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approval. Grantees should maintain a copy of this guidance with any other appropriate records and cost documentation in their grant files (as required by 2 C.F.R. § 200.302, 2 C.F.R. § 200.333).
1) Allowability of costs not normally chargeable to awards: OCJS will allow recipients who incur costs related to the cancellation of events, travel, or other activities necessary and reasonable for the performance of the award (e.g., the costs of providing telework equipment to employees who are working on the award), or the pausing and restarting of grant-funded activities due to the public health emergency, to charge these costs to their award.
OCJS will allow recipients to charge full cost of cancellation when the event, travel, or other activities are conducted under the auspices of the grant. In cases where charging of cancellation or other costs results in insufficient funds to eventually carry out the event or travel, please contact your grant coordinator to discuss possible alternatives or changes to the scope of the project, if feasible.
2) Allowability of salaries and other project costs: OCJS will allow recipients to continue to charge salaries and benefits to their awards consistent with the recipients’ policy of paying salaries and benefits under unexpected or extraordinary circumstances from all funding sources (Federal and non-Federal). As outlined in 2 C.F.R. § 200.431 (a) and (b), benefits may include the costs of leave (“regular compensation paid to employees during periods of authorized absences from the job, such as for annual leave, family-related leave, sick leave … administrative leave, and other similar benefits”), as long as they are provided under written leave policies.
OCJS encourages recipients to review and update (if necessary) their written leave policies to address “unexpected or extraordinary circumstances.” Recipients are required to maintain copies of the leave policies and cost documentation (as required by 2 C.F.R. § 200.302, 2 C.F.R. § 200.333, and 2 C.F.R. § 431(b)(1)) to substantiate the charging of salaries and benefits during interruption of operations or services.
3) Award extensions: Extensions will be considered on a case by case basis and are dependent upon OCJS receiving extensions from the federal government. Extension requests still must be submitted at least 30 days prior to the end of the grant.
4) QSR reporting requirements: For grantees unable to meet original due dates, OCJS is allowing delayed submission until June 1. Please note that at this time, due dates for reports for the remaining fiscal year are unchanged.
5) Grant Payments: OCJS is prioritizing payment requests and they will be processed as quickly as possible.
6) Progress reporting and performance measurement reporting: OCJS is allowing for an extension for JAG PMT reports. The original due date is April 15, however this will be extended until June 1. If projects are able to report in April, please do so. Please note that all remaining deadlines for the year remain the same.
7) Financial monitoring: Until otherwise notified, all on-site monitoring will be conducted as remote desktop monitoring. You will be contacted by OCJS monitors to make arrangements for desk audits as necessary. If your organization is unable to participate in remote monitoring due to operational limitations, you may request postponement until a later date.
8) Solicitations: The deadline for the Residential Substance Abuse Treatment grant has been extended to April 30. OCJS plans to release both the 2020 Edward Byrne Memorial Justice Assistance Grant and 2020 STOP Violence Against Women Grant as scheduled on May 1. Any delays in this will be communicated to potential applicants as soon as possible.
Please direct questions about this guidance to Melissa Darby 614-359-0043 or mbdarby@dps.ohio.gov
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