NY.gov PortalState Agency Listing Search all of NY.gov

Regulations

PART 525

PRACTICE AND PROCEDURE BEFORE THE OFFICE OF VICTIM SERVICES
(Statutory authority: Executive Law, art. 22, section 623(3),
L. 2010, Ch. 56)

Sec.
525.1 Declaration of policy and regulatory intent
525.2 Transitional provisions
525.3 Definitions
525.4 Filing of claims
525.5 Assignment and investigation of claim
525.6 Decision on a claim
525.7 Notice of hearing
525.8 Hearings
525.9 Representation by attorney
525.10 Subpoenas and subpoenas duces tecum; depositions
525.11 Emergency awards
525.12 Manner of payment; awards
525.13 Review of decision on a claim
525.14 Judicial review
525.15 Claimant records
525.16 Availability of rules
525.17 Requests for further reduction of lien
525.18 Battered spouses shelter cost guidelines
525.19 Crimes committed by family members
525.20 Victims of human trafficking, presumption of physical injury
525.21 Prohibited use of personal identifying information
525.22 Victim assistance programs or VAPs
525.23 Freedom of information law or FOIL
525.24 Limits on administrative expenses and executive compensation
525.25 (Reserved)
525.26 (Reserved)
525.27 (Reserved)
525.28 (Reserved)
525.29 Construction of rules
525.30 Severability

Section 525.1 Declaration of policy and regulatory intent. The Office
of Victim Services recognizes that the statutory provisions enumerated
in Article 22 of the Executive Law may not fully describe the services
provided to claimants or the processes followed by the office during the
claim process and thereafter. Pursuant to subdivision 3 of section 623
of the Executive Law, the office adopts this Part in order to implement
the provisions and purposes of Article 22 and to describe the services
provided to claimants and the processes followed by the office during
the claim process and thereafter. This Part is meant to supplement the
information provided by the provisions of Article 22 of the Executive
Law.

525.2 Transitional provisions. Part A-1 of Chapter 56 of the Laws of
2010 eliminated the Crime Victims Board and created the Office of Victim
Services under Article 22 of the Executive Law. Part A-1 of Chapter 56
was deemed effective on June 22, 2010. Section 54 of Part A-1 provides
for the transition from Crime Victims Board to the Office of Victim
Services and is as follows: Completion of unfinished business. Any busi-
ness or other matter undertaken or commenced by the crime victims board
pertaining to or connected with the functions, powers, obligations and
duties hereby transferred and assigned to the office of victim services
and pending on the effective date of this act may be conducted and
completed by the office of victim services in the same manner and under
the same terms and conditions and with the same effect as if conducted
and completed by the former crime victims board; provided, however, that
claims accepted by the crime victims board but not determined before the
effective date of this act shall be determined by the office of victim
services pursuant to the regulations promulgated pursuant to section 627
of the executive law as added by section eighteen of this act.

Section 525.3 Definitions. As used in this Part for the purpose of
Executive Law, article 22, in addition to the definitions contained in
Executive Law, article 22:
(a) "Child victim" shall mean a person less than eighteen years of age
who (1) suffers physical, mental or emotional injury, or loss or damage,
as a direct result of a crime or as a result of witnessing a crime,
pursuant to subdivision 11 of section 621 of the Executive Law or (2)
who is reported missing for a period greater than 7 days, as there shall
be a rebuttable presumption that he or she is a victim of a crime,
pursuant to paragraph d of subdivision 1 of section 627 of the Executive
Law.
(b) "Conduct contributing" shall mean culpable conduct logically and
rationally related to the crime by which the victim was victimized and
contributing to the injury suffered by the victim.
(c) "Representative" shall also mean a designee of the claimant. A
claimant who wishes to designate a representative shall provide to the
office a notarized authorization compliant with Public Officers Law,
section 96 before any confidential records of, or information about a
claimant can be disclosed by the office. This authorization shall be
valid unless and until revoked by the claimant in writing. The form
shall be as follows:
Representative's Authorization by Claimant
Pursuant to New York State Executive Law, § 633 and Public Officers
Law § 96, I:

___________________________
Name of Claimant
(Please print)

___________________________
Claim Number
hereby authorize:

___________________________
Name of Representative
___________________________
___________________________
___________________________
Address of Representative
___________________________
Phone Number of Representative
to act as my representative in the above mentioned claim. This author-
ization is to allow the Office of Victim Services to share my informa-
tion and records compiled for this claim with the above authorized
representative. This authorization shall be valid until revoked by me in
writing.

__________________________
Signature of Claimant

__________________________
Date

State of New York )
) ss.:
County of
______________ )

On the __________ day of __________ in the year _________ before me,
the undersigned, personally appeared ____________________, personally
known to me or proved to me on the basis of satisfactory evidence to be
the individual whose name is subscribed to the within instrument and
acknowledged to me that he/she executed the same in his/her capacity,
and that by his/her signature on the instrument, the individual, or the
person upon behalf of which the individual acted, executed the instru-
ment.
____________________________
NOTARY PUBLIC

(d) "Medical services" or "medical expenses" shall mean services
provided or monitored by, or expenses incurred from those medical
professionals licensed by the New York State Department of Education and
within their licensed discipline. If the provider is out-of-state,
payment for services within their licensed discipline shall only be made
if such professional is licensed under one of the titles recognized by
the New York State Department of Education's list of licensed
professions. The office may require an out-of-state provider to submit a
copy of his/her license.
(1) Notwithstanding the provisions of subdivision (d) above, for all
new claims received after the adoption of this rule (effective date Aug.
15, 2007), the office may authorize the reimbursement of expenses asso-
ciated with the provision of home-care services rendered by a non-li-
censed caregiver who is a family member when:
(i) the victim is under 18 years of age;
(ii) the claimant submits a physician's statement clearly stating that
in the physician's opinion the victim will benefit from such home care
by a non-licensed caregiver; and
(iii) the authorization is for no more than a three month period.
Family members who perform such services shall be reimbursed at a rate
no greater than the current state minimum wage for up to 40 hours per
week.
(2) Notwithstanding the provisions of subdivision (d) above, "medical
expenses" shall also include the reasonable transportation expenses
incurred for necessary, causally related medical care which may include,
but are not limited to, reasonable airplane, cab, bus or train fare,
with receipts, or if a claimant has provided his or her own transporta-
tion, the federally recognized mileage reimbursement rate at the time
the expense was incurred and the reasonable cost of hotel/motel stays if
more cost effective than round-trip travel during a certain time period.
The office may require proof that such expenses were the most economical
under the circumstances. Meals shall not be considered a related trans-
portation expenses.
(e) "Transportation expenses incurred for necessary court appearances"
may include, but are not limited to, reasonable airplane, cab, bus or
train fare, with receipts, or if a claimant has provided his or her own
transportation, the federally recognized mileage reimbursement rate at
the time the expense was incurred and the reasonable cost of hotel/motel
stays if more cost effective than round-trip travel during a certain
time period. The office may require proof that such expense were the
most economic under the circumstances. Meals shall not be considered a
related transportation expense.
(f) "Hospitalization" shall mean the period during which a person is a
patient in or resident of a licensed facility for (1) emergency care or
ambulatory surgery, or (2) in-patient treatment at: a general hospital,
a psychiatric center, a physical rehabilitation facility or a residen-
tial health care facility.
(g) "Financial counseling" shall also mean financial services provided
by an experienced financial counselor or adviser, who is licensed by New
York State and operating within his or her licensed discipline. If the
provider is out-of-state, payment for services within his or her
licensed discipline shall only be made if such professional is licensed
under one of the titles recognized by New York State's licensed
professions. The office may require an out-of-state provider to submit a
copy of his or her license to the claimant for submission to the office.
Such counseling may include, but is not limited to: analysis of a
victim's financial situation such as income producing capacity and crime
related financial obligations; assistance with restructuring budget and
debt; assistance in accessing insurance, public assistance and other
benefits; assistance in completing the financial aspects of victim
impact statements; and assistance in setting estates and handling guar-
dianship matters.

525.4 Filing of claims. In addition to the provisions contained in
section 625 of the Executive Law:
(a) Claim applications shall be filed with the office in person, by
mail, or electronically via facsimile, electronic mail or any other
manner the office may make available for the filing of claims pursuant
to subdivision one of section 305 of the New York State Technology Law.
(1) If mailed, such application shall be directed to:
Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002
(2) Emergency award claim applications may be sent via facsimile, to a
number the office may make available.
(b) If a person is eligible to file a claim for loss of earnings as a
parent or guardian during the period of hospitalization of a child
victim under the age of eighteen for injuries sustained as a direct
result of a crime, all other requests for the reimbursement of related,
out-of-pocket expenses must be submitted together under the name of one,
eligible parent or guardian. Should more than one parent or guardian be
responsible for the child victim, the office shall determine all other
requests for reimbursement of such expenses under the first, eligible
claim accepted by the office. All claims received for loss of earnings
as a parent or guardian during the period of hospitalization of the same
child victim under the age of eighteen for injuries sustained as a
direct result of a crime shall be cross-referenced to ensure no dupli-
cate awards are made.
(c) If a person is eligible to file a claim for crime scene clean-up
as a surviving spouse, child or stepchild of a victim of a crime who
died as a direct result of such crime and where such crime occurred in
the residence shared by such family member or members and the victim,
out-of-pocket expenses must be submitted together under the name of one
family member who is eligible pursuant to paragraph (k) of subdivision
(1) of section 624 of the Executive Law. Should more than one eligible
family member file a claim requesting reimbursement for crime scene
clean-up, the office shall determine all other requests for reimburse-
ment of such expenses under the first, eligible claim accepted by the
office. If the child or stepchild of a victim is a minor, the claimant
filing on behalf of the child or stepchild must also be responsible for
the residence shared by such family member and the victim. All claims
received for crime scene clean-up as a surviving spouse, child or step-
child of a victim of a crime who died as a direct result of such crime
and where such crime occurred in the residence shared by such family
member or members and the victim shall be cross-referenced to ensure no
duplicate awards are made.
(d) If a claim application is received complete, it shall be accepted
and delivered to the Director for assignment pursuant to subdivision (a)
of section 525.5 of this Part.
(d) If a claim application is received incomplete, the office shall:
(1) if submitted pursuant to subdivision (a) of section 525.20 of this
Part, return the claim application to the Victim Assistance Program to
complete the application, (2) if submitted directly by the claimant
without any Victim Assistance Program indicated on the application,
assign a staff person to obtain the necessary information from the
claimant or other parties to complete the application, or (3) return it
to the claimant to obtain the necessary information to complete the
application.

525.5 Assignment and investigation of claims.
(a) After a claim has been accepted by the office, it shall be
assigned by the Director for investigation as soon as practicable, but
no later than three months after acceptance pursuant to subdivision (c)
of section 525.4 of this Part. All claims arising from the same crimi-
nal act(s) shall be assigned or re-assigned to the same staff person
when practical.
(b) The staff person to whom a claim is assigned shall conduct an
investigation into the validity of the claim commencing as soon as prac-
ticable, but no later than six months after assignment pursuant to
subdivision (a) of this section. This investigation may, but need not
necessarily, include the verification of information supplied by the
claimant and the development of new or different information concerning
the circumstances of the crime, the victim's conduct contributing to the
crime or the criminal injury, if any, the reporting of the crime to
appropriate authorities, the cooperation of the crime victim or claimant
with a subsequent criminal investigation or prosecution, or with the
office, the status of the crime victim or claimant as a disabled or
elderly person, any physical or other injury suffered as a result of the
crime, any health care or other services required as a result of the
crime, any earnings or support lost as a result of the crime, the iden-
tity or value of any "essential personal property" lost, damaged or
destroyed as a result of the crime, and any other matter deemed relevant
to the claim.
(c) The staff person to whom the claim is assigned may, if deemed
necessary or appropriate, direct the medical examination of a crime
victim, take or cause to be taken affidavits or depositions, order a
hearing, examine any person under oath or affirmation, and issue subpoe-
nas requiring the attendance and testimony of witnesses and the
production of documents.
(d) All claims accepted by the office shall be investigated regardless
of whether the alleged criminal has been apprehended or prosecuted for,
or convicted of any crime based upon the same incident, or has been
acquitted, or found not guilty of the crime in question owing to crimi-
nal irresponsibility or other legal exemption.

525.6 Decision on a claim.
(a) If the information developed in the course of the investigation
discloses that (1) the claimant has withdrawn the claim or (2) the
claimant has failed or refused to supply information requested by the
office or (3) a claim arising from the same circumstance is pending
before another agency or (4) the claimant cannot be located, then the
office may issue a decision denying the claim without prejudice to the
claim being reopened at a later time.
(b) After investigation of the claim, and after a hearing, if any, the
office shall issue a decision either granting an award or denying the
claim. The decision may also include a determination whether the victim
engaged in conduct contributing to the crime or criminal injury, and
shall reduce the amount of the award or deny the claim altogether in
accordance with such determination.
(c) If the information developed in the course of the investigation
discloses that the claimant and/or the victim failed to cooperate with
the reasonable requests of law enforcement authorities, including prose-
cutors, then the office may issue a decision denying the claim with
prejudice.
(d) All claims investigated by the office shall receive a decision
regardless of whether the alleged criminal has been apprehended or pros-
ecuted for, or convicted of any crime based upon the same incident, or
has been acquitted, or found not guilty of the crime in question owing
to criminal irresponsibility or other legal exemption.
(e) The decision shall state in writing the reason(s) therefor. Should
the decision contain a specific payment or payments to the claimant or
providers(s), the decision shall state in writing the projected date of
such payment(s). A copy of the decision shall become part of the claim's
file and the claimant and/or his or her attorney shall be provided a
copy of such decision.
(f) The decision shall have printed or typed thereon notices to the
claimant and/or attorney. These notices shall include any rights to
appeal that the claimant may have of the decision and a projected date
of payment in the case of an award to the claimant.
(g) Unless the office receives a written application for reconsider-
ation of the decision, pursuant to section 525.13(a) of this Part, the
decision of the office shall become the final determination.

525.7 Notice of hearing. The claimant, his or her attorney, and all
material and necessary parties, shall be notified in writing of the
time, place and purpose of any hearing, as well as the evidence to be
produced by the claimant or other parties. The notice shall be mailed
not less than 10 days before the date of the hearing. In the discretion
of the office any issue may be considered and determined, although not
indicated in the notice of hearing, if the administration of justice
will thereby be substantially served.

525.8 Hearings.
(a) The claimant may be present at the hearing and shall be allowed to
present testimony or cross-examine witnesses in person or by counsel, or
shall otherwise make him or herself available in a manner prescribed by
the office to receive such evidence.
(b) The claimant shall have the burden of proof. The parties or their
counsel shall be allowed a reasonable time for presentation of oral
argument and/or for the filing of briefs or other statements or disposi-
tions as to the facts or the law.
(c) The office may receive as evidence any statement, document, infor-
mation or matter that it finds in its discretion is relevant and of such
a nature as to afford the parties a fair hearing. The office may also
accept hospital records and reports and physician's reports as proof of
the injury sustained, without requiring the presence of the attending
physician at the hearing.
(d) The office may direct medical examination of the claimant or
victim by a physician designated by the office for this purpose. The
claimant or victim shall present him or herself to the physician named
at the time and place designated. A written report of such examination
shall be filed by the examining physician with the office and a copy
mailed to the claimant or his or her attorney. The physician's fee shall
be paid by the office. The failure of the claimant or victim to appear
at the time of the scheduled medical examination shall result in an
amended decision to be issued to the claimant reflecting an overpayment
in the amount of the physician's fee incurred by the office, unless the
office, for good cause shown, finds the failure to appear at such
medical examination to have been justified.
(e) All hearings shall be conducted in an orderly manner in order to
ascertain the substantial rights of the parties. All witnesses shall
testify under oath (or by affirmation) and a record of the proceedings
shall be made. The office may examine the claimant and all witnesses.
The office shall not be bound by common law or statutory rules of
evidence, or by technical or formal rules for procedure.
(f) Hearings may be adjourned on motion of the office. The failure of
the claimant to appear at the time of the hearing may, in the discretion
of the office, upon good cause shown, be excused.
(g) Claimant hearings shall be confidential pursuant to section 633 of
the Executive Law.
(h) Prior to decision by the office, on application of the claimant or
his or her attorney in writing or upon motion of the office, the case
may be reopened for consideration of further payment or reinvestigated
to facilitate the determination of a decision under review and, if the
office finds it necessary, it may request further information or testi-
mony from the claimant or other interested persons.
(i) A hearing shall be held at a place and time designated by the
office.

525.9 Representation by attorney.
(a) Parties have the right to be represented before the office, at all
stages of a claim, by an attorney-at-law duly licensed to practice in
the State of New York and/or before the Appellate Division upon judicial
review of the office's final determination. The office shall provide
written notification to an applying claimant and/or victim of their
right to representation by counsel, as well as their potential eligibil-
ity for an award of attorney's fees pursuant to Executive Law subdivi-
sion one of section 626 of Article 22. Parties shall provide to the
office an authorization compliant with subdivision (c) of section 525.3
of this Part.
(b) The attorney shall file a notice of appearance and, when appropri-
ate, a notice of substitution prior to or at his or her first appear-
ance.
(c) Reasonably attorney's fees must be approved by the office which
may require a written statement of services rendered. Whenever an award
is made to a claimant who is represented by an attorney, the office
shall approve a reasonable fee commensurate with the services rendered,
up to $1,000. Fees may be disallowed in cases when the office finds that
a claim was submitted without legal or factual basis and/or the claim or
action is without merit and frivolous.
(d) The factors to be considered in determining the reasonableness of
a fee include the following:
(1) the time and labor required, the novelty and difficulty of the
questions involved, and the skill requisite to perform the legal service
properly;
(2) the fee customarily charged in the locality for similar legal
services;
(3) the amount involved and the results obtained;
(4) the time limitations imposed by the client or by the circum-
stances;
(5) the experience, reputation, and ability of the lawyer or lawyers
performing the services; and
(6) whether any part of the cost of the legal service provided to the
claimant has been paid or is payable by a third party.
(e) If any party designates an attorney-at-law to represent him or her
and such attorney has executed and filed with the office a notice of
appearance in the matter, such notice shall remain in effect until:
(1) the party represented files with the office a written revocation
of the attorney's authority;
(2) the attorney files with the office a written statement of his or
her withdrawal from the case;
(3) the attorney states on the record at a office hearing that he or
she is withdrawing from the case; or
(4) the office receives notice of the attorney's death or disquali-
fication.
(f) After the filing of an authorization and a notice of appearance in
accordance with this section, and so long as it may remain in effect,
copies of all written communications or notices in the matter to the
party shall be sent to such attorney in addition of the party repres-
ented. Service upon the attorney shall be deemed service on the party
he or she represents.

525.10 Subpoenas and subpoenas duces tecum; depositions.
(a) The office shall issue subpoenas and subpoenas duces tecum, upon
written application of any party made not less than five days prior to
the hearing. Subpoenas and subpoenas duces tecum shall comply with the
Civil Practice Law and Rules. Their issuance at the request of a party
shall depend upon a showing of the necessity therefor. A written request
shall also designate the names and addresses of witnesses and the
location of documents, books, payrolls, personnel records, correspond-
ence, papers or any other evidence relating to the claim being heard.
The office may, in his discretion, waive the five-day provision.
(b) Where a subpoena or subpoena duces tecum is issued at the request
of the claimant or other necessary party, the cost of service and
witnesses and mileage fees shall be borne by the party at whose request
it is issued. Where a subpoena or a subpoena duces tecum is issued by
the office itself, such service and witnesses and mileage fees shall be
borne by the office. Such witnesses and mileage fees shall be the same
as are paid at trials in the New York State Supreme Court.
(c) The office itself or on the application of the claimant, shall,
whenever necessary, and upon such terms and conditions as it may deter-
mine, take or cause to be taken affidavits and depositions of witnesses
residing within or without the State.

525.11 Emergency awards.
(a) No request for an emergency award shall be considered unless a
claim application has been filed with the office. The claim application
and the request for an emergency award may be made simultaneously. A
victim assistance program as defined in section 525.22 of this Part may
assist a claimant in making such a request. A request for an emergency
award shall be expeditiously acted upon.
(b) A request for an emergency award may be approved if it appears to
the office that such claim is one with respect to which an award proba-
bly will be made and undue hardship will result to the claimant if imme-
diate payment is not made. The determination by the office of an emer-
gency award request shall include, at a minimum, the consideration of:
(1) whether a crime did in fact occur, (2) the eligibility of the person
to receive an award pursuant to section 624 of the Executive Law, (3)
whether the person contributed to their injuries because of their
conduct pursuant to subdivision 5 of section 631 of the Executive Law,
(4) the office as payer of last resort, pursuant to subdivision 4 of
section 631 of the Executive Law, (5) whether the claimant and/or victim
failed to cooperate with the reasonable requests of law enforcement
authorities, including prosecutors, and (6) the out-of-pocket loss, as
defined in section 626 of the Executive law, upon which the request for
an emergency award is made.
(c) The amount of an emergency award shall be the actual out-of-pocket
loss as defined in section 626 of the Executive Law and subject to any
applicable maximum award limitations contained in section 630 of the
Executive Law. The amount of such emergency award shall be deducted from
any final award made to the claimant, and the excess of the amount of
any such emergency award over the amount of the final award, or the full
amount of any emergency awards if no final award is made, shall be
repaid by the claimant to the office. Failure to repay such amount to
the office may result in the delivery of such claim to the Office of the
Attorney General for collection.

525.12 Manner of payment; awards.
(a) The award shall be paid in a lump sum, except that in the case of
death or protracted disability the award shall provide for periodic
payments to compensate for loss of earnings or support. No award shall
be subject to execution or attachment other than for expenses resulting
from the injury which is the basis for the claim.
(b) In cases in which the claimant is a minor or incompetent, the
award may be paid to a relative, guardian, committee, conservator or
attorney of such person on behalf of and for the benefit of such person.
In such cases the payee may be required to file a periodic accounting of
the award with the office and take such other action as the office shall
determine is necessary and appropriate for the benefit of the minor or
incompetent.
(c) If there are two or more persons entitled to an award as a result
of the death of a person which is the direct result of a crime, the
office shall apportion the award among the claimants in the proportion
as it finds that the deceased victim contributed to their support.
(d) In the event of a change of dependency of the claimant or any of
them, either by marriage of a widow or otherwise, the office may change
the proportion and the amount of the payments to the claimant.
(e) In death cases the office shall, at least every twelve months,
verify the dependency and financial circumstances of the claimants; and
upon finding a change, the office may reduce or increase the proportion
of the allowance and award to the claimants as the circumstances
warrant.
(f) In protracted disability cases the office shall, at least every
twelve months, verify the disability of the claimant to determine wheth-
er he or she is entitled to continue to receive periodical payments
either in the amount awarded or in a reduced amount.
(g) Any compensation award made pursuant to Executive Law, article 22,
shall be in an amount not exceeding out-of-pocket expenses, including
indebtedness reasonably incurred for medical or other services necessary
as a result of the injury upon which the claim is based, together with
loss of earnings or support resulting from such injury. (1) If the inju-
ry causes death, the award shall include funeral, burial plot and marker
cost, not exceeding:
$6,000 for crimes occurring on and after 11/1/96, claims submitted by
any person who incurs such costs;
$2,000 for crimes occurring on and after 6/12/91 until 10/31/96,
claims submitted by any person who incurs such costs;
$2,500 for crimes occurring on and after 8/1/85 until 6/11/91, claims
submitted by any person who incurs such costs;
$1,500 for crimes occurring on and after 7/30/83 until 7/31/85, claims
submitted by any person who incurs such costs;
$1,500 for crimes occurring on and after 6/15/82 until 7/29/83, claims
submitted by family members;
$1,500 for crimes occurring on and after 6/16/68 until 6/14/82, claims
submitted by a surviving spouse, parent or child;
$1,000 for crimes occurring on and after 8/1/66 until 6/15/68, claims
submitted by a surviving spouse or child.
(2) Where a third party, non-claimant pays for a causally-related
out-of-pocket expense on behalf of a claimant and the third party has no
contractual responsibility to the claimant to make such payment, the
office shall require affidavits from both the claimant and the third
party stating that the payment by the third party was meant as a loan to
the claimant, as proof for the office to reimburse the third party.
(3) In order for the costs associated with new or enhanced security
devices, beyond those which, pursuant to the Executive Law are repaired
or replaced under subdivision 2 of section 631, or are awarded under
subdivision 12 of section 631, to be compensable, the office shall
require a statement from the claimant's physician or counselor, or the
district attorney handling the victim's case, indicating that without
the aid of such a device the claimant's health is in imminent danger.
Compensable costs shall be limited to the devices themselves and their
installation, and shall not include the periodic service charges for
monitoring or maintaining any such devices.
(4) The office may require proof from claimants for all claims of
crime-related counseling expenses which are filed more than one year
after counseling has begun. The claimants shall offer evidence to the
office that the counseling is causally connected to the crime and the
office may request an independent medical examination of any claimant
before authorizing reimbursement for reasonable expenses of counseling
services.
(5) Court transportation expenses. (i) An award shall include reason-
ably transportation expenses of the claimant incurred for necessary
court appearances in connection with the prosecution of the crime upon
which the claim is based.
(ii) Except for calculating the reimbursement rate for mileage trav-
eled in instances where a claimant has provided his or her own transpor-
tation, the standards for the rates of reimbursement for state employees
as promulgated by the Department of Audit and Control and set forth in 2
NYCRR Part 8, shall be followed in making a determination as to the
reasonableness of the travel expense incurred as well as the amount of
reimbursement. When a claimant has provided his or her own transporta-
tion, the standards for the rates of reimbursement for mileage traveled
shall be calculated as set forth in subdivision (e) of section 525.3 of
this Part. The rates of reimbursement in effect on the date the travel
expense for the necessary court appearance was incurred shall be
controlling.
(iii) Any claimant eligible to receive an award under article 22 and
this Part shall be eligible for an award for transportation expenses
incurred for necessary court appearances.
(6) Any award for financial counseling expenses must be related to the
crime and shall not exceed the actual monetary loss or fraudulent charg-
es and/or debt incurred by the victim. For services provided during a
six-month period or longer, the office shall require evidence on a semi-
annual basis that such counseling continues to be necessary as a direct
result of the crime.
(7) An award for crime-related counseling expenses may be made to: (i)
certain family members, pursuant to paragraph b of subdivision 1 of
section 624 of the Executive Law, including spouses, grandparents,
parents, stepparents, guardians, brothers, sisters, stepbrothers, step-
sisters, children or stepchildren of homicide victims, if otherwise
eligible and as a result of the death of such victim, (ii) certain fami-
ly members, pursuant to paragraph h of subdivision 1 of section 624 of
the Executive Law, including parents, stepparents, grandparents, guardi-
ans, brothers, sisters, stepbrothers or stepsisters of child victims, if
otherwise eligible and as a result of the victimization of such child
victims, and (iii) child victims, pursuant to subdivision 17 of section
631 of the Executive Law, if otherwise eligible and as a result of
having witnessed a crime.
(h) Direct reimbursement of forensic sexual assault examinations. (1)
Definitions:
(i) "Licensed provider" shall mean any New York State accredited
hospital or licensed physician, nurse practitioner, registered nurse or
physician assistant practicing within the State of New York whose
performance of a sexual assault forensic examination is within the scope
of practice of the discipline in which he or she holds a license or any
other sexual assault examiner certified by the Department of Health to
conduct a sexual assault forensic examination.
(ii) "Sexual assault" shall mean any sexual offense defined in Article
130 of the New York State Penal Law.
(iii) "Forensic examination" shall mean an examination conducted by a
licensed provider as defined in Section 525.12(h)(1)(i) hereof for the
purpose of collecting and preserving evidence to document a sexual
assault, conducted in accordance with the New York State Department of
Health's Protocol for the Acute Care of the Adult Patient Reporting
Sexual Assault or the Child and Adolescent Sexual Offense Protocol.
Copies of these protocols may be obtained from the Department of Health
at the following address:

The Bureau of Women's Health
NYS Department of Health
Room 1882, Tower Building
Empire State Plaza
Albany, New York 12237-0621
Phone: (518) 474-3664

(iv) "Claim form" shall mean the Office of Victim Services Medical
Provider Forensic Rape Examination Claim Form. In addition to being
included in the Sexual Offense Evidence Collection Kit, this form is
available from the Office of Victim Services online at
http://www.ovs.ny.gov.
(2) Notwithstanding any contrary provisions, whenever a licensed
provider administers a forensic examination to a survivor of a sexual
assault in accordance with the established protocol as defined in
section 525.12(h)(1)(iii) hereof, such provider shall render such
services without charge and shall bill the office directly for such
services, unless the sexual assault survivor assigns his or her private
insurance benefits for the forensic examination, in which case the
office shall not be billed for such services by the provider pursuant to
this subdivision. Except as provided in section 525.12(h)(6) hereof,
nothing in this section shall preclude a licensed provider from billing
a sexual assault survivor for medical services unrelated to the forensic
exam as set forth in Section 525.12(h)(5)(i), (ii), (iii) and (iv).
(3) At the time of the initial visit, the provider shall:
(i) request assignment of any private health insurance benefits on a
form prescribed by the office,
(ii) advise a sexual assault survivor orally and in writing that he or
she may decline to provide private health insurance information if he or
she believes it would substantially interfere with his or her personal
privacy or safety,
(iii) advise a sexual assault survivor that providing such information
may provide additional resources to pay for services to other sexual
assault victims, and
(iv) require that if he or she declines to provide such health insur-
ance information, he or she shall indicate such decision on the form
prescribed by the office.
(4) Eligibility criteria:
(i) To establish eligibility, a licensed provider shall submit a
completed Claim Form as defined in section 525.12(h)(1)(iv) and attach
an itemized bill indicating the relevant forensic examination related
current procedural terminology (CPT) codes associated with each service
provided to the office at the address below:
Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, NY 12210-8002

(ii) Upon receipt of a completed Claim Form with an itemized bill
including CPT codes and acceptance by the Office of Victim Services,
payment will be authorized directly to the licensed provider through the
appropriate billing facility as set forth in Section 525.12(h)(8).
(5) The provider shall be reimbursed at the rate of itemized charges
not exceeding $800 for forensic examiner services, hospital or health-
care facility services directly related to the forensic exam, and
related laboratory tests and pharmaceuticals directly related to the
exam. The office has determined that reimbursable expenses shall include
at a minimum:
(i) Forensic examiner and hospital or healthcare facility services
directly related to the exam, including integral forensic supplies.
(ii) Scope procedures directly related to the forensic exam including
but not limited to anoscopy and colposcopy.
(iii) Laboratory testing directly related to the forensic examination,
including drug screening, urinalysis, pregnancy screening, syphillis
screening, chlamydia culture, gonorrhea coverage culture, blood test for
HIV screening, hepatitis B and C, herpes culture and any other STD test-
ing directly related to the forensic examination.
(iv) Pharmaceuticals directly related to the forensic examination
including STD, pregnancy, initial HIV prophylaxis up to a 7 day supply
and hepatitis prophylaxis.
(v) Except as provided in section 525.12(h)(6) hereof, follow-up post
exposure HIV prophylaxis and follow-up HIV counseling, charges for inpa-
tient services, and for services other than those included in Section
525.12(h)(5)(i), (ii), (iii) and (iv) are not included in this rate and
shall not be reimbursable under this Part, but shall continue to be
reimbursable under established office procedure.
(6) The victim shall not be responsible for the payment of the cost of
the forensic examination or any other services specified by the provider
in its submission to the office pursuant to Section 525.12(h)(4) hereof.
The licensed provider must accept the reimbursement rate as payment in
full for those services submitted to the office pursuant to Section
525.12(h)(4) hereof and included in Section 525.12(h)(5)(i), (ii), (iii)
and (iv). The licensed provider shall not submit any remaining balance
due for such services after submission to the office to the victim or
commence civil actions against the victim to recover any balance due for
such services.
(7) The costs for multiple forensic examinations of the same victim
will not be reimbursed. The cost of only one forensic sexual assault
examination per victim per alleged sexual assault will be considered a
reimbursable cost.
(8) For the forensic examination and services directly related to the
forensic examination, the office will reimburse the facility in which
the forensic examination was conducted and whose operator's certificate
number or facility identification, if applicable, appears on the Claim
Form, the amount of itemized charges not exceeding $800. The amount
reimbursed shall be proportionately allocated among the service provid-
ers by the billing facility.
(9) Expenses must be related to a forensic examination performed with-
in 96 hours following the incident. This reporting time shall be waived
for a child victim or for any victim if good cause has been shown.
(10) A claim for reimbursement of expenses associated with a forensic
examination made pursuant to this section must be submitted within one
year of the date of the examination to the Albany Office of Crime Victim
Services.
(i)(1) The office may award loss of earnings or support in accordance
with this Part, subdivision 3 of section 631 of the Executive Law and
subject to any applicable maximum award limitations pursuant to Article
22 of the Executive Law, for such amounts that can be verified to the
satisfaction of the office. (i) Any award for loss of earnings shall
include time which an employee was absent from work and not paid for the
date or time off. (ii) Except as provided in subparagraph (iii) of this
paragraph, any award for loss of earnings or support shall be limited to
the victim's income which has been reported to an appropriate taxing
authority. (iii) If during an investigation of a claim the office deter-
mines that such income is not subject to taxation, the office shall
request alternative information to verify such income.
(2) An award for loss of earnings by a parent or guardian as a result
of the hospitalization of a child victim under the age of eighteen for
injuries sustained as a direct result of a crime, shall further be
limited by the following: (i) the victim's full loss of earnings shall
take priority over any other eligible claim for loss of earnings by a
parent or guardian based on the victim's hospitalization; (ii) should
more than one parent or guardian be eligible for an award for loss of
earnings, the office shall only award the first eligible claim received,
in addition to the victim's claim, per hospitalization period or portion
of such period; (iii) the total weekly award for an eligible claimant or
claimants shall not exceed six hundred dollars. See Executive Law
section 631(3); and (iv) the total loss of earnings award for an eligi-
ble claimant or claimants shall not exceed thirty thousand dollars. See
Executive Law section 631(2).
(3)(i) Except as provided in subparagraph (ii) of this paragraph, and
pursuant to and in accordance with this Part and Executive Law Article
22 and subject to any applicable maximum award limitations contained
therein, any award for a victim's loss of earnings shall be limited to a
period of disability resulting from crime-related injuries as estab-
lished by the medical evidence obtained during the investigation of a
claim. (ii) If during the investigation of the claim such period of
disability can not be established by medical evidence, there shall be a
rebuttable presumption that such victim has suffered a period of disa-
bility of not longer than seven consecutive days beginning on the date
of the crime. The office may award loss of earnings for such period, or
a portion thereof.
(j) Notwithstanding any contrary provisions of this Part, claims with
respect to a livery operator victim shall be investigated on an expe-
dited basis and a decision shall be made within thirty days of the date
upon which the claim was accepted for filing. (1) Each award for loss of
earnings pursuant to this paragraph made with respect to a claim involv-
ing a livery operator assault victim shall be for such period of time as
the office determines that the livery operator assault victim is unable
to work and has lost earnings as a result of such assault, in an amount
not to exceed twenty thousand dollars. Such award shall be distributed
in increments of five hundred dollars per week. (2) Each award for loss
of support pursuant to this paragraph made with respect to a claim
involving a livery operator homicide victim shall be in the amount of
twenty thousand dollars, distributed in increments of five hundred
dollars per week.
(k) Any claimant may submit an additional claim for any loss of earn-
ings or support in excess of the amount awarded pursuant to this
section, or an additional claim for any other award pursuant to this
Part or Executive Law Article 22, in each case pursuant to and in
accordance with this Part and Executive Law Article 22 and subject to
any applicable maximum award limitations contained therein.
(l) The office is payer of last resort and as such, the claimant must
exhaust all collateral sources available to them pursuant to subdivision
4 of section 631 of the Executive Law. All awards made pursuant to
Executive Law Article 22 and this Part shall be reduced in the manner
prescribed in subdivision 4 of section 631 of the Executive Law,
provided however that any payments received or to be received by the
claimant or victim as the result of a private civil action brought
against the "profits of a crime" or the "funds of a convicted person"
pursuant to section 632-a of the Executive Law shall not reduce the
amount of such awards.

525.13 Review of a decision on a claim.
(a) The claimant may, within 30 days after receipt of the decision of
the office, make an application in writing to the office for reconsider-
ation of such decision. Such application shall include the claim number
and an original signature of the claimant.
(b) Upon receipt of an application pursuant to subdivision (a) of this
section, the Director and/or his or her designee(s) shall either re-open
the claim for reconsideration based upon new information or approve the
application for the Director and/or his or her designee(s) to review the
record, to affirm or modify the decision of the office. The Director
shall ensure the person or persons reviewing the record shall not
include the person who made the determination which is being reviewed.
If the application for reconsideration is based wholly upon the law
under which the office operates, a decision may be issued without a
hearing. If the application for reconsideration is based in part or
wholly upon the facts of the claim, the office shall notify the claimant
of the date and time during which the Director and/or his or her
designee(s) will consider their application. The claimant may request to
personally appear or otherwise make him or her available in a manner
prescribed by the Director and/or his or her designee(s) at such time
for a hearing pursuant to section 525.8 of this Part prior to the
rendering of a decision. If such hearing is requested and the claimant
fails to appear or be available in the manner prescribed by the Director
and/or his or her designee(s), the hearing shall be considered waived by
the claimant and the Director and/or his or her designee(s) shall review
the record to make its final determination, unless the Director and/or
his or her designee(s), for good cause shown, finds such failure to have
been justified. If such hearing is not requested, the Director and/or
his or her designee(s) shall review the record and make its determi-
nation. The decision of the Director and/or his or her designee(s) shall
become the final determination of the office. The Director and/or his or
her designee(s) shall issue a written determination. The determination
shall state in writing the reason(s) therefor. Should the determination
contain a specific payment or payments to the claimant or provider(s),
the determination shall state in writing the projected date of such
payment(s). A copy of the determination shall become part of the claim's
file and the claimant and/or his or her attorney shall be provided a
copy of such determination.
(c) A written determination shall have printed or typed thereon
notices to the claimant and/or attorney. These notices shall include any
rights to appeal that the claimant may have of the decision and a
projected date of payment in the case of an award to the claimant.
(d) If no application is received pursuant to subdivision (a) of this
section, the decision of the office shall become the final determi-
nation.
(e) The office may reinvestigate or reopen cases at any time, as the
office deems necessary.

525.14 Judicial review.
(a) Any claimant aggrieved by a final determination of the office may
seek court review of that determination, as provided for in article 78
of the Civil Practice Law and Rules.
(b) Upon a proceeding being instituted by the Attorney General for
court review of a decision of the office, pursuant to section 629 of the
Executive Law, the office shall furnish a certified copy of the record
upon which the decision was based to the Attorney General and to the
claimant and/or his or her attorney.

525.15 Claimant records.
(a) Claimant records are (1) not subject to the provisions of the
Public Officers Law: article six; paragraphs c and d of subdivision one
or subdivisions two, three and six of section ninety-four and section
ninety-five and (2) confidential, subject to the provisions of section
633 of the Executive Law and section 96 of the Public Officers Law.
Pursuant to section 633 of the Executive Law, the following exceptions
exist to such confidentiality: (1) requests fro information based upon
legitimate criminal justice purposes;
(ii) judicial subpoenas;
(iii) requests for information by the victim or claimant or his or her
authorized representative pursuant to subdivision c of section 525.3 of
this Part;
(iv) requests for the release of records as authorized by a claimant
pursuant to subdivision e of this section;
(v) for purposes necessary and proper for the administration of Arti-
cle 22 of the Executive Law, including but not limited to, providing
information to a victim assistance program pursuant to subdivision a of
section 525.22 of this Part.
(b) A claimant shall notify the office of any change of contact infor-
mation in person, by mail, or electronically via facsimile, electronic
mail or any other manner the office may make available for the change of
contact information pursuant to subdivision one of section 305 of the
New York State Technology Law. (1) If mailed, such notification shall
be directed to:
Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002
(2) Change of contact information may be sent via facsimile, to a
number the office may make available.
(c) A claimant may request a copy of part or all of their record by
letter, indicating the claim number and containing an original signature
of the claimant. Such request shall be directed to:
Legal Unit
Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002
(d) Should a claimant authorize a representative pursuant to subdivi-
sion (c) of section 525.3 of this Part, such representative may request
a copy of part or all of the claimant's record by letter, indicating the
claim number and containing an original signature of the representative
and directed to the unit and address contained in paragraph (c) of this
subdivision.
(e) A claimant may authorize another party, who is not an authorized
representative pursuant to subdivision (c) of section 525.3 of this
Part, to receive information related to their claim. Such authorized
party may request a copy of part or all of the claimant's record by
letter, indicating the claim number and containing an original signature
of the authorized party and directed to the unit and address contained
in paragraph (c) of this subdivision. This authorization shall be valid
unless and until revoked by the claimant in writing. A claimant who
wishes to designate another party to receive information related to
their claim shall provide to the office a notarized authorization
compliant with Public Officers Law, section 96 before any confidential
records of, or information about a claimant can be disclosed by the
office. The form shall be as follows:
Authorization by Claimant for Release of Records
Pursuant to New York State Executive law, § 633 and
Public Officers Law § 96, I:

__________________________
Name of Claimant
(Please Print)

__________________________
Claim Number
hereby authorize:

__________________________
Name of Individual

__________________________
Address of Individual

__________________________
Phone Number of Individual

to have a complete copy of the records maintained with respect to me and
the above mentioned claim for their information. This authorization is
to allow the Office of Victim Services to share the records compiled for
this claim with the above authorized individual. This authorization
shall be valid until revoked by me in writing.

___________________________
Signature of Claimant
Date
State of New York))ss.:
County of __________________)
On the _________________day of ________________in the year___________
before me, the undersigned, personally appeared______________________,
personally known to me or proved to me on the basis of satisfactory
evidence to be the individual whose name is subscribed to the within
instrument and acknowledged to me that he/she executed the same in
his/her capacity, and that by his/her signature on the instrument, the
individual, or the person upon behalf of which the individual acted,
executed the instrument.

_____________________________
NOTARY PUBLIC

(f) The office may deny access to portions of a claimant record (i)
subject to the provisions of subdivision two of section eighty-seven of
the Public Officers Law and (ii) to protect any personally identifying
information from disclosure.
(g) Fees. Fees for copies of claimant records may be charged, provided
that: (1) the fee for copying records shall not exceed 25 center per
page for photocopies not exceeding 9 by 14 inches, (2) the fee for
photocopies of records in excess of 9 by 14 inches shall not exceed the
actual cost of reproduction, (3) the fee for copying records onto a
storage device or media provided to the person making the request shall
not exceed the actual cost of such storage device or media, (4) the fee
for delivery to the person making the request shall not exceed the actu-
al cost of delivery, (5) the office shall inform the person requesting a
copy of the record of the estimated cost, (6) the office may require
that the fee for copying or reproducing a record and delivery be paid in
advance of the preparation of such copy, and (7) the office may waive a
fee in whole or in part when making copies of records available to a
claimant or a claimant's attorney.

525.16 Availability of rules. Copies of the rules of the office and
article 22 of the Executive Law shall be available to the public at all
locations of the Office of Victim Services and online at
http://www.ovs.ny.gov. The office may also be contacted at
1-800-247-8035.

525.17 Requests for further reduction of lien.
(a) A request for a further reduction of the amount of the State's
lien pursuant to subdivision 2 of section 634 of the Executive Law,
shall be submitted by the claimant or the claimant's attorney in writing
to the office at the following address:
Legal Unit
Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002
(b) Such request shall include:
(1) the claim number or other information which would assist in iden-
tifying the claimant and/or the victim;
(2) a statement setting forth the reason(s) the proposed further
reduction would be in the best interests of the claimant and the State;
(3) copies of the following documents where they exist:
(i) the complaint(s) served in the case;
(ii) statement of attorney fees; and
(iii) a listing of disbursements or other expenses incurred in the
action.
(c) Upon receipt of a request for further reduction in the State's
lien, the legal unit of the office shall examine the request and make a
written recommendation to the Director.
(d) The Director shall determine all such requests and upon such
determination, the legal unit shall inform the claimant or the claim-
ant's attorney of the determination.

525.18 Battered spouses shelter cost guidelines.
(a) As a means of ensuring that eligible battered spouses and children
receive necessary shelter and services; to provide an objective, fair
and reasonable equitable reimbursement rate for battered spouses and
shelter providers who service these claimants, thereby maximizing avail-
able program dollars and improving administration of claims for the
benefit of all victims; the office hereby establishes a guideline sched-
ule of maximum charges for the cost of residing at or utilizing services
provided by shelters for eligible battered spouses and children payable
under sections 626 and 631(2) of the Executive Law.
(b) Adoption of county departments of social services shelter fee
guidelines. The office in computing the amount of an award payable for
the cost of residing at or utilizing services provided by shelters for
battered spouses and children, shall use the per diem rate, where estab-
lished, of the county department of social services in which the shelter
is located.

525.19 Crimes committed by family members. A victim who is injured as
result of a crime committed by a family member will be eligible to
receive an award unless the office finds that the person responsible for
the crime will derive substantial economic benefit or unjust enrichment.
A determination that a family member will derive substantial economic
benefit or unjust enrichment will be based upon a consideration of the
offender's access to the award, the victim's cooperation with the crimi-
nal justice system, and the availability of collateral resources.
(a) Access. It shall be determined whether the offender will have
access to any award to the victim and/or whether a substantial portion
of the money will be primarily used by or for the benefit of the offen-
der.
(1) When an award is made directly to a victim it must be determined
that the offender will not substantially benefit from such award.
Factors to be considered in determining whether substantial benefit will
be derived include:
(i) whether a significant portion of the award will pay for the
offender's living expenses, or be otherwise used for his or her benefit;
and
(ii) the needs of the victim and other family members in comparison to
any benefit to be derived by the offender. The fact that the offender
may benefit incidentally from such award will not support a determi-
nation of substantial economic benefit or unjust enrichment where such
award is essential to the well-being of the victim and other innocent
and dependent family members, particularly in regard to their living
expenses.
(2) The fact that the offender is present in the household will be a
factor to be considered but shall not preclude an award.
(3) Whenever possible payments will be made directly to third-party
providers.
(b) Cooperation. The victim must file a police report and be willing
to cooperate with the criminal justice system or in a family court
proceeding.
(c) Collateral resources. In domestic violence claims as in any other
claim, collateral resources available to the victim, including those
from the offender, must be considered and deducted from any award. If,
however, the offender fails to meet legal responsibilities to pay resti-
tution or to provide for the medical needs of a family member, or if the
offender impedes payment of insurance that may be available to cover a
claimant's out-of-pocket losses, the office may make an award to cover
such losses. The offender will remain liable for such losses pursuant to
the office's subrogation right.

525.20 Victims of human trafficking, presumption of physical injury.
When a claimant applies as a victim of labor trafficking as defined in
section 135.35 of the Penal Law, or sex trafficking as defined in
section 230.34 of the Penal Law, there shall be a rebuttable presumption
that such victim has suffered a physical injury for the purposes of
eligibility under Article 22 of the Executive Law.

525.21 Prohibited use of personal identifying information. 1. The
office shall not do any of the following, unless otherwise required by
law:
(a) Intentionally communicate to the general public or otherwise make
available to the general public in any manner an individual's social
security account number. This paragraph shall not apply to any individ-
ual intentionally communicating to the general public or otherwise
making available to the general public his or her social security
account number.
(b) Print an individual's social security account number on any card
or tag required for the individual to access products, services or bene-
fits provided by the office.
(c) Require an individual to transmit his or her social security
account number over the internet, unless the connection is secure or the
social security account number is encrypted.
(d) Require an individual to use his or her social security account
number to access an internet web site, unless a password or unique
personal identification number or other authentication device is also
required to access the internet website.
(e) Include an individual's social security account number, except the
last four digits thereof, on any materials that are mailed to the indi-
vidual, or in any electronic mail that is copied to third parties,
unless State or Federal law requires the social security account number
to be on the document to be mailed. Notwithstanding this paragraph,
social security account numbers may be included in applications and
forms sent by mail, including documents sent as part of an application
or enrollment process, or to establish, amend or terminate a claim,
account, contract or policy, or to confirm the accuracy of the social
security account number. A social security account number that is
permitted to be mailed under this section may not be printed, in whole
or in part, on a postcard or other mailer not requiring an envelope, or
visible on the envelope or without the envelope having been opened.
(f) Encode or embed a social security number in or on a card or docu-
ment, including, but not limited to, using a bar code, chip, magnetic
strip, or other technology, in place or removing the social security
number as required by this section.
(g) No person may file any document available for public inspection
with the office that contains a social security account number of any
other person, except as required by Federal or State law or regulation,
or by court rule.
2. As used in this section "social security account number" shall
include the nine digit account number issued by the Federal Social Secu-
rity Administration and any number derived therefrom. Such term shall
not include any number that has been encrypted.
3. This section shall not prevent the collection, use or release of a
social security account number as required by State or Federal law, or
the use of a social security account number for internal verification,
fraud investigation or administrative purposes.

525.22 Victim Assistance Programs or VAPs.
(a) Victim Assistance Programs may assist claimants in the preparation
of claims for presentation to the office and requests for emergency
awards pursuant to section 525.11 of this Part.
(1) If a VAP is listed on a claim form, the office shall be permitted
to discuss such claim(s) with the VAP notwithstanding the provisions of
section 633 of the Executive Law.
(2) If a VAP is not listed on a claim form and the claimant subse-
quently wishes the VAP to assist them with the office, the claimant may
authorize a representative pursuant to subdivision (c) of section 525.3
of this Part from the VAP. Pursuant to section 633 of the Executive
Law, the office shall be unable to discuss a claim with a third party
unless so authorized and designated by the claimant.
(b) Victim Assistance Programs receiving state funds or state-author-
ized payments from the office pursuant to the terms of a contract or
memorandum of understanding shall comply with all applicable federal and
state laws and regulations and any applicable contractual or memorandum
of understanding language entered into with the office. Applicable state
regulations shall include, but not be limited to this section and
section 525.24 of this Part.

525.23 Freedom of information law or FOIL. (a) Purpose and scope. (1)
The people's right to know the process of government decision-making and
the documents and statistics leading to determinations is basic to our
society. Access to such information should not be thwarted by shrouding
it with the cloak of secrecy of confidentiality. (2) These regulations
provide information concerning the procedures by which records may be
obtained. (3) Personnel shall furnish to the public the information and
records required by the Freedom of Information Law, as well as records
otherwise available by law. (4) Any conflicts among laws governing
public access to records shall be construed in favor of the widest
possible availability of public records.
(b) Designation of records access officer. (1) The Office of Victim
Services is responsible for insuring compliance with the regulations
herein, and designates the Counsel to the Office of Victim Services as
records access officer. (2) The records access officer is responsible
for insuring appropriate agency response to public requests for access
to records. The designation of a records access officer shall not be
construed to prohibit officials who have in the past been authorized to
make records or information available to the public from continuing to
do so. The records access officer shall insure that agency personnel:
(i) Maintain an up-to-date subject matter list.
(ii) Assist persons seeking records to identify the records sought, if
necessary, and when appropriate, indicate the manner in which the
records are filed, retrieved or generated to assist persons in reason-
ably describing records.
(iii) Contact persons seeking records when a request is voluminous or
when locating the records involves substantial effort, so that personnel
may ascertain the nature of records of primary interest and attempt to
reasonably reduce the volume of records requested.
(iv) Upon locating the records, take one of the following actions:
(a) Make records available for inspection; or,
(b) Deny access to the records in whole or in part and explain in
writing the reasons therefor.
(v) Upon request for copies of records:
(a) Make a copy available upon payment or offer to pay established
fees, if any, in accordance with subdivision h; or,
(b) Permit the requester to copy those records.
(vi) Upon request, certify that a record is a true copy; and
(vii) Upon failure to locate records, certify that:
(a) The Office of Victim Services is not the custodian for such
records, or
(b) The records of which the Office of Victim Services is a custodian
cannot be found after diligent search.
(c) Location. Records shall be available for public inspection and
copying at:
New York State Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002
(d) Hours for public inspection. Requests for public access to records
shall be accepted and records produced during all hours regularly open
for business. These hours are Monday through Friday, 9:00am to 5:00pm.
(e) Requests for public access to records. (1) A written request may
be required, but oral requests may be accepted when records are readily
available. (2) If records are maintained on the internet, the requester
shall be informed that the records are accessible via the internet and
in printed form either on paper or other information storage medium. (3)
A response shall be given within five business days of receipt of a
request by:
(i) informing a person requesting records that the request or portion
of the request does not reasonably describe the record sought, including
direction, to the extent possible, that would enable that person to
request records reasonably described;
(ii) granting or denying access to records in whole or in part;
(iii) acknowledging the receipt of a request in writing, including an
approximate date when the request will be granted or denied in whole or
in part, which shall be reasonable under the circumstances of the
request and shall not be more than twenty business days after the date
of the acknowledgment, or if it is known that circumstances prevent
disclosure within twenty business days from the date of such acknowledg-
ment, providing a statement in writing indicating the reason for inabil-
ity to grant the request within that time and a date certain, within a
reasonable period under the circumstances of the request, when the
request will be granted in whole or in part; or
(iv) if the receipt of request was acknowledged in writing and
included an approximate date when the request would be granted in whole
or in part within twenty business days of such acknowledgment, but
circumstances prevent disclosure within that time, providing a statement
in writing within twenty business days of such acknowledgment specifying
the reason for the inability to do so and a date certain, within a
reasonable period under the circumstances of the request, when the
request will be granted in whole or in part.
(4) In determining a reasonable time for granting or denying a request
under the circumstances of a request, personnel shall consider the
volume of a request, the ease or difficulty in locating, retrieving or
generating records, the complexity of the request, the need to review
records to determine the extent to which they must be disclosed, the
number of requests received by the agency, and similar factors that bear
on the ability to grant access to records promptly and within a reason-
able time.
(5) A failure to comply with the time limitations described herein
shall constitute a denial of a request that may be appealed. Such fail-
ure shall include situations in which an officer or employee:
(i) fails to grant access to the records sought, deny access in writ-
ing or acknowledge the receipt of a request within five business days of
the receipt of a request;
(ii) acknowledges the receipt of a request within five business days
but fails to furnish an approximate date when the request will be grant-
ed or denied in whole or in part;
(iii) furnishes an acknowledgment of the receipt of a request within
five business days with an approximate date for granting or denying
access in whole or in part that is unreasonable under the circumstances
of the request;
(iv) fails to respond to a request within a reasonable time after the
approximate date given or within twenty business days after the date of
the acknowledgment of the receipt of a request;
(v) determines to grant a request in whole or in part within twenty
business days of the acknowledgment of the receipt of a request, but
fails to do so, unless the agency provides the reason for its inability
to do so in writing and a date certain within which the request will be
granted in whole or in part;
(vi) does not grant a request in whole or in part within twenty busi-
ness days of the acknowledgment of the receipt of a request and fails to
provide the reason in writing explaining the inability to do so and a
date certain by which the request will be granted in whole or in part;
or
(vii) responds to a request, stating that more than twenty business
days is needed to grant or deny the request in whole or in part and
provides a date certain within which that will be accomplished, but such
date is unreasonable under the circumstances of the request.
(f) Subject matter list. (1) The records access officer shall maintain
a reasonably detailed current list by subject matter of all records in
its possession, whether or not records are available pursuant to subdi-
vision two of Section eighty-seven of the Public Officers Law. (2) The
subject matter list shall be sufficiently detailed to permit identifica-
tion of the category of the record sought. (3) The subject matter list
shall be updated annually. The most recent update shall appear on the
first page of the subject matter list.
(g) Denial of access to records. (1) Denial of access to records shall
be in writing stating the reason therefor and advising the requester of
the right to appeal to the individual or body established to determine
appeals, [who or which] shall be identified by name, title, business
address and business phone number.
(2) If requested records are not provided promptly, as required in
paragraph 5 of this section, such failure shall also be deemed a denial
of access.
(3) The Director or his or her designee shall determine appeals
regarding denial of access to records under the Freedom of Information
Law. Such appeal shall be directed to:
Director
New York State Office of Victim Services
Alfred E. Smith State Office Building
80 South Swan Street, 2nd Floor
Albany, New York 12210-8002.
(4) Any person denied access to records may appeal within thirty days
of a denial.
(5) The time for deciding an appeal by the Director or his or her
designee to determine appeals shall commence upon receipt of a written
appeal identifying:
(i) the date and location of requests for records;
(ii) a description, to the extent possible, of the records that were
denied; and
(iii) the name and return address of the person denied access.
(6) A failure to determine an appeal within ten business days of its
receipt by granting access to the records sought or fully explaining the
reasons for further denial in writing shall constitute a denial of the
appeal.
(7) The Director or his or her designee shall transmit to the Commit-
tee on Open Government copies of all appeals upon receipt of appeals.
Such copies shall be addressed to:
Committee on Open Government
Department of State
One Commerce Plaza
99 Washington Avenue, Suite 650
Albany, NY 12231
(8) The Director or his or her designee shall inform the appellant and
the Committee on Open Government of its determination in writing within
ten business days of receipt of an appeal. The determination shall be
transmitted to the Committee on Open Government in the same manner as
set forth in paragraph 7 of this subdivision.
(h) Fees. (1) There shall be no fee charged for:
(i) inspection of records;
(ii) search for records; or
(iii) any certification pursuant to this part.
(2) Copies may be provided without charging a fee.
(3) Fees for copies may be charged, provided that:
(i) the fee for copying records shall not exceed 25 cents per page for
photocopies not exceeding 9 by 14 inches;
(ii) the fee for photocopies of records in excess of 9 x 14 inches
shall not exceed the actual cost of reproduction; or
(iii) the office has the authority to redact portions of a paper
record and does so prior to disclosure of the record by making a photo-
copy from which the proper redactions are made.
(4) The fee which the office may charge for a copy of any other record
is based on the actual cost of reproduction and may include only the
following:
(i) an amount equal to the hourly salary attributed to the lowest paid
employee who has the necessary skill required to prepare a copy of the
requested record, but only when more than two hours of the employee's
time is necessary to do so; and
(ii) the actual cost of the storage devices or media provided to the
person making the request in complying with such request; or
(iii) the actual cost to the office of engaging an outside profes-
sional service to prepare a copy of a record, but only when the office's
information technology equipment is inadequate to prepare a copy, and if
such service is used to prepare the copy.
(5) When the office has the ability to retrieve or extract a record or
data maintained in a computer storage system with reasonable effort, or
when doing so requires less employee time than engaging in manual
retrieval or redactions from non-electronic records, the office shall be
required to retrieve or extract such record or data electronically. In
such case, the office may charge a fee in accordance with paragraph 4(i)
and (ii) above.
(6) The office shall inform a person requesting a record of the esti-
mated cost of preparing a copy of the record if more than two hours of
an agency employee's time is needed, or if it is necessary to retain an
outside professional service to prepare a copy of the record.
(7) The office may require that the fee for copying or reproducing a
record be paid in advance of the preparation of such copy.
(8) The office may waive a fee in whole or in part when making copies
of records available.
(i) Public notice. A notice containing the title or name and business
address of the records access officers and appeals person and the
location where records can be seen or copies shall be posted in a
conspicuous location wherever records are kept and/or published in a
local newspaper of general circulation.

525.24 Limits on administrative expenses and executive compensation.
(a) Background and intent. The purpose of this section is to implement
Executive Order No. 38 (E.O. 38), issued by Governor Andrew Cuomo on
January 18, 2012, by exercising the authority of the Director of the
Office of Victim Services to issue regulations governing the use of
state funds and state-authorized payments in connection with providing
program services to members of the public. E.O. 38 provides for a limit
on administrative expenses and executive compensation of providers of
program services in order to meet the state's ongoing obligation to
ensure the proper use of taxpayer dollars and the most effective
provision of such services to the public. This section is meant to
establish the minimum expectations and requirements pursuant to E.O. 38.
Any contractual agreements or memoranda of understanding entered into
with the office may provide for additional expectations and requirements
beyond those enumerated in this section.
(b) Definitions. For purposes of this section:
(1) Administrative expenses are those expenses authorized and allow-
able pursuant to applicable agency regulations, contracts or other rules
that govern reimbursement with state funds or state-authorized payments
that are incurred in connection with the covered provider's overall
management and necessary overhead that cannot be attributed directly to
the provision of program services.
(i) Such expenses shall be limited to those permitted by the federal
Victims of Crime Act (VOCA, 42 USC Chapter 112 and related regulations)
and shall include but are not limited to the following expenses, if
otherwise authorized and allowable pursuant to applicable agency regu-
lations, contracts or other rules that govern reimbursement with state
funds or state-authorized payments:
(a) that portion of the salaries and benefits of staff performing
administrative and coordination functions that cannot be attributed to
particular program services, including but not limited to the executive
director or chief executive officer, financial officers such as the
chief financial officer or controller and accounting personnel, billing,
claiming or accounts payable and receivable personnel, human resources
personnel, public relations personnel, administrative office support
personnel, and information technology personnel where such expenses
cannot be attributed directly to the provision of program services;
(b) that portion of legal expenses that cannot be attributed directly
to the provision of program services; and
(c) that portion of expenses for office operations that cannot be
attributed directly to the provision of program services, including but
not limited to telephones, computer systems and networks, professional
and organizational dues, licenses, permits, subscriptions, publications,
audit services, postage, office supplies, conference expenses, publicity
and annual reports, insurance premiums, interest charges and equipment
that is expensed (rather than depreciated) in cost reports, where such
expenses cannot be attributed directly to the provision of program
services.
(ii) Administrative expenses shall not include:
(a) capital expenses, including but not limited to non-personal
service expenditures for the purchase, development, installation, and
maintenance of real estate or other real property;
(b) property rental, mortgage or maintenance expenses;
(c) taxes, payments in lieu of taxes or assessments paid to any unit
of government; or
(d) equipment rental, depreciation and interest expenses, including
expenditures for vehicles and fixed, major movable and adaptive equip-
ment that is expensed (rather than depreciated) in cost reports; or
(e) expenses of an amount greater than $ 10,000 that would otherwise
be administrative, except that they are either non-recurring (no more
frequent than once every five years) or not anticipated by a covered
provider e.g., litigation-related expenses). Such expenses shall not be
considered administrative expenses or program expenses for purposes of
this regulation; or
(f) that portion of the salaries and benefits of staff performing
policy development or research.
(2) Covered operating expenses shall mean the sum of program services
expenses and administrative expenses of a covered provider as defined in
this subdivision.
(3) Related organization shall have the same meaning as the same term
in Schedule R of the Internal Revenue Service's Form 990 except that for
purposes of this regulation a related organization must have received or
be anticipated to receive state funds or state-authorized payments from
a covered provider during the reporting period.
(4) Covered executive is a compensated director, trustee, managing
partner, or officer whose salary and/or benefits, in whole or in part,
are considered administrative expenses as defined in paragraph (1) of
this subdivision, and any key employee whose salary and/or benefits, in
whole or in part, are administrative expenses and whose executive
compensation during the reporting period exceeded $199,000. For the
purposes of this definition, the terms director," "trustee," "officer,"
and "key employee" shall have the same meaning as such terms in the
Internal Revenue Service's instructions accompanying Form 990, Part VII.
If the number of key employees employed by the covered provider who meet
this definition exceeds ten, then the covered provider shall report only
those ten key employees whose executive compensation is the greatest
during the reporting period and no other key employees shall be consid-
ered covered executives. Clinical and program personnel in a hospital or
other entity providing program services, including but not limited to
chairs of departments, heads of service, chief medical officers, direc-
tors of nursing, or similar types of personnel fulfilling administrative
functions that are nevertheless directly attributable to and comprise
program services shall not be considered covered executives for purposes
of limiting the use of state funds or state-authorized payments to
compensate them. In the event that a covered provider pays a related
organization to perform administrative or program services, the covered
executives of the related organization shall also be considered "covered
executives" of the covered provider for purposes of reporting and
compliance with this section if more than thirty (30) percent of such a
covered executive's compensation is derived from state funds or state-
authorized payments received from the covered provider. In such a
circumstance, the related organization shall not be subject to the limi-
tations on the use of state funds or state-authorized payments for
administrative expenses in subdivision (c) of this section solely as a
result of having covered executives.
(5)(i) Covered provider shall mean a contractor, subcontractor, gran-
tee or subgrantee that:
(a) has received pursuant to contract or other agreement with the
office, or with another governmental entity, including county and local
governments, or an entity contracting on its behalf, to render program
services, state funds or state-authorized payments during the covered
reporting period and the year prior to the covered reporting period, and
in an average annual amount greater than $500,000 during those two
years; and
(b) at least thirty (30) percent of whose total, annual in-state
revenues for the covered reporting period and for the year prior to the
covered reporting period were from state funds or state-authorized
payments. This percentage shall be calculated as a percentage of the
total annual revenues derived from and in connection with the provider's
activities within New York State, irrespective of whether the provider
derives additional revenues from activities in another state. The source
of such revenues shall include those from sources outside New York State
if such revenues were derived from or in connection with activities
inside New York State, including contributions by out-of-state individ-
uals or entities for in-state activities. Where applicable, a provider's
method of calculating in-state revenues for purposes of determining tax
liability or in connection with completion of its financial statements
shall be deemed acceptable by the office for the purpose of applying
this paragraph.
(ii) For purposes of this section, the method of accounting used by
the contractor, subcontractor, grantee or subgrantee in the preparation
of its annual financial statements shall be used, except that a contrac-
tor, subcontractor, grantee or subgrantee that otherwise reports to the
office using a different method of accounting shall use such method.
(iii) Covered provider shall not include:
(a) State, county, and local governmental units in New York State, and
tribal governments for the nine New York State recognized nations, and
any subdivisions or subsidiaries of the foregoing entities;
(b) Individuals or entities providing child care services who are in
receipt of child care subsidies pursuant to title 5-C or section 410 of
the Social Services Law, except that such providers may be considered a
covered provider if it also receives state funds or state-authorized
payments that are not child care subsidies pursuant to title 5-C or
section 410 of the Social Services Law and would otherwise satisfy the
criteria in this definition;
(c) Individual professional(s), partnerships, S-Corporations or other
entities at least seventy-five percent of whose program services paid
for by state funds or state-authorized payments are provided by the
individual professional(s), by the partner(s), or by the owner(s) of the
corporation or entity, rather than by employees or independent contrac-
tors employed or retained by the entity, as determined by the amounts
obtained in state funds or state-authorized payments for such program
services;
(d) Individuals or entities providing primarily or exclusively
products, rather than services, in exchange for state funds or state-au-
thorized payments, including but not limited to pharmacies and medical
equipment suppliers. For the purpose of applying this exception, the
percentage of revenues derived from products rather than from services
shall be used; or
(e) Entities within the same corporate family as a covered provider,
including parent or subsidiary corporations or entities, except where
such a corporation or entity would otherwise qualify as a covered
provider but for the fact that it has received its state funds or state-
authorized payments from a covered provider rather than directly from a
governmental agency.
(iv) Covered reporting period shall mean the provider's most recently
completed annual reporting period, as defined herein, commencing on or
after July 1, 2013.
(6) Executive compensation shall include all forms of cash and noncash
payments or benefits given directly or indirectly to a covered execu-
tive, including but not limited to salary and wages, bonuses, dividends,
distributions to a shareholder/partner from the current reporting peri-
od's earnings where such distributions represent compensatory or guaran-
teed payments or compensatory partnership profits allocation or compen-
satory partnership equity interest for services rendered during such
reporting period, and other financial arrangements or transactions such
as personal vehicles, housing, below-market loans, payment of personal
or family travel, entertainment, and personal use of the organization's
property, reportable on a covered executive's W-2 or 1099 form, except
that mandated benefits (e.g., Social Security, worker's compensation,
unemployment insurance and short-term disability insurance), and other
benefits such as health and life insurance premiums, and retirement and
deferred compensation plan contributions that are consistent with those
provided to the covered provider's other employees shall not be included
in the calculation of executive compensation. For the purposes of this
definition, such benefits shall be considered consistent with those
provided to other employees where the intended value of the benefit is
substantially equal, even where the cost to the covered provider to
provide such a benefit may differ. With respect to employer contrib-
utions to retirement and deferred compensation plans that are not
consistent with those provided to other employees, executive compen-
sation shall be deemed to include only those amounts contributed or
accrued during the reporting period for the benefit or intended benefit
of the covered executive, even if not reported on the executive's W-2 or
1099 for that reporting period (but not those amounts that vested during
such period but were contributed or accrued prior to the period).
(7) Office shall mean the Office of Victim Services.
(8)(i) Program services are those services rendered by a covered
provider or its agent directly to and for the benefit of members of the
public (and not for the benefit or on behalf of the state or the award-
ing agency) that are paid for in whole or in part by state funds or
state-authorized funds.
(ii) Program services shall not include:
(a) policy development or research; or
(b) staffing or other assistance to a state agency or local unit of
government in such agency's or government's provision of services to
members of the public.
(9) Program services expenses are those expenses authorized and allow-
able pursuant to applicable agency regulations, contracts or other rules
that govern reimbursement with state funds or state-authorized payments
that are incurred by a covered provider or its agent in direct
connection with the provision of program services.
(i) Such expenses shall be limited to those permitted by the federal
Victims of Crime Act (VOCA. 42 USC Chapter 112 and related regulations)
and shall include but are not limited to the following expenses, if
otherwise authorized and allowable pursuant to applicable agency regu-
lations, contracts or other rules that govern reimbursement with state
funds or state-authorized payments:
(a) that portion of the salaries and benefits of staff providing
particular program services, including but not limited to, employees or
contractors providing direct care to clients and supervisory personnel
and support personnel whose work is attributable to a specific program
in whole or in part and contributes directly to the quality or scope of
the program services provided;
(b) that portion of the salaries and benefits of quality assurance and
supervisory personnel whose work is attributable in whole or in part to
particular programs and contributes to the quality or scope of the
program services provided by other personnel and related expenses;
(c) that portion of expenses incurred in connection with and attribut-
able to the provision of particular program services, including but not
limited to, travel costs to and from client residences, direct care
supplies, public outreach or education or personnel training to facili-
tate program services delivery, information technology and computer
services and systems directly attributable to program services, includ-
ing but not limited to, electronic patient records systems to facilitate
improved patient care or computer systems used in program services
delivery or documentation of program services provided, quality assur-
ance and control expenses, and legal expenses necessary to accomplish
particular program service objectives; and
(d) Expenses related to services which permit for a victim or person
related to a victim to access information related to important dates and
developments relating to criminal proceedings at issue in a timely and
efficient manner, pursuant to 42 USC Sec. 10603e.
(ii) Program services expenses shall not include:
(a) capital expenses, including but not limited to non-personal
service expenditures for the purchase, development, installation, and
maintenance of real estate or other real property; or
(b) taxes, payments in lieu of taxes or assessments paid to any unit
of government; or
(c) equipment rental, depreciation and interest expenses, including
but not limited to expenditures for vehicles and fixed, major movable
and adaptive equipment that is expensed (rather than depreciated) in
cost reports; or
(d) expenses of an amount greater than $10,000 that would otherwise be
administrative, except that they are either non-recurring (no more
frequent than once every five years) or not anticipated by a covered
provider (e.g., litigation-related expenses). Such expenses shall not be
considered administrative expenses or program expenses for purposes of
this regulation; or
(e) that portion of the salaries and benefits of staff performing
policy development or research.
(10) Reporting period shall mean, at the provider's option, the calen-
dar year or, where applicable, the fiscal year used by a provider.
However, where a provider is required to file an annual cost report with
the state, reporting period shall mean the reporting period applicable
to said cost report.
(11)(i) State-authorized payments refer to those payments of funds
that are not state funds but which are distributed, or disbursed upon a
New York State agency's approval or by another governmental unit within
New York State upon such approval, including but not limited to the
federal and county portions of Medicaid program payments approved by the
state agency. The office shall publish a list of government programs
whose funds shall be considered state-authorized payments prior to the
effective date of this regulation.
(ii) State-authorized payments shall not include any payments solely
for the following purposes:
(a) procurement contracts awarded on a "lowest price" basis pursuant
to section 163 of the State Finance Law;
(b) awards to state or local units of government except to the extent
such funds or payments are used by such government unit to pay covered
providers to provide program services through a contract or other agree-
ment;
(c) capital expenses, including but not limited to non-personal
service expenditures for the purchase, development, installation, and
maintenance of real estate or other real property, or equipment;
(d) direct payments of state funds or state-authorized payments, or
provision of vouchers or other items of monetary value that may be used
to secure specific services selected by the individual, or health insur-
ance premiums including but not limited to New York State Health Insur-
ance Program (NYSHIP) premium payments, or Supplemental Security Income
(SSI) payments, to or on behalf of individual members of the public;
(e) wage or other salary subsidies paid to employers to support the
hiring or retention of their employees;
(f) awards to for-profit corporations or other entities engaged exclu-
sively in commercial or manufacturing activities and not in the
provision of program services;
(g) policy development or research; or
(h) funds expressly intended to pay exclusively for administrative
expenses, including but not limited to Community Service Program "core"
contract funding for HIV/AIDS services programs.
(12) (i) State funds are those funds appropriated by law in the annual
state budget pursuant to article VII, section 7 of the New York State
Constitution. The office shall publish a list of government programs
whose funds shall be considered state funds prior to the effective date
of this regulation.
(ii) State funds shall not include any payments solely for the follow-
ing purposes:
(a) procurement contracts awarded on a "lowest price" basis pursuant
to section 163 of the State Finance Law;
(b) awards to state or local units of government except to the extent
such funds or payments are used by such government unit to pay covered
providers to provide program services through a contract or other agree-
ment;
(c) capital expenses, including but not limited to non-personal
service expenditures for the purchase, development, installation, and
maintenance of real estate or other real property, or equipment;
(d) direct payments of state funds or state-authorized payments, or
provision of vouchers or other items of monetary value that may be used
to secure specific services selected by the individual, or health insur-
ance premiums including but not limited to New York State Health Insur-
ance Program (NYSHIP) premium payments, or Supplemental Security Income
(SSI) payments, to or on behalf of individual members of the public;
(e) wage or salary subsidies paid to employers to support the hiring
or retention of their employees;
(f) awards to for-profit corporations or other entities engaged exclu-
sively in commercial or manufacturing activities and not in the
provision of program services;
(g) policy development or research; or
(h) funds expressly intended to pay exclusively for administrative
expenses, including but not limited to Community Service Program "core"
contract funding for HIV/AIDS services programs.
(c) Limits on administrative expenses.
(1) Limits on allowable administrative expenses. No less than seven-
ty-five (75) percent of the covered operating expenses of a covered
provider paid for with state funds or state-authorized payments shall be
program services expenses rather than administrative expenses. This
percentage shall increase by five (5) percent each year until it shall
be no less than eighty-five (85) percent in 2015 and for each year ther-
eafter. In determining whether an expense is a program service expense
or an administrative expense, a covered provider may allocate a portion
of the expense to each type if such allocation is supported by the
nature of the expense. Such allocation may include allocation of
portions of an employee's time and compensation to administrative or
program services. Commencing on July 1, 2013, the limits on allowable
administrative expenses pursuant to this section shall be effective and
applicable to each covered provider on the first day of each provider's
respective covered reporting period.
(2) Subcontractors, subgrantees and agents of covered providers. The
restriction on allowable administrative expenses in paragraph (1) of
this subdivision and the reporting requirements in subdivision (h) of
this section shall apply to subcontractors, subgrantees and agents of
covered providers if and to the extent that such a subcontractor,
subgrantee or agent has received state funds or state-authorized
payments from the covered provider to provide program or administrative
services during the reporting period and would otherwise meet the defi-
nition of a covered provider but for the fact that it has received state
funds or state-authorized payments from the covered provider rather than
directly from a governmental agency. A covered provider shall incorpo-
rate into its agreement with such a subcontractor, subgrantee or agent
the terms of this section by reference to require and facilitate compli-
ance. Upon request, covered providers shall promptly report to the fund-
ing or authorizing agency the identity of such subcontractors, subgran-
tees and agents, along with any other information requested by that
agency or by the office or its designee. A covered provider shall not be
held responsible for a subcontractor's or agent's failure to comply with
these regulations.
(3) Covered providers receiving state funds or state-authorized
payments from county or local government or from an entity contracting
on its behalf. The office or its designee, rather than the county or
local unit of government or entity contracting on behalf of such govern-
ment, shall be responsible for obtaining the necessary reporting from
and compliance by such covered providers, and shall issue guidance to
affected county and local governments to set forth the procedures by
which the office or its designee shall do so.
(4) Covered providers with multiple sources of state funds or state-
authorized payments. If a covered provider receives state funds or
state-authorized payments from multiple sources, the provider's compli-
ance with the restriction on allowable administrative expenses in para-
graph (1) of this subdivision shall be determined based upon the total
amount of program services expenses and administrative expenses paid for
by such funding received from all of such sources. As set forth in
subdivision (h) of this section, the covered provider shall report all
of such state funds and state-authorized payments, and the expenses paid
for by such funding, in the form and at the time specified by the office
or its designee.
(5) Other limits on administrative expenses. If the contract, grant,
or other agreement is subject to more stringent limits on administrative
expenses, whether through law or contract, such limits shall control and
shall not be affected by the less stringent limits imposed by this
section. However, the definition and interpretation of terms in this
section shall not be affected or limited by the definition or interpre-
tation of terms in other regulations or agreements.
(d) Limits on executive compensation.
(1) Limits on executive compensation. Except if a covered provider has
obtained a waiver pursuant to subdivision (e) of this section, a covered
provider as defined in this section shall not use state funds or state-
authorized payments for executive compensation given directly or indi-
rectly to a covered executive in an amount greater than $199,000 per
annum, provided, however, that the office shall review this figure annu-
ally to determine whether adjustment is necessary based on appropriate
factors and subject to the approval of the Director of the Division of
the Budget. Commencing on July 1, 2013, the limits on executive compen-
sation pursuant to this section shall be effective and applicable to
each covered provider on the first day of each covered provider's
respective covered reporting period.
(2) Except if a covered provider has obtained a waiver pursuant to
subdivision (e) of this section, where a covered provider's executive
compensation given to a covered executive is greater than $199,000 per
annum (including not only state funds and state-authorized payments but
also any other sources of funding), and either:
(i) greater than the 75th percentile of that compensation provided to
comparable executives in other providers of the same size and within the
same program service sector and the same or comparable geographic area
as established by a compensation survey identified, provided, or recog-
nized by the office and the Director of the Division of the Budget, or
(ii) was not reviewed and approved by the covered provider's board of
directors or equivalent governing body (if such a board or body exists)
including at least two independent directors or voting members (or,
where a duly authorized compensation committee including at least two
independent directors or voting members conducted such review on behalf
of the full board, such actions were not reviewed and ratified by such
board), or such review did not include an assessment of appropriate
comparability data; then such covered provider shall be subject to the
penalties set forth in subdivision (i) of this section. To determine
whether a covered provider may be subject to penalties, such provider
shall provide, upon request by the office or its designee, contemporane-
ous documentation in a form and level of detail sufficient to allow such
determination to be made.
(3) Program services rendered by covered executives. The limit on
executive compensation pursuant to this Section shall not be applied to
limit reimbursement with state funds or state-authorized payments for
reasonable compensation paid to a covered executive for program
services, including but not limited to supervisory services performed to
facilitate the covered provider's program services, rendered by the
executive outside of his or her managerial or policy-making duties.
Documentation of such program services rendered shall be used by the
covered provider to determine that percentage, if any, of the covered
executive's compensation that is attributable to program services and
that compensation shall not be considered in the calculation of his or
her executive compensation. Such documentation shall be maintained and
provided to the office or its designee upon request. Clinical and
program personnel in a hospital or other entity providing program
services, including but not limited to chairs of departments, heads of
service, chief medical officers, directors of nursing, or similar types
of personnel fulfilling administrative functions that are nevertheless
directly attributable to and comprise program services shall not be
considered covered executives for purposes of limiting the use of state
funds or state-authorized payments to compensate them.
(4) Covered providers with multiple sources of state funds or state-
authorized payments. If a covered provider receives state funds or
state-authorized payments from multiple sources, the provider's compli-
ance with the limits on executive compensation in paragraphs (1) and (2)
of this subdivision shall be determined based upon the total amount of
such funding received and the reimbursements received from all sources
of state funds or state-authorized payments. As set forth in subdivision
(h) of this section, the covered provider shall report all of such state
funds and state-authorized payments in the form specified by the office
or its designee.
(5) Subcontractors, subgrantees and agents of covered providers. The
limits on executive compensation in paragraphs (1) and (2) of this
subdivision and the reporting requirements required in subdivision (h)
of this section shall apply to subcontractors, subgrantees and agents of
covered providers if and to the extent that such a subcontractor,
subgrantee or agent has received state funds or state-authorized
payments from the covered provider to provide program or administrative
services during the reporting period and would otherwise meet the defi-
nition of a covered provider but for the fact that it has received state
funds or state-authorized payments from the covered provider rather than
directly from a governmental agency. A covered provider shall incorpo-
rate into its agreement with such a subcontractor or agent the terms of
this section by reference to require and facilitate compliance. Upon
request, covered providers shall promptly report to the funding or
authorizing agency the identity of such subcontractors, subgrantees and
agents, along with any other information requested by that agency or by
the office or its designee. A covered provider shall not be held respon-
sible for a subcontractor's or agent's failure to comply with these
regulations.
(6) Covered Providers receiving State Funds or State-Authorized
Payments from county or local government or an entity contracting on its
behalf. The office or its designee, rather than the county or local
unit of government or entity contracting on behalf of such government,
shall be responsible for obtaining the necessary reporting from and
compliance by such covered providers, and shall issue guidance to
affected county and local governments to set forth the procedures by
which the office or its designee shall do so.
(7) Other Limits on Executive Compensation. If the contract, grant, or
other agreement is subject to more stringent limits on executive compen-
sation, whether through law or contract, such limits shall control and
shall not be affected by the less stringent limits imposed by this
section. However, the definition and interpretation of terms in this
section shall not be affected or limited by the definition or interpre-
tation of terms in other regulations or agreements.
(8) A covered provider's contract or other agreement with a covered
executive agreed to prior to July 1, 2012 shall not be subject to the
limits in this section during the term of the contract, except that:
(i) Covered providers must apply for a waiver for any contracts or
agreements with covered executives for executive compensation that
exceeds or otherwise fails to comply with these regulations if such
contracts or agreements extend beyond April 1, 2015; and
(ii) renewals of such contracts or agreements after the completion of
their term must comply with these regulations.
(e) Waivers for limits on executive compensation. The office or its
designee and the Director of the Division of the Budget may grant a
waiver to the limits on executive compensation in subdivision (d) of
this section for the executive compensation for one or more covered
executives, or for one or more positions, during the reporting period
and, where appropriate, for a longer period upon a showing of good
cause. To be considered, an application for such a waiver must comply
with this subdivision in its entirety.
(1) The application must be filed no later than concurrent with the
timely submission of the covered provider's EO
38 Disclosure Form required pursuant to subdivision (h) of this section
for the reporting period for which the waiver is requested. The applica-
tion shall be transmitted in the manner and form specified by the office
or its designee and the Director of the Division of the Budget - the
office shall consider untimely waiver applications where a reasonable
cause for such delay is shown.
(2) The following factors, in addition to any other deemed relevant by
the office or its designee and the Director of the Division of the Budg-
et, shall be considered in the determination of whether to grant a waiv-
er:
(i) the extent to which the executive compensation that is the subject
of the waiver is comparable to that given to comparable executives in
other providers of the same size and within the same program service
sector and the same or comparable geographic area;
(ii) the extent to which the covered provider would be unable to
provide the program services reimbursed with state funds or state-au-
thorized payments at the same levels of quality and availability without
obtaining reimbursement for executive compensation given to a covered
executive in excess of the limits in subdivision (d) of this section;
(iii) the nature, size, and complexity of the covered provider's oper-
ations and the program services provided;
(iv) the provider's review and approval process for the executive
compensation that is the subject of the waiver, including whether such
process involved a review and approval by the board of directors or
other governing body (if such a board or body exists), whether such
review was conducted by at least two independent directors or independ-
ent members of the governing body, whether such review included an
assessment of comparability data including a compensation survey, and
contemporaneous substantiation of the deliberation and decision to
approve such executive compensation;
(v) the qualifications and experience possessed by or required for the
covered executive(s) or position(s), respectively; and
(vi) the provider's efforts, if any, to secure executives with the
same levels of experience, expertise, and skills for the positions of
covered executives at lower levels of compensation.
(3) A waiver to the limits set forth in subdivision (d) of this
section shall be granted only where a covered provider has demonstrated
good cause supporting such a waiver, and has provided any documentation
requested by the office or its designee or the Director of the Division
of the Budget to support such a waiver. Unless additional information
has been requested, but not received from the covered provider, a deci-
sion on a timely submitted waiver application shall be provided no later
than sixty (60) calendar days after submission of the application.
(4) If granted, a waiver to a covered provider shall remain in effect
for the period of time specified by the office or its designee and the
Director of the Division of the Budget for the covered executive
position(s) at issue, but shall be deemed revoked when:
(i) the executive compensation that is the subject of the waiver
increases by more than five (5) percent in any calendar year; or
(ii) upon notice provided at the discretion of the office or its
designee as a result of additional relevant circumstances.
(5) Unless already publicly available, information provided by a
covered provider to the office in connection with a waiver application
regarding the limits on executive compensation shall not be subject to
public disclosure under the state's Freedom of Information Law.
(f) Waivers for limit on reimbursement for administrative expenses.
The office or its designee and the Director of the Division of the Budg-
et may grant a waiver to obtain reimbursement for administrative
expenses incurred during the reporting period and thereafter in excess
of the limit set forth in subdivision (c) of this section upon a showing
of good cause. To be considered, an application for such a waiver must
comply with this subdivision in its entirety.
(1) The application must be filed no later than concurrent with the
timely submission of the covered provider's EO
38 Disclosure Form for the period for which the waiver is requested, as
required pursuant to subdivision (h) of this section. The office shall
consider untimely waiver applications where a reasonable cause for such
delay is shown.
(2) The following factors, in addition to any others deemed relevant
by the office or its designee and the Director of the Division of the
Budget, shall be considered in the determination of whether to grant a
waiver:
(i) The extent to which the administrative expenses that are the
subject of the waiver are necessary or avoidable;
(ii) Evidence that a failure to reimburse specific administrative
expenses that are the subject of the waiver would negatively affect the
availability or quality of program services in the covered provider's
geographic area;
(iii) The nature, size, and complexity of the covered provider's oper-
ations and the program services provided;
(iv) The provider's efforts, if any, to monitor and control adminis-
trative expenses and to limit requests for reimbursement for such costs;
and
(v) The provider's efforts, if any, to find other sources of funding
to support its administrative expenses and the nature and extent of such
efforts and funding sources.
(3) A waiver to the limit set forth in subdivision (c) of this section
shall be granted only where a covered provider has demonstrated good
cause supporting such a waiver, and has provided any documentation
requested by the office or its designee or the Director of the Division
of the Budget to support such a waiver. Unless additional information
has been requested but not received from the covered provider, a deci-
sion on a timely submitted waiver application shall be provided no later
than sixty (60) calendar days after submission of the application.
(4) If granted, a waiver granted to a covered provider shall remain in
effect only for the reporting period, except that the covered provider
may request in its waiver application and the office or its designee and
the Director of the Division of the Budget may grant an extension of the
effective period of such waiver when the waiver is granted.
(5) Unless already publicly available, information provided by a
covered provider to the office in connection with a waiver application
regarding the limit on administration expenses shall not be subject to
public disclosure under the state's Freedom of Information Law.
(g) Denial of waiver request.
(1) If the office or its designee or the Director of the Division of
the Budget propose to deny a request for waiver made pursuant to either
subdivision (e) or (f) of this section, the applicant shall be given
written notice of the proposed denial, stating the reason or reasons for
such proposed denial. Such notice shall be sent by certified mail and
shall be a final determination to be effective thirty (30) calendar days
from the date of the notice, unless reconsideration is requested;
(2) If the office or its designee or the Director of the Division of
the Budget provides a notice of proposed denial, the applicant may
request consideration of the proposed denial by submitting a written
request for reconsideration within thirty (30) calendar days of the date
of the notice of proposed denial. Submission of a request for reconsid-
eration within thirty (30) calendar days shall stay any action to deny
an applicant's request for a waiver, pending a decision regarding such
request for reconsideration, and shall stay any action to enter into a
contract or other agreement. Any vouchers submitted by the applicant for
payment by the office during which such reconsideration is pending may
be considered incomplete at the office's discretion.
(3) The written request for reconsideration shall be signed by the
owner(s) or chief executive officer of the applicant, and shall include
all information the applicant wishes to be considered, including any
written documentation that would controvert the reason(s) for the denial
or disclose that the denial was based upon a mistake of fact;
(4) If the applicant properly seeks reconsideration of the proposed
denial, the office or its designee or the Director of the Division of
the Budget shall review the proposed denial and shall issue a written
determination after reconsideration. The determination after reconsider-
ation may affirm, revoke, or modify the proposed denial. Such determi-
nation shall be a final decision.
(h) Reporting by covered providers.
(1) Beginning after the effective date of this regulation, covered
providers shall submit a completed EO
38 Disclosure Form for each covered reporting period. Such form shall be
submitted no later than one hundred eighty (180) calendar days following
the covered reporting period, unless otherwise authorized. Such form
shall be submitted in the manner and form specified by the office or its
designee. Covered providers shall further provide the information
requested in that form, and any other information requested, upon the
request of the office or its designee at any time during the term of or
prior to the execution of any contract or agreement with such provider.
(2) Covered providers receiving state funds or state-authorized
payments from county or local government or from an entity contracting
on behalf of such government must report directly to the office as
required by this section. The county or local government shall advise
such covered providers of their obligation to report directly to the
office under this section, but shall not be responsible for receiving or
forwarding such reports to the department.
(3) Failure to report. A covered provider's failure to submit a
completed EO
38 Disclosure Form, or to provide additional or clarifying information
at the request of the office or its designee, may result in the termi-
nation or non-renewal of a contract or agreement for state funds or
state-authorized payments.
(i) Penalties.
(1) Notice of preliminary determination of non-compliance. Whenever it
is determined that a covered provider may not be in compliance with the
requirements of subdivisions (c) or (d) of this section and has not
obtained a waiver, the provider shall be notified in writing of the
basis for that determination. Such notice shall provide the covered
provider with an opportunity and a procedure to submit additional or
clarifying information within thirty (30) calendar days of the provid-
er's receipt of such notice to demonstrate compliance with this section.
Failure to submit additional or clarifying information within the
required time period shall result in the determination of non-compliance
becoming final.
(2) Corrective action period. If the determination of non-compliance
becomes final as set forth in paragraph (1) of this subdivision or if
the office or its designee determines, after reviewing and considering
any information submitted by the covered provider, that such provider is
not in compliance with the requirements of subdivisions (c) or (d) of
this section, the provider shall receive notice of such determination
and a notice to cure. Such notice shall allow the covered provider a
period of not less than six (6) months to correct the violation(s) iden-
tified (the "corrective action period") prior to additional enforcement
action or penalties being imposed, and shall require that the covered
provider submit within thirty (30) calendar days a corrective action
plan ("CAP") for approval by the office or its designee.
(3) Corrective action plan. Within thirty (30) calendar days of
receipt of the covered provider's CAP, the office or its designee shall
either approve such CAP or request clarification or alterations. The
covered provider shall make such alterations to the CAP as may be
reasonably required by the office or its designee. Once the CAP has been
approved and the covered provider notified, and unless otherwise
provided in the approved CAP, the covered provider shall have six (6)
months to complete the CAP and comply with this section.
(4) Failure to cure. At the conclusion of the period for implementa-
tion of an approved CAP, the office or its designee may request informa-
tion from the covered provider to determine whether the CAP has been
fully and properly completed. If it has been so completed, the matter
shall be considered closed and no further action on the part of the
office or the provider shall be required. If the office or its designee
determines that the CAP has not been fully and properly implemented
within the designated corrective action period, the office or its desig-
nee shall provide written notice to the provider and may take one or
more of the following actions, taking into account the seriousness of
the violations, the nature of the provider's services, and the provid-
er's efforts to correct the violations, if any:
(i) At its sole discretion, modify the CAP and/or extend the time for
the provider to complete implementation;
(ii) Issue a final determination of non-compliance, together with a
notice of the sanctions which the office seeks to impose. Such sanctions
may include:
(a) Redirection of state funds or state-authorized payments to be used
to provide program services, where possible and consistent with federal
and state laws;
(b) Suspension, modification, limitation, or revocation of the provid-
er's license(s) to operate program(s) for the delivery of program
services;
(c) Suspension, modification or termination of contracts or other
agreements with the covered provider; and
(d) Any other lawful actions or penalties deemed appropriate by the
office or its designee.
(5) Opportunity for appeal. Within thirty (30) calendar days of
receipt of a final determination of noncompliance and notice of proposed
sanctions, a covered provider may request an administrative appeal by
submitting a written request to the name and address set forth in the
notice. The request must include a detailed explanation of the legal and
factual bases for the provider's challenge to the determination and all
documentation in support of the provider's position. If a request for an
administrative appeal is not made within the required thirty (30) calen-
dar days, the determination of noncompliance shall become final and the
proposed sanction shall be imposed. Unless the office seeks to impose a
sanction for which an administrative hearing is otherwise required by
statute or regulation, the covered provider's appeal shall be limited to
an administrative review of the record. Following the review, the
covered provider shall be provided with a final written determination
setting forth the findings of fact and conclusions of law that support
the determination. If the provider is found to be non-compliant, the
proposed sanction may be imposed forthwith.

525.29 Construction of rules. This Part shall be liberally construed
to accomplish the purpose of the law creating the office and the poli-
cies of the office.

525.30 Severability. If any provisions of this Part or the applica-
tion thereof to any person or circumstances are adjudged invalid by a
court of competent jurisdiction, such judgement shall not affect or
impair the validity of the other provisions of this Part or the applica-
tion thereof to other persons and circumstances.

12/31/13