VOCA and Match Spreadsheets - Florida Attorney General - Home Page by sofiaie

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									                         VOCA and Match Personnel Spreadsheet Instructions

The purpose of these spreadsheets is to provide a detailed listing of the cost to the employer/subgrantee for each VOCA
and Match employee. A spreadsheet must be completed each month a reimbursement is requested from VOCA or
Personnel Match is reported. Attach these spreadsheets to the VOCA Monthly Invoice.


Backup documentation must be submitted to the OAG with each invoice. Backup documentation should show
employer cost, coverage dates, payment date(s) and method of payment. Please contact your OAG Grant Manager
with questions or for more detail on acceptable backup documentation. Examples include:

   Payroll - provide a copy of the payroll detail showing the employee name, payroll dates, gross salary and FICA cost.
   The statement may also include information on the cost of employer paid benefits like retirement contributions, health,
   dental and life insurances.

   FICA (Social Security and/or Medicare) - proof of payment may include a copy of the EFTPS confirmation sheet, a
   copy of check payment, or a copy of the bank statement showing payment to the IRS.
   Retirement - provide a statement/list showing employee name and contribution amount. Proof of payment may
   include a copy of the EFT payment confirmation sheet, a copy of check payment, or a copy of the bank statement
   showing payment to the retirement plan provider.
   Health, dental, life insurances and disability coverage - provide a statement from the carrier showing coverage
   dates, individuals covered and cost of the coverage. Proof of payment may include a copy of the EFT payment
   confirmation sheet, a copy of check payment or a copy of the bank statement showing payment to the carrier. If
   agency is self-insured provide a statement explaining plan details along with payment information.

   Worker's Compensation - provide a statement from the carrier showing coverage dates and rates for calculating
   cost. Proof of payment may include a copy of the EFT payment confirmation sheet, a copy of check payment or a
   copy of the bank statement showing payment to the carrier. If the agency is self-insured provide a statement
   explaining plan details along with payment information.
   Unemployment - provide a statement/list showing employee name, tax rate and/or contribution amount. Proof of
   payment may include a copy of the EFT payment confirmation sheet, a copy of check payment, or a copy of the bank
   statement showing payment.

   Time sheets are required for VOCA and match staff each month.

   Public agencies like city, county or state governments may provide detail (date, amount and number), about journal
   transfers used to pay personnel costs as proof of payment.
   Additional backup documentation may be needed to support the request for VOCA funds and the reported
   Match upon request of the OAG. Supporting documentation for all invoices must be maintained at the office
   of the provider and be available to the OAG upon request.




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Items to Complete:
   Grant Number: Enter the number as it appears in the VOCA Agreement.
   Provider/Payee: Enter the name as it appears in the VOCA Agreement.
   Beginning and Ending Pay Period(s): Enter the beginning date and the ending date for the pay period (i.e., 10/1/09 -
   10/31/09, or 10/1/09 - 10/15/09, etc.).
   Date Paid: Enter the payment date for each pay period.
Approved VOCA Budget and the Actual Cost sections: List costs and rates in the Approved VOCA Budget section as
outlined in the approved VOCA budget from the application or budget modification. Using the approved VOCA budget
divide the total yearly amount by the number of pay periods and list this in each category in the approved budget section.
List actual costs and rates in the Actual Cost section. Divide monthly costs like health and life insurance by the number of
pay periods reported for the month.
   Rate for Fringe Benefits: Enter the description for how the employer paid benefits are determined (flat rate, %, or
   actual, etc.) in the box above each applicable category. These rates should correspond with the backup
   documentation provided.
   Employee Name: Enter the employee's first and last name.
   Position: Enter the information for each employee as it appears on the approved Personnel Budget.
   Gross Salary: Enter the gross salary for the employee as shown on the backup documentation.
   Payment information: Enter the method of payment. Example: enter the check number or DD for direct deposit.

   Bonus, on-call, and/or O.T. (over time) pay: Enter any bonuses, on-call pay, and/or overtime pay included in the
   approved budget in this column.
   Total: Enter the total for the Gross salary, approved bonus, on-call, and/or overtime.
   FICA (Social Security and/or Medicare): Enter the employer's contribution for this benefit as shown on the backup
   documentation. The FICA savings expense is not VOCA allowable for reimbursement or as a match.

   Retirement: Enter the employer's cost for this expense (i.e, pension, 401k, etc.) as shown on the backup
   documentation.
   Health (insurance): Enter the employer's cost for this expense as shown on the backup documentation. Divide this
   cost among all pay periods shown for the month reported.
   Life (insurance): Enter the employer's cost for this expense as shown on the backup documentation. Divide this cost
   among all pay periods shown for the month reported.
   Dental (insurance): Enter the employer's cost for this expense as shown on the backup documentation. Divide this
   cost among all pay periods shown for the month reported.
   WC (Workers Compensation): Enter the employer's cost for this expense as shown on the backup documentation.


   SUTA and/or FUTA (State/Federal Unemployment): Enter the employer's cost for these expenses as shown on the
   backup documentation. Do not include this expense in either the Approved Budget or Actual Cost sections until the
   expense is paid by the agency. At that time, enter the actual cost in both sections. If the actual cost exceeds the
   approved budget, enter the approved budget amount in the Approved Budget section.

   Long Term Disability: Enter the employer's cost for this expense as shown on the backup documentation. Divide this
   cost among all pay periods shown for the month reported.

   Short Term Disability: Enter the employer's cost for this expense as shown on the backup documentation. Divide
   this cost among all pay periods shown for the month reported.

   Other (identify): Enter the employer's cost for this expense.
   Method of Payment: Enter this information for each employer paid benefit (FICA through Other). Example: enter the
   check number, JT for journal transfer or EFT for electronic funds transfer.
   Explanations/Comments: This space is provided for detailed information regarding the VPS or MPS.
                                                           2 of 3
Calculating the Reimbursement Request (VOCA Personnel Spreadsheet):

For both the Approved VOCA Budget and the Actual Cost sections:
   Input Total Salary & Benefits information: For each employee, enter the total of the gross salary plus all benefit
   costs.
   Total Salary and Benefit: Calculate cost for each employee (sum of all costs).
   % VOCA Funded: Enter the percentage (up to two decimal places) each position is VOCA funded (from the approved
   VOCA budget).
   VOCA Funded Cost: Multiply the total Salary and Benefit cost by the percent VOCA Funded.
   Total: Enter the total of the VOCA Funded Cost column.
   VOCA Reimbursement Request: Enter the lowest, either the total of the Approved VOCA Budget section or the
   Actual Cost section. The reimbursement amount should correspond with costs outlined in the approved VOCA
   budget. The entire grant award cannot be expended before the end of the grant period.

Calculating Reported Match:
   Input Total Salary & Benefits information: For each employee, enter the total of the gross salary plus all benefit
   costs.
   % Allowable: Enter the percentage approved to use as match for each position (from the approved VOCA budget).
   Reported Match: Enter the amount to report for match for each position (multiply % allowable by the total salary &
   benefits).
   Total: Enter the total of the Reported Match column.
   Total Reported Match: Enter the Total of the Reported Match Column or the Match Personnel balance (enter the
   lowest number).

                                         **DOUBLE CHECK ALL FIGURES**

            **Any changes to the format of the spreadsheet must have prior approval from the OAG staff.**




                     Mail the ORIGINAL invoice and accompanying spreadsheets/reports to:
                                 Bureau of Advocacy and Grants Management
                                         Office of the Attorney General
                                               PL-01, The Capitol
                                        Tallahassee, Florida 32399-1050


                            Questions? Call your OAG Grant Manager at (850) 414-3300




                                                          3 of 3
VOCA PERSONNEL BUDGET REQUEST

Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job duty.
The job description must reflect VOCA allowable activities that are equal to or greater than the percentage of the
position that is VOCA funded.
Personnel:
                                                     Total Actual Cost         Total Amount VOCA Funded Percentage VOCA
               Position Requested
                                                    (from chart below)                 2009-2010             Funded
Victim Advocate                                    $          47,305.00        $                42,575.00    90.00%




                                        Subtotal                               $                          42,575
              Pay schedule (choose one from the drop-down menu):                         semi-monthly


Position Requested:       Victim Advocate
         Hours per week =            40                Employer
                                         RATE
            Hourly Rate = $      16.83                   Cost
Annual Gross Salary            $   35,000          $      35,000 Divide these figures by the number of pay periods (noted above), and
                                                                 complete the Approved Budget section of the VPS
FICA                                         7.65% $       2,678
Retirement                                   9.85% $       3,448
Health Ins.                                 FR     $       6,000
Life Ins.                                   FR     $         180
Dental Ins.
Workers Comp                                       $              -
Unemployment (1st $7K)                             $              -

Other (provide explanation
below):
                                            TOTAL $       47,305


Explanation (if applicable):




                                                         Sample Personnel Budget
                                                                2009-2010 VICTIMS OF CRIME ACT (VOCA) PERSONNEL SPREADSHEET (VPS)                                                                                           Grant #V 09222

                                                                                                                                                                                                                               Month: October
         Provider/Payee: SAMPLE AGENCY
           Provide each:           Beginning Pay Period:                 10/01/08                             Ending Pay Period:                           10/15/08                           Date Paid             10/16/08
                                   Beginning Pay Period:                 10/16/09                             Ending Pay Period:                           10/31/09                           Date Paid             11/01/09
                                   Beginning Pay Period:                                                      Ending Pay Period:                                                              Date Paid
                                   Beginning Pay Period:                                                      Ending Pay Period:                                                              Date Paid


                                                                                                                    Employer
                                                                Fringe Benefit Rates (i.e., flat rate or %)        Contri-bution 9.85%       FR       FR
                                                                                                                                                                                     Long-   Short-
                                                                         Payment         BONUS                                                                                SUTA Term      Term
                                                            Gross       Info.Check       and/or                                    Retire-                                    and/or Dis-     Dis-           Total Salary % VOCA  VOCA
    Employee Name                      Position             Salary         #, etc.        O. T.         Total          FICA         ment     Health    Life     Dental   WC   FUTA ability   ability   Other & Benefits Funded Funded Cost
Approved VOCA Budget:
                            Victim Advocate                  $1,458.33                             $1,458.33    $111.58 $143.67 $250.00                $7.50                                                    $1,971.08      90.00%    $1,773.97
                            Victim Advocate                  $1,458.33                             $1,458.33    $111.58 $143.67 $250.00                $7.50                                                    $1,971.08      90.00%    $1,773.97
                            *Figures listed in this section should be calculated from the approved VOCA budget.



                                                                                                                                                                                                       TOTAL:   $3,942.16                $3,547.94
Actual Cost:
Jane Doe                    Victim Advocate                 $1,458.33 1118135                         $1,458.33        $111.56 $143.65 $250.00         $7.48                                                    $1,971.02      90.00%    $1,773.92
Jane Doe                    Victim Advocate                 $1,458.33 1118133                         $1,458.33        $111.56 $143.65 $250.00         $7.48                                                    $1,971.02      90.00%    $1,773.92




                                                                                                                                                                                                       TOTAL:   $3,942.04                $3,547.84
   Method of Payment (i.e., check #, EFT, DD, JT #, etc.)                                                          EFT         EFT           EFT      EFT
                                                                                                                                                                                                       VOCA Reimbursement Request        $3,547.84

Explanations/Comments:




                                                                                                                          Sample VPS
                                                           2009-2010 VICTIMS OF CRIME ACT (VOCA) PERSONNEL SPREADSHEET (VPS)                                                                                  Grant #V

                                                                                                                                                                                                               Month:
           Provider/Payee:
             Provide each:       Beginning Pay Period:                                                    Ending Pay Period:                                                     Date Paid
                                 Beginning Pay Period:                                                    Ending Pay Period:                                                     Date Paid
                                 Beginning Pay Period:                                                    Ending Pay Period:                                                     Date Paid
                                 Beginning Pay Period:                                                    Ending Pay Period:                                                     Date Paid

                                                                                                                  Employer
                                                                                                                   Contri-
                                                            Fringe Benefit Rates (i.e., flat rate or %)            bution

                                                                               Bonuses,                                                                                 Long-   Short-
                                                                     Payment    on-call,                                                                         SUTA Term      Term
                                                         Gross      Info.Check  and/or                                       Retire-                             and/or Dis-     Dis-           Total Salary % VOCA  VOCA
    Employee Name                      Position          Salary        #, etc.   O. T.              Total          FICA       ment Health   Life   Dental   WC   FUTA ability   ability   Other & Benefits Funded Funded Cost
Approved VOCA Budget:
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                                                                                                          TOTAL:      $0.00              $0.00
Actual Cost:
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                                       $0.00              $0.00
                                                                                                          $0.00                                                                           TOTAL:      $0.00              $0.00
Method of Payment (i.e., check #, EFT, DD, JT #, etc.)
                                                                                                                                                                                          VOCA Reimbursement Request

Explanations/Comments:



                                                                                                  d3e7e3fb-1e3d-48d9-8794-dfc6a496b81f.xls
                                                           2009-2010 VICTIMS OF CRIME ACT (MATCH) PERSONNEL SPREADSHEET (MPS)                                                                                                  Grant #V

                                                                                                                                                                                                                                 Month:
           Provider/Payee:

             Provide each:        Beginning Pay Period:                                                      Ending Pay Period:                                                     Date Paid
                                  Beginning Pay Period:                                                      Ending Pay Period:                                                     Date Paid
                                  Beginning Pay Period:                                                      Ending Pay Period:                                                     Date Paid
                                  Beginning Pay Period:                                                      Ending Pay Period:                                                     Date Paid


                                                                                                                     Employer
                                                                                                                      Contri-
                                                               Fringe Benefit Rates (i.e., flat rate or %)            bution

                                                                                     Bonuses,                                                                                      Long-     Short-
                                                                      Payment         on-call,                                                                            SUTA     Term      Term
                                                          Gross      Info.Check       and/or                                      Retire-                                 and/or    Dis-      Dis-             Total Salary               Reported
     Employee Name                    Position            Salary        #, etc.        O. T.             Total         FICA        ment     Health   Life   Dental   WC   FUTA     ability   ability   Other    & Benefits % allowable     Match
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
                                                                                                            $0.00                                                                                                     $0.00                   $0.00
Method of Payment (i.e., check #, EFT, DD, JT #, etc.)                                                                                                                                                                            Total       $0.00
                                                                                                                                                                                                                 Total Reported Match


Explanations/Comments:




                                                                                                      d3e7e3fb-1e3d-48d9-8794-dfc6a496b81f.xls

								
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