Post Award Reporting Requirements

If your project is funded, you will be required to submit several reports.

A. Progress reports (OJP Form 4587/1, Categorical Assistance Progress Report).

Progress reports must be submitted twice a year to OJP’s Office of the Chief Financial Officer online through the OJP Grants Management System (GMS) at https://grants.ojp.usdoj.gov. Each progress report should describe activities during the reporting period and the status or accomplishment of objectives set forth in the approved award application. Progress reports must be submitted within 30 days after the end of the reporting periods (January 1 through June 30 and July 1 through December 31) for the life of the award. A report must be submitted even if no substantive activity occurred during the reporting period. Future awards and fund drawdowns may be withheld if progress reports are delinquent.

A final progress report is due 120 days after the end date of the award. The final progress report should address achievement of the goals and objectives of the award, significant results, and any products developed under the award.

These semi-annual and final progress reports will be submitted in the Research Performance Progress Report (RPPR) format. The assigned grant manager may identify a number of specific items to be included in the final progress report.

See Progress Report Guidelines for more details.

B. Financial reports (Standard Form [SF] 269A, Quarterly Financial Status Report).

Financial status reports (SF 269A) must be submitted no later than 45 days after the end of each calendar quarter during the award funding period. Submit the reports to OJP’s Office of the Chief Financial Officer, through the OJP Grants Management System (GMS), even if no financial activity has occurred during the reporting period. A final financial report is due 120 days after the end date of the award.

Future awards and fund drawdowns will be withheld if financial status reports are delinquent.

For additional information concerning reports, go to the online Financial Guide or contact OJP, Office of the Chief Financial Officer, Customer Service Center, at 1–800–458–0786 (option 2) or at ask.oc@usdoj.gov.

C.1. For grants awarded before FY14 - Final Technical Report.

In addition to financial and status reporting requirements, grantees typically are required to submit a Final Technical Report. The Final Technical Report is cumulative and describes project activities in sufficient detail to permit replication of the research method and design. The final technical report should include:

  • Report Title
  • Award Number
  • Author(s)
  • Abstract
  • Table of Contents
  • Executive Summary
  • Main Body
    1. Introduction
    2. Methods
    3. Results
    4. Conclusions
    5. References
    6. Dissemination of Research Findings

See Final Technical Report Guidelines for more details.

C.2. For grants awarded in FY14 and beyond – Final Summary Overview.

Starting with grants awarded in 2014, grantees will no longer be required to submit a Final Technical Report. Rather, they are expected to generate scholarly products, such as peer reviewed journal articles, law review articles, patents and prototypes, as appropriate. In addition, grantees are required to submit a Final Summary Overview. The Overview will summarize the research project and include sections that state the purpose, project subjects (if applicable), project design and methods, data analysis, findings, and implications for criminal justice policy and practice in the United States. The Final Summary Overview should not exceed 10 pages and should be submitted 90 days before the project’s end date.

If you are unsure which deliverable requirements apply to your award, please contact your grant manager.

D. Financial audits.

If an organization expends $500,000 or more of federal funds during the fiscal year, grantees must submit an organization-wide financial and compliance audit report as specified in chapter 19 of OJP’s Financial Guide.The audit must be performed in accordance with the U.S. Government Accountability Office Government Accounting Standards. Detailed information on the independent audit is available in OMB Circular A–133.

Date Created: January 30, 2014