Iowa Department of Justice Crime Victim Assistance Division (CVAD) Financial Information

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Iowa Department of JusticeCrime Victim
Assistance Division (CVAD)Financial Information
Forms

• Fiscal Section
• Thursday, December 15th
• 1030 a.m. - noon
• Presented by
• Kristi Hill
• Division Accountant

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Projected Budget

• aka Complete Program Budget
• Budget covers 07/01/11 06/30/12
• Due in Sept. 2011
• Separate column for each fund
• Claim vouchers
• Budget amounts in 1st column

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Budget Revision Form

• Required if
• Moving 10 or gt of award from one expense to
  another
• Allowable Costs
• Subject to VSS program staff review
• Any doubt, ask first

10 Fluctuation Allowed
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Acronyms

• Victim Service Support (VSS) Program
• See acronym handout

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Claim Vouchers

• 2 Filing Options
• Monthly Claims
• Quarterly Claims
• Do not switch back and forth during a contract
  period

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Due Dates

• Due _at_ end of following month
• Aug due Sept. 30th
• July through Sept
• Due Oct.31st
• No need to overnight or other special delivery -
  

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Claim Vouchers

• Submit all claims for period at same time
• If no SS-12 or SASP claim voucher
• Include note
• Vendor ID
• Tax ID not used
• Vendor s sent with MS Excel e-mails

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Claims Processing

• Claims processed weekly
• Distributed on Monday or Tuesday for review
• Processed for payment Thursday or Friday
• Turnaround from receipt to payment is usually
  less than 2 weeks

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Claim Vouchers

• Microsoft Excel
• E-mails sent
• Monthly sent July 27, 2011
• Quarterly sent September 22, 2011
• Microsoft Word
• Written Instructions

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Spreadsheets

• Please do not include with claim vouchers
• Spreadsheets purpose is to enter data and track
  year to date (YTD) totals
• You may keep copy for your records, but we do not
  need

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Claim Summaries
Summary Page Preferred

• Summary page
• Preferred
• Circle amount claimed
• If different than invoice
• Specify amount
• Adding machine tapes
• Tape (not stapled)
• Do not cover data
• Scanning old records

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Payroll documentation
No timesheets Please

• Need to verify
• Gross Wage or
• Overtime
• Any of these will do
• Payroll register
• Payroll journal
• Payroll history report
• Check copy

Do not include
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Documentation

• Need itemized receipt or invoice
• Restaurants
• Not sufficient
• Charge slips
• Bids or quotes
• Monthly credit card statements
• Tips not allowable

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Documentation - copies

• Ordering on-line
• Print Order Confirmation _at_ end of checkout
• Claim Voucher form
• 1-sided
• Documentation
• 2-sided copies or front/back ok

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IRS Mileage Rates

• If your program has own travel policy, you may
  use those rates instead.
• Cannot exceed IRS mileage rates
• 2 different IRS rates during 2011

See handout
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State Travel Rates

• Mileage Rate
• 39 cents per mile
• Meal rates - 28/day
• breakfast 5.00
• lunch 8.00
• dinner 15.00
• TIPS NOT ALLOWABLE

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Lodging Rates

• Currently _at_ 50 plus tax through 12/31/2011
• Increased to 55 plus tax effective January 1,
  2012

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Meals Refreshments

• New DOJ policy pertains if offering or sponsoring
  an event or conference
• Requires pre-approval
• Meals for staff to attend conference or training
  are still allowable
• Email sent 11/15/11 by Donna Phillips

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Financial Guides

• OJP Financial Guide
• VOCA or VA-12
• SASP or SS-12
• OVW Financial Guide
• VAWA or VW-12
• NEW not done
• Donna Phillips will forward when completed

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Direct vs. Indirect Services

• See handout
• Direct Services (D/S) Allowable Costs
• VOCA must be D/S
• Indirect Services Unallowable Costs
• Administrative duties
• On-call example
• Fundraising/Volunteers

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Vendor ID Numbers

• Iowa Department of Revenue Finance
• Used for payment purposes instead of tax ID
  numbers
• Vendor ID list sent out with MS Excel claim
  vouchers

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Hourly Volunteer Rate

• Volunteer Rate
• 21.36/hour
• 51 cent increase from FY11
• Effective 07/01/11
• Rate determined by National Independent Sector

See handout
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Match

• Family Violence (FV) fund no longer requires
  match
• Required match listed on contract
• VA 25 award
• VW 33 award
• Match due quarterly
• _at_ minimum

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Americorp

• AmeriCorps requires match
• AmeriCorps benefits and other costs billed by
  ICADV
• Request from DA/SA funds
• Match not allowable from federal funds

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Electronic Fund Transfers (EFT)

• Claims paid via direct deposit or automated bank
  transfer
• New form for authorization
• Payment detail NEW
• Hold check issued

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Original or First Claim

• Original or first claim
• E-mailed after 1st claim is paid
• Doc. AGKH
• Date paid
• Section refers only to 1st claim
• Bottom right corner
• Info will not change

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Catalog of Federal Domestic Assistance (CFDA)

• CFDA number is included at top of each contract
• Independent auditors will need CFDA numbers to
  determine type of audit needed

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Audit Costs

• Office of Management Budget (OMB) Circular
  A-133 Audit
• If federal expenditures gt500,000
• Costs allowable from federal funds
• If not an A-133 audit
• Request from DA/SA funds

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Iowa Code Section 11.36

• Yellow Book Audit encouraged
• Audit done in accordance with Government Auditing
  Standards
• Includes Report on internal controls
• Use DA/SA funds

• 150,000 received

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Bond Insurance

• Recommended for programs receiving gt150,000 in
  state administered funds
• Employee dishonesty
• Theft coverage
• Insurance coverage depends on program size

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Audit Report Due Date

• Due earlier of
• 30 days after receipt from auditor or
• 9 months after end of audit period
• Audits for year ending June 30, 2011 are due
  March 31, 2012

If audit received Jan 15th, submit by Feb 15th
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Victim Service Support (VSS) Program Website

• http//victimservicegrant.iowa.gov
• Also known as Programs Assistant

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Questions?

• Kristi Hill
• Division Accountant, CVAD
• 515-281-8954
• Kristi.hill_at_iowa.gov or
• khill_at_ag.state.ia.us