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Competitive Award Workshop

Join us for the October 2013 CJCC Workshop to learn about program updates, reporting deadlines, and compliance monitoring. Hear from CJCC executive staff and participate in breakout sessions. Don't miss out on this valuable opportunity.

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Competitive Award Workshop

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  1. Competitive Award Workshop Core Services Awardees October 2013

  2. Workshop Agenda I. Welcome and Logistics II. About CJCC III. Victims Compensation IV. Program Updates V. Reporting Requirements & Deadlines VI. Compliance Monitoring VII. Breakout Session I VIII. Lunch IX. Breakout Sessions II & III X. Award Packages & Special Conditions XI. Q & A

  3. CJCCExecutive Staff Jacqueline Bunn – Executive Director Steven Hatfield – Deputy Director Robert Thornton – Grants & Policy Division Director Nicole Jenkins – Victim Services Division Director Stefanie Lopez-Howard – Statistical Analysis Center Director

  4. Grants & Policy DivisionVictim Assistance Unit Shontel Wright, Program Director Jonathan Peart, Lead Grants Specialist Ayanna Campbell Williams, Grants Specialist Tonya Jenkins, Grants Specialist Michael Shackelford, Grants Specialist Monique Stevenson, Auditor/Examiner Betty Barnard, Planning & Policy Development Specialist

  5. CJCC Contact Information • Website:http://cjcc.georgia.gov • Mail: Attn: Grants Division • Criminal Justice Coordinating Council • 104 Marietta Street, NW, Suite 440 • Atlanta, Georgia 30303-2743 • Phone: 404-657-1956 • Fax: 404-657-1957

  6. Communications • Mail Chimp e-newsletters and other correspondence • Website • Training Opportunities • Funding Opportunities • Calendar • Forms and Publications • Latest News • Updates • ser@cjcc.ga.gov is inactive. Please forward all grant related documents to your assigned Auditor or Grants Specialist. • AMP is coming in 2014. Stay tuned for more updates.

  7. Victims Compensation

  8. Program Updates

  9. Major Program Updates Core services by agency type VOCA VAWA

  10. Core services by agency type • Based on extant program models • Open to feedback and continuous review • Outline basic level of services to be considered for CJCC funding • Will be used in Compliance Monitoring activities • Agency types include: • CASAs • CACs • Counseling • DV Shelter and Non-Shelter Programs • Legal services • SACs • Prosecution and Law Enforcement VWAPs

  11. VOCA - Proposed Changes • Proposed changes – view at http://1.usa.gov/GzFlxa • Reorganizes VOCA into 5 major parts • General provisions • State Administering Agency Program Requirements • SAA Use of VOCA funds for Admin and Training • Sub-recipient Program Requirements • Sub-recipient Allowable/Unallowable Costs

  12. VOCA - Proposed Changes Proposed changes – view and comment at http://1.usa.gov/GzFlxa Defining “programs” Priority vs. previously underserved populations Mandate competitive award process at least every 5 years Mandate on-site monitoring every 2 years Requires use of volunteers, promoting community efforts to aid victims, and assistance in applying to compensation Permits use of funds for relocation; transitional housing; training CASA volunteers and CSWs; automated systems/tech; emergency medicine Prohibits vehicle purchases Clarifies allowabilityof funds for indirect/overhead costs Permits services to the incarcerated (PREA)

  13. VAWA - Reauthorization • Most changes don’t take effect till FY 2014 • Amends and clarifies definitions of terms • Changes to grant conditions and allocations • Complete revision of current Underserved grants; funds outreach and victim services; authorizes planning and implementation grants • Changes to immigrant protections • Adds sex trafficking definition

  14. VAWA – Reauthorization (cont.) • Consolidates Safe Havens and Court programs • Allows for tribal jurisdiction over DV crimes • Adds “intimate partner” to eligible relationships in DV definition • Adds “religion, sexual orientation and gender identity” to underserved populations • STOP funds can be used for LGBT victims • Youth defined as 11-24

  15. VAWA - Reauthorization • Excellent resources: • Full text of bill: http://1.usa.gov/W12zAG • OVW press release: http://blogs.justice.gov/ovw/archives/2310 • Summary of changes: http://4vawa.org/blog/

  16. Reporting Deadlines

  17. Why Program Reporting? • All Federal funding sources require reporting for 3 basic reasons: • Monitoring use of funds • Assessment of progress • Improvement assistance • Reporting makes the case for continued/increased funding

  18. Sub-grant Adjustment Requests (SAR) • All requests should be submitted no later than 14 calendar days after the effective date of the change • No budget adjustments may be submitted during the last 60 days of the sub-grant period (per your special conditions)

  19. Sub-grant Expenditure Reports (SER) • Monthly - due 15 days after end of month • Quarterly – due 30 days after end of the quarter

  20. VSSR DeadlinesFor VOCA, SASP and VAWA Victim Services Programs

  21. CJSSR DeadlinesFor VAWA Criminal Justice System Improvement (CJSI) Programs

  22. OPM DeadlinesFor VOCA, SASP and VAWA Victim Services Programs

  23. Grant Monitoring

  24. Grant Monitoring Activities Technical Assistance On-Site Visit Desk Reviews

  25. Technical Assistance Issues are identified by your Grants Specialist / Auditor New Executive Director / Project Director Turn-over in Key Personnel Request of a Subgrantee

  26. Site Visit A visit to the project site to review the subgrantee’s overall management of funds and program performance. Objective Ensure compliance with the terms of the grant award Ensure accuracy of reporting Provide immediate technical assistance All subgrantees are subject to an on-site visit

  27. Desk Reviews Conducted at random Review of financial and programmatic reports, correspondence, audit reports, and other documentation provided by the sub-grantee

  28. Before the Site Visit Staff will call to schedule visit Announcement Letter Checklist Who Should Be Available Project Director Finance Director Human Resource Director Grant Funded Staff

  29. What Will be Reviewed Accounting System & Organizational Structure Agency policies and procedures Grant budget and expenditures Federal Civil Rights Compliance E-Verify Single Audit Requirements Programmatic Requirements Equipment Tour of project site

  30. What to Expect After the Visit Letter Within 30 Days No Findings Findings Comments & Recommendations Request for a response to non-compliant issues or corrective action plan (must be submitted within 30 days after receipt of Findings Letter) Follow-up Monitoring & Closeout

  31. Common Site Visit Findings No Separate Tracking of Grant Funds No Guidelines for the Fiscal Management of Grant Funds Not Meeting EEOP or Civil Rights Requirements No Limited English Proficiency Plan No Organizational Policies and Procedures

  32. Breakout Session #1

  33. Breakout Session #2

  34. Breakout Session #3

  35. Award Packets Special Conditions

  36. Completing Your Award Packet • Read Instructions & Checklist • Carefully review Special Conditions associated with grant • Funds can not be drawn down until all documentation is received and approved

  37. Completing Your Award Packet (cont.) • Sub-grant Award Contract • Special Conditions • SAR #1 and Detailed Budget Worksheet (budget templates on website) • Reimbursement selection form – monthly or quarterly • Civil Rights, Audit Requirements if applicable • Designation of Grant Officials • Federal Certifications • Vendor Management Bank Account Form • Signature Authorization Letter – Authorized official can delegate signature authority here • Purpose areas form • If applicable to your agency • SAM registration letter • 5% certification reminder letter

  38. Designation of Grant Officials Government Agencies • County - Commission Chair • City - Mayor • State Agency - Executive Director Non-Profit Organizations • Chair/President of Board of Directors Delegating Signing Authority- Signature Authorization Letter • Can be delegated for reporting purposes • Authority applies to this grant only

  39. Reminder! If you completed the Designation of Grant Officials Form incorrectly, please submit a new, corrected copy and have the federal forms re-signed

  40. Authorized Purpose Areas Form

  41. Common Application Findings 1) Federal documents not signed by Authorized Official 2) No volunteer in-kind match listed in the budget (VOCA) 3) Fringe Benefits: • Not itemized • Percentage allocation not provided 4) Rent listed on the budget but no lease attached to the application 5) Contractor rate is over allowable rate (without justification) All requested revisions must be completed correctly for approval and grant activation.

  42. Special Conditions of Note • Maintain DUNS, SAM, & 5% Certification Requirements • Limited English Proficiency (LEP) Plan • Equal Employment Opportunity Plan (EEOP) • Office of Civil Rights (OCR) Requirements • Timeliness in submitting award packet and all other grant related expenditure and statistical reports • VOCA Volunteer Match Requirement • Fiscal Management of Grant Funds • Compliance monitoring

  43. New Special Conditions of Note • Non-discrimination for federal student aid recipients • IT systems must block pornography • Core services by agency type • Revisions to Victim’s Compensation training requirement

  44. HelpfulLinks & Resources

  45. Helpful Links & Resources (1 of 3) • Criminal Justice Coordinating Council http://cjcc.georgia.gov/ • Office of Justice Programs (OJP) Financial Guide (2011) http://www.ojp.usdoj.gov/financialguide/ • OJP, Office for Victims of Crime, Victims of Crime Act (VOCA) Victim Assistance Grant Program Guidelines http://www.ojp.usdoj.gov/programs/victims.htm • Limited English Proficiency, Federal Interagency Website http://www.lep.gov/ • Office of Justice, Office of Civil Rights, Equal Employment Opportunity Plans (EEOPs) http://www.ojp.usdoj.gov/about/ocr/eeop.htm

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