2010 stop vawa compliance seminar
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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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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
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……..
slide37
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)
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