11/5/2019 Welcome to the Office of Victim Services: A Webinar for new OVS Grantees Objective To provide new OVS Contract Agencies with a general overview of OVS and its grants and compensation programs. OVS History • Created in 1966 as the Crime Victims Compensation Board (CVB) • One of the first independent state agencies for crime victim compensation • As of 2010, the CVB became the Office of Victim Services (OVS) 1
11/5/2019 OVS Purpose • Provide financial compensation to innocent victims of crime • Advocate for victims’ rights • Fund a network of victim assistance programs across NYS to provide services to crime victims OVS Statistics • Annually, OVS renders approximately 10,000 original decisions, which includes awards and denials made by the office • $23.3 million in compensation on 10,500 claims • $123.3 million in grant awards to 381 victim services related contracts INTRO TO COMPENSATION 2
11/5/2019 Intro to Compensation • Compensation Eligibility • Payment Maximums • Emergency Awards • Payer of Last Resort • Filing a Compensation Claim • Using the OVS Victim Services Portal OVS Compensation Program Who: Innocent victims of crime, certain relatives, dependents and legal guardians What: Compensation of out-of-pocket expenses not covered by insurance or other resources Compensation Eligibility In order to be eligible, a victim must be at least one of the following: • Under the age of 18 • 60 and Over • Disabled • Physically Injured 3
11/5/2019 Compensation Eligibility NOTE: • There are certain exceptions for victims who have NOT sustained a physical injury, but who MUST file a Personal Injury claim. • See Advocate Guidelines for Compensation or the OVS Compensation Video Series for more information. (https://ovs.ny.gov/vap-training-center) Compensation Eligibility Three categories of claim types: • Personal Injury • Death • Loss of Essential Personal Property (EPP) Maximum Amount Paid Uncapped: • Medical/Mental Health • Burial expenses of police officer/firefighter killed in the line of duty as a result of a crime • Security Devices 4
11/5/2019 Maximum Amount Paid Capped: • Loss of Earnings/Support/Savings $30,000 • Burial Expenses $6,000 • Crime scene cleanup/securing $2,500 crime scene • Relocation $2,500 • Essential personal property $500, with max of $100 cash Emergency Awards • May be considered when: An award would likely be made in the claimant’s case An undue hardship would result if immediate payment were not made • Only granted BEFORE services have been rendered or paid for • Maximum award: $2,500 with the exception of funeral, which is $3,000 Types of Emergency Awards • Funeral Burial Requests • Medications: HIV, Antibiotics, Pain, etc. • Moving/Storage/Relocation • Loss of Earnings/Support • Security Device/Lock Replacement • Crime Scene Clean-Up • Replacement of Medical Equipment such as Eyeglasses, Contacts and other emergency items • OVS does not grant Emergency Awards for loss of property 5
11/5/2019 Payer of Last Resort OVS is a payer of Last Resort • Only covers expenses that insurance and other resources do not. • “Other resources” include GoFundMe campaigns that are specific about the expenses that will be covered. Filing a Compensation Claim Required Information on a Claim: • Victim’s name, address, SSN and DOB • Claimant’s name, address, SSN and DOB • Crime Type and Report Number • Police or Criminal Justice Agency reported to • Date of Crime • Date Crime was reported • Claimant’s signature Filing a Compensation Claim Required documentation to have available: • Criminal Justice Agency Report • Receipts for essential personal property • Death certificate and funeral contract • Victim’s birth certificate • Proof of age (driver’s license, birth certificate) 6
11/5/2019 Filing a Compensation Claim • If a claim is closed or rejected because of missing information, DO NOT file another application. • Call Claims Processing Unit (CPU) and provide the missing information on the existing claim. How to File a Claim • Claims can be filed electronically through the OVS Victim Services Portal • Paper applications can be submitted through postal mail and are available on the OVS website under the “General Forms” heading Obtaining a log-in through the Victim Services Portal • To obtain portal log-in information, the director of the program must email the name of the individual victim advocate to OVS. • OVS staff then adds the advocate to the Victim Services Portal and log-in is emailed to the individual advocate. 7
11/5/2019 For more information: • Compensation trainings are held every 3 rd Tuesday in NYC and Albany • Compensation specialist will be part of introductory site visit • Consult OVS video series # INTRO TO GRANTS Introduction to Grants • Overview • Site Visits • Performance Measurement Tool (PMT) • Position Description Form (PDF) • Functional Time Records • Required Match • Fiscal Cost Reports (FCRs) • Budget Amendment Requests (BARs) 8
11/5/2019 OVS Grants Program As a result of the 2019 VOCA RFA, • 228 contracts were awarded to 205 agencies • 40 new agencies VOCA • OVS programs are funded through the Federal Victim of Crime Act (VOCA) Fund, created in 1984 to support state and local programs. • OVS funds and match funds MUST adhere to VOCA and OVS regulations. VOCA For more information, reference links to: • Allowable and Unallowable Costs • VOCA Side by Side • Final Rule Available online at: https://ovs.ny.gov/victim-assistance-program 9
11/5/2019 Site Visits • Introduction to OVS (New Programs) • Formal on Site • Follow-up • Technical Assistance Formal Site Visits Monitoring looks at: • Performance • Contract Compliance • Financial Records Formal Site Visits Elements of Monitoring Include: 1. Criteria- how things should be 2. Condition- how things are 3. Cause- how did this occur 4. Effect- how does this impact the program 5. Recommendation- how can corrections be made 10
11/5/2019 Formal Site Visit – Case File Review • Case files are reviewed to verify delivery services • Comprised of randomly selected files from all direct service positions • Case files can be redacted of identifying victim information Summary of Service Log • Programs must maintain a Summary of Service Log to track their ongoing accomplishments • Summary of Service Log should relate back to the services reported Performance Measurement Tool (PMT) • Federal system to collect demographic and service data • Measures program progress towards anticipated number of services • Federal requirement that all OVC-funded programs complete the PMT quarterly 11
11/5/2019 Performance Measurement Tool (PMT) Due Dates: (for October 1 st – December 31 st ) • January 20 th (for January 1 st – March 31 st ) • April 20 th (for April 1 st – June 30 th ) • July 20 th (for July 1 st – September 30 th ) • October 20 th Failure to complete and submit your OVC PMT entries by the deadline puts the entire state out of compliance. OVC PMT Website: • Access at: https://ojpsso.ojp.gov • Program’s point of contact is at the program’s discretion • Additional users can be added • To report a technical issue with OVCPMT: email OVC PMT Helpdesk at ovcpmt@usdoj.gov or call 1–844–884–2503. OVS PMT Excel Spreadsheet • Mirrors the OVC PMT Website • Must be sent to ovsgrants@ovs.ny.gov quarterly (cc your CMS) • Due date is the same as the PMT • Contract programs must do BOTH 12
11/5/2019 Performance Measurement Tool (PMT) For more information: • Consult the instructions tab on the OVS PMT excel form • Contact your Contract Management Specialist (CMS) • Attend the PMT training at the OVS 2019 Conference! Position Description Form (PDF) The Position Description Form Includes: • % VOCA-allowable service time versus non- VOCA allowable service time • % of each position that is on the OVS grant contract • Total number of FTEs supported with OVS and match funds Position Description Form (PDF) • Add sample PDF here 13
11/5/2019 Position Description Form (PDF) Remember: • Total in each line must equal 100% • Must account for position’s entire day • Must mirror the information on the budget • Should include: • # of months funded •% funded by OVS • # of hours per week • % funded by Match Functional Time Records (FTRs) • Categories mirror PDF categories • Tracks actual hours and % time per function • Time off is included on the FTR • Filled out by all OVS or match funded staff • Signed by employee and supervisor Functional Time Records (FTRs) 14
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