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B UDGET & O THER I NFORMATION By Donna Phillips Administrator Victim Services Support Program (VSS)

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Presentation on theme: "B UDGET & O THER I NFORMATION By Donna Phillips Administrator Victim Services Support Program (VSS)"— Presentation transcript:

1 B UDGET & O THER I NFORMATION By Donna Phillips Administrator Victim Services Support Program (VSS)

2 C ONTRACT I NFORMATION Contract #: DA DAC DA = Type of funding stream, so in this case it would be state Domestic Abuse funds 14 (first number)= Signifies state fiscal year 2014 (14) 35 (second number) = This is the application number that is unique to your agency and type of program. Each application is given a number when it enters our office and this is how it is tracked throughout VSS program. DAC = Type of service, so in this case it would be Domestic Abuse Comprehensive (DAC) Services

3 C ONTRACT I NFORMATION Make sure your Contract Number is placed on: Budget Revision Requests Claims for Reimbursement or Claim Voucher Forms Performance Reports

4 C ONTRACT P ERIOD All funds accept for SF (SASP): July 1, 2013-June 30, 2014 SASP or SF: October 1, 2013-June 30, 2014 Sexual Abuse Services Program (SASP) contract acronym changed from SS to SF!

5 Signed Contracts & Certified Assurances Due on or before September 20, 2013 Sign in Contract & Certified Assurances in Blue Ink Contract: Sign on “Authorized Representative Signature” Contract: Do NOT Sign on “Authorized Department Signature” Certified Assurances: Sign on both “Authorized Representative” and “Program Director” After Donna Phillips signs contract, then a scanned copy will be ed to your agency for your records.

6 C LAIMS FOR R EIMBURSEMENT Claims are due at the end of the following month of after the expended period. Example: July claim due the end of August 1 st Quarter claims: for the expense period of July 1 st - September 30 th due October 31 st. Remember to put in the Contract # on Claim. Program Signature is where you sign CVAD Signature is were VSS staff sign Appendix C of Funded Program Information has list of claim due dates!

7 Iowa Department of Justice Crime Victim Assistance Division (CVAD) Claim Voucher Fund:VA-14 Transition Funds Month:July Program Address City Phone/Ext Vendor # Contract # VA-14- Match ExpenseBudgetClaimYTDBalance ClaimYTD Payroll Benefits Travel & Training Contracted Services Equipment Repairs & Maintenance Rent Utilities Communications

8 C LAIMS FOR R EIMBURSEMENT Remember to enclose an Expense Summary of all claim/budget line categories you are claiming. Claim/Budget line categories: Payroll Benefits Travel & Training Contractual Services Equipment Repairs and Maintenance Rent Utilities Communications (phone bill, internet bill, brochures, etc.) Marketing (ads in newspaper, bilboards, etc. RE: services Supplies Insurance (liability, etc.) Other Direct Do NOT add categories to claims, budget or budget revision request forms!

9 C OMPLETE P ROGRAM B UDGET Complete Program Budget is due no later than September 20, Can not reimburse claims for transition funds until we receive your Complete Program Budget Can not reimburse claims until we receive your signed Contract.

10 Budget & Claims Other Direct Category Provide a detailed budget summary (bulleted attached document provide us a with a breakdown) Unsure if it is allowable and reasonable ask your designated VSS staff

11 Budget Revision Request Moving 10% or more from one budget line item to another. VSS staff can deny request. Submit it via to your primary VSS staff. See Appendix B of the Funded Program Information document for form.

12 S TAFF U PDATE F ORM Complete Program Staff Update Form when there is staff turnover, change in staff position or new staff added to Program See Appendix H of your Funded Program Information ed with your contracts

13 Out of State Travel Forms Programs requesting to use any of their VSS funds to attend a conference or training out of state Submit it to your primary/designated VSS staff person for approval. submission of the Out of State Travel Request form is acceptable. Include in submission the conference/training information (brochure outlining the associated expenses) and agenda of the conference/training information. Internet Address where Agenda & Conference information can be found. Please wait for approval from your designated VSS staff person prior to purchasing or incurring expenses such as airline tickets, hotel, registration, etc. Not all out of state travel will be automatically approved. Appendix G of your Funded Program Information

14 Performance Reports Bi-Annual Performance Reports will be sent out via on or before August 15, In Appendix D of your Funded Program Information List of Performance Reports Due Dates

15 Prevention Information Up to 20% of staff funded with DA or SA funds can conduct prevention activities. Only payroll & benefits can be reimbursed Specific operating expenses for prevention activities can note be reimbursed with VSS funds except for FV funds. Family Violence Prevention & Services Act (FV) funds can be used for prevention activities related to domestic violence/family violence

16 Fundraising Information Up to 20% of staff funded with DA or SA funds can assist with fundraising activities. Only payroll & benefits can be reimbursed Specific operating expenses for fundraising activities can note be reimbursed with any VSS funds no exceptions!

17 70% for Hiring New Staff The Program will utilize a minimum of 70% of the overall increase in Victim Services Support Program (VSS) funds for new staff positions.

18 Rent & Deposit Assistance for Victims Rent Assistance Must pay landlord directly Add “Emergency Shelter” on rental information receipt/invoice for reimbursement Deposit Assistance Utilize unrestricted funds Pay First and Last Months rent instead of deposit Can get reimbursement for damage (as long as it is reasonable) as have invoice from landlord.

19 Victim Service Designation Answer by end of next week! All Programs should be grand-mothered in for current fiscal year!

20 Time Sheet & Staff Time Allotment Staff track their time by funding stream and activity. Budget = As many staff as possible 100% of one funding streams.

21 V ICTIM S ERVICES S UPPORT (VSS) P ROGRAM S TAFF Luana Nelson-Brown Community Specialist Phone: Nicole Romer Victim Services Specialist Phone: Deana Utecht Community Specialist Phone: Donna Phillips VSS Program Administrator Phone:


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