COMPLIANCE AND REPORTING

Important: Revised Guidance Impacting Your DOJ COPS Grant Award

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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: Performance (progress) report question sets for COPS Office awards are now available in JustGrants.

Due Date: Performance reports for all open, active COPS Office awards are due August 30, 2021.

Reporting Period covered: You must report on the combined semi-annual activities and performance for the period from August 1, 2020 to July 31, 2021. For 2020 awards, you will report on activities from the award Start Date to July 31, 2021.

[Note: some awards may show a different reporting period under the Performance Management tab in JustGrants; please ensure that you file one report covering data and activities for both semi-annual periods from August 2020 to July 31, 2021.]

Who completes the report: Only the Grants Award Administrator for your organization will be able to view and submit a performance report. For information on assigning a Grant Award Administrator to your award, see the Entity Management Job Aid Reference Guide on the JustGrants website.

Where to find the Performance Report question set: The Grant Award Administrator can locate the current report question set in JustGrants in two locations: My Worklist or on the Performance Management tab of the funded award. Information on JustGrants Performance Reporting is found here.

What has changed:

  • Progress reports are now called Performance Reports
  • Agencies must submit a separate performance report for each award
  • Information that was previously filled in automatically on reports (for example, the number of sworn officers awarded, award number) is now entered manually by the agency completing the report

Late reporting: If a report is not submitted by the August 30 deadline, funds for that award will be put on hold, preventing drawdown in the ASAP payment system.

Final reports: You should complete a final performance report if the award period of performance ended more than 90 days ago, or your award is being closed out, and you did not submit a final performance report in NextGen. To submit a final report, the Grants Award Administrator should locate the report question set in My Worklist or on the Performance Management tab. The report cover page will ask whether the report is interim progress report or a final report – please select “final” to view final report questions.

Questions? Contact the COPS Office Response Center at AskCOPSRC@usdoj.gov or 800-472-6770, or your Grant Management Specialist.

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.