2001-24290 RESO
/
RESOLUTION NO. 2001-24290
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, AUTHORIZING, RETROACTIVELY, THE FILING OF A GRANT,
IN THE AMOUNT OF $93,461, REPRESENTING $74,769 IN GRANT FUNDS AND A CASH
MATCH BY THE CITY OF 18,692, AND, IF FUNDED, AUTHORIZING THE
BUDGETING AND EXPENDITURE OF GRANT FUNDS, BY THE MIAMI BEACH
POLICE DEPARTMENT FROM THE STATE OF FLORIDA, OFFICE OF THE
ATTORNEY GENERAL, VICTIMS OF CRIME ACT PROGRAM.
WHEREAS, the Miami Beach Police Department operates a Victims Help Center; and
WHEREAS, the Miami Beach Police Department has prepared a grant application to the
State of Florida, Office of the Attorney General, Victims of Crime Act (VOCA) Program, for
funding, in the amount of$93,461.00, with the VOCA program providing $74,769.00, and the City
providing a cash match of$18,692.00, to be derived from the Police Confiscations Account; and
WHEREAS, the grant, if funded, will commence on October I, 2001, and end on September
30, 2002, with the funds to be used to pay for the salary and benefits for two Domestic Violence
Counselors; and
WHEREAS, the grant deadline for submission was March 9,200, but the Police Department
did not receive the grant application package until February 8, 2001, after the deadline for
submission of documents for the February 21, 2001 City Commission meeting; therefore retroactive
approval is necessary.
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission of the City of Miami Beach, Florida, authorize, retroactively, the filing of a grant, in
the amount of $93,461, representing $74,769 in Grant funds and a cash match by the City of
$18,692, and, if funded, authorizing the budgeting and expenditure of grant funds, by the Miami
Beach Police Department from the State of Florida, Office of the Attorney General, Victims of
Crime Act Program.
PASSED and ADOPTED this 14th day of
March
i
MAYOR
ATTEST:
~ rtu~
CITY CLERK
F:\SCMBITEMPlVOCAGRAN.WPD
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
1ff iifjJC- ? -! -() I
City 0I'My ~ Date
CITY 0 F M I A M I B E A C H
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
COMMISSION MEMORANDUM NO.
/37-0/
TO:
Mayor Neisen o. Kasdin and
Members of the City Commission
DATE: March 14,2001
FROM:
Jorge M. Gonzalez
City Manager
J~
SUBJECT:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, RETROACTIVELY,
THE FILING OF A GRANT, IN THE AMOUNT OF $93,461, AND, IF
FUNDED, AUTHORIZING THE BUDGETING AND EXPENDITURE OF
GRANT FUNDS, BY THE MIAMI BEACH POLICE DEPARTMENT FROM
THE STATE OF FLORIDA, OFFICE OF THE ATTORNEY GENERAL,
VICTIMS OF CRIME ACT PROGRAM.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The Police Department has prepared an application for a grant from the State of Florida, Office of
the Attorney General, Victims of Crime Act (VOCA) Program. The Police Department operates a
Domestic Violence Unit and a satellite office known as the Victims Help Center. The Victims Help
Center is in the City's North District. The Victims Help Center focuses on issues of domestic
violence, family violence, dating violence, same sex violence, child welfare and elder abuse. The
Victims Help Center provides crisis intervention, trauma reduction and counseling services.
The Victims Help Center has forged partnerships with various govemment and community groups
to provide a setting to help victims. These entities include Safespace, Victim Services Center, Family
and Victim Services, Legal Aid, Women Of Miami Beach (WOMB), the State's Attorney Office/
Domestic Violence Unit, the Florida Department of Children and Family Services and the Hispanic
Community Center.
The grant funds will be used to fund the salary and benefits of two domestic violence coordinators,
emergency transportation services for victims, office supplies and improvements, cellular phone
charges, and postal charges for certified letters. The Police Department has applied for grant
AGENDA ITEM
c7G-
,~-/r-O(
DATE
COMMISSION MEMORANDUM
March 14,2001
Page 2
funding totaling $74,769. The City will provide matching funds for $18,692, for a total grant of
$93,461. The matching funds will be derived from the Police Confiscations Account. The grant will
commence on October 1,2001 and end September 30,2002.
The deadline for submission of the grant to the State was March 9, 2001. The Police Department did
not receive the grant application package until February 8, 2001. As the deadline for submission of
documents for the February 21, 2001 City Commission meeting was February 6, 2001, this item
could not be placed on the February 21, 2001 City Commission agenda, therefore, retroactive
approval is necessary.
The Administration recommends that the Mayor and City Commission adopt this resolution
enabling the Police Department to continue these much needed and valuable services to the
community.
JMG~/DD/PS/MMS ~
F:IPOLIITECHSERV\POLICIESICOM_MEMOIvoca grant 200 l.mem.wpd
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ATTACHMENT A
2000-2001 VOCA GRANT
APPLICATION FORM
PART 1. CERTIFICATION/SIGNATURE
I acknowledge that I have read. understand, and agree to the conditions set forth in the Victims of Crime
Act Grant Application, Instructions and the Final Program Guidelines for the duration of the grant period. I
certify that any VOCA grant funds that this Agency might receive will not be used to supplant any state or
local funds that would otherwise be available for crime victim services. Further. I certify that the
information contained in this application is true, complete and correct.
The Applicant agency is the legal name of the agency that is seeking VOCA funding, i.e., the name
in which the contract will be executed in the event the program receives VOCA funding.
Name of Agency: City of Miami Beach Police Department
Judicial Circuit To Be Served (refer to map on Attachment B): 11
Agency Director Information:
1100 WashinQton Avenue
Mailing Address of Agency Director
(305) 673 - 7776 extension 5383
Area Code/Telephone No.
Miami Beach
City
Dade
County
Florida
State
(305) 673 - 7854
Fax No.
33139
Zip Code
Captain Charles Garabedian
Printed ~ency lJe:or
C-~~~
Signature of Agency Director
Type the name of the individual in the Agency who can answer
questions about the information contained in this grant
application:
3/d/ /0/
Date of Signature
(305) 673 - 7776 extension 5862
ContactlTelephone No.
Sarah Poux . M.S.W.
Contact Person
(305) 673 - 7864
ContacUFax No.
PART 2. AGENCY ELIGIBILITY
a. Identify which of the following categories best describes the Applicant agency:
XX Public Agency
_ Private Nonprofit Agency'
_ Combination Private NonprofiUPublic Agency'
'If you selected private nonprofit or a combination private nonprofiUpublic agency, you must provide
a photocopy of either a state or federal document that verifies the Agency's status as a registered
nonprofit organization. For exampie, a copy of an Agency's federal IRS 501c(3) tax exempt status
may be used for the required documentation.
b. Describe the purpose of the propDsed VOCA project (check one):
D New Victims Services Project
~ Continuation of an existing VOCA-funded project
D Expansion or enhancement of a project that is not currently VOCA-funded
c. In the following table, provide the amount of funding that is allocated to victim services in your
agency for the current fiscal year by funding source. Do not report the agency budget unless the
entire budget is devoted to victim services. For example, if VOCA funds are awarded to support a
victim advocate unit in a prosecutor's office, then report the budget for the victim advocate unit only.
Round amounts down to nearest doUar. Contact your agency's finance or budget office for
assistance in completing this information. Please note. Do not include in-kind match.
Funding Sources Current Fiscal Year
Federal Funding (excluding VOCAl $N/A
Current Year VOCA (excluding match) $ 35,500.00
State Funds $N/A
Local Public or Private Funds $0
Other (specify): $N/A
Total Victim Services Budget $ 35,500.00
d. If the Applicant agency currently receives federal funding for victim services other than VOCA funds.
indicate the source(s) of those funds: N/A
PART 3. VICTIMS SERVED AND TYPES OF SERVICES
For the Total VOCA Proiect (VOCA grant plus match) identify the victims served and the types of services that
the Applicant plans to provide.
a. Victims to be served. Check (v) all that apply.
[8] Child Physical Abuse [8] Survivors of Homicide Victims
0 Child Sexual Abuse 0 Robbery
0 DUIIDWI Crashes [8] Assauit
[8] Domestic Violence [8] Other violent crimes (please identify):
[8] Adult Sexual Assault Aqqravated Stalkinq. Stalkinq
[8] Elder Abuse [8] Other, please identify: Iniunction Violations,
0 Adults Molested as Children Phone Threats. Harassment
b. Types of services. Check (v) all that apply.
[8] Crisis Counseling
[8] Follow up Contact
o Therapy
[8] Emergency Financial Assistance
[8] Emergency Legal Advocacy
o Group Treatment
o Crisis Hotline Counseling
[8] ShelterlSafehouse
[8] Information and Referral
(In-person)
[8] Criminal Justice
Support/Advocacy
v Assistance in Filing Compensation Claims-
Mandatory Requirement
[8] Personal Advocacy
[8] Telephone Cont<lcts (information and
referral)
[8] Other, list: Emerqencv Transportation. Lock &
Security Improvement Service, Food Vouchers
PART 4. STATEMENT OF NEED
Using the information checked under Part 3 - Victims Served and Types of Services, describe the specific
need or deficiency that the Applicant plans to address using VOCA funds. After briefly describing the need.
document the need by including the following information as it relates to the service area: population;
geographic characteristics; crime statistics; existing and non-existing victim services in the community.
Response should not exceed one-half page; minimum font size 10.
PART 5. PROJECT PROPOSAL
The information provided by the applicant under Part 5 - Project Proposal. pertains only to the services related to
the proposed Total VOCA Project (VOCA grant plus match). Respond to each of the separate subheadings as
described below. The response under each subheading should not exceed one-half page with each page
containing at least two subheadings, minimum font size 10.
Proiect Summary
Using the information checked under Part 3 - Victims Served and Types of Services, describe in detail
. the specific victim population(s) to be served
. the specific services that wiil be provided to each victim population
Coordination of Services
The VOCA Final Program Guidelines require that grant recipients coordinate services with other area service
providers. Under this subheading:
. Describe how the proposed VOCA project will coordinate its services.
. Describe with what agencies the proposed VOCA project will coordinate its services.
. If the proposed VOCA project duplicates services already provided in the area, explain the need for the
overiapplng services.
Assistance in FilinQ Compensation Claims
The VOCA Final Program Guidelines require that grant recipients provide assistance in filing victim compensation
claims. Assistance can be any of the following activities: providing information to victims on the avaiiability of
compensation; assisting victims in completing the forms; assistance in maiiing tile compensation forms; etc.
Describe how the proposed VOCA project will meet this mandatory requiremer,t.
Use of Volunteers
The VOCA Final Program Guidelines mandate that grant recipients use volunteers. Under this subheading:
. Describe how the proposed VOCA project will recruit and utilize volunteers.
. Describe the number of volunteers currently utiiized in your Victim Services Program expressed as full time
equivalent(s).
Project Continuation
Describe how the agency plans to continue funding this program if VOCA funds are no longer available.
PART 6. GOALS AND OBJECTIVES
Based on the information provided for Part 3 - Victims Served and Types of Services and Part 5 - Project Proposal.
select at least one goal and at least three objectives that specifically relate to the proposed Total VOCA Project.
See Attachment D for instructions. Use as much space as needed; minimum font size 10.
Part 7. LETTERS OF SUPPORT
Attach three (3) current letters of support from local community or government groups. See the Application
Instructions for additional information.
Part 8. CERTIFICATION REGARDING DEBARMENT
The authorized representative at the subrecipient level must sign Attachment C. Certification Regarding Debarment,
Suspension. Ineligibility and Voluntary Exclusion. Lower Tier Covered Transactions, and attach it to the VOCA
Grant Application in accordance with the submission instructions.
PART 4: STATEMENT OF NEED
Due to its unique geographical characteristics, The City of Miami Beach is an island
which is roughly seven miles long, one mile wide and is isolated from the mainland of the
City of Miami, it is imperative to offer its 120,000 local residents and millions of annual
visitors accessible support services to provide direct assistance to victims of crime as
soon as possible after the crime occurs. In 2000, thc Miami Beach Policc Departmcnt
handled a total of 12,393 crimes which included, robberies, aggravated assaults, and rape.
Of these crimes, approximately 688 were documented as domestic violence.
Furthemlore, it is estimated that over 35% of the population on Miami Beach is not only
indigent, but of Hispanic origin and do not speak English. There is also a largc elderly
community in Miami Beach who are sometimes victims of domestic violence.
The indigent minority population of Miami Beach includes women with the following
etlmic backgrounds: Costa Rican, Guatemalan, Honduran, Nicaraguan, Panamanian,
Salvadoran, Venezuelan, Cuban, Haitian, West Indian and African-Anlerican. These
women, by the nature of their cultural backgrounds, have difficulties recognizing the
effects of domestic violence not only on themselves, but just as importantly, on their
children. Most feel powerless to access services due to their traditions and lack of
fluency in English. During the past five years, the City of Miami Beach Police
Department collaborated with other agencies within our community to ensure effective
and holistic intervention for victims and their families. However, due to limited local
resources and lack of available and affordable public transportation in Miami Beach, the
Miami Beach Police Department's Domestic Violence Unit has become an essential
office in assisting domestic violence victims and their children and families. As a unit we
provide unique services to domestic violence victims, victims of crime and their children
such as criminal justice support and advocacy, information and referrals, emergency
transportation, emergency food vouchers, counseling services specializing in trauma
resolution and community activism. Our unit wants to continue its effective legal and
social interventions to all victims of crime as well as implementation of services for the
underserved population, including but not limited tD, elderly abuse victims, gay and
lesbian victims, and ethnic minorities who are victims of crime.
PART 5: PROJECT PROPOSAL
Item A:
The City of Miami Beach Police Department's Domestic Violence Unit serves as a catalyst for victims of
crime and their families to receive effective legal and social intervention. Our unit has formed a unique
collaborative partnership with Dade County Bar Association Legal Aid Society, SafeSpace. The
Domestic Violence Intake Unit, Victims Scrviccs Centcr. The State Attorney's Office and Thc norida
Department of Children and Families to ensure effective and holistic intervention for domestic violence
victims, victims of crime and their children. Furthermore, this project will implement community
awareness projects and specific training to educate and enlighten the community of the pervasive
and devastating effects of domestic violence. This project is providing help to all victims
regardless of their financial status. Having Dade County Bar Association Legal Aid Society
involved with the police department ensures that all victims of domestic violence will have legal
representation. These services are implemented to ensure continued support and direct assistance
as soon as possible after the crime has occurred in order to reduce further victimization and
improve victim participation and involvement in the criminal justice process. Our unit focuses on
issues of domestic violence, family violence, dating violence, sexual assaults, same-sex battering,
child welfare, abuse of elderly and multi-cultural awareness. The services provided by our unit
include supportive counseling services, crisis intervention, trauma resolution, follow up contact
(in-person and through certified letters) information and referrals in-person and through certified
letters (community service agencies and shelters); criminal justice support and advocacy; and
emergency transportation, emergency food vouchers, emergency lock services and assistance in
filing victims compensation claims.
The City of Miami Beach Police Department Domestic Violence Unit has further expanded to
include services provided to homicide survivors victims, sexual battery/violent sex crime and
other violent crime victims/survivors as needed.
PART 5: PROJECT PROPOSAL
Item B:
The mission of the Miami Beach Police Department's Domestic Violence Unit is to work toward
eradicating family violence in our community. The philosophy of the unit embraces a holistic
approach to dealing with the complex crime of violence in the families. Our Domestic Violence
Unit serves as a catalyst for most victims to seek and ultimately receive legal and social
intervention as well as a liaison between thc policc department and other legal entities; such as
the Dade County Bar Association Legal Aid Society and The Domestic Violence Intake Unit.
The unit is unique in its implementation of services because it is an integral part of the law
enforcement agency. Victims of crime are able to receive intervention and a myriad of client
specific services at the point of crisis or shortly thereafter. The availability is crucial when
effectively dealing with persons who are traumatized by their victimization. Our unit continues
to be in the forefront of matly local task forces, like the Haitian Task Force Against Domestic
Violence, and The Miami Dade County Alliance Against Domestic violence.
In addition, our unit has established a Memorandum of Understanding with Victims Services
Center Inc. which specializes in counseling. The services that our unit provides are unique
within the city of Miami Beach because we are the initial point of contact for crime victims.
The Miami Beach Police Department Domestic Violence Unit is developing a pilot program
oriented towards victims advocates direct response to the scene of violet crime victims. This
program is designed to provide victims of violent crime with immediate, on the scene, advocacy
and crisis intervention.
PART 5: PROJECT PROPOSAL
PART 5: PROJECT PROPOSAL
Item C:
The Miami Beach Police Department's Domestic Violence Unit utilizes the assistance of
one primary volunteer. The volunteer represents the Miami Beach Hispanic Community
Center's Senior Aides Program. This component provides an opportunity for the
volunteer to learn the intricate functions of the law enforcement agency and the complex
interventions of victim advocacy. The volunteer is responsible for several administrative
duties which include, but are not limited to, certi tied letter contact of victims, workshop
planning and unit organization. Our unit also receives volunteer support from other
agencies throughout the police department's "sponsors program" such as Police Explorers
Programs.
PART 5: PROJECT PROPOSAL
Item D:
The Miami Beach Police Department's Domestic Violence Unit ;Jrovides infonnation and
offers direct assistance to victims compensation claims. As a unit, we make victims
aware of the availability of crime victim compensation by providing them with
documentation on the victim compensation program. In addition to the victims
compensation brochure we continuously updatc the toll free number to the victims
compensation program which is included in the Miami Beach Police Department
Domestic Violence Unit brochure. This brochure is mailed to victims via certified mail
or is issued to victims by patrol officers while on the scene of violent crimes. The Unit
offers personal assistance in completing the required forms when needed.
PART 5: PROJECT PROPOSAL
Item E:
The Miami Beach Police Department is committed to eradicating domestic violence and
advocating for the right of domestic violence victims and their children. The Domestic
Violence Unit will continue at the Miami Beach Police Department, however, the
services could be reduced to a bare minimum without additional V.O.C.A. supportive
funding. Currently, one fonner V.O.C.A. employee has been absorbed by the City of
Miami Beach as a full time city employee demonstrating Miami Beach commitment to
the eradication of Domestic violence. The continuing dedication towards combating
domestic violence by the Miami Beach Police Department will remain an integral part of
our daily tasks.
. .
PART 6: PROJECT PROPOSAL
Goal #1: Expand services to meet the immediate needs of crime victims.
Objectives:
1. Between October 1 and September 30, the VOCA project will provide 100 victims
with emergency legal advocacy.
2. Between October I and September 30, the VOCA project will provide 50 victims
emergency transportation.
3. Between October I and Septembcr 30, thc VOCA project will provide cnsls
intervention to 100 telephone callers.
Goal #2: Expand victim services to provide additional types of services.
Objectives:
1. Between October 1 and September 30, the VOCA project will provide crisis
intervention services to 12 crime victims.
2. Between October 1 and September 30, the VOCA project will provide .li..in-
person referrals to social services agencies.
3. Between October 1 and September 30, the VOCA project will provide
comprehensive services to 1 survivors of homicide or attempted homicide.
U.S. OEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
Certification Regarding
Debarment, Suspension. Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions)
(Sub.Recipient)
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension.
28 CFR Part 67, Section 67.510. Participants' responsibilities. The regulations were published as Part VII of the
May 26, 1988 Federal Register (pages 19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
.
(1) The prospective lower tier participant certifies, by submission of this proposal. that neither rt nor its principals are
presently debarred. suspended. proposed for debarment. declared ineligible, or voluntarily excluded from
p'jrticipation in this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such
prospective participant shall attach an explanation to this proposal.
Jorge M. Gonzale~, City Manager
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<s117/ol
,
Date
City of Miami Beach
Name of Organization
1700 r.nnvpnt;nn r.pntpr nr;vp
Address of Organization
Mi ami Beach,
FL 33139
OJP Form 4061/1 (REV 2189) Previous ednions are obsolete
17
PART 9. veCA BUDGET REQUEST
The Budget section of the VOCA Application is an itemized description by budget category of proposed costs for VeCA
funding. The budget categories are: personnel and benefits, contractual services, training, equipment and operating.
The Applicant must provide a detailed (itemized) list and a budget narrative for every budgeted item. See Attachment E
for instructions on how to complete the VOCA Budget Request. Attach additional pages as necessary.
A. Personnel and Benefits - A job description for each proposed position must be attached to the application.
Position/Job Tille % of Time VOCA. Amount of VOCA- Amount of VOCA- Total of VOCA
funded funded Salary for funded Benefits for funded Salary &
fiscal year fiscal year Benefits
Victim Advocate 100% $34.33100 -0- $34,33100
Victim Advocate 100% $34,331.00 .0- $34,331.00
Subtotal --- $68,66200 -0- $68.662.00
Budget Narrative -
Annual Salary: Victim Advocate at 40 hours per week at $16.51 per hour X 2080 hours annually = $34,341.00 per
Victim Advocate.
,
B, Contractual Services - Contracts for specialized services.
Name of Business or Contractor Cost Per Unit of Estimated Units of Total
Service Service
None
Subtotal --- --- -0-
Budget Narrative -
.
c. Training - Registration fees, accommodations and transportation costs for staff travel to conferences, workshops and training events. List
events separately. See Attachment E for general information regarding training budget
Description and Location of Event Cost Per No. of Staff Total
Person Attending
Victims Services Practitioner Designation (VSPD) Training (See Attachment $500.00 1 $500.00
E, Training)
Subtotal $500.00 un___ $500 00
Budget Narrative.
D. Equipment. For furniture and equipment costing $1,000 or more.
Description Number Cost per item Total
None
Subtotal .-- m -0-
Budget Narrative -
E. Operating - Office supplies such as paper, pencils, loner, printing, books. postage; transportation for victims; monthly service costs for
telephones or utilities; staff Iravel (for other than training purposes), etc. Furniture and equipment costing less than $1,000 should be
requested from this budgel category.
Description Number Cost per item Total
Emergency Transportation f Taxi Services 35 $30.00 $1,05000
Lock and Security Improvement f Re-Key existing lock cylinder 15 $35.00 $525.00
Office Supplies $500.00
Cell phone 12 $45.00 per $540.00
months month
Certified Letters 800 $3.74 per letter $2.99200
Cases
Subtotal - - $5,607.00
Budget Narrative -
Emergency Transportation is provided to Domestic Violence victims who do not have transportation to leave the City of Miami Beach to
obtain an injunction or attend a court hearing.
The Lock service is provided to domestic violence and slalking victims, due to increased safely concerns, would benefits from the changing
and improving of door and window locks to residence.
The Victim Advocate will need monthly telephone service calculated at $45.00 per month which is the standard rate budgeted for new
positions in this agency.
Office Supplies- paper, pencils, toner, books and etc.
Budget Summary By Category - Provide the subtotal for each budget category (A. Through TOTAL VOCA
E.) above for the Total VOCA Budget Request:
BUDGET REQUEST
A. Personnel $68,662.00
B. Contractual Services -0-
C. Training $500.00
D. Equipment -0-
E. Operating $5,607.00
TOTAL $74,769.00
PART 10. PROGRAM MATCH
The Program Match section of the VOCA Application is an itemized description by budget category of proposed matching
contributions. The budget categories are: personnel and benefits, contractual services. training. equipment and operating.
The Applicant must provide a detailed (itemized) list and a budget narrative for every budgeted item. See the Application
Instructions under Program Match for additional information. Attach additional pages as necessary.
Program Match Description - a job description Cash or in-kind Budget Category Match Amount
for each proposed position must be attached to the
application
Ben efits Cash Personnel & Benefits $15.652.00
Contractual Services N/A Contractual Services -0-
Training Cash Training $2.000.00
Equipment N/A Equipment -0-
Operating Costs' Cash Operating $1.040.00
TOTAL --- ... $18,692.00
Match Narrative -
Annual Benefits: Social Security/Medicare @ 1.45% ($611.00); retirement contribution @10% ($4,215.00); Health
Insurance @ pre-set cost ($3,000.00) = annual benefit total of $7'826.00 per Victim Advocate.
TraininQ: Registration fees, Travel expenses, Hotel and other related expenses -
1. Governor's Annual Summit On Domestic Violence. Destin Florida, October 5-6, 2001
2. Florida Coalition Against Domestic Violence, Annual Statewide Conference. Clearwater, Florida, May 17.19,2002.
3. Florida Network Victim Witness Services, Inc., 24rd Annual Training Conference, Sanibellsland, Florida, June 18-23. 2002.
Operating: Printed Materials / Domestic Violence Brochures English and Spanish ,Printed Materials/ Domestic Violence Video for
training, and other essential items to operate the Domestic Violence Unit.
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JOB DESCRIPTION: VICTIM ADVOCATE
Nature of Work
The role of the domestic violence coordinator is to serve as a liaison belween the
law enforcement agency and local community social and legal assistance
programs, to effectively provide advocacy to domestic violence victims and their
families.
Knowledae. Skills and Abilities
The domestic violenc9 coordinator must have the following knowledge base,
skills and abilities:
o be educated in the school of social work, mental health counseling, child
development, and / or criminal justice
o have an understanding of the legal system and how it pertains to domestic
violence victims and their families
o possess knowledge of the dynamics of domestic violence
o possess knowledge of the ramifications of domestic violence on victims of
domestic violence, their children and society as a whole
o understand the process of victims' compensation
o understand victims' rights and remedies
o possess a knowledge of the Florida Statutes pertaining to: Domestic
Violence, Stalking, Elderly Abuse and Child Abuse and Neglect
o be able to write supplemental reports, including clinical aspects to the various
types of interventions provided to the client
o be able to effectively implement a risk assessment to clients
o be able to develop a safety plan with a client
o be able to conduct public speaking engagements for community education
and awareness projects and trainings
o be able to provide the client with information and referrals to local shelters,
social and legal assistance programs
o be able to provide crisis intervention and counseling to victims of domestic
violence and their families
o be able to respond with officers to calls related to domestic violence to assist
in coordinating services for the victim(s) of the crime
o be able to assist law enforcement officers with various aspects to a domestic
violence case (I.e., referrals, shelter, counseling, victim impact statement)
Education and Experience
The domestic violence coordinator must have graduated from a four-year
university. Masters Degree preferred. Background in social work, mental health
counseling, child development and / or criminal justice is preferred. Past and
present volunteer work should be included.
JOB DESCRIPTION: VICTIM ADVOCATE
Nature of Work
The role of the domestic violence coordinator is to serve as a liaison belween the
law enforcement agency and local community social and legal assistance
programs, to effectively provide advocacy to domestic violence victims and their
families.
Knowledae. Skills and Abilities
The domestic violence coordinator must have the following knowledge base,
skills and abilities:
o be educated in the school of social work, mental health counseling, child
development, and / or criminal justice
o have an understanding of the legal system and how it pertains to domestic
violence victims and their families
o possess knowledge of the dynamics of domestic violence
o possess knowledge of the ramifications of domestic violence on victims of
domestic violence, their children and society as a whole
o understand the process of victims' compensation
o understand victims' rights and remedies
o possess a knowledge of the Florida Statutes pertaining to: Domestic
Violence, Stalking, Elderly Abuse and Child Abuse and Neglect
o be able to write supplemental reports, including clinical aspects to the various
types of interventions provided to the client
o be able to effectively implement a risk assessment to clients
o be able to develop a safety plan with a client
o be able to conduct public speaking engagements for community education
and awareness projects and trainings
o be able to provide the client with information and referrals to local shelters,
social and legal assistance programs
o be able to provide crisis intervention and counseling to victims of domestic
violence and their families
o be able to respond with officers to calls related to domestic violence to assist
in coordinating services for the victim(s) of the crime
o be able to assist law enforcement officers with various aspects to a domestic
violence case (i.e., referrals, shelter, counseling, victim impact statement)
Education and Experience
The domestic violence coordinator must have graduated from a four-year
university. Masters Degree preferred. Background in social work, mental health
counseling, child development and / or criminal justice ig preferred. Past and
present volunteer work should be included.
ATTACHMENT 8
. .
"Attachment B"
FINAL PROGRAM GUIDELINES
VICTIMS OF CRIME ACT FFY 1997 VICTIM
ASSISTANCE PROGRAM
(pUBLISHED IN THE FEDERAL REGISTER OF APRIL 22,1997)
..
TABLE OF CONTENTS
SVl\1rt1ARY ............................................................................. I
EFFECTIVE DATE ...................................................................... I
FOR FURTHER INFORMATION CONTACT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I
SUPPLEMENTARY INFORMATION...... ........... ....... ...............,...... . . ... .. .. I
SVl\1rt1ARY OF THE REVISIONS TO THE 1997 FINAL PROGRAM GUIDELINES .............. 1
A. COMMENTS FROM THE FIELD ..... ...........................................2
1. Definition of Crime Victim \0 Include; "inancial Harm .............................2
2. Training of Adult Protective Services Personnel .................................. 2
3. Submission of Administrative Cost Provision Budget. . . . . . . . . . . . . . . . . . . . . ... . . . . . . . 3
4. Training for Non- VOCA Funded Personnel. . . . . . . . . . . . . . . . . .. . . . . . .. . . . . . . . . . . . . 3
5. Submission of Training Cost Provision Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
6. Definition of Victims of Federal Crime.......... ..... . . .. ....... ...... ..... ....3
7. Definition of Elder Abuse. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
8. Identifying Underserved Victims of Crime .......................;,............. 3
9. Funding New.Programs ..................................................... 3
10. Funding Unfunded Mandates ................................................. 4
II. Child Abuse and Adult Protective Service Agencies ............................... 4
. . 12. Legal Service Agencies w/Records of Serving Domestic Violence Victims ............. 4
13. State Grantees as Subrecipients ............................................... 4
14. Nursing Homes as Emergency Shelters ..........................................4
IS. Emergency Legal Assistance .................................................4
16. Cost of Respite Care ................. . ...... . . .... . . ............... . . . . .. .. . 4
17. Cost of Restitution Advocacy on Behalf of Individuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
18. Restorative Justice ..................;...................................... 4
19. Allowable Costs for Making Services Accessible to Victims with Disabilities. . . . . . . . . . . 5
20. Advanced Technologies ........................................:............ 5
21. Electronic Submission of Sub grant Award Reports................................ 5
B. LEGISLATIVE CHANGES ......................:.. .............................5
1. The Antiterrorism and Effective Death Penalty Act of 1996 .......................... 5
a. Higher Base Award ...................................................5
b. OVC Reserve Fund ................................................... 5
c. Unobligated Grant Funds ............................................... 6
d. Grant Period Extended ................................................. 6
2. Omnibus Appropriations Act of 1997 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
C. CHANGES INAPPLICABLE FEDERAL REGULATIONS .......... ..................6
1. Mandatory Enrollment in U.S. Treasury Department's Automated
Clearing House (ACH) Vendor Express Program .................................. 6
2. Higher Audit Threshold ...................................................... 7
ro. Suhrecipient Orl!Bnization Elil!ibility ReqJ1ircments-continued)
3. New Programs................................................ .. . .. " . '" . 16
4. Program Match Requirements ...............................................16
a. cRecord Keeping......................................... .... . " ..... 16
b. Exceptions to the 20% Match .......................................... 16
S. Volunteers............................................................... 17
6. Promote Community Efforts to Aid Crime Victims . . . .. . . . . .. . . . . .. . . . .. . . . . .. . . . 17
7. Help Victims Apply for Compensation Benefits ................. ."............. . . 17
8. Comply with Federal Rules Regulating Grants .................................. 17
9. Maintain Civil Rights Information .......................................... . . 17
10. Comply with State Criteria. ........ . . " . . . . . . . . . . . . . . . . ... . . . . . . . , . . . . . . . . . . . 17
11. Servia' to Victims of Federal Crimes ..... ~ . .. . . .. . .. . . . .. . .. . .. . . . . . . . . .. . . . 17
12. No Ch1 ~e to Victims forVOCA-FUllded Services. ................... ..... .... . . 18
13. Client-(: _unselor and Research Information Confidentiality ....................... 18
14. Confidentiality of Research Information...............:............... .. ... . ..18
C. Elillihle Subrecioient Orl!anizations . .. . . . . . .. . . . . . . . .. . . . . . . . . . .. . . . . .. . . .. . . : . . . . . . . 19
1. Criminal Justice Agencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2. Religiously-Affiliated OrgBn;7"hOns .......................................... 19
3. State Crime Victim Compensation Agencies ....................................19
4. Hospitals and Emergency Medical Fal:ilities ....................................19
S. Others.....................................................-............. 19
D. Inelil1ibJe Recioients ofVOCA Funds. . . . . .. . . . . . . . . . . . . . . . . . . . . . .. . . . . .. . . . . . . . . . . . . 20
I. Federal Agencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2. In-Patient Treatment Facilities ............................................... 20
E. Services. Activities. and Costs at the SubreciDient Level ................................. 20
I. Allowable Costs for Direct Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
a. Immediate Health and Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
b. Mental Health Assistance ............................................. 20
c. Assistance with Participation in Crimina1 Justice Proceedings ........... . . . . . . 20
d. Forensic Exarninations ...... .'........................................ .21
e. Costs Necessary and Essential to Providing Direct Services........ .......... .21
f. Special Services . .. . .. .. . . ' . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
g. Personnel Costs .........................................-............ 21
h. Restorative Justice ............. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2. Other Allowable Costs and Services. .. . . . . . . . . .. .'. . . . . . . . . . . . . . . . . . . . . . .. . . . . . . 21
a. Skills Training for Staff .. . . . " . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
b. Training Materials ................................................... 22
c. Training Related Travel ............................................... 22
d. Equipment and Furniture . . " . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
e. Purchasing or Leasing Vehicles.......... ....... '" ..... ..... ., .... . .. . .22
f. Advanced Technologies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
g. Contracts for Professional Services . . . .. . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . 23
h. Operating Costs ..................................................... 23
i. Supervision of Direct Service Providers .................................. 23
J. Repair and/or Replacement of Essential Items ............................. 23
k. Public Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
3. Non-Allowable Costs and Activities ........................................... 24
a. Lobbying and Administrative Advocacy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
b. Perpetrator Rehabilitation and Counseling ................................ 24
c. Needs Assessments, Surveys, Evaluations, Studies. . . . . . . . . . . . . . . . . . . . . . . . . . 24
Billing Code: 441 0-18-P
DEPARTMENT OF JUSTICE
OJP(OVC)-11l3
RIN 1 121"ZA60
Victims of Crime Act Victim Assistance Grant
Program
AGENCY: Office of Justice Programs, Office for
Victims of Crime, Justice.
ACTION: Final Program Guidelines.
Sill-.1MARY: The Office for Victims of Crime
(OVC), Office of Justice Programs (OJP), U.S.
Depanment of Justice (DOJ), is publishing Final
Program Guidelines tD implement the victim
assistance grant program as authorized by the
Victims of Crime Act of 1984, as amended, 42
U.S.C. 10601, et seq (hereafter referred to as
VOCA).
EFFECTIVE DATE: These guidelines are
effective from October 1, 1996 (Federal Fiscal
Year 1997 VOCA grant program), until further
r.evised by OVe.
FOR FURTHER INFORMATION CONTACT
Carol R. Watkins, Director, State Compensation
and Assistance Division, 810 7th Street, N.W.,
Washington, D.e.20531-0001; e-mail address:
watkinsc@OJP.USDOJ.GOV; telephone number
202/514-4696. (This is not a toll-free number.)
SUPPLEMENTARY INFORMATION VOCA
authorizes federal financial assistance to states for
the purpose of compensating and assisting victims
Df crime, providing funds for training and
technical assistance, and assisting victims of
federal crimes. These Program Guidelines provide
information on the administration and
implementatiDn of the VOCA victim assistance
grant program as authorized in Section] 404 of
VOCA, Public Law 98-473, as amended, codified
at 42 U.S.C. 10603, and contain information under
the following headings: Sumrnarv of the
Comments to the Proposed Prol!ram Guidelines:
Backl!rDund: Allocation DfVOCA Victim
Assistance Funds: VOCA Victim Assistance
ADPlication Process: Prol!ram Requirements:
Financial Requirements: Monitorinl!: and
Suspension and Termination of Funding The
Guidelines are based on the experience gained and
legal opinions rendered since the inception of the
grant program in 1986, and are in accordance ",'ith
VOCA. These Final Program Guidelines are all
inclusive. Thus, they supersede any Guidelines
previously issued by OVe.
OVC, in conjunction with DOJ's Office of Policy
Development, and the Office of InfDrmation and
Regulatory Affairs within the Office for
Management and Budget (OMB), has determined
that these Guidelines do not represent a
"significant regulatory action" for the purposes of
Executive Order 12866 and, accordingly, these
Program Guidelines were not reviewed by O!\ffi
In addition, these Program Guidelines will not
have a significant economic impact on a
substantial number of small entities; therefore, an
analysis of the impact of these rules on such
entities is not required by the Regulatory
Flexibility Act, codified at 5 U.Sc. 601, et seq
The program reporting requirements described in
the Prol!ram Requirements section have been
approved by OMB as required under the
Paperwork Reduction Act, 44 U.Se. 3504(h).
(O!\ffi Approval Number 1121-0014).
SillvlMARY OF THE REVISIONS TO THE 1997
FINAL PROGRAM GUIDELTh'ES
1
offered by VOCA-funded victim assistance
programs.
2 Training of Adult Protective Services Personnel
The section on the VOCA Victim Assistance
Application Process (III.B.2.c.), which lists
allowable uses of the administrative cost
provision, bas been modified to specifically
include training for aging and adult protective
service providers.
3. Submission of Administrative Cost Provision
Budget. Previous editions of the Guidelines
required state grantees to submit a budget
itemizing projected administrative fund
expenditures and a statement describing the types
of activities they would SUPPDrt and how the
expenditure was expected to improve the
administration Dfthe VOCA program.
The State Grantee ApplicatiDn PrDcess section
(III.B.2.), which describes the administrative cost
provision, has been modified to lessen the burden
on state grantees. Those states that use
administrative funds must submit a statement to
OVC that reports only the amount Dfthe total
grant that will be used as administrative funds. A
special condition will be added to the award
document, and periodic OJP financial reviews will
be conducted to ensure states' compliance with the
Program Guidelines and OJP Financial Guide to
determine whether administrative funds have been
used for allowable purposes.
4. Training for Non-VOCA Funded Personnel
The State Grantee Application Process section
(III. C.), which outlines the allowable use of
training funds, has been expanded to specifically
include non-VOCA funded staff in addition to
VOCA-funded personnel
5. SubmissiDn of Training Cost Provision Budget
In previous editions of the Guidelines, state
grantees were required to submit a budget
itemizing projected training expenses and a
statement describing the needs of the providers
and the gDalS of the training The section on the
State Grantee Application Process (III. C.), has
been modified to lessen the burden on states.
States using the VOCA training funds must only
report the amount Df the total grant that will be
used for training. States still must comply with
OYC the 20% match requirement and other
guidance defining allowable uses for training
funds
6. Definition of Victims of Federal Crime. In
response to requests for clarification, tbe Program
Requirements section (IV.A4.), has been modified
to include a definition of "victims offederal
crime." For the purposes of this program, a victim
of federal crime is a victim of an offense that
violates a federal criminal statute or regulation.
Federal crimes alSD include crimes that occur in an
area where the federal government has
jurisdiction, such as Indian reservations, some
natiDnal parks, some federal buildings, and
military installations.
7. Definition of Elder Abuse. The Program
Requirements section (IV.A.4.) describing grantee
eligibility requirements, has been modified SD that
the definition Df "elder abuse" now focuses on
describing the offense, rather than Dn
characterizing the victim Hence, the definition,
"abuse Dfvulnerable adults," has been expanded to
include "the mistreatment of older persDns through
physical, sexual, or psychological violence;
neglect; or economic exploitation and fraud."
8. IdentifYing Underserved Victims of Crime The
Program Requirements section (IV.A.4)
describing the state grantee eligibility
requirements, bas been modified to encourage
states tD identifY gaps in available services, not
just by the types of crimes committed, but also by
victims' demographic characteristics. Thus, these
Final Guidelines ask grantees to examine the
possibility that in a given state, "underserved"
victims may also be defined by demographIc
3
modified to specifically state that assi'stance with
participation in criminal justice proceedings may
include the cost of caring for a dependent adult
when this enables a victim to attend court.
17. Cost of Restitution Advocacy on Behalf of
Individuals. The Program Requirement section
(IV.E.1.c.), has been modified to state clearly that
restitutiDn advDcacy on behalf Df specific crime
victims is an allowable activity.
18. Restorative Justice. In many cases, victims are
not familiar with the nature and availability of
restDrative justice programs. Therefore, the
Program Requirements section (IV.E. I .h.), has
been modified tD clarify that restorative justice
opportunities, where crime victims meet with
perpetrators, are allowable, if such meetings are
requested "or voluntarily agreed to" by the victim.
In addition, since it is impossible to guarantee the
therapeutic value of any activity, this section of the
Guidelines has been further modified to state that
restDrative justice programs must have "possible
beneficial Dr" therapeutic value to crime victims.
19. Allowable Costs for Making Services
Accessible to Victims with Disabilities. The
PrDgram Requirements section (IV.E.2.d.), listing
allowable "non-direct" costs and services, has been
mDdified to clarify that VOCA funds may be used
to purchase items such as braille equipment for the
blind or TTY /TTD machines for the deaf, Dr to
make minor building improvements that make
services more accessible to victims with
disabilities. Additional guidance can be found in
the Office of Justice Programs, Office of the
Comptroller, Financial Guide.
20. Advanced Technologies In the Program
Requirements section (IV.E.2.f.), OVC offers the
states clarification that all subrecipients receiving
VOCA funds for advanced technologies such as
computers and victim notification systems must
meet the usual prDgram eligibility requirements as
set forth in the Guidelines.
21. Electronic Submission of Subgrant Award
Reports. In the interest of meeting OVC's mandate
to collect and maintain accurate and timely
information on the disbursal ofVOCA funds, the
section describing the subgrant award report
requirements (VA) has been modified. Beginning
with the Federal Fiscal Year (FY) 1997 VOCA
grant award, state grantees are required to transmit
their Subgrant Award RepDrt information to OVC
via the automated subgrant dial-in system within
90 days of the date of the subaward. Grantees can
access the system without incurring a long
distance telephone charge by utilizing the subgrant
dial-in 1-800 number. OVC will no IDnger accept
manual submission of the Subgrant Award
Reports. States and territories outside of the
continental U.S. are exempt from the requirement
to use the subdial system, but these grantees must
complete and submit the Subgrant Award Report
form, OJP 7390/2A, for each VOCA sub recipient
B. Le\!islative Chan\!es
I. The Antiterrorism and Effective Death Penalty
Act of 1996 (Public Law 104-132). The
Antiterrorism and Effective Death Penalty Act Df
1996 (Public Law 104-132) (hereafter, "The
AntiterrDrism Act"), was signed intD law on April
24, 1996. This legislation cDntained a number of
victim related provisions that amended VOCA,
including four provisions concerning the
"Availability of (VOCA victim assistance) Grant
Funds. "
a. Higher Base Award (II. C.). The Antiterrorism
Act increases the base amount for victim
assistance grants from $200,000 to $500,000. The
territories of Northern Mariana Islands, Guam, and
American Samoa will continue to receive a base
amount of $200,000, with the Republic of Palau's
share governed by the Compact of Free
Association between the U.S. and the Republic of
Palau
b. OVC Reserve Fund (ILB.2.). The Antiterrorism
5
effective July 26, 1996, all federal payments to
state VOCA victim assistance and cDmpensation
grantees must be made via electronic funds
transfer.
States that are new award recipients or thDse that
have previously received funds in the fonn of a
paper check from the U.S. Treasury must enroll in
the Treasury Department's ACH Vendor Express
program through OJP before requesting any
federal funds. This means that VOCA grantees can
no longer receive drawdowns against their awards
via paper check mailed from the Treasury. Grant
recipients must enroll in ACH for Treasury tD
electronically transfer drawdowns directly to their
banking institutions States that are currently Dn
the Letter of Credit Electronic Certification
System (LOCES) will be automatically enrolled in
the ACH program. Enrollment fonns will be
included in the award packet. Enrollment in ACH
need only be completed once. This modification is
included in the "ApplicatiDn Process" section
(III.A.6.) of the Final Program Guidelines.
2. Higher Audit Threshold In response to
suggestiDns made by many recipients offederal
grant awards, including VOCA grant recipients,
OMB Circular A-133 is being revised. Until the
revisions are final, state and local government
agencies that receive $100,000 or more in federal
funds during their state fiscal year are required to
submit an organization-wide financial and
compliance audit report. Recipients of $25,000 to
$100,000 in federal funds are required to submit a
program- or organizatiDn-wide audit report as
directed by the granting agency. Recipients
receiving less than $25,000 in federal funds are
not required to submit a program- or organization-
wide financial and compliance audit report for that
year. Nonprofit organizations and institutions of
higher education that exoend $300,000 or more in
federal funds per year shall have an organization-
wide financial and compliance audit. Grantees
must submit audit reports within 13 months after
their state fiscal year ends.
Previously, states that received $100,000 or more
in federal financial assistance in any fiscal year
were required to have a single audit for that year.
States and subrecipients receiving at least $25,000,
but less than $100,000, in a fiscal year had the
option of performing a single audit or an audit of
the federal program, and state and local
governments receiving less than $25,000 in any
fiscal year were exempt from audit requirements.
This modification is contained in the "Financial
Requirements" section (Iv.A.) of the Proposed
Program Guidelines.
GUIDELINES FOR CRIME \'JCTIM
ASSISTANCE GRANTS
I BACKGROUND
In 1984, VOCA established the Crime Victims
Fund (Fund) in the U.S. Treasury and authorized
the Fund to receive deposits of fines and penalties
levied against criminals convicted of federal
crimes. This Fund provides the source of funding
for carrying out all Dfthe activities authorized by
VOCA.
OVC makes annual VOCA crime victim
assistance grants from the Fund to states. The
primary purpose of these grants is to support the
provision of services tD victims of crime
throughout the Nation. For the purpDse of these
Program Guidelines, services are defined as those
efforts that (I) respond to the emotional and
physical needs of crime victims; (2) assist primary
and secondary victims of crime tD stabilize their
lives after a victimization; (3) assist victims to
understand and participate in the criminal justice
system; and (4) provide victims of crime with a
measure of safety and security such as boarding-up
broken windows and replacing or repairing locks
For the purpose of the VOCA crime victim
assistance grant program, a crime victim is a
person who has suffered physical, sexual,
7
a Award supplemental grants to assist victims of
terrorist acts or mass violence outside or within
the U.S. The OVC Director may grant reserve
funds for such purposes to the following entities:
I) States for providing compensation and
assistance to their state residents, who while
outside of the U.S. become victims ofa terrorist
act or mass violence. The beneficiaries, however,
cannDt be persons who are already eligible for
compensation under the Omnibus Diplomatic
Security and Antiterrorism Act of 1986.
Individuals covered under the Omnibus
Diplomatic Security and Antiterrorism Act include
persons who are taken captive because of their
relationship with the U.S. Government as a
member of the U.S. Civil Service, as well as Dther
U.S. citizens, nationals, or resident aliens who are
taken captive while rendering service to the US
similar to that of civil servants. Dependent family
members of such persons also are covered under
the Omnibus Diplomatic Security Act.
2) Eligible state crime victim compensation and
assistance programs for providing emergency
relief, including crisis assistance, training, and
technical assistance for the benefit of victims of
terrorist acts or mass violence occurring within the
US
3) U.S. Attorney's Offices for use in coordination
with state victim compensation and assistance
efforts in providing relief to victims of terrorist
acts or mass violence occurring within the U. S.
b Offset Fluctuations in Fund. The Director of
OVC may also use the reserve fund to offset
fluctuations in Fund deposits for state
compensation and assistance programs in years in
which the Fund decreases and additional monies
are needed to stabilize programs.
3. Grant Period Federal legislation passed in 1996
alsD makes victim assistance grant funds available
for expenditure throughout the FY of award as
well as in the next three fiscal years The FY
begins on October 1 and ends on September 30.
For example, grants awarded in December, 1996
(FY 1997) are available for Dbligation beginning
October I, 1996 through September 30,2000.
4. Grant Deobligations. VOCA grant funds not
obligated at the end of the award period will be
returned to the Crime Victims Fund. In a given
fiscal year, no more than $500,000 of the
remaining unobligated funds can be returned to the
Fund Amounts in excess of $500,000 shall be
returned to the Treasury. Once any ponion of a
state's grant is returned to the Fund, the funds must
be redistributed according to the rules established
by VOCA and the Final Program Guidelines, so
states are encouraged to monitor closely the
expenditure ofVOCA funds throughout the grant
period to ensure that no funds are returned.
C. Allocation of Funds to States
From the Fund deposits available for victim
assistance grants, each state grantee receives a
base amount of $500,000, except for the territories
of Northern Mariana Islands, Guam, and American
Samoa, which are eligible to receive a base
amount of $200,000. The Republic of Palau's
share is governed by the Compact of Free
Association between the U.S. and the Republic of
Palau. The remaining Fund depDsits are distributed
to each state, based upon the state's population in
relation to all other states, as determined by
current census data.
D Allocation of Funds within the States
The Governor of each state designates the state
agency that will administer the VOCA victim
assistance grant program. The designated agency
establishes policies and procedures, which must
meet the minimum requirements DfVOCA and the
9
name and address of the designated cognizant
federal agency, the federal agency assigned by
OMB, and the dates of the state fiscal year.
2. Certifications Regarding Lobbying, Debarment,
Suspension, and Other Responsibility Matters;
Drug-Free Workplace requirements; Civil Rights
Compliance, and any other certifications required
by OJP and OVC. In addition, states must
complete a disclosure form specifYing any
lobbying activities that are conducted.
3. An assurance that the program will comply with
all applicable nondiscrimination requirements.
4. An assurance that in the event a federal or state
administrative agency makes a finding of
discrimination after a due process hearing, on the
grounds of race, color, religion, origin, sex, or
disability against the program, the program will
forward a CDPy of the finding to OJP, Office for
Civil Rights (OCR).
5. The name of the Civil Rights contact person
who has lead responsibility fDr ensuring that all
applicable civil rights requirements are met and
who shall act as liaison in civil rights matters with
OCR.
6. Enrollment in Automated Clearing House
(ACH). State agencies that are new award
recipients, or those that have previously received
funds in the form of a paper check from the U. S.
Treasury, must enroll in the Treasury Department's
ACH Vendor Express program through OJP
before any federal funds will be disbursed. States
that are currently on the Letter of Credit Electronic
Certification System (LOCES) will be
automatically enrolled in the ACH program.
Enrollment in ACH need only be completed once.
7. Administrative Cost PrDvision Notification.
States must indicate in a letter transmitting their
annual grant application whether they intend to use
the administrative cost provision. Additional
information about the administrative cost
provision is set forth in the following section.
S Ad/Tljnistrative CDst Provision for State
Grantees
Each state grantee may retain up to, but not more
than, 5% of each year's grant for administering the
VOCA victim assistance grant at the state grantee
level with the remaining portion being used
exclusively for direct services to crime victims or
to train direct service providers in accordance with
these Program Guidelines, as authorized in Section
1404(b)(3), codified at 42 U.Sc. 10603 (b)(3).
Administrative funds must be expended during the
project period for which the grant was awarded.
States are not authorized to roll-over
administrative funds from one project period to the
next The administrative cost provision is available
only to the state grantee and not to VOCA
subrecipients. State grantees are not required to
match the portiDn of the grant that is used for
administrative purposes. The state administrative
agency may charge any federally approved indirect
cost rate to this grant However, any indirect costs
requested must be paid from the 5 percent
administrative funds.
This administrative cost provision is to be used by
the state grantee tD expand, enhance, and/or
improve the state's previDus level of effort in
administering the VOCA victim assistance grant
program at the state level and to support activities
and costs that impact the delivery and quality of
services to crime victims throughout the state.
Thus, grantees will be required to certifY that
VOCA administrative funds will not be used to
supplant state funds. This information will assist
OVC in evaluating requests tD use administrative
funds.
State grantees will not be in violation of the
nonsupplantation clause if there is a decrease in
the state's previous financial commitmentlOwards
11
f. Train managers of victim service agencies.
Each state grantee that chooses to use
administrative funds is required to submit a
statement to avc reporting the amount of the
total grant that will be used as administrative
funds. State grantees may notify OVC when the
decision is made to exercise this option or at the
time the Application for Federal Assistance is
submitted. In addition, the grantee must maintain
adequate documentation to support the
expenditure of these funds.
A state may modify projections set forth in their
application by notifying avc, in writing, of the
revised amount of the total grant that will be used
as administrative funds. Failure to notify OVC of
modifications will prevent the state from meeting
its obligation to reconcile its State-wide Report
~~th its Final Financial Status Report.
Administrative grant funds can only support that
portion of a staff person's time devoted to the
VOCA assistance program. If the staff person has
other functions, the proportion of their time spent
on the VOCA assistance program must be
documented using regular time and attendance
records. The documentation must provide a clear
audit trail for the expenditure of grant funds
State grantees may choose tD award administrative
funds to a "conduit" organization that assists in
selecting qualified subrecipients and/or reduces
the state grantee's administrative burden in
implementing the grant program. However, the use
of a "conduit" organization does not relieve the
state grantee from ultimate programmatic and
financial responsibilities
C Use of Funds for Training
State grantees have the option of retaining a
portion Df their VaCA victim assistance grant for
conducting state-wide and/or regiDnal trainings of
victim services staff. The maximum amount
permitted for this purpose is one percent of the
state's grant. State grantees that choose to sponsor
statewide or regiDnal trainings are not precluded
from awarding VOCA funds tD subrecipients for
other types of staff development.
Statewide or regional training supported with
training funds should target a diverse audience of
victim service providers and allied professionals,
including VOCA funded and nDn- VaCA funded
personnel, and should provide opportunities to
consider issues related to types of crime, gaps in
services, coordination of services, and legislative
mandates.
Each training activity must occur within the grant
period, and all training costs must be obligated
prior tD the end of the grant period. VaCA grant
funds cannot be used to supplant the cost of
existing state administrative staff or related state
training efforts.
Each state grantee that chooses to use training
funds is required to submit a statement to avc
reporting the amount of the total grant that will be
used to pay for training. Grantees must maintain
adequate documentation to support the
expenditure of these funds.
A state may modify projections set forth in their
application by notifying OVC of the revised
amount of the total grant that will be used as
training funds. Failure to notify avc of
. modifications will prevent the state from meeting
its Dbligation to reconcile its State-wide Report -
with its Final Financial Status Report.
The VOCA funds used for training by the state
grantee must be matched at 20 percent Df the total
project CDst, cash Dr in-kind, and the source of the
match must be described For further infonnation
regarding match requirements, see the section on
13
identifying "previDusly underserved" crime
victims, which may include public hearings, needs
assessments, task fDrces, and meetings with state-
wide victim services agencies
Each state grantee must meet this requirement,
unless it can justify to OVC that (a) services to
these victims of violent crime are receiving
significant amDunts of financial assistance frDm
the state or other funding sources; (b) a smaller
amount of financial assistance, or no assistance, is
needed from the VOCA victim assistance grant
program; and (c) crime rates for these victims of
violent crime have diminished.
5. Financial Record Keeping and Program
Monitoring. ApprDpriate accounting, auditing, and
monitoring procedures will be used at the grantee
and subrecipient levels so that records are
maintained to ensure fiscal control, proper
management, and efficient disbursement of the
VOCA victim assistance funds, in accordance with
the OJP Financial Guide. effective edition.
6. Compliance with Federal Laws. Compliance
with all federal laws and regulations applicable to
federal assistance programs and with the
provisions DfTitle 28 of the Code of Federal
Regulations (CFR) applicable to grants.
7. Compliance with VOCA. Compliance by the
state grantee and subrecipients with the applicable
provisions ofVOCA and the Final Program
Guidelines.
8. Required Reports Submitted to OVe.
Programmatic and financial reports shall be
submitted. [See Program Reauirements (Section
IV.) and Financial Reauirements (Section v.) for
reporting requirements and timelines.]
9. Civil Rights Prohibition of Discrimination for
Recipients of Federal Funds. No person in any
state shall, on the grounds ofrace, color, religion,
national origin, sex, age, or disability be excluded
from participation in, be denied the benefits Df, be
subjected to discrimination under, or denied
employment in connection with any program or
activity receiving federal financial assistance,
pursuant to the following statutes and regulations
Section 809(c), Omnibus Crime Control and Safe
Streets Act of 1968, as amended, 42 U.Se. 3789d,
and Department of Justice Nondiscrimination
RegulatiDns, 28 CFR Part 42, Subparts C, D, E,
and G; Title VI of the Civil Rights Act of 1964, as
amended, 42 U.S.C. 2000d, et sea.; Section 504 of
the Rehabilitation Act of 1973, as amended, 29
U.S.e. 794; Subtitle A, Title II of the Americans
with Disabilities Act of 1990,42 U.S.e. 12101, et
sea. and Department ofJustice regulations on
disability discrimination, 28 CFR Part 35 and Pan
39; Title IX of the Education Amendments of
1972, as amended, 20 U.S.C. 1681-1683; and the
Age Discrimination Act of 1975, as amended, 42
U.s.e. 6101, et sea.
10. Obligation to Report Discrimination Finding.
In the event a federal or state court Dr
administrative agency makes a finding Df
discrimination on the grounds of race, color,
religion, national origin, sex, age, or disability
against a recipient ofVOCA victim assistance
funds, state grantees are required to forward a
copy of the finding to the Office for Civil Rights
(OCR) for OJP.
11. Obligation to Report Other
Allegations/Findings In the event of a formal
allegation or a finding of fraud, waste, and/or
abuse of VOCA funds, state grantees are required
to immediately notify OVC of said finding. State
grantees are also obliged to apprise OVC of the
status of anyon-going investigations
12. Coordination with State VOCA Compensation
Program and Federal Law Enforcement OVC
encourages state grantees to coordinate their
activities with their state's VOCA compensation
program and the U.S. Attorneys' Offices and FBI
Field Offices within their state. Only with an
15
donated space may not exceed the fair rental value
of cDmparable space as established by an
independent appraisal of comparable space and
facilities in privately-owned buildings in the same
locality.
a. Record Keeping. VOCA recipients and their
subrecipients must maintain records that clearly
show the source, the amount, and the period
during which the match was allocated. The basis
for determining the value of personal services,
materials, equipment, and space must be
documented. Volunteer services must be
documented, and to the extent feasible, supported
by the same methods used by the subrecipient for
its own paid employees. The state has primary
responsibility for subrecipient compliance with the
requirements. State grantees are encouraged not to
require excessive amounts Df match.
b. Exceptions to the 20% Match. OVC sets a lower
match requirements for:
I) Native American Tribes/Organizations LDcated
on Reservations. The match for new or existing
VOCA subrecipients that are Native American
tribes/organizations located on reservations is 5%
(cash or in-kind) Dfthe total VOCA project. For
the purpose of this grant, a Native American
tribe/organization is defined as any tribe, band,
natiDn, or other organized group or community,
which is recognized as eligible for the special
programs and services provided by the U.S. to
Native Americans because of their status as Native
Americans. A reservation is defined as a tract of
land set aside for use of, and occupancy by, Native
Americans.
2) The U.S Virgin Islands, and all other territories
and possessions of the U.S., except Puerto Rico,
are !!Q1 required to match VOCA funds See 48
U.S.C. 1469a(d).
3) OVC may waive the match requirement if
extraordinary need is dDcumented by State VOCA
administrators.
5. Volunteers. Subrecipient organizations must use
volunteers unless the state grantee determines
there is a compelling reason to waive this
requirement. A "compelling reason" may be a
statutory or contractual provision cDncerning
liability Dr confidentiality Df counselor/victim
information, which bars using volunteers for
certain positions, or the inability to recruit and
maintain volunteers after a sustained and
aggressive effort.
6. Promote Community Efforts to Aid Crime
Victims. Promote, within the community,
coordinated public and private efforts to aid crime
victims. Coordination may include, but is not
limited to, serving on state, federal, local, or
Native American task forces commissions
, ,
working groups, coalitions, and/or multi-
disciplinary teams. Coordination efforts also
include developing written agreements that
contribute to better and more comprehensive
services to crime victims. Coordination efforts
qualifY an organization to receive VOCA victim
assistance funds, but are not activities that can be
supported with VOCA funds.
7. Help Victims Apply for Compensation Benefits.
Such assistance may include identifYing and
notifYing crime victims of the availability of
compensation, assisting them with application
forms and procedures, obtaining necessary
documentation, and/or checking on claim status
8. Comply with Federal Rules Regulating Grants
Sub recipients must comply with the applicable
provisions DfVOCA, the Program Guidelines, and
the requirements of the OJP Financial Guide.
effective editiDn, which includes maintaining
appropriate programmatic and financial records
that fully disclose the amount and disposition of
VOCA funds received. This includes: financial
dDcumentation fDr disbursements; daily time and
attendance records specifYing time devoted to
allowable VOCA victim services. client files the
, ,
portion of the project supplied by other SDurces of
17
to ensure the confidentiality of information
provided by crime victims to counselors working
for victim services programs receiving VOCA
funds. Whatever the scope of application given
this provisiDn, it is clear that there is nothing in
VOCA or its legislative history to indicate that
Congress intended to override or repeal, in effect.
a state's existing law governing the disclosure of
information which is supportive ofVOCA's
fundamental goal of helping crime victims. For
example, this provision would not act to override
or repeal, in effect, a state's existing law pertaining
to the mandatory reporting of suspected child
abuse. See Pennhurst School and Hosoital v.
Halderman. et a!., 451 U.S. I (1981). Furthermore,
this confidentiality provision should not be
interpreted to thwart the legitimate informational
needs of public agencies. For example, this
provision does not prohibit a dDmestic violence
shelter from acknowledging, in respDnse to an
inquiry by a law enforcement agency conducting a
missing person investigation, that the person is
safe in the shelter. Similarly, this provision does
not prohibit access to a victim service project by a
federal or state agency seeking to determine
whether federal and state funds are being utilized
in accordance with funding agreements.
C. Eligible Subrecioient OrganizatiDns
VOCA specifies that an organization must provide
services to crime victims and be operated by a
public agency or nonprofit organization, or a
combination of such agencies or organizations in
order to be eligible to receive VOCA funding.
Eligible organizations include victim services
organizations whose sole mission is to provide
services to crime victims These organizations
include, but are not limited to, sexual assault and
rape treatment centers, domestic violence
programs and shelters, child abuse programs,
centers for missing children, mental health
services, and other cDrnmunity-based victim
coalitions and support organizations including
those who serve survivors of homicide victims.
In addition tD victim services organizations, whose
sole purpose is to serve crime victims, there are
many other public and nonprofit organizations that
have components which offer services to crime
victims. These organizations are eligible tD recei\'e
VOCA funds, if the funds are used to expand or
enhance the delivery of crime victims' services
These organizations include, but are not limited to,
the following:
1. Criminal Justice Agencies. Such agencies as
law enforcement organizations, prosecutors'
offices, courts, correctiDns departments, and
probation and paroling authorities are eligible tD
receive VOCA funds to help pay for victims'
services. For example, prosecutor-based victim
services may include victim-witness programs,
victim notification, and victim impact statements,
including statements of pecuniary damages for
restitution. Corrections-based victim services may
include victim notification, restitution advocacy,
victim-Dffender mediation programs, and victim
impact panels. Police-based victim services may
include victim crisis units or victim advocates,
victim registratiDn and notification, and cellular
phone and alarm services for domestic abuse
victims. In general, VOCA funds may be used to
provide crime victim services that exceed a law
enforcement official's normal duties. Regular law
enforcement duties such as crime scene
intervention, questioning of victims and witnesses,
investigation of the crime, and follow-up activities
may !l.Q1 be paid for with VOCA funds.
2. Religiously-Affiliated Organizations. Such
organizations receiving VOCA funds must ensure
that services are offered to all crime victims
without regard to religious affiliation and that the
receipt of services is not contingent upon
participation in a religious activity or event.
3. State Crime Victim Compensation Agencies
Compensation programs, including both
centralized and decentralized programs, may
receive VOCA assistance funds if they offer direct
services to crime victims that extend beyond the
essential duties of compensation staff such as
19
activities that assistthe primary and secondary
victims of crime in understanding the dynamics of
victimization and In stabilizing their lives after a
victimization such as counseling, group treatment,
and therapy. "Therapy" refers to intensive
professional psychological/psychiatric treatment
for individuals, couples, and family members
related to counseling to provide emotional support
in crises arising from the occurrence Df crime. This
includes the evaluation of mental health needs, as
well as the actual delivery of psychotherapy.
c. Assistance with Participation in Criminal
Justice Proceedings. In addition tD the cost of
emergency legal services noted above in section a.
"Immediate Health and Safety", there are other
costs associated with helping victims participate in
the criminal justice system that also are allowable.
These services may include advocacy Dn behalf of
crime victims; accompaniment to criminal justice
offices and CDurt; transportation to court; child
care or respite care to enable a victim to attend
court; notification Dfvictims regarding trial dates,
case ~isposition information, and parole
consideration procedures; and assistance with
victim impact statements. State grantees may also
fund projects devoted to restitution advocacy on
behalf of specific crime victims. VOCA funds'
cannot be used to pay for non-emergency legal
representation such as for divorces, or civil
restitution recovery efforts.
d. Forensic Examinations. FDr sexual assault
victims, forensic exams are allowable costs only tD
the extent that other funding sources (such as state
compensation or private insurance or public
benefits) are unavailable or insufficient and, such
exams conform with state evidentiary cDllection
requirements. State grantees should establish
procedures to monitor the use ofVOCA victim
assistance funds tD pay for forensic examinations
in sexual assault cases.
e. CDStS Necessary and Essential to Providing
Direct Services. This includes pro-rated costs of
rent, telephone service, transportation costs for
victims to receive services, emergency
transportation costs that enable a victim to
participate in the criminal justice system, and local
travel expenses fDr service providers.
f Special Services. Services to assist crime
victims with managing practical problems created
by the victimization such as acting on behalf of the
victim with other service providers, creditors, or
employers; assistiDg the victim to recover property
that is retained as evidence; assisting in filing for
cDmpensation benefits; and helping to apply for
public assistance.
g. Personnel Costs. Costs that are directly related
to providing direct services, such as staff salaries
and fringe benefits, including malpractice
insurance; the cost of advertising tD recruit
VaCA.funded personnel; and the cost of training
paid and volunteer staff.
h. Restorative Justice. Opportunities for crime
victims to meet with perpetrators, if such meetings
are requested or voluntarily agreed to by the victim
and have possible beneficial or therapeutic value
to crime victims.
State grantees that plan to fund this type Df service
should closely review the criteria for conducting
these meetings. At a minimum, the following
should be considered: (I) the safety and security of
the victim; (2) the benefit or therapeutic value to
the victim; (3) the procedures for ensuring that
participation of the victim and offender are
voluntary and that everyone understands the nature
of the meeting, (4) the provision of appropriate
support and accompaniment for the victim, (5)
appropriate "debriefing" opportunities for the
victim after the meeting or panel, (6) the
credentials of the facilitators, and (7) the
opportunity for a crime victim to withdraw from
the process at any time. State grantees are
encouraged to discuss proposals with avc prior
tD awarding VOCA funds for this type of activity.
21
essential to delivering services to crime victims.
The VOCA administrator must give prior approval
for all such purchases.
f Advanced Technologies. At times, computers
may increase a sub recipient's ability to reach and
serve crime victims. For example, automated
victim notification systems have dramatically
improved the efficiency of victim notification and
enhanced victim security.
In order to receive a grant for advanced
technolDgies, each subrecipient must meet the
program eligibility requirements set fDrth in
section IV.B. of the Guidelines, Subrecipient
Organization Eligibility Requirements. In making
such expenditures, VOCA subrecipients must
describe to the state how the computer equipment
will enhance services to crime victims; how it will
be integrated into and/or enhance the
subrecipient's current system; the cost of
installation; the cost of training staff to use the
computer equipment; the Dn-going Dperational
costs, such as maintenance agreements, supplies;
and how these additional costs will be supported.
Property insurance is an allowable expense as lDng
as VOCA funds support a prorated share of the
cost of the insurance payments.
State grantees that authorize equipment to be
purchased with VOCA funds must establish
policies and procedures on the acquisition and
disbursement of the equipment, in the event the
subrecipient no longer receives a VOCA grant. At
a minimum, property records must be maintained
with the following: a description of the property
and a serial number or other identifying number;
identification of title holder; the acquisition date;
the cost and the percentage of VOCA funds
supporting the purchase; the location, use, and
condition of the property; and any disposition data,
including the date of disposal and sale price. (See
OJP Financial Guide. effective edition.)
g. Contracts for Professional Services. VOCA
funds generally should not be used to support
contract services. At times, however, it may be
necessary for VOCA subrecipients to use a portion
of the VOCA grant to contract for specialized
services. Examples of these services include
assistance in filing restraining orders or
establishing emergency custody/visitation rights
(the provider must have a demonstrated history of
advocacy on behalf of domestic violence victims);
forensic examinations on a sexual assault victim to
the extent that other funding sources are
unavailable or insufficient; emergency
psychological or psychiatric services; or sign
and/or interpretation for the deaf or for crime
victims whose primary language is not English.
Subrecipients are prohibited from using a majority
ofVOCA funds for contracted services, which
contain administrative, overhead, and other
indirect costs included in the hourly or daily rate.
h. Operating Costs. Examples of allowable
operating costs include supplies; equipment use
fees, when supported by usage logs; printing,
photocopying, and postage; brochures which
describe available services; and books and other
victim-related materials. VOCA funds may
support administrative time to complete VOCA-
required time and attendance sheets and
programmatic documentation, reports, and
statistics; administrative time to maintain crime
victims' recDrds; and the pro-rated share of audit
costs.
i. Supervision of Direct Service Providers. State
grantees may provide VOCA funds fDr supervisiDn
Df direct service providers when they determine
that such supervision is necessary and essential to
providing direct services to crime victims. For
example, a state grantee may determine that using
VOCA funds to support a cDordinator of
volunteers or interns is a cost-effective way of
serving more crime victims.
j. Repair and/or Replacement of Essential Items.
VOCA funds may be used for repair Dr
23
from a victimization, except for forensic medical
examinations for sexual assault victims.
i. Relocation Expenses. VOCA funds cannot
support relocation expenses for crime victims such
as moving expenses, security deposits on housing,
ongoing rent, and mortgage payments. However,
VOCA funds may be used to support staff time in
locating resources tD assist victims with these
expenses.
j. Administrative Staff Expenses. Salaries, fees,
and reimbursable expenses associated with
administrators, board members, executive
directors, consultants, coordinators, and Dther
individuals unless these expenses are incurred
while providing direct services to crime victims.
k. Development of Protocols, Interagency
Agreements, and Other Working Agreements.
These activities benefit crime victims, but they are
considj:red examples of the types of activities that
subrecipients undertake as part of their role as a
victim services organization, which in turn
qualifies them as an eligible VOCA subrecipient.
I. Costs of Sending Individual Crime Victims to
Conferences.
m. Activities Exclusively Related to Crime
Prevention.
V PROGRAM REPORTING REOUTREMENTS
State grantees must adhere to all reporting
requirements and timelines for submitting the
required reports, as indicated below. Failure to do
so may result in a hold being placed on the
drawdown of the current year's funds, a hold being
placed on processing the next year's grant award,
or can result in the suspension or termination of a
grant .
A Sub grant Award ReDorts
A Subgrant Award Report is required for each
organization that receives VOCA funds and uses
the funds for such allowable expenses including
employee salaries, fringe benefits, supplies, and
rent. This requirement applies tD all state grantee
awards including grants, contracts, or subgrants
and to all subrecipient organizations.
Subgrant Award Reports are not to be cDmpleted
for organizations that serve only as conduits for
distributing VOCA funds or for organizations that
provide limited, emergency services, on an hourly
rate, to the VOCA subrecipient organizations.
Services and activities that are purchased by a
VOCA subrecipient are to be included on the
subrecipient's Subgrant Award Report.
I. Reporting Deadline. State 'grantees are required
to submit to OVC, within 90 days of making the
subaward, Subgrant Award Report infDnnation for
each subrecipient of VOCA victim assistance
grant funds.
2. Electronic Submission. State grantees shall
transmit their Subgrant Award Report infonnation
to OVC via the automated subgrant dial-in system.
By utilizing the subgrant dial-in number (1-
800/838-0 I 06), grantees can access the system
without incurring a long distance telephone
charge. States and territories outside of the
continental U. S. are exempt from the requirement
to use the subdial system, but these grantees must
complete and submit the Subgrant Award Report
fonn, OJP 7390/2A, for each VOCA subrecipienl
3. Changes to Subgrant Award Report. If the
Subgrant Award RepDrt infonnation changes by
the end of the grant period, state grantees must
infonn OVC of the changes, by revising the
infonnation via the automated subgrant subdial
system. The total of all Subgrant Award Reports
submitted by the state grantee must agree with the
25
Grantees
If the state grantee receiving cash advances by
direct Treasury deposit demDnstrates an
unwillingness or inability to establish procedures
that will minimize the time elapsing between cash
advances and disbursements, OJP may terminate
advance funding and require the state to finance its
operations with its own working capital. Payments
to the state will then be made to the state by the
ACH Vendor Express method to reimburse the
grantee for actual cash disbursements. It is
essential that the grantee organization maintain a
minimum of cash on hand and that drawdowns of
cash are made only when necessary for
disbursements.
VII MONITORING
A Office of the Comotroller
The Office of the CDmptroller conducts periodic
reviews of the financial policies, procedures, and
records of VOCA grantees and subrecipients.
Therefore, upon request, state grantees and
subrecipients must allow authorized
representatives to access and examine all records,
books, papers, case files, or documents related to
the grant, use of administrative funds, and all
subawards.
B. Office for Victims of Crime
OVC conducts on-site monitDring in which each
state grantee is visited a minimum of once every
three years. While on site, OVC personnel will
review various documents and files such as (I)
program manuals and procedures governing the
VOCA grant program; (2) reports for the grantee
and all VOCA subrecipients; (3) the state grantee's
VOCA application kit, procedures, and guidelines
for subawarding VOCA funds; and (4) all other
state grantee and subrecipient records and files.
In addition, OVC will visit selected subrecipients
and will review similar documents such as (I)
reports; (2) policies and procedures governing the
organizatiDn and the VOCA funds; (3)
programmatic records of victims' services; and (4)
timekeeping records and other supporting
documentation for costs supported by VOCA
funds.
VIII. SUSPENSION AND TERMINATION OF
FUNDING
If, after notice and opportunity fDr a hearing, OVC
finds that a state has failed to comply substantially
with VOCA, the OJP Financial Guide (effective
edition), the Final Program Guidelines, or any
implementing regulation or requirement, OVC
may suspend or terminate funding to the state
and/or take other appropriate action. At such time,
states may request a hearing on the justification for
the suspension and/or termination ofVOCA funds.
VOCA subrecipients, within the state, may not
request a hearing at the federal level. However,
VOCA subrecipients who believe that the state
grantee has violated a program and/or financial
requirement are not precluded from bringing the
alleged violation(s) to the attention ofOVC.
Dated:
Aileen Adams
Director
Office for Victims of Crime
Office for Justice Programs
This document was last updated on Sunday, JanuaJ')" 162000
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