Prevent Child Abuse Iowa

Iowa Child Abuse Prevention Program

FY 2014 and FY 2015 Contract Expectations

The following outlines Prevent Child Abuse Iowa’s contract expectations for child abuse prevention councils receiving funding in FY 2014 and FY 2015. For further information, please review your council’s contract and/or contact PCA Iowa at 1-800-CHILDREN or 515-244-2200.

General Contract Overview

  • By signing a contract, your council has agreed to provide services as outlined in your contract file, which consists of the proposal, the contract, contract attachments, and any subsequent contract amendments
  • Please review your council’s contract closely to ensure compliance with sections 1.3.1 Deliverables and 1.3.2 Performance Measures
  • A minimum of 5% of all ICAPP contracts will be subject to a monitoring site visit each fiscal year

Monthly Service Reports – Data Collection

  • You may report service data as follows:
  • If ICAPP funds constitute 100% of the project budget, report 100% of the program participants (referred to in your contract as Participants)
  • If your proposal and/or budget are written so that a discrete population has been identified as ICAPP-funded, report the discrete number served. For example, if your proposal/budget states that you will serve 5 additional participants with ICAPP funds, you may report having served 5 participants
  • If ICAPP funds constitute a portion of the total project budget (funds are blended), report 100% of program participants served. You will be asked to indicate, on a quarterly basis, the amount of funding your project receives from other sources

Monthly Service Reports – Data Submission

  • Complete and submit oneICAPP Monthly Service Report for each contract/project receiving ICAPP funding by the 10th of the following month
  • Monthly Service Reports are due every month regardless of whether any activities took place
  • Monthly Service Report forms must indicate the corresponding contract number
  • MonthlyService Report forms and instructions can be found on PCA Iowa’s website
  • Monthly Service Reports are considered documentation for requests for reimbursement

Reimbursement for Services Provided

  • In general, ICAPP funds must be expended for services provided during the fiscal year in which they were awarded, as outlined in the proposal, contract, and subsequent contract amendments.
  • All projects must submit a state of Iowa GAX form and ICAPP Monthly Expense Report in order to receive reimbursement
  • A separate GAX form and Monthly Expense Report should be submitted for each month of program expenses and should only reflect expenses incurred in that month
  • The Monthly Expense Report is a tool for councils to use to ensure that billing is reflective of the amended budget (Attachment 3.2 of your contract)
  • Any line-item shift of funds in excess of 10% will require written consent from both PCA Iowa and the Department of Human Services. A newly amended budget will be required
  • Any shift of funds to support any program activity not outlined in the original proposal and amended budget (Attachment 3.2 of your contract) will require written consent from both PCA Iowa and the Department of Human Services before those funds are expended. A newly amended budget will also be required
  • No other documentation of expenses is required; however, councils must keep financial records and documentation of expenses for seven years in the event of an audit
  • Requests will only be accepted for expenses already incurred
  • GAX forms must be submitted via mail and include an original signature
  • Checks will be sent to each council; it is up to the council to determine which person/organization receives the checks and to notify PCA Iowa of any address changes
  • A GAX template is available on PCA Iowa’s website

Service Evaluations – Outreach and Follow Up Services, Parent Development and Respite Care

  • Use the Iowa Family Survey (Protective Factor Survey or PFS)
  • If your project utilizes blended funding, please identify and collect data from at least the number of participants supported by ICAPP (for example, if ICAPP supports 50% of the project budget, collect and submit PFS data from 50% of the project participants)
  • Submit the Iowa Family Survey, which includes participant demographic information, via the iowafamilysurvey.org website
  • The Iowa Family survey can be found on PCA Iowa’s website

Service Evaluations – Sexual Abuse Prevention

  • Use the PCA Iowa-developed and approved service evaluation
  • Submitcopies of the service evaluations to PCA Iowa by the 10th of the month following the end of the quarter (i.e. October 10, January 10, April 10, and July 10)
  • Service evaluations can be found on PCA Iowa’s website

Questions? Contact Prevent Child Abuse Iowa at 1-800-CHILDREN or 515-244-2200