Reporting
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.
Additional reporting information can be found in the OCJP Administrative Manual, Fund Source Chapters. - NCHIP/NARIP, COVERDELL, Internet Crimes Against Children (ICAC), Residential Substance Abuse Treatment for State Prisoners (RSAT)
Click below to complete any of the available year round reports for all fund sources:
- Quarterly Program Income - Only state and local government agencies, as well as Universities, are required to complete this report. This report form 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 year quarter. All income generated as a direct result of an agency funded project shall be deemed program income and reported via the use of this online form. If no program income is generated, this form may be submitted annually by July 31st or 30 days after end of the grant periodif 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.
- 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 can be found at the OCJP Reporting Homepage or by clicking the link above.
- Policy 03 Quarterly Expense and Revenue Report (Non Profit Agencies only) - This report is due quarterly 45 days after periods ending: September, December, March, and June. Email to OCJP Fiscal Unit at OCJP.P3@tn.gov.
- 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
- The Tennessee Comptroller of the Treasury: by logging onto https://apps.cot.tn.gov/CARS/
Additional reporting information can be found in the OCJP Administrative Manual, Fund Source Chapters.
Fund Source Reporting Table: JAG
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:
Criminal Justice Information Systems
Criminal Justice Professional Enhancement Training
Multi-Jurisdictional Drug & Violent Crime Task Forces
Generic Annual Report (All other projects not falling into one of the above priorities.)
If the contract is for equipment only an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Domestic Violence Shelter Programs Output Report - Due online by July 31st. All Fund Sources require that ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
Fund Source Reporting Table: VOCA
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
Client Survey Outcome Report - Due online by July 31st
Transitional Housing Annual Report - Due online by July 31st
Domestic Violence Shelter Programs Output Report - Due online by July 31st. All Fund Sources require that ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
If the contract is for equipment only an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Training Participant Survey Outcome Report - Due online by July 31st
Fund Source Reporting Table: FVPSA
Client Survey Outcome Report - Due online by July 31st
Domestic Violence Shelter Programs Output Report - Due online by July 31st. All Fund Sources require that ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
If the contract is for equipment only, an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Fund Source Reporting Table: SASP
SASP Annual Output Progress Report - Due via email by July 31st Instructions for completing the SASP report
Client Survey Outcome Report - Due online by July 31st
Domestic Violence Shelter Programs Output Report - Due online by July 31st. All Fund Sources require that ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
If the contract is for equipment only, an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Fund Source Reporting Table: STOP
STOP Annual Output Progress Report - 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 15th, January 15th, April 15th and July 31st
Client Survey Outcome Report (for Victim Services agencies only) - Due online by July 31st
Training Participant Survey Outcome Report - Due online by July 31st
Domestic Violence Shelter Programs Output Report - Due online by July 31st. All Fund Sources require that ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
If the contract is for equipment only, an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Family Justice Centers should complete the following report regardless of fund source. Due Quarterly.
REPORT |
FREQUENCY |
DUE |
Quarterly |
Oct. 15th |
|
Annually |
Jul. 31st |
Quarterly Performance Measures Report(s): https://ojpsso.ojp.gov/ Complete online and email a copy of the report to your Program Manager.
If the contract is for equipment only an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Programmatic Report - due Oct. 20th, Jan. 20th, Apr. 20th, and Jul. 20th
If the contract is for equipment only, an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Programmatic Report - due July 31th
If the contract is for equipment only, an OCJP Equipment Grant Closeout Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Evidence-based programming report - Due online by 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.
This Page Last Updated: May 2, 2022 at 9:25 AM