If victim/witness program staff are unable to submit the quarterly reports to DCJS by the required deadline, program staff must:
- Notify the Grant Monitor by email to request an extension on the quarterly progress report
- Notify Grants Management by email to request an extension on the quarterly financial report
There must be a reasonable cause for this delay (e.g., computer problems, a staff vacancy, etc).
Even if an extension is approved by the Grant Monitor or by Grants Management staff, the locality cannot request funds until both the financial report and progress report have been received and approved. Additionally, all grant special conditions and a signed Statement of Grant Award acceptance must be received by DCJS Grants Management before funds can be requested by the locality.
DCJS grant funded programs are required to maintain grant related records which may include programmatic and financial documents for three years plus the year of the grant. Any records older than the required retention period may be stored or purged, at the discretion of the program director and sponsoring agency.