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HomeMy WebLinkAbout2022-11-08-Meeting Minutes Public Safety Committee Meeting Commission Chamber - 11/8/2022 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Clarke, Chairman; D. Williams, Vice Chairman; B. Williams and Garrett, members. PUBLIC SAFETY 1. CRASH360 presentation about traffic incidents and safety on Augusta roads. (Requested by Mayor Hardie Davis, Jr.) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Brandon Garrett Commissioner Bobby Williams Passes 2. Motion to approve the minutes of the Public Safety Committee held on October 25, 2022. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Brandon Garrett Commissioner Bobby Williams Passes 3. Motion to approve the new COVID-19 Policy. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to approve deleting this item from the agenda. Motion Passes 4-0. Commissioner Brandon Garrett Commissioner Bobby Williams Passes 4. Receive as information the emergency HVAC replacement for the Blythe Radio System Sub-Site in the amount of $28,540.00 by Motorola Solutions. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Brandon Garrett Commissioner Bobby Williams Passes 5. Approve and accept a grant award for the continuation of the Victims of Crime Act (VOCA) Grant with Base Award funding $89,326 and Comp Advocate funding $50,334 from the Criminal Justice Coordination Council of Georgia to provide services to crime victims for the period of October 1, 2022, through September 30, 2023, and authorize the Mayor to execute the necessary documents. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Brandon Garrett Commissioner Bobby Williams Passes www.augustaga.gov Public Safety Committee Meeting 11/8/2022 1:15 PM Attendance 11/8/22 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Public Safety Committee Meeting 11/8/2022 1:15 PM CRASH360 presentation Department:Mayor's Office Presenter:Mayor Hardie Davis, Jr. Caption:CRASH360 presentation about traffic incidents and safety on Augusta roads. (Requested by Mayor Hardie Davis, Jr.) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Public Safety committee Meeting commission chamber - l0/25lzoz2 ATTENDANCE: Present: Hons. Clarke, Chairman; D. Williams, Vice Chairman; B. Williams and Garrett, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAFETY l. Motion to approve the minutes of the Public Safety Committee held on October ll,ZO2Z. Item Action: Approved Motions Motion --^+:^- 7r,^:1 r/r^r^ rr-, d r r h Motion;----- Motion Text Made By Seconded ByIype - ---- -r Result Motion to ^ approve. Commissioner Brandon Commissioner Bobby passesApprove Motion Passes Garrett Williams 4-0. www.augustasa.sov Public Safety Committee Meeting 11/8/2022 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on October 25, 2022. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: 1 Augusta, GA Covid-19 Policy Purpose: The purpose of this policy is to inform and educate our Augusta, GA employees of expected practices surrounding the transmission, presence, and severity of COVID-19 in the workplace. This policy outlines how Augusta, GA employees should govern themselves, in regard to COVID-19. Scope: This COVID-19 Policy applies to all employees of Augusta, GA, except for employees who do not report to a workplace where other individuals (such as coworkers or customers) are present; employees while working from home; and employees who work exclusively outdoors. Augusta, GA will continue to follow the evidence-based approach provided by the CDC that supports updated or new guidance. Please refer to the link here: https://www.cdc.gov/coronavirus/2019- ncov/if-you-are-sick/index.html Employee Notification of COVID-19: Augusta, GA will require employees to promptly notify Human Resources when they have tested positive for COVID-19 or have been diagnosed with COVID-19 by a licensed healthcare provider. A. Employees should be advised to contact HR immediately (706-821-2303) if they, or someone in their household, test positive for the virus, or if they have been exposed to someone who has tested positive for the virus. B. Employees who inform their supervisors that they have tested positive for COVID-19, or have been exposed to the virus, should be directed to not report to work or be sent home to work remotely, if possible. C. Employees who are unable to work remotely are required to use their sick leave or annual leave. In the event insufficient leave is not accrued, time off from work will be without pay. Return to Work Criteria: For any employee removed from the workplace because they are COVID-19 positive, Augusta, Ga, will keep them removed from the workplace until the employee has quarantined for a period concurrent with the CDC recommended timeframe found here: https://www.cdc.gov/coronavirus/2019-ncov/your-health/isolation.html. A negative test result is not required to return to work. Employees who continue to exhibit symptoms are recommended to seek the advice of a healthcare professional and should refer to the CDC guidelines on when to end isolation. COVID-19 Testing: A. All employees should be advised to call-in and not report to work if they are sick or exhibiting COVID-19 symptoms and should obtain COVID-19 testing. B. All employees who have come in contact with an infected person will assist Human Resources with contact tracing by providing names of persons in which they have come in direct contact within the past 48 hours. 2 C. Employees, including department directors and supervisors, should never share or discuss an employee’s medical information. Augusta, GA encourages all employees to receive a COVID-19 vaccination to further protect themselves, employees, and their families. Confidentiality and Privacy: All medical information collected from individuals, including vaccination information, test results, and any other information obtained as a result of testing, will be treated in accordance with applicable laws and policies on confidentiality and privacy. Please direct any questions regarding this policy to the Human Resources Department Source: https://www.cdc.gov/coronavirus/2019-ncov/symptoms-testing/testing.html Public Safety Committee Meeting 11/8/2022 1:15 PM Motion to approve the new COVID-19 Policy Department:Fire Presenter: Caption:Motion to approve the new COVID-19 Policy. Background:The consolidated government of Augusta-Richmond County, along with many of its partners continue to experience a rise in new COVID-19 cases amongst our staff. The COVID-19 Taskforce has created a recommended new COVID -19 policy to help prevent the spread of COVID-19 among our workforce. Analysis:The COVID-19 working group continues to monitor trends, evaluate data, institute industry best practices, and recommend guidelines and procedures to ensure operational efficiency as we maintain the high-level service delivery model our stakeholders expect and deserve. The recommended plan is a live document of proposed actions as we continue to reassess, reimagine, and reevaluate. Financial Impact:N/A Alternatives:None at this time Recommendation:Approve the Motion to Approve the New COVID-19 Policy Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Public Safety Committee Meeting 11/8/2022 1:15 PM Receive as information the emergency HVAC replacement for the Blythe Radio System Sub-Site in the amount of $28,540.00 by Motorola Solutions. Department:Information Technology Presenter:Mr. Gary Hewett, Deputy CIO Caption:Receive as information the emergency HVAC replacement for the Blythe Radio System Sub-Site in the amount of $28,540.00 by Motorola Solutions. Background:The Blythe Radio System Sub-Site is located at 3120 GA HWY 88. This tower site currently utilizes an HVAC system that was initially installed in 2011. The City of Augusta assumed ownership of the site and the existing HVAC system under RFP # 18-120. Since that time, we have experienced seventeen (17) failures of the system. The temperature within the structure must remain consistent. Analysis:Failure of the HVAC system would result in a catastrophic loss of equipment at the radio site and a cost to replace the equipment. Additionally, radio coverage of the entire southeastern area of the county would be impacted. The system is currently on order through Motorola Solutions (via PO R365999). Financial Impact:$28,540.00 charged to the funds available in the P25 Radio System SPLOST VII Project. Alternatives:Do not receive as information. Recommendation:Receive as information the emergency replacement of the Blythe radio sub-site HVAC system at 3120 HA HWY 88 in the amount of $28,540.00 by Motorola Solutions. Funds are Available in the Following Accounts: $28,540.00 charged to account GL 329012110-5421110 / JL 216725901- 5421110. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission PETER J. SKANDALAKIS Executive Director SHANNON WALLACE Chair District Attorney Blue Ridge Judicial Circuit KEITH E. GAMMAGE Vice Chair Solicitor-General Fulton County TASHA M. MOSLEY Secretary District Attorney Clayton Judicial Circuit JONATHAN L. ADAMS District Attorney Towaliga Judicial Circuit C.R. CHISHOLM, JR. Solicitor-General Athens-Clarke County LEIGH PATTERSON District Attorney Rome Judicial Circuit BERT POSTON District Attorney Conasauga Judicial Circuit BRADFORD L. RIGBY District Attorney Cordele Judicial Circuit SANDY WISENBAKER Solicitor-General Coweta County 1590 Adamson Parkway, Fourth Floor ● Morrow, Georgia 30260-1755 ● phone: (770) 282-6300 ● fax: (770) 282-6368 ● www.pacga.org September 8, 2022 Dear Augusta DA Below are the VOCA and CESF amounts that PAC anticipates applying for on your office’s behalf. County: Augusta-Richmond Implementing Prosecuting Attorney: District Attorney Jared Williams Grant Period: October 1, 2022 through September 30, 2023 VOCA (BASE VWAP Program Funding): VOCA Federal Funds: $89,326 VOCA (COMP Advocate Program Funding): TOTAL COMP: $50,334  VOCA Federal Funds: $41,334  CESF Federal Funds: $9,000 Please note the following on the Comp Advocate Funding: The highlighted CESF funds above MUST be spent in your Q1 SER by December 31, 2022. If these funds are not spent by then due to vacancies etc, they will be de-obligated. They cannot be used on Q2-Q4 SERs. As a result, any date that falls outside of Q1 (October 1, 2022-December 31, 2022) MUST be pro-rated out. The VOCA portion of the Comp Advocates funds may be spent in Q1-Q4. Sincerely, Sarai Leonides-Medina Grants Manager/Victim Services Coordinator Prosecuting Attorney’s Council of Georgia AUGUSTA, GEORGIA New Grant ProposaUApplication defore a Department/agency may apply for thc granVaward on behalf of Augusta Richmond County, they must first obtain approvalsignature from the Administrator and the Finance Director. The Administrator rvill obtain informstion on the grant progrrm andrequirements from the funding agercy and review these for feasibitity to determine if this grant/award wlll Uenerit .tugustaRichmond County. The Finance Director will review the funding requirement to determine if the grant will lit within our budgetstructure and linancial goals. Proposal Project No. Project Title PR000394 Start Date: l0l0l/2022 Submit Date: rcll22}Z2 Total Budgeted Amount: l6l ,ggZ.O0 VOCA grant to continue the current tevel and provision of serviccs to crime victims in the Augusta Judicial Circuit as outlined in theCrimc Victims'Bill of Rights. This Grant is a continuation grant for the salaries of three r"priut. victim advocates to carry out theservices above. EEO Required: yes EEO Notifred: yes FY 22-23 Augusta VWAP VOCA End Date: 09/3012023 Department: 028 District Attorney Cash Match? y Total Funding Agency: 1J9.660.00 Totat Cash Match: 22,332.00 Sponsor: GM00l2 Sponsor Type: p1 pass thru Federal Purpose: 3 Victims Righrs Flow Thru ID: GM00l7 ContactsType ID Name phonel zsloq ApprovalsType JL FA J. WILLIAMS Dept. Signature: Grant Coordinator reviewed the Grant application and enclosed materials and: ind the grant/award to be feasible to the needs of Augusta Richmond county o Deny the request 2.) I have reviewed the Grant application and enclosed materials and: 1/ Approve rhe Department Agency ro move forward with the apprication 'I'his form will also be used to provide the external auditors rvith information on all grants for compliance andccrtification requirements as required by the state and Federal Go'ernment. Finance Director Date user: AH92240 - Adorea HawthomE- prge Report: GMl00O_PROPOSAL - GMl000: Grants Managemcnt: I Curreni Dile: 10.1212022 Current Time: l6:51 :50 Salary Rate % Time to Project Select Pay Period Frequency Cost Match? $34,189.26 100%Biweekly $34,189.00 Biweekly $0.00 $34,189.26 100%Biweekly $34,189.00 $0.00 $0.00 $0.00 Hourly wage Hours per week on project Weeks worked annually Select Pay Period Frequency Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $68,378 Hours Rate Total value Match -$ In-Kind$0.00 Total annual salary or wages Select fringe type % Time to Project Cost Match? $34,189.26 FICA 100%$2,615.48$34,189.26 Retirement 100%$2,085.54$34,189.26 Insurance 100%$5,128.39 $0.00 $34,189.26 FICA 100%$2,615.48$34,189.26 Retirement 100%$2,085.54 $34,189.26 Retirement 100%$5,128.39 $0.00$0.00FRINGE TOTAL $19,658.82 PERSONNEL GRAND TOTAL $88,037 **All trainings and conferences must be pre-approved by submitting an agenda to your Specialist or Auditor. Staff member Item Cost # Individuals # Nights/Days # Trips Cost Match? Advocates Hotel 6.00 $1,000.00 $0.00 $0.00 $0.00 $0.00 Advocate Intake AdvocateIntake Advocate Vacant 7.65% Volunteers VOLUNTEERS TOTAL Title CJCC Budget Detail Worksheet Purpose: This Budget Detail Worksheet is used to verify all Subgrant Expenditure Requests (SERs) and to determine whether costs are allowable, reasonable and justified. Please fill it out completely with the Subgrant Adjustment Request (SAR) #1 in your award packet and for each subsequent SAR that requires a budget change. All required information must be present in the budget narrative, regardless of format. NOTE - If you need extra lines in the spreadsheet under one of the categories: 1) Highlight an entire row or block of lines within the same category 2) Keeping your mouse over the highlighted row or block, right click and select the copy option by left clicking 3) Next, right click with your mouse again on the highlighted row or block and chose the option "insert copied cells" by left clicking If you selected only a block and not the entire row, a new tile will open up and select the option "Shift cells down" and click OK. Use of this technique will ensure that you don't change the formulas inserted in the spreadsheet. VOCA First and Last name Any PAC-Approved Trainings PERSONNEL TOTAL Trainings and Conferences B.Travel--Funds must be budgeted in compliance with State of Georgia Statewide Travel Regulations.Itemize travel expenses of program personnel by category (e.g.mileage, meals,lodging,incidentals,and airfare)and purpose(e.g.training,field interviews,and advisory group meetings)and identifythe location,if known.For training programs,list travel and meals for participants separately.Show the budget calculation (e.g.six people attending three-day training at $X airfare,$X lodging,$X meals/incidentals).If selecting "airfare"enter 1 in the nights/days field and use the round-trip costs. Please note that the maximum reimbursement rate is $0.565 per mile, but if your agency's reimbursement rate is lower you A (2). Volunteers -- If applicable, simply enter the number of hours of service volunteers will perform. Volunteers must be valued at $15/hour unless approved by CJCC staff for a higher rate. Do not change the drop-down selection box from "In-kind" or your match will not calculate correctly. Advocate Intake Advocate Darsha West 15.00% Darsha WestDarsha West A (3). Fringe-- Amounts should be based on actual costs or a formula for personnel listed above, utilizing the percentage of time devoted to the program. Fringe benefits on overtime hours are limited to FICA, Worker’s Compensation and State Unemployment Compensation. Costs included within this category are: FICA (employer’s portion of Social Security and Medicare taxes), employer’s portion of retirement, employer’s portion of insurance (health, life, dental, etc.), employer’s portion of Worker’s Compensation and State Unemployment Compensation. Enter rate of each fringe benefit as a pecentage of salary or wages 7.65%6.10% First and Last name Purpose of Travel Vacant 15.00% Advocate Vacant 6.10% Title Project Name: Agency Name: Subgrant Number: Select grant type: First and Last name Darsha West AUGUSTA DA VWAP C21-8-001 PAC A (1). Personnel-- List each position by title and name of employee, if available. In order to calculate the budget enter the annual salary and the percentage of time to be devoted to the program. Compensation of employees engaged in program activities must be consistent with that for similar work within the applicant agency. Title Intake Advocate Advocate Vacant 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per mile Miles per grant year Total Cost Match? $289.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1,289.00 Cost per Unit Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit Cost 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 Cost per unit Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit # of Units % Charged to Grant Cost 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 F. (2) Consultant Fee: Enter the name, if known, and service to be provided. Show the budget calculation; for example, the hourly or daily rate (8 hours) multiplied by the estimated number of units (eg., 1 hour of therapy). E. Printing-- List items by type (e.g. letterhead/envelopes, business cards, training materials). Show budget calculation. For example, where an item is business cards, enter $15 for cost per unit; "box" for define unit; 2 for # units, and Print Mania for Vendor. Leave "define unit" blank if it is not applicable. F. (1) Subtotal Item # Units # Units EQUIPMENT TOTAL Vendor F. (1) Other Costs-- List items by type (e.g. real property lease, repairs/maintenance, utilities, copier rental/lease, postage meter, insurance & bonding, dues & subscriptions, advertising, registration fees, film processing, notary services, public relations, communication services - indicate if DOAS is provider). Show budget calculation. For example, provide the office space square footage and the lease rate or provide the monthly lease amount and the number of months leased. For unit enter time period as applicable (i.e., "month" for utility costs) or leave blank for items such as registration that require a one-time fee. SUPPLY TOTAL Item Vendor PRINTING TOTAL Any PAC-Approved Training & Conferences # Items Location or Coverage AreaPurpose of Travel Staff member Advocates TBD Mileage C.Equipment--List non-expendable items to be purchased.Applicants should analyze the benefit of purchased versus leased equipment,especially high cost and electronic or digital items.Explainhow the equipment is necessaryfor thesuccess of the program.Showthe budget calculation.Attach a narrative describing the procurement method to beused.Please note that all items must be at least $5,000 per unit to be considered equipment. Otherwise please list items in "Supplies." Item Equipment Item Vendor D.Supplies--List items by type (e.g.office supplies,postage,copier usage,training supplies,publications,audio/video (batteries,film,CD/DVD’s,etc.),office furniture,computer software,educational/therapeutic supplies,uniforms,weapons (law enforcement and prosecution units only).Show budget calculation.For example,where an item is office supplies, enter $100 for cost per unit; "month" for define unit; 12 for # units, and Office Palooza for Vendor. Leave "define unit" blank if not applicable. TRAVEL TOTAL Vendor 2 Cost per unit Define Unit of Service # Units Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit Define Unit of Service # Units Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 $0 22331.5 Budget Category Amount A. Personnel and Fringe $88,037 $1,289 $0 $0 $0 $0 $89,326 $89,326 $0 Cash $0 100% In-Kind $0 0% Budget Narrative Indirect Cost F.(4)Indirect Cost:If your agency has a negotiated rate,a copy of the Indirect Cost Rate Agreement must be submitted with your contract budget.Applicants may elect to use an amount up to the tenpercent (10%)de Minimis rate of their Modified Total Direct Costs (MTDC)base.MTDC includesthe cost of salaries,wages and fringe benefits of personnelthat work directly on the project,and other operational costs such as supplies,printing,and travel that are directly related to the project.To use the de Minimus indirect cost rate complete the MTDC Calculator in the next tab. When you have completed this calculator, the total indirect cost will transfer to the space below. G.Match Waiver:If your agency would like to request a match waiver,you should submit a letter,on your agency’s letterhead,to the Georgia Criminal Justice Coordinating Council (CJCC).The letter should outline the reasons why your agency will have trouble meeting the full match requirement and should indicate theamount of match you are able to providefor the proposed project. F. (2) Consultant Fee: Enter the name, if known, and service to be provided. Show the budget calculation; for example, the hourly or daily rate (8 hours) multiplied by the estimated number of units (eg., 1 hour of therapy). NOTE: If a Non-Grant expense amount is entered, make sure those items for which they will be used must be incorporated into your overall budget. Indicate clearly throughout you budget narrative and detail worksheet for which items these funds will be used. Match Breakdown Match Amount F. OTHER TOTAL B. Travel C. Equipment D. Supplies Budget Summary--When you have completed this budget worksheet,the totals for each category will transfer to the spaces below.The total costs and total project costs will be computed via Excel formula. Indicate the amount of grant funds requested and the amount of non-grant funds that will support the project. F. (2)Subtotal E. Printing Name of Consultant TOTAL PROJECT COSTS Service Provided F.(3)Contracts:Provide a descriptionof the product or service to be procured by contract and a cost estimate.Applicants are strongly encouraged to use a competitiveprocurement process in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Award F. Other F. (2)Subtotal G. Match Waiver Amount: Name of Consultant Service Provided 3 Instructions for the Direct Expenditures For Modified Total Direct Costs (MTDC) Calculation: 1 e) The costs must not be used as match. Reference: 2 CFR 200.413 2 Salaries and Wages: In order for Salaries and Wages to be allowable for the calculation of MTDC the following must a) Must be integral to the Program. b) Individuals involved can be specifically identified with the project or activity. c) Such costs are explicitly included in the budget. d) The costs are not also recovered as indirect costs. Fringe Benefits: Fringe Benefits related to Salaries and Wages (above) that are reasonable and required by: law, non- References: 2 CFR 200.431; DOJ 2015 Section 3.9 De Minimis Indirect Cost Instructions WARNING: Using the 10% de Minimus rate requires a clear understanding of how to calculate the rate. Basic information about calculating the 10% rate is included in 2 CFR 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements (Uniform Guidance). Agencies should consider consulting a financial professional who is knowledgeable about this federal requirement before deciding whether to request this budget item. Some agencies may find it easier to request a pro-rated amount of direct expenses (e.g. a pro rated amount of salaries, supplies & operating, etc.) and include this in their grant request. As described in Section §200.403 lf the Uniform Guidance, Factors affecting allowability of costs, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards until such time as the agency chooses to negotiate for a rate. Any indirect costs charged to the grant should be included as a separate cost in the operating expenses budget category. If your agency has a negotiated rate, a copy of the Indirect Cost Rate Agreement must be submitted with your contract budget. Applicants may use an amount up to the ten percent (10%) de Minimis rate of their Modified Total Direct Costs (MTDC) base. MTDC includes the cost of salaries, wages and fringe benefits of personnel that work directly on the project, and other operational costs such as supplies, printing, and travel that are directly related to the project. The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition remission,scholarships and fellowships, participant supports, or any Subawards, contracts, or consultant beyond the first $25,000. Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Complete the De Minimis Rate Calculation Form to show your de Minimus calculation and to certify that you have NEVER had a negotiated federal cost rate and that you will apply the rate to all of your federal grants, not just the federal grant received from the Criminal Justice Coordinating Council, until the agency chooses to negotiate for a rate. 3 4 5 6 7 8 BUDGET COMPUTATION PROCESS FLOW Please use the following diagram as a guide to include the deminimis indirect cost rate in your detailed budget worksheet. Other Expenses: This category includes other allowable costs incurred for the benefit of the program. Any match portion is not to be included. Space/Rental Costs: Costs associated with leased space such as rent, depreciation, utilities and maintenance. Reference: 2 CFR 200.453 Contractual (Sub-Contracts): Use for written contracts or agreements with fiduciaries or secondary recipient organizations such as affiliates, cooperating institutions or delegate agencies. Payments to individuals such as stipends, allowances for trainees and consulting fees do not get recorded here. Any match portion is not to be included. Printing: This category includes costs for training materials, brochures, business cards, and educational materials that are incurred for the benefit of the program. Any match portion is not to be included. Supplies: Costs incurred for materials and supplies necessary to carry out the Federal Program are allowable and must Travel Costs: Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by Reference: 2 CFR 200.474 Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De M i n i m u s B u d g e t C a l c u l a t o r ( D B C ) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De Minimus Budget Calculator (DBC) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No Instructions for the Direct Expenditures For Modified Total Direct Costs (MTDC) Calculation: Salaries and Wages: In order for Salaries and Wages to be allowable for the calculation of MTDC the following must a) Must be integral to the Program. b) Individuals involved can be specifically identified with the project or activity. c) Such costs are explicitly included in the budget. d) The costs are not also recovered as indirect costs. Fringe Benefits: Fringe Benefits related to Salaries and Wages (above) that are reasonable and required by: law, non- References: 2 CFR 200.431; DOJ 2015 Section 3.9 Using the 10% de Minimus rate requires a clear understanding of how to calculate the rate. Basic information 2 CFR 200: Uniform Administrative Requirements, Cost (Uniform Guidance). Agencies should consider consulting a financial professional who is knowledgeable about this federal requirement before deciding whether to request this rated amount of direct expenses (e.g. a pro- rated amount of salaries, supplies & operating, etc.) and include this in their grant request. 200.403 lf the Uniform Guidance, Factors affecting allowability of costs, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards until such time as the Any indirect costs charged to the grant should be included as a separate cost in the operating expenses budget category. If your agency has a negotiated rate, a copy of the Indirect Cost Rate Agreement must be submitted with Applicants may use an amount up to the ten percent (10%) de Minimis rate of their Modified Total Direct Costs (MTDC) base. MTDC includes the cost of salaries, wages and fringe benefits of personnel that work directly on the project, and other operational costs such as supplies, printing, and travel that are directly related to the project. The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition scholarships and fellowships, participant supports, or any Subawards, contracts, or consultant beyond the Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Complete the De Minimis Rate Calculation Form to show your de Minimus calculation and to certify that you have had a negotiated federal cost rate and that you will apply the rate to all of your federal grants, not just the until the agency chooses to negotiate for a rate. Please use the following diagram as a guide to include the deminimis indirect cost rate in your detailed budget worksheet. Other Expenses: This category includes other allowable costs incurred for the benefit of the program. Any match portion is not to be included. Space/Rental Costs: Costs associated with leased space such as rent, depreciation, utilities and maintenance. Reference: 2 CFR 200.453 Contractual (Sub-Contracts): Use for written contracts or agreements with fiduciaries or secondary recipient organizations such as affiliates, cooperating institutions or delegate agencies. Payments to individuals such as stipends, allowances for trainees and consulting fees do not get recorded here. Any match portion is not to be included. Printing: This category includes costs for training materials, brochures, business cards, and educational materials that are incurred for the benefit of the program. Any match portion is not to be included. Supplies: Costs incurred for materials and supplies necessary to carry out the Federal Program are allowable and must Travel Costs: Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by Reference: 2 CFR 200.474 Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De M i n i m u s B u d g e t C a l c u l a t o r ( D B C ) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No StartOpen De Minimis Budget Calculator (DBC) TabInput the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De Minimus Budget Calculator (DBC) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No De Minimis Indirect Cost Rate (Up to 10%)10% Federal Award (Not Including Match)-$ Unallowed MTDC Costs *-$ MTDC -$ Total Cost (TC) to Enter into Budget Detail Worksheet (Not Including the Match Requirement)-$ De Minimis Budget Calculator *The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition remission,scholarships and fellowships, participant support cost, or any Subawards, contracts, or consultant beyond the first $25,000. Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Equipment:any single item equal to or greater than $5,000. Capital Expenditures: means expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life. Rental Costs: Costs associated with leased space such as rent, utilities and maintenance. Charges for Patient Care: Both inpatient and outpatient University hospital charges but not laboratory charges assessed through Recharge or Service centers even though the laboratory results may be used for patient care. Outpatient travel and volunteer incentive payments are not patient care costs and are subject to F&A Costs. Tutition Remission: Tuition charges paid to the UW (including the operating fee portion of tuition paid on behalf of Graduate Assistants). Scholarships: is generally an amount paid or allowed to a student at an educational institution for the purpose of study. Fellowships:is generally an amount paid or allowed to an individual for the purpose of study or research. Participant Support Costs: direct costs for stipends, subsistence allowance, travel allowances, or registration fees paid to or on behalf of a “Participant” in connection with sponsored-funded conferences or training projects. A Participant is someone whose function is to learn something. Subawards/Contracts (over $25,000): an award provided by a pass-through entity to a subrecipient for the The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition scholarships and fellowships, participant support cost, or any Subawards, contracts, or consultant beyond Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and means expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital : Both inpatient and outpatient University hospital charges but not laboratory charges assessed through Recharge or Service centers even though the laboratory results may be used for patient care. Outpatient travel and volunteer incentive payments are not patient care costs and are subject to F&A Costs. : Tuition charges paid to the UW (including the operating fee portion of tuition paid on behalf of : is generally an amount paid or allowed to a student at an educational institution for the purpose of is generally an amount paid or allowed to an individual for the purpose of study or research. : direct costs for stipends, subsistence allowance, travel allowances, or registration fees funded conferences or training projects. A through entity to a subrecipient for the Subgrantee Name: Subgrant Number: Project Name: A B C 1) 2) 3) 4) Contractual List Subcontracts/Subawards Agency Name and Amount: NAME PRINTING OTHER EXPENSES TOTAL DIRECT EXPENDTIURES NON PERSONAL SERVICES COSTS DISALLOWED FROM 10% DE MINIMIS RATE INDIRECT BASE EXPENDITURES Space/Rental Costs Calculation of disallowed "Contractual" cost over $25,000 per subcontract/subaward. SUPPLIES Criminal Justice Coordinating Council INDIRECT COST: 10% DE MINIMIS RATE CALCULATION DIRECT EXPENDITURES FOR MODIFIED TOTAL DIRECT COSTS (MTDC) CALCULATION SALARIES AND WAGES FRINGE BENEFITS TRAVEL EQUIPMENT 5) D E F G H I TOTAL DISALLOWED EXPENDITURES: J K L MTDC BASE EXPENDITURES (A-I) (Enter amount for indirect calculation on budget): 10% De Minimis Rate - up to 10%: (Enter amount for indirect calculation on budget): INDIRECT COST: (enter amount on budget) *Complete the shaded sections. The spreadsheet will calcluate the Indirect Cost to be entered on the Budget in the Operating Cost Section. **Submit the completed "Indirect Cost: De Minimis Rate Calculation" form with your contract. ***By submission of this form the grant applicant certifies that it has never received a federally-negotiated, indirect cost rate for any federal awards, and the grant applicant, if awarded, shall apply this rate to all of its federal grants, until such time as the agency chooses to negotiate for a rate. Tuition Remission Capital Expenditures Charges For Patient Care Scholarships and Fellowships Participant Support BUDGETED AMOUNT $0 $0 $0 $0 $0 $0 $0 $0 CALCULATED DISALLOWED COST FOR INDIRECT CALCULATION $0 TOTAL AMOUNT $0 $0 $0 $0 CALCULATED DISALLOWED COST FOR INDIRECT CALCULATION Contractual List Subcontracts/Subawards Agency Name and Amount: PRINTING OTHER EXPENSES TOTAL DIRECT EXPENDTIURES NON PERSONAL SERVICES COSTS DISALLOWED FROM 10% DE MINIMIS RATE INDIRECT BASE EXPENDITURES Calculation of disallowed "Contractual" cost over $25,000 per subcontract/subaward. SUPPLIES Criminal Justice Coordinating Council INDIRECT COST: 10% DE MINIMIS RATE CALCULATION DIRECT EXPENDITURES FOR MODIFIED TOTAL DIRECT COSTS (MTDC) CALCULATION SALARIES AND WAGES FRINGE BENEFITS TRAVEL EQUIPMENT $0 $0 $0 $0 $0 $0 $0 $0 10% $0 MTDC BASE EXPENDITURES (A-I) (Enter amount for indirect calculation on budget): 10% De Minimis Rate - up to 10%: (Enter amount for indirect calculation on budget): INDIRECT COST: (enter amount on budget) *Complete the shaded sections. The spreadsheet will calcluate the Indirect Cost to be entered on the Budget in the Operating Cost Section. **Submit the completed "Indirect Cost: De Minimis Rate Calculation" form with your contract. ***By submission of this form the grant applicant certifies that it has never received a federally-negotiated, indirect cost rate for any federal awards, and the grant applicant, if awarded, shall apply this rate to all of its federal grants, until such time as the agency chooses to negotiate for a rate. Salary Rate % Time to Project Select Pay Period Frequency Cost Match? $34,189.26 100%Biweekly $34,189.00 $0.00 $0.00 $49.00 100%$49.00 $0.00 $0.00 Hourly wage Hours per week on project Weeks worked annually Select Pay Period Frequency Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $34,238 Hours Rate Total value Match -$ In-Kind$0.00 Total annual salary or wages Select fringe type % Time to Project Cost Match? $34,189.26 FICA 100%$2,615.48$34,189.26 Retirement 100%$9,572.99$34,189.26 Insurance 100%$3,907.83 $0.00 $0.00$0.00 $0.00 $0.00$0.00FRINGE TOTAL $16,096.30 PERSONNEL GRAND TOTAL $50,334 **All trainings and conferences must be pre-approved by submitting an agenda to your Specialist or Auditor. Staff member Item Cost # Individuals # Nights/Days # Trips Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 COMP ADVOCATECOMP ADVOCATE Volunteers VOLUNTEERS TOTAL Title CJCC Budget Detail Worksheet Purpose: This Budget Detail Worksheet is used to verify all Subgrant Expenditure Requests (SERs) and to determine whether costs are allowable, reasonable and justified. Please fill it out completely with the Subgrant Adjustment Request (SAR) #1 in your award packet and for each subsequent SAR that requires a budget change. All required information must be present in the budget narrative, regardless of format. NOTE - If you need extra lines in the spreadsheet under one of the categories: 1) Highlight an entire row or block of lines within the same category 2) Keeping your mouse over the highlighted row or block, right click and select the copy option by left clicking 3) Next, right click with your mouse again on the highlighted row or block and chose the option "insert copied cells" by left clicking If you selected only a block and not the entire row, a new tile will open up and select the option "Shift cells down" and click OK. Use of this technique will ensure that you don't change the formulas inserted in the spreadsheet. VOCA First and Last name **Potential Changes to Personnel** PERSONNEL TOTAL Trainings and Conferences B.Travel--Funds must be budgeted in compliance with State of Georgia Statewide Travel Regulations.Itemize travel expenses of program personnel by category (e.g.mileage, meals,lodging,incidentals,and airfare)and purpose(e.g.training,field interviews,and advisory group meetings)and identifythe location,if known.For training programs,list travel and meals for participants separately.Show the budget calculation (e.g.six people attending three-day training at $X airfare,$X lodging,$X meals/incidentals).If selecting "airfare"enter 1 in the nights/days field and use the round-trip costs. Please note that the maximum reimbursement rate is $0.565 per mile, but if your agency's reimbursement rate is lower you A (2). Volunteers -- If applicable, simply enter the number of hours of service volunteers will perform. Volunteers must be valued at $15/hour unless approved by CJCC staff for a higher rate. Do not change the drop-down selection box from "In-kind" or your match will not calculate correctly. COMP ADVOCATE PATRICK MILLIGAN 11.43% PATRICK MILLIGANPATRICK MILLIGAN A (3). Fringe-- Amounts should be based on actual costs or a formula for personnel listed above, utilizing the percentage of time devoted to the program. Fringe benefits on overtime hours are limited to FICA, Worker’s Compensation and State Unemployment Compensation. Costs included within this category are: FICA (employer’s portion of Social Security and Medicare taxes), employer’s portion of retirement, employer’s portion of insurance (health, life, dental, etc.), employer’s portion of Worker’s Compensation and State Unemployment Compensation. Enter rate of each fringe benefit as a pecentage of salary or wages 7.65%28.00% First and Last name Purpose of Travel Title Project Name: Agency Name: Subgrant Number: Select grant type: First and Last name PATRICK MILLIGAN AUGUSTA DA VWAP - COMP PAC A (1). Personnel-- List each position by title and name of employee, if available. In order to calculate the budget enter the annual salary and the percentage of time to be devoted to the program. Compensation of employees engaged in program activities must be consistent with that for similar work within the applicant agency. Title COMP ADVOCATE 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per mile Miles per grant year Total Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per Unit Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit Cost 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 Cost per unit Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit # of Units % Charged to Grant Cost 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 F. (2) Consultant Fee: Enter the name, if known, and service to be provided. Show the budget calculation; for example, the hourly or daily rate (8 hours) multiplied by the estimated number of units (eg., 1 hour of therapy). E. Printing-- List items by type (e.g. letterhead/envelopes, business cards, training materials). Show budget calculation. For example, where an item is business cards, enter $15 for cost per unit; "box" for define unit; 2 for # units, and Print Mania for Vendor. Leave "define unit" blank if it is not applicable. F. (1) Subtotal Item # Units # Units EQUIPMENT TOTAL Vendor F. (1) Other Costs-- List items by type (e.g. real property lease, repairs/maintenance, utilities, copier rental/lease, postage meter, insurance & bonding, dues & subscriptions, advertising, registration fees, film processing, notary services, public relations, communication services - indicate if DOAS is provider). Show budget calculation. For example, provide the office space square footage and the lease rate or provide the monthly lease amount and the number of months leased. For unit enter time period as applicable (i.e., "month" for utility costs) or leave blank for items such as registration that require a one-time fee. SUPPLY TOTAL Item Vendor PRINTING TOTAL # Items Location or Coverage AreaPurpose of Travel Staff member Mileage C.Equipment--List non-expendable items to be purchased.Applicants should analyze the benefit of purchased versus leased equipment,especially high cost and electronic or digital items.Explainhow the equipment is necessaryfor thesuccess of the program.Showthe budget calculation.Attach a narrative describing the procurement method to beused.Please note that all items must be at least $5,000 per unit to be considered equipment. Otherwise please list items in "Supplies." Item Equipment Item Vendor D.Supplies--List items by type (e.g.office supplies,postage,copier usage,training supplies,publications,audio/video (batteries,film,CD/DVD’s,etc.),office furniture,computer software,educational/therapeutic supplies,uniforms,weapons (law enforcement and prosecution units only).Show budget calculation.For example,where an item is office supplies, enter $100 for cost per unit; "month" for define unit; 12 for # units, and Office Palooza for Vendor. Leave "define unit" blank if not applicable. TRAVEL TOTAL Vendor 2 Cost per unit Define Unit of Service # Units Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost per unit Define Unit of Service # Units Cost Match? $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 $0 12583.5 Budget Category Amount A. Personnel and Fringe $50,334 $0 $0 $0 $0 $0 $50,334 $50,334 $0 Cash $0 100% In-Kind $0 0% Budget Narrative Indirect Cost F.(4)Indirect Cost:If your agency has a negotiated rate,a copy of the Indirect Cost Rate Agreement must be submitted with your contract budget.Applicants may elect to use an amount up to the tenpercent (10%)de Minimis rate of their Modified Total Direct Costs (MTDC)base.MTDC includesthe cost of salaries,wages and fringe benefits of personnelthat work directly on the project,and other operational costs such as supplies,printing,and travel that are directly related to the project.To use the de Minimus indirect cost rate complete the MTDC Calculator in the next tab. When you have completed this calculator, the total indirect cost will transfer to the space below. G.Match Waiver:If your agency would like to request a match waiver,you should submit a letter,on your agency’s letterhead,to the Georgia Criminal Justice Coordinating Council (CJCC).The letter should outline the reasons why your agency will have trouble meeting the full match requirement and should indicate theamount of match you are able to providefor the proposed project. F. (2) Consultant Fee: Enter the name, if known, and service to be provided. Show the budget calculation; for example, the hourly or daily rate (8 hours) multiplied by the estimated number of units (eg., 1 hour of therapy). NOTE: If a Non-Grant expense amount is entered, make sure those items for which they will be used must be incorporated into your overall budget. Indicate clearly throughout you budget narrative and detail worksheet for which items these funds will be used. Match Breakdown Match Amount F. OTHER TOTAL B. Travel C. Equipment D. Supplies Budget Summary--When you have completed this budget worksheet,the totals for each category will transfer to the spaces below.The total costs and total project costs will be computed via Excel formula. Indicate the amount of grant funds requested and the amount of non-grant funds that will support the project. F. (2)Subtotal E. Printing Name of Consultant TOTAL PROJECT COSTS Service Provided F.(3)Contracts:Provide a descriptionof the product or service to be procured by contract and a cost estimate.Applicants are strongly encouraged to use a competitiveprocurement process in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Award F. Other F. (2)Subtotal G. Match Waiver Amount: Name of Consultant Service Provided 3 Instructions for the Direct Expenditures For Modified Total Direct Costs (MTDC) Calculation: 1 e) The costs must not be used as match. Reference: 2 CFR 200.413 2 Salaries and Wages: In order for Salaries and Wages to be allowable for the calculation of MTDC the following must a) Must be integral to the Program. b) Individuals involved can be specifically identified with the project or activity. c) Such costs are explicitly included in the budget. d) The costs are not also recovered as indirect costs. Fringe Benefits: Fringe Benefits related to Salaries and Wages (above) that are reasonable and required by: law, non- References: 2 CFR 200.431; DOJ 2015 Section 3.9 De Minimis Indirect Cost Instructions WARNING: Using the 10% de Minimus rate requires a clear understanding of how to calculate the rate. Basic information about calculating the 10% rate is included in 2 CFR 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements (Uniform Guidance). Agencies should consider consulting a financial professional who is knowledgeable about this federal requirement before deciding whether to request this budget item. Some agencies may find it easier to request a pro-rated amount of direct expenses (e.g. a pro rated amount of salaries, supplies & operating, etc.) and include this in their grant request. As described in Section §200.403 lf the Uniform Guidance, Factors affecting allowability of costs, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards until such time as the agency chooses to negotiate for a rate. Any indirect costs charged to the grant should be included as a separate cost in the operating expenses budget category. If your agency has a negotiated rate, a copy of the Indirect Cost Rate Agreement must be submitted with your contract budget. Applicants may use an amount up to the ten percent (10%) de Minimis rate of their Modified Total Direct Costs (MTDC) base. MTDC includes the cost of salaries, wages and fringe benefits of personnel that work directly on the project, and other operational costs such as supplies, printing, and travel that are directly related to the project. The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition remission,scholarships and fellowships, participant supports, or any Subawards, contracts, or consultant beyond the first $25,000. Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Complete the De Minimis Rate Calculation Form to show your de Minimus calculation and to certify that you have NEVER had a negotiated federal cost rate and that you will apply the rate to all of your federal grants, not just the federal grant received from the Criminal Justice Coordinating Council, until the agency chooses to negotiate for a rate. 3 4 5 6 7 8 BUDGET COMPUTATION PROCESS FLOW Please use the following diagram as a guide to include the deminimis indirect cost rate in your detailed budget worksheet. Other Expenses: This category includes other allowable costs incurred for the benefit of the program. Any match portion is not to be included. Space/Rental Costs: Costs associated with leased space such as rent, depreciation, utilities and maintenance. Reference: 2 CFR 200.453 Contractual (Sub-Contracts): Use for written contracts or agreements with fiduciaries or secondary recipient organizations such as affiliates, cooperating institutions or delegate agencies. Payments to individuals such as stipends, allowances for trainees and consulting fees do not get recorded here. Any match portion is not to be included. Printing: This category includes costs for training materials, brochures, business cards, and educational materials that are incurred for the benefit of the program. Any match portion is not to be included. Supplies: Costs incurred for materials and supplies necessary to carry out the Federal Program are allowable and must Travel Costs: Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by Reference: 2 CFR 200.474 Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De M i n i m u s B u d g e t C a l c u l a t o r ( D B C ) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De Minimus Budget Calculator (DBC) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No Instructions for the Direct Expenditures For Modified Total Direct Costs (MTDC) Calculation: Salaries and Wages: In order for Salaries and Wages to be allowable for the calculation of MTDC the following must a) Must be integral to the Program. b) Individuals involved can be specifically identified with the project or activity. c) Such costs are explicitly included in the budget. d) The costs are not also recovered as indirect costs. Fringe Benefits: Fringe Benefits related to Salaries and Wages (above) that are reasonable and required by: law, non- References: 2 CFR 200.431; DOJ 2015 Section 3.9 Using the 10% de Minimus rate requires a clear understanding of how to calculate the rate. Basic information 2 CFR 200: Uniform Administrative Requirements, Cost (Uniform Guidance). Agencies should consider consulting a financial professional who is knowledgeable about this federal requirement before deciding whether to request this rated amount of direct expenses (e.g. a pro- rated amount of salaries, supplies & operating, etc.) and include this in their grant request. 200.403 lf the Uniform Guidance, Factors affecting allowability of costs, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards until such time as the Any indirect costs charged to the grant should be included as a separate cost in the operating expenses budget category. If your agency has a negotiated rate, a copy of the Indirect Cost Rate Agreement must be submitted with Applicants may use an amount up to the ten percent (10%) de Minimis rate of their Modified Total Direct Costs (MTDC) base. MTDC includes the cost of salaries, wages and fringe benefits of personnel that work directly on the project, and other operational costs such as supplies, printing, and travel that are directly related to the project. The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition scholarships and fellowships, participant supports, or any Subawards, contracts, or consultant beyond the Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Complete the De Minimis Rate Calculation Form to show your de Minimus calculation and to certify that you have had a negotiated federal cost rate and that you will apply the rate to all of your federal grants, not just the until the agency chooses to negotiate for a rate. Please use the following diagram as a guide to include the deminimis indirect cost rate in your detailed budget worksheet. Other Expenses: This category includes other allowable costs incurred for the benefit of the program. Any match portion is not to be included. Space/Rental Costs: Costs associated with leased space such as rent, depreciation, utilities and maintenance. Reference: 2 CFR 200.453 Contractual (Sub-Contracts): Use for written contracts or agreements with fiduciaries or secondary recipient organizations such as affiliates, cooperating institutions or delegate agencies. Payments to individuals such as stipends, allowances for trainees and consulting fees do not get recorded here. Any match portion is not to be included. Printing: This category includes costs for training materials, brochures, business cards, and educational materials that are incurred for the benefit of the program. Any match portion is not to be included. Supplies: Costs incurred for materials and supplies necessary to carry out the Federal Program are allowable and must Travel Costs: Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by Reference: 2 CFR 200.474 Start Open De Minimis Budget Calculator (DBC) Tab Input the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De M i n i m u s B u d g e t C a l c u l a t o r ( D B C ) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No StartOpen De Minimis Budget Calculator (DBC) TabInput the indirect cost rate %, federal award, and the sum of all unallowable MTDC costs Does total direct expenditures equal TC? Total Cost (TC) to enter into budget detail worksheet auto-calculates Open Detailed Budget Worksheet (DBW) Tab De Minimus Budget Calculator (DBC) De t a i l e d B u d g e t W o r k s h e e t ( D B W ) Create the Detailed Budget Worksheet using TC from DBC No MT D C C a l c u l a t o r Open MTDC Calculator Complete section A of MTDC calculator Indirect Cost auto populates to DBW END Complete sections B-I of the MTDC calculator Total does not include match Yes Yes In the Budget Summary, does the Total Project Cost equal the TC from the DBC plus the match requirement? No CJ C C Completed Budget Submitted to CJCC Does the Award in the DBW match your subgrant award document? Yes No De Minimis Indirect Cost Rate (Up to 10%)10% Federal Award (Not Including Match)-$ Unallowed MTDC Costs *-$ MTDC -$ Total Cost (TC) to Enter into Budget Detail Worksheet (Not Including the Match Requirement)-$ De Minimis Budget Calculator *The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition remission,scholarships and fellowships, participant support cost, or any Subawards, contracts, or consultant beyond the first $25,000. Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and audits. Equipment:any single item equal to or greater than $5,000. Capital Expenditures: means expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life. Rental Costs: Costs associated with leased space such as rent, utilities and maintenance. Charges for Patient Care: Both inpatient and outpatient University hospital charges but not laboratory charges assessed through Recharge or Service centers even though the laboratory results may be used for patient care. Outpatient travel and volunteer incentive payments are not patient care costs and are subject to F&A Costs. Tutition Remission: Tuition charges paid to the UW (including the operating fee portion of tuition paid on behalf of Graduate Assistants). Scholarships: is generally an amount paid or allowed to a student at an educational institution for the purpose of study. Fellowships:is generally an amount paid or allowed to an individual for the purpose of study or research. Participant Support Costs: direct costs for stipends, subsistence allowance, travel allowances, or registration fees paid to or on behalf of a “Participant” in connection with sponsored-funded conferences or training projects. A Participant is someone whose function is to learn something. Subawards/Contracts (over $25,000): an award provided by a pass-through entity to a subrecipient for the The MTDC base cannot include equipment, capital expenditures, rental costs, charges for patient care, tuition scholarships and fellowships, participant support cost, or any Subawards, contracts, or consultant beyond Applicants who request indirect costs using the 10% de Minimis rate must maintain documentation of the costs included in the rate which will be subject to review during monitoring and means expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital : Both inpatient and outpatient University hospital charges but not laboratory charges assessed through Recharge or Service centers even though the laboratory results may be used for patient care. Outpatient travel and volunteer incentive payments are not patient care costs and are subject to F&A Costs. : Tuition charges paid to the UW (including the operating fee portion of tuition paid on behalf of : is generally an amount paid or allowed to a student at an educational institution for the purpose of is generally an amount paid or allowed to an individual for the purpose of study or research. : direct costs for stipends, subsistence allowance, travel allowances, or registration fees funded conferences or training projects. A through entity to a subrecipient for the Subgrantee Name: Subgrant Number: Project Name: A B C 1) 2) 3) 4) Contractual List Subcontracts/Subawards Agency Name and Amount: NAME PRINTING OTHER EXPENSES TOTAL DIRECT EXPENDTIURES NON PERSONAL SERVICES COSTS DISALLOWED FROM 10% DE MINIMIS RATE INDIRECT BASE EXPENDITURES Space/Rental Costs Calculation of disallowed "Contractual" cost over $25,000 per subcontract/subaward. SUPPLIES Criminal Justice Coordinating Council INDIRECT COST: 10% DE MINIMIS RATE CALCULATION DIRECT EXPENDITURES FOR MODIFIED TOTAL DIRECT COSTS (MTDC) CALCULATION SALARIES AND WAGES FRINGE BENEFITS TRAVEL EQUIPMENT 5) D E F G H I TOTAL DISALLOWED EXPENDITURES: J K L MTDC BASE EXPENDITURES (A-I) (Enter amount for indirect calculation on budget): 10% De Minimis Rate - up to 10%: (Enter amount for indirect calculation on budget): INDIRECT COST: (enter amount on budget) *Complete the shaded sections. The spreadsheet will calcluate the Indirect Cost to be entered on the Budget in the Operating Cost Section. **Submit the completed "Indirect Cost: De Minimis Rate Calculation" form with your contract. ***By submission of this form the grant applicant certifies that it has never received a federally-negotiated, indirect cost rate for any federal awards, and the grant applicant, if awarded, shall apply this rate to all of its federal grants, until such time as the agency chooses to negotiate for a rate. Tuition Remission Capital Expenditures Charges For Patient Care Scholarships and Fellowships Participant Support BUDGETED AMOUNT $0 $0 $0 $0 $0 $0 $0 $0 CALCULATED DISALLOWED COST FOR INDIRECT CALCULATION $0 TOTAL AMOUNT $0 $0 $0 $0 CALCULATED DISALLOWED COST FOR INDIRECT CALCULATION Contractual List Subcontracts/Subawards Agency Name and Amount: PRINTING OTHER EXPENSES TOTAL DIRECT EXPENDTIURES NON PERSONAL SERVICES COSTS DISALLOWED FROM 10% DE MINIMIS RATE INDIRECT BASE EXPENDITURES Calculation of disallowed "Contractual" cost over $25,000 per subcontract/subaward. SUPPLIES Criminal Justice Coordinating Council INDIRECT COST: 10% DE MINIMIS RATE CALCULATION DIRECT EXPENDITURES FOR MODIFIED TOTAL DIRECT COSTS (MTDC) CALCULATION SALARIES AND WAGES FRINGE BENEFITS TRAVEL EQUIPMENT $0 $0 $0 $0 $0 $0 $0 $0 10% $0 MTDC BASE EXPENDITURES (A-I) (Enter amount for indirect calculation on budget): 10% De Minimis Rate - up to 10%: (Enter amount for indirect calculation on budget): INDIRECT COST: (enter amount on budget) *Complete the shaded sections. The spreadsheet will calcluate the Indirect Cost to be entered on the Budget in the Operating Cost Section. **Submit the completed "Indirect Cost: De Minimis Rate Calculation" form with your contract. ***By submission of this form the grant applicant certifies that it has never received a federally-negotiated, indirect cost rate for any federal awards, and the grant applicant, if awarded, shall apply this rate to all of its federal grants, until such time as the agency chooses to negotiate for a rate. Public Safety Committee Meeting 11/8/2022 1:15 PM Victims Of Crime Act (VOCA) Grant Department:District Attorney Presenter:Jared Williams or Staff Caption:Approve and accept a grant award for the continuation of the Victims of Crime Act (VOCA) Grant with Base Award funding $89,326 and Comp Advocate funding $50,334 from the Criminal Justice Coordination Council of Georgia to provide services to crime victims for the period of October 1, 2022, through September 30, 2023, and authorize the Mayor to execute the necessary documents. Background:It is for the Victim Assistance Program in the District Attorney’s Office. Our office has received funding from the Criminal Justice Coordinating Council for over 20 years, and this is a continuation grant from last year. The purpose is to allow for the provision of services to crime victims as outlined in the Crime Victims’ Bill of Rights. The funding is used primarily for the salary of one victim advocate, one intake advocate, and one victim’s compensation advocate. Analysis: Financial Impact:Funded 100% via the Criminal Justice Coordinating Council of Georgia Victim of Crime Act Grant (VOCA) Alternatives: Recommendation:Please approve the Victims of Crime Act (VOCA) Funding Grant. Funds are Available in the Following Accounts: Budgeted in org Key:220022627 & 220022646 CJCC has issued a matching funds waiver for the current round of grants.dbw REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission