Template library › NYS DCJS

NYS DCJS · New York State

DCJS Fiscal Cost Report (DCJS-54)

The Fiscal Cost Report (DCJS-54) that heads every expenditure-based DCJS voucher — contract, DCJS number, duration, grantee, implementing agency, project title, report period and voucher type, then for each Attachment B budget category the approved budget, previous cumulative expenditures, expenditures this period and cumulative to date, with grant and match columns side by side. July 2026 release.

Who files this

Nonprofits holding expenditure-based state or federal DCJS contracts — Alternatives to Incarceration, GIVE, SNUG, reentry, legal and victim services and the other programs administered by DCJS's Office of Program Development and Funding (OPDF).

Key requirements

What gets this form kicked back

Allowable OTPS categories

The categories NYS DCJS recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.

• Contractual/Consultants
• Equipment
• Operating Expenses/Supplies
• Travel
• Space/Property & Utilities/Rent
• Alterations
• All Other

Unallowable costs

Costs NYS DCJS will not reimburse under this contract.

• Anything not in the executed contract's approved budget (Attachment B / Attachment B1)
• Expenses not yet paid, or already claimed on any other grant
• Costs without a documented, reasonable allocation basis to this project

Rules worth knowing before you file

• 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

Related

• NYS DCJS — fiscal rules, voucher exports and setup: how Prove It Financials builds this form from your own payroll, budget and invoices.
• Free voucher checker: upload a completed copy of this form and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
• Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.