Grant Applications

Grant Applications is sponsored by Tennessee Office of Criminal Justice Programs. Reporting <a href="/finance/office-of-criminal-justice-programs/ocjp/fa-ocjp-grant Category: Public Safety.

**Q. How is match calculated? ** A: Match can be calculated two ways: (STOP /JAG) Federal $ / .

75 x . 25 = ____________ (VOCA) Federal $ / . 80 x .

20 = ___________ (examples: $40,000 x . 25 = $10,000) or ($40,000 / . 80) x.

20 = $10,000) For match in cash, the match amount will go in the line item. For match that is in-kind, it will go in the in-kind line item. Any items purchased over $5000 will go under Capital Expense.

For more information on match please see the Grants Manual Ch. 3 Section 1. Match Requirement.

**Q: No one at our agency has been trained in Uniform Guidance and my agency does not have a policy for this. If I don't have this, is this going to knock out my application, or can I do some sort of online training pretty quickly? ** A: While this will not prevent any application from moving forward in the process, if the agency application is funded, training on Uniform Guidance is required within the first 6 months.

The Department of Justice offers afinancial training courseon their website. **Q: Regarding the “Other Grant Funds Table”. We are requesting equipment for this VOCA request.

Are you asking for grants we have received that are not related to our enhancement application? ** A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in the current fiscal year for all criminal justice or victim service projects.

**Q: How do we notate salary, benefits, and taxes on the budget form? Do we separate out each item? ** A: There are several ways this can be noted on the budget form.

Examples are below: Salary estimated at $____________ approximately __________% of time dedicated to project. Salary and benefits estimated at $___________ approximately ________% of time dedicated to project. Salary estimated at $ _________ Benefits estimated at $ ___________ approximately _________% of time dedicated to project.

EX. : Salary and benefits estimated at $10,000. 00 approximately 25% of time dedicated to project.

**Q: Do we need to purchase an accounting system if we do not have one? ** A:OCJP Grants Manual, Chapter III, Accounting Criteriastates the subrecipient is free to use any accounting system that the subrecipient has established if the system meets the following minimum criteria [located below in the chapter]. ” **Q: We get a lot of questions about supplanting.

Does everyone understand what that is? ** A: “Supplant” means to “replace” or “take the place of. ” Federal law prohibits recipients of federal funds from replacing state, local, or agency funds with federal funds.

Existing funds for a project and its activities may not be displaced by federal funds and reallocated for other organizational expenses. This is unallowable. Ex: You are awarded this volunteer coordinator position and you promote Dorothy to this position, you must backfill the position so there is an increase in FTEs.

In the event your agency is facing a loss of funding, make that clear in your application. **Q: How do we know what our intended outputs will be if we never received VOCA funding before? ** A: Intended outputs should be a projection, what you plan to serve.

For example, if you know you get 500-600 clients through your door every year you can safely assume that you will serve between 400-700 clients next year. Use this information to establish a baseline of services. **Q: Is it reasonable to base numbers off of what you know and where you think your program will go?

** A: Look at what your agency did this last fiscal year, and where you are today, then project what these grant monies will allow you to do in the next year i.e. – expanding services. **Q: The Authorized Official for non-profit agencies is the Board Chair, correct? ** A: For federal purposes, your authorized official is your board chair.

The project director and fiscal director should be someone who is willing to take on the responsibilities of the projects implementation. These duties are listed in theOCJP Grants Manual. **Q: We would like to use donated space as match.

Is this allowable? ** A: This is allowable under VOCA. You can find more information in theOCJP Grants Manual Chapter III.

Financial Requirementswhere it states “The value of space may be used as in kind match if space is 100% owned by the agency (either through donation or it has been paid for) and used 100% for victim services. In this case, you may use the fair market value of the space as in-kind match.

The value may not exceed the fair market value of comparable space as established by an independent appraisal of comparable space and facilities in a privately owned building in the same locality. Agencies must obtain at least 3 comps from an independent Realtor and the use the average as the fair market value. The basis for determining the value of personal services, materials, equipment and space must be documented."

**Q: What if we submit a budget which is not accurate? ** A: OCJP can only encourage agencies to complete the budget using the knowledge and resources available. OCJP cannot say at this time if budget modifications after applications are reviewed will be accepted or will impact funding determinations.

**Q: What is a State (Edison) Vendor ID? ** A: Please visit theState of Tennessee's websiteregarding Procurement/Supplier Information. This is required for executed contracts.

**For VOCA funded projects:** **Q: The SAR report is required for each organization that receives VOCA funding. The information in the report is a projection of how funding will be allocated to victim services for the year. Do we wait until June 1st to complete this form or do it prior to submission NOW, since we know the amount we are applying for?

** A: SARS should be completed as part of the application process. This is a projection of how the funds will be allocated based on the project narrative. For DV projects (VOCA funded) **Q: Since budget amounts were reduced, is the expectation that we continue to fund the same activities as the previous grant term?

Or restructure grant-funded activity to align to the reduction in funding? ** A: Agencies should present programming that is victim centered and the level of services should take into account the reduction in funds and the amount of other funds the agency has available. OCJP anticipates that the majority of the reduction will come out of agency travel and supplies.

The goal of targeting these areas is to minimize the service impact to victims but how an agency is impacted will vary depending upon their specific grant budget. **Q: Can we to use our shelter building as part of match for our two grants? ** **Q: Will VOCA Pay for Administrative Costs associated with the grant?

** A: Please the OCJP Subrecipient Grants Manual Chapter XVI Cost Allocation regarding the definition of allowable costs. The grant cannot pay for any costs associated with preparing the application itself. **Q: We were wondering, is it okay to include salary positions in our budget for one fiscal year and not the next in response to the reduced federal allocation amount?

** A: Agencies should apply for what is needed to support the proposed project. For Law Enforcement Victim Coordinator projects: **Q: Who qualifies as a Volunteer? How many hours are volunteers required to work?

** A: The Fair Labor Standards Act defines volunteer as “an individual who performs hours of service for a public agency for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered…” 29 CFR 553. 101(a).

“The1985 Amendments provide that employees may volunteer hours of service to their public employer or agency provided ‘such services are not the same type of services which the individual is employed to perform for such public agency. ’ The phrase ‘same type of services’ means similar or identical services. ” 29 CFR 553.

103. For more information please see the Grants Manual Section III Financial Requirement. There is no minimum threshold of hours provided.

Only that an agency who is granted VOCA funding utilize volunteers. **Q: What is the Department of Revenue registration or exemption process? ** A: Please see the Department of RevenueSales Use & Tax Registration Presentationfor guidance.

**Q: Is there a page limit on applications? ** A: There is no page limit; However, we encourage agencies to clearly and concisely explain the problems and needs of communities they propose serving and how their project will address those needs through the described activities, inputs, etc. Information and statistics that are global, national, or in other ways is outside the scope of your particular project is not necessary.