b udget & o ther i nformation by donna phillips administrator victim services support program...
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BUDGET & OTHER INFORMATION
By Donna Phillips
Administrator
Victim Services Support Program (VSS)
CONTRACT INFORMATION Contract #: DA-14-35-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
CONTRACT INFORMATION
Make sure your Contract Number is placed on:Budget Revision RequestsClaims for Reimbursement or Claim
Voucher FormsPerformance Reports
CONTRACT PERIOD 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!
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 emailed to your agency for your records.
CLAIMS FOR REIMBURSEMENT Claims are due at the end of the following
month of after the expended period. Example:
July claim due the end of August 1st Quarter claims:
for the expense period of July 1st - September 30th due October 31st.
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!
Iowa Department of JusticeCrime Victim Assistance Division (CVAD)
Claim VoucherFund: VA-14 Transition Funds
Month: JulyProgramAddress
CityE-mail
Phone/ExtVendor #
Contract #
VA-14- Match
Expense Budget Claim YTD Balance Claim YTD
Payroll -
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Benefits -
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Travel & Training -
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Contracted Services
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Equipment -
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Repairs & Maintenance
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Rent -
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Utilities -
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Communications -
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CLAIMS FOR REIMBURSEMENT 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!
COMPLETE PROGRAM BUDGET Complete Program Budget is due no
later than September 20, 2013. Can not reimburse claims for
transition funds until we receive your Complete Program Budget
Can not reimburse claims until we receive your signed Contract.
Budget & ClaimsOther 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
Budget Revision RequestMoving 10% or more from one
budget line item to another.VSS staff can deny request.Submit it via email to your primary
VSS staff.See Appendix B of the Funded
Program Information document for form.
STAFF UPDATE FORM 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 Emailed with your contracts
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. Email 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
Performance Reports
Bi-Annual Performance Reports will be sent out via email on or before
August 15, 2013. In Appendix D of your Funded
Program InformationList of Performance Reports Due
Dates
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
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!
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.
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.
Victim Service Designation Answer by end of next week! All Programs should be grand-mothered in
for current fiscal year!
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.
VICTIM SERVICES SUPPORT (VSS) PROGRAM STAFF
Luana Nelson-Brown
Community Specialist
Email: [email protected]
Phone: 1-515-242-6112
Nicole Romer
Victim Services Specialist
Email: [email protected]
Phone: 1-515-281-0563
Deana Utecht
Community Specialist
Email: [email protected]
Phone: 1-515-242-6112
Donna Phillips
VSS Program Administrator
Email: [email protected]
Phone: 1-515-281-7215