STATE OF TENNESSEE

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The Tennessee State Office of Criminal Justice Programs (OCJP) for an open office hours session where they will discuss common issues related to the OCJP Grants Manual, using your contract budget, amendments, and invoicing. Get answers to your questions and find helpful resources.

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STATE OF TENNESSEE VCIF Open Office Hours #1 October 25, 2023 2023 1

Agenda Your Questions Common Issues OCJP Grants Manual Using Your Contract Budget Amendments Invoicing Reminders 2

Have a question? Start here OCJP Grants Manual: https://www.tn.gov/finance/office-of- criminal-justice-programs/ocjp/ocjp-grants-manual.html Once PDF is downloaded, type ctrl+F ; then type search word or phrase To search, first download Grants Manual to PDF 3

OCJP Grants Manual VCIF Chapter VCIF Fund Source Chapter: https://www.tn.gov/finance/office-of- criminal-justice-programs/ocjp/ocjp- grants-manual/redirect-fund-source- chapters/fund-source-chapters/vcif.html FAQs Orientation Training slides and recording Reporting requirements Other resources to come! Click Fund Source Chapters then Violent Crime Intervention Funding 4

Using Your Budget Common Questions Can we move funds around? The 20% Rule: Agency may move funds between line items if the total being moved is less than 20% of BOTH original and destination lines, in a given FY See OCJP Grants Manual section 17: Grant Project Revisions & Modifications Ex. below: Max $ to be moved = $42,185 x 0.20 = $8,437 Agency should email PM Specialist 5

Using Your Budget Common Questions Can we buy items different from our budget? Agency does NOT need to inform OCJP if: Item make/model changes Agency makes small adjustment to # of units due to cost Agency should send an email request to PM Specialist for all other deviations from budget. 6

Using Your Budget Common Questions What if we have extra $ after purchasing all items? In writing to PM Specialist, agency may request: To purchase additional budgeted items To move funds between budget lines Additional items related to project All requests must include a justification within context of strategy to address violent crime. All requests should include specific $ amounts and item details. All budget change requests are subject to OCJP review and approval 7

Questions? 8

Using Your Budget Common Questions Can we change the budget/project design? Changes to the budget (amendments) must be requested in writing. Not all amendments will be approved. All requests must include a justification within context of strategy to address violent crime. All requests should include specific $ amounts and item details. All budget change requests are subject to OCJP review and approval 9

Amendment Requests Reminders Before requesting any change to your project, make best possible efforts to implement project as written in the contract Project funds should be spent as much as possible Project activities should be underway by end of November Amendment requests must be submitted in writing to your PM Specialist Amendment requests may be denied after OCJP review February 29, 2024: Final deadline for amendment requests Requests submitted after this date will not be considered 10

Questions? 11

Using Your Budget Invoicing Who should submit the invoice? The project director, financial director, or authorized official can all submit an invoice When should we submit the invoice? As frequently as monthly is recommended, for all expenses in prior month. Quarterly is required (30 days after end of the quarter), for all expenses in prior quarter If $0 spent in prior quarter, do not submit a $0 invoice; check with your PM Specialist May include all expenses in same tab Invoices due: October 31 How do we submit an invoice? Send invoice workbook (excel document) to OBF.Grants@TN.Gov Save receipts, POs, delivery slips in your grant file; do not send to OBF Complete InvCertify document and submit with each invoice 12

Using Your Budget Invoicing, cont. Sign , send to: OBF.Grants@tn.gov monthly, at least quarterly 13

Questions? 14

Resources Hiring for VCIF-funded positions? LE job posting sites: https://www.tn.gov/content/dam/tn/finance/ocjp/Hiring%20and%20 Recuritment%20Sites.pdf Toolkit Customized Offerings for Mitigating and Preventing Agency-Specific Stress (COMPASS): https://portal.cops.usdoj.gov/resourcecenter/Home.aspx?item=cops- r1132 15

UT LEIC Trainings: FREE for VCIF Grantees Crime Scene Operations Multiple dates in 2023 and 2024 Human Trafficking January 22, 2024 Criminal Investigations December 11-15, 2023; February 19-23, 2024 Master PIO Symposium: December 5-6 Contact ashley.ferris@tennessee.edu 16

Technical Assistance Available via UT LEIC UT Law Enforcement Innovation Center (LEIC) is our contracted technical assistance provider. Contact UT LEIC for assistance with: Training ideas and/or needs Model policies and procedures for new equipment, training, etc. Template resolutions for city/county commission meetings LEIC Training Calendar https://leic.tennessee.edu/events/ Contact: Rhiannon Jones, Program Manager rhiannon.jones@tennessee.edu (865) 946-3201 17

Civil Rights Compliance and Training All new Project Directors are responsible for completing Civil Rights Compliance Training within 90 days of start date as well as providing periodic training for staff. At the end of the online quiz, Project Directors should retain verification of completion in the grant file. The Project Director and the Civil Rights Compliance Officer should complete this training annually. Verification of the training must be retained in the personnel files. It is the responsibility of the Project Director to maintain documentation demonstrating the required Civil Rights Training has been completed annually. 18

Remember! Agency must provide written notification to their OCJP PM Specialist within ten (10) days from the date of occurrence of any change in designation or contact information of: Authorized Official, Project Director, Financial Director. 19