PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY

VICTIMS OF CRIME ACT (VOCA) PROJECTS GUIDELINES FOR FISCAL YEARS 2009-2011 PROJECTS

Egrants Funding Announcement Title: Victims of Crime Act 2009-2011 Deadline for Submission of Materials: All applications for 2009-2011 VOCA projects must be submitted electronically through PCCD’s Egrants system no later than Wednesday, March 25, 2009. The original signature page and any EEOP Certification must be mailed separately to PCCD and postmarked no later than March 25, 2009. PREFACE: The Pennsylvania Commission on Crime and Delinquency (PCCD) is now accepting subgrant applications for continuation projects for funding under the federal Victims Of Crime Act of 1984 (VOCA) grant program for Fiscal Years 2009-2011. The primary purpose of VOCA is to support direct services to victims of crime. The Local Policy Board must convene in order to collectively review and recommend all requests for local distribution of VOCA funds. The Local Policy Board (LPB) Orientation Packet must be submitted to PCCD with the first funding recommendation of the year, and the VOCA announcement is the first funding announcement of this year. PROJECT DATES: Applications approved for funding will be for 24-month projects and have a start date of July 1, 2009 and end on June 30, 2011. AMOUNT OF FUNDING AVAILABLE: The total amount of VOCA funding available for distribution to counties for Fiscal Years 2009 and 2010 is $22,830,000. This represents an 18.5% decrease from the 2007-2009 funding announcement. The amount of VOCA funds available to individual counties has been determined using a formula allocation factoring population, crime rates, and penalty collections per county. The formula utilizes an average of the most recent five-year data, including U.S. Census data, Uniform Crime Reports, and adult, juvenile, and domestic violence penalty assessments. The formula ensures that no county will receive a decrease greater than 1% of the overall statewide decrease in funds. The specific allocations by county are listed in Appendix G. Each policy board may distribute no more than the total amount listed for that individual county.

AGENCIES ELIGIBLE FOR PARTICIPATION: Only agencies which are currently receiving VOCA funds from PCCD are eligible for funding in 2009-2011. The recipient agencies or subcontractors who are responsible for provision of the services must be public (governmental) or non-profit organizations, or a combination of both, that provide direct services to crime victims. To be eligible for VOCA funds an organization must:

• Have a history of a minimum of two years of experience in serving victims of crime as the principal mission of the organization, and derive at least 25% of funding from non-federal sources.

• Demonstrate support and approval of its services by the community.

• Have a history of providing direct services in a cost-effective manner.

• Use volunteers unless there is compelling reason to waive this requirement and have a

waiver granted by PCCD (refer to Page 15 of these Guidelines).

• Promote, within the community, coordinated public and private efforts to aid crime victims. Coordination efforts qualify an organization to receive VOCA funds, but are not activities that can be supported with VOCA funds.

• Assist victims in seeking crime victims’ compensation benefits. Such assistance must, at

a minimum, include identifying and notifying crime victims of the availability of compensation and referring them for further assistance.

• Provide services to victims of federal crimes on the same basis as victims of state crimes.

• Provide free services to crime victims through the VOCA-funded project.

• Maintain confidentiality of client-counselor information and confidentiality of research

information.

• If a religiously affiliated organization, ensure that services are offered to all crime victims without regard to religious affiliation and that the receipt of services is not contingent upon participation in a religious activity or event.

• Attest that they do not discriminate against victims because they disagree with the way

the state is presenting the criminal case (as amended to Section 1404 (b)(1) of the Victims of Crime Act of 1984 by the USA Patriot Act, P.L. 107-56).

• Meet applicable program standards established by PCCD (see below, Program Service

Standards).

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Each program must indicate as part of the application process that these criteria are met and be able to provide supporting documentation, upon request by PCCD. FUNDING PRIORITIES: Due to the decrease in the VOCA allocation to counties, the Victims’ Services Advisory Committee reaffirmed its prior decision to impose a moratorium on the funding of new VOCA applicants. Therefore, applications for FY-2009-2011 will only be accepted from current recipients of VOCA funding. Funds should be used by programs to maintain and stabilize the services created through past VOCA funding. Programmatic changes proposed by applicants will require extensive narrative justification and be subject to a higher threshold of review by PCCD. PROGRAM OBJECTIVES, ACTIVITIES, AND DESIGN: The purpose of VOCA crime victim assistance funding is to support the provision of direct services to victims of crime. Direct services respond to the emotional and physical needs of crime victims by helping them stabilize their lives after a victimization, assisting them in navigating the criminal and juvenile justice process, and/or provide victims of crime with a safe and secure environment. In Pennsylvania, procedural services promoted in the Crime Victims Act such as criminal or juvenile justice orientation, notification, opportunities for input, assistance with restitution, etc., are funded through the State Victim/Witness Assistance Program (RASA) or the Victims of Juvenile Offenders Program (VOJO) and are not eligible under VOCA. PROGRAM SERVICE STANDARDS: Recipients of VOCA funding must adhere to the federal VOCA guidelines which can be accessed on-line at the following address: http://www.pccd.state.pa.us/pccd/lib/pccd/victim/grantinformation/final_program_guidelines_-_voca.pdf All programs receiving VOCA funding must meet standards established by the relevant oversight organization, i.e., Pennsylvania Commission on Crime and Delinquency (PCCD), Mothers Against Drunk Driving (MADD), Pennsylvania Coalition Against Rape (PCAR), Pennsylvania Coalition Against Domestic Violence (PCADV), and National Children’s Alliance (NCA). Therefore, sexual assault programs, domestic violence programs, Children’s Advocacy Centers, MADD chapters, and centers providing comprehensive services that are seeking VOCA funding must be able to demonstrate that they meet the standards established by PCCD, and/or these statewide or national organizations in order to be eligible for VOCA support. Programs that are unsure which standards apply to their services are responsible for contacting PCCD for clarification.

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APPLICATION PROCEDURES: The required Local Policy Board Orientation packet and submission information must be received by PCCD before any agency applications will be reviewed and considered for that county. To access the appropriate Local Policy Board Forms go to PCCD’s website www.pccd.state.pa.us. Victims of Crime >Are You a Victim Service Provider > Information on Grants > Local Policy Board > VOCA Specific LPB Information to access the forms. Please consult the VOCA Submission Checklist to make sure everything is in order prior to submission. Programs that provide services to multiple counties must submit an application for each county. The name of the county the application is being submitted for must appear in the Project Title of the application in Egrants. Online Applications and User Registration: This Funding Announcement can be accessed via the Egrants website by entering, Victims of Crime Act 2009-2011 in the title field of the Funding Announcement search screen. All applications associated with this Funding Announcement must be submitted online through the PCCD Egrants system. Hardcopy applications and reports will not be accepted. Your agency must be registered in Egrants in order to apply for a grant through PCCD’s Egrants system. If your agency has never submitted a grant application through PCCD’s Egrants system, you will not be able to do so until your agency registration is complete. To register your agency in Egrants, complete the Egrants Agency Registration Request form, which can be found online within the PCCD Egrants Help Center under Egrants Quick Start Guides. Once your agency is registered in Egrants, individuals that will enter information in Egrants, or be a contact for the proposed application, must also register to use Egrants. When creating a new grant application, the Project Director, Financial Officer and Primary Contact identified on the Main Summary page must now be registered Egrants users. At least two of the three contacts must be different users. These users must also have security access to the specific Grant ID number in order to access it. If the individual’s name does not appear in the dropdown list as a selection for the Project Director, Financial Officer or Primary Contact, then the individual is not a registered user with security access to the grant. The individual must register in Egrants to obtain a user ID and password and/or obtain appropriate security to the specific grant. Refer to the PCCD Egrants On-line Registration Quick Start Guide, PCCD Egrants Security Roles Quick Start Guide, and PCCD Egrants User Registration Request Form for help with registering and obtaining the required security. An explanation of the duties of the Project Director, Financial Officer, and Primary Contact can be found in the Egrants Help Center Glossary. Additionally, please note: The Commonwealth will make payments to grant recipients through ACH. When your application is submitted to PCCD, your agency must submit or must have already submitted its ACH information using the Pennsylvania Electronic Payment Program (PEPP) Enrollment Form to the Commonwealth’s Central Vendor Management Unit at 717-214-0140 (Fax) or by mail to the Central Vendor Management Unit, Bureau of Financial Management, Verizon Tower – 6th Floor, 303 Walnut Street, Harrisburg, PA 17101-1830. The PEPP Enrollment Form/EFT Payment Enrollment Form may be found on PCCD’s website under Grant Opportunities>Application Information and Forms.

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SECTIONS OF THE EGRANTS APPLICATION

1. Main Summary Information:

This information must be completed before the system will allow you to access the other required sections of the application. Please be sure to select the House and Senate Districts served by the project. A link to the respective districts is available by selecting the “Help” button on the “Main Summary” page.

As part of this section, please select from the following “Keywords” in the dropdown menu, found toward the bottom of the Main summary Screen, when entering your application. The keywords must include all of the following that are applicable and have funding allocated to serve these types of victims:

• Sexual Assault Services; • Domestic Violence Services; • Child Abuse; and • Other Serious Crimes

2. Budget Detail:

The Budget Detail must show the relationship between the budgeted expenditure categories and the proposed operation of the project. For each line item, please include the formula used to calculate the cost of the item. For instance, for a travel line item related to mileage, provide the mileage reimbursement rate and the number of miles traveled. For Personnel please provide the formula used to show how many hours each staff person works as well as how many hours are supported with VOCA funds.

3. Budget Narrative: The items listed in the budget must be directly linked to the Objectives and Activities outlined in the Project Narrative section. Provide the total number of staff and volunteers supported by this project in Full-Time Equivalents (FTE). This includes positions funded directly by the project and those used as a matching fund source. Please show a separate FTE for volunteers and staff if used as match.

• To determine the FTE rate, add the number of staff hours per week paid for (directly and through match) by VOCA. Divide this number by the number of hours that is considered full-time by your agency.

o For example, if your budget supports 20 hours a week in salaries for two staff

members, and your agency considers full-time to be 40 hours per week, your agency is funding one FTE staff member.

• The FTE rate can be reported as a fraction.

o For example, if your budget uses 60 hours per week of volunteer time as a matching fund source, and your agency considers full-time to be 40 hours per week, your agency is funding 1.5 FTE volunteers.

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4. Project Narrative: List the objectives and activities that will guide the operation of the VOCA project. The VOCA project refers to those activities that will be supported by VOCA funds or used as match. A list of services that will be provided with VOCA funding should be included. Please provide a brief summary of the VOCA project including a brief summary of activities, costs, significant changes from 2007-2009, and the amount of any increase or decrease in VOCA funds and how the increase or decrease will be managed.

5. Service Information:

Select each appropriate Service and enter the Target, Position, and Supervisor information (if applicable) for each service selected. Only services and staff funded through VOCA apply in this section. All allowable direct services are listed in this section. Additional services may NOT be added by applicants. Indirect services such as money used for training and supervisory support of VOCA funded employees should be listed in the Project Narrative.

This section incorporates the allocation breakdown that must be submitted for each application. Each applicant is required to provide an estimated breakdown of their allocation (amount of funding to be used) based on resources and services provided by type of crime. This information is now required for domestic violence, sexual assault, other crime and child abuse victims. This breakdown must be completed by each applicant. If an agency does not provide services to a particular type of crime victim, please enter “0” for the Target.

6. Performance Measures:

VOCA-funded programs are required to begin implementing an Empowerment and Satisfaction Questionnaire (ESQ). The ESQ is to be administered at the completion of services. It is designed for self-reporting of the client’s perception of the impact the agency’s services have had on helping to resolve issues in the client’s life resulting from the victimization. Applicants will be required to report the following performance measures utilizing data as obtained through the ESQ:

1. Victims’ Fear – Coping Ability; 2. Victims Satisfied with Services; 3. Victims with Enhanced Wellbeing; and 4. Number of clients that completed the ESQ.

Applicants will be required to enter a Target for each of these performance measures. When completing this section in Egrants, enter “0” for each Target in the Performance Measures Section. Modifications to these targets will need to be made in the future. At that point in time, subgrantees will be provided with additional information and instructions.

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7. Required Attachments:

The submission of Job Descriptions for all positions funded under this project, including consultants (either directly or through matching funds) and volunteers used as a match, is an application requirement. Position summaries will not be accepted. Job descriptions must be specific to the work performed by each staff and volunteer position and include the essential job requirements, qualifications and required duties. All position titles must match the job titles described in the Project Narrative and Budget Narrative as well as the Service Information section. Job descriptions must link to the activities proposed in the Program Narrative and Budget. Positions that are funded entirely by VOCA must reflect that the position performs VOCA eligible activities only. Attach Job Descriptions to your online Egrants application. Do NOT mail them separately to PCCD.

If applicable, the following are allowable items that cannot be attached to Egrants and must be MAILED to PCCD:

• Specifications:

Any applicant purchasing technology-related equipment and/or other items that will have a life greater than one year (i.e. furniture, workstations, etc.) is required to submit specifications for these items. The specifications must be submitted via mail with the signature page and other required information.

• Personal Services Contract(s):

This information must be submitted if the applicant contracts with another individual to provide specific services under the grant. For further information regarding the use of personal service contracts, please see the Applicant’s Manual. Personal Service Contracts must be submitted via mail with the signature page and other required information.

8. Required Local Policy Board Submission Information:

Local Policy Board submission information must be mailed and postmarked no later than March 25, 2009.

Local Policy Board Submission Information:

• Policy Board Chairpersons’ Submission Checklist; • Minutes of the most recent Local Policy Board meeting that include:

o Contents of decision reached, including vote o Contents of Meeting;

• Policy Board Membership and Attendance Form; • Policy Board Certification (Appendix B.3); • Policy Board Program Summary Form (Appendix B.4);

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• Profile of Victims’ Services Survey (B.5) for each agency included on Policy Board Program Summary Form; and

• VOCA Eligibility Verification and Additional Applicant Information (B.6) for each applicant agency.

Corresponding forms are available on PCCD’s website www.pccd.state.pa.us Victims of Crime < Are You a Victim Service Provider < Information on Grants < Local Policy Board >VOCA Specific LPB Forms.

9. Standard Sections

In addition to the budget and programmatic sections identified above, the applicant must complete the following standard sections:

1. Approval Checklists; 2. Recipient Agency Budget; 3. Payment Terms; 4. Use of Federal Funds 5. Civil Rights Responsibilities; 6. Federal Transparency Act Certification; 7. Audit Responsibilities; and 8. Federal VOCA Guidelines and Program Service Standards.

Please note, the Egrants system will not allow an application to be submitted unless all required sections have been completed.

The original and two copies of the following information must be mailed to PCCD:

1. Signature Page 2. Equal Employment Opportunity Requirement:

Pursuant to U.S. Department of Justice regulations (unless the applying organization is exempt as listed below), each subgrantee receiving a federal award of $25,000 or more and having 50 or more employees is required to maintain an Equal Employment Opportunity Plan (EEOP) on file for review by the Federal Office for Civil Rights upon request.

The applying organization is required to complete the applicable section of the EEOP Certification Form. Complete Section A to claim exemption if the applying organization is a Non-Profit Organization, or your grant request is less than $25,000, or if the applying organization has less than 50 employees. Note: Completion of Section B requires that your organization has a current EEOP on file that is available for review upon request.

The EEOP Certification Form may be found on PCCD’s website www.pccd.state.pa.us under Grant Opportunities > Application Information and Forms > Standard Forms > Equal Employment Opportunity Plan (EEOP) Certification. This form is available in

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PDF format only. You must print and sign this form. This section is complete when you mail the signed EEOP Certification Form along with the signed original signature page (page 2) of the subgrant application to PCCD.

TECHNICAL ASSISTANCE: The Egrants Help Center contains a vast array of technical assistance materials. Within the Egrants Help Center, there are online tutorials, step-by-step guides called Quick Start Guides, Frequently Asked Question lists, and a glossary. If you cannot find what you are looking for in the Egrants Help Center, please contact the PCCD Egrants Help Desk at (717) 265-5887 or toll free at (800) 692-7292, option 9 and then option 6. Hours of operation for the Help Desk are 7:30 a.m. to 4:00 p.m. daily. ONLINE RESOURCES: The Applicant’s Manual & Appendices has been posted on the PCCD’s website www.pccd.state.pa.us Grant Opportunities < Application Information & Forms < Applicant’s Manual & Appendices. AWARD AND POST-AWARD REQUIREMENTS: Applications that have been recommended by the Local Policy Board and have successfully met programmatic and fiscal requirements will be recommended by staff and the Victims’ Services Advisory Committee (VSAC) for approval by the Commission at its June meeting. In the event that a subgrant application is not submitted to PCCD by an agency recommended by the Policy Board or the submission does not sufficiently meet application requirements, PCCD will notify the Local Policy Board Chairperson for use in future year funding decisions. The Local Policy Board Chairperson will also be notified when an agency has made significant refunds to PCCD of VOCA funds for at least the past three years. The Policy Board may then use that information as part of their allocation decisions. Payments will be provided to subrecipients via direct deposit on a monthly basis. The first payment to subrecipients may be delayed for processing reasons. Please note that since this is an automatic process, it is very important to submit all post-award reports on time. If the reports are delinquent, there will be a break in funding. PCCD will stop the payment process until all required reports are current. The automatic process will resume when the applicant demonstrates that it can submit required reports in a timely fashion. PCCD reserves the right to notify the Local Policy Board Chairperson, the agency’s Board of Directors or the County Commissioners (for system-based programs) in the event that post-award requirements are not fulfilled within a timely manner. Any changes to the approved application must be approved by PCCD in accordance with the project modification request process described in the PCCD Applicant’s Manual. Project

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Modification Requests (PMRs) must be received by PCCD at least thirty days before the end of the project period in order to ensure PCCD’s consideration of the request. Refer to the Applicant’s Manual for further information on PMRs and parameters for exceptional requests. PCCD will not accept PMRs submitted after the termination of the project period. Changes made to personnel that do not fall under the PMR guidelines should be discussed with program staff to make sure the percentage of VOCA support balances with the VOCA eligible duties in job descriptions. The Subgrant Annual Progress Report is due 60 days after the end of each grant year. You must submit an annual progress report for each year of funding. This report must be submitted by using the Egrants system. Monitoring of VOCA-funded projects is conducted on site at each agency at least once every three years. Additional site visits may be conducted at the discretion of PCCD. In addition to ensuring compliance with state and federal requirements and standards, agencies must be able to verify that the activities and costs of the project are conducted as approved. ADDITIONAL FEDERAL GUIDELINES: All VOCA grant recipients must agree to comply with federal Office of Justice Programs Financial Guidelines, VOCA and Final Program Guidelines. These documents can be accessed on-line at the following addresses:

OJP Financial Guide: www.ojp.usdoj.gov/financialguide/

VOCA: www4.law.cornell.edu/uscode/42/ch112.html

Final Program Guidelines: http://www.pccd.state.pa.us/pccd/lib/pccd/victim/grantinformation/final_program_guidelines_-_voca.pdf

CONTACT PERSONS: Program-related questions should be directed to Ms. Jennie Seigler of the Victims Services Program staff at (717) 265-8745. Fiscal or budgetary questions should be directed to Mr. James Stank at (717) 265-8510.

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ELIGIBLE AND INELIGIBLE ACTIVITIES AND COSTS UNDER VOCA:

Direct Service Activities: Definitions for direct services may be found in the Service Information section in Egrants by clicking on the service name link or on the “Click Here for a Detailed Description of each Service” link.

Indirect Services under VOCA: The services and activities in this section, though not direct crime victim services, are often necessary to ensure that quality direct services are provided. Each indirect service that is supported by VOCA must clearly provide evidence in the agency’s Project Narrative and Budget Narrative that:

1) Direct services to crime victims cannot be offered without VOCA support of these expenses.

2) The agency has no other source of support for these tasks. 3) Only a limited amount of VOCA funds will be used for these purposes.

Please refer to Eligible Costs for further clarification on the criteria for using VOCA funds to cover the costs of Indirect Services.

• Skills Training for Agency Staff – Funds designated for training are to be used

exclusively for developing the skills of direct service providers (paid staff and volunteers) who work within a VOCA-funded agency, so that they are able to offer quality direct services to crime victims.

NOTE: VOCA funds cannot be used for management and administrative training for executive directors, board members, and other individuals who do not provide direct services, or for professionals who do not work for the VOCA-funded project.

• Supervision of VOCA-funded Direct Service Providers when such supervision is

necessary and essential to providing direct services to crime victims.

• VOCA-Related Program Administration of personnel records, programmatic documentation, maintenance of mandatory time and attendance sheets, reports, statistics, and client records as they directly pertain to VOCA funded activities.

• Public Presentations that are made in schools, community centers, or other public

forums, and that are designed to help crime victims identify their own victimization and provide or refer them to needed services.

Note: Crime Prevention activities and training for professionals that do not work or volunteer for the VOCA-funded agency are not eligible activities. Vigils and other crime awareness activities are also ineligible.

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COSTS UNDER VOCA:

Eligible Costs: • Costs Necessary and Essential to Providing Direct Services - Prorated costs of rent,

telephone services, transportation costs for victims to receive services, emergency transportation costs that enable a victim to participate in the criminal justice system, and local travel expenses for service providers.

• Personnel Costs - Costs directly related to providing direct services, such as staff salaries

and fringe benefits, including malpractice insurance, the cost of advertising to recruit VOCA-funded personnel and the cost of training these direct service paid and volunteer staff.

• Supervision of VOCA-funded direct service staff.

• Skills Training for Agency Direct-Services Staff – Funds designated for training are to

be used exclusively for developing the skills of VOCA-funded direct service providers (paid staff and volunteers) who work within a VOCA-funded agency, so that they are better able to offer higher quality direct services to crime victims.

NOTE: VOCA funds cannot be used for management and administrative training for executive directors, board members, and other individuals who do not provide direct services.

• Training Materials - Purchase of materials such as books, training manuals, and videos

for VOCA-funded direct service providers, and support of the cost of a trainer for an in-service staff development training that results in the improved ability of staff to provide direct services.

• Training Related Travel - Support costs such as travel, meals, lodging, and registration

fees to attend training for VOCA-funded direct service staff. Training outside of the immediate geographical area must be pre-approved by PCCD.

• Repair/Replacement of Essential Items - Repair or replacement of items that contribute

to maintaining a healthy and/or safe environment for crime victims, such as a furnace in a shelter. PCCD must give prior approval for all such purchases.

• Equipment and Furniture - Requests for equipment and furniture items that are

essential for the provision of direct services will be considered. Items that are not entirely used for the VOCA-funded project must be pro-rated to reflect the percentage used for the VOCA project. May include fax machines, computers, computer software, printers, pagers, cell phones, equipment and furniture for shelters, victim waiting rooms, and children’s play areas.

• Purchasing or Leasing Vehicles - Purchase or lease of vehicles if it can be demonstrated

to PCCD that such an expenditure is essential to delivering direct services to crime

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victims. PCCD must give prior approval for all such purchases. Related costs such as routine maintenance and repair costs and auto insurance are also allowable.

• Operating Costs - Supplies, equipment use fees, printing, photocopying, and postage,

brochures that describe available services, and books and other victim-related resources.

• Contracts for Professional Services - A portion of VOCA funds (less than 50%) may be used to contract for necessary specialized direct services, such as emergency psychological or psychiatric services or sign and interpretation for the deaf or for crime victims whose primary language is not English.

All contracts must meet the standards as established in the Standard Subgrant Conditions, available on the PCCD website. A sample personal service contract is provided in Appendix P of the Applicant’s Manual, also available on the PCCD website.

INELIGIBLE COSTS AND ACTIVITIES UNDER VOCA:

• Lobbying and Administrative Advocacy – Victim legislation or administrative reform, whether conducted directly or indirectly.

• Perpetrator Rehabilitation and Counseling – Agencies cannot knowingly use VOCA funds to offer rehabilitative services to offenders, and cannot support services to incarcerated individuals, even when the service pertains to the victimization of that individual.

• Needs Assessments, Surveys, Evaluations, Studies - Efforts conducted by individuals, organizations, task forces, or special commissions to study and/or research particular crime victim issues.

• Prosecution and Law Enforcement Activities and Staff Time or Other Resources

Related to Prosecution and Law Enforcement – Activities that are directed at prosecuting an offender and/or improving the criminal or juvenile justice system’s effectiveness and efficiency, such as witness notification and management activities and expert testimony at a trial, and victim witness protection costs and subsequent lodging and meal expenses. Law enforcement duties such as crime scene intervention, questioning of victims and witnesses, investigation of the crime, and follow-up activities may not be paid for with VOCA funds.

NOTE: In Pennsylvania, procedural services promoted in the Crime Victims Act such as criminal or juvenile justice orientation, notification, opportunities for input, assistance with restitution, etc., are to be funded through the State Victim/Witness Assistance Program (RASA) or the Victims of Juvenile Offenders Program (VOJO) and are not eligible through VOCA.

• Fundraising Activities.

• Reimbursing Crime Victims for expenses incurred as a result of the crime.

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• Development of Protocols, Interagency Agreements, and Other Working Agreements, including serving on local and statewide committees and groups.

• Activities Exclusively Related to Crime Prevention. • Paying Relocation Expenses for Crime Victims. • Medical Costs and Activities Conducted During the course of Forensic Interviews

and Examinations, except for accompaniment by trained counselors/advocates who are not conducting the interview/examination.

• Attendance at conferences by individual crime victims.

• In-patient treatment services.

• Services provided by Court-Appointed Special Advocates (CASA). • Services provided by Children’s Advocacy Centers (CAC) except for the Victim

Support/Advocacy service components as defined by the National Children’s Alliance Standards for Full Members. Activities conducted as part of this component may include the following Basic Comprehensive Center activities contained in the PCCD Comprehensive Victim Service Center Standards: Confidential Communications, Crisis Intervention, Referral, Intake and Assessment, Victim Orientation and Education, Crime Victims Compensation, Assistance with Financial Recovery, Accompaniment, Advocacy, and Counseling; and the following Augmented Comprehensive Center activities entitled: Immediate Crisis Intervention, and Counseling.

● Indirect Organizational Costs – Costs of liability on buildings; capital improvements;

security guards and bodyguards; property losses and expenses; real estate purchases; and mortgage payments or construction.

• Administrative Activities - Salaries, fees, and reimbursable expenses associated with

administrators, board members, executive directors, consultants, coordinators, and other individuals except for supervision of VOCA-funded direct service staff and VOCA-related program administration of personnel records, programmatic documentation, reports, statistics, and client records. Development of record-keeping systems and other organizational development activities, such as strategic planning and policy development, are also ineligible.

• Property Loss – Reimbursing crime victims for expenses incurred as a result of a crime

such as insurance deductibles, replacement of stolen property, funeral expenses, lost wages, and medical bills.

• Travel outside of outside of the immediate geographical area, unless it is pre-

approved by PCCD.

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FISCAL COMPONENTS

Match Requirements:

A matching contribution of 20% (in-kind or cash) of the total cost of each VOCA project (VOCA grant plus match) is required for each VOCA-funded project and must be derived from non-federal sources.

All match funds must be used for VOCA eligible costs and activities and must be expended within the grant period.

In-kind match may include donations of expendable equipment, office supplies, work space, or the monetary value of time contributed by professionals and technical personnel and other skilled and unskilled labor, if the services they provide are an integral and necessary part of the funded project. All services provided with cash or in-kind matching contributions must meet VOCA direct and indirect service eligibility guidelines. Volunteer Waivers According to the federal funding guidelines for VOCA, all subgrantees must use volunteers unless it is determined by PCCD that there is a compelling reason to grant a waiver of this requirement. PCCD may grant a waiver to an agency on the use of volunteers only if the agency has statutory or contractual reasons for not using volunteers or the agency can provide documentation that supports that the agency has participated in a sustained and aggressive effort to recruit and maintain volunteers. In order to be granted a volunteer waiver, an agency must submit a written request with supporting documentation to the PCCD’s Victims’ Services Program Supervisor by March 25, 2009. Agencies will be notified of approval of requests in writing. Waivers are granted for a one-year period only. Waivers will not be granted for consecutive years except when there is a statutory or contractual reason for not using volunteers.

Sole Source Requests All procurement transactions shall be conducted in a manner so as to provide maximum open and free competition. Competitive bidding procedures must be used if the projected cost for products or services (items of a similar nature) exceed $10,000. Procurement standards for use by grant recipients are described in PCCD’s Applicant’s Manual in Appendix E. Sole Source purchases or contracts are discouraged, but if such a request is made the prospective applicant must identify the request as a Sole Source and provide a substantial justification for the Sole Source request along with their funding request. (See PCCD’s Applicant’s Manual, Appendix K, Sole Source Procurement Justification Approval Criteria.) PCCD will scrutinize these requests and may or may not approve them.

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Federal funding Accountability and Transparency Act of 2006 The implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act), as posted for comment in the Federal Register (http://www.whitehouse.gov/omb/fedreg/2008/060608_funding.pdf), and which became effective on January 1, 2009, requires a single searchable website, accessible by the public without cost, for each federal award of $25,000 or more over the life of any subaward. In order to satisfy this requirement, applicants and subrecipients are required to have a DUNS number and to maintain a current registration in the CCR. First Steps: Your agency should verify whether or not it has a DUNS number and a current registration in CCR. If your agency does not have a DUNS number, and/or is not currently registered in CCR, it is imperative for you to begin these processes immediately, due to the time required to complete them, in addition to preparing your Egrants application. As of now, without a DUNS number and a current registration in CCR, PCCD will not be able to accept an application or make an award of federal funds to an entity. Requesting a DUNS Number: To obtain a DUNS number, online, go to the DUNS registration website at http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=DC8C249E194199DE393A8984804405CE or call the special Dun & Bradstreet hotline at 1 (866) 705-5711. You will receive a DUNS number at the conclusion of your phone call. There is no cost associated with obtaining a DUNS number. Your DUNS number is required as part of registration with CCR. Registering with Central Contractor Registry: Before registering with CCR, it is suggested that you review the CCR handbook and the “Frequently Asked Questions,” which are available on the CCR website at www.ccr.gov.

Please note: Pull together all the information you will need before beginning the registration process. This could take you several weeks.

Once you are ready to begin the online registration, allow 30-60 minutes to complete it.

To register with CCR, go to www.ccr.gov. Click on “Start New Registration” on the left Navigation bar. Complete the registration as explained. If your questions/concerns are still unanswered, please contact: CCR Assistance Center at (888) 227-2423 or (269) 961-5757.

Once you have completed the online CCR registration, please allow ten (10) business days to receive your valid registration.

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Federal Transparency Act Certification: As part of the application process, applicants will need to certify in the “Federal Transparency Act Certification” Section that their agency now has and will maintain CCR Registration. As part of that certification, include the date your agency’s current CCR Registration expires. (This date can be found at www.ccr.gov in your agency’s CCR Trading Partner Profile under the Current Registration Status.)

Please note: If your agency is contracting with a subrecipient(s) for $25,000 or more, the subrecipient will also need a valid DUNS number and CCR registration. Applicants are required to certify on behalf of the subrecipient that their agency has and will maintain registration with CCR.

If you have not previously provided your agency’s DUNS number to PCCD, you will be prompted to add the DUNS number and the DUNS number of a recipient agency, if applicable, when you are working on the Main Summary page in Egrants.

MAILING INFORMATION: The original Signature Page, Private Non-Profit Agency Checklist and corresponding materials, EEOP Certification Forms, and Local Policy Board Orientation packets and Submission information must be postmarked by Wednesday, March 25, 2009. U.S Mail: Pennsylvania Commission on Crime and Delinquency

Grants Management Division P.O. Box 1167

Harrisburg, Pennsylvania 17108-1167 Courier Service: *3101 North Front Street Harrisburg, Pennsylvania 17110 *Since staff is not available at this location on Saturday and Sunday, required information should not be sent by Express Mail or courier service on Friday. Use U.S. Mail when mailing over a weekend. The Policy Board Chair must submit one copy of the required Local Policy Board Orientation Packet and Submission information. Applicants should be aware that agency applications will not be processed until all required Local Policy Board information is received by PCCD.

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Appendix G

Total 2009-

2010 Total 2010-

2011

Total 2009-

2010 Total 2010-

2011 Allocation Allocation Allocation Allocation

COUNTY COUNTY Adams 84,332 84,332 Lackawanna 169,560 169,560Allegheny

1,036,974 1,036,974 Lancaster 400,679 400,679Armstrong 66,664 66,664 Lawrence 86,727 86,727Beaver 141,969 141,969 Lebanon 106,360 106,360Bedford 43,838 43,838 Lehigh 296,143 296,143Berks 349,827 349,827 Luzerne 268,959 268,959Blair 126,670 126,670 Lycoming 132,468 132,468Bradford 51,391 51,391 Mckean 45,506 45,506Bucks 409,910 409,910 Mercer 113,789 113,789Butler 183,193 183,193 Mifflin 54,880 54,880Cambria 164,546 164,546 Monroe 142,246 142,246Cameron 33,838 33,838 Montgomery 557,896 557,896Carbon 58,725 58,725 Montour 33,838 33,838Centre 178,699 178,699 Northampton 222,643 222,643Chester 363,897 363,897 Northumberland

82,711 82,711

Clarion 57,868 57,868 Perry 49,371 49,371Clearfield 87,292 87,292 Philadelphia

1,677,065 1,677,065

Clinton 35,394 35,394 Pike 43,085 43,085Columbia 62,677 62,677 Potter 33,838 33,838Crawford 90,076 90,076 Schuylkill

135,984 135,984

Cumberland

198,296 198,296 Snyder 36,892 36,892Dauphin 302,653 302,653 Somerset

66,509 66,509

Delaware

421,706 421,706 Sullivan 33,838 33,838Elk 33,838 33,838 Susquehanna

33,838 33,838

Erie 277,707 277,707 Tioga 41,644 41,644Fayette 132,693 132,693 Union 33,838 33,838Forest 33,838 33,838 Venango 72,021 72,021Franklin 124,334 124,334 Warren 36,792 36,792Fulton 33,838 33,838 Washington 183,090 183,090Greene 36,575 36,575 Wayne 44,867 44,867Huntingdon 41,957 41,957 Westmoreland 296,518 296,518Indiana 92,440 92,440 Wyoming

33,838 33,838

Jefferson 49,932 49,932 York

406,142 406,142Juniata 33,838 33,838