See34 U.S.C. Grants.gov Deadline: 11:59 p.m. eastern time on Thursday, June 23, 2022 Application JustGrants Deadline: 8:59 p.m. eastern time on Thursday, June 30, 2022 OVC FY 2022 VOCA Victim Compensation Formula Grant OVC lists examples of allowable administrative costs in28 C.F.R. If no program and disposal will occur, then the recipient must request disposition instructions from the awarding agency as well as provide the fair market value of the item. 94.119(b)(7). 94.104(f). Yes, assuming the fees are directly related to the victimization. This cost appears allowable pursuant to28 C.F.R. Unless the Director of OVC grants a waiver, state administering agencies (SAAs) shall develop and implement a monitoring plan in accordance with therequirements of28 C.F.R. If a minor or a person with a legally appointed guardian is permitted by law to receive services without their parents or guardians consent, the minor or person with a guardian may consent to release of information without additional consent from the parent or guardian. 28 C.F.R. Must VOCA-funded programs use volunteers? VOCA funds may not be used to support the active investigation or prosecution of criminal activity, except for the provision of victim assistance services (e.g., emotional support, advocacy, and legal services) to crime victims during the investigation or prosecution. These expenses do not fall within the 5-percent restriction on training and administration. Should any victimization types described as Other be reported in an existing victimization category? See2 C.F.R. However, if the SAA is simply taking possession to safeguard the records in the event of an audit, then the notice provisions would not be triggered. See28 C.F.R. The State crime victim assistance program generally means the SAA activities that support victim assistance, and is not limited merely to activities funded by the VOCA Assistance grant. Can on-call victim advocates who travel to a hospital to be with victims and their families be reimbursed for their travel? If no other agency program, then any other Federal program. Additionally, SAAs are encouraged to award funds through a competitive process, when feasible. PDF QUICK REFERENCE CHART: VOCA ALLOWABLE AND UNALLOWABLE COSTS Allowable Can agencies use their VOCA housing grants to pay rent for victims in situations where the victim and perpetrator are both on a lease, the perpetrator has left, and the victim needs to come up with rent quickly? It depends. See theFederal Civil Rights Compliance Checklist, which the Office of Civil Rights encourages SAAs to either use or adapt when monitoring subgrantees for civil rights compliances. The examples below illustrate how VOCA Victim Assistance funds may be used to support certain prevention-related activities. SAAs and subrecipients may share the following: A subrecipient funded with VOCA funding is closing its doors permanently and does not have the fiscal capacity to keep their client files for the retention period. 94.119(a)(8) allows for expenses for direct services associated with the immediate emotional, psychological, and physical health and safety (other than medical care) of crime victims, including window, door, or lock replacement or repair, and other repairs necessary to ensure victims safety. Exceptions may apply in some cases where management personnel also provide direct services. Forensic medical evidence collection examiners are encouraged to follow relevant guidelines or protocols issued by the state or local jurisdiction. eCFR :: 28 CFR Part 94 -- Crime Victim Services Yes, provided that the subrecipient offers the benefit to all employees regardless of salary funding source. This question is being researched, and the answer is expected to be included in the February 2020 update. Is this allowable? 94.118(b)(3). Yes, as long as the underlying service necessitating the transportation is an allowable expense under the VOCA rule. See Section 3.7, Disposition of Equipment. Yes, there is a difference in how a State and a subrecipient must dispose of equipment. Such differences are less likely in the context of health insurance than, say, severance pay, where claims and payouts presumably would be higher in highly compensated activities/units. Can SAAs use cost allocations plans, which are pooled, as indirect costs? See28 C.F.R. In particular,28 C.F.R. TheOVC Training and Technical Assistance Centercan also help identify tools that states and subgrantees can use for project evaluations. Where costs are allocable to both the crime victim assistance program and another State program, the VOCA grant may be charged no more than its proportionate share of such costs. VOCApedia is updatedas we receive questions from the field and obtain answers. They have a brand new organization that doesnt have any record of financial support and are trying to determine if it meets organizational capacity. Can a contracted therapist charge a cancellation fee for no-show appointments? SAAs should instruct subrecipients to maintain data and documentation supporting their financial reports. 94.116. Consequently, D&O insurance typically would be an unallowable cost under VOCA Assistance, per 28 C.F.R. Allowable Costs and Services. SAAs and subrecipients must implement a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated, is incorporated into the official records of the non-Federal entity, and reasonably reflects the total activity for which the employee is compensated by the non-Federal entity. Can grantees use VOCA funds to make repairs or improvements to a Designated Historical Building? Can a victim and/or a service provider be reimbursed for transportation expenses for travel beyond the typical court proceedings (e.g., to transport a victim to counseling)? No. Can subrecipients use VOCA funds to make repairs on a leased building? Expenses associated with the general training of a large number of service providers should be considered expenses that fall under the states administrative costs. Must VOCA-funded services be provided free of charge? To be clear, the VOCA eligibility requirement that an organization demonstrate financial capacity is completely distinct from the match requirement. For example, if an organization allows staff social workers to use gift cards to purchase emergency items for a victim of domestic violence, it should require the social worker to obtain prior approval from an office manager and/or supervisor, and, after purchase, to file the receipts with the written approval documentation. Question 8AE, Direct Services: o Are the number of individuals who received services per each main category of service (in Question 8) less than or equal to the total number of individuals served plus anonymous contacts (Question 1+ Question 2)? If release of information is compelled by statutory or court mandate, SAAs and subrecipients of VOCA funds shall make reasonable attempts to provide notice to victims affected by the disclosure of the information, and take reasonable steps necessary to protect the privacy and safety of the persons affected by the release of the information. 94.104(d). Who is responsible for retention of these files? See28 C.F.R. Can VOCA-funded evaluation results be published in academic journals? 94.104(e). Any bonus or compensation paid with grant funds must be reasonable and necessary to support the work funded under the grant. There is a plan in place for the fiscal files, but do the client files need to be retained? See section 94.113(b) of the Final Rule, Waiver of use of volunteers. See 94.121Allowable subrecipient administrative costs., May a subrecipient use VOCA funds for the purchase, installation, and monthly access fees for doorbell cameras, as a service for domestic violence survivors, where the subrecipient has developed a partnership with local law enforcement agencies? See June 16, 2016 letter from OVC to LSC;LSC Program Letter 16-4(generally permitting use of LSC funds as match for VOCA Assistance grant funds). 94.122(f) prohibits grant funds from being used for [r]eimbursement of crime victims for expenses incurred as a result of a crime, except as otherwise allowed in the Final Rule. This is really contingent upon what the terms of the lease are. 28 CFR 94.121 -- Allowable sub-recipient administrative costs. See28 C.F.R. Additionally, the SAA must submit a match waiver spreadsheet that outlines all match waivers approved within the federal fiscal year by no later than 90 days after the fiscal year end. 94.117. Subrecipients must comply with the terms and conditions of their subawards, which should describe the applicable rules. In the context of state use of VOCA victim assistance funds for administrative purposes, where a state decreases its administrative support for the state crime 32 victim assistance program, the state administering agency (SAA) must submit, upon request from OVC, an explanation for the decrease. Finally, pursuant to the VOCA statute (Section 1404 (a) (2) (C), codified at 42 U.S.C. Costs directly associated with administering a state victim assistance program generally include the following: Is developing a strategic plan an allowable SAA administrative cost? Starting with the VOCA share, the user would first determine the total project cost by dividing the VOCA amount by 100 percent minus the 20 percent required match, as shown: $100,000 / (1.0 0.20) = $125,000. As discussed in Section 3.16 of theDOJ Grants Financial Guide, all financial records, supporting documents, statistical records, and all other records pertinent to the award for a period of 3 years from the date of submission of the final expenditure report (Federal Financial Report/SF-425). Alsosee2 C.F.R. If a Sexual Assault Nurse Examiner (SANE) is VOCA grant-funded to perform sexual assault forensic medical examinations, can court preparation and testimony time be considered paid time and paid with grant funds? 94.109(a). The VOCA Assistance rule reflects these categories (which overlap to some extent) as non-exhaustive lists of example cost objectives/activities. See28 C.F.R. VOCA funds can be used for processing both current and backlogged SAECKs and other forensic medical evidence. See28 C.F.R. When facing a question regarding the best practice about managing a patients prescription substance, SAAs should look to and consistently apply shelters written policies for all prescription substances. 200.100(c). Additionally, the VOCA Rule supports the use of VOCA funds to improve the delivery of victim services through victim satisfaction surveys and needs assessments. All VOCA Victim Assistance-funded activities must be for the purpose of providing assistance to victims of crime. VOCA includes in services to victims of crime the payment of all reasonable costs of a forensic medical examination of a crime victim, to the extent that such costs are otherwise not reimbursed or paid. OVC recommends SAAs ensure that subrecipients giving or loaning technology to victims have written policies to govern the use of funds for providing items to victims, including assessing whether there is a reasonable justification for such an item based on the victims needs and ability to access services, and tracking those items. The project period will never change, but the ability to liquidate funds can be extended in limited circumstances. To be clear, the subgrantee only has 90 days to complete performance on obligations made with funds expiring on September 30, 2018. 94.109. See28 C.F.R. The basis for determining the value of personal services, materials, equipment, and space and facilities must be documented. Generally, this sort of documentation would be a timesheet or some other type of activity report that has been certified by the employee and approved by a supervisor. Can VOCA funds pay for food for victims? 10603(a)(2)(A) and include victims of sexual assault, spousal abuse, and child abuse. Example: A local program uses VOCA funds to pay for the first months rent as a security deposit on an apartment for a victim. Personnel costs must be supported by a system of internal controls which provide reasonable assurance that the charges are accurate, allowable and properly allocated and based on records that accurately reflect the work performed. See2 C.F.R. The driving question that an SAA must consider is whether the activity is victim service-based. If the subgrantee had data that needed clarification last quarter, does that data appear to be accurate this quarter. See28 C.F.R. State administering agencies (SAAs) may apply to the Director of OVC to request a full or partial match waiver for specific subrecipients. Can state administrators close out a VOCA award prior to the specified year-end close out date? Secondary prevention would be an allowable use of VOCA Victim assistance funding. 94.109(a). 94.113(a)). Can self-defense classes for victims be allowable as forms of alternative healing/peer support? Federal Financial Management and VOCA Resources: DSS State Fiscal Year 2022 PMT Review. 200.474sets out rules for travel costs, and this does not prohibit taxes on travel expenses. . The maintenance will last 2 years and exceed their grant award date by 1 year. In general, federal funds may not be used as match for VOCA funds. VOCA Victim Assistance funds may be used tosupport lethality review teams in those instances. PDF VOCA Final Program Guidelines - Missouri 200.306;DOJ Grants Financial Guide, Chapter 3.3. (The SAA recognizes that rental costs are excluded from MTDC calculation, however, is it an exception if a domestic violence shelter is funded and provides direct services?). . (a) An amount that your agency determines to be reasonable. For example, if an SAA is hosting a training or workshop and for some reason needs to cancel (and has to pay due to time or other restrictions), what is the appropriate allowable amount that the SAA can charge to VOCA? Can VOCA pay to send a non-VOCA funded employee to receive training using VOCA dollars?. Subrecipients who only have pass-through funding (i.e., do not receive any direct grants from the Federal government) may negotiate an indirect cost rate with the SAA. For example, primary prevention could be funding police officers to patrol streets to protect high violence areas. Victim eligibility under VOCA for direct services is not dependent on the victim'simmigration status. If the subrecipient obligates funds to conduct repair work on or before September 30, 2018, may activities to complete the repairs occur after September 30, 2018? See 28 C.F.R. Any costs of auditing a non-Federal entity that is exempted from having an audit conducted under the Single Audit Act because its expenditures under Federal awards are less than $750,000 during the non-Federal entitys fiscal year are unallowable. SAAs have the discretion to decide whether to fund a subrecipient project, and to what extent, providing the costs are reasonable, allocated properly, meet the purpose requirements of one of the three provisions, and comply with other cross-cutting requirements applicable to construction-like activity (e.g., the National Historic Preservation Act and the National Environmental Policy Act). 94.103(c). How should SAAs allocate and account for SAA administrative costs? Generally, this should include timesheets substantiating time worked on the project. Any bonus or compensation paid with grant funds must be reasonable and necessary to support the work funded under the grant. All bills for indirect cost should be based on quarterly or monthly actual expenditures, not award amounts. Supporting activities for which VOCA funds may be used include, but are not limited to, the following: What types of restorative justice are allowable expenses to be covered by VOCA victim assistance funding? 94.119(k) & (l). SAAs must promptly notify OVC of any formal allegation or finding of fraud, waste, abuse, or similar misconduct involving VOCA funds. What projects may be funded with VOCA victim assistance funds? This is a permissible use of VOCA funds and within the intent of the language found in 94.119(L), Allowable direct service costs: Relocation expenses.. SAAs may fund their own direct services programs, but, under 94.104(f), may allocate no more than ten percent of the VOCA grant to such programs, and each such program shall adhere to the allowable/unallowable cost rules for sub-recipient projects set out in this subpart at 94.119 through 94.122. Delivering awareness and connecting victims with services available to them in and outside of the criminal justice process is considered a direct service and is allowable. In order to determine the allocation, the purpose of the item needs to be examined. The intent of the VOCA rule is that direct services include efforts that restore a measure of security and safety for the victim as a direct service. Primary prevention generally is not an allowable use of VOCA Victim Assistance funding. Direct services for which VOCA funds may be used include, but are not limited to, personal advocacy and emotional support, including traditional, cultural, and alternative therapy/healing, such as art therapy and yoga. See28 C.F.R. In past audits of Office of Justice Program grant programs, the DOJ Office of the Inspector General has questioned grantee costs where there was inadequate internal control over gift card use or inadequate supporting documentation for what was purchased with the cards. See2 C.F.R. 28 C.F.R. Yes, provided that the employer offers the benefit to all employees regardless of salary funding source. In those instances, can the SAA allow them to use the closest public location or the like with an explanation of their travel? VOCA caps the administrative and training expense at 5 percent of the grant funds. Can VOCA funds be used to treat parents of children who are victims of sexual assault with group sessions? STOP VOCA. Are these allowable expenses? 200.414(f). See28 C.F.R. Coordination activities that facilitate the provision of direct services include, but are not limited to, statewide coordination of victim notification systems, crisis response teams, multidisciplinary teams, coalitions to support and assist victims, and other such programs; as well as the salaries and expenses of such coordinators. SAAs may fund projects that are centered on direct victim services, and that also have prevention aspects. Some costs that are construction in the plain sense of the word (e.g., hammering and nailing), are not characterized as construction for purposes of OVC grant funding. Can a subrecipient take out volunteer insurance? a person who is a medication manager) for VOCA-funded clients where they are receiving psychiatric services and also psychotropic medications for their conditions related to trauma? Working with a victim to assess the impact of a crime. PDF DRAFT VOCA Allowable Unallowable Costs (MS approved) - Alaska SeeDOJ Grants Financial Guide, III.3. For example, a classic example of primary prevention would be funding police officers to patrol streets to protect high violence areas. See28 C.F.R. However, the SAA has the discretion to include this as a requirement for program funding. Similarly, the state typically would not be able to compel the subrecipient to serve incarcerated victims, as this could not have been part of the subaward agreement. 94.120(a)-(b);94.121(a);94.122(h). The agenda must specifically include the times during the event when food and/or beverages will be provided. (question updated 2021/03/19). SAAs have the discretion to determine which alternative forms of therapy VOCA funds may support. Example:A local program uses VOCA funds to pay for the first months rent as a security deposit on an apartment for a victim. Under VOCA, an organization is eligible for funding if it demonstrates a record of providing effective services to victims of crime and financial support from sources other thanthe Crime Victims Fund; or substantial financial support from sources other than the Fund. See34 U.S.C.
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