2010 stop vawa compliance seminar
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2010 STOP - VAWA Compliance Seminar. January 22, 2010. Introduction. Staff Marc Peoples, Program Manager Tina Utley, Program Specialist Janet Amitin, Program Specialist Kristina Kirchhoff, Program Representative Michelle Parks, Program Representative

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2010 stop vawa compliance seminar

2010 STOP - VAWA Compliance Seminar

January 22, 2010


Introduction

Introduction

  • Staff

  • Marc Peoples, Program Manager

  • Tina Utley, Program Specialist

  • Janet Amitin, Program Specialist

  • Kristina Kirchhoff, Program Representative

  • Michelle Parks, Program Representative

  • Carrie Wehking, Program Representative

  • Beth Liescheidt, Program Representative

  • Carrie Kiesling, Support Staff

  • Tiffany Juergens, Support Staff


Dps info

DPS Info

  • Website Address

  • http://www.dps.mo.gov

  • E-mail Address

  • [email protected]

  • Mail

  • Phone


What will be in my packet

What will be in my Packet?

  • 2010 STOP Award Documents

    • Signed Award of Contract

    • Special Conditions

    • January Report of Expenditures and Detail sheet


Stop grant requirements

STOP Grant Requirements

  • 60 Days – letter to DPS

  • 90 Days – letter to DPS – Contract may be terminated


2010 stop grant contract period

2010 STOP Grant Contract Period

January 1, 2010 to December 31, 2010


Obligation of funds

Obligation of Funds

  • Purchase Order issued

  • Travel expenses

  • Reimbursement basis


Supplanting

Supplanting

  • Applies to all subgrantees (Clarification provided by OVW)

  • Cannot replace agency funds with STOP funds


Clarified rule from ovw example 1

Clarified Rule from OVW- Example 1

Example 1

  • In FY 2009, State A awards $300,000 to a domestic violence shelter and advocacy organization to fund four (4) advocate positions to work with underserved populations and provide specialized domestic violence services in courts where a significant number of protection orders are granted. The shelter used non-federal funds to cover the costs of a fifth court advocate. In July 2009, the shelter received Recovery Act funding , which it used to pay for the fifth court advocate position and shifted the non-federal funds previously used to pay for that position to cover the costs of a staff divorce attorney to represent survivors.

  • Under these circumstances, supplanting would have occurred. Even though the shelter maintained the same level of VAWA grant activity, that is, it did not eliminate the 5th advocate position, but rather used the new federal funds to pay for it, the new federal funds did not increase or “supplement” the VAWA grant activity the shelter had previously payed for with nonfederal funds because those nonfederal funds were diverted to an activity that could not be payed for with VAWA grant funds (the divorce attorney position). (see 42 U.S.C.A. § 3796gg(b)). As a result, the new federal funding replaced or “supplanted” the nonfederal funding the shelter had previously used for VAWA grant activity.


Clarified rule from ovw example 2

Clarified Rule from OVW- Example 2

Example 2

  • In FY 2009, State A awarded $300,000 to a domestic violence shelter and advocacy organization to fund four (4) advocate positions to work with underserved populations and provide specialized domestic violence services in courts where a significant number of protection orders are granted. The shelter also used non-federal funds to cover the costs of a fifth court advocate. In July 2009, The shelter received Recovery Act funding, which it used to pay for the fifth advocate position, and transferred the non-federal funds to pay for a position to report and reduce attrition rates for cases involving violent crimes against women.

  • Under these circumstances, supplanting would not have occurred. The shelter transferred non-federal funds to fund a VAWA statutorily permissible position, and used Recovery Funds to fund a statutorily permissible position. In this instance, the use of VAWA Recovery Act funds supplemented the nonfederal funds being used by the shelter for VAWA grant activities.


Financial requirements

Financial Requirements

  • Accurate financial records

  • Record retention

  • Audit requirements


Procurement policies

Procurement Policies

  • Allowable costs

  • Competitive bids


Contractual policies

Contractual Policies

  • Fee’s cannot exceed $450/day or $56.25/hour

  • Written contract

    • Services to be performed

    • Rate of compensation

    • Length of time services will be provided

  • Payment for services rendered

  • Services during contract period


Local match

Local Match

  • A minimum of 25% of total project cost for Public Agencies


Local match1

Local Match

  • Local match restrictions

    • Same use as federal funds

    • Expended/obtained during contract period

    • Records of match maintained

      • Source

      • Amount

      • Period used

    • Reporting match


Volunteer match

Volunteer Match

  • Volunteer match restrictions

    • Same use as federal funds

    • Staff cannot volunteer their time

    • On call volunteer time

      • 1 for 4

      • Maximum 60% of total match


Printing media

Printing/Media

  • Acknowledge funding source

  • Example is provided in the application packet


Monthly report of expenditures

Monthly Report of Expenditures

  • Packet

    • January Monthly Report of Expenditures

    • Monthly Detail of Expenditures Form


What are these forms for

What Are These Forms for?

  • Report grant related expenditures

  • Reimbursement of those expenditures


What s on the monthly report of expenditure form

What’s on the Monthly Report of Expenditure Form

  • Your approved, itemized grant budget

    • What you are going to spend federal and local funds on

    • If it’s not listed, you may not claim it!

  • Match required


Monthly report of expenditure form expenditure report

Monthly Report of Expenditure Form (Expenditure Report)

  • All Grant Related Expenses Incurred for the Month Must Be Listed on This Form to Obtain Reimbursement!


Monthly detail of expenditures form detail sheet

Monthly Detail of Expenditures Form (Detail Sheet)

Be as detailed as possible

No supporting detail = no money!


Detail sheet of victims served

Detail Sheet - # Of Victims Served

  • Number of Victims Served for the month must also be included on the Detail Sheet form to receive Reimbursement


Detail sheet payroll month order date column

Detail Sheet – Payroll Month/Order Date Column

  • Indicate month payroll hours were worked or date of the expenditure

  • This must be completed for each expenditure claimed


Detail sheet

Detail Sheet

  • Check # column

    • Indicate the check # for expense or direct deposit

  • Payee

    • Who was paid for the expense

  • Description

    • Brief description

      • Payroll for 1/01/06 to 1/31/06

      • FICA tax

      • Volunteer hours 20 hours x $9.50

      • Local mileage 97 miles @ $0.475/mile

      • Computer


Detail sheet personnel volunteer hours ot column

Detail Sheet – Personnel/Volunteer Hours/OT column

  • Gross Pay

  • % of time

  • Amount claimed this period

    • Gross pay x % of time = amount claimed

    • ($1000 x 80% = 800.00)

  • Volunteer time & Fringe benefits


Detail sheet travel expenses

Detail Sheet - Travel Expenses

  • Lodging, airfare, transportation/cab fare and meals

  • Mileage – show number of miles x approved rate

  • Actual expenses - NO PER DIEMS

  • Expenses must be supported with receipts

  • Keep Mileage logs

  • Prior approval for miscellaneous travel


Detail sheet supplies operations

Detail Sheet – Supplies/Operations

  • Description of expense

    • “Office supplies” – list in application packet

    • Long distance telephone

  • Receipts for expenses must be maintained


Detail sheet equipment expenses column

Detail Sheet – Equipment Expenses Column

  • Copy of invoice for equipment must be attached to the Detail Sheet


Detail sheet contractual expense column

Detail Sheet – Contractual Expense Column

  • Copy of contract on file

  • Description of services provided


General

GENERAL

  • Actual expenses must be claimed

  • Expenses must be incurred during the contract period

  • 25% match required for Public Agencies


Completing the detail sheet and monthly report

Completing the Detail Sheet and Monthly Report

  • Total each column on the detail sheet

  • Transfer amounts from Detail sheet to Monthly Report

  • Do not combine budget line items

  • Double check your figures

  • No Detail report – No reimbursement


When are the reports due

When Are The Reports Due?

  • In our office by 5pm on the 10th of every month

  • 10th on weekend or Holiday? Next business day.

  • Faxes are not accepted

  • Your responsibility to ensure we receive it on time


What happens if the reports are late

What Happens if the Reports are Late?

  • Report will be held until next month

  • 1st time late – letter

  • 2nd time late – letter

  • 3rd time late – suspension

  • More than 3x late……..


2010 stop vawa compliance seminar

The Monthly Report of Expenditure Form Must Be Submitted Even if You Do Not Have any Expenditures to Report!


Unallowable expenses

Bonuses

Entertainment

Alcohol

Sports

Laundry charges

Room Service Delivery Charges

Fundraising costs

Unallowable Expenses


Why is my reimbursement check less than i requested

Why is My Reimbursement Check Less Than I Requested?

  • Mathematical Errors

  • Ineligible expenses claimed

  • Expenditures not supported on Detail Sheet

  • Monitoring findings

  • End of Contract – not enough match


Program revisions

Program Revisions

  • Change in program activities

  • Change in project site*

  • Change in Project Director or AO*

  • Change in Project Staff*

    *Use change of information form


Budget revisions

Budget Revisions

  • Submit a formal request when requesting to:

    • Add a budget line item

    • Delete a budget line item

    • Move any amount into the Personnel budget category

    • Move more than 10% of the award amount


Budget revisions1

Budget Revisions

  • No formal request is necessary when:

    • You are moving less than 10% of the award amount among existing budget line items (except into personnel)

    • 10% is cummulative

  • Limited to 2 formal revisions per contract period


Monitoring

Monitoring

  • Within six-eight months of beginning of the contract period for new projects.

  • Once every two years for continuation projects:

    • On-site monitoring

    • Desk-top monitoring


Purpose of monitoring

Purpose of Monitoring

  • Provide technical assistance

  • Ensure compliance with state and federal guidelines

  • Provide programmatic assistance


On site monitoring

On-Site Monitoring

  • Contacted by DPS to set up date

  • Confirmation letter of date and time

  • Info/documentation needed


What if compliance issues are found

What if Compliance Issues are found?

  • While on-site

  • After the visit is completed

  • Notification

  • Special Conditions


Report of success

Report of Success

  • Required on subsequent STOP

  • Start keeping track now!

  • Easier in the beginning than at the end


Stop annual report

STOP Annual Report

  • Due January 31, 2011

  • Numerical and Anecdotal info

  • muskie.usm.maine.edu/vawamei/formstop.htm#dwnfrm


Timesheets

Timesheets

  • Required for ALL STOP Funded Staff Regardless of % on grant

  • Timesheets must capture:

    • Activities/duties performed during time worked

    • ALL time worked (not just VAWA time)


Questions

Questions?


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