OSLDPS Information Bulletin

No. 00-024 December 8, 2000

TO: All State Administrative Agency Heads

All State Administrative Agency Points of Contact

FROM: C.H. “Butch” Straub, II

Director

SUBJECT: Reporting Requirements for Fiscal Year 1999 State Domestic Preparedness

Equipment Program Grants

This information bulletin is being provided to clarify the reporting requirements associated with 

Office for State and Local Domestic Preparedness Support (OSLDPS) Fiscal Year 1999 State

Domestic Preparedness Equipment Program grants. The Office of Justice Programs (OJP), Office

of the Comptroller (OC) has established standardized reporting requirements for all OJP grantees. 

Based on guidance provided in the OC Financial Guide, OSLDPS state grantees will need to

submit the following reports as indicated:

• Financial Status Reports (SF-269s) – Financial status reports should be

completed and provided to the Office of the Comptroller’s Control Desk within 45

days after the end of each calendar quarter during the grant period.

• Categorical Assistance Progress Reports (OJP Form 4587/1) – Categorical

Assistance Progress Reports should be completed and provided to the Office of

the Comptroller’s Control Desk within 30 days after the end of the reporting

periods, which are 06/30 and 12/31 for the life of the award. 

Remember that both reports must be provided for partial calendar quarters covered by your grant,

as well as for periods where no grant activity occurred. Also, this guidance supercedes language

contained in the OSLDPS Fiscal Year 1999 State Domestic Preparedness Equipment Program

Program Guidelines and Application Kit. Language in the application kit indicates that grantees

are required to submit an “annual progress report” no later than December 31 for activities

undertaken in the previous fiscal year. This report will not be required.
Please note that, based on the guidance provided by OC, OSLDPS state grantees will need to

provide a Categorical Assistance Progress Report for the period covering March 24, 2000

through June 30, 2000. This report should be provided to OC as soon as possible. Two hard

copies of these reports should be mailed to OC at: 

Office of the Comptroller

Attn: Control Desk

810 Seventh Street, N.W.

Washington, D.C. 20531

For your convenience, blank copies of both reports, along with instructions for completing them, 

have been attached. Additionally, these forms can be found on the OJP web site located at:

http://www.ojp.usdoj.gov/forms.htm. 

Please feel free to contact your OSLDPS program manager if you have any additional questions

about these required reports.

Attachments
FINANCIAL STATUS REPORT

(Short Form)

(Follow instructions on the back)

1. Federal Agency and Organizational Element

 to Which Report is Submitted

2. Federal Grant or Other Identifying Number Assigned

 By Federal Agency

OMB Approval

No.

0348-0038

Page of

pages

3. Recipient Organization (Name and complete address, including ZIP code)

4. Employer Identification Number 5. Recipient Account Number or Identifying Number 6. Final Report 7. Basis

Yes No Cash Accrual

8. Funding/Grant Period (See Instructions)

From: (Month, Day, Year) To: (Month, Day, Year)

9. Period Covered by this Report

From: (Month, Day, Year) To: (Month, Day, Year)

I

Previously

Reported

II

This

Period

III

Cumulative

a. Total outlays

b. Recipient share of outlays

c. Federal share of outlays

d. Total unliquidated obligations

e. Recipient share of unliquidated obligations

f. Federal share of unliquidated obligations

g. Total Federal share (Sum of lines c and f)

h. Total Federal funds authorized for this funding period

i. Unobligated balance of Federal funds (Line h minus line g)

11. Indirect

 Expense

a. Type of Rate (Place "X" in appropriate box)

Provisional Predetermined Final Fixed

b. Rate c. Base d. Total Amount e. Federal Share

12. Remarks: Attach any explanations deemed necessary or information required by Federal sponsoring agency in compliance with governing legislation.

13. Certification: I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and

unliquidated obligations are for the purposes set forth in the award documents.

Typed or Printed Name and Title Telephone (Area code, number and extension)

Signature of Authorized Certifying Official Date Report Submitted

Standard Form 269A (REV 2-92)

Prescribed by OMB Circulars A-102 and A-110 This form was electronically produced by Elite Federal Forms, Inc.

10. Transactions:

NSN 7540-01-218-4387

6 . SHOR T TITLE OF PR OJECT 7 . GRANT AMOUNT 8 . TYPE OF REPOR T

4 . IMPLEMENTING SUBGRANTEE 5 . REPOR TING PERIOD (Dates)

1 . GRANTEE

F R OM:

REGULAR

FINAL REPOR T

SPECIAL

REQ UEST

T O :

2 . A GENCY GRANT NUMBER 3 . REPOR T NO .

12. COMMENCE REPOR T HERE (Contin ue on plain paper)

13. CER TIFICATION BY GRANTEE (Official signature)

OJP FORM 4587/1 (REV. 2-90)

OMB APPR OVAL NO . 1121-0140 EXPIRES 1/31/96

14. D AT E

9 . NAME AND TITLE OF PR OJECT DIRECT O R 10. SIGNATURE OF PR OJECT DIRECT O R 11. D ATE OF REPOR T

The information provided will be used by the grantor agency to monitor grantee cash flow to ensure proper use of Federal 

funds. No further monies or other benefits may be paid out under this program unless this report is completed and filed as 

required by existing law and regulations (Uniform Administrative Requirements for Grants and Cooperative Agreements 

— 28 CFR, Part 66, Common Rule, and OMB Circular A-110).

CATEGORICALASSISTANCE PROGRESS REPORT

U.S. DEPARTMENT OF JUSTICE

Office of Justice Programs
INSTRUCTIONS FOR COMPLETING OJP CATEGORICAL

ASSISTANCE PROGRESS REPORTS

Grantees are required to submit Progress Reports on project activities and accomplishments. It is expected that 

reports will include data appropriate to this stage of project development and in sufficient detail to provide a clear 

idea and summary of work and accomplishments to date. The following should be observed in preparation and 

submission of progress reports:

a. Due Date. Reports are due 30 days after the close of each full calendar quarter. The final report is due 90 

days following the close of the grant period or any extension thereof.

b. Submission. Grantees shall submit to OJP Office of the Comptroller an original and one copy of quarterly 

progress reports and an original and three copies of final progress reports.

c. Form and Execution. Grantees should use OJP Form 4587/1 (Rev. 2 90) as a face sheet. If continuation 

pages are needed, plain bond paper is to be used. It should be noted that the report is to be signed by the 

person designated as project director on the grant application or any duly designated successor.

d. Reporting Requirements. The reporting requirements noted in this section are designed to provide the grantor 

agency with sufficient information to monitor grant implementation and goal achievement. To support effective 

monitoring progress reports must be keyed to the grant implementation plan provided in Part IV of the grant 

application. Specifically, the report should:

1. Indicate the status of each goal which was due for completion during a previous report 

quarter but carried over due to implementation or other problems.

2. State the status of each goal which was scheduled to be achieved during the report period.

3. State the corrective action planned to resolve implementation problems and state the effect 

of these problems on the remaining schedule for achieving the project remaining goals.

4. If appropriate, identify changes which are needed in the implementation plan specified in 

Parts III and IV of the grant application to overcome problems. Changes which alter plans 

and/or goals set forth in Part III or IV of the application require prior grantor agency 

approval and the issuance of a Grant Adjustment Notice.

5. State what technical assistance the grantor agency might provide during the coming 

quarter to help resolve implementation problems. If technical assistance has been 

provided to resolve implementation problems, state the problems (or tasks) addressed and 

the results (or impact) of the assistance provided.

6. Based on the performance measures set forth in the grant application (implementation 

plan), indicate in quantitative terms the results (of the project) achieved both during the 

reporting period and cumulative-to-date. Explanatory and qualifying statements will be 

helpful here, especially if project objectives have changed.

e. Special Requirements. Special reporting requirements or instructions may be prescribed for categorical 

projects in certain program or experimental areas to better assess impact and comparative effectiveness of the 

overall categorical grant program. These will be communicated to affected grantees by the agency.

Public reporting burden for this collection of information is estimated to average 2 hours per response, including the time for reviewing

instruction, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of

information. Send comments regarding this burden estimate or any other aspects of this collection of information, including suggestions for

reducing this burden, to the Comptroller, Office of Justice Programs, U.S. Department of Justice, 810 7th St., NW., Washington, D.C. 20531;

and to the Public Use Reports Project, 1121-0140, Office of Information and Regulatory Affairs, Office of Management and Budget,

Washington, D.C. 20503.