OJP grantees must initiate a GAM in JustGrants for budget modification, if:
- The proposed cumulative change is greater than 10 percent of the total award amount. The 10 percent rule does not apply to an award of less than $250,000. However, for recordkeeping purposes and audit documentation, OJP advises grantees to submit a GAM even if the proposed budget modification is less than 10 percent of the total award amount. This also provides the OJP grant manager with notification of proposed changes.
- The budget modification changes the scope of the project. Examples include altering the purpose of the project, authorizing the use of a subcontractor or other organization that was not identified in the original approved budget, or contracting for or transferring of award-supported efforts.
- A budget adjustment affects a cost category that was not included in the original budget. For example, if the direct cost category “Travel” did not exist in the original budget, the adjustment to transfer funds from “Equipment” to “Travel” requires a GAM.
- There is any dollar increase or decrease to the indirect cost category of an approved budget.
OJP grantees must initiate a GAM in JustGrants for budget modification, if:
- The proposed cumulative change is greater than 10 percent of the total award amount. The 10 percent rule does not apply to an award of less than $250,000. However, for recordkeeping purposes and audit documentation, OJP advises grantees to submit a GAM even if the proposed budget modification is less than 10 percent of the total award amount. This also provides the OJP grant manager with notification of proposed changes.
- The budget modification changes the scope of the project. Examples include altering the purpose of the project, authorizing the use of a subcontractor or other organization that was not identified in the original approved budget, or contracting for or transferring of award-supported efforts.
- A budget adjustment affects a cost category that was not included in the original budget. For example, if the direct cost category “Travel” did not exist in the original budget, the adjustment to transfer funds from “Equipment” to “Travel” requires a GAM.
- There is any dollar increase or decrease to the indirect cost category of an approved budget.
Please refer to 2 C.F.R. § 200.414(f) and the DOJ Grants Financial Guide for information governing the use of the de minimus indirect cost rate.
Please refer to 2 C.F.R. § 200.414(f) and the DOJ Grants Financial Guide for information governing the use of the de minimus indirect cost rate.
Grantees must keep detailed accounting records and documentation to track match funding. The grantee’s financial records must clearly show the source, amount, and timing for all matched contributions. The grantee has the primary responsibility for meeting the match requirement and for ensuring subrecipient compliance with match requirements. In addition, if a recipient or subrecipient has included a match that exceeds the required matching portion within the approved budget, the records of those additional amounts must be included and maintained as if they are a part of the regular match amount. Matching funds are restricted to the same use of funds as allowed for the Federal funds, and subject to audit.
Please note that grantees may not use Victims of Crime Act (VOCA) funds, or funds from other Federal awards, as match funding for OVC anti-trafficking awards.
Grantees are required to report the match (both cash and in-kind) on the quarterly Federal Financial Report (FFR). Additionally, the full matching share provided (both cash and in-kind) must be reported on the final FFR submitted at the end of the period of performance. If the matching share is not reported, DOJ will assume the grantee did not meet the required match and will initiate collection of a cash match from the grantee. The DOJ Grants Financial Guide includes additional information on matching and cost sharing requirements.
For general government-wide rules regarding match and match requirements, see 2 C.F.R. § 200.306.
Grantees must keep detailed accounting records and documentation to track match funding. The grantee’s financial records must clearly show the source, amount, and timing for all matched contributions. The grantee has the primary responsibility for meeting the match requirement and for ensuring subrecipient compliance with match requirements. In addition, if a recipient or subrecipient has included a match that exceeds the required matching portion within the approved budget, the records of those additional amounts must be included and maintained as if they are a part of the regular match amount. Matching funds are restricted to the same use of funds as allowed for the Federal funds, and subject to audit.
Please note that grantees may not use Victims of Crime Act (VOCA) funds, or funds from other Federal awards, as match funding for OVC anti-trafficking awards.
Grantees are required to report the match (both cash and in-kind) on the quarterly Federal Financial Report (FFR). Additionally, the full matching share provided (both cash and in-kind) must be reported on the final FFR submitted at the end of the period of performance. If the matching share is not reported, DOJ will assume the grantee did not meet the required match and will initiate collection of a cash match from the grantee. The DOJ Grants Financial Guide includes additional information on matching and cost sharing requirements.
For general government-wide rules regarding match and match requirements, see 2 C.F.R. § 200.306.
A non-Federal entity that expends $1,000,000 or more during the non-Federal entity’s fiscal year in Federal awards must have a single or program-specific audit conducted for that year in accordance with the provisions of 2 C.F.R. § 200 Subpart F – Audit Requirements. Audit reports must be submitted within the earlier of 30 calendar days after receipt of the auditor’s report(s), or 9 months after the end of the audit period.
Federal agencies can no longer grant due date extensions for submission of single audit reports. The Federal Audit Clearinghouse (FAC) requires all grant award recipients to use the Internet Data Entry System (IDES) to submit the Standard Form-Single Audit Component (SF-SAC) and the Single Audit Reporting package online.
A non-Federal entity that expends $1,000,000 or more during the non-Federal entity’s fiscal year in Federal awards must have a single or program-specific audit conducted for that year in accordance with the provisions of 2 C.F.R. § 200 Subpart F – Audit Requirements. Audit reports must be submitted within the earlier of 30 calendar days after receipt of the auditor’s report(s), or 9 months after the end of the audit period.
Federal agencies can no longer grant due date extensions for submission of single audit reports. The Federal Audit Clearinghouse (FAC) requires all grant award recipients to use the Internet Data Entry System (IDES) to submit the Standard Form-Single Audit Component (SF-SAC) and the Single Audit Reporting package online.
Please send any requests for the auditor of your organization to OJP’s Audit Confirmation email: OJP.AuditConfirmation@ojp.usdoj.gov.
Please send any requests for the auditor of your organization to OJP’s Audit Confirmation email: OJP.AuditConfirmation@ojp.usdoj.gov.
Under OVC-funded anti-trafficking programs, organizations should not collect “contributions” from survivors to fund services (in whole or in part) or collect funds for other purposes such as encouraging saving by “holding” funds or opening a savings account on behalf of the individual. OVC-funded services should be provided free of charge, and if program participants are encouraged to open a savings account to establish financial stability, it should be in their own name and any contributions should be voluntary.
In some circumstances, OVC may permit housing assistance programs to use a sliding scale or contributory model towards rent and collect funds from program participants; however, the grantee must first consult with their OVC grant manager, as these funds may be subject to the rules governing program income (see DOJ Financial Guide).
Under OVC-funded anti-trafficking programs, organizations should not collect “contributions” from survivors to fund services (in whole or in part) or collect funds for other purposes such as encouraging saving by “holding” funds or opening a savings account on behalf of the individual. OVC-funded services should be provided free of charge, and if program participants are encouraged to open a savings account to establish financial stability, it should be in their own name and any contributions should be voluntary.
In some circumstances, OVC may permit housing assistance programs to use a sliding scale or contributory model towards rent and collect funds from program participants; however, the grantee must first consult with their OVC grant manager, as these funds may be subject to the rules governing program income (see DOJ Financial Guide).
The assigned Grant Award Administrator and all Financial Managers for grant awards must have successfully completed the OJP Grants Financial Management and Grant Administration Training by 120 days after the grantee’s acceptance date of the award. Successful completion of such a training within the last three years, will satisfy this condition. In the event that either the Grant Award Administrator or Financial Manager changes during the award project period, the new staff member must have successfully completed an OJP Grants Financial Management and Grant Administration Training by 120 calendar days after the user information has been changed in JustGrants.
Grantees should anticipate that OJP will immediately withhold award funds, if the grantee fails to comply with this condition. Failure to comply also may lead OJP to impose additional appropriate conditions on the grant award.
Grantees should note that this requirement is also included as an award condition.
The assigned Grant Award Administrator and all Financial Managers for grant awards must have successfully completed the OJP Grants Financial Management and Grant Administration Training by 120 days after the grantee’s acceptance date of the award. Successful completion of such a training within the last three years, will satisfy this condition. In the event that either the Grant Award Administrator or Financial Manager changes during the award project period, the new staff member must have successfully completed an OJP Grants Financial Management and Grant Administration Training by 120 calendar days after the user information has been changed in JustGrants.
Grantees should anticipate that OJP will immediately withhold award funds, if the grantee fails to comply with this condition. Failure to comply also may lead OJP to impose additional appropriate conditions on the grant award.
Grantees should note that this requirement is also included as an award condition.
Yes. Grantees working with minors and vulnerable adults must have policies and procedures in place regarding mandated reporting. Grantees must be aware of state laws that determine who must report concerns of child and vulnerable adult abuse and neglect, definitions of abuse and neglect, and the process for making a report. Grantees should include information about their mandated reporting requirements in the informed consent forms, in language that is appropriate for the client. Grantees should train all staff and volunteers who will interact with minors and vulnerable adults served by the program to ensure compliance with state mandated reporting requirements.
Yes. Grantees working with minors and vulnerable adults must have policies and procedures in place regarding mandated reporting. Grantees must be aware of state laws that determine who must report concerns of child and vulnerable adult abuse and neglect, definitions of abuse and neglect, and the process for making a report. Grantees should include information about their mandated reporting requirements in the informed consent forms, in language that is appropriate for the client. Grantees should train all staff and volunteers who will interact with minors and vulnerable adults served by the program to ensure compliance with state mandated reporting requirements.
Please refer to the notice of funding opportunity an award was funded under for program-specific requirements.
Federal laws prohibit recipients of Trafficking Victims Protection Act (TVPA) funding administered by the OJP from discriminating in the delivery of services on the basis of age, race, color, national origin, religion, or disability. Applicable federal laws also prohibit TVPA recipients from discriminating on the basis of disability in their employment practices, and from discriminating against employees and beneficiaries on the basis of sex in grant-funded education or training programs. Recipients are also obligated under federal civil rights laws to provide meaningful access to their programs and activities for persons with limited English proficiency. Under certain circumstances, it might be permissible to limit services based upon age. Please note that other federal, state, or local laws prohibiting discrimination may apply. See Civil Rights Requirements Associated with OJP Awards for more information.
All grantees are required to have a process in place for investigating discrimination complaints. The Office for Civil Rights at OJP ensures that recipients of financial assistance from OVC comply with federal laws that prohibit discrimination and is available to provide technical assistance to OVC grantees about civil rights obligations.
Employees, beneficiaries, and applicants for employment or services of an OVC grantee who believe that they have experienced unlawful discrimination may file a civil rights complaint with the Office for Civil Rights at OJP.
If you have questions about civil rights compliance, please contact the Office for Civil Rights via phone at 202-307-0690, TDD/TTY at 202-307-2027, or via email at askOCR@usdoj.gov.
Please refer to the notice of funding opportunity an award was funded under for program-specific requirements.
Federal laws prohibit recipients of Trafficking Victims Protection Act (TVPA) funding administered by the OJP from discriminating in the delivery of services on the basis of age, race, color, national origin, religion, or disability. Applicable federal laws also prohibit TVPA recipients from discriminating on the basis of disability in their employment practices, and from discriminating against employees and beneficiaries on the basis of sex in grant-funded education or training programs. Recipients are also obligated under federal civil rights laws to provide meaningful access to their programs and activities for persons with limited English proficiency. Under certain circumstances, it might be permissible to limit services based upon age. Please note that other federal, state, or local laws prohibiting discrimination may apply. See Civil Rights Requirements Associated with OJP Awards for more information.
All grantees are required to have a process in place for investigating discrimination complaints. The Office for Civil Rights at OJP ensures that recipients of financial assistance from OVC comply with federal laws that prohibit discrimination and is available to provide technical assistance to OVC grantees about civil rights obligations.
Employees, beneficiaries, and applicants for employment or services of an OVC grantee who believe that they have experienced unlawful discrimination may file a civil rights complaint with the Office for Civil Rights at OJP.
If you have questions about civil rights compliance, please contact the Office for Civil Rights via phone at 202-307-0690, TDD/TTY at 202-307-2027, or via email at askOCR@usdoj.gov.
Yes. Compliance with Title VI of the Civil Rights Act of 1964, which prohibits grantees from discriminating on the basis of national origin in the delivery of services or benefits, entails taking reasonable steps to ensure that persons with limited English proficiency (LEP) have meaningful access to their programs and activities. An LEP person is one whose first language is not English and who has a limited ability to read, write, speak, or understand English.
To assist grantees in meeting their obligation to serve LEP persons, DOJ has published a number of resources, including a language access assessment and planning tool. Additional resources are available on the Office of Civil Rights webpage. Grantees should contemplate how their program budget supports the costs for providing interpretation and translation services to eligible LEP persons or be able explain how language access will be provided if grant funds are not needed for this purpose.
Yes. Compliance with Title VI of the Civil Rights Act of 1964, which prohibits grantees from discriminating on the basis of national origin in the delivery of services or benefits, entails taking reasonable steps to ensure that persons with limited English proficiency (LEP) have meaningful access to their programs and activities. An LEP person is one whose first language is not English and who has a limited ability to read, write, speak, or understand English.
To assist grantees in meeting their obligation to serve LEP persons, DOJ has published a number of resources, including a language access assessment and planning tool. Additional resources are available on the Office of Civil Rights webpage. Grantees should contemplate how their program budget supports the costs for providing interpretation and translation services to eligible LEP persons or be able explain how language access will be provided if grant funds are not needed for this purpose.