Texas CASA 2014 GRANTS WORKSHOP

Texas CASA Grants Team Glenn Brooks Tom Jones Mary Hightower Texas CASA 2014 GRANTS WORKSHOP 1

Grants Management Webinar June 17, 2014 Introductions & Opening Comments Glenn Grant Application Deadlines and Highlights & Changes VOCA Glenn and Tom CVC Regular and Growth Fund Applications - Mary & Glenn Title IV-E (PSVT) - Mary Swalm Regular Annual Funding Glenn LSP Mary CTK/ODM Overview & Processes Mary & Tom Grant Budget Revisions - Tom Grant Timesheet Requirements Glenn Grant Report Deadlines Tom Independent Audit Requirement Tom Internal Controls - Glenn CVC Benefit Claim Responsibilities for Local CASA Programs Glenn Texas CASA Resources Website & Demonstration -Tom Closing Comments - Glenn Texas CASA GRANT APPLICATION DEADLINES AND HIGHLIGHTS/CHANGES 2

Grant Application Deadlines/Highlights Victims of Crime Act (VOCA) Crime Victims Compensation (CVC) Formula Funding and CVC Growth Funds Swalm Annual Funding Victims of Crime Act (VOCA) FY15 VOCA grant application is for continuation grants and will have a grant period from September 1, 2014 to August 31, 2015. Grant application submission deadline is yet to be determined. After Texas CASA receives notification of our VOCA Award from Criminal Justice Division (CJD) we will notify local programs of their individual grant amounts and a deadline for the full application will be set. Tentatively we hope to have a July 31, 2014 deadline. The amount that each local program may apply will be determined by the funding formula, as approved by the Texas CASA Board of Directors. $20,000-22,500 base depending if your are multi-county, 45% children served. 45% volunteers, 5% if you were in compliance with 70% volunteer to case ratio, and 5% based on programs # of children in care) For FY 2015 Texas CASA will allow rural programs to use $15 to $18 per volunteer hour and urban and metro programs to use up to $20 per volunteer hour on their In-Kind Match. 3

Victims of Crime Act (VOCA) Discussion: FY 15 VOCA Application Kit: Part 2 Crime Victims Compensation (CVC) FY 2015 CVC Funding Formula 4

FY 15 CVC Funding Formula Crime Victims Compensation (CVC) #1 Base Amount for all programs = $25,000 $25,000 x 71 programs = $1,775,000 statewide total #2 Multi-County Allocation: if serving 2 or more counties, then a flat $3,000 per outlying county (47 programs are eligible representing a total of 140 counties which comes to $420,000 statewide) #3 Each local program will receive an allocation amount based on the # of children served by a volunteer in TMC or PMC cases. Available allocation: $7,480,000 - $1,775,000 (#1) - $420,000 (#2) = $5,285,000 Crime Victims Compensation (CVC) How to determine my local program s portion of the $5,285,000: # of children served by volunteers from the most current 21 month period (9/1/12 to 5/31/14) as a percentage of the total number statewide Example: Local Program # of Children = 100 Statewide Total # of Children =10,000 Local Program Share =.01 $5,285,000 x.01 = $52,850 5

Crime Victims Compensation (CVC) To determine the full CVC formula allocation for each program: Take #1 amount (Base) Plus #2 amount (Multi-County, if applicable) Plus #3 amount (Children Served by a Volunteer) = FY 2015 CVC Allocation 5% Cap on the amount that a program can lose in comparison to each program s current FY 2014 CVC grant award. 10% Cap on increase a program can gain in comparison to each program s FY 2014 grant award. Crime Victims Compensation (CVC) Note: The Loss and Gain Caps could be adjusted each fiscal year depending on any possible cuts by the Legislature or the Attorney General s Office. This new CVC Formula will be fully implemented in FY 2020 when there will no longer be a Loss or Gain Cap. 6

Crime Victims Compensation (CVC) Once all of the CVC funding is distributed as described in the previous slides, then: Remaining CVC funds will be available for all local programs to apply competitively for program growth. This includes programs requesting a second year of growth funding and those who did not receive FY 14 Growth Funds, but want to apply for the first time. For FY 2015 this amount will be approximately $1.5 million. Crime Victims Compensation (CVC) Regular CVC application for Formula Funds will have a submission deadline of July 31, 2014. The components will include: Coversheet Annual Operating Budget Grant Spreadsheet Optional Pre-Service Volunteer Training (PSVT) Form The CVC Growth Fund Application (optional) submission deadline is also July 31, 2014. 7

Texas CASA FY 2015 CVC Grant Application Cover Page Program Name: Street Address: City, Zip: Telephone Number: Executive Director Name: Phone and E-Mail: Board President Name: Home or Work Address: City, Zip: Home or Work Phone and E-Mail: Board Treasurer Name: Home or Work Address: City, Zip: Home or Work Phone and E-Mail: Annual Board Approved Operating Budget* Project CVC FY2015 Grant Application Name: Fiscal Year_2015 : From --/--/---- to --/--/---- Other Other County Funds National State/Fed. State/Fed. City Private Budget Line Items VOCA CVC OVAG (LIST Unrestricted (Other) (Other) Total CASA Funding Funding Funds Foundations COUNTIES) (SPECIFY) (SPECIFY) Previous Year Program Actuals Total Amount Salaries & Fringe Audit, Bookkeeping Training $0 $0 $0 $0 Travel/Mileage $0 Supplies $0 Rent $0 Postage $0 Office Equipment/ Furniture Memberships/ Subscriptions Telephone $0 $0 $0 Insurance $0 Printing $0 Equipment $0 Fundraising Expenses $0 Misc. $0 $0 (SPECIFY) (SPECIFY) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 *If your program is part of an umbrella organization, submit 2 spreadsheets -- one spreadsheet that references your CASA program and another that references the umbrella organization. 8

Texas CASA FY 2015 Grant Spreadsheet Use this template to list all grant funds your program applied for from 6/2013 through 6/2014. Insert or delete rows as needed. Under Grants Applied For list the name of each grantor for whom your program was required to submit an application, proposal, or other formal paperwork. Under Grant Amount Requested list the amount for which your program applied. Under Grant Amount Awarded indicate the amount that the grantor agreed to fund your program. If your application was not chosen for funding, under amount awarded indicate DENIED. If you have not been notified of whether the application has been selected or have not been notified of your award amount, indicate PENDING. ** Please note that National CASA funds are pass-through federal funds, and therefore considered public. Program Name: Grant Amount Private/Public Grantor Grant Amount Requested Awarded Funding Total Application Amount $0 Total Amount Received $0 Title IV-E Funding (optional) Pre-Service Volunteer Training (PSVT) must be identified in your program s CVC Budget in order for your program to receive this funding. Allowable Costs Volunteer Trainer (only for percentage of time of actual pre-service training provided) Training Rooms Training Supplies/ Videos/ Manuals Equipment for training purposes Supporting documentation for PSVT must be submitted with monthly RFRs to be processed. (i.e.- timesheets for staff time/ invoices for equipment) All Title IV-E Funding reimbursed to programs must be used towards outside training and conferences for staff, volunteers and board membersor payments to outside speakers for their in-service and pre-service. 9

Title IV-E Funds for Pre-Service Volunteer Training (PSVT) (Participation is optional) If your program chooses to participate in the DFPS Title IV-E funding opportunity for FY15, this spreadsheet must be filled out; however, please note it is not required that each program participate. Pre-Service Volunteer Training (PSVT) must be identified in the space below AND in your program s 2015 CVC Budget on CTK in order for your program to be eligible. Line Item/ Position Gross Amount Amount Budgeted for PSVT % Budgeted for PSVT (Example: Vol. Trainer $30,000 $20,000 67% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! Allowable Costs: -Volunteer Trainer -Training Rooms -Training Supplies/ Videos/ Manuals -Equipment for training purposes Supporting documentation for PSVT must be submitted with monthly RFRs to be processed. (i.e.- timesheets for staff time/ invoices for equipment) All Title IV-E funding reimbursed to programs must be used towards outside training and conferences for staff, volunteers and board members or payments to outside speakers for their in-service and pre-service. Title IV-E Funding 10

What if a position is budgeted at 62.5%, but only 40% of their time conducts pre-service volunteer training (PSVT)? Split the position onto two lines. Swalm Endowment Funding Annual Funding- Under an Endowment given to Texas CASA by the Swalm Foundation, Texas CASA has been able to fund approximately $180,000 to directly benefit local CASA programs, either through direct pass-through grants to local programs or through projects operated by Texas CASA that directly benefit local programs. At this time the funding purpose areas for FY 2015 Swalm Endowment grants have not been determined. They are scheduled to be reviewed and approved by the Texas CASA Board by June 27 th. 11

Lone Star Proud (LSP) for Kids Funding Texas CASA staff calculates the number of Lone Star Proud (LSP) license plates for the counties in each program s service area from information provided by the Texas Department of Transportation. Each program receives half the revenue generated from license plates registered in their service area (approx. $11 per plate). Once a year, an email notification will be sent out announcing each program s award amount has been listed and uploaded on an LSP budget form online in CTK. LSP RFRs are also uploaded to CTK and are required to be submitted in order for programs to be reimbursed. LSP funds can be expensed according to CVC funding guidelines and cannot be rolled-over from one year to the next. Texas CASA CTK/ODM Overview & Processes 12

TEXAS CASA ONLINE DATA MANAGER (ODM) Vendor: Community TechKnowledge (CTK) https://www.ctk.odm.com/texascasa ELIGIBLE AND INELIGIBLE COSTS CVC VOCA 13

GRANT BUDGETS ONLINE DATA MANAGER Monthly RFRs should include the following with signature of Board Treasurer or Approved Alternate: Request for Reimbursements (RFR) Expense Allocation (printed from CTK) Summary Sheet Programs should create a TEMPLATE Summary Sheet to submit with your Monthly RFRs which should include the following: PERSONNEL - the exact personnel positions and the budgeted percent under the heading Personnel FRINGE BENEFITS - the exact fringe benefits positions and the budgeted percent under the heading Fringe Benefits. NOTE: Budgeted Fringe percent cannot exceed budgeted Personnel percent. CONTRACTUAL and PROFESSIONAL SERVICES list individual items and the percent budgeted. Invoices must be submitted with RFRs. TRAVEL - the exact travel line items. If mileage is involved, list on TEMPLATE a space for the number of miles and the rate used EQUIPMENT list individual items and the percent budgeted. Invoices must be attached with RFRs. SUPPLIES list individual items DIRECT OPERATING EXPENSES list individual items Only include approved budgeted items on your Summary Sheet! 14

Additional Timesheet & Travel Documentation Each program will be selected at random once throughout the fiscal year to submit supporting documentation for travel expenses, personnel expenses as well as any volunteer hours used for matching with monthly RFRs Timesheets & travel documentation can be either scanned, faxed, or emailed to the grants department (large files can be submitted via U.S. mail) Only one copy of the timesheets and travel documentation need to be submitted to Texas CASA for both the CVC and VOCA grants If your program uses in-kind match and does not have any volunteer hours to match for the month selected, please submit the most recent months volunteer timesheets that include volunteer hours claimed as in-kind match. PLEASE NOTE THAT TIMESHEETS & TRAVEL DOCUMENTATION ARE TO BE SIGNED BY BOTH EMPLOYEE OR VOLUNTEER AND SUPERVISOR! Executive Directors must have their timesheets signed by a designated board member! 15

GRANT BUDGET REVISIONS BUDGET REVISION EXAMPLES BUDGET REVISION -10% RULE FORMAL BUDGET REVISION Grant Timesheet Requirements Compensation for Personnel Services VOCA Timesheet Requirements Staff Timesheet Volunteer Timesheets 16

Staff Timesheet Volunteer Timesheet 17

Volunteer Activity Log Texas CASA REPORTING DEADLINES FOR EACH FUNDING SOURCE 18

Progress and Performance Reports CVC requires all local programs to submit quarterly performance measures to Texas CASA. The deadlines for each quarter are: Remaining FY14 3rd Quarter (March May) is June 6, 2014 4th Quarter (June August) is September 8, 2014 FY15 (First Two Quarters) 1 st Quarter (September November) is December 5, 2014 2 nd Quarter (December February) is March 6, 2015 Please contact Karen Dvorak at (512) 610-6115 or kdvorak@texascasa.org for detailed instructions. VOCA Reporting VOCA progress reports are submitted to Texas A & M University (PPRI) at https://cjd.tamu.edu. You may email PPRI at cjd@ppri.tamu.edu. Subgrant Award Reports (SAR) are due 30 days after PPRI receives record from Texas CASA FY14 Final Progress Reports are due 9/20/2014 FY15 Six-Month Progress Reports are due 3/20/2015 FY15 Final Progress Reports are due 9/20/2015 19

Texas CASA INDEPENDENT AUDIT REQUIREMENTS Independent Audits Local Programs State and federal grant funds require an annual independent financial audit to be submitted within the earlier of 30 days after receipt of the auditor s report(s), or nine months of the end of the local program s fiscal year. Management letters and management responses, if applicable, must be submitted with the audit. One bound and two copies of your program s independent audit must be submitted and contain separate schedules for VOCA and CVC funds and a Statement of Functional Expenses. Only one set is required per Program. For example, if a program s fiscal year ends June 30, 2014, an independent audit is to be submitted to Texas CASA no later than April 1, 2015. Local programs must have all audit reports on file at the program s administrative offices and available upon request to Texas CASA or the federal and state agency that administers VOCA and CVC funding. Local programs must notify Texas CASA of any audit results that may adversely impact grant funds. Texas CASA will track each local program for compliance with the submission of independent audit reports and will notify programs regarding submission due dates. 20

Internal Controls Grant Requirements Additional FY 15 CVC / VOCA Grant Contract Assurances Form This form requires the signature of your program s Board President and Board Treasurer. 1. The local CASA program will ensure that there are policies and procedures in place to select and contract with an independent CPA auditor to conduct an annual independent audit. The local program will ensure that the annual audit is reviewed and approved by the board of directors and that an original and two copies are submitted to Texas CASA within nine months of the program s fiscal year end. 21

Additional CVC/VOCA Contract Assurances (Continued) 2. The local CASA program has safeguards in place to ensure adequate separation of accounting responsibilities/duties in the receipt, payment, recording and reconciliation of funds. At a minimum the safeguards must include: (a)the person conducting the initial monthly bank reconciliation cannotbe the same person responsible for making payments and/or performing the bookkeeping duties; (b)if a hard copy of the bank statement is used, then the statements are delivered directly and unopened to the person conducting the initial bank reconciliation; (c)the mail is opened by two persons; and (d)bank deposits are reviewed and signed off by two persons. Additional CVC/VOCA Contract Assurances (Continued) 3. The local CASA program has written internal control and financial procedures approved by the board of directors. The board will conduct a review during the grant year to ensure that internal control and accounting practices are being followed in accordance with written procedures. 4. The local CASA program has in place and follows polices to ensure that appropriate documentation(e.g. purchase orders, vouchers, receipts, timesheets and invoices) is maintained to support grant related expenses and accounting entries. 22

Additional CVC/VOCA Contract Assurances (Continued) 5. If the local CASA program has credit cards for staff use, then the program must have written credit card policies and procedures approved by the Board of Directors. At a minimum the credit card policies and procedures must include: a) a monthly credit card statement reconciliation performed by a person who does not have use of the credit card; b) appropriate credit card spending limits, both a card limit and an individual purchase limit; and c) a list of specific staff authorized to have use of the credit card(s). Additional CVC/VOCA Contract Assurances (Continued) 6. If the executive director s salary and travel expenses are charged to a Texas CASA grant, then the local CASA Board will ensure that the executive director s timesheets and travel reimbursement requests are reviewed and signed off by the board president or another board member designated by the board. Note: If your program s Board President and/or Board Treasurer change during the FY 15 grant period, then these assurances must be signed by the new President and/or Treasurer and a scanned copy emailed to Mary Hightower at mhightower@texascasa.orgor Tom Jones at tjones@texascasa.org. 23

Texas CASA CRIME VICTIMS COMPENSATION CLAIMS CASA Programs Responsibility for VOCA Texas CASA, Inc Crime Victim s Compensation Claims VOCA Requirement: Local CASA programs receiving Victims of Crime Act (VOCA) funds are required under the act to provide assistance to victims concerning Crime Victim s Compensation (CVC) benefit claims. This assistance can involve various activities including (1) directly assisting the victim or their caregiver in filling out the benefit claim, (2) referral to another victim service agency or entity that will fill out the required claim information, and (3) follow-up notification to the victim or their family when the child victim is placed outside of CPS custody. Each CASA program should establish written procedures that describe this process. During grants compliance monitoring visits, Texas CASA reviews the written procedures each local program has established for CVC benefit claim assistance, if they are following those procedures, and if the procedures are in compliance with VOCA requirements. 24

Crime Victim s Compensation Claims Benefit Claim Restrictions A child victim that is otherwise qualified for CVC benefits is not eligible to receive benefits if in CPS custody; however, a CVC benefit claim can be submitted on their behalf. This will put their benefit claim in the CVC system managed by the Office of the Attorney General (OAG). When the child is placed out of CPS custody the child s new family can then possibly receive benefits for such things as counseling, physical therapy, and/or other medical needs related to the victimization. According to OAG victim s guidelines a victim is an individual who suffers physical or mental harm or death as a result of a criminally injurious conduct. Criminally injurious conduct refers to crimes that (1) are attempted or occured, (2) pose a substantial threat of personal injury, and (3) would be punishable by fine or imprisonment. Sexual abuse, child endangerment, and physical abuse clearly fall into this category. Neglect by itself is not criminally injurious conduct according to CVC guidelines. Crime Victim s Compensation Claims Requirement for Law Enforcement Report: It is important that before you file a CVC claim, be sure that the wrongful acts (criminally injurious conduct) have been reported to law enforcement. Please note that CVC claims cannot be finalized without a law enforcement report. CVC uses the law enforcement offense report to ensure that the crime has been reported to law enforcement and to determine eligibility. The CPS report is used to supplement the law enforcement report because it usually provides more information regarding the incident. A CPS report cannot be used in lieu of the law enforcement offense report. Note: Although the offense must be reported to law enforcement, there is no requirement that a suspect be identified, apprehended, charged or convicted for a victim to apply for and be awarded compensation. 25

Crime Victim s Compensation Claims Issues When to File a Claim A claim should be filed when there is reason to believe there has been a criminally injurious act to the child such as sexual assault, child endangerment or physical abuse and such crime has been reported to law enforcement. When a child s case documentation submitted to the CASA program indicates there were possible criminal violations by the parent(s) that may have included elements of child endangerment and these violations (such as operating a meth lab) were reported to law enforcement, then a claim should be filed. The OAG will investigate the case and determine if elements of endangerment existed and if the child is eligible for benefits. A local CASA program must follow their own written procedures to insure that a claim is prepared and submitted (either by the CASA or by another agency such as CPS or the local D.A. s Office). Regardless of what entity prepares and submits the CVC claim, it should be documented in the child s file. The program should also insure that follow-up is provided so that when the child finds a permanent home and is placed out of CPS custody, the new family is notified a claim was submitted and the child may be eligible for CVC benefits. When Not to File a Claim: Crime Victim s Compensation Claims Issues A claim should not be filed if the case information provided to the CASA indicates neglect only and there is no law enforcement report. CASA should also document this in the child s file. 26

Crime Victim s Compensation Claims Crime Victims Compensation Enabling Legislation: Texas Code of Criminal Procedures Article 56 subchapter B Articles 56.31 through 56.64 Crime Victims Compensation Act OAG Contact Information: Office of the Attorney General Crime Victim Services Division CVC Program P.O. Box 12198 Austin, TX 78711-2198 www.oag.state.tx.us Main Statewide Phone Number: 1-800-983-9933 Fax Number: 512-936-1800 Texas CASA Website 27

Texas CASA Grants Team FINAL QUESTIONS? 28

Grants Management Contacts General Workshop Questions Glenn Brooks, 512/473-2627, ext. 122: gbrooks@texascasa.org VOCA/Swalm/421 Tom Jones, 512/473-2627, ext. 128: tjones@texascasa.org CVC/License Plate Fund/Title IV-E/Diligent Recruitment Mary Hightower, 512/473-2627, ext. 126: mhightower@texascasa.org Thank you for attending! Adios! 29