Budget. Previous editions of the Guidelines required state grantees to submit a budget itemizing projected administrative fund expenditures and a statement describing the types of activities they would support and how the expenditure was expected to improve the administration of the VOCA program. The State Grantee Application Process section (lII.B.2.), which describes the administrative cost provision, has been modified to lessen the burden on state grantees. Those states that use administrative funds must submit a statement to OVC that reports only the amount of the total grant that \\'ill be used as administrative funds. A special condition 'will be added to the award document, and periodic OJP financial reviews will be conducted to ensure states' compliance with the Program Guidelines and OJP Financial Guide to determine whether administrative funds have been used for allowable purposes. 4. Training for Non- VOCA Funded Personnel. The State Grantee Application Process section (lII.C.), which outlines the allowable use of training funds, has been expanded to specifically include non- VOCA funded staff in addition to VOCA-funded personnel. 5. Submission of Training Cost Provision Budget. In previous editions of the Guidelines, state grantees were required to submit a budget itemizing projected training expenses and a statement qe~cribing the need~ [Q~~l1~ pfQviders an<fthe goals' of the tiiuning. The'secti.on on the State GranteeJ\pplication }>rocc;ss (lltC.), has been modified to lessen the burden on states. States using the VOCA training funds must only report the amount of the total grant that win be used for training. States still must comply with OVC the 20% match requirement and other guidance defining allowable uses for training funds. 6. Definition of Victims of Federal Crime. In response to requests for clarification, the Program Requirements section (IV.A.4.), has been,modified to include a definition of "victims of federal crime." For tbe purposes of this program, a victim of federal crime is a victim of an offense that violates a federal criminal statute or regulation. Federal crimes also include crimes that occur in an area where tbe federal government has jurisdiction, such as Indian reservations, some national parks, some federal buildings, and military installations. .7. Definition of Elder Abuse. The Program Requirements section (IV.A.4.) describing grantee eligibility requirements, has been modified so that the definition of "elder abuse" now focuses on describing the offense, rather than on characterizing the victim. Hence, the definition, "abuse of vulnerable adults, It has been expanded to include "the mistreatment of older persons through physical, sexual, or psychological violence; neglect; or economic exploitation and fraud. II 8. IdentifYing Underserved Victims of Crime. The Program Requirements section (IV.A.4.) describing the state grantee eligibility requirements, has been modified to encourage states to identifY gaps in available services, not just by the types of cril1!.es coDlIfi1tted, but also by victims' demographic characteristics. Thus, these Final Guidelines ask grantees to examine the possibility that in a given state, lIunderserved" victims may also be defined by demographic 3 - characteristics such as their status as senior citizens, non-English. speaking residents, disabled persons, meIilbersof racial or ethnic minorities, or by virtue of the fact that they ate residents of rural or remote areas, or inner cities. 9. Funding New Programs. There was confusion about OVC's intention regarding the .funding of new crime.victim programs. Hence, language has. been added to Section IV, the Program Requirements (IV.B.3.), clarifying that new programs that have not yet demonstrated a record of providing services may be eligible to receive VOCA funding if they can demonstrate that 25-50 percent of their. financial support comes from non- federal sources. States are responsible for establishing the base level of non-federal support required within the 25-50 percent range. 10. Funding Unfunded Mandates. Recently, many state legislatures have passed laws establishing important new rights for crime victims. OVC wishes to clarify that VOCA funds may be used for the purpose of implementing these laws. Therefore, restrictive language from the previous Guidelines has been eliminated. Please note that VOCA crime victim assistance funds stilI may not be used to supplant state and local funds that would otherwise be available for crime victim servIces. 11. Child Abuse and Adult Protective Service Agencies. Section IV., the.Program Requirements section (IV.C.), which describes the criteria for eligible subrecipient organizations, has been modified to specifically include child abuse programs and treatment facilities and adult protective service agencies. 12. Legal Service Agencies or Programs with Records of Serving Victims of Domestic Violence. The Program Requirements section (IV.C.5.), which lists the local public agencies eligible to receive VOCA subgrant funds, has been modified to specifically include legal service agencies or programs With a demonstrated history of advocacy on behalf bf domestic violence victims, including children. ~ . 13. State Grantees as Subrecipients. Section IV, the Program Requirements (lYC.5), has been modified with regard to subgrants to state grantees. Since tbe intention of the VOCA grant program is to support and enhance the crime victim services provided by community agencies, state grantees that meet the definition of an eligible subrecipient organization may not award themselves more than 10 percent of tbeir annual VOCA award. This limitation applies to all states and territories, except for the NortbelJ) ~ariana Islands, Guam, American Samoa, and the Republic of Palau. 14. Nursing Homes as Emergency Shelters. Under the Program Requirements section (IVE.I.a.), which lists the allowable costs for direct services, . the Guidelines bave been modified to clarify that emergency shelter includes short-term nursing borne shelter for elder abuse victims for whom no other safe, short-term residence is available. 15. Emergency Legal Assistance. The Program. Requirements section (lVE.I.a.), which lists the allowable services, activities, and costs at the subrecipient level, has been modified to allow subgrantees discretion in providing victims of domestic violence with legal assistance such as child custody and visitation proceedings "when such actions are directly connected to family violence cases and are taken to ensure the bealth and safety of the victim." Tbe allowable "Contracts for Professional Services" section (IVE.2.g.) also has been modified to include assistance with emergency custody and visitation proceedings from providers with a demonstrated history of advocacy on 'behalf of domestic violence victims. 16. Cost of Respite Care. The Program Requirements, section (IVE.I.c.), has been 4 .' - modified to specifically state that assistance with participCltion in criminal justice proceedings may . include the cost of caring for a dependent adult when this enables a victim to attend court. 17. Cost of Restitution Advocacy on Behalf of Individuals. The Program Requirement section (IV.E.I.c.), has been modified to state clearly that restitution advocacy on behalf of specific crime victims is an allowable activity. 18. Restorative Justice. In many cases, victims are not familiar with the nature and availability of restorative justice programs. Therefore, the Program Requirements section (IV.E.I.h.), has been modified to clarify that restorative justice opportunities, where crime victims meet with perpetrators, are allowable, if such meetings are requ~sted "or voluntarily agreed to" by the victim. In addition, since it is impossible to guarantee the therapeutic value of any activity, this section of the Guidelines has been further modified to state that restorative justice programs must have "possible . beneficial or" therapeutic value to crime victims. 19. Allowable Costs for Making Services Accessible to Victims with Disabilities. The Program Requirements section (IV.E.2.d.), listing allowable "non-direct" costs and services has been , modified to clarify that VOCA funds may be used to purchase items such as braille equipment for the blind or TrY rrrD machines for the deaf. or to , make minor building improvements that make services more accessible to victims with disabilities. Additional guidance can be found in the Office of Justice Programs, Office of the Comptroller, Financial Guide. 20. Advanced Technologies. In the Program Requirements section (lV.E.2.f), OVC offers the states clarification that. all subrecipients receiving VOCA funds for advanced technologies such as computers and victim notification systems must meet the usual pro~am eligibility requirements as set forth in the Guidelines. 21. Electronic Submission of Subgrant Award Reports. .Inthe'interest ofmeetihg bve's mandate to collect and maintain accurate and timely infomiatiop on the disbursal ofVOCA funds, the section describing the subgrant award report requirements (V.A.) has been modified. Beginning with the Federal Fiscal Year (FY) 1997 VOCA grant award, state grantees are required to transmit their Subgrant Award Report infonnation to OVC via the automated subgrant dial-in system within 90 day~ofthe date of the subaward. Grantees can access the system without incurring a long distance telephone charge by utilizing the subgrant ~ial-in 1-800 nu~ber. OVC will no longer accept manual submission of the Subgrant Award Reports. States and territories outside ofihe continental U.S. are exempt from the requirement to use the subdial system, but these grantees must complete and submit the Sub grant Award Report fonn, OlP 7390/2A, for each VOCA subrecipient. B. Leeislative Chamzes 1. The Antiterrorism and Effective Death Penalty Act of 1996 (Public Law 104-132). The Antiterrorism and Effective Death Penalty Act of 1996 (Public Law 104-132) (hereafter, "The Antiterrorism Act"), was signed into law on April 24, 1996. This legislation contained a number of victim related provisions that amended VOCA, including four provisions concerning the "Availability of (VOCA victim assistance) Grant Funds. " . a. Higher Base Award (II.C.). The Antiterrorism Act increases the base amount for victim assistance grants from $200,000 to $500,000. The territories of North em Mariana Islands Guam and , , American Samoa will continue to receive a base amount of $200,000, with the Republic of Pal au's share govern~d by the Compact of Free Association between the U.S. anjl the Republic of Palau. b. OVC Reserve Fund (II.B.2.). Thei\J)titerrorism 5 - Act authorizes the OVC Director to establish a. reserve fund. up to $50 million. Reserve fund monies may be used for supplemental grants to assist victims of terrorist acts or mass violence occurring within or outside the U.S. The OVC Director may award reserve funds to the following entities: 1) States for providing compensation and assistance to their state residents. who. while outside of the borders of the U.S.. become victims of a .terrorist act or mass violence. The beneficiaries. however. cannot be persons who are alreadyeligibleJor compensation under the Omnibus Diplomatic Security and Antiterrorism Act of 1986. Individuals covered under the Omnibus Diplomatic Security Act include those who are taken captive because of their relationship witbthe U.S. government as a member of the U.S. Civil Service. as well as other U.S. citizens, nationals, or resident aliens who are taken captive while rendering service to the U.S. similar to that of civil servants. Dependent family members of such persons also are covered under the Act. 2) Eligible state crime victim compensation and assistance programs for providing compensation and' emergency relief for the benefit of victims of terrorist acts or mass violence occurring within the U.S. 3) U.S. Attorneys' Offices for use in coordination with state victim compensation and assistance efforts in providing relief to victims of terrorist acts or mass violence occurring within the U.S. 4) Eligible state compensation and assistance programs to offset fluctuation in the funds during years in which the Fund decreases and additional monies are needed to stabilize funding for state programs. c. Unobligated Grant Funds (II.B.4.). Beginning with FY 1997 VOCA grants, funds not obligated by the end of the grant period, up to an annual national maximum of$500.000. will be returned to the Fund. and not to the General Treasury, as was the practice in previous years. Returned funds in excess of $500.000 in a given year shall be returned to the Treasury. Once any portion of a state's grant is returned to the Fund. the funds must be redistributed according to the formula established by VOCA and the Proposed Program Guidelines. States are encouraged to monitor closely the expenditure ofVOCA funds throughout the grant period to avoid returning grant monies to OVC and/or the Treasury. d. Grant Period Extended (I1.B.3.). The Antiterrorism Act extended the VOCA victim assistance grant period from the year of award plus one. to the year of award plus two. Subsequent legislation further extended the grant period to the year of award plus three. . 2. Omnibus Appropriations Act of 1997, The Omnibus Appropriations Act of 1997 (p.L. 104- 208) was passed by Congress amd signed into law by President Clinton in September. 1996. This Act further extended the grant period to the year of award plus three. This change is effective for all FY 1997 grants. The Final Proyam Guidelines clarify that funds are available for obligation beginning October 1 of the year of the award, through September 30 of the FY three years later. For example. grants awarded in November. 1996 (FY 1997) are available for obligation beginning October 1. 1996 through September 30,2000. This modification is contained in the "Availability of Funds" section (I1B.3) of the Final Erogram Guidelines. C. Cham~es in Aoolicable Federal Re2ulations - 1. Mandatory Enrollment in U.S. Treasury Department's. Automated Clearing House (ACH) Vendor Express Program. In accordance with the Debt Collection Improvement Act of 1996, the U.S. Treasury Department revised its regulations regarding federal payments. The.Final Program Guidelines have been modified to require that, 6 - -- effective July 26, 1996, all federal payments to state VOCA victim assistance and compensation ' grantees musfbe made via electronic funds . transfer. States that are new award recipients or those that have previously received funds in the fonn of a paper check from the U.S. Treasury must enroll in the Treasury Department's ACH Vendor Express program through OJP before requesting any federal funds. This means that VOCA grantees can no longer receive drawdowns against their awards via paper check mailed from the Treasury. Grant recipients muSt enroll in ACH for Treasury to electronically transfer drawdowns directly to their banking institutions. States that are currently on the Letter of Credit Electronic Certification System (LOCES) will be automatically enrolled in the ACH program. Enrollment fonns will be included in the award packet. Enrollment in ACH need only be completed once. This modification is included in the "Application Process" section (lII.A.6.) of the Final Program Guidelines. 2. Higher Audit Threshold. In response to suggestions made by many recipients of federal grant awards, including VOCA grant recipients, OMB Circular A-l33 is being revised. Until the revisions are final, state and local government agencies that receive $100,000 or more in federal funds during their state fiscal year are required to submit an organization-wide financial and compliance audit report. Recipients of$25,000 to $100,000 in federal funds are required to submit a program:- or organization-wide audit report as directed by the granting agency. Recipients receiving less than $25,000 in federal funds are not required to submit a program- or organization- wide financial and compliance audit report for that year. Nonprofit organizations and institutions of higher education that exoend $300,000 or more in federal funds per year shall have an organization- wide financial and compliance audit. Grantees must submit audit reports within 13 months after their state fiscal year ends. Previously, states that received $100,0.00 or more in federal financial assistance in any fiscal year were required to bave a siggleaudit for that year. States and subre~ipients receiving at least $25,000, but less than $100., bOO, in a fiscal year had the option of performing a single audit or an audit. of the federal program; and state and local governments receiving less than $25,000 in any fiscal year were exempt from audit requirements. This modification is contained in the "Financial . Requirements" section (IV.A.) of the Proposed Program Guidelines. GUIDELINES FOR CRIME \1CTIM . ' ASSISTANCE GRANTS I. BACKGROUND In 1984, VOCA established the Crime Victims Fund (Fund) in the U.S. Treasury and authorized the Fund to receive deposits of fines and penalties levied against criminals convicted offederal crimes. This Fund provides the source of funding for carrying out all of the activities authorized by VOCA. OVC makes annualVOCA crime victim assistance grants from the Fund to states. The primary purpose of these grants is to support the provision of services to victims of crime throughout the Nation. For the purpose of these Program Guidelines, services are defined as those efforts that (I) respond to the emotional and physical needs of crime victims; (2) assist primary and secondary victims of crime to stabilize their lives after.a victimization; (3) assist victims to understand and participate in the criminal justice system; and (4) provide victims of crime with a measure of safety and security such as boarding-up broken windows and replacing or repairing locks. For the purpose of the VOCA crime victim assistance grant program, a crime victim is a person who has suffered physical, sexual, 7 -..: - financial, or emotional harm as a result of the commission of a crime. VOCA gives latitude to state grantees to determine how VOCA victim assistance grant funds will best be used within each state. However, each state grantee must abide by the minimal requirements outlined in VOCA and these Program Guidelines. II. ALLOCATION OF VOCA VICTIM ASSISTANCE FUNDS A. Distribution of the Crime Victims Fund OVC administers the deposits made into the Fund for programs and services, as specified in VOCA. The amount of funds available for distribution eaSh year is dependent upon the total deposits into the Fund during the preceding Federal Fiscal Year (October 1 through September 30). Pursuant to Section 1402 (d) ofVOCA, deposits into the Fund will be distributed as follows: 1. The first $3,000,000 deposited in the Fund in each fiscal year is available to the Administrative Office of the U.S. Courts (AOUSC) for administrative costs to carry out the functions of the judicial branch under Sections 3611 and 3612 ofTitJe 18 U.S. Code. (Legislation is being drafted to repeal this provision. If passed by Congress and signed by the President, AOUSC will no longer receive an allocation from the Fund.) 2. Of the next $10,000,000 deposited in the Fund in a particular fiscal year, a. 85% shall be available to the Secretary of Health and Human Services for grants under Section 4(d) of the Child Abuse Prevention and Treatment Act for improving the investigation and prosecution of child abuse cases; b. 15% spall be available to the Director of the Office for Victims of Crime for grants under Section 4( d) of the Child Abuse Prevention and Treatment.Act for assisting Native American Indian tribes in developing, establishing, and operating programs to improve the investigation and prosecution of child abuse cases. 3. Oftbe remaining amount deposited in the Fund in a particular fiscal year, a. 48.5% shall be available for victim compensation grants, b. 48.5% shall be available for victim assistance grants; and C. 3% shall be available for demonstration projects . and training and technical assistance services to eligible crime victim assistance programs and for the financial support of services to victims of federal crime by eligible crime victim assistance programs. B. Availabilitv of Funds I. VOCA Victim Assistance Grant Formula. All states, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, Northern Mariana Islands, and Palau (hereinafter referred to as "states") are eligible to apply for;lllld receive, VOCA victim assistance grants. See Section 1404(d)(I) ofVOCA, codified at 42 U.s.e. 10603(d)(I). 2. Reserve Fund. As the result of provisions in the Antiterrorism Act amending VOCA, the ove Director is authorized to retain funds in a reserve fund, up to $50 miJlion. The Director may utilize the reserve funds in order to: 8 - a. Award supplemental grants to assist victims of terrorist acts or mass violence outside or within the U.S. The OVC Director may grant reserve. funds for such purposes to the following entities: I) States for providing compensation and assistance to their state residents, who while outside of the U.S. become victims.ofa terrorist act or mass violence. The beneficiaries, however, cannot be persons who are already eligible for compensation under the Omnibus Diplomatic Security and Antiterrorism Act of 1986. Individuals covered under the Omnibus Diplomatic Security and Antiterrorism Act include persons who are taken captive because of their relationship with the U.S. Government as a member of the U. S. Civil Service, as well as other U.S. citizens, nationals, or resident aliens who are taken captive while rendering service to the U.S. similar to that of civil servants. Dependent family members of such persons also are covered under the Omnibus Diplomatic Security Act. 2) Eligible state crime victim compensation and assistance programs for providing emergency relief, including crisis assistance, trairiing, and technical assistance for the benefit of victims of terrorist acts or mass violence occurring within the U.S. 3) U.S. Attorney's Offices for use in coordination with state victim compensation and assistance efforts in providing relief to victims of terrorist acts or mass violence occurring within the U.S. b. Offset Fluctuations in Fund~ The Director of OVC may also use the reserve fund to offset fluctuations in Fund deposits for state compensation and assistance programs in years in which the Fund decreases and additional monies are .needed to stabilize programs. 3. Grant Period. Federallegislati~~passed in 1996 also makes victim assistance grant funds available for expenditure throughout .the.FY of award as well as in the next three fiscal years. The FY ..., begins on October 1 and ends on September3Q. For example, grants awarded in December, 1996 (FY 1997) are .available for obligation beginning October}, 1996 through September 30, 2000. 4. Grant Deobligations. VOCAgrant funds not obligated at the end of the award period will be returned to the Crime Victims Fund. In a given fiscal year, no more than S5oo,000 of the remaining unobligated funds can be returned to the Fund. Amounts in excess ofS500,000 sh~ll be returned to the Treasury. Once any portion ofa state's grant is returned to the Fund, the funds must be redistributed according to the rules established .. by VOCA and.the Final Program Guidelines, so states are encouraged to monitor closely. the expenditure ofVOCA funds throughout the grant period to ensure that no funds are returned. C. Allocation of Funds to States From the Fund d~posiis available for victim. assistance grants, each state gralltee receives ~. base amount of S500,000, except for the territories of Northern Mariana Islands, GuaIIl, and American Samoa, which are eligible to receive a base amount of S200,000. The Repu1>lic of Palau's share is governed by the Compact of Free Association between the U.S. m.:ad the Republic of Palau. The remaining Fund dep.Qsits ~e distributed to each state, based upon the state's population in relation to all other states, as determined by current census data. D. Allocation of Funds within the States The Governor of each. state desiinates the state agency that will administe( the VOCA victim assistance grant program. Th.e designated agency establishes policies and prOCedures, whi~h must meet the minimum requirements of VOCA and the 9 - Program Guidelines. VOCA funds granted to the states are to be used .by eligible public and private nonprofit organizations to provide direct services to crime victims. States have sole discretion for determining which organizations win receive funds, and in what amounts, as long as the recipients meet the requirements ofVOCA and the Program Guidelines. State grantees are encouraged to develop a VOCA program funding strategy, which should consider the following: the range of victim services throughout the.state and within communities; the unmet needs of crime victims; the demographic profile of crime victims; the coordinated, cooperative response of community organizations in organizing. services for crime victims; the availability of services to crime victims throughout the criminal justice process; and the extent to which other sources of funding are available for services. State grantees are encouraged to expand into new service areas as needs and demographics of crime change within the state. For example, when professional training, counseling, and debriefings are made available to victim assistance providers, dispatchers, and law enforcement officers in rural or other remote areas, services to victims in these areas improve dramatically. Victim services in .rural or remote areas can also be improved by using VOCA funds to support electronic networking through computers, police radios, and cellular phones. Many state grantees use VOCA funds to stabilize victim services by continuously funding selected organizations. Some state grantees end funding to organizations after several years in order to fund new organizations.. Other state grantees limit the number of years an organization may receive VOCA funds. These practices are within the state grantee's discretion and are supported by OVC, when they serve the best interests of crime victims within the state. State grantees may award VOCA funds to organizations that are physically located in an adjaCent state, when it is an efficient and cost- effective mechanism available for providing services to victims who reside in the awarding state. When adjacent state awards are made, the amount of the award must be proportional to the number of victims to be served by the adjacent- state organization. OVC recommends that grantees enter into an interstate agreement with the adjacent state to address monitoring of the VOCA subrecipient, auditing federal funds, managing noncompliance issues, and reporting requirements. States must notify OVC of each VOCA award made to an organization in another state. III. VOCA VICTIM ASSISTANCE APPLICATION PROCESS A. State Grantee Aoplication Process Each year, OVC issues a Program Instruction and Application Kit to each designated state agency. The AppliCation Kit contains the necessary forms and information required to apply for VOCA grant funds, including the Application for Federal Assistance, Standard FOm1 424. The amount for which each state may apply is included in the Application Kit. At the time of application, state grantees are not required to provide specific information regarding the subrecipients that will receive VOCA victim assistance funds. Completed applications must be submitted on or before the stated deadline, as determined by OVe. In addition to the Appncatio~ for Federal Assistance, state grantees shall, submit the following information: 1. Single Audit Act Information, specifically, the 10 - name and aQdress of tbe designated cognizant federal agency, th~ federal agency aSsigned by OMB, and the dates of the state fiscal year. 2. Certifications Regarding Lobbying, Debarment, Suspension, .and Other Responsibility Matters; , Drug-Free Workplace requirements; Civil Rights. Compliance, and any other certifications required by OJP and OVC. In addition, states must complete a disclosure form specifYing any lobbying activities that are conducted. 3. An assurance that the program will comply with all applicable nondiscrimination requirements. 4. An assurance that in the event a federal or state administrative agency makes a finding of discrimination after a. due process hearing, on the grounds of race, color, religion, origin, sex, or disability against the program, the program will forward a copy of the finding to OJP, Office for Civil Rights (OCR). 5. The name of the Civil Rights contact person who has lead responsibility for ensuring that all applicable civil rights requirements are met and who shall act as liaison in civil rights matters with OCR. 6. Enrollment in Automated Clearing House (ACH). State agencies that are new award recipients, . or those that have p~eviously received . funds in the form ofa paper check from the U.S. Treasury, must enroll in the Treasury Department's ACH Vendor Express program through OJP before any federal funds will be disbursed. States that are Currently on the Letter of Credit Electronic Certification System (LOCES) will be automatically enrolled in the ACH program. Enrollment in ACH need only be completed once. 7. Administrative Cost Provision Notification. States must indicate in a letter transmitting their an~~a1~ant application w~e,tb.erth~yjn~end to use the adn.llnistrat~ve cost provision. Additional . information. about the a~~gistrative CQst. . provision is set forth in tbefolloWing s~ction. B. AdIJ1JnistrativeCost Provision for. State Grantees .. Each state gt;'antee may retain up to, but not more than, 5% of each year's grant for administering the VOCAvictim assistance grant at the state grantee level with the remaining portion being used exclusively for direct services to crime victims or to train direct service providers in accordance with these Program Guidelines, as authorized irr Section 1404(b)(3), codified at 42 V.S.C. 10603 (b)(3). Administrative funds must be expended during the. project period for which the grant was awarded. States are not authorized to roll-over administrative funds from one project period to the next. The administrative cost provision is available only to the state grantee and not to VOCA . subrecipients. State grantees are not required to match the portion of the grant that is used for administrative purposes. The state administrative agency may charge ariyfederalJy approved indirect cost rate to this grant. However, any indirect costs requested must be paid from the 5 percent administrative funds. This administrative cost provision is to be used by the state grantee to expand, enhance, and/or improve the state's previous level of effort in administering the VOCA victim assistance grant program at the state level and to support activities and costs that impact the delivery and quality of services to crime victims throughout the state. Thus, grantees will be required to certify that VOCA administrative funds will not be used to supplant. state. funds. This information will assist OVC in evaluating requests to use administrative funds. State grantees will not be in violation of the nonsupplantation clause if there is a decrease in the state's previous financial commitment towards 11 - the administration of the VOCAgrant programs in the foJlowing situations: 'I) A serious loss of revenue at the state level, resulting in across-the- board budget restrictions. 2) A decrease in the number of "state-supported" staffpositions used to meet the state's "maintenance of effort" in administering the VOCA grant programs. States are required to notify OVC if there isa decrease in the amount of its previous financial commitment to the cost of administering the VOCA program. State grantees are not required to match the portion of the grant that is used for administrative purposes. I. The following are examples of activities that are directly related to managing the VOCA grant and can be supported with administrative funds: a. Pay salaries and benefits for staff and consultant fees to administer and manage the financial and programmatic aspects ofVOCA; b. Attend OVC-sponsored and other relevant technical assistance meetings that address issues and concerns to state administration of victims' programs; c. Monitor VOCA Victim Assistance subrecipients, and potential subrecipients, provide technical assistance, and/or evaluation and assessment of program activities; d. Purchase equipment for the state grantee such as computers, software, fax machines, copying machines; e. Train VOCA direct service providers;. f. Purchase memberships in crime victims organizations and victim-related materials such as curricula, literature, and protocols; and g. Pay for program audit costs; h. Pay for indirect costs at a federally approved indirect cost rate that when applied, does not exceed the 5 percent administrative cost allowance. 2. The following activities impact the delivery and quality of services to crime victims throughout the state and, thus, can be supported by administrative funds: a. Develop strategic plans on a state and/or regional basis, conduct surveys and needs assessments, promote innovative approaches to serving crime victims such as through the use of technology; . b. Improve coordination efforts on behalf of crime victims with other federally funded programs and with federal, state, and local agencies and organizations; c. Provide training on crime victim issues to state, public, and nonprofit organizations that serve or assist crime victims such as law enforcement officials, prosecutors, judges, corrections personnel, social service workers, child and youth service providers, aging and adult protective service providers,and mental health and medical professionals; . d. Purchase, print, and/or develop publications such as training manuals for sel)jce providers, victim services directoFies, and brochures; e. Coordinate and develop protocols, policies, and procedures that promote systemic change in the ways crime victims are treated and served; and 12 - f. Train managers of victim service agencies:' Each state grantee that chooses to use administrative funds is required to submit a statement to OVC reporting the amount of the total grant that will be used as administrative funds. State grantees may notify OVC when the decision is made to exercise this option or at the time the Application for Federal Assistance is submitted. In addition, the grantee must maintain adequate documentation to support the expenditure of these funds. A state may moclifyprojections set forth in their application by notifying OVC, in writing, of the revised amount of the total grant that will be used as administrative funds. Failure to notify OVC of modifications will prevent the state from meeting its obligation to reconcile its State-wide Report with its Final Financial Status Report. Administrative grant funds can only support that portion of a staff person's time devoted to the VOCA assistance program. If the staff person has other functions, the proportion of their time spent on the VOCA assistance program must be documented using regular time and attendance records. The documentation must provide a clear audit trail for the expenditure of grant funds. State grantees may choose to award administrative funds to a "conduit" organization that assists in selecting qualified subrecipients and/or reduces the state grantee's administrative burden in implementing the grant program. However, the use ofa "conduit" organization does not relieve the state grantee from ultimate programmatic and financial responsibilities. C. Use of Funds for Trainina State grantees have.the option of retaining a . . portion oftbeir VOCA victim assistance grant for - "-'1~,'_,):,,~\:,:.,:_,;,:> ".,.:;-.o:_~ "~:_':.'" conducting state-wide and/or reiional'ircliningiof victim services staff The maximum amount ... . permitted for this purpose is one percent of the state's graJ1t. Stat~gra:ntee~jliat~liooseto sponsor statewide or regional trainings are not precluded from awarding VOCA funds to subrecipients for other types ofstaftdevelopmeilt.. . Statewide. or regional training supported with training funds should target.a diverse audience of victim service 'providers and allied professionals,' including VOCA funded and non-VOCA.funded personnel, and should provide opportunities to CQnsider issues related to types of crime, ~~ps in services, coordination of services, and legislative mandates. Each training activity must occur within the grant period, and all training.costs must be obligated prior to the end of the grant period. VOCA grapt . funds cannot be used to supplant 1he cost of existing state administrative staff or related state training efforts. Each state grantee that chooses to use training funds is required to submit a statement to OVC reporting the amount of the total grant that will be used to pay for training. Grantees must maintain adequate documentation to support the" expenditure of these furids. A state may modify projections set forth in their application by notifYing OVC of the revised amount of the total grant that will be used as training funds. Failure to notify OVC of modifications will prevent the. state from meeting its obligation to reconcile its State-wide Report - with its Final Financial Status Report. The VOCA ,funds used for traini~g by the state grante"e must be matcheq:at 20 percent of the total project cost, cash or in..;kind and the sourceofthe . - . . . ," . ; . , match must b~ 'described. For further information regarding matchtequirements, s~e the section on 13 - Subrecipient Organization Eligibility Requirements (IV.B.). IV. PROGRAM REOUIREMENTS A. State Grantee Elilri~ilitv Reauirements When applying for the VOCA victim assistance grant. state grantees are required to give assurances that the following conditions or requirements will be met: I. Must Be an Eligible Organization. States should ensure that only eligible organizations receive VOCA funds. and that these funds are used only for services to victims of crime. except those funds that the~ state grantee uses for training victim service providers and/or administrative purposes. as authorized by Section 1404(b) codified at 42 U.S.C. 10603(b). See section E. Services. Activities. and Costs at the Subrecioient Level for examples of direct services to crime victims. 2. Nonsupplantation. VOCA crime victim assistance grant funds will be used to enhance or expand services and will not be used to supplant state and local funds that would otherwise be available for crime victim services. See Section }404(a)(2)(c). codified at 42 U.S.C. } 0603(a)(2)(C). This supplantation clause applies to state and local public agencies only. 3. Priority Areas. Priority shall be given to victims of sexual assault. domestic abuse. and child abuse. Thus. a minimum of } 0% of each FY's grant (30% total) will be allocated to each of these categories of crime victims. This grantee requirement does not apply to VOCA subrecipients. Each state grantee must meet this requirement. unless it can demonstra!e to OVC that: OJ a "priority" category is currently receiving' significant amounts. of financial assistance from the state or other funding sources; (2) a smaller .. amount of financial assistance. or no assistance. is needed from the VOCA victim assistance grant program;'and (3) crime rates for a "priority" category have diminished. 4. "Previously Underserved" Priority Areas. An additional. 1 0% of each VOCA grant will be allocated to victims of violent' crime (other than "priority" category victims) who were "previously underserved. ". These underserved victims of either adult or juvenile offenders may include. but are not limited to. victims of fedeItal crimes; survivors of homicide victims; or victims of assault . robbery. gang violence. hate and bias crimes. intoxicated drivers. bank robbery. economic exploitation and fraud. and elder abuse. For the purposes of this program. a victim of federal crime is a victim of an offense that violates a federal criminal statute or regulation. Federal crimes also include crimes that occur in an area . where the federal government has jurisdiction, such as Indian reservations. some national parks, some federal buildings. and millitary installations. For the purposes of this program, elder abuse is defined as the mistreatment of older persons through physical. sexual, or psychological violence. neglect. or economic exploitation and fraud. To meet the underserved requirement. state grantees must identifY crime victims by the types of crimes they have experienced (e.g.. drunk driving, sexual assault, or domesticViolence). States are encouraged to also identifY gaps in available services by victims' demographic characteristics. For example, in a given state, "underserved II victims may be best defined according to their status as senior citizens, non- English speaking residents, persons with disabilities, members of racial or ethnic minorities , or by virtue of the fact that they are residents of rural or remote areas. or inner cities. Each state grantee has latitude for determining the method for 14 - identifYing . "previously underserved" crime- victims, which may include public hearings, needs assessments, task forces, and meetings with $tate- wide victim services agencies. Each state grant~e mustme~t this~equirement, unless it can juStify to OVC,that (a) services to these victims of violent crimear~ receiving significant amounts of financial assistance from the state or other funding sources; (b) a - smaller amount of financial assistance, or no assistance, is needed from the VOCA victim assistance grant program; and ( c) crime rates for these victims of violent crime have diminished. - 5. Financial Record Keepingand Program Monitoring. Appropriate accounting, auditing, and mon.itoring procedures will be used at the grantee and subrecipient levels so that records are maintained to ensure fiscal control, proper management, and efficient disbursement of the VOCA victim assistance funds, in accordance with the OJP Financial Guide. effective edition. 6. Compliance with Federal Laws. Compliance with alJ federal laws and regulations applicable to federal assistance programs and with the provisions of Title 28 of the Code of Federal Regulations (CFR) applicable to grants. 7. Compliance with VOCA. Compliance by the state grantee and subrecipients with the applicable provisions ofVOCA and the Final Program Guidelines. 8. Required Reports Submitted to OVC. Programmatic and financial reports shall be submitted. [See Pro~am Requirements (Section IV.) and Financial-Reauirements (Section V.) for reporting requirements and timelines.] 9. Civil Rights. Prohibition of Discrimination for Recipients of Federal Funds. No person in 1U1Y. stat~shall,. on the grounds of race, colpr, religion, national origin, sex, age, or disability be excluded from participation in, be denied the benefits or, -be subjected t6'discrimination-under,or denied employment lnconnection with any program or activity receiving federal financial assistance, pursuant to the folJowing statutes and regulations: Section 809( c), Omnibus Crime Control and Safe Streets Act of 1968, as:amended, 42 V.S.C. 3789d, and Department of Justice Nondiscrimination Regulatibils~ 28 CFR-Part 42,Subparts C, D, E, and G; Title-VI of the Civil. Rights Act of 1964, as _ amended, 42 V.S.C. 2000d, ~.; Section 504 of the Rehabilitation Act of 1973, as amended, 29 V.S.C. 794; Subtitle A, Title II of the Americans with Disabilities Act of 1990,42 V.S.C. 12101, et seQ. and Department of Justice regulations 9.0 disability discrimination, 28 CFR Part 35 and Part 39; Title IX of the Education Amendments of 1972, as amended, 20 V.S.C. 1681-1683; and the Age Discrimination Act of 1975, as amended, 42 V.S.c. 6101, et seq. _10. Obligation to Report Discrimination Finding. In the event a federal or state court or administrative agency makes a finding of discrimination on P1e grounds of race, color, religion, national origin, sex, age, or disability against a recipient ofVOCA viCtim assistance funds, state grantees are required to forward a copy of the finding to the Office for Civil Rights (OCR) for OJP. 11. Obligation to Report Other Allegations/Findings. In the event of a formal allegation or a finding offraud, waste~ and/or abuse ofVOCA funds, state grantees are required to inuriediately notify OVC of said finding. State grantees are also obliged to apprise QVC of the status of anyon-going investigations. 12. Coordination with State VOCA Compensation Program and Federal Law Enforoement. ave encourages state grantees to coordinate their acti~ties with their state's VOCA compensation program and the V.S. Attorneys' Offices and FBI Field Offices within their state. Only with an 15 - emphasis on coordination will a continuum of services be ensured for all crime victims. Coordination strategies could include inviting Compensation Program Directors and Federal Victim- Witness Coordinators to serve on subgrant review committees; providing Compensation Program Directors and Federal Victim-Witness Coordinators with a list ofVOCA-funded organizations; attending meetings organized by Compensation Program Directors and Federal Victim-Witness Coordinators regarding the provision of victim assistance services; providing training activities for subrecipients to learn about the compensation program; developing joint guidance, where applicable, on third-party payments to VOCA assistance organizations; and providing training for compensation program staff on the trauma of victimization, particularly for victims of economic crime and survivors of homicide victims. B. Subrecioient Onzanization EliIDbilitv Reauirements VOCA establishes eligibility criteria that must be met by all organizations that receive VOCA funds. These funds are to be awarded to subrecipients only for providing services to victims of crime through their staff Each subrecipient organization shaH meet the following requirements: I. Public or Nonprofit Organization. To be eligible to receive VOCA funds, organizations must be operated by public or nonprofit organization, or a combination of such organizations, and provide services to crime victims. 2. Record of Effective Services. Demonstrate a record. of providing effective services to crime victims. This includes having the support and approval of its services by the community, a history of providing direct services in a cost- effective manner, and financial support from other sources. 3. New Programs. Those programs that have not yet demoDstrated a record of providing services may be eligible to receive VOCA funding, if they can demonstrate that 25-50 percent of their financial support comes from non-federal sources. It is important that organizations have a variety of funding sources besides federal! funding in order to ensure their financial stability. .. States .are responsible for establishing the base level of non- federal support required within the 25-50 percent range. 4. Program Match Requirements. The purpose of matching contributions is to increase the amount of resources available to the projects supported by grant funds. Matching contributions of20% (cash or in-kind) of the total cost of each VOCA project (VOCA grant plus match) are required for each VOCA-funded project and must be derived from non-federal sources, except as J>rovided in the OJP Financial Guide. effective edition (part III. Post . Award Requirements, Chapter 3. Matching or Cost Sharing). All funds designated as match are restricted to the same uses as the VOCA victim assistance funds and must be expended within the grant period. Match must be provided on a project- by-project basis. Any deviation from this policy must be approved by OVC. For the purposes of this program, in-kind match may include donations of expendable equipment, office supplies, workshop or classroom materials, work space, or the monetary value of time contributed by professionals and technical personnel and other skilled and unskilled labor, if the services they provide are an integral and necessary part.ofa funded project. The value placed on donated services must be consistent with the rate of compensation paid for similar work in the subrecipient's organization.--lfthe required skills are not found in the subrec;:ipient's organization, the rate of compensation must be consistent with the iabor market. In either case, fringe benefits may be included in the valuation. The value placed on loaned or donated equipment may not exceed its fair market value. The value of 16 - donated spac;e may, no~ exceed the fair rental value of comparable space as' establishes! byan. .. indePendent appraisal of comparable space and. . facilities in privately-oWned buildings in the same locality. a. Record Keeping. VOCA recipients and tbeir subrecipients must maintain records that Clearly sbow the source, the amount, and the period during whicb tbe match was allocated.Thce'6asis for determining the value of personal services, . materials, equipment, and space must be ' documented. Volunteer services must be documented, and to the extent feasible, supported by the same methods used by the subrecipient for its own paid employees. The state bas primary responsibility for subrecipient compliance witb the requirements. State grantees are encouraged not to require excessive amounts of matcb. b. Exceptions to tbe 20% Matcb. OVC sets a lower match requirements for: I) Native American Tribes/Organizations Located on Reservations. Tbe matcb for new or existing VOCA subrecipients that are Native American tribes/organizations located on reservations is 5% (cash or in-kind) of the total VOCA project. For tbe purpose of this grant, a Native American tribe/organization is defined as any tribe, band, nation, or other organized group or community, which is recognized as eligible for the special programs and services provided by the U.S. to Native Americans because of their status as Native Americans. A reservation is defined as a tract of land set aside for use of, and occupancy by, Native Americans. 2) The U.S. Virgin Islands, and allotber territories and possessions oftbe U.S., except Puerto Rico, are not required to matcb VOCA funds. See 48 U.S.C. 1469a(d). 3) OVC may waive the match requirement if extraordinary need is documented by State VOCA admstrators. 5. V<?luntee~~~ S\1~fc~~ip'ient 9rgani~tions must use volunteers unlessthe~,~tegr~tee, cJetermines there is a compelling reason to waive this requirement. A "compelling reason" may be a statutory or contractual provision concerning liability or confidentiality of counselor/victim information, which bars. using volunteers for certairi positions~or the inability to recruit and maintain volunteers after a sustained and aggressive effort. 6. Promote Community Efforts to Aid Crime Victims. Promote, within the community, coordinated public and private efforts to aid crime victims. Coordination may include, but is not limited to, serving on state, federal, local, or Native American task forces, commissions, working groups, coalitions, and/or multi- disciplinary teams. Coordination efforts also include developing written agreements that contribute to better and more comprehensive services to crime victims. Coordination efforts qualifY an organization to receive VOCA victim assistance funds, but are not activities that can be supported with VOCA funds. 7. Help Victims Apply for Compensation Benefits. Such assistance may include identifying and notifying crime victims of the availability of compensation, assisting them with application forms and procedures, obtaining necessary documentation, and/or checking on claim status: 8. Comply with Federal Rules Regulating Grants. Subrecipients must comply with the applicable' provisions of VOCA, tbeProgram ~deJines; arid the requirements oftheOJPFinapcial Guide..' effective edition,whichincludesmaintaining ... appropriate programmatic and financial records that fully disclose the amount and disposition of VOCA funds received, This incluties: financial,. documentation for disburs.e~ehts; daily time,~d attendance records specifY.ingtime devoted to allowable VOCA victim. setvices; client files; the portion'ofthe project supplied by other s'our~es'of 17 -- ... revenue; job descriptions; contracts for services; and other records which facilitate' an effective audit. 9. Maintain Civil Rights Information. Maintain statutorily required civil.rights statistics on victims served by race, national origin, sex, age, and disability, within the timetable established by the state grantee; and permit reasonable access to its books, documents, papers, and records to determine whether the subrecipient is complying with applicable civil rights laws. This requirement is waived when providing a sexyice, such as telephone counseling, where soliciting the information may be inappropriate or offensive to the crime victim. 10. Comply with State Criteria. Subrecipients must abide by any additional eligibility or service criteria as established by the state grantee including submitting statistical and programmatic information on the use and impact ofVOCA funds, as requested by the grantee. I I . Services to Victims of Federal Crimes. Subrecipients must provide services to victims of federal crimes on the same basis as victims of state/1ocal crimes. 12. No Charge to Victims for VOCA-Funded Services. Subrecipients must provide services to crime victims, at no charge, through the VOCA- funded project. Any deviation from this provision requires prior approval by the state grantee. Prior to authorizing subreci-pients to generate income, OVC strongly encourages administrators to carefully weigh the following considerations regarding federal funds generating income for subrecipient organizations. a. The purpose of the VOCA victim assistance grant program is to provide services to all crime victims regardless of their ability to pay for services rendered or availability of insurance or other third-party payment resources. Crime victims suffer trem~ndou~. emotional, physical, and financial losses. It was never the intent ofVOCA to exacerbate the impact of the crime by asking the victim to pay for services. b. State grantees must ensure that they and their subrecipients have the capability to track program income in accordance with federal.financial accounting requirements. All tOCA-funded program and match income, no matter how large or smalL the VOCA grant. Program income can be problematic because of the required tracking systems needed to monitor VOCA-funded income and enSUre that it'is used only to make additional services available to crime victims. For example: VOCA ()ften funds only a portion of a counselor's time. Accounting for VOCA program income generated by this counselor is complicated, involVing careful record keeping by the counselor, the subrecipient . program, and the state. 13. Client-Counselor and Research Information Confidentiality. Maintain confidentiality of client- counselor information, as required by state and federal law. 14. Confidentiality of Research Information. Except as otherwise provided tJy federal law, no recipient of monies under VOCA shall use or reveal any research or statistical information furnished under this program by any person and identifiable to any specific private person for any purpose other than the purpose for which such information was obtained in accordance with VOCA. Such information, and any copy of such information, shall be immune from legal process and shall not, without the consent of the person furnishing such information, be adnlitted as evidence or used for BAY purpose in any action, suit, or other judicial, legislative, or administrative proceeding. See Section 1407(d) ofVOCA codified at 42 V.S.C. 10604. These provisions are intended, among other things, 18 - ~! to en~re theconfidentjality pf information. provid~d by crime victims to counselors working. for victim services programs receiving VOCA funds. Whatever the scope of application given this provision, it is clear that there is nothitlg in VOCA or its legislative history to indicate that Congress intended to override or repeal, in effect, a state's existing law governing the disclosure of information which is supportive ofVOCA's fundamental goal of helping crime victims. ,For example, this provision would not act to override or repeal, in effect, a state's existing law pertaining to the mandatory reporting of suspected child abuse. See Pennhurst School and Hosoital v. Halderman. et al.,451 U.S. 1 (1981). Furthermore, this confidentiality provision should not be interpreted to thwart the legitimate informational needs of public agencies. For example, this provision does not prohibit a domestic violence shelter from acknowledging, in response to an inquiry by a law enforcement agency conducting a missing person investigation, that the person is safe in the shelter. Similarly, this provision does not prohibit access to a victim service project by a federal or state agency seeking to determine whether federal and state funds are being utilized in accordance with funding agreements. C. Eli2ible Subrecioient Or2anizations , VOCA specifies that an organization must provide . services to crime victims and be operated by a public agency or nonprofit organization, or a combination of such agencies or organizations in order to be eligible to receive VOCA funding. Eligible organizations include victim services organizations whose sole mission is to .provide services to crime victims. These organizations include, but are not limited to, sexual assault and rape treatment centers, domestic violence programs and shelters, child abuse programs, centers for missing children, mental health services, and other community-based victim coalitions and support organization.s intluding those who serve survivors of homicide victims. In addition to victim services organizations, whose sole purpose is tOisetVe cnme victims;.theteare many other pubiicand,nonprofit organizations that have components which offer services to crime victims. These organizations Hate eligible to receive VOCA funds, if the funds are used to expand or enhance the delivery of crime victims' services. These organizations include, but are not'linutedto ". . , the followiiig:' ,. '. ". . - ' 3. State Crime.Vi9tim CompeQsafion Agencies. Compensationpro~a,ms,in~Juqing both centralized and de~eJ:1tiali:zed programs, may receive VOCA. assistance funds if they offer direct services to crime victims that extend beyond the essential duties of compensation staff such as 19 claims investigations, distribution of information ab()~t compensation and refel'TaI to other, sources of public and private assi.stance.. Sucb services would include assisting victims in identifying and accessing needed services and resources. 4. Hospitals and Emergency Medical Facilities. Sucb organizations must offer crisis coun.seling, support groups, and/or other types of victim services. In addition, state grantees may only award VOCA funds to a medical facility for the purpose of performing forensic examinations on sexual assault victims if (1) tbe examination meets tbe standards establisbed by the state, local prosecutor's office, or state-wide sexual assault coalition; i!!S! (2) appropriate crisis counseling and/or other types of victim services are offered to tbe victim in conjunction with tbe examination. 5. Others: State and local public agencies sucb as mental bealtb service organizations, statellocal public child and adult protective services, state grantees, legal services agencies and programs witb a demonstrated history of advocacy on bebalf of domestic violence victims, and public bousing autborities that bave components specifically trained to serve crime victims. Since tbe intention oftlJe VOCA grant program is to support and enhance the crime victim services provided by community agencies, state grantees that meet the definition of an eligible subrecipient organization may not subaward themselves more than 10 percent of their annual VOCA award. This limitation applies to all states and territories, except for the Nortbern Mariana Islands, Guam, American Samoa, and the Republic of Palau. D. Ineligible Recioients ofVOCA Funds Some publ~c and nOJ.lprofit organizations that offer services to crime victims are not eligible to receive VOCA victim assistance funding. These organizations include, but. are not limited to, the following: 1. Federal Agencies. This includes U.S. Attorneys Offices. arid FBI Field Offices. Receipt ofVOCA funds would constitute an augmentation of the federal budget with money intended for state age~cies. However, private nonprofit organizations that operate on federal land may be eligible subrecipients ofVOCA victim assistance grant funds. 2. In-Patient Treatment Facilities. For example, those designed to provide treatment to individuals with drug, alcobol, and/or mental bealth-related conditions. E. Services. Activities. and Costs attbe , Subrecinient Level 1. Allowable Costs for Direct Services. The following is a listing of services, activities, and costs that are eligible for support with VOCA victim assistance grant funds within a . subrecipient's organization: a. Immediate Health and Safety. Tbose services which respond to the immediate emotional and physical needs (excluding medical care) of crime victims sucb as crisis intervention; accompaniment to bospitals for medical examinations; botline counseling; emergency food, clotbing, transportation, and shelter (including emergency, sbort-term nursing bome sbelter for elder abuse victims for wbom no other safe. sbort-term residence is available); and otber emergency services that are intended to restore the victim's sense of security. Tbis includes services which offer an immediate measure of safetY to crime victims such as boarding-up broken windows and replacing or repairing locks. Also allowable is emergency legal assistance such as filing restraining orders and obtainin~mergency custody/visitation rights when sucb actions are directly connected to family violence cases and are taken to ensure the bealth and safety of the victim. b. Mental Health Assistance. Those services and 20 - ... .-. activities that assist the primary and ~econdary victims of crime in understanding the dynamics of victimization.and in stabilizing their lives after a victimization such as counseling, group treatment, and therapy. "Therapy" refers to intensive professional psychological/psychiatric treatment for individuals, couples, and family members related to counseling to provide emotional support in crises arising from the occurrence of crime. This includes the evaluation of mental health needs as , well as the actual delivery of psychotherapy. c. Assistance with Participation in Criminal Justice Proceedings. In addition to the cost of emergency legal services noted above in section a. "Immediate Health and Safety",. there are other costs associated with helping victims participate in the criminal justice system that also are allowable. These services may include advocacy on behalf of crime victims; accompaniment to criminal justice offices and court; transportation to court; child care or respite care to enable a victim to attend court; notification of victims regarding trial dates, case disposition information, and parole consideration procedures; and assistance with victim impact statements. State grantees may also fund projects devoted to restitution advocacy on behalfof specific crime victims. VOCA funds . cannot be used to pay for non-emergency legal representation such as for divorces, or civil. restitution recovery efforts. d. Forensic Examinations. For sexual assault victims, forensic exams are allowable costs only to the extent that other funding sources (such as state compensation or private insurance or public benefits) are unavailable or insufficient and, such exams conform with state evidentiary collection requirements. State grantees should establish procedures to monitor the use ofVOCA victim assistance funds to pay for forensic examinations in sexual assault cases. e. Costs Necessary and Essential to Providing Direct Services. This includes pro-rated costs of ren~, telephone. service, transportation costs for victims to receive services, emergency transportation costs that enable a victim to participate in the criminal justice system, and local travel expenses for service providers. f Special Services. Setvices to assist crime victims with man'aging practical problems created by the victimization such as acting on behalf of the victim with other service providers, creditors, or employers; assisting the victim to recover property that is retained as evidence; assisting in filing for compensation benefits; and helping to apply for public assistance. g. Personnel Costs. Costs that are directly related to providing direct services, such as staff salaries and fringe benefits, including malpractice insurance; the cost of advertising to recruit VOCA-funded personnel; and the cost of training paid and volunteer staff h. Restorative Justice. Opportunities for crime victims to meet with perpetrators, if such meetings are requested or voluntarily agreed to by the victim and have possible beneficial or therapeutic value to crime victims. State grantees that plan to fund this type of service should closely review the criteria for conducting these meetings. At a minimum, the following should be considered: (1) the safety and security of the victim; (2) the benefit or therapeutic value to the victim; (3) the procedures for ensuring that participation of the victim and offender are voluntary and that everyone understands the nature of the meeting, (4) the provision ofappropriate support and accompaniment for..the victim, (5) appropriate "debriefingll opportunities' for the victim after the meeting or panel, (6) the credentials of the facilitators, and (7) the opportunity for a 'crime victim to withdraw from the process. at any time. State grantees are encouraged to discuss proposals with OVCprior to awarding VOCA funds for this type of activity. 21 VOCA assistance funds cannot be used for victim- offender meetings. which 'serve to replace crimina! justice proceedings. 2. Other Allowable Costs and Services. The services, activities, and costs listed below are not generally considered direct crime victim services, but are often a necessary and essentiaiactivity to ensure that quality direct services are provided. Before these costs can be supported with VOCA funds, the state grantee and subrecipient must agree that direct services to crime victims cannot be offered without support for these expenses; that the subrecipient has no other source of support for them; and that only limited amounts ofVOCA funds will be used for these purposes. The following list provides examples of such items: a. Skills Training for Staff. VOCA funds designated for training are to be used exclusively for developing the skills of direct service providers including paid staff and volunteers, so that they are better able to offer quality services to crime victims. An example of skills development is training focused on how to respond to a victim in cnSlS. VOCA funds can be used for training both VOCA- funded and non- VOCA-funded service providers who work within a VOCA recipient organization, but VOCA funds cannot be used for management and administrative training for executive directors, board members, and other individuals that do not . provide direct services. b. Training Materials. VOCA funds can be used to purchase materials such as books, training manuals, and videos for direct service providers, within the VOCA-funded organization, and can support the costs of a trainer for in-service staff development. Staff from other organizations can attend in-service training activities that are held for the subrecipient's staff. c. Training Related Travel. VOCA funds can support costs such as travel, meals, lodging,. and registration fees to attend training within the state or a similar geographic area. This . limitation encourag~s state grantees and subrecipients to first look for available training within their immediate geographical area, as travel costs will be minimal. However, when needed training is unavailable within the immediate geographical area, state grantees may authorize using 'VOCA funds to support training outside of the geographical area. For example, VOCA grantees may benefit by attending national conferences that offer skills building training workshops for victim assistance providers. d. Equipment and Furniture. VOCA funds may be used to purchase furniture and equipment that provides or enhances direct services to crime victims, as demonstrated by the VOCA subrecipient. VOCA funds cannot support the entire cost of an item that is not used exclusively for victim-related . activities. However, VOCA funds can support a prorated share of such an item. In addition, subrecipients cannot use VOCA funds to purchase equipment for another organization or individual to perform a victim-related service. Examples of allowable costs may include beepers; typewriters and word processors; video-tape cameras and players for interviewing children; two-way mirrors; and equipment and furniture for shelters, work spaces, victim waiting rooms, and children's play areas. . The costs offumiture, equipment such as braille equipment or TTY fI'TD machilIlesior the deaf, or minor building alterations/improvements that make victims services more accessible to persons with disabilities are allowable. Refer to the OJP Financial Guide. effective edition, before these types of decisions are made. - e. Purchasing or Leasing Vehicles. Subrecipients may use VOCA funds to purchase or lease vehicles if they can demonstrate to the state VOCA administrator that such an expenditure is 22 essential to delivering services to crime victims. The VOCA administrator must give prior approval for all such purchases. f Advanced Technologies. At times, computers may increase a subrecipient's ability to reach and serve crime victims. For example, automated victim notification. systems have dramatically improved the efficiency of victim notification and enhanced victim security. In order to receive a grant for advanced technologies, each subrecipient must meet the program eligibility requirements set forth in section IV.B. of the Guidelines, Subrecipient Organization Eligibility Requirements. In making such expenditures, VOCA subrecipients must describe to the state how the computer equipment will enhance services to crime victims; how it will be integrated into and/or enhance the subrecipient's current system; the cost of installation; the cost of training staff to use the computer equipment; the on-going operational costs, such as maintenance agreements, supplies; and how these additional costs will be supported. Property insurance is an allowable expense as long as VOCA funds support a prorated share of the cost of the insurance payments. State grantees that authorize equipment to be purchased with VOCA funds must establish policies and procedures on the acquisition and disbursement of the equipment, in the event the subrecipient no longer receives a VOCA grant. At a minimum, property records must be maintained with the following: a description of the property and a serial number or other identifying number; identification of title holder; the acquisition date; the cost and the percentage ofVOCA funds supporting the purchase; the location, use, and condition of the property; and any disposition data, including the date of disposal and sale price. (See OJP Financial Guide, effective edition.) g. Contracts for Professional Services. VOCA funds generally should not be used to support contract services. At times, h~'\Vever, it may be necessary for VOCA subrecipientsto use a Portion of the VOCA grant to contract for specialized services. Examples of these services include assistance in filing restraining orders or establishing emergency custodylyisitation rights (the provider must have a demonstrated history of advocacy. .on behalf of domestic violence victims); forensic examinations on a sexual assault victim to the extent that other funding sOUrces are unavailable or insufficient; emergency psychological or psychiatric services; or sign and/or interpretation for the deaf or for crime victims whose primary language is not English. Subrecipients are prohibited from using a majority ofVOCA funds for contracted services, which contain administrative, overhead, and other indirect costs included in the hourly or daily rate. h. Operating Costs. Examples of allowable operating costs include supplies;' equipment use fees, when supported by usage logs; printing, photocopying, and postage; brochures which describe available services; and books and other victim-related materials. VOCA funds may support administrative time to complete VOCA- required time and attendance sheets and programmatic documentation, reports, and statistics; administrative time to maintain crime victims' records; and the pro-rated share of audit costs. i. Supervision of Direct Service Providers, State grantees may provide VOCA funds tOr supervision of direct service providers when they determine that .such supervision is necessary and essential to providing direct services to crime victims. For example, a state grantee may determine that using VOCA funds to supportll coordinator of volunteers or interns is a cost-effeCtive way of serving more crime victims. j. Repair and/or Replacement of Essential Items. VOCA funds may be used for repair or 23 replacement of items that. contribute to maintaining a healthy and/or safe environment for crime victims, such as a furnace in a shelter. In the event that a vehicle is purchased with VOCA funds, related items, such as routine maintenance and repair costs, and automobile insurance are allowable. State giantees are cautioned to scrutinize each request for expending VOCA funds for such purposes to ensure the following: (1) that the building or vehicle is owned by the subrecipient organization and not rented or leased, (2) all other sources of funding have been exhausted, (3) there is no available option for providing the service in another location, (4) that the cost ofthe repair or replacement is reasonable considering the value of the building or vehicle, and (5) the cost of the repair or replacement is pro- rated among all sources of income. k. Public Presentations. VOCA funds play be used to support presentations that are made in schools, community centers, or other public forums, and that are designed to identify crime victims and provide or refer them to needed services. Specifically, activities and costs related to such programs including presentation materials, brochures, and newspaper notices can be supported by VOCA funds. 3. Non-Allowable Costs and Activities. The following services, activities, and costs, although not exhaustive, cannot be supported with VOCA victim assistance grant funds at the subgrantee level: a. Lobbying and Administrative Advocacy. VOCA funds cannot support victim legislation or administrative reform, whether conducted directly or indirectly. b. Perpetrator Rehabilitation and Counseling. Subrecipients cannot knowingly use VOCA funds to offer rehabilitative services to offenders. Likewise, VOCA funds cannot support services to incarcerated individuals, even when the service pertains to the victimization of that individual. c. Needs Assessments, Surveys, Evaluations, Studies. VOCA program funds may not be used to pay for efforts conducted by individuals, organizations, task forces, or special commissions to study and/or research particular crime victim issues. d. Prosecution Activities. VOCA funds cannot be used to pay for activities that are directed at prosecuting an offender and/or improving the criminal justice system's effectiveness and efficiency, such as witness notification.and management activities and expert testimony at a trial. In addition, victim witness protection costs and subsequent lodging and meal expenses are considered part of the criminal justice agency's responsibility and cannot be supported with VOCA funds. . e. Fundraising activities. f. Indirect Organizational Costs. The costs of liability insurance on buildings; capital improvements; security guards and body guards; property losses and expenses; real estate purchases; mortgage payments; and construction may not be supported with VOCA funds. g. Property Loss. Reimbursing crime victims for expenses incurred as a result of a crime such as insurance deductibles, replacement of stolen property, funeral expenses, lost wages, and medical bills is not allowed. h. Most Medical Costs. VOCA funds cannot pay for nursing home care (emergeItey short-term nursing bome shelter as described in section . IV.E.l.a. is allowable), home health-care costs, In- patient treatment costs, hospital care, and other types of emergency and non-emergency medical and/or dental treatment. VOCA victim assistance grant funds cannot support medical costs resulting 24 from a victimization, except for forensic medical examinations for sexual assault victims. i. Relocation Expenses. VOCA funds cannot support relocation expenses for crime victims such as moving expenses, security deposits on housing, ongoing rent, and mortgage payments. However, VOCA funds may be used to support staff time in locating resources to aSsist victims with these expenses. j. Administrative Staff Expenses. Salaries, fees, and reimbursable expenses associated with administrators, board members, executive directors, consultants, coordinators, and other individuals unless these expenses are incurred while providing direct services to crime victims. k. Development of Protocols, Interagency Agreements, and Other Working Agreements. These activities benefit crime victims, but they are considered examples of the types of activities that subrecipients undertake as part of their role as a victim services organization, which in turn qualifies them as an eligible VOCA subrecipient. l. Costs of Sending Individual Crime Victims to Conferences. m. Activities Exclusively Related to Crime Prevention. V. PROGRAM REPORTING REOUIREMENTS State grantees must adhere to all reporting requirements and timelines for submitting the required reports, as indicated below. Failure to do so may result in a hold being placed on the drawdown of the current year's funds, a hold being placed on processing the next year's grant award, or can result in the suspension or tennination of a grant. A. Sub2rant Award Reoorts A Subgrant Award Report is required for each organization that receives VOCA funds and uses the funds for such allowable expenses including employee salaries, fringe benefits, sUpplies, and rent. Thisrequit:ement appliestc>all state grantee awards including grants, contracts, or subgrants and to all subreCipient organizations. Subgrant Award Reports are not to be completed for organizations that serve only as conduits for distributing VOCA funds or fOIorganizatipns that provide limited, emergency services, on an hourly rate, to the VOCA subrecipient organizations. Services and activities that are purchased by a VOCA subrecipient are to be included on the subrecipient's Subgrant Award Report. .1. Reporting Deadline. State grantees are required to submit to DVC, within 90 days of making the subaward, Subgrant Award Report information for each subrecipient ofVDCA victim assistance grant funds. 2. Electronic Submission. State grantees shall transmit their Subgrant Award Report information to OVC via the automated subgrant dial-in system. By utilizing the subgrant dial-in number (I- 800/838-0106), grantees can access the system without incurring a long distance telephone charge. States and territories outside of the continental U.S. are exempt from.the-requirement to use the subdial system, but these grantees must complete and submit the Subgrant Award Report form, OIP 7390/2A, for each VOCA subrecipient. 3. Changes to Subgrant Award R~port. If the Subgrant Award Report information changes by the end of the grant period, state grantees must inform OVe of the changes, by revising the information via the automated subgrant subdial system. The total of all Subgrant Award Reports submitted by the state grantee must agree with the 25 Final Financial Status Report (Standard Form 269A) that is submitted at the end of the grant period. B. Performance Reoort 1. Reporting Deadline. Each state grantee is required to submit specific grant performance data on the OVC-provided Performance Report, form No. OJP 7390/4, by December 31 of each year. 2. Administrative Cost Provision. For those state grantees who opt to use a portion of the VOCA victim assistance grant for administrative costs, the Performance Report will be used to describe how the funds were actually used and the impact of the 5% administrative funds on the state grantee's ability to expand, enhance, and improve services to crime victims. State grantees who choose to use a portion of their VOCA victim assistance grant for administrative costs must maintain a clear audit trail of all costs supported by administrative funds and be aole to document the value of the grantee's previous commitment to administering VOCA. . VI: FINANCIAL REOUIREMENTS As a condition of receiving a grant, state grantees and subrecipients shall adhere to the financial and .administrative provisions set forth in the OJP Financial Guide and applicable OMB Circulars and Common Rules. The following section describes the audit requirements for state grantees and subrecipients, the completion and submission of Financial Status Reports, and actions that result in termination of advance funding. A. Audit Responsibilities for Grantees and Subrecioients Audits of non-profit institutions and institutions of higher education must comply with the ; organizational audit requirements of OMB CircularA-133, which states that recipien~s who expend $300,000. or more during their fiscal year in federal funds during their fisciU year, are required to submit an organization-wide financial and compliance audit report within 13 months after the close of each fiscal year during the term of the award to their cognizant federal agency. State and local units of government must comply with the organizational audit requirements of OMB circular A-128, which states that recipients of $25,000 offederal funds during their fiscal year, are required to submit an audit report to their cognizant agency. Recipients who receive Jess than $25,000 in federal funds are exempt' from the audit requirement. B. Audit Costs Audit costs incurred at the grantee (state) level are . determined to be an administrative expense, and may be paid with the allowable five percent for administration. Subrecipients may use any VOCA funds support the pro-rated share audit costs. . C. Financial Status Reoort for State Grantees Financial Status Reports (269A) are required from all state agencies. A Financial Status Report shall be submitted to the Office of the Comptroller for each calendar quarter in which the grant is active. This Report is due even though no obligations or expenditures were incurred during the reporting period. Financial Status Reports shall be submitted to the Office of the Comptroller, by the state, within 45 days after the end of each calendar quarter. Calendar quarters end March 3 I, June 30, September 30, and De~ember 31. A Final Financial Status Report is due 120 days after the end of the VOCA grant. D. Termination of Advance Fundine to State 26 Grantees If the state grantee receiving cash advances by direct Treasury deposit demonstrates an unwillingness or inability to establish procedures that will minimize the time elapsing between cash advances and disbursements, OJP may terminate advance funding and require the state to finance its operations with its own working capital. Payments to the state will then be made to the state by the ACH Vendor Express method to reimburse the grantee for actual cash disbursements. It is essential that the grantee organization maintain a minimum of cash on hand and that drawdowns of cash are made oidy when necessary for disbursements. VII. MONITORING A. Office of the Comotroller The Office of the Comptroller conducts periodic reviews of the financial policies, procedures, and records of VOCA grantees and subrecipients. Therefore, upon request, state grantees and subrecipients must allow authorized representatives to access and examine all records, books, papers, case files, or documents related to the grant, use of administrative funds, and all subawards. B. Office for Victims of Crime OVC conducts on-site monitoring in which each state grantee is visited a minimum of once every three years. While on site, OVC personnel will review various documents and files such as (1) . program manuals and procedures governing the VOCA grant program; (2) reports for the grantee and all VOCA subrecipients; (3) the state grantee's VOCA application kit, procedures, and guidelines for sub awarding VOCA funds; and (4) all other state grantee and subrecipient records and files. In addition, OVC will visit selected subrecipients and will review similar documents such as (1) reports; (2) policies and procedures governing the organization and the VOCA funds; (3) programmatic records of victims' services; and (4) timekeeping records and other supporting documentation for costs supported by VOCA funds. VIII. SUSPENSION AND TERMlNATJON OF FUNDING If, after notice and opportunity for a hearing, OVC finds that a state has failed to comply substantially with VOCA, the OJP Financial Guide (effective edition), the Final Program Guidelines, or any implementing regulation or requirement, OVC may suspend or terminate funding to the state and/or take other appropriate action. At such time, . states may request a hearing on the justification for the suspension and/or termination ofVOCA funds. VOCA subrecipients, within the state, may not request a hearing at the federal level. However, VOCA subrecipients who believe that the state grantee has violated a program and/or financial requirement are not precluded from bringing the alleged violation(s) to the attention ofOVC. Dated: Aileen Adams Director Office for Victims of Crime Office for Justice Programs This document was last updated on Sunda)', Janual)' 16 :WOO 27