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NYS OVS · New York State

OVS Fringe & Prorating Budget Worksheets

The Budget Worksheets workbook OVS publishes with its 2026 VOCA Victim Assistance RFA: a Fringe Form (Method A, a breakdown by component — FICA, life/health/dental, retirement, workers' compensation, unemployment, disability/paid family leave — or Method B, an agency-approved flat rate) and Prorating Forms (Methods 1–3, Method 4 square-foot for space, and Method 5 alternative) for costs shared with other funding sources, with a reference sheet and dropdowns.

Who files this

Community-based victim assistance programs applying for or holding a 2026–2028 OVS VOCA Victim Assistance award — the budget, narrative and quarterly claims themselves live in the SFS Grants Management module, and this workbook is the one Excel attachment.

Key requirements

What gets this form kicked back

Allowable OTPS categories

The categories NYS OVS recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.

• Contracts for Professional Services
• Furniture and Equipment
• Operating Expenses
• Rent and Utilities
• Telephone, Internet and Essential Communication Services
• Training and Training-Related Travel
• Victim Transportation
• Victim Relocation and Transitional Housing

Unallowable costs

Costs NYS OVS will not reimburse under this contract.

• Supplanting State or local funds — VOCA funds complement, not replace, existing funding
• Match counted toward any other federal program
• Executive salaries and expenses, except as specifically allowed elsewhere in the VOCA Rule
• Costs outside the application budget approved by OVS or not allowable under the VOCA Rule

Rules worth knowing before you file

• Awards run two years, October 1, 2026 – September 30, 2028, and are executed and claimed through the NYS Statewide Financial System (SFS) Grants Management module — the budget, budget narrative and quarterly claims all live in SFS, so the Budget Worksheets workbook is the one Excel attachment
• Payments: one 25% advance at the start of each award year if requested, then quarterly reimbursement once the Agreement is fully executed and approved by the Attorney General and the State Comptroller; an updated annual budget is due at the start of each contract year
• Match: OVS is currently operating under a blanket match waiver, but match may be required later at 20% of the project total or 25% of the total grant funds — cash or in-kind, from non-federal sources, VOCA-allowable, and not counted as match for any other federal program
• Staff time on OVS fiscal duties (budget negotiation, amendments, Fiscal Cost Reports) and PMT programmatic reports is VOCA-Required Reporting time capped at 20% of any one FTE (Appendix B)
• Equipment valued at $1,000 or more purchased with grant funds gets a unique inventory number and an OVS inventory decal
• The category names here come from the RFA's Appendix A and B allowable-cost examples, not from a published budget-category schedule — use the names SFS presents in Budget Properties for the actual submission

Related

• NYS OVS — fiscal rules, voucher exports and setup: how Prove It Financials builds this form from your own payroll, budget and invoices.
• Free voucher checker: upload a completed copy of this form and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
• Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.