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Budgets

Complete Program Budget for the year of the contract period (typically one full year-October 1-September 30 of the following year) is due no later than close of business 90 days following the beginning of the contract period (typically January 1st), unless otherwise designated by the VSS Administrator or CVAD Director. Once approved, the final budget must be entered into IowaGrants.gov. See Appendix A for a copy of the Complete Program Budget Form.

Budget Revision Requests

Budget line items in funding applications are estimates of budget expenditures. A program may need to modify a budget. Programs can request to reallocate the funds to another budget line item for any of the following reasons, including but not limited to:

  1. Moving more than 10% of the total grant;
  2. Altering a single cost category by more than 10% either up or down;
  3. Adding a line item not on the original approved budget;
  4. Adding equipment;
  5. Changes affecting the indirect cost line item

Budget revisions are requested by outlining how much you are asking to move, from what expense type (Payroll, Benefits, Travel, Communications, etc.) to what expense type, why the funds are available to move and how the request impacts the goals/objectives outlined in your application. Budget revision requests are completed in the Correspondence section of IowaGrants.gov. A program should not expend funds prior to the approval of a Budget Revision determination, or the program incurs the risk the cost will not reimbursed.

Claims for Reimbursement

All VSS funds are reimbursement awards. This means the program has to incur the expense and provide documentation for each expense when required, then submit a claim for reimbursement to the VSS in IowaGrants.gov.

All victim service agencies and VOCA initiative programs must submit monthly claims for reimbursement. Criminal justice agencies can submit either on a monthly or quarterly basis. When required, documentation for each expenditure claimed for reimbursement or as match, is submitted in IowaGrants.gov. Claims must be submitted by the last day of the month following the expenditure (e.g. July expenses would be due on or before August 31st).

When required, victim service and VOCA initiative programs submitting claims must submit expense summaries for each expense type claiming for reimbursement or utilizing for match. Criminal justice programs (law enforcement, prosecution and victim witness coordinators) are not required to utilize expense summaries unless otherwise directed by Victim Services Support Program (VSS) staff. Specific instructions on submitting claims in IowaGrants.gov and claims reimbursement process can be found here

Click on Victim Services Expense Summaries (Excel) to download the expense summaries for victim service programs (Domestic Abuse Comprehensive, Sexual Abuse Comprehensive, Shelter-Based Victim Services, Statewide Coalitions, Statewide DA/SA Hotline/Chat Line and Homicide/Other Violent Crime Programs). Click on Instructions for Victim Service (PDF) Expense summaries and supporting documentation.

Click on Claim for Reimbursement Deadlines (PDF) to view or print off a copy of the claim period and due date.

Expense Categories:

Each budget and claim for reimbursement form is broken out by types of expenses or expense categories. Below is a list of the expense categories and a detailed chart with examples of the types of items for which a program can request reimbursement and examples of standard supporting documentation.  

  • Payroll
  • Benefits
  • Travel & Training
  • Contractual Services
  • Equipment
  • Repairs/Maintenance
  • Rent
  • Utilities
  • Communications
  • Advertising
  • Supplies
  • Insurance
  • Client Assistance
  • Volunteers

When submitting claims for reimbursement, the Program’s assigned Financial Risk Level Designation (see Chapter XX Subgrantee Monitoring) will determine which expense items will need to include supporting documentation.

All expenses must be allocable, eligible and reasonable. VSS staff have the right to deny an expense if it not allowable under the funding stream, not necessary, not in the approved budget, or deemed to be unreasonable by VSS staff, VSS Administrator and/or CVAD Director.

Expense Category

Examples of Eligible Expenses

Supporting Documentation

Payroll

Payroll of VSS-funded staff for reimbursement or use as match

  • Payroll check register, or payroll report to verify gross wages
  • Payroll stubs showing gross pay and distribution
  • Payroll spreadsheet showing allocation by fund

Benefits

FICA, Health, Dental, Vision, Life, Unemployment Insurances; Retirement and Disability

  • Premium statements or invoices from insurance or retirement providers
  • Iowa Workforce Development quarterly SUTA reports
  • Deposits of payroll taxes
  • Payroll reports reflecting employer costs

Travel & Training*

Mileage or rental car, meals, lodging, parking, airfare, ground transport, baggage fees, conference registration fees, staff mileage for regular work duties such as transporting victims.

  • Itemized meal receipts must be included
  • Itemized hotel statement/invoice
  • Staff requests for reimbursement
  • Documentation of travel (mileage record, conference registration form, agenda, etc.)
  • Travel purpose
  • Taxi/bus/train receipts
  • Airline confirmation

Contractual Services^

Book-keeping and accounting fees, security services, therapy services, etc.

  • Statements or invoices showing the date(s) of service, the total amount owed, the amount paid, and the contract period.

Equipment⌂

Printers, computers, laptops, scanners, tablets, phones, and other equip used for approved programming

  • Vendor receipts or invoices for each item
  • A description of the item purchased

 

Repairs/Maintenance

Building & Equipment maintenance

(copier, lawn care, etc.)

  • Vendor receipts or invoices showing the date or dates of service, the total amount owed, and the amount paid, with a copy of the check.

Rent

Business, shelter & outreach offices

  • Vendor receipts or invoices showing the rental period & the location address (unless confidential)
  • Copy of signed contract/lease agreement

Utilities

Electric, water, waste removal, satellite cable

  • Statements or invoices showing the usage period & the location address (unless confidential)

Communications

Cell phone plans, landline services, internet, intercoms, TDD /relay machines/VP systems, etc.

  • Statements or invoices from provider

If your victim service program receives more than one VSS funding stream, you must do a Payroll Summary with your claims for reimbursement.

* Out of State Travel must be requested in advance and approved by your primary VSS contact.

^ Audit fees must be pro-rated based on the amount of funds received from each source. If 20% of agency funding comes from FV, then only 20% of audit fees can be requested from the FV fund.

Please send your primary VSS contact an email with a request to purchase equipment using VSS funds prior to purchasing the equipment. Include the estimated purchase price and designate which VSS fund you would like to use. All purchases must follow the Procurement Standards located in Chapter XIV. Procurement of Goods and Services.

Client Assistance:

The purpose of the “Client Assistance” section is to provide specific guidelines about reimbursements for client assistance offered to crime victims through programs funded by the Victim Services Support Program (VSS).

Client assistance can be provided with VSS funds, in order to meet the needs of clients. Some common examples of client assistance are:  rent, utilities, childcare, groceries/grocery cards, gas cards, relocation/moving expenses, work equipment, public transportation, or any reasonable cost deemed necessary to help a client remain safe and/or to achieve self-sufficiency due to victimization.

Any unique client need will be considered on a case by case basis with justification from the agency. If a Program is unsure if a cost meets the guidelines above, prior approval should be sought from the primary VSS contact. If prior approval is not sought before paying for a client expense, the Program assumes the risk if the expense is not reimbursed.

VSS funds cannot be used to provide victims with cash or credit card type gift cards, unless pre-approved by the VSS Administrator and/or CVAD Director.

All claims for reimbursement for “Client Assistance” expenses must have accompanying receipts or invoices. Each cost should also have a short justification documenting the purpose of the expense if the purpose is not already clear.

Example 1 - If your agency is paying for rent assistance for a client, there must be a receipt, or copy of a lease from the landlord.

Example 2 - If a Program is supplying a victim with a gas card, there must be documentation of the last 4 digits of the card, the amount of the card, and a short explanation of why the card was issued i.e. “transportation to work,” or “transportation to medical appointment.”

Example 3 - If a Program is paying for work equipment so a client can continue performing her/his work duties, i.e. work boots, the form would read “work boots supplied to victim to adequately equip her for return to work duties.”  Expense amount-$75, receipt from Wal-Mart attached to the form.


Any store (grocery, gas, etc.) card provided to a victim requires a short Victim Assistance Form to be signed by both the victim and an agency representative outlining the purpose of the cost and acknowledgement of the purpose by the victim. This form should be maintained in the client file at the Program.

If there are any questions about what constitutes adequate supporting documentation for an expense, please ask the Program’s primary VSS contact.

Appeals Process: When any part of a claim for reimbursement, or budget revision request is denied by the VSS program, the Program has the right to appeal.

Appeal Step 1: The Program must submit an Appeal Form  within 10 business days of receipt of the denial, outlining their rationale for approval. The appeal form must be submitted to the VSS Administrator. The VSS Administrator has 10 business days to respond to the denial, either upholding, or overturning the original decision.

Appeal Step 2: In the event the VSS Administrator upholds the denial, the Program may submit an “Appeal Form” to the CVAD Director. The Director has 10 business days to respond to the denial, either upholding, or overturning the VSS Administrator’s decision.

Appeal Step 3: In the event the Director upholds the denial, the Program may appeal to the CVA Board. The CVA Board will hear the appeal at their next scheduled meeting. The CVA Board determination will constitute final agency action.

During the appeals process, the amount in dispute must remain unspent until a final determination is made. The Program reserves the right to withdraw an appeal at any point in the appeals process.

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