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, Policy 03, 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.
Reporting Master Table
1. Policy 03 Quarterly Expense and Revenue Report
This report only applies to non-profit agencies.
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
ADDITIONAL REQUIRED REPORTING:
2. 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). 3. Fund Source Specific Reports - fund sources with required reporting: VOCA, JAG, FVPSA, STOP, SASP, CESF, ARP MHT, FJC, EBP, and VCIF; applies to any and all program types
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.
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/
- Client Survey Outcome Report
This report is required annually for any program that provides victim services. This applies to any and all fund sources and is due on July 31st. - Please review all sub-sections of the “Financial Reports” tab of the section, “All Fund Source & Program Type Reports”. and “Fund Source Specific Reports” These apply to any and all fund sources.
- Additionally, please complete any required reports in the "Fund Source Specific" section.
Domestic Violence Shelter Program Output Report
This report is required annually for any program that provides domestic violence services. This applies to any and all fund sources and is due on July 31st.
ALL clients participating in your domestic violence shelter program(s) be counted as part of this annual output report regardless of the grant type.
DUAL domestic violence and sexual assault programs are required to complete BOTH the sexual assault and a domestic violence reports , due annually by July 31st.
Family Justice Center Quarterly Report
Family Justice Centers are required to complete this report quarterly (due 10/30, 1/30, 4/30, and 7/31). This applies to any and all fund sources.
Human Trafficking Program Annual Output Report
This report is required annually for any program that provides human trafficking services. This applies to any and all fund sources and is due on July 31st.
Project Equipment Summary Report
This form is a list of all equipment including “Sensitive Minor Equipment” purchased during each fiscal year and is completed on an annual basis only if equipment is purchased with OCJP grant funds.
Equipment is defined as a tangible non-expendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.
Sensitive Minor Equipment is defined as moveable, high-risk, sensitive property items purchased with a cost between $500.00 and $5,000.00, such as computers (i.e., laptops, tablets), weapons, TVs, and cameras acquired, used and managed for criminal justice and victim services grant purposes.
Your PM may provide a an alternate form if the grant meets certain thresholds.
This should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Sexual Assault Program Annual Output Report
This report is required annually for any program that provides sexual assault services. This applies to any and all fund sources and is due on July 31st.
DUAL domestic violence and sexual assault programs are required to complete BOTH the sexual assault and a domestic violence reports, due annually by July 31st.
Training Survey Outcome Report
Any agency providing training is required to complete this report. This includes trainings both conducted by the agency themselves and trainings conducted by a third party employed by the agency and funded with OCJP grants. This does NOT include trainings in which agency staff attend but is provided by an organization other than the agency itself.
Transitional Housing Annual Report
This report is required annually for any program that provides transitional housing services. This applies to any and all fund sources and is due on July 31st.
ARP Annual Performance Report - due July 31th
Please review all sub-sections in both the “Financial Reports” and “Program Specific Reports” tabs in the section, “All Fund Source & Program Type Reports”.
These apply to any and all fund sources.
Programmatic Report - due Oct. 20th, Jan. 20th, Apr. 20th, and Jul. 20th
Coverdell 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
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.
ICAC Quarterly Regional Progress Narrative Report (This document is provided by your OCJP Program Manager) July 1st through September 30th October 1st through December 31st January 1st through March 31st April 1st through June 30th Email to OCJP Program Manager October 30th January 30th April 30th July 31st
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.)
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.
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
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 15th, January 15th, April 15th and July 31st
Annual Report: This report is due July 31 for all executed contracts.
Quarterly subcontract for services report : If your agency’s grant agreement includes a subcontract to any other entity for programming or service provision (excluding subcontracts for purchasing supplies), you must complete the quarterly subcontract for services 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)
Quarterly Program Income Summary Report: Only state and local government agencies, as well as Universities, are required to complete this 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 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 period if the grant ends mid-year. These reports are completed online at the following link: Income Summary Report
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
To determine which reports require completion, consult each of the following three places:
1. Financial Reports (below)
2. Programmatic Reports (non-fund source specific; scroll down past the financial reports)
3. Specific fund source tabs (as seen above)
All OCJP grant-funded agencies, regardless of fund source, must complete the financial and programmatic reports listed below.
1. Financial Reports
- 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. - 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/
2. Programmatic Reports (non-fund source specific)
In addition to any fund source specific reports, which are listed in the tabs that follow, the reports below may also be required under specific circumstances. The reports listed below are required no matter the fund source used. If the OCJP grant funding supports the following programs and/or services, complete the specified report:
- sexual assault program, your agency is required to complete the Sexual Assault Program Annual Output report, due annually by July 31st
- domestic violence program, your agency is required to complete the Domestic Violence Shelter Annual Output report, due annually by July 31st
- DUAL domestic violence and sexual assault program, your agency is required to complete BOTH the sexual assault and a domestic violence reports (see #1 and #2 just above), due annually by July 31st
- human trafficking program, your agency is required to complete the Human Trafficking Program Annual Output Report, due annually by July 31st
- transitional housing services, your agency is required to complete the Transitional Housing Annual Report, due annually by July 31st
- Family Justice Center, your agency is required to complete the Family Justice Center Quarterly Report
- victim services, your agency is required to complete the Client Survey Outcome Report, due annually by July 31st
- agency provided training, your agency is required to complete the Training Outcome Report (This includes trainings both conducted by the agency themselves and trainings conducted by a 3rd party employed by the agency and funded with OCJP grants. This does NOT include trainings in which agency staff attend but is provided by an organization other than the agency itself.)
- equipment: complete the Project Equipment Summary Report (this form is a list of all equipment including “Sensitive Minor Equipment” purchased during each fiscal year and is completed on an annual basis only if equipment is purchased with OCJP grant funds.
Equipment is defined as a tangible non-expendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.
Sensitive Minor Equipment is defined as moveable, high-risk, sensitive property items purchased with a cost between $500.00 and $5,000.00, such as computers (i.e., laptops, tablets), weapons, TVs, and cameras acquired, used and managed for criminal justice and victim services grant purposes.
Your PM may provide a an alternate form if the grant meets certain thresholds - drug task force, your agency is required to complete the Drug Task Force Annual Report
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 Project Equipment Summary Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
Domestic Violence Shelter Program 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.
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 a Project Equipment Summary 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
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 Project Equipment Summary Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
SASP Annual Output Progress Report (via Muskie) - 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 Project Equipment Summary Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
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 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, a Project Equipment Summary Report should be completed within 30 days after the contract ends. Contact your Program Manager for more information.
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.
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 a Project Equipment Summary 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.
ARP Annual Performance Report - due July 31th
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/
Annual Report: This report is due July 31 for all executed contracts.
Quarterly subcontract for services report : If your agency’s grant agreement includes a subcontract to any other entity for programming or service provision (excluding subcontracts for purchasing supplies), you must complete the quarterly subcontract for services 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)
Quarterly Program Income Summary Report: Only state and local government agencies, as well as Universities, are required to complete this 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 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 period if the grant ends mid-year. These reports are completed online at the following link: Income Summary Report
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/
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: August 4, 2023 at 8:49 AM