Victims of Crime Act

11

Victims of Crime Act

Crime Victim Assistance

Subgrant Monitoring Report

I. Pre-Site Monitoring Visit Survey

Agency Name and Contact Person:

Agency Address and Telephone Number:

Subgrant #: ______Subgrant #: ______Subgrant #: ______

Grant Period: ______Grant Period: ______Grant Period: ______

Fed Grant Amt: ______Fed Grant Amt: ______Fed Grant Amt: ______

Award Signed: yes ___ no ___ Award Signed: yes ___ no ___ Award Signed: yes ___ no ___

Spec Conditions: yes ___ no ___ Spec Conditions: yes ___ no ___ Spec Conditions: yes ___ no __

Has the subgrantee submitted their annual performance report in a timely fashion? Yes ___ No ___

Has the subgrantee provided the most recent audit report? Yes ___ No ___

Brief Description of Grant-Funded Project Activities:

Brief Description of Grant-Funded Budgetary Areas (compared to Project Status Narrative):

Grant Adjustments During this Monitoring Period?

Areas of Questions and/or Concern:

Have issues/problems previously identified been corrected? Yes _____ No _____

Date of Planned Site Visit: ______To be Monitored By: ______

Confirmation Letter Date: ______Project Status Narrative Rec’d: ______

II. Site Monitoring Visit Survey

List of Site Monitoring Visit Attendees:

A. Overall VOCA Allowability

1. Is this subgrantee agency a public or nonprofit organization providing services to crime victims? Yes ___ No ___

2. Has this subgrantee agency demonstrated a record of providing effective services to crime victims? Yes ___ No ___

3. Does this subgrantee agency use volunteers? Yes ___ No ___

a) If no, has a waiver been granted by the state grantee. Yes ___ No ___

4. Does this subgrantee agency promote, within the community, coordinated public and private efforts to aid crime victims? Yes ___ No ___

5. Does this subgrantee agency assist victims in applying for compensation benefits?

Yes ___ No ___

6. Does this subgrantee agency maintain civil rights statistics on victims served by race, national origin, sex, age, and disability within the timetable established by the state grantee?

Yes ___ No ___

7. Does this subgrantee provide services to victims of federal crimes on the same basis as victims of state/local crimes? Yes ___ No ___

8. Does this subgrantee provide services to crime victims, at no charge? Yes ___ No ___

a) If no, are crimes victims served if they do not have a capacity to pay for services?

Yes ___ No ___

b) If the answer to #8 is no, please see question C8 relating to program income.

9. Are client-counselor and research information and files maintained confidential as required by state and federal law? Yes ___ No ___

10. Are the subgrantee agency’s facilities easily accessed by disabled victims?

Yes ___ No ___

a) If yes, please describe.

11. Did the subgrantee agency answer no to any of the above questions? If so, please explain.

B. Overall Program Review

1. Did the project implementation occur within 60 days of the designated project implementation date? Yes ___ No ___

2. Is the project fully operational, as of this date? Yes ___ No ___

a) If no, please explain.

3. Are the project’s goals, objectives and activities being met? Yes ___ No ___

a) If no, please explain.

4. Does this project collaborate with other local agencies and receive local support?

Yes ___ No ___

a) If yes, please explain.

5. Is the subgrantee aware of and in compliance with the special conditions to this grant award?

Yes ___ No ___

a) If no, please explain.

6. Are there plans for funding the continuation of this project if the grant funds were to decrease? Yes ___ No ___

a) If yes, please explain.

C. Overall Financial Review

1. Does the subgrantee have an established accounting system to manage these grant funds?

Yes ___ No ___

a) If no, please describe corrective action plan as discussed.

2. Have the subgrantee’s expenditure reports been filed timely? Yes ___ No ___

a) If no, please describe corrective action plan as discussed.

3. Is the subgrantee’s rate of expenditures in line with the grant award period?

Yes ___ No ___

a) If no, why is the project not expending funds at an expected rate?

b) If no, will the subgrantee need to have the grant award period extended?

Yes ___ No ___ (Is a grant extension allowable for this grant? yes ___ no ___ )

4. Are the expenditures in accordance with the approved grant application? Yes ___ No ___

a) If no, please describe corrective action plan as discussed.

5. VOCA subgrant agencies must show the source, amount and period during which the match was allocated. Please explain this project’s match and how it is accounted for.

6. Are the match expenditures in accordance with the approved grant application?

Yes ___ No ___

a) If no, please describe corrective action plan as discussed.

7. Are match expenditures, like grant-funded expenditures, adequately documented and is there an accurate method of determining in-kind contributions?

Yes ___ No ___

8. Does this project generate income? Yes ___ No ___

a) If yes, please describe.

b) If yes, is the project income restricted to the same uses as the VOCA grant?

Yes ___ No ___

9. Are contract or consultant services included in this grant-funded project?

Yes ___ No ___

a) If yes, assure that the federal requirements for contractual services are being met.

D. Personnel

1. Are personnel expenses (federal or match) included in the approved grant application?

Yes ___ No ___

a) If yes, please list the names and titles of grant-related personnel.

2. Do the grant-funded personnel positions have established job descriptions?

Yes ___ No ___

3. Does the subgrantee agency have a written equal opportunity hiring procedure?

Yes ___ No ___

4. Are all allowable personnel positions filled? Yes ___ No ___

a) If no, please explain.

5. Do personnel positions appear to be justified to accomplish the goals and objectives of the project? Yes ___ No ___

a) If no, please explain.

6. Are adequate daily time and attendance records and/or payroll records being kept to track the grant funded and/or matching personnel positions? Yes ___ No ___

a) If yes, please attach an example of the subgrantee’s record form.

b) If no, please describe corrective action plan as discussed.

E. Travel

1. Are travel expenses included, as either grant-funded or match-funded, in the approved grant application? Yes ___ No ___

2. Do travel expenses appear consistent with the approved grant application? Yes ___ No ___

3. Are expenditures for travel adequately documented? Yes ___ No ___

a) If yes, request travel expense backup documentation for one expense declared on an expenditure report. (Pull an additional expense if travel is used as match.)

b) If no, please describe corrective action plan as discussed.

F. Equipment

1. Are equipment purchases included, as either grant-funded or match-funded, in the approved grant application? Yes ___ No ___

2. Do equipment purchases appear consistent with the approved grant application?

Yes ___ No ___

a) If yes, request equipment expense backup documentation for one expense declared on an expenditure report. (Pull an additional expense if equipment is used as match.)

b) If no, please describe corrective action plan as discussed.

3. Has all equipment been purchased? Yes ___ No ___

a) If no, please explain the delay.

4. Are equipment purchases made in accordance with guidelines/local procedures?

Yes ___ No ___

5. Was equipment purchased through competitive bids? Yes ___ No ___

a) If no, please explain.

b) If no, was sole source paperwork submitted and approved by State Agency/BJA prior to the purchase? Yes ___ No ___

c) If no, please describe corrective action plan as discussed.

6. Is there an adequate property/equipment inventory maintained by the subgrantee that indicates serial number, location, value and % federal dollars? Yes ___ No ___

a) If yes, please attach an example of the subgrantee’s inventory list.

b) If no, please describe corrective action plan as discussed.

G. Other Areas of Review

1. Are there other areas of this grant project, either grant-funded or match-funded, to be monitored that are not covered above? Yes ___ No ___

a) If yes, please describe.

H. Evaluation Criteria

1. Is the subgrantee agency collecting victim-related and service-related data?

Yes ___ (If yes, does agency utilize Victim Database ____ ) No ___

2. Is the subgrantee tracking other evaluation criteria as stated in their approved grant application? Yes ___ No ___

a) If yes, please attach an example of a evaluation tool or statistics derived from an evaluation tool utilized by the subgrantee.

b) If no, please describe corrective action plan as discussed.

I. Technical Assistance

1. Does the subgrantee have any technical assistance needs at this time: Yes ___ No ___

a) If yes, please explain:

III. Post-Site Monitoring Visit Survey

A. Briefly Describe the Strengths of Project as Identified Through This Monitoring Visit:

B. Briefly Describe Weaknesses of Project as Identified Through This Monitoring Visit:

C. Any Corrective Action to be Taken Regarding The Identified Weaknesses:

D. Any Required Information Still to be Provided (please enter date when received):

E. Final Recommendation for Continuation Funding:

____ yes ____ no ____ partial funding

(please explain)

(doc 124453-- created 8/99)