Having trouble viewing this? View it as a webpage

September 27, 2022

New Process for VOCA Crime Type Allocations

Dear Subgrantee,

As previously communicated, this fall OCVS will be implementing a new strategy for collecting the information that is typically entered in the Crime Type Allocations questionnaire in Egrants. Subgrantees will also complete additional questions that were previously submitted on behalf of the subgrantee by OCVS grants staff, which make up the Subgrant Award Report (SAR) due annually to OVC. This email provides further detail on the new process.

The new web form will have two main components:

1. Subgrant Award Report (SAR). Subgrantees will complete basic information about their agency, including selecting an organization type, agency service area, use of VOCA and match funds, victimization types served, and general information about agency staffing and budget.

 *Many of these fields will be prefilled based on what the agency has already submitted through PMT or Egrants. A PDF copy of the full form is attached.

2. Crime Type Allocations. In order to reduce additional burden on subgrantees and increase the accuracy and transparency of the data reported in the SAR for federal funders, OCVS is changing how crime type allocations will be calculated and reported. Rather than using the separate crime type categories that used to be on the Crime Type Allocations questionnaire, we will now use the same crime type categories that are used on the PMT. Furthermore, rather than reporting allocations in dollar amounts, agencies will now report a number of victimizations, staff, or staff hours allocated to each of the PMT crime types, and OCVS will then calculate the allocated expenditures based on the agency’s total budget. Agencies will have 4 options to choose from when reporting their crime type allocations:

• Victimizations (this will be the default option): this option draws from data already submitted to PMT about victimizations served.
• Staff: agencies will report the number of VOCA-funded FTEs serving each of the crime types.
• Staff Time: agencies will report the number of VOCA-funded staff hours spent serving each of the crime types
• Other Allocation: agencies can report their own allocations in dollars if they feel none of the other options accurately capture their agency spending, but they must provide a detailed explanation.

You will have the opportunity to review the calculated allocations for any reporting method you choose before submitting them. A more detailed explanation of the different allocation methods is attached, as well as an example form showing allocations based on victimizations.

 After submission, you will receive a copy of both components of the form via email for your records.

Attachments:

Victimization Allocation Example

Crime Type Allocations Instructions for Subgrantees

SAR Questionnaire and Instructions for Subgrantees

Timeline:

Because the new process will partially depend on quarterly OVC PMT data, the timeline for submission is shorter than previous years. We recommend reviewing both the PDF copy of the full SAR form as well as the detailed explanation of the crime type allocation methods prior to the web form opening so that you are ready to complete it within the shortened time frame. See the following guideline of the schedule for this fall’s submission (it will follow a similar schedule in May for the semi-annual report):

We will soon be scheduling the instructional webinar, so please be on the lookout for further communications from our office.

Sincerely,