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Food and Beverage

Reporting Requirements

All grant award, cooperative agreement, and contract recipients that include holding a conference as part of the recipient’s responsibility must submit a required report at specific times using specific methods.

  • For cooperative agreement recipients: the report link is sent to each person listed as a contact or authorized representative in GMS (these names must be current). All fields must be completed in order to submit the report. All OJP cooperative agreement recipients will use the Web-based Conference Cost Reporting Tool. Only those who have qualifying expenses need to report.
  • Cooperative agreement recipients must submit the report within 45 days after the end of any event that meets the criteria stated below.
  • Cooperative agreement and contract recipients must report specific information on each event held when:
  • the total cost of the event exceeds $20,000 in award funds, or
  • more than 50 percent (50%) of attendees were DOJ employees.
  • Information in the conference report must include:
  • Name of event
  • Event dates
  • Location of event
  • Number of Federal attendees
  • Number of non-Federal attendees
  • The recipient must report costs associated with:
  • Event space, including any rooms for breakout sessions
  • Audiovisual services
  • Other equipment costs (e.g., computer/telephone fees)
  • Printing and distribution
  • Meals provided during the event
  • Refreshments provided during the event
  • Meals & Incidental Expenses (M&IE) provided to consultants
  • Lodging
  • Transportation
  • Event planners or facilitators
  • Any other direct costs associated with the event
  • If the “Other Costs” category exceeds 20 percent of the total conference cost, the recipient must submit a breakdown of the costs. The recipient may use a spreadsheet; invoices are no longer necessary.
  • If any item(s) is paid for with registration fees, or any other non-award funding, then that portion of the expenses does not need to be reported.
  • For contract recipients: if the actual cost in any category (such as government provided meals or A/V equipment) exceeds estimates, even if the total conference cost is below the estimate, the recipient must submit the invoices/receipts for that category as part of the report.
  • Contract recipients must submit the conference report within 45 days after the end of the fiscal year quarter in which the event was held.
  • The Point of Contact or Authorized Representative must e-mail the report to: OJPConferenceCostReporting@usdoj.gov.