DPS-VOCA_GUIDELINES_EFFECTIVE_7-2013.PDF

Arizona Department of Public Safety
Victims of Crime Act
Crime Victim Assistance Grant
GUIDELINES
Crime Victim Assistance Grant
Arizona Department of Public Safety
VOCA Administration, Mail Drop 1320
PO Box 6638
Phoenix, Arizona 85005-6638
THIS DOCUMENT SHOULD BE RETAINED ALONG WITH
PERMANENT AGENCY VOCA GRANT RECORDS.
Effective 7/2013

Table of Contents
I. Background............................................................................................................................... 1
a. Definitions: ........................................................................................................................... 1
b. Primary Purpose:................................................................................................................... 3
c. Eligible services are further defined: .................................................................................... 3
II. Allocation of VOCA Victim Assistance Funds........................................................................ 5
III. VOCA Victim Assistance Application Process........................................................................ 5
a. Subrecipient Application Process:........................................................................................ 5
b. Protest of Funding Decisions:............................................................................................... 6
c. Applicant Organization Eligibility Requirements: ............................................................... 7
d. Eligible Subrecipient Organizations:.................................................................................. 11
e. Ineligible Recipients of VOCA Funds:............................................................................... 13
f. Services, Activities, and Costs at the Subrecipient Level................................................... 13
g. Other Allowable Costs and Services: ................................................................................. 15
h. Non-Allowable Costs and Activities: ................................................................................. 20
IV. Subrecipient Responsibilities.................................................................................................. 21
a. Financial and Program Reporting:...................................................................................... 21
b. Amendments:...................................................................................................................... 22
c. Beginning the Project:......................................................................................................... 22
d. Funding Acknowledgement:............................................................................................... 23
e. Notice of Crime Victim Service Availability: .................................................................... 23
f. Civil Rights Policy and Disclosure of Findings of Discrimination: ................................... 23
g. Reporting Suspected Fraud, Waste and Abuse:.................................................................. 24
h. Audit Responsibilities for Subrecipients: ........................................................................... 24
V. State and Federal Financial and Programmatic Monitoring................................................... 25
VI. Suspension and Termination of Funding................................................................................ 26

ARIZONA DEPARTMENT OF PUBLIC SAFETY
VOCA ADMINISTRATION
VICTIMS OF CRIME ACT (VOCA)
CRIME VICTIM ASSISTANCE GRANT
VOCA GUIDELINES
The Department of Public Safety (DPS), VOCA Administration (VOCA), is issuing VOCA
Guidelines to implement the VOCA victim assistance grant program as authorized by the
Victims of Crime Act of 1984, Section 1404(a)(2), and 1404(b)(1) and (2), 42 U.S.C.
10603(a)(2) and (b)(1) and (2). The VOCA Guidelines provide information on the
administration and implementation of the VOCA assistance grant program for the state of
Arizona pursuant to ARS § 41-1711, as amended. These guidelines are all inclusive and
effective upon publication for the VOCA victim assistance grant program, until further revised
by DPS-VOCA.
DPS-VOCA supports and promotes quality services for crime victims by partnering with local
agencies throughout Arizona that perform the essential work of victim assistance. The provision
of rights and mandated services outlined in Arizona’s Constitution and the Victims’ Rights Act
provide the beginning of a foundation of important services to crime victims.
FOR FURTHER INFORMATION CONTACT: The Arizona Department of Public Safety,
VOCA Administration, Mail Drop 1320, PO Box 6638, Phoenix, Arizona 85005.
EFFECTIVE DATE: These guidelines are in effect for grants beginning July 1, 2013, until
further revised by DPS. These guidelines should be adhered to when completing an application
for funding for the FY 13/14 Request for Grant Application process.
GUIDELINES FOR CRIME VICTIM ASSISTANCE GRANTS
I. Background
In 1984, VOCA established the Crime Victims Fund (Fund) in the US Treasury and
authorized the Fund to receive deposits of fines and penalties levied against criminals
convicted of federal crimes. This Fund provides the source of funding for carrying
out all the activities authorized by VOCA for the award of crime victim compensation
and crime victim assistance funds to the states. VOCA gives the states sole authority
to determine the best use of VOCA victim assistance grant funds within each state.
a. Definitions:
For the purpose of the VOCA grant program, the following definitions apply:
i. Crime Victim is anyone of any age who has suffered financial, physical,
sexual or emotional harm as a result of the commission of a crime. Each
person and each situation has varying circumstances with different
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personal reactions, problems, and needs. A victim is defined as the person
against whom the crime was committed, except in the case of homicide
and DUI/DWI deaths where the “victims” are survivors. In domestic
violence situations, children of spouse/partner abuse victims are
considered victims. The immediate family members of a rape victim who
receive counseling, non-offending parents of child abuse victims and
surviving family members of homicide and DUI/DWI victims are
considered victims for purposes of the crime victim assistance grant
program.
ii. Child is any person under the age of 18 or as otherwise defined by State
law.
iii. Elder Abuse is defined as abuse of vulnerable adults including the
mistreatment of older persons through physical, sexual, psychological or
physical violence; neglect; or economic exploitation and fraud.
iv. Federal Crime Victim is defined as a victim of an offense that violates a
federal criminal statute or regulation. Federal crimes also include crimes
that occur in an area where the federal government has jurisdiction, such
as Indian reservations, some national parks, some federal buildings, and
military installations.
v. Native American Tribe/Organization is defined as any tribe, band, nation,
or other organized group or community, which is recognized as eligible
for the special programs and services provided by the US to Native
Americans because of their status as Native Americans. A reservation is
defined as a tract of land set aside for use of, and occupancy by, Native
Americans.
vi. Hate Crime Victim is defined as a victim of an act of intimidation,
harassment, physical force, or threat of physical force directed against any
person, or family, or their property, or advocate, motivated either in whole
or in part by hostility because of race, color, ethnic background, national
origin, religion, sex, age, disability, or sexual orientation, real or
perceived, with the intention of causing fear or intimidation, or of
deterring the free exercise or enjoyment of any rights or privileges secured
by the Constitution or laws of the United States or the state of Arizona.
vii. Economic Exploitation and Fraud Victim is defined as an individual
victimized by the perpetrators of bogus vacation opportunities, fly-by-
night home repair companies, advance fee schemes, mail fraud, computer
fraud, health care fraud, insurance fraud, pension and trust fund fraud,
credit card fraud, check fraud, charity fraud, home repair schemes, identity
theft, land schemes, embezzlement, securities and investment fraud
(including commodities fraud), telemarketing fraud, and reverse mortgage
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fraud. Fraud crimes can be prosecuted at either the state or federal level,
depending on a number of factors: type of fraud scheme and amount of
money stolen, laws violated (federal, state or both), method of operation,
use of public services (such as the US Postal Service, telecommunications
systems, and Medicare) that fall under federal or state regulation and
authority, location of the crime (within state or across state or national
borders).
Although VOCA-funded programs cannot restore the financial losses
suffered by victims of fraud, victims are eligible for counseling, criminal
justice advocacy, and other support services offered by VOCA-funded
victim assistance programs.
b. Primary Purpose:
The primary purpose of these grants is to support agency staff who provide direct
services to victims of crime in Arizona. Priority will be given to projects serving
victims of sexual assault, domestic violence, child physical and sexual abuse, and
previously underserved victims of violent crime such as drunk driving crashes,
elder abuse, adults molested as children, survivors of homicide victims, robbery
or bank robbery, assault, stalking, kidnapping, identity theft, hate crimes and
victims of exploitation and fraud. For the purpose of the VOCA guidelines,
services are defined as those efforts that (1) respond to the emotional and
physical needs [healing] of crime victims; (2) assist primary and secondary
victims of crime to stabilize [restitution/economic restabilization] their lives
after a victimization; (3) assist victims to understand and participate in the
criminal [justice] system; and (4) provide victims of crime with a measure of
[safety] and security such as boarding up broken windows and replacing or
repairing locks.
c. Eligible services are further defined:
i. Crisis Counseling is defined as in-person crisis intervention, emotional
support, and guidance and counseling on an individual basis provided by
advocates, counselors, mental health professionals or peers. Such
counseling may occur: a) at the scene of a crime; b) immediately after a
crime; c) at the first, in-person contact between a counselor and victim
(this would include meeting the victim in an emergency room, at a police
station, or at a prosecuting attorney’s office, etc.); d) during in-person
contact for the duration of the crisis experience; or e) in the case of
survivors of homicide victims or DUI/DWI, counseling may occur months
after the victimization.
ii. Follow-up Contact is defined as in-person contacts, telephone contacts
and written communication with the victims to offer individual emotional
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support, provide empathetic listening, check on victim’s progress, and
offer guidance for other-than-crisis reactions after the victimization.
iii. Therapy is defined as intensive professional psychological and/or
psychiatric treatment for individuals, couples, and family members,
related to counseling, to provide emotional support in crisis arising from
the occurrence of crime. This includes the evaluation of mental health
needs, as well as the actual delivery of psychotherapy.
iv. Crisis Counseling via phone/hotline is defined as telephone contact to
provide crisis counseling after a victimization.
v. Group Treatment/Support is defined as the coordination and provision of
supportive group activities. This includes self-help, peer, social support,
drop-in groups, and community crisis intervention in a group setting.
vi. Shelter/Safe House is defined as short-term and long-term housing and
related support services provided to victims and non-offending members
of their family following a victimization.
vii. Information, Referral, and Connection is defined as in-person contacts
with the victim, identifying services offered and support available by
network and other community agencies, and/or completing linkage (actual
personal or telephonic introduction) of a victim to other continuum service
providers.
viii. Criminal Justice Support/Advocacy is defined as support, assistance and
advocacy provided to crime victims at any stage of the criminal justice
process. Included in this definition are: court related support, i.e. court
orientation, court escort, case status and disposition information, victim
impact statements, assistance with restitution, transportation for legal
proceedings, child care while participating in legal proceedings, property
return, and post-sentencing services and support following the disposition
of a criminal court proceeding.
ix. Emergency Financial Assistance is defined as the utilization of VOCA or
matching funds for security measures (replacement of locks, and
temporary repair of doors and windows to prevent revictimization), and
payment for taxis, buses, food, shelter and clothing. The agency must
have written policies and maintain detailed records regarding distribution
of funds under this provision.
x. Emergency Legal Advocacy is defined as assisting victims in filing
temporary restraining orders (injunctions and other protective orders), and
elder or child abuse petitions. This does not include criminal prosecution
or the use of VOCA funds in the employment of private attorneys for
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non-emergency legal representation purposes such as custody disputes,
civil suits, civil restitution recovery efforts, and divorce actions.
xi. Assistance in Filing Compensation Claims is defined as making victims
aware of the availability of crime victim compensation and/or assisting the
victim in completing the required forms and in gathering the needed
documentation. (Provision of this service is a grant eligibility
requirement.) It may also include follow-up contact with the victim
compensation agency on behalf of the victim.
xii. Personal Advocacy is defined as assisting victims in securing rights,
remedies, and services from other agencies, locating financial support,
intervening with employers, creditors and others on behalf of the victim;
assistance with filing for losses covered by public and private insurance
programs including workman’s compensation, unemployment benefits,
welfare, Medicare, etc., and accompanying the victim to the hospital. This
includes case management services, domestic violence education,
assistance with safety planning, life skills, translation, transportation for
other than legal proceedings, child care (for reasons other than
participation in criminal justice proceedings), job search, education
assistance, assistance with immigration issues (if not criminal justice
related).
xiii. Telephone Contact (information & referral) is defined as contacts with
victims during which time services and available support are identified
and provided over the telephone. This does not include calls during which
counseling is the primary function of the telephone call.
xiv. Other is defined as other VOCA allowable services not previously listed.
II. Allocation of VOCA Victim Assistance Funds
VOCA requires that priority shall be given to victims of sexual abuse, domestic
abuse, child abuse, and previously underserved populations with a minimum of 10%
of each federal fiscal year’s grant being allocated to each of these crime victim
categories. VOCA funds are intended to enhance and expand services to crime
victims in the state of Arizona. Services already provided through state, local and
federal sources other than VOCA will not be eligible for funding, for example shelter
beds, forensic exams, and victim notification and other mandated services. This is
not an all-inclusive list; for questions regarding service eligibility, contact DPS-
VOCA.
III. VOCA Victim Assistance Application Process
a. Subrecipient Application Process:
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DPS-VOCA issues a funding notice outlining the availability of grant program
funding. Applicants will verify eligibility and submit applications through the
Web-based Automated Grant System via the internet. Applications must be
submitted on or before the stated deadline as determined by DPS-VOCA.
Applications are reviewed and evaluated based upon:
i. Compliance with the Victims of Crime Act and state program guidelines;
ii. Completeness and clarity with which it addresses each section of the
application;
iii. Scope of the proposal in terms of the potential number of victims to be
provided with appropriate services;
iv. The overall concept, feasibility and likelihood of success of the proposal
through the applicant’s program and fiscal structure;
v. Accountability within the organization leading to quality service delivery;
and
vi. A budget which represents responsible grant expenditures and a cost-
effective proposal.
An applicant’s past financial/program reporting history and program compliance
may impact the final funding decision.
Applicants will receive notice of award or denial via the internet. If an agreement
is issued, the subrecipient must return a signed subgrant award agreement prior to
the beginning of the project period.
b. Protest of Funding Decisions:
An appeal shall comply with and be resolved according to A.R.S. 41-2704 and
rules adopted there under. Protests shall be made in writing to the DPS Director
within ten (10) calendar days from the date of the email notification. The protests
shall include:
1. The name, address and telephone number of the protester;
2. The signature of the protester or its representative;
3. A detailed statement of the legal and factual grounds of the protest
including copies of relevant documents; and
4. the form of relief requested.
The applicant agency cannot provide additional information that was not included
in the original application.
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c. Applicant Organization Eligibility Requirements:
VOCA establishes eligibility criteria which must be met by all organizations that
receive VOCA funds. Funds will only be awarded to applicants to provide
services to victims of crime through their staff. To be eligible for funding, each
applicant agency shall meet the following requirements:
i. Public Agency or Nonprofit Organization: Applicant agency must be
operated by a public agency or nonprofit organization, or a combination of
such agencies or organizations, and provide services to crime victims.
ii. Record of Effective Services: Demonstrate a record of providing effective
services to crime victims for at least one year. This includes having the
support and approval of its services by the community, a history of
providing direct services in a cost-effective manner, and financial support
from other sources. Applicants are encouraged to promote the
development of consistent, professional standards for recruitment,
training, supervision, and delegation of crime victim service assignments
to agency staff, regardless of funding source, and volunteers.
New Programs: Those agencies which have not yet demonstrated a record
of providing victim services and have been operating less than one year
from the submission of the grant application may be eligible to receive
VOCA funding, if they can demonstrate that 25-50 percent of their
financial support comes from non-federal sources, with the exception of
funds appropriated by Congress for the activities of any agency of a tribal
government as allowed for in the OJP Financial Guide. It is important that
agencies have a variety of funding sources besides federal funding in order
to ensure their financial stability. DPS-VOCA staff will establish the base
level of non-federal financial support required within the 25-50 percent
range for each applicant.
iii. Program Match Requirements: The purpose of matching contributions is
to increase the amount of resources available to the projects supported by
grant funds. Matching contributions of 20 percent (cash or in-kind) of the
total cost of each VOCA project (VOCA grant plus match) are required
for each VOCA-funded project and must be derived from non-federal
sources. All funds designated as match are restricted to the same uses as
the VOCA victim assistance grant funds and must be expended within the
grant period. Match must be provided on a project-by-project basis.
Funds from other federal programs may not be used as sources of match
for VOCA grants such as: Department of Justice, VOCA, Byrne, COPS,
STOP (Violence Against Women Act), FEMA, Health and Human
Services (Rape Prevention, Family Violence), VOCA Children’s Justice
Act, Americorps, and Housing and Urban Development grants.
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For the purposes of this program, in-kind match may include donations of
expendable equipment, office supplies, workshop or classroom materials,
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 a funded
project. The value placed on donated services must be consistent with the
rate of compensation paid for similar work in the subrecipient’s
organization. If the required skills are not found in the subrecipient’s
organization, the rate of compensation must be consistent with the labor
market. In either case, fringe benefits may be included in the valuation.
The value placed on loaned or donated equipment may not exceed its fair
market value. The value of donated space may not exceed the fair rental
value of comparable space as established by an independent appraisal of
comparable space and facilities in privately-owned buildings in the same
locality.
If volunteers are to be used as match, the salary rate should be consistent
with those rates paid for similar professional work in the labor market in
which the project operates or current minimum wage. The rate for
volunteers may not exceed the salary rate of grant paid staff doing the
same type of work. On-call time for volunteers may be included as match,
at a rate not to exceed $2.00/hour. Approval of on-call match will be
considered by DPS-VOCA on a case-by-case basis based on the agency’s
plan for tracking and reporting this time. The actual time spent by on-call
volunteers providing over-the-phone direct services may be claimed at an
hourly rate consistent with those rates paid for similar professional work.
Exceptions to the 20 percent Match: VOCA sets a lower match
requirement for Native American Tribes/Organizations located on
Reservations. The match for new or existing VOCA subrecipients
meeting this requirement is 5 percent (cash or in-kind) of the total VOCA
project.
Record Keeping: VOCA subrecipients must maintain records that clearly
show the source, the amount, and the period during which the match was
expended and reported to DPS-VOCA. The basis for determining the
value of personal services, materials, equipment, and space must be
documented. Volunteer services must be documented, and to the extent
feasible, supported by the same methods used by the subrecipient for its
own paid employees.
iv. Volunteers: Subrecipient organizations must use volunteers unless the
state grantee determines there is a compelling reason to waive this
requirement. A “compelling reason” may be a statutory or contractual
provision concerning liability or confidentiality of counselor/victim
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information, which bars using volunteers for certain positions, or the
inability to recruit and maintain volunteers after a sustained and aggressive
effort.
v. Promote Community Efforts to Aid Crime Victims: Promote, within the
community, coordinated public and private efforts to aid crime victims.
Coordination may include, but is not limited to, serving on state, federal,
local, or Native American task forces, commissions, working groups,
coalitions, and/or multi-disciplinary teams. Coordination efforts also
include developing written interagency agreements that contribute to
better and more comprehensive services to crime victims. Coordination
efforts qualify an organization to receive VOCA victim assistance funds,
but are not activities that can be supported with VOCA funds.
vi. Help Victims Apply for Compensation Benefits: Such assistance must
include notifying crime victims of the availability of crime victim
compensation, and/or assisting victims with application forms and
procedures, obtaining necessary documentation, and/or checking on claim
status.
vii. Inform Victims of their Legal Rights: To notify victims of their legal
rights (A.R.S. 13-4401, et seq.) and offer to connect the victim with a
representative from the prosecutor’s or county attorney’s office if the
victim so chooses.
viii. Comply with Federal Rules Regulating Grants: Subrecipients must
comply with the applicable provisions of the VOCA Guidelines and OJP
Financial Guide, effective edition, which include maintaining appropriate
programmatic and financial records that fully disclose the amount and
disposition of VOCA funds received. This includes: financial
documentation for disbursements; daily time and attendance records
specifying time devoted to allowable VOCA victim services; client files;
the portion of the project supplied by other sources of revenue; job
descriptions; contracts for consultant services; and other records which
facilitate an effective audit.
ix. Ensure Access to Federally Assisted Programs: Federal laws prohibit
recipients (and subrecipients) of federal financial assistance from
discriminating on the basis of race, color, national origin, religion,
disability or sex in funded programs or activities, not only in respect to
employment practices but also in the delivery of services or benefits.
Federal law also prohibits funded programs or activities from
discriminating on the basis of age in the delivery of services or benefits.
Recipients (and subrecipients) must also take reasonable steps to provide
meaningful access to their programs and activities for persons with limited
English proficiency (LEP). (For information on the civil rights
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responsibilities related to providing language services to LEP individuals,
refer to http://www.lep.gov.)
Certain VOCA subrecipients are required to provide civil rights
certification to the US Department of Justice with a copy to DPS-VOCA.
(Refer to http://www.ojp.usdoj.gov/about/ocr/eeop.htm to determine your
agency’s EEO requirement.)
x. Maintain Civil Rights Information: Subrecipient agencies must maintain
statutorily required civil rights statistics on victims served by race,
national origin, sex, age, and disability; and permit reasonable access to its
books, documents, papers, and records to determine whether the
subrecipient is complying with applicable civil rights laws. This
requirement is waived when providing a service, such as telephone
counseling, where soliciting the information may be inappropriate or
offensive to the crime victim.
xi. Comply with State Criteria: Subrecipients must abide by state eligibility
or service criteria as established by DPS-VOCA including submission of
monthly financial reports, quarterly statistical and programmatic reports,
client feedback surveys utilized, annual narrative report, annual DPS-
VOCA survey, and other programmatic or service information requested
by DPS on the use and impact of VOCA funds.
xii. Services to Victims of Federal Crimes: Subrecipients must provide
services to victims of federal crimes on the same basis as victims of
state/local crimes.
xiii. No Charge to Victims for VOCA-funded Services: Subrecipients must
provide services to crime victims, at no charge, through the VOCA-funded
project. The purpose of the VOCA victim assistance grant program is to
provide services to all crime victims regardless of their ability to pay for
services rendered or availability of insurance or other third-party payment
resources. Crime victims suffer tremendous emotional, physical, and
financial losses. It was never the intent of VOCA to exacerbate the impact
of the crime by asking the victim to pay for services.
xiv. Client-Counselor and Research Information Confidentiality:
Subrecipients are required to maintain confidentiality of client-counselor
information, as required by state and federal law.
xv. Confidentiality of Research Information: Except as otherwise provided by
federal law, no recipient of monies under VOCA shall use or reveal any
research or statistical information furnished under this program by any
person and identifiable to any specific private person for any purpose
other than the purpose for which such information was obtained in
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accordance with VOCA. Such information, and any copy of such
information, shall be immune from legal process and shall not, without the
consent of the person furnishing such information, be admitted as
evidence or used for any purpose in any action, suit, or other judicial,
legislative, or administrative proceeding. See Section 1407(d) of VOCA
codified at 42 USC 10604.
These provisions are intended, among other things, to ensure the
confidentiality of information provided by crime victims to counselors
working for victim service programs receiving VOCA funds. Whatever
the scope of application given this provision, it is clear that there is
nothing in VOCA or its legislative history to indicate that Congress
intended to override or repeal, in effect, a state’s existing law governing
the disclosure of information which is supportive of VOCA’s fundamental
goal of helping crime victims. For example, this provision would not act
to override or repeal, in effect, a state’s existing law pertaining to the
mandatory reporting of suspected child abuse. See Pennhurst School and
Hospital v. Halderman, et al., 451 US 1 (1981). Furthermore, this
confidentiality provision should not be interpreted to thwart the legitimate
informational needs of public agencies. For example, this provision does
not prohibit a domestic violence shelter from acknowledging, in response
to an inquiry by a law enforcement agency conducting a missing person
investigation, that the person is safe in the shelter. Similarly, this
provision does not prohibit access to a victim service project by a federal
or state agency seeking to determine whether federal and state funds are
being utilized in accordance with funding agreements.
d. Eligible Subrecipient Organizations:
VOCA specifies that an organization must provide direct services to crime
victims and be operated by a public agency or non-profit organization, or a
combination of such agencies or organizations in order to be eligible to receive
VOCA funding. Eligible organizations include victim services organizations
whose sole mission is to provide direct services to crime victims. These
organizations include, but are not limited to, sexual assault and rape treatment
centers, domestic violence programs and shelters, child abuse programs and
children’s advocacy centers, mental health services, and other community-based
victim organizations including those who serve survivors of homicide victims.
Organizations whose sole purpose is to serve victims of crime will be given
funding preference. A public agency whose sole or principal purpose is the
investigation, prosecution or adjudication of cases, or general criminal justice
services, or which provides health and other services to the public at large, must
demonstrate that the proposed project will provide a substantial increase in cost-
effective services to crime victims in its community. A private non-profit
organization whose sole purpose is to provide advocacy to the legislature for
victims of crime or general community awareness of victims issues, will not be
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eligible for a VOCA victim assistance grant. Occasional counseling or occasional
victim assistance would not qualify for eligibility.
In addition to victim services organizations, whose sole purpose is to serve crime
victims, there are many other public and non-profit organizations that have
components which offer services to crime victims. These organizations are
eligible to receive VOCA funds, if the funds are used to expand or enhance the
delivery of crime victim services. These organizations include, but are not limited
to, the following:
i. Criminal Justice Agencies: Law enforcement agencies, prosecutors’
offices, courts, corrections departments, and probation and paroling
authorities are eligible to receive VOCA funds to help pay for victim
services. For example, prosecutor-based victim services may include
enhancements to victim-witness programs and assistance with victim
impact statements, including statements of pecuniary damages for
restitution. Corrections-based victim services may include restitution
advocacy, restorative justice programs such as victim-offender mediation
and victim impact panels whose primary purpose is to benefit the victim.
Police-based victim services may include victim crisis units or victim
advocates, and cellular phone and alarm services for domestic abuse
victims. In general, VOCA funds may be used to provide crime victim
services that exceed a law enforcement official’s normal duties. Regular
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. The state Victims’ Rights
program supports personnel in the prosecutor’s office whose day-to-day
tasks and activities help fulfill the prosecutor’s obligation to victims with
regards to the Crime Victim Rights Act. VOCA grant funds may be
awarded to prosecutors to support direct service positions that provide
victim services that enhance and expand services beyond those mandated
requirements under the Victim Rights Act; however, VOCA crime victim
assistance funds cannot be used to supplant state and local funds that
would otherwise be available for crime victim services.
ii. Faith-Based Organizations: Such organizations may receive VOCA funds
but must 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.
iii. State Crime Victim Compensation Agencies: Compensation programs,
including both centralized and decentralized programs, may receive
VOCA assistance funds if they offer direct services to crime victims that
extend beyond the essential duties of compensation staff such as claims
investigations, distribution of information about compensation and referral
to other sources of public and private assistance. Such services would
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include assisting victims in identifying and accessing needed services and
resources.
iv. Hospitals and Emergency Medical Facilities: Such organizations must
offer crisis counseling, support groups, and/or other types of victim
services.
v. Others: State and local public agencies such as mental health service
organizations, state/local public child and adult protective services, state
grantees, legal services agencies and programs with a demonstrated
history of advocacy on behalf of domestic violence victims, and public
housing authorities that have components specifically trained to serve
crime victims.
e. Ineligible Recipients of VOCA Funds:
Some public and non-profit organizations that offer services to crime victims are
not eligible to receive VOCA victim assistance funding. These organizations
include, but are not limited to, the following:
i. Federal agencies: This includes US Attorneys Offices and FBI Field
Offices. Receipt of VOCA funds would constitute an augmentation of the
federal budget with money intended for state agencies. However, private
non-profit organizations that operate on federal land may be eligible
subrecipients of VOCA victim assistance grant funds.
ii. In-Patient Treatment Facilities: For example, those designed to provide
treatment to individuals with drug, alcohol, and/or mental health-related
conditions.
f. Services, Activities, and Costs at the Subrecipient Level
i. Allowable Costs for Direct Services: The following is a listing of
services, activities, and costs that are eligible for support with VOCA
victim assistance grant funds within a subrecipient’s organization:
1. Immediate Health and Safety: Those services which respond to the
immediate emotional and physical needs (excluding medical care)
of crime victims such as crisis intervention; accompaniment to
hospitals for medical examinations; hotline counseling; emergency
food; clothing for sexual assault victims after forensic medical
examination; transportation; and shelter (including emergency,
short-term nursing shelter for elder abuse victims for whom no
other safe, short-term residence is available); and other emergency
services that are intended to restore the victim’s sense of security.
This includes services that offer an immediate measure of safety to
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crime victims such as boarding up broken windows and replacing
or repairing locks. Also allowable is emergency legal assistance
such as filing personal protection orders and obtaining emergency
custody/visitation rights when such actions are directly connected
to family violence cases and are taken to ensure the health and
safety of the victim.
2. Mental Health Assistance: Those services and activities that assist
the primary and secondary victims of crime in understanding the
dynamics of victimization and in stabilizing their lives after a
victimization such as counseling, group treatment, and therapy.
3. Assistance with Participation in Criminal Justice Proceedings: In
addition to the cost of emergency legal services noted above in
section 1. “Immediate Health and Safety”, there are other costs
associated with helping victims participate in the criminal justice
system that also are allowable. These services may include
advocacy on behalf of crime victims; accompaniment to criminal
justice offices and court; transportation to court; child care or
respite care for a dependent adult to enable a victim to attend court;
enhanced victim support services not covered by the Victims’
Rights Act, assistance with post sentencing parole consideration
procedures; assistance with victim impact statements, and
restitution advocacy on behalf of specific crime victims. Victim
notification and other legally mandated services are not VOCA
eligible. VOCA funds cannot be used to pay for non-emergency
legal representation such as divorces, child custody disputes, or
civil restitution recovery efforts.
4. Forensic Examinations: For sexual assault victims, forensic exams
are allowable costs only to the extent that other funding sources
(such as state compensation or private insurance or public benefits)
are unavailable or insufficient and, such exams conform with state
evidentiary collection requirements.
5. Costs Necessary and Essential to Providing Direct Services: This
includes pro-rated costs of rent (mortgage costs are not allowed),
telephone service, 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. The VOCA grant application instructions
may outline dollar limitations for these other costs.
6. Special Services: Services to assist crime victims with managing
practical problems created by the victimization such as acting on
behalf of the victim with other service providers, creditors, or
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employers; assisting the victim to recover property that is retained
as evidence; assisting victims in filing for crime victims
compensation; and helping victims to apply for public assistance.
7. Personnel Costs: Costs that are directly related to providing direct
services, such as staff salaries and fringe benefits, including
professional malpractice insurance; the cost of advertising to
recruit VOCA-funded personnel; and the cost of training for paid
and volunteer direct service staff. Subrecipients may only request
reimbursement from VOCA for leave hours accrued and taken
during the current grant period. Leave accruals and leave taken
should be tracked, by position, throughout the year to ensure that
leave charged to the grant does not exceed the annual accrual
amount.
8. Restorative Justice: Opportunities for crime victims to meet with
perpetrators, if such meetings are requested or voluntarily agreed
to by the victim and have possible beneficial or therapeutic value
to crime victims.
Review of the criteria for conducting these meetings and
discussion of the proposed application with federal officials will be
undertaken prior to awarding VOCA funds for this type of activity.
At a minimum, the following will be considered: (1) the safety
and security of the victim; (2) the benefit or therapeutic value to
the victim; (3) the procedures for ensuring that participation of the
victim and offender are voluntary and that everyone understands
the nature of the meeting; (4) the provision of appropriate support
and accompaniment for the victim; (5) appropriate “debriefing”
opportunities for the victim after the meeting or panel; (6) the
credentials of the facilitators; (7) the opportunity for a crime victim
to withdraw from the process at any time. VOCA assistance funds
cannot be used for victim-offender meetings which serve to replace
criminal justice proceedings.
g. Other Allowable Costs and Services:
The services, activities, and costs listed below are not generally considered direct
crime victim services but are often a necessary and essential activity to ensure that
quality direct services are provided. Before these costs can be supported with
VOCA funds, DPS-VOCA staff will determine that direct services to crime
victims cannot be offered without support for these expenses; that the subrecipient
has no other source of support for them; and that only limited amounts of VOCA
funds will be used for these purposes. The following list provides examples of
such items:
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i. Skills Training for Staff: VOCA funds designated for training are to be
used exclusively for developing the skills of direct service providers
including paid staff and volunteers, so that they are better able to offer
quality services to crime victims. An example of skills development is
training focused on how to respond to a victim in crisis, to include CPR
and first aid training.
VOCA funds can be used for registration fees for training both VOCA-
funded and non VOCA-funded service providers who work within a
VOCA subrecipient organization, but VOCA funds cannot be used for
management and administrative training for executive directors, board
members, and other individuals that do not provide direct services.
1. Victim Compensation Training: Subrecipients will designate a
victim compensation coordinator within their agency. This
coordinator must have received victim compensation training from
their county attorney’s office or completed the Arizona Criminal
Justice Commission’s (ACJC) online Introduction to Crime Victim
Compensation training module
(http://www.azcjc.gov/ACJC.Web/victim/cbttraining.aspx). If this
training has not been received, subrecipients will ensure training
has been received within 90 days from the start of the subgrant
award agreement or 90 days after re-assignment of new staff in this
role. DPS recommends that all direct service staff complete the
ACJC online training, thereby enhancing each staff member’s
ability to assist victims with the Crime Victim Compensation
application process.
2. Victims’ Rights Training: Non-criminal justice agencies will
ensure that all DPS VOCA-funded staff and their first line
supervisor have received victims’ rights training from the Arizona
Attorney General’s Office or another criminal justice agency.
3. Civil Rights and Non-discrimination Training: Subrecipients will
designate a Civil Rights Contact Person within their agency. This
person must complete the on-line civil rights training program
developed by the Office for Civil Rights (OCR), Office of Justice
Programs (OJP), Department of Justice (DOJ). The training must
be completed within 90 days from the start of the subgrant award
agreement. If the Civil Rights Contact Person changes during the
grant period, the new Civil Rights Contact Person has 90 days to
complete this training requirement. This training is required
annually and can be accessed at
www.azcjc.gov/Knowledge%20Presenter/OCR/Courses/index.html .
DPS recommends that all employees complete the on-line civil
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rights training module, thereby enhancing each staff member’s
understanding of civil rights and non-discrimination regulations.
ii. Training Materials: VOCA funds can be used to purchase materials such
as books, training manuals, and videos for direct service providers, within
the VOCA-funded organization, and can support the costs of a trainer for
in-service staff development. Staff from other organizations may attend
in-service training activities that are held for the subrecipient staff
provided that the number of outside trainees is minimal compared to those
being trained for the agency.
iii. Training Related Travel: VOCA funds can support costs such as travel,
meals, and lodging to attend skills building conference training within
Arizona or a similar geographic area so that travel costs will be minimal.
Rental car costs may be allowable with prior approval from DPS-VOCA
and must follow the state travel policy. Travel costs included in VOCA
agreements may not exceed current state rates or agency Board approved
travel rates, whichever is less. Current state travel rates can be found in
the Public Forms and Information Section of the Web-based Automated
Grants System. On-site supporting documentation of travel expenses
charged to this agreement must be maintained.
Travel costs associated with attendance at in-state skills building
conferences offered by various Arizona coalitions, the Attorney General’s
Office, and other established organizations are allowable skills
development training opportunities for direct service staff. When needed
training is unavailable within the immediate geographical area, DPS-
VOCA may authorize, on an individual basis, the use of VOCA funds to
support training outside of Arizona. For example, VOCA subrecipients
may benefit from attending national conferences that offer skills building
training workshops for victim assistance providers, such as the National
Organization for Victims Assistance (NOVA) Conference. Although
training may be a VOCA allowable cost, the specific training/conference
agenda must be submitted to DPS for review and approval. Agencies
should not incur expenses until the training is approved by DPS.
iv. Equipment and Furniture: VOCA funds may be utilized to purchase
furniture and equipment that supports or enhances direct services to crime
victims, as demonstrated by the VOCA subrecipient. VOCA funds cannot
support the entire cost of an item that is not used exclusively for victim-
related activities. However, VOCA funds can support a prorated share of
such an item. In addition, VOCA funds may not be used to purchase
equipment for another organization or individual to perform a victim-
related service.
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Examples of allowable costs may include pagers, cell phones; video-tape
cameras and players for interviewing children; two-way mirrors; TVs,
VCRs, Polaroid cameras, equipment, furniture, desks, chairs and locking
file cabinets for staff work spaces, personal computers and printers, chairs
and tables for victim waiting rooms and children’s play areas. The costs
of furniture, equipment such as Braille equipment or TTY/TTD machines
for the deaf, minor building alterations/improvements that make victim
services more accessible to persons with disabilities are allowable. Before
decisions are made on approval of these items, these requests will be
reviewed in accordance with the federal financial guidelines.
Capital Equipment is any item in excess of $5,000. Subrecipients are
required to maintain capital equipment records and report periodically
with the following: a description of the property and a serial or other
identifying number; identification of title holder; the acquisition date; the
cost and the percentage of VOCA funds supporting the purchase; the
location, use, and condition of the property; and any disposition data,
including the date of disposal and sale price.
v. Purchasing or Leasing Vehicles: VOCA funds may be used to purchase or
lease vehicles if it can be demonstrated to DPS-VOCA that such an
expenditure is essential to delivering services to crime victims.
vi. Advanced Technologies: At times, technology may increase a
subrecipient’s ability to reach and serve crime victims. For example,
satellite Orders of Protection locations have dramatically improved the
efficiency of criminal justice participation and enhanced victim safety and
security. VOCA funds may not be able to support the entire cost of such
technology.
vii. Contracts for Professional Services: VOCA funds generally should not be
used to support contracted services, and subrecipients are prohibited from
using a majority of VOCA funds for contracted services. Principal
activities of the project may not be subgranted or contracted out to another
organization without the approval of DPS-VOCA staff. At times,
however, it may be necessary for VOCA subrecipients to use a portion of
the VOCA grant to contract for specialized services. Examples of these
services include emergency legal assistance in filing personal protection
orders or establishing emergency custody/visitation rights in family
violence cases (the provider must have a demonstrated history of advocacy
on behalf of domestic violence victims); forensic examinations on a sexual
assault victim to the extent that other funding sources are unavailable or
insufficient; emergency psychological or psychiatric services; or sign
and/or interpretation for the deaf or for crime victims whose primary
language is not English.
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Subrecipients are prohibited from using a majority of VOCA funds for
contracted services, which contain administrative, overhead, and other
indirect costs in the hourly or daily rate.
Contractual fees may not exceed rates set by DPS-VOCA and agencies
must maintain signed agreements for consultant/contractual services.
viii. Operating Costs: Examples of allowable operating costs include supplies;
equipment use fees, when supported by usage logs; printing,
photocopying, and postage; brochures which describe available services;
and books and other victim related materials. VOCA funds may support
administrative time of the funded staff to complete VOCA-required time
and attendance sheets and programmatic documentation, reports, statistics,
and time to maintain crime victims’ records. VOCA funds cannot support
accounting or payroll processing service costs.
ix. Supervision of Direct Service Providers: VOCA funds may be used for
supervision of direct service providers when it is determined by DPS-
VOCA personnel that such supervision is necessary and essential to
providing direct services to crime victims. For example, using VOCA
funds to support a coordinator of volunteers or interns is a cost-effective
way of serving more crime victims.
x. Repair and/or Replacement of Essential Items: VOCA funds may be used
for repair and replacement of items that contribute to maintaining a
healthy and/or safe environment for crime victims, such as a furnace in a
shelter. Each request for VOCA funds for such purposes will be
scrutinized to ensure the following: (1) that the building is owned by the
subrecipient organization and not rented or leased, (2) all other sources of
funding have been exhausted, (3) there is no available option for providing
the service in another location, (4) the cost of the repair or replacement is
reasonable considering the value of the building, and (5) the cost of the
repair or replacement is pro-rated among all sources of income.
xi. Public Presentations: VOCA funds may be used to support presentations
that are made in schools, community centers, or other public forums, and
that are designed to identify crime victims and provide or refer them to
needed services. Specifically, activities and costs related to such programs
including presentation materials, brochures, and newspaper notices can be
supported by VOCA funds. This activity may be an occasional duty of a
VOCA-funded position.
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h. Non-Allowable Costs and Activities:
The following services, activities, and costs, although not exhaustive, cannot be
supported with VOCA victim assistance funds at the subrecipient level:
i. Lobbying and Administrative Advocacy: VOCA funds cannot support
victim legislation or administrative reform, whether conducted directly or
indirectly.
ii. Perpetrator Rehabilitation and Counseling: Subrecipients cannot use
VOCA funds to offer rehabilitative services to offenders. Likewise,
VOCA funds cannot support services to incarcerated individuals, even
when the service pertains to the victimization of that individual.
iii. Needs Assessments, Surveys, Evaluations, and Studies: VOCA program
funds may not be used to pay for efforts conducted by individuals,
organizations, task forces, or special commissions to study and/or research
particular crime victim issues.
iv. Prosecution Activities: VOCA funds cannot be used to pay for activities
that are directed at prosecuting an offender and/or improving the criminal
justice system’s effectiveness and efficiency, such as witness notification
and management activities and expert testimony at a trial. VOCA funds
cannot support the service of Orders of Protection. In addition, victim
witness protection costs and subsequent lodging and meal expenses are
considered part of the criminal justice agency’s responsibility and cannot
be supported with VOCA funds.
v. Fundraising Activities.
vi. Indirect Organizational Costs: The costs of liability insurance on
buildings; capital improvements; security guards and body guards;
occupancy charges; property losses and expenses; real estate purchases;
mortgage payments; and construction may not be supported with VOCA
funds.
vii. 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 is not allowed.
viii. Most Medical Costs: VOCA victim assistance funds cannot support
medical costs resulting from a victimization, except for forensic medical
examinations for sexual assault victims only to the extent that other
funding sources (such as state compensation or private insurance, or
public benefits) are unavailable or insufficient.
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VOCA funds cannot pay for nursing home care, home healthcare costs, in-
patient treatment costs, hospital care, and other types of emergency and
non-emergency medical and/or dental treatment.
ix. Relocation Expenses: VOCA funds cannot support relocation expenses
for crime victims such as moving expenses, security deposits on housing,
ongoing rent, and mortgage payments. However, VOCA funds may be
used to support staff time in locating resources to assist victims with these
expenses.
x. Administrative Staff Expenses: VOCA funds may not support salaries,
fees, and reimbursable expenses associated with administrators, board
members, executive directors, consultants, coordinators, and other
individuals, unless these expenses are incurred while providing direct
services to crime victims.
xi. Development of Protocols, Interagency Agreements, and Other Working
Agreements: These activities benefit crime victims, but are considered
examples of the types of activities that subrecipients undertake as part of
their role as a victim services organization, which in turn qualifies the
agency as an eligible VOCA subrecipient.
xii. Costs of Sending Individual Crime Victims to Conferences.
xiii. Activities Exclusively Related to Crime Prevention.
IV. Subrecipient Responsibilities
a. Financial and Program Reporting:
Subrecipients must adhere to all reporting requirements and timelines for
submitting the required reports, as indicated below. Failure to do so may result in
a hold being placed on the reimbursement of all current year funds, a hold being
placed on processing the next year’s grant award, or can result in the suspension
or termination of a grant or denial of a grant application. All required reports as
outlined below are to be completed through the on-line grants management
system at http://crime.azvictims.org/AZVOCA/default.asp .
Subrecipients are required to submit the following reports by the dates noted
below. Failure to submit required reports by the deadline will result in the
withholding of funds until the delinquency is cleared. If an agency has more than
one project funded by DPS-VOCA, a reporting or performance delinquency from
one project will result in the withholding of payment for all current projects.
Mailed and facsimile copies of reports will not be accepted for processing.
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i. Monthly Financial Reports are due the 15th of each month following the
end of the monthly report period. This report must reflect actual federal
and match expenditures.
ii. Quarterly Statistical and Programmatic Reports are due no later than 30
days following the end of the quarter. This report includes quarterly
victim service and performance measure activities.
iii. Annual Narrative Report is due no later than 30 days following the end of
the project period.
iv. Year-end Agreement Amendment Request must be submitted on line
when a subrecipient has remaining funds in their budgets to reflect actual
expenditures. This process will automatically revert unexpended funds to
DPS. Year-end amendments are due no later than 30 days following the
end of the project period.
v. DPS Annual Crime Victim Assistance survey is due annually upon
request.
Failure to submit complete, accurate and timely required reports may
result in a reduction of the current award. Any three combined
occurrences of monthly or quarterly reports submitted over 15 days late
and/or three combined occurrences relating to the submission of
incomplete or inaccurate monthly or quarterly reports may result in up to a
10% award reduction as determined by DPS.
b. Amendments:
To modify a current agreement, the subrecipient is required to use an Agreement
Amendment Request form to notify and request changes. This request must be
completed on line and is required for all modifications to include: (1) budget
changes; (2) changes in funded staff; or (3) changes in scope of the programmatic
activities or purpose of the project. All changes must be justified with a detailed
explanation.
The following changes don’t require an Agreement Amendment and may be
requested via email through the subrecipient’s grant coordinator: (1) Project
Contact; (2) Civil Rights Contact; (3) Crime Victim Compensation Coordinator;
(4) Project Director; (5) Financial Contact; (6) Authorized Official; (7) telephone
numbers; (8) email addresses; or (9) project address changes.
c. Beginning the Project:
If a project is not operational within 60 days of the original start date of the
project period, the subrecipient must submit written documentation to DPS-
22

VOCA explaining steps taken to initiate the project, the reasons for the delay, and
the expected start date. If a project is not operational within 90 days of the
original start date of the project period, the subrecipient must submit a second
written statement explaining the implementation delay. DPS reserves the right to
cancel the agreement if the proposed project is not operational within 90 days of
the original start date.
d. Funding Acknowledgement:
If subrecipient receives VOCA funding for printing costs, to include materials
publicizing award activities, press releases, program brochures and other
information about the project, acknowledgement of VOCA support must be
included on all publications in the following format:
This project is supported by Grant No. 20__-VA-GX-00__ from the US
Department of Justice - Office for Victims of Crime. The opinions,
findings, and conclusions or recommendations expressed in this
publication/program/exhibition are those of the author(s) and do not
necessarily reflect the views of the US DOJ or the Arizona Department of
Public Safety.
e. Notice of Crime Victim Service Availability:
All non-profit subrecipients will provide formal notice of available project
services to all law enforcement agencies and prosecuting attorneys within the
service area of the funded project within 60 days of the project start date. A copy
of this notice and distribution list must be maintained and available upon request
by DPS. The notice will include:
i. A brief project description containing the target clientele (victim groups),
available services, hours of service, and area of services.
ii. A telephone number to access services.
iii. The name of the project director.
iv. Acknowledgement that the project is funded through the DPS-VOCA
program.
f. Civil Rights Policy and Disclosure of Findings of Discrimination:
As a recipient of VOCA funds, subrecipients must comply with federal and state
statutes and regulations that prohibit discrimination in federally assisted programs
or activities. This includes hiring on the basis of race, color, religion, national
origin, sex, age and disability, and the delivery of services or benefits. (For a
complete list of statutes and regulations, refer to the Federal and State Statutes
23

and Regulations Governing the AZDPS VOCA Grant Program available on the
Public Forms and Information page of the AZDPS Web-based Automated Grants
System (http://crime.azvictims.org/azvoca/pdf/)).
The AZDPS CVS Civil Rights Webpage
(http://www.azdps.gov/Services/Crime_Victims/CivilRight/) includes a link to
the CVS policy which lays out the procedures U.S. Department of Justice grant
program subrecipients must use to respond to discrimination complaints from
their employees, clients, customers, program participants or consumers. For
questions or help, please contact the AZDPS CVS Civil Rights Complaint
Coordinator at: azvictims@azdps.gov.
A subrecipient must inform DPS-VOCA in writing if any federal or state court or
administrative agency makes a finding of discrimination taken against the
subrecipient on the grounds of race, religion, national origin, sex, disability or
age. A copy of the findings must be forwarded to DPS-VOCA for the state of
Arizona and the Office for Civil Rights Compliance at Office of Justice Programs
at the Department of Justice.
g. Reporting Suspected Fraud, Waste and Abuse:
In the event of a formal allegation or a finding of fraud, waste, and/or abuse of
VOCA funds, subrecipients are required to immediately notify DPS-VOCA of
said finding. Subrecipients are also obligated to apprise DPS-VOCA of the status
of any on-going investigations.
h. Audit Responsibilities for Subrecipients:
As a condition of receiving an agreement, subrecipients shall adhere to the
financial and administrative provisions set forth in the VOCA Guidelines, OJP
Financial Guide, and applicable OMB Circulars and Common Rules. This section
describes the audit requirements for subrecipients.
Consistent with regulations set forth by the Single Audit Act Amendments of
1996, and Office of Management and Budget Circular A-133, revision, “Audits of
States, Local Governments, and Non-Profit Organizations,” as revised,
(www.whitehouse.gov/omb/grants), the following is required:
x All agencies which expend $500,000 or more in federal funding during a
fiscal year shall have a single or program-specific audit conducted for that
year.
x All agencies which expend $500,000 or more in federal funding during a
fiscal year shall have a single audit conducted except when they elect to
have a program specific audit conducted.
x All agencies which expend less than $500,000 in federal funding during a
fiscal year are exempt from audit requirements for that year, but records
24

must be available for review or audit by DPS or federal agencies (i.e.
Federal awarding agency or General Accounting Office).
Each agency must apply the provisions of the Single Audit Act Amendments of
1996, and the revised OMB Circular A-133, to determine if it is subject to an
organization-wide “single audit” or “program specific audit,” based on the level
of federal expenditures. If an organization-wide “single audit” is required, federal
expenditures should be included in the scope of the auditor’s risk-based approach,
as provided by the revised OMB Circular A-133. A “program specific audit” may
be performed when an agency expends $500,000 in federal funds under only one
federal program (i.e. VOCA).
All auditees shall submit a Reporting Package and Data Collection Form for
Reporting on Audits of States, Local Governments, and Non-Profit Organizations
to:
Federal Audit Clearinghouse
Bureau of the Census
1201 E. 10th Street
Jeffersonville, IN 47132
If the audit disclosed findings, the auditee shall prepare a corrective action plan to
address each audit finding included in the auditor’s reports. The corrective action
plan shall provide the name(s) of the contact person(s) responsible for corrective
action, the corrective action planned, and the anticipated completion date. If the
auditee does not agree with the audit findings or believes corrective action is not
required, the corrective action plan shall include an explanation and specific
reason.
A copy of the corrective action plan, along with a copy of the audit report, must
be mailed to:
Arizona Department of Public Safety
VOCA Administration – Mail Drop 1320
PO Box 6638
Phoenix, AZ 85005-6638
V. State and Federal Financial and Programmatic Monitoring
The state and federal financial and programmatic officials conduct periodic reviews
of the financial policies, procedures, and records of VOCA subrecipients. While on
site, personnel will review various agreement documents and files such as: (1)
reports; (2) policies and procedures governing the organization and the VOCA funds;
(3) programmatic records of victims’ services; and (4) volunteer logs and time and
attendance records; and (5) supporting documentation for costs supported by VOCA
funds. Subrecipients will be subject to site inspections by state officials.
25

The subrecipient shall retain all financial records, supporting documentation,
statistical records and all other records pertinent to this award until March 31 of the
seventh year following the year indicated in the Federal Grant Number of the
Subgrant Award Agreement. With a 24-hour notice, the subrecipient will allow DPS
and the Department of Justice’s Office for Victims of Crime and/or the Office of the
Chief Financial Officer (or their representatives) to review all of the subrecipients
records concerning this grant project.
VI. Suspension and Termination of Funding
An agreement is in full force and effect for the period specified in the subgrant award
agreement, but is subject to cancellation/termination as identified in General
Conditions, 8.1 – 8.7.
Failure of the Subrecipient to utilize DPS VOCA funds for direct services to crime
victims or for training purposes as stated in the approved budget will be subject to
immediate cancellation. The Subrecipient will not utilize VOCA funds for projects
which serve perpetrators of crime or crime prevention, and/or for any other non-
allowable cost or activity in accordance with DPS / VOCA guidelines. The
Subrecipient agrees to reimburse DPS for any VOCA funds the Subrecipient expends
that are not in full compliance with this sub-grant award agreement.
IMPORTANT NOTE:
When completing the on-line application, always refer to the on-line instruction
screens for all rules regarding variable rates and values referred to in these guidelines,
(e.g. mileage rates, deadlines, contact information). The on-line instruction screens
are maintained by DPS-VOCA and are current for this funding year.
26