Frequently Asked Questions

  1. How will project funds be disbursed?

  2. Can funds be transferred between budget categories?

  3. Can changes be made to a project’s plan of action?

  4. Can a project’s proposed timeline be adjusted?

  5. What post-award changes require prior approval?

  6. What are the reporting requirements?

  7. How do I submit my reports to TCJ?

  8. What do I do if I need additional time to complete a report or submit information to TCJ?

  9. Are no-cost extensions permitted?

10. Can I use the CJA logo?

11. Does the grant allow the generation of program income?

 



1. How will project funds be disbursed?

Grant funds are disbursed on a reimbursement basis. You are responsible for submitting a monthly request for reimbursement 30 days after the close of the billing period. Once your expenditure statement is approved, your payment will be sent by check.
Request for Reimbursement (RFR) Form
RFR Documentation Helpful Hints


2. Can funds be transferred between budget categories?

Funds can be transferred between budget categories without prior approval provided that the transfer does not involve more than 15% of the total budget for a category. All requests for significant budget revisions require notification of CJA staff.

See also FAQ (5)


3. Can changes be made to a project’s plan of action?

Any significant changes to the approved plan of action for a project must be reviewed and approved in writing. Approval of requests will be made on a case by case basis.

See also FAQ (5)


4. Can a project’s proposed timeline be adjusted?

TCJ should be made aware of changes to the proposed timeline of activities. Prior approval must be requested if changes to timeline will significantly affect project goals. Extensions to the grant period are not permitted.

See also FAQ (5)

See also FAQ (9)


5. What post-award changes require prior approval?

Significant rebudgeting requests, change in effort, change in key personnel, contracting significant programmatic work and changes to the approved plan of action require prior approval.

See also FAQ (2)

See also FAQ (3)

See also FAQ (4)


6. What are the reporting requirements?

Grantees are required to submit quarterly performance reports as well as a final performance and financial report. The quarterly performance reports are due no later than 15 days after the end of a quarter and shall cover grant activities for the three months immediately preceding the close of the period. The final performance report as well as a the financial report covering all twelve months of funding must be submitted no later than 30 days following the close of the grant period. The format for the required reports will be provided by TCJ.

CJA scholarship recipients must submit a Scholarship Attendance Report no later than 30 days following their attendance at the program for which they have received scholarship support.

Financial Status Report Template

CJA Scholarship Report


7. How do I submit my reports to TCJ?

You may submit your reports either electronically by email or provide a hard copy by mail. Reports must contain the signatures of the appropriate representatives.
Submit hardcopies of reports to: Children’s Justice Act, Texas Center for the Judiciary, 1210 San Antonio, Suite 800, Austin, Texas 78701. Email reports to: Heidi Penix at heidip@yourhonor.com.


8. What do I do if I need additional time to complete a report or submit information to TCJ?

To request a change in due date for submission of reports or project deliverables, please contact CJA staff and provide the amount of additional time requested, the reason for the request for additional time, and the dates when the required material will be submitted to TCJ. If you do not communicate the status of your reports to TCJ, it could result it in delayed payment of your grant funds as well as jeopardize your chances of receiving future CJA funding.


9. Are no-cost extensions permitted?

No-cost extensions are not permitted. If you will have difficulty completing your project within the proposed timeframe, please alert TCJ as soon as possible.

See also FAQ (4)


11. Does the grant allow the generation of program income?

Unless otherwise specified, program income received during the grant period is to be retained by the grantee, added to the funds committed by CJA, and thus used to further project or program objectives. Grantees must report any program income earned using the form provided by CJA.

Report on Income Earned