Grant Applications
The Tennessee Office of Criminal Justice Programs (OCJP) announces grant opportunities on this webpage.
How to Write an Application: Project Narrative Overview *NOTE: This Power Point was used during a live WebEx training. Some slides may lack specific context without the addition of the webinar live recording. OCJP is working to publish the training in its entirety as soon as possible. Once published that training will be available under the Grants Management Resources section of our website.
FAQs NOTE: All questions must be sent to the Criminaljustice.Program@tn.gov email address. Questions will be answered on this page under the applicable solicitation – so it is very important to include this information in your email. There is also a section of typically asked General Questions below.
Turn around for posting responses to questions is 2-3 business days. OCJP can elect not to respond to questions which are too specific to an agency’s application. All solicitations posted on this page are open and competitive, and as such, agencies should reference the available solicitations materials, General FAQs, and the OCJP Subrecipient grants manual available online prior to submitting a question.
Upcoming Funding Opportunities
The purpose of Tennessee Coronavirus Emergency Supplemental Funding (CESF) Program is to provide funding to assist the State of Tennessee and local units of government in preventing, preparing for, and responding to the coronavirus.
Funds awarded under the CESF Program must be utilized to prevent, prepare for, and respond to the coronavirus. Allowable projects and purchases include, but are not limited to equipment (including but not limited to technology for remote hearings/appearances and personal protective equipment), supplies (such as gloves, masks, sanitizer), training, and travel expenses (particularly related to the distribution of resources to the most impacted areas).
Eligible subrecipients are limited to Local County Government entities who were not eligible for a direct CESF contract. You can find the list of eligible jurisdictions under this solicitation here: Eligible List
You can find the list of ineligible jurisdictions under this solicitation here: Ineligible List
Funding under this solicitation is intended to assist local court systems in preventing, preparing for, or responding to COVID-19.
The first step to the CESF application process is to submit an Intent to Apply
Intent to Apply due by 07/17/20
Applications due no later than 4:30 pm central time 7/17/20.
Funding under this solicitation is intended to assist local law enforcement in preventing, preparing for, or responding to COVID-19. Eligible subrecipients are limited to Local County, Municipal Government, and Campus Law Enforcement entities who possess an ORI number and were not eligible for a direct CESF contract. A list of ineligible jurisdictions under this solicitation can be located here: https://bja.ojp.gov/sites/g/files/xyckuh186/files/media/document/fy20-cesf-allocations-tn.pdf
The Grant Solicitation will be issued on June 24, 2020. The Intent to Apply and Application Deadline must be completed by prior to 4:30pm CST on July 24, 2020. Contracts will be one (1) year in length beginning July 1, 2020 and ending June 30, 2021. Successful applicants will receive their contract by approximately September 1, 2020; however, COVID-19 expenses from July 1, 2020 may be applied to the grant. Contract budgets may not exceed $10,000 for the project period and will remain contingent, as always, on the availability of U.S. Department of Justice federal appropriations.
Allowable projects and purchases include, but are not limited to equipment (including but not limited to technology for remote hearings/appearances and personal protective equipment), supplies (such as gloves, masks, sanitizer), training, and travel expenses (particularly related to the distribution of resources to the most impacted areas). Funding cannot be used to supplant local finds or to make-up for budget shortfalls.
Intent to Apply due: July 24, 2020
Application due: July 24, 2020
Funding under this solicitation is intended to assist local jail systems in preventing, preparing for, or responding to COVID-19. Eligible subrecipients are limited to Local County Government entities who were not eligible for a direct CESF contract.
You can find the list of eligible jurisdictions under this solicitation here: Eligible List
You can find the list of ineligible jurisdictions under this solicitation here: Ineligible List
Contracts will be one (1) year in length. Contracts will begin on July 1, 2020 and end on June 30, 2021. While contracts will be received by successful applicants by approximately September 1, 2020, COVID-19 expenses from July 1, 2020 may be applied to the grant.
Funds awarded under the CESF Program must be utilized to prevent, prepare for, and respond to the coronavirus.
Allowable projects and purchases include, but are not limited to, overtime, equipment (including but not limited to technology for remote hearings/appearances and personal protective equipment), hiring, supplies (such as gloves, masks, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas), and addressing the medical needs of inmates in state, and local jails or other detention centers.
If funds will be used to upgrade a Jail Management System it is recommended that the system allow for remote access and “booking” by personnel who are offsite due to COVID.
Funding cannot be used to supplant local finds or to make-up for budget shortfalls.
Intent to Apply due by 07/14/2020
Applications due no later than 4:30 p.m. CST 07/17/2020
APPLIES TO ALL 3 COVID RESPONSE SOLICITATIONS:
Q: Is the purchase of Eticket program would qualify under the grant?
A: With this type of grant, specific items are not determined allowable or unallowable … but approval of an application is based on the justification that’s made with the application; and, whether the purchase increases the agency’s capacity to prepare for, respond to, or prevent COVID-19. That is what the review team will be focused on when they score the application.
APPLIES TO LOCAL COURTS:
Q: My county or jurisdiction has multiple types of court. Can we make an application for each type of court?
A: No. Each county is eligible to make one local court application. Applicants must work to determine what their priorities are across all types of court in the jurisdiction.
Q: I submitted my application’s intent to apply under the wrong category. Do I need to submit a second intent to apply?
A: Please email CriminalJustice.Program@tn.gov with an official request to change this information on the Intent to Apply document.
Q. How is match calculated?
A: Match can be calculated two ways:
(STOP /JAG) Federal $ / .75 x .25 = ____________
(VOCA) Federal $ / .80 x .20 = ___________
(examples: $40,000 x .25 = $10,000) or ($40,000 / .80) x.20 = $10,000)
For match in cash, the match amount will go in the line item. For match that is in-kind, it will go in the in-kind line item. Any items purchased over $5000 will go under Capital Expense. For more information on match please see the Grants Manual Ch. 3 Section 1. Match Requirement.
Q: No one at our agency has been trained in uniform guidance and my agency does not have a policy for this. If I don't have this is this going to knock out my application, or can I do some sort of online training pretty quickly?
A: While this will not prevent any application from moving forward in the process, if the agency application is funded, training on Uniform Guidance is required within the first 6 months.
Q: Regarding the “Other Grant Funds Table”. We are requesting equipment for this VOCA request. Are you asking for grants we have received that are not related to our enhancement application?
A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.
Q: How do we notate salary, benefits, and taxes on the budget form? Do we separate out each item?
A: There are several ways this can be noted on the budget form. Examples are below:
Salary estimated at $____________ approximately __________% of time dedicated to project.
Salary and benefits estimated at $___________ approximately ________% of time dedicated to project.
Salary estimated at $ _________ Benefits estimated at $ ___________ approximately _________% of time dedicated to project.
EX.: Salary and benefits estimated at $10,000.00 approximately 25% of time dedicated to project.
Q: Do we need to purchase an accounting system if we do not have one?
A: OCJP Grants Manual, Chapter III, Accounting Criteria (https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states the subrecipient is free to use any accounting system that the subrecipient has established if the system meets the following minimum criteria [located below in the chapter].”
Q: We get a lot of questions about supplanting. Does everyone understand what that is?
A: “Supplant” means to “replace” or “take the place of.” Federal law prohibits recipients of federal funds from replacing state, local, or agency funds with federal funds. Existing funds for a project and its activities may not be displaced by federal funds and reallocated for other organizational expenses. This is illegal.
Ex: You are awarded this volunteer coordinator position and you promote Dorothy to this position, you must backfill the position so there is an increase in FTEs. In the event your agency is facing a loss of funding, make that clear in your application.
Q: How do we know what our intended outputs will be if we never received VOCA funding before?
A: Intended outputs should be a projection, what you plan to serve. For example, if you know you get 500-600 clients through your door every year you can safely assume that you will serve between 400-700 clients next year. Use this information to establish a baseline of services.
Q: Is it reasonable to base numbers off of what you know and where you think your program will go?
A: Look at what your agency did this last fiscal year, and where you are today, then project what these grant monies will allow you to do in the next year i.e. – expanding services.
Q: The Authorized Official for non-profit agencies is the Board Chair, correct?
A: For federal purposes, your authorized official is your board chair. The project director and fiscal director should be someone who is willing to take on the responsibilities of the projects implementation. These duties are listed in the OCJP Grants Manual located: https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual.html
Q: We would like to use donated space as match. Is this allowable?
A: This is allowable under VOCA. You can find more information in the OCJP Grants Manual Chapter III. Financial Requirements (located at https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states “The value of space may be used as in kind match if space is 100% owned by the agency (either through donation or it has been paid for) and used 100% for victim services. In this case, you may use the fair market value of the space as in-kind match. The value may not exceed the fair market value of comparable space as established by an independent appraisal of comparable space and facilities in a privately owned building in the same locality. Agencies must obtain at least 3 comps from an independent Realtor and the use the average as the fair market value. The basis for determining the value of personal services, materials, equipment and space must be documented."
Q: What if we submit a budget which is not accurate?
A: OCJP can only encourage agencies to complete the budget using the knowledge and resources available. OCJP cannot say at this time if budget modifications after applications are reviewed will be accepted or will impact funding determinations.
Q: What is a State (Edison) Vendor ID?
A: Please visit the State of Tennessee's website regarding Procurement/Supplier Information at https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information.html.
Q: Regarding the “Other Grant Funds Table”. We are requesting equipment for this VOCA request. Are you asking for grants we have received that are not related to our enhancement application?
A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.
For VOCA funded projects:
Q: The SAR report is required for each organization that receives VOCA funding. The information in the report is a projection of how funding will be allocated to victim services for the year. Do we wait until June 1st, 2020 to complete this form or do it prior to submission NOW, since we know the amount we are applying for?
A: SARS should be completed as part of the application process. This is a projection of how the funds will be allocated based on the project narrative.
For DV projects (VOCA funded)
Q: Since budget amounts were reduced, is the expectation that we continue to fund the same activities as the previous grant term? Or restructure grant-funded activity to align to the reduction in funding?
A: Agencies should present programming that is victim centered and the level of services should take into account the reduction in funds and the amount of other funds the agency has available. OCJP anticipates that the majority of the reduction will come out of agency travel and supplies. The goal of targeting these areas is to minimize the service impact to victims but how an agency is impacted will vary depending upon their specific grant budget.
Q: Can we to use our shelter building as part of match for our two grants?
A: Please the OCJP Subrecipient Grants Manual Chapter XIV: Allowable Costs, Part 7 Space - The cost of space in privately - or publicly - owned buildings used for the benefit of the program is allowable subject to the conditions stated.
Q: Will VOCA Pay for Administrative Costs associated with the grant?
A: Please the OCJP Subrecipient Grants Manual Chapter XVI Cost Allocation regarding the definition of allowable costs. The grant cannot pay for any costs associated with preparing the application itself.
Q: We were wondering, is it okay to include salary positions in our budget for one fiscal year and not the next in response to the reduced federal allocation amount?
A: Agencies should apply for what is needed to support the proposed project.
For Law Enforcement Victim Coordinator projects:
Q: Who qualifies as a Volunteer? How many hours are volunteers required to work?
A: The Fair Labor Standards Act defines volunteer as “an individual who performs hours of service for a public agency for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered…” 29 CFR 553.101(a). “The1985 Amendments provide that employees may volunteer hours of service to their public employer or agency provided ‘such services are not the same type of services which the individual is employed to perform for such public agency.’ The phrase ‘same type of services’ means similar or identical services.” 29 CFR 553.103.
For more information please see the Subrecipient Grants Manual Section III> Financial Requirement.
There is no minimum threshold of hours provided. Only that an agency who is granted VOCA funding utilize volunteers.
Q: What is the Department of Revenue registration or exemption process?
A: See this presentation for guidance.
This Page Last Updated: July 7, 2020 at 3:09 PM