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John R. Justice Student Loan Repayment Program (JRJ) 2014 Compliance Training. Missouri Department of Public Safety Criminal Justice/Law Enforcement Unit September 26, 2014. MO DEPARTMENT OF PUBLIC SAFETY CRIMINAL JUSTICE/LAW ENFORCEMENT UNIT CONTACT INFORMATION.
John R. Justice Student Loan Repayment Program (JRJ)2014 Compliance Training Missouri Department of Public Safety Criminal Justice/Law Enforcement Unit September 26, 2014
MO DEPARTMENT OF PUBLIC SAFETYCRIMINAL JUSTICE/LAW ENFORCEMENT UNITCONTACT INFORMATION Heather Haslag, Program Manager P: (573) 751-1318 E: email@example.com • Main Phone: (573) 751-4905 • Fax Number: (573) 522-1908 • Address: • MO Department of Public Safety • Attn: CJ/LE Unit • Lewis and Clark State Office Building • PO Box 749 • 1101 Riverside Drive • Jefferson City, MO 65102
OUTLINE FOR TODAY • General Grant Information • Service Commitment • Contract Adjustments • Payment Information • Financial Records • WebGrants • Questions?
BACKGROUND John R. Justice (JRJ) Student Loan Repayment Program • Authorized by 42 U.S.C 3797cc-21 • CFDA #: 16.816 • Awarded to Missouri by the U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) • Created to encourage qualified attorneys to choose careers as prosecutors and public defenders and to continue in that service • Provides loan repayment assistance • 5th year of funding
FUNDING • Bureau of Justice Statistics (BJS) calculates a minimum base allocation for each state • Base allocation is enhanced by an amount proportional to each state’s share of the national population • Must be allocated equally between prosecutors and public defenders.
CONTRACT PERIOD • October 1, 2014 to September 30, 2015 (12-months) • Funding for subsequent contract periods will be subject to 1) federal re-appropriations of such monies, 2) eligibility, and 3) availability of funds • Nothing shall obligate DPS to renew a benefit or to renew such benefit in the same (or greater) amount previously received • Must re-apply for funding each contract period
SERVICE AGREEMENT • Service period begins with the date of award (October 1) • Agreement is between the beneficiary and the U.S. Dept. of Justice • First-Year Beneficiary • Must sign the “John R. Justice Student Loan Repayment Program (JRJSLRP) Service Agreement” • Obligates to a commitment of not less than 3 years (unless involuntarily separated from employment) • Second- and Third-Year Beneficiary: • Must sign the “John R. Justice Student Loan Repayment Program (JRJSLRP) Service Agreement – Acknowledgement of Benefit” • Reaffirms and re-acknowledges obligation to fulfill original 3 year commitment (unless involuntarily separated from employment) • Fourth-Year Beneficiary: • Must sign “John R. Justice Student Loan Repayment Program (JRJSLRP) Service Agreement – Secondary Term of Service” • Obligates to an additional 1 year of service in exchange for the additional benefits (unless involuntarily separated from employment)
TERMS & CONDITIONS OF SERVICE AGREEMENT Eligibility/Commitment: • Remain employed (in Missouri) as an eligible beneficiary for a period of not less than the stated number of years unless involuntarily separated from employment (on good terms) • Allowed a reasonable break in service when changing employers, not to exceed 30 days • Must notify DPS, in a timely manner, via the “Correspondence” component of WebGrants if there is a break in service when changing employers • Periods of leave in excess of 30 days will be subject to review by DPS • Periods of leave without pay do not count toward the completion of the 3-year service agreement • Must notify DPS, in a timely manner, via the “Correspondence” component of WebGrants if there are periods of leave without pay • Periods of leave without pay in excess of 30 days will be subject to review by DPS • Absence because of military leave, authorized maternity/paternity, FMLA, or due to compensable injury is considered creditable (within the sole discretion of BJA) toward the required service period upon re-employment • Must notify DPS, in a timely manner, via the “Correspondence” component of WebGrants if there are periods of leave with pay
TERMS & CONDITIONS OF SERVICE AGREEMENT cont’d Loan Status: • Grant funds are a supplement to, not a substitute for, personal student loan obligations • Remain responsible for making regular student loan payments • Must not default on any loan obligation with respect to the qualifying student loan Income Tax: • The benefits are not taxable, per interpretation by the IRS and Missouri Office of Administration • NOTE: The BJA Service Agreement still includes a general statement that reads: “I am responsible for any income tax obligations resulting from the student loan repayments made on my behalf”.
TERMS & CONDITIONS OF SERVICE AGREEMENT cont’d Default: • Contractors may “default” by any of the following actions: • Voluntarily leave position as an eligible beneficiary • Involuntarily separated for misconduct or unacceptable performance • Status of the qualifying loan changes to “default” • Failure to make personal payments toward the qualifying loan • Indebted to the Federal government and must reimburse the full amount of any student loan repayments made under the applicable service agreement, to include any collection fees associated • Collection process will depend on the year • DPS can redistribute current award year • Send to Federal government for prior award year(s)
CHANGE IN CONTACT INFORMATION My Profile: • Ensure personal information is up-to-date • DPS uses for contact and payment purposes • Contractors responsible to update accordingly • Changes in telephone or fax number may be updated as needed • Changes in legal name or home address affects the contract and/or the state’s payment system • Notification must be sent through the “Correspondence” component of WebGrants, in a timely manner, with a revised ‘Vendor Input Form’ attached to the message Applicant Information: • Ensure personal telephone number and email address is up-to-date • DPS may use for contact purposes, especially if the Contractor leaves employment • Notification must be sent through the “Correspondence” component of WebGrants, in a timely manner, asking DPS to update accordingly
CHANGE IN CONTACT INFORMATION cont’d Employment Information: • Ensure employer and supervisor information is up-to-date • DPS uses to verify continued eligibility and to process the monthly ‘Proof of Employment’ forms • Notification must be sent through the “Correspondence” component of WebGrants, in a timely manner, asking DPS to update accordingly Loan Information: • Ensure the account number and payment remittance address is up-to-date • DPS uses to verify continued eligibility, to process the monthly ‘Proof of Employment’ forms, and to mail the quarterly checks • Notification must be sent through the “Correspondence” component of WebGrants, in a timely manner, with a revised ‘Vendor Input Form’ attached asking DPS to update accordingly
PAYMENT ADDRESSEE • Funds may only be paid to the institution holding the qualifying loan • May not be paid to the recipient • Recipient may hold more than one qualifying student loan but funds will only be issued to one institution, as identified in the application
INTENT OF PAYMENT • Funds are to be a supplement to, not a substitute for, personal student loan obligations • Recipients remain responsible for making regular student loan payments toward their qualifying loan, unless the loan is in a forgivable status (i.e. bankruptcy, forbearance) • When check is mailed to the lending institution, the accompanying letter indicates that the payment should be applied to principal no-date DPS is aware that lending institutions are applying the quarterly payments to more than just principal. This has been reported to BJA each quarter, but unfortunately, neither DPS nor BJA has authority over the lending institutions to mandate them to follow different practices. The lending institutions must follow their own internal procedures, which causes the program to not meet its intended purpose.
PAYMENT SCHEDULE • Funds will be dispersed on a quarterly basis in four “equal” installments • Can access payment history through • Vendor Services Portal: https://vendorservices.mo.gov • Click “Vendor Payment” • Search by your Social Security Number • Payment prefix = ERS223 • WebGrants: https://dpsgrants.dps.mo.gov • Click “My Grants” • Select appropriate grant number • Select “Quarter Payments”
RECORD RETENTION • All records relating to the contract (payment information, job records, etc) shall be retained for at least 5 years, pursuant to state retention requirements • Retention period starts on the date of notification by DPS that the grant has been closed • Contractors are responsible for the safekeeping and the organization of the records.
WEBGRANTS HOME SCREEN Returning Users or Organizations: enter UserID and Password For New Users only!
WEBGRANTS - MAIN MENU • Grantee Instructions: general instructions and navigational aids • My Profile: maintain contact information, reset password, & add users • Funding Opportunities: displays posted program funding opportunities • My Applications: displays previously created applications for the user’s organization • My Grants: displays awarded grants for a user’s organization
CLARIFICATION OF ALERTS & NOTIFICATIONS • Two types of notifications: • Automated alert emails triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved) • Mass distribution list emails from DPS staff (e.g. reminders, updates, training notices) • Emails sent from firstname.lastname@example.org • Add to safe sender list or a contact list to avoid being treated as junk/spam • Do not overlook these alerts as they can contain important and time-sensitive information
STATUS OVERVIEW My Applications: • Submitted – application has been submitted by the grantee • Under Review – application has been assigned for review • Correcting – application is being edited by the grantee • Approved – application has been approved, following any necessary revisions by the grantee • Awarded – award of contract documents being signed by grantee and grantor My Applications – Archived Applications: • Editing – application was initiated but never submitted prior to the close of the funding opportunity • Withdrawn – application has been withdrawn from consideration by the grantor per request by the grantee My Grants: • Underway – application officially becomes a grant • Suspended – grant has been “frozen” due to delinquent reporting and/or inappropriate activities My Grants – Closed Grants: • Closed – grant has been closed by grantor
JRJ GRANT COMPONENTS • General Information • Internal Budget • Applicant Information • Employment Information • Loan Information • Correspondence • Contract Adjustment Notices • Quarter Payments • Status Reports • Award Documents – Need Signatures • Award Documents-Final • Closeout • Opportunity • Application
GENERAL INFORMATION • This is a read-only form for grantees • Contains information relating to your contract • Identifies your DPS Internal Contact (Program Officer)
INTERNAL BUDGET • This is a read-only form for grantees • Contains the awarded amount as entered by DPS • This amount creates the basis for paying your quarterly disbursements; without a budget, the claims could not be paid
APPLICANT INFORMATION • Copy of the “Applicant Information” form completed during the application process • Must notify DPS if you experience a change in personal telephone number or personal email address, but otherwise nothing else should change
EMPLOYMENT INFORMATION • Copy of the “Employment Information” form completed during the application process • This form is used to verify employment on the monthly Status Reports • Change in any of the following requires a “Correspondence” be sent to DPS: • Employer • Employer Address • Work Type • Position Title • Hire Date • Position Status • Supervisor Name • Supervisor Job Title • Supervisor Phone Number • Supervisor Fax Number • Supervisor Email Changes in employers will be subject to review to determine continued eligibility.
LOAN INFORMATION • Copy of the “Loan Information” form completed during the application process • This form is used to verify loan status and the loan information on the monthly Status Reports • Change in any of the following requires a “Correspondence” be sent to DPS: • Name of Institution • Loan Account # • Payment Remittance Name • Payment Remittance Address • Change in the following requires a revised ‘Vendor Input Form’ be completed and submitted with the “Correspondence” to DPS: • Name of Institution • Payment Remittance Name • Payment Remittance Address Reminder: The loan must remain in “repayment” or any forgivable status accepted by the lending institution for the duration of the contract period to continue receiving assistance.
CORRESPONDENCE • For use in communicating to DPS changes in: • Legal name • Home address • Employer (and/or employer contact info) • Separation from employer • Break in service • Paid leave status (e.g. military, maternity/paternity, FMLA) • Non-paid leave status (e.g. military, administrative, inadequate leave time) • Supervisor (and/or supervisor contact info) • Lending Institution • Loan Account Number • Payment Remittance Address • Also for use in communicating to DPS: • Desire to cancel contract prior to receiving benefits • Intent to pay off balance of loan and discontinue future benefits • Default in service agreement or on qualifying student loan
CORRESPONDENCE SCREEN • To create/send a new Correspondence, click “Add” on the Inter-System Grantee Correspondence toolbar • To view previously created/sent Correspondence, select the appropriate blue hyperlink in the “Subject” column • To reply to a previously created/sent Correspondence, select the appropriate blue hyperlink in the “Subject” column
SENDING A CORRESPONDENCE • Select “Add” on the Correspondence screen • In the “To” drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) • In the “CC” line, enter the email address of any additional contact(s) • Type your message in the “Message” box • In the “Attachments” field, browse for the attachment(s), as applicable • Click “Send” when completed; the intended recipient(s) will receive an email
REPLYING TO A CORRESPONDENCE • On the Correspondence screen, select the email in the “Subject” column; a copy of the email will pre-populate • Select “Reply”
REPLYING TO A CORRESPONDENCE cont’d • In the “To” drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) • In the “CC” line, enter the email address of any additional contact(s) • Place your cursor at the start of the “Message” box and type your reply message • In the “Attachments” field, browse for the attachment(s), as applicable • Click “Send” when completed Do not click “Reply” in your email client; it will reply the message to the identified sender (email@example.com).
CONTRACT ADJUSTMENT NOTICES • This component is used by DPS to relay official documentation pertaining to budget revisions (i.e. increase in award) or program revisions (i.e. change in legal name) • Documents will only appear on this screen if there have been revisions to the contract • Select the appropriate blue hyperlink in the File Name column to open the document.
QUARTER PAYMENTS • This component will display a read-only copy of the letter and check mailed to your lending institution each quarter. • Select the appropriate blue hyperlink in the File Name column to open the document.
REPORTING REQUIREMENT #1: Proof of Employment/Verification - Monthly • Recipients will be required to verify continued employment and qualifying loan status • Must submit by the 5th of each month via WebGrants: • Proof of Employment Form • Statement Due • Name on the account • Account number • Loan status • Last payment/recent activity • Account balance • Payment Remittance Address The 5th is subject to change if it falls on a weekend or holiday; deadline would change to the next business day if this occurs.
MONTHLY STATUS REPORT SCHEDULE • Monthly Status Report to verify employment and loan status are due: Create only 1 status report each month. Each time you add a status report, it is assigned a sequential number. If you create too many, use the correct template and save the others for future months.