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This page explains the compliance requirements of grantees
receiving federal funds from OVC and the monitoring/oversight
role of OVC and related offices.
Award recipients are required to meet certain programmatic, financial,
and administrative requirements in the execution of their projects.
- Written reports: To inform OVC of the status and progress of
their projects, recipients of discretionary funds must provide OVC with
semiannual progress reports and quarterly financial reports.
Grantees must submit these reports on a consistent and timely basis.
Generally, progress reports are brief. Instructions for completing these
reports can be found on the back of the report forms.
- Semiannual
progress reports (also called Categorical Assistance Reports)
are due July 30 (for the period beginning January 1 and ending June
30) and January 30 (for the period beginning July 1 and ending December
31).
- Final progress reports—the same form as the semiannual
progress report—are due within 120 calendar days following
the close of the grant period or extension to the grant period.
- Quarterly
financial status reports must be submitted within 45 calendar
days following the end of each quarterly reporting period. Reports
are due February 14 for the reporting period ending December 31,
May 15 for the reporting period ending March 31, August 14 for the
reporting period ending June 30, and November 15 for the reporting
period ending September 30.
- Timely submission of reports—failure to submit required
progress reports may lead to a freezing of funds or to suspension
and/or termination of an award.
- Special conditions: Specific programmatic requirements are
stated in the grant solicitation or program guidance and may be included
in "special conditions" of the grant award. As a condition
of an award, grantees producing publications must follow the
requirements set forth in the
OVC Publishing Guidelines.
- For more information: Detailed information about compliance
in specific situations that may arise while performing a grant-funded
project can be found in the effective edition of the Office
of the Chief Financial Officer Financial Guide.
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- Purpose: OVC staff conduct regular and continual monitoring
of discretionary grantees for the dual purpose of ensuring the effective
use of public funds and assisting grantees in program development and
grant administration. Monitoring allows OVC to
- Provide guidance to grantees on OJP policies and procedures,
grant program requirements, general federal regulations, and basic
programmatic, administrative, and financial reporting requirements.
- Identify and resolve problems that may impede the effective implementation
of programs.
- Ensure that the grantee complies with the programmatic, administrative,
and fiscal requirements of relevant statutes, regulations, policies,
and guidelines.
- Advocate responsible stewardship of awarded funds.
- Ensure that programs/projects initiated by grantees are carried
out in a manner consistent with the grantee's stated implementation
plan and/or according to the policy guidelines and applicable rules
and regulations of the awarding office within OJP.
- Methods: OVC employs several approaches to monitoring discretionary
grants, some of which involve the assistance of the Office of the Chief Financial Officer (OCFO) and the Office
of the Inspector General (OIG). These include
- OVC desk monitoring.
- Site visits by OVC staff.
- Review and analysis of programmatic progress reports.
- Site visits by OC staff.
- Review and analysis of financial status reports by OC staff.
- Audits performed by OIG staff.
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