Iowa Department of Justice Crime Victim Assistance Division (CVAD) Financial Information & Forms

1. Iowa Department of JusticeCrime Victim Assistance Division (CVAD)Financial Information & Forms Fiscal Section Thursday, December 15th 10:30 a.m. - noon Presented by Kristi Hill Division Accountant

2. Projected Budget aka Complete Program Budget • Budget covers 07/01/11 – 06/30/12 • Due in Sept. 2011 • Separate column for each fund • Claim vouchers • Budget amounts in 1st column

3. Budget Revision Form • Required if: • Moving 10% or > of award from one expense to another • Allowable Costs • Subject to VSS program staff review • Any doubt, ask first 10% Fluctuation Allowed

4. Acronyms • Victim Service Support (VSS) Program • See acronym handout

5. Claim Vouchers • 2 Filing Options • Monthly Claims • Quarterly Claims • Do not switch back and forth during a contract period

6. Due Dates • Due @ end of following month • Aug due Sept. 30th • July through Sept • Due Oct.31st • No need to overnight or other special delivery - $$

7. Claim Vouchers • Submit all claims for period at same time • If no SS-12 or SASP claim voucher • Include note • Vendor ID • Tax ID not used • Vendor #’s sent with MS Excel e-mails

8. Claims Processing • Claims processed weekly • Distributed on Monday or Tuesday for review • Processed for payment Thursday or Friday • Turnaround from receipt to payment is usually less than 2 weeks

9. Claim Vouchers • Microsoft Excel • E-mails sent • Monthly sent July 27, 2011 • Quarterly sent September 22, 2011 • Microsoft Word • Written Instructions

11. Spreadsheets • Please do not include with claim vouchers • Spreadsheets’ purpose is to enter data and track year to date (YTD) totals • You may keep copy for your records, but we do not need

12. Claim Summaries Summary Page Preferred • Summary page • Preferred • Circle amount claimed • If different than invoice • Specify amount • Adding machine tapes • Tape (not stapled) • Do not cover data • Scanning old records

13. Payroll documentation No timesheets Please • Need to verify • Gross Wage or • Overtime • Any of these will do • Payroll register • Payroll journal • Payroll history report • Check copy Do not include

14. Documentation • Need itemized receipt or invoice • Restaurants • Not sufficient • Charge slips • Bids or quotes • Monthly credit card statements • Tips not allowable

15. Documentation - copies • Ordering on-line • Print Order Confirmation @ end of checkout • Claim Voucher form • 1-sided • Documentation • 2-sided copies or front/back ok

16. IRS Mileage Rates • If your program has own travel policy, you may use those rates instead. • Cannot exceed IRS mileage rates • 2 different IRS rates during 2011 See handout

17. State Travel Rates • Mileage Rate • 39 cents per mile • Meal rates - $28/day • breakfast = $5.00 • lunch = $8.00 • dinner = $15.00 • TIPS NOT ALLOWABLE

18. Lodging Rates • Currently @ $50 plus tax through 12/31/2011 • Increased to $55 plus tax effective January 1, 2012

19. Meals & Refreshments • New DOJ policy pertains if offering or sponsoring an event or conference • Requires pre-approval • Meals for staff to attend conference or training are still allowable • Email sent 11/15/11 by Donna Phillips

20. Financial Guides • OJP Financial Guide • VOCA or VA-12 • SASP or SS-12 • OVW Financial Guide • VAWA or VW-12 • NEW – not done • Donna Phillips will forward when completed

21. Direct vs. Indirect Services • See handout • Direct Services (D/S) & Allowable Costs • VOCA must be D/S • Indirect Services & Unallowable Costs • Administrative duties • On-call example • Fundraising/Volunteers

22. Vendor ID Numbers • Iowa Department of Revenue & Finance • Used for payment purposes instead of tax ID numbers • Vendor ID list sent out with MS Excel claim vouchers

23. Hourly Volunteer Rate • Volunteer Rate • $21.36/hour • 51 cent increase from FY11 • Effective 07/01/11 • Rate determined by National Independent Sector See handout

24. Match • Family Violence (FV) fund no longer requires match • Required match listed on contract • VA = 25% award • VW = 33% award • Match due quarterly • @ minimum

25. Americorp • AmeriCorps requires match • AmeriCorps benefits and other costs billed by ICADV • Request from DA/SA funds • Match not allowable from federal funds

26. Electronic Fund Transfers (EFT) • Claims paid via direct deposit or automated bank transfer • New form for authorization • Payment detail NEW • Hold – check issued

27. Original or First Claim • Original or first claim • E-mailed after 1st claim is paid • Doc. # AGKH… • Date paid • Section refers only to 1st claim • Bottom right corner • Info will not change

28. Catalog of Federal Domestic Assistance (CFDA) # • CFDA number is included at top of each contract • Independent auditors will need CFDA numbers to determine type of audit needed

29. Audit Costs • Office of Management & Budget (OMB) Circular A-133 Audit • If federal expenditures >$500,000 • Costs allowable from federal funds • If not an A-133 audit • Request from DA/SA funds

30. Iowa Code Section 11.36 • Yellow Book Audit encouraged • Audit done in accordance with Government Auditing Standards • Includes Report on internal controls • Use DA/SA funds • $150,000 received

31. Bond Insurance • Recommended for programs receiving >$150,000 in state administered funds • Employee dishonesty • Theft coverage • Insurance coverage depends on program size

32. Audit Report Due Date • Due earlier of: • 30 days after receipt from auditor or • 9 months after end of audit period • Audits for year ending June 30, 2011 are due March 31, 2012 If audit received Jan 15th, submit by Feb 15th

33. Victim Service Support (VSS) Program Website http://victimservicegrant.iowa.gov Also known as Programs Assistant

35. Questions? Kristi Hill Division Accountant, CVAD 515-281-8954 Kristi.hill@iowa.gov or khill@ag.state.ia.us