COPS Office: Compliance & Reporting

All grantees must ensure proper compliance and timely reporting on COPS Office grants and cooperative agreements. You can get an overview of COPS Office compliance and reporting below, but please reference your Grant Owner's Manual for complete directions.

Each COPS Office grant or cooperative agreement must comply with terms established by the COPS Office. Common compliance areas include allowable costs, community policing, local source and matching funds, financial and programmatic reporting, retention, and supplanting.

The COPS Office assesses compliance through on-site visits and office-based reviews. For more information on COPS Office compliance activities, read Grant Monitoring Standards and Guidelines.

Progress Reports

You must submit reports outlining your progress on a quarterly basis. You will be sent notifications when it’s time to submit your report (January/April/July/October) via Agency Portal*.

See your Grant Owner's Manual for specifics.

CP-SAT Reporting

The Community Policing Self-Assessment Tool (CP-SAT) is a web-based survey that measures community policing progress.

It is mandated at the beginning and end of all COPS Hiring Program (CHP) grants.

It is also available on a voluntary basis for tribal law enforcement agencies.

SF-425

You must submit a Federal Financial Report using Standard Form 425 (SF-425) on a quarterly basis (within 30 days after the end of each calendar quarter) via Agency Portal*.

Reporting Quarters	SF-425 Due Date
Jan. 1 – Mar. 31	April 30
April 1 – June 30	July 30
July 1 – Sept. 30	Oct. 30
Oct. 1 – Dec. 31	Jan. 30

If you do not submit your SF-425 by the due date, you will not be able to draw down funds through the Grant Payment Request System.

See our Financial Toolkit or your Grant Owner's Manual for more details.

At the end of your grant period, we require documentation demonstrating that you have met all of the financial and programmatic requirements of the grant.

You will be asked to submit 1) a final Federal Financial Report (SF-425) and 2) a final Progress Report. Please see your Grant Owner's Manual for complete details.

Please note: Grant funds reflecting allowable costs must be obligated before the end of the grant period. Obligated funds cover monies spent and expenses for all approved items that you have incurred but not yet paid. You have up to 90 days after the end of the grant period to request reimbursement for funds obligated.

*Agency Portal may also be opened through the “Account Access” tab in the upper right-hand corner of this website. Additionally, some program materials may refer to Agency Portal by the name “Account Access.”