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Iowa Department of Justice Crime Victim Assistance Division (CVAD) Financial Information & Forms. Fiscal Section Thursday, December 15th 10:30 a.m. - noon Presented by Kristi Hill Division Accountant. Projected Budget. aka Complete Program Budget Budget covers 07/01/11 – 06/30/12

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iowa department of justice crime victim assistance division cvad financial information forms
Iowa Department of JusticeCrime Victim Assistance Division (CVAD)Financial Information & Forms

Fiscal Section

Thursday, December 15th

10:30 a.m. - noon

Presented by

Kristi Hill

Division Accountant

projected budget
Projected Budget

aka Complete Program Budget

  • Budget covers 07/01/11 – 06/30/12
    • Due in Sept. 2011
  • Separate column for each fund
  • Claim vouchers
    • Budget amounts in 1st column
budget revision form
Budget Revision Form
  • Required if:
    • Moving 10% or > of award from one expense to another
  • Allowable Costs
  • Subject to VSS program staff review
    • Any doubt, ask first

10% Fluctuation Allowed

acronyms
Acronyms
  • Victim Service Support (VSS) Program
  • See acronym handout
claim vouchers
Claim Vouchers
  • 2 Filing Options
    • Monthly Claims
    • Quarterly Claims
  • Do not switch back and forth during a contract period
due dates
Due Dates
  • Due @ end of following month
    • Aug due Sept. 30th
    • July through Sept
      • Due Oct.31st
  • No need to overnight or other special delivery - $$
claim vouchers1
Claim Vouchers
  • Submit all claims for period at same time
  • If no SS-12 or SASP claim voucher
    • Include note
  • Vendor ID
    • Tax ID not used
    • Vendor #’s sent with MS Excel e-mails
claims processing
Claims Processing
  • Claims processed weekly
  • Distributed on Monday or Tuesday for review
  • Processed for payment Thursday or Friday
  • Turnaround from receipt to payment is usually less than 2 weeks
claim vouchers2
Claim Vouchers
  • Microsoft Excel
  • E-mails sent
    • Monthly sent July 27, 2011
    • Quarterly sent September 22, 2011
  • Microsoft Word
    • Written Instructions
spreadsheets
Spreadsheets
  • Please do not include with claim vouchers
  • Spreadsheets’ purpose is to enter data and track year to date (YTD) totals
  • You may keep copy for your records, but we do not need
claim summaries
Claim Summaries

Summary Page Preferred

  • Summary page
    • Preferred
  • Circle amount claimed
    • If different than invoice
      • Specify amount
  • Adding machine tapes
    • Tape (not stapled)
    • Do not cover data
  • Scanning old records
payroll documentation
Payroll documentation

No timesheets Please

  • Need to verify
    • Gross Wage or
    • Overtime
  • Any of these will do
    • Payroll register
    • Payroll journal
    • Payroll history report
    • Check copy

Do not include

documentation
Documentation
  • Need itemized receipt or invoice
    • Restaurants
  • Not sufficient
    • Charge slips
    • Bids or quotes
    • Monthly credit card statements
  • Tips not allowable
documentation copies
Documentation - copies
  • Ordering on-line
    • Print Order Confirmation @ end of checkout
  • Claim Voucher form
    • 1-sided
  • Documentation
    • 2-sided copies or front/back ok
irs mileage rates
IRS Mileage Rates
  • If your program has own travel policy, you may use those rates instead.
  • Cannot exceed IRS mileage rates
  • 2 different IRS rates during 2011

See handout

state travel rates
State Travel Rates
  • Mileage Rate
    • 39 cents per mile
  • Meal rates - $28/day
    • breakfast = $5.00
    • lunch = $8.00
    • dinner = $15.00
  • TIPS NOT ALLOWABLE
lodging rates
Lodging Rates
  • Currently @ $50 plus tax through 12/31/2011
  • Increased to $55 plus tax effective January 1, 2012
meals refreshments
Meals & Refreshments
  • New DOJ policy pertains if offering or sponsoring an event or conference
    • Requires pre-approval
  • Meals for staff to attend conference or training are still allowable
  • Email sent 11/15/11 by Donna Phillips
financial guides
Financial Guides
  • OJP Financial Guide
    • VOCA or VA-12
    • SASP or SS-12
  • OVW Financial Guide
    • VAWA or VW-12
    • NEW – not done
    • Donna Phillips will forward when completed
direct vs indirect services
Direct vs. Indirect Services
  • See handout
    • Direct Services (D/S) & Allowable Costs
      • VOCA must be D/S
    • Indirect Services & Unallowable Costs
  • Administrative duties
  • On-call example
  • Fundraising/Volunteers
vendor id numbers
Vendor ID Numbers
  • Iowa Department of Revenue & Finance
  • Used for payment purposes instead of tax ID numbers
  • Vendor ID list sent out with MS Excel claim vouchers
hourly volunteer rate
Hourly Volunteer Rate
  • Volunteer Rate
    • $21.36/hour
    • 51 cent increase from FY11
  • Effective 07/01/11
  • Rate determined by National Independent Sector

See handout

match
Match
  • Family Violence (FV) fund no longer requires match
  • Required match listed on contract
    • VA = 25% award
    • VW = 33% award
  • Match due quarterly
    • @ minimum
americorp
Americorp
  • AmeriCorps requires match
  • AmeriCorps benefits and other costs billed by ICADV
    • Request from DA/SA funds
  • Match not allowable from federal funds
electronic fund transfers eft
Electronic Fund Transfers (EFT)
  • Claims paid via direct deposit or automated bank transfer
  • New form for authorization
  • Payment detail NEW
  • Hold – check issued
original or first claim
Original or First Claim
  • Original or first claim
    • E-mailed after 1st claim is paid
      • Doc. # AGKH…
      • Date paid
  • Section refers only to 1st claim
    • Bottom right corner
    • Info will not change
catalog of federal domestic assistance cfda
Catalog of Federal Domestic Assistance (CFDA) #
  • CFDA number is included at top of each contract
  • Independent auditors will need CFDA numbers to determine type of audit needed
audit costs
Audit Costs
  • Office of Management & Budget (OMB) Circular A-133 Audit
    • If federal expenditures >$500,000
    • Costs allowable from federal funds
  • If not an A-133 audit
    • Request from DA/SA funds
iowa code section 11 36
Iowa Code Section 11.36
  • Yellow Book Audit encouraged
    • Audit done in accordance with Government Auditing Standards
    • Includes Report on internal controls
  • Use DA/SA funds
  • $150,000 received
bond insurance
Bond Insurance
  • Recommended for programs receiving >$150,000 in state administered funds
      • Employee dishonesty
      • Theft coverage
  • Insurance coverage depends on program size
audit report due date
Audit Report Due Date
  • Due earlier of:
    • 30 days after receipt from auditor or
    • 9 months after end of audit period
  • Audits for year ending June 30, 2011 are due March 31, 2012

If audit received Jan 15th, submit by Feb 15th

victim service support vss program website
Victim Service Support (VSS) Program Website

http://victimservicegrant.iowa.gov

Also known as Programs Assistant

questions
Questions?

Kristi Hill

Division Accountant, CVAD

515-281-8954

Kristi.hill@iowa.gov or

khill@ag.state.ia.us