MORE 2001

Grant Owner’s Manual

U.S. Department of Justice

Office of Community Oriented Policing Services

Making Officer Redeployment Effective

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?
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

ii MORE 2001 Grant Owner’s Manual
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
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.

vi MORE 2001 Grant Owner’s Manual
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

Glossary of Terms vii
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:

n Substantially increase the number of law enforcement officers

interacting with members of the community;

n 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; 

n 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

n 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. 

viii MORE 2001 Grant Owner’s Manual
Grant Acceptance, Terms, and Conditions 1

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

I. Grant Acceptance, Terms, and Conditions
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:

n The Public Safety Partnership and Community Policing Act of

1994, under which the COPS Office was established; and

n 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 beyondwhat 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
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.

4 MORE 2001 Grant Owner’s Manual
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

Grant Acceptance, Terms, and Conditions 5
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.

6 MORE 2001 Grant Owner’s Manual
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.

Grant Acceptance, Terms, and Conditions 7
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

8 MORE 2001 Grant Owner’s Manual
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.

Grant Acceptance, Terms, and Conditions 9
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).

10 MORE 2001 Grant Owner’s Manual
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:

n Has 50 or more employees; and

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

n 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.

Grant Acceptance, Terms, and Conditions 11
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

12 MORE 2001 Grant Owner’s Manual
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:

n 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;

Grant Acceptance, Terms, and Conditions 13
n Are failing to make satisfactory progress toward the goals or

strategies in your application, as reflected by agency performance

and status reports;

n Do not adhere to grant agreement requirements or conditions;

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

submitted, would have resulted in the application not being

selected for funding;

n Do not submit reports in a timely manner;

n 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

n Provide other good cause for enforcement action.

In these instances, the COPS Office may:

n Temporarily withhold payments pending correction of the

situation by your agency;

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

compliance;

n Wholly or partly suspend or terminate your grant;

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

U.S. Department of Justice;

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

to your agency until appropriate actions are taken to ensure

compliance;

n Withhold awarding future grants;

n Recommend civil or criminal enforcement by other agencies; and

n 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:

n Major programmatic changes (including changes in your required

level of redeployment);

n Significant changes in your community policing plan; and

n 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.

14 MORE 2001 Grant Owner’s Manual
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

Grant Acceptance, Terms, and Conditions 15
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.

16 MORE 2001 Grant Owner’s Manual
17

n 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.

n 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:

n Expertise of contractor/consultant/manufacturer

n Management

n Responsiveness

n Knowledge of program

n Experience of contractor/consulting/manufacturer personnel

n Results of a market survey to determine competition availability,

or if one was not conducted, explain why not

Procurement Process

II. Procurement Process
Paragraph 3 – Time Constraints

n When goods or services are required and why

n Impact on the program if dates are not met

n 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

18 MORE 2001 Grant Owner’s Manual
19

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.

Accessing Grant Funds

III. Accessing Grant Funds
20

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
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 No later than 5/15/YY

6/30/YY No later than 8/15/YY

9/30/YY No later than 11/15/YY

12/31/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:

n Is unwilling or unable to attain project goals;

n Retains excessive cash on hand;

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

n 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:

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

funds up to $250 per fiscal year; and

n 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.
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

n Program income funds from asset forfeitures;

n Funds from state or local government that are committed to

matching funds for your program;

n 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

n 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.

Meeting the Local Match 23

IV. Meeting the Local Match
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:

n Budgetary imbalance or expenditure cutbacks resulting in

significant reductions in other services provided by the applicant;

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

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

fiscal disstress;

n 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

n 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)

24 MORE 2001 Grant Owner’s Manual
25

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:

n Present and itemize approved costs of the technology and

equipment;

n Assure responsible use of grant funds;

n Assure that all expenditures of funds are in conformance with

your grant conditions; and 

n 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.

Financial Record Maintenance

V. Financial Record Maintenance
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

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.

VI. Federal Audit Requirements
28

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.

MORE 2001 Grant Owner’s Manual
Reports 29

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.

VII. Reports
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.
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.

Reports 31

33

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.

When the Grant Period Has Ended

VIII. When the Grant Period Has Ended
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. 
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"

Appendices
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

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.

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:

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

Signature: ________________________________________________________________ Date: ______________________

Appendix B – Assurances
38 MORE 2001 Grant Owner’s Manual

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;

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.

Appendix B – Certifications
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 r 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 r 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: _____________________________________

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:

Appendices 41

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.

Appendix C – Redeployment Examples

COPS MORE: Redeployment by Shift

Introduction
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.

42 MORE 2001 Grant Owner’s Manual

# 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

Group One: 20 officers prior to technology implementation
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 43

# 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 Two: 20 officers with mobile data computers

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.

Appendices 45

COPS MORE: Redeployment by Report

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
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.

46 MORE 2001 Grant Owner’s Manual

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