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|Part III: Post Award Requirements|
|Chapter 11: Reporting Requirements|
HIGHLIGHTS OF CHAPTER:
The Office of Justice Programs requires award recipients to submit both financial and program reports. These reports describe the status of the funds, the status of the project, comparison of actual accomplishments to the objectives, or other pertinent information. The specific requirements, reporting periods and submission deadlines are identified below.
Program Reports are generally due semiannually for Discretionary awards and annually for Block/Formula awards. The Financial Status Reports (SF 269A) are due every calendar quarter. All reports should include the award recipient's name, award number, reporting period, and the name of the person submitting the report. Final reports (financial and program reports) are due 120 days after the end of the award. "Yes" should be marked to indicate that this is a final report when appropriate.
When SF-269s and progress reports are delinquent, funds will be withheld from all existing grants and new awards may be prohibited or restricted from all OJP programs. Also, any Grant Adjustment Notice (GAN) that releases funds to retire special conditions will not be approved until the grantee is in administrative compliance, e.g., until financial and progress reports are current.
FINANCIAL STATUS REPORTS
Quarterly Financial Status Reports (SF-269) Forms may be filed online through the Internet at https://grants.ojp.usdoj.gov. The online SF-269, the Web-based 269 (Appendix II), requires the same reporting information as the paper version. The use of this online application enables authorized users to view current and past SF-269s, and allows them to file or amend the SF-269 for the current quarter.
These reports will contain the actual expenditures and unliquidated obligations as incurred (at the lowest funding level) for the reporting period (calendar quarter) and cumulative for the award. The award recipients will report program outlays and revenue on a cash or accrual basis in accordance with their accounting system.
The due dates for online filing of SF-269s and the paper version will remain the same. The SF-269s must be submitted online no later than 45 days after the last day of each quarter. An e-mail confirmation of OJP receipt of the SF-269 will be sent to the grantee at the e-mail address listed by the grantee=s registered user. The final SF-269 report is due 120 days after the end date of the award. Once the SF-269 is submitted online, it is not necessary for grantees to mail or fax a paper version of the SF-269 to OJP unless requested to do so.
Grant recipients who do not submit SF-269s by the due date will be unable to drawdown funds. The payment system contains an edit that checks for SF-269 delinquency and will reject a drawdown attempt if the SF-269 is not up to date. If SF-269s are delinquent, an e-mail notification will be sent to the grantee.
For general information concerning online filing of SF-269 reports, go to www.ojp.gov/funding/forms.htm or contact OJP, Office of the Comptroller, Customer Service Center, by phone at 1 (800)-458-0786 (at option 2) or by e-mail at firstname.lastname@example.org.
NOTE: Financial Status Reports are not applicable to State Criminal Alien Assistance Program (SCAAP) awards and Bulletproof Vest Partnership Program.
These reports present information relevant to the performance of a plan, program, or project, and are due at the intervals noted below. Unless otherwise noted, the final report is due 120 days after the end date of the award.
Program reports will usually be submitted online through the Grants Management System (GMS) using the "Application" module. Questions concerning GMS maybe addressed to the GMS Helpdesk at 1-(888)-549-9901.
Penalty for Non-Compliance. Beginning with the reporting periods ending on or after June 30, 2002, future awards, fund drawdowns, and grant adjustments will be withheld if progress reports are delinquent.
NOTE: Progress Reports are not applicable to State Criminal Alien Assistance Program (SCAAP) awards.
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