VICTIMS OF CRIME ASSISTANCE (VOCA) PROGRAM

PROGRAM AND FISCAL REVIEW

ISSUES

Pursuant to federal regulations and departmental policy, the Department of Social and Health Services (DSHS) is required to conduct regular evaluations of programs receiving federal Victims of Crime Assistance (VOCA) funds. The services provided and administration of federal funds, must be in conformance with the applicable statute(s), program guidelines, and the contract.

METHODOLOGY

Desk Review: Prior to each on-site visit of the contractor, DSHS will conduct a “desk review” to identify any issues for discussion. These issues could include such items as timely reporting of information as required by the contract, questions raised by the quarterly program reports or through other sources, etc.

Contract Compliance Self-Assessment/Part A – Contractor Profile: The Contractor must complete, and have available for the monitor at the time of the on-site visit, the Contract Compliance Self-Assessment/Part A – Contractor Profile. The agency director must sign the Certification at the bottom of page 1. All requested documentation is to be attached to the Self-Assessment. The Contractor should complete any empty or incorrect fields on page 1.

Contract Compliance Assessment/Part B – VOCA Contracts: The Contractor should review the information contained in Part B prior to the monitoring date. The monitor will use this document to assess the Contractor’s compliance with contract.

Document Review: For the on-site visit, DSHS will also review the following documents to determine agency compliance with applicable provisions of the Victims of Crime Assistance (VOCA) program guidelines and the contract for services. This is in addition to the documents that are to be submitted with Contract Compliance/Part A:

Personnel records, to include paid and volunteer staff providing contracted services.

Service recipient records.

Financial records and source documentation for contract expenditures and match.

Program Review: In addition to a review of documentation, DSHS will also talk with staff regarding the provision of contracted services. Staff can include the agency director, VOCA funded staff, and administrative staff responsible for contract reporting and bookkeeping. This will be an opportunity for staff to provide information about the services being provided pursuant to the contract and other aspects of the program which include services and outreach to diverse populations including non-English speaking and deaf/hard-of-hearing victims. It is also an opportunity for agency staff to ask questions of DSHS Program staff.

OUTCOMES

As a result of the program and fiscal review, DSHS will prepare a written summary of the on-site visit and identify any significant issues requiring corrective action on the part of the agency. The agency will have an opportunity to comment on the proposed corrective action plan and timeline for action.

Attachments

Monitoring Report Forms

VOCAPROGRAM.REVIEW.NAR.DOC

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