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.
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:
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 firstname.lastname@example.org.
OVC 2018 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.
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.
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.
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.
View recorded webinars that provide further guidance on the performance measurement process.
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.
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.
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).
OVC staff conduct regular and continuous monitoring of discretionary and formula 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—
OVC employs several approaches to monitoring discretionary and formula 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):
OIG conducts audits of OVC grants to ensure that award recipients are complying with applicable statutes and are accomplishing the goals of the awards. Watch a five-part Grant Award Audit Process Webinar for an overview of the grant audit lifecycle.
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 email@example.com or by phone at 844–884–2503.
For information about the financial aspects of OVC grants, contact: