Missouri Department of Public Safety Office of the Director Criminal Justice/Law Enforcement Unit Edward Byrne Memorial Justice Assistance Grant (JAG) Program 2018 Drug Task Force (DTF) Compliance Training July 26, 2018 CJ/LE CONTACT INFORMATION Troy Thurman, Program Specialist P: (573) 751-5997 E: [email protected] Amelia Hentges, Program Representative P: (573) 522-4094 E: [email protected]
Main Phone: (573) 751-4905 Fax Number: (573) 522-1908 Address: MO Department of Public Safety Attn: CJ/LE Unit PO Box 749 1101 Riverside Drive Jefferson City, MO 65102 2018 DPS INTERNAL CONTACT Subrecipient Audrain County, ECDTF Board of Police Commissioners - KC, MoWIN Brookfield, NOMO Task Force
Buchanan County, NWMO Drug Task Force Camden County, LANEG Farmington, MADTF Franklin County, MCNVCEU Jackson County, Drug Task Force Jasper County, ODET Jefferson County, MEG Lafayette County, Narcotic Task Force Lawrence County, COMET Marion County, NEMO Task Force Pettis County, Mid MO Drug Task Force Poplar Bluff, SEMO Drug Task Force St. Charles County, Drug Task Force St. Louis County, Drug Task Force West Plains, South Central DTF Internal Contact
Amelia Troy Amelia Troy Troy Amelia Amelia Troy Troy Amelia Troy Troy Amelia Troy Amelia Amelia Amelia Troy
Unless noted otherwise, all reports and correspondence will be reviewed and processed by your designated Internal Contact. All questions and concerns should be directed to your Internal Contact as well! Monitoring will be conducted by the Internal Contact. OUTLINE FOR TRAINING 1. 2. 3.
4. 5. 6. 7. 8. General Grant Information Budget Costs Administrative & Financial Guidelines Civil Rights Compliance Reporting Requirements Monitoring WebGrants Questions? GENERAL GRANT INFORMATION
BACKGROUND Edward Byrne Memorial Justice Assistance Grant (JAG) authorized by 42 U.S.C. 3751(a) CFDA # 16.738 awarded to Missouri by the U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) provides federal criminal justice funding streamlined the Byrne and LLEBG grant programs FEDERAL FUNDING Calculated by the Bureau of Justice Statistics (BJS)
Missouri Base Allocation Local Units of Govt State Agencies Department of Public Safety <$10K Allocations
>$10K Allocations Local Units of Government FEDERAL FUNDING contd Federal Fiscal Year Missouri Award Direct Local Awards
DPS Admin JAG LLEBG (<$10K Awards) FY 2006 $5,788,058 $1,605,676 $4,182,382
$418,238.20 $3,054,596.80 $709,547 FY 2007 $8,935,310 $2,700,193 $6,235,117 $623,511.70 $4,737,674.30
$873,931 FY 2008 $3,217,571 $763,360 $2,454,211 $0 $1,971,915.25 $482,295.75 FY 2009
$9,808,221 $3,109,717 $6,698,504 $669,850.40 $5,215,081.60 $813,572 FY 2010 $9,338,711 $2,931,440
$6,407,271 $560,322.70 $5,042,904.30 $804,044.00 FY 2011 $7,513,737 $2,287,508 $5,226,229 $522,622.90
$4,057,417.80 $646,188.30 FY 2012 $5,959,362 $1,708,787 $4,350,575 $425,058.50 $3,218,055.30 $607,462.20
FY 2013 $5,955,310 $1,569,390 $4,385,920 $438,592 $3,258,824 $688,504 FY 2014 $5,877,959
$1,637,079 $4,240,880 $424,088 $3,096,114 $720,678 FY 2015 $5,499,206 $1,637,079 $3,862,127
$386,212 $2,788,025 $687,890 FY 2016 $5,617,666 $1,507,834 $4,109,832 $396,983 $2,999,416
$713,433 FY 2017 $5,506,846 $1,451,101 $4,055,745 $405,574 $2,923,163 $727,008 FY 2018
$5,688,552 $1,534,445 $4,154,107 $415,411 $3,027,013 $711,683 NOTE: Federal Fiscal Year is October 1 to September 30 while State Fiscal Year is July 1 to June 30 so the FY 2018 monies wont be available until the 2019/2020 grant cycle STATE FUNDING State Fiscal Year
GR Appropriation GR Withholding Admin Withholding Available to Subaward FY09 $1,500,000 $45,000
$0 $1,455,000 FY10 $0 $0 $0 $0 FY11 $0
$0 $0 $0 FY12 $0 $0 $0 $0 FY13
$0 $0 $0 $0 FY14 $2,000,000 $60,000 $60,000 $1,880,000
FY15 $1,500,000 $45,000 $24,990 $1,430,010 FY16 $1,500,000 $45,000 $40,000
$1,415,000 FY17 $1,900,699 $57,021 $45,083 $1,798,595 FY18 $1,900,699 $57,021
$51,264 $1,792,414 FY19 $1,900,951 $57,029 $55,314 $1,788,608 OVERALL FUNDING Estimated available funding for FY19 JAG DTF Subawards = $4,673,543.91
Calculated from the following: FY 2017 JAG Federal Share Uncommitted FY 2016 JAG Federal Share Estimated Deobligations from 2017/2018 Subawards Anticipated Interest Earned from FY 2015 JAG and FY 2016 JAG States FY19 Funding Compared to $4,707,129.80 for FY18 JAG DTF Subawards GENERAL GRANT GUIDELINES Project Period: July 1, 2018 to June 30, 2019 No Local Match Requirement
Eligible Budget Categories: Personnel Personnel Benefits Personnel Overtime Personnel Overtime Benefits Travel/Training Equipment Supplies/Operations Contractual SOURCE OF INFORMATION DPS CJ/LE Website: https://dps.mo.gov/dir/programs/cjle/ CJ/LE Grant Calendar
DPS, CJ/LE - JAG Website: https://dps.mo.gov/dir/programs/cjle/jag.php JAG Fact Sheet DPS Financial & Administrative Guidelines Radio Interoperability Guidelines DPS Subrecipient Travel Guidelines WebGrants External User Manual 2018 JAG DTF Solicitation 2018 JAG DTF Notice of Funding Opportunity Training (and Audio) 2018 JAG DTF Compliance Training (and Audio) WebGrants: https://dpsgrants.dps.mo.gov Opportunity (Funding Opportunity) 2018 JAG Certified Assurances 2018 JAG DTF Solicitation WebGrants External User Manual
Office of Justice Programs (OJP) Financial Guide: http://ojp.gov/financialguide/DOJ/ Code of Federal Regulation (C.F.R.): http://www.ecfr.gov/ United States Code (U.S.C.): http://uscode.house.gov/ Missouri State Statutes: http://www.moga.mo.gov/ BUDGET COSTS PERSONNEL COSTS Personnel costs must be supported with official payroll records and timesheets. Subrecipients must maintain documents to support all wages and fringe benefits claimed for reimbursement (preferably, but not necessarily, in the grant file).
Timesheets should document all paid hours (including leave, overtime, etc) and should be signed by the employee and authorizing supervisor. If personnel costs (i.e. overtime) are paid from multiple funding sources, be sure to report grant-funded hours clearly. Section 285.530.1 RSMo indicates that an agency will not knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the State of Missouri. Federal law requires every employer hiring an individual for employment in the United States to verify his or her identity and employment authorization through completion of Form I-9, Employment Eligibility Verification. https://www.uscis.gov/ TRAVEL/TRAINING COSTS Funds will not be reimbursed prior to the actual travel. Must submit a copy of the training certificate for travel/training costs to be reimbursed. If a training certificate is not provided, must create a memo. Should have pre-budgeted for travel expenses based on the location of the
travel/training (e.g. airport parking for out-of-state travel by plane). Either: Submit a budget revision prior to travel if you foresee incurring an expense that isnt approved in the budget Dont claim an expense that isnt approved in the budget Some travel costs may be unpredictable use Miscellaneous as a line item for shuttles, taxis, parking, toll bridges, etc. Must be tied to a specific training! Travel must be by the most practical and direct route! All costs should be reasonable and prudence should be used when making travel arrangements! TRAVEL/TRAINING COSTS contd Airfare/Baggage budget line Reimbursable costs include the airline ticket, baggage fees, and travel agency processing fees Other applicable fees are subject to review Does not allow for airport parking or transportation to/from the airport Costs must be supported by a receipt
Rental Car budget line Reimbursable for the cost of the rental car Cost must be supported by a receipt Fuel budget line Reimbursable for the fuel for a rental car and/or fuel for a vehicle to and from the airport or training location Costs must be supported by a receipt TRAVEL/TRAINING COSTS contd Mileage budget line Reimbursable based on the states mileage allowance https://oa.mo.gov/travel-portal Rate calculated on cost to operate the vehicle based on fuel and wear and tear (cannot request fuel and mileage reimbursement) standard state rate represents cost to own and operate a personal vehicle fleet rate represents average cost of operating a fleet vehicle
Must be supported by documentation (e.g. MapQuest, Google Maps) does not include any miles involved in a normal commute Lodging budget line Reimbursable based on the federal GSA rates as determined for the destination https://www.gsa.gov/travel/plan-book/per-diem-rates The GSA rate is for the base nightly rate (not inclusive of taxes) Where possible, should request the hotel to honor the GSA rate since travel is state funded Does not allow for hotel parking, room service, internet, telephone calls, maid tips, etc. Costs must be supported by the hotel statement with a $0.00 balance (confirmation emails are not allowed as they are considered quotes and reservations may be cancelled) TRAVEL/TRAINING COSTS contd Meal budget line Reimbursable based on the state travel policy adopted by the Missouri Department of Public Safety State travel policy allows for per diem rate based on the state CONUS rates as determined for the destination and for the
particular meal (i.e. breakfast, lunch, or dinner) Statewide meal per diems are set by region/city. If no city is listed, use the standard (Other) rate, which is the lowest listed. Reimbursement of meal expenses will be based on the location in which the meal expense was incurred. Therefore, the location of meals should be clearly identified. https://oa.mo.gov/travel-portal Receipts not required (or requested); still need to maintain some type of record of meals being requested for audit/monitoring purposes (e.g. employee expense report) TRAVEL/TRAINING COSTS contd Meal budget line (contd) State travel policy states individuals may claim the applicable per diem rate for each eligible meal while in travel status. Travel status begins when you leave your residence or domicile to travel on business.
Travel status ends when you return to your residence or domicile. You are not in travel status if any part of your trip involves a commute. When your official domicile and residence are different, the travel status begins and ends based on whichever is less. However, if your residence is less but it is necessary for you to travel to your domicile before your travel status begins, your travel status begins when you leave your domicile. For example, if you live in Columbia and you work in Jefferson City. If you leave from Jefferson City to go to Kansas City on business, your travel status begins when you leave Jefferson City, but if you leave from Columbia to go to Kansas City on business, your travel status begins when you leave Columbia. TRAVEL/TRAINING COSTS contd Meal budget line (contd) To qualify for meal per diem when no overnight lodging is indicated, it must be documented that the individual was in travel status for 12 hours or more. Time of travel status start and travel status end must be indicated to confirm.
Eligible meal is defined as follows: When twelve (12) hour travel status or overnight lodging is indicated: Breakfast on the day of departure if travel status begins no later than 7:00 a.m. Lunch on the day of departure if travel status begins no later than 10:00 a.m. and continues past 2:00 p.m. Dinner on the day of departure if travel status begins no later than 5:00 p.m. and continues past 7:00 p.m. TRAVEL/TRAINING COSTS contd Meal budget line (contd) Tips on meals are part of the per diem rate and may not be claimed separately. When attending a meeting or training, the subrecipient may claim the applicable meal per diem for those meal times where it is documented that no meal was provided.
However, the traveler must be in 12-hour travel status. Subrecipients benefitting from a hotel provided meal should not claim that specific meal per diem. If the traveler cannot utilize the meal provided at the hotel, justification should be provided on the expense report or within an attached letter or memo for the request of that meal. TRAVEL/TRAINING COSTS contd Miscellaneous budget line Taxi or other ground transportation; includes tips for taxis/shuttles (receipt required) To/from the airport to the hotel To attend official events outside the hotel To get a meal outside the hotel Hotel parking (receipt required) Airport parking (receipt required) Street parking (no receipt required but must create a receipt or
memo as documentation of the type of expense, amount of expense, date of expense, location of expense, and any other pertinent information) Toll charges for bridges and turnpikes (receipt required) TRAVEL COSTS - DTFs Fuel Reimbursable for the cost of fuel for fleet/department vehicles Costs must be supported by fuel card invoices/statements, individual receipts from the gas station, logs of department usage from gas tank, etc. Pre-paid gas cards are not allowable due to the restriction to obligate the funds within the project period Mileage Reimbursable for the number of miles incurred Reimbursable at the state mileage allowance: https://oa.mo.gov/travel-portal Must be supported by mileage logs
Vehicle Maintenance Reimbursable for the cost of maintenance and upkeep of fleet/department vehicles Includes such costs as oil changes, filters, brakes, tires, engine fluids, belts, fuses, windshield wipers, car washes, collision repair Does not include window tinting, equipment for vehicle, towing, etc. Costs must be supported by receipts EQUIPMENT COSTS Equipment is defined by the State of Missouri as non-expendable personal property having a useful life of more than one year and acquisition cost of $1,000 or more per unit Subrecipients may use its own definition of equipment provided that the definition would, at a minimum, include the equipment described above
Purchases must adhere to most restrictive procurement policy Costs must be supported by a vendor invoice or receipt Equipment must be tagged and identifiable for its source of funds (e.g. subaward number) All equipment must be compatible with the current statewide system Communication devices must adhere to the states interoperability plan
Portable radios, repeaters, and base stations have no specifications Mobile radios must be P25 compliant and operate in the trunked mode at the time of purchase List of compliant communication devices available at https://www.dps.mo.gov/dir/ programs/cjle/jag.php SUPPLIES/OPERATIONS COSTS Includes expendable property and non-contractual operating costs Costs must be directly attributable to the approved project All software must be compatible with the current statewide system Purchases for goods or services must adhere to most restrictive procurement policy Costs must be supported by a vendor invoice or receipt Printed materials must acknowledge the funding source CONTRACTUAL COSTS Includes contractual expenses and consultant fees All contractual and consultant services shall be supported by written
contracts stating the services to be performed, rate of compensation, and length of time over which the services will be performed, as applicable Copy of all written contracts must be made available to DPS staff during site visit monitoring (or upon request) Purchases for contractual services must adhere to most restrictive procurement policy Costs must be supported by a vendor invoice or receipt Subrecipients should attempt to enter into contracts that occur within the grants project period, where possible ADMINISTRATIVE AND FINANCIAL GUIDELINES PROJECT IMPLEMENTATION STATUS Operational = beginning activities in which project-approved costs are being incurred (e.g. employing personnel, attending training, obtaining quotes/bids,
etc) If a project is not operational within 60 days of the project start date, the subrecipient must report to DPS, via the Correspondence component of WebGrants, the steps taken to initiate the project, the reasons for delay, and the expected start date. If a project is not operational within 90 days of the project start date, the subrecipient must submit a second statement to DPS, via the Correspondence component of WebGrants, explaining the implementation delay. Upon receipt of the second statement, DPS may decide whether to continue with the project or to terminate the subaward. FUNDS Subrecipient must report, on a monthly basis, actual cash expenditures and request reimbursement. Request for reimbursement will be handled via a Claim report. Funds must be obligated within the project period and must be expended within 60 days following the project period end date. Project Period: July 1, 2018 June 30, 2019
60 Days Following: August 29, 2019 Funds are obligated when a legal liability to pay a determinable sum for services or goods is incurred and will require payment during the same or future period. When a purchase order is issued, funds are considered obligated Travel expenses will only be allowed for events, training, and other activities held during the project period Funds are expended when payment is made. INTERNAL CONTROLS Subrecipients must track, account for, and report on all funds separately from all other funds. Grant funds may be used in conjunction with other funding as necessary to complete projects but tracking and reporting must be separate. Subrecipients should ensure appropriate internal controls exist for the programmatic and financial aspects of the project.
Should be separation of duties (or layers) when it comes to the approval of timesheets/payroll or purchase approvals and payments. Procurement/purchasing policies generally outline selection, award, and administration of purchases. PROCUREMENT General Grant Guidelines: All procurement transactions whether negotiated or competitively bid and without regard to dollar value shall be conducted in a manner so as to provide maximum open and free competition. All quotations and the rationale behind the selection of a source of supply must be retained, attached to the purchase order copy, and placed in the accounting files. When only one bid or positive proposal is received, it is deemed to be sole source procurement. Sole source procurement on purchases to a single vendor of $3,000 or more requires prior approval from the Missouri Department of Public Safety. Request for approval shall be submitted via the Correspondence component of WebGrants with the rationale and a copy of the sole source certification letter from the vendor, if available. Approval of the grant application does not constitute prior approval; must obtain separately.
State Procurement Policy: Purchases to a single vendor totaling less than $3,000 may be purchased with prudence on the open market. Purchases to a single vendor totaling $3,000 but less than $25,000 must be competitively bid, but need not be solicited by mail or advertisement. Purchases to a single vendor totaling $25,000 or more shall be advertised for bid in at least two daily newspapers of general circulation in such places as are most likely to reach prospective bidders at least five days before bids for such purchases are to be opened. ACCOUNTING/FINANCIAL RECORDS Must establish and maintain accurate financial records and an adequate accounting system.
Records must be retained for a period of five (5) years starting from the date of completion of the Closeout form within WebGrants or from the date of submission of the audit for the project period covered, whichever comes later. Records must be retained beyond a five (5) year period if an audit is in progress and/or the findings of a completed audit have not been resolved. Must adhere to local policy if local retention period is longer than those stated herein. Records must be kept in an orderly manner and be available for audit purposes to DPS and/or representatives from the government of the State of Missouri. Responsible for protecting records against fire, theft, or other possible
damages. PROPERTY RECORDS Required to maintain property management records Records shall contain copies of the purchase order and invoice Quotes/bids ideally should also be maintained Records shall include an inventory control listing for non-expendable property
Item Description Serial Number or other identification number (e.g. VIN, make, model number, control number) Source of Property (e.g. GR, JAG Grant), including the subaward number Identification of the Title Holder Acquisition Date Total Cost of the property Percentage of State and/or Federal participation in the cost of the property Location, Use, and Condition of property Disposition Date Disposition Method (e.g. trash, sale, trade) Property must be tagged and identifiable for its source of funds, where feasible Purchased with 2018 JAG Funds Subaward Number (e.g. 2017-JAG-001) PROPERTY RECORDS contd
Control system shall be in effect to ensure adequate safeguards to prevent loss, damage, or theft to the property Any loss, damage, or theft of non-expendable property shall be investigated, fully documented, and made part of the grant file Should take a physical inventory of the property and reconcile the results with the property records at least once every 2 years. Adequate maintenance procedures shall be established to keep the property in good condition PROPERTY DISPOSITION Subrecipients are expected to use the approved equipment for the purpose for which it was acquired as long as needed. If a JAG-funded project ceases and there is still value in the property, DPS may request such property be made available for re-authorization to another JAG-funded project. Replacement: May use the equipment to be replaced as a trade-in, or may sell the equipment and use the proceeds to offset the cost of the replacement equipment.
Purchase of replacement property must take place soon enough after the sale of property to show that the sale and the purchase are related. Disposition: When original or replacement equipment acquired under an award is no longer needed for the original project, may dispose of the personal non-expendable property. Items with a current per unit fair market value of less than $5,000 may be retained, sold, or otherwise disposed of with no further obligation to DPS. Items with a current per unit fair market value of $5,000 or more may be retained or sold, but DPS shall have a right to an amount calculated by multiplying the current market value or proceeds from the sale by DPS share of the equipment. The seller is eligible for limited sale and handling costs of $500 or 10% of the proceeds, whichever is less. Records for non-expendable property acquired with grant funds shall be retained for five (5) years after final disposition of property. AUDIT REQUIREMENTS Comply with OJP Financial Guide, Chapter 3.19, Audit Requirements in accordance with the provisions of Title 2 C.F.R. Subpart F ( 200.500 et seq.)
Audit is required if the subrecipient expended $750,000 or more in federal funds (including pass-thru subawards) within the organizations fiscal year from any federal source If the subrecipient is not required to have an audit, the agency is still responsible for monitoring activities to provide reasonable assurance that the agency administers federal awards in compliance with federal requirements If the subrecipient is required to have an audit: Audit must be performed organization-wide by an independent firm Audit must be conducted with reasonable frequency, usually annually, but not less frequently than every two years Doesnt mean that the audit can include every other year though! Must submit a copy of such audit to DPS via the Correspondence component of WebGrants, where possible Can mail a copy to DPS if unable to scan the audit report DPS will start contacting agencies if not submitted by 9/1/18
PRINTING AND PUBLICITY Subrecipients are encouraged to make the results and accomplishments of their activities available to the public through printed publication or media release. Award of funding Major cases/investigations Improvements in services Educational training All printed materials, however, must include an acknowledgement of the funding source similar to the following: Funding for this project made available by the Edward Byrne Memorial Justice Assistance Grant (JAG), which is administered by the U.S.
Department of Justice, Bureau of Justice Assistance and the State of Missouri, Department of Public Safety. CIVIL RIGHTS COMPLIANCE STATE CIVIL RIGHTS LAWS Section 213.055 RSMo Unlawful Employment Practices May not discriminate on the basis of race, color, religion, national origin, sex, ancestry, age, or disability in its employment practices (e.g. hiring, compensation, conditions, or privileges) Section 213.065 RSMo Discrimination in Public Accommodations May not discriminate on the basis of race, color, religion, national origin, sex, ancestry, or disability in the use and enjoyment of any place of public accommodation It is unlawful to refuse, withhold from, or deny any of the
accommodations, advantages, facilities, services, or privileges made available in any place of public accommodations FEDERAL CIVIL RIGHTS LAWS Civil Rights Act of 1964 (42 U.S.C. 2000d) Rehabilitation Act of 1973 (29 U.S.C. 794) Title IX of the Education Amendments of 1972 (20 U.S.C. 1681, 1683, and 1685-86) Age Discrimination Act of 1975 (42 U.S.C. 6101-07) Americans with Disabilities Act of 1990 (42 U.S.C. 12131-34) U.S. Department of Justice Regulations Non-Discrimination; Equal Employment Opportunity; Policies and Procedures (28 C.F.R. pt 42) U.S. Department of Justice Regulations Equal Treatment for Faith Based Organizations (28 C.F.R. pt 38) Executive Order 13279 (equal protection of the laws for faith-based and community organizations) EQUAL EMPLOYMENT OPPORTUNITY PLAN
(EEOP) A workforce report that some organizations must complete as a condition for receiving U.S. Department of Justice funding authorized by the Omnibus Crime Control and Safe Streets Act of 1968. Intended to ensure recipients (and subrecipients) of federal funding are providing equal employment opportunities to men and women regardless of sex, race, or national origin. U.S. Department of Justice regulations pertaining to the development of a comprehensive EEOP can be found at 28 C.F.R. 42.301-42.308.
The U.S. Department of Justice, Office for Civil Rights (OCR) is the federal branch that collects, reviews, and approves EEOPs. Effective in December 2016, the OCR developed an Equal Employment Opportunity (EEO) Reporting Tool to streamline the EEO reporting process. The deployment of the EEO Reporting Tool, however, changed the reporting requirements for recipients of funding from the U.S. Department of Justice. OCRs EEOP WEBPAGE https://ojp.gov/about/ocr/eeop.htm NOTE: The link to the EEO Reporting Tool Job Aid will assist in the completion of the EEO requirements. EEO REPORTING DETERMINATION
For calculating the total number of employees, include part-time and full-time workers but exclude seasonal employees, political appointees, and elected officials. EEO CERTIFICATION FORM The Certification Forms purpose is to identify the EEO reporting requirement (or lack thereof) of recipients of funding from the U.S. Department of Justice. Recipients exempt from the EEO reporting requirements must claim such exemption. Effective with the EEO Reporting Tool, a Certification of Exemption form will populate and be submitted to OCR. The Form must be submitted each calendar year for which DOJ funding is received (and be updated in the event a new award is received within the same calendar year that changes the status to no longer being exempt from the EEO reporting requirement). Recipients required to prepare an EEO Plan must acknowledge such requirement. Effective with the EEO Reporting Tool, a Notice of Acknowledgement of Requirement form will populate and be submitted to OCR. The Form must be submitted each calendar year for which DOJ funding is received.
Should be prepared for the recipient of the federal funding (i.e. county, city, or state department). EEO CERTIFICATION FORM contd SA M PLE Populates the form based on the type of agency, number of employees, & single largest DOJ award Submitted electronically through the EEO Reporting Tool
EEO UTILIZATION REPORT OCR developed the EEO Utilization Report to help recipients of funding from the U.S. Department of Justice comply with the EEOP regulations. Instead of requiring recipients to report all of the employment data that federal regulations require them to keep (see 28 C.F.R. 42.301-42.308), OCR uses the EEO Utilization Report to prompt recipients to collect and analyze key employment data, organized by race, national origin, and sex. Effective for a 2-year period, commencing with the date of approval of the EEO Utilization Report from the OCR During previous years, written approval seemed to only be received by larger metropolitan organizations (i.e. larger award dollars triggered thorough review). If written approval is not received, the EEO Utilization Report is effective for a 2-year period from the date of submission of the EEO Utilization Report. Should be prepared for the recipient of the federal funding (i.e. county, city, or state department) Not the same as an EEO4, which is required by the U.S. Equal Employment Opportunity Commission.
EEO UTILIZATION REPORT contd SA M PL SH E C E E OV T ER Date-stamp on cover sheet indicates print date (not preparation date) NON-DISCRIMINATION Subrecipients may not discriminate on the basis of
race, color, national origin, religion, sex, or disability in its employment practices or in the delivery of services If the subrecipient has 50 or more employees and receives OJP, OVW, or COPS funding of $25,000 or more: the subrecipient must have written policies or procedures in place to notify program participants and employees on how to file complaints alleging discrimination the subrecipient must designate a person(s) to coordinate complaints alleging discrimination FINDINGS OF DISCRIMINATION Subrecipient must notify DPS of any findings of discrimination within 30 days of the court judgment Submit the Court Judgment with a cover letter, which identifies your DPS-assigned subaward number, as indicated on the Subaward document Missouri Department of Public Safety
Attn: Director of Public Safety PO Box 749 1101 Riverside Drive Jefferson City, MO 65102 DPS must forward to the Office for Civil Rights (OCR) LIMITED ENGLISH PROFICIENCY (LEP) Subrecipient must take steps to provide meaningful access to its programs and activities to persons with LEP Oral Interpretation Written Interpretation Recommended that the subrecipient develop a written policy on providing language access services to LEP persons For more information on LEP, planning tools, or a sample law enforcement policy, go to https://ojp.gov/about/ocr/lep.htm
REPORTING REQUIREMENTS REPORTING REQUIREMENT #1 - CLAIM Must report actual expenditures for reimbursement Submitted via the Claims component of WebGrants Funds must be obligated no later than June 30, 2019 Funds must be expended no later than August 29, 2019 Final Claim due no later than September 10, 2019 Can claim an amount over the total budgeted line item Allowed up to a 10% increase in a single budget line without a budget revision Not receiving additional monies but rather borrowing it from elsewhere in the budget Increases in excess of 10% within a particular budget line require a budget revision through the Subaward Adjustment component of WebGrants Exceeding the 10% increase will be subject to review by DPS Nominal increases over the 10% allowance may be allowable without a budget revision; should consult with DPS
Internal Contact Will be reviewed, negotiated, and approved by your designated Internal Contact (if revisions are made by DPS, comments will be added to Feedback) Payments made around the 25th of each month via EFT State Vendor Portal: https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx JAG Prefix Payment Code = PG029 CLAIMS COMPONENTS There are 5 components (forms) to the Claim report: 1. General Information: used to identify the reporting period and the type of report 2. Reimbursement: used to identify the Expenses This Period (Federal Share) per budget line; the totals are aggregate totals from the Detail of Expenditure Form 3. Detail of Expenditure: used to identify the pay date, check number, payee, description, total cost, percent of funding requested, and amount claimed to grant for reimbursement per cost activity
4. Program Income: used to identify any monies earned and/or expended as a result of the grant-funded project 5. Attachments: used to upload copies of documentation to support the expenditures CLAIM REPORT NOTES Must submit a Claim report for each month of the project period, even if the Claim is $0.00, until your grant is closed (or until the subaward is exhausted) Manmade invoices will not be accepted in place of official documentation for expenditures Official employer and vendor company documents must be provided to verify costs Must submit supporting documentation with Claim report Reimbursement is only allowed for subrecipient costs Claim reports can be negotiated by DPS if determined revisions are necessary If DPS adjusts the Claim (or has to make adjustments that do not affect the overall reimbursement amount), a comment will be displayed in the Feedback section - check this! If you determine that revisions are necessary once the Claim report has been
submitted, contact your DPS Internal Contact to unlock the specified form(s) CLAIM REPORT NOTES contd Watch your payroll and billing periods Must pro-rate costs that overlap project periods, where applicable - - use the number of days in the payroll or billing period rather than the number of working days, except in situations where the expense has an exact transaction date (e.g. purchase of fuel or purchase of equipment) Familiarize yourself with the billings Pre-tax deductions reduce the amount of Social Security and Medicare withholdings for the employee and employer Help DPS in identifying which codes or lines are pre-tax deductions! Insurance premiums are often paid the month prior to the coverage period Help DPS in identifying the period for which the insurance is being paid Unemployment Comp is typically paid on the first $12,500 of wages for the
calendar year OR not paid at all until a claim is filed by the former employee Workers Comp is not based on a straight job classification rate Recommend using the Workers Comp calculator spreadsheet created by DPS for another grant program CLAIM PRO-RATING EXAMPLES Example 1: John Smiths salary of $1,200 is for the payroll period of 6/21/18 7/4/18 ($1200/14 days) x 10 days = $857.14 must be claimed to the 2017 JAG grant ($1200/14 days) x 4 days = $342.86 must be claimed to the 2018 JAG grant Example 2: Telephone bill to AT&T totaled $100 but includes the monthly service plan for 6/25/18 to 7/24/18 for $75 and long distance charges for 5/25/18 to 6/24/18 for $25 ($75/30 days) x 6 days = $15.00 must be claimed to the 2017 JAG grant ($75/30 days) x 24 days = $60.00 must be claimed to the 2018 JAG grant The $25 for long distance charges must entirely be claimed to the 2017 JAG grant Example 3: Fuel card statement totaled $1,000 for the billing period of 6/4/18 to 7/3/18 but only included 2 transactions dated in July 2018 The 2 transactions dated in July must be claimed to the 2018 JAG grant
The remaining portion of the bill must be claimed to the 2017 JAG grant Leave the calculation in your calculator until a total is determined! 2018 JAG CLAIM REPORT SCHEDULE Claim ID Number Reporting Period Due Date 001 07/01/2018 07/31/2018
08/10/2018 002 08/01/2018 08/31/2018 09/10/2018 003 09/01/2018 09/30/2018 10/10/2018 004 10/01/2018 10/31/2018
11/13/2018 005 11/01/2018 11/30/2018 12/10/2018 006 12/01/2018 12/31/2018 01/10/2019 007 01/01/2019 01/31/2019
02/11/2019 008 02/01/2019 02/28/2019 03/11/2019 009 03/01/2019 03/31/2019 04/10/2019 010 04/01/2019 04/30/2019
05/10/2019 011 05/01/2019 05/31/2019 06/10/2019 012 06/01/2019 06/30/2019 07/10/2019 013 (if applicable) 07/01/2019 07/31/2019
08/12/2019 014 (if applicable) 08/01/2019 08/31/2019 09/10/2019 The above-mentioned deadlines are extended if the subaward is not Underway by the deadline A Claim report is due every month, even if the Claim total is $0.00, until a report is marked final and the project is completed Only 1 Claim report should be submitted each reporting period REPORTING REQUIREMENT #2 STATUS REPORTS Must report activities and statistical information
Organization Employees Case Activity Arrest Activity Drug Buys, Reverse Drug Buys, Free Samples, and Informant Expenses
Search Warrants Marijuana Eradicated Methamphetamine Labs Drug Seizure Value Education/Training Community Involvement Rehabilitation Narrative Submitted via the Status Reports component of WebGrants STATUS REPORTS contd Reminder email will be sent by DPS staff from WebGrants approximately 1-2 weeks prior to the deadline Will be reviewed and approved by the Internal Contact prior to a secondary review by the CJ/LE Program Manager Status Reports can be negotiated by DPS if determined revisions are necessary
If you determine that revisions are necessary once the Status Report has been submitted, contact your DPS Internal Contact to unlock the specified form Compiled by the Missouri State Highway Patrol (MSHP), Statistical Analysis Center (SAC) for publications and state and federal reporting purposes STATUS REPORT COMPONENTS There are 2 components (forms) to the Status Report: 1. General Information Used to identify the type of report (quarterly) and the reporting period (as outlined in the reporting schedule) 2.
Drug Task Force Used to provide statistical information Also used to provide a narrative of information to describe work activities and/or areas of interest not reported elsewhere in the report and/or to provide any details necessary to explain responses in the report 2018 JAG STATUS REPORTS SCHEDULE Report ID Number Reporting Period Due Date 01 07/01/2018 09/30/2018
10/10/2018 02 10/01/2018 12/31/2018 01/10/2019 03 01/01/2019 03/31/2019 04/10/2019 04 04/01/2019 06/30/2019
07/10/2019 The above-mentioned deadline for #01 is extended if the subaward is not yet Underway by the deadline REPORTING REQUIREMENT #3 PMT REPORTS Performance Measurement Tool (PMT) system was implemented by the Bureau of Justice Assistance (BJA) in FY 2009 Submitted at https://bjapmt.ojp.gov/ Collects financial and statistical data Reminder alerts will be sent by DPS staff from WebGrants approximately 1-2 weeks prior to deadline Will be reviewed and negotiated by the CJ/LE Program Manager 2018 JAG PMT REPORT SCHEDULE Report
Reporting Period Due Date Quarter 1 07/01/2018 09/30/2018 10/15/2018 Quarter 2 10/01/2018 12/31/2018 01/15/2019 Quarter 3
01/01/2019 03/31/2019 04/15/2019 Quarter 4 04/01/2019 06/30/2019 07/15/2019 There will again be no pro-rating of statistical information for 2018/2019 because activities funded by the state GR monies are not reported. A PMT report is not due to DPS for quarters in which state funds are still being expended (or were the primary source of expenditures). DPS will require PMT reports from subrecipients expending the federal share of their subaward. Subsequently, Quarter 1 (and sometimes Quarter 2) generally gets waived as state monies are being used. DPS marks the report as no federal funds expended for you.
Reporting questions will be based on the type of JAG-funded project (i.e. Task Forces) and the budget categories within the JAG-funded project REPORTING REQUIREMENT #4 DTF TRAINING Bureau of Justice Assistance (BJA) requires law enforcement task forces to complete online training through the Center for Task Force Integrity and Leadership (CTFLI) www.ctfli.org NOTE: Login information obtained from CTFLI; DPS cannot help with this process Training intended for: Task force commander Agency executive (project director, board president, etc) Task force officers Other task force members of equivalent rank Training includes 4 curriculum:
Executive Leadership Task Force Commander Leadership and Management Safeguarding Privacy, Civil Rights, and Civil Liberties in Task Force Operations Criminal Intelligence Systems Operating Policies Individuals must complete ALL 4 curriculum even if not applicable to the individuals role in the task force NOTE: The Methamphetamine Investigative Management Online Training course is not required by JAG program; can take the training but please do not send this certificate to DPS REPORTING REQUIREMENT #4 DTF TRAINING contd Agencies must retake the training by October 29, 2018 Previous training was effective for a 4-year period, which covered 2014 JAG, 2015 JAG, 2016 JAG, and 2017 JAG Once taken, the unit will not have to retake again until 2022 JAG Individuals hired and/or who have retaken the training and consequently have certificates dated between 1/1/18 - 6/30/18 will not be required to retake the training but must forward (or re-forward) certificates
If at any time during the project period, however, a new commander, agency executive, or grant-funded officer is added to the task force, the individual will be required to complete the training within 30 days of hire date or 30 days of the change. New grant-funded personnel New pass-thru agencies Change in elected position (sheriff, board president, etc) Training certificates should be submitted via the Correspondence component of WebGrants (preferably, but not required, with the Change of Information Form) MONITORING MONITORING CJ/LE will conduct monitoring of the project to ensure compliance with federal and state laws, regulations, and guidelines
Desk Monitoring tracking telephone and email communication, as well as reviewing all grant documents, reports, and correspondence Site Visit Monitoring a visit to the subrecipients office(s) to review policies, property records, and other documents CJ/LE will take appropriate action if determined the subrecipient is acting inappropriately, misusing money, and/or not meeting reporting requirements Such action may result in delay of reimbursement of funds and/or cancellation of the subaward SITE VISIT MONITORING CHECKLIST FINANCIAL Personnel payroll records to support salary, overtime, and fringe benefits (which is submitted with Claim report) timesheets
Travel/Training receipts and travel vouchers (which is submitted with Claim report) certificate of attendance (which is submitted with the Claim report) Equipment invoices/receipts (which is submitted with Claim report) bid records and/or sole source letters, where applicable Supplies/Operations invoices/receipts (which is submitted with Claim report) bid records and/or sole source letters, where applicable Contractual invoices/receipts (which is submitted with Claim report) bid records and/or sole source letters, where applicable contractual agreements, where applicable SITE VISIT MONITORING CHECKLIST
STATE STATUTES FOR LEAs Section 43.505 RSMo - Monthly Uniform Crime Reporting (UCRs) DPS will verify with MSHP on monthly compliance for law enforcement agency Section 590.650 RSMo - Racial Profiling Reporting DPS will verify with the Attorney Generals Office on annual compliance for law enforcement agency Section 513.653 RSMo - Federal Forfeiture Report DPS will verify with the State Auditors Office on annual compliance, where applicable, for law enforcement agency
Section 590.700 RSMo - Recording of Custodial Interrogations Must present DPS with a copy of the departments written policy for law enforcement agency Section 43.544 RSMo - Forwarding Intoxication-Related Offenses Must present DPS with a copy of the departments written policy for law enforcement agency SITE VISIT MONITORING CHECKLIST PROGRAMMATIC Personnel files for grant-funded staff particularly whether resumes/applications are on file Training plan for grant-funded staff
Personnel manual/Standard Operating Procedures manual Local travel policy Local procurement/purchasing policy Inventory control listing for equipment Tags/labels on equipment Internal controls SITE VISIT MONITORING CHECKLIST FEDERAL CIVIL RIGHTS Equal Employment Opportunity Plan (EEOP) Is your agency required to prepare an EEOP? If your agency is required to prepare an EEOP, has your agency prepared an EEO Utilization Report? Regardless, if your agency is or is not required to prepare an EEOP, has your agency completed the appropriate Certification Form and submitted such form to OCR?
SITE VISIT MONITORING CHECKLIST FEDERAL CIVIL RIGHTS contd Non-Discrimination Policies and Procedures How does your agency notify program beneficiaries that it will not discriminate in the delivery of services (e.g. posters, inclusion in brochures, or other program materials)? How does your agency notify employees that it will not discriminate in employment (e.g. posters, dissemination of relevant orders or policies, inclusion in recruitment materials)? Does your agency have written policies and procedures informing program beneficiaries and employees how to file a complaint if they feel like theyve been discriminated against? Has your agency designated a person(s) to coordinate complaints of discrimination? Forwarding of Findings of Discrimination Does your agency have court findings of discrimination within the project period? If so, has your agency complied with the requirement to forward findings of
discrimination to DPS, if applicable? SITE VISIT MONITORING CHECKLIST FEDERAL CIVIL RIGHTS contd Access to services for LEP individuals How does your agency make meaningful access to persons with limited English proficiency (e.g. direct foreign language communication by fluent bilingual staff, interpretation conducted in-person or via telephone by qualified interpreters, translation by qualified translators, resources for hearing impaired individuals, etc.)? Does your agency have written policies or procedures on LEP services? Civil Rights Training Does your agency provide civil rights training to its employees (e.g. cultural diversity, racial profiling, sexual harassment, etc.)? How often does your agency provide civil rights training to its employees (e.g. video and/or trainer; at the time of hire, annually, bi-annually, etc)?
SITE VISIT MONITORING CHECKLIST STATE CIVIL RIGHTS Section 213.055 RSMo Unlawful Employment Practices For example: Does your agencys job announcements and employment applications include an Equal Opportunity Employer statement? Does your agency display the required labor law posters (https://labor.mo.gov/posters)? Does your agency maintain a written policy on non-discrimination and/or non-harassment in the workplace? Does your agency maintain a written policy to notify employees on how to file complaints alleging discrimination? SITE VISIT MONITORING CHECKLIST STATE CIVIL RIGHTS contd Section 213.065 RSMo Discrimination in Public Accommodations For example:
Does your agency display the required labor law posters (https://labor.mo.gov/posters) (e.g. Discrimination in Housing and Discrimination in Places of Public Accommodations)? Does your agency notify its citizens or program participants that it will not discriminate in the delivery of its services (e.g. brochures, posters, website, mission statement)? Does your agency ensure its facilities are ADA accessible? Does your agency maintain a written policy on ADA? Does your agency maintain a written policy to notify employees and/or WEBGRANTS https://dpsgrants.dps.mo.gov WEBGRANTS HOME SCREEN Returning Users or Organizations: enter UserID and Password
For New Organizations only! WEBGRANTS - MAIN MENU INSTRUCTIONS MODULE Provides general system instructions does not provide JAG instructions! MY PROFILE MODULE Maintain personal contact information Click Edit on the toolbar to update Do not edit and re-use a persons profile for a new employee MY PROFILE MODULE contd Access Alert History and create Alerts
Alert History will display all emails sent to the profile My Alerts create alerts (as a grant contact, you will automatically receive all the alerts so this module is not beneficial) ALERTS Two types of notifications: Automated alerts triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved) Mass distribution list emails from DPS staff (e.g. reminders, updates, training notices) Alerts/Notifications are sent from [email protected] Add to safe sender list or a contact list to avoid being treated as junk/spam Do not overlook these alerts as they can contain important and time-sensitive information
While the record is in the My Applications module, only the Primary Contact receives system-generated alerts While the record is in the My Grants module, the Primary Contact and Additional Grantee Contacts, as applicable, receive systemgenerated alerts MY PROFILE MODULE contd Reset Password Allows the user to change their password; recommended for users with unsecure passwords or difficult to remember passwords MY PROFILE MODULE contd Maintain organizations information Click the organization Name in the Associated Organizations table to access this page Click Edit on the toolbar to update Do not change the Applicant Agency name as it affects subaward documents and reports
Add Registered Users MY PROFILE MODULE contd Add only if individual is not already a registered user Notify DPS to add if individual is already a user associated with a different grant Notify DPS via the Correspondence component of WebGrants if you add a new individual Remove registered users Notify DPS via the Correspondence component of WebGrants if
you need an individual removed; must use the Change of Information Form Do not delete a registered user yourself; the individual is not automatically removed from the General Information form as a grantee contact or from the Distribution List FUNDING OPPORTUNITIES MODULE Displays funding opportunities posted by the Department of Public Safety Criminal Justice/Law Enforcement Unit Crime Victim Services Unit
Juvenile Justice Unit Office of Homeland Security Check the DPS website for a calendar of scheduled funding opportunity releases MY APPLICATIONS MODULE Consists of two areas: Current Applications: Editing application has been started (but not yet submitted) by the applicant Submitted application has been submitted by the applicant Under Review application has been assigned for review Correcting application is being edited by the applicant Approved application has been approved, following any necessary revisions by the applicant Archived Applications: Editing application was started by the applicant but never submitted prior to the close of the funding opportunity
Withdrawn application has been withdrawn from consideration by the applicant (or the grantor per request by the applicant) Awarded application was approved Not Awarded application was not approved (reasoning recorded in the Feedback section at the very bottom of the application) MY GRANTS MODULE Consists of three areas: Current Grants: Awarded Subaward documents being signed by grantee and grantor Underway application officially becomes a grant Suspended grant has been frozen due to delinquent reporting and/or inappropriate activities Closed Grants: Closed grant has been closed Archived grant has been archived Claims: Displays all Claims that have been created but not yet submitted
JAG DTF GRANT COMPONENTS 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
General Information Contact Information Budget Claims Correspondence Subaward Adjustments Subaward Adjustment Notices Status Reports Site Visits Subaward Documents Need Signatures Subward Documents Final Appropriations Closeout Opportunity
Application COMPONENT #1 - GENERAL INFORMATION GENERAL INFORMATION Contains information relating to your subaward Identifies your Primary Grantee Contact and Additional Contacts Identifies your Additional Internal Contact (a.k.a. DPS Internal Contact) If someone is a registered user with your organization but is not listed here, contact DPS via the Correspondence component! They are not receiving alerts! Check this form nowand after any Change of Information Form!!
COMPONENT #2 CONTACT INFORMATION CONTACT INFORMATION Copy of the Contact Information form completed during the application process. If changes need to be made to the Contact Information component any time during the project period, need to submit a Change of Information Form to your Internal Contact via the Correspondence component of WebGrants, within a timely manner. DPS will make the changes based on your email and let you
know when such has been completed. CONTACT INFORMATION contd The Change of Information Form contains 3 sections: 1. Header: must be completed by all agencies using the form. 2. My Profile/Contact Information: must be completed if the personnel change affects either the My Profile and/or Contact Information component (i.e. registered user, Authorized Official, Project Director, Fiscal Officer, and Officer in Charge). 3. Budget: must be completed if the personnel change affects the Budget component. REMINDER: Be sure to forward (preferably
with the Change of Information Form or, if necessary, at later date) the CTFLI training certificates if the change affects the agency executive or task force commander! CTFLI training must be completed within 30 days of the effective personnel change date. COMPONENT #3 BUDGET BUDGET Copy of the Budget form completed during the application process.
Each budget line has been numbered; the line numbers track the history of each budget line. Each budget category has a different classification of numbers. If changes in grant-funded personnel need to be made to the Budget component any time during the project period, need to submit a Change of Information Form to your Internal Contact via the Correspondence component of WebGrants, within a timely manner.
DPS will make the changes based on your email and let you know when such has been completed. BUDGET contd The Change of Information Form contains 3 sections: 1. Header: must be completed by all agencies using the form. 2. My Profile/Contact Information: must be completed if the personnel change affects either the My Profile and/or Contact Information component (i.e. registered user, Authorized Official, Project Director, Fiscal Officer, and Officer in Charge). 3. Budget: must be completed if the
personnel change affects the Budget component. REMINDER: Be sure to forward (either with the Change of Information Form or at later date) the CTFLI training certificates if the change affects the task force commander or any task force officer! CTFLI training must be completed within 30 days of the effective personnel change date. BUDGET contd For personnel (and related fringe benefits), grant funds will not reimburse more than the percentage of time for which the person spends on the grant-funded project. But if an individual is included in the budget for less than 100% only because funding would not permit 100%, the reimbursement request may be for 100%. The percentage limitation extends only to individuals not working 100% of their time on the project. For travel/training, grant funds will not reimburse more than the number of persons approved within
the budget. But if a training cost is included in the budget for less than 100% only because funding would not permit 100%, the reimbursement request may be for 100%. For equipment, supplies, and contractual items, grant funds will not reimburse more than the quantity approved within the budget. But if an equipment, supply, or contractual cost is included in the budget for less than 100% only because funding would not permit 100%, the reimbursement request may be for 100%. Change in budget Must first submit a budget revision via the Subaward Adjustment component of WebGrants. DPS will negotiate the Budget component. Zero out line items that are no longer requested (do not re-use the line for another purpose) Edit line items to increase/decrease accordingly Edit/remove justification accordingly If you would like to revise the budget, you must submit a budget revision request via the Subaward Adjustment component no later than April 30, 2019.
COMPONENT #4 - CLAIMS CLAIMS SCREEN To create a new Claim, click Add Created Claims will be listed below CLAIMS FORM #1 - GENERAL INFORMATION 1. In the Claim Type drop-down field, select Monthly 2. In the Reporting Period fields, enter the date range for the month This date range does not limit you to claim expenses only for this period!! 3. In the Invoice Number field, indicate the invoice number (drop first 3 numbers) Only applicable to state agencies; leave blank if not a state agency
Leave blank if you have no invoice number, even if you are a state agency 4. 5. 6. 7. For the Is This Your Final Report? field, select the radio button for Yes or No Click Save when complete Review for accuracy; click Edit to make changes and then click Save to save those changes Click Return to Components when complete CLAIMS FORM #2 - REIMBURSEMENT 1. Complete the Expenses This Period column based on your totals from the
Detail of Expenditure Form (form #3) The Budget Category, Details, and Subaward Budget pull directly from the current version of the Budget form. The Prior Expenses pull based on previously paid Claims. Expenses This Period total to be claimed for reimbursement for the reporting period 2. Click Save when complete 3.
Review for accuracy; click Edit to make changes and then click Save to save those changes 4. Click Mark as Complete when complete CLAIMS FORM #3 DETAIL OF EXPENDITURE 1. Download the Detail of Expenditure Form from the Instructions
2. Complete the form as appropriate (use the example on the following slide to assist in completion of the form) Re-download the Detail of Expenditure Form for the new grant year to ensure the file is formatted properly! CLAIMS FORM #3 DETAIL OF EXPENDITURE (example) Do not change the format or calculations of spreadsheet; the workbook auto-calculates columns and pages. Make sure the spreadsheet will print on 1 page when finished. There are multiple worksheets; click on the tabs at the bottom of the workbook if you need additional pages.
CLAIMS FORM #3 DETAIL OF EXPENDITURE contd 1. One completed, save the form on your computer 2. Navigate back to this WebGrants component 3. Select the blue hyperlink under the Attachment column 4. Browse for the file on your computer 5. Enter a short Description 6. Click Save 7. Review for accuracy
NOTE: If changes are needed to the form prior to submission, or the form is negotiated by your DPS Internal Contact for changes, you cannot simply open the attached file, make the changes, and click Save. Instead, you will need to make the changes, re-save the form to your computer, delete the attached file, and attach the corrected file. 8. Click Mark as Complete when complete CLAIMS FORM #4 PROGRAM INCOME 1.Complete the form as applicable Balance Prior to Reporting Period: total amount or account balance of program income as of the close of business the day before the reporting period
Earned This Reporting Period: program income earned during the reporting period (or interest earned on program income in an interest-bearing account) Expended This Reporting Period: program income (or interest earned) spent during the reporting period 2.If applicable, click Browse to attach documentation of expenses 3.Click Save 4.Review for accuracy; click Edit to make changes. Where applicable, to delete documentation, click the document image to the right of the attached file name. When the dialog box appears, click OK. Click Save to save changes.
5.Click Mark as Complete when complete CLAIMS FORM #5 ATTACHMENTS To attach supporting documentation: 1. Click Add 2. Browse for the document on your computer 3. Enter a short, but meaningful, Description 4. Click Save To delete supporting documentation: 5. Click the blue hyperlink under Description 6. Click Delete 7. Click OK to the dialog box
When finished or if you have no supporting documentation to provide: Must attach supporting documentation of expenditures for EVERYTHING! 8. Click Mark as Complete when complete CLAIMS PREVIEW/PRINT/SUBMIT Multiple individuals can work on the Claim but they cannot be in the same form at the same time!
A form can still be edited even if it is marked complete. The Claim cannot be submitted until each form is marked complete. A confirmation screen will appear stating the report has been submitted (but an email will NOT send to the grantee contacts). COMPONENT #5 CORRESPONDENCE CORRESPONDENCE For use in communicating to your DPS Internal Contact for: Changes to the Contact Information component Must complete Change of Information Form and attach to email. Changes to the Budget component for grant-funded staff Must complete Change of Information Form and attach to email. Adding/deleting additional registered users to the My Profile module Must complete Change of Information Form and attach to email.
Submitting a copy of the organizations audit Subrecipients that have expended $750,000 or more in federal funds within the organizations fiscal year are required by grant guidelines to receive an independent audit and to submit a copy of such audit to DPS. Requesting sole source procurement approval Send rationale for sole source procurement and a copy of the sole source certification/letter from the vendor, where applicable. Remember, approval during the application does not constitute prior approval for sole source procurements. Notifying of changes in your budget that would not require a Subaward Adjustment Change in location of a training Change of date of a training CORRESPONDENCE SCREEN To create a new email, click Add
Created emails will be listed below SENDING A CORRESPONDENCE 1. Select Add 2. In the To drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) 3. In the CC line, enter the email address of any additional contact(s) 4. Type a short, meaningful title in the Subject field 5. Type your message in the Message box 6. In the Attachments field, browse for the attachment(s), as applicable 7. Click Send when completed REPLYING TO A CORRESPONDENCE 1. Select the email in the Subject column; a copy of the email will pre-populate 2. Select Reply Do not click Reply
in your email client; it will reply the message to the identified sender ([email protected]). 3. In the To drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) 4. In the CC line, enter the email address of any additional contact(s) 5. Place your cursor at the start of the Message box and type your reply message 6. In the Attachments field, browse for the attachment(s), as applicable 7. Click Send when completed COMPONENT #6 SUBAWARD ADJUSTMENTS SUBAWARD ADJUSTMENTS - TYPES 1. Program Revisions
Change in project site or service area Change in the scope of your project Change in your applicant agency Change in project title Other changes that may affect the approved program 2. Budget Revisions Want to purchase a larger quantity of an item than what is approved in your current budget Want to send additional people to training Need to add a line item that doesnt exist in your current budget Exceeded (or will exceed) a line item budget total by 10% or more
SUBAWARD ADJUSTMENTS - STEPS 1.You will add, complete, and submit the Subaward Adjustment via WebGrants 2.DPS will review the Subaward Adjustment (will negotiate back if necessary) 3.If the request is a budget revision, DPS will negotiate the Budget component if the Subaward Adjustment is allowable 4.If the request is a budget revision, you will then need to log into WebGrants and make the necessary changes to your Budget and resubmit the revised Budget form for final approval 5.DPS will review the entire revision, generate a Subaward Adjustment Notice, and submit to the Authorized Official of DPS for final approval 6.Once approved, DPS will upload a scanned copy of the signed Subaward Adjustment Notice into WebGrants, change the status of the Subaward Adjustment to Approved, and mark the revised Should be submitted at least 30 days prior to the proposed change! Budget as the Must Current
Version be submitted no later than April 30, 2019! SUBAWARD ADJUSTMENTS SCREEN To create a new Subaward Adjustment, click Add Created Subaward Adjustments will be listed below SUBAWARD ADJUSTMENTS FORM #1 GENERAL INFORMATION 1. In the Subaward Adjustment Type drop-down box, select
Budget Revision or Program Revision 2. Click Save when complete 3. Review for accuracy; click Edit to make changes and then click Save to save those changes 4. Click Return to Components when complete SUBAWARD ADJUSTMENTS FORM #2 JUSTIFICATION 1. Explain the proposed change and why you are requesting a revision 2. Click Save when complete 3. Review for accuracy; click Edit to make changes and then
click Save to save those changes Focus on the highlights of the changes and the reason for the changes. If submitting for a budget revision, avoid providing dollar amounts because you will be asked to provide details for each new budget line when revising the Budget component. 4. Click Mark as Complete when complete SUBAWARD ADJUSTMENTS FORM #3 BUDGET 1.Complete the form as applicable Current Budget: represents the total cost of the current subaward; enter the total cost of each budget category as it is reflected in the
current version of the Budget component Revised Amount: represents the requested, revised total cost of the budget as a result of the Subaward Adjustment; enter the total cost of each budget category as it will be reflected in the revised version of the Budget component 2.Click Save when complete 3.Review for accuracy; click Edit to make changes and then click Save to save those changes 4.Click Mark as Complete when complete NOTE: There may or may not be a net change as a result of the revision.
SUBAWARD ADJUSTMENTS FORM #4 CONFIRMATION 1. Enter the Name and Title of the Authorized Official, as identified on the Contact Information component 2. Click Save when complete 3. Review for accuracy; click Edit to make changes and then click Save to save those changes 4. Click Mark as Complete when complete SUBAWARD ADJUSTMENTS FORM #5 ATTACHMENTS To attach supporting documentation: 1. Click Add 2. Browse for the document on your computer 3. Enter a short, but meaningful, Description
4. Click Save To delete supporting documentation: 5. Click the blue hyperlink under Description 6. Click Delete 7. Click OK to the dialog box Possible attachments: MOA (program revision change in service area) Training synopsis sheet (budget revision) Vendor quote (budget revision) When finished or if you have no supporting documentation to provide: 8. Click Mark as Complete when complete
SUBAWARD ADJUSTMENTS PREVIEW/PRINT/SUBMIT Multiple individuals can work on the Subaward Adjustment but they cannot be in the same form at the same time! A form can still be edited even if it is marked complete. The Subaward Adjustment cannot be submitted until each form is marked complete. A confirmation screen will appear and an email will be sent to all grantee contacts when the Subaward Adjustment is submitted. COMPONENT #7 SUBAWARD ADJUSTMENT NOTICES
SUBAWARD ADJUSTMENT NOTICES Final, signed Subaward Adjustment Notice will be uploaded here for your grant records (if applicable) Click the blue hyperlink in the File Name column to open the Subaward Adjustment Notice COMPONENT #8 STATUS REPORTS STATUS REPORTS SCREEN To create a new Status Report, click Add Created Status Reports will be listed below STATUS REPORTS FORM #1
GENERAL INFORMATION 1. 2. 3. 4. 5. In the Status Report Type drop-down field, select Quarterly Report In the Report Period fields, enter the quarterly reporting period Click Save when complete Review for accuracy; click Edit to make changes and then click Save to save those changes Click Return to Components when complete STATUS REPORTS FORM #2 DRUG TASK FORCE REPORT 1. Complete the report as appropriate (refer to the
next slide for commonly seen mistakes with Status Reports) NOTE: None of the fields are marked required in an attempt to allow users to save data as they go, but PLEASE fill out EVERY field! COMMONLY SEEN MISTAKES WITH STATUS REPORTS Organization The Number of agencies within the service area and Number of agencies signing an MOU should reflect the number of political subdivisions. The Number of agencies providing resources and the Number of agencies not providing resources should equal the Number of agencies within the task forces direct service area
Employees Should represent only individuals that are employed by and/or report to the task force; does not include prosecutors who are employed by the Prosecutors Office Loaned to Task Force means the individual is employed by an agency other than the task force and his/her salary is paid for by an agency other than the task force Funded by Other Source means the individual is employed by the task force but his/her salary is funded through means other than those listed Detached to Federal Task Force means the individual is assigned to DEA, HIDTA, ATF, etc. COMMONLY SEEN MISTAKES WITH STATUS REPORTS contd Arrest Activity Number of individuals arrested refers to the number of individuals (not the number of arrests, e.g. if someone is arrested more than once, they are still only one person) The types of charges/indictments should equal or exceed the number of
individuals arrested Drug Seizure Value Drugs seized through interdiction methods vs. Drugs seized through noninterdiction methods - - report in the appropriate breakdown column Education/Training Programs Focuses on efforts to educate persons; these efforts are generally speaking events in which information is being shared with the target audience in an effort to inform, prevent, scare, etc but no action is being taken to physically prevent the use of narcotics (rather you are lecturing/informing people) Categorize the audiences by 1) businesses, 2) general public/civic organizations, 3) law enforcement agencies (in-house or to other LEAs), 4) schools, and 5) other COMMONLY SEEN MISTAKES WITH STATUS REPORTS contd Community Involvement (Prevention) Focuses on efforts to prevent narcotic use; these efforts are generally focused on actions to physically prevent or stop the use of narcotics, such
as 1) prescription take-back events or drop-boxes where you remove such prescriptions from getting into the hands of other individuals, 2) neighborhood watch programs where there is physical monitoring occurring to identify criminal activity, or 3) town hall meetings to draft and pass ordinances on the sale of pseudoephedrine/ephedrine Make sure to DESCRIBE the program and to DESCRIBE the task forces involvement in such program In terms of the program, some are better known than others and may require more detail (For example, would everyone in the state know what PACT360 is? If not, provide a little synopsis on the program so the reader understands what the programs intent/mission is.) In terms of involvement, identify what capacity/role the task force served COMMONLY SEEN MISTAKES WITH STATUS REPORTS contd Rehabilitation Focuses on efforts to provide rehabilitative services to drug abusers Make sure to DESCRIBE the program and to DESCRIBE the task forces
involvement in such program In terms of the program, some are better known than others and may require more detail In terms of involvement, identify what capacity/role the task force served NOTE: For education, prevention, and rehabilitation, you should only take credit for efforts in which members of the task force (or representatives for the task force) are engaged in such programs. You cannot take credit for programs that exist within your service area for which you (or your representatives) have no involvement. And it is possible to not be involved in an education, prevention, or rehabilitative program in a given quarter but still be involved during other quarters for purposes of the application and the yearly funding decisions. This should not discourage you from being involved year-round but is simply an acknowledgement that it may not a be a year-round program. Narrative The reports are compiled and available to the public so be sure to redact any sensitive information STATUS REPORTS FORM #2 DRUG TASK FORCE REPORT contd 1. Click Save when
complete 2. Review for accuracy; click Edit to make changes and then click Save to save those changes 3. Click Mark as Complete when finished STATUS REPORTS REVIEW/PRINT/SUBMIT A form can still be edited even if it is marked complete. The Status Report cannot be submitted until each form is marked complete. A confirmation screen will appear stating the Status Report has been submitted (but an email will NOT send to the grantee contacts). COMPONENT #9 SITE VISITS SITE VISITS
The Site Visit monitoring report will be displayed once the status is approved The report status is approved after any corrective action is completed, if applicable, and the report has been proofed. Click the blue hyperlink in the ID column to open the Site Visit report COMPONENT #10 SUBAWARD DOCUMENTS NEED SIGNATURES SUBAWARD DOCUMENTS NEED SIGNATURES Contains the Subaward documents to be signed by the subrecipient Authorized Official and the subrecipient Project Director Once these documents are obtained, signed, and returned, disregard this component
COMPONENT #11 SUBAWARD DOCUMENTS FINAL SUBWARD DOCUMENTS FINAL Contains the signed, final Subaward documents signed by both the subrecipient and the Authorized Official of DPS Click the blue hyperlink in the File Name column to open the file COMPONENT #12 APPROPRIATIONS APPROPRIATIONS Allows DPS to set the fund source of the budget The Award Name identifies the state vs. federal share The Priority tells WebGrants which order to expend funds COMPONENT #13 CLOSEOUT
CLOSEOUT Will be completed by the CJ/LE Program Officer/Manager when the final Claim and Status Report has been submitted and the grant is ready to be closed Grantee Contact and Additional Contacts will receive an alert notifying of the grant status change Reminder: the 5-year record retention period begins from the date of this form (unless there is an open audit covering the period of this grant to extend such period) COMPONENT #14 OPPORTUNITY OPPORTUNITY Copy of the Funding Opportunity posted in WebGrants from which funding was requested and awarded
COMPONENT #15 APPLICATION APPLICATION Copy of the approved application Will not include changes that occur with the grant throughout the lifecycle of the grant (e.g. personnel changes, budget revisions). This is a static copy at the time the record changed from an application to a grant. QUESTIONS?