NYS OVS · New York State · VOCA Victim Assistance awards
OVS claims live in SFS. Prove It fills the one Excel OVS does ask for — the Fringe Worksheet.
A VOCA Victim Assistance award is budgeted and claimed in the NYS Statewide Financial System's Grants Management module, so there is no voucher workbook. The one Excel attachment is OVS's Budget Worksheets file; Prove It completes its Method B flat-rate fringe section from your program's composite rate and annual fringe dollars, and the voucher Excel from AI-read payroll and coded invoices is the backup behind each quarterly claim. You review every line before anything posts.
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What OVS checks before it pays
Budget and claims live in SFS, not a workbook
Use the category names SFS presents in Budget Properties; the Fringe & Prorating worksheets are the one Excel attachment.
OVS reporting time is capped at 20% of any one FTE
VOCA-Required Reporting time (budget negotiation, amendments, Fiscal Cost Reports, PMT reports) may not exceed 20% of an FTE, per Appendix B of the RFA.
Equipment at $1,000 or more gets an OVS inventory decal
Each item purchased with grant funds needs a unique inventory number — a lower threshold than the $5,000 most funders use.
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
What Prove It does about it
Payroll
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
Download OVS Fringe Worksheet (Method B) — OVS's official 2026 Budget Worksheets file with Method B (agency-approved flat fringe rate) completed from this program's rate and annual fringe dollars; Method A's component breakdown stays blank.
Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
OVS budgets and quarterly claims live in the SFS Grants Management module, so there is no voucher workbook to fill — the download is OVS's official 2026 Budget Worksheets file with Method B (agency-approved flat fringe rate) completed from this program's fringe rate and annual fringe dollars. Attach your approved flat-rate fringe letter, per the form's own instructions.
Invoices
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow OVS's own list — 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.
Checker
The free voucher checker is a fixed set of rules, not AI: costs OVS's manual lists as unallowable, fringe above the 35% review threshold the app uses for OVS, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus OVS's own recurring errors: Budget and claims live in SFS, not a workbook; OVS reporting time is capped at 20% of any one FTE; Equipment at $1,000 or more gets an OVS inventory decal. The file is read in your browser and never uploaded. Check a OVS voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from OVS's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Backup
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
OVS at a glance
Funder
New York State Office of Victim Services — VOCA Victim Assistance
Jurisdiction
New York State
Fringe
8.25%–35% typical; the Fringe worksheet documents either a breakdown by benefit or your approved flat rate
Indirect basis
Indirect organization costs at a federally negotiated indirect cost rate or the de minimis rate — named as an allowable cost in OVS's 2026 VOCA Victim Assistance RFA (Appendix A), with allowability otherwise governed by the DOJ Grants Financial Guide, whose de minimis is up to 15% of modified total direct costs
OTPS categories
Contracts for Professional ServicesFurniture and EquipmentOperating ExpensesRent and UtilitiesTelephone, Internet and Essential Communication ServicesTraining and Training-Related TravelVictim TransportationVictim Relocation and Transitional Housing
Unallowable
Supplanting State or local funds — VOCA funds complement, not replace, existing fundingMatch counted toward any other federal programExecutive salaries and expenses, except as specifically allowed elsewhere in the VOCA RuleCosts outside the application budget approved by OVS or not allowable under the VOCA Rule
Founding pilot · 10 NYC nonprofits · 60 days free · no card
Your next OVS voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent OVS voucher in OVS's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
Because the budget, budget narrative and quarterly claims all live inside SFS Grants Management. The Fringe Worksheet is the one Excel attachment OVS uses, and the voucher Excel is your backup for what you key into SFS.
What indirect rate does the app use for OVS?
A federally negotiated rate or the de minimis — named as an allowable cost in OVS's 2026 VOCA RFA (Appendix A), with the DOJ Grants Financial Guide's de minimis of up to 15% of modified total direct costs governing otherwise.
What does the checker flag as unallowable on a VOCA voucher?
Supplanting state or local funds, match counted toward another federal program, executive salaries and expenses except as the VOCA Rule allows, and anything outside the OVS-approved application budget.
Does Prove It submit my OVS voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.