NYS DCJS · New York State · expenditure-based state and federal DCJS contracts — reentry, victim services, violence prevention and more
Your DCJS Fiscal Cost Report and Personnel Itemization, one calendar quarter at a time.
DCJS vouchers on a fixed packet — the Claim for Payment, the Fiscal Cost Report and a Detailed Itemization for every Attachment B category — and pays only what the executed budget allows, inside its category. Prove It writes AI-read payroll and coded invoices into the official DCJS-54 and DCJS-3256 blanks: approved budget from Budget Builder, previous cumulative from earlier quarters, this quarter's claim, Method A personnel. You review every line before anything posts.
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What DCJS checks before it pays
One PDF per contract, and never add rows
Compile the Claim for Payment, Fiscal Cost Report and every Detailed Itemization into a single PDF, one email per contract, and use an additional itemization form rather than adding rows to a protected one.
The DCJS Number is for GMS contracts only
Statewide Financial System (SFS) contracts do not have one; the Invoice Number is the contract number plus the report period (C123456 1-3/25) and the Purchase Order is the contract number.
A category has to exist in Attachment B first
DCJS only pays expenses that were incurred and paid, sit in a category the approved budget already contains, and have not been claimed on any other grant.
Expenditure-based DCJS contracts voucher on a fixed packet: the SFS Claim for Payment (AC 3253-S), the Fiscal Cost Report (DCJS-54) and a Detailed Itemization form for every Attachment B category with expenses (Instructions for Completing Expenditure-Based Voucher Forms, updated July 2026)
Compile the whole voucher into a single PDF and email it to the DCJS Voucher Submittal Mailbox with the contract number and report period in the subject line — one email per contract; several contracts in one email could delay processing
DCJS suggests downloading fresh forms from its website each time you voucher, and says not to add rows to any Detailed Itemization form (protected cells and formulas) — use an additional form instead
Claim for Payment: vendor name and address as on the executed contract, the SFS Vendor ID, Invoice Number = contract number plus report period (e.g. C123456 1-3/25), Purchase Order = the contract number, which begins with a C or a T
The DCJS Number applies only to Grants Management System (GMS) contracts — Statewide Financial System (SFS) contracts do not have one; certification is by the Signatory or the Fiscal Officer, and both signatures are not required
Contractual/Consultants lines carry the check number or payment method, rate, dates of service, payee exactly as on the check, and an MWBE vendor type that must be verified against Empire State Development certification before choosing MBE or WBE
Reported expenses must have been incurred and paid, must not have been claimed on any other grant, and must have a reasonable documented basis for allocation to this project kept on file for audit
What Prove It does about it
Payroll
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
Download DCJS Fiscal Cost Report (DCJS-54) — One calendar quarter on DCJS's official blank — column A the approved budget, B everything claimed on earlier quarters, C this quarter; the form's own K/L columns and row 24 do the adding.
Download DCJS Personnel Itemization (DCJS-3256) — Method A (salary × % of time) personnel detail on the official 2020 blank, 16 rows per form.
Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
Both files are DCJS's official blanks (DCJS-54 03/2025 and DCJS-3256 2020). The Fiscal Cost Report covers whichever calendar quarter your selected month falls in; approved-budget and previous-cumulative columns are filled from Budget Builder and earlier approved payroll/invoices, match columns are left at zero. Personnel uses Method A (salary × % of time) — 16 rows per form, so download again for more staff rather than adding rows. Combine with the SFS Claim for Payment (AC 3253-S) and the other itemizations into one PDF before e-mailing.
Setup
DCJS voucher identifiers
SFS Vendor ID #, DCJS Number (GMS contracts only), implementing agency, preparer, title, phone and e-mail — fills the header of the DCJS-54 and the DCJS-3256.
Invoices
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow DCJS's own list — Contractual/Consultants, Equipment, Operating Expenses/Supplies, Travel, Space/Property & Utilities/Rent, Alterations, All Other.
Checker
The free voucher checker is a fixed set of rules, not AI: costs DCJS's manual lists as unallowable, fringe above the 35% review threshold the app uses for DCJS, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DCJS's own recurring errors: One PDF per contract, and never add rows; The DCJS Number is for GMS contracts only; A category has to exist in Attachment B first. The file is read in your browser and never uploaded. Check a DCJS voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from DCJS's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Backup
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
DCJS at a glance
Funder
New York State Division of Criminal Justice Services
Jurisdiction
New York State
Fringe
8.25%–35% typical; confirm against the Attachment B budget in your executed contract
Indirect basis
Whatever indirect basis your executed contract's approved budget (Attachment B / Attachment B1) allows — DCJS's July 2026 voucher instructions publish no rate and no de minimis default, and the Fiscal Cost Report has no indirect line of its own, so an approved indirect amount can only be claimed inside the Attachment B category it was budgeted under
OTPS categories
Contractual/ConsultantsEquipmentOperating Expenses/SuppliesTravelSpace/Property & Utilities/RentAlterationsAll Other
Unallowable
Anything not in the executed contract's approved budget (Attachment B / Attachment B1)Expenses not yet paid, or already claimed on any other grantCosts without a documented, reasonable allocation basis to this project
Founding pilot · 10 NYC nonprofits · 60 days free · no card
Your next DCJS voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent DCJS voucher in DCJS's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
Why is there no indirect row on the Fiscal Cost Report?
Because the form has none: DCJS's July 2026 voucher instructions publish no rate and no de minimis default. An approved indirect amount is claimed inside the Attachment B category it was budgeted under, and the app's DCJS basis says exactly that.
What do I still add to the packet?
The SFS Claim for Payment (AC 3253-S) and the itemizations for the non-personnel categories you claimed — the app fills the DCJS-54 and the DCJS-3256; the other Detailed Itemization blanks are in the free template library. DCJS asks for the whole voucher as a single PDF, one contract per e-mail.
Why are the match columns zero?
The app doesn't know which dollars were match, and inventing a split would be worse than leaving it — you fill the match columns from your own records.
Does Prove It submit my DCJS voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.