Training on Completing the OVS Functional Time Record (FTR) for Staff (Full Transcript)

Speaker 1: The New York State Office of Victim Services, OVS, helps victims of crime throughout New York State. One way OVS helps is to administer the Federal Victims of Crime Act, VOCA, Victim and Witness Assistance Funds to not-for-profit and municipal agencies serving crime victims across the state. Thank you for attending this training. In the next few minutes, we'll talk about the OVS Functional Time Record, or FTR, and how to complete it. The FTR is a monthly report required by OVS regulations for all staff funded by an OVS grant or match funds. It is meant to reflect the total hours and percent of time, per function, for all activities for which staff is compensated. It should mirror what is listed on your program's OVS Approved Budget and Position Description Form. Positions funded by the OVS grant are the same level as their percentage of funding and match, so if a position is 50% funded with 25% match, the employee should be spending close to 75% of their time on VOCA-allowable activities. Please note OVS takes time-off charges accounted for into consideration. Let's take a look at the form and begin filling it out. List your name and your position, which should be the same as it appears on the Budget and Position Description Form. List the month and year of the FTR. Don't worry about filling out total hours along the top or percent per function in the far right column. These automatically add up as you complete the form and shouldn't be manually edited. If you are out of work for one of the reasons shown in the listed categories, add your time away on that line. List the number of hours you've worked in a day. For example, if a full-time employee works 8 hours per day, all 8 hours must be accounted for regardless of the number of hours supported with OVS funds. Any function not allowable under VOCA should be recorded in Other Non-VOCA Activities. As you complete the FTR, it will continue to compute so that at the end of the month you will see the actual total hours worked and the percent of time allocated to each function. Once completed, the FTR is signed by the employee and the employee's supervisor, who should review the records for accuracy and clear up any issues before signing it. Please reach out to your contract manager if you have any additional questions. That concludes the training for completing the FTR. Thank you for watching. For more information about OVS, visit ovs.ny.gov. For more information about OVS, visit ovs.ny.gov.