FREQUENTLY ASKED QUESTIONS: FCADV CONTRACT MANAGEMENT

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1 FREQUENTLY ASKED QUESTIONS: FCADV CONTRACT MANAGEMENT Disclaimer: This document is intended to be informative; however, the FCADV contract, Standards, F.A.C. Chapter 65 H-1, and other relevant rules and regulations should also be referenced to address inquiries. When is an incident reportable? Incidents are reportable in accordance with Procedure QAAP The Provider is required to document all reportable incidents, as defined in FCADV s Incident Reporting Procedure, which is incorporated herein by reference and located at the following website: For each critical incident occurring during the administration of its program, the provider must, within twenty-four (24) hours of the incident, complete and submit an Incident Report in accordance with the FCADV Incident Reporting Procedure to the FCADV Contract Manager. Dissemination of the report within FCADV will be the responsibility of the Contract Manager. Page 1

2 Incidents that involve the death of a participant, threaten the health, safety or welfare of any person or that place any person in imminent danger and/or are likely to have adverse impact or statewide media coverage shall be reported immediately, within five (5) hours to FCADV as stated in the Incident Reporting Procedure. Why do the financial reports and budget amendments need to be submitted in excel format? System Compatibility FCADV contract management staff must have these forms in excel format to upload agency financials in our fiscal system which verifies that no expenditures fall within unbudgeted line items. The submitted information allows contract management staff to assist Providers in better managing their spending throughout the fiscal year. What is the difference between the invoice amount and the amounts reported on the Monthly Financial Report? Payment received vs. actual costs For fixed price contracts, the amount that is invoiced on a monthly basis is an incremental amount that authorizes a fixed payment each month for the ease in paying a Provider. However, the monthly financial report represents actual costs for the month in which the information is being reported. In most cases, the amount paid each month against actual expenses produce a variance. In other words, the difference between what has been received as income and what has been expended. For cost reimbursement contracts, the amounts reflected on the monthly invoice and monthly financial reports must be identical. The amount reimbursed each month is the Provider s actual costs. The same number is reported for payment purposes and for actual spending on a monthly basis per requirements in the Provider s executed contract. Page 2

3 How do I determine which dollars originate from federal or state funds? The Post Award Notice received as part of the Provider s contract lists each funding source under the appropriate federal or state designation. The funding sources listed below identify the origins of funds: General Revenue State Award Primary Prevention State Award Domestic Violence Trust Fund (DVTF) State Award Services Training Officers Prosecutors Violence Against Women Act (STOP- VAWA) Federal Award Victims of Crime Act (VOCA) Federal Award Temporary Assistance for Needy Families (TANF) Federal Award Family Violence and Prevention Act (FVPSA) Federal Award What are allocable shared costs? Costs distributed to all funding sources Expenses that can be allocated to two or more departments or funding sources on the basis of shared benefits. Examples include, audit expense, utilities, rent, and administrative costs (salaries of management staff). How do I request budget changes? Budget Adjustment/Amendment Form The Provider shall request written approval from the FCADV Contract Manager prior to incurring any expenditure that require modifications to the approved operating budget as a result of proposed additions and/or deletions to budget line items. This approval request shall be made by utilizing the Budget Adjustment/Amendment Form, which is incorporated by reference and located at the following website: Any changes to the Cost Allocation Plan or allocation percentages, including any resulting budget amendments, shall be submitted in writing with justification to the FCADV Contract Manager for approval. Page 3

4 Changes among budgeted lines items within each funding stream shall be communicated via the Budget Adjustment/Amendment Form. Which funding sources require matching funds? Domestic Violence Trust Fund (DVTF), Primary Prevention (PPE), Family Violence Prevention & Services Act (FVPSA), and Violence Against Women Act (VAWA) As a condition of receiving federal and state awards for project activities, each individual funding source may require that additional dollars from another funding source be used to support the project. Domestic Violence Trust Fund and Primary Prevention dollars are state awards. Family Violence Prevention & Services Act and Violence Against Women Act dollars are federal awards. What type of dollars can be used to satisfy the match requirement? State, Local, or Private dollars FVPSA match may be cash or in-kind and shall be utilized for services in compliance with the terms and conditions of the contract. DVTF and General Revenue funds are an allowable source of match. DVTF and Primary Prevention match may be cash or in-kind and shall be utilized for services in compliance with the terms and conditions of the contract. Local, municipal and county funds are an allowable source of match. The Provider shall document the required amount of cash or in-kind match monthly. By the end of the contract period, the total required match amount by funding source shall be expended. Supporting documentation shall detail cash or in-kind contributions. Federal dollars are not allowable as match for state funds or federal funds. State dollars are not allowable as match for state funds. Page 4

5 How should match be calculated? Match is calculated based on funding source specific formula FVPSA funds require state or local match In order to receive FVPSA dollars, existing Certified Domestic Violence Centers must provide a 20% match and newly Certified Domestic Violence Centers are required to provide a 35% match. FVPSA match may come from state or local dollars, either cash or in-kind. DVTF and GR funds may be used as match. The formula for determining FVPSA match is: award amount divided by.80 multiplied by 20%. Example: $10,000 FVPSA grant funding divided by.80 X 20% = $2,500 required matching funds. Total program budget would then equal $12,500. DVTF and PPE funds require a local match In order to receive DVTF and PPE dollars, existing Certified Domestic Violence Centers must provide match. DVTF and PPE match must come from local dollars, either cash or in-kind. Federal or State dollars are not allowable to use as match. The formula for determining DVTF and PPE match is: award amount divided by.75 multiplied by 25%. Example: $10,000 DVTF or PPE grant funding divided by.75 X 25% = $3,333 required matching funds. Total program budget would then equal $13,333 VAWA (STOP) funds require state or local match In order to receive VAWA (STOP) dollars, existing Certified Domestic Violence Centers and Providers must provide match. VAWA (STOP) match must come from state or local dollars, either cash or in-kind. Federal or State dollars are not allowable to use as match. The formula for determining VAWA (STOP) match is: award amount divided by.75 multiplied by 25%. In addition, cash and in-kind match must comply with Department of Justice VAWA (STOP) regulations. Cash or in-kind resources used as match for VAWA Page 5

6 (STOP) funds must be directly related to the project goals and objectives for which the VAWA (STOP) funds are utilized. Sources of match for VAWA (STOP) funds are restricted to the same uses allowed under the VAWA (STOP) Program and must be documented in the same manner as VAWA (STOP) funds, including financial and programmatic reports. Example: $10,000 VAWA (STOP) grant funding divided by.75 X 25% = $3,333 required matching funds. Total program budget would then equal $13,333 When is an Information Resource Request (IRR) required? Prior to the procurement of any information technology resources or services that will be charged against an FCADV funding source in whole or in part. This form must be submitted to the FCADV Contract Manager prior to the purchase of any information technology resource such as a computer, printer, monitor, processor or services such as IT services, maintenance agreements, training on software, etc. Once approved, the Provider is notified by the FCADV Contract Manager via that the IRR has been approved to make the purchase. Do cameras require an IRR? No, cameras do not require an IRR. Items that require IRRs include but are not limited to computers, software, IT services, maintenance agreement, etc. What is encryption as it relates to the IRR process? Encryption is the process of encoding data. The Department of Children and Families requires that all data be encrypted to protect the information of participants and their children. If the computer s operating system does not encrypt, then an additional software program must be purchased that will encrypt the data for all files. Page 6

7 This information must be reflected on the IRR form when a request to purchase a computer is submitted for approval. When is grant assurance and sponsorship language required? For any publications, resources or materials funded in whole or in part with FCADV funds The Provider shall, in publicizing, advertising, or describing the sponsorship of the program state: Sponsored by (Provider s name), the Florida Coalition Against Domestic Violence and the State of Florida, Department of Children and Families. If the sponsorship reference is in written material, the words State of Florida, Department of Children and Families shall appear in at least the same size letters or type as the name of the Provider. Without limitation, the Provider and its employees, agents, and representatives will not, without prior FCADV written consent in each instance, use in advertising, publicity or any other promotional endeavor, any FCADV logo or mark, State mark, or the name of the State's mark, the name of the FCADV or the State or any FCADV or State agency or affiliate or an officer or employee of the FCADV or the State, or any FCADV or State program or service or represent, directly or indirectly, that any service provided by the Provider has been approved or endorsed by the FCADV or the State, or refer to the existence of this contract in press releases, advertising or other materials distributed by the Provider. What happens if the due date for a contract deliverable falls on a holiday or weekend? Contract deliverables must be submitted on the next business day Most contract deliverables are required to be submitted no later than the 15 th day of the month following the month in which services were delivered. Should the due date fall on the weekend or holiday, the contract deliverable must be submitted on the next business day. Provider should always verify the due dates as indicated in the contract. Page 7

8 How do I post information such as a job opening within my organization on the FCADV website? Submission of the job posting to the FCADV Contract Manger for internal posting on the FCADV website Providers are allowed to post job openings within their centers on the FCADV website. This is a free service. The job posting and contact information must be submitted to the FCADV Contract Manager. How do I navigate the FCADV website to retrieve documents or information that I need? Utilize the search engine By placing the name of the document or information you need into the search engine, it will narrow your choices; then you can click on one of the populated choices to access the document you are searching for. Are there any restrictions on the use of funds received to perform services or tasks? Yes Pursuant to the State Reference Guide of Expenditures, grant funds are limited to its use to carry out agreed upon projects or performance of services or tasks. The reference guide may be found on the FCADV website and lists items that would not be allowable costs. Under the FCADV contract, the most restrictive requirement is applied to both state and federal funds awarded. It should also be noted that under the FCADV contract, funds will be restricted based on whichever federal or state guideline is most restrictive for the same type of expenditure or procurement process. Page 8

9 If a training expense line item is acceptable in the budget, does the Provider have to do anything else before charging the expense to the grant? Yes As it pertains to travel expenditures, FCADV will accept the training expense line item as an allowable expense. However, the Provider must submit the request to attend and details of the training prior to incurring any expense to ensure that the type of training being requested and associated costs are appropriate and allowable under the funding source. How do I submit Key Management Staff changes? Provider Contact Information Form The Provider shall notify the FCADV Contract Manager in writing within five (5) business days when the executive director, fiscal accountant (bookkeeper), program director, project manager or equivalent position is vacated. The notification shall identify the person(s) assuming the responsibilities of the vacant position. When the vacant position is filled, the Provider shall notify the FCADV Contract Manager within five (5) business days of the change. All changes and updates shall be submitted utilizing the Provider Contact Information Form, which is incorporated by reference and located at Documentation of credentials required by Florida Administrative Code Chapter 65H-1.013, shall be submitted along with Provider Contact Information Form. Page 9

10 Which positions require credentials to be submitted to the FCADV Contract Manager? Executive Director, Program Manager/Director, and Fiscal Accountant/Bookkeeper Pursuant to Florida Administrative Code, Chapter 65H-1.013, the Provider shall submit documentation of credentials for the required key management position within five (5) business days of hire when the executive director, fiscal accountant (bookkeeper), program director, project manager or equivalent position is filled. This information is required to be submitted with the Provider Contact Information Form. Am I required to submit Board Member changes to the FCADV? Yes The Provider shall notify the FCADV Contract Manager in writing, of any changes of the Provider's Board President, along with contact information, within five (5) business days of the change. This notification shall be done through the submission of an updated Provider Contact Information Form which is incorporated by reference and located at the following website: Page 10