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Paul Coverdell National Forensic Science (PCNFS) Grant
GENERAL GRANT GUIDELINES
Federal funding made available by U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), National
Institute of Justice (NIJ)
Provides States and units of local government with tools needed to meet the challenges of crime and justice
Specifically seeks to improve the quality and timeliness of forensic science and medical examiner services,
including services provided by laboratories operated by States and units of local government
http://www.ojp.usdoj.gov/nij/topics/forensics/lab-operations/capacity/nfsia/welcome.htm
GRANT PURPOSES:
Coverdell grant funds may be used for one or more of these three purposes:
1. To carry out all or a substantial part of a program intended to improve the quality and timeliness of
forensic science or medical examiner services in the State, including those services provided by
laboratories operated by the State and those operated by units of local government within the State.
2. To eliminate a backlog in the analysis of forensic science evidence, including, among other things, a
backlog with respect to firearms examination, latent prints, toxicology, controlled substances, forensic
pathology, questioned documents, and trace evidence.
3. To train, assist, and employ forensic laboratory personnel, as needed, to eliminate such backlog.
ELIGIBILITY
States and units of local government may apply for Coverdell funds. States may be eligible for both “base”
(formula) and competitive funds. Units of local government within States may be eligible for competitive
funds and may apply directly to NIJ.
EXPECTED RESULTS AND OUTCOMES
The result of Coverdell grants to applicant States should be demonstrated improvement over current
operations in the quality and/or timeliness of forensic science or medical examiner services provided in the
State. Reduction of forensic analysis backlogs is considered an improvement in the timeliness of services.
The output measures for Coverdell awards are:
Change in the number of days between submission of a sample to a forensic science laboratory and
delivery of test results to a requesting office or agency.
The number of backlogged forensic cases analyzed with Coverdell funds
The number of forensic science or medical examiner personnel who completed appropriate training or
educational opportunities with Coverdell funds.
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Paul Coverdell National Forensic Science (PCNFS) Grant
USES OF FUNDS
The types of expenses listed below generally may be paid with Coverdell funds (as requested and approved
within the applicant’s grant application):
Personnel – Funds may be used for forensic science or medical examiner personnel,
overtime, fellowships, visiting scientists, interns, consultants, or contracted staff.
Computerization – Funds may be used to upgrade, replace, leases, or purchase
computer hardware and software for forensic analyses and data management.
Laboratory Equipment – Funds may be used to upgrade, lease, or purchase forensic
laboratory or medical examiner equipment and instrumentation.
Supplies – Funds may be used to acquire forensic laboratory or medical examiner
supplies.
Accreditation1 – Funds may be used to prepare for laboratory accreditation by the
American Society of Crime Laboratory Directors/Laboratory Accreditation Board (ASCLD-
LAB), the National Association of Medical Examiners (NAME), or other appropriate
accrediting bodies. Funds may also be used for application and maintenance fees
charged by appropriate accrediting bodies.
Education, Training, and Certification1 – Funds may be used for appropriate internal
and external training of staff that are directly and substantially involved in providing
forensic science or medical examiner services. All education, training, and certification
activities must be designed to improve the quality and/or timeliness of forensic science
or medical examiner services. The education, training, and certification activities must
directly relate to the job position and duties of the individual(s) receiving the training or
seeking certification.
Facilities – Funds may be used for program expenses relating to facilities, provided the
expenses are directly attributable to improving the quality and/or timeliness of forensic
science or medical examiner services. Funds also may be used for renovation and/or
construction undertaken as part of the applicant’s program to improve the quality
and/or timeliness of forensic sciences or medical examiner services.
o The Coverdell law limits the amount of funds that can be used for the costs of a new facility or
facilities. Maximum amounts are determined by the total amount of the Coverdell grant (including
both base and competitive funds) and the total amount of funds available for Coverdell grants
nationwide.
o To help ensure compliance with NEPA and Department of Justice regulations, Coverdell awardees
who intend to use funds for activities involving the renovation or construction of facilities will be
1
Accreditation & Education, Training, and Certification are the only 2 purpose areas for which Missouri applies for funding and is
approved to reimburse for expenses.
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Paul Coverdell National Forensic Science (PCNFS) Grant
required to submit additional information. Subject to satisfactory completion of the NEPA review
process.
Administrative Expenses – Not more than 10 percent of the total amount of a Coverdell
grant may be used for administrative expenses.
ALLOWABLE COSTS
a. Conference and Workshops
1. Conference or meeting arrangements
2. Publicity
3. Registration
4. Salaries of personnel
5. Rental of staff offices
6. Conference space
7. Recording or translation services
8. Postage
9. Telephone charges
10. Travel expenses (this includes transportation and subsistence for speakers or participants)
11. Lodging
b. Food and Beverages
1. Provided to participants at training sessions, meetings, or conferences that are allowable activities
under the particular OJP program guidelines
2. Guidance should be applied within the context of each individual situation
3. While allowable, recipients are not required to provide food and/or beverages at training sessions,
meetings, or conferences.
4. The presence of federal employees does not prevent the recipient from providing food and/or
beverages under its three tests.
5. Expenses incurred must adhere to the following three tests:
The cost of the food and/or beverages provided is reasonable
The food and/or beverages provided are incidental to a work-related event
The food and/or beverages provided are not related directly to amusement and/or social
events. (Any event where alcohol is being served is considered a social event and, therefore,
costs associated with that event are unallowable.)
c. Travel
1. Domestic Travel
a) OJP guidelines state that recipients may follow their own established travel rates. If the
recipient does not have a written travel policy, the recipient must abide by the Federal travel
policy. Sub-recipients of States must follow their State’s established travel policy.
2. Foreign Travel
a) Includes any travel outside of Canada and the United States and its territories and possessions
b) Prior approval from OJP is required for all foreign travel
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d. Administrative Expenses
1. Preparation of grant reports and DOJ requested information
2. Monitoring of subgrantees
3. Training/travel to relevant conferences and meetings
4. Supplies used to administer the grant
5. Overall administration of the grant
e. Sole Source Requirements
Justification for sole source procurement over $100,000 must be submitted to BJA for review and
approval
1. Expertise of the contractor
2. Management
3. Responsiveness
4. Knowledge of the person
5. Expertise of contractor personnel
PROCUREMENT STANDARDS
General
A State shall follow the same policies and procedures it uses for procurement from its non-Federal
funds.
Adequate Competition
All procurement transactions, whether negotiated or competitively bid and without regard to dollar
value, shall be conducted in a manner so as to provide maximum open and free competition.
All sole source procurements in excess of $100,000 must receive prior approval of the awarding
agency.
Non-Competitive Practices
The recipient/sub-recipient shall be alert to organizational conflicts of interest or noncompetitive
practices among contractors which may restrict or eliminate competition or otherwise restrain trade.
COSTS REQUIRING PRIOR APPROVAL
Equipment and Other Capitol Improvement Expenditures
Equipment and other capital assets, including repairs which materially increase their useful life, are
allowable if the recipient/sub-recipient has received prior approval
Consultant Rates
Compensation for individual consultant services is to be reasonable and consistent with that paid for
similar services in the marketplace. Consideration will be given to compensation including fringe benefits
for those individuals whose employers do not provide the same. In addition, when the rate exceeds $450
(excluding travel and subsistence costs) for an 8-hour day, a written PRIOR APPROVAL is required from the
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Paul Coverdell National Forensic Science (PCNFS) Grant
awarding agency. Prior approval requests require additional justification. An 8-hour day may include
preparation, evaluation, and travel time in addition to the time required for actual performance. This does
not mean that the rate can or should be $450 for all consultants. Rates should be developed and reviewed
on a case-by-case basis and must be reasonable and allowable in accordance with OMB cost principles.
The following is the policy in regard to compensation of various classifications of consultants who perform
like-type services. If consultants are hired through a competitive bidding process (not sole source), the
$450 threshold does not apply.
Consultants Associated with Educational Institutions. The maximum rate of compensation that will
be allowed is the consultant’s academic salary projected for 12 months, divided by 260. These
individuals normally receive fringe benefits which include sick leave for a full 12-month period even
though they normally only work 9 months per year in their academic positions.
Consultants Employed by State and Local Government. Compensation for these consultants will only
be allowed when the unit of government will not provide these services without cost. If a State or local
government employee is providing services under a Federal grant and is representing its agency
without pay from its respective unit of government, the rate of compensation is not to exceed the daily
salary rate for the employee paid by the unit of government. If the State or local government
employee is providing services under a Federal grant and is not representing its agency, the rate of
compensation is based on the necessary and reasonable cost principles.
Consultants Employed by Commercial and Not-For-Profit Organizations. These organizations are
subject to competitive bidding procedures. Thus, they are not subject to the $450 per day maximum
compensation threshold before requesting prior approval.
Independent Consultants. The rate of compensation for these individuals must be reasonable and
consistent with that paid for similar services in the marketplace. Compensation may include fringe
benefits.
UNALLOWABLE COSTS
a. Land Acquisition
b. Lobbying
c. Fundraising
d. Entertainment expenses
e. Indirect costs of conferences, symposia, or workshops (visas, passport charges, personal telephone
calls, laundry charges, or first class travel)
f. Sporting events
g. Passport charges
h. Bar charges/alcoholic beverages
i. Compensation and travel for federal employees
j. Consultant fees above $450/day (without prior approval)
k. Bonuses or commissions
l. Military-type equipment
m. Corporate Formation
n. Costs incurred outside the project period
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MATCH REQUIREMENT
There is no State or local match required under the Coverdell program.
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Paul Coverdell National Forensic Science (PCNFS) Grant
GRANT PERIOD
Coverdell grants generally are limited to a 12-month period. Applicants are asked to establish a project period
of October 1 to September 30.
REPORTING
Each State and unit of local government that receives funding under the Coverdell program must submit semi-
annual progress reports and quarterly financial status reports for the life of the award.
LEGISLATION
1. Public Law Number 106-561 (12/21/2000) – an act to improve the quality, timeliness, and credibility of
forensic science services for criminal justice purposes, and for other purposes.
2. Public Law Number 107-273 (H.R. 2215) – in 2002, this amendment made these funds available to units of
local government as well as States.
3. Public Law Number 108-405 (H.R. 5107) – in 2004, this act expanded the Coverdell program to include a
forensic science backlog reduction component and the requirement of a new certification regarding
external investigations.
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Paul Coverdell National Forensic Science (PCNFS) Grant
GUIDELINES FOR SUB-RECIPIENTS OF FUNDS
Travel
Domestic Travel - OJP guidelines state that sub-recipients of States must follow their State’s established travel
policy. The following are the travel guidelines for individuals traveling on Coverdell training grant monies.
Where local travel policy is more restrictive, such must be followed by the traveling individual.
Note: effective January 1, 2011, the MO Department of Public Safety adopted a new travel policy pertaining
to the reimbursement of meals.
Meals
1. Shall be reimbursed at the statewide per diem rate per meal as posted at
http://oa.mo.gov/acct/MealPerDiem.htm.
2. Individuals shall claim the per diem rate per meal, while in travel status.
3. Individuals are encouraged to use prudence when claiming meal reimbursement. If the
training/conference provides lunch at no cost, a lunch expense shall not be claimed. If the individual
does not eat breakfast, a breakfast expense shall not be claimed.
4. Travel status begins when you leave your residence or domicile (work location) to travel on business.
Travel status ends when you return to your residence or domicile. You are not in travel status if any
part of your trip involves a commute. When your official domicile and residence are different, the
travel status begins and ends based on whichever is less.
5. Tips on meals are part of the per diem and may not be claimed separately.
6. To qualify for meal per diem when no overnight lodging is indicated, it must be documented on your
expense report that you were in travel status for twelve (12) hours or more.
7. Meal receipts are not required!
8. Drinks/snacks obtained at airports for travel or between meals must be combined with an eligible meal
(breakfast, lunch, or dinner). Do not claim under Miscellaneous as an incidental expense. Extra meals
or bulk food/drink purchases are not allowed!
Lodging
1. Expected to select the location, type, and cost of lodging that best meets the need of the State and
your work requirements
2. Federal GSA rates are posted at www.gsa.gov for lodging; should adhere closely to these rates
a) In areas where comparable accommodations are available at significantly different prices, one
should use prudence in selecting higher-priced lodging and document the reason(s) for selecting
the higher-priced lodging on the expense report cover sheet (e.g. conference being hosted at this
hotel, next nearest hotel was 5 miles from training point requiring excess cab fares back and forth)
b) When hotel parking is included on the hotel receipt, the parking must be listed under Misc on the
expense report for each day that parking is charged. It is not a daily lodging fee and therefore
should not be claimed under Lodging.
c) Individuals should attempt to have any Missouri lodging taxes waived as the State of Missouri is
tax-exempt. This only applies to in-state hotels. Out-of-state hotels will not waive their taxes.
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Paul Coverdell National Forensic Science (PCNFS) Grant
d) Where in-state taxes will not be waived by a non-state employee, the costs will be allowed. Upon
request, the MO Dept. of Public Safety can fax a copy of its tax exempt letter if the hotel will accept
such.
Transportation
1. Airfare – no first class travel
2. Taxis/Shuttles – transportation to/from the hotel, airport, and training site or to get a meal
3. Rental Cars & Fuel
4. Mileage – must not exceed state mileage allowance; refer to
http://www.oa.mo.gov/acct/mileage/index.htm for the current rate
a) If an individual elects to drive a personal vehicle rather than fly, they must provide a comparison
between the cost to drive and the cost to fly. If approved to drive, the individual will be
reimbursed for the lower of your actual cost to drive and the estimated cost to fly.
b) If an individual drives a personal vehicle rather than drive a department fleet vehicle, justification
should be provided to explain why the individual should receive personal mileage reimbursement
rather than the agency receive fleet mileage reimbursement.
Miscellaneous Expenses
1. Registration fees
2. Baggage fee at airport
3. Parking
4. Tips for baggage handling, maid cleaning, etc where appropriate
5. Toll charges for bridges or turnpikes
6. Incidental expenses such as telephone, internet, fax, and other like charges when necessary for
transacting business while traveling (as approved by the Lab Director or Supervisor)
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Paul Coverdell National Forensic Science (PCNFS) Grant
Requesting Reimbursement for Training/Travel Expenses
Requests for reimbursement must be submitted by the 10 th of each month to be processed for payment that
month. Reports received after the 10th of the month may not be processed until the following month.
Payment will be issued approximately the 25th of each month.
Expense reports must be submitted to the Department of Public Safety (DPS), Office of the Director, Criminal
Justice/Law Enforcement (CJ/LE) Grant Program, preferably within 60 days of travel.
Requests for reimbursement must consist of the following:
1. Cover letter, which should include the following information:
Date of request
Training Name
Training Date(s)
Location
Individual’s Name & Title
Total Amount Requested
Synopsis of Training
Payment Remittance Address
Individual’s Contact Information (for questions)
Additional Comments
Note: cover letter should also provide justification if more than one individual is traveling to the same
location, if lodging rates significantly exceed the federal per diem rate for that location, or if a personal
vehicle is driven rather than flying or driving a fleet vehicle.
2. Expense Report, which should include the following information:
Itemized training/travel costs per day of travel
Signature of the claimant and applicable authorizing authority (crime lab director or supervisor)
Itemized receipts for each expense claimed shall be attached, with the exception of meal receipts.
o If receipts are unattainable (e.g. meter parking, baggage handling), then a memo or receipt
should be created to document the date, location, cost, and reason for expense.
o Receipts should be taped to plain, white pieces of paper. Do not send receipts in an envelope
or staple them all to the expense report.
Expenses will be reviewed by a member of the CJ/LE staff to ensure compliance with state and/or guidelines.
Adjustments will be made as necessary to ensure these rates are followed.
Reimbursements will be issued to the claimant’s respective employer/board only. Due to vendor payment
constraints, claimants are not to be reimbursed on an individual basis. (The Missouri State Highway Patrol is
exempt from this stipulation due to budgetary spending authority.)
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It is the responsibility of the employer/board to reimburse their employees for travel expenses and then
receive reimbursement from DPS.
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Paul Coverdell National Forensic Science (PCNFS) Grant
EXAMPLE:
John Smith is an employee at the crime laboratory in Jefferson City, MO. John has received approval from his
supervisor and/or the lab director to attend the MAFS Meeting in Des Moines, IA on January 11-13. John
incurred the following costs for this training:
Conference Registration Fee = $250
Total Fleet Miles = 553.58 roundtrip
Lodging = $92.30/night
$83 room rate + $9.30 lodging/state/city taxes
Hotel Parking = $10/day
Meals = $97.15 total
Breakfast 1/10 = not eligible because not in travel status yet
Lunch 1/10 = $6.27
Dinner 1/10 = $22.78
Breakfast 1/11 = didn’t eat
Lunch 1/11 = provided by conference
Dinner 1/11 = $12.45
Ice cream (dessert) after dinner 1/11 = $3.28 (must be combined with dinner)
Breakfast 1/12 = $11.18
Lunch 1/12 = provided by conference
Dinner 1/12 = $32.11
Breakfast 1/13 = didn’t eat
Lunch 1/13 = provided by conference
Dinner 1/13 = $7.79
Soda for return trip 1/13 = $1.29 (must be combined with dinner)
Allowed Per Diem Rates (for above example):
Destination: Des Moines, IA
Meals = $44 M&IE (per meal reduced rates as below)
Breakfast = $6
Lunch = $10
Dinner = $19
Lodging = $83/night
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Paul Coverdell National Forensic Science (PCNFS) Grant
EXAMPLE EXPENSE REPORT: Leave the
Month of Vendor
request Code/SSN
blank –
payments
will be
issued to
the crime
laboratory
(with
exception
of MSHP
employees)
Signature Signature of
of crime lab individual
director or requesting
authorized reimbursement
supervisor
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