Juvenile Probation Services Grant & JCJC Training Funds

In response to questions and concerns raised by chief juvenile probation Officers regarding their ability to complete activities and expend funds included within their approved JJSES plan and budget, and JCJC training account, prior to the end of this fiscal year (June 30, 2014), please note the following:

Juvenile Probation Services Grant: As per the FY 2013-2014 Juvenile Probation Services Annual Grant Instructions, costs that are not expended in the fiscal year for which they are appropriated may, with JCJC written approval, be carried forward to the following fiscal year. Carryover funds may only be used to purchase the services, supplies, or activities listed within the operations section of the county’s FY 2013-2014 JJSES budget. Funds allocated for probation officer salaries during FY 2013-2014 may not be carried forward into FY 2014-2015.

The request to carry over these costs must be made in writing and include the following information:

1. The total amount requested to be carried forward into FY 2014-2015 and the specific services, supplies, or activities associated with this amount; and

2. The anticipated date the service, supplies or activities will be purchased and/or provided. Please note these carryover funds must be expended during FY 2014-2015.

Upon receipt of a county’s request, the JCJC will provide written approval to the chief juvenile probation officer. All detailed records to document these expenditures, including invoices, receiving records, correspondence and the like shall be maintained by the chief juvenile probation officer and shall be made available to representatives of the Juvenile Court Judges’ Commission upon request.

The JCJC will accept these requests until June 30, 2014. Requests may be submitted by email to me at rtomassini@pa.gov.

JCJC Training Funds: It has been the policy of the Juvenile Court Judges’ Commission that each juvenile probation officer must complete a minimum number of hours of approved training each year. The current annual requirement is 40 hours. Support staff are exempt from this requirement, however, Commission funds may be used to offset the cost of their training at the discretion of the chief juvenile probation officer.

It is expected that each county will fully exhaust all of the state funds allocated for training in the same fiscal year in which they are dispersed, although it has been our practice to allow counties to encumber funds for one month after the current fiscal year to be used for trainings scheduled during July of the following fiscal year.

It has also been our practice to allow a balance of up to $250, or 5% of the JCJC training allocation, whichever is the greater amount, to be carried over to the following fiscal year and added to that year’s training allocation. These practices will remain in effect. Please note these carryover funds must also be expended during FY 2014-2015.

All requests to encumber funds or carry over the allowable amount of state training funds should be made by June 30, 2014. Requests may be submitted by email to Leo Lutz, Director of Training and Graduate Education, at LJLutz@ship.edu.

Correspondence will be sent at a later date to all chief juvenile probation officers with instructions for submitting their county’s Training Hours and Expenditures Report. As a reminder, counties are required to enter all training data into the JCJC Events Management System (JEMS) and generate the Training Hours and Expenditure Report from that system. This report must be submitted no later than August 1, 2014.

If you have any questions regarding JCJC Training Funds, please contact Leo Lutz at LJLutz@ship.edu or at (717) 477-1185.


Thank you,


Robert J. Tomassini | Director of Administration and Grant Programs
Juvenile Court Judges' Commission
Pennsylvania Judicial Center
601 Commonwealth Avenue |Suite 9100
P.O. Box 62425 | Hbg PA 17106-2425
Phone: 717.705.6596 | Fax: 717.783.6266
www.jcjc.state.pa.us