U.S. Department of Justice 

Office of Community Oriented Policing Services 

Making Officer Redeployment Effective

MORE 2001 

Grant Owner’s Manual 

www.cops.usdoj.gov 

A step-by-step guide to assist law enforcement 

agencies in carrying out and reporting on the 

MORE 2001 grant program 
COPS MORE 2001 

Grant Owner's Manual 

The following Manual was created to assist COPS MORE (Making 

Officer Redeployment Effective) 2001 grantees with administrative 

and financial matters associated with the grant. 

For more information about your MORE 2001 grant, contact your 

COPS Grant Program Specialist. If you do not know the name or 

telephone number of your Grant Program Specialist, please contact 

the U.S. Department of Justice Response Center at 1-800-421-6770. 

Office of Community Oriented Policing Services 

1100 Vermont Avenue, NW 

Washington, DC 20530 

(For overnight delivery, please use 20005 as the zip code.) 

COPS Office Internet web site: http://www.cops.usdoj.gov 

August 2001 
Table of Contents i 

Table of Contents 

Section Page 

Getting Started................................................................................iii

Glossary of Terms............................................................................v 

I. Grant Acceptance, Terms and Conditions ..................................................................1

The Award Page ...............................................................................................................1

What is a modified award?

Grant Terms and Conditions ..............................................................................................2

Reasons for grant conditions

Review of each condition

How to Accept the Award ................................................................................................12

Who should sign the award for my agency?

When do grant materials need to be returned?

What are the specific rules regarding grant violations?

Modifications to Your Grant .............................................................................................14

Extending Your Grant ........................................................................................................15

Questions About Accepting the Grant .............................................................................15

COPS-sponsored Information Technology Conferences ...................................................15

II. Procurement Procedures ...............................................................................................17

III. Accessing Grant Funds ..................................................................................................19

Payment Methods..............................................................................................................19

A. PAPRS - Phone Activated Paperless Request System

How do we set up a PAPRS account?

B. LOCES - Letter Of Credit Electronic Certification System 

Setting Up Your Account ................................................................................................... 20

How do I fill out the payment enrollment forms?

Do I need a Financial Status Report (SF-269) to open my account?

Additional Payment Questions ..........................................................................................22

Can we receive advances?

How often do we request reimbursement of costs?

Can we earn interest on our grant funds?

IV. Meeting the Local Match...............................................................................................23

Payment Sources for Matching Funds ............................................................................23

Should I maintain records of the match?
ii MORE 2001 Grant Owner’s Manual 

Waivers..............................................................................................................................23

Can the matching requirement be waived?

How are waivers granted?

How are we notified whether a waiver was granted?

How do we appeal a waiver denial?

V. Financial Record Maintenance .....................................................................................25

Accounting Systems ..........................................................................................................25

What accounting systems are needed?

What records should be kept?

How long should documents be kept?

What if we have more than one grant?

Who may access our records?

VI. Federal Audit Requirements .........................................................................................27

Audit Requirements...........................................................................................................27

VII. Reports..............................................................................................................................29

Program Progress Reports .................................................................................................29

How often will progress reports be requested?

What kind of information will be requested?

How and when will these forms be sent?

Financial Status Reports....................................................................................................29

How will grant funds be monitored?

How do I file Financial Status Reports?

Telephone Calls about Redeployment .............................................................................30

How often will calls be made?

What will be asked during the telephone contact?

How To Report Violations (Fraud, Waste, and Abuse)......................................................31

VIII. When The Grant Period Ends ......................................................................................33

Grant "Close Out"...............................................................................................................33

Final Financial Status Report.............................................................................................33

When should all the grant monies be spent?

Final Progress Report.........................................................................................................33

Conclusion ..............................................................................................................................34

Appendices .............................................................................................................................35

A. List of Source Documents 

B. Assurance and Certifications 

C. Redeployment Examples 
Getting Started iii 

Getting Started 

Congratulations on receiving a grant from the Office of Community 

Oriented Policing Services (COPS). Your COPS MORE 2001 grant 

provides funding directly to local, state and tribal jurisdictions for the 

purchase of technology and equipment. COPS MORE 2001 was 

designed to expand the implementation of community policing 

through the redeployment of existing officers as a direct result of 

time savings achieved from technological initiatives, rather than by 

hiring or rehiring additional law enforcement officers. 

The COPS MORE 2001 Grant Owner's Manual will assist you with 

the administrative and financial matters associated with your grant. It 

was developed by the COPS Office in conjunction with program and 

financial staff to ensure that all COPS MORE 2001 grantees are able 

to clearly understand and meet the requirements of their grant. Please 

do not hesitate to call the COPS Office through the Department of 

Justice Response Center at 1-800-421-6770 if you need assistance with 

the implementation of your grant. 

Thank you for providing us with the opportunity to work in 

partnership with your community. 

For assistance, call

the COPS Office at 

1-800-421-6770 

or visit

www.cops.usdoj.gov 

Glossary of Terms v 

Glossary of Terms 

Allowable Costs 

Allowable costs are costs that will be paid for by this grant program. 

COPS MORE 2001 provides for the funding of technology and 

equipment purchased on or after the award start date specifically for 

the MORE 2001 project. Upon review of your submitted budget, any 

unallowable costs were removed and your total budget amount was 

revised accordingly. A copy of the budget clearance memorandum 

from COPS Finance identifying these revisions is included in your 

award package. 

Authorized Official 

The authorized official is the individual in your organization who has 

final responsibility for all programmatic and financial decisions 

regarding this grant award. 

Award Start Date 

This is the date on or after which your agency is authorized to spend 

funds to purchase equipment. This date is found on your original 

award document. Grantees may not expend funds prior to this date 

or expend funds on items purchased prior to this date. 

Catalog of Federal Domestic Assistance (CFDA) 

The CFDA is a government-wide publication coordinated by the 

General Services Administration (GSA). The CFDA contains a 

description and index of all forms of Federal assistance available from 

the Federal government. Each program is assigned a CFDA number, 

which is used by auditors in tracking grant revenues under the Single 

Audit Act. It is also used in participating states by the Single Points of 

Contact for intergovernmental reviews under Executive Order 12372. 

The CFDA number for COPS MORE 2001 is 16.710. 

Cognizant Federal Agency 

Your Cognizant Federal Agency (CFA) is generally the Federal agency 

that provides you with the most Federal money. Your CFA may have 

already been assigned to you by the Office of Management and 

Budget (OMB). If this is the first Federal grant that your organization 

has received, the U.S. Department of Justice (DOJ) is your Cognizant 
vi MORE 2001 Grant Owner’s Manual 

Federal Agency. Your Single Audit Act reports should be sent to the 

U.S. Department of Justice's Clearinghouse at: 

Single Audit Clearinghouse

Bureau of Census

1201 E. 10th Street

Jeffersonville, IN 47132

COPS Office 

The Office of Community Oriented Policing Services (COPS) is the 

division of the U.S. Department of Justice that is your grantor agency 

for your COPS MORE 2001 grant. The COPS Office is responsible 

for administering your grant for the entire grant period. You can 

reach the COPS Office at 1-800-421-6770. 

COPS Finance Staff Accountants 

COPS Finance Staff Accountants handle your financial and budgetary 

needs related to the COPS MORE 2001 grant. There is a Staff 

Accountant assigned to your state who is available to answer any 

questions that you may have concerning the financial aspects of your 

COPS MORE 2001 grant. To identify your staff accountant, refer to 

the COPS web site at www.cops.usdoj.gov or call the U.S. Department 

of Justice Response Center at 1-800-421-6770. 

FTE (Full-time Equivalent) 

The COPS Office uses a full-time equivalent standard of 1824 hours 

(228 shifts) per year to calculate redeployment. 

Grant Number 

For grants awarded in Fiscal Year 2001, this number is in the following 

format: 2001-CL-WX-0000 or 2001-CM-WX-0000. This number can 

be found in the upper right-hand corner of your Award Page. It is 

assigned by COPS Finance, and should be used when corresponding 

with that department. This will aid the accounting staff in 

determining to which grant you are referring. 
Glossary of Terms vii 

Matching Funds 

Under the COPS MORE 2001 program, unless a waiver has been 

granted because of severe fiscal distress, the COPS Office provides up 

to 75 percent of the cost of technology and equipment for one year. 

COPS MORE 2001 grantees are responsible for a cash match of at 

least 25 percent of the total cost of allowable items. The source of 

your agency's local match cannot be from any funds previously 

budgeted for law enforcement purposes. See "Meeting the Local 

Match," Section IV of this manual, for more information. 

Obligation of Funds 

The COPS Office "obligates" federal funds when the grant award 

document is signed by the COPS Director or his/her designated 

official. Funds are reserved against the grant and made available to a 

grantee for draw down to cover allowable costs incurred during the 

period of the grant. 

For the grantee, grant funds are "obligated" when monies are spent or 

orders are placed for purchasing approved items under the MORE 

2001 program after the award start date. The term encumbrance is 

often times used at the local and state levels to describe this type of 

transaction. Liquidated obligations are considered cash outlays or 

monies actually spent. Unliquidated obligations are obligations 

incurred but not yet paid (cash basis of accounting) or not yet 

recorded (accrual basis of accounting). 

OJP EIN Number / Vendor Number 

This number is your agency's nine-digit Federal tax identification 

number assigned to you by the IRS. Your accounting/bookkeeping 

department should have this number. In some cases, the EIN has 

been previously assigned to another agency within your jurisdiction. 

In this instance, a new vendor number will be assigned to your 

department by the COPS Office. The new assigned number is to be 

used for administrative purposes only and should not be used for IRS 

purposes. 

ORI Number (Originating Agency Identifier) 

This number is your agency's identifier and is assigned by the Federal 

Bureau of Investigation (FBI). The first two letters are your state 

abbreviation, the next three numbers represent your county code, and 

the final two numbers identify your jurisdiction within the county. 

The ORI number can be located in the upper right-hand of your 
viii MORE 2001 Grant Owner’s Manual 

grant award document. When you contact the COPS Office with a 

question, you can provide the ORI number or your grant number and 

we will be able to assist you. 

The Public Safety Partnership and Community Policing Act of 

1994 

The COPS Office is charged with fulfilling the mandates of this law. 

The purpose of the law is to: 

• Substantially increase the number of law enforcement officers 

interacting with members of the community; 

• Provide additional and more effective training to law enforcement 

officers to enhance their problem solving, service, and other skills 

needed in interacting with members of the community; 

• Encourage the development and implementation of innovative 

programs to permit members of the community to assist law 

enforcement agencies in the prevention of crime; and 

• Encourage the development of new technologies to assist law 

enforcement agencies in reorienting the emphasis of their 

activities from reacting to crime to preventing crime. 

Redeployment 

Redeployment refers to sworn officers currently employed by the 

grantee who will be able to initiate or enhance community policing as 

a direct result of time savings generated by the purchase of 

technology and equipment. For a more detailed definition and other 

redeployment resources, you may refer to Appendix C or visit 

www.cops.usdoj.gov 

Supplanting 

For the purpose of your COPS MORE 2001 grant, supplanting means 

replacing state, local or Bureau of Indian Affairs funds which 

otherwise would have been spent on law enforcement purposes with 

Federal COPS funds. Your department is prohibited from supplanting 

throughout the grant period. This means that you may not use COPS 

funds to pay for any technology and/or equipment that otherwise 

would have been purchased with state, local or Bureau of Indian 

Affairs funds regardless of the COPS program. COPS funds must 

instead be used to supplement your law enforcement budget. 
Grant Acceptance, Terms, and Conditions 1 

I. Grant Acceptance, Terms, and Conditions 

In order to officially begin your grant, you will need to review the 

Award Page and grant conditions, sign the Award Page or Modified 

Award Page, and return the original to: 

COPS MORE 2001 Control Desk 

Office of Community Oriented Policing Services (COPS) 

1100 Vermont Avenue NW, 7th Floor 

Washington, DC 20530 

The Award Page 

The Award Page is the one-page, double-sided document indicating 

your official grant funding amount, the award number, the award date, 

the grant time period, and the required level of redeployment (FTE). 

The award date for your COPS MORE 2001 grant can be found on 

the Award Page. The Federal share of any allowable costs you incur 

on or after the award date will be reimbursed. The duration of your 

COPS MORE 2001 grant is one year. 

Your grant award number is in the following format: 2001-CL-WX0000 or 2001-CM-WX-0000. If you have any questions regarding 

your grant, please refer to your grant award number or your agency's 

ORI number when calling for assistance. Both numbers can be found 

on your Award Page. 

The Award Page is preprinted with your law enforcement and 

government officials' names and addresses. If this information is 

incorrect or has changed, please correct it on the enclosed change of 

information (COI) page and mail it to your Grant Program Specialist. 

What is a Modified Award? 

In a small number of cases, a Modified Award Page may be included 

in the award mailing. The final grant amount on this document may 

differ from the estimated amount on your original Award Page, 

because the final grant amount is based upon your approved budget. 

If you receive a Modified Award, take careful note of the change 

between your estimated award amount on the original document and 

the actual amount on the Modified Award Page. If you have any 

questions about the modification, refer to your budget clearance 

memorandum. If you still have questions, please contact your COPS 

Finance Staff Accountant. After you review and understand the 

award document, please sign and mail the original with your payment 
2 MORE 2001 Grant Owner’s Manual 

selection sheet to the COPS Office. The COPS Office strongly 

recommends that you make a copy of this award (back and front) for 

your own department reference. 

Grant Terms and Conditions 

The grant conditions are the terms listed on the back of your Award 

Page. By accepting this grant, you are entering into an agreement with 

the U.S. Department of Justice, Office of Community Oriented 

Policing Services (COPS). As part of that agreement, you agree to 

those grant conditions (and possibly additional conditions specific to 

your agency). The section that follows describes in detail the award 

conditions, and their rationale and implications. It also addresses 

many commonly asked questions. 

In some cases, your agency may receive a special grant condition. You 

will be unable to access your grant funds until you have satisfied this 

condition. After reviewing your Award Page and other grant 

documents, it should be clear to you which grant conditions, if any, 

would prevent drawdowns from being made until those conditions 

have been satisfied. If you have any questions about these conditions, 

please call your Grant Program Specialist. 

Reasons for Grant Conditions 

The requirements of your COPS MORE 2001 grant are established 

within: 

• The Public Safety Partnership and Community Policing Act of 

1994, under which the COPS Office was established; and 

• Applicable rules, regulations and policies issued by the U.S. 

Department of Justice (DOJ), Office of Management and Budget 

(OMB), the General Accounting Office (GAO), and the United 

States Treasury. 

A list of source documents for this booklet is provided in Appendix 

A. You may request a copy of any of these materials from the COPS 

Office or the: 

Office of Administration, Publication Unit 

New Executive Office Building, Room G 236 

Washington, D.C. 20503 
Grant Acceptance, Terms, and Conditions 3 

Review of Grant Conditions 

1. ALLOWABLE COSTS 

The funding under this project is for the purchase of technology 

or equipment approved by the COPS Office. 

Rationale: As the program materials state, COPS MORE 2001 is a 

program that funds the purchase of technology and equipment that 

directly contribute to an increased community policing presence 

through sworn officer redeployment. 

Action: To be eligible for payment under this grant, the purchase of 

technology and equipment must meet the guidelines described in 

Section II, Procurement Procedures, of this manual. Section V of 

this manual outlines the types of records you must keep to document 

that you followed this grant condition. As long as you spend the 

funds on the technology and equipment that you documented in your 

budget summary and that were approved by your Staff Accountant, 

this grant condition will be satisfied. 

Please be advised that, "to the greatest extent practicable," all 

equipment and products purchased with MORE 2001 funds should be 

American-made according to Section 607(b) of the 2001 Appropriations 

Act. 

2. SUPPLEMENTING, NOT SUPPLANTING 

COPS MORE 2001 grant funds must be used to purchase 

technology or equipment beyond what the department has already 

obligated or funded or would obligate or fund to purchase in 

their local budget. 

Rationale: The Public Safety Partnership and Community Policing 

Act of 1994 specifically states that Federal funds under the COPS 

programs are not to be used to supplant, or replace, existing local or 

state funds. 

Action: To meet this grant condition, you will need to ensure that 

technology or equipment purchased with this COPS award is in 

addition to purchases that the grantee is obligated or funded or would 

be obligated or funded to pay in their budget. MORE 2001 funded 

technology or equipment therefore must be purchased on or after the 

award start date specifically for the MORE 2001 project. Funds 
4 MORE 2001 Grant Owner’s Manual 

currently allocated to purchase technology or equipment may not be 

reallocated to other purposes or refunded upon award of a COPS 

MORE 2001 grant. 

3. RETENTION 

Your agency is expected to implement the retention plan 

submitted with your application regarding technology and 

equipment funded by the COPS MORE 2001 program as well as 

maintain the resulting level of redeployment by sworn officers. 

The COPS Office will monitor retention for one full locally 

funded budget cycle after you have achieved the required level of 

redeployment, which can be found on your grant award 

document. 

Rationale: The Public Safety Partnership and Community Policing 

Act of 1994 envisions that newly purchased technology and associated 

redeployment should be maintained by localities beyond the Federal 

funding period. 

Action: Your retention plan should focus on maintaining the 

technology and equipment purchased and resulting officer 

redeployment levels beyond the life of the grant for at least one full 

locally funded budget cycle. If, for any reason, technology and 

equipment funded by the COPS MORE 2001 grant malfunctions, it is 

anticipated that you will maintain or replace the equipment and the 

continue the resulting officer redeployment. 

4. REDEPLOYMENT 

The goal of the COPS MORE 2001 program is to reduce the 

amount of paperwork and administrative tasks performed by 

veteran trained officers so that they can spend more time on the 

street and in America's neighborhoods. Grants awarded under 

MORE 2001 are restricted to the purchase of technology and 

equipment that will redeploy officers, or full-time equivalents 

(FTEs), and enhance community policing activities within the 

agency's jurisdiction. The grantee agrees to monitor, track, and 

maintain the required level of redeployment of current sworn 

officers that results from the COPS MORE 2001 funding. 

Rationale: As the program materials state, COPS MORE 2001 is 

designed to expand the time available for community policing by 

current law enforcement officers. Under COPS MORE 2001, the 

expansion of community policing is through redeployment, rather 

than by hiring or rehiring additional law enforcement officers. 
Grant Acceptance, Terms, and Conditions 5 

The time saved through MORE 2001 must result in an increase in the 

number of officer FTEs redeployed. Redeployment of officer FTEs 

applies to sworn officers currently employed by the grantee who will 

be able to enhance community policing activities as a direct result of 

purchasing technology and equipment. Any awarded MORE 2001 

grant requires that the number of officer FTEs redeployed will be 

equal to or greater than the number of officers that would result from 

a COPS grant for hiring officers. 

Action: To meet the redeployment grant condition, applicants must 

ensure that the time savings for redeployment that results from COPS 

MORE 2001 funding enhances community policing activities. 

Agencies must plan and track time savings and assure the COPS 

Office that, as a result of the grant award, community policing 

is being enhanced; however, there is no requirement to devote every 

hour of time saved to a specific hour of community policing activity. 

The FTE requirement is located on the Award Page that was signed 

by the Director of the COPS Office and accepted by the grantee's law 

enforcement and government executives. 

Agencies granted an award under the MORE 2001 program are 

required to plan and track the time savings and officer redeployment 

realized from the purchase of technology and equipment. Once the 

technology is purchased and realizing maximum time savings, grantees 

must develop a tracking plan, which describes the methodology for 

measuring the time savings, and implement actual tracking pursuant to 

the independent systems purchased. Tracking must continue for at 

least one full year from the date that the technology and equipment 

were declared fully operational. This time is necessary for the agency 

to achieve the total time savings benefit which was identified at the 

time of application. If necessary, the COPS Office will work with 

your agency to ensure that this condition is met. For assistance in 

developing your agency's tracking plan you may contact your Grant 

Program Specialist, or visit the MORE web site at www.cops.usdoj.gov 

It was stated in the MORE 2001 solicitation that the COPS Office 

would be sponsoring a series of Information Technology Conferences 

and as an additional award condition for the MORE 2001 grant that 

all recipients would be required to attend one session. Rather than 

mandate this training as a program requirement, the COPS Office 

strongly encourages two individuals from each agency awarded 

under MORE 2001 to attend a COPS-sponsored Information 

Technology conference, which will provide useful information and 

resources to satisfy important MORE 2001 grant conditions. Each 

conference will focus on project management, implementation of 
6 MORE 2001 Grant Owner’s Manual 

information technology, developing redeployment tracking plans, and 

actual measurement of time savings through the use of grant-funded 

technology. Registration will be free and reimbursement of actual 

travel expenses (such as airfare, lodging and meals) to attend the 

conference will be provided (not to exceed $1,000 per individual). 

The COPS Office will provide subsidized travel expenses for no more 

than two individuals from each agency funded under MORE 2001. 

The reimbursement will be made directly by the selected 

conference provider, rather than being an expenditure of Federal 

funds under your MORE 2001 grant. Important details regarding 

the COPS-sponsored Information Technology Conferences will be 

forthcoming once the conference provider has been selected and 

logistics are finalized. 

5. COMMUNITY POLICING 

The COPS Office is responsible for determining the 

applicability of grant awards to the community policing 

activities that are identified in grant applications. Community 

policing activities to be executed by your law enforcement 

agency will be identified in your COPS MORE 2001 grant 

application and will be approved by the COPS Office before the 

grant is awarded. 

Rationale: Community policing is a policing philosophy that 

promotes and supports organizational strategies to address the causes 

and reduce the fear of crime and social disorder. This is achieved 

through problem-solving approaches and community-police 

partnerships. It enhances police professionalism by providing officers 

with the skills, technology, and motivation to act in innovative ways to 

solve community crime-related problems. 

Action: The COPS Office is responsible for determining the 

applicability of grant awards by the community policing activities that 

are identified in grant applications. Community policing activities that 

will be executed by local law enforcement agencies are identified in 

grant applications and approved by the COPS Office before grants are 

awarded. Subsequent changes to community policing activities should 

be included in programmatic progress reports. Significant changes to 

the community policing activities identified in a grant application must 

receive prior written approval from the COPS Office. Changes are 

"significant" if they deviate from the range of possible community 

policing activities identified and approved in your grant application. 
Grant Acceptance, Terms, and Conditions 7 

6. CONTRACTS WITH OTHER JURISDICTIONS 

Technology and equipment funded under this grant may only be 

involved in activities or perform services that exclusively benefit 

your agency and the population that it serves. Consortia are not 

allowed under the COPS MORE 2001 program. 

Rationale: Occasionally, jurisdictions without their own law 

enforcement department will contract for law enforcement services 

from a neighboring law enforcement agency. If your jurisdiction 

contracts for law enforcement services in this manner, your MORE 

2001 technology or equipment must be used by that law enforcement 

agency exclusively to benefit your jurisdiction and the population that 

it serves. Your jurisdiction will remain the official COPS grantee and 

must ensure that the use of technology and equipment is in 

accordance with the terms and conditions of the MORE 2001 grant. 

Action: MORE 2001 technology and equipment must be used to 

benefit the grantee's population exclusively, even if the grantee 

contracts for its law enforcement services from a neighboring law 

enforcement agency. 

7. ASSURANCES AND PROGRAM GUIDELINES 

The grantee acknowledges its agreement to comply with the 

assurances, certifications, and disclosure of lobbying activities 

submitted with the COPS MORE 2001 application. 

Rationale: Although the U.S. Department of Justice has made every 

effort to simplify the process for applying for and receiving grants, 

provisions of Federal law require us to seek your certification 

regarding certain matters. Most of these assurances apply to all grants 

provided by the Federal government. 

Action: When you submitted your original application, there was a 

list of assurances that you signed and included with your completed 

application. This condition merely restates your agreement to comply 

with the assurances. Another copy of the assurances is contained in 

Appendix B of this Manual. If you have any questions about them, 

please contact your Grant Program Specialist. 
8 MORE 2001 Grant Owner’s Manual 

8. REPORTS 

In order to assist the COPS Office in the monitoring of your 

award, your agency will be responsible for submitting progress 

reports and quarterly Financial Status Reports. As those reports 

come due, your Grant Program Specialist and Staff Accountant 

can assist you with these forms and information necessary for 

compliance. 

Rationale: The Public Safety Partnership and Community Policing 

Act of 1994 and other Federal regulations and policies require that 

financial assistance provided by the Federal government be monitored 

carefully to ensure the proper use of Federal funds. In addition, the 

COPS Office seeks to document, on a continuing basis, the progress 

of our programs and our grantees. 

Action: To meet the reporting condition, you will be required to 

complete a baseline survey (the Community Policing Information 

Worksheet that was included in your application kit). At least one 

programmatic progress report must be completed during the course 

of your COPS MORE 2001 grant, as well as quarterly Financial Status 

Reports. These reports are discussed extensively in Section VII. 

9. EXTENSIONS 

In some instances, an extension of time may be granted to 

utilize remaining funds, complete implementation of the 

technology or to include your 12-month redeployment tracking 

period. Requests for time extensions should be submitted in 

writing to your Grant Program Specialist approximately 90 days 

before the end of your grant period. Renewal grant awards 

(additional Federal funding) will not be available under MORE 

2001. 

Rationale: Under Federal regulations, grant extensions that request 

additional time require prior approval. Without an approved 

extension, your funding will be automatically stopped at the end of 

the grant period. 

Action: In an effort to reduce the number of unnecessary extensions 

given during the grant period, the COPS Office asks that you defer 

any request for an extension until enough time has elapsed that you 

can realistically determine accurately when you expect all grant 

conditions and redeployment to be met – including the drawdown of 
Grant Acceptance, Terms, and Conditions 9 

all existing grant funds. When the COPS Office receives and 

approves your extension request, we will ensure that you have 

continued access to your grant monies. 

10. EVALUATION AND MONITORING 

The COPS Office may conduct or sponsor national evaluations 

and conduct monitoring activities of the Community Oriented 

Policing Services (COPS) Program and the COPS MORE 2001 

program. The grantee agrees to cooperate with evaluators. 

Rationale: The Public Safety Partnership and Community Policing 

Act of 1994 states that evaluations of the program may be carried out 

or commissioned by the Attorney General for the furtherance of the 

purposes of the Act. The COPS Office plans to conduct evaluations 

to determine what programs are working, how programs may be 

improved, and why certain programs are more successful than others. 

Specifically, the COPS Office may assess the way you implement your 

community policing program. In some jurisdictions, COPS staff may 

study the effectiveness of funded programs, projects, and activities. 

Evaluators may collect information about the programs' effect on 

crime, victims of crime, and the quality of life in communities. In 

addition, COPS staff may ask questions about how residents feel 

about community policing and how police feel about their work. This 

information will be useful to other communities and police agencies 

across the country. 

Action: When evaluations or monitoring activities are undertaken, 

you may be contacted in writing with specific requests for 

information. In general, evaluators may need to speak with individuals 

in your department, observe activities of your department, and obtain 

written reports about and from your department. You will be asked 

to facilitate any monitoring site visits and information-gathering 

activities. In addition, you will be asked to provide accurate and timely 

information about your grant activities. 

Grant Monitoring Activities: The COPS Office performs various 

functions to ensure compliance with grant requirements, assess the 

implementation of community policing, and provide technical 

assistance. Among others, the following functions may occur any time 

during the life of a grant, or up to three years following the end of 

the grant funding and require the production of grant-related 

documentation and other materials. You agree to cooperate with any 

such requests for information. 
10 MORE 2001 Grant Owner’s Manual 

1. Site Visits: The agency will be notified in writing in advance of any 

on-site review of your COPS grants. This review is generally 

performed over a one or two day period and also provides an 

opportunity for agency representatives to seek assistance on any grant 

implementation or performance issues. A report is written following 

the visit and the agency is notified in writing of the results. 

2. Office-Based Grant Reviews: Certain grants are selected for a 

review conducted at the COPS Office. The agency is contacted at the 

start of this review and monitoring staff attempt to correct any grant 

problems or deficiencies through telephone, fax, or written 

correspondence with the agency. This process ensures that the agency 

grant file is complete and accurate. 

3. Allegations of Noncompliance: The COPS Office responds to 

allegations of noncompliance from citizens, labor associations, media, 

and other sources. Written complaints or allegations can be mailed to 

the COPS Office Grant Monitoring and Compliance Division, which 

may inquire into the allegations to determine compliance with grant 

conditions or Federal regulations. 

Grantees are responsible for remedying any grant noncompliance that 

is identified through these or other monitoring or auditing activities. 

Remedies for noncompliance may include, but are not limited to, 

repaying misused grant funds, voluntary withdrawal from or 

involuntary termination of remaining grant funds, and bars from 

receiving future COPS grants. To avoid findings of noncompliance, 

grantees are strongly encouraged to contact the COPS Office at any 

time during the life of a COPS grant with questions concerning grant 

requirements and also to produce all relevant documentation which 

may demonstrate grant compliance during these monitoring or other 

auditing activities. 

The Monitoring and Compliance Division can be reached by calling 

1-800-421-6770 or 202-514-9202. 

11. GRANT OWNER'S MANUAL 

The grantee agrees to abide by the terms, conditions, and 

regulations as found in the COPS MORE 2001 Grant Owner's 

Manual (GOM) and the Uniform Administrative Requirements 

for Grants and Cooperative Agreements to State and Local 

Governments, 28 C.F.R. Part 66 (or 28 C.F.R. Part 70 for 

applicable institutions of higher education, hospitals and other 

non-profit organizations). 
Grant Acceptance, Terms, and Conditions 11 

Rationale: This Manual has been tailored to inform you about the 

policies, procedures and regulations that apply to your COPS MORE 

2001 grant. You will be responsible for the information and rules 

contained in this Manual. More detailed guidance can be requested 

through your Grant Program Specialist. 

Action: Please read the entire COPS MORE 2001 Grant Owner's 

Manual carefully prior to signing the grant Award Page. If you have 

any questions, please contact your Grant Program Specialist to discuss 

them. When you sign the Award Page, you should ensure that the 

proper reporting and financial systems are in place to satisfy the 

requirements. 

12. EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) 

For grants of $500,000 or more (or $1,000,000 or more in grants 

over an 18-month period), the grantee acknowledges that failure 

to submit an acceptable Equal Employment Opportunity Plan is 

a violation of its assurances and may result in the suspension of 

the drawdown of funds. [This applies only if the grantee is 

required to submit a plan under 28 C.F.R. 42.302 that is 

approved by the Office of Justice Programs, Office of Civil 

Rights.] For grants under $500,000, the grantee must submit a 

completed EEOP Certification form and return it to the Office 

of Justice Programs, Office of Civil Rights, within 120 days of 

the grant award. 

Rationale: The purpose of an Equal Employment Opportunity Plan 

(EEOP) is to ensure full and equal participation of men and women 

regardless of race or national origin in the workforce of the recipient 

agency. EEO plans do not impose quotas or hiring requirements. 

The U.S. Department of Justice (DOJ) regulations regarding the 

requirements for an EEOP for Federal grant recipients and the 

required contents of the document are fully explained in 28 C.F.R. 

42.301 et seq. 

Action: U.S. Department of Justice regulations require you to prepare 

and maintain an EEOP if your organization: 

• Has 50 or more employees; and 

• Received a total of $25,000 or more in grants or subgrants; and 

• Has 3 percent or more minorities in its service population. Even 

if there is less than 3 percent minorities in the service population, 

the DOJ regulations require that the EEOP be written to focus 

on women. 
12 MORE 2001 Grant Owner’s Manual 

If you meet the above criteria and receive over $500,000 (or a total of 

$1 million in grant funds during an 18-month period), you are 

required to submit an EEOP to: 

Office of Civil Rights

Office of Justice Programs

810 7th Street, NW

Washington, D.C. 20531

If you meet the above criteria, but your grant is for under $500,000, 

or you have received less than $1 million in grant funds during an 18­

month period, you need to complete and return the one-page COPS 

EEOP Certification form within 120 days of your grant award. This 

will advise the COPS Office whether you have an EEOP in effect or 

whether you are exempt from this requirement. If you need help 

preparing an EEOP, please refer to the Seven Step Guide to Preparing 

an EEOP previously mailed to you or included in this mailing. 

13. CRIMINAL INTELLIGENCE SYSTEMS / 28 C.F.R. PART 23 

COMPLIANCE SPECIAL CONDITION 

The grantee agrees to complete and return a Criminal 

Intelligence Systems / 28 C.F.R. Part 23 Compliance 

Certification Special Condition Page to the COPS Office. 

Rationale: Agencies using MORE 2001 funding to operate an 

interjurisdictional criminal intelligence system are required to comply 

with the operating principles set forth in 28 C.F.R. Part 23. The 

Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance Special 

Condition requires your agency to confirm whether you will use 

MORE 2001 funds for this purpose and, if so, to certify that you will 

operate the criminal intelligence system in compliance with the 

requirements of 28 C.F.R. Part 23. 

Action: All MORE 2001 equipment and technology grantees must 

complete and sign the enclosed Special Condition and return it to the 

COPS Office with your signed Award Page. 

How to Accept the Award 

After you have reviewed the conditions of the award and your agency 

agrees with those conditions, you are ready to accept the award. At 

the bottom of the Award Page are two lines for signature. The 

Director of the COPS Office has signed the Award Page indicating 

approval of your grant, obligation of Federal funds to your 
Grant Acceptance, Terms, and Conditions 13 

organization, and our commitment to the award. To officially begin 

the grant and to be able to draw down your funds, your authorized 

officials (the law enforcement and government executives) must sign 

the Award Page and return the original copy to: 

COPS MORE 2001 Control Desk 

Office of Community Oriented Policing Services (COPS) 

1100 Vermont Avenue NW, 7th Floor 

Washington, DC 20530 

(For overnight delivery, please use 20005 as the zip code) 

Faxed copies cannot be accepted. 

Who should sign the award for my agency? 

The "authorized officials" are the individuals in the law enforcement 

and governmental organizations accepting this grant who have final 

responsibility for all programmatic and financial decisions of the 

organizations. In some jurisdictions, police chiefs and sheriffs have 

the authority to accept grant awards. In others, the government 

representative, mayor or county executive may have this authority. 

However, COPS grants require that both the law enforcement and 

government officials with such authority sign the Award Page. Before 

signing the grant, you should determine which individuals in your 

jurisdiction have the legal authority to accept the award. If you have 

any questions as to who should sign the award, please contact your 

city or county's legal advisor. 

When do the grant materials need to be returned? 

Please return the signed Award Page within 90 days of your receipt of 

it. No funds may be released until the COPS Office has received your 

signed Award Page, Criminal Intelligence Special Condition 

Document, and any other relevant grant conditions particular to your 

agency have been satisfied. If you require an extension for accepting 

the award beyond the 90-day time frame for any reason, please submit 

a written request to your Grant Program Specialist. 

What are the specific rules regarding grant violations? 

The COPS Office has the right to take enforcement action if you: 

• Are not substantially complying with the requirements of the 

Public Safety Partnership and Community Policing Act, COPS 

guidelines, and/or with other provisions of Federal law; 
14 MORE 2001 Grant Owner’s Manual 

• Are failing to make satisfactory progress toward the goals or 

strategies in your application, as reflected by agency performance 

and status reports; 

• Do not adhere to grant agreement requirements or conditions; 

• Propose substantial plan changes to the extent that, if originally 

submitted, would have resulted in the application not being 

selected for funding; 

• Do not submit reports in a timely manner; 

• File false certification in connection with an application, periodic 

report or other document submitted to the COPS Office and/or 

to COPS Finance; and/or 

• Provide other good cause for enforcement action. 

In these instances, the COPS Office may: 

• Temporarily withhold payments pending correction of the 

situation by your agency; 

• Disallow all or part of the cost of the activity or action not in 

compliance; 

• Wholly or partly suspend or terminate your grant; 

• Require that some or all of the grant amounts be remitted to the 

U.S. Department of Justice; 

• Condition a future grant or elect not to provide future grant funds 

to your agency until appropriate actions are taken to ensure 

compliance; 

• Withhold awarding future grants; 

• Recommend civil or criminal enforcement by other agencies; and 

• Take other remedies that are legally available. 

In the event that enforcement action is taken, you will be notified in 

writing of the COPS Office's decision, and the reason(s) for that 

decision. 

Modifications to your Grant 

You must also receive prior written approval if you plan to make the 

following grant changes: 

• Major programmatic changes (including changes in your required 

level of redeployment); 

• Significant changes in your community policing plan; and 

• Major budget changes (for example, if your department was 

awarded mobile data computers, but now wishes to purchase 

personal computers) representing a modification valued at greater 

than $1,000. 
Grant Acceptance, Terms, and Conditions 15 

In order to make one of these changes, you will need to submit your 

plans in writing to the COPS Office for prior approval. Please include 

the nature of the modification, your reasons for the proposed 

changes, new budget detail worksheets (if applicable), a new 

demonstration of time savings (if applicable), and then submit this 

request to your Grant Program Specialist. 

Extending Your Grant 

No-cost time extensions will be considered, if necessary, to grantees 

in order to complete grant requirements, draw down all grant funds 

and to include the 12-month redeployment tracking period. 

Extensions do not affect the amount of the grant, only the end date 

of the grant. If extensions to complete grant requirements are 

necessary, they may be requested 90 days before the end of the grant 

period. The COPS Office will send information to you regarding the 

criteria and procedures for an extension before the end of the initial 

grant period. 

Renewal funding will not be available under MORE 2001. 

Questions About Accepting the Grant 

If for any reason you have questions about accepting this grant, please 

call your Grant Program Specialist or contact the U.S. Department of 

Justice Response Center at 1-800-421-6770. If you have decided not 

to accept this grant, please send us a letter advising us of your 

decision and return all original paperwork to the COPS Office. 

Is attendance at a COPS-sponsored Information Technology 

Conference mandatory? 

No. It was stated in the MORE 2001 solicitation that the COPS 

Office would be sponsoring a series of Information Technology 

Conferences and as an additional award condition for the MORE 

2001 grant that all recipients would be required to attend one session. 

Rather than mandate this training as a program requirement, the 

COPS Office now strongly encourages two individuals from each 

agency awarded under MORE 2001 to attend a COPS-sponsored 

Information Technology Conference, which will provide useful 

resources to satisfy important MORE 2001 grant conditions. Each 

conference will focus on project management, implementation of 

information technology, developing redeployment tracking plans, and 

actual measurement of time savings through the use of grant-funded 
16 MORE 2001 Grant Owner’s Manual 

technology. Registration will be free and reimbursement of actual 

travel expenses (such as airfare, lodging and meals) to attend the 

conference will be provided (not to exceed $1,000 per individual). 

The COPS Office will provide subsidized travel expenses for no more 

than two individuals from each agency funded under MORE 2001. 

The reimbursement will be made directly by the selected 

conference provider, rather than being an expenditure of Federal 

funds under your MORE 2001 grant. Important details regarding 

the COPS-sponsored Information Technology Conferences will be 

forthcoming. 
Procurement Process 17 

II. Procurement Process 

� Grantees will be required to submit a request for Sole Source 

Justification (SSJ) if a competitive bidding process will not be 

possible and the threshold of $100,000 for non-competitive goods 

or services is met. The COPS Office will review your request and 

supporting information to determine whether an exception can be 

granted to the general rule of open competition. All grantees are 

expected to review and abide by 28 C.F.R. Part 66.36 Procurement 

(or 28 C.F.R. Part 70.40 - 70.48 for applicable institutions of 

higher education, hospitals and other non-profit organizations) in 

determining if an SSJ must be completed. Please contact your 

Grant Program Specialist at 1-800-421-6770 for further assistance 

with this Federal regulation. 

� The initial determination that competition is not feasible can be 

made if one of the following circumstances exists: 

1. The item or service is available only from a single source; 

2. A competitive solicitation would create an undesirable 

delay affecting the grantee's ability to meet program 

requirements; 

3. A number of sources were solicited but were considered 

inadequate. 

If your agency is submitting the written request for a Sole Source 

Justification, the documentation should follow the format provided 

below. 

Paragraph 1 – A brief explanation of the program and what 

requested goods or services will be procured on a non-competitive 

nature 

Paragraph 2 – Explanation of why it is necessary to procure noncompetitively, including the following items: 

• Expertise of contractor/consultant/manufacturer 

• Management 

• Responsiveness 

• Knowledge of program 

• Experience of contractor/consulting/manufacturer personnel 

• Results of a market survey to determine competition availability, 

or if one was not conducted, explain why not 
18 MORE 2001 Grant Owner’s Manual 

Paragraph 3 – Time Constraints 

• When goods or services are required and why 

• Impact on the program if dates are not met 

• How long it would take another 

contractor/consultant/manufacturer to reach the same level of 

competence (equate to dollars, if desired) 

Paragraph 4 – Uniqueness 

Paragraph 5 – Other points that should be covered to "sell the 

case" 

Paragraph 6 – A declaration that this action is in the "best interests" 

of the agency 
Accessing Grant Funds 19 

III. Accessing Grant Funds 

This section provides information about how your department 

receives funds and gives answers to payment-related questions. If you 

are a new COPS grantee, you should receive a packet of financial 

documents shortly after we receive your signed award document. This 

packet will contain all of the information that you need in order to set 

up your payment method. A Financial Guide to assist you with 

financial management and grant administration can be obtained by 

faxing a request to the Office of Justice Programs, Office of the 

Comptroller Customer Service at 202-353-9279, by calling the 

Department of Justice Response Center at 1-800-421-6770 or you can 

download a guide at www.opj.usdoj.gov/FinGuide. For first-time 

grantees, there is currently only one method of payment available to 

you for accessing your grant Federal funds which is PAPRS (phone 

activated). Existing grantees who are already using PAPRS for 

previously awarded grants must also use PAPRS for the MORE 2001 

program. Only existing grantees who are currently using LOCES for 

previously awarded COPS grants can elect to use LOCES for any new 

grants. 

Payment Methods 

A. PAPRS (Phone Activated Paperless Request System) 

PAPRS enables grantees to use their touch-tone telephone to request 

funds. Requests for payment that are approved will be automatically 

scheduled for payment through the U.S. Treasury Department. The 

system also provides online information to grantees about the status 

of their requests. 

If you do not have a touch-tone telephone, please contact the U.S. 

Department of Justice Response Center at 1-800-421-6770 for further 

instructions of the payment process. 

How do we set up a PAPRS account? 

If you are a new grantee to the COPS Office, you should receive a 

packet of financial documents shortly after we receive your signed 

award document. This packet will contain all of the information that 

you need to set up your payment method. You will receive a PAPRS 

user's manual under separate cover from the Office of the 

Comptroller, Accounting Division. Once you receive your OJP 

Vendor Number (which may or may not be the same as your taxpayer 

identification number) and PIN number, you can follow the directions 

in the user's manual to access your funds. 
20 MORE 2001 Grant Owner’s Manual 

B. LOCES (Letter of Credit Electronic Certification System) 

Only existing grantees who are currently using LOCES for previously 

awarded COPS grants can elect to use LOCES for any new grants. 

LOCES is a communication system that allows recipients of COPS 

funds to electronically request payment from any of their grant funds, 

and receive direct deposit to their bank accounts within 48 hours. 

You will need a computer with a dedicated modem in order to use this 

system. 

1. To make requests for payments through LOCES, you must have a 

personal computer operating DOS 3.1 or higher. We recommend 

at least a 28.8-baud modem. 

2. Complete and return the LOCES Automation Survey Form. 

Upon receipt, your LOCES software will be customized for your 

use and forwarded to you. 

3. Complete an ACH Vendor / Miscellaneous Payment Enrollment 

Form (SF-3881) and forward to your bank. 

If you have any questions about LOCES, contact the U. S. 

Department of Justice Response Center at 1-800-421-6770. 

Setting Up Your Account 

How do I fill out the payment enrollment forms? 

In the packet of financial documents you received is an Automated 

Clearinghouse (ACH) Vendor / Miscellaneous Payment Enrollment 

Form (SF-3881). The ACH Vendor / Miscellaneous Payment 

Enrollment Form (SF-3881) needs to be filled out regardless of the 

payment method. Prior to trying to access your funds, you must mail 

the original to: 

Office of Justice Programs 

Office of the Comptroller 

810 7th Street, 5th Floor 

Washington, DC 20531 

The "Agency Information" section has been filled out by COPS. 

Your agency needs to fill out the "Payee / Company Information" 

section following the directions on the back of the form. You also 

need to provide the grant number (printed on the Award Page) on this 

form. Then you must have your financial institution complete the 

"Financial Institution Information" section and have the appropriate 

financial official sign the form. 
MORE 2001 Grant Owner’s Manual 21 

If you are already a COPS grantee, you should already have completed 

an ACH Vendor / Miscellaneous Payment Enrollment Form (SF3881). If you have any questions, please call the U.S. Department of 

Justice Response Center at 1-800-421-6770. 

Do I need a Financial Status Report to open my account? 

After your agency returns the signed award to the COPS Office, you 

are required to begin submitting quarterly Financial Status Reports 

(FSRs) using a Standard Form 269A (SF-269A). This report reflects 

the actual monies spent and unliquidated obligations incurred by the 

your agency. You will not be able to make draw downs from your 

grant account if the SF-269A for the most recent reporting quarter 

ended is not on file with the COPS Office. 

For your first SF-269A submission, use the chart below to check to 

see when the most recent SF-269A reporting quarter ended and 

complete a SF-269A to cover the period from the award start date of 

your grant to that particular end date. You are required to submit a 

SF-269A even if you have not spent any money or incurred any costs 

during a reporting period. 

SF-269A Reporting Quarter End Date Due Date 

3/31/YY 

6/30/YY 

9/30/YY 

12/31/YY 

No later than 5/15/YY 

No later than 8/15/YY 

No later than 11/15/YY 

No later than 2/15/YY 

Example: 

Your award start date is 2/1/01 and your signed award was received 

and processed at COPS on 4/15/01. If the current date is 4/15/01, 

your first SF-269A would be due no later than 5/15/01 and would 

cover the period 2/1/01 (award start date) through 3/31/01 (most 

recent reporting quarter ended date). This SF-269A must be on file 

with the COPS Office so that you can successfully request a draw 

down of funds through PAPRS (or LOCES as applicable). 

For information as to how to complete and where to submit your 

quarterly FSRs, see the section of this Grant Owner's Manual entitled 

"Reports". 

Accessing Grant Funds 
22 MORE 2001 Grant Owner’s Manual 

Additional Payment Questions 

Can we receive advances? 

Yes. If you receive funds through electronic transfer, the period 

allowed is 10 days in advance. In general, the concept of "minimum 

cash on hand" applies to COPS grants. The minimum cash on hand 

concept requires that you request funds based upon immediate cash 

disbursement needs. You should time your request for payment to 

ensure that Federal cash on hand is the minimum that you need. 

There should be no excess Federal grant funds on hand, except for 

approved advances discussed above. 

The Federal government has four basic rules regarding advances. 

Advances can be terminated if the grantee: 

• Is unwilling or unable to attain project goals; 

• Retains excessive cash on hand; 

• Does not adhere to the terms and conditions of the grant; or 

• Fails to submit reliable and timely reports. 

How often do we request reimbursement of costs? 

There is no set number of times you should request reimbursements. 

Only reimbursements for actual technology and equipment purchased 

can be made. 

Can we earn interest on our grant funds? 

You should minimize the time between your drawdown of grant funds 

and your payment of grant costs. You need to account for interest 

earned on advances of Federal funds as follows: 

• You may keep interest earned on all advances of Federal grant 

funds up to $250 per fiscal year; and 

• Annually pay back interest earned (over and above $250 per fiscal 

year) on advances of Federal grant funds to the U.S. Department 

of Health and Human Services, Payment Management Systems, 

Rockville, MD 20852. 
Meeting the Local Match 23 

IV. Meeting the Local Match 

The COPS MORE 2001 program provides up to 75 percent of the 

cost of allowable items. COPS MORE 2001 grantees are responsible 

for at least 25 percent of the total cost of allowable items, unless the 

requirement of a local cash match has been waived in whole or in 

part. Matching contributions may be applied at any time during the 

life of your grant provided that the full matching share is obligated by 

the end of the grant period. 

Payment Sources for Matching Funds 

• Program income funds from asset forfeitures; 

• Funds from state or local government that are committed to 

matching funds for your program; 

• Funds from Federal programs which specifically authorize use as 

matching funds such as the Housing and Community 

Development Act of 1974 or the Equitable Sharing Program; or 

• Funds contributed by private sources. 

Matching funds may not be taken from funds otherwise budgeted for 

law enforcement purposes. In other words, your local match may not 

be paid through any reallocation of already budgeted law enforcement 

funds. 

Should I maintain records of the match? 

You must maintain records of your local share. These records should 

clearly show the source of the match, the amount of the match, and 

when the match was contributed. 

Waivers 

Can the matching requirement be waived? 

In order to maximize the number of communities that can take 

advantage of COPS grants, only a very small portion of waiver 

requests are granted. Waiver requests can only be considered when a 

jurisdiction makes the request at the time of grant application. 

Applicants that are able to provide satisfactory documentation of 

severe economic distress may be granted waivers. Except in extreme 

situations, waiver requests received after an award has been made will 

not be considered. 
24 MORE 2001 Grant Owner’s Manual 

How are waivers granted? 

It is the burden of the jurisdiction to demonstrate extreme fiscal 

distress at the time of application. Waivers fall under two categories: 

presumptive and case-by-case. If, at the time of application, the 

applicant is declared bankrupt by a court of law or placed in 

receivership by the state or Federal government, a presumptive waiver 

is granted. The following are examples of case-by-case waivers that 

must be reviewed by the COPS Office and must demonstrate severe 

fiscal distress: 

• Budgetary imbalance or expenditure cutbacks resulting in 

significant reductions in other services provided by the applicant; 

• Significant lay-offs of personnel within the applicant department; 

• Significant downgrading of the applicant's bond rating due to 

fiscal disstress; 

• Location within an area in which a declaration of major disaster 

has been made pursuant to the Robert T. Stafford Disaster Relief 

and Emergency Assistance Act; or 

• Other circumstances demonstrating severe fiscal distress. 

How are we notified whether a waiver was granted? 

The cover letter and financial clearance memo in your grant award 

package will indicate whether your request for a waiver was granted. 

If you received a waiver and have additional questions, please contact 

your Grant Program Specialist. 

Please note that if you did receive a waiver, you are still required to 

develop and implement a plan for the retention/maintenance of the 

funded technology plus continuation of time savings and 

redeployment with state or local funds following the conclusion of 

Federal assistance. 

How do we appeal the denial of a waiver? 

If your waiver request was denied and you would like to appeal the 

decision, please make your appeal to: 

U.S. Department of Justice 

Office of Community Oriented Policing Services (COPS) 

Attn: Waiver Team 

1100 Vermont Avenue, NW 

Washington, D.C. 20530 

(For overnight delivery, please use 20005 as the zip code) 
Financial Record Maintenance 25 

V. Financial Record Maintenance 

Under your COPS MORE 2001 grant, you are required to establish 

and maintain accounting systems and financial records to accurately 

account for funds awarded and disbursed. These records need to 

include both Federal funds and all matching funds from state, local 

and private organizations. 

Accounting Systems 

What accounting systems are needed? 

You need to establish and maintain accounting systems and financial 

records to accurately account for funds awarded to you. These 

records should include Federal funds and matching funds of state, 

local, and private organizations. 

Your accounting system should: 

• Present and itemize approved costs of the technology and 

equipment; 

• Assure responsible use of grant funds; 

• Assure that all expenditures of funds are in conformance with 

your grant conditions; and 

• Be able to provide the necessary information for periodic financial 

review and audit. 

What records should be kept? 

Your fiscal control and accounting systems should enable you to make 

accurate, current and complete disclosure of the financial activity 

under your COPS MORE 2001 grant. Your accounting records 

should contain information of expenditures under the grant, and must 

be supported by items such as purchase orders, procurement records, 

cancelled checks, or similar documents. 

You must adequately safeguard grant funds and make sure that they 

are used for authorized purposes. You will be responsible for 

refunding expenditures disallowed by auditors. 
26 MORE 2001 Grant Owner’s Manual 

How long should documents be kept? 

All financial records, including purchase orders, procurement records, 

cancelled checks, and similar documents associated with your COPS 

MORE 2001 grant should be kept for at least three years from the 

date COPS officially closes the grant. If any litigation, claim, 

negotiation, audit or other action involving these records has been 

started before the end of the three-year period, the records should be 

kept until completion of the action. These records should be easily 

located and should be properly protected against fire or other damage. 

You should maintain your records so that you can identify them by 

grant year or by your fiscal year, whichever you find more convenient. 

What if we have more than one grant? 

If you have more than one Federal grant, funds received under one 

project may not be used to support another project without specific 

written authorization from the awarding agency. Your accounting 

systems and financial records must reflect expenditures for each 

project separately. 

Who may access our records? 

Authorized Federal representatives, including the representatives of 

the U.S. Department of Justice and the Comptroller General of the 

United States, may access these records as long as they exist for the 

purposes of conducting audits and examinations or obtaining excerpts 

or transcripts. 
Federal Audit Requirements 27 

VI. Federal Audit Requirements 

Audit Requirements 

In addition to oversight, guidance, and counsel provided by the COPS 

office, your grant may be subject to an audit by independent 

examiners. The two primary types of audits are Single Audit Act 

(SAA) audits and Department of Justice (DOJ), Office of Inspector 

General (OIG) audits. 

The Single Audit Act was created in 1984, which established uniform 

guidelines for state and local governments receiving Federal financial 

assistance. The 1984 Act was amended in July 1996 to reflect revised 

audit criteria and reporting requirements. The Office of Management 

and Budget Circular A-133, Audits of States, Local Governments, and 

Non-Profit Organizations provides additional guidelines regarding the 

implementation of SAA requirements. Each non-Federal entity that 

expends a total amount of Federal awards equal to or in excess of 

$300,000, in a fiscal year, is required to have a SAA audit for that fiscal 

year. SAA audits are conducted annually unless a State or local 

government is required by constitution or statute, in effect on January 

1, 1987, to undergo audits less frequently than annually. The primary 

objective of a SAA audit is to express opinions on the grantee's 

financial statements, internal controls, major and non-major grant 

programs, and compliance with government laws and regulations. 

Single audits may also address specific compliance issues with respect 

to COPS grant requirements. 

The OIG is a separate component of the Department of Justice and 

is independent of the COPS Office. The primary objective of OIG 

audits is to test compliance with grant conditions. Occasionally, OIG 

conducts a COPS grant audit in response to a referral that OIG 

believes warrants further evaluation. OIG also surveys DOJ agencies 

on an annual basis to solicit input on suggested audit areas for the 

upcoming fiscal year. In most instances, however, OIG selects grants 

taking into consideration many factors including, but not limited to, 

geographical distribution of grants awarded, award amount, 

population served, and type of grant. As such, the fact that your 

grant has been selected for an OIG audit is not necessarily indicative 

of a suspected concern or problem area; but, instead, is typically part 

of the overall selection process. 
28 MORE 2001 Grant Owner’s Manual 

The Monitoring and Compliance Division serves as the liaison 

between grantees and auditors in the conduct of OIG audits. The 

Department of Justice, Office of Justice Programs (OJP) serves at the 

liaison between grantees and auditors in the conduct of SAA audits. 

Questions and comments regarding OIG audits and SAA audits may 

be directed to the Department of Justice Response Center at (800) 

421-6770. Questions and comments regarding the administration of 

your grant(s), not specifically related to an audit, should be referred to 

your Grant Program Specialist. 
Reports 29 

VII. Reports 

Periodically, you will be asked to respond to three types of reports: 1) 

Program Progress Reports; 2) Quarterly Financial Status Reports; and 

3) Telephone Surveys about Redeployment. In addition, a baseline 

survey of current community policing activities and levels of 

redeployment in community policing will be conducted at the 

beginning of the grant period, through the Community Policing 

Information Worksheet. Funds and future awards may be withheld if 

reports are not returned or are excessively late. 

Program Progress Reports 

How often will progress reports be requested? 

Program progress reports will be requested at least once during the 

grant period. 

What kind of information will be requested? 

These reports will request information about the increased levels of 

community policing that have resulted from funding under COPS 

MORE 2001. The information requested will include documentation 

that demonstrates that the required level of redeployment is being 

monitored and maintained. 

How and when will these forms be sent? 

These reports and instructions will be mailed to you during the course 

of your grant period. You will also receive periodic phone calls from 

your Grant Program Specialist regarding the status of reporting on 

your grant. In addition, a COPS Office representative may also make 

a site visit to your agency during the grant period. 

Financial Status Reports 

How will grant funds be monitored? 

COPS Finance monitors the financial aspects of your grant through 

financial reports, meetings, telephone contacts, reports, audits, reviews 

of grant change requests and special request submissions. In specific 

cases, information may be requested during an on-site visit by the 

COPS Office or a designated representative from the Office of the 

Comptroller, Office of Justice Programs. 
30 MORE 2001 Grant Owner’s Manual 

How do I file Financial Status Reports? 

Your agency is required to submit quarterly Financial Status Reports 

(FSRs) using a Standard Form 269A (SF-269). This report reflects the 

actual Federal monies spent and unliquidated obligations incurred, 

local matching contributions, and the unobligated balance of federal 

funds. The FSR is due at the COPS Office no later than 45 days 

following each calendar quarter. A chart showing the reporting 

quarter end dates and dues dates is provided in the section of this 

manual entitled "Setting Up Your Account." A Helpful Hints Guide 

for Completing FSR's is available at the COPS web site 

www.cops.usdoj.gov or by calling the U. S. Department of Justice 

Response Center at 1-800-421-6770. 

A blank copy of a SF-269A is included in your award package. Please 

make copies of the SF-269 form (both sides) and retain these forms 

for future use. Fax completed forms to: 

COPS Finance Control Desk: 202-616-9004 

Alternative Fax: 202-514-2852 

Or mail to: 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

1100 Vermont Ave., NW 

Attention: COPS Finance Control Desk 

Washington, DC 20530 

Telephone Calls about Redeployment 

How often will calls be made? 

The COPS Office will contact your agency periodically, up to two 

times a year, to determine your grant progress and the number of 

officers redeployed to community policing to date. 

What will be asked during the telephone contact? 

The COPS Office will ask for the technology purchase/operational 

status, number of FTE officers redeployed, and a timetable for when 

future redeployment may occur, if it has not occurred already. 
Reports 31 

How to Report Violations (Fraud, Waste, and Abuse) 

Any alleged violations, serious irregularities or acts that may result in 

the use of public funds in a manner that is inconsistent with the 

Public Safety Partnership and Community Policing Act of 1994 must 

be reported to the U.S. Department of Justice Inspector General 

Hotline. Please contact the IG Hotline at 1-800-869-4499. The 

COPS Office would greatly appreciate your cooperation to help us 

ensure that these Federal grant funds are spent responsibly. 

When the Grant Period Has Ended 33 

VIII. When the Grant Period Has Ended 

Grant "Close Out" 

At the end of your grant period, the COPS Office is responsible for 

the "close out" of your grant. To fulfill this requirement, we must 

determine that you, as well as the COPS Office, have completed all of 

the work required by the grant. 

Final Financial Status Report 

The final Financial Status Report for your grant is due to the COPS 

Office no later than 120 days after the end of the grant period. This 

final report should reflect the total amount of Federal expenditures, 

the total amount of matching contributions, and the amount of 

unobligated funds, if any. Any unspent funds will be de-obligated 

from the award amount. 

When should all of the grant monies be spent? 

Grant funds must be obligated before the end of the grant period. 

The grantee has up to 90 days after the end of the grant period to 

request reimbursement for the funds they have obligated. 

Final Progress Report 

Within 120 days of the end of your grant award period, the COPS 

Office will ask you to submit a final program progress report. The 

final progress report including instructions will be mailed to you. The 

report will request information similar to previous program progress 

reports. 
34 MORE 2001 Grant Owner’s Manual 

IX.Conclusion 

We hope that this Manual has assisted you with your grant questions. 

We welcome and encourage any comments you have regarding COPS 

MORE 2001 and the materials that the COPS Office has developed 

for its administration. If you have specific comments regarding this 

Manual, please send them to: 

COPS MORE 2001 GRANT OWNER'S MANUAL 

1100 Vermont Avenue NW, 7th Floor 

Washington, DC 20530 

(For overnight delivery, please use 20005 as the zip 

code.) 

We will review these comments and make revisions as appropriate. If 

you have any questions about your grant, please call the Department 

of Justice Response Center at 1-800-421-6770 or your Grant Program 

Specialist. 
Appendices 35 

X. Appendices

Appendix A – List of Source Documents 

Primary Sources: 

Public Safety Partnership and Community Policing Act of 1994, 42 

U.S.C. 

U.S. Department of Justice, Office of Justice Programs, Financial and 

Administrative Guide for Grants, OJP M 7100.1D: May 15, 1990 

Additional Sources: 

Code of Federal Regulations (CFR) 

28 CFR Part 23 Criminal Intelligence Systems Operating 

Procedures 

28 CFR Part 66 Uniform Administrative Requirements for 

Grants and Cooperative Agreements to State and Local 

Governments 

28 CFR Part 67 Government-wide Requirements for DrugFree Workplaces (Grants) 

28 CFR Part 69 Government-wide New Restrictions on 

Lobbying 

28 CFR Part 70 Uniform Administrative Requirements for 

Grants and Agreements with Institutions of Higher 

Education, Hospitals and Other Non-Profit Organizations 

31 CFR Part 205 Treasury Department Regulations 

Implementing for Cash Management Improvement Act of 

1990 

OMB Circular A-87 Cost Principles for State and Local Governments 

OMB Circular A-133 Audits of Educational Institutions 

Assurances for COPS MORE 2001 (Included) 

Executive Order 12547 "Non-Procurement Debarments and 

Suspension" 
36 MORE 2001 Grant Owner’s Manual 

Executive Order 12372, 28 CFR, Part 30 "Intergovernmental Review 

of Federal Programs" 

OMB Circular A-129 Managing Federal Credit Programs 

4 CFR Parts 101-105 Department of Justice/General Accounting 

Office, "Joint Federal Claims Collections Standards" 

5 CFR Part 1320 "Controlling the Paperwork Burden on the Public"

Executive Order 12291 "Regulations"

5 CFR Part 151 "Political Activities of State and Local Officials or

Employees"
Appendices 37 

Appendix B – Assurances 

Several provisions of Federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need 

to secure your assurance that you (the applicant) will comply with these provisions. If you would like further information about any of the 

matters on which we seek your assurance, please contact us. 

By your authorized representative’s signature, you assure us and certify to us that you will comply with all legal and administrative 

requirements that govern the applicant for acceptance and use of Federal grant funds. In particular, you assure us that: 

1. You have been legally and officially authorized by the 

appropriate governing body (for example, mayor or city council) to 

apply for this grant and that the persons signing the application 

and these assurances on your behalf are authorized to do so and 

to act on your behalf with respect to any issues that may arise 

during processing of this application. 

2. You will comply with the provisions of Federal law which limit 

certain political activities of your employees whose principal employment is in connection with an activity financed in whole or in 

part with this grant. These restrictions are set forth in 5 U.S.C. § 

1501, et seq. 

3. You will comply with the minimum wage and maximum hours 

provisions of the Federal Fair Labor Standards Act, if they apply 

to you. 

4. You will establish safeguards, if you have not done so already, to 

prohibit employees from using their positions for a purpose that 

is, or gives the appearance of being, motivated by a desire for 

private gain for themselves or others, particularly those with whom 

they have family, business or other ties. 

5. You will give the Department of Justice or the Comptroller 

General access to and the right to examine records and documents 

related to the grant. 

6. You will comply with all requirements imposed by the Department of Justice as a condition or administrative requirement of 

the grant; with the program guidelines; with the requirements of 

OMB Circulars A-87 (governing cost calculations) and A-128 or 

A-133 (governing audits); with the applicable provisions of the 

Omnibus Crime Control and Safe Streets Act of 1968, as 

amended; with 28 CFR Part 66 (Uniform Administrative 

Requirements); with the provisions of the current edition of the 

appropriate COPS grant owner’s manual; and with all other 

applicable laws, orders, regulations or circulars. 

7. You will, to the extent practicable and consistent with applicable 

law, seek, recruit and hire qualified members of racial and ethnic 

minority groups and qualified women in order to further effective 

law enforcement by increasing their ranks within the sworn 

positions in your agency. 

8. You will not, on the ground of race, color, religion, national 

origin, gender, disability or age, unlawfully exclude any person 

from participation in, deny the benefits of or employment to any 

person, or subject any person to discrimination in connection with 

any programs or activities funded in whole or in part with Federal 

funds. These civil rights requirements are found in the nondiscrimination provisions of the Omnibus Crime Control and Safe 

Streets Act of 1968, as amended (42 U.S.C. § 3789(d)); Title VI of 

the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d); the 

Indian Civil Rights Act (25 U.S.C. §§ 1301-1303); Section 504 of 

the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794); Title 

II, Subtitle A of the Americans with Disabilities Act (ADA) (42 

U.S.C. § 12101, et seq.); the Age Discrimination Act of 1975 (42 

U.S.C. § 6101, et seq.); and Department of Justice NonDiscrimination Regulations contained in Title 28, Parts 35 and 42 

(subparts C, D, E and G) of the Code of Federal Regulations. 

A. In the event that any court or administrative agency makes a 

finding of discrimination on grounds of race, color, religion, 

national origin, gender, disability or age against you after a due 

process hearing, you agree to forward a copy of the finding to the 

Office of Civil Rights, Office of Justice Programs, 810 7th Street, 

NW, Washington, DC 20531. 

B. If you are applying for a grant of $500,000 or more and 

Department regulations (28 CFR 42.301 et seq.) require you to 

submit an Equal Opportunity Employment Plan, you will do so at 

the time of this application, if you have not done so in the past. If 

you are applying for a grant of less than $500,000 and the 

regulations require you to maintain a Plan on file in your office, 

you will do so within 120 days of your grant award. 

9. You will insure that the facilities under your ownership, lease or 

supervision which shall be utilized in the accomplishment of the 

project are not listed on the Environmental Protection Agency’s 

(EPA) list of Violating Facilities and that you will notify us if you 

are advised by the EPA indicating that a facility to be used in this 

grant is under consideration for listing by EPA. 

10. If your state has established a review and comment procedure 

under Executive Order 12372 and has selected this program for 

review, you have made this application available for review by the 

state Single Point of Contact. 

11. You will devise a plan to retain the increased hiring level with 

state and local funds after the conclusion of your grant. 

I hereby certify compliance with the above assurances that govern the application and use of Federal funds.

Signature: ________________________________________________________________ Date: ______________________
38 MORE 2001 Grant Owner’s Manual 

Appendix B – Certifications 

Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace 

Requirements Coordination with Affected Agencies; Non-Supplanting; and Retention. 

Although the Department of Justice has made every effort to simplify the application process, other provisions of Federal law require us to 

seek your certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification 

included in the regulations to understand the requirements and whether they apply to a particular applicant. Signature of this form provides 

for compliance with certification requirements under 28 CFR Part 69, “New Restrictions on Lobbying,” and 28 CFR Part 67, “Governmentwide Debarment and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free Workplace (Grants),” and the 

coordination and non-supplanting requirements of the Public Safety Partnership and Community Policing Act of 1994. The certifications 

shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award 

the covered grant. 

1. Lobbying 

As required by Section 1352, Title 31 of the U.S. Code, and 

implemented at 28 CFR Part 69, for persons entering into a grant 

or cooperative agreement over $100,000, as defined at 28 CFR 

Part 69, the applicant certifies that: 

A. No Federal appropriated funds have been paid or will be 

paid, by or on behalf of the undersigned, to any person for 

influencing or attempting to influence an officer or employee of 

any agency, a Member of Congress, an officer or employee of 

Congress, or an employee of a Member of Congress in 

connection with the making of any Federal grant; the entering 

into of any cooperative agreement; and the extension, 

continuation, renewal, amendment or modification of any 

Federal grant or cooperative agreement; 

B. If any funds other than Federal appropriated funds have 

been paid or will be paid to any person for influencing or 

attempting to influence an officer or employee of any agency, a 

Member of Congress, an officer or employee of Congress, or 

an employee of a Member of Congress in connection with this 

Federal grant or cooperative agreement, the undersigned shall 

complete and submit Standard Form — LLL, “Disclosure of 

Lobbying Activities,” in accordance with its instructions; 

C. The undersigned shall require that the language of this 

certification be included in the award documents for all 

subawards at all tiers (including subgrants, contracts under 

grants and cooperative agreements, and subcontracts) and that 

all sub-recipients shall certify and disclose accordingly. 

2. Debarment, Suspension and Other Responsibility Matters 

(Direct Recipient) 

As required by Executive Order 12549, Debarment and 

Suspension, and implemented at 28 CFR Part 67, for prospective 

participants in primary covered transactions, as defined at 28 CFR 

Part 67, Section 67.510 — 

A. The applicant certifies that it and its principals: 

(i) Are not presently debarred, suspended, proposed for 

debarment, declared ineligible, sentenced to a denial of Federal 

benefits by a state or Federal court, or voluntarily excluded from 

covered transactions by any Federal department or agency; 

(ii) Have not within a three-year period preceding this application 

been convicted of or had a civil judgment rendered against them 

for commission of fraud or a criminal offense in connection with 

obtaining, attempting to obtain, or performing public (Federal, 

state or local) transaction or contract under a public transaction; 

violation of Federal or state antitrust statutes or commission of 

embezzlement, theft, forgery, bribery, falsification or destruction 

of records, making false statements, or receiving stolen property; 

(iii) Are not presently indicted for or otherwise criminally or 

civilly charged by a governmental entity (Federal, state or local) 

with commission of any of the offenses enumerated in paragraph 

(A)(ii) of this certification; and 

(iv) Have not within a three-year period preceding this application 

had one or more public transactions (Federal, state or local) 

terminated for cause or default; and 

B. Where the applicant is unable to certify to any of the 

statements in this certification, he or she shall attach an 

explanation to this application. 

3. Drug-Free Workplace (Grantees Other Than Individuals) 

As required by the Drug-Free Workplace Act of 1988, and 

implemented at 28 CFR Part 67, Subpart F, for grantees, as 

defined at 28 CFR Part 67, Sections 67.615 and 67.620 — 

A. The applicant certifies that it will, or will continue to, provide a 

drug-free workplace by: 

(i) Publishing a statement notifying employees that the unlawful 

manufacture, distribution, dispensing, possession or use of a 

controlled substance is prohibited in the grantee's workplace and 

specifying the actions that will be taken against employees for 

violation of such prohibition; 

(ii) Establishing an on-going drug-free awareness program to 

inform employees about — 

(a) The dangers of drug abuse in the workplace; 

(b) The grantee's policy of maintaining a drug-free workplace; 

(c) Any available drug counseling, rehabilitation and employee 

assistance programs; and 

(d) The penalties that may be imposed upon employees for 

drug-abuse violations occurring in the workplace; 
__________________________________________________ 

__________________________________________________ 

Appendices 39 

(iii) Making it a requirement that each employee to be engaged in

the performance of the grant be given a copy of the statement

required by paragraph (i);

(iv) Notifying the employee in the statement required by

paragraph (i) that, as a condition of employment under the grant,

the employee will — 

(a) Abide by the terms of the statement; and

(b) Notify the employer in writing of his or her conviction for a

violation of a criminal drug statute occurring in the workplace no

later than five calendar days after such conviction;

(v) Notifying the agency, in writing, within 10 calendar days after

receiving notice under subparagraph (iv)(b) from an employee or

otherwise receiving actual notice of such conviction. Employers of

convicted employees must provide notice, including position title,

to: COPS Office, 1100 Vermont Ave., NW, Washington, DC

20530. Notice shall include the identification number(s) of each

affected grant;

(vi) Taking one of the following actions, within 30 calendar days

of receiving notice under subparagraph (iv)(b), with respect to any

employee who is so convicted — 

(a) Taking appropriate personnel action against such an employee,

up to and including termination, consistent with the requirements

of the Rehabilitation Act of 1973, as amended; or

(b) Requiring such employee to participate satisfactorily in a drug

abuse assistance or rehabilitation program approved for such

purposes by a Federal, state or local health, law enforcement or

other appropriate agency;

(vii) Making a good faith effort to continue to maintain a drugfree workplace through implementation of paragraphs (i), (ii), (iii),

(iv), (v) and (vi).

B. The grantee may insert in the space provided below the site(s)

for the performance of work done in connection with the specific

grant: 

Place of performance (street address, city, county, state, zip code)

Check • if there are workplaces on file that are not identified 

here. 

Section 67.630 of the regulations provides that a grantee that is a 

state may elect to make one certification in each Federal fiscal year, 

a copy of which should be included with each application for 

Department of Justice funding. States and state agencies may elect 

to use OJP Form 4061/7. 

Check � if the state has elected to complete OJP Form 

4061/7. 

4. Coordination 

The Public Safety Partnership and Community Policing Act of 

1994 requires applicants to certify that there has been appropriate 

coordination with all agencies that may be affected by the 

applicant's grant proposal if approved. Affected agencies may 

include, among others, the Office of the United States Attorney, 

state or local prosecutors, or correctional agencies. The applicant 

certifies that there has been appropriate coordination with all 

affected agencies. 

5. Non-Supplanting 

The applicant hereby certifies that Federal funds will not be used 

to replace or supplant state or local funds, or funds supplied by 

the Bureau of Indian Affairs, that would, in the absence of 

Federal aid, be made available to or for law enforcement purposes. 

6. Retention 

There is no retention requirement for the Methamphetamine 

Initiative. 

Grantee Name and Address: ____________________________________________________________________________________ 

Application No. and/or Project Name: ______________________________ Grantee IRS/ Vendor Number: ________________ 

Typed Name and Title of Law Enforcement Representative: _________________________________________________________ 

Signature: __________________________________________________________ Date: _____________________________________ 

As the duly authorized representative of the governing body, I hereby certify that the I am binding the governing body to the above 

certifications, including the plan to retain. Elections of new officials will not relieve the governing body of its obligations under this grant. 

Typed Name and Title of Government Representative: _____________________________________________________________ 

Signature: _________________________________________________________ Date: _____________________________________ 

Appendices 41 

Appendix C – Redeployment Examples

COPS MORE: Redeployment by Shift

Introduction 

The Neely County Sheriff's Department applies for a 

MORE grant to purchase 10 Mobile Data Terminals 

(MDTs). The department has 20 full-time officers 

assigned to patrol, each MDT will be used by more 

than one officer. Currently, each patrol officer runs an 

average of 20 tag or license checks per shift. Each 

check takes about five minutes. If the department 

receives the MORE grant, they estimate that each 

officer will only need three minutes per check, a 

savings of two minutes per check. The cost of the 10 

MDTs is $100,000. To determine their required level of 

redeployment, the department would use the following 

formula which is laid out in the Cost Effectiveness 

Worksheet portion of the grant application: 

Required Redeployment 

Line 1 – Entry level salary of SWORN police officer (as of Jan. 1, 1998) 1. $28,000 

Line 2 – Fringe benefits of SWORN police officer (as of Jan. 1, 1998) 2. $ 5,000 

Line 3 – Add lines 1 and 2 3. $33,000 

Line 4 – Multiply line 3 by .75 4. $24,750 

Line 5 – Enter figure on line 4 or $25,000, whichever is less 5. $24,750 

Line 6 – Total cost of item, system, or group of like items 6. $100,000 

(100%) 

Line 7 – Federal amount requested 7. $75,000 (75%) 

Can be no more than 75% of total item cost (line 6) 

Line 8 – Divide line 7 by line 5 8. 3.03 FTEs 

Actual Redeployment 

The formula used to calculate the estimated actual 

redeployment for this grant would be: 

2 min. saved X 20 checks = 40 min. per shift 

40 min./shift X 20 officers x 228 shifts = 182,400 

min./yr. 

182,400 min./60min. = 3,040 hrs. per yr. 

3,040 hrs. /1,824 hrs. (COPS standard) = 1.66 FTEs 

1.66 FTE saved per year 

This is less than the required amount in the above 

calculation, but as demonstrated below, the 

department plans to use the MDTs for other uses 

also. 

The department also states that they will use the 

laptops for report writing while their patrol officers 

are in their vehicles. Again the laptops will be used 

by more than 1 officer. 

Currently, each of the 20 officers spends two hours 

per shift writing their reports. With the laptops they 

believe they can save 1 hour per shift. The reports 

will have automated formats and can be sent for 

approval via modem versus driving back to the 

station. 

The formula used to calculate the estimated actual 

redeployment is: 

1 hr. per shift X 20 officers X 228 shifts = 4,560 hrs. per 

yr. 

4,560 hrs./ 1824 hrs. (COPS standard)= 2.5 FTEs 

So by saving 1.66 FTEs with the tag checks and 2.5 

FTEs with the reports, the department projects a total 

redeployment of 4.1 FTE, which is above the 

minimum required and the department receives the 

grant. 
42 MORE 2001 Grant Owner’s Manual 

Redeployment Tracking Plan 

The next task for the Neely County Sheriff's 

Department is to develop a redeployment tracking plan 

for its MORE grant. The agency begins its 

redeployment tracking plan with a short summary of the 

project and how it will save time for officers within the 

agency: 

“The Neely County Sheriff's Department has been 

awarded a COPS MORE grant for 10 mobile data 

computers. These mobile data computers will be 

used as part of a pilot project to assess the 

effectiveness of automated field reporting in this 

agency. We believe that this new technology will 

allow patrol officers to perform quicker records 

checks and that it will make our reporting process 

more efficient. Through the assistance of the grantfunded technology, officers will be able to conduct 

their own records checks without going through 

dispatch. The field reporting system will reduce the 

need to enter duplicate information for accident and 

incident reports and will save officer travel time by 

allowing patrol officers to electronically transmit 

their reports to their supervisor.” 

The next part of the plan explains of the method that 

the Neely County Sheriff's Department will use to track 

the time savings from its grant-funded technology: 

“The Neely County Sheriff's Department will track 

the time savings from the grant-funded mobile data 

computers by comparing the survey results of the 

officers using the new equipment to the survey 

results (baseline) of the patrol officers writing 

reports prior to the implementation of the grant 

technology. For one week during each quarter, the 

20 officers using the mobile data computers will 

track the number of records checks and reports that 

they write per day and how long these activities 

take them. Prior to the grant award, the Sheriff's 

Department completed log sheets which 

demonstrated the time necessary to complete 

various checks and reports. The responses will be 

compared to determine the amount of time savings 

produced by the new technology.” 

The final part of the redeployment tracking plan 

includes an explanation of how the time saved through 

this grant will allow this agency to enhance its 

community policing efforts: 

“The officers using the computers will devote 

approximately one hour of their time savings per 

day to problem-solving projects. During this time 

the officers will contact community residents to 

identify community concerns and will work with 

community and city agencies to proactively address 

the causes of these concerns. The officers will 

respond to a minimal number of calls for service 

during this time.” 

Implementing the Redeployment Tracking Plan 

The Neely County Sheriff's Department begins to 

implement its redeployment tracking plan once the 

grant-funded technology has been purchased and 

becomes fully operational. For one week during each 

quarter of the one-year redeployment tracking period 

the agency requires officers to complete daily logs 

tracking how many reports and records checks are 

performed by officers and how long these activities 

take. These logs are completed by the twenty officers 

using the mobile data computers and compared to the 

time survey completed prior to the implementation of 

the technology. The results from the logs are used to 

form projections for time savings over a one-year 

period. 

Group One: 20 officers prior to technology implementation 

# shifts 

Total hours report writing 

time 

Average hours writing reports 

per shift 

Total hours for records 

checks 

Average hours performing 

records ckecks per shifts 

Week 1 

100 

400 

4.00 

180 

1.8 

Week 2 

110 

312 

3.12 

190 

1.7 

Week 3 

120 

450 

3.75 

220 

1.8 

Week 4 

105 

400 

3.80 

210 

2.0 

Overall 

Averages 

3.67 hours 

1.8 hours 
Appendices 43 

Group Two: 20 officers with mobile data computers 

# shifts 

Total hours report writing 

time 

Average hours writing reports 

per shift 

Total hours for records 

checks 

Average hours performing 

records ckecks per shifts 

Week 1 

100 

306 

3.00 

150 

1.5 

Week 2 

110 

312 

3.12 

200 

1.8 

Week 3 

120 

400 

3.33 

180 

1.5 

Week 4 

105 

320 

3.05 

130 

1.2 

Overall 

Averages 

3.13 hours 

1.5 hours 

Group One: 3.67 hrs. report writing per shift + 1.8 

hrs. performing records checks per shifts = 5.47 hrs. 

Group Two: 3.13 hrs. report writing per shift + 1.5 

hrs. performing records checks per shifts = 4.63 hrs. 

Time Savings = 5.47 hrs. for officers without 

technology - 4.63 hrs. for officers with technology = 

0.84 hrs. saved per shift 

0.84 hrs. per shift * 20 officers * 228 shifts (COPS 

Office standard) = 3,830hrs. 

3,830 hrs./ 1824 hrs. (COPS Office standard) = 2.1 

FTEs saved 

In this case, the grantee demonstrated a time savings 

of 2.1 full-time equivalents. While its actual 

redeployment fell short of the 3.03 FTE required 

redeployment for the grant, the grantee could 

document other unanticipated time savings or other 

types of benefits which may have occurred as a result 

of the project to evaluate the project's effectiveness. 

Appendices 45 

COPS MORE: Redeployment by Report 

Introduction 

The Sunshine Police Department applies for a 

MORE grant to purchase 12 laptop computers with 

supporting hardware and report writing software. 

Currently, all officers hand-write their reports. The 

department has a sworn force strength of 25 

officers with four patrol officers assigned to each 

shift. Last year, the department generated a total of 

28,763 reports. Each officer currently spends about 

40 minutes writing each 

report and averages five reports per shift. If the 

department receives the MORE grant, they estimate 

that each officer will save approximately 20 minutes per report, cutting the time it takes to complete 

the reports in half. The cost of the laptops with 

supporting hardware/software is $60,000. To determine required level of redeployment, the department uses the following formula which is laid out 

in the Cost Effectiveness Worksheet portion of the 

grant application. 

Required Redeployment 

Line 1 – Entry level salary of SWORN police officer (as of Jan. 1, 1998) 1. $23,000 

Line 2 – Fringe benefits of SWORN police officer (as of Jan. 1, 1998) 2. $ 3,000 

Line 3 – Add lines 1 and 2 3. $26,000 

Line 4 – Multiply line 3 by .75 4. $19,500 

Line 5 – Enter figure on line 4 or $25,000, whichever is less 5. $19,500 

Line 6 – Total cost of item, system, or group of like items 6. $60,000 (100%) 

Line 7 – Federal amount requested 7. $45,000 (75%) 

Can be no more than 75% of total item cost (line 6) 

Line 8 – Divide line 7 by line 5 8. 2.3 FTE 

Actual Redeployment 

Using the number of reports the department 

generated in the previous year, the department uses 

the following formula to calculate the estimated 

actual redeployment for this grant; 

28,763 reports per yr. x 20 min. per report = 

575,260 min. 

575,260 min./ 60 min. = 9,587 hrs. saved 

9,587 hrs. saved / 1824 hrs. (Cops standard) = 5.3 

FTE 

The department exceeds the required redeployment 

level and is awarded the MORE grant. 

Redeployment Tracking 

The Sunshine Police Department must now 

develop a plan to track redeployment once their 

system becomes operational. The agency begins its 

redeployment tracking plan with a short summary 

of the project and how it will save time for officers 

within the agency. 

“The Sunshine Police Department was 

awarded a grant to purchase 12 laptops with 

supporting hardware and report writing 

software to make writing reports more 

efficient. Prior to the implementation of the 

grant, the department estimated that each 

officer spent about 40 minutes writing each 

report. Through the use of the new laptops and 

report writing software, we estimate that we 
46 MORE 2001 Grant Owner’s Manual 

will cut this time in half.” 

The department then goes on to explain what method they 

will use to track the time savings realized through the use of 

the laptops and report writing software. 

“In order to track the time savings that officers will 

realize under this grant, we have issued log sheets to 

each officer and asked them to log in the time that is 

spent entering reports into the laptop and sending them 

to headquarters through wireless transfer. On a monthly 

basis we will take a sample of the time logs for 12 

officers on varying shifts to determine the average 

amount of time officers spend writing a report after the 

awarded equipment becomes operational.” 

The final part of the redeployment tracking plan includes an 

explanation of how the time saved through this grant will 

allow the department to enhance its community policing 

efforts. 

“With the time saved through the use of the grant funded 

equipment, the department will begin a school resource 

officer program in the high school. Additionally, we 

hope to begin conducting a citizen survey on crime and 

institute several neighborhood watch programs.” 

Implementing the Redeployment Tracking Plan 

The department implements the grant and each officer 

submits a time log each shift showing time savings that is 

achieved as a result of the grant. The log sheets are then 

totaled for each officer and entered into a spreadsheet 

tracking the time savings that each officer realizes. Because 

tracking the time savings for 25 officers can be time 

consuming, the department uses a sample of 12 officers who 

work varying shifts to determine time savings for the entire 

department. Using the log sheets, the department is able to 

create the following spreadsheet to determine how long it 

takes officers to do a report on average. A sample of the 

spreadsheet that they use to track the hours saved follows: 

Officer Reports Time spent 

per Shift writing reports 

Dame 8 180 minutes (3 hours) 

Chapman 5 135 minutes (2.25 hours) 

Neely 3 60 minutes (1 hour) 

Mehring 6 150 minutes ( 2.5 hours) 

Bezdikian 6 150 minutes (2.5 hours) 

Clark 2 30 minutes (.5 hours) 

Scrivner 5 120 minutes ( 2 hours) 

Gorniak 7 225 minutes (3.75 hours) 

Dodge 6 150 minutes (2.5 hours) 

Webb 8 180 minutes (3 hours) 

Phillips 6 150 minutes (2.5 hours) 

Alford 4 120 minutes (2 hours) 

Total 66 1,650 minutes (27.5 hours) 

Three months after the equipment becomes fully operational, 

the department is able to tabulate on a daily basis the time 

savings that accrues over the course of the grant. Based on 

the sample, the department finds that on average each officer 

spends an average of 25 minutes per report. This results in a 

time savings of 15 minutes per report. 

1,650 min. / 66 reports = 25 min. per report 

40 min. per report (prior to grant) - 25 min. per report (post 

grant) = 15 min. in savings per report. 

Over the three month period, the department has generated 

7,230 reports. Therefore, their time savings to date can be 

calculated as follows 

7,230 reports x 15 min. per report = 108,450 min. 

108,450 min. /60 min. = 1,807 hrs. saved 

1,807 hrs. saved / 1824 hrs. (COPS standard) = 1 FTE 

If the department continues to see this level of time savings 

for the remainder of the 12 months, they can expect to 

achieve a total redeployment of 4 FTE. Although this is 

slightly less time savings than they originally estimated, it 

still exceeds the required level of redeployment for the grant. 

After the laptops have been implemented, the department 

notices that there is additional time savings that occurs as a 

result of the grant, including: 

• electronically transferring reports to supervisor instead 

of driving reports to headquarters, and 

• electronic revisions after review instead of re-writing 

reports. 

FOR MORE INFORMATION: 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

1100 Vermont Avenue, NW 

Washington, D.C. 20530 

To obtain details on COPS programs, call the 

U.S. Department of Justice Response Center at 1.800.421.6770 

Visit the COPS internet web site by the address listed below. 

e08011221 Created Date: August 6, 2001