Grants & Funding
ALERT- June 11, 2018: Entities registering in SAM must submit a notarized letter appointing their authorized Entity Administrator. Read the SAM.gov Updated FAQs to learn more about changes to the notarized letter review process and other system improvements coming in June.
To ensure transparent and efficient use of funds, all award recipients are required to meet certain programmatic, financial, and administrative requirements while managing their grant projects.
Financial Management Online Training
To help grantees meet the financial requirements, the U.S. Department of Justice (DOJ) offers a Grants Financial Management Online Training. The training is designed to cover all of the information you need to ensure sound fiscal management of your awards. The 24 training modules emphasize the basics of federal grants financial management and cover the following topics:
- Financial Management Systems
- Federal Award Notification and Acceptance Procedures
- Administrative Rules
- Cost Principles
- Cost Documentation
- Program Income
- Conference Planning, Costs, and Reporting
- Procurement under Awards of Federal Assistance
- Property, Equipment, and Other Capital Expenditures
- Payroll and Benefit Services
- Match or Cost Sharing Requirements
- Financial Budget Analysis
- Indirect Costs
- Availability of Funds
- Grant Award Adjustments
- Reporting Requirements
- Program Performance Monitoring
- Financial Monitoring and Audit Requirements
- High Risk Grantees
- Grant Fraud
- Award Closeout
The training is available at no charge to all current DOJ award recipients and their employees. DOJ recommends that all Financial Points of Contact who have not attended one of the Office of Justice Programs (OJP) Financial Management Training Seminars complete the course.
To register and create an account, click "Login" on the online training homepage.
If you have any questions, please contact the Office of the Chief Financial Officer Customer Service at 800–458–0786 or email@example.com.
Putting the Pieces Together: OVC Grantee Orientation Webinar
On January 18, 2018, OVC held a webinar to equip 2017 OVC discretionary and formula grantees with the knowledge and resources necessary to successfully manage grant awards.
OVC 2017 discretionary and formula grantees are strongly encouraged to view this recording to learn about OVC and the OVC Training and Technical Assistance Center, special conditions, grant management, and program monitoring.
Learn more and view a recording of the Putting the Pieces Together: Grantee Orientation Webinar.
Guidance for Conference Approval, Planning, and Reporting
All conferences (defined broadly to include meetings, retreats, seminars, symposia, events, and group training activity) conducted by Cooperative Agreement recipients or contractors funded by OJP must receive written prior approval.
Conferences conducted by grant recipients do not require prior approval. However, grant recipients must ensure compliance with the food/beverage, meeting room/audio-visual, logistical planner, and programmatic planner limitations and cost thresholds. (Note – if you do not have a "K" in the last 4 characters of your award number, your award is a grant.)
To determine if your conference requires prior approval, review questions in the following resources:
For grants awarded prior to 12/26/14
View the Policy and Guidance for Conference Approval, Planning, and Reporting: No Prior Approval Required section of the OJP Financial Guide
For grants awarded on or after 12/26/14
View the Policy and Guidance for Conference Approval, Planning, and Reporting: No Prior Approval Required section of the DOJ Grants Financial Guide
These resources include information on all conference-related policies and procedures, the conference planning and advance approval process, cost reporting requirements, and reporting forms and tools.
To inform OVC of the status and progress of their projects, and to ensure that every victim of crime receives the best responses and services, recipients of discretionary funds must provide OVC with Semi-Annual Progress Reports, Quarterly Financial Status Reports, and Final Progress and Financial Status Reports. Grantees must submit these reports on a consistent and timely basis. Instructions for completing the reports can be found in the OJP Post Award Instructions document and a full explanation of these requirements can be found in the OJP Financial Guide (for grants awarded prior to 12/26/14) and DOJ Grants Financial Guide (for grants awarded on or after 12/26/14). Questions concerning progress reporting should be directed to the OVC Victim Justice Program Specialist for the award.
Failure to submit required progress reports will lead to freezing of funds and may lead to suspension and/or termination of an award.
- Semi-Annual Progress Reports are due as follows:
- July 30 (for the period beginning January 1 and ending June 30)
- January 30 (for the period beginning July 1 and ending December 31)
- Quarterly Financial Status Reports (SF 425) must be submitted within 30 calendar days following the end of each quarterly reporting period. Reports are due—
- January 30 for the reporting period ending December 31.
- April 30 for the reporting period ending March 31.
- July 30 for the reporting period ending June 30.
- October 30 for the reporting period ending September 30.
- Final Progress and Financial Status Reports are due within 90 days of the grant end date.
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Trafficking Grantee Reporting Requirements
Trafficking Information Management System (TIMS) Online
TIMS Online is a password protected data collection tool developed by OVC to assist OVC-funded trafficking victim service providers with collecting, organizing, and reporting performance measurement data.
TIMS Online can be used as a case management system and helps collect data related to the number of clients served, client demographics, and number and types of services provided. Training and technical assistance on the use of TIMS Online is provided to OVC grantees by the OVC Training and Technical Assistance Center.
In Fiscal Year 2018, OVC transitioned recipients of human trafficking grants from an evaluation model to an action research model. Action research is social research carried out by a team consisting of a professional researcher and representatives from an organization or group seeking to improve its processes, products, or services.
The OVC Fact Sheet: Action Research provides guidance on the new action research model, including mandatory reporting requirements for activities related to action research.
Non-Formula (Discretionary) Performance Measures Reporting Requirements
Beginning in Fiscal Year 2019, most OVC discretionary grantees should refer to the Transforming Victim Services Performance Measures Questionnaire (223 kb) for guidance on performance measure reporting. Grantees who previously reported on the Vision 21 measures will continue to report on the same questions, though starting in FY19 the name of the questionnaire will be updated to Transforming Victim Services to match other discretionary programs.
The OVC Transforming Victim Services Performance Measures Questionnaire (223 kb) and Performance Measure Tool (PMT) Fact Sheet (PDF 69 kb) provide information to grantees on how to submit required performance measurement data into the Performance Measurement Platform (PMT).
The performance measures questionnaire provides guidance on submitting both quantitative (numeric) and qualitative (narrative responses) data and outlines reporting deadlines for submitting this data into the PMT.
Victims of Crime Act (VOCA) Administrators Reporting Requirements
VOCA Administrators should reference the FAQs located on the VOCA Administrators web page. These FAQs provide guidance on using and submitting required data into the PMT.
Special conditions are specific programmatic requirements that are stated in the grant solicitation or program guidance and may be included in the "special conditions" section of the grant award. For example, as a condition of most awards, grantees shall only replace a Project Director and key program personnel designated for compelling reasons and with the concurrence of OJP. Additionally, a grantee must submit any print or electronic promotional materials concerning any OVC-funded project that are intended for public dissemination to OVC for review prior to release.
Requirements for Preparing OVC Funded Publications & Multi-Media Products
OVC is committed to producing high quality print or electronic products and welcomes the opportunity to help grantees develop dynamic and useful products that will both inspire and educate the victims’ rights and services community about a wide range of existing and emerging issues.
As a special condition of an award, all grantees producing publications or multimedia products such as videos, must follow requirements set forth in the OVC Publishing Guidelines.
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Tips for Managing Grants
The following most common programmatic, financial, and administrative requirements are oftentimes not met by grantees. More information about these and other requirements to help manage your grant are available in the OJP Post Award Instructions (PDF 1.31 mb) and the following resources: OJP Financial Guide (for grants awarded prior to 12/26/14) and DOJ Grants Financial Guide (for grants awarded on or after 12/26/14).
- Key program personnel designated in the application may be replaced only for compelling reasons and with the concurrence of OVC. All successors to key personnel must be approved, and such approval is contingent upon submission of appropriate information, including, but not limited to, a resume. Changes in other program personnel require only notification to OJP and submission of resumes, unless otherwise designated in the award document.
- Employees’ timesheets must accurately reflect the amount of time spent on a particular grant for each pay period. All timesheets must be signed by the employee and counter signed by his/her supervisor.
- Grant funds may be used only for the purposes in the grantee’s approved application. The recipient shall not undertake any work or activities that are not described in the grant application, and that use staff, equipment, or other goods or services paid for with OJP grant funds, without prior written approval from OJP.
- Grantees that are required to contribute a match must maintain records which clearly show the date the matching contribution was applied, the source, and value. Note that matching contributions are restricted to the same use of funds as allowed for the Federal funds.
- Errors on financial status reports and late submissions are common. To avoid freezing of funds and the suspension and/or termination of an award, reports must be submitted in a timely fashion.
- Print or electronic promotional materials concerning an OVC-funded project that are intended for public dissemination must be submitted to OVC for review at least 7 working days in advance of release.
- Bookmark and review the OVC Publishing Guidelines for guidance on preparing print or electronic products.
OVC staff conduct regular and continuous monitoring of discretionary grantees for the dual purpose of ensuring the effective use of public funds and assisting grantees in program development and grant administration. Monitoring allows OVC to—
- Provide guidance to grantees on OJP policies and procedures, grant program requirements, general federal regulations, and basic programmatic, administrative, and financial reporting requirements.
- Identify and resolve problems that may impede the effective implementation of programs.
- Ensure that the grantees comply with the programmatic, administrative, and fiscal requirements of relevant statutes, regulations, policies, and guidelines.
- Advocate responsible management of awarded funds.
- Ensure that programs/projects initiated by grantees are carried out in a manner consistent with the grantee’s stated implementation plan and/or according to the policy guidelines and applicable rules and regulations of the awarding office within OJP.
OVC employs several approaches to monitoring discretionary grants, some of which involve the assistance of the Office of the Chief Financial Officer (OCFO), Office of Audit, Assessment, and Management (OAAM), and the Office of the Inspector General (OIG):
- OVC conducts desk audits that facilitate monitoring of grant activities throughout the grant award period and assist in the preparation for site visits.
- OVC and OCFO conduct site visits and enhanced programmatic desk reviews to discuss specific issues related to implementation plan progress, observe grant activity, and assess planned versus actual progress.
- OVC reviews and analyzes programmatic progress reports.
- OVC and OCFO review and analyze financial status reports submitted by grantees.
- OVC and OAAM review and analyze audits performed by OIG staff.
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Every OVC discretionary grant is monitored by an OVC Victim Justice Program Specialist. The name and contact information for the assigned Victim Justice Program Specialist is provided in award documents and in GMS. For specific questions about a particular grant program, please contact the appropriate Grants Management Specialist or OVC at 202–307–5983.
For technical assistance or guidance using GMS, contact the Grants Management System Support Hotline at 888–549–9901, option 3, or via email at GMS.HelpDesk@usdoj.gov. The GMS Support Hotline operates 24 hours a day, 7 days a week, including on federal holidays.
For technical assistance or guidance using PMT, please contact the OVC PMT Help Desk via email at firstname.lastname@example.org or by phone at 844–884–2503.
For information about the financial aspects of OVC grants, contact:
Office of the Chief Financial Officer
810 Seventh Street NW, Fifth Floor
Washington, DC 20531
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