Grant FAQ's

State Block Grant Frequently Asked Questions

How many Certification of Reported Expenditures forms do I need to submit with my quarterly expenditure reports?

ANSWER: JJA requires that Judicial Districts submit one Certification of Reported Expenditure form for each State Block Grant summary program (Graduated Sanctions, Prevention, and Intervention). The only instance when a Judicial District would submit multiple Certification of Reported Expenditure forms for a single program would be if a Judicial District is operating multiple core programs (i.e. if a JD had two JISP, JIAS or CCMA programs).

JJA recommends that Judicial Districts require their subgrantees submit a Certification of Reported Expenditures with their quarterly expenditures to the JD. These may be kept on file by the JD for documentation showing how the report prepared for JJA was completed.

Do Judicial Districts need to submit all line item changes to JJA?

ANSWER: No. Small line item adjustments (under $5,000) do not need prior approval, nor do they need to be entered into the electronic workbook. The only line item adjustments that need to be entered into the workbook are those that require prior approval from JJA. This would include any line item change over $5,000 or a Prevention Proviso transfer. Additionally, line item changes that are over $5,000 or any Prevention Proviso transfer must have the approval of the JCAB and BOCC.

What is a Prevention Proviso transfer?

ANSWER: A Prevention Proviso transfer is moving money from a Prevention program to a Graduated Sanctions program or Intervention program. Prevention Proviso transfers require JCAB and BOCC approval, and must be submitted to JJA for the Commissioner's approval. Once approved by JJA, written approval and an updated workbook will be sent to the administrative contact.

Can line items run negative balances?

ANSWER: Negative balances may be run in individual line items within programs so long as the total program budget is not exceeded and the negative balance does not exceed $5,000.

When are Quarterly Expenditure Reports due to JJA?

ANSWER: Updated workbooks reporting quarterly expenditures are due to the State Grant Specialist at JJA within 30 days of the close of the quarter. Workbooks should be e-mailed. The Certification of Reported Expenditures forms may be faxed or mailed to JJA. Signed copies may also be scanned and e-mailed to the State Grant Specialist with the workbook.

Can a Judicial District have their quarterly payments made via direct deposit?

ANSWER: Yes. Should a JD choose to have their quarterly payment direct deposited they simply need to fill out the appropriate form authorizing an EFT and return it to JJA. This form can be obtained by contacting the State Grant Specialist at JJA.

Is there a limit on how many fiscal years a program will be allowed to carry over program income?

ANSWER: There is currently no limit on how many fiscal years a program is allowed to carry over program income, however program income should be used in a reasonable amount of time in conjunction with state funds to operate the program in which the income was generated.

If the Prevention Proviso is in effect for SFY09, is it allowable for program income to be transferred from a prevention program to an intervention program?

ANSWER: No. Program income must be used in the program in which it was generated.

SFY09 Incentive Funding Frequently Asked Questions

Do the match funds need to be new dollars or can they be old dollars?

Answer: The match funds can be new or old money, however, it must come from county and/or city funds.

Do state and match funds need to be spent concurrently?

Answer: It is at the discretion of each district how they expend funds. To ensure match and state funds are expended proportionately at the end of the fiscal year, best practice is to charge expenditures at a 50/50 rate to the grant.

How will grant funds be disbursed?

Answer: Grant payments will be issued on a quarterly basis contingent that all reporting requirements are met.

Since the award period is for a 6-month period, is the funding allocation the same or ½ of the original allocation amount?

Answer: Districts are eligible to apply for the full allocation amount. All funds must be expended June 30, 2009. Carryover of unexpended funds will not be allowable. Districts are not obligated to apply for all funds. Not applying for all funds will not reduce the district's future allocations.

Will the funding cycle in SFY10 be for a 12-month award period?

Answer: Yes. However, ongoing incentive funding is contingent on legislative approval in subsequent years.

Are we required to complete sections of the grant application that we are not making application for? (i.e. If we are not applying for incentive funds for graduated sanctions programming, are we required to complete Section III of the application?)

Answer: No. Only complete the sections that are applicable to how you request to budget juvenile justice incentive funds.

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ANSWER: JJA requires that Judicial Districts submit one Certification of Reported Expenditure form for each State Block Grant summary program (Graduated Sanctions, Prevention, and Intervention). The only instance when a Judicial District would submit multiple Certification of Reported Expenditure forms for a single program would be if a Judicial District is operating multiple core programs (i.e. if a JD had two JISP, JIAS or CCMA programs). JJA recommends that Judicial Districts require their subgrantees submit a Certification of Reported Expenditures with their quarterly expenditures to the JD. These may be kept on file by the JD for documentation showing how the report prepared for JJA was completed. Do Judicial Districts need to submit all line item changes to JJA? ANSWER: No. Small line item adjustments (under $5,000) do not need prior approval, nor do they need to be entered into the electronic workbook. The only line item adjustments that need to be entered into the workbook are those that require prior approval from JJA. This would include any line item change over $5,000 or a Prevention Proviso transfer. Additionally, line item changes that are over $5,000 or any Prevention Proviso transfer must have the approval of the JCAB and BOCC. What is a Prevention Proviso transfer? ANSWER: A Prevention Proviso transfer is moving money from a Prevention program to a Graduated Sanctions program or Intervention program. Prevention Proviso transfers require JCAB and BOCC approval, and must be submitted to JJA for the Commissioner's approval. Once approved by JJA, written approval and an updated workbook will be sent to the administrative contact. Can line items run negative balances? ANSWER: Negative balances may be run in individual line items within programs so long as the total program budget is not exceeded and the negative balance does not exceed $5,000. When are Quarterly Expenditure Reports due to JJA? ANSWER: Updated workbooks reporting quarterly expenditures are due to the State Grant Specialist at JJA within 30 days of the close of the quarter. Workbooks should be e-mailed. The Certification of Reported Expenditures forms may be faxed or mailed to JJA. Signed copies may also be scanned and e-mailed to the State Grant Specialist with the workbook. Can a Judicial District have their quarterly payments made via direct deposit? ANSWER: Yes. Should a JD choose to have their quarterly payment direct deposited they simply need to fill out the appropriate form authorizing an EFT and return it to JJA. This form can be obtained by contacting the State Grant Specialist at JJA. Is there a limit on how many fiscal years a program will be allowed to carry over program income? ANSWER: There is currently no limit on how many fiscal years a program is allowed to carry over program income, however program income should be used in a reasonable amount of time in conjunction with state funds to operate the program in which the income was generated. If the Prevention Proviso is in effect for SFY09, is it allowable for program income to be transferred from a prevention program to an intervention program? ANSWER: No. Program income must be used in the program in which it was generated. SFY09 Incentive Funding Frequently Asked Questions Do the match funds need to be new dollars or can they be old dollars? Answer: The match funds can be new or old money, however, it must come from county and/or city funds. Do state and match funds need to be spent concurrently? Answer: It is at the discretion of each district how they expend funds. To ensure match and state funds are expended proportionately at the end of the fiscal year, best practice is to charge expenditures at a 50/50 rate to the grant. How will grant funds be disbursed? Answer: Grant payments will be issued on a quarterly basis contingent that all reporting requirements are met. Since the award period is for a 6-month period, is the funding allocation the same or ½ of the original allocation amount? Answer: Districts are eligible to apply for the full allocation amount. All funds must be expended June 30, 2009. Carryover of unexpended funds will not be allowable. Districts are not obligated to apply for all funds. Not applying for all funds will not reduce the district's future allocations. Will the funding cycle in SFY10 be for a 12-month award period? Answer: Yes. However, ongoing incentive funding is contingent on legislative approval in subsequent years. Are we required to complete sections of the grant application that we are not making application for? (i.e. If we are not applying for incentive funds for graduated sanctions programming, are we required to complete Section III of the application?) Answer: No. Only complete the sections that are applicable to how you request to budget juvenile justice incentive funds.
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