The Virginia Opioid Abatement Authority on Friday walked state agency awardees through how to complete the 2024–25 annual report in the OAA grants portal and set a submission deadline of 11:59 p.m. on Monday, Nov. 17.

Sharika Bridges, senior grants compliance analyst for the Opioid Abatement Authority, said the 2024–25 annual report is both programmatic and financial and is required for all awarded projects for that performance year. "The reports must be submitted to the OAA by 11:59PM on Monday, November 17," Bridges said during a webinar demonstration of the portal.

The report must be completed separately for each awarded 2024–25 project, even if a project was not renewed for 2025–26, Bridges said. Projects newly awarded for 2025–26 are not required to submit an annual report in this cycle.

The OAA will review submitted reports and assign one of three compliance ratings—compliant, substantially compliant or noncompliant—and will contact agencies for clarifications or missing documentation. "If there's something that we need clarification on or if there's some missing information or documents that we need from the agency, we will definitely communicate that and give agencies an opportunity to provide additional information," Bridges said.

Bridges demonstrated the portal workflow: start at the Grants Management tab, choose "State agency grant 2025," click Start Annual Reporting, select the specific project, then complete the narrative, personnel, operating/capital, budget overview, performance measures, objectives and timeline, reference attachments and signature pages. Line items and awarded amounts auto-populate; agencies must enter expended amounts for the 2024–25 performance year and ensure totals reconcile between expense pages and the revenue-side budget overview.

The narrative section requires (1) a project-status update that lists successes and challenges and any corrective actions taken; (2) a description of the project's impact during 2024–25; and (3) plans for project sustainability and relevant expenditure details. Bridges advised agencies to consult OAA performance-measure guidance and an Abatement Academy webinar recording when reporting results and instructed agencies to report only the measures tied to OAA-funded enhancements or expansions.

Bridges also noted two required uploads: a detailed expenditure report or ledger for the 2024–25 project (required to save and proceed) and optional supporting documentation. The portal includes a communications tab; users can @-tag OAA staff to send messages and attachments to the staff member assigned to their grant.

Agencies must complete an e-signature before submission. "Your report must be e-signed by your agency head, your deputy head, or anyone that they've designated signatory authority to," Bridges said. If a designated signer has previously e-signed OAA documents, staff will appear in a drop-down list; otherwise, agencies must invite a new user and provide name, job title and email to send for e-signature.

During Q&A, Bridges confirmed the character limit for narrative fields was increased to about 32,000 characters and suggested attaching longer text as files if needed. On ledgers, both speakers said the detailed expense report should reflect the agency's financial system at the time of submission; differences from a prior carry-forward true-up ledger may prompt reconciliation questions. Charlie Lenticum, director of operations for the OAA, said agencies should expect case-by-case follow-up if ledgers differ. "If it is different, we may have some additional questions or steps to take to reconcile the difference between the two," Lenticum said.

On budget reallocations, Lenticum said some line-item moves can be handled administratively without returning to the grants committee, provided award amounts and project scopes do not change. For complex or unclear cases, agencies should contact their OAA grant staff for guidance.

Lenticum said MOUs for 2025–26 funding had been distributed for agency review. After signed MOUs, the OAA will begin appropriation and transfer steps that involve the Department of Behavioral Health and Developmental Services (DBHDS) as fiscal agent and the Department of Planning and Budget. "The kicker is to get the MOU reviewed and signed," Lenticum said; once signed, the appropriation-transfer process can move quickly because it is typically an agency-to-agency transfer.

The OAA recommended agencies begin reports early and said portal-related technical issues will be handled without penalty: "If a portal issue ends up preventing you from being able to complete it and submit it in a timely manner, you will not be penalized for that. We will provide you with an extension and work with you on that," Lenticum said.

The OAA plans to post the webinar recording and slide deck on its Abatement Academy web page and to notify registered users when those materials are available. Agencies with multiple projects are encouraged to coordinate through a single internal point person when possible to streamline submissions.