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Welcome to the spring 2025 edition of the Grants Financial Management Minute! This quarterly email will keep you updated on new initiatives, issues for awareness, and resources and support available to you from the Office of the Chief Financial Officer (OCFO) and the Office of Justice Programs Territories Financial Support Center (OJP TFSC).
Well, they say the groundhog saw his shadow, which means we will have a few more weeks of winter. However, I am so ready to hear the birds chirping, see beautiful flowers, and feel some warmer weather. Bring on the spring!
During the spring, OCFO and TFSC will continue to collaborate, strategize, and discuss innovative ways to serve our grantees. We remain committed to ensuring our grantees are adequately trained on all things grants financial management.
We are all here to serve you! As always, your feedback is very important to us, and we encourage you to reach out to OJP TFSC for any assistance you may need.
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 Christal McNeil-Wright Associate CFO,
Grants, Financial Management,
Office of Justice Programs
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As the flowers bloom and the days grow longer, spring is the perfect time to refresh and revitalize your grants management strategies. Like spring cleaning, taking a proactive approach to reviewing your grant files, financial reports, and compliance measures ensures everything is in order before the busy months ahead.
Now is a great time to:
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Review your budget. Ensure spending aligns with your grant objectives and allowable costs.
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Organize documentation. Keep financial records, programmatic reports, and subrecipient monitoring files up to date.
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Prepare for desk reviews and site visits. Conduct internal audits to identify and address potential compliance issues early.
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Check reporting deadlines. Stay ahead of upcoming financial and programmatic reporting requirements.
Just as a well-tended garden flourishes in the right conditions, strong grants management leads to lasting impact and program success. Let's make this spring a season of growth, efficiency, and compliance!
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The 2 CFR 200 updates, effective October 2024, introduced significant changes for TFSC grantees managing federal awards. The 2 CFR 200 Update Quick Guide highlights essential updates to support compliance and streamline grant management.
Key changes Include:
- Higher audit threshold—single audits required for entities spending over $1 million (previously $750,000).
- Increased indirect cost rate—the de minimis rate rose from 10% to 15%.
- Procurement flexibility—grantees can prioritize small, minority-owned, and veteran-owned businesses.
- Equipment reclassification—items under $10,000 are now considered supplies.
For a full breakdown of the changes, see 2 CFR Part 200 Regulations.
Managing federal grant funds can feel overwhelming, but you don't have to do it alone! The Office of Justice Programs (OJP) Financial Management Training is designed to help grantees confidently navigate the financial administration of their OJP awards—whether discretionary or formula grants.
Led by experts from OJP's Office of the Chief Financial Officer, this training covers key topics such as budget management, financial reporting, allowable costs, and compliance with federal regulations. Plus, the training offers a great opportunity to connect with fellow grantees and ask real-time questions.
For training dates and registration, please click here. Registration fills up quickly, and applicants will be notified of their status within 15 business days of registering. Please wait for confirmation before making travel arrangements. If you have any questions, please contact dojfinancialtraining@ojp.usdoj.gov.
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Meet Russ Bermejo
Get to know one of TFSC's team members in this edition of the Employee Spotlight.
Job title: Senior Training and Technical Assistance Specialist
Hometown: Irvine, California
OJP TFSC start date: September 2020
If you could go anywhere for a month, where would you go? St. Louis, MO
What do you like to do in your free time? Barbeque rib eye steaks for friends/family and watch baseball
What is one thing most of your colleagues don't know about you? I made each of my four children’s birthday cakes every year until it was no longer fun.
What is the best thing about supporting OJP TFSC? I love what we do, how we do it, and who I get to do it with.
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Are Your Travel Expenses Grant Compliant
Navigating travel costs for grant-funded projects can be challenging. The Travel Costs Guide Sheet offers clear guidance on allowable expenses, including transportation, lodging, and per diem rates. Ensure your organization's travel policies align with federal regulations to maintain compliance and optimize your grant's impact. Some key tips to keep in mind include:
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Maintaining detailed records. Retain all receipts and submit travel vouchers promptly, adhering to your organization's travel policy or the Federal Travel Regulation (FTR) guidelines.
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Choosing cost-effective transportation. Opt for the most economical transportation options. Premium services or accommodations are generally unallowable unless justified by specific circumstances, such as medical necessity or significant time constraints.
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Adhering to per diem rates. Ensure that lodging and meal expenses do not exceed the per diem rates established by your organization or the federal government. Current rates can be found on the U.S. General Services Administration's website.
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Is Your Organization Using Credit Cards Correctly?
Organization credit cards can streamline grant-related purchases, but mismanagement can lead to compliance issues and audit findings. The Organization Credit Card Guide Sheet provides essential guidelines to ensure proper usage, documentation, and oversight when using credit cards for grant-funded expenses. Key considerations include:
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Accessing control. Issue credit cards only to employees with a demonstrated operational need, regardless of their position or rank.
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Clearing restrictions. Ensure cardholders are familiar with 2 CFR 200, Subpart E—Cost Principles, to distinguish between allowable and unallowable expenses.
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Reporting expenses. Mandate timely submission of detailed receipts for purchases over $75 and establish a consistent reconciliation process.
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Preventing fraud. Define explicit disciplinary actions for misuse and regularly monitor transactions to promptly detect and address unauthorized activities.
View all OJP TFSC resources.
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For additional assistance or to request individualized technical assistance on any of these or other financial management topics, please contact the OJP TFSC Virtual Support Center by email at OJPTFSC@usdoj.gov or schedule a consultation call with one of our financial specialists. |
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