To obtain access to OGMS, you must register here: https://ogms.dcjs.virginia.gov/. For questions and technical assistance, contact ogmssupport@dcjs.virginia.gov. Please include your grant number and grant program area in the Subject line (Example: 20-A1234CC20 – CCCA/PSA Grant Program).
Within 60 days of the starting date of the grant, the sub-grantee must initiate the project funded. If not, the sub-grantee must report to DCJS, in writing, the steps taken to initiate the project, the reasons for the delay, and the expected starting date. If the project is not operational within 90 days of the start date, the sub-grantee must obtain approval in writing from DCJS for a new implementation date or DCJS may cancel and terminate the project and redistribute the funds.
As a recipient of Department of Justice funding, all sub-recipients must comply with the requirements regarding Equal Employment Opportunity Plans (EEOP). In certain cases, sub-recipients must develop an EEOP. Your organization is required to submit a Certification Report and/or the Utilization Report section of your plan to the Office of Civil Rights. Further guidance can be found at https://ojp.gov/about/ocr/eeop.htm .
The Office on Civil Rights (OCR) offers civil rights training to assist sub-recipients in meeting their federal civil rights obligations. The online training, which consists of six segments and self-tests, provides an overview of applicable non-discrimination laws and the general civil rights obligations that are tied to grants awarded by the Department of Justice.
The System for Award Management (SAM) (https://www.sam.gov) is a federal government website that serves as a central registration point for government contractors. Sub-grantees must register in SAM in order to receive an award, and must maintain an active registration for the entire period of the award.
Typically, all submission of special conditions/encumbrances are reviewed within ten (10) working days. If the submission meets all requirements, the Grant Monitor will mark the item as compliant and remove the encumbrance (payment hold). Sub-recipients receive notice of approval via email. If the submission does not meet with approval, the Grant Monitor will contact the sub-recipient to request additional information.
To check the status of special conditions/encumbrances, logon to OGMS and select the Encumbrances component. Follow the specific instructions on each encumbrance. If you have questions about the status, contact your Grant Monitor.
A special condition is an item included in the Grant Award Package that requires the grantee to accomplish certain tasks or meet certain requirements within a particular period of time in order to comply with the terms of the grant. It is important that you review the special conditions carefully and check OGMS to see if there are any encumbrances as some might require action before funds will be disbursed.
The Uniform Guidance in 2 CFR 200.77 defines "period of performance" as the time during which the non-Federal entity (sub-grantee) may incur new obligations to carry out the work authorized under the Federal award. The period of performance represents the one-year period for which the award was made. The Grant Award Package (Statement of Grant Award) provides the award period for each grant (eg. July 1, 2019-June 30, 2020).
The award acceptance must be received prior to funds being disbursed. To check the status of the award acceptance, logon to OGMS: https://ogms.dcjs.virginia.gov/.
