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Virginia Department of Criminal Justice Services
Instructions for Forms
Instructions
for Financial Reports
Department
of Criminal Justice Services
805 East Broad Street, 10th Floor
Richmond, Virginia 23219
The financial report is intended to serve two purposes:
- It enables the Commonwealth of Virginia to meet its reporting commitments.
- It enables the DCJS to monitor project fiscal operations, provide assistance as required, and check the actual expenditures against budgeted costs.
Uses of
Form<
The financial report form is used to report receipts and expenditures
and unpaid obligations for grant awards.
Due
Date
Reports are due by the 12th working day following the close of the quarter
covered in the report. Reports are required even if no expenditures have
occurred.
Mailing
Instructions
Reports are to be signed by the Authorized Official and mailed
to:
Department
of Criminal Justice Services
805 East Broad Street, 10th Floor
Richmond, Virginia 23219
Multiple
Grants
Separate reports should be completed for each grant program being
conducted by the subgrantee.
The following should be observed in preparation of quarterly reports:
Grant Program: Circle the grant program this Financial report is being filed under.
Grant Number: Insert grant number as it appears on the Statement of Grant Award.
Grant Period: Enter the grant period as shown on the statement of Grant Award. If applicable, include any grant period extensions that have been approved in writing by DCJS.
Subgrantee: Enter Subgrantee name as shown on Statement of Grant Award.
Project Identification: Insert category and title of program as reported in your latest Statement of Grant Award for the grant. For example: JJDP, VW, PTD, IDEA, etc.
Date of Report: Enter the current date.
Date Project Completed: If the project has been completed and no obligations remain, enter the date by which all obligated money was expended.
Report Period Ending: Indicate by circling the appropriate date whether this is 9/30 report, 12/31 report, 03/31 report or 6/30 report or final.
Current Budget: Same as Statement of Grant Award or most recent approved budget amendment.
Receipts to Date: Cumulative totals of funds received from DCJS and local match, if applicable.
Expenditures: Year-to-date actual expenses paid by the Subgrantee. Note: This report is cumulative. Include all expenditures to date (not just for the current quarter). If expenditures for any one category exceed amount shown in Current Budget above, a Budget Amendment Request needs to be submitted indicating movement of funds to correct categories.
Cash on Hand: Receipts less expenditures leaves cash on hand. It is possible to have a negative figure indicating expenditures exceeded actual cash on hand.
Obligations: Invoices, contracts or commitments stipulating an expenditure will take place and funds will be expended when items or services are received.
Signature of Authorized Official: The person that is authorized to sign this report is the Fiscal Officer of the Local Unit of Government or State Agency, or the Chief Executive or Chief Administrative Officer of the Local Unit of Government or Director of a State Agency.
Definitions of Terms
DCJS Federal Funds: Funds awarded to the Commonwealth of Virginia by the federal government that are subsequently awarded to local units of government, combinations thereof, and state agencies.
DCJS General or Special Funds: Funds appropriated to the DCJS by the Virginia General Assembly from the general/special funds of the Commonwealth, for the purpose of providing Match requirements under the Federal grant program or General/Special Funds appropriated for a specific program. For example: PIC, V/W, PTD, etc.
Subgrantee Cash Match: Monies appropriated by the subgrantee, or a combination thereof, or by a private non-profit organization for the purpose of matching DCJS grant award.
Copyright © 1998 - 2012
Department of Criminal Justice Services
1100 Bank St.
Richmond, VA 23219, 804.786.4000
WAI Level A Compliant
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Page URL:
http://www.dcjs.virginia.gov/forms/grants/instructions.cfm