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Step Three: Select and Certify a Fiscal Agent
BJA will award a single grant based on an approved application
in each of the U.S. Attorney Districts. However, the selection
committee may wish to dedicate funds to more than one jurisdiction
or for more than one project. As a result, each task force will
need to use a fiscal agent to receive the funds and then make subawards
to or enter into contracts with each project or entity that will
carry out each component of the strategy. Only nonprofit organizations
and units of state and local government are eligible to apply to
be the fiscal agent.
After the selection committee members have selected a potential
fiscal agent, they should forward the name of the organization to
the U.S. Attorney for certification. The certification process is
outlined in the Tool Box. After the fiscal agent is certified, the
U.S. Attorney should notify BJA by forwarding the certification
letter. A copy of the sample certification letter is included in
the Tool Box.
Responsibilities of the Fiscal Agent
- Enter into contracts with each entity responsible for carrying out each portion of the Task Force Strategy.
- Oversee the contracts entered into.
- Account for all funds awarded.
- Prepare required federal reports.
- Draw down federal funds as needed.
- Make payments to each contractor.
- Work with federal monitors or auditors as needed.
- Attend a training on Office of Justice Programs financial rules, unless the chosen fiscal agent has a demonstrated record in this area.
The selection committee may allocate funds in your overall budget
for the use of the fiscal agent in administering funds and meeting
the above requirements, but such funds cannot exceed 10 percent
of the total grant. This includes the travel funds needed to attend
the required financial training.
Considerations in Selecting a Fiscal Agent
The selection committee may select any government agency or legal
nonprofit organization as your fiscal agent. However, it is important
to remember that this organization should have a track record in
overseeing and accounting for funds, especially grant funds. Remember
that all of these expenditures are subject to federal rules and
federal audits. There are two options for fiscal agents:
- Many state agencies and large local jurisdictions have the expertise
needed to be a fiscal agent. If they have experience either in
awarding grants or in receiving them, they are a good choice.
Although the selection committee is free to select any such qualified
organization, BJA has established a relationship with a state
administering agency in each state and the selection committee
may be interested in considering them. A list is available below.
- The selection committee may select a nonprofit agency; however,
it should ask for references and experience. This experience might
include administering grant funds, either as a grantor or a grantee,
or the personal experience of their employees in grant funding
or contracting using federal rules.
Tool Box
List of BJA's State Administering
Agencies (PDF)
OJP Financial Guide
OJP
Financial Guide Standards for Financial Management Systems
U.S. Attorney Certification Process
for the Fiscal Agent and Subrecipients
Sample Certification Letter for Fiscal Agents
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