2017 COPS Office Financial Toolkit 

for Agency Points of Contact
COPS Office Financial Toolkit for Agency Points of Contact 1

Contents

1. Introduction...................................................................................................................................2

2. Your Grant Information ..................................................................................................................2

3. Administrative Items......................................................................................................................2

Gaining Access to COPS Office Systems.................................................................................................2

COPS Office Agency Portal ...............................................................................................................2

Grant Payment Request System (GPRS)...........................................................................................4

Instructions for Removing Old Users......................................................................................................5

COPS Office Agency Portal ...............................................................................................................5

Grant Payment Request System (GPRS)...........................................................................................5

4. Filing Reports.................................................................................................................................5

Filing the Quarterly SF-425 Financial Report..........................................................................................6

Filing the Progress Report ......................................................................................................................6

5. Financial Reimbursement Process...................................................................................................7

How to Drawdown Funds.......................................................................................................................7

6. Grant Administration Documents...................................................................................................7

Grant Award Information.......................................................................................................................7

General Grant Information ..............................................................................................................7

COPS Anti-Methamphetamine (CAMP)............................................................................................7

COPS Hiring Program (CHP) .............................................................................................................7

COPS Community Police Development (CPD)...................................................................................8

Coordinated Tribal Assistance Solicitation (CTAS) Grant Documents..............................................8

Anti-Heroin Task Force (AHTF) Grant Documents............................................................................8

Preparing for Active Shooter Situations (PASS) Grant Documents..................................................7

Collaborative Reform Initiative for Technical Assistance (CRI-TA) Grant Documents........................7

Grant Modifications, Extensions, and Withdrawals...............................................................................8

7. Grant Monitoring and Management ...............................................................................................8

Methods of COPS Office Monitoring......................................................................................................8

Community Policing Self-Assessment Tool (CP-SAT) Survey..................................................................8

8. Closeout of Grants..........................................................................................................................9
COPS Office Financial Toolkit for Agency Points of Contact 2

1. Introduction

Welcome to the COPS Office grant program! This guide will provide you with vital instructions and 

information to get you oriented to your COPS Office grant. In addition to describing the quarterly 

reporting process, it will also explain how to draw down your funds and provide other facts and 

information regarding monitoring and managing your COPS Office grant.

2. Your Grant Information

To get started, you will need the information specific to your COPS Office grant that states how much 

funding you have received and how the money should be expended. You will need to gather the 

following documentation: 

• Award document, which identifies the grant type, grant number, award amount, and award period

• Financial clearance memorandum, which includes the approved budget breakdown

• SF-425 Financial Report, which includes the status of expenditures 

• Payment History Report from the Grant Payment Request System, which lists the funds that have 

been drawn down

• The Grant Owner’s Manual for your specific grant

• The terms and conditions section of the grant award package

This information can be obtained through the COPS Office’s Agency Portal; to request assistance, please 

contact the COPS Office Response Center at 800-421-6770 or via e-mail at AskCOPSRC@usdoj.gov or log 

onto the Agency Portal.

3. Administrative Items

Gaining Access to COPS Office Systems

To use your grant, you will need access to two key systems. The first is the COPS Office’s Agency Portal, 

which will allow you to update agency contact information and perform other grants management 

functions, including modifications, extensions, and grant withdrawals. The portal is where you will go 

each quarter to submit your federal financial report (SF-425) and programmatic progress report. The 

second system you will use is the Grant Payment Request System (GPRS), which is how you will draw

down your funding.

COPS Office Agency Portal

The User Moderator or Law Enforcement Executive (LE) must add you to the Agency Portal user pool. If 

you are having trouble with this, contact the COPS Office Response Center at 800-421-6770.
COPS Office Financial Toolkit for Agency Points of Contact 3

To register a new user:

1. After the user logs into the Agency Portal, the system will display the Agency Portal Home page. 

From the Agency Portal Menu on the left, the user selects Agency Users.

2. To add a new user, the user selects the Add button. If the user is not the Law Enforcement Executive 

(LE) or Government Executive (GE), then the user must first establish the LE/GE’s account, roles, and 

permissions.

3. Once the user selects the Add button, the system will display the Add/Edit User page.

4. First, the user will complete the required information in the top section (i.e., the new user’s e-mail, 

title, name, etc.). Second, under the Agency Portal section, the system will also require the user to 

assign you, the new user (i.e., assignee), the appropriate role(s) by checking the desired box. 

a. Agency Moderator – This role allows the assignee to create, edit, and/or manage the agency 

information, such as LE/GE information, agency address and phone and fax number. 

b. User Moderator – If the LE/GE assigns this role to another user, that user can manage agency 

user information, such as adding or deleting users and changing user permissions and contact 

information. However, the assigned User Moderator cannot edit his or her own information; 

thus, he or she will need to ask the LE/GE to do so. 

c. Law Enforcement Executive (LE) – This role should be reserved for the LE as this role provides 

signature access for grant documentation.

d. Government Executive (GE) – This role should be reserved for the GE as this role provides 

signature access for grant documentation.

Only one user should be assigned the LE role, and only one user should be assigned the GE role. 

Third, beneath the Agency Portal section, the user must check the permissions boxes associated 

with the various system applications (e.g., progress reports, SF-425, and COPS Application Program) 

to which the assignee should have access. Last, once the user has established the roles and 

permissions for each new assignee, the user selects the Update button.

5. After the user informs you (the assignee) that your account has been created, you must then visit 

the Agency Portal Login page (Figure 1), click the Reset Password link and follow that page’s 

instructions.

For more information regarding the Agency Portal and all that it offers, please reference the Agency 

Portal User Guide: Agency Portal User Guide
COPS Office Financial Toolkit for Agency Points of Contact 4

Grant Payment Request System (GPRS)

To register as a new COPS award and GPRS user:

1. Go to the GPRS login page at https://grants.ojp.usdoj.gov/gprs/welcome.

2. Select “New GPRS User Registration for COPS.”

3. Fill in the required information. Note: Recipients with both OJP/OVW and COPS active awards are

required to create separate accounts with a unique GPRS username for each. The accounts can then 

be consolidated into one username (your choice, but you must sign in with that account to 

consolidate usernames). 

4. Click “Award Selection.” 

5. Enter your COPS Office vendor number (a 9-digit number, which can be found on your award

documents), and click “Add Vendor.”

6. A listing of all awards associated with this vendor number will display on the bottom half of the 

screen.

7. Use the check boxes to the left to identify the awards for which you would like to have drawdown 

access.

8. Click “Submit Registration.” 

You will receive a confirmation email with a temporary password after your request has been reviewed 

and approved. Do not register a second time while your request is being reviewed. Once you receive the 

email, you should login to the GPRS system immediately (https://grants.ojp.usdoj.gov/gprs/welcome) by 

entering the username you selected and the temporary password to receive via email. The system will 

instruct you to change your password to something permanent. Please read the password restrictions 

when creating your permanent password. 

From there, you should have access to draw down from the accounts that you have selected. If you do 

not receive your temporary password within 2 business days, please check your junk mail box. You also 

have the option to use the “Forgot Password” link on the webpage. It will email you a new temporary 

password that you will need to change to a permanent password. 

Keep in mind, these passwords are temporary, so you must log in and change them as soon as 

possible. If this does not work, please contact the GMS Helpdesk (888-549-9901, option 3) for a 

password reset for GPRS with the username you selected upon registration.

To add an award to an existing COPS username GPRS account:

If you are currently registered for an active COPS Office award username in GPRS and would like to add 

a recently funded COPS Office award number to your existing COPS Office award username, contact the 
COPS Office Financial Toolkit for Agency Points of Contact 5

COPS Office GPRS registration team via e-mail at COPSGPRSRegistration@usdoj.gov and provide the 

following information:

• COPS award Username (for COPS Office awards)

• First/last name 

• Vendor number (as listed on your award document) 

• Award number(s) to be added 

Instructions for Removing Old Users

COPS Office Agency Portal

To remove users:

1. Call the COPS Office Response Center at 800-421-6770.

2. Provide the names of the users you want to remove from accessing the COPS Office Agency Portal. 

You must give a reason and provide proof of the change.

To remove the LE or GE:

1. Call the COPS Office Response Center at 800-421-6770.

2. Provide a “Change of Information” (COI) form to the Response Center point of contact, along with 

the contact information for the new LE/GE.

3. The COPS Office Response Center will send a new registration letter via e-mail.

4. The new LE/GE will register on the COPS Office Agency Portal.

Grant Payment Request System (GPRS)

To remove users:

1. Send an e-mail to COPSGPRSRegistration@usdoj.gov, and state that you have GPRS users who can 

be removed. Please ensure you remove users who are no longer affiliated with the COPS Office

grant.

2. Identify yourself as a current user of the GPRS system.

3. Provide the account usernames and the names of the individuals, along with the reasons for 

removals.

4. Filing Reports

Reporting is an essential part of managing your grant. The resources listed below will assist you in filing 

your financial and programmatic reports.
COPS Office Financial Toolkit for Agency Points of Contact 6

Filing the Quarterly SF-425 Financial Report

• SF-425 Helpful Hints: This PDF discusses how to file your report.

• SF-425 Fact Sheet

• SF-425 FAQs: This PDF answers common questions regarding submission.

• SF-425 Interactive Tutorial: This web page will help you fill out your report prior to submission.

Filing the Progress Report

• Progress Report FAQs: This web page addresses the process of filing your grant’s progress report.
COPS Office Financial Toolkit for Agency Points of Contact 7

5. Financial Reimbursement Process

It is important to note that filing your financial and programmatic quarterly reports is completely 

separate from drawing down your funding for reimbursement of allowed expenses. Below is information 

and resources regarding accessing your funds in the GPRS system.

How to Drawdown Funds

GPRS User Guide

This user guide contains information including how to create payment requests and how to view a 

transaction history.

ACH Enrollment Form: To access the ACH form, please visit 

http://www.cops.usdoj.gov/pdf/ach_form_new.pdf.

Please validate your current banking information by contacting your staff accountant through the COPS 

Office Response Center at 800-421-6770.

6. Grant Administration Documents

Grant Award Information

General Grant Information

• Indirect Costs Fact Sheet

• Program Income Fact Sheet

COPS Anti-Methamphetamine (CAMP)

• CAMP Grant Selection Methodology

• CAMP Grant Owner’s Manual: This document provides the grant requirements and procedures

throughout the life of the COPS CAMP grants.

• CAMP Grant Fact Sheet

COPS Hiring Program (CHP)

• CHP Grant Selection Methodology

• CHP Grant Owner’s Manual: This document provides the grant requirements and procedures

throughout the life of the COPS CHP hiring grants.

• CHP Grant Fact Sheet

• Information on Hiring Veterans and CHP

• Supporting Safe Schools: This website provides information regarding the CHP grant program and

school resource officers (SRO).
COPS Office Financial Toolkit for Agency Points of Contact 8

COPS Community Police Development (CPD)

• CPD Award Owner’s Manual: This document provides the requirements and procedures for COPS 

CPD grants.

• CPD Fact Sheet

Coordinated Tribal Assistance Solicitation (CTAS) Grant Documents

• CTAS Grant Owner’s Manual: This document provides the requirements and procedures for COPS

Coordinated Tribal Assistance Solicitation grants.

• Tribal Resource Flyer: This document provides information on the COPS training and technical 

assistance (TTA) program. 

Anti-Heroin Task Force (AHTF) Grant Documents

• AHTF Grant Selection Methodology

• AHTF Fact Sheet

• AHTF Grant Owner’s Manual: This document provides the requirements and procedures for COPS

Anti-Heroin Task Force grants.

Preparing for Active Shooter Situations (PASS) Grant Documents

• PASS Grant Owner’s Manual: This document provides the requirements and procedures for COPS 

Preparing for Active Shooter Situations grants.

• PASS Fact Sheet

Collaborative Reform Initiative for Technical Assistance (CRI-TA)

• CRI-TA Program Award Owner’s Manual: This document provides the requirements and procedures 

for COPS CRI-TA grants. 

• CRI-TA Fact Sheet

Grant Modifications, Extensions, and Withdrawals

If you would like to request a modification or extension of your grant or would like to withdrawal from 

your grant, please look at section 2.2 of the Agency Portal User Guide: Agency Portal User Guide.

7. Grant Monitoring and Management

Methods of COPS Office Monitoring

• COPS Office Grant Monitoring and Audits: This pdf discusses how the COPS Office monitors your 

grant and will help you to learn more about what compliance reviews and audits mean for your 

agency. 
COPS Office Financial Toolkit for Agency Points of Contact 9

Community Policing Self-Assessment Tool (CP-SAT) Survey

CP-SAT is an online survey that helps your agency to measure its progress with implementing 

community policing. This tool confidentially captures information about community partnerships, 

problem solving, and organizational change. Upon completion, agencies receive an easy-to-use 

summary report about their data so COPS Office management can identify the agencies’ community 

policing strengths and areas for improvement.

For more details regarding the survey, including benefits, FAQs, and the process of taking the survey, 

please click on this link: CP-SAT Survey Information.

8. Closeout of Grants

An essential part of any federal grant program is a proper programmatic and financial "closeout" of each 

award at the end of the grant period. The COPS Office has created a closeout process to expedite the 

closure of our grant awards and contacts grantees when their awards are due to close. During the 

closeout process, the COPS Office will determine whether your agency has met and fulfilled all of the 

programmatic and financial requirements and conditions of your grant.

Grantees can prepare for the closeout of their award(s) by saving all pertinent paperwork associated 

with the closing grants. In addition, grantees must submit a final Federal Financial Report (SF-425) for 

your grant, which is due to the COPS Office after the end of the grant period. Your SF-425 should reflect 

the total amount of federal expenditures, the total amount of agency matching contributions (if 

applicable), and the amount of unobligated funds, if any. Any unobligated or unspent funds will be deobligated during the closeout process. 

For your reference, please read this closeout toolkit PDF, and you will be contacted once the closeout 

process has begun. 

Please note that all documentation associated with a COPS Office grant must be saved for at least three 

years following the closure of the grant award.

If you have any additional questions regarding the COPS Office closeout process, please contact your 

grant program specialist at 800-421-6770.
U.S. Department of Justice

Office of Community Oriented Policing Services

145 N Street NE

Washington, DC 20530

To obtain details about COPS Office programs, call 

the COPS Office Response Center at 800-421-6770. e021519685

Visit the COPS Office online at www.cops.usdoj.gov.