Reporting

FISCAL REPORTING:*

Subgrant Expenditure Requests:

Recipients may request reimbursement for expenses incurred during the grant period on either a monthly or quarterly basis. To request reimbursement, the recipient must submit a financial report within thirty days of a month’s end date or thirty days of the quarter’s end date. Please download the Subgrant Expenditure Report (SER) cover form below and submit by mail along with a hard copy of the SER for the respective reporting period. CJCC will not grant reimbursement requests that are not submitted as instructed. SERs should be submitted by mail to:

Attn: Juvenile Justice Incentive Grant
Criminal Justice Coordinating Council
104 Marietta Street, NW, Suite 440
Atlanta, GA 30303

*Please note, the instructions above for submitting expenditure reports are specific to all Juvenile Justice grant awards and may be different for other grant awards.

JJ Unit SER Cover Form 

All grantees are required to complete and return the following documents by mail with each reimbursement request. This will better assist us with applying/categorizing expenses to the appropriate budget categories.

When submitting monthly/quarterly SERs, each grantee is required to:

  • Complete the respective SER with appropriate signatures
  • Complete and submit a printed copy the JJ Unit Cover Form (see attached electronic excel document). Please be sure to specify the subgrant number and the appropriate SER # on the cover page of the Excel document.  This number can be found in the top right corner of your pre-printed Subgrant Expenditure Report/Request for Funds form. 
  • Include a printed copy for each budget category to accompany the completed expenditure report outlining the expenditures requested for each budget category  (Please print each applicable tab(s): Coversheet, Personnel, Equipment, Supplies, Travel, Printing, Other)
  • Apply the appropriate accounting code per expense when possible when completing the Excel document

We are aware that there is not a specific accounting code for each individual expense, If you are unable to locate the appropriate accounting code you may move forward with completing and submitting the form without specifying a specific code and the expense will be coded accordingly once reviewed. 

Subgrant Adjustment Requests:

Occasionally subgrantees may also need to change/update any of the following on a grant:

  • Primary and secondary contact information;
  • A budget modification within currently approved budget categories;
  • An extension on the project's lifecycle;
  • Personnel changes (either changes in the persons funded or the percent of time spent on the grant).

To request any of the above, subgrantees must complete a Subgrant Adjustment Request (SAR) form and submit the form to the appropriate grant auditor.  Refer to your grant auditor/specialist for this document. 

Waiver Requests:

Per the special conditions of the Juvenile Justice Incentive grant, Juvenile Accountability Block grant and  the Juvenile Delinquency Prevention & Treatment grant awards,

"25% of the awarded funding must be expended each quarter of the grant cycle. Any unused funds will be retained by the Council to be managed by the Juvenile Justice Funding Committee."

For FY17, Waiver Requests will not be required until the second quarter of the grant cycle is complete. 

If your agency expended grant funds during the respective quarter that have not been accounted for as part of your reimbursement request, or if there are extenuating circumstances that warrant consideration, you may submit a waiver request form along with a Subgrant Adjustment Request (SAR) form and any other supporting documentation to substaintiate your request to retain the unexpended funds for the respective period. Please contact the appropriate Grant Specialist to request the respective SAR.

Juvenile Justice Waiver Request Form 

Click here to submit a Waiver Form

*Please note, reimbursement requests will not be approved until the appropriate Progress Report is submitted/received for the respective quarter. For those reporting directly to CVIOG, all data reports must be up-to-date before reimbursement requests are approved.*

PROGRAM REPORTING:

Monthly Data Reports
Please adhere to the Carl Vincent Institute of Government's deadlines when submitting monthly data reports. FY17 Data submission deadlines can be found here

Carl Vinson Institute of Government
The University of Georgia
706-542-6272 | evalhelp@uga.edu
www.vinsoninstitute.org

Quarterly Progress Reports
In addition to the data reporting, each grant-funded court must complete and submit a quarterly report no later than 30 days following the end of each quarter. 

Quarterly Report Timetable:

Quarter 1 July 1 - September 30 Due: October 30
Quarter 2 October 1 - December 31 Due: January 30
Quarter 3 January 1 - March 31 Due: April 30
Quarter 4 April 1 - June 30 Due: July 30

 

 

 

 

For questions about financial reporting or to request additional information, please contact:

Rachel Furbee
Grants Specialist, Juvenile Justice Unit
Criminal Justice Coordinating Council
104 Marietta Street, NW, Suite 440
Atlanta, GA 30303
404-657-2073
Rachel.Furbee@cjcc.ga.gov