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Subgrantee Updates

Email message, September 16, 2021

Good morning VOCA Subgrantees,

On August 23, 2021, you received an email regarding the new federal legislation regarding the VOCA “Fix.”   As a reminder, the new legislation waives the VOCA match requirement during the pandemic,

“Beginning on the date [March 2020] a national emergency is declared under the National Emergencies Act (50 U.S.C. 1601 et seq.) with respect to a pandemic and ending on the date that is one year after the date of the end of such national emergency, each chief executive shall issue waivers for any matching requirement, in its entirety, for all eligible crime victim assistance programs contracted to provide services at that time.’’

Match information should not be reported or included on the August and September Financial Status Report (FSR).  Those of you that reported a match on the August FSR, due September 10th, will need to revise the report and resubmit it showing no match to report.  You will  also report no match for the September 2021 FSR due by October 10th.

Currently, we are processing the 2022 VOCA applications.  If the agency is awarded 2022 VOCA funds, there will not be a match requirement during the grant award year, October 1, 2021, through September 30, 2022. 

There have been numerous questions regarding the Kansas Academy for Victim Assistance (KAVA).  The 2022 grant assurances will include language to clarify both submitting a KAVA application and attending KAVA when selected for a class are required for VOCA staff. 

Do not hesitate to reach out to the agency’s Analyst if you have further questions.  Thank you for your continued services to crime victims and survivors. 

Best regards,
Juliene


Email message, August 26, 2021

Good afternoon,

This email message is to follow up the Governor’s recent announcement that many state employees will transition to remote work due to the continued spread of the Delta variant.

The Kansas Governor’s Grants Program (KGGP) staff will start full-time remote work Monday, August 30, 2021.  There should not be any interruption to services provided by the KGGP staff. The KGGP staff is committed to providing timely responses when assisting subgrantees and ensuring the flow of grant funds is not disrupted. 

We encourage you and your staff to follow the state and federal health recommendations in addressing COVID-19 and the Delta variant.  The KGGP staff appreciates all the services you and your staff continue to provide during this pandemic. 

Please stay safe and healthy.

Juliene Maska 
KGGP Administrator


Email message, August 23, 2021

VOCA Subgrantees,

On July 21, 2021, you received an email from me regarding the federal VOCA “Fix” legislation passed by Congress and signed by the President.  Since the passage of this important law, KGGP staff have been reviewing it and meeting with the Federal Office for Victims of Crime (OVC) to determine the interpretation of the new legislation and how states are to proceed with the changes.  At this time, OVC has not provided final written guidance on these changes. 

The legislation changes the match requirement during a national emergency and for a year after the emergency ends. The federal legislation states:

“Beginning on the date a national emergency is declared under the National Emergencies Act (50 U.S.C. 1601 et seq.) with respect to a pandemic and ending on the date that is one year after the date of the end of such national emergency, each chief executive shall issue waivers for any matching requirement, in its entirety, for all eligible crime victim assistance programs contracted to provide services at that time.’’

What does this mean for the 2021 VOCA grant awards regarding match reporting requirements?  Match information does not need to be reported or included on the August and September FSRs.  The subgrantee will not be penalized for not meeting the match percentage stated in the grant assurances

Please know as further information is provided from OVC, subgrantees will be sent updated guidance.  Do not hesitate to reach out to the agency’s Analyst if you have further questions. 

Thank you, and the KGGP staff appreciates the services provided for victims and survivors during this pandemic. 

Juliene Maska 
KGGP Administrator


Email message, July 21, 2021

Good morning,

Today is a good day to celebrate the passing of the VOCA Fix Act.  Below is a message from the National Criminal Justice Association (NCJA) regarding the passing of the bill in the Senate yesterday.  Thank you all who contacted the Kansas Congressional delegation and telling your stories on how important VOCA funding is in providing services to crime victims and survivors.  I encourage you to thank your representatives and senators.  Juliene

Email message from NCJA:

“After two years of work, coalition building, and running through the gauntlet of legislative procedure, I am thrilled to report that the VOCA Fix Act passed the Senate a few minutes ago by a whopping 100-0. This was after defeating an amendment by Senator Toomey by a vote of 60-40 that would have tied the hands of appropriators and caused the bill to go back to the House, wasting valuable time. The bill passed the House in March by a similarly bipartisan vote of 384-38 so can now go to President Biden for signature.

This bill gives us a chance to stabilize the balance in the Crime Victims Fund by directing the proceeds from federal non-prosecution and deferred prosecution agreements into the Fund. It will also increase the percentage that state victim compensation programs may be reimbursed from 60 percent to 75 percent; make permanent a no-cost extension for all VOCA grantees; give states the ability to waive the local match for VOCA assistance grants for the duration of the pandemic; provide additional flexibility for programs to provide support for victims even if they do not interact with law enforcement prior to providing assistance; and provide that restitution recoveries by state compensation programs no longer will need to be deducted from their state payouts for purposes of calculating VOCA grants.

For anyone able, it would be great if you could email or tweet your thanks to your senators. Congress is all about “what have you done for me lately.”  They rarely are thanked for the good bills they pass. The advocacy groups will be thanking their senators. Would be lovely for SAAs and VOCA administrators to do so too.”

Elizabeth Pyke

Director of Government Affairs
National Criminal Justice Association


Email message, June 8, 2021

Good morning,

On behalf of the Kansas Governor’s Grants Program (KGGP) staff, we hope you and your staff are doing well and able to enjoy the summertime weather.  As I mentioned in a previous email, KGGP Analysts will be reaching out to Subgrantees on a bi-monthly basis to ask how things are progressing with the agency’s grant award. The bi-monthly outreach efforts provides an opportunity to discuss any relevant issues, concerns, or questions regarding the grant award. You will receive an email starting July 1, 2021, asking if you have anything you would like to discuss and if a meeting is needed, either by phone, email, or virtually.   However, if there isn’t anything you need, you do not need to respond. 

Please know we are here to continue to help the agency do well with the grant funding.  Anything we can provide to help in this process, please contact us at any time. 

Juliene Maska 
KGGP Administrator


 Email message, April 9, 2021

Hello FVPSA State Administrators,

Please see and share the message below with local DV service providers, your networks and partners, to support survivors and their children being able to stay in their homes.

Best,

Kenya

The HHS Office of the Assistant Secretary for Planning and Evaluation (ASPE) homelessness team would like to share the following message with you from our partners in HHS’s Office of Intergovernmental and External Affairs on resources for eviction prevention for renters:

We are writing to you to share information about the U.S. Department of Health and Human Services’ (HHS) Centers for Disease Control and Prevention (CDC) eviction protection declaration.  CDC Director Dr. Rochelle Walensky signed a declaration determining that the evictions of tenants could be detrimental to public health control measures to slow the spread of SARS-Cov-2, the virus that causes COVID-19.  The temporary halt in residential evictions to prevent the further spread of COVID-19 order can be found here.

Please view the below link to a new video produced by the Consumer Financial Protection Bureau (CFPB) that outlines steps for eviction prevention for renters.  We are hopeful that you will share this excellent consumer resource with residents in your state and your human service networks.  We urge you to encourage colleagues in your human service network to post the link on their respective websites.  We would also be grateful if you considered posting the link on your agency’s website:   

https://www.consumerfinance.gov/coronavirus/mortgage-and-housing-assistance/renter-protections/cdc-eviction-protections/.

You may be interested in viewing the CFPB report, “Housing Insecurity and the COVID-19 Pandemic,” which can be found here.

Kenya M. Fairley, M.S.Ed.
Supervisory Program Specialist
Division of Family Violence Prevention and Services
Family and Youth Services Bureau
Administration on Children, Youth and Families
Administration for Children and Families
U.S. Department of Health and Human Services
Email: [email protected]
Voice: 202-690-6898 

 Email message, April 8, 2021

Good afternoon,

Governor Laura Kelly has proclaimed the week of April 18-24, 2021, as Kansas Crime Victims’ Rights Week.  We are pleased to provide you a copy of the proclamation.   Below, are materials from the Federal Office for Victims of Crime to help organizations recognize this important week.  On behalf of the Kansas Governor’s Grants Program staff, we thank you and your staff for all you do on behalf of crime victims and survivors. Proclamation Crime Victims' Rights Week

Juliene Maska 
KGGP Administrator

Having trouble viewing this email?View it as a Web page.

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Prepare with the 2021 NCVRW Resource Guide

The 40thanniversary ofNational Crime Victims’Rights Week(NCVRW) will be commemorated April 18–24, 2021.The2021NCVRW Resource Guideprovides a wealth of materials, in both English and Spanish, to educate the public about victims' rights, protections, and services during NCVRWand throughout the year.

Incorporate the followingmaterials intoyouronline campaignand other efforts to raise public awareness—

 

View the 2021NCVRW Resource Guide

 

 

Email message, April 17, 2020

Dear Subgrantee:

On April 15, 2020, Governor Kelly extended the Kansas stay-at-home executive order through Sunday, May 3rd.  The KGGP will continue to work remotely to assist all subgrantees.  While our responses may take a bit longer, we are not aware of any significant disruptions to your work.  Please continue to reach out to the KGGP staff with any questions or issues you might have.

Budget Revisions

In the March 20, 2020, email (included below), the KGGP extended the deadline to May 31st for subgrantees to submit budget revisions regarding grant awards ending June 30, 2020.  Likewise, for grant awards ending September 30th, the KGGP will consider budget revisions through August 31st rather than the deadline stated in the Reporting Requirements.

Telework and Administrative Leave

Also in the March 20, 2020, email correspondence, the KGGP addressed telework and administrative leave as it relates to the state and federal grants administered by this office, and the importance of having clear and specific organizational personnel and paid leave policies which are applied consistently for all staff, regardless of funding source(s).  There has since been similar discussion regarding the use of grant funds for hazard pay.  Federal guidance has confirmed hazard pay is subject to the same 2 C.F.R. §430 requirements as any other type of compensation.  Again, the key considerations are ensuring the policy is reasonable, clearly documented, and applied consistently for all employees.  An important component of the policy is to address the circumstances under which hazard pay would be considered, citing unexpected or extraordinary circumstances and may specifically mention the COVID-19 pandemic.

Other Federal Assistance

The KGGP has received some inquiries in regard to the Paycheck Protection Program (PPP) federally-guaranteed loans.  For any subgrantee that has or may apply for a PPP loan to be used to cover costs already approved under a grant, it is important to be aware of certain considerations as it relates to your grant award.  First, it must be clearly documented the PPP loan is not being used to duplicate costs already being covered by other sources.  For example, a subgrantee may not pay a staff position from the PPP loan and then also report the expense for grant reimbursement.  Second, it must be clearly documented the grant is not being used to supplant a PPP loan, i.e. intentionally replace the PPP loan with other (grant) funding sources.  For any subgrantee considering a PPP loan to cover costs currently part of an approved grant project budget, please closely consult with the agency’s attorney and possibly an outside accountant or the agency’s auditor to be sure there are no other ramifications or concerns.  Additionally, written notification should be provided to the KGGP regarding any impact to the grant project budgets.

We hope you and your staff continue to Stay Safe and Healthy.

Jill Stewart
KGGP Financial Officer

Email message, April 3, 2020

On behalf of the KGGP staff we hope you are all doing well during this time of extreme changes in our work environment, communities, schools, and with our families. 
Beginning April 6, 2020, all KGGP staff will be working remotely Monday through Friday, 8:00 a.m. to 5:00 p.m.  Also, the KGGP website continues to be updated regularly with helpful information,  www.grants.ks.gov.    
Please stay safe and healthy and we appreciate all you are doing in providing services during this pandemic.  

Juliene Maska 
KGGP Administrator

Email message, March 30, 2020

Governor Laura Kelly signed the Statewide Stay at Home Executive Order 20-16, in the ongoing effort to combat COVID-19.  The KGGP continues to take steps to provide services with limited disruption.  Staff are currently working remotely and we are able to respond to your questions, process reports, and issue payments.  The directors of the federal grant programs have assured us payment procedures should not be disrupted.  If for any reason there would be a delay, we will notify you as soon as possible.

Thank you for your understanding and continuing the important work each of you do every day; your communities know they can count on your program’s services when needed.  Be safe and stay healthy, we are all working through this pandemic together. 

Juliene Maska
KGGP Administrator

Email message, March 20, 2020

Dear Subgrantee:

The KGGP is providing this update to all subgrantees as a notification regarding the status of this office and other relevant information.  Per Governor Kelly’s directive, the KGGP will be implementing a Continuity of Operations Plan (COOP) effective Monday, March 23rd.  During this time, essential services will be provided to include processing subgrantee Financial Status Reports and issuing reimbursement payments.  Essential KGGP staff will be available by both email and phone.  While we do not anticipate any disruption in KGGP services to you, we do ask that you understand there may be a short delay in responses, due to the limited staff and remote access.

Telework and Administrative Leave

To follow up on the March 17th email (included below), subgrantee organizations must follow their own personnel and paid leave policies and apply the policy consistently for all staff, regardless of funding source(s).  If your organization does not have an existing policy that addresses unexpected or extraordinary circumstances, it is strongly encouraged that one be developed and implemented as quickly as possible.  Federal guidance states that you may consider making the policy effective on the date these circumstances began, if permissible under your laws, rules, and policies.  Where possible, staff should continue to perform allowable duties while teleworking.

Reporting Requirements

In regard to grant requirement due dates, the KGGP is not issuing any specific extensions at this time.  We know that having an adequate cash flow is important to the ongoing financial health of your organizations and we do not want to hinder that process.  Issuing reimbursement payments per subgrantee Financial Status Reports for incurred expenditures is the KGGP’s priority.  At the same time, we are aware that many of your organizations are implementing stay-at- or work-from-home procedures that may hinder your ability to submit timely reports.  Please know that the KGGP staff understands these unprecedented circumstances are impacting all of us in ways we could not have imagined and we will do our part to accommodate any extensions you need.  However, they will be addressed on a case-by-case basis.  If at some point the KGGP makes any changes to this strategy, we will notify all the subgrantees and post it on the KGGP website, www.grants.ks.gov.

Budget Revisions

The KGGP staff understands that organizations will be looking at new and creative ways to continue services without face-to-face contact.  Please submit proposed revisions through the Grant Portal to adjust budgets to allow for expenses relating to these services.  For those subgrant projects not managed on the Grant Portal, please submit proposed changes by email to [email protected].  The KGGP staff will consider both new and increased line items to the extent that we can, while staying within the parameters of the applicable federal guidelines.  We will expedite these requests as quickly as possible, however you may call if you are needing an immediate decision due to extraordinary circumstances.  For grants ending June 30th, the KGGP will consider budget revisions through May 31st rather than the deadline stated in the Reporting Requirements.

Match Requirements

For those subgrant projects that have a required match component, if the subgrantee experiences any concerns in meeting the budgeted match due to COVID-19 related circumstances, e.g. revenue losses as a result of cancelled events or decrease of contributed volunteer hours, please contact the KGGP by email at [email protected].  The KGGP will work with the subgrantee to address the match concerns and, in some cases, discuss the consideration of a match waiver and the process for obtaining one on a case-by-case basis.

Stay safe and well.  Thank you for your patience during this time.  We will all navigate through this together.

Jill Stewart
KGGP Financial Officer

Email message, March 17, 2020

Dear Subgrantee:

I want to take this opportunity to provide you with information as it relates to COVID-19 and the efforts being made by the Kansas Governor’s Grants Program (KGGP) to ensure continuity of services.  Please know that the health and safety of all individuals is our primary concern.  We are making every effort to ensure subgrantees do not experience any significant disruptions in KGGP response, assistance, and the flow of grant funds.  If at some point the Governor directs State of Kansas employees to work remotely, the KGGP has put procedures in place to conduct grant-critical functions and ensure staff access to email, phone, and the Grant Portal.  At this time, the KGGP does not anticipate any disruption to the current grant project reimbursement process.

In regard to grant-funded activities and staffing within your own organizations, we understand that it may become necessary to reduce services during this period to ensure the health of staff and clients.  It is strongly encouraged that programs follow existing agency leave policies to address employee absences.  If the organization elects to implement specialized procedures (such as working remotely or providing paid administrative leave) specifically due to the coronavirus pandemic, please develop a written policy, state within the policy that it is in place specific to COVID-19, and ensure that all staff (regardless of salary/wage funding source) are treated equally.  Please refer to Part 200 Uniform Guidance, 2 C.F.R. Part 200.430 and 200.431.

For those subgrantees that may have an approved conferences line item, if the organization has expenses incurred from a postponed or canceled event, please contact the KGGP Analyst for guidance.  For any purchased airline tickets, the subgrantee should first attempt to obtain a cash reimbursement from the airline.  However, if the airline will only provide a credit, the subgrantee shall then attempt to apply the credit to a grant-allowable and KGGP-approved future trip or reallocate the cost of the purchase to another funding source.  If none of these options are possible, please contact the KGGP Analyst for guidance.

This is all of the guidance that we have at this time.  We will provide further communication as additional direction is received.  To see Kansas Department of Health and Environment COVID-19 updates, please visit http://www.kdheks.gov/coronavirus.

Jill Stewart
KGGP Financial Officer