COMPLIANCE AND REPORTING

New Grants and Payment Management Systems Coming October 2020!

On October 15, 2020, the COPS Office will transition to the Department of Justice's Justice Grants System (JustGrants) for all grants management activities. The NexGen Agency Portal Login will no longer be available after September 22, 2020. Data for all current active awards from NexGen will be migrated to JustGrants. This will include all open, active awards and any awards that have not yet reached final closure. Once migrated, all award management activities will take place in JustGrants starting October 15, 2020. In the weeks leading up to the transition, there are a number of actions that current award recipients will need to take. Learn more about this transition, these actions, and associated key dates for the COPS Office on the Justice Grants Website or by calling the COPS Office Response Center at 1-800-421-6770. https://justicegrants.usdoj.gov/

All grantees must ensure proper compliance and timely reporting on COPS Office grants and cooperative agreements. You can get an overview of COPS Office compliance and reporting below, but please reference your Grant Owner's Manual for complete directions.

COMPLIANCE

Each COPS Office grant or cooperative agreement must comply with terms established by the COPS Office. Common compliance areas include allowable costs, community policing, local source and matching funds, financial and programmatic reporting, retention, and supplanting. The COPS Office assesses compliance through on-site visits and office-based reviews. For more information on COPS Office compliance activities, read Grant Monitoring Standards and Guidelines.

REPORTING

PROGRAMMATIC REPORTING

Progress Reporting

Update: In order to ensure a successful transition to the new performance reporting system in JustGrants, the COPS Office has extended the programmatic progress report submission deadline on all open COPS awards through August 30, 2021.

The new Progress report deadline of August 30, 2021, will cover the combined semi-annual activities and performance for the 12 month period from August 1, 2020 to July 31, 2021.

Your agency should continue to track performance, accomplishments, and challenges in order to be prepared to submit your report in August. See your Award Owner's Manual for specifics, and contact the COPS Office for any questions regarding your award.

This is intended to be a one-time change for the 2021 COPS Office award progress reporting cycle and not a permanent change. This extension does not change final report or closeout requirements, nor does it change financial reporting requirements. COPS Office awardees should continue to follow applicable closeout and final reporting guidance.

Please ensure that your agency has taken all the necessary steps to fully enroll in JustGrants and the Automated Standard Application for Payments (ASAP) so that you can access your award details, request grant fund payments, and complete any required reporting.

FINANCIAL REPORTING

You must submit a Federal Financial Report using Standard Form 425 (SF-425) on a quarterly basis (within 30 days after the end of each calendar quarter) via the Justice Grants System (JustGrants).

REPORTING QUARTERS SF-425 DUE DATE
Jan. 1 – Mar. 31 April 30
April 1 – June 30 July 30
July 1 – Sept. 30 Oct. 30
Oct. 1 – Dec. 31 Jan. 30

If you do not submit your SF-425 by the due date, you will not be able to draw down funds through the Automated Standard Application for Payments (ASAP).

See our Financial Toolkit or your Grant Owner's Manual for more details.

CLOSING OUT YOUR GRANT

At the end of your grant period, we require documentation demonstrating that you have met all of the financial and programmatic requirements of the grant.

You will be asked to submit 1) a final Federal Financial Report (SF-425) and 2) a final Progress Report. Please see your Grant Owner's Manual for complete details.

Please note: Grant funds reflecting allowable costs must be obligated before the end of the grant period. Obligated funds cover monies spent and expenses for all approved items that you have incurred but not yet paid. You have up to 90 days after the end of the grant period to request reimbursement for funds obligated.