Reporting

All reporting is categorized as follows:

1.  Financial Reports - These are required regardless of fund source or program type.  This category includes the Program Income and Notice of Single Audit reports.

2.  Program Specific Reports - These are required regardless of fund source.  This category includes reporting for:

  • equipment grants
  • training grants
  • client surveys conducted as part of victim services provided
  • other specific programs such as domestic violence shelter, sexual assault, human trafficking, transitional housing, FJC, and MHT programs

3.  Fund Source Specific Reports - These are required regardless of program type.  If the grant(s) was supported by one or more of these fund sources, any and all required reports specified in this section are also required.  The following fund sources have required reporting:  VOCA, JAG, FVPSA, STOP, SASP, CESF, ARP, MHT, FJC, EBP, and VCIF.

Please contact your OCJP Program Manager if you are unsure of which reports to complete for your grant(s). Do not resubmit a report without first talking with your OCJP Program Manager.

These reports are required for any and all fund sources as well as for any and all program types.

Financial Reports
These reports apply to all fund sources and all program types.
Notice of Single Audit ***Non-governmental agencies only Due 90 days after fiscal year end
Program Income ***Local & state government agencies, and universities If none, due annually
Otherwise, due quarterly (10/15, 1/15, 4/15, 7/15)

Only state and local government agencies, as well as universities, are required to complete this report.

All income generated as a direct result of an OCJP grant-funded, agency activity shall be deemed program income and reported via the use of this online form:  Program Income Summary Report

This report is completed on a quarterly basis if program income is generated as a direct result of an agency-funded activity. It is due fifteen (15) calendar days after the close of each state fiscal quarter (10/15, 1/15, 4/15, 7/15)

If no program income is generated, this form may be submitted annually by July 31st or 30 days after end of the grant period if the grant ends mid-year. This report can be found at the OCJP Reporting Homepage or by clicking the link above. The deadline to submit this annual report is July 31st

Is program income generated as a direct result of an OCJP grant-funded, agency activity?
Yes Due quarterly 10/15, 1/15, 4/15, 7/15
No Due annually by 7/31 (or 30 days after end of the grant period if the grant ends mid-year)

Notice of Single Audit 

a.  State and Local Governments

The audit reports for these entities are posted to the Tennessee Comptroller of the Treasury website and OCJP will obtain these reports when posted.  The audit report is considered the annual report for these agencies.

b.  Nongovernmental (nonprofit or private organizations)

Agencies should submit only one completed Notice of Single Audit document to the State ninety (90) days after the Grantee’s fiscal year end. This is an annual requirement. Historically, agencies were only required to submit the report to Central Procurement Office.  We are now requiring the Notice of  Single Audit form to be submitted as stated below:

Submit the Notice of Single Audit as a PDF document and email it to OCJP.Fiscal@tn.gov  90 days AFTER the Grantee's fiscal year end.  This form should inform OCJP if:

            - YES, SINGLE audit is required; at least $750,000 in State and/or Federal funding was expended

OR

            - NO, you are NOT REQUIRED to have a SINGLE audit.  This form does not apply to OCJP monitoring

Agencies are also required to submit the following reports annually within nine (9) months of the agency's fiscal year end:

            - Single Audit (if required)

            - Form 990

The Single Audit (if required) and Form 990 are to be submitted to all of the following:

            - OCJP:  OCJP.Fiscal@tn.gov

            - Commissioner of Finance and Administration:  fa.audit@tn.gov

            -  (ONLY SINGLE AUDIT) The Tennessee Comptroller of the Treasury: https://apps.cot.tn.gov/CARS/

Program Specific Reports - includes reporting for:

·      equipment grants

·      training grants

·      client surveys conducted as part of victim services provided

·      other specific programs such as domestic violence shelter, sexual assault, human trafficking, transitional housing, FJC, and MHT programs

These apply to any and all fund sources supporting the program(s).

Required Program Specific Reports
If the answer to any of the questions below is yes, then the report listed next to the question will need to be completed in addition to the required fund source report(s) and financial report(s).
Did the grant fund, in part or in full, any domestic violence services? Domestic Violence Shelter Program Output Report  Due annually July 31st
Did the grant fund, in part or in full, any equipment? Project Equipment Summary Report  Due annually July 31st
Did the grant fund, in part or in full, a family justice center? Family Justice Center Quarterly Report Due quarterly (10/30, 1/30, 4/30, 7/31)
Did the grant fund, in part or in full, any human trafficking services? Human Trafficking Program Annual Output Report  Due annually July 31st
Did the grant fund, in part or in full, any sexual assault services? Sexual Assault Program Annual Output Report  Due annually July 31st
Did the grant fund, in part or in full, any training or technical assistance provided by your agency?  (This does not apply to funding for staff to attend trainings.) Training Survey Outcome Report Due annually July 31st
Did the grant fund, in part or in full, any transitional housing services? Transitional Housing Annual Report Due annually July 31st
Did the grant fund, in part or in full, any victim services? Client Survey Annual Outcome Report Due annually July 31st

OCJP suggests that you print a copy of the blank report, complete the report by hand, enter the data into the online report, print a copy of the final report, submit the report and print a copy of the submission receipt. Data for each report must be entered completely at one time before submitting; you will be unable to save your work.

Remember to print a copy of your report before hitting ‘Submit’ and print a copy of the submission receipt. These two documents should be filed in your grant file for each report submitted. 

ARP Annual Performance Report - due July 31th

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Programmatic Report - due Oct. 20th, Jan. 20th, Apr. 20th, and Jul. 20th

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Coverdell Semi-Annual Progress Narrative Report - Please contact your OCJP Program Manager for this report

Reporting period 1 covers July 1st through December 31st and is due January 20th

Reporting period 2 covers January 1st through June 30th and is due July 20th

Email these reports to your OCJP Program Manager

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Evidence-based Programming Report - Due online by July 31st. This report is completed online at the following link: Evidence-based Programming Report

Project Equipment Summary: Due online by July 31st . This report must be completed by any subrecipient that purchased sensitive minor equipment with OCJP grant funds. This report is completed online at the following link: Evidence-based programming report: Project Equipment Summary Report.

Quarterly Program Income Summary Report: Agencies should be aware of and comply with reporting Program Income as defined in the Department of Justice Financial Guide. Project Directors will be required to submit this report on a quarterly basis. It is due to OCJP no later than 15 days past the end of each state fiscal year quarter, (July 1 - September 30), (October 1 - December 31), (January 1 - March 31), (April 1 - June 30). All income generated as a direct result of an agency funded project shall be deemed program income and reported on this form. Fines are not considered program income. These reports are completed online at the following link: Income Summary Report

Notice of Single Audit : Local Government audit reports are posted to the Tennessee Comptroller of the Treasury website and OCJP will obtain these reports when posted.  The audit report is considered the annual report for these agencies. The Single Audits are to be submitted to all of the following:

 - Commissioner of Finance and Administration:  fa.audit@tn.gov

 - The Tennessee Comptroller of the Treasury:  by logging onto https://apps.cot.tn.gov/CARS/

Since FVPSA funds are only used to support domestic violence shelter programs, those programs are required to complete the Domestic Violence Shelter Program Annual Output Report and follow the guidelines given under that report.

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

ICAC Quarterly Regional Progress Narrative Report - this document is provided by your OCJP Program Manager.  The reports are due:

Quarter 1 covers July 1st through September 30th and is due October  30th

Quarter 2 covers October 1st through December 31st and is due January 30th

Quarter 3 covers January 1st through March 31st and is due April 30th

Quarter 4 covers April 1st through June 30th and is due July 31st

Email the completed quarterly report to the OCJP Program Manager.

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Quarterly Performance  Measures Report(s): https://ojpsso.ojp.gov/       Complete online and email a copy of the report to your Program Manager.

All Byrne JAG Subrecipients are responsible for reporting on the performance of their project through OCJP’s Annual Report form. The Byrne JAG Annual forms are distinguished from one another by the OCJP priority area they fit into.

NOTE: All projects falling outside the following OCJP priority areas will use the Generic Annual Report form.

 

OCJP Annual Report forms by Priority Area:

Community Crime Prevention

Correctional Programming

Criminal Justice Information Systems

Criminal Justice Professional Enhancement Training

Multi-Jurisdictional Drug & Violent Crime Task Forces

Pre-Trial Service Delivery

Generic Annual Report (All other projects not falling into one of the above priorities.)

 

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Quarterly Mental Health Transport Tracking – This report is due quarterly: October 15, January 15, April 15, July 31. 

For the MHT Quarterly Report, subrecipients must upload the tracking spreadsheet to the Formstack

Mental Health Transport Year End Report – This report is due annually by July 31 of each year.

For the MHT Year End Report, subrecipients must upload a reconciliation report to the Formstack. 

NCHIP/NARIP

Semi-Annual Progress Narrative Report

Please contact your OCJP Program Manager for this report

July 1st through December 31st

January 1st through June 30th

Email to OCJP Program Manager January 20th & July 20th

Quarterly Performance Measures Report(s)https://ojpsso.ojp.gov/       Complete online and email a copy of the report to your Program Manager.

 

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

MAT Report July 1st through June 30th Assigned OCJP Program Manager July 31st Quarterly RSAT Data Report (OJP PMT) July – September October – December January – March April - June Assigned OCJP Program Manager October 10th January 10th April 10th July 10th Quarterly Narrative Report July – September October – December January – March April - June Assigned OCJP Program Manager October 10th January 10th April 10th July 10th Semi-Annual RSAT Recidivism Data Report (Word) July – December January – June Assigned OCJP Program Manager January 10th July 10th Semi-Annual RSAT Recidivism Data Report (Excel) July – December January – June Assigned OCJP Program Manager January 10th July 10th Quarterly Program Income Report* July through September October through December January through March April through June Assigned OCJP Program Manager October 30th January 30th April 30th July 31st Title VI Report (RSAT Appendix D) July 1st through June 30th Assigned OCJP Program

SASP Annual Output Progress Report (via Muskie) - Due via email by July 31st

 Instructions for completing the SASP report 

 

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

 

STOP Annual Output Progress Report (via Muskie) - Due via email by July 31st    Instructions for completing the STOP report. 

STOP Law Enforcement Annual Outcome Report (for Law Enforcement agencies only) - Due online by July 31st

STOP Prosecutor Quarterly Report - Due quarterly October 15thJanuary 15thApril 15th and July 31st

 

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

Annual ReportThis report is due July 31 for all executed contracts. 

Service Partner Quarterly Report - If your agency passed VCIF funds or VCIF-funded equipment/supplies to a local government agency or third-party nonprofit to support programming or services, then you are required to complete the Quarterly VCIF Service Partner Report.  Quarterly reports must be submitted one month after the end of the quarter. The due dates for quarterly reports are:

April 30 (for quarter January 1 – March 31)

July 31 (for quarter April 1 – June 30)

October 31 (for quarter July 1 – September 30)

January 31 (for quarter October 1 – December 31)

Notice of Single Audit for  Local Governments: Agencies must submit the Notice of Single Audit as a PDF document and email it to OCJP.Fiscal@tn.gov  90 days AFTER the Grantee's fiscal year end.  

The audit reports for local goverments are posted to the Tennessee Comptroller of the Treasury website and OCJP will obtain these reports when posted.  The audit report is considered the annual report for these agencies.

The Single Audit should also be submitted to:

            - Commissioner of Finance and Administration:  fa.audit@tn.gov

            - The Tennessee Comptroller of the Treasury:  by logging onto https://apps.cot.tn.gov/CARS/

VOCA Output Report - Due Quarterly in online PMT System.  For more information: VOCA Subgrantee Data Report (Output) Webinar

VOCA Subgrant Award Projection Report (SAR) - Due within 30 days of start date of award and each subsequent project year using  online PMT System. For more information: VOCA Subgrant Award Report (SAR) Webinar

Narrative Performance Report - Due October 31st. Email to your OCJP Program Manager.  

Subrecipient Questions: VOCA Reporting and PMT Webinar ​

 

Please be sure to review both the “Financial Reports” and “Program Specific Reports” tabs for other required reporting.

This Page Last Updated: April 9, 2024 at 10:26 AM