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2018 CTAS Application Budget Development

2018 CTAS Application Budget Development

– [William] Okay at the end. – When I introduce
myself in the beginning, I’ll just say when I
get to my flags I’ll… The joining in the topics
of the future COPS webinars. As listed in on the
Tribal Justice website. – So when I introduce
myself and I’ll say that I have other colleagues
here that will be joining in in the presentation. – [William] And then Jill will say something about herself. And when she’s done I’ll
say something about myself. – [Michael] And then turn it back to me. (metal scraping) – [Nicholas] Okay I’m
gonna bring everybody on. – [Michael] After I (voice
fades) I’ll let you, after I introduce myself I’ll
let you introduce yourself. Hello everybody and
welcome to today’s webinar. My name is Nicholas Birdshead
and I’m the tech support for the OJJDP TTA Center. I’d like to thank you
for joining us today. A couple things before we get started. If you have any questions
relating to or about any of this presentation please enter those
questions into the Q&A box, which is in the lower right
hand corner of your screen. At the end of the presentation all questions will be read aloud and the presenters will answer them. If you have anything to chat about, about anything, feel free to use the chat box in the lower left hand corner. The very center on the bottom is it says presentation for download. It is today’s PowerPoint presentation. It’s also available in PDF form. At the end of our
presentation we’re gonna have a survey link and please fill that out. It’s a quick survey, it’ll just help us with everything going on. And once again I’d like to
thank you for joining us. – [Michael] Good afternoon. My name is Michael Williamson. I am from the office of the
chief financial officer. Welcome to the Budget
Development Presentation for the 2018 CTAS
development webinar process. I am joined here with two
other colleagues from the Office of Violence Against
Women and the COPS office. And I’ll let them
introduce themselves now. – [Sukeyla] Hi my name is Sukeyla Lasky. I am a financial analyst with the Office on Violence Against Women. And I will provide some little tid bits for our OVW grantees
with that Purpose Area 5. So if you have any
questions just let us know in the question box. – [Bill] Hello, my name is Bill Faith. I’m a staff accountant
and I’m representing the Office of Community
Oriented Policing Services, often known as the COPS Office. Near the end of the presentation today I will provide some information regarding future webinars for Purpose Area 1. – [Michael] Thank you both for that. Now, this presentation
again the development of the budget, talks about a budget process
and/or tools or strategies for completing your budget. Keep in mind that the budget
is your best guesstimate as to what you intend to
happen over the upcoming year as you’re implementing your grant program. So it is very important that you include all conceivable costs that it will take in order to implement your program. And allow the individual
program offices to analyze those costs to
determine whether or not these particular costs, all of
the costs that were included in your proposal are
something that can be charged against your federal grants program. To get a feel for some
of the things that you’ll need during this process, the link above the tribal link is the link that you want to utilize to find various types of
information to assist you with completing your application. You’ll find for example
the 2018 CTAS solicitation. You’ll also find a sample
budget detail worksheet which you’ll need in order
to submit your budget, and the narrative. I want to take this time
right now to say that the budget narrative is a
very important component of your budget detail
worksheet that you submit. Because a lot of times
just the information or the calculation of
the items that’s gonna be charged against the grant, may not give the analyst a full picture of what’s going to happen
on this particular program. So they will refer to the
narrative to give them the additional information
that they may need in order to make the decision
about that particular funding. I also want to stress that in reference to your
budget detail worksheet and the narrative, that
represents over 65% of your score for these CTAS budget programs. So you really want to
spend a fair amount of time on these two items to ensure that you’ve included or
completely filled out everything in these categories. You’ll also find examples of allowable and unallowable costs. You can find acronyms and abbreviations because the federal
government is always using acronyms to have conversations
between ourselves. So to get a feel for
some of those acronyms you can find that there. And I think another valuable
tool you’ll see is the frequently asked questions. So let’s look at the
actual budget categories to give you a feel for
the areas that you need to submit information in,
in order to be funded. Personnel, fringe benefits, travel, equipment, supplies, subawards or contracts and
procurement of vehicles. The other category, because
it doesn’t provide you a category that we’ve
just talked about then naturally it would go
into the other category. And then indirect costs,
the indirect costs is something that’s going
to be charged against your particular grant program. Again there is a section
in order for you to put in information in reference
to your indirect costs. So let’s look at each category,
starting out with personnel. And personnel is always a good decision to, at a minimum include the position. In some cases I have heard
grantees say, “Well I don’t know “who will actually be working
on this particular program.” And that’s not a problem. At a minimum I would
need to know the position and we’ll worry about
the individual that’s actually working it later. Because other information
in reference to the title that this individual has and the percentage of
time that they are going to be working on this
program is something critical for us to know. But let me go back to the position where I said that the individual
may not be that important. What we’re talking about the person who is responsible
for this grant program or key personnel, you want to know or identify
who key personnels are on this particular program. And it’s also important that
if a key personnel leaves during the grant term
or that grant program that you notify the program office of this particular change. The compensation, normally we
like to see the compensation shown in an annual figure, in reference to a person is working where their salary represents $60,000, but they’ll only be
working 50% of their time on this program. So based on that annual
salary multiplied by 50% of their time then that compensation will come out for this grant program to only be $30,000. Keep in mind that if
there are any increases, raised cost of living, that
you also include these, so that’s why I say
that you always want to think thoroughly about what’s going to be charged against this program. And make sure that you
include all conceivable costs when you’re calculating your budget. Again, if we’re looking
at the personnel category, again the person’s name and/or positions, the salary that’s being charged against this particular program, the rate. And then the years of
this particular program in reference to this grant program. Because remember in some cases we’re only talking about annual funding
and/or up to four years. Again the most important thing to remember is the budget narrative. The budget narrative
provides the analyst with additional information that they may need to understand various costs that have been put in your budget categories. So again, you want to be
as detailed as possible when you’re providing this information in reference to the budget narrative. Next, fringe benefits. Fringe benefits I’ve seen them calculated in the budget multiple ways. But the best way to
identify fringe benefits is to include all of the fringe benefits and not only as a percentage. We realize that fringe benefits
is a percentage of salary, but again I need to know
what’s all inclusive in the fringe benefits package to ensure that there are no
unallowable fringe benefits that have been included in
the fringe benefits package. Again some examples of something
that may be unallowable are excessive fringe
benefits that may be paid to executives within your organization. So again looking at the
actual budget sheet, again all of the items in
reference to the fringe benefits should be listed, their
associated base, the rate and then calculated out. Again the narrative should reflect the
basis of the fringe benefits and whether or not it is a current rate that’s being charged
against the grant program. Now this happens to be
my favorite category. Because travel allows you
to build in flexibility. I say that for this reason. A lot of times when you’re
developing your budget it’s hard to determine how
much you’ll actually incur during this grant program. So you need to be able to build
in some type of flexibility. This is one of the categories
where you can do that. You can build in flexibility here, but I want you to know that my job is to try and find that flexibility
that you put into the application and take it out. So I’ll give you an example of what I mean in reference to that. The grant program may require
you to do some type of travel that’s associated with the grant program. The idea of finding out how much travel in reference to air fare,
transportation shuttle and per diem and lodging
is going to be next year when you actually get this award. It’s hard to determine,
without making some types of calculations and
assumptions about this. So again, this will allow you to determine what the air fare is and
possibly at a percentage of increase to it to deal with inflation in order to make sure that you have enough to accommodate yourself next year. So again you would possibly
use some type of website in order to come up
with a reasonable number. But keep in mind that I’ll
probably use that same website to determine
whether or not the rates or the amounts that you’ve
included are reasonable. Again you want to keep in
mind of all of the costs associated with this travel
and include it in there. The most important thing
that I’ll be looking for in the travel category is what is the agency’s travel policy? Because again the travel
policy should not be more lenient than the federal guidelines. – [Sukeyla] So this Sukeyla
and I have a quick note for our Purpose Area 5 grantees. So the first is, that you just want to make
sure that you identify the mandated travel as
OVW required travel. And that’s so that we can
add up all those costs and make sure that it
totals the required amount in the solicitation. The next is that local program mileage, it can be requested, but just
make sure that you’re not putting it towards the
required OVW travel total. So if we require 20,000
it has to be strictly for OVW sponsored training
travel and can not include the local program mileage. And then the last is that
if you offer travel vouchers for victims, that those
costs are allocated in the other category. Because this category is strictly just for your internal staff. – [Michael] Thank you Sukeyla. And again based on the actual budget category that
you’re going to use again, identifying all the travel
expenses associated with it. The location that you’ll be traveling, mileage and/or air fare
associated with it, and then the cost associated with that. Again, you want to make sure that with this you do a budget narrative explaining the nature and
the reasons for the trip. Again, like Sukeyla mentioned
you want to make sure that if it is related to a
specific grant program that you identify that
in the budget narrative. Lodging, there’s something
that I want all grantees to be mindful of in reference to travel. And this is specifically
for OJP funded contracts. If there will be a conference sponsored by the grant program where there are 30 or more participants, lodging must be at the per diem rate. As you can see it says
that it’s for any number of attendees requiring lodging. So here’s what I mean by that. Let’s just say that you are hosting a conference for 30 or more. And let’s just say that that number is 35. Based on that, if one person needs to stay overnight
because the other 34 are local people, then that one person is required to get the federal lodging rate. Again, if it is less than 30 people, then this requirement for OJP
funded contracts is exempt. Information in reference
to what I just talked about can be found in the DOJ
Grants Financial Guide. And for more information
in reference to lodging and/or per diem, please
utilize the GSA website for additional information. Moving next to the category of equipment. The most important thing
to remember about equipment is your agency’s policy and procedure on how you identify and
capitalize equipment. I’ll give an example of
what I’m talking about. Most of the time when I think of equipment I am wearing my federal hat. So the definition for equipment under the federal guidelines is, equipment must have a useful
life of more than one year and have a fair market value
of $5,000 and/or greater. But depending on your organization, your organization’s policy and procedures in reference to equipment,
could be as low as $750 up to maybe a $1,000 or $2,000. So again I need to know
what your agency’s policy is for equipment, because if not it is my thinking that it is not
equipment and I will move it out of the equipment category and put it in the supplies category. So again when we’re
talking about equipment you want to identify the unit and the cost and the purpose on how this
equipment will be utilized in the grant program. So again I just talked
about this in reference to the definition. It has to have a useful
life of more than one year and a fair market value of $5,000 or more. Now the idea of buying
equipment to be used on a federal grant program is that we hope that you use the equipment
for as long as you need it. When you no longer have
a need for that equipment that was brought under
the criminal justice purpose grant program, there are some things
that you want to identify to determine how you will dispose of that particular equipment. Again I encourage you
to use it for as long as you have a need for it. But when you no longer have a need for it, if the fair market value
is less than $5,000 then you have no more recourse
with the federal government. You can retain it, you can obligate or you can use it to purchase additional
equipment, you can scrap it. As long as its fair market is under $5,000 and there are websites that you can use to find out what the fair
market value of equipment is. If that is the case and you document that then you have no more recourse. However, if the fair market
value’s $5,000 or more you must contact the
federal funding source and ask for disposition requirements. We will normally say sell
the equipment if it can’t be utilized by another grant
program, a similar grant program. And then send the federal proceeds back to the federal government. So to give you an idea of what I mean when I talk about the federal proceeds, let’s just say that your grant program and the CTAS grant programs
are that type of program where the federal government is providing 100% of the fundings
for this grant program, because there’s no match
associated with the CTAS program. So when you sell this
particular equipment, then the federal portion should come back to the federal government. However, we do allow a 10%, up to 10% for the grantee to
retain, because we realize that getting this equipment up to, up to sell, or to get it
ready on the market to be sold will incur some type of cost on your side. So you are able to deduct
what you actually spent in order to get this
equipment ready to be sold or up to 10%. I will now turn it over to Sukeyla to talk about OVW’s requirements. – [Sukeyla] So we know we
wanted to include for our Office of Violence Against Women grantees with Purpose Area 5, is that computing devices
with an acquisition cost less than your organization’s
capitalization threshold. So if you follow the same
threshold that we do, which is $5,000, so if
it’s less than $5,000 and regardless of the useful life, you can categorize it as a supply cost. So it doesn’t need to be included
in the equipment category. And the other note is
that if you are including a vehicle, a request for a vehicle, and this also goes for any
large cost equipment item. But I would say vehicles are more common. So if you’re including
the cost of a vehicle, make sure to also include
as an attached document, a lease versus purchase analysis. And what this is is a
document that you’re going to include multiple
quotes for both a lease and the purchase for comparable vehicles. So you will include
both what you might find for a quote for a lease and
then also for the purchase. And a brief analysis comparing the costs and demonstrating to us the
most cost effective measures were taken for the decision that was made. And then if you decide that a lease is the most cost effective measure you’ll include that
cost under the sub-award and procurements contract category. Because this section for
equipment is purchased equipment. And if you lease it’s a contract, so you’ll include it in that category. But one thing I just
wanted to note real quick, in one of our previous
slides we had a link for the financial guide,
the DOJ financial guide. And I just wanted to note
that it has not been updated in this presentation. So Tara has included the
link in the chat box, so you can take a quick look there if you need the link to
the newest guide for 2017. – [Michael] Thank you Sukeyla. And here is the equipment category. So again the items that have
been identified as equipment, the actual amounts that we are planning on purchasing and
then any associated costs. Again the narrative should detail the reason for the equipment
and how it’s supposed to be used in conjunction
with the grant program. Supplies. Now, again when we talk
about supplies, supplies should be broken down to the best of their ability. But we realize that when we
start talking about supplies we may want to group
some items of supplies. So when we talk about supplies they can be broken out in
reference to office supplies and/or training supplies. But again, based on the
amount that we’re trying to group together, again
if the amount appears to be excessive to you, and
I’ll give you an example. Because they may not
seem excessive to you, but the analyst on the
other end may find them to be excessive, or require
additional information in order to help them analyze it. So let’s just say that postage, you have a line item for
postage and it’s for $10,000. I would say you would
probably want to include some additional information to explain why postage is so high. So some justification
for that could be that we are mailing out quarterly newsletters to people within the community. And we’re talking about,
let’s just say 1,500 to 2,000 community people and being done quarterly I think that now I get a better picture as to why postage is so high. So again when you’re looking
any item, not just supplies, if the amount appears to be excessive, you always want to use the narrative to provide the analyst
with more information to help them make an informed decision. How the supplies will affect
the actual grant program and then detailed explanation
in the budget narrative if you feel that additional
information is needed. I will now turn it over to Sukeyla. – [Sukeyla] So for the OVW
Purpose Area 5 grantees in this category, just
make sure to provide a detailed description of
the program related supplies and how it relates to the program. Like why it’s necessary. For example, if you have
a cost for ribbon shirts, and you want to include the cost per shirt, so that we can just make sure
that the cost was reasonable. Also in the narrative,
a description of what it actually is and how
it’s used in related to the program, like if
it is used by the victims during a ceremonial event as part of their healing process. So just to provide some context as part of the justification is
incredibly helpful for us. – [Michael] And again looking
at the actual category where all this information’s going to be. The actual supply items,
again remember if we do lump some together, in the
narrative you want to provide that additional justification, along with the actual
number of supply items and its associated cost. Construction category. The thing to remember now is that Purpose Area 3, 4 and 9 no longer allow construction. However, renovation is
something that’s allowable under Purpose Area number four. So based on an existing building that may need some modification to it in reference to renovation. That is something that’s allowable and/or a pre-fabricated facility, is
something that’s allowable. Whatever the case is,
this needs to be detailed in the application so
that the funding source or the program office is
aware of all the things that it’s going to take in order to renovate a building or your decision to use a pre-fabricated building. Again, not actually again,
but I do want to mention this, even though it’s at the
bottom of each slide, I want to make reference to this. All costs associated in your
budget must be necessary for the grant program, reasonable, so again you have a
responsibility to make sure that these costs that you’re including in here are reasonable,
that they are allowable under the grant program and allocatable. That means consistently treated throughout your organization. So there shouldn’t be costs that’s treated on a grant program separately
from how you treat it normally in your agency. So again for construction
and/or renovation, I’ll say renovation,
all of the details needs to be listed here, with all of the items that’s going to be necessary
in order to renovate a building and its associated cost. The next category, sub-awards
or sub-grants procurement. One of the things that I
think helps us to identify this particular category
is that there are two items in this where we run
into some problems where a grant team will submit an application and list a sub-award as
a procurement vehicle. So at least now there are
two separate categories in order to identify sub-awards separate from procurement contracts. So again we will look at these contracts, or these items that you
have under this category, to determine whether
or not they are listed in the proper category. So again if we’re talking
about an actual contract or consultant rate, again, the current threshold of $650 per day for an eight hour day, is something that can be allowable. However, just because
the threshold of $650 is something that’s allowable,
I want to say that you should always pay consultants
what they’re actually worth and not what the funding
source will allow. Again if you do business with
one particular organization and you can do that, but
the deal is that you have to keep in mind that
you have restricted the procurement process of doing
what it is designed to. To try to get multiple offers, to give you the values in terms
of best bang for your buck. So I’m not saying that you can’t do that, but if you decide to go with one vendor, if that contract is $150,000 or more, you must come into the funding source and get prior approval before starting on that particular sole source contract. Additional information in
reference to procurement standards can be found in 2 CFR part 200, 317 through 326. I will now turn it over to Sukeyla again. – [Sukeyla] So I just
wanted to include a reminder and that’s for all grantees actually, that the $650 per day for
the consultant rate threshold that it is just a threshold, and it’s not an actual
federal contractor rate. But as a threshold it signifies that anything that’s in excess of $650 per day for the eight hour day, it
requires prior approval. So all consultants’ rates
should be determined on a case by case basis. Consistent with that
organization rate of pay that they’ve received in the past for providing similar services. And one other note about
just making the determination between sub-awards and contracts, that all contracts, they are generally for when an organization or a company when they provide a good or service for the recipient organization. And not necessarily to carry
out a part of the program, or project for the grantee. In that case it would be a sub-award. And all contracts are required to follow your procurement procedures
which for the most part, do require a competitive bidding process. So that sole source justification is only if it’s over $150,000. But still if you have
a contract, if you have if it’s not a sub-award
and it is a contract, then you are required to follow
your procurement procedures, which generally requires
competitive bidding process. – [Michael] And again, looking
at how that information should be displayed in this
particular category, again, sub-awards or sub-grants have a section where this information is identified. And again procurement,
there’s a section for that. Again like Sukeyla said
you want to determine whether or not we’re talking
about a true sub-recipient and/or a procurement or contract nature. And make sure that it is
placed in the proper category. And again, a narrative in reference to the actual work that’s being performed. The length of that particular contract or that service that’s
supposed to be provided. Again additional information
that will help the analyst help determine whether or
not we’re talking about a true sub-recipient and/or contract. The other category. Based on all the things that
we’ve talked about thus far in this webinar, I normally
say that if it didn’t fit in one of the categories
that we talk about then naturally it goes
in the other category. So again some of the
things that you’ll find in the other category
could be rent, utilities, and other things that you may
find in the other category, because they didn’t fit
in the other categories. In some cases I notice that things that are in reference to travel, like
say gasoline and other things could be in here. So again I’m not saying that
it’s not in the right place, but again, follow your
agency’s policy and procedures as to where you identify
certain types of items. Again one of the things that I want to bring to your attention is keep in mind that the analyst that is
reviewing your application may feel that gasoline goes
into the other category, or into supplies because they feel that is a consumable supply. I would avoid back and forth conversation with them. Your goal is to get your
grant application awarded. So again if they ask
you to move something, please move it to that
particular budget category. And again, based on any type of narrative to justify where these items belong and the actual items, again make sure that you
put it in this section associated with all of its
costs that’s associated with it. Indirect costs category. This is something that can be allowed to be charged back
against the grant program. If there is a approved or
negotiated indirect cost rate, a federally indirect cost rate from your cognizant federal agency, you want to include that
in your application. Again, your indirect cost
rate should be current during the time that
you’re charging it back against the grant program. Again when I talk about the rates, so you’re talking about provisional, final, or predetermined rates that you’ll find that’ll
be a federally approved indirect cost rate. Another thing is the de minimis rate. So if you’ve never had
a federally approved negotiated indirect cost rate, you can elect to charge up to 10% of modified total direct costs
without negotiating a rate. You can also use this rate indefinitely and/or until you decide to
go out and negotiate a rate with your cognizant federal agency. Charges must be consistently
charged, so again whatever you put under the
indirect cost category, again it needs to be consistently charged in your organization as
an indirect cost item. Again here’s the category for identifying
that indirect cost rate whether or not we’re talking about a federally approved indirect cost rate or whether or not we’ve elected to charge the indirect,
the de minimis rate. And again you need to
notify or at least make it explicit in your application that you are electing to utilize the 10% de minimis rate. When everything is done,
the budget summary, or you should be able to
now look at all of the purpose areas that you are requesting funding for and
make sure that all of the items total up and that they are consistent with the detailed information
that we just went over above, prior to submitting your
application for funding. Some reasons why budgets don’t clear. And this is important because sometimes you’ll submit your application, you may receive something or wonder why what the delay is. And here’s some of the
things that you may want to look at prior to
submitting your application and/or have someone in your organization review the application
prior to submitting it. Some of the things that we
find is that the application was submitted without thoroughly complying with all the instructions
in the solicitation. Unallowable costs have been included in the budget detail worksheet. The narrative content is
missing or not consistent with the item’s breakdown
that’s in the worksheet. And if we’re talking
about a federally approved indirect cost rate, the
agreement was not submitted if you have a federally
indirect cost rate. So at this point in time
I’ll turn it over to William Faith from the COPS
Office that will discuss the COPS Purpose Area 1 category. – [William] Thank you Michael and Sukeyla. Hello again, this is Bill
Faith in the COPS Office. Michael and Sukeyla have just provided you with some very good information that will be helpful to you as you proceed through your budget preparation. Most of the information
provided here today apply consistently throughout
the entire CTAS application. COPS Office will have two more webinars just like this one where we
will go into more details about the programatic
and financial aspects of your CTAS applications. As you see on the screen, I’m showing you the first webinar. And if you are interested in applying for Purpose Area 1 for the COPS Office I would suggest that you find this link on the webinar site. And here’s a register link, so that you can be registered
for this webinar as well, Tuesday January 23rd at one o’clock. These are the key points
that we’ll be providing a programatic and financial overview. And on second webinar. Michael go forward one. And the second webinar will be on Thursday February 8th. And that will be completely geared towards helping you
complete your application, the financial aspects of your application. So be sure to register for those. As soon as you can get on the list there. And next slide we have I
wanted to provide you with a handful of references. Most of you should already
have found the solicitation on the website that’s showing. So there’s a very important
piece of information. A document that you’re gonna need to read and read again. Make sure that you’re understanding the rules, regulations, timelines. There’s a lot of information
in that solicitation and it covers all nine purpose areas. So please, if you haven’t, go
to the website, bookmark it. Even download a copy
for you if you need to. Second reference for
the COPS Purpose Area 1 we have allowable, unallowable cost list. And it’s updated for this year. The third item the reference
to frequently asked questions. The set up for the
frequently asked questions, there are generic
questions in the beginning, and then they go to specific purpose area. So if you don’t see your
question in the first half keep looking, keep moving forward. They do start with a specific
purpose area questions. And we are in the middle
on page 21 through 28. So please go to the website
and find that resource. I noticed there was a question earlier about the financial guide. So I’ve added the new link to that. The DOJ Grants Financial Guide. And for those of you interested in requesting indirect costs, I’ve also added a link to
the Department of Interior. Frequently asked questions for
their indirect cost services. So if you would like to utilize that they’re always helpful. So there are just a couple
of topics that I wanted to throw out at you. We’re going to go into
more detail on these during both of the webinars
that I just showed you. So Purpose Area 1 detail budget worksheet was redesigned to be more user friendly and to reflect software updates. Most notably you will find
more instructional language throughout the worksheet. I will show you the
steps on how to do that. It’s simply dragging
your mouse over top of any little red icons,
any little red triangles. And once you do that, information pops up, instructions on how to use
that particular box or section. You’re strongly encouraged
to use the workbook when completely the proposed budgets. Fillable versions are
available for download. There is a question on the board that says where and how, so all of those
question will be answered at the next two webinars. I’m gonna be giving you presentation of the new item that we have added this year. Overtime has been added as
an allowable cost this year and can be requested as a separate item in the other category on
the budget detail worksheet. There’s a set of questions in the frequently asked questions guide. And they will explain the
overtime and how you use it and where you have to report it on. There are caps for that, so keep in mind for COPS Office, we will have caps for the amount of funding you get, the amount of overtime you get. And possibly one of the
things I will discuss on the next webinar. If you plan to request personnel, please read all the award
documentation provided and that’s specifically the solicitation to understand the rules and regulations for hiring law enforcements
in Purpose Area 1. We also offer a civilian position, but it’s only for an
anti-methamphetamine coordinator is the only civilian position we offer. So make sure that you
read over the solicitation in our section, Purpose Area 1, to see the eligibility for what a law enforcement officer is. Maintain your documentation that supports how your requested salary was arrived at and how the fringe benefit totals of each item were calculated. Keep a record of that on
hand if we need to ask you about how you came up with these numbers. If a request is made for an item that involves
policy or procedure, as Michael stated earlier, be sure to state the nature
of the policy or procedure, whether it’s federal or if
it’s your own agency policy. Follow those regulations
as you create your budget and remain in compliance
throughout the award. Some examples of stated
use policy would be for contracting, for consultants, equipment capitalizations, if it’s yours or if it’s a federal policy,
and travel regulations, whether it’s yours or it’s GSA
federal travel regulations. As I said before, be
aware of the funding cap for your agency and
understand that there is no local match requirement. Please be sure to limit your requests accordingly to stay under the cap. If indirect costs will be requested a current agreement must be
submitted with the application. If your agreement has expired,
you may present that and submit it with your application. However, the associated costs will
be calculated and frozen until a current agreement is provided. This will conclude our webinar today for the budget development section. I’d like to thank you for attending. – [Gandra] Good afternoon everybody, this is Gandra Lovell from
the OJJDP Training Center, here in Oklahoma City, Oklahoma. We have about 15 minutes
left on the webinar. And so if you have any
questions for the presenters, please type them in in the
question and answer box. And we will begin the
question and answer portion of the webinar. Okay first question. Do you have to do a budget
for each purpose area or do you combine all? – [William] Okay, so when you download the budget detail worksheet you will notice on that Excel spreadsheet there are nine different tabs, so you will have nine separate appli, not even applications, you would have nine separate budgets to fill out if you want money from every single, if
you’re gonna request money from every single category,
every purpose area. So to answer your question there are separate budgets to be had. – [Gandra] Okay next question. Is there a list of OVW mandated trainings to help determine location? How many trainings need to be attended? – [Sukeyla] So there
is, this is Sukeyla with Purpose Area 5 with OVW. And there is not a list of the
mandated trainings to attend however if you use the
GSA locality per diem to determine the rates that
you compensate for travel, then you can use, ’cause it’s
an estimate it’s a budget, you know we totally get that. So you can use a large city like Washington DC or like a large city in California to make the budget estimates. – [Gandra] Next question. If we are requesting to
host an onsite training, bringing a professional onsite to train in an evidence based practice, would this cost go under
training/travel or contractual? – [Sukeyla] If you’re
bringing somebody in to train then it is, at least
for the Purpose Area 5, but it is not a (audio
skips) staff travel. And you are likely not only
paying for this person’s travel costs, but also
their training costs at a consultant, like a consultant fee. Even if it is a PA provider and they don’t have a consultant fee, it’s still their travel
is not a direct staff of your organization. So that would be in the
contractual category, the subawards and procurement
contract category. – [Gandra] Are wellness court incentives for participants allowable? (Michael mumbles comment) – [Sukeyla] I’m not sure if maybe the person if Richard, wants to clarify it in the box below, what purpose area this is for and maybe a little bit more information. We can try to provide some guidance. I just don’t know the context. So a little more information
would be helpful. But we can go on to the next
question in the meantime if Richard wants to clarify. – [Gandra] Next question. For a vehicle acquisitions
under the COPS Purpose Area 1, will we need to provide a
lease versus purchase analysis as described in the OVW Purpose Area 5? – [William] And the answer is no, because you are simply purchasing, you will not be leasing,
we don’t offer lease on the Purpose Area 1. But you will need to bring
in to the application, if you can get it, a quote, or several and add that to the application. If you’re going to be
getting a police vehicle and the accessories that come with it, you can combine those two as one cost in the equipment category. – [Gandra] If we have a evaluator who is a consultant to the project, should we categorize them as
a subaward of procurement? – I think the question is–
– Subaward or procurement. – [Sukeyla] Or procurement, right yeah, I think the question is one or the other. I guess it depends on the, the nature of the service
that’s being provided by the evaluator. If they’re evaluating the
program and they’re not carrying out a portion of the program, I would say it probably is a procurement. But, what I would recommend is
visiting 2 CFR 200.330. In that section it lists out the characteristics of both
subawards and contracts, so that you can make the determination based off what the federal
regulations actually identify for the characteristics of each. So you can determine based
off of that information. – [Michael] And this Michael from OCFO and let me just add to that,
because I do agree with that. But thing to keep in
mind that I’ve seen this in two different scenarios, where we’re talking about an evaluator that is evaluating the program
during the last 90 days after the grant has closed. So if they’re doing it during
that 90 day liquidation period after the grant is closed, I would say that that is a
procurement contract nature. But also I’ve seen the case
where an evaluator has been evaluating the program and there may have been
dialog between the applicant and the evaluator throughout
the life of the grant. So if that’s happening
throughout the life of the grant, I probably would reach out
to the program manager, because that could be a case where that is a subrecipient, because
it’s not at the end of the grant program. – [Gandra] Okay moving
on to the next question. Why does it take so long after award to get your budget approved? – [Sukeyla] That’s a very fair question. Sorry about that Marilyn. I would say probably because we have such a significant amount
of awards that have budgets. I guarantee you that all
of our financial staff with all of the components
work incredibly hard and there is always a push
to get our budgets done, even prioritize them all. But we also take such incredible care for each of the budgets,
to make sure that we are reviewing it very thoroughly from both a programatic
side and financial side from all staff. Just to make sure that we’re helping to protect our grantees from findings. You know we look for everything, we incorporate all the
different types of reviews into each of the budgets that we look at. So there really, it’s an
intensive review for every award. And there’s just so many
awards that we issue every year and all of the components. So we appreciate your patience
as we review the budgets. You know sorry that it does
take a little bit of time. – [Gandra] Next question. How do we get more information
about indirect cost? It’s not something that
I am familiar with, so I am not sure if it is
something that we will need to take into account. – [Sukeyla] If you are not
with your finance department I would maybe check with them first and see if they have any, if they’ve ever looked into it. They might know a little
bit more about it. And if they haven’t,
then I would recommend contacting your federal cognizant agency. And that means the federal
agency with whom you have most amounts of federal funds. And they’ll be able to provide
you with more information regarding the process
for negotiating a rate. And then if you maybe
determine that that is not something you want to pursue. You can also consider if
you’ve never negotiated a rate for your organization or your tribe, then you can also consider
the de minimis rate which we provided some information
for in the presentation. – [Gandra] If your indirect cost rate changes every year in a multiyear grant, do you need to do a
GAN budget modification every year that the IDC changes? – [Sukeyla] So this I think
there is a difference between the Purpose Area 5, which is the Office of Violence Against
Women grantees and OJP. I’m not–
– And COPS. – [Sukeyla] Okay and COPS. So I’ll speak for OVW Purpose Area 5. We do not require grantees to submit a budget modification GAN. If you are making a change to the, if you’re moving funds between the direct and indirect cost categories. That is not a requirement for us. You would defer back to the other things that do trigger a budget modification GAN. But we can, you can see that
in the DOJ Financial Guide. But that is not one
that is required for us. – [Michael] And it is
requirement for the OJP and the COPS grant programs. So if you’re moving
money into or out of the indirect cost budget category, then you must submit a GAN
to rebudget those funds, so that it can be approved. – [William] And for the
COPS Office that is true, but it’s not called a GAN. It’s a simple modification
process through the COPS agency portal. And what you’ll do is submit the request and you will discuss this with your grant program specialist at the time. – [Gandra] Okay moving
onto the next question. Would like to hear clarification about food purchase restrictions for OVW. Can a program’s advisory
board raise funds to cover this cost, since it is not
allowable under the grant? – [Sukeyla] Ah so this sounds
like a two part question. The first one, or I mean I guess it’s one question, but there’s different ways to approach it. So the first thing I want
to clarify is that the, if food costs are for
victims and survivors. Like let’s say you have
a healing circle group and you want to provide
a very light refreshment or snacks for them,
then that is allowable. But if you were providing food for trainings or conferences or anything that involves your peers,
then that is not allowable with OVW funds. And then the second part of the question, can a program’s advisory board raise funds to cover this cost? If the advisory board
is not funded by OVW, if you’re just, if this
is unrestricted funds that people, that aren’t
provide, who aren’t, being compensated through the grant, that they’re raising funds. I mean you can spend unrestricted funds in the manner that you choose. And as long as the people
who are raising those funds are not being paid for
with OVW funds then that’s, then they’re raising unrestricted funds. That can be paid for in
that manner you decide. – [Gandra] Okay we’ll take
a couple more questions. Are incentives, i.e. gift certificates, gift cards, gas vouchers,
for drug court participants allowed in the supplies category? And Chanelle says, my question pertains to Purpose Area 3 and 8. – [Michael] For that I
would recommend that you reach out to the program
office to determine whether that is something that they will allow under that particular program. Because in most cases that I’ve seen incentives are not allowable. But based on any type of justification, I’m not saying that a
program office will not take that into consideration. – [Kara] And I will chime in here. My name’s Kara McDonagh and I do work with the program office as OJJDP
with the Purpose Area 8, Healing to Wellness grants. There are some, sometimes when incentives are allowable, but there needs to be a justification and there needs to be some very clear calculations around
exactly when the incentives would be offered and what they would be. And if they’re gonna be
gift cards there needs to be things in place to ensure that, that there are adequate
controls to keep them from being used inappropriately. And, I can’t speak for Purpose Area 3, which is the adult Healing
to Wellness course, but you would reach out to
your program manager there if you were awarded. – [Gandra] Okay, we’ll
take one last question. Last year when our budgets were submitted, the person who submitted
the budget only uploaded the final page, so we
were denied submission. Is this a common error? – [Sukeyla] I haven’t seen, I
haven’t seen that error before I’ll be honest. I thought that the document is protected, like the Excel spreadsheet
this doesn’t allow you to make any changes to it. That surprises me, but I guess if you are a Purpose Area 5 grantee, you can contact your program specialist and they will put you in
contact with one of our GMS technical assistant
specialists to help you out. And Michael if you want to talk for other. – [Michael] I mean, I’m
under the impression that when you submit the
package it’s all inclusive, so. I’m not sure how one page
of it can be submitted and not the entire package. – [Sukeyla] Yeah that sounds
like it must have been a really strange glitch.
– Yeah. – [Michael] So I agree,
contact the program, you know the help desk
to see whether or not they could find out what actually went on. But that’s the first I’ve heard of that, yeah that’s the first I’ve heard of that. – [Gandra] All right, thank you everybody. If we did not get to your question today, we do have a transcript of questions and the ones that were not answered, you will get a response via email. And also if the presentation
is available for download in the presentation download pod. If you highlight the presentation and click upload file or download file, you have access to that. Also the presenter contact information, if you have any further questions, you can contact the DOJ Response Center at [email protected] or you can call them, 1-800-421-6770. And we also have a webinar survey for everyone to fill out today. It is also located at the
bottom left hand corner. If you highlight the link you can click to browse to. Please fill that out for us,
let us know how we did today. And if you have any further questions, again the presenter contact information, reach out to them. Thank you very much have a great day.

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