Presentation Transcript

1. Deputy Sheriff Salary Supplementation Fund (DSSSF) Program2015 Pre-Bid Webinar April 1, 2014 Revised April 2, 2014
2. CONTACTS MO Department of Public Safety: Heather Haslag, Assistant Program Manager P: (573) 751-1318 E: heather.haslag@dps.mo.gov Nancy Capps, Program Representative P: (573) 522-4094 E: nancy.capps@dps.mo.gov Ashley Virgin, Program Representative P: (573) 522-3455 E: ashley.virgin@dps.mo.gov MO Department of Public Safety Attn: CJ/LE Program PO Box 749 1101 North Riverside Dr. Jefferson City, MO 65102 Fax : (573) 522-1908 Alternative Fax: (573) 751-5399 MoSMART Board: Sheriff Glenn Boyer, Jefferson County Board Chair P: (636) 797-5521 E: gboyer@jeffcomo.org Sheriff Tom Neer, St. Charles County Board Vice Chair P: (636) 949-7900 E: sheriff@sccmo.org Sheriff Jim Petty, Morgan County Board Secretary P: (573) 378-5481 E: jpetty@morgan-county.org Sheriff Chris Hughes, Chariton County Board Member P: (660) 288-3277 E: cwh640@yahoo.com Sheriff Robert Hardwick, Adair County Board Member P: (660) 665-4644 E: rhardwick@adaircoso.com
3. OUTLINE FOR TRAINING General Program Information Application Post-Application Process Questions?
4. GENERAL PROGRAMINFORMATION
5. GENERAL INFORMATION Fund created pursuant to Section 57.278 RSMo consists of monies collected from charges for service received by county sheriffs under subsection 4 of Section 57.280 RSMo monies are deposited into the state treasury used solely to supplement the salaries, and employee benefits resulting from such salary increases, of county deputy sheriffs Grant program administered by MOSMART Board technical assistance and monitoring provided by the Missouri Department of Public Safety Contract Period: July 1, 2014 to June 30, 2015 No local match requirement
6. ELIGIBLE APPLICANTS Any County Sheriff’s Office Must apply through the respective unit of government Must be compliant with the following state statutes: Section 43.505 RSMo: Uniform Crime Reporting (UCRs) Section 590.650 RSMo: Racial Profiling Reporting Section 513.653 RSMo: Federal Forfeiture Report Section 590.700 RSMo: Recording of Custodial Interrogations Section 577.005 RSMo: Forwarding Intoxication-Related Offenses to MSHP
7. ELIGIBLE BUDGET CATEGORIES Personnel Pursuant to Chapter 57 RSMo, specifically 57.015 RSMo Full-time (no less than 75% of a 40-hour week) Licensed peace officers (or deputies authorized to perform the same functions as the Sheriff) Position (not person) funded in budget by February 1, 2014 Personnel Benefits Employer benefits (not employee deductions) resulting from the supplemental salary generally including, but not limited to: FICA/Medicare Pension (LAGERS and/or CERF) Workers Comp
8. PAYMENT METHOD Applicants must decide the following: Method of issuing supplementation salary Same check as regular salary vs. separate check Must at a minimum be clearly identified separate from regular salary, paid leave, overtime, etc. Frequency of issuing supplementation salary The number of pay periods identified will determine the supplemental salary amount that will be allowed for reimbursement each month. The number of pay periods is at the discretion of the county so chose carefully! Counties are strongly encouraged to issue supplement so that it coincides with the payroll period and/or timesheet period.
9. SUPPLANTING Defined as: using funds to take the place of, or, shifting existing funds that would have been used for that same purpose in absence of this funding. Supplanting is strictly prohibited! Example of supplanting: The County budgeted $250,000 in local funds to the Sheriff’s Office for personnel costs, to include the salary and benefits for 5 deputies and a 2% salary increase for all Sheriff’s Office employees. The County is awarded state DSSSF monies, which are used to provide supplemental salary to the 5 deputies, but in response to the availability of the state DSSSF funds, the County decides that it will only allow the 2% salary increase for employees not receiving supplemental salary from the DSSSF program.
10. AVAILABLE FUNDS FY15 funding is subject to state legislative approval State budget must be completed by May 9, 2014 Subject to approval by Governor by July 1, 2014 Sustainability is a priority Sustaining supplementation to positions Sustaining level of funding (revenues and expenditures) of account For FY12, FY13, and FY14, awards were based on a $28,000 salary or a minimum of $1,200/year (not to exceed the requested amount) For FY15, applicants are encouraged to base their requests on a $30,000 salary or a minimum of $1,200/year
11. APPLICATION
12. GENERAL APPLICATION GUIDELINES Solicitation will be available Monday, April 1, 2014 DPS DSSSF website: http://www.dps.mo.gov/dir/programs/cjle/dsssf.asp DPS WebGrants Funding Opportunity: https://dpsgrants.dps.mo.gov Applications must be submitted online in WebGrants Paper applications will not be accepted Applications due by 5:00 p.m. on April 30, 2014 WebGrants will not accept late applications
13. HOW TO APPLY Applicant must be registered within WebGrants to access the grants management system and funding opportunity Use the DSSSF Solicitation and the WebGrants form instructions to aid in the completion and submission of an application; re-read the form instructions and the information provided to ensure relevance and completeness The DSSSF Application has 8 components (forms); each component must be “Marked Complete” Form and field instructions have been provided to aid in the completion of each form Each form has required fields indicated by a red asterisk (*) ; form cannot be saved until each field contains data
14. STEP #1 – LOGIN or REGISTER New Organizations: click the ‘Register Here’ link; refer to page 8 of the 2015 DSSSF Solicitation Returning Users or Organizations: enter UserID and Password
15. STEP #2 – VERIFY ‘MY PROFILE’ Maintain profile and contact information Maintain organization’s information Do not change the Applicant Agency name though Add additional registered users Add only if individual is not already a registered user Notify DPS to add if individual is already a user associated with a different grant Notify DPS via the “Correspondence” component of WebGrants if you add a new individual; must use the Change of Information Form Remove registered users Notify DPS via the “Correspondence” component of WebGrants if you need an individual removed; must use the Change of Information Form Do not delete a registered user yourself; the individual is not automatically removed from the General Information form as a grantee contact or from the Distribution List
16. CLARIFICATION OF ALERTS & NOTIFICATIONS Two types of notifications: Automated alerts 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) Alerts/Notifications are sent from dpswebgrants@dps.mo.gov 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 While the record is in the “My Applications” module, only the Primary Contact receives system-generated alerts While the record is in the “My Grants” module, the Primary Contact and Additional Grantee Contacts, as applicable, receive system-generated alerts
17. 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
18. 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
19. STEP #3 – FIND FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main Menu Select the appropriate “Opportunity Title” from the list of posted grants
20. STEP #4 - CREATE APPLICATION Funding Opportunity screen includes: General Information Description Attachments Website Links Copy Existing Application: used by organizations reapplying for funds under the DSSSF program area application is created with same information supplied for the 2014 DSSSF application Budget and Certified Assurances will not copy!! 2. Start a New Application: used by organizations that have not applied under the DSSSF program area or want to start from scratch application is created with no existing data MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!
21. FORM #1: GENERAL INFORMATION Complete the form: Primary Contact: select from the drop-down box, which will pre-populated based on name of the individual associated with the login information. This individual will be the recipient of emails during the application, review, and negotiation phases. Project Title: enter “Deputy Sheriff Salary Supplementation Fund” Organization: select from the drop-down box, which will pre-populate based on the organization associated with the selected primary contact person. Click “Save” when completed Review the form Click Edit to make changes and/or click the “Go to Application Forms” link to continue
22. APPLICATION FORMS LIST This screen displays all the application forms for DSSSF. The Complete column will track the completion of each form. The Last Edited column will track any changes to each form.
23. FORM #2: CONTACT INFORMATION Complete the entire form as indicated: Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract Project Director (PD) – the individual that will have direct oversight of the proposed project Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level Officer in Charge (OIC), if applicable – the individual that will act as the supervisor or commander of the proposed project Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the data is complete Check yourself… Is each individual identified correctly? Is the contact information current and accurate? Incorrectly identifying the Authorized Official, Project Director, or Fiscal Officer could result in denial of the application.
24. FORM #3: PROJECT SUMMARY Complete the entire form as indicated: Application Type – select ‘New’ or ‘Continuation’ Current Contract Number(s) – leave blank if ‘New’ or enter your previous 2014 DSSSF contract number if ‘Continuation’ Program Category – select ‘N/A’ Project Type – select ‘Local’ Geographic Area – enter general service area Brief Summary – enter brief description of proposed project including, but not limited to, a needs assessment and the anticipated impact Program Income – select ‘No’ Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the form is complete Check yourself… Is the form current and accurate?
25. FORM #4: BUDGET Complete the Budget: To create new budget lines, click “Add” for the appropriate category To edit an existing budget line, click on the blue hyperlink of the budget item or click “Edit”, make the changes, and click “Save” To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete” DO NOT LEAVE $0 BUDGET LINES! Complete the Budget Justification To enter or edit, click “Edit” Click “Save” when completed Review for accuracy Click “Mark as Complete” when the form is complete Check yourself… Are the budget lines clearly labeled? Is the basis for cost estimate clearly identified for each budget line? Does the budget justification address the requested information? Refer to page 15 the 2015 DSSSF Solicitation for examples!! Verify with the County Clerk on employer benefits and the rate of such employer benefits!!!!
26. WORKER’S COMP Most Counties contribute to Missouri Association of Counties (MAC), Midwest Public Risk (MPR), Missouri Rural Services (MRS), or Missouri Employers Mutual (MEM). Use your county’s MACTrust, MPR, MRS, MEM or other worker’s comp sheet to obtain your worker’s comp information. NOTE!When calculating worker’s comp, do not just use the police “rate” column. There are other calculations that must be factored in!
27. WORKER’S COMP (cont’d) A breakdown of how Worker’s Comp is calculated can be found in the solicitation; however, to help you easily calculate this, a calculation tool has been provided. The worker’s comp calculator can be found in the Funding Opportunity.
28. WORKER’S COMP CALCULATOR Be sure use the correct tab when calculating workers comp! Enter supplement total for all personnel Enter the other values in steps 2 - 5 which can be found on the worker’s comp worksheet The calculator will give you the total cost to the county as well as the worker’s comp percentage rate.
29. FORM #5: STATEMENT OF PROBLEM Provide the requested information Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the form is complete INSTRUCTIONS: Define the problem you will be attempting to impact with the project for which you are requesting funds. Be specific. Do not include every issue the Project Agency addresses but only the one(s) that will be impacted by the use of the funds being requested. Include facts on existing resources or lack thereof, demographic and geographic specifications, etc. to demonstrate a need for funding.
30. FORM #6: COMMUNITY IMPACT Provide the requested information Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the form is complete INSTRUCTIONS: Describe how your proposed project will affect the communities that your program will serve. Describe how your program will affect the morale and retention of deputy sheriffs and consequently the citizens this project serves.
31. FORM #7: AUDIT REQUIREMENTS Complete the form: Date of Last Audit Dates covered by Last Audit Name of auditing firm Phone number for auditor Date of Next Audit; enter TBD if unknown Dates covered by Next Audit; enter TBD if unknown Name of auditing firm for next audit; enter TBD if unknown Amount of Federal and State assistance received during last audited period Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the form is complete State guidelines require agencies to perform an organization-wide, independent audit if their organization has expended $250K or more in state funds within a 12-month fiscal year. Recipients of DSSSF funding that expended $250K or more in state funds must submit a copy of the audit to MO DPS once the grant is “Underway”. Check yourself… Is the form current and accurate? Does the form reflect information for the applicant (e.g. city, county, state department)?
32. FORM #8: CERTIFIED ASSURANCES Obtain a copy of the 2015 DSSSF Certified Assurances and read thoroughly Complete the form Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the form is complete Check yourself… Does your Authorized Official agree with the terms and conditions? If not, have you provided a valid reason? Did the correct Authorized Official “sign” the form? Applications with the incorrect Authorized Official will automatically be denied! Does the Authorized Official listed in the Certified Assurances match the name listed in the Contact Information section of the application? If these names do not match, the application will automatically be denied! Is the Date reflective of the current funding opportunity?
33. STEP #5 - REVIEW/SUBMIT APPLICATION Preview Application Read through the entire application Review your Contact Information form for accuracy Review your Budget form for accuracy and completeness Verify the name and date on the Certified Assurances form Have another individual critique your proposal! Click “Submit” Confirmation screen will appear Primary Contact will receive confirmation email of submission Contact DPS staff at dpswebgrants@dps.mo.gov prior to deadline if revisions are necessary to a submitted application Contact DPS staff at dpswebgrants@dps.mo.gov within 24 hours after the deadline if technical issues with WebGrantsprevents you from submitting your application by the deadline.
34. POST-APPLICATION PROCESS
35. APPLICATION REVIEW Grant Review Meeting: tentatively scheduled for May 21-22, 2014 May be delayed due to budget appropriation or legislation Review panel will consist of MoSMART Board members MoSMART Board will determine at review meeting the formula or process that will be used for FY15 Applicants will not be contacted if their application is deficient of information Applicants will receive notification via WebGrants approximately 2-4 weeks following the review meeting Funding will not be released through any other forum – so please be patient!!
36. EVALUATION CRITERIA Demonstration the project fits within parameters of DSSSF Program Completeness of the submitted application Legally binding signature by the proper Authorized Official on the Certified Assurances form of the submitted application. Demonstration the applicant agency has met and will continue to comply with all applicable state laws and regulations. Demonstration the applicant agency does not have any financial debts payable to the State of Missouri for which these state funds would be intercepted or used to pay those financial debts. Compliance with state statutory reporting requirements to include, but not limited to, monthly UCRs, annual Racial Profiling, and annual Federal Forfeiture reporting. Available funding (and sustainability) for the DSSSF Program.
37. GRANT AWARD & ACCEPTANCE Approval/Denial Notifications Corrections Due for Approved Applications (if necessary) Award Documents Sent Award Documents Due MoSMART Board Chair Signs Contracts Contracts Begin July 1, 2014 Awarded = will be instructed at a later date to print and return: Signed Award of Contract Signed Certified Assurances Application
38. QUESTIONS?