Byrne Formula Grant Program Guidance, FY 2004

Reporting Requirements

Required Reports

Throughout the year, BJA requires certain reports from the SAA. Not including financial reporting, for which the Office of Justice Programs (OJP), Office of the Comptroller provides requirements, they are:

• Program Approval Request. This request is required only if the SAA wishes to fund a new program that was not approved previously.

• Subaward Reports. These reports provide BJA with basic information related to the subgrants awarded by the SAA.

• State Annual Report. This report describes the activities carried out under the formula grant.

• Program Allocations List. This end-of-year report updates BJA on how the SAA actually allocated its funds among its approved programs.

Program Approval Request

In the state strategy, the SAA sets out the programs it plans to fund. If, in between strategies and annual updates, the SAA wishes to fund a new program, it may submit a Program Approval Request to its BJA Program Manager. BJA suggests that these requests be submitted via e-mail to expedite their review. Each SAA's BJA Program Manager will respond to the request within 10 working days via e-mail. If the SAA does not receive a response within 10 working days, it may consider the request approved.

To submit a Program Approval Request, use the following format, which is identical to the format used in the state strategy:

• Name of the program.

• The Byrne Purpose Areas that apply.

• The relevant national strategies that apply (see the National Drug Control Strategy).

• A brief description of the program.

• The major performance measures to be collected by the SAA on this program.

• The evaluation target date for completion or a request for waiver for the evaluation component.

To respond to congressional and other requests about the Byrne Program, BJA must collect some information related to subawards. OJP is currently developing an online system that will more easily collect this information; BJA will update these requirements when it is available. With the fiscal year 2003 grant awards, however, BJA began requiring that the SAA report this information to the BJA Program Manager 6 months after award and again 12 months after award. The SAA may submit the information in the most convenient format; however, BJA does appreciate receiving it in an electronic format, such as a spreadsheet.

Listed below is the information BJA will require on each subgrant:

• Name of grantee.

• Project title.

• Amount of grant award.

• Applicable purpose areas, as indicated by their corresponding numbers (see Allowable Purpose Areas).

State Annual Report

The Act requires the SAA to submit an annual report to BJA. This report describes the activities carried out under the formula grant. BJA uses it to prepare its annual report to Congress. While the general requirement is to submit this report for the period of June 1 through July 30, each SAA's BJA Program Manager is authorized to change this reporting period for a state if it better fits the state's needs or grant cycle.

The format for the State Annual Report is listed below:

• Table of Contents.

• Executive Summary. This is a short, general overview of the entire report that could be used by BJA in responding to inquiries regarding each state's Byrne program.

• Overview of Evaluation Activities. For all programs, the SAA should either state that a waiver has been given for the evaluation requirement or provide a brief overview of the evaluation activities or planned activities.

• Aggregate Figures for BJA-Required Performance Measures. BJA has provided minimal performance measures for each purpose area. For each performance measure, the SAA must provide the aggregate numbers collected from subgrantees.

• Supplementary or Anecdotal Information on Programs. Here the SAA may provide any other information it believes is important, including anecdotal information on programs or individual projects or additional performance measure information collected beyond that required by BJA.

Program Allocations List

This year-end report is generally due each year within 3 months after the end of the reporting period, which is usually June 1 to May 30, however, each SAA's BJA Program Manager is authorized to negotiate an alternate due date if it is more logical given the state's grant cycle. Listed below is the format for the Program Allocations List:

• The title of the program under which it was approved.

• The number of subgrants awarded under it during the reporting period.

• The amount of federal funds dedicated to the program through awards to local agencies (or for local purposes, if a waiver is used; see Pass-Through Requirement).

• The amount of matching funds dedicated to the program under awards to local agencies (or under local purposes, if a waiver is used; see Match Requirements).

• The amount of federal funds dedicated to the program through awards to state agencies.

• The amount of matching funds dedicated to the program through awards to state agencies.