Wisconsin Legislature: Jus 12.02(16)(a)

(7) Staffing. The plan shall indicate personnel proposed to carry out the functions of the program, including paid and volunteer staff, and an organization chart which shows how the victim and witness staff fits into the agency within which it is located in the county.

(8) Education, training and experience. The plan shall contain position descriptions which include the education, training, and experience required of staff providing services through the program.

(9) Civil rights assurance. The plan shall contain an addendum which assures that the county or any of its subcontractors for purposes of providing victim and witness services will not discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability, sexual orientation, or national origin.

(10) Use of volunteers. Counties may use volunteers and existing public resources for the provision of these services.

(11) Provision of service. Programs shall provide as many services as possible in person or over the telephone.

(12) Budget submission. In plan submissions, plan revisions, and reimbursement claims, a budget shall be submitted by the county to the department in sufficient detail to show the basis for the computation of the cost, justification, and explanation of budget items. The budget shall cover the entire victim and witness program.

(13) Budget categories. The proposed budget shall include the following categories:

(a) Personal services - salaries

(b) Personal services - benefits

(d) Permanent, non-expendable property

(e) Contractual services

(f) Other.

(14) Budget revisions. Proposed revisions to the plan budget shall be treated as a plan revision under sub. (3).

(15) Allowable costs.

(a) In this subsection, “allowable costs” means:

1. Salaries and benefits consistent with county classification and compensation plans;

2. Overtime and night differentials within the county’s established policies;

3. Travel expenses of program personnel that are reasonable, actual, and necessary to perform program functions;

4. Actual, necessary, and out-of-pocket costs for space rental added as a necessity to accommodate the program;

5. Staff development, including registration fees, travel to and from training and conferences, meals, lodging, membership dues, subscriptions, and library materials. Staff development shall relate directly to the provision of services or protection of the rights enumerated in ch. 950, Stats., and is subject to the approval and requirements of the department;

6. Public information, including the printing of brochures and similar projects;

7. Telephone costs, including reasonable and necessary monthly charges for local and long distance calls and installation for new programs’ start-up;

8. Maintenance, repair, and replacement of equipment, including maintenance contracts and replacement or repair of existing equipment previously approved by the department;

9. Office supplies subject to the approval of the department;

10. Equipment or non-expendable personal property having a useful life of more than one year and acquisition cost of more than $500 including taxes and installation costs; unless otherwise authorized by the department, equipment purchases are allowable only for new programs’ start-up;

11. Contractual services, including professional services not readily available within a county’s program and clearly consistent with program objectives. The services shall be subject to the approval of the department.

(b) The department shall review the program plan and approve allowable costs. Only direct costs incurred for the delivery of services defined in ss. 950.055 and 950.06, Stats., and this chapter are allowable for reimbursement purposes. Costs incurred for government functions that would otherwise be performed with or without a victim and witness assistance program are not allowable for reimbursement purposes.

(16) Annual report.

(a) Each county with an approved plan on file with the department shall submit to the department at least annually a report on the implementation of its plan.

(b) The department shall prescribe the content and format of the annual report.

History: Cr. Register, February, 1992, No. 434, eff. 3-1-92; corrections in (5) (n) and (15) (b) made under s. 13.93 (2m) (b) 7., Stats., Register September 2001 No. 549.

Jus 12.03 Financial requirements.

(1) Reimbursement rate. A county with a plan approved by the department is eligible to receive reimbursement for not more than 90% of the county’s cost as approved by the department. If the reimbursement requests exceed the appropriations, the department may reduce the reimbursement to each county in an equal percentage.

(2) Reimbursement frequency. The department shall reimburse counties on a semiannual basis for the purposes of this chapter.

(3) Reimbursement claim submission. The county shall submit the completed claim form to the department within a reasonable period of time after January 1st and July 1st of each year.

(4) Reimbursement claim review. The department shall review reimbursement claims for compliance with this chapter and the approved county plan.

(5) Termination of reimbursement. The department may terminate or suspend reimbursement if it finds a substantial failure by a county to comply with the approved plan and laws and regulations affecting the program.

(6) Accounting practices. Counties shall maintain an accounting system which discloses the amount and disposition of all reimbursed funds. Generally accepted accounting practices shall be followed.

(7) Expenditure of funds. County records shall show expenditure of funds by source. All ledger account entries shall be supported by secondary or intermediate records and the original source documentation.

(8) Time and effort records. Counties shall keep time and effort records for each county employee providing direct services and support services under this chapter. Time and effort records include hours worked and brief description of work done.

(9) Accessibility of records. All record books, documents, and records related to the program shall be accessible to the department for inspection and audit upon reasonable notice.

(10) Retention of records. All records shall be retained for at least 3 years. Records for property shall be kept for 3 years after the property’s final disposition.

(11) Audit.

(a) A county shall include the victim and witness assistance program in its annual audit.

(b) If an audit shows discrepancies, adjustments may be made in future reimbursement payments. A copy of all audit discrepancies shall be forwarded to the department as soon as possible.

History: Cr. Register, February, 1992, No. 434, eff. 3-1-92.

Jus 12.04 Intergovernmental cooperation.

(1) Purpose. The county board, district attorney, law enforcement agencies, clerks of courts, correctional agencies, and social service agencies shall cooperate with each other and assist in carrying out the purposes of this chapter to ensure that victims and witnesses of crimes receive the rights and services to which they are entitled.

(2) Availability of reports and files. The district attorney, law enforcement agencies, correctional agencies, state agencies, and the courts shall make available to the person or agency responsible for administering the program all reports and files, except reports and files which are required by statute to be kept confidential, if the reports or files are required by the person or agency to carry out program responsibilities under s. 950.07, Stats.

History: Cr. Register, February, 1992, No. 434, eff. 3-1-92.