Reporting

All reporting is categorized as follows:
1.  Financial Reports
2.  Program Specific Reports
3.  Fund Source Specific Reports
 
Report Category Overview:

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 $1,000,000 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.

State Fiscal Quarters

Quarter 1 – July-September

Quarter 2 – October-December

Quarter 3 – January-March

Quarter 4 – April-June

Semi-Annual COVERDELL Narrative Report (Word Document) - For July-December - send to assigned OCJP Program Manager by January 20th.

Semi-Annual COVERDELL Narrative Report (Word Document) - For January-June - send to assigned OCJP Program Manager by July 20th.

Program Income Summary Report (In Formstack) – This program does not generate income; therefore, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Project Equipment Summary Report (In Formstack) - For July-June – send to assigned OCJP Program Manager by July 31st. If this program purchased equipment, including “Sensitive Minor Equipment” during the reporting period, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

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

PLEASE SEE EBP FUND SOURCE CHAPTER FOR REPORT LINKS

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

 

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.

State Fiscal Quarters

Quarter 1 – July-September

Quarter 2 – October-December

Quarter 3 – January-March

Quarter 4 – April-June

Quarterly ICAC Output Report (in Formstack) - Send to assigned OCJP Program Manager by: Quarter 1 - October 30th; Quarter 2 - January 30th; Quarter 3 - April 30th; Quarter 4 - July 31st.

Income Summary Report (In Formstack) – This program does not generate income; therefore, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Project Equipment Summary Report (In Formstack) - For July-June – send to assigned OCJP Program Manager by July 31st. If this program purchased equipment, including “Sensitive Minor Equipment” during the reporting period, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

*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. 

State Fiscal Quarters

Quarter 1 – July-September

Quarter 2 – October-December

Quarter 3 – January-March

Quarter 4 – April-June

Semi-Annual NCHIP/NARIP Narrative Report (Word Document) - For July-December - send to assigned OCJP Program Manager by January 20th.

Semi-Annual NCHIP/NARIP Narrative Report (Word Document) – For January-June - send to assigned OCJP Program Manager by July 20th.

Program Income summary Report (In Formstack) – This program does not generate income; therefore, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Program Equipment Summary Report (In Formstack) - For July-June – send to assigned OCJP Program Manager by July 31st. If this program purchased equipment, including “Sensitive Minor Equipment” during the reporting period, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

*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.

 

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

State Fiscal Quarters

Quarter 1 – July-September

Quarter 2 – October-December

Quarter 3 – January-March

Quarter 4 – April-June

 

Quarterly RSAT Data Report (BJA PMT) –Enter on BJA website and send to assigned OCJP Program Manager by: Quarter 1 - October 15th; Quarter 2 - January 15th; Quarter 3 - April 15th; Quarter 4 - July 15th.

Quarterly RSAT Narrative Report (Word Document) - Send to assigned OCJP Program Manager by: Quarter 1 - October 15th; Quarter 2 - January 15th; Quarter 3 - April 15th; Quarter 4 - July 15th.

Annual RSAT Recidivism Report (Excel Document) - Send to assigned OCJP Program Manager by July 31st

Program Income Summary Report (In Formstack) – This program does not generate income; therefore, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Medication Assisted Treatment Report (In Formstack) – For July-June – send to assigned OCJP Program Manager by July 31st.

Project Equipment Summary Report (In Formstack) - For July-June – send to assigned OCJP Program Manager by July 31st. If this program purchased equipment, including “Sensitive Minor Equipment” during the reporting period, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Annual Title VI Report (Word Document) - For July-June – send to assigned OCJP Program Manager by July 31st.

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

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.

 

State Fiscal Quarters

Quarter 1 – July-September

Quarter 2 – October-December

Quarter 3 – January-March

Quarter 4 – April-June

Annual SAVIN Narrative Report (Word Document) - For July-June – Send to Assigned OCJP Program Manager by July 31st.

Program Income Summary Report (In Formstack) – This program does not generate income; therefore, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

Project Equipment Summary Report (In Formstack) - For July-June – send to assigned OCJP Program Manager by July 31st. If this program purchased equipment, including “Sensitive Minor Equipment” during the reporting period, this report must be submitted annually to assigned OCJP Program Manager by July 31st, or 30 days after the contract expires.

*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

STOP DV PR Client Survey Outcome Report (for Domestic Violence Prosecutors only) - Due online by 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. 

PDF version of reporting table (no links)

This Page Last Updated: November 1, 2024 at 1:20 PM