Welcome to CVAD Grantee Orientation

1. Welcome to CVAD Grantee Orientation Presented by The Victim Support Services Program Crime Victim Assistance Division Iowa Attorney General’s Office

2. Purpose of the Orientation • Overview of grant management • Prepare for the upcoming award cycle • Meet CVAD staff • Ask questions

3. Typical Grant Cycle • RFP or solicitation is issued • Application and review • Awards determined (funded or not funded) • Contracts (subawards issued) • Projects begin – grant management • Program management • Fiscal management • Projects end – grant closeout

4. Congratulations! You are Funded… Now what?

5. First, Let’s Talk Money Victim Services funding comes from 5 different funding streams: VOCA – federal STOP VAWA – federal FVPSA – federal SASP – federal State – State of Iowa appropriations

6. Funds are awarded to the AG’s Office VOCA – federal STOP VAWA – federal FVPSA – federal SASP – federal State – State of Iowa appropriations Attorney General – Crime Victim Assistance Division Victim Services Support Program

7. CVAD distributes funds across Iowa

9. Who’s Funded in 2020? 7 Culturally Specific Organizations 3 Coalitions 1 Statewide hotline 12 Domestic Abuse Comprehensive Programs 10 Sexual Assault Comprehensive Programs 8 Shelters 38 VOCA Projects 13 Law Enforcement Projects 10 Survivors of Homicide and Other Violent Crimes Programs 7 Prosecutors 30 Victim Witness Coordinators 2 Coordinated Community Response (SART)

10. CVAD Award Cycles • The AWARD period is October 1, 2019 through September 30, 2022 • The first contract year/budget year/period of performance is October 1, 2019, through September 30, 2020. • The second year is October 1, 2020, to September 30, 2021. • The third year is October 1, 2021, to September 30, 2022.

11. The Subaward The subaward is the legally binding instrument (contract) between the Attorney General’s Office (CVAD) and the subrecipient. No funds can be paid without a fully executed subaward

12. It’s not just another CVAD email… Subawards will arrive via email. Sign and return quickly. Review: • Award amount and the budget • Match amount • Funding sources • Contact information • Report due dates • Terms and conditions • Certified assurances

13. Who should review and sign the subaward? Those at your organization who will administer or oversee this project. This is usually: executive director, fiscal director and project director. Whoever is designated with signing authority is to sign the subaward. The project director and authorized official must sign the assurances.

14. Award Amount and Funding Sources The subaward will detail the award amount and will provide the sources of funds, the CFDA number, and the federal grant number. Grantees need to account for each funding source separately for auditing purposes and to avoid co-mingling of federal funds. NO COMINGLING FUNDS!

15. Project Start and End Dates No expenses can be reimbursed prior to October 1. Expenses obligated after September 30, must be charged to the next grant year. We do not carryover funds from one year to the next.

16. Scope of Work The scope of work is what you promise to do with victim services funds. It is your activities, goals and outcomes. Changes to the scope of work require prior approval from CVAD and likely a subaward amendment.

17. Budgets Budgets are the spending plan for how grantee complete their scope of work. We are currently working with you on the 2020 budgets. Once approved, CVAD will negotiate the iowagrants.gov back so it can be updated to match the Excel budget.

18. Certified Assurances Certified assurances are the rules associated with CVAD funding and federal funding. Both the project director and the authorizing official must review and sign the certification pages.

19. Certified Assurances Certified assurances were included in the grant application They will be updated per the funding source if necessary Violations of certified assurances include: Discrimination, lobbying, civil rights, breaching confidentiality, not completing program reports…..

20. Certified Assurances Violations of Certified Assurances could result in: Corrective action Performance improvement plans Additional monitoring Training and technical assistance Termination Repayment of grant funds

21. Contract Termination Either CVAD or the grantee can terminate the subaward. Your subaward will outline the reasons and the steps involved with contract termination. Usually contracts are terminated for cause or due to reductions in funding.

22. Match Match is the nonfederal costs for a project or grant. Your subaward and your budget in iowagrants.gov will tell you how much match you are required to provide. Match can be cash, in kind or a combination of the two. Grant dollars Total Costs Your Resources

23. Match Required The required match amount is based on the funding streams you receive: VOCA = 25% of the award amount FVPSA = 25% of the award amount STOP VAWA = 33% of the award amount for state, county or city entities STOP VAWA = no match required for victim services entities SASP = no match required State of Iowa = no match required Tribes – no match required

24. Match Documentation Match must be provided at least quarterly and is submitted as part of a claim. Claims may be held. If documentation for match is required, it must be attached to the reimbursement claim. CVAD can always request more documentation, clarification, or determine the match is not eligible. Once the match requirement is met, agencies do not need to additional provide match.

25. Match Documentation Grantees must maintain match documentation in the same manner they provide and maintain expenses CVAD reimburses. Match is a financial contribution to a project and is subject to verification and audit.

26. Cash Match Cash match is cash and can include the salary and benefits of staff doing CVAD eligible work but paid from a nonfederal source, such as state or county funds, United Way or foundation grants. Cash from donations or fundraisers is considered match when it is used for eligible program purposes. Cash sitting in a bank account is not match until it is used for an eligible purpose.

27. In Kind Match – donated good In kind match is the value of any equipment, goods or services contributed to a CVAD funded project that would have been eligible costs if the grantee was required to pay for those costs with grant funds. Examples – food for a shelter, computers used by victim services staff, advertising, clothes, transportation

28. In Kind Match – volunteers Volunteers who provide direct victim services (helping victims) and volunteers who provide indirect services (updating the website, creating a victim services brochure) are often used as in kind match. VOCA requires subrecipients to have at least one direct service volunteer. Contact CVAD if you cannot comply with this directive.

29. Computing Volunteer Match For volunteers who do similar work as paid staff, grantees use the average salary and benefits of paid staff doing similar work, i.e., advocates or clerical. Volunteers who perform duties not similar to paid staff, such as web developers or attorneys, use a rate consistent with the local job market.

30. State Funds Used As Match Subrecipients who receive State of Iowa funds may use those funds to help meet their federal match requirements. State funds can be used for match when they pay for an expense that is allowable under the federal rules. State funds cannot be used as match if the state funds are used to pay for an unallowable federal expense.

31. More Match Madness Eligible NOT Eligible Expressly unallowed by a federal source, i.e.; lobbying or fundraising Expenses already used as match on another federal grant Expenses incurred before or after the grant period Cash in the bank, which has not been used to benefit the project No documentation • Cash – if used to benefit the project during the project period • Salaries and benefits of staff doing eligible duties; time is charged to a nonfederal source • Volunteers who perform eligible activities • Donations which directly benefit the project and are used during the period of performance

32. Back to Money How Do You Get Your Money From CVAD?

33. Claims and Reimbursement It takes approximately 30 days for claims to be paid. Project Expenses Subrecipient CVAD

34. When Are Claims Due? Claims are due within 30 days after the end of an expense period. October expenses are to be submitted by November 30 Quarterly expenses are to be submitted by January 30.

35. Direct Deposit Generally, funds are deposited three days after a claim is approved. Those who are new to CVAD funding must complete a W-9 Vendor form and a direct deposit authorization form, which can be found on the Iowa Department of Administrative Services website. CVAD

36. A Deeper Dive Into Claims How to Make CVAD Happy

37. Salaries and Benefits A large portion of most budgets are paying people to help people.

38. Time and Activity Tracking Subrecipients must have a system in place that provides reasonable assurances charges made to a federal grant are: • Accurate • Allowable • Properly allocated between other funding sources

39. Time and Activity Tracking Personnel costs must be documented and reflect actual time spent on activities. Support must reasonably reflect the total activity for which the employee is compensated by the organization and cover both federally funded and all other activities. 

40. Time and Activity Tracking Examples • Timesheets • Time and effort reports • Activity reports These must be certified by the employee and approved by a supervisor with firsthand knowledge of the work performed.

41. Time and Activity Tracking Payroll records should also reflect either after the fact distribution of actual activities or certifications of employee’s actual work performed. (https://ojp.gov/financialguide/doj/PostawardRequirements/chapter3.9b.htm) Employees who are paid 100% from a single federal award may be exempt – follow up with CVAD.

42. Expense Allocation Expenses benefitting more than one funding source or program are shared costs and are to be allocated properly. Shared expenses include expenses such as supplies rent utilities printing

43. Expense Allocation Grantees who receive funding from more than one source should determine an allocation method. Allocations are to be reasonable and consistently applied. Do not charge expenses to a funding source because just because more funds are available from that source.

44. Budget or Claim Allocation Form If your project was funded from more than one funding source, the budget allocation form breaks out the different funding sources allocated to your project. You must submit abudget allocation form with each claim.

45. Following Your Budget Sometimes Changes Are Needed

46. Budget Revisions Are Needed When • moving more than 10% of the total grant; (2) altering a single major cost category by more than 10%, either up or down; (3) adding a line item not on the original budget; (4) adding capitalized equipment; (5) changes that affect the indirect cost line item

47. Budget Revision Form

48. Requesting A Budget Revision Submitted in Excel format With the following columns • the entire original budget, not just the line items to be adjusted • the changes requested to the line items and • the revised budget. The original budget and the revised budget must be the same. The total of the revised column must be zero.

49. Why Do You Need a Revised Budget? Is it appropriate Are the expenses allowable What happened to cause excess funds in a category Do the changes require a scope change CVAD can deny requests or ask for more details.

50. Scope of Work Changes If it is necessary to change the approved scope of work or goals and objectives of the project, it is important to speak with your primary CVAD contact as soon as possible. Subrecipients must have prior approval before changing the scope of work.