Sexual Assault Services Program (SASP) 2018 Award Orientation

1. Sexual Assault Services Program (SASP) 2018 Award Orientation Deanna Harrington September 2018

2. Who are our 2018 SASP Subgrantees? • County • What is your SASP-funded project? (Basic Services or Improving Access)

3. History of SASP • Created by Violence Against Women & DOJ Reauthorization Act of 2005 • First federal funding stream solely dedicated to the provision of direct intervention and related assistanceto victims of sexual assault • GCC & NCCASA have been collaborating to administer SASP funds in NC since 2010

4. 2018 SASP: GCC’s Role • Collaborates with NCCASA to submit non-competitive grant application • Serves as funder to NCCASA and SASP Administrator • Assists NCCASA with submission of programmatic reports • Provides reimbursement to NCCASA

5. 2018 SASP: NCCASA’s Role • Writing solicitation • Participating in applicant workshops • Reviewing and scoring applications via MDRT • Compiling and providing feedback to unfunded programs • Preparing Modification Conditions Letters • Verifying MCLs • Programmatic technical assistance • Progress reporting support and summarization

6. 2018 SASP: NCCASA’s Role Continued • Financial monitoring • Processing reimbursement requests • Hold quarterly calls with sub-grantees • Hold bi-monthly webinars for sub-grantees • Complete at least one in-person monitoring site visit

7. Allowable Costs • Costs related to providing intervention services to sexual assault survivors and secondary survivors • Includes client outreach (“any activity for which the goal is to identify victims to whom you would like to provide services”), but not public awareness, prevention, or community education • Costs included in your specific SASP-funded project • Costs included in the budget you submitted for this project

8. Unallowable costs • Costs incurred outside of the project period • DV or other services that are not specifically for sexual assault • Public awareness, prevention, & community education activities • Cell phone costs in the name of individuals • Travel & lodging in excess of state per diem • Out-of-state travel without prior approval • Bar charges/alcoholic beverages • State and local sales taxes • Tips • Food and beverage (except per diem) • Trinkets, give-away items, promotional items (t-shirts, mugs, logo-typed pens, etc.) • Incentives • Gift cards • Entertainment • Sporting events • Visa fees/passport charges • Laundry charges • Contracted services over $81.25/hour without prior approval • Honorariums • Stipends • Bonuses or commissions • Premium pay • Fundraising • Lobbying activities • Membership fees to organizations whose primary activity is lobbying • Fines and penalties • Indirect costs • Audits • Construction • Land acquisition or mortgage • Corporate formation • Common Area Maintenance Fees • Military-type equipment

9. Reimbursement Requests • Reimbursement requests include the monthly Cost Report Worksheet, the Cover Sheet for each category and the supporting documentation • Reimbursement requests must be submitted to NCCASA monthly by the 8th of each month • Reimbursement requests along with supporting documentation can be submitted electronically to sasp@nccasa.org • Timely reimbursements are contingent upon timely receipt of reports • If there are no charges, please submit a request with a “0” and include an explanation

10. Reimbursement Requests • If a SASP expense is a part of a larger expense (ie: $100 of the $1,500 rent), it must be equal to or less than the prorated amount of staff supported by the grant • If the amount is not equal, a written explanation of how that portion was calculated needs to be included with the first reimbursement request • If an expense is paid quarterly (ie: FICA), the sub-grantee will submit that expense after it is paid • Reimbursements over the budgeted amount cannot be made. If your expense exceeds the amount remaining, please request reimbursements only for the amount left for that line item. Grants cannot show a negative balance.

11. Printed Materials • All printed materials should be submitted for approval to NCCASA prior to being printed • Printed materials can be submitted via email to sasp@nccasa.org • All printed materials must include the award disclaimer (grant # will be sent to sub-grantees once NCCASA receives from GCC) • When requesting reimbursement for the printed materials, a copy of the final production must be attached to the reimbursement request • Printed materials paid for under the SASP grant should contain at least 80% information related to sexual assault victim services your agency offers

12. Time sheets • Time sheets must be submitted for all personnel supported by SASP funds • A copy of the check stubs or payroll statements must be included • Personnel who work directly on SASP hours must be tracked to the project • Time sheets should include personal activity to support the charges. The activity must be clearly identifiable to the grant

13. Personnel Costs • If salary for an employee is paid by more than one grant (ie: SASP pays for 20 hours a week and VOCA pays for 20 hours a week, the agency’s accounting system must be able to account for award funds separately (no commingling of funds) • For FICA, Worker’s Compensation and State Unemployment reimbursement, attach proof of payment whether it is paid monthly or quarterly

14. Budget Revisions • Budget revisions are allowed as long as the Sub-Grantee does not add line items, does not exceed their current grant award and provides an adequate explanation of the impact of the changes on service delivery • NO FUNDS are to be transferred out of the Personnel Budget line • A budget revision should be submitted to NCCASA via email at sasp@nccasa.org

15. Budget Revisions Continued • Notice of approval or denial of budget will be made to the sub-grantee with in 2 weeks of the sub-grantees submission • When approved, a new reimbursement request will be prepared according to the revised budget • Final proposed budget revisions must be submitted to NCCASA no later than April 30, 2019

16. Travel for Training • All travel for in and out of state training must be pre-approved by NCCASA • Submit the Travel Training Request Form two weeks prior to the training

17. Progress Reports • VAWA progress reports due January 30 and October 30 • NCCASA will provide training and technical assistance prior to these deadlines to support simplified, accurate reporting and to avoid red flags from funders. • NCCASA will hold a webinar before each report is due

18. Collecting Data • As the grant monitor, NCCASA will be reviewing all reports carefully and looking for the progress report data to match the project and budget • In preparation of this, NCCASA asks that you carefully read the Programmatic Reporting section in the Sub-Grantee Handbook

19. Grant Award Packet • Every SASP-funded program should have received a Grant Award Packet • The Grant Award Packet contains: *Special Conditions Letter *Grant Award Letter *Grant Award *Grant Handbook *Report List *Contract Documents Checklist • Email sasp@nccasa.org when packet is complete

20. Programmatic Technical Assistance • Quarterly programmatic monitoring and technical assistance/support calls • Bi-monthly SASP funded project themed webinars • Collaboratively develop training/TA plan with Member Services Program Director to achieve SASP goals • At least one site visit during funding cycle (see On-Site Monitoring Tool here) • Ongoing responsive technical assistance/support

21. Important Dates • Expense Reimbursement Request w/ Cover Sheets due the 8th of each month • Notice of Grant Implementation: 1/30/19 • Grant Progress Reports: 1/31/19 & 10/30/19 • Grant Adjustment Request: 4/30/19 • Property Control Record: 7/1/19 • Expenditure Forecast Report: upon request

22. NCCASA website • NCCASA will be updating their website to include a SASP section • This section will contain the Category Cover Sheets for reimbursement request, the Travel Training Request form, Budget Revision Request, the SASP Sub-Grantee Handbook and the On-Site Monitoring Tool • Link will be sent to sub-grantees • Will be live by 10/1/2018

23. Good Standing • To be eligible for funding through out the grant cycle the sub-grantee must be in “Good Standing” • “Good Standing” requires: * payment of NCCASA membership dues and participation/attendance of membership meetings, conferences and trainings *be in compliance w/ GCC and CFW

24. Looking Forward: 2019 SASP • Solicitation timeline and deadline will be the same as last year (March of 2019) • Note that timely completion of cost reimbursements and progress reports will be recorded and used during consideration for 2019 funding • Watch for upcoming announcement about SASP Grant Writing conference calls