Federal DOJ — OJP · Federal · Office of Justice Programs awards built in JustGrants and reported on the SF-425
Your DOJ OJP SF-425, with OTPS in the JustGrants budget categories.
DOJ awards are budgeted in the OJP Web-based Budget — Personnel, Fringe, Travel, Equipment, Supplies, Construction, Subawards, Procurement Contracts, Other Costs, Indirect — drawn through ASAP and reported on the SF-425. Prove It mirrors those categories exactly, fills the SF-425's Federal Expenditures section from AI-read payroll and coded invoices, and applies the de minimis on the MTDC base the DOJ Grants Financial Guide defines. You review every line before anything posts.
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What DOJ OJP checks before it pays
Draw down only what you will disburse within 10 days
Funds not spent or disbursed within 10 days must be returned to the awarding agency.
SF-425 reports are due January 30, April 30, July 30 and October 30
A delinquent FFR puts an automatic hold on remaining funds in ASAP; the final FFR is due within 120 days after the period of performance ends.
Budget moves over 10% need a GAM
A Grant Award Modification is required when cumulative changes exceed 10 percent of the total award (awards of $250,000 or more), when money moves into a category not in the original budget, or for any change to the indirect cost category.
The DOJ Grants Financial Guide 2024 (last updated December 2025) is the operative manual; budgets are built in the OJP Web-based Budget in JustGrants — Personnel, Fringe Benefits, Travel, Equipment, Supplies, Construction, Subawards, Procurement Contracts, Other Costs, Indirect Costs — drawdowns run through ASAP, and financial reports are the SF-425
Cash management: draw down only what will be disbursed immediately or within 10 days — funds not spent or disbursed within 10 days must be returned to the awarding agency
SF-425 Federal Financial Reports are due quarterly by January 30, April 30, July 30 and October 30 and are delinquent the same day; a delinquent FFR or performance report puts an automatic hold on remaining funds in ASAP and can restrict new awards; the final FFR is due within 120 days after the period of performance ends (subrecipients report to their pass-through within 90 calendar days)
Closeout: liquidate all obligations no later than 120 calendar days after the period of performance ends (subrecipients 90 days), reconcile the accounting records to the final SF-425, and keep the total period of performance including continuations and no-cost extensions within five years
A Grant Award Modification (GAM) is required when the cumulative budget change exceeds 10% of the total award (the 10% rule does not apply to awards under $250,000), when money moves into a category that was not in the original budget or has a zero-dollar amount, and — for OJP/COPS Office recipients — for any dollar increase or decrease to the indirect cost category
An indirect cost proposal submitted more than 90 days after the award date generally forfeits indirect recovery for the period before submission; an expired negotiated rate stops indirect drawdowns until a new rate is approved or the de minimis is elected
Computing devices, software and IT systems that count as equipment (typically a per-unit cost of $10,000 or more) need prior written approval; a Single Audit applies at $1,000,000 or more in federal awards expended in the fiscal year
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 SF-425 Federal Financial Report — The same official SF-425 used for Head Start — Federal Expenditures (lines d–h) and recipient identity filled; ASAP cash draws, cost-share/match and program income left blank.
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.
DOJ awards report on the same government-wide SF-425 — only the Federal Expenditures summary (lines d-h) and organization identity are filled from real data; ASAP cash draws, cost-share/match and program income are left blank. Set the Federal Agency field on the SF-425 card to Office of Justice Programs before downloading.
Setup
SF-425 identifiers
DUNS/UEI, EIN, federal agency (set it to Office of Justice Programs), recipient account #, address and certifying official — typed once.
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 DOJ OJP's own list — Travel, Equipment, Supplies, Construction, Subawards, Procurement Contracts, Other Costs.
Checker
The free voucher checker is a fixed set of rules, not AI: costs DOJ OJP's manual lists as unallowable, fringe above the 35% review threshold the app uses for DOJ OJP, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DOJ OJP's own recurring errors: Draw down only what you will disburse within 10 days; SF-425 reports are due January 30, April 30, July 30 and October 30; Budget moves over 10% need a GAM. The file is read in your browser and never uploaded. Check a DOJ OJP voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from DOJ OJP'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.
DOJ OJP at a glance
Funder
U.S. Department of Justice — Office of Justice Programs
Jurisdiction
Federal
Fringe
8.25%–35% typical; confirm against your approved JustGrants budget
Indirect basis
Federally negotiated indirect cost rate, or the de minimis rate up to 15% of modified total direct costs (MTDC) if no current negotiated or provisional rate is on file — MTDC counts direct salaries, fringe, materials and supplies, services, travel and the first $50,000 of each subaward, and excludes equipment, capital expenditures, rental costs, participant support costs and the rest of each subaward (DOJ Grants Financial Guide 2024, last updated December 2025, §3.11)
Entertainment — amusement, diversion, social activities and associated costs such as gifts, show or sports tickets, meals, lodging and gratuitiesBar charges and alcoholic beverages (2 CFR 200.423)Organized fundraising — financial campaigns, endowment drives, solicitation of gifts and bequestsLobbying (2 CFR 200.450) and membership fees to organizations whose primary activity is lobbyingLand acquisitionCash compensation (salary plus bonuses) above 110 percent of the federal SES maximum on awards over $250,000 — the excess must be paid with non-federal fundsCosts incurred before the project period starts or after it expires, other than closeout costsConference food and beverage and refreshments (generally not allowed)
Founding pilot · 10 NYC nonprofits · 60 days free · no card
Your next DOJ OJP 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 DOJ OJP voucher in DOJ OJP'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.
How is the de minimis base calculated for a DOJ award?
MTDC counts direct salaries, fringe, materials and supplies, services, travel and the first $50,000 of each subaward, and excludes equipment, capital expenditures, rental costs, participant support costs and the rest of each subaward (DOJ Grants Financial Guide 2024, last updated December 2025, §3.11). The app's DOJ indirect basis states it on the voucher.
What about the 10-day cash rule?
Draw down only what will be disbursed immediately or within 10 days — funds not spent within 10 days go back to the awarding agency. The app doesn't track draws, so the SF-425's cash lines stay yours; the checker's DOJ advisory repeats the rule.
Which costs does the checker flag as unallowable?
DOJ's own list: entertainment, bar charges and alcohol, organized fundraising, lobbying, land acquisition, compensation above 110 percent of the federal SES maximum on awards over $250,000, costs outside the project period, and conference food and beverage.
Does Prove It submit my DOJ OJP 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.