Q. If we have more than one employee who provides the service, should we be providing each employee's title, education, experience and special training all on one form or do we need to complete a separate form for each employee?
A. It is not necessary to list every individual who may provide the same service, or be involved with the provision of a single service. PSSF is interested in the information on the primary person (position) whose qualifications satisfy the requirements stipulated in the SoN for that service or activity. However, if you have 2-3 people whose combined qualifications satisfy the requirements for that service or activity, indicate in parentheses after the title or position description, how many and summarize relevant education, experience and special training in the space(s) provided.
Q. Can we include staff time when they input data on our PSSF cases into our database?
A. Based on what you have described, we will assume that this would be an indirect cost associated with providing a service, so yes, you could include the administrative cost associated with the time and effort to meet that contract documentation requirement for data entry into PSSFWeb. As this would be staff time, it would be included as a salary cost.
It is not appropriate to include costs associated with entering the information on these same families again in another database you may be required to maintain.
Q. Some of our legal advocacy lasts 30 minutes-1 hour and some lasts all day. Should we have two types of legal advocacy with different charges or just figure out an average?
A. Based on this description, it would appear that you have two different activities: one with an average 45 minutes and another day-long activity (6-7 hours) that should have unit costs reflective of the time and effort involved for each. This would require preparing two different forms. An hour long and a day-long activity would probably have different objectives and this should be reflected in your service descriptions.
Q. Can you tell me what a "notarized certification" of a cash match means?
A. If proposal is successful and receives a PSSF award, the applicant will be required to submit a form certifying the source and amount of funds to be provided to satisfy the required 25% cash match (25% of the total program costs).
Q. Do we need letters of support from local DFCS and other community partners to submit with our grant as in previous years?
A. These are not required for your proposal. However, proposal narrative includes components that should demonstrate your collaboration with both DFCS and other community partners.
Q. Do we submit any type of commitment of matching funds form with the application or only submit the notarized forms certifying available matching funds after notice of award is received?
A. This is not required for the proposal. If your application is successful, you will be asked to submit a match certification to facilitate the preparation of a contract.
Q. If we are below the financial threshold and are not required to have an annual audit, should we submit only the most recent Profit and Loss annual statement for our agency or should we also submit our most recent 990? Do we need a letter from our board chair asserting that we are below the financial limit for an annual audit and are not required to have one?
A. The SoN asks for a copy of financial statements for most recent fiscal year end. These should have been prepared by your accountant.
Do not submit Form 990.
The SoN does not ask for a letter from your board.
Q. Do we submit any brochures, forms, etc. that we use that have the PSSF logo imprinted on them?
A. This is not required for your proposal.
Q. Do we submit copies of the assessment form we plan to use in our program?
A. This is not required for your proposal. However, please review the requirements for child/family assessments described in Section C. for your proposed service model and in Section E. Resources - Service Descriptions, Service Delivery Requirements and Guidelines.
Q. On the application page there is a section titled “Communications” which ask for the name, title, email and telephone number of the person that will receive communications in regards to award notifications, contract preparation and distribution, contract negotiations, etc. Is it permissible to list two individuals if space permits?
A. No, we do not have the capacity in the system that captures SoN information to document information on more than one individual for this field.
