The following budget items listed below are ineligible and will not be supported by this program’s funding:

• Direct financial assistance to a client, such as cash.
• Supplanting existing positions or offsetting existing expenses of the recipient.
• Lobbying.
• Fundraising (including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions) and time spent procuring funding, including completing federal and state funding applications.
• Purchase of real estate.
• Construction and physical modification to buildings, including minor renovations (such as painting or carpeting).
• Purchase of vehicles.
• Indirect cost rate and/or de minimis rate.

For purposes of this solicitation, please be cognizant of the following definitions:

• “Juvenile justice” refers to activities concerning: (1) the prevention or reduction of juvenile delinquency; (2) the apprehension and adjudication of juvenile offenders; (3) the disposition of juvenile offenders including protective techniques and practices; (4) the prevention of child abuse and neglect; and (5) the discovery, protection, and disposition of children in need of services (Indiana Code § 5-2-6-1).
• “Youth” means any individual who is under juvenile court jurisdiction or is an age at which he or she could be subject to original juvenile court jurisdiction within the state of Indiana.
• For a complete list of program report definitions, click here.

Administrative Costs

Administrative costs are an allowable expense, but are limited to 10% of the total grant-funded budget. Administrative costs include time to complete program-required time and attendance sheets and programmatic documentation, reports, and required statistics; administrative time to collect and maintain satisfaction surveys and needs assessments used to improve service delivery within the funded project.

Administrative costs should not be a separate line item in the budget. During the application process, there will be a section to state the anticipated percentage of time each position will spend on administrative duties for this program. This percentage is included with the percentage of time worked on the funded project and cannot exceed 10% of the total grant-funded budget

Travel Costs

Expenses and reimbursements for in-state and out-of-state travel must follow the most current Indiana Department of Administration State Travel Policy or the subrecipient’s travel policy, whichever is more restrictive. Non-essential travel is currently excluded under state policy. Learn more.

Contractors and Consultants

A consultant evaluates an organization’s needs and provides professional advice and a contractor provides goods or performs services. When a recipient contracts for work or services, the following is required:

1. All contractual services must be obtained through a procurement method. Verification of this method must be supplied upon completion of the contract. Information about the procurement process can be found here.
2. All consultants and contractual services shall be supported by written contracts signed by all parties stating the services to be performed, rate of compensation, and length of time over which the services will be provided.
3. A copy of all written contracts for contractual or consultant services shall be attached in IntelliGrants to the grant file upon their ratification.
4. Payments shall be supported by statements outlining the services rendered, date of service, and cost of service.
5. Any consultant costs exceeding the allowable rate (maximum of $81.25 per hour or $650 per day) will not be allowed.

Program Costs

Program costs must meet the following criteria:

1. Costs must be necessary and reasonable for the stated purpose of the grant.
2. Costs must be in accordance with generally accepted accounting principles. Learn more.
3. Costs must be consistent with policies and procedures of the grant program and applied uniformly.
4. Costs must be adequately documented with supporting materials including receipts, invoices, timesheets, paystubs, etc. The ICJI supporting documentation policy can be found here.

The following attachments must be included in the application submission.

• ICJI Juvenile Justice System Grants Application (PDF)
• ICJI Juvenile Justice System Grants Budget Template
• Agency Internal Controls Policy/Plan
• Collaboration Plan
• MOUs and/or Data sharing agreements (DSA) with all Community Partners related to the grant that involve sharing of data for reporting purposes
• Job descriptions for employee(s) included in the personnel section
• Contract or Proposal for each contractor in the budget