You may consult the Department of Justice (DOJ) Grants Financial Guide, which serves as the primary reference manual to assist the Office of Justice Programs (OJP) in fulfilling their fiduciary responsibility to safeguard grant funds and ensure funds are used for the purposes for which they were awarded. It compiles a variety of laws, rules and regulations that affect the financial and administrative management of your award. The funding opportunity under which the award was made may also provide guidance about allowable and unallowable costs.
Grantees are responsible for ensuring that no federal or match funds are expended for unallowable costs. The Financial Guide should be the starting point for all award recipients of DOJ grants and cooperative agreements in ensuring the effective day-to-day management of awards. Additionally, grantees may refer to the 2 C.F.R. § 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
If you have questions about information presented in the Financial Guide, please contact the Office of the Chief Financial Officer via phone at 800-458-0786 or via email: ask.ocfo@usdoj.gov.
You may consult the Department of Justice (DOJ) Grants Financial Guide, which serves as the primary reference manual to assist the Office of Justice Programs (OJP) in fulfilling their fiduciary responsibility to safeguard grant funds and ensure funds are used for the purposes for which they were awarded. It compiles a variety of laws, rules and regulations that affect the financial and administrative management of your award. The funding opportunity under which the award was made may also provide guidance about allowable and unallowable costs.
Grantees are responsible for ensuring that no federal or match funds are expended for unallowable costs. The Financial Guide should be the starting point for all award recipients of DOJ grants and cooperative agreements in ensuring the effective day-to-day management of awards. Additionally, grantees may refer to the 2 C.F.R. § 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
If you have questions about information presented in the Financial Guide, please contact the Office of the Chief Financial Officer via phone at 800-458-0786 or via email: ask.ocfo@usdoj.gov.
Direct cash assistance is not allowable under any OVC-funded anti-trafficking program. Gift cards may be used, but only when reasonably necessary for urgent and short-term victim needs. OVC-funded organizations using gift cards must have a written gift card policy and internal controls over the purchase, storage, custody, use of, and accounting for, gift cards.
For additional information, please consult the Gift Card Best Practices for OVC-funded Victim Service Providers.
Direct cash assistance is not allowable under any OVC-funded anti-trafficking program. Gift cards may be used, but only when reasonably necessary for urgent and short-term victim needs. OVC-funded organizations using gift cards must have a written gift card policy and internal controls over the purchase, storage, custody, use of, and accounting for, gift cards.
For additional information, please consult the Gift Card Best Practices for OVC-funded Victim Service Providers.
Neither cash nor non-cash stipends or incentives may be paid to victims to encourage their participation in services. While it is unallowable to offer incentives for participation in services, funds may be used to lower barriers preventing participation in programs and services. For example, transportation or childcare allotments may be used to facilitate participation.
Incentives may sometimes be used to encourage participation in research or program assessment. However, there are separate restrictions on these activities, and they must have prior approval from OVC.
Neither cash nor non-cash stipends or incentives may be paid to victims to encourage their participation in services. While it is unallowable to offer incentives for participation in services, funds may be used to lower barriers preventing participation in programs and services. For example, transportation or childcare allotments may be used to facilitate participation.
Incentives may sometimes be used to encourage participation in research or program assessment. However, there are separate restrictions on these activities, and they must have prior approval from OVC.
No. By statute, OVC human trafficking grants funded under the Trafficking Victims Protection Act (TVPA) of 2000 require a 25 percent match. Because it is a law, OVC has no authority to issue a waiver. Please note that OVC human trafficking grants expressly funded under training and technical assistance funding opportunities are not subject to match. Refer to your notice of funding opportunity and award documents for more information on match.
Grantees subject to audit or in-depth financial review who do not maintain complete records documenting match may be required to reimburse the government for the match value. Please note that matching contributions are restricted to the same use of funds as allowed for the Federal funds. Please consult award documents to confirm award requirements and authorizing statutes.
No. By statute, OVC human trafficking grants funded under the Trafficking Victims Protection Act (TVPA) of 2000 require a 25 percent match. Because it is a law, OVC has no authority to issue a waiver. Please note that OVC human trafficking grants expressly funded under training and technical assistance funding opportunities are not subject to match. Refer to your notice of funding opportunity and award documents for more information on match.
Grantees subject to audit or in-depth financial review who do not maintain complete records documenting match may be required to reimburse the government for the match value. Please note that matching contributions are restricted to the same use of funds as allowed for the Federal funds. Please consult award documents to confirm award requirements and authorizing statutes.
No. The award start and end dates will remain the same. Please reference your award documents to confirm the start date. Project period extensions may be available; however, this is generally not considered until the last year of your award.
No. The award start and end dates will remain the same. Please reference your award documents to confirm the start date. Project period extensions may be available; however, this is generally not considered until the last year of your award.
Grantees, in consultation with their OVC grant manager, may request a project period extension during the final year of their project period. Grantees must submit the request as a Grant Award Modification (GAM) in JustGrants at least 30 calendar days prior to the end of the award. GAMs are administratively necessary because they serve to notify OJP of the request and ensure all award documentation and financial systems are updated.
All project period extension requests must include a narrative, including a justification and the circumstances which require the proposed extension. The recipient must explain the effect a denial of the request will have on the project. The narrative must also include a plan and timeline for completion within the period of the project period extension.
Note that the award period will not be extended merely for the purpose of using unobligated funds.
Generally, the following shall apply to all grants and cooperative agreements:
- No more than one project period extension may be made to the award.
- A project period extension may not exceed 12 months.
- An extension may be made only if the period of performance has not expired.
- Award recipients requesting an extension should have no significant performance or compliance issues.
- A robust narrative justification must be included establishing that the extension is for the benefit of the Federal Government, and containing a plan and timeline for completion within the project period extension.
- A project period extension may not be made merely for the benefit of the recipient or for the purpose of enabling the recipient to use unobligated balances.
All extension requests will be evaluated on a case-by-case basis. Please consult the DOJ Grants Financial Guide for additional guidance on no-cost extension requests.
Grantees, in consultation with their OVC grant manager, may request a project period extension during the final year of their project period. Grantees must submit the request as a Grant Award Modification (GAM) in JustGrants at least 30 calendar days prior to the end of the award. GAMs are administratively necessary because they serve to notify OJP of the request and ensure all award documentation and financial systems are updated.
All project period extension requests must include a narrative, including a justification and the circumstances which require the proposed extension. The recipient must explain the effect a denial of the request will have on the project. The narrative must also include a plan and timeline for completion within the period of the project period extension.
Note that the award period will not be extended merely for the purpose of using unobligated funds.
Generally, the following shall apply to all grants and cooperative agreements:
- No more than one project period extension may be made to the award.
- A project period extension may not exceed 12 months.
- An extension may be made only if the period of performance has not expired.
- Award recipients requesting an extension should have no significant performance or compliance issues.
- A robust narrative justification must be included establishing that the extension is for the benefit of the Federal Government, and containing a plan and timeline for completion within the project period extension.
- A project period extension may not be made merely for the benefit of the recipient or for the purpose of enabling the recipient to use unobligated balances.
All extension requests will be evaluated on a case-by-case basis. Please consult the DOJ Grants Financial Guide for additional guidance on no-cost extension requests.
OVC grantees are required to file a Federal Financial Report (FFR) on a quarterly basis in JustGrants. The FFR is used to track actual expenditures and unliquidated obligations and is due no later than 30 days after the calendar quarter ends. The final FFR is due 120 days after the award end date. Grantees are encouraged to submit the FFR as soon as the quarter ends to avoid delays in processing and access to grant funds. Any questions about FFR submissions should be directed to the Office of the Chief Financial Officer via phone at 800-458-0786 or via email: ask.ocfo@usdoj.gov. The schedule for submitting FFRs is:
Reporting Quarter Due no Later Than January 1 – March 31 April 30 April 1 – June 30 July 30 July 1 – September 30 October 30 October 1 – December 31 January 30
OVC grantees are required to file a Federal Financial Report (FFR) on a quarterly basis in JustGrants. The FFR is used to track actual expenditures and unliquidated obligations and is due no later than 30 days after the calendar quarter ends. The final FFR is due 120 days after the award end date. Grantees are encouraged to submit the FFR as soon as the quarter ends to avoid delays in processing and access to grant funds. Any questions about FFR submissions should be directed to the Office of the Chief Financial Officer via phone at 800-458-0786 or via email: ask.ocfo@usdoj.gov. The schedule for submitting FFRs is:
| Reporting Quarter | Due no Later Than |
| January 1 – March 31 | April 30 |
| April 1 – June 30 | July 30 |
| July 1 – September 30 | October 30 |
| October 1 – December 31 | January 30 |
No. Organizations should request funds based upon immediate disbursement/reimbursement requirements. Funds will not be paid in a lump sum, but rather disbursed over time as project costs are incurred or anticipated.
Draw down requests should be timed to ensure that Federal cash on hand is the minimum needed for disbursements/reimbursements to be made immediately or within 10 days. If not spent or disbursed within 10 days, funds must be returned to the awarding agency.
No. Organizations should request funds based upon immediate disbursement/reimbursement requirements. Funds will not be paid in a lump sum, but rather disbursed over time as project costs are incurred or anticipated.
Draw down requests should be timed to ensure that Federal cash on hand is the minimum needed for disbursements/reimbursements to be made immediately or within 10 days. If not spent or disbursed within 10 days, funds must be returned to the awarding agency.
Under certain circumstances, an award recipient may be unable to access or draw down funds on an award. If either a financial or performance report is delinquent, JustGrants will automatically place a hold on grant funds. Once the delinquent report has been submitted, the hold on funds will be removed and the suspension is typically lifted within 24 hours. Additionally, OVC may withhold funds from the organization if any of the following conditions exist:
- Program or project goals have not been timely met.
- Cash has been drawn down in excess of immediate needs for disbursement.
- Award terms and conditions or guidelines have not been met.
- Programmatic/financial monitoring, Office of the Inspector General Audits, or single audits revealed serious concerns regarding the administration of the award, subawards, or contracts.
- A closeout of the award has not been initiated within 120 days of the end of the project period.
- The recipient has been designated as a DOJ high-risk grantee.
- When a closeout is submitted, funds are frozen.
In such circumstances, OVC will provide the recipient with an opportunity to object and provide information and documentation challenging the suspension or termination action (2 C.F.R. § 200.342). Hearing and appeal procedures will follow those in DOJ regulations at 28 C.F.R. § Part 18, as applicable.
Under certain circumstances, an award recipient may be unable to access or draw down funds on an award. If either a financial or performance report is delinquent, JustGrants will automatically place a hold on grant funds. Once the delinquent report has been submitted, the hold on funds will be removed and the suspension is typically lifted within 24 hours. Additionally, OVC may withhold funds from the organization if any of the following conditions exist:
- Program or project goals have not been timely met.
- Cash has been drawn down in excess of immediate needs for disbursement.
- Award terms and conditions or guidelines have not been met.
- Programmatic/financial monitoring, Office of the Inspector General Audits, or single audits revealed serious concerns regarding the administration of the award, subawards, or contracts.
- A closeout of the award has not been initiated within 120 days of the end of the project period.
- The recipient has been designated as a DOJ high-risk grantee.
- When a closeout is submitted, funds are frozen.
In such circumstances, OVC will provide the recipient with an opportunity to object and provide information and documentation challenging the suspension or termination action (2 C.F.R. § 200.342). Hearing and appeal procedures will follow those in DOJ regulations at 28 C.F.R. § Part 18, as applicable.
Not necessarily. Once the initial budget submission receives final approval from the Office of the Chief Financial Officer, the budget is implemented for the entire award period. Any unused funds from one year automatically rollover to the next year. However, if you need to make changes to your budget, such as moving funds from one budget line item to another, please consult the DOJ Grants Financial Guide.
All budget changes should be discussed with, and may require formal approval from, your OVC grant manager. See the “When is a Financial Budget Modification Grant Award Modification (GAM) required?” question on when budget modifications are needed.
Not necessarily. Once the initial budget submission receives final approval from the Office of the Chief Financial Officer, the budget is implemented for the entire award period. Any unused funds from one year automatically rollover to the next year. However, if you need to make changes to your budget, such as moving funds from one budget line item to another, please consult the DOJ Grants Financial Guide.
All budget changes should be discussed with, and may require formal approval from, your OVC grant manager. See the “When is a Financial Budget Modification Grant Award Modification (GAM) required?” question on when budget modifications are needed.
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).