FAQs

FREQUENTLY ASKED QUESTIONS

  1. How often will CJCC audit my agency?
  2. How long will a typical site visit take?
  3. How long will it take before I hear back from CJCC about the results of my desk review or onsite visit?
  4. If my agency receives findings, will we have time to correct them?
  5. Who should I submit my findings response?
  6. When will I hear back from CJCC as to whether my findings response was satisfactory?
  7. Will my grant funds be de-obligated for non-compliance?
  8. Will compliance issues affect my ability to apply for future funding opportunities?
  9. How can my agency separately track grant funds?
  10. What key items should be included in Policies and Procedures?
  11. How can I draft a LEP or EEOP?
  12. What is the purpose of the EEOP certification form?
  13. How often should my agency update our EEOP?
  14. My agency doesn’t interact much with the public, are we still bound to the LEP requirements?
  15. How often should my agency update their inventory tracking system?
  16. If our vehicles were not purchased by CJCC, are we still bound to the Executive order on Federal Text Messaging?
  17. How are contractors monitored?

 

 

1.  How often will CJCC audit my agency?

Response:  At least once every 2 years you will receive a desk review or onsite visit.

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2.  How long will a typical site visit take?

Response:  At least 2-4 hours depending on findings (if applicable). Please plan your day accordingly.

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3.  How long will it take before I hear back from CJCC about the results of my desk review or onsite visit?

Response:  Within 30 days from the date of your desk review or onsite visit you will receive notification about the results.

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4.  If my agency receives findings, will we have time to correct them?

Response:  Yes, you will receive notification listing the findings and the timeframe to submit your response with a corrective action plan.

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5.  Who should I submit my findings response?

Response:  All site visit findings responses should be submitted to the Site Visit Coordinator whose contact information will be provided in your findings notification.

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6.  When will I hear back from CJCC as to whether my findings response was satisfactory?

Response:  Within 30 days from receipt of your findings response you will receive notification if it is satisfactory and next steps if applicable.

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7.  Will my grant funds be deobligated for non-compliance?

Response:  Funds may be subject to deobligation if there is non-compliance with CJCC’s request for a satisfactory corrective action plan. (See CJCC Compliance Monitoring Policy)

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8.  Will compliance issues affect my ability to apply for future funding opportunities?

Response:  All compliance issues will remain in the subgrantee’s file and may be reviewed in subsequent years during the application process.  Compliance issues will not result in an automatic disqualification.

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9.  How can my agency separately track grant funds?

Response:  General ledger reports can be produced to show the fund type and an agency’s chart of accounts. (Please refer to the CJCC Subgrant Award Special Conditions)

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10. What key items should be included in Policies and Procedures?

Response:  Key items include: Purchasing policies should include procurement thresholds; Financial policies should include the management of grant funds; Personnel policies should include civil rights policies; Grievance policies should outline steps to file a grievance for employees and program participants; Written Limited English Proficiency (LEP) plan where applicable; Equal Employment Opportunity Plan (EEOP) where applicable; and a Policy that discourages text messaging while driving;  (Please refer to the CJCC Subgrant Award Special Conditions).

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11. How can I draft a LEP or EEOP?

Response:  Please refer to the CJCC Subgrant Award Special Conditions and the Office of Justice Programs at http://www.ojp.usdoj.gov/about/ocr/eeop_comply.htm or http://www.lep.gov.

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12. What is the purpose of the EEOP certification form?

Response:  Please refer to the CJCC Subgrant Award Special Conditions and the Office of Justice Programs at http://www.ojp.usdoj.gov/about/ocr/eeop_comply.htm

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13. How often should my agency update our EEOP?

Response:  Please refer to the CJCC Subgrant Award Special Conditions and the Office of Justice Programs at http://www.ojp.usdoj.gov/about/ocr/eeop_comply.htm

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14. My agency doesn’t interact much with the public, are we still bound to the LEP requirements?

Response:  Please refer to the CJCC Subgrant Award Special Conditions and the Office of Justice Programs at http://www.ojp.usdoj.gov/about/ocr/lep.htm

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15. How often should my agency update their inventory tracking system?

Response:  Per federal guidelines, inventory must be updated every two years and sent to the administering agency for record keeping.

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16. If our vehicles were not purchased by CJCC, are we still bound to the Executive order on Federal Text Messaging?

Response:  CJCC encourages all subgrantees to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course or performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. (Please refer to the CJCC Subgrant Award Special Conditions)

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17. How are contractors monitored?

Response:  The following items should be in place for successful monitoring of contractors: Contractor policies and procedures, documentation verifying contract services were properly procured, and no debarments or suspensions exist. CJCC may request to see previous monitoring results, corrective actions where applicable, current enforcement actions, and relevant correspondence regarding any of these areas.

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