2008-2009 OCJP Administrative Manual
The Office of Criminal Justice Programs provides, in this revised administrative manual, one manual with both generic and grant specific sections meant to provide guidelines for the administration of all your project(s) which you might receive from the OCJP. The OCJP Administrative Manual has been posted on OCJP’s website. All updated information/changes will become effective October 1, 2008. The link for the manual is located at http://www.state.tn.us/finance/rds/manuals.htm. The new manual is applicable to all subrecipients receiving Byrne/JAG funding, VOCA funding, STOP funding, FVS funding, Governor’s METH Initiative or RSAT funding from the Office of Criminal Justice Programs. The manual is formatted with a generic section containing information pertinent to all subrecipient agencies and individual program specific sections for Byrne/JAG, VOCA, STOP, FVS, METH, and RSAT. Generic and program specific appendices are included. The manual will be in PDF format allowing subrecipients to move within the document to access the information they need to manage their federal grants. The page number in the lower right corner has been set to return you to the table of contents for that section. All changes to the manual will be indicated in red text. For your convenience the Table of Contents pages in the manual found on the OCJP website contain internal links for each of the chapters. The Appendix Table of Contents and the Fund Specific Sections are also linked in the same manner. No new hardcopy manuals will be produced or distributed by our office. You will have the option of referencing the online manual or you may wish to print your own copy. This memo is being sent via e-mail to all grants subrecipient Project Directors and Fiscal Directors. It is the responsibility of the grant Project Director to ensure a copy of this memo is given to the Authorized Official. Please take the time to familiarize yourself with the updated grant requirements in that they are important in the administration of your federal grants. Should you have any questions or concerns regarding this process please feel free to contact your OCJP program manager. See INSTRUCTIONS to view the ADOBE Acrobat Reader instructions and reference guide. 2008-2009 OCJP Administrative Manual Changes: The Office of Criminal Justice Programs has a new address: Office of Criminal Justice Programs William R. Snodgrass Tennessee Tower 312 Rosa L. Parks Avenue, Suite 1200 Nashville, TN 37243-1102
SUMMARY OF MANUAL CHANGES
Generic Section
Introduction No changes Chapter I The following certifications are listed and summarized: Environmental Tobacco Smoke, Immigration and Naturalization Service, Mandatory Reporting of Abuse, National Environmental Policy Act, National Historical Preservation Act, Human Subject Testing, HIPPA, XML Language Compatibility, and Counter-terrorism Efforts. Chapter II Financial Director’s responsibilities are described in additional detail. When an OCJP grant is awarded to a non-profit agency, the President or Board Chair of the Board of Directors must be the Authorized Official named on the grant. Chapter III Criteria for match are defined. Accounting requirements for cash match are described. Cash match and its relationship to the grant budget and the grant invoice is described. In-kind match is defined. Criteria for volunteers used as in-kind match are described. Criteria for donated goods used as in-kind match are described. Criteria used for in-kind match documentation are described. Chapter IV Quarterly Program Income Summary Reports should be completed online. Chapter V No changes
Chapter VI Volunteers must be screened to ensure protection of children and vulnerable adults. Restrictions on salary supplements and salary bonuses are described. Training plans for staff not meeting personnel qualifications are required. Chapter VII Policy 03 Quarterly Expense and Revenue Reports are due no later than thirty (30) calendar days following the end of the quarter for which the report is completed. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online. Chapter VIII No changes Chapter IX No changes Chapter X No changes Chapter XI No changes Chapter XII No changes Chapter XIII Criteria for the use of professional service contracts are described. Professional service contracts require a beginning and an end date for the contract. Chapter XIV No changes Chapter XV No changes Chapter XVI No changes
Chapter XVII No changes Chapter XVIII All amendments must be signed by the subrecipient and approved by OCJP. Chapter XIX All subrecipient monitor-related deadlines are to be calculated in calendar days. Chapter XX No changes Chapter XXI No changes Chapter XXII This chapter is new to the OCJP Administrative Manual. Sections in this chapter include laws that protect civil rights, prohibition of discrimination complaints and findings, and maintaining civil rights information.
Fund Specific Sections
BYRNE/JAG Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online.
Byrne/Jag Victim Witness Data Collection Guidelines have been revised. Projected Output Reports are no longer required. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online.
FVS List of eligible subrecipients included.
FVS – cont’d Community awareness documentation requirements have been expanded. Family Violence Prevention Services Act Report questions have been expanded Unallowable expenses are included. Confidentiality Policy has been expanded. Release of Information Policy has been expanded. OCJP Access to Client Records has been expanded. FVS Output Report has been significantly revised. Data Collection Guidelines have been revised. Agencies must submit one outcome report for each OCJP grant. Agencies can not combine grants into one outcome-type report even if the grants use the same outcome type. Projected Output Reports are no longer required. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online.
METH Confidentiality Policy has been expanded. Release of Information Policy has been expanded. OCJP Access to Client Records has been expanded. Data Collection Guidelines have been revised. Agencies must submit one outcome report for each OCJP grant. Agencies can not combine grants into one outcome-type report even if the grants use the same outcome type. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online. Projected Output Reports are no longer required.
RSAT Change in annual reporting from fiscal year (July - June) to calendar year (January - December); annual report due January 31st Four new data collection items have been added to the annual report RSAT Title VI report to be filled out based on number served for the calendar year not number of new RSAT participants entering the program for the year. List of items requiring OCJP notification has expanded and reporting requirement decreased to within 10 days. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online.
STOP Confidentiality Policy has been expanded. Release of Information Policy has been expanded. OCJP Access to Client Records has been expanded. Data Collection Guidelines have been revised. Agencies must submit one outcome report for each OCJP grant. Agencies can not combine grants into one outcome-type report even if the grants use the same outcome type. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online. Projected Output Reports are no longer required. Additions to allowable costs include reasonable transportation costs that would enhance a victim’s safety and operational costs of shelters. Additions to unallowable costs include moving expenses when a survivor leaves a shelter and payment of immigration fees for battered immigrant women. VOCA Confidentiality Policy has been expanded.
VOCA cont’d Release of Information Policy has been expanded. OCJP Access to Client Records has been expanded. Data Collection Guidelines have been revised. Agencies must submit one outcome report for each OCJP grant. Agencies can not combine grants into one outcome-type report even if the grants use the same outcome type. Project Equipment Summary Reports should be completed online. Quarterly Program Income Summary Reports should be completed online. Projected Output Reports are no longer a required. Year-end Reconciliation Reports are no longer required. OCJP Generic Appendices Appendix a OCJP Fact Sheet has been updated. Appendix B Glossary of Frequently Used Terms has been revised. Appendix C Computer Guidelines for OCJP Grant Agencies has been updated. Appendix D Tennessee Travel Regulations will change when/if State rates change. Appendix E OCJP Subrecipient Sub-Contractual Agreement Format has been revised. Appendix M Non-Profit Board Approval Procedures has been revised. Appendix O Language Access and Culturally Competent Staff have been revised. Appendix P Release of Information for OCJP Access has been revised. Appendix Q Guidelines for Working with Interpreters is NEW. Appendix R Monitoring Findings Template included is new to the Appendices section. Appendix S Attachment A is new to the Appendices section. Appendix T Discrimination Complaint Notification is NEW.