VA Department of Criminal Justice Services Janice Waddy, Grants

VA Department of Criminal Justice Services Janice Waddy, Grants Manager DeAndrea Williams, GMIS Support Grants Management Training 1100 Bank Street, 12th Floor Richmond, VA 23219

NOW THAT YOU HAVE YOUR GRANT, What you need to do to maintain it. Read your award document thoroughly. – Submit all required Special Conditions. – – Sign the Statement of Grant Award/Acceptance. Some Special conditions are generic, not requiring any immediate action. Some special conditions require action. Manage/track your grant online. – – Obtain a GMIS Online username and password Manage your online grant Review Original Budget Reporting Requirements – – Financial Reports Progress Reports Budget Amendments Request for Funds

(SOGA) Statement of Grant Award and Acceptance

Department of Criminal Justice Services 1100 Bank Street Richmond, VA 23219 Statement of Grant Award/Acceptance Subgrantee-- City of Nowhere Date: July 1, 2014 Grant Number-- Grant Period-- From: 7/01/2014 Project Director 15-Z1234VW14 Through: 06/30/2015 Project Administrator Finance Officer Ms. Victoria Worker Mr. Big Shot Mr. Money Bags Victim Witness Director City Manager Finance Director City of Nowhere City of Nowhere City of Nowhere P.O. Box 1234 P.O. Box 4678 P.O. Box 4678 Nowhere, VA 23456 Nowhere VA 23456 Nowhere, VA 23456 Phone No: 804-123-4567 E-Mail: [email protected] Phone No: 804-123-6789 E-Mail: [email protected] Phone No: 804-123-5432 E-Mail: [email protected]

Grant Award Budget DCJS Funds Budget Categories Federal General Special Local Totals Travel 0 0 300 0 300 Supplies/Other 0 0 2090 0 2090 Personnel 0 0 51,749 0 51,749 Indirect Costs 0 0 0 0 0 Equipment 0 0 0 0 0 Consultant 0 0 0 0 0 Totals 0 0 54,139 0 54,139 V/W grants funds will be awarded: 75% federal and 25% State Special Funds OR State General Funds VSDVVF: No Match Sexual Assault Grants: The match may change from year to year depending on how much Federal funds the state has been awarded. Please pay close attention to your awards every year. For state fiscal year 2017, the match is 75% federal funds and 25% state general OR state special funds. V-STOP Grants: Varies by program

This grant is subject to all rules, regulations, and criteria included in the grant guidelines and the special conditions attached thereto. Francine C. Ecker Francine C. Ecker, Director In accepting this award, you are acknowledging that you have consulted with all local law enforcement agencies with in your locality including towns and incorporated towns, and they had an opportunity for comment and input for the funding plan for this application. The undersigned, having received the Statement of Grant Award/Acceptance and the Conditions attached thereto, does hereby accept this grant and agree to the conditions pertaining thereto, this day of , 20 . Signature: Title:

STATEMENT OF GRANT AWARD SPECIAL CONDITIONS Department of Criminal Justice Services 1100 Bank Street Richmond, Virginia 23219 For the Victim Witness Assistance Grant Program – Localities Subgrantee: County of Nowhere Grant Number: 15-Z1234VW14 Federal Catalog Number: 16.575 Title: Victim Witness Program Date: July 1, 2014

GMIS Online: (SOGA) Statement of Grant Award and Acceptance

Special Conditions

WHAT ARE SPECIAL CONDITIONS? There are two types: Generic: These are conditions that you may not have to return documents to DCJS, but must agree to comply with. Example: #4. By accepting this grant, the recipient assures that funds made available through it will not be used to replace state or local funds that would, in the absence of this grant, be made available for the same purposes

Special Conditions That Require Action Action: Action Special Condition will always be the very last one in the list. “Prior to DCJS disbursing funds, the Subgrantee must comply with the following special conditions:” Example: a)Revise your budget and budget narrative to equal the amount of the award. b)Provide signed cooperative agreements with local Probation & Parole.

GMIS Online: View Status - Special Conditions The Special Conditions screen lists all conditions posed on the grant that must be met before any funds can be requested.

Manage Your Grant Online GMIS (Grants Management Information System)

Entering GMIS Online You can access GMIS 2 ways: Via DCJS website – http://www.dcjs.virginia.gov Link directly to the GMIS website – http://grants.dcjs.virginia.gov/index.cfm

GMIS Online: Login Screen Must be issued a username and password by your Finance Officer. – DCJS will no longer issue login accounts. Forgot Login/Password link Announcements

GMIS Online: Announcements Screen Make sure 0’s are 0’s and O’s are O’s. If your grant number is invalid you will receive an error message. You will only have access to Grants that are under your designated Financial Officer.

GMIS Online: Main Menu

Managing/Tracking DCJS Grants Grant Period – Be aware of what it is. – For ex., V/W grants are normally awarded for the period July 1 to June 30. – Expenditures made after the grant period ends are only allowed if funds have been properly obligated.

GMIS Online: Approved Original Budget

GMIS Online: View Budgets - Original Budget Original Budget: When the Grant Application is submitted and approved.

Reporting Requirements - Financial Reports - Progress Reports

Reporting Requirements Differences in program requirements. Please be aware that each grant program may have a different component to its quarterly reporting requirement. Make sure you read the information that comes with your grant award. Again, no funds will be disbursed if quarterly reports are not up to date.

Financial Reports Quarterly Reporting: Financial Reports Required for each grant award. Due the 12th WORKDAY following the end of each quarter. Cash on hand can be a negative Number

GMIS Online: Quarterly Reporting - Enter Financial Report

GMIS Online: Quarterly Reporting - Revise Financial Reports Can modify unapproved, pre-submitted, or Saved Financial Reports.

GMIS Online: View Status - Financial Reports To view a summarized listing of all Quarterly Financial Reports submitted, select “View Status - Financial Reports” from the menu.

Progress Reports Quarterly Reporting: - Progress Reports Progress reports are due the 12th workday unless otherwise indicated. VW, SAGP and VSDVV Due quarterly VSTOP Semi Annual SASP – Annual Report Reports should be uploaded into GMIS On-line. No drawdown can be completed until all progress reports are up-to-date and have been approved by your DCJS grant monitor.

GMIS Online: Quarterly Reporting - Upload Progress Reports

GMIS Online: View Status - Progress Reports This screen displays a listing of all Progress Reports filed successfully with DCJS.

Amendments/Requests - Budget Amendments - Request for Funding

Budget Amendments Budget amendments are submitted using GMIS On-line. – A budget amendment allows you to move any portion of your award amount from one category to another. – Requests must be submitted on the on-line BAR form and be accompanied by a narrative of what you propose to do and why it is necessary. – Only 2 BARs allowed per grant year, both requiring prior approval.

GMIS Online: View Budgets - Current Budget

GMIS Online: Applications - Budget Amendments

GMIS Online: Applications - Budget Amendments To use the form: -Do not enter in commas in the dollar amount. Enter whole dollars. -You must upload a Budget Narrative -Your grand Totals must match

Applications - Budget Amendment: Revise You may revise your previously submitted amendment if you are an user and have made an error that needs to be corrected before it is submitted to your Finance Officer.

GMIS Online: View Status - Budget Amendments To find out the status of an entered Budget Amendment, select View Status - Budget Amendment from the menu. This screen will list all amendments that have been saved or submitted and the approval status.

Request for Funds When requesting funds: Funds are requested using the GMIS on-line system. DCJS does not automatically send funds. Please request in the % you were awarded. DCJS will not send funds if: You have not accepted the grant You have not satisfied all the special conditions You have not submitted required reports. Allow 30 days processing time.

GMIS Online: Applications - Request For Funds You may request funds if you have: -Met all Special Conditions or an extension granted -Your SOGA has been received by DCJS -A previous Financial Report and Progress Report has been submitted. NOTE: If this is your 1 st quarter submission you may request funds with no previous reports.

GMIS Online: Applications - Request For Funds: Revise You may revise your previously submitted request if you have made an error.

GMIS Online: View Status - Vouchers A listing of all voucher requests that have been approved and sent out can be viewed by selecting “View Status - Vouchers” from the menu.

WHAT ABOUT THE 2ND YEAR OF MY 2 YEAR GRANT? DCJS will issue the award document for the new year as soon as possible. When doing budget amendments, especially where fringe benefits are being affected, don’t forget you may have to change the 2nd year of the award also. Even though you have a two year grant, each year is handled separately, as if you only have a year grant.

Grant Closeout You must have funds obligated at the end of the grant period. You have 90 days after the end of the grant period to pay for all obligated items. Make sure on the 4th quarter report, you show all funds that are obligated in order to be reimbursed for those funds.

Miscellaneous Administrative Info Please e-mail all grant related correspondences to [email protected] or mail to the Office of Grants Management, NOT the Agency Director. (Ms. Ecker) No need to send paper copies of the quarterly reports to DCJS unless requested by DCJS staff. If you get a “you are delinquent” letter/email, don’t panic. Call your grant monitor. Please note on all correspondences the correct DCJS grant number.

Questions concerning your grant? Feel free to contact us for help. VIRGINIA SNEED [email protected] or (804) 786-5491 General Administrative Questions – Sexual Assault Grants BEVERLY JOHNSON [email protected] or (804) 786-9055 General Administrative Questions – Victim Witness Grants BILL DODD [email protected] (804) 371-0638 Financial Support OR JANICEWADDY [email protected] or (804) 786-4011 Grants Manager DEANDREA WILLIAMS [email protected] or (804) 3715380 Computer Support – GMIS ONLINE