PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY

VICTIMS OF CRIME ACT (VOCA) PROJECTS

GUIDELINES FOR FISCAL YEARS 2009-2011 PROJECTS


Egrants Funding Announcement Title: Victims of Crime Act 2009-2011

Deadline for Submission of Materials:

All applications for 2009-2011 VOCA projects must be submitted electronically through
PCCDs Egrants system no later than Wednesday, March 25, 2009. The original signature
page and any EEOP Certification must be mailed separately to PCCD and postmarked no later
than March 25, 2009.

PREFACE:

The Pennsylvania Commission on Crime and Delinquency (PCCD) is now accepting subgrant
applications for continuation projects for funding under the federal Victims Of Crime Act of
1984 (VOCA) grant program for Fiscal Years 2009-2011. The primary purpose of VOCA is to
support direct services to victims of crime.

The Local Policy Board must convene in order to collectively review and recommend all
requests for local distribution of VOCA funds. The Local Policy Board (LPB) Orientation
Packet must be submitted to PCCD with the first funding recommendation of the year, and
the VOCA announcement is the first funding announcement of this year.

PROJECT DATES:

Applications approved for funding will be for 24-month projects and have a start date of
July 1, 2009 and end on June 30, 2011.

AMOUNT OF FUNDING AVAILABLE:

The total amount of VOCA funding available for distribution to counties for Fiscal Years
2009 and 2010 is $22,830,000. This represents an 18.5% decrease from the 2007-2009 funding
announcement.

The amount of VOCA funds available to individual counties has been determined using a
formula allocation factoring population, crime rates, and penalty collections per county. The
formula utilizes an average of the most recent five-year data, including U.S. Census data,
Uniform Crime Reports, and adult, juvenile, and domestic violence penalty assessments. The
formula ensures that no county will receive a decrease greater than 1% of the overall statewide
decrease in funds. The specific allocations by county are listed in Appendix G. Each policy
board may distribute no more than the total amount listed for that individual county.


AGENCIES ELIGIBLE FOR PARTICIPATION:

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

To be eligible for VOCA funds an organization must:
Have a history of a minimum of two years of experience in serving victims of crime as
the principal mission of the organization, and derive at least 25% of funding from non-
federal sources.

Demonstrate support and approval of its services by the community.

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

Use volunteers unless there is compelling reason to waive this requirement and have a
waiver granted by PCCD (refer to Page 15 of these Guidelines).

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

Assist victims in seeking crime victims compensation benefits. Such assistance must, at
a minimum, include identifying and notifying crime victims of the availability of
compensation and referring them for further assistance.

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

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

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

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

Attest that they do not discriminate against victims because they disagree with the way
the state is presenting the criminal case (as amended to Section 1404 (b)(1) of the
Victims of Crime Act of 1984 by the USA Patriot Act, P.L. 107-56).

Meet applicable program standards established by PCCD (see below, Program Service
Standards).

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Each program must indicate as part of the application process that these criteria are met and be
able to provide supporting documentation, upon request by PCCD.

FUNDING PRIORITIES:

Due to the decrease in the VOCA allocation to counties, the Victims Services Advisory
Committee reaffirmed its prior decision to impose a moratorium on the funding of new VOCA
applicants. Therefore, applications for FY-2009-2011 will only be accepted from current
recipients of VOCA funding. Funds should be used by programs to maintain and stabilize the
services created through past VOCA funding. Programmatic changes proposed by applicants
will require extensive narrative justification and be subject to a higher threshold of review by
PCCD.

PROGRAM OBJECTIVES, ACTIVITIES, AND DESIGN:

The purpose of VOCA crime victim assistance funding is to support the provision of direct
services to victims of crime. Direct services respond to the emotional and physical needs of
crime victims by helping them stabilize their lives after a victimization, assisting them in
navigating the criminal and juvenile justice process, and/or provide victims of crime with a safe
and secure environment.

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

PROGRAM SERVICE STANDARDS:

Recipients of VOCA funding must adhere to the federal VOCA guidelines which can be
accessed on-line at the following address:
http://www.pccd.state.pa.us/pccd/lib/pccd/victim/grantinformation/final_program_guidelines_-_voca.pdf

All programs receiving VOCA funding must meet standards established by the relevant oversight
organization, i.e., Pennsylvania Commission on Crime and Delinquency (PCCD), Mothers
Against Drunk Driving (MADD), Pennsylvania Coalition Against Rape (PCAR), Pennsylvania
Coalition Against Domestic Violence (PCADV), and National Childrens Alliance (NCA).
Therefore, sexual assault programs, domestic violence programs, Childrens Advocacy Centers,
MADD chapters, and centers providing comprehensive services that are seeking VOCA funding
must be able to demonstrate that they meet the standards established by PCCD, and/or these
statewide or national organizations in order to be eligible for VOCA support. Programs that are
unsure which standards apply to their services are responsible for contacting PCCD for
clarification.

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APPLICATION PROCEDURES:

The required Local Policy Board Orientation packet and submission information must be
received by PCCD before any agency applications will be reviewed and considered for that
county. To access the appropriate Local Policy Board Forms go to PCCDs website
www.pccd.state.pa.us. Victims of Crime >Are You a Victim Service Provider > Information on
Grants > Local Policy Board > VOCA Specific LPB Information to access the forms. Please
consult the VOCA Submission Checklist to make sure everything is in order prior to submission.

Programs that provide services to multiple counties must submit an application for each county.
The name of the county the application is being submitted for must appear in the Project Title of
the application in Egrants.

Online Applications and User Registration:

This Funding Announcement can be accessed via the Egrants website by entering, Victims of
Crime Act 2009-2011 in the title field of the Funding Announcement search screen. All
applications associated with this Funding Announcement must be submitted online through the
PCCD Egrants system. Hardcopy applications and reports will not be accepted.

Your agency must be registered in Egrants in order to apply for a grant through PCCDs Egrants
system. If your agency has never submitted a grant application through PCCDs Egrants system,
you will not be able to do so until your agency registration is complete. To register your agency
in Egrants, complete the Egrants Agency Registration Request form, which can be found online
within the PCCD Egrants Help Center under Egrants Quick Start Guides.

Once your agency is registered in Egrants, individuals that will enter information in Egrants, or
be a contact for the proposed application, must also register to use Egrants. When creating a new
grant application, the Project Director, Financial Officer and Primary Contact identified on the
Main Summary page must now be registered Egrants users. At least two of the three
contacts must be different users. These users must also have security access to the specific
Grant ID number in order to access it. If the individuals name does not appear in the dropdown
list as a selection for the Project Director, Financial Officer or Primary Contact, then the
individual is not a registered user with security access to the grant. The individual must register
in Egrants to obtain a user ID and password and/or obtain appropriate security to the specific
grant. Refer to the PCCD Egrants On-line Registration Quick Start Guide, PCCD Egrants
Security Roles Quick Start Guide, and PCCD Egrants User Registration Request Form for help
with registering and obtaining the required security.

An explanation of the duties of the Project Director, Financial Officer, and Primary Contact can
be found in the Egrants Help Center Glossary.

Additionally, please note: The Commonwealth will make payments to grant recipients through
ACH. When your application is submitted to PCCD, your agency must submit or must have
already submitted its ACH information using the Pennsylvania Electronic Payment Program
(PEPP) Enrollment Form to the Commonwealths Central Vendor Management Unit at
717-214-0140 (Fax) or by mail to the Central Vendor Management Unit, Bureau of Financial
Management, Verizon Tower 6
th
Floor, 303 Walnut Street, Harrisburg, PA 17101-1830. The
PEPP Enrollment Form/EFT Payment Enrollment Form may be found on PCCDs website under
Grant Opportunities>Application Information and Forms.
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SECTIONS OF THE EGRANTS APPLICATION

1. Main Summary Information:

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

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

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

2. Budget Detail:

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

3. Budget Narrative:

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

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

o For example, if your budget supports 20 hours a week in salaries for two staff
members, and your agency considers full-time to be 40 hours per week, your
agency is funding one FTE staff member.

The FTE rate can be reported as a fraction.

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

List the objectives and activities that will guide the operation of the VOCA project. The
VOCA project refers to those activities that will be supported by VOCA funds or used as
match. A list of services that will be provided with VOCA funding should be included.

Please provide a brief summary of the VOCA project including a brief summary of
activities, costs, significant changes from 2007-2009, and the amount of any increase or
decrease in VOCA funds and how the increase or decrease will be managed.

5. Service Information:

Select each appropriate Service and enter the Target, Position, and Supervisor
information (if applicable) for each service selected. Only services and staff funded
through VOCA apply in this section.

All allowable direct services are listed in this section. Additional services may NOT
be added by applicants. Indirect services such as money used for training and
supervisory support of VOCA funded employees should be listed in the Project
Narrative.

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

6. Performance Measures:

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

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

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

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

Attach Job Descriptions to your online Egrants application. Do NOT mail them
separately to PCCD.


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

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

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

8. Required Local Policy Board Submission Information:

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

Local Policy Board Submission Information:

Policy Board Chairpersons Submission Checklist;
Minutes of the most recent Local Policy Board meeting that include:
o Contents of decision reached, including vote
o Contents of Meeting;
Policy Board Membership and Attendance Form;
Policy Board Certification (Appendix B.3);
Policy Board Program Summary Form (Appendix B.4);
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Profile of Victims Services Survey (B.5) for each agency included on
Policy Board Program Summary Form; and
VOCA Eligibility Verification and Additional Applicant Information
(B.6) for each applicant agency.

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


9. Standard Sections

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

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

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

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

1. Signature Page

2. Equal Employment Opportunity Requirement:

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

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

The EEOP Certification Form may be found on PCCDs website www.pccd.state.pa.us
under Grant Opportunities > Application Information and Forms > Standard Forms >
Equal Employment Opportunity Plan (EEOP) Certification. This form is available in
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PDF format only. You must print and sign this form. This section is complete when you
mail the signed EEOP Certification Form along with the signed original signature page
(page 2) of the subgrant application to PCCD.


TECHNICAL ASSISTANCE:

The Egrants Help Center contains a vast array of technical assistance materials. Within the
Egrants Help Center, there are online tutorials, step-by-step guides called Quick Start Guides,
Frequently Asked Question lists, and a glossary.

If you cannot find what you are looking for in the Egrants Help Center, please contact the PCCD
Egrants Help Desk at (717) 265-5887 or toll free at (800) 692-7292, option 9 and then option 6.
Hours of operation for the Help Desk are 7:30 a.m. to 4:00 p.m. daily.


ONLINE RESOURCES:

The Applicants Manual & Appendices has been posted on the PCCDs website
www.pccd.state.pa.us Grant Opportunities < Application Information & Forms < Applicants
Manual & Appendices.


AWARD AND POST-AWARD REQUIREMENTS:

Applications that have been recommended by the Local Policy Board and have successfully met
programmatic and fiscal requirements will be recommended by staff and the Victims Services
Advisory Committee (VSAC) for approval by the Commission at its June meeting.

In the event that a subgrant application is not submitted to PCCD by an agency recommended by
the Policy Board or the submission does not sufficiently meet application requirements, PCCD
will notify the Local Policy Board Chairperson for use in future year funding decisions. The
Local Policy Board Chairperson will also be notified when an agency has made significant
refunds to PCCD of VOCA funds for at least the past three years. The Policy Board may then
use that information as part of their allocation decisions.

Payments will be provided to subrecipients via direct deposit on a monthly basis. The first
payment to subrecipients may be delayed for processing reasons. Please note that since this is an
automatic process, it is very important to submit all post-award reports on time. If the reports are
delinquent, there will be a break in funding. PCCD will stop the payment process until all
required reports are current. The automatic process will resume when the applicant demonstrates
that it can submit required reports in a timely fashion. PCCD reserves the right to notify the
Local Policy Board Chairperson, the agencys Board of Directors or the County
Commissioners (for system-based programs) in the event that post-award requirements are
not fulfilled within a timely manner.

Any changes to the approved application must be approved by PCCD in accordance with the
project modification request process described in the PCCD Applicants Manual. Project
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Modification Requests (PMRs) must be received by PCCD at least thirty days before the end of
the project period in order to ensure PCCDs consideration of the request. Refer to the
Applicants Manual for further information on PMRs and parameters for exceptional
requests. PCCD will not accept PMRs submitted after the termination of the project period.

Changes made to personnel that do not fall under the PMR guidelines should be discussed with
program staff to make sure the percentage of VOCA support balances with the VOCA eligible
duties in job descriptions.

The Subgrant Annual Progress Report is due 60 days after the end of each grant year. You must
submit an annual progress report for each year of funding. This report must be submitted by
using the Egrants system.

Monitoring of VOCA-funded projects is conducted on site at each agency at least once every
three years. Additional site visits may be conducted at the discretion of PCCD. In addition to
ensuring compliance with state and federal requirements and standards, agencies must be able to
verify that the activities and costs of the project are conducted as approved.


ADDITIONAL FEDERAL GUIDELINES:

All VOCA grant recipients must agree to comply with federal Office of Justice Programs
Financial Guidelines, VOCA and Final Program Guidelines. These documents can be accessed
on-line at the following addresses:

OJP Financial Guide: www.ojp.usdoj.gov/financialguide/
VOCA: www4.law.cornell.edu/uscode/42/ch112.html
Final Program Guidelines:
http://www.pccd.state.pa.us/pccd/lib/pccd/victim/grantinformation/final_program_guidelines_-_voca.pdf


CONTACT PERSONS:

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

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ELIGIBLE AND INELIGIBLE ACTIVITIES AND COSTS UNDER VOCA:

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

Indirect Services under VOCA:

The services and activities in this section, though not direct crime victim services, are often
necessary to ensure that quality direct services are provided.

Each indirect service that is supported by VOCA must clearly provide evidence in the
agencys Project Narrative and Budget Narrative that:
1) Direct services to crime victims cannot be offered without VOCA support of these
expenses.
2) The agency has no other source of support for these tasks.
3) Only a limited amount of VOCA funds will be used for these purposes.

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

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

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

Supervision of VOCA-funded Direct Service Providers when such supervision is
necessary and essential to providing direct services to crime victims.

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

Public Presentations that are made in schools, community centers, or other public
forums, and that are designed to help crime victims identify their own victimization and
provide or refer them to needed services.

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


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COSTS UNDER VOCA:

Eligible Costs:

Costs Necessary and Essential to Providing Direct Services - Prorated costs of rent,
telephone services, transportation costs for victims to receive services, emergency
transportation costs that enable a victim to participate in the criminal justice system, and
local travel expenses for service providers.

Personnel Costs - Costs directly related to providing direct services, such as staff salaries
and fringe benefits, including malpractice insurance, the cost of advertising to recruit
VOCA-funded personnel and the cost of training these direct service paid and volunteer
staff.

Supervision of VOCA-funded direct service staff.

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

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

Training Materials - Purchase of materials such as books, training manuals, and videos
for VOCA-funded direct service providers, and support of the cost of a trainer for an in-
service staff development training that results in the improved ability of staff to provide
direct services.

Training Related Travel - Support costs such as travel, meals, lodging, and registration
fees to attend training for VOCA-funded direct service staff. Training outside of the
immediate geographical area must be pre-approved by PCCD.

Repair/Replacement of Essential Items - Repair or replacement of items that contribute
to maintaining a healthy and/or safe environment for crime victims, such as a furnace in a
shelter. PCCD must give prior approval for all such purchases.

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

Purchasing or Leasing Vehicles - Purchase or lease of vehicles if it can be demonstrated
to PCCD that such an expenditure is essential to delivering direct services to crime
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victims. PCCD must give prior approval for all such purchases. Related costs such as
routine maintenance and repair costs and auto insurance are also allowable.

Operating Costs - Supplies, equipment use fees, printing, photocopying, and postage,
brochures that describe available services, and books and other victim-related resources.

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

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

INELIGIBLE COSTS AND ACTIVITIES UNDER VOCA:

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

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

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

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

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

Fundraising Activities.

Reimbursing Crime Victims for expenses incurred as a result of the crime.
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Development of Protocols, Interagency Agreements, and Other Working
Agreements, including serving on local and statewide committees and groups.

Activities Exclusively Related to Crime Prevention.

Paying Relocation Expenses for Crime Victims.

Medical Costs and Activities Conducted During the course of Forensic Interviews
and Examinations, except for accompaniment by trained counselors/advocates who are
not conducting the interview/examination.

Attendance at conferences by individual crime victims.

In-patient treatment services.

Services provided by Court-Appointed Special Advocates (CASA).

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

Indirect Organizational Costs Costs of liability on buildings; capital improvements;
security guards and bodyguards; property losses and expenses; real estate purchases; and
mortgage payments or construction.

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

Property Loss Reimbursing crime victims for expenses incurred as a result of a crime
such as insurance deductibles, replacement of stolen property, funeral expenses, lost
wages, and medical bills.

Travel outside of outside of the immediate geographical area, unless it is pre-
approved by PCCD.

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FISCAL COMPONENTS


Match Requirements:

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

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

In-kind match may include donations of expendable equipment, office supplies, work space, or
the monetary value of time contributed by professionals and technical personnel and other skilled
and unskilled labor, if the services they provide are an integral and necessary part of the funded
project. All services provided with cash or in-kind matching contributions must meet VOCA
direct and indirect service eligibility guidelines.

Volunteer Waivers

According to the federal funding guidelines for VOCA, all subgrantees must use volunteers
unless it is determined by PCCD that there is a compelling reason to grant a waiver of this
requirement. PCCD may grant a waiver to an agency on the use of volunteers only if the agency
has statutory or contractual reasons for not using volunteers or the agency can provide
documentation that supports that the agency has participated in a sustained and aggressive effort
to recruit and maintain volunteers.

In order to be granted a volunteer waiver, an agency must submit a written request with
supporting documentation to the PCCDs Victims Services Program Supervisor by March 25,
2009. Agencies will be notified of approval of requests in writing. Waivers are granted for a
one-year period only. Waivers will not be granted for consecutive years except when there is a
statutory or contractual reason for not using volunteers.

Sole Source Requests

All procurement transactions shall be conducted in a manner so as to provide maximum open
and free competition. Competitive bidding procedures must be used if the projected cost for
products or services (items of a similar nature) exceed $10,000. Procurement standards for
use by grant recipients are described in PCCDs Applicants Manual in Appendix E. Sole
Source purchases or contracts are discouraged, but if such a request is made the prospective
applicant must identify the request as a Sole Source and provide a substantial justification for the
Sole Source request along with their funding request. (See PCCDs Applicants Manual,
Appendix K, Sole Source Procurement Justification Approval Criteria.) PCCD will scrutinize
these requests and may or may not approve them.
15
Federal funding Accountability and Transparency Act of 2006

The implementation of the Federal Funding Accountability and Transparency Act of 2006
(Transparency Act), as posted for comment in the Federal Register
(http://www.whitehouse.gov/omb/fedreg/2008/060608_funding.pdf), and which became
effective on January 1, 2009, requires a single searchable website, accessible by the public
without cost, for each federal award of $25,000 or more over the life of any subaward. In order
to satisfy this requirement, applicants and subrecipients are required to have a DUNS number
and to maintain a current registration in the CCR.

First Steps:
Your agency should verify whether or not it has a DUNS number and a current registration in
CCR. If your agency does not have a DUNS number, and/or is not currently registered in CCR,
it is imperative for you to begin these processes immediately, due to the time required to
complete them, in addition to preparing your Egrants application.

As of now, without a DUNS number and a current registration in CCR, PCCD will not be able to
accept an application or make an award of federal funds to an entity.

Requesting a DUNS Number:

To obtain a DUNS number, online, go to the DUNS registration website at
http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=DC8C249E194199DE393A89
84804405CE or call the special Dun & Bradstreet hotline at 1 (866) 705-5711. You will receive
a DUNS number at the conclusion of your phone call. There is no cost associated with obtaining
a DUNS number. Your DUNS number is required as part of registration with CCR.

Registering with Central Contractor Registry:
Before registering with CCR, it is suggested that you review the CCR handbook and the
Frequently Asked Questions, which are available on the CCR website at www.ccr.gov.

Please note: Pull together all the information you will need before beginning the registration
process. This could take you several weeks.
Once you are ready to begin the online registration, allow 30-60 minutes to complete it.
To register with CCR, go to www.ccr.gov. Click on Start New Registration on the left
Navigation bar. Complete the registration as explained. If your questions/concerns are still
unanswered, please contact: CCR Assistance Center at (888) 227-2423 or (269) 961-5757.
Once you have completed the online CCR registration, please allow ten (10) business days to
receive your valid registration.

16
Federal Transparency Act Certification:
As part of the application process, applicants will need to certify in the Federal Transparency
Act Certification Section that their agency now has and will maintain CCR Registration. As
part of that certification, include the date your agencys current CCR Registration expires. (This
date can be found at www.ccr.gov in your agencys CCR Trading Partner Profile under the
Current Registration Status.)
Please note: If your agency is contracting with a subrecipient(s) for $25,000 or more, the
subrecipient will also need a valid DUNS number and CCR registration. Applicants are
required to certify on behalf of the subrecipient that their agency has and will maintain
registration with CCR.
If you have not previously provided your agencys DUNS number to PCCD, you will be
prompted to add the DUNS number and the DUNS number of a recipient agency, if applicable,
when you are working on the Main Summary page in Egrants.


MAILING INFORMATION:

The original Signature Page, Private Non-Profit Agency Checklist and corresponding materials,
EEOP Certification Forms, and Local Policy Board Orientation packets and Submission
information must be postmarked by Wednesday, March 25, 2009.

U.S Mail: Pennsylvania Commission on Crime and Delinquency
Grants Management Division
P.O. Box 1167
Harrisburg, Pennsylvania 17108-1167

Courier Service: *3101 North Front Street
Harrisburg, Pennsylvania 17110

*Since staff is not available at this location on Saturday and Sunday, required information should
not be sent by Express Mail or courier service on Friday. Use U.S. Mail when mailing over a
weekend.


The Policy Board Chair must submit one copy of the required Local Policy Board
Orientation Packet and Submission information. Applicants should be aware that agency
applications will not be processed until all required Local Policy Board information is
received by PCCD.
17
Appendix G



Total 2009-
2010
Total 2010-
2011


Total 2009-
2010
Total 2010-
2011
Allocation Allocation Allocation Allocation
COUNTY COUNTY
Adams 84,332 84,332 Lackawanna 169,560 169,560
Allegheny
































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

82,711 82,711
Clarion 57,868 57,868 Perry 49,371 49,371
Clearfield 87,292 87,292 Philadelphia

1,677,065 1,677,065
Clinton 35,394 35,394 Pike 43,085 43,085
Columbia 62,677 62,677 Potter 33,838 33,838
Crawford 90,076 90,076 Schuylkill

135,984 135,984
Cumberland

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

66,509 66,509
Delaware

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

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

33,838 33,838
Jefferson 49,932 49,932 York

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