2020 COPS Office Preparing for Active Shooter 

Situations (PASS) Program 

Award Owner’s Manual 

U.S. Department of Justice, Office of Community Oriented Policing Services

www.cops.usdoj.gov
 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

2020 COPS Office Preparing for Active Shooter Situations 

(PASS) Program Award Owner’s Manual 

This manual was created to assist COPS Office Preparing for Active Shooter Situations (PASS) Program recipients 

with the administrative and financial matters associated with their award. 

For more information about your award, please contact your COPS Office Program Manager. If you do not know 

the name or telephone number of your COPS Office Program Manager, please contact the COPS Office Response 

Center at 800-421-6770. 

U.S. Department of Justice 

Office of Community Oriented Policing Services 

145 N Street NE 

Washington, DC 20530 

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

Published June 2020 
 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Contents 

Getting Started ..............................................................................................................................................................

................................................................................................................

................................................................................................................................................

.....................................................................................................................................

...................................................................

...............................................................................................................................................

.........................................................................................

.....................................................................................................

1 

I. Award Acceptance, Terms, and Conditions 2 

The award document 2 

Award terms and conditions 3 

What are the specific rules regarding termination of award funding? 36 

Accepting the award 37 

Who should sign the award document for our agency? 37 

By when must the award document be signed? 38 

II. The Cooperative Agreement....................................................................................................................................

..........................................................................................................

..............................................................................................................................................

..........................................................................................................................................

.....................................................................................................................................................

..........................................................................................................................................

................................................................................................................................

................................................................................................................................

.............................................................................................................................

...................................................................................................................................

.......................................................................................................................

..................................................................................................

...............................................................................................................................................

.......................................................................................................................................

........................................................................................................................................

.......................................................................................................................................

......................................................................

.....................................................................................................................

...................................................................................................................

..............................................................................................................

39 

Cooperative Agreement #2020-CK-WX-K0XX 40 

III. Procurement Process 52 

IV. Accessing Award Funds 53 

Payment method 53 

Setting up your account 53 

Additional payment questions 55 

V. Financial Record Maintenance 57 

Accounting systems and records 57 

VI. Federal Audit Requirements 59 

Single Audit Act (SAA) requirements 59 

Office of Inspector General (OIG) recipient audits 60 

Typical audit findings 61 

VII. Reporting Requirements 63 

Federal Financial Reports 63 

Program Progress Reports 64 

Contact points to obtain technical assistance and report violations 66 

VIII. When the Award Period Has Ended 67 

Final Federal Financial Report (SF-425) 67 

Final Program Progress (Closeout) Report 68 

iii 
 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

IX. Conclusion ..............................................................................................................................................................

..................................................................................................................................................................

....................................................................................................................

.............................................................................................................

.........................................................................................................

..............................................................................................................

.................................................................................................................

...................................................................................................................................................................

...................................................................................................................................................................

..........................................................................................

........................................................................................................

.............................................................................

............................................................

......................................................................................................................................................

69 

Appendices 70 

Appendix A. List of source documents 70 

Appendix B. Assurances and Certifications 71 

Appendix C. Conference and Event Guidance 76 

Appendix D. Financial/Budget Fact Sheets 94 

Appendix E. Federal Civil Rights Memo 109 

Appendix F. Enhancement of contractor protection from reprisal for disclosure of certain information (41 U.S.C. 

§ 4712) 110 

Appendix G. 2 C.F.R. Appendix II to Part 200: Contract provisions for nonfederal entity contracts under federal 

awards 114 

Appendix H. Remittance of Interest Earned Amounts 116 

Appendix I. ACH templates with instructions 117 

Appendix J. Sample Financial Clearance Memorandum (FCM) 127 

Appendix K. Additional resources for Cooperative Agreement recipients 136 

Glossary of Terms 142 

iv 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Getting Started 

Congratulations on receiving an award from the U.S. Department of Justice (DOJ), Office of Community Oriented 

Policing Services (COPS Office). The 2020 COPS Office Preparing for Active Shooter Situations (PASS) Program 

awards are used to increase law enforcement and public safety by providing funds for scenario-based training that 

prepares officers and other first responders to safely and effectively handle active-shooter and other violent 

threats. The 2020 PASS program funds projects that will provide training to meet the goal of the 2016 Protecting 

Our Lives by Initiating COPS Expansion (POLICE) Act in offering “scenario-based, integrated response courses 

designed to counter active shooter threats or acts of terrorism against individuals or facilities.” According to the 

COPS Office, community policing is a philosophy that promotes organizational strategies that support the 

systematic use of partnerships and problem-solving techniques to proactively address the immediate conditions 

that give rise to public safety issues such as violent crime, nonviolent crime, and fear of crime. For a complete 

definition, please see Community Policing Defined which can be found at 

https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P157. 

Compliance with this Award Owner’s Manual is a condition of your award and this manual is binding guidance. This 

manual will assist your organization with the administrative and financial matters associated with your award. It 

was developed to ensure that all award recipients are able to clearly understand and meet the requirements of 

their award. Please review this manual carefully because failure to follow award requirements can have serious 

ramifications. Please do not hesitate to call your COPS Office Program Manager if you need assistance with the 

implementation of your award. 

Thank you for providing us with the opportunity to work in partnership with you on this important project. 

1 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

I. Award Acceptance, Terms, and Conditions 

To officially accept and begin your COPS Office PASS Program award, your organization must access 

https://portal.cops.usdoj.gov, to log in, review, and electronically sign the award document with the award terms 

and conditions; the financial clearance memorandum and, if applicable, the cooperative agreement that is 

incorporated by reference into the award document; and, if applicable, the special award conditions or high risk 

conditions in the award document supplement within 45 days of the date shown on the award congratulatory 

letter. Please see the Agency Portal User Manual at https://cops.usdoj.gov/pass#programdocuments for detailed 

instructions on award acceptance. 

Your organization will not be able to draw down award funds until the COPS Office receives your signed award 

document. For more information on drawing down award funds, please see the section titled “Accessing Award 

Funds” in this manual. 

The award document 

The award document is the document indicating your official award funding amount, the award number, the 

award terms and conditions, and the award start and end dates. Please note that if your award includes a 

cooperative agreement, it is incorporated by reference into the award document and that by signing the award 

document, your organization has entered into the cooperative agreement with the COPS Office and agrees to 

abide by all the requirements in the cooperative agreement. 

The award document is preprinted with your organization’s law enforcement and government executives’ names 

and addresses. For non–law enforcement agencies (institutions of higher education, private organizations, etc.), 

the authorized officials are the programmatic and financial officials who have the ultimate signatory authority to 

sign contracts on behalf of your organization. If this information is incorrect or has changed, please update your 

“Agency Contacts” online at https://portal.cops.usdoj.gov. If the law enforcement or government official has 

changed since the time of application, please have the current law enforcement executive or government 

executive for your organization sign the award document. Be sure to familiarize yourself with all terms, conditions, 

and requirements of your award before signing the award document. To officially accept your award, please 

electronically sign the award document within 45 days of the date shown on the award congratulatory letter. Print 

and retain a copy of all pages of the award document, award terms and conditions, the Financial Clearance 

Memorandum (FCM), and, if applicable, the cooperative agreement and the award document supplement for your 

records. 

The award start date indicated on the award document means that your organization may be reimbursed for any 

allowable costs incurred on or after this date. The duration of your award is listed on your award document. 

Your award number is in the following format: 2020-ASWX-KXXX for Fiscal Year (FY) 2020 awards. The COPS Office 

tracks award information based upon this number. Therefore, it is important to have your organization’s award 

number (or your organization’s ORI number) readily available when corresponding with the COPS Office. 

2 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Your originating organization identifier (ORI) number begins with your state abbreviation followed by five numbers 

or letters (e.g., VA00000). This number is assigned by the Federal Bureau of Investigation (FBI) for use in tracking 

information for the Uniform Crime Report (UCR). The COPS Office tracks programmatic award information based 

upon this ORI number. If you have any questions regarding your award, please refer to your award number or your 

organization’s ORI number when you contact the COPS Office. 

Award terms and conditions 

The award terms and conditions are listed on your organization’s award document. By accepting this award, you 

are obtaining federal funds from the COPS Office. As part of that agreement, your organization acknowledges that 

it will comply with these terms and conditions (and, if applicable, any additional special or high risk conditions 

specific to your organization). The section that follows describes, in detail, all of the award conditions, their 

rationales, and their implications. It also addresses many frequently asked questions. If you have additional 

questions concerning any of these award conditions, please contact your COPS Office Program Manager or call the 

COPS Office Response Center at 800-421-6770. 

In limited circumstances, your award may be subject to special conditions that prevent your organization from 

drawing down or accessing award funds until the special conditions are satisfied as determined by the COPS Office. 

Any special or high risk conditions will be included in the award document supplement. However, if you have 

questions about the special or high risk conditions, please contact your assigned COPS Office Program Manager. 

Reasons for award terms and conditions 

The requirements of your PASS award are established within 

• the Public Safety Partnership and Community Policing Act of 1994, which established the COPS Office; 

• the applicable rules, regulations and policies issued by the U.S. Department of Justice, Office of Management 

and Budget (OMB), the Government Accountability Office (GAO), and the United States Treasury; 

• the specific PASS programmatic requirements established by the COPS Office. 

A list of source documents for this manual is provided in the appendices. You may request copies of any source 

reference document from 

Office of Administration, Publication Unit 

New Executive Office Building 

725 17th Street NW, Room G 236 

Washington, D.C. 20503 

COPS Office–specific documents may be requested directly from the COPS Office by contacting your COPS Office 

Program Manager. 

3 
Review of award terms and conditions 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

By signing the Award Document to accept this Preparing for Active Shooter Situations (PASS) Program award, your 

organization agrees to abide by the following award terms and conditions: 

1. Award Owner’s Manual 

Condition: 

The recipient agrees to comply with the terms and conditions in the applicable 2020 COPS Office Program Award 

Owner's Manual; COPS Office statute (34 U.S.C. § 10381, et seq.); the requirements of 2 C.F.R. Part 200 (Uniform 

Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) as adopted by the U.S. 

Department of Justice in 2 C.F.R. § 2800.101; 48 C.F.R. Part 31 (FAR Part 31) as applicable (Contract Cost Principles 

and Procedures); the Cooperative Agreement as applicable; representations made in the application; and all other 

applicable program requirements, laws, orders, regulations, or circulars. 

Why thiscondition: 

This manual has been designed to inform you of the requirements, laws, regulations, and policies that apply to 

your award. Your organization will be responsible for the information and rules contained in this manual and for 

implementing your award in compliance with the applicable terms, conditions, and regulations. Please note that in 

accordance with 2 C.F.R. § 200.101(c), the COPS Office applies 2 C.F.R. Subparts A through E to for-profit (or 

commercial) entities. More detailed guidance regarding any particular award requirement or your agency’s specific 

circumstances can be requested through your COPS Office Program Manager. 

What youshould do:

Please read the entire PASS Award Owner’s Manual carefully prior to signing the award document. If you have any 

questions, please contact your COPS Office Program Manager. When accepting your award, you should ensure that 

the proper reporting and financial systems are in place to satisfy the award requirements. 

2. Assurances and Certifications 

Condition: 

The recipient acknowledges its agreement to comply with the Assurances and Certifications forms that were signed 

as part of its application. 

Why thiscondition: 

Although the COPS Office has made every effort to simplify the process of applying for and receiving awards, 

several provisions of federal law require us to obtain the recipient’s Assurances and Certifications regarding certain 

matters. Most of the Assurances and Certifications apply to all federal award programs. 

What youshould do:

Applicants to COPS Office award programs are required to sign the Assurances and Certifications forms at the time 

of application. Signing these documents assures the COPS Office that you have read, understood, and accepted the 

award terms and conditions outlined in the Assurances and Certifications. Please read these documents carefully, 

4 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

because signatures on these documents are treated as a material representation of fact upon which reliance will 

be placed when the U.S. Department of Justice determines to make an award. Additional copies of the Assurances 

and Certifications forms are contained in the appendices of this manual. If you have any questions about the 

Assurances and Certifications, please contact your assigned COPS Office Program Manager or the COPS Office 

Response Center at 800-421-6770. 

3. Allowable Costs 

Condition: 

The funding under this award is for the payment of approved costs for program-specific purposes. The allowable 

costs approved for your agency’s award are limited to those listed in the Financial Clearance Memorandum (FCM), 

which is included in your agency’s award package. The FCM specifies the costs that your agency is allowed to fund 

with your award. In accordance with 2 C.F.R. § 200.400(g), the recipient must forgo any profit or management fee. 

Your agency may not use award funds for any costs not identified as allowable in the FCM. 

Why thiscondition: 

PASS funding may only be used to pay for items and services approved by the COPS Office as reflected in the 

Financial Clearance Memorandum (FCM). FY 2020 PASS funds must be used to increase law enforcement and 

public safety by providing funds for scenario-based training that prepares officers and other first responders to 

safely and effectively handle active-shooter and other violent threats. Please note that in accordance with 2 C.F.R. 

§ 200.101(c), the COPS Office applies the cost principles set forth in 2 C.F.R. Part 200, Subpart E to for-profit (or 

commercial) entities instead of the Federal Acquisition Regulation (FAR) at 48 C.F.R. Subpart 31.2. In addition, in 

accordance with 2 C.F.R. § 200.400(g), the recipient must forgo any profit or management fee. 

To be eligible for payment under this award, the purchase of approved items must be made on or after the award 

start date and comply with the guidelines described in the section “Accessing Award Funds” in this manual. The 

section “Financial Record Maintenance” outlines the types of records you must keep to document that you 

followed this award condition. Purchases must also reflect the costs that were approved in the FCM. 

What youshould do: 

Refer to your FCM for the list of approved allowable cost categories (please see appendix J on page 127 for a 

sample FCM). Listed below are the budget categories that may appear on your FCM. If your agency’s operating 

budget categories differ from those approved in the FCM, your agency should maintain a cross-reference to clearly 

identify where the funds were budgeted. As long as funds are spent during the award period on project costs that 

were documented in your application’s budget summary and approved by the COPS Office through the issuance of 

the FCM, this award condition will be satisfied. The award number should be indicated on all budgetary 

documentation including purchase orders, receipts, and other documentation. All recipients should keep and 

maintain the most recent, approved version of their 2020 PASS application and FCM for future reference. For 

recipients that are state, local, or Tribal Government entities, requests may be made only for items or positions 

that are not otherwise budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and would not be funded 

in the absence of the PASS award. 

5 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Personnel (salaries and benefits) 

Personnel expenses may be reimbursed for project activities that take place on or after the award start date. In 

addition, a position’s salary must be reasonable for the services rendered and must be paid to a person appointed 

under the law or rules governing hiring by your agency. Salary payments must be based on payroll records. Time 

and attendance records or the equivalent must support payroll records. With respect to any PASS award, a 

recipient may not use federal funds to pay total cash compensation to any employee of the recipient at a rate that 

exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior 

Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. The 2019 

salary table for SES employees is available at the Office of Personnel Management website: 

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2020/executive-senior-level. For 

recipients that are state, local, or tribal government entities, award-funded salary and benefit costs must 

supplement, not supplant (replace), locally funded personnel costs that would have been funded even in the 

absence of this award. If any civilian personnel are employed on a part-time or temporary basis, your agency must 

specify the percentage of time that each person is working solely on the project identified in your agency’s PASS 

proposal. Fringe benefits may be paid if they are part of a reasonable compensation package offered to your 

employees. Particular items of fringe benefits must fall within the categories authorized by the COPS Office. 

Authorized fringe benefits include FICA, Social Security, health insurance, life insurance, vacation, sick leave, 

retirement, worker’s compensation, and unemployment insurance. 

Equipment/Technology 

To be eligible for payment under this award, the purchase of equipment and technology must occur on or after the 

award start date, the items must be those specifically applied for and approved by the COPS Office, and they must 

meet the guidelines described in 2 C.F.R. Part 200, Subpart E – Cost Principles. For recipients that are state, local, 

or tribal government entities, award-funded equipment and technology must supplement, not supplant (replace), 

locally funded items that would have been funded even in the absence of this award. Funds currently budgeted or 

obligated for the purchase of equipment and technology may not be reallocated to other purposes or reimbursed 

upon receiving the PASS award. Agencies should establish practices to receive, label, inventory, and track the 

location of all purchases made for award-funded equipment and/or technology. 

Supplies 

All supplies must be solely used for the project identified in your project proposal. Reimbursements for office 

supplies that are consumed by routine administrative purposes instead of project-related activities are prohibited. 

Items must meet the guidelines described in 2 C.F.R. Part 200, Subpart E – Cost Principles. For any training awards, 

the COPS Office allows the purchase of flash drives or USB devices to distribute training materials with approval 

prior to purchasing. 

Travel/Training/Conferences 

Travel costs for transportation, lodging, meals, temporary dependent care, and incidental expenses incurred by 

personnel while on official business, such as attendance at an award-related meeting or conference when travel is 

further than 50 miles from program location, are allowable under the PASS program with prior approval from the 

COPS Office. In accordance with 2 C.F.R. § 200.474, travel costs for official business directly related to the award 

will be reimbursed based upon the recipient’s written travel reimbursement policies if the costs are reasonable 

6 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

and allocable under the project. In the absence of an acceptable written policy regarding travel costs, allowable 

rates and amounts established by the U.S. General Services Administration (GSA) for the relevant geographic area 

will apply. The current GSA travel policy and per diem rates can be found at www.gsa.gov. 

Allowable airfare costs will be reimbursed based upon the least expensive unrestricted accommodations class 

offered by commercial airlines—for example, lowest discount commercial airfare, the Federal Government 

contract airfare (if authorized and available), or standard coach airfare—unless otherwise authorized in advance by 

the COPS Office. 

Temporary dependent care costs above and beyond regular dependent care that directly results from conference 

travels are allowable as long as the costs incurred (1) are a direct result of the individual’s travel for the federal 

award; (2) are consistent with the recipient’s documented travel policy for all entity travel; and (3) are only 

temporary during the travel period. 

The PASS program will fund award-related travel costs for the recipient agency or other (nonrecipient) individuals 

to attend training and technical assistance conferences, seminars, or classes or to visit a site specified in the 

application. Allowable award-related travel costs that were included in the application have been approved by the 

COPS Office as part of the PASS award and final budget. Your agency should keep timely and accurate records of all 

travel expenses. If at any time these costs change, you should immediately contact your COPS Office Program 

Manager. 

Contracts/Consultants 

Contracts include goods or services that directly contribute to the implementation or enhancement of the project. 

The applicant should distinguish clearly between subawards and contracts in allocating any funds to other entities. 

Pursuant to 2 C.F.R. § 200.330, a subaward is for the purpose of carrying out a portion of the federal award, and a 

contract is for the purpose of obtaining goods and services for the recipient’s own use. The substance of the 

relationship is more important than the form of the agreement in determining whether the recipient of the passthrough funds is a subrecipient or a contractor. Keep in mind that the awarding and monitoring of contracts must 

follow documented procurement procedures, including full and open competition, pursuant to the procurement 

standards in 2 C.F.R. §§ 200.317- 200.326, and the issuance of subawards must meet the requirements of 2 C.F.R. § 

200.331. 

Any recipient of an award will be responsible for monitoring subawards and contracts in accordance with all 

applicable statutes, regulations, and guidelines. Primary recipients will be responsible for oversight of subrecipient 

or partner spending and monitoring specific performance measures and outcomes attributable to the use of COPS 

Office funds. 

All sole-source procurements of goods and services (those not awarded competitively) in excess of $250,000 

require prior approval from the COPS Office. Please see appendix D beginning on page 94 for the Sole Source 

Justification fact sheet. 

Consultant expenses include goods or services that directly contribute to the implementation or enhancement of 

the project. The use of a consultant should be more economical than direct employment. Compensation for 

individual consultant services procured under a COPS Office award must be reasonable and allocable in accordance 

with Office of Management and Budget (OMB) cost principles, and consistent with that paid for similar services in 

the marketplace. The services should be commensurate with the rate or salary paid by the primary employer. 

7 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the salary 

a consultant receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per hour). 

Please note that this does not mean that the rate can or should be as high as $650 for all consultants. If individuals 

receive fringe benefits from their primary employer, such fringe benefit costs should not be included in the 

calculation of consultant rates. A consultant rate justification will need to be submitted for review and approval to 

the COPS Office for any consultants hired through a noncompetitive bidding process and paid more than $650 per 

day prior to incurring any costs. Determinations of approval will be made on a case-by-case basis. Please see 

appendix D beginning on page 94 of this guide for the Consultant Rate Justification fact sheet. 

Consultant travel costs follow the same guidelines as the “Travel/Training/Conferences” category but should be 

costs associated with consultant travel. These costs should not be reflected in the “Personnel” or “Travel” 

categories. 

All other consultant-related expenses should be included in this section such as supply and equipment requests. 

The same guidelines as previously stated in the above sections will apply. 

If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of 

taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited 

English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may 

include interpretation or translation services, where appropriate. For additional information, see the “Civil Rights 

Compliance.” 

Other costs 

Items that do not conform to any of the category descriptions specific above but that have a direct correlation to 

the overall success of a recipient’s project objectives and are necessary for the project to reach full 

implementation will be considered on a case-by-case basis by the COPS Office. 

If at any time you are unsure if an item is considered allowable or unallowable, please contact your COPS Office 

Program Manager for further assistance. 

Indirect costs 

Indirect (facilities and administrative, or F&A) costs are costs that are incurred for a common or joint purpose 

benefiting more than one cost objective and not readily assignable to a particular project but are necessary to the 

operation of the agency and the performance of the project. Indirect costs are allowable for this program, but 

must adhere to the standards set forth in the applicable Office of Management and Budget (OMB) guidance as 

stated in 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for 

Federal Awards) as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101. Examples of indirect costs 

include those incurred for facility operation and maintenance, depreciation, and administrative salaries. 

Indirect cost rates are federally negotiated and approved rates that are based on audited and documented 

expenses approved to be included within an indirect cost rate. It is important that your agency carefully track and 

update its indirect cost rate during the COPS Office award period. 

8 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient understands that if they were approved for indirect costs based on an expired indirect cost rate at 

the time of application, a special condition may have been added to the award prohibiting the drawdown of funds 

for reimbursement of indirect costs until a current indirect cost rate has been determined by their cognizant 

agency and a copy of the “new” approved and signed Indirect Cost Negotiation Agreement has been submitted to 

the COPS Office. 

The recipient understands that indirect costs may typically only be requested at the time of application. 

Transferring funds into or out of the indirect cost category is not allowable without prior approval from the COPS 

Office. A budget modification is required. 

If your agency’s approved indirect cost rate expires during the award period, a current approved rate must be 

submitted to the COPS Office in order to continue to draw down award funding for indirect costs. Your expired 

rate must be renegotiated or extended by your cognizant federal agency. An approved indirect cost rate may be 

extended one time for up to four years, and once the cognizant federal agency has approved your extension, you 

must abide by that rate for the agreed-upon time period. At the end of the extension period, you must renegotiate 

a new indirect cost rate. Your agency must advise the COPS Office in writing of any changes to your approved 

indirect cost rate during the award period and must request a budget modification with the COPS Office to reflect 

any rate change. 

In addition, if a provisional indirect cost rate is in effect at award closeout, your agency shall proceed with 

closeout, but you will need to complete an expenditure analysis upon receipt of the approved final indirect cost 

rate to determine if an adjustment is necessary. If your agency drew down excess COPS Office funding for indirect 

costs, then your agency must return the overpayment to the COPS Office and submit a revised Federal Financial 

Report (SF-425). If your agency incurred additional indirect costs, then your agency may request a budget 

modification if the award is still open and award funds are available. If your agency returns or draws down COPS 

Office funding, then your agency will need to submit a revised final Federal Financial Report (SF-425). 

See the fact sheet on indirect costs in appendix D on page 94. 

Please be advised that recipients may not use COPS Office funding for the same item or service also funded by 

another U.S. Department of Justice award. 

See also award condition 13, “Duplicative Funding,” on page 17. 

4. Supplementing, Not Supplanting 

Condition: 

State, local, and tribal government recipients must use award funds to supplement, and not supplant, state, local, 

or Bureau of Indian Affairs (BIA) funds that are already committed or otherwise would have been committed for 

award purposes (hiring, training, purchases, and/or activities) during the award period. In other words, state, local, 

and tribal government recipients may not use COPS Office funds to supplant (replace) state, local, or BIA funds that 

would have been dedicated to the COPS Office-funded item(s) in the absence of the COPS Office award. 34 U.S.C. § 

10384(a). 

9 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Why thiscondition: 

The COPS Office statutory nonsupplanting requirement mandates that award funds not be used to replace state or 

local funds (or, for tribal recipients, BIA funds) that would, in the absence of federal aid, be made available for the 

award purposes. 

What youshould do:

For state, local, and tribal recipients, PASS funds may not be used to pay for any item or cost funded under the 

award (equipment, personnel, training, etc.) if that item or cost was otherwise budgeted with state, local, or BIA 

funds. In addition, recipients may not reallocate state, local, or BIA funds already budgeted for award purposes as 

a result of receiving PASS award funds. If you have questions concerning this award term and how it pertains to 

your project budget, please contact your COPS Office Program Manager. 

5. Extensions 

Condition: 

Your agency may request an extension of the award period to receive additional time to implement your award 

program. Such extensions do not provide additional funding. Only those recipients that can provide a reasonable 

justification for delays will be granted no-cost extensions. Extension requests must be received prior to the end date 

of the award. 2 C.F.R. § 200.308(d)(2). 

Why thiscondition: 

Under federal regulations, requests to extend the award period require prior written approval from the COPS 

Office. Without an approved extension, your agency is not permitted to draw down federal funding for costs 

incurred beyond the official award end date. When justified, the COPS Office will seek to accommodate reasonable 

requests for no-cost time extensions to fully implement the COPS Office award. 

What youshould do:

The COPS Office will contact your agency during the last quarter of the award period to determine whether a nocost time extension is needed. Requests to extend the award period must be received by the COPS Office before 

the official award end date. Failure to submit a request for a no-cost time extension before the award end date 

may result in the immediate deobligation of any remaining award funds. Please note that the project period of 

performance will be extended, if necessary, until the deliverable is considered final. If the award is set to expire, 

prior to the final approval of the deliverable, a no-cost extension will be executed for a reasonable amount of time 

for the recipient to complete the final deliverable. 

6. Modifications 

Condition: 

Award modifications are evaluated on a case-by-case basis in accordance with 2 C.F.R. § 200.308. For federal 

awards in excess of $250,000, any modification request involving the reallocation of funding between budget 

categories that exceed or are expected to exceed 10 percent (10%) of the total approved budget requires prior 

10 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

written approval by the COPS Office. Regardless of the federal award amount or budget modification percentage, 

any reallocation of funding is limited to approved budget categories. In addition, any budget modification that 

changes the scope of the project requires prior written approval by the COPS Office. 

Why thiscondition: 

The COPS Office realizes that agencies may need to reprogram award funds. Acceptable examples of such award 

modifications include purchasing additional equipment using cost-savings from approved items or purchasing a 

different type of equipment due to changing needs. Under federal regulations, you are required to expend federal 

funds only as approved in the FCM. Requests to change or alter an award that meet certain threshold 

requirements must be submitted to the COPS Office for written approval, prior to their purchase or 

implementation. Without prior written approval, you must continue to implement your award as it was originally 

outlined and accepted by your agency. Reprogrammed funds must be allocated for items covered within the 

original scope of the award. Please be advised that reprogramming requests for unallowable costs will not be 

approved. 

Your agency may reprogram its budget up to an aggregate (over the course of your project) of 10 percent of the 

total project cost without prior written approval from the COPS Office. However, you should notify your COPS 

Office Program Manager of any reprogramming that falls below the 10 percent threshold as well. For awards in 

excess of $250,000, any reprogramming of funds that totals an aggregate of 10 percent or more of the approved 

budget requires prior written approval from the COPS Office. 

What youshould do: 

You are required to notify your COPS Office Program Manager if you determine that your agency will need to 

reprogram award funds. If your modification exceeds an aggregated (over the course of your project) 10 percent of 

your overall award, your agency must access https://portal.cops.usdoj.gov. 

Please contact your COPS Office Program Manager for further direction on any additional requirements that may 

apply to your modification request. The COPS Office will then evaluate your request and notify your agency of our 

decision in writing. Implementation of the modified award budget may begin following written approval from the 

COPS Office. Please note that modification approvals for active awards will be accompanied by a modified FCM 

reflecting the approved changes. 

7. Evaluations 

Condition: 

The COPS Office may conduct monitoring or sponsor national evaluations of its award programs. The recipient 

agrees to cooperate with the monitors and evaluators. 34 U.S.C. § 10385(b). 

Why thiscondition: 

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 conducts evaluations to determine which 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 in which your 

agency implements its PASS award. COPS Office staff or evaluators may study the effectiveness of funded 

programs, projects, and activities. Evaluators may collect information about the programs’ effect on crime, victims 

11 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

of crime, and the quality of life in communities. In addition, they may ask questions about the challenges 

encountered during project implementation, 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. 

What youshould do: 

When evaluations are undertaken, you may be contacted in writing with specific requests for information. In 

general, evaluators may need to speak with individuals in your agency or department, observe activities, and 

obtain written reports about and from your agency or department. You will be asked to facilitate any site visits and 

information-gathering activities. In addition, you will be asked to provide accurate and timely information about 

your award activities. You should fully comply with any requests made regarding these evaluations. 

8. Reports/Performance Goals

Condition: 

To assist the COPS Office in monitoring and tracking the performance of your award, your agency will be 

responsible for submitting semi-annual programmatic progress reports that describe project activities during the 

reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425). 2 C.F.R §§ 200.327 – 

200.328. The progress report is used to track your agency’s progress toward implementing community policing 

strategies and to collect data to gauge the effectiveness of increasing your agency’s community policing capacity 

through COPS Office funding. The Federal Financial Report is used to track the expenditures of the recipient’s award 

funds on a cumulative basis throughout the life of the award. 

Why thiscondition: 

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 must 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 recipients. 

What youshould do: 

This award condition is designed to make your agency aware of reporting requirements associated with PASS 

awards. Semi-annual programmatic progress reports and a final programmatic closeout report must be submitted 

directly to the COPS Office through the “Account Access” tab on the COPS Office website at 

https://cops.usdoj.gov. Your agency is also required to submit quarterly Federal Financial Reports using Standard 

Form 425 (SF-425) within 30 days after the end of each calendar quarter. A final SF-425 will be due within 90 days 

after the end of the award period. This report reflects the actual cumulative federal expenditures incurred during 

the funding period, and the remaining unobligated balance of federal funds. Under federal regulations, your 

agency is not permitted to draw down federal funding for costs incurred after the official award end date; 

however, you will have a 90-day grace period after the award end date during which you can drawdown funds for 

eligible expenditures incurred before the award end date. Agencies with more than one delinquent programmatic 

or financial report submission per fiscal year may be subject to delays in receiving reimbursement for allowable 

expenses and may be required to receive technical assistance to improve compliance with reporting. These reports 

are discussed in greater detail in the section titled “Reports” in this manual. All reports should be submitted within 

the deadlines given to avoid suspension or possible termination of award funds or other remedial actions; failure 

to submit required reports may also impact future funding opportunities. 

12 
9. Award Monitoring Activities 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Federal law requires that recipients receiving federal funding from the COPS Office must be monitored to ensure 

compliance with their award conditions and other applicable statutes and regulations. The COPS Office is also 

interested in tracking the progress of our programs and the advancement of community policing. Both aspects of 

award implementation—compliance and programmatic benefits—are part of the monitoring process coordinated 

by the U.S. Department of Justice. Award monitoring activities conducted by the COPS Office include site visits, 

enhanced office-based grant reviews, alleged noncompliance reviews, financial and programmatic reporting, and 

audit resolution. As a COPS Office award recipient, you agree to cooperate with and respond to any requests for 

information pertaining to your award. This includes all financial records, such as general accounting ledgers and all 

supporting documents. All information pertinent to the implementation of the award is subject to agency review 

throughout the life of the award, during the close-out process and for three-years after submission of the final 

expenditure report. 34 U.S.C. § 10385(a) and 2 C.F.R. §§ 200.333 and 200.336. 

Why thiscondition: 

The Public Safety Partnership and Community Policing Act of 1994 states that each award program must contain a 

monitoring component. The COPS Office actively monitors how recipients are complying with COPS Office award 

requirements. In addition, the monitoring component provides customer service and technical assistance to help 

ensure recipients understand how to remain in compliance while implementing their awards. 

What youshould do:

Your agency may be required to accommodate routine and nonroutine efforts by the COPS Office, or an entity 

designated by the COPS Office, to examine your agency’s use of federal funds both programmatically and 

financially. The four primary means of ensuring recipients’ compliance with the terms and conditions of their 

awards are as follows: 

1. Site visits. The COPS Office strategically selects award recipients based on a variety of risk factors to conduct 

site visits to ensure compliance with award terms and conditions. The purpose of site visits is threefold: 

i. To review for compliance with the terms and conditions of the award 

ii. To review the recipient’s community policing strategies 

iii. To provide customer service and technical assistance 

If selected, recipients will be notified in writing in advance with detailed instructions for how to prepare 

for the review of their COPS Office awards. This review is generally performed over a period of one day 

(additional days depend on the review for numerous awards). Recipients will have an opportunity to 

resolve any identified noncompliance issues while on-site or, if necessary, following the site visit. In 

addition, recipients will also have an opportunity to seek customer service and/or technical assistance on 

the implementation of their award. 

13 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

2. Enhanced Office-Based Grant Reviews (EOBGR). In lieu of a site visit, awards may be selected for an EOBGR 

conducted at the COPS Office via teleconference or video conference. EOBGRs serve as an alternative for 

conducting award monitoring reviews in support of the COPS Office’s overall award monitoring strategy. The 

purpose of the EOBGR is threefold: 

i. To review for compliance with the terms and conditions of the award 

ii. To review the recipient’s community policing strategies 

iii. To provide customer service and technical assistance 

If selected, the recipient will be notified in writing in advance of any EOBGR of its COPS Office awards. This 

review is generally performed over a one- to two-day period. Recipients will have an opportunity to 

resolve any identified noncompliance issues, if necessary, following the EOBGR interview. In addition, 

award recipients will also have an opportunity to seek customer service and/or technical assistance on the 

implementation of their award. 

3. Alleged Noncompliance Referral (ANCR). An ANCR is an allegation of suspected noncompliance that 

originates from an internal source within the COPS Office or an external referral from one of many sources. 

Internal ANCRs generally originate from COPS Office Grants Administration Division, COPS Office Finance 

Division, or the COPS Office Legal Division, although any COPS Office component may refer a noncompliance 

issue to the ANCR. External noncompliance referrals may be received from anonymous complainants, media, 

citizens, law enforcement agencies, other Federal agencies, or other outside sources. On a case-by-case basis, 

COPS Office ANCR staff members determine the appropriate course of action to take to investigate complaints 

of alleged noncompliance. This may include phone or letter contact or a site visit by COPS Office staff or the 

OIG. Each ANCR referral is resolved as a violation or nonviolation based upon the preponderance of the 

supporting documentation or other facts to determine if the award recipient is in compliance or 

noncompliance. 

4. Audit liaison. The OIG may conduct a random audit for any recipient of a COPS Office award. In the event your 

agency has undergone an OIG audit and there are audit recommendations (findings) resulting from 

noncompliance or poor accountability practices, the COPS Office Audit Liaison Section will work with your 

agency to resolve and close these recommendations. Remedies to close recommendations may include 

repayment of award funds, providing adequate documentation to demonstrate compliance, or providing proof 

of policies or procedures that were created or revised to directly address the causes for the noncompliance as 

a proactive preventative measure to avoid future noncompliance. 

Recipients are responsible for remedying any award noncompliance that is identified during site visits, EOBGRs, 

and/or ANCRs. In addition, recipients are responsible for remedying noncompliance stemming from audit 

recommendations identified in audits of COPS Office awards conducted by the OIG and the Office of the Chief 

Financial Officer (OCFO). Remedies for noncompliance may include but are not limited to repayment of award 

funds for unallowable or unsupported costs, providing adequate documentation to demonstrate compliance, 

suspending active award funding, voluntary withdrawal from or involuntary termination of remaining award funds, 

or a restriction from receiving future COPS Office awards for a period of time. Under certain conditions, additional 

actions may include referral and placement on the U.S. Department of Justice’s High Risk List, which will include 

mandatory completion of the Office of Justice Programs Financial Management Training and being subject to 

increased monitoring of current and future awards while on the list. In the event of criminal misuse of award 

funds, recipients may also be subject to fines and imprisonment. To avoid findings of noncompliance, recipients 

are strongly encouraged to become familiar with the COPS Office Grant Monitoring Division’s Grant Monitoring 

Standards and Guidelines and Award Owner’s Manual for the year in which the award was made. Recipients 

14 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

should also contact their COPS Office Program Manager at any time during the life of a COPS Office award with 

questions concerning award conditions, terms, or requirements to seek guidance to avoid noncompliance. It is 

necessary for recipients to maintain all relevant documentation (administrative, financial, and programmatic) used 

to develop the application and implement the award that may be necessary or required to demonstrate award 

compliance for a period of three-years from the date of submission of the final expenditure report. For more 

information, please contact the COPS Office Response Center at 800-421-6770 or at AskCopsRC@usdoj.gov. 

10. Federal Civil Rights 

Condition: 

The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by the 

Department based on the application specifically include statutes and regulations pertaining to civil rights and 

nondiscrimination, and, in addition— 

1. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of the 

Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); 

section 901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age 

Discrimination Act of 1975 (42 U.S.C. § 6102); 

2. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section 

809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); section 

1407(e) of the Victims of Crime Act of 1984 (34 U.S.C. § 20110(e)); section 299A(b) of the Juvenile Justice and 

Delinquency Prevention Act of 2002 (34 U.S.C. § 11182(b)); and that the grant condition set out at section 

40002(b)(13) of the Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will apply to all awards 

made by the Office on Violence Against Women, also may apply to an award made otherwise; 

3. the Applicant understands that it must require any subrecipient to comply with all such applicable statutes 

(and associated regulations); and 

4. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204. 

The Applicant also understands that (in addition to any applicable program-specific regulations and to applicable 

federal regulations that pertain to civil rights and nondiscrimination) the federal regulations applicable to the 

award (if any) made by the Department based on the application may include, but are not limited to, 2 C.F.R. Part 

2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality - research and statistical 

information), 23 (criminal intelligence systems), 38 (regarding faith-based or religious organizations participating in 

federal financial assistance programs), and 46 (human subjects protection). 

Why thiscondition: 

In establishing financial assistance programs, Congress linked the receipt of federal funding to compliance with 

federal civil rights and nondiscrimination laws. As a result, recipients are required to comply with the civil rights 

and nondiscrimination laws referenced above. A hold may be placed on your award if it is deemed that your 

agency is not in compliance with federal civil rights laws or is not cooperating with an ongoing federal civil rights 

investigation. If a hold is placed on your award, you will not be able to obligate or draw down federal funds under 

your agency’s COPS Office award until you comply with federal civil rights laws or cooperate with any ongoing 

federal civil rights investigation. 

15 
What youshould do: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The Office for Civil Rights (OCR), Office of Justice Programs, U.S. Department of Justice has been delegated the 

responsibility for ensuring that recipients of federal financial assistance from the COPS Office are not engaged in 

discrimination prohibited by law. Included with your award package is a memorandum from the OCR, which 

addresses the federal civil rights statutes and regulations applicable to your award. You should review this 

memorandum to understand your agency’s civil rights responsibilities. For an overview of the civil rights laws and 

nondiscrimination requirements in connection with your award, please see https://www.ojp.gov/program/civilrights/overview. 

As a recipient of federal financial assistance from the COPS Office, you are required to comply with the applicable 

federal civil rights and nondiscrimination laws to collect data and information sufficient to permit effective 

enforcement of such laws, and to cooperate with any federal civil rights investigation, which includes providing 

access to records, accounts, documents, information, facilities, and staff. 

11. EqualEmployment Opportunity Plan (EEOP)

Condition: 

All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the 

development and implementation of an Equal Employment Opportunity Plan. 28 C.F.R. Part 42 subpart E. 

Why thiscondition: 

It is the experience of the U.S. Department of Justice in implementing its responsibilities under the Omnibus Crime 

Control and Safe Streets Act of 1968 (Safe Streets Act), the statute that established the COPS Office, that “the full 

and equal participation of women and minority individuals in employment opportunities in the criminal justice 

system is a necessary component to the Safe Streets Act’s program to reduce crime and delinquency in the United 

States” 28 C.F.R. § 42.301. The Equal Employment Opportunity Plan (EEOP) does not impose quotas or hiring 

requirements on recipients of federal funds. 

What youshould do:

The obligations to comply with the EEOP requirement differ depending on your organization’s legal status, the 

number of its employees, and the amount of the award. If your organization is a government agency or private 

business and has received a single award for $25,000 or more and has fifty or more employees (counting both fulland part-time employees but excluding political appointees), then it has to prepare a Utilization Report and submit 

it to the Office for Civil Rights (OCR) within 120 days from the date of the award. Although the OCR has discretion 

to review all submitted Utilization Reports, it will review the Utilization Reports from recipients that receive an 

award of $500,000 or more. 

To begin developing a Utilization Report, please consult the OCR's website at 

https://ojp.gov/about/ocr/eeop.htm and click EEOP Reporting Tool Login. Additional assistance can be found 

online at the bottom of the same webpage by clicking the EEO Reporting Tool Job Aid and Frequently Asked 

Questions. 

16 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

If your organization has fewer than 50 employees or receives an award of less than $25,000 or is a nonprofit 

organization, a medical institution, an educational institution, or an Indian tribe, then it is exempt from the EEOP 

requirement. To claim the exemption, however, your organization must certify that it is exempt by logging into the 

EEO Reporting Tool on the OCR website at https://ojp.gov/about/ocr/eeop.htm, providing the contact and 

organizational profile information, and then submitting a Certificate of Exemption. 

If you have further questions regarding the EEOP requirements, you may contact an EEOP specialist at the OCR by 

telephone at 202-307-0690, by TTY at 202-0307-2027, or by email at EEOPforms@usdoj.gov. 

12. False Statements 

Condition: 

False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, 

debarment from participating in federal awards or contracts, and/or any other remedy available by law. 

Why thiscondition: 

This condition advises recipients of the consequences of submitting false claims or statements on applications, 

financial and programmatic reports, or other award documents. 

What youshould do:

Ensure that all documentation related to your agency’s receipt and use of award funding (award applications, 

progress reports, Federal Financial Reports, etc.) is true and accurate. 

13. Duplicative Funding 

Condition: 

The recipient understands and agrees to notify the COPS Office if it receives, from any other source, funding for the 

same item or service also funded under this award. 

Why thiscondition: 

This award was made to your agency for approved project costs that are not funded with other funds, including 

federal, state, local, tribal, or BIA funds. Consequently, your agency may not use this funding for items or services 

that you already have funding for from other sources. 

What youshould do:

If your agency receives funding from another source for the same item(s) or services(s) also funded under this 

award, please contact your COPS Office Program Manager. If necessary, the COPS Office will work with your 

agency to reprogram funding for items or services that are allowable under this award program. 

17 
14. Additional High-Risk Recipient Requirements 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient agrees to comply with any additional requirements that may be imposed during the award 

performance period if the awarding agency determines that the recipient is a high-risk recipient. 2 C.F.R. § 200.207. 

Why thiscondition: 

In accordance with 2 C.F.R. § 200.207, the DOJ may impose additional requirements specific to your award, as 

needed, when it determines that there is unsatisfactory performance, financial or administrative instability, 

noncompliance with award terms and conditions, or other lack of responsibility risk factors. In such cases, the DOJ 

may impose special conditions or restrictions that may include requiring the production of documentation, 

financial award administration training, on-site monitoring, prior approval for expenditure of funds, semi-annual 

progress reports, separate bank accounts, or other requirements. 

What youshould do: 

In order to obtain a COPS Office award, recipients must agree to comply with any additional requirements that 

may be imposed during the award performance period if the awarding agency determines that the recipient is a 

high-risk recipient. 

15. System forAward Management (SAM) and Universal Identifier Requirements 

Condition: 

The recipient agrees to comply with the following requirements of 2 C.F.R. Part 25, Appendix A to Part 25 – Award 

Term: 

I. System for Award Management and Universal Identifier Requirements 

A. Requirement for System for Award Management 

Unless you are exempted from this requirement under 2 C.F.R. § 25.110, you as the recipient must 

maintain the currency of your information in the SAM until you submit the final financial report required 

under this award or receive the final payment, whichever is later. This requires that you review and update 

the information at least annually after the initial registration, and more frequently if required by changes 

in your information or another award term. 

B. Requirement for unique entity identifier 

If you are authorized to make subawards under this award, you: 

1. Must notify potential subrecipients that no entity (see definition in paragraph C of this award term) 

may receive a subaward from you unless the entity has provided its unique entity identifier to you. 

2. May not make a subaward to an entity unless the entity has provided its unique entity identifier to 

you. 

18 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

C. Definitions 

For purposes of this award term: 

1. System for Award Management (SAM) means the Federal repository into which an entity must 

provide information required for the conduct of business as a recipient. Additional information about 

registration procedures may be found at the SAM Internet site (currently at https://www.sam.gov). 

2. Unique entity identifier means the identifier required for SAM registration to uniquely identify 

business entities. 

3. Entity, as it is used in this award term, means all of the following, as defined at 2 C.F.R. Part 25, 

subpart C: 

a. A Governmental organization, which is a State, local government, or Indian Tribe; 

b. A foreign public entity; 

c. A domestic or foreign nonprofit organization; 

d. A domestic or foreign for-profit organization; and 

e. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal entity. 

4. Subaward: 

a. This term means a legal instrument to provide support for the performance of any portion of the 

substantive project or program for which you received this award and that you as the recipient 

award to an eligible subrecipient. 

b. The term does not include your procurement of property and services needed to carry out the 

project or program (for further explanation, see 2 C.F.R. § 200.330). 

c. A subaward may be provided through any legal agreement, including an agreement that you 

consider a contract. 

5. Subrecipient means an entity that: 

a. Receives a subaward from you under this award; and 

b. Is accountable to you for the use of the Federal funds provided by the subaward. 

Why thiscondition: 

The purpose of this standard award term is to ensure government-wide uniformity in establishing a unique entity 

identifier for federal financial assistance applicants, as well as recipients and their direct subrecipients (if 

applicable) and to establish the SAM as the repository for standard information about applicants and recipients. 

What youshould do: 

At the time of award application, your agency was required to provide its unique entity identifier and be registered 

in the SAM database. 

Your agency should continue to use the same unique entity identifier provided in your award application and 

update, as needed, the information associated with that unique entity identifier. If your agency is authorized to 

make subawards under its award, your agency may make subawards only to entities that have unique entity 

identifiers. 

Your agency must maintain active registration and current information in the SAM until you submit the final 

financial report or receive the final payment under your award, whichever is later. Your agency must review and 

update its SAM information at least once per year to maintain an active registration status. For more 

information about SAM registration, please visit www.sam.gov. 

19 
16. Reporting Subawards and Executive Compensation 

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient agrees to comply with the following requirements of 2 C.F.R. Part 170, Appendix A to Part 170 – 

Award Term: 

I. Reporting Subawards and Executive Compensation. 

a. Reporting of first-tier subawards. 

1. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must 

report each action that obligates $25,000 or more in Federal funds that does not include Recovery 

funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, 

Pub. L. 111-5) for a subaward to an entity (see definitions in paragraph e. of this award term). 

2. Where and when to report. 

i. You must report each obligating action described in paragraph a.1. of this award term to 

https://www.fsrs.gov. 

ii. For subaward information, report no later than the end of the month following the month in 

which the obligation was made. (For example, if the obligation was made on November 7, 

2010, the obligation must be reported by no later than December 31, 2010.) 

3. What to report. You must report the information about each obligating action that the 

submission instructions posted at https://www.fsrs.gov specify. 

b. Reporting Total Compensation of Recipient Executives. 

1. Applicability and what to report. You must report total compensation for each of your five most 

highly compensated executives for the preceding completed fiscal year, if— 

i. the total Federal funding authorized to date under this award is $25,000 or more; 

ii. in the preceding fiscal year, you received— 

(A) 80 percent or more of your annual gross revenues from Federal procurement contracts 

(and subcontracts) and Federal financial assistance subject to the Transparency Act, as 

defined at 2 C.F.R. § 170.320 (and subawards); and 

(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and 

subcontracts) and Federal financial assistance subject to the Transparency Act, as 

defined at 2 C.F.R. § 170.320 (and subawards); and 

iii. The public does not have access to information about the compensation of the executives 

through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 

1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To 

determine if the public has access to the compensation information, see the U.S. Security and 

Exchange Commission total compensation filings at 

https://www.sec.gov/answers/execomp.htm.) 

2. Where and when to report. You must report executive total compensation described in paragraph 

b.1. of this award term: 

i. As part of your registration profile at https://www.sam.gov. 

ii. By the end of the month following the month in which this award is made, and annually 

thereafter. 

20 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

c. Reporting of Total Compensation of Subrecipient Executives. 

1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award 

term, for each first-tier subrecipient under this award, you shall report the names and total 

compensation of each of the subrecipient's five most highly compensated executives for the 

subrecipient's preceding completed fiscal year, if— 

i. in the subrecipient's preceding fiscal year, the subrecipient received— 

(A) 80 percent or more of its annual gross revenues from Federal procurement contracts 

(and subcontracts) and Federal financial assistance subject to the Transparency Act, as 

defined at 2 C.F.R. § 170.320 (and subawards); and 

(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and 

subcontracts), and Federal financial assistance subject to the Transparency Act (and 

subawards); and 

ii. The public does not have access to information about the compensation of the executives 

through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 

1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To 

determine if the public has access to the compensation information, see the U.S. Security and 

Exchange Commission total compensation filings at 

https://www.sec.gov/answers/execomp.htm.) 

2. Where and when to report. You must report subrecipient executive total compensation described 

in paragraph c.1. of this award term: 

i. To the recipient. 

ii. By the end of the month following the month during which you make the subaward. For 

example, if a subaward is obligated on any date during the month of October of a given year 

(i.e., between October 1 and 31), you must report any required compensation information of 

the subrecipient by November 30 of that year. 

d. Exemptions 

If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt 

from the requirements to report: 

i. Subawards, 

and 

ii. The total compensation of the five most highly compensated executives of any subrecipient. 

e. Definitions. For purposes of this award term: 

1. Entity means all of the following, as defined in 2 C.F.R. Part 25: 

i. A Governmental organization, which is a State, local government, or Indian tribe; 

ii. A foreign public entity; 

iii. A domestic or foreign nonprofit organization; 

iv. A domestic or foreign for-profit organization; 

v. A Federal agency, but only as a subrecipient under an award or subaward to a non-Federal 

entity. 

2. Executive means officers, managing partners, or any other employees in management positions. 

21 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

3. Subaward: 

i. This term means a legal instrument to provide support for the performance of any portion of 

the substantive project or program for which you received this award and that you as the 

recipient award to an eligible subrecipient. 

ii. The term does not include your procurement of property and services needed to carry out the 

project or program (for further explanation, see Sec. __ .210 of the attachment to OMB 

Circular A-133, “Audits of States, Local Governments, and Non-Profit Organizations”). 

iii. A subaward may be provided through any legal agreement, including an agreement that you 

or a subrecipient considers a contract. 

4. Subrecipient means an entity that: 

i. Receives a subaward from you (the recipient) under this award; and 

ii. Is accountable to you for the use of the Federal funds provided by the subaward. 

5. Total compensation means the cash and noncash dollar value earned by the executive during the 

recipient's or subrecipient's preceding fiscal year and includes the following (for more information 

see 17 C.F.R. § 229.402(c)(2)): 

i. Salary and bonus. 

ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount 

recognized for financial statement reporting purposes with respect to the fiscal year in 

accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) 

(FAS 123R), Shared Based Payments. 

iii. Earnings for services under non-equity incentive plans. This does not include group life, health, 

hospitalization or medical reimbursement plans that do not discriminate in favor of 

executives, and are available generally to all salaried employees. 

iv. Change in pension value. This is the change in present value of defined benefit and actuarial 

pension plans. 

v. Above-market earnings on deferred compensation which is not tax-qualified. 

vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, 

termination payments, value of life insurance paid on behalf of the employee, perquisites or 

property) for the executive exceeds $10,000. 

Why thiscondition: 

To further federal spending transparency, the Federal Funding Accountability and Transparency Act of 2006 

(FFATA) requires, among other things, that information on federal awards (federal financial assistance and 

expenditures) be made available to the public via a single, searchable website, which is www.USASpending.gov. 

Recipients are responsible for reporting their applicable executive compensation and subaward information, and 

the award term provides guidance to report the related information as required by FFATA. 

What youshould do: 

At the time of award application, your agency was asked to ensure that it has the necessary processes and systems 

in place to comply with the applicable subaward and executive compensation reporting requirements should it 

receive funding. If your agency received awards of $25,000 or more, you are required to report award information 

on any first-tier subawards totaling $25,000 or more, and, in certain cases, to report information on the names and 

total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients. 

The FFATA Subaward Reporting System (FSRS), accessible via the website at www.fsrs.gov, is the reporting tool 

22 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

that your agency will use to capture and report subaward information and any executive compensation data 

required by FFATA. The subaward information entered in FSRS will then be displayed on www.USASpending.gov 

associated with your agency’s award, furthering federal spending transparency. 

For additional information regarding the executive compensation and subaward reporting requirements, please 

see Vol. 75, No. 177 (September 14, 2010) of the Federal Register, 

www.gpo.gov/fdsys/pkg/FR-2010-09-14/pdf/2010-22705.pdf. 

17. Debarment and Suspension 

Condition: 

The recipient agrees not to award federal funds under this program to any party which is debarred or suspended 

from participation in Federal assistance programs. 2 C.F.R. Part 180 (Governmentwide Nonprocurement Debarment 

and Suspension) and 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension). 

Why thiscondition: 

Under federal regulations, recipients are required to ensure that federal funds are not given to parties that are 

debarred or suspended from participation in federal assistance programs. This is to protect the public interest and 

to ensure proper management and integrity in federal activities by conducting business only with responsible 

parties. For details regarding the debarment and suspension requirements, please see 2 C.F.R. Part 180 

(Governmentwide Nonprocurement Debarment and Suspension), and 2 C.F.R. Part 2867 (DOJ Nonprocurement 

Debarment and Suspension.) 

What youshould do: 

If under a COPS Office award you enter into a contract for goods or services for $25,000 or more or any subaward, 

you must verify that the vendor or subrecipient and their respective principals (e.g., owners, top managers) with 

whom you intend to do business are not excluded or disqualified from participation in federal assistance programs. 

In addition, you must include a term or condition in the contract or subaward requiring the vendor or subrecipient 

to comply with subpart C of the OMB guidance in 2 C.F.R. Part 180 (Governmentwide Nonprocurement Debarment 

and Suspension) and subpart C of 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension). 

18. Employment Eligibility 

Condition: 

The recipient agrees to complete and keep on file, as appropriate, the Department of Homeland Security, U.S. 

Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form (I-9). This form is to be used 

by recipients of federal funds to verify that persons are eligible to work in the United States. Immigration Reform 

and Control Act of 1986 (IRCA), Public Law 99-603. 

Why thiscondition: 

Under federal immigration law, all employers are required to take certain steps to ensure that persons that are 

hired are legally permitted to work in the United States. The United States Citizenship and Immigration Services 

Employment Eligibility Verification Form (I-9) outlines the types of documents that an employer should review to 

confirm that a new hire is eligible for employment. 

23 
What youshould do: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

You do not need to submit any documentation to the COPS Office to satisfy this condition. Rather, you should 

complete and maintain the I-9 forms for all new employees under the guidelines set forth by the United States 

Citizenship and Immigration Services. For further information about this requirement, please visit 

https://www.uscis.gov/i-9-central. 

19. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information 

Condition: 

The recipient agrees not to discharge, demote, or otherwise discriminate against an employee as reprisal for the 

employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a 

federal contract or award; a gross waste of federal funds; an abuse of authority relating to a federal contract or 

award; a substantial and specific danger to public health or safety; or a violation of law, rule, or regulation related 

to a Federal contract (including the competition for or negotiation of a contract) or award. The recipient also 

agrees to provide to their employees in writing (in the predominant native language of the workforce) of the rights 

and remedies provided in 41 U.S.C. § 4712. Please see appendices in the Award Owner’s Manual for a full text of 

the statute. 

Why thiscondition: 

Under “Enhancement of contractor protection from reprisal for disclosure of certain information” (41 U.S.C. § 

4712), recipients are prohibited from taking reprisal actions against employees for certain whistleblowing activities 

in connection with federal awards and contracts. The law protects the public interest and ensures the proper 

management and use of federal funds. 

What youshould do: 

The recipient must not take reprisal actions against an employee for disclosing misconduct under federal contracts 

and awards to certain persons and entities. 

The recipient is prohibited from discharging, demoting, or otherwise discriminating against an employee as reprisal 

for disclosing information that he or she reasonably believes is evidence of 

• gross mismanagement of a federal contract or award; 

• a gross waste of federal funds; 

• an abuse of authority relating to a federal contract or award; 

• a substantial and specific danger to public health or safety; or 

• a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation 

of a contract) or award. 

In addition, the disclosure must also have been made to 

• a member of Congress or a representative of a committee of Congress; 

• an inspector general; 

• the Government Accountability Office; 

• a federal employee responsible for contract or award oversight or management at the relevant agency; 

24 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• an authorized official of the U.S. Department of Justice or other law enforcement agency; 

• a court or grand jury; or 

• a management official or other employee of the contractor, subcontractor, or recipient who has the 

responsibility 

• to investigate, discover, or address misconduct. 

An employee is deemed to have made a protected disclosure if he or she initiates or provides evidence of 

misconduct in any judicial or administrative proceeding relating to waste, fraud, or abuse on a federal contract or 

award. 

The recipient must inform its employees in writing, in the predominant language of the workforce, of employee 

whistleblower rights, protections, and remedies under 41 U.S.C. § 4712. 

Please see the appendices in this manual for a full text of the “Enhancement of contractor protection from reprisal 

for disclosure of certain information” (41 U.S.C. § 4712). 

20. Mandatory Disclosure 

Condition: 

Recipients and subrecipients must timely disclose in writing to the COPS Office or pass-through entity, as applicable, 

all federal criminal law violations involving fraud, bribery, or gratuity that may potentially affect the awarded 

federal funding. Recipients that receive an award over $500,000 must also report certain civil, criminal, or 

administrative proceedings in SAM and are required to comply with Term and Condition for Recipient Integrity and 

Performance Matters as outlined in 2 C.F.R part 200, Appendix XII to Part 200. Failure to make required disclosures 

can result in any of the remedies, including suspension and debarment, described in 2 C.F.R. § 200.338. 

Why thiscondition: 

Federal regulations require recipients and subrecipients to report all federal violations involving fraud, bribery, or 

gratuity that may affect the awarded federal funds. In addition, recipients that receive an award of more than 

$500,000 must also report certain civil, criminal, or administrative proceedings in SAM and are required to comply 

with the Term and Condition for Recipient Integrity and Performance Matters as set out in 2 C.F.R. Part 200, 

Appendix XII to Part 200. This condition advises your agency of the requirement and the consequences of failing to 

report such violations to the COPS Office or pass-through entity. 

What youshould do:

Ensure that you timely report in writing to the COPS Office or pass-through entity all federal violations involving 

fraud, bribery, or gratuity that may affect your federal award and, if applicable, report certain civil, criminal, or 

administrative proceedings in SAM. 

21. Conflict of Interest 

Condition: 

Recipients and subrecipients must disclose in writing to the COPS Office or pass-through entity, as applicable, any 

potential conflict of interest affecting the awarded federal funding in accordance with 2 C.F.R. § 200.112. 

25 
Why thiscondition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Recipients and subrecipients are required to use federal funding in the best interest of their award program. Any 

decisions related to these funds must be free of hidden personal or organizational conflicts of interest, both in fact 

and in appearance. 

This means that recipients and subrecipients should not participate in any award-related decisions or 

recommendations that involve any of the following people or groups: 

• an immediate family member 

• a partner 

• an organization in which they are serving as an officer, director, partner, or employee 

• any person or organization with whom they are negotiating or who has an arrangement concerning 

prospective employment, has a financial interest, or for other reasons can have less than an unbiased 

transaction with the recipient or subrecipient 

This also means that recipients and subrecipients should avoid any action which might result in or create the 

appearance of 

• using your official position for private gain; 

• giving special treatment to any person; 

• losing complete independence or objectivity; 

• making an official decision outside official channels; or 

• affecting negatively the confidence of the public in the integrity of the Federal Government or the program. 

What youshould do: 

Ensure that you report in writing to the COPS Office or pass-through entity, as applicable, any potential conflict of 

interest that may affect your federal award. 

22. Contract Provision 

Condition: 

All contracts made by the award recipients under the federal award must contain the provisions required under 2 

C.F.R. Part 200, Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal 

Awards. Please see appendices in the Award Owner’s Manual for a full text of the contract provisions. 

Why thiscondition: 

Federal regulations require recipients and subrecipients to comply with the necessary contract provisions in order 

to standardize and strengthen oversight of all contracts made under federal awards. This provision protects the 

public interest and ensures the proper management and use of federal funds as it relates to contracts entered into 

by the recipient. 

26 
What youshould do: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient should review all contracts made under the federal award to ensure that they contain the provisions 

required under 2 C.F.R. Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under 

Federal Awards in the appendices of this manual. 

23. Restrictions on Internal Confidentiality Agreements 

Condition: 

No recipient or subrecipient under this award, or entity that receives a contract or subcontract with any funds 

under this award, may require any employee or contractor to sign an internal confidentiality agreement or 

statement that prohibits or otherwise restricts the lawful reporting of waste, fraud, or abuse to an investigative or 

law enforcement representative of a federal department or agency authorized to receive such information. 

Consolidated Appropriations Act, 2020, Public Law 116-93, Division C, Title VII, Section 742. 

Why thiscondition: 

Under the Appropriations Act, neither the recipient, subrecipient, nor any entity that receives a contract or 

subcontract with any funds under this or any other Act may require its employees or contractors to sign an internal 

confidentiality agreement or statement prohibiting or otherwise restricting their lawful reporting of waste, fraud, 

or abuse to an investigative or law enforcement representative of a federal department or agency. This provision 

protects the public interest and ensures the proper management and use of federal funds. This limitation is not 

intended, and shall not be understood by the agency making this award, to contravene requirements applicable to 

Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented 

information), or any other form issued by a federal department or agency governing the nondisclosure of classified 

information. 

What youshould do:

In accepting this award, the recipient 

• represents that it neither requires nor has required internal confidentiality agreements or statements from 

employees or contractors that currently prohibit or otherwise restrict (or purport to prohibit or restrict) 

employees or contractors from reporting waste, fraud, or abuse as described above; 

• represents that, if it learns or is notified that it is or has been requiring its employees or contractors to execute 

agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict) reporting of 

waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will 

provide prompt written notification to the agency making this award, and will resume such obligations only if 

expressly authorized to do so by that agency. 

27 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

If the recipient does or is authorized to make subawards or contracts under this award, in accepting, the recipient 

• represents that it has or will determine that no other entity that the recipient proposes may or will receive 

award funds (whether through a subaward, contract, or subcontract) either requires or has required internal 

confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise 

restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as 

described above; 

• represents that it has or will make appropriate inquiry, or otherwise has an adequate factual basis, to support 

this representation; 

• represents that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that 

receives funds under this award is or has been requiring its employees or contractors to execute agreements 

or statements that prohibit or otherwise restrict (or purport to prohibit or restrict) reporting of waste, fraud, 

or abuse as described above, it will immediately stop any further obligations of award funds to or by that 

entity, will provide prompt written notification to the agency making this award, and will resume (or permit 

resumption of) such obligations only if expressly authorized to do so by that agency. 

24. Recipient Integrity and Performance Matters 

Condition: 

For awards over $500,000, the recipient agrees to comply with the following requirements of 2 C.F.R. Part 200, 

Appendix XII to Part 200 – Award Term and Condition for Recipient Integrity and Performance Matters: 

(a) Reporting of Matters Related to Recipient Integrity and Performance 

1. General Reporting Requirement 

If the total value of your currently active awards, cooperative agreements, and procurement contracts from all 

Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of 

this Federal award, then you as the recipient during that period of time must maintain the currency of 

information reported to the System for Award Management (SAM) that is made available in the designated 

integrity and performance system (currently the Federal Awardee Performance and Integrity Information 

System (FAPIIS)) about civil, criminal, or administrative proceedings described in paragraph 2. of this award 

term and condition. This is a statutory requirement under section 872 of Public Law 110-417, as amended (41 

U.S.C. 2313). As required by section 3010 of Public Law 111-212, all information posted in the designated 

integrity and performance system on or after April 15, 2011, except past performance reviews required for 

Federal procurement contracts, will be publicly available. 

2. Proceedings About Which You Must Report 

Submit the information required about each proceeding that: 

a. Is in connection with the award or performance of an award, cooperative agreement, or procurement 

contract from the Federal Government; 

b. Reached its final disposition during the most recent five year period; and 

c. Is one of the following: 

(1) A criminal proceeding that resulted in a conviction, as defined in paragraph 5. of this award term 

and condition; 

(2) A civil proceeding that resulted in a finding of fault and liability and payment of a monetary fine, 

penalty, reimbursement, restitution, or damages of $5,000 or more; 

28 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

(3) An administrative proceeding, as defined in paragraph 5. of this award term and condition, that 

resulted in a finding of fault and liability and your payment of either a monetary fine or penalty of 

$5,000 or more or reimbursement, restitution, or damages in excess of $100,000; or 

(4) Any other criminal, civil, or administrative proceeding if: 

i. It could have led to an outcome described in paragraph 2.c.(1), (2), or (3) of this award term 

and condition; 

ii. It had a different disposition arrived at by consent or compromise with an acknowledgment 

of fault on your part; and 

iii. The requirement in this award term and condition to disclose information about the 

proceeding does not conflict with applicable laws and regulations. 

3. Reporting Procedures 

Enter in the SAM Entity Management area the information that SAM requires about each proceeding described 

in paragraph 2. of this award term and condition. You do not need to submit the information a second time 

under assistance awards that you received if you already provided the information through SAM because you 

were required to do so under Federal procurement contracts that you were awarded. 

4. Reporting Frequency 

During any period of time when you are subject to the requirement in paragraph 1. of this award term and 

condition, you must report proceedings information through SAM for the most recent five year period, either to 

report new information about any proceeding(s) that you have not reported previously or affirm that there is 

no new information to report. Recipients that have Federal contract, award, and cooperative agreement 

awards with a cumulative total value greater than $10,000,000 must disclose semiannually any information 

about the criminal, civil, and administrative proceedings. 

5. Definitions 

For purposes of this award term and condition: 

a. Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to 

make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative 

proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of Contract 

Appeals proceedings). This includes proceedings at the Federal and State level but only in connection 

with performance of a Federal contract or award. It does not include audits, site visits, corrective 

plans, or inspection of deliverables. 

b. Conviction, for purposes of this award term and condition, means a judgment or conviction of a 

criminal offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and 

includes a conviction entered upon a plea of nolo contendere. 

c. Total value of currently active awards, cooperative agreements, and procurement contracts 

includes— 

(1) Only the Federal share of the funding under any Federal award with a recipient cost share or 

match; and 

(2) The value of all expected funding increments under a Federal award and options, even if not yet 

exercised. 

29 
Why thiscondition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Under 2 C.F.R. § 200.210(b)(1)(iii), recipients of awards in excess of $500,000 are required to report certain civil, 

criminal, and administrative proceedings if they have active federal grants, cooperative agreements, or contracts 

(or any combination of these) that total more than $10,000,000 during the COPS Office award period. The purpose 

is to protect the public interest and to ensure proper management in federal activities by conducting business with 

responsible parties. 

What youshould do: 

If the total value of your active grants, cooperative agreements, and contracts from all federal awarding agencies 

exceeds $10,000,000 during the COPS Office award period, then you must ensure that the proceedings described 

in paragraph 2 of this award term that are reported in the System for Award Management (SAM) are current. The 

information about the reported proceedings is made available in SAM via the designated integrity and 

performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)). 

During the award period, you must either report for the most recent five year period new information about any 

proceeding(s) that you have not reported previously or affirm that there is no new information to report. You must 

also disclose semiannually any information about criminal, civil, and administrative proceedings. 

25. Citizenship and Immigration Status Communications 

Authority to obligate or expend contingent on compliance with this condition. 

NOTE: This grant condition is established under the COPS Office’s broad authority and discretion to award and 

administer grants. See, e.g., 34 U.S.C. § 10381, et seq. This condition applies only to state or local government 

entities or to non-state or local government entities that make subawards with these funds to a state or local 

government entity. 

State or local government entity recipients of this award, and any subrecipient of this award at any tier that is an 

entity of a State or of a unit of local government, may not obligate or expend award funds if – at the time of the 

obligation or expenditure – the “program or activity” of the recipient funded in whole or in part with the award 

funds (which includes any such program or activity of any subrecipient at any tier) is subject to any prohibitions or 

restrictions on sending to, requesting or receiving from, maintaining, or exchanging information regarding 

citizenship or immigration status with components of the U.S. Department of Homeland Security or any federal, 

state or local government entity, as generally described in 8 U.S.C. 1373(a) or (b). This includes any prohibitions or 

restrictions imposed or established by a state or local government entity or official. 

A subrecipient of this award (at any tier) that is an entity of a State or of a unit of local government may not 

obligate or expend award funds if – at the time of the obligation or expenditure – the “program or activity” of the 

subrecipient (which includes any such program or activity of any subrecipient at any further tier) funded (in whole 

or in part) with award funds is subject to any prohibitions or restrictions on sending to, requesting or receiving 

from, maintaining, or exchanging information regarding citizenship or immigration status with components of the 

U.S. Department of Homeland Security or any federal, state or local government entity, as generally described in 8 

U.S.C. 1373(a) or (b). This includes any prohibitions or restrictions imposed by a state or local government entity or 

official. 

30 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Any obligations or expenditures of a recipient or subrecipient that are impermissible under this condition shall be 

unallowable costs for purposes of this award. 

Rules of Construction. For purposes of this condition, “program or activity” means what it means under section 

606 of title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d-4a). 

References to the Immigration and Naturalization Service in 8 U.S.C. 1373 are to be read, as a legal matter, as 

references to particular components of the U.S. Department of Homeland Security. 

Should any provision of a condition of this award be held to be invalid or unenforceable by its terms, then that 

provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law (to 

any person or circumstance) under this award. Should it be held, instead, that a condition (or a provision thereof) 

is of utter invalidity or unenforceability, such condition (or such provision) shall be deemed severable from this 

award. 

Any questions about the meaning or scope of this condition should be directed, prior to acceptance of this award, 

to the Office of Community Oriented Policing Services Legal Division at 202-514-3750. 

Why this condition: 

At the time of application, your agency certified that it would comply with all award requirements and would 

require all subrecipients to comply with all applicable award requirements throughout the period of performance 

of the award. Therefore, State or local government recipients and subrecipients, and non-state or local 

government recipients that make subawards to state or local government entities, must comply with this condition 

throughout the active award period. 

What you should do: 

State and local government recipients and subrecipients (at any tier) may not obligate or expend award funds if, at 

any time during the active award period, any program or activity funded in whole or in part with award funds is 

subject to any prohibitions or restrictions on sending to, requesting or receiving from, maintaining, or exchanging 

information regarding citizenship or immigration status with components of the U.S. Department of Homeland 

Security or any federal, state, or local government entity. 

Any questions about the meaning or scope of this condition should be directed, prior to acceptance of this award, 

to the Office of Community Oriented Policing Services Legal Division at 202.514.3750. 

26. Computer Network Requirement 

Condition: 

The recipient understands and agrees that no award funds may be used to maintain or establish a computer 

network unless such network blocks the viewing, downloading, and exchanging of pornography. Nothing in this 

requirement limits the use of funds necessary for any federal, state, tribal, or local law enforcement agency or any 

other entity carrying out criminal investigations, prosecution, or adjudication activities. Consolidated 

Appropriations Act, 2020, Public Law 116-93, Division B, Title V, Section 527. 

31 
Why thiscondition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The Appropriations Act prohibits the use of federal funds to maintain or establish a computer network that does 

not block the viewing, downloading, and exchanging of pornography. This provision protects the public interest in 

the proper management and use of federal funds. 

What youshould do:

The recipient must not use award funds to maintain or establish a computer network unless the network blocks 

pornography. This does not limit the use of funds for criminal investigations, prosecution, or adjudication activities. 

27. Travel Costs

Condition: 

Travel costs for transportation, lodging and subsistence, and related items are allowable with prior approval from 

the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. § 200.474. 

Why thiscondition: 

PASS funding will cover award-related travel costs for the recipient agency or other (nonrecipient) individuals to 

attend training and technical assistance conferences, seminars, or classes or to visit a site specified in the original 

application. Allowable expenses for award-related lodging, meals, temporary dependent care, and incidental 

expenses that were included in the application were approved by the COPS Office as part of your agency’s PASS 

award and final budget. For more information, please refer to the award condition on “Allowable Costs.” 

What youshould do:

Your agency should refer to your FCM for a list of approved travel costs and use PASS funds only for approved 

travel costs incurred during the award period. In addition, your agency should keep timely and accurate records of 

all travel expenses. If at any time these costs change, you should immediately contact your COPS Office Program 

Manager. 

28. SoleSource Justification 

Condition: 

Recipients who have been awarded funding for the procurement of an item (or group of items) or service in excess 

of $250,000 and who plan to seek approval for use of a noncompetitive procurement process must provide a 

written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down 

award funds for that item or service. 2 C.F.R. § 200.324(b)(2). 

Why thiscondition: 

In general, recipients are required to procure funded items through open and free competition. However, in some 

instances, recipients may have already determined that competition is not feasible. 

32 
What youshould do: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

If you have received an award for an item (or group of items) or service in excess of $250,000 and have already 

determined that the award of a contract through a competitive process is infeasible, you must provide a written 

justification that explains why it is necessary to contract noncompetitively. 

The initial determination that competition is not feasible can be made if one of the following circumstances exists: 

• Competition is determined inadequate after solicitation of a number of sources. 

• The COPS Office authorizes noncompetitive proposals in response to a written request from the recipient. 

• The item/service is available only from one source. 

• The public exigency or emergency for the requirement will not permit a delay resulting from competitive 

solicitation. 

The COPS Office will review your request and the supporting information that you provide and will make a 

determination as to whether or not an exception can be made to the general rule regarding competition. If 

submitting a sole source justification request to the COPS Office, please use the format described in the Sole 

Source Justification fact sheet in appendix D beginning on page 94 of this manual. 

29. Public Release Information 

Condition: 

The recipient agrees to submit one copy of all reports and proposed publications resulting from this award ninety 

(90) days prior to public release. Any publications (written, curricula, visual, sound, reports, or websites) or 

computer programs, whether or not published at government expense, shall contain the following statement: 

“This project was supported, in whole or in part, by federal award number [YYYY-XX-XXXX] awarded to 

[entity] by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions 

contained herein are those of the author(s) or contributor(s) and do not necessarily represent the official 

position or policies of the U.S. Department of Justice. References to specific individuals, agencies, 

companies, products, or services should not be considered an endorsement by the author(s) or the U.S. 

Department of Justice. Rather, the references are illustrations to supplement discussion of the issues. 

The internet references cited in this publication were valid as of the date of publication. Given that URLs 

and websites are in constant flux, neither the author(s) nor the COPS Office can vouch for their current 

validity.” 

Why thiscondition: 

The COPS Office wants to ensure the quality, objectivity, utility, and integrity of information in funded projects that 

are disseminated to the public. However, award-funded reports and publications are not works of authorship by 

the Federal Government and should not be construed to reflect the official policy or position of the U.S. 

Department of Justice. 

What youshould do: 

Ensure that all publications developed under your award contain the required statement listed above. 

33 
30. News Media

Condition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient agrees to comply with the COPS Office policy on contact with the news media. The policy establishes 

the COPS Office Communications Division as the principal point of contact for the news media for issues relevant to 

the COPS Office or parameters of this award. The recipient agrees to refer all media inquiries on these topics 

directly to the COPS Office Communications Division at 202-514-9079. 

Why thiscondition: 

The COPS Office Communications Division will coordinate contacts with the news media, provide supplemental 

information that may be helpful to you and the media outlet, and make the appropriate U.S. Department of Justice 

offices and personnel aware of pending articles and interviews. 

What youshould do: 

If you are contacted by a media outlet seeking information, an interview, or other support related to your COPS 

Office project, please refer the requesting outlet to the COPS Office Communications Division at 202-514-9079. 

31. Paperwork Reduction Act Clearance and Privacy Act Review 

Condition: 

The recipient agrees, if required, to submit all surveys, interview protocols, and other information collections to the 

COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Paperwork 

Reduction Act (PRA). Before submission to OMB, all information collections that request personally identifiable 

information must be reviewed by the COPS Office to ensure compliance with the Privacy Act. The Privacy Act 

compliance review and the PRA clearance process may take several months to complete. 44 U.S.C. §§ 3501-3520 

and 5 U.S.C. § 552a. 

Why thiscondition: 

The purpose of the Paperwork Reduction Act is to reduce, minimize, and control paperwork burdens on the public 

while maximizing the practical utility and public benefit of information created, collected, disclosed, maintained, 

used, shared, and disseminated by or for the Federal Government. See 5 C.F.R. § 1320.1. In addition, the Privacy 

Act establishes a “code of fair information practices” that regulates the collection, maintenance, use, and 

disclosure of personally identifiable records. 5 U.S.C. § 552a. 

A collection of information undertaken by a recipient is considered to be conducted or sponsored by a federal 

agency only if (1) the recipient is conducting the collection of information at the specific request of the agency, or 

(2) the terms and conditions of the award require specific approval by the agency of the collection of information 

or the collection procedures. See 5 C.F.R. § 1320.3(d). 

What youshould do: 

When you undertake surveys, interviews, and other methods of information collection in furtherance of the 

objectives of the award, you should contact your COPS Office Program Manager. The COPS Office Program 

Manager will inform you whether Office of Management and Budget (OMB) approval of the information collection 

34 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

method is required and of the procedures necessary to obtain this approval. As part of the OMB approval process, 

a privacy assessment will be completed to determine if an information collection requires a privacy-related notice. 

OMB approval may take several months to receive, so recipients are advised to allow ample time for the 

processing of this request. 

32. Human Subjects Research 

Condition: 

The recipient agrees to comply with the provisions of the U.S. Department of Justice’s common rule regarding 

Protection of Human Subjects, 28 C.F.R. Part 46, prior to the expenditure of Federal funds to perform such activities, 

if applicable. The recipient also agrees to comply with 28 C.F.R. Part 22 regarding the safeguarding of individually 

identifiable information collected from research participants. 

Why thiscondition: 

Protections for human subjects of research are required under U.S. Department of Justice regulations at 28 C.F.R. 

Part 46. This regulation constitutes the Federal Policy (Common Rule) for the Protection of Human Subjects. Each 

institution engaged in (nonexempt) COPS Office–supported human subjects research must provide a written 

assurance of compliance, satisfactory to the COPS Office, that it will comply with the U.S. Department of Justice 

human subjects regulations. 

What youshould do: 

If any part of your PASS project contains research or statistical activities which involve human subjects that are not 

covered by an exemption set forth in 28 C.F.R. Part 46.101(b), you must comply with the requirements in the U.S. 

Department of Justice’s common rule regarding the Protection of Human Subjects, 28 C.F.R. Part 46, including, but 

not limited to Institutional Review Board (IRB) approval and the appropriate assurances prior to the expenditure of 

federal funds to perform such activities. By signing the award document, you also agree to comply with 28 C.F.R. 

Part 22 regarding the safeguarding of individually identifiable information collected from research participants. 

32. Copyright 

Condition: 

If applicable, the recipient may copyright any work that is subject to copyright and was developed, or for which 

ownership was acquired, under this award in accordance with 2 C.F.R. § 200.315(b). The COPS Office reserves a 

royalty-free, nonexclusive and irrevocable license to reproduce, publish, or otherwise use the work, in whole or in 

part (including create derivative works), for Federal Government purposes, and to authorize others to do so. The 

COPS Office also reserves the right, at its discretion, not to publish deliverables and other materials developed 

under this award as a U.S. Department of Justice resource. 

Products and deliverables developed with award funds and published as a U.S. Department of Justice resource will 

contain the following copyright notice: 

“This resource was developed under a federal award and may be subject to copyright. The U.S. 

Department of Justice reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, 

or otherwise use the work for Federal Government purposes and to authorize others to do so. This 

resource may be freely distributed and used for noncommercial and educational purposes only.” 

35 
Why thiscondition: 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

U.S. Department of Justice regulations allow the recipient of a PASS award to copyright any work that is subject to 

copyright and was developed, or for which ownership was purchased, under an award. 

As a Federal Government agency whose activities include producing and disseminating law enforcement materials 

to advance public safety through community policing across the nation, the COPS Office has an interest in making 

your deliverables and products widely available and accessible to the public. The COPS Office may make any work 

that was developed or purchased under this award publically available by any means without restriction, including 

a U.S. Department of Justice website, social media account, a hard copy, or in electronic form. The COPS Office also 

reserves the right, at its discretion, to not publish deliverables and other materials (e.g., reports, publications, 

manuals, and training curricula) developed under this award as a U.S. Department of Justice resource. 

What youshould do:

The recipient is responsible for acquiring the rights, and ensuring that its subrecipients/contractors/authors 

acquire the rights, including the payment of required fees, to use copyrighted material for inclusion in deliverables 

that are developed under this award. All licensing, publishing, or similar agreements with a copyright holder, 

publisher, or other relevant party must include provisions giving the COPS Office a royalty-free, nonexclusive, and 

irrevocable license to reproduce, publish, or otherwise use the work in whole or in part (including create derivative 

works) for Federal Government purposes and to authorize others to do so. If the recipient retains a contractor or 

consultant to author or coauthor a work under this award, the recipient must ensure that there is a written 

agreement with the contractor or consultant that explicitly (1) assigns and transfers all rights to the copyright in 

the work to the recipient for the full term of copyright and, if a copyright transfer is not feasible, (2) awards the 

COPS Office the same royalty-free, nonexclusive, and irrevocable license to use, and authorize others to use, the 

work for Federal Government purposes. 

The U.S. Department of Justice is a nonexclusive licensee to copyrighted work that was developed, or for which 

ownership was purchased, under this award. Only the legal or beneficial owner of an exclusive right under a 

copyright is entitled to institute an infringement action. The recipient should therefore consult its own legal 

counsel with any copyright infringement questions. For more information about registering a copyright, please visit 

the U.S. Copyright Office at www.copyright.gov. 

What are the specific rules regarding termination of award funding? 

The COPS Office may suspend, in whole or in part, or terminate funding or impose other sanctions on a recipient 

for the following reasons: 

• Failure to substantially comply with the requirements or objectives of the Public Safety Partnership and 

• Community Policing Act of 1994, program guidelines, or other provisions of federal law 

• Failure to make satisfactory progress toward the goals or strategies set forth in this application 

• Failure to adhere to award agreement requirements or special conditions 

• Proposing substantial plan changes to the extent that, if originally submitted, would have resulted in the 

application not being selected for funding 

36 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• Failure to submit required or requested reports 

• Filing a false statement or certification in this application or other report or document 

• Other good cause shown 

Prior to imposing sanctions, the COPS Office will provide reasonable notice to the recipient of its intent to impose 

sanctions and will attempt to resolve the problem informally. Appeal procedures will follow those in the U.S. 

Department of Justice regulations in 28 C.F.R. Part 18. 

Awards terminated due to noncompliance with the federal statutes, regulations, or award terms and conditions 

will be reported to the integrity and performance system accessible through SAM (currently FAPIIS). 

False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, 

debarment from participating in federal awards or contracts, and any other remedy available by law. 

Please be advised that recipients may not use COPS Office funding for the same item or service also funded by 

another U.S. Department of Justice award. 

Accepting the award 

After you have reviewed the conditions of your COPS Office PASS Program award and your organization agrees 

with these conditions, you are ready to accept the award. The Director (or Acting Director) of the COPS Office has 

signed the award document indicating approval of your award, an obligation of federal funds to your organization, 

and our commitment to the award. As stated at the beginning of this section, to officially begin your award and 

draw down your funds, the authorized officials (see the Glossary of Terms in this manual) must access 

https://portal.cops.usdoj.gov to log in, review, and electronically sign the award document with the award terms 

and conditions; the Financial Clearance Memorandum and, if applicable, the cooperative agreement that is 

incorporated by reference into the award document; and, if applicable, the special award conditions and high risk 

conditions in the award document supplement within 90 days of the date shown on the award congratulatory 

letter. Please see the Agency Portal User Manual at https://cops.usdoj.gov/pass#programdocuments for detailed 

instructions on award acceptance. 

Who should sign the award document for our agency? 

The authorized officials are the law enforcement and government executives who have ultimate and final 

responsibility for all programmatic and financial decisions regarding this award as representatives of the legal 

recipient. COPS Office awards require that both the top law enforcement executive (e.g., chief of police, sheriff, or 

equivalent) and the top government executive (e.g., mayor, board chairman, or equivalent) sign the award 

document. For non–law enforcement agencies (institutions of higher education, private organizations, etc.), the 

authorized officials are the programmatic and financial officials who have the ultimate signatory authority to sign 

contracts on behalf of your organization. Typically, these are the same executives who signed the forms in your 

PASS application package. If one or both of these individuals have changed, please complete a Change of 

Information (COI) form online at https://cops.usdoj.gov/pdf/2018_Change_of_Info_508d_Form.pdf. If you have 

any questions as to who should sign the award, please contact your organization’s legal counsel. 

37 
                         

                                 

                             

                               

                           

                                 

                             

                                     

                           

                                     

                                     

                                 

       

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual

By when must the award document be signed?

Please electronically sign the award document and all award condition pages within 45 days of the date on the

award congratulatory letter. Award funds will not be released until we have received your organization’s signed

award document, your budget has received final clearance, and any other relevant award conditions particular to

your organization have been satisfied. Failure to electronically sign your original award document within the 45‐

day award acceptance period may result in your PASS award being withdrawn and the funds deobligated without

additional notification. If your organization requires an extension for accepting the award beyond the 45‐day

acceptance timeframe, you will be able to request an extension through the online system. Be sure to explain the

circumstances that prevent your organization from electronically signing the award document within the 45‐day

period, and identify the date by which the award document will be signed. The COPS Office will review such

requests on a case‐by‐case basis. The COPS Office reserves the right to deny requests to extend the 45‐day award

acceptance period. If you have any questions, please contact your COPS Office Program Manager or the COPS

Office Response Center at 800‐421‐6770.

38
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

II. The Cooperative Agreement 

If your project requires substantial involvement on the part of the COPS Office, a multi-page cooperative 

agreement document will accompany your award document. Please note that, if applicable to your award, the 

cooperative agreement is incorporated by reference into the award document and by signing the award 

document, your agency has entered into the cooperative agreement with the COPS Office and agrees to abide by 

all the requirements in the cooperative agreement. 

Under the Federal Grant and Cooperative Agreement Act of 1977, a cooperative agreement is the legal instrument 

used by a federal agency to enter into a relationship with a state, local government, or other recipient when the 

principal purpose of assistance is to carry out a public purpose of support or stimulation authorized by federal law 

and substantial involvement is expected between the federal agency and the recipient. See 31 U.S.C. § 6305. 

To officially accept and begin your PASS award, your organization and the assigned COPS Office Program Manager 

will develop a cooperative agreement based on the award objective(s), deliverables and timeline proposed in the 

application. Your organization will approve the cooperative agreement document along with the award document 

and electronically sign for all documents within 45 days of the date shown on the award congratulatory letter. 

Your organization will not be able to draw down funds until the COPS Office receives your electronically signed 

award document. 

Following is a sample 2020 cooperative agreement template that will be customized for your specific COPS Officefunded project. If you have any additional questions concerning your cooperative agreement, please contact your 

designated COPS Office Program Manager. 

39 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Cooperative Agreement #2020-CK-WX-K0XX 

[Insert awardee name] 

ORI: [Insert awardee ORI] 

Short Title: [Insert short award description title] 

I. Statement of authority 

This cooperative agreement between the [Insert Agency Name] (“recipient”) and the U.S. Department of Justice 

Office of Community Oriented Policing Services (“COPS Office”) is hereby entered into under the authority of 34 

U.S.C. § 10381 et seq. The purposes of this cooperative agreement are described here. 

II. Statement of background and purpose 

A. Background 

[Insert background – should set the stage for the CA including why this effort is needed, history of effort to 

date and reasons why the effort is required now] 

[Insert project purpose – should clearly state rationale for the work] 

B. Primary objective 

[Insert project objective – should include what we hope to accomplish – could be a number of small 

objectives] 

III. Scope of Work 

For a period hereinafter set forth, the COPS Office and the recipient will cooperatively furnish the necessary 

personnel, travel, supplies, and otherwise perform all things necessary for or incident to the performance of work 

(the accomplishment of functional objectives) as set forth here: 

A. Specifically, the COPS Office will do the following: 

1. Designate a program manager to participate in the planning and management of this cooperative 

agreement and to coordinate project activities. 

2. Provide information and technical assistance from government sources within available resources 

and as determined appropriate by the program manager. 

3. Provide guidance to the recipient in the planning and development of strategies used in the project 

and in the coordination of the project with law enforcement agencies and organizations interested in 

contributing their support. 

4. Work with the recipient to meet the designated project tasks and timelines. 

5. Review and approve required reports specific to each cooperative agreement, which may include 

periodic progress and financial reports, deliverables, evaluations, and other documentation requiring 

COPS Office approval for successful award administration. 

6. Review and approve all training processes and deliverables including newly developed in-person or 

online training, pre-existing in-person or online training, all supplemental and additional resources, all 

trainers, and all marketing efforts. 

40 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

7. Review and approve all project deliverables including innovation and pilot program publications, 

microgrant project publications, partnerships project publications, and all multimedia deliverables 

and marketing efforts. 

8. Review and approve all proposed changes in key staff assignments to the project and any significant 

changes in the partner’s and/or subrecipient’s role or responsibilities. 

9. Review and approve all proposed writers of any project deliverables. 

10. Review and approve all subject matter experts (SME) and their assignments to any project 

deliverable. 

11. Review and approve all subrecipients and formal partners. 

12. Permit the recipient to copyright any work that is subject to copyright and was developed or for 

which ownership was acquired under this cooperative agreement in accordance with 2 C.F.R. § 

200.315(b). The COPS Office reserves a royalty-free, nonexclusive and irrevocable license to 

reproduce, publish, or otherwise use the work, in whole or in part (including create derivative works), 

for Federal Government purposes and to authorize others to do so. The COPS Office license applies to 

(1) the copyright in any work developed under this cooperative agreement including any related 

subaward or contract and (2) any rights of copyright to which the recipient, including its subrecipient 

or contractor, purchases ownership with support from this cooperative agreement. In addition, the 

COPS Office may make any work that was developed or purchased under this cooperative agreement 

publicly available by any means without restriction, including on a U.S. Department of Justice website 

or social media account, as a hard copy, or in electronic form. The COPS Office also reserves the right, 

at its discretion, not to publish deliverables and other materials (e.g., reports, publications, manuals, 

and training curricula) developed under this cooperative agreement as U.S. Department of Justice 

resources. 

B. Specifically, the recipient will do the following: 

1. Designate a project officer to work closely with the COPS Office and its designated program manager 

to achieve the tasks specified in this cooperative agreement. The project officer must be an employee 

(not a contractor or consultant) of the recipient organization and have the authority to propose and 

approve modifications pursuant to section VIII of this cooperative agreement. 

2. Be responsible for acquiring the rights—and ensuring that its subrecipients, contractors, and authors 

acquire the rights—including the payment of required fees to use copyrighted material for inclusion 

in deliverables that are developed under this cooperative agreement. All licensing, publishing, or 

similar agreements with a copyright holder, publisher, or other relevant party must include provisions 

giving the COPS Office a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or 

otherwise use the work, in whole or in part (including create derivative works), for Federal 

Government purposes and to authorize others to do so. If recipient retains a contractor or consultant 

to author or co-author a work under this cooperative agreement, the recipient must ensure that 

there is a written agreement with the contractor or consultant that either explicitly (1) assigns and 

transfers all rights to the copyright in the work to the recipient for the full term of copyright or, if a 

copyright transfer is not feasible, (2) awards the COPS Office the same royalty-free, nonexclusive and 

irrevocable license to use, and authorize others to use, the work for Federal Government purposes as 

outlined in this cooperative agreement. 

41 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

3. Represent and warrant that all deliverables under this cooperative agreement were produced in a 

manner that does not knowingly infringe upon or misappropriate the intellectual property rights or 

violate the right to privacy of any third party. The recipient will be responsible for defending or 

settling at its own expense any and all third party claims and liabilities arising out of or in connection 

with any infringement action related to work that was developed or for which ownership was 

acquired under this cooperative agreement. 

4. Provide further detail on project plans as requested by the program manager. 

5. Adhere to the requirements or tasks specified in this cooperative agreement and not deviate from 

them unless requested adjustments are first presented to and approved by the program manager. 

6. Submit for prior approval or disapproval to the program manager any proposed changes in key staff 

assignments to this project and any significant changes in any partner’s and/or subrecipient’s role or 

responsibilities. 

7. Submit for prior approval to the program manager proposed writers of any project deliverables. The 

program manager will need to review each writer’s resume and writing sample before approving the 

writer. 

8. Submit for prior approval to the COPS Office program manager proposed SMEs to be used on the 

project. The COPS Office program manager will review each SME’s resume before approving the SME. 

9. Obtain written approval from the COPS Office prior to obligating, expending, or drawing down 

cooperative agreement funds for the award of noncompetitive contracts for goods or services 

(including equipment purchases) in excess of $250,000. See 2 C.F.R. § 200.324(b)(2). 

10. Ensure that all proposed deliverables and publications follow and are in accordance with the COPS 

Office Editorial and Graphics Style Manual, which includes that all nonoriginal work should be 

credited as appropriate. 

11. Submit one copy of all reports and proposed products and deliverables (written, visual, or sound; 

curricula, reports, or websites) or computer programs resulting from this cooperative agreement to 

the program manager at least 90 days prior to public release to allow for COPS Office review and 

feedback. 

12. Include the following statement for all products and deliverables developed under this cooperative 

agreement (including written, visual, sound, websites, or any other format): 

This project was supported, in whole or in part, by federal award number 2020-XX-XX-XXXX 

awarded to [entity] by the U.S. Department of Justice, Office of Community Oriented Policing 

Services. The opinions contained herein are those of the author(s) or contributor(s) and do not 

necessarily represent the official position or policies of the U.S. Department of Justice. References 

to specific individuals, agencies, companies, products, or services should not be considered an 

endorsement by the author(s), contributors, or the U.S. Department of Justice. Rather, the 

references are illustrations to supplement discussion of the issues. 

The Internet references cited in this publication were valid as of the date of publication. Given 

that URLs and websites are in constant flux, neither the author(s) nor the COPS Office can vouch 

for their current validity. 

42 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Products and deliverables developed with award funds and published as a U.S. Department of Justice 

resource will contain the following copyright notice: 

This resource was developed under a federal award and may be subject to copyright. The U.S. 

Department of Justice reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, 

publish, or otherwise use the work for Federal Government purposes and to authorize others to 

do so. This resource may be freely distributed and used for noncommercial and educational 

purposes only. 

13. Contact the program manager to determine if revenue generated from your award constitutes 

program income. Program income must be used to defray program costs and reduce the federal 

share of the project. See 2 C.F.R. § 200.307. In some cases, the recipient can work with the program 

manager to identify additional project-related allowable costs that could be supported by program 

income. 

14. Forego any profit or management fee. See 2 C.F.R. § 200.400(g). 

15. Ensure that all electronic and information technology deliverables (websites and web-based 

information, video and multimedia products, software applications and operating systems, and 

telecommunication products) are developed and produced in a format that is accessible and comply 

with section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794d). Specifically, video 

should contain closed-captioning and audio description options. Electronic publications should be 

created in HTML, PDF fully tagged, or accessible text file format, and all web sites must be fully 

compliant with section 508 accessibility standards. For more information on section 508 accessibility 

requirements, consult https://www.section508.gov/. 

16. If developing and/or delivering online and/or in-person training under this cooperative agreement, 

the COPS Office Curriculum Standards, Review, and Approval Process Guide, COPS Office Instructor 

Quality Assurance Guide, and the Video Development Process Guide must be followed. Courses 

already in existence that are part of this cooperative agreement must also comply with the 

aforementioned guides. A copy of these guides will be supplied electronically to you by the program 

manager, and they are also located on the COPS Office website for download at 

https://cops.usdoj.gov/training. All online and in-person courses (new development and pre-existing 

courses) must be reviewed and approved by the COPS Office prior to delivery. 

17. Report training data to the COPS Office by submitting all required training fields through the Online 

Training Tracker. The Tracker can be accessed through the Agency Portal on the COPS Office website 

at https://portal.cops.usdoj.gov/ or through the “Account Access” tab in the upper right corner of 

the COPS Office website homepage. All training data submissions must comply with the quarterly 

reporting dates unless otherwise directed by the program manager. Quarterly reporting dates are 

January 1 – March 31, April 1 – June 30, July 1 – September 30, and October 1 – December 31. For a 

complete list of training data collection and submission requirements, contact your program manager 

or log into your account through the “Account Access” tab. 

18. If developing or launching online courses under this cooperative agreement, ensure that online 

courses developed are compatible with the current platform used in the COPS Office Training Portal. 

Prior to the development of the online course, the recipient must receive guidance and work with the 

COPS Office to ensure compatibility. Online courses developed through this cooperative agreement 

must be reviewed and approved by the COPS Office prior to launching the course. Any pre-existing 

43 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

online courses being sponsored by the COPS Office under this cooperative agreement must also be 

reviewed and approved by the COPS Office before using the COPS Office-sponsorship with the 

courses. 

19. At the request of the COPS Office, submit all website(s) and web-based information developed 

through this cooperative agreement to the COPS Office. The information will be submitted in a 

format that will enable the COPS Office to reproduce the website(s) and web-based information on 

alternative web-based platforms. 

20. If required, submit all surveys, interview protocols, and other information collections to the COPS 

Office for submission to the Office of Management and Budget (OMB) for clearance under the 

Paperwork Reduction Act (PRA). Before submission to OMB, all information collections that request 

personally identifiable information must be reviewed by the COPS Office to ensure compliance with 

the Privacy Act. The Privacy Act compliance review and the PRA clearance process may take several 

months to complete. 

21. Agree to cooperate with the monitor or evaluator if monitoring or an evaluation of this project is to 

be undertaken by the COPS Office or a third party, and in consultation with the COPS Office agree to 

make reasonable adjustments to programs and activities in recognition of significant points of 

evaluation or feedback and to remedy any violations of the terms and conditions of this award. 

22. Be responsible for the development, approval, and oversight of any subawards. See 2 C.F.R. §§ 

200.330 – 200.332. The recipient will ensure that the award terms and conditions flow down to its 

subrecipients including all applicable uniform administrative requirements, cost principles, and audit 

requirements set forth in 2 C.F.R. Part 200. See 2 C.F.R. § 200.101(b)(1). The recipient will also ensure 

that subrecipients maintain effective control and accountability over all funds, property, and other 

assets covered by subawards and that each subrecipient establishes and uses internal fiscal and 

program management procedures sufficient to prevent fraud, waste, or abuse. 

23. At the request of the COPS Office, work to develop a marketing plan to increase the visibility of the 

project and any accompanying outcomes or deliverables. The recipient will coordinate any marketing 

activities with the COPS Office. 

24. Obtain approval from the COPS Office prior to conducting any public communication activities (in any 

format including conference panel submissions, press statements, website and social media content) 

related to this project or to the COPS Office. 

25. Work closely with your program manager to respond to peer reviewer, vetting, and other COPS Office 

staff comments on all deliverables within 30 days of receipt unless otherwise directed. 

26. Obtain written approval from the COPS Office prior to entering into any contract, agreement, or 

other obligation for costs related to any conference, meeting, retreat, seminar, symposium, training 

activity, or similar event funded under this award. Submit the Conference Cost Request/Reporting 

Form (CCR) at least 90 days prior to event to the Conference Cost Request mailbox at 

COPS.Conferencecosts@usdoj.gov and copy your program manager. Contact your program manager 

to obtain the CCR form. The document will have you break out each event or training deliveries and 

ensures that all costs comply with current guidelines and policies on event or training planning, food 

and beverages, and minimizing costs. Training or events should not be scheduled or delivered prior to 

receiving notice from your program manager that the CCR is approved. For more information on 

44 
45 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

allowable costs for conferences and training, please see the current version of the DOJ Grants 

Financial Guide in effect at the time of the award available at 

https://ojp.gov/financialguide/DOJ/index.htm. 

27. Ensure that all conference or similar event costs comply with current and future guidelines and 

policies that you receive from the COPS Office on conference planning, food and beverages, 

minimizing costs, and conference cost reporting. 

28. Provide the program manager with the following information within 45 days after the end of any 

conference, meeting, retreat, seminar, symposium, training activity, or similar event funded under 

this award, if the total cost exceeds $20,000 in award funds: 

Name of the event 

Event dates 

Location of event 

Number of federal attendees 

Number of nonfederal attendees 

Costs of event space, including rooms for breakout sessions 

Costs for audio visual services 

Other equipment costs (e.g., computer fees, telephone fees) 

Costs of printing and distribution 

Costs of meals provided during the event 

Costs of refreshments provided during the event 

Costs of event planner 

Costs of event facilitators 

Any other direct costs associated with the event 

The recipient must also itemize and report any of the following attendee (including participants, 

presenters, speakers) costs that are paid or reimbursed with cooperative agreement funds: 

• Meals and incidental expenses (M&IE portion of per diem) 

• Lodging 

• Transportation to or from event location (e.g., common carrier, privately owned vehicle 

(POV)) 

• Local transportation (e.g., rental car, POV) at event location 

• Note that if any item is paid for with registration fees or any other non-award funding, then 

that portion of the expense does not need to be reported. 

29. If applicable, submit all approved indirect cost rates covering the award period to the COPS Office 

within 30 days of approval from the cognizant federal agency. 

If a provisional indirect cost rate is in effect at award closeout, the recipient will proceed with 

closeout and complete an expenditure analysis upon receipt of the approved final indirect cost rate 

to determine if an adjustment is necessary. If the recipient drew down excess COPS Office funding for 

indirect costs, the recipient must return the overpayment to the COPS Office. If the recipient incurred 

additional indirect costs, the recipient may request a budget modification if the award is still open 

and there are remaining award funds available for drawdown. If the recipient returns or draws down 

COPS Office funding, the recipient will promptly submit a revised final Federal Financial Report (SF425). 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The recipient should pay particular attention to the following two areas to ensure that their 

application of indirect cost rate is in compliance with the existing requirements of the governmentwide award rules set out by the Office of Management and Budget (OMB): 

a. $25,000 Subcontract/Subaward Limitation: Indirect cost rates negotiated on the basis of 

modified total direct costs may only be applied against the first $25,000 of any subcontract or 

subaward under the agreement. This limitation must be applied to all conference related 

subcontracts and subawards, including those with hotels and travel agents. See 2 C.F.R. Part 200, 

Appendix III.C.2. (Indirect costs—Institutions of Higher Education); 2 C.F.R. Part 200, Appendix 

IV.B.2.c. (Indirect costs—Nonprofit Organizations); or 2 C.F.R. Part 200, Appendix VII.C.2.c. 

(Indirect costs—States, Local Governments, and Indian Tribes). 

b. Participant Support Costs: Participant support costs are generally excluded from the distribution 

base. Therefore, indirect costs may not be applied against participant support costs. Participant 

support costs are direct costs for items such as stipends or subsistence allowances, travel 

allowances, and registration fees paid to or on behalf of participants or trainees (but not 

employees) in connection with meetings, conferences, symposia, or training projects. See 2 C.F.R. 

§ 200.75. This exclusion applies to the entirety of any subcontracts for the lodging and travel of 

conference participants or trainees (but not employees). Costs related to contractors of the 

recipient who are acting in the capacity of a “Conference Trainer/Instructor/ 

Presenter/Facilitator” are considered participant support costs. 

For more information on allowable costs for conferences and training, please see the current version 

of the DOJ Grants Financial Guide in effect at the time of the award available at 

https://ojp.gov/financialguide/DOJ/index.htm. 

If the recipient has never received a federally approved indirect cost rate, it may elect to charge a de 

minimis rate of 10 percent of modified total direct costs (MTDC) in lieu of negotiating a rate with the 

cognizant federal agency. See 2 CFR § 200.414(f). 

30. Notify and consult with the COPS Office prior to establishing a formal partnership with any 

nonfederal entity, including soliciting and accepting free goods or services, on activities under this 

cooperative agreement. 

31. Unless authorized by the COPS Office, the recipient and its subrecipients and contractors will not 

disclose any project-related confidential information, including nonpublic, personally identifiable, or 

sensitive law enforcement information collected from interviews; peer-to-peer exchanges; direct 

observation note; data analysis; research; or working papers. The recipient will also ensure that its 

subrecipients and contractors properly safeguard and dispose of all project-related records in any 

format containing confidential information during and after performance to protect against the 

unauthorized access to or disclosure of such information. Any unauthorized disclosure of projectrelated confidential information or records may result in termination of the recipient’s—including its 

subrecipient’s and contractor’s—involvement in project activities. 

32. Obtain written approval from the COPS Office prior to adding any new subaward or subrecipient that 

was not previously included or identified in the last approved project budget. See 2 C.F.R. § 

200.308(c)(1)(vi). 

46 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

C. The recipient acknowledges the following: 

1. If any part of the funded project contains research or statistical activities that involve human subjects 

who are not covered by an exemption set forth in 28 C.F.R. § 46.101(b), the recipient must comply 

with the requirements in the U.S. Department of Justice’s common rule regarding the Protection of 

Human Subjects, 28 C.F.R. Part 46, including Institutional Review Board (IRB) approval and the 

appropriate assurances prior to the expenditure of federal funds to perform such activities. The 

recipient also agrees to comply with 28 C.F.R. Part 22 regarding the safeguarding of individually 

identifiable information collected from research participants. For general information on U.S. 

Department of Justice human subjects and privacy protections, please visit 

https://www.nij.gov/funding/humansubjects/Pages/welcome.aspx. 

2. Implementation of this award will be subject to federal monitoring, auditing, or evaluation and/or a 

single audit in accordance with 2 C.F.R. § 200.501. The recipient agrees to cooperate with such 

activities by providing access to and copies of, as appropriate, all project-related records, documents, 

and personnel. A recipient that expends $750,000 or more in federal funds (from all sources) during 

the recipient’s fiscal year must have a single audit conducted in accordance with 2 C.F.R. § 200.514, 

except when it elects to have a program-specific audit conducted in accordance with 2 C.F.R. § 

200.501(c). For-profit (commercial) entities should follow the dollar threshold in 2 C.F.R. § 200.501 in 

determining whether to conduct an audit in accordance with the Government Auditing Standards. 

3. Failure to comply with the terms and conditions of this award may result in legal sanctions including 

suspension and termination of funds, repayment of expended funds, and ineligibility to receive 

additional COPS Office funding. 

4. False statements or claims made in connection with COPS Office awards may result in fines, 

imprisonment, debarment from participating in federal awards or contracts, and any other remedy 

available by law to the Federal Government. 

D. Specific requirements 

At a minimum, the following specific requirements will be fulfilled by the recipient during the specified 

timeframe. 

[Tasks should include performance indicators. How will the performance be measured? What tasks must be 

accomplished to get the desired results/outcomes?] 

Task X. The recipient will participate in a project kick-off meeting. The meeting will address administrative and 

programmatic requirements, project objectives, expectations, roles and responsibilities, deliverables, timeline, 

budget, communication, and contact information. The kick-off meeting should include all key staff and 

working partners, and should be no more than 30 days after the award acceptance. [This task should be 

included in all CAs when it is applicable.] 

Task X. The recipient will submit conference approval request/reporting forms to the COPS Office a minimum 

of 90 days before the [specify meeting/conference] will occur and 45 days after the event ends. [This task 

should be included in all CAs when it is applicable.] 

Task X. The recipient should provide project updates on a monthly basis. Monthly updates will include status 

of all tasks and deliverables, challenges, successes, questions, budget expenditures, and when appropriate, 

metrics (such as number of participants, outreach distribution lists). The recipient will work with the program 

manager to determine the appropriate method for providing monthly updates. [This task should be included 

in all CAs when it is applicable.] 

47 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Task X. The recipient must create a marketing materials and dissemination plan for the project deliverables to 

enhance outreach. At a minimum, marketing materials will include social media posts, blast emails, and flyers. 

The COPS Office must approve all marketing materials prior to dissemination. Upon approval, the recipient will 

execute the strategy. [This task should be included in all CAs when it is applicable.] 

Task X. The recipient should develop at least one Community Policing Dispatch article for the COPS Office. This 

article related to the COPS Office–funded project will be done in collaboration with the program manager and 

will be subject to the review and approval of the COPS Office prior to publication. [This task should be included 

in all CAs when it is applicable.] 

Task X. The recipient will produce a standalone executive summary document(s) for [specify 

document/deliverables]. This document(s) is intended for use by law enforcement executives and others 

interested in an abridged version of the resource(s) developed under this award, and it will summarize the 

recipients’ work and highlight the major findings and recommendations. This document(s) will be subject to 

COPS Office review and approval. [This task should be included in all CAs when it is applicable. For example, it 

may not be applicable to training awards or when the documents produced are already 

abridged/summarized]. 

Task X. Work with the COPS Office and the program manager to address peer review, program manager, 

vetting, and other COPS Office staff comments regarding [specify products and deliverables]. 

E. Performance timeline and deliverables 

The following is a performance timeline for all deliverables and their due dates (based upon an award date of 

XX/XX/XXXX) that are considered to be significant in the performance of this cooperative agreement. One 

electronic copy of deliverable items will be delivered, and in accordance with the following schedule: 

Deliverables & Dates 

[List Project Deliverables and dates] 

All deliverable items will be furnished to the following: 

[Insert Program Manager] 

U.S. Department of Justice 

COPS Office 

[Division] 

145 N Street NE, 11th Floor 

Washington, DC 20530 

[insert contact information] 

F. Financial status reports 

The recipient must provide a quarterly report of actual expenditures related to project activity on a cumulative 

basis. Specifically, the recipient is required to submit quarterly Federal Financial Reports on the Standard Form 

425 (SF-425) within 30 days after the end of each quarter (January 1–March 31, April 1–June 30, July 1– 

September 30, and October 1–December 31). A final SF-425 is due within 90 days after the end of the award 

period. Recipients must submit the quarterly SF-425 online. Visit the COPS Office Agency Portal Login page at 

https://portal.cops.usdoj.gov/. 

48 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

G. Programmatic progress reports 

The recipient will provide semi-annual progress reports detailing project activity. Specifically, the recipient will 

submit progress reports through the COPS Office online progress reporting system in the frequency requested. 

These progress reports should be received by the COPS Office within 30 days of the end of the reporting 

period. The recipient will also submit a final progress report to the COPS Office within 90 days of the end of 

the award period. 

IV. Period of performance 

The period of performance of this cooperative agreement is XXX months from the cooperative agreement award 

start date (award period XX/XX/20XX to XX/XX/20XX). 

V. Financial administration 

A. Funding 

The total amount of federal funding to be provided under this cooperative agreement is stated on the award 

document, award congratulatory letter, and official Financial Clearance Memorandum (FCM). 

B. Travel 

All travel plans related to the cooperative agreement and to the development of the deliverables will be 

submitted to the program manager for review by the COPS Office. 

Travel costs for transportation, lodging and subsistence, and related items are allowable with prior approval 

from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. § 200.474. 

C. Consultant rates 

Unless otherwise approved by the COPS Office, approved consultant rates will be based on the salary a 

consultant receives from his or her primary employer, as applicable, up to $650 per day. For consultant or 

contractor rates that exceed $650 per day, the COPS Office requires written justification if the consultants or 

contractors are hired through a noncompetitive bidding process. Authorization requires submitting a detailed 

written justification of the consultant rate to the program manager. Specific and detailed written justification 

for each additional consultant must be submitted to, and approved by the COPS Office prior to obligation or 

expenditure of such funds. 

D. Project budget 

The approved project budget is incorporated herein and made a part of this cooperative agreement. For 

federal awards in excess of $250,000, any modification request involving the reallocation of funding between 

budget categories that exceed or are expected to exceed 10 percent of the total approved budget requires 

prior written approval by the COPS Office. See 2 C.F.R. § 200.308(e). Regardless of the federal award amount 

or budget modification percentage, any reallocation of funding is limited to approved budget categories. In 

addition, any budget modification that changes the scope of the project requires prior written approval by the 

COPS Office. See 2 C.F.R. § 200.308(c)(1)(i). 

In requesting a modification, the recipient will set forth the reasons and the basis for the proposed change and 

any other information deemed helpful for review by the COPS Office. Modifications are evaluated on a caseby-case basis. The COPS Office will not approve any modification request that results in an increase of federal 

funds. 

49 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

E. Payment 

All costs claimed for reimbursement and payment, including the final payment, must be submitted via the 

Grant Payment Request System (GPRS). 

F. No-cost extensions of time 

The recipient must provide a reasonable justification for delays in implementing this cooperative agreement 

to be granted a no-cost extension. A request for an extension of the award period to receive additional time to 

implement the funded program is at the discretion of the COPS Office. Such extensions do not provide 

additional funding. 

G. Employment 

The recipient acknowledges that nothing in this cooperative agreement creates an employment relationship 

with the COPS Office or with the Federal Government or to require provision of any benefits incident to 

employment. 

VI. Points of contact 

A. COPS Office program manager 

[Insert Program Manager] 

U.S. Department of Justice 

COPS Office 

[Division] 

145 N Street NE, 11th Floor 

Washington, DC 20530 

[insert contact information] 

B. Recipient project officer 

[Insert contact information, including phone number] 

VII. General provisions 

The recipient of record must follow all requirements imposed by the U.S. Department of Justice as an award 

term, condition, or administrative requirement of the award, including the applicable COPS Office Program 

Award Owner’s Manual; the COPS Office Assurances and Certifications; the COPS Office statute (34 U.S.C. § 

10381 et seq.); 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit 

Requirements for Federal Awards); the current edition of the COPS Office Grant Monitoring Standards and 

Guidelines; the COPS Office Editorial and Graphics Style Manual; and all other applicable program 

requirements, laws, orders, regulations, or circulars. 

Pursuant to Executive Order 13513, Federal Leadership on Reducing Text Messaging While Driving, the COPS 

Office encourages recipients of U.S. Department of Justice funds to adopt and enforce policies that ban text 

messaging while driving, and to establish workplace safety policies to decrease accidents caused by distracted 

drivers. 

50 
 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

VIII. Modifications 

The designated COPS Office program manager and recipient project officer (under section VI.A and VI.B) for 

their respective organizations have the authority to propose and approve any modifications to this 

cooperative agreement. Modifications to this cooperative agreement may be proposed at any time during the 

period of performance by either party and will become effective upon written approval by both parties. 

IX. Incorporation by reference; effective date 

By signing the award document, the responsible parties designated below have entered into this cooperative 

agreement, which is incorporated by reference into the award document. This cooperative agreement is 

effective as of the date that the last responsible party signs the award document. 

Phil Keith, Director 

Office of Community Oriented Policing Services 

[Insert Law Enforcement Executive/Program Official Name] 

[Insert Agency Name] 

[Insert Government Executive/Financial Official Name] 

[Insert Agency Name] 

Updated March 2020 

51 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

III. Procurement Process 

In general, recipients are required to procure funded items through open and free competition when feasible. For 

the purchase of equipment, technology, or services under a COPS Office award, recipients must follow their own 

policies and procedures on procurement as long as those requirements conform to the federal procurement 

requirements set forth in the uniform administrative requirements (2 C.F.R. §§ 200.317 – 200.326). Consistent with 

the uniform administrative requirements that prohibit procurement practices that restrict competition, recipients 

and subrecipients may not discriminate against any person or entity on the basis of a person or entity’s status as 

an “associate of the Federal Government” (or on the basis of a person or entity’s status as a parent, affiliate, or 

subsidiary of an associate of the Federal Government). The term “associate of the Federal Government” means 

any person or entity engaged or employed (in the past or at present) by or on behalf of the Federal Government as 

an employee, contractor, subcontractor, award recipient, subrecipient, agent, or otherwise. 

As described in the award condition titled “Sole Source Justification”, recipients are required to submit a sole 

source justification (SSJ) request to the COPS Office for noncompetitive procurements in excess of $250,000 prior 

to purchasing equipment, technology, or services; obligating funding for a contract; or entering into a contract 

with award funds. If submitting a sole source justification request to the COPS Office, please use the format 

described in the Sole Source Justification fact sheet in the appendices of this manual. 

If you have any questions regarding the federal requirements that guide procurement procedures, please contact 

your COPS Office Program Manager. 

For more information about COPS Office programs and resources, please call the COPS Office Response Center at 

800-421-6770 or visit the COPS Office online at www.cops.usdoj.gov. 

52 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

IV. Accessing Award Funds 

This section provides answers to payment-related questions, including all the information needed to provide 

access to request payments from your COPS awards. For assistance with financial management and award 

administration, please contact the COPS Office Response Center at 800-421-6770 or visit our website at 

www.cops.usdoj.gov. 

Payment method 

What method of payment is used? 

There is currently one payment system available for accessing federal award funds—the Grant Payment Request 

System (GPRS). GPRS is a web-based system that enables recipients to use a secure Internet connection to request 

funds. Approved payment requests will automatically be scheduled for payment by the United States Department 

of the Treasury through electronic funds transfer (EFT). The Automated Clearing House (ACH) is the primary system 

that agencies use for EFT. An award recipient will be able to review previous payment requests made since July 

2009. For more information regarding GPRS, please visit the following website: 

https://ojp.gov/about/offices/ocfogprs.htm. 

Setting up your account 

How do we set up a new GPRS account? 

If you are a new award recipient to the COPS Office, your organization should determine which authorized 

employee(s) will be responsible for requesting federal funds for your COPS Office awards through the GPRS 

system. The individual(s) selected must click on the following link and register with the GPRS system to become a 

drawdown specialist for your organization: https://grants.ojp.usdoj.gov/gprs/welcome. All individuals that need 

access to GPRS must register separately and create their own unique GPRS username account, as these accounts 

are not meant to be shared. 

Once you have been approved, you will receive an email containing a temporary password and information on 

how to use GPRS. Please note that part of the verification process may involve outreach to your Law Enforcement 

Executive, Government Executive, or other financial points of contact to validate the information that was 

provided during the registration process. Once you receive your temporary password, you should login to the GPRS 

website and change your temporary password to a permanent password. If you ever have an issue regarding your 

GPRS password, you have the option to utilize the “Forgot Password” link on the webpage. It will email you a new 

temporary password. 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. 

DOJ award recipients who already have active GPRS accounts for awards created in the OJP Grants Management 

System (GMS) may be instructed to consolidate usernames once their COPS GPRS username is approved and 

becomes active. For more information on GPRS username consolidation, please visit the following link: 

https://ojp.gov/about/pdfs/gprsjobaid.pdf. 

53 
How do we add an award to an existing GPRS account? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

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, you must contact the COPS 

Office GPRS Registration Desk. Please send your request via email to COPSGPRSRegistration@usdoj.gov and 

provide the following COPS Office award GPRS username information: 

• User name (for COPS Office awards) 

• First/last name 

• Vendor number (as listed on your award document) 

• Award number(s) to be added 

How do we fill out the payment enrollment forms? 

If you are a new award recipient to the COPS Office, your organization will need to complete an Automated 

Clearinghouse (ACH) Vendor/Miscellaneous Payment enrollment form (SF-3881). This form can be found on the 

COPS Office website at https://www.cops.usdoj.gov/pdf/ach_form_new.pdf. 

Prior to accessing your award funds, your organization must mail the original signed form to: 

Office of Justice Programs 

Office of the Chief Financial Officer 

810 Seventh Street NW 

Attn: Control Desk, Fifth Floor 

Washington, DC 20001 

Your organization must complete the “Payee/Company Information” section following the directions on the back 

of the form and also provide the award number (printed on the award document). Next, your financial institution 

must complete the “Financial Institution Information” section and have the appropriate financial official sign the 

form. 

If you are a recipient of a previous COPS Office award, you should already have filled out an ACH enrollment form. 

You will not be required to submit a new ACH enrollment form for the new award as long as your bank account 

information or OJP vendor number has not changed. If you have any questions, or wish to verify your ACH 

enrollment form information, please call the COPS Office Response Center at 800-421-6770 and ask to speak with 

your state assigned Financial Analyst. 

When should Federal Financial Reports be filed? 

Current regulations state that all COPS award recipients are required to submit their initial Federal Financial Report 

(FFR) using Standard Form 425 (SF-425) at the end of the period that includes the award start date, regardless of 

when the award was accepted, and thereafter, at the end of every calendar quarter, regardless of award activity. 

This report should reflect actual expenditures and unliquidated obligations incurred by your organization on a 

cumulative basis. You will not be able to make drawdowns from your GPRS account if the SF-425 report for the 

most recent reporting quarter is not on file with the COPS Office by the deadline date. Recipients are encouraged 

to submit their SF-425 reports via the Internet at https://portal.cops.usdoj.gov. 

54 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

For more information on how to complete and where to submit your quarterly SF-425 report, see the section in 

this manual titled “Reporting Requirements,” beginning on page 63. 

Filing the Federal Financial Report (SF-425) identifies your federal and local expenditures made during that calendar 

quarter. However, to receive actual payment, you must request it through GPRS. 

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 Office awards. This concept requires that your organization 

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 award funds on hand, except for advances not exceeding 10 days, as noted 

above. 

The Federal Government has four basic rules regarding advances. Advances can be terminated if the recipient 

1. is unwilling or unable to attain project goals; 

2. maintains excess cash on hand; 

3. does not adhere to the terms and conditions of the award; 

4. fails to submit reliable or timely reports. 

How often canwerequest reimbursement ofcosts? 

There are no limitations on how often your organization may request reimbursements; however, your 

reimbursement requests should cover a specific time frame and include only costs that were approved in the 

Financial Clearance Memorandum (FCM). As a general guideline, most agencies request reimbursement on a 

monthly or quarterly basis. Also, please note that a date range for a reimbursement request can only be used 

once. 

Can we earn interest on our award funds? 

For states, payments are governed by Treasury-State CMIA agreements and default procedures codified at 31 

C.F.R. Part 205 ‘‘Rules and Procedures for Efficient Federal-State Funds Transfers’’ and TFM 4A–2000 Overall 

Disbursing Rules for All Federal Agencies. 

For nonfederal entities other than states, payment methods must minimize the time between your drawdown of 

federal funds and your payment of award costs to avoid earning excess interest on your award funds. You must 

account for interest earned on advances of federal funds as follows: 

• The Office of Management and Budget (OMB) uniform guidance at 2 C.F.R. § 200.305(b)(9) states that interest 

earned on federal advance payments deposited in interest-bearing accounts up to $500 per year may be 

retained by the nonfederal entity for administrative expenses. 

55 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• Any interest earned on federal advance payments deposited in interest-bearing accounts that is in excess of 

$500 per year must be remitted annually to the Department of Health and Human Services Payment 

Management System (PMS) through an electronic medium using either Automated Clearing House (ACH) 

network or a Fedwire Funds Service payment. For detailed information on remittance, please see appendices 

for a full text of the electronic medium remittance options. 

• If you do not have access to an electronic medium option, then please make a check payable to “The 

Department of Health and Human Services” and mail the check to Treasury-approved lockbox: HHS Program 

Support Center, P.O. Box 530231, Atlanta, GA 30353-0231. (Please allow 4–6 weeks for processing of a 

payment by check to be applied to the appropriate Payment Management System (PMS) account). 

• Please notify your COPS Office Staff Accountant in the COPS Office Finance Business Unit when any interest 

that is earned is remitted to the Department of Health and Human Services, Payment Management System. 

Matching funds 

Under the COPS Office PASS Program, no local match is required. The COPS Office is funding 100 percent of the 

allowable items approved in your FCM. Any organization desiring to contribute additional funds to this project is 

encouraged to do so by reporting these funds on the SF-425 as a recipient share of expenditures (line 10j). 

56 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

V. Financial Record Maintenance 

As an award recipient under the COPS Office PASS Program, your organization is required to establish and maintain 

accounting systems and financial records to accurately account for funds awarded and disbursed. These records 

must include both federal funds and any local funds contributed to this project. 

Accounting systems and records 

What accounting systems are required? 

Your organization needs to establish and maintain accounting systems and financial records to accurately account 

for the funds awarded. 

As required by 2.C.F.R. § 200.62 (Internal control over compliance requirements for federal awards), your 

accounting system should be designed to provide reasonable assurance regarding the achievement of the 

following objectives for federal awards: 

• Transactions are properly recorded and accounted for in order to prepare reliable financial statements and 

federal reports and to maintain accountability over assets. 

• Transactions are executed in compliance with all applicable federal statutes, regulations, and the award terms 

and conditions. 

• Funds, property, and other assets are safeguarded against loss from unauthorized use or disposition. 

What records mustbe kept? 

Your organization’s fiscal control and accounting systems should enable you to make accurate, current, and 

complete disclosure of the financial activity under your PASS award. Your accounting records should contain 

information showing expenditures under the award and must be supported by items such as payroll records, time 

and attendance records, canceled checks, purchase orders, or similar documents. 

Your organization must adequately safeguard award funds and make sure that they are used for authorized 

purposes only. Your organization will be responsible for refunding any unallowable expenses. 

How long must records be kept? 

All financial records and supporting documents associated with your PASS award (including payroll, time and 

attendance records, canceled checks, and purchase orders) must be retained for a period of three years from the 

date of submission of the final expenditure report as stated in 2 C.F.R §C.F.R. § 200.333 (Retention requirements 

for records). 

Your organization should maintain records so that you can identify them by award year or by fiscal year, whichever 

you find more convenient. 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. Failure to 

maintain adequate records to document award expenditures may result in a requirement to repay all federal funds 

that cannot be supported with appropriate records. 

57 
What if we have more than one award? 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

If your organization has more than one COPS Office award or an award from another federal agency, funds 

received under one project may not be used to support another project without specific written authorization 

from the COPS Office, or in the case of an award from another agency, from both awarding agencies. Your 

accounting systems and financial records must reflect expenditures for each project separately. 

Who mayaccess our records? 

Authorized federal representatives, including representatives from the U.S. Department of Justice, the Comptroller 

General of the United States, the COPS Office, and any entity designated by the COPS Office may access these 

records for the purposes of conducting audits, site visits, or other examinations. 

58 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

VI. Federal Audit Requirements 

In addition to oversight by the COPS Office, your award may be subject to an audit by independent examiners. The 

two primary types of audit are Single Audit Act (SAA) audits and U.S. Department of Justice, Office of the Inspector 

General (OIG) audits. 

Single Audit Act (SAA) requirements 

What are the regulations governing SAA requirements? 

The Single Audit Act (SAA) of 1984 established uniform guidelines for state and local governments receiving federal 

financial assistance. The 1984 Act was amended in July 1996, was revised on June 27, 2003 and again on June 26, 

2007, and is effective for fiscal years after December 31, 2003, to reflect revised audit criteria and reporting 

requirements. The Office of Management and Budget (OMB) issued final guidance for 2 C.F.R. Part 200—Uniform 

Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance) on 

December 26, 2013. This guidance applies to all federal awards or funding increments awarded on or after 

December 26, 2014, and provides additional guidelines regarding the implementation of SAA requirements. 2 

C.F.R. Part 200, Subpart F – Audit Requirements, available at https://www.ecfr.gov/cgi-bin/textidx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl, establishes the requirements for organizational audits that 

apply to COPS Office award recipients. Recipients must arrange for the required organization-wide (not award-byaward) audit in accordance with the requirements of Subpart F. 

Who must have an SAA audit? 

A recipient that expends $750,000 or more during the recipient's fiscal year in federal awards must have a single 

audit conducted in accordance with 2 C.F.R. § 200.514 (Scope of audit) except when it elects to have a programspecific audit conducted in accordance with 2 C.F.R. § 200.501(c). An auditee may be a recipient, a subrecipient, or 

a vendor. 

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 an SAA audit is 

to express opinions on the recipient’s financial statements, internal controls, major and nonmajor award 

programs, and compliance with government laws and regulations. Single Audits may also address specific 

compliance issues with respect to COPS Office award requirements. 

In cases of continued inability or unwillingness to have an audit conducted in accordance with this part, federal 

agencies and pass-through entities must take appropriate action as provided in §200.338 Remedies for 

noncompliance. See 2 C.F.R. § 200.505. 

These sanctions under 2 C.F.R. § 200.338 could include the following: 

• Temporarily withholding cash payments pending correction of the deficiency by the nonfederal entity or more 

severe enforcement action by the federal awarding agency or pass-through entity. 

• Disallowing (that is, denying both use of funds and any applicable matching credit for) all or part of the cost of 

the activity or action not in compliance. 

• Wholly or partly suspending or terminating the federal award. 

59 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• Initiating suspension or debarment proceedings as authorized under 2 C.F.R. part 180 and federal awarding 

agency regulations (or in the case of a pass-through entity, recommending such a proceeding be initiated by a 

federal awarding agency). 

• Withholding further federal awards for the project or program. 

• Taking other remedies that may be legally available. 

Your SAA reports should not be sent to the COPS Office. 

If the U.S. Department of Justice is your cognizant federal agency (see the Glossary of Terms in the appendices), 

they should be sent to the Federal Audit Clearinghouse at: 

Federal Audit Clearinghouse 

Bureau of Census 

1201 East 10th Street 

Jeffersonville, IN 47132 

The U.S. Department of Justice, Office of Justice Programs (OJP) serves as the liaison between recipients and 

auditors in the conduct of resolving and closing SAA audits. Questions and comments regarding SAA audits may be 

directed to the COPS Office Response Center at 800-421-6770. 

Office of Inspector General (OIG) recipient audits 

What is the role of the OIG for award audits? 

The OIG is a separate component of the U.S. Department of Justice and is independent of the COPS Office. The 

primary objective of OIG recipient audits is to assess compliance with award terms and conditions. OIG audits are 

designed to prevent fraud, waste, and abuse of federal funds. The OIG audit process promotes efficiency and 

effectiveness in the administration and implementation of awards by evaluating compliance with the terms and 

conditions of awards. 

How are COPS Office awards selected for an OIG audit? 

The OIG randomly selects awards to be audited or may conduct a COPS Office recipient audit in response to a 

referral that the OIG believes warrants further evaluation. The OIG also surveys DOJ award-making agencies on an 

annual basis to solicit input on suggested audit areas for the upcoming fiscal year. In most instances, however, the 

OIG generally selects awards to be audited based on a number of factors, including the geographical distribution of 

awards funded, award amount, population served, award status (active and expired), and type of award (hiring 

and nonhiring). As such, the fact that a recipient has been selected for an OIG audit is not necessarily indicative of 

a suspected concern or problem area. 

60 
What are the steps in an OIG audit? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

The COPS Office Grant Monitoring Division’s Audit Liaison Section serves as the liaison between recipients and the 

OIG’s Audit Division, which conducts the audit. The OIG steps in the audit process will determine the interactions 

between the OIG, the recipient, and the COPS Office Grant Monitoring Division Audit Liaison Section: 

• Call for award data. The OIG requests award documentation from the COPS Office. 

• Entrance conference. The OIG schedules to meet with the recipient to gather documentation and conduct 

audit. 

• Draft audit report. The OIG reviews documentation and presents initial recommendations (findings) to the 

recipient and copies the COPS Office. The COPS Office interacts with the recipient to coordinate any 

repayments and/or policy or procedure documents to be submitted to the OIG before release of the Final 

Audit Report. 

• Final audit report. The OIG has completed its direct interaction with the recipient. The COPS Office directs the 

recipient to formulate a Corrective Action Plan to address recommendations (findings). As each 

recommendation is successfully addressed by the recipient, the COPS Office requests closure on the 

recommendation. 

• Closing the audit. When all recommendations have been closed, the COPS Office requests closure on the audit 

from the OIG and notifies the recipient that the audit is closed. 

If you have any questions regarding an OIG audit, please contact the COPS Office Grant Monitoring Division’s Audit 

Liaison Section via the COPS Office Response Center at 800-421-6770. Questions and comments regarding the 

administration of your COPS Office PASS award, not specifically related to an audit, should be referred to your 

COPS Office Program Manager. 

Typical audit findings 

The OIG has typically reported the following audit findings pertaining to awards as a result of lack of proper 

documentation, poor business practices, or inadequate accounting and record keeping systems: 

• Unallowable costs. Recipient incurred costs that were not approved in the original budget or a budget 

modification, were in excess of the approved budget, or were charged to the award after the expiration date 

and an award extension was not obtained. 

• Unsupported costs. Specific award expenditures and reimbursements could not be supported by adequate 

documentation (including but not limited to receipts or purchase orders), that may have been allowable under 

the program, but for which no prior written approval was obtained from the COPS Office , or award 

expenditures were in excess of actual approved award costs. 

• Lack of complete/timely programmatic and financial reporting. Recipient failed to submit required 

programmatic and financial reports in a timely manner and/or had inadequate record keeping systems. 

• Funds to better use. Funds could be used more efficiently based on management actions such as reductions in 

outlays; deobligation of funds; withdrawal; costs not incurred by implementing recommended improvements; 

and other identified savings. 

61 
 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• Questioned costs. Costs that are questioned by the auditor because of an audit finding which resulted from a 

violation or possible violation of a provision of law, regulation, award terms and conditions, or other 

document governing the use of federal funds; or because costs incurred appear unreasonable and do not 

reflect the actions a prudent person would take under the same circumstances; or because costs at the time of 

the audit are not supported by adequate documentation. 

• Policy and procedure. Weaknesses are identified in a recipient’s accounting practices, fiscal stewardship, 

accuracy of data used in the development of the award applications, and/or inventory controls that led to the 

recommendation cited in the audit. The recipient is required to develop or revise policies and/or procedures 

consistent with their existing practices and submit to the COPS Office to forward to the OIG to close the 

recommendation. 

After the final OIG audit report has been issued, the COPS Office Grant Monitoring Division’s Audit Liaison Section 

will continue working as the liaison between your organization and the OIG to obtain closure on any audit findings. 

The COPS Office will issue a closure letter once all audit recommendations have been closed by the OIG. You must 

keep all documentation related to the audit for a period of three years following the audit’s closure. 

62 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

VII. Reporting Requirements 

As a PASS award recipient, your organization will be required to submit quarterly Federal Financial Reports as well 

as semi-annual Programmatic Progress Reports. Awarded organizations should be prepared to track and report 

PASS award funding separately from all other funding sources (including other COPS Office awards) to ensure 

accurate financial and programmatic reporting on a timely basis. Your organization should ensure that you have 

adequate financial internal controls in place to monitor the use of all funding, and also to ensure that its use is 

consistent with the award terms and conditions. Good stewardship in this area includes written accounting 

practices, use of an accounting system that adequately tracks all award drawdowns and expenditures, and has the 

ability to track when COPS Office award–funded positions are filled or approved purchases are made. Failure to 

submit complete reports or submit them in a timely manner may result in the suspension and possible termination 

of your agency’s COPS Office award funding or other remedial actions. 

Federal Financial Reports 

Your organization is required to submit a quarterly Federal Financial Report (FFR) using Standard Form 425 (SF425) within 30 days after the end of each calendar quarter. A final SF-425 will be due within 90 days after the end 

of the award period. This report reflects the actual cumulative federal expenditures incurred during the funding 

period and the remaining unobligated balance of federal funds. Under federal regulations, your organization is not 

permitted to draw down federal funding for costs incurred after the official award end date; however, you will 

have a 90-day grace period after the award end date during which you can draw down funds for eligible 

expenditures incurred before the award end date. 

How do we file Federal Financial Reports? 

All COPS Office award recipients are required to submit quarterly Federal Financial Reports using the SF-425. 

Recipients are strongly encouraged to submit the quarterly SF-425 online. Visit the COPS Office Agency Portal 

website at https://portal.cops.usdoj.gov to log in; once you are logged in, select “Applications” from the agency 

portal menu, click on the “SF-425” icon, and follow the instructions to complete and submit your reports. The 

online SF-425 requires the same reporting information as the paper version. The use of this online application 

enables authorized users to view past reports and allows them to file or amend the SF-425 for the current quarter. 

Please see the Agency Portal User Manual at https://cops.usdoj.gov/pass#programdocuments for detailed 

instructions on federal financial reports. 

If you do not have login access, you should contact your COPS Agency Portal Administrator to set up an account for 

you. If you have a registered account but do not remember your password, you may reset your password by going 

to the agency portal homepage in “Account Access,” entering your email address, and clicking on the “Forgot 

Password” link. If you do not have your user name or password, please contact the COPS Office Response Center 

by phone at 800-421-6770 (from Monday through Friday between 9:00 AM and 5:00 PM Eastern time) or by email 

at AskCopsRC@usdoj.gov. 

When are Federal Financial Reports due? 

An SF-425 report must be submitted for each COPS Office award at the end of every calendar quarter and no later 

than 30 days after the last day of each reporting period, as detailed in table 1 on page 64. 

63 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Table 1. Due dates of SF-425 by quarter 

Reporting quarter SF-425 due date 

January 1–March 31 

April 1–June 30 

July 1–September 30 

October 1–December 31 

April 30 

July 30 

October 30 

January 30 

For your initial SF-425 submission, determine when the SF-425 reporting period that includes your award start 

date ended and complete an SF-425 to cover the period from the award start date to the end of that period 

(regardless of when the award was accepted). You are required to submit an SF-425 even if you have not spent any 

money or incurred any costs during a reporting period. The due dates for online filing of SF-425 reports are the 

same as for the submission of paper copies. 

Example: 

If your award start date is 09-01-20 and the current date is 11-15-20, then your first SF-425 would be due no later 

than 10-30-20 and would cover the period 09-01-20 (award start date) through 09-30-20 (end of the initial 

reporting quarter for this award). This SF-425 must be on file with the COPS Office before the submission deadline 

so that you can avoid being delinquent and successfully complete a drawdown of funds through GPRS (submit 

report as soon as you accept the award and have access to the COPS Agency Portal). 

Award recipients who do not submit an SF-425 report by the due date each quarter will be unable to draw down 

funds. The payment system contains a function which checks for SF-425 delinquency and will reject a drawdown 

attempt if the SF-425 is not current. Subsequent outreach through email, fax, or hard copy reminders may be sent 

to the recipient if the SF-425 is delinquent. 

For general information concerning online filing of SF-425 reports, go to www.cops.usdoj.gov or contact the COPS 

Office Response Center by phone at 800-421-6770 or by email at AskCopsRC@usdoj.gov. 

For assistance in completing the SF-425, contact the COPS Office Response Center at 800-421-6770 or by email at 

AskCopsRC@usdoj.gov or review the “Helpful Hints Guide for Completing the Federal Financial Report (SF-425)” at 

https://cops.usdoj.gov/pass#programdocuments. 

How will award funds be monitored? 

The COPS Office and designated representatives from the Office of the Chief Financial Officer, Office of Justice 

Programs monitor the financial aspects of your agency’s award through financial reports, on-site visits, officebased award reviews, meetings, telephone contacts, reports, audits, reviews of award change requests, and 

special request submissions. 

Program Progress Reports 

Semi-annual Program Progress Reports and a Final Program Progress (Closeout) Report are required to be 

submitted directly to the COPS Office through the “Account Access” tab of the COPS Office website at 

https://portal.cops.usdoj.gov. 

64 
How do we file a Program Progress Report? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Please access the COPS Office website at https://portal.cops.usdoj.gov and click on the “Account Access” tab and 

“Agency Portal Login” will appear. Once you are logged in, select “Applications” from the agency portal menu, click 

on the “Progress Report” icon, and follow the instructions to complete your report(s). Please see the Agency Portal 

User Manual at https://cops.usdoj.gov/pass#programdocuments for detailed instructions on federal financial 

reports. 

How do we obtain online access to complete the Program Progress Report? 

If you do not have your user name and/or password, please go to the COPS Office website at 

https://www.cops.usdoj.gov and select the “Reset Your Password” link. If your agency has not registered with the 

COPS Office and you are the administrative contact for your agency, please select the “Register Your Agency” link. 

If you have changes in executives or officials and cannot make updates in Agency Portal, please complete the 

Change of Information form. For all other related problems, please email the COPS Office Response Center at 

askCopsRC@usdoj.gov or contact the COPS Office Response Center by phone at 800-421-6770 (Monday through 

Friday between 9:00 a.m. and 5:00 p.m. Eastern time). 

Semiannual Program Progress Reports and a Final Program Progress (Closeout) Report are required to be 

submitted directly to the COPS Office through the “Account Access” tab of the COPS Office website at 

https://portal.cops.usdoj.gov. 

Do we need to request a Program Progress Report? 

No. Notification of Semiannual Progress Report collection will be sent to award recipients in the months of March 

and August. The information provided in the progress report will cover all your COPS Office award activities for the 

preceding calendar six months; the report is due 30 days after the notification is sent. 

When are Program Progress Reports due? 

Effective January 1, 2020, the COPS Office is changing the existing, quarterly programmatic progress report cycle to 

a new semiannual submission, which will be due March 30 and August 30. See table 2. 

Table 2. Due dates of Program Progress Reports by semiannual dates 

Reporting Period Program Progress Report due date 

August 1–February 28 March 31 

March 1–July 31 August 31 

What kind of information will these reports require? 

You may call a Progress Report Information Specialist at 800-659-7379 for any assistance, including if you need to 

correct a mistake or make any other changes. 

65 
What if we make a mistake or need to modify the report after it is submitted? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Recipients may need to make a change or may be asked by a subsequent COPS Office reviewer to make a 

correction to a submission. The recipient can update the submission by logging on to the COPS Office website or by 

calling the COPS Office Progress Report Team at 800-659-7379. 

Will the data that we submit be publicly available? 

Program Progress Reports submitted to the COPS Office may be reported publicly in response to a Freedom of 

Information Act (FOIA) request. 

If your agency has any questions regarding the submission of these required reports, please call the COPS Office 

Progress Report Team at 800-659-7379. 

In addition, please visit https://cops.usdoj.gov/complianceandreporting to review progress report FAQs and new 

questions that have been added to the report. 

Contact points to obtain technical assistance and report violations 

Any alleged violations, serious irregularities, or acts that may result in the use of public funds in a manner 

inconsistent with the Public Safety Partnership and Community Policing Act of 1994 or the purposes of this award 

may be reported to the U.S. Department of Justice. Furthermore, the COPS Office welcomes the opportunity to 

provide assistance regarding the implementation of award provisions to help ensure that federal award funds are 

spent responsibly. As such, the following contacts are provided to address noncompliance and technical assistance 

issues: 

• If you suspect violations of a criminal nature, please contact the U.S. Department of Justice, Office of the 

Inspector General (OIG) at www.oig.justice.gov/hotline, OIG.hotline@usdoj.gov, or 800-869-4499. 

• If you suspect award violations (not criminal in nature) related to the award conditions listed in this manual, 

please contact the COPS Office Grant Monitoring Division at 800-421-6770. 

• If you have any questions or need assistance regarding your award, please contact your COPS Office Program 

Manager via the COPS Office Response Center at 800-421-6770. 

66 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

VIII. When the Award Period Has Ended 

At the end of your organization’s PASS award period, the COPS Office is responsible for the closeout of your award. 

As part of this process, the COPS Office requires documentation demonstrating that your organization has met all 

of the programmatic and financial requirements of the award. 

After the end of the award period, your organization will be asked to submit a Final Federal Financial Report (SF425) and any applicable final programmatic progress reports. 

Final Federal Financial Report (SF-425) 

The final Federal Financial Report (SF-425) for your award is due to the COPS Office no later than 90 days after the 

end date of the award period. To avoid being delinquent and having your funds frozen, you must submit an SF-425 

report within the 30 day grace period, even if your final SF-425 is not due yet. You can revise that report to reflect 

your final actual costs and revise the status as final no later than 90 days after the end date of the award period. 

The final report should reflect the total amount of allowable federal expenditures that were incurred during the 

life of the award, as well as the amount of unobligated funds remaining, if any. The federal funds expended should 

reflect only the actual allowable costs incurred relative to the specific program requirements for that award. In 

addition, once you have completed your final drawdown, this report should reconcile with the total amount of 

federal funds drawn down by your agency. The final SF-425 should also include the required minimum total 

amount of local (recipient) cash match contributed, if applicable. 

When should all of the award monies be spent? 

Award funds reflecting allowable project costs must be obligated before the end of the award period. Obligated 

funds cover monies spent, and expenses incurred but not yet paid, for any approved items listed on the FCM. Your 

agency has up to 90 days after the end of the award period to pay for eligible expenses previously incurred, and to 

request reimbursement for any remaining eligible balance. You cannot list an accrual on your final SF-425. Request 

an extension if you will not be able to pay for any obligations within the time frames listed above. 

Please be advised that 2 C.F.R. § 200.343(a) requires recipients to submit final SF-425s and 2 C.F.R. § 200.343(b) 

requires recipients to draw down the final reimbursement for expended funds within 90 days after the expiration of 

the award. In addition, be advised that failure to complete the drawdown of funds within the 90-day period 

following award expiration will result in the forfeiture of the remaining eligible balance. 

It is possible that your organization may have unobligated and unspent award funds remaining in your account 

following the award period due to an overestimate of item costs during the application period. Your organization 

should review its records carefully to ensure that it draws down and expends only the amount required for actual 

costs incurred during the award period. Any remaining unobligated or unspent funds should remain in your 

account, and will be deobligated during the closeout process. 

67 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Final Program Progress (Closeout) Report 

After your award period has ended, your organization may be sent a final progress or closeout report from the 

COPS Office and asked to complete it. This report will serve as your agency’s final programmatic report on the 

award, and the information your organization provides in this report will be used to make a final assessment of 

your award progress. 

Equipment d isposition 

Each recipient must use any equipment funded through a COPS Office award for approved award-related purposes 

and must retain the equipment for the life of the award. After the conclusion of the award period, property 

records must be maintained by the recipient. The records should include a description of the property; a serial 

number or other identification number; the source of the property; the name of the person or entity that holds the 

title; the acquisition date and cost of the property; the percentage of federal participation in the cost of the 

property; the location, use, and condition of the property; and any ultimate disposition data, including the date of 

disposal and sale price of the property. A control system must be developed to ensure adequate safeguards to 

prevent loss, damage, or theft of the property. 

When the award has expired and original or replacement equipment obtained under the award is no longer 

needed for the original project or for other activities currently or previously supported by a federal agency, 

disposition of the equipment shall be made as follows: 

Items of equipment with a current per-unit fair market value of $5,000 or less may be retained, sold, or otherwise 

disposed of with no further obligation to the awarding agency. 

Items of equipment with a current per-unit fair market value in excess of $5,000 may be retained or sold and the 

awarding agency is entitled to an amount calculated by multiplying the current market value or proceeds from sale 

by the awarding agency’s federal share in the cost of the original purchase. 

For more information, please see 2 C.F.R. § 200.313. 

68 
 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

IX. Conclusion 

We hope that this manual has assisted you and your organization with your award questions. We welcome and 

encourage any comments you have regarding the COPS Office PASS Program and the materials we have developed 

for its administration. If you have specific comments regarding this manual or have any questions about your 

award, please call your COPS Office Program Manager or the COPS Office Response Center at 800-421-6770. 

Pursuant to Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” the COPS 

Office encourages recipients of U.S. Department of Justice funds to adopt and enforce policies that ban text 

messaging while driving and to establish workplace safety policies to decrease crashes caused by distracted 

drivers. 

In addition, pursuant to Executive Order 13043, “Increasing Seat Belt Use in the United States,” the COPS Office 

encourages recipients of U.S. Department of Justice funds to adopt and enforce on-the-job seat belt policies and 

programs for their employees when operating company-owned, rented, or personally owned vehicles. 

69 
 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendices 

Appendix A. List of source documents 

A. Primary Sources 

Public Safety Partnership and Community Policing Act of 1994, 34 U.S.C. § 10381 et seq. 

B. Secondary Sources 

Code ofFederal Regulations (CFR)/Office of Management andBudget (OMB): 

2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal 

Awards) as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101 

4 C.F.R. Parts 101-105, U.S. Department of Justice/Government Accountability Office, “Joint Federal Claims 

Collections Standards” 

5 C.F.R. Part 1320, “Controlling Paperwork Burdens on the Public” 

5 C.F.R. Part 151, “Political Activity of State and Local Officers or Employees” 

28 C.F.R. Part 23, “Criminal Intelligence Systems Operating Policies” 

28 C.F.R. Part 61, “Procedures for Implementing the National Environmental Policy Act” 

28 C.F.R. Part83, “Government-Wide Requirements for Drug-Free Workplaces (Grants)” 

28 C.F.R. Part 69, “New Restrictions on Lobbying” 

31 C.F.R. Part 205, ”Rules and Procedures for Efficient Federal-State Funds Transfers” 

OMB Circular A-129, ”Policies for Federal Credit Programs and Non-Tax Receivables” 

48 C.F.R. Part 31 (Federal Acquisition Regulation), ”Contract Cost Principles and Procedures” 

Executive Orders: 

Executive Order 12291, “Regulations” 

Executive Order 12372, 28 C.F.R. Part 30, “Intergovernmental Review of Federal Programs” 

Executive Order 12547, “Non-Procurement Debarments and Suspension” 

Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” 

Executive Order 13043, “Increasing Seat Belt Use in the United States” 

70 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix B. Assurances and Certifications 

U.S. Department of Justice Certified Standard Assurances 

On behalf of the Applicant, and in support of this application for a grant or cooperative agreement, I certify under 

penalty of perjury to the U.S. Department of Justice ("Department"), that all of the following are true and correct: 

(1) I have the authority to make the following representations on behalf of myself and the Applicant. I understand 

that these representations will be relied upon as material in any Department decision to make an award to the 

Applicant based on its application. 

(2) I certify that the Applicant has the legal authority to apply for the federal assistance sought by the application, 

and that it has the institutional, managerial, and financial capability (including funds sufficient to pay any 

required non-federal share of project costs) to plan, manage, and complete the project described in the 

application properly. 

(3) I assure that, throughout the period of performance for the award (if any) made by the Department based on 

the application--

a. the Applicant will comply with all award requirements and all federal statutes and regulations applicable to 

the award; 

b. the Applicant will require all subrecipients to comply with all applicable award requirements and all 

applicable federal statutes and regulations; and 

c. the Applicant will maintain safeguards to address and prevent any organizational conflict of interest, and 

also to prohibit employees from using their positions in any manner that poses, or appears to pose, a 

personal or financial conflict of interest. 

(4) The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by 

the Department based on the application specifically include statutes and regulations pertaining to civil rights 

and nondiscrimination, and, in addition--

A. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of 

the Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 

794); section 901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age 

Discrimination Act of 1975 (42 U.S.C. § 6102); 

b. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section 

809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); section 

1407(e) of the Victims of Crime Act of 1984 (34 U.S.C. § 20110(e)); section 299A(b) of the Juvenile Justice 

and Delinquency Prevention Act of 2002 (34 U.S.C. § 11182(b)); and that the grant condition set out at 

section 40002(b)(13) of the Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will apply to all 

awards made by the Office on Violence Against Women, also may apply to an award made otherwise; 

c. the Applicant understands that it must require any subrecipient to comply with all such applicable statutes 

(and associated regulations); and 

d. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204. 

(5) The Applicant also understands that (in addition to any applicable program-specific regulations and to 

applicable federal regulations that pertain to civil rights and nondiscrimination) the federal regulations 

applicable to the award (if any) made by the Department based on the application may include, but are not 

limited to, 2 C.F.R. Part 2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality 

- research and statistical information), 23 (criminal intelligence systems), 38 (regarding faith-based or religious 

organizations participating in federal financial assistance programs), and 46 (human subjects protection). 

71 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

(6) I assure that the Applicant will assist the Department as necessary (and will require subrecipients and 

contractors to assist as necessary) with the Department's compliance with section 106 of the National Historic 

Preservation Act of 1966 (54 U.S.C. § 306108), the Archeological and Historical Preservation Act of 1974 (54 

U.S.C. §§ 312501-312508), and the National Environmental Policy Act of 1969 (42 U.S.C. §§ 4321-4335), and 28 

C.F.R. Parts 61 (NEPA) and 63 (floodplains and wetlands). 

(7) I assure that the Applicant will give the Department and the Government Accountability Office, through any 

authorized representative, access to, and opportunity to examine, all paper or electronic records related to the 

award (if any) made by the Department based on the application. 

(8) I assure that, if the Applicant is a governmental entity, with respect to the award (if any) made by the 

Department based on the application--

A. it will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions 

Act of 1970 (42 U.S.C. §§ 4601-4655), which govern the treatment of persons displaced as a result of 

federal and federally-assisted programs; and 

B. it will comply with requirements of 5 U.S.C. §§ 1501-1508 and 7324-7328, which limit certain political 

activities of State or local government employees whose principal employment is in connection with an 

activity financed in whole or in part by federal assistance. 

(9) If the Applicant applies for and receives an award from the Office of Community Oriented Policing Services 

(COPS Office), I assure that as required by 34 U.S.C. § 10382(c)(11), it will, to the extent practicable and 

consistent with applicable law—including, but not limited to, the Indian Self-Determination and Education 

Assistance Act—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, as 

provided under 34 U.S.C. § 10382(c)(11). 

(10) If the Applicant applies for and receives a DOJ award under the STOP School Violence Act program, I assure as 

required by 34 U.S.C. § 10552(a)(3), that it will maintain and report such data, records, and information 

(programmatic and financial) as DOJ may reasonably require. 

I acknowledge that a materially false, fictitious, or fraudulent statement (or concealment or omission of a material 

fact) in this certification, or in the application that it supports, may be the subject of criminal prosecution (including 

under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and the Applicant 

to civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. §§ 3729-3730 

and 3801-3812). I also acknowledge that the Department’s awards, including certifications provided in connection 

with such awards, are subject to review by the Department, including by its Office of the Inspector General. 

Signature of Law Enforcement Executive/Agency Executive Date 

(For your electronic signature, please type in your name) 

Signature of Government Executive/Financial Official Date 

(For your electronic signature, please type in your name) 

72 
U.S. Department of Justice Certifications Regarding Lobbying; Debarment, Suspension 

and Other Responsibility Matters; And Drug-Free Workplace Requirements 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Applicants should refer to the regulations cited below to determine the certification to which they are required to 

attest. Applicants should also review the instructions for certification included in the regulations before completing 

this form. The certifications shall be treated as a material representation of fact upon which reliance will be placed 

when the U.S. Department of Justice (“Department”) determines to award the covered transaction, grant, or 

cooperative agreement. 

1. LOBBYING 

As required by 31 U.S.C. § 1352, as implemented by 28 C.F.R. Part 69, the Applicant certifies and assures (to 

the extent applicable) the following: 

i. No Federal appropriated funds have been paid or will be paid, by or on behalf of the Applicant, 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, or 

the extension, continuation, renewal, amendment, or modification of any Federal grant or 

cooperative agreement; 

ii. If the Applicant’s request for Federal funds is in excess of $100,000, and 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 Applicant shall complete and submit Standard Form - LLL, “Disclosure of 

Lobbying Activities” in accordance with its (and any DOJ awarding agency’s) instructions; and 

iii. The Applicant shall require that the language of this certification be included in the award documents 

for all subgrants and procurement contracts (and their subcontracts) funded with Federal award 

funds and shall ensure that any certifications or lobbying disclosures required of recipients of such 

subgrants and procurement contracts (or their subcontractors) are made and filed in accordance with 

31 U.S.C. § 1352. 

2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS 

A. Pursuant to Department regulations on nonprocurement debarment and suspension implemented at 2 

C.F.R. Part 2867, and to other related requirements, the Applicant certifies, with respect to prospective 

participants in a primary tier “covered transaction,” as defined at 2 C.F.R. § 2867.20(a), that neither it nor 

any of its principals— 

i. is 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. has within a three-year period preceding this application been convicted of a felony criminal violation 

under any Federal law, or been convicted or had a civil judgment rendered against it for commission 

of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a 

public (Federal, State, tribal, or local) transaction or private agreement or transaction; violation of 

Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, 

falsification or 

73 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

destruction of records, making false statements, tax evasion or receiving stolen property, making 

false claims, or obstruction of justice, or commission of any offense indicating a lack of business 

integrity or business honesty that seriously and directly affects its (or its principals’) present 

responsibility; 

iii. is presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, 

State, tribal, or local) with commission of any of the offenses enumerated in paragraph (b) of this 

certification; and/or 

iv. has within a three-year period preceding this application had one or more public transactions 

(Federal, State, tribal, or local) terminated for cause or default. 

B. Where the Applicant is unable to certify to any of the statements in this certification, it shall attach an 

explanation to this application. Where the Applicant or any of its principals was convicted, within a threeyear period preceding this application, of a felony criminal violation under any Federal law, the Applicant 

also must disclose such felony criminal conviction in writing to the Department (for OJP Applicants, to OJP 

at Ojpcompliancereporting@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for 

COPS Applicants, to COPS at AskCOPSRC@usdoj.gov), unless such disclosure has already been made. 

3. FEDERAL TAXES 

A. If the Applicant is a corporation, it certifies either that (1) the corporation has no unpaid Federal tax 

liability that has been assessed, for which all judicial and administrative remedies have been exhausted or 

have lapsed, that is not being paid in a timely manner pursuant to an agreement with the authority 

responsible for collecting the tax liability, or (2) the corporation has provided written notice of such an 

unpaid tax liability (or liabilities) to the Department (for OJP Applicants, to OJP at 

Ojpcompliancereporting@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for COPS 

Applicants, to COPS at AskCOPSRC@usdoj.gov). 

B. Where the Applicant is unable to certify to any of the statements in this certification, it shall attach an 

explanation to this application. 

4. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) 

As required by the Drug-Free Workplace Act of 1988, as implemented at 28 C.F.R. Part 83, Subpart F, for 

grantees, as defined at 28 C.F.R. §§ 83.620 and 83.650: 

A. The Applicant certifies and assures 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 its 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 Applicant’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; 

iii. Making it a requirement that each employee to be engaged in the performance of the award be given 

a copy of the statement required by paragraph (a); 

iv. Notifying the employee in the statement required by paragraph (a) that, as a condition of 

employment under the award, the employee will— 

a. Abide by the terms of the statement; and 

b. Notify the employer in writing of the employee’s conviction for a violation of a criminal drug 

statute occurring in the workplace no later than five calendar days after such conviction; 

74 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

v. Notifying the Department, in writing, within 10 calendar days after receiving notice under 

subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. 

Employers of convicted employees must provide notice, including position title of any such convicted 

employee to the Department, as follows: 

For COPS award recipients - COPS Office, 145 N Street, NE, Washington, DC, 20530; 

For OJP and OVW award recipients - U.S. Department of Justice, Office of Justice Programs, 

ATTN: Control Desk, 810 h Street, N.W., Washington, D.C. 20531. 

Notice shall include the identification number(s) of each affected award; 

vi. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 

(d)(2), 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; and 

vii. Making a good faith effort to continue to maintain a drug-free workplace through implementation of 

paragraphs (a), (b), (c), (d), (e), and (f). 

5. COORDINATION REQUIRED UNDER PUBLIC SAFETY AND COMMUNITY POLICING PROGRAMS 

As required by the Public Safety Partnership and Community Policing Act of 1994, at 34 U.S.C. § 10382(c)(5), if 

this application is for a COPS award, the Applicant certifies that there has been appropriate coordination with 

all agencies that may be affected by its award. Affected agencies may include, among others, Offices of the 

United States Attorneys; State, local, or tribal prosecutors; or correctional agencies. 

I acknowledge that a materially false, fictitious, or fraudulent statement (or concealment or omission of a material 

fact) in this certification, or in the application that it supports, may be the subject of criminal prosecution 

(including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and 

the Applicant to civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 

§§ 3729-3730 and 3801-3812). I also acknowledge that the Department’s awards, including certifications provided 

in connection with such awards, are subject to review by the Department, including by its Office of the Inspector 

General. 

Signature of Law Enforcement Executive/Agency Executive Date 

(For your electronic signature, please type in your name) 

Signature of Government Executive/Financial Official Date 

(For your electronic signature, please type in your name) 

75 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix C. Conference and Event Guidance 

Conference and Event Approval, Planning, and Reporting FAQ 

Prior Approval 

i. Approximately how long should it take to adequately complete the Conference & Events 

Submission form? 

The amount of time required to adequately complete the Conference & Events Submission Form will vary 

depending on the complexity of the proposed event. A small event (in terms of number of attendees, 

total cost, etc.) may require only an hour or two to complete the form because the event is basic/routine 

and data are not required in all of the available categories. On the other hand, a large event (in terms of 

number of attendees, multiple sessions occurring at the same time, etc.) may require several hours or 

days depending on the amount of required data (categories) and level of justification needed to support

the event. Regardless of the size of any event, the supporting justification should be sufficient to support

the agency’s mission for conducting the event. 

ii. Which types of events do not require prior approval? 

Currently there are six types of events that do not require prior approval: 

a. Conferences held by grant recipients. (Note: Conferences held by cooperative 

agreement recipients do require prior approval.) 

b. Law enforcement operational activities, including staging, surveillance, investigation, 

intelligence, and undercover activities. 

c. Routine operational meetings (e.g., staff meetings or all-hands meetings) if held in a 

federal facility, if held by cooperative agreement recipients in a non-federal facility that 

does not charge for its use, and if there are neither costs to the DOJ for logistical 

conference planning nor government-provided food or beverages. In all three of these 

instances, the answer to all the questions on the Prior Approval Not Required Checklist 

must be “No.” Site visits are considered routine operational meetings regardless of 

location so long as there are no costs to the DOJ for meeting rooms, logistical 

conference planning, or food and beverages. 

d. Testing activities where the primary purpose of the event is to evaluate an applicant’s 

qualifications to perform certain duties necessary to his or her job. This includes

firearms and weaponry proficiency testing and certifications. A majority of the event

must be devoted to administering and taking the test. Testing activities that are 

incidental to a training course or conference or are given upon its completion do require 

prior approval. 

e. Video conferences and webinars where there are neither costs to the DOJ for logistical 

conference planning nor government-provided food or beverages. 

f. Technical assistance visits where travel was made by an individual or a small group of 

project staff members to provide training or technical assistance to a particular entity; in 

this instance, the answer to all the questions on the Prior Approval Not Required 

Checklist must be “No.” 

76 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

iii. Where should time staff spent working on the conference that is not related to planning be 

captured? 

Time spent working on a conference by staff or contractors can be classified as either logistical planning 

time or programmatic planning time. Programmatic planning includes time spent on activities such as 

developing the conference content and agenda, identifying and recruiting subject matter experts, and 

preparing written materials. Logistical planning includes time spent on tasks such as selecting a venue, 

ordering and setting up audio-video equipment, securing hotel rooms, processing registrations, providing 

onsite support during the event, and undertaking other non-programmatic functions. 

iv. If a cooperative agreement recipient or contractor is able to obtain a no-cost site for the event, are 

we still required to look into other facilities and provide justification for not selecting the other

facilities? 

Yes. Cooperative agreement recipients and contractors should compare three or more facilities in a 

location. Facilities being compared should have provided a cost estimate and be able to accommodate the 

event as detailed in the requirements. A desired hotel may offer an incentive of no overall facility cost

(e.g., for meeting rooms or audio-visual equipment) but may not be economical in other cost comparison 

items such as the availability of lodging at per diem rates, travel distance for attendees, etc. Also, 

recipients and contractors should maintain written documentation justifying their decision to select the 

chosen location in the event of a future audit. 

v. Is there a timeframe after the COPS Office accepts a conference request that a cooperative

agreement recipient or contractor can expect notification of approval?

Each event request (meeting, conference, webinar, etc.) is unique in reference to how it will accomplish 

the COPS Office’s mission. The key to any conference request moving through the review process depends

on whether the package is complete. A complete package contains a detailed cost analysis and sufficient

justification to support all categories within the package. 

Example: An event is submitted for approval and consists of the following categories: printing and 

distribution, meals and incidental expenses (M&IE), lodging, transportation, and trainer or facilitator 

costs. The package contains a detailed cost analysis of each cost category (e.g., one trainer at $450 per 

day x 2 days = $900) and adequate justification explaining the purpose of the event and the role of the

trainer. This package can move through the review process in a few days and allow ample time for 

travelers to make reservations, if the package was submitted within the required timeframe. However, if 

the trainer or facilitator’s costs in the submitted package exceed the COPS Office’s threshold and if

supporting justification was not included, a delay may occur while this justification is being retrieved.

To avoid delays in the approval process, all recipients and contractors should adhere to the timeframe 

requirements for the dollar amount of their proposed event. 

vi. Once an event is approved, how do we handle any increases or decreases in the amount of 

attendees originally proposed on the cost analysis spreadsheet submitted to the DOJ for approval? 

After receiving notification of approval from the COPS Office, all subsequent changes prior to the start day 

of the event should be sent to the COPS Office Conference Costs email address, as appropriate. Example: 

If the COPS Office approved on 9/1/2017 an event scheduled for 12/15/2017, the cooperative agreement 

recipient or contractor should notify the COPS Office of any changes in attendees as soon as possible 

(preferably 30 days or more in advance). This scenario holds true for changes to the start and end date, 

location, and any other cost-related category. 

77 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

vii. Does the $25 per person per day limit for meeting rooms and audio-visual costs also include service 

fees and taxes? 

Yes. The cost allowed for conference space and audio-visual equipment and services (fees and taxes) is 

limited to $25 per day per attendee and is not to exceed a cumulative total cost of $20,000. Total costs 

are defined as direct and indirect costs.

viii. What if there are multiple meetings occurring within the larger event offered to all the attendees?

Is the $25 per day per attendee limit applicable to each meeting? Example: A general session 

meeting contains all attendees and later breakout sessions are offered to the groups. Can each 

breakout session have its own $25 per person per day limit? 

No. Despite the multiple meetings offered within the larger event, the COPS Office considers and 

approves this type of situation to be a single event. 

ix. Can we accept complimentary food and beverage? 

Yes. Complimentary food and beverages may be accepted if offered to everyone. Example: Hotel W offers

a complimentary continental breakfast to all its overnight customers regardless of any status they may 

have with the hotel chain. This type of complimentary offer is considered a business strategy of the hotel

to promote an increase in overnight stays. You are not required to reduce your M&IE by the value of the 

food and beverage it offered to all customers as noted in this example.

x. Are the thresholds ($8,750 for logistical planner, $35,000 for programmatic planner, and $20,000 

for conference space and audio-visual equipment and services) a cumulative cost for the entire 

event or a per day cost? 

The cost allowed for conference space and audio-visual equipment and services (fees and taxes) is limited 

to $25 per day per attendee and is not to exceed a cumulative total cost of $20,000. The cost allowed for 

a logistical planner is the lesser of $50 per attendee or $8,750 per event. The cost allowed for a 

programmatic planner is the lesser of $200 per attendee or $35,000 per event. 

xi. To whom should I submit event requests? 

For all COPS Office events, the form should be sent to the COPS Office Conference Costs email address.

Please do not send questions or other correspondence to this email address. This mailbox should be used 

only for the submission of conference forms and supporting documentation (e.g., hotel contracts). 

xii. How far in advance do I have to submit an event for review and approval? 

Requests for conferences costing $100,000 or less, and not exceeding any cost thresholds (conference 

space and audio-visual equipment and services, logistical conference planner, and programmatic 

conference planner), must be submitted to the COPS Office 90 calendar days in advance of the earliest of 

the following: 

• Start date of the conference; 

• Deadline for signing conference-related contracts; or 

• Obligation of funds for conference costs (except for minimal costs required to assemble and 

submit the approval request). 

78 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Requests for conferences costing more than $100,000, or exceeding any one cost threshold (conference 

space and audio-visual equipment and services, logistical conference planner, or programmatic 

conference planner), must be submitted to the COPS Office 120 calendar days in advance of the earliest of 

the following: 

• Start date of the conference; 

• Deadline for signing conference-related contracts; or 

• Obligation of funds for conference costs (except for minimal costs required to assemble and 

submit the approval request). 

If approval requests are submitted less than the required number of days in advance (as noted above), 

the COPS Office, in its sole discretion, may consider the late requests but cannot ensure the requests will 

receive a decision in time to avoid having to cancel the conference (particularly if any issues arise with 

specific items of cost in the request). Cancellation costs associated with conference requests that are 

submitted for late prior approval may be determined to be unallowable costs by the COPS Office. 

xiii. What are the most common mistakes made on the forms so that I can avoid them in the future and 

increase the likelihood of a quick review and approval decision for my event? 

The following are the most common mistakes found: 

• Inaccurate calculation of daily per diem. Daily per diem rates for locations across the nation 

can be found on the GSA website. Ensure the daily rate used in the calculations corresponds 

to the specific location and dates of the meeting. In addition, remember that travel days are

reimbursed at a slightly lower rate than meeting days. The lower rates must be used for days 

of travel both before and after the event. Table 3 includes these lower rates: 

Table 3. Per diem rates 

Full per diem rate Corresponding travel day rate (75%) 

$46.00 $34.50 

$51.00 $38.25 

$56.00 $42.00 

$61.00 $45.75 

$66.00 $49.50 

$71.00 $53.25 

EXCEPTION: If your organization has its own formal, written travel policy, your event submissions can reflect that policy instead

of the rates in the chart above. In these instances, state that you have a formal, written travel policy, and clearly explain the 

rates in the policy and how the corresponding numbers in your submission were derived. 

• Insufficient explanation and justification of transportation costs. Remember to break out and 

briefly describe and justify the transportation costs that are included. Example: If 

participants are flying to your event and the tickets are being paid for with DOJ funding, you 

should include the anticipated number of people flying multiplied by the estimated cost per

ticket. If cars will be rented, you should include a brief justification for why rental cars are

being used instead of another form of ground transportation, such as taxis or shuttles. 

79 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• Insufficient explanation and justification of audio-visual costs. All audio-visual costs should 

be broken out and briefly described. The quantity of equipment to be rented (number of 

microphones, projectors, etc.) should be included, along with relevant costs and a brief 

justification for why the proposed equipment is required to conduct a successful meeting. A 

discussion of how the audio-visual services provider was selected should be included (for 

example, did you obtain three quotes?). 

• Insufficient explanation and justification of printing costs. Proposed printing costs for 

participant materials should also be itemized and briefly described. Specifically, it is

important to articulate why printed materials are needed instead of making materials 

available electronically (at low or no cost) to attendees before or after the event. 

• Insufficient explanation and justification of shipping costs. Provide an itemization of these 

costs, along with a brief description of why the equipment and other materials being 

shipped are essential to hosting a successful conference. 

• Insufficient explanation and justification of consultant costs. The maximum daily rate for 

subject matter experts who are being reimbursed for their time is noted in the 

Consultant/Contractor Fact Sheet at https://cops.usdoj.gov/pass#programdocuments. 

Describe all consultant costs in detail, and include a brief yet compelling justification for the

proposed costs. Daily rates for subject matter experts above the maximum daily rate 

reqsuire prior approval by the COPS Office and DOJ. In cases where higher rates are included 

in the event submission, written documentation of prior approval is required and should be 

attached. 

xiv. Should I continue to exclude all food and beverage costs in my event submissions? 

Yes. The inclusion of food and beverage costs will delay the review process, and these costs are not likely 

to be approved. The only exception is when the location of the conference does not allow attendees to 

obtain food or beverages on their own or when this restriction would greatly disrupt the conference 

schedule. If you believe your event qualifies for such a rare exception, contact your Program Manager to 

discuss it before completing and submitting your form. If meals are included in your event submission, 

remember that attendees must subtract the meal costs from the M&IE reimbursement for the days on 

which the meals will occur. 

xv. Can you summarize what I can do to prevent follow-up questions about my submitted events that 

delay the review and approval process? 

As a general rule, explain how you derived every cost that you include in the conference submission form. 

For lines that do not provide space for you to add descriptive narrative, include your explanations and 

specific cost breakdowns in a separate tab or in a separate document that is submitted with the form. In 

addition, include the cooperative agreement or contract number on the form. 

xvi. What events qualify for the expedited review process? 

There is no expedited review process. Every effort is made to review all events as quickly as possible.

Most delays result from a need for additional information. Event requests are prioritized for review by 

balancing the following three criteria: 

• The start date of the event; 

• The date the event submission was received by COPS Office; and

80 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

• The overall cost and complexity of the event. For example, conferences requiring approval 

by the assistant attorney general’s administration and the deputy attorney general (over 

$100,000–$250,000) typically take longer to process, as they must go through COPS Office

and DOJ reviews, result in more questions, and are more likely to have issues related to cost 

thresholds. 

Reporting 

xvii. Where can I find the most updated version of the conference reporting form to use for my

submissions? 

The most updated version of the conference reporting form can be found under the Training Resources 

for award recipients section on the COPS Office Training page at https://cops.usdoj.gov/training. 

xviii. If I have a question about conference reporting, to whom should I send it? 

Send your questions to your designated Program Manager. They are great resources and will be happy to 

assist you. 

xix. Are we expected to have our staff track their time hour for hour for time spent on the event for

planning, etc., or are reasonable estimates adequate for cost reporting purposes? 

Post-event reports must contain actual costs, not estimates. These costs should include logistical and 

programmatic planner staff time spent on these activities and any contracted planner costs.

xx. With conference cost reports now being due 30 days after the event, how should we handle costs 

for invoices that have not been received yet? Many invoices (such as for hotels) are not received 

within 30 days after the event. Should estimates be included on the cost report? 

All conference costs for events held by cooperative agreement recipients or contractors costing more 

than $20,000, or where more than 50% of attendees are DOJ employees, must be reported within 45 

calendar days after the last day of the event. 

xxi. On the DOJ Conference & Events Submission Form under “A. General Conference Information,” is 

item 19, “Reporting Period,” the period in which the actual cost of the event is being reported, or 

should this be based on the end date of the event? 

This reporting requirement is based on the end date of the event. All conference costs for events held by 

cooperative agreement recipients or contractors costing over $20,000, or where more than 50% of 

attendees are DOJ employees, must be reported within 45 calendar days after the last day of the event. 

Example: A COPS Office–approved conference was conducted from 3/16/2020 through 3/20/2020. A 

completed Conference & Events Submission Form must be submitted, showing the prior approval 

amounts compared to the actual costs and explaining all variances greater than 10% or $1,000. Reports 

should be emailed to the COPS Office Conference Cost email address at 

COPS.Conferencecosts@cops.usdoj.gov. 

The following pages contain the conference reporting form template. 

81 
 


 

 


 


 

A RED cell indicates that your entry exceeds the DOJ meal threshold AND cannot be submitted unless within the meal threshold. 

A YELLOW cell indicates that your entry exceeds the DOJ threshold, and additional justification must be provided. 

A GREY box indicates that no entry is required. 

 


 


 


 

Department of Justice-Sponsored Conference

 Request and Report 

Attachment 1 

JMD Tracking Number 

Date Received 

Component Internal Tracking Number 

(Optional) : 

CA/Contract Number 

CA/Contract Recipient 

CA/Contract PoC Phone 

Request Cost per 

Attendee #DIV/0! Actual Cost per Attendee 

COPS Average 

Cost per 

Attendee 

DOJ Average 

Cost per 

Attendee 

1. Name of Requestor 

2. Component Name (Drop Down) 

3. Is this submission for a conference request 

or report? (Drop Down) 

4. JMD Tracking # (Report Only) 

5. If this is a Re-Submission of a previously 

disapproved conference, indicate original JMD 

Tracking Number. 

6. Official Title of the Conference 

(No Abbreviations) 

7. Is this a blanket request? (Y/N) 

(Drop Down) If "YES" Skip A9-13,A16 and 

Sections C,D,& E1, If "NO" Skip A8 

If Yes, please enter the length of the 

conferene below (days). 

8. If this is a Blanket Request, indicate for 

each: 1) Number of occurrences this fiscal 

year, 2) Locations, and 3) Start and End Dates 

9. Conference Start Date (MM/DD/YYYY) 

10. Conference End Date (MM/DD/YYYY) 

COMPONENT USE ONLY: 

CA/Contract PoC 

Name 

JMD FINANCE STAFF USE ONLY:

COPS - Office of Community Oriented Policing Services 

Conference Request 

No 

CA/Contract PoC 

Email 

#DIV/0! 

A. GENERAL CONFERENCE INFORMATION: 

DOJ-Sponsored Conference Request and Report Form_Version 2 SUBMISSION FORM 

Release Date: 4/1/13 Return To: JMD Finance Staff, TSG at Conference.and.Non-Federal.Center@usdoj.gov 1 of 13 
 

 

 

 

 

 

 Blank

#DIV/0!

11. Location: Country (Drop Down)

12. Location: State / Territory / Possession 

(Drop Down) 

13. Location: City 

14. Justification that conference is essential to 

accomplishing core mission 

15. Funding Appropriation Symbol 

16. Facility Name (Specific) 

17. Facility Type (Federal/Non-Federal) 

(Drop Down) 

18. Cooperative Agreement (Y/N) 

(Drop Down) 

19. Reporting Period (Required when 

reporting actuals) (Drop Down) 

Conference REQUEST Information Conference REPORT Information 

20. Number of DOJ Federal Attendees 

21. Number of Other Federal Attendees 

22. Number of Non-Federal Attendees 

23. Total Number of Attendees 

(Auto-populates) 

0 0 

24. Total number of attendees whose travel 

expenses are paid for by DOJ (required) 

25. Total Cost 

(Auto-populates from entries below) $0 $0 

26. Predominately Internal Event held at a NonFederal Facility (Y/N) (Auto-populates based on 

Facility Type and Number of Attendees) 

PLEASE PROVIDE NUMBER OF ATTENDEES 

Competitive Contracting: 

27. Were Federal procurement regulations 

followed as appropriate? (Drop Down) 

28. Were all market research documents used 

in conference planning decisions retained? 

(Drop Down) 

When REPORTING quarterly conferences, only complete the request information if JMD approved your request and you have a JMD tracking number 

B. TOTAL CONFERENCE COSTS: 

Conference REQUEST Information Conference REPORT Information 

ESTIMATED 

DIRECT COST 

ESTIMATED 

INDIRECT COST 

(Funding from 

Cooperative 

Agreement ) 

ESTIMATED 

TOTAL COST 

(Auto-populates) 

% OF TOTAL 

COST 

(Auto-populates)

 ACTUAL 

DIRECT COST

 ACTUAL 

INDIRECT COST

 (Funding from 

Cooperative Agreement 

)

 ACTUAL 

TOTAL COST 

(Auto-populates) 

VARIANCE 

(Between Actual 

and Estimate) 

(Auto-populates) 

VARIANCE JUSTIFICATION 

(Provide justification if variance is 

>$1,000 and >10% as indicated by a light 

yellow cell OR exceeds cost thresholds, as 

indicated by a bright yellow cell) 

Attachment 1 

DOJ-Sponsored Conference Request and Report Form_Version 2 SUBMISSION FORM 

Release Date: 4/1/13 Return To: JMD Finance Staff, TSG at Conference.and.Non-Federal.Center@usdoj.gov 2 of 13 
 

 

NO

NO

YES

1. Conference Meeting Space (including

rooms for break-out sessions) 

2. Audio-visual Equipment and Services 

3. Printing and Distribution 

4. Meals Provided by DOJ 

a. Breakfast 

$ ­

-

-

-

0.00% 

0.00% 

0.00% 

0.00% 

$ ­

-

-

-

$ ­

-

-

-

b. Lunch - 0.00% - -

c. Dinner - 0.00% - -

5. Refreshments Provided by DOJ 

6. M&IE for Attendees 

-

-

0.00% 

0.00% 

-

-

-

-

7. Lodging 

8. Common Carrier Transportation 

9. Local Transportation 

10. Conference Planner - Logistical 

11. Conference Planner - Programmatic 

12. Conference 

Trainer/Instructor/Presenter/Facilitator 

13. Other Costs: ( Itemize Below) 

-

-

-

-

-

-

-

0.00% 

0.00% 

0.00% 

0.00% 

0.00% 

0.00% 

0.00% 

-

-

-

-

-

-

-

-

-

-

-

-

-

-

- 0.00% - -

- 0.00% - -

- 0.00% - -

- 0.00% ­ -

14. Total Conference Cost: 

(Auto-populates) $ ­ $ ­ $ ­ 0.00% $ ­ $ ­ $ ­ $ ­

C. MEALS & REFRESHMENTS THRESHOLD CALCULATOR 

CONFERENCE LOCATION: PER DIEM RATE 

1. Continental United States MI&E GSA Per-Diem Rates 

2. Hawaii, Alaska, US Territories & 

Possessions MI&E 

DOD Per-Diem Rates 

3. Foreign Country MI&E State Department Per-Diem Rates 

D. MEALS 

1. Breakfast 

NUMBER OF 

TIMES MEAL IS 

SERVED 

NUMBER OF 

ATTENDEES 

0 

PER PERSON 

THRESHOLD 

($) 

 SELECT PER 

DIEM RATE 

TOTAL JMD 

THRESHOLD 

($) 

 N/A 

2. Lunch 0 SELECT PER 

DIEM RATE N/A 

3. Dinner 0 SELECT PER 

DIEM RATE N/A 

E. OTHER THRESHOLDS CALCULATOR 

DOJ-Sponsored Conference Request and Report Form_Version 2 

Release Date: 4/1/13 Return To: JMD Finance Staff, TSG at Conference.and.Non-Federal.Center@usdoj.gov 

Attachment 1 

SUBMISSION FORM 

3 of 13 
 

 

 

 

 

 

 

 

0.00 0.00

COST CATEGORY: NUMBER OF 

ATTENDEES 

PER PERSON 

THRESHOLD ($) 

TOTAL JMD 

THRESHOLD 

($) 

1. Conference Space & Audio-visual 

Equipment and Services 0 $ 25 $ ­

2. Logistical Conference Planner 0 $ 50 $ ­

3. Programmatic Conference Planner 0 $ 200 $ ­

F. JUSTIFICATION IF SUBMITTING CONFERENCE REQUEST FORM WITH ESTIMATED COSTS OVER THRESHOLD (Complete if cells turn YELLOW): 

1. Conference Space & Audio-visual 

Equipment and Services 

2. Refreshments 

3. Logistical Conference Planner 

4. Programmatic Conference Planner 

G. JUSTIFICATION REQUIRED FOR CONFERENCES WITH MEALS (Complete if cells turn YELLOW ): 

Government Provided Meals 

H. JUSTIFICATION FOR NON-FEDERAL FACILITY (Complete if cells turn YELLOW) : 

Justification for Using a Non-Federal Facility 

(Drop Down) 

I. FACILITIES CONSIDERED 

NAME 

FACILITY 

TYPE 

(Drop Down) 

TOTAL EST. 

CONFERENCE 

COST 

SELECTED 

(Y/N) REASON FOR USE OR NON-USE 

0 $ ­ YES 

Attachment 1 

DOJ-Sponsored Conference Request and Report Form_Version 2 SUBMISSION FORM 

Release Date: 4/1/13 Return To: JMD Finance Staff, TSG at Conference.and.Non-Federal.Center@usdoj.gov 4 of 13 
 

 

 

 

 

J. ESTIMATED ATTENDEE INFORMATION

ATTENDEE DUTY STATION ATTENDEE ORGANIZATION NUMBER OF 

ATTENDEES 

TOTAL - (Breakout must match entry on line A23) 0 

Attachment 1 

DOJ-Sponsored Conference Request and Report Form_Version 2 SUBMISSION FORM 

Release Date: 4/1/13 Return To: JMD Finance Staff, TSG at Conference.and.Non-Federal.Center@usdoj.gov 5 of 13 
 

 

 

 

 

 

 

 


 


 


 


 


 


 


 


 

Please answer the following questions below:

Meeting/Event name: 

Meeting/Event date: 

Please select yes or no from the drop down: Yes/No 

1. Is the cost of the event greater than $20,000? 

2. Are there meeting room costs? 

3. Are audio visual costs greater than $25 per attendee 

or more than $1000 in total? 

4. Are there any food and beverage costs? 

5. Did the request for the meeting come from multiple 

jurisdictions or agencies? 

6. Do the participants represent multiple agencies that 

are not co-located or joined by an agreement (e.g., task 

force with MOU)? 

7. Are there trinkets being purchased? 

8. Is there a formal published agenda? 

9. Are formal discussion or presentation panels 

planned? 

10. Are there logistical planning costs beyond 

incidental internal administrative costs necessary to 

arrange travel and lodging for a small number of 

individuals? 

If any question is answered "yes", the event must be submitted for prior 

approval. If all answers are "no", the event does not require additional prior 

approval. The CCRPOC must sign the certification below and this 

documentation along with the original cost estimate must be maintained in 

the award files in accordance with the record documentation guidelines 

outlined in the Financial Guide. 

CCRPOC Certification (only to be used if all answers are "no"): 

The CCRPOC for this award certifies that the answers to all the 

questions above are "no", thereby not requiring prior approval. 

The CCRPOC further certifies that actual costs charged to the 

cooperative agreement will not exceed $20,000, including any 

applicable indirect costs. 

Typed CCRPOC Name: 

Date: 

Please answer the following questions below to continue with your prior approval: 

One sentence describing the event: 

Purpose for the event: 

How the purpose ties to the COPS Office/DOJ Mission: 

COPS Office Mission: To advance the practice of community policing by the nation’s state, local, territorial, and tribal law 

enforcement agencies through information and grant resources. 

DOJ Mission: To enforce the law and defend the interests of the United States according to the law; to ensure public safety 

against threats foreign and domestic; to provide federal leadership in preventing and controlling crime; to seek just 

punishment for those guilty of unlawful behavior; and to ensure fair and impartial administration of justice for all Americans. 
Brief discussion of how and why the venue (City, State and facility) was selected.

Answer: 

Venue selection justification documents or venue selection matrix provided. 

Intended audience (select all that apply "X") 

Topic (select all that apply "X") 

Community based organizations/NPOs 

Community Members/Volunteers/General Public 

Corrections / Detention Personnel 

Court Personnel 

Crime Scene Investigators 

Defense Attorneys 

Educators 

Faith-based Organizations 

Financial Managers 

Forensic Scientists 

Grant Managers 

Industry 

Judges 

Law Enforcement 

Probation /Community Corrections/Parole 

Prosecutors 

Tribal 

Victim Advocates 

Youth 

Other – describe below 

Health services (medical, mental health, substance abuse treatment) 

Corrections 

Courts 

Crime Prevention 

Crime Scene Investigation 

Drugs 

Forensic Science 

Grants Management (financial, administrative, programmatic) 

Justice Systems 

Juvenile Justice 

Laboratory Operations 

Law Enforcement 

Standards 

Technical Working Groups / Advisory Groups 

Victims of Crime 

Other – describe below 
ESTIMATED EXPENSE JUSTIFICATION/COST CALCULATION SECTION

Conference/Meeting Space 

Justification Item Cost per Day Number of Days Total Direct Costs Total Grantee Cost Total Cost 

$0 $0 

$0 

$0 

$0 

$0 

$0 

$0 

A/V Equipment & Services 

Justification Item Cost per Day Number of Days Total Direct Costs Total Grantee Cost Total Cost 

$0 

$0 $0 

$0 

$0 

$0 

$0 

$0 

Justification Item Unit Cost Total Direct Costs Total Grantee Cost Total Cost 

$0 

$0 

$0 

$0 

$0 

$0 

Justification Item Unit Cost Number of Attendees Number of Days Total Direct Costs Total Grantee Cost Total Cost 

Breakfast $0 

Lunch $0 

Dinner $0 

Refreshment $0 

Justification Desciption Per Diem Rate Number of Travelers Number of Days Total Direct Costs Total Grantee Cost Total Cost 

$0 

$0 

$0 

$0 

$0 

DOJ Attendee M&IE $0 $0.00 

Justification Desciption Lodging Rate Number of Travelers Number of Nights Total Direct Costs Total Grantee Cost Total Cost 

$0 

$0 

$0 

$0 

$0 

DOJ Attendee Lodging $0 $0.00 

Justification Desciption Rate Total Direct Costs Total Grantee Cost Total Cost 

$0 

$0 

$0 

$0 

$0 

DOJ Attendee Transportation $0 $0.00 

Justification Item Cost/Rate Total Direct Costs 

Total Grantee Cost 

Total Cost 

Taxi $0.00 

Parking Fees $0.00 

Shuttle Service $0.00 

POV (mileage) $0.00 

$0.00 

DOJ Attendee Local Transportation $0 $0.00 

Lodging 

$0 

$0 

Quantity 

$0 $0 

Gov't Provided Meals 

$0 $0 

M & IE 

$0 

$0 

Transportation 

Number of Travelers 

$0 

$0 

Local Transportation 

Number of trips, miles, vehicles, persons 

$0 

$0 

Logistical Planner 

Justification Item Cost/Rate Total Direct Costs Total Grantee Cost Total Cost 

$0.00 

$0.00 

hours/days 

Printing and Distribution 

 

 

 

 

 

 

 

 

 

 

 

 

 
 

 

 

 

 

 

 

 

 

 

 

 

 

Include staff time spent on logistical and 

$0.00 $0 $0 

$0.00 

$0.00 

Programmatic Planner 

Justification Item Cost/Rate hours/days Total Direct Costs Total Grantee Cost Total Cost 

Justification 

$0.00 

Total Grantee Cost 

$0 

Total Cost 

$0 

$0.00 

$0.00 

$0.00 

Item Cost/Rate 

Conference Facilitator 

hours/days 

$0.00 

Total Direct Costs 

$0.00 

$0 $0 

$0.00 

$0.00 

$0.00 

$0.00 

 Other Expense 

Justification Item Cost/Rate Quantity Total Direct Costs Total Grantee Cost Total Cost 

$0.00 

$0 $0 

$0.00 

$0.00 

$0.00 

$0.00 

 Indirect Cost 

Justification Item Rate Base Total Direct Costs Total Grantee Cost Total Cost 

$0.00 

$0 $0 

$0.00 

$0.00 

$0.00 

$0.00 

Total Direct Costs $0 

Total Indirect Costs $0 

Total Grantee Costs $0 

Total DOJ Costs $0.00 

Total Conference Costs $0.00 figure should match submission form total 

Total Number of Event Days 

Average Meeting Space and AV expenses /person 

/day 

Attached Documents 

Please mark "X" in the box and provide a copy of the document 

Hotel contract/proposal (if applicable please mark "X" in the box and provide a copy of the unsigned contract) 

Copy Provided 

Meeting Agenda (required) 

Copy Provided 

Indirect Cost Rate Agreement 

Copy Provided 

Attendees 

List of attendees and where they are travelling from. Please add more spaces as necessary. (If attendee information is not known at this time please enter TBD in the chart below. If 

attendees are not yet known please write in a justification in the box below) If attendees are not 

*Please note if other DOJ component attendance (FBI, DEA, known ­

USMS, USAO, etc.) is expected explanation: 

Organization: Name: Duty Station: Traveling From: 
Hotel Selection Justification and Cost Breakdown

Bid Hotel Total Cost Availability Food 

Guest Room 

Rate per 

Night 

Meeting 

Space Rental 

Fee + Service 

Fee 

Microphones, 

Mixer, and 

Recording 

Screen and 

Projector 

Technician and 

Service Fee 

1 

2 

3 

Audio/Visual Cost Justification 

If A/V estimate costs are above the threshold, use the space below to explain and/or justify the cost. 
Itemized Travel Costs Paid or Reimbursed with Cooperative Agreement Funds Only complete this form when submitting Conference Report Actuals. 

Purpose/Role Total 

Duty Station (Participant, Lodging Common Carrier Local Transportation 

(Departure and Return Facilitator, Logistical Total (Include Transportation Baggage (Includes taxi, parking, 

Name Location) Coordinator, etc.) # of days M&IE tax) (Air, Rail, or Bus) Fees* rental car, POV) Total 

$ 

$ 

$ 

$ 

$ 

$ 

-

-

-

-

-

-

TOTAL $ - $ - $ - $ - $ -

* Although there is a separate column for "Baggage Fees" that expense should be added to the "Common Carrier Transportation" in the actuals report. 
 

 

Complete this form only when submitting Actual Costs and if there are particular itemized expense in "Part B Total Conference Costs" of the Reporting Form exceeds 

the threshhold or the allowable variance. Provide justification/explanation and calcualtions in the below form. 

Expense Category Cost Reporting Form Variance Justification/ Explanation 

Conference Meeting Space $0 

A/V Equipment and Services $0 

Conference Meeting Space and 

A/V Equipment and Services $0 Total will auto-populate 

Printing and Distribution $0 

Gov't Provided Meals* $0 

Breakfast $0 

Lunch $0 

Dinner $0 

Refreshments* $0 

M&IE $0 

Lodging $0 

Transportation $0 

Local Transportation $0 

Logistical Conference Planner $0 

Programmatic Conference Planner $0 

Conference 

Trainer/Instructor/Presenter/Facilitator $0 Conference trainer/instructor/presentor/facilitator costs should be broken out in the "Conference Request Questions" sheet. 

Other Costs $0 

Indirect Costs $0 

$0 

$0 

$0 

$0 

$0 

$0 

Total: $0 Total will auto-populate 
 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix D. Financial/Budget Fact Sheets 

This appendix contains fact sheets on Program Income, Consultant/Contractor Rates, Sole Source Justification, 

Indirect Costs, Budget Modification, and Background Screening. 

94 
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Program Income

What is program income?

Program income means gross income earned by the recipient or subrecipient that is directly generated by an awardsupported activity or earned as a result of a federal award 

during the award period.1

 Program income includes income 

from fees for services performed, the use or rental of real or 

personal property acquired under federal awards, the sale 

of commodities or items fabricated under a federal award, 

license fees and royalties on patents and copyrights, and principal and interest on loans made with federal award funds.

June 2020

1. Program income is defined by 2 C.F.R. § 200.80 in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for 

Federal Awards as adopted by the U.S. Department of Justice in 2 C.F.R. § 2800.101 for awards made after December 26, 2014. Prior awards would 

follow 28 C.F.R. §§ 66.25 and 70.24.

Program income means gross income earned by the 

recipient or subrecipient that is directly generated by 

an award-supported activity or earned as a result of 

a federal award during the award period.

Examples of program income that has been generated from 

some COPS Office–funded activities include fees collected 

for conference registration, exhibit booths, and website 

advertisements. Interest earned on advances of federal funds 

is not program income. Except as otherwise provided for in 

federal statutes, regulations, or the award terms and conditions, program income does not include rebates, credits, 

discounts, or interest earned on any of these.

The recipient may not earn or keep any profit resulting from 

a federal award unless expressly authorized in writing by the 

COPS Office.2

2. See 2 C.F.R. § 200.400(g).

How do I know if my COPS Office award 

generates program income?

Although recipients are encouraged to earn program income 

to defray program costs where appropriate, most COPS 

Office awards are not conducive to generating program 

income. Contact your COPS Office Program Manager or 

Grant Program Specialist to determine if revenue generated 

from your COPS Office award constitutes program income. 

They will help you assess whether or not the income is generated as a result of the award-supported activity.

How can program income be used?

Program income must be used in accordance with the 

standards set forth in 2 C.F.R. § 200.307. Program income 

generated from an award can be used in the following ways:

Deducted from total allowable project costs to determine 

net allowable costs to reduce the federal award

Added to the federal award to increase funds committed 

to the project

Used to meet the cost sharing or matching requirement 

of the federal award

Unless otherwise specified in the award terms and conditions or approved by the COPS Office, program income 

will be used to defray program costs and reduce the federal 

share of the project. Program income not anticipated at the 

time of the award must be used to reduce the federal award 

and recipient contributions rather than to increase funds 
2

June 2020

Program Income for CPD, CPD Microgrants, TRGP-TA, LEMHWA, and PASS Recipients

committed to the project. For example, if you were awarded 

$100,000 in COPS Office funding with no local match 

requirement to support a conference and earned $5,000 in 

program income from registration fees generated by that 

conference, an excess of $5,000 would remain in award 

funds at the completion of the project. The $5,000 would 

be returned to the Federal Government, thereby reducing 

the federal share of the project.

In some cases, with prior approval, recipients may be able 

to work with their COPS Office Program Manager or 

Grant Program Specialist to identify additional projectrelated allowable costs that could be supported with program income.

Earned program income can be spent only on allowable 

costs incurred during the award period. Program income 

cannot be commingled with other awards and cannot be 

used for purposes outside the scope of the award that generated the income.

There are a variety of circumstances that can affect how 

program income is treated. If you anticipate generating 

program income, please contact your COPS Office Program 

Manager, Grant Program Specialist, or designated Financial 

Analyst for guidance.

How should recipients report program income?

You are required to report gross program income earned and 

expended on the Federal Financial Report (SF-425)3

 submitted each quarter. How you complete the report depends 

on when you earn and spend the program income and the 

status of your award. Using the example discussed earlier in 

which you earned $5,000 from registration fees, you would 

enter the total amount of program income earned ($5,000) 

on 10.l and the total amount of program income expended 

on line 10.m.4

3. To access this form, visit https://www.cops.usdoj.gov/pdf/SF-425_Form.pdf.

4. For examples of when lines 10.n and 10.o on the SF-425 are used, contact your COPS Office Program Manager.

Program income earned and expended must be reported 

on a cumulative basis. You must manually enter these 

cumulative amounts each quarter, as the SF-425 form does 

not automatically calculate these amounts. For example, if 

$5,000 in program income was earned in the 1st quarter 

and $10,000 was earned in the 2nd quarter, you would add 

those amounts together and enter $15,000 as earned on 

line 10.l of the 2nd quarter’s SF-425. Similarly, if you spent 

$5,000 of program income in the 1st quarter and an additional $10,000 of program income in the 2nd quarter, you 

would enter $15,000 as expended on line 10.m of the 2nd 

quarter’s SF-425. See table 1 for explanation of what 

to include in form SF-425.

In the event of an audit or other award compliance review, 

your agency should maintain detailed records that identify the specific project activity source (e.g., conference 

Table 1. Program income on the SF-425

Line Transactions Description

10.l Total federal program 

income earned

Enter the amount of federal program income earned. Do not report any 

program income here that is being allocated as part of the recipient’s 

cost-sharing amount included in line 10.j.

10.m Program income expended in accordance 

with the deduction alternative

Enter the amount of program income that was used to reduce the federal 

share of the total project costs

10.n Program income expended in accordance 

with the addition alternative

Enter the amount of program income that was approved and expended 

on the project

10.o Unexpended program income 

(line l minus line m or line n)

Enter the remaining amount of unexpended program income by taking 

line l and subtracting either line m or line n, depending on which method 

you are using

Note: Use lines 10.d–10.o for single award reporting only. Do not complete these lines if reporting on multiple awards.
3

Program Income for CPD, CPD Microgrants, TRGP-TA, LEMHWA, and PASS Recipients

registration fees) and the amount of all program income 

generated. Line 12 (“Remarks”) on the SF-425 can be useful 

to provide narrative explanations supporting the financial 

information entered.

Can recipients keep program income as 

a cash reserve for future project costs?

No. Recipients should expend earned project income before 

drawing down award funds.5

5. See 2 C.F.R. § 200.305(b)(5) for awards made after December 26, 2014. Prior awards would follow 28 C.F.R. §§ 66.21 and 70.22.

How much time is available to 

spend program income?

Allowable project expenses can be supported by earned 

program income during the open award period. Funds cannot be drawn down for expenses that are incurred after the 

award end date.

Avoid retaining earned program income for extended 

periods of time. If you anticipate a significant laps of time 

occurring between earning and spending program income, 

contact your COPS Office Program Manager or Grant Program Specialist. Unused program income should be deposited into your COPS Office award account to reduce your 

federal share.6

 These funds remain available for future use 

on allowable costs, incurred before award expiration, to fully 

implement your project.

If you anticipate having unused program income remaining toward the end of the award period, you may submit a 

request to your COPS Office Program Manager or Grant 

Program Specialist for a no-cost extension to provide additional time for your organization to spend program income 

on allowable costs to fully implement your project. No-cost 

extension requests must be submitted prior to the award 

end date and are approved on a case-by-case basis based on 

reasonable justification.

Unused program income remaining 90 days after the award 

end date must be promptly returned to the COPS Office. 

Please contact your COPS Office Program Manager or 

Grant Program Specialist for guidance on how to return 

excess program income and complete your final SF-425.

In the event that you earn interest on program income, 

please contact your designated COPS Office Financial 

Analyst for guidance on how to complete your final 

SF-425 to account for interest earned.

Important: Awards must be open and active to 

incur project expenses paid for by program income.

6. It can take up to six weeks for the returned program income to appear in your COPS Office account.

Contact the COPS Office

If you have any questions regarding the federal 

requirements on program income, please contact 

your COPS Office Program Manager, Grant Program Specialist, or designated Financial Analyst.

For more information about COPS Office programs and resources, please call the COPS Office 

Response Center at 800-421-6770 or by email at 

AskCopsRC@usdoj.gov or visit the COPS Office 

website at www.cops.usdoj.gov.

June 2020
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Consultant/Contractor Rate Information 

for FY 2020 Awards

Recipient guidelines on consultant rate 

approval requests

Compensation for individual consultant services procured 

under a COPS Office award must be reasonable and allocable in accordance with 2 C.F.R. Part 200, Subpart E—Cost 

Principles and consistent with that paid for similar services 

in the marketplace.

Unless otherwise approved by the COPS Office, approved 

consultant rates will be based on the salary a consultant 

receives from his or her primary employer, as applicable, 

up to $650 per day. If individuals receive fringe benefits 

from their primary employer, such fringe benefit costs should 

not be included in the calculation of consultant rates. For 

consultant or contractor rates that exceed $650 per day, the 

COPS Office requires written justification. The recipient 

must provide justification for any consultant rate in excess 

of $650 per day and receive COPS Office approval of that 

rate before drawing down award funds. An organization 

may not expend award funds or drawdown reimbursements 

for consultant rate increase requests until after the request 

has been approved by the COPS Office in writing. Any 

organization that does not provide sufficient written justification as outlined in the following section will be limited to 

$650 per day for each consultant or contractor. Please note 

that this does not mean that the rate can or should be $650 

for all consultants.

NOTE: Consultant and contractor daily rates do not include 

travel or subsistence costs but may include preparation, 

evaluation, and travel time.

Compensation for individual consultant services procured 

under a COPS Office award must be reasonable, allocable, 

and consistent with that paid for similar services in the 

marketplace. The recipient must provide justification for any 

consultant rate in excess of $650 per day and receive COPS 

Office approval of that rate before drawing down funds.

June 2020

Guidance for requesting a consultant 

rate based on employment

Consultants associated with institutions of higher 

education (including state-run educational institutions). If representing the academic institution, the maximum rate of compensation that will be allowed is the consultant’s academic salary projected for 12 months, divided 

by 260. These individuals normally receive fringe benefits 

that include sick leave for a full 12-month period, even 

though they may only work 9 months per year in their 

academic positions. This does not apply to individuals 

performing consultant work outside of their academic 

commitments. In such cases, the rate of compensation 

will be based on reasonable cost principles and requires 

documentation supporting the requested rate.

Consultants employed by state and local government. Compensation for these consultants will be 

allowed only when the unit of government will not provide these services without cost. If a state or local government employee is providing services under a federal award 

and is representing his or her agency without pay from the 

respective unit of government, the rate of compensation 
2

Consultant/Contractor Rate Information

is not to exceed the daily salary rate for the employee paid 

by the unit of government. If the state or local government employee is providing services under a federal 

award and is not representing his or her agency, the rate 

of compensation is based on the necessary and reasonable 

cost principles. Please note that under the nonsupplanting 

requirement of the COPS Office statute, COPS Office 

funds may not be used to supplant (replace) local funding that otherwise would have been spent on consultants 

employed by state or local government. The statute bars 

federal funding of existing consultants and of newly hired 

consultants that a community is committed to fund in the 

absence of a COPS Office award.

Consultants employed by commercial and nonprofit 

organizations. These organizations are normally subject 

to competitive bidding procedures. Thus, if consultants 

have been selected through competitive bidding, they 

are not subject to the per-day maximum compensation 

threshold. Otherwise, the rate of compensation will be 

approved based on the salary a consultant receives from 

his or her primary employer, as applicable, up to $650 

per day.

To request approval of a consultant rate in excess of 

$650 per day, please submit the signed request on recipient department letterhead and include the agency ORI 

number and the award number for which the approval is 

being sought.

Please include the following:

Description of the services to be provided by the consultant or contractor, including the following:

– The number of days and hours to be worked by 

each consultant and contractor

– The daily rate of each consultant and contractor 

that exceeds $650 per day (indicate fringe benefits 

if applicable)

A resume or curriculum vitae for each consultant or contractor whose rate exceeds $650 per day

Documented prior instances when a similar rate has been 

charged by or paid to the consultant or contractor

If the consultant is not self-employed and has a primary 

employer, documentation showing that the requested 

daily rate is proportionate to the consultant’s regular salary 

(e.g., pay stubs, letter from employer)

You may optionally submit other important information 

about the consultant or contractor at this time, such as letters of reference; lists of any relevant publications, papers, 

or honors; advanced experience as a practitioner or academic 

in the subject area; advanced training relating to the focus 

of your project; or any unique circumstances that you feel 

should be considered as the COPS Office reviews your proposed consultant/contractor rates.

To request approval of a consultant/contractor rate in 

excess of $650 per day, please return this information to 

your Grant Program Specialist or Program Manager as 

soon as possible to expedite the consultant/contractor rate 

review process.

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
U.S. Department of Justice

Office of Community Oriented Policing Services

Fact Sheet www.cops.usdoj.gov

Sole Source Justification

What is “sole source” justification?

Sole source procurement or procurement by noncompetitive 

proposals is procurement through solicitation of a proposal 

from only one source. Sole source procurements must 

adhere to the standards set forth in 2 C.F.R. § 200.320(f) in 

the Uniform Administrative Requirements, Cost Principles, 

and Audit Requirements for Federal Awards, as adopted by 

the U.S. Department of Justice in 2 C.F.R. § 2800.101.

When is sole source approval 

required by the COPS Office?

A recipient must request written approval from the COPS 

Office for sole source procurements in excess of $250,000 

prior to purchasing equipment, technology, or services; 

obligating funding for a contract; or entering into a contract 

with award funds. For the purchase of equipment, technology, or services under a COPS Office award, recipients must 

use their own documented procurement procedures that 

reflect applicable state and local laws and regulations, as long 

as those requirements conform to the federal procurement 

June 2020

An award recipient must request written 

approval from the COPS Office for sole source 

procurements in excess of $250,000 prior 

to purchasing equipment, technology, or 

services; obligating funding for a contract; or 

entering into a contract with award funds.

standards set forth in 2 C.F.R. § 200.318. A sole source 

justification should be submitted to the COPS Office if a 

recipient determines that the award of a contract through 

a competitive process is infeasible. Recipients may conduct 

noncompetitive proposals (or “sole source” procurement) 

by procurement through solicitation from only one source 

when one or more of the following circumstances apply:

The item or service is available from only one source.

The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation.

The COPS Office authorizes noncompetitive proposals 

in response to a written request from the recipient.

Competition is determined inadequate after solicitation 

of a number of sources.

Sole source procurement should be used only when competitive solicitation procedures like sealed bids or competitive proposals are not applicable to the requirements or 

are impractical.

What documentation must be submitted 

to the COPS Office for approval of a sole 

source procurement?

Requests for sole source procurements of equipment, technology, or services in excess of $250,000 must be submitted 

to the COPS Office in writing certifying that the award of 

the contract through full and open competition is infeasible. 

An organization may not expend award funds or drawdown 

reimbursements for sole source justification requests until 

after the sole source request has been approved by the COPS 

Office in writing.

The outline that follows may be helpful in preparing your 

agency’s sole source procurement request (which should 

include your sole source justification) and ensuring that all 

of the necessary information is included.
2

Sole Source Justification

The sole source procurement request must be signed and 

submitted on the recipient’s organization letterhead and 

must include the organization's ORI number and the award 

number for which approval is being sought.

The request should also include the following information.

Section I. A brief description of the project, the amount 

to be designated for the sole source procurement, and the 

purpose of the contract

Section II. (a) An explanation as to why it is necessary to 

contract in a noncompetitive manner and (b) which one 

(or more) of the four circumstances identified here applies 

to the procurement transaction (include supporting information as identified under the applicable section(s)).

1. The item or service is available from only one source.

Please include the following:

− Uniqueness of items or services to be procured from 

the proposed contractor or vendor (compatibility, 

patent issues, etc.)

− How the organization determined that the item or 

service is available from only one source (market survey results, independent agency research, patented 

or proprietary system, etc.)

− Explanation of need for contractor’s expertise linked 

to the current project (knowledge of project management, responsiveness, experience of contractor 

personnel, prior work on earlier phases of project, etc.)

− Any additional information that would support 

the case

2. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation. 

Please include the following:

− When the contractual coverage is required by your 

department and why

− Impact on project if deadlines or dates are not met

− How long it would take an alternate contractor to 

reach the same required level of competence (equate 

to dollar amounts if desired)

− Any additional information that would support 

the case

3. The COPS Office authorizes noncompetitive proposals 

in response to a written request from the recipient.

4. Competition is determined to be inadequate after 

solicitation of a number of sources. 

Please include the following:

− Results of a market survey to determine competition availability; if no survey is conducted, please 

explain why not

− Any additional information that would support 

the case

Section III. A budget breakdown for the subcontract 

(see the Award Owner’s Manual for budget requirements)

Section IV. A declaration that this action or choice is in 

the best interest of the organization

Failure to provide all of the necessary information will delay 

the processing of your request. Your organization will be 

contacted if any of the identified information is missing or if 

additional supporting information is required. If the COPS 

Office determines that the request does not meet the standards set forth here, the request will be denied.

Please be advised that conflicts of interest are prohibited 

under the federal procurement standards set forth in 

2 C.F.R. § 200.318(c). In addition, program funds should 

not be awarded to any party that is debarred or suspended 

from participation in federal assistance programs.

If you have any questions regarding the federal requirements that guide procurement procedures, please contact 

your Grant Program Specialist or Program Manager at 

800-421-6770.

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Indirect Cost Rate for FY 2020 Awards

COPS Office programs

If you are requesting indirect costs under a COPS Office 

program that allows those costs, a copy of your organization's most current, signed, federally approved Negotiated 

Indirect Cost Rate Agreement must be included with your 

application, or it must be noted in your budget narrative 

that you have never received an indirect cost rate. If the rate 

agreement is expired at the time of application, you should 

submit documentation demonstrating that the rate is under 

review by your cognizant federal agency.

If your organization requests indirect costs for a COPS 

Office award based on an expired rate, your organization 

may not draw down funding for indirect costs until the 

current approved rate agreement or an approved extension 

is submitted to the COPS Office.

In addition, if your organization's rate agreement expires or 

changes during the award period, you must submit the new 

rate agreement or approved one-time extension from your 

cognizant federal agency to the COPS Office.

What are indirect costs?

Indirect (facilities & administrative [F&A]) costs are costs 

incurred for a common or joint purpose benefiting more 

than one cost objective. They are not readily attributable 

to the cost objectives that are being benefited. To facilitate 

equitable distribution of indirect expenses to the specific 

cost objectives, it may be necessary to establish a number 

of pools of indirect (F&A) costs. Indirect (F&A) cost pools 

must be distributed to benefit cost objectives on bases that 

will produce equitable results in consideration of relative 

benefits derived.

June 2020

Indirect (facilities & administrative [F&A]) costs 

are costs incurred for a common or joint purpose 

benefiting more than one cost objective. They are 

not readily attributable to the cost objectives that 

are being benefited.

What is an indirect cost rate proposal?

An indirect cost rate proposal as defined in 2 C.F.R. 

§ 200.57 is the documentation prepared by a nonfederal 

entity to support its request for the establishment of an 

indirect cost rate, as described in appendix III to 2 C.F.R. 

Part 200, Indirect (F&A) Costs Identification and Assignment, and Rate Determination for Institutions of Higher 

Education (IHE), through appendix VII to 2 C.F.R. Part 

200, States and Local Government and Indian Tribe 

Indirect Cost Proposals.

There are several types of indirect cost rates:

Final rate is applicable to a specified past period that is 

based on the actual costs of the period. A final audited 

rate is not subject to adjustment.

Fixed rate has the same characteristics as a predetermined 

rate (q.v.) except that the difference between estimated 

costs and actual allowable costs of the covered period is 

carried forward as an adjustment for a future period.
2

Indirect Cost Rate for FY 2020 Awards

June 2020

One-time extension allows your organization to apply 

for a one-time extension of a negotiated indirect (F&A) 

cost rate. The negotiated cost rate may be extended for 

up to four years. Once your cognizant federal agency has 

approved an extension for indirect costs, you must abide 

by the rate for the agreed-upon time period. No further 

negotiations regarding indirect costs may occur until the 

extension has expired. At the end of the extension period, 

you must negotiate a new indirect cost rate.

Predetermined rate is applicable to a specified current or future period and is not subject to adjustment. A 

predetermined rate may be used where there is reasonable 

assurance that the rate is not likely to exceed a rate based 

on the agency’s actual costs. Predetermined rates may not 

be used by governmental units that have not submitted 

and negotiated the rate with the cognizant federal agency.

Provisional rate is a temporary rate applicable to a 

specified time period that is used for funding, interim 

reimbursement, and reporting of indirect costs pending 

establishment of a final rate for that period.

De minimis indirect cost rate provides the option for 

certain nonfederal entities that have never received a negotiated indirect cost rate to accept a flat rate of up to 10 

percent of modified total direct costs (MTDC). MTDC 

can include all direct salaries and wages, applicable fringe 

benefits, materials and supplies, services, travel, and up 

to the first $25,000 of each subaward (regardless of the 

period of performance of the subawards under the award). 

MTDC excludes equipment, capital expenditures, rental 

costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward 

in excess of $25,000. Other items may only be excluded 

when necessary to avoid a serious inequity in the distribution of indirect costs and with the approval of the cognizant federal agency for indirect costs.

How does an organization establish 

an indirect cost rate?

If your organization does not have a previously established 

indirect cost rate, your organization can obtain a rate by 

contacting your organization's cognizant federal agency, 

which will review all documentation and approve a rate 

for the covered time period. For more information on the 

requirements for development and submission of indirect (F&A) cost rate proposals, please refer to 2 C.F.R. § 

200.414(e) and appendices III–VII to 2 C.F.R. Part 200.

What is a cognizant federal agency?

Cognizant federal agency for indirect costs as defined in 

2 C.F.R. § 200.19 is the federal agency responsible for 

reviewing, negotiation, and approving cost allocation plans 

or indirect cost proposals on behalf of all federal agencies. 

The cognizant federal agency for indirect cost is not necessarily the same as the cognizant federal agency for audit. 

The COPS Office is not a cognizant federal agency. For 

nonprofit, state, local, and Tribal Governments your cognizant federal agency is generally the federal agency that 

provides your organization with the most federal financial 

assistance. For assignments of cognizant federal agencies, 

see the following:

For institutions of higher education. Appendix III to 

2 C.F.R. Part 200—Indirect (F&A) Costs Identification 

and Assignment, and Rate Determination for Institutions 

of Higher Education (IHE), paragraph C.11

For nonprofit organizations. Appendix IV to 2 C.F.R. 

Part 200—Indirect (F&A) Costs Identification and 

Assignment, and Rate Determination for Nonprofit Organizations, paragraph C.2.a

For state and local governments. Appendix V to 2 

C.F.R. Part 200—State/Local Government and Indian 

Tribe-Wide Central Service Cost Allocation Plans, paragraph F.1

For Indian tribes. Appendix VII to 2 C.F.R. Part 200—

States and Local Government and Indian Tribe Indirect 

Cost Proposal, paragraph D.1

What should an organization do if its indirect 

cost rate expires or changes during the 

award period?

If your organization's approved indirect cost rate agreement expires during the award period, a current approved 

rate agreement must be obtained from the cognizant federal 

agency and submitted to the COPS Office. The organization must advise the COPS Office of any changes to its 
3

Indirect Cost Rate for FY 2020 Awards

approved indirect cost rate during the award period and, if 

necessary, request a budget modification that reflects the rate 

change. Please contact your COPS Office Grant Program 

Specialist or Program Manager to determine when a budget 

modification is necessary.

If the organization experiences an increase or a decrease in 

its indirect cost rate, it should submit the new rate to the 

COPS Office within 30 days of the change.

Can an organization reprogram indirect costs 

to direct costs?

Reprogramming requests of indirect costs to direct costs 

are administered through the budget modification process 

for the specific COPS Office award that your organization 

received. Please contact your COPS Office Grant Program 

Specialist or Program Manager to obtain guidance on any 

additional requirements that may apply to your modification 

request. The COPS Office will then evaluate your request 

and notify you in writing of our decision.

Please be advised that if your organization's revised indirect 

cost rate is lower than the rate approved at the time of award 

and a formal budget modification was not approved, excess 

indirect cost rate funds should not be drawn down and will 

be deobligated at closeout.

What should an organization expect at 

the end of the award period regarding its 

indirect cost rate?

If a provisional indirect cost rate is in effect at award 

closeout, the recipient shall proceed with closeout but 

will complete an expenditure analysis upon receipt of the 

approved final indirect cost rate to determine if an adjustment is necessary. If the recipient drew down excess COPS 

Office funding for indirect costs, the recipient must return 

the overpayment to the COPS Office and submit a revised 

Federal Financial Report (SF-425). If the recipient incurred 

additional indirect costs, the recipient may request a budget modification if the award is still open and award funds 

are available. If the recipient returns or draws down COPS 

Office funding, the recipient will need to submit a revised 

final Federal Financial Report (SF-425).

Other important factors

To support the indirect cost rate agreement, recipients are 

responsible for ensuring independent audits are conducted 

in accordance with existing federal auditing and reporting 

standards set forth in 2 C.F.R. Part 200, Subpart F—Audit 

Requirements. A copy of the audit report must be submitted 

to the cognizant federal agency to support the indirect cost 

rate agreement.

In accordance with ensuring proper award management and 

use of funding awarded through the COPS Office, recipients 

may be selected for a site visit or an enhanced office-based 

grant review (EOBGR) or may need to address an alleged 

noncompliance complaint during a compliance review by 

the COPS Office Grant Monitoring Division.

Therefore, recipients must adhere to proper accounting 

practices and recordkeeping to ensure all necessary documentation is available for review if requested by the COPS 

Office. Noncompliance may result in the repayment of misused funds, suspension of funds, or other remedial actions 

available by law until the noncompliance is resolved.

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Budget Modifications

Under federal regulations, you are required to expend federal funds only as approved in your Financial Clearance 

Memorandum (FCM). The COPS Office realizes that agencies and organizations may need to reprogram award 

funds and has provided this fact sheet for CPD, CPD Microgrants, LEMHWA, TRGP-TA, and PASS recipients 

to assist with the process. If you require any reprogramming of award funds, please see table 1 for next steps.

June 2020

Table 1. What to do if you require reprogramming of award funds

Award amount Type of reprogramming Next step

Less than $250,000 Reprogramming at any level relative to total 

approved budget

Inform COPS Office program manager prior to 

reprograming of funds

More than $250,000

Less than 10 percent of total approved budget 

(over the course of the award)

Notify your COPS Office program manager prior 

to reprogramming of funds

More than 10 percent of total approved budget Submit a formal budget modification 

requiring approval from the COPS Office 

prior to reprogramming of funds

Reprogrammed funds must be allocated for items covered 

within the scope of the original award. Any funds that are 

being requested to account for a change in scope from the 

original funded project must first receive approval from the 

COPS Office to expand or change the scope. Be advised 

that reprogramming requests for unallowable costs will not 

be approved. 

The COPS Office will not approve any modification request 

that results in an increase of federal funds. An organization 

may not expend award funds or drawdown reimbursements 

for budget modifications until after the modification has 

been approved by the COPS Office in writing.
2

June 2020

Budget Modifications for CPD, CPD Microgrants, TRGP-TA, LEMHWA, and PASS Recipients

What to do if you need a budget modification

If your budget requires a modification, please follow 

these steps:

1. Contact your PM and discuss the modification and 

reasoning for the change in budget. This process 

may require back-and-forth discussion and further 

documentation.

2. Once your agency and the PM agree to the change, 

log in to your account via the “Account Access” tab in

 the upper right corner of the COPS Office website, 

www.cops.usdoj.gov.

3. Once in the system, find the appropriate award, and 

within the Action menu, select “Modify.”

4. You will see the Budget Summary page with the last 

approved budget amounts. The totals will be in readonly mode. Select “Modify” for each category (Civilian/

Nonsworn Office Positions, Equipment/Technology, 

etc.) that requires a modification.

5. Each change will need to be entered in the system by 

either adding or modifying the amount. Every item 

that is modified must have an accompanying narrative 

explaining the modification. The narrative must include 

the following:

a. A brief description of each item and change that 

includes its purpose and how the item relates to the 

overall project

b. A calculation breakdown for each new item

6. After each section change, select “Save to Budget 

Summary” to save all work. Each time “Save to Budget 

Summary” is selected, you will be returned to the 

Budget Summary page.

7. After modifying all of the appropriate items and providing the required narratives, select “Validate” at the 

bottom of the Budget Summary page.

8. In the Budget Summary page, compare the current 

and modified data for each item. If there is an error, 

select “Cancel” to return to the Budget Summary 

page. If the modification is correct, select “Submit.”

9. Once your budget modification is submitted, inform 

your PM via email. In addition, include any relevant 

documentation as needed for the modification. This 

documentation may include the following:

a. For any new personnel or consultants you plan to 

hire noncompetitively, a resume must be submitted 

to your PM for prior approval.

b. For consultant rates over $650 per day, a consultant 

rate justification must be submitted to your PM for 

prior approval (see the Consultant/Contractor Rate 

Information fact sheet).

c. If claiming indirect costs, beyond the de minimis rate, 

include a current Indirect Cost Rate Agreement.

d. Documentation for personnel and consultant costs.

Once you have completed all of these steps, the COPS 

Office will review the budget modification. It is important to note that throughout the COPS Office review, no 

other processes including extensions can be submitted, and 

extension request should be submitted before requests for 

budget modifications. The budget modification typically 

takes 30 days to process.
3

Next steps

Your budget modification will go through two rounds of 

review at a minimum: (1) by your PM and (2) by a budget 

analyst (BA).

The PM will review the budget programmatically and may 

reach out to you for clarification, changes, or justification. 

Any changes required by your PM will result in the rejection 

of the modification. You will receive notification from the 

COPS Office, and you will be able to access the modification and make the necessary changes. The recipient will have 

to reenter the system, make the budget adjustments where 

necessary, and resubmit the saved changes.

Once the budget modification has been programmatically 

approved, a BA is assigned. The BA will review the modification to ensure the revised budget is allowable and meets 

all regulations and policies. The BA will work with the PM 

for any points of clarification, changes, or justification. Any 

changes required by the BA will result in the rejection of 

the modification, and the recipient will have to correct and 

resubmit the modification.

In the case of any rejection, an automatic notification will 

be sent out via email, and the award’s status changes to the 

green “No action required” icon, from which you can initiate another request.

In the case of any approval, an automatic notification will 

be sent out via email.

Implementation of the modified award budget may begin 

following this written approval from the COPS Office. The 

modification approvals for active awards will be accompanied by a modified FCM reflecting the approved changes.

Other resources

Your PM can provide you with a budget detail worksheet to 

help keep track of your costs and modifications. This tool 

can be used to track all of your costs, and when you submit 

a budget modification, it can be useful to submit as supplemental documentation to your PM.

For additional information, please review the Sole Source 

Justification, Consultant/Contractor Rate Information, and 

Indirect Cost Rate fact sheets. These fact sheets are available 

at https://cops.usdoj.gov/programdocuments.

Finally, your Award Owner’s Manual, Award Document, 

Cooperative Agreement (if applicable), FCM, and Terms 

and Conditions will provide more information on specific 

requirements that are applicable to your award. Your Award 

Owner’s Manual will include a list of allowable and unallowable items.

Please contact your PM for further direction on any additional requirements that may be applied to your modification request or any other questions.

Budget Modifications for CPD, CPD Microgrants, TRGP-TA, LEMHWA, and PASS Recipients

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Background Screening and Prevention 

Training Resources for Projects Involving Minors

To aid in the safeguarding of minors involved in U.S. 

Department of Justice (DOJ)–funded youth-centered 

programs, we have identified two relevant training 

programs that are available free of charge through the 

Office of Juvenile Justice and Delinquency Prevention (OJJDP)–funded National Children’s Advocacy 

Center (NCAC): (1) Preventing Child Sexual Abuse 

in Youth-Serving Organizations and (2) Rethinking Sexual Violence Prevention: Innovations With 

Bystanders, The Internet, and Youth Serving Organizations. These programs are accessible via the NCAC 

Virtual Training Center (www.nationalcac.org); 

grantees can search the training program by name 

from the home page.

In addition, the COPS Office is currently working with the National Center for Missing and 

Exploited Children (NCMEC) to update a 2013 

publication titled What You Need to Know About 

Background Screening (https://cops.usdoj.gov/RIC/

ric.php?page=detail&id=COPS-P260) for dissemination to DOJ grantees. This publication addresses the 

importance of background screening, the range of 

screening options available to organizations, and best 

practices in conducting background screening and 

acting upon the results. The COPS Office anticipates 

that the updated version of this publication will be 

available during FY 2020.

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix E. Federal Civil Rights Memo 

MEMORANDUM 

TO: COPS Office Award Recipients 

FROM: Michael L. Alston 

Director, Office for Civil Rights, Office of Justice Programs 

DATE: June 1, 2020 

RE: Federal Civil Rights Statutes and Regulations 

Congratulations on your recent award! The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. 

Department of Justice (DOJ) has been delegated the responsibility for ensuring that recipients of federal financial 

assistance from the OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence 

Against Women (OVW) are not engaged in discrimination prohibited by law. Several federal civil rights laws, such 

as Title VI of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972, require recipients of 

federal financial assistance to give assurances that they will comply with those laws. In addition to those civil rights 

laws, many grant program statutes contain nondiscrimination provisions that require compliance with them as a 

condition of receiving federal financial assistance. For a complete review of these civil rights laws and 

nondiscrimination requirements, in connection with OJP and other DOJ awards, see 

https://ojp.gov/funding/Explore/LegalOverview/CivilRightsRequirements.htm 

Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from 

individuals, entities, or groups. In addition, the OCR conducts limited compliance reviews and audits based on 

regulatory criteria. These reviews and audits permit the OCR to evaluate whether recipients of financial assistance 

from the Department are providing services in a non-discriminatory manner to their service population or have 

employment practices that meet equal-opportunity standards. 

If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice 

and Delinquency Prevention Act and your agency is part of a criminal justice system, there are two additional 

obligations that may apply in connection with the awards: (1) complying with the regulation relating to Equal 

Employment Opportunity Programs (EEOPs); and (2) submitting findings of discrimination to OCR. For additional 

information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for additional information 

regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c), .205(c)(5). Please submit 

information about any adverse finding to the OCR at the above address. 

We at the OCR are available to help you and your organization meet the civil rights requirements that are 

associated with OJP and other DOJ grant funding. If you would like the OCR to assist you in fulfilling your 

organization's civil rights or nondiscrimination responsibilities as a recipient of federal financial assistance, please 

do not hesitate to let us know. 

109 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix F. Enhancement of contractor protection from reprisal for 

disclosure of certain information (41 U.S.C. § 4712) 

(a) Prohibition of reprisals.--

(1) In general.--An employee of a contractor, subcontractor, grantee, or subgrantee or personal services 

contractor may not be discharged, demoted, or otherwise discriminated against as a reprisal for 

disclosing to a person or body described in paragraph (2) information that the employee reasonably 

believes is evidence of gross mismanagement of a Federal contract or grant, a gross waste of Federal 

funds, an abuse of authority relating to a Federal contract or grant, a substantial and specific danger 

to public health or safety, or a violation of law, rule, or regulation related to a Federal contract 

(including the competition for or negotiation of a contract) or grant. 

(2) Persons and bodies covered.--The persons and bodies described in this paragraph are the persons 

and bodies as follows: 

(A) A Member of Congress or a representative of a committee of Congress. 

(B) An Inspector General. 

(C) The Government Accountability Office. 

(D) A Federal employee responsible for contract or grant oversight or management at the relevant 

agency. 

(E) An authorized official of the Department of Justice or other law enforcement agency. 

(F) A court or grand jury. 

(G) A management official or other employee of the contractor, subcontractor, or grantee who has 

the responsibility to investigate, discover, or address misconduct. 

(3) Rules of construction.--For the purposes of paragraph (1)--

(A) an employee who initiates or provides evidence of contractor, subcontractor, or grantee 

misconduct in any judicial or administrative proceeding relating to waste, fraud, or abuse on a 

Federal contract or grant shall be deemed to have made a disclosure covered by such paragraph; 

and 

(B) a reprisal described in paragraph (1) is prohibited even if it is undertaken at the request of an 

executive branch official, unless the request takes the form of a non-discretionary directive and is 

within the authority of the executive branch official making the request. 

(b) Investigation of complaints.--

(1) Submission of complaint.--A person who believes that the person has been subjected to a reprisal 

prohibited by subsection (a) may submit a complaint to the Inspector General of the executive agency 

involved. Unless the Inspector General determines that the complaint is frivolous, fails to allege a 

violation of the prohibition in subsection (a), or has previously been addressed in another Federal or 

State judicial or administrative proceeding initiated by the complainant, the Inspector General shall 

investigate the complaint and, upon completion of such investigation, submit a report of the findings 

of the investigation to the person, the contractor or grantee concerned, and the head of the agency. 

110 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

(2) Inspector General action.--

(A) Determination or submission of report on findings.--Except as provided under subparagraph (B), 

the Inspector General shall make a determination that a complaint is frivolous, fails to allege a 

violation of the prohibition in subsection (a), or has previously been addressed in another Federal 

or State judicial or administrative proceeding initiated by the complainant or submit a report 

under paragraph (1) within 180 days after receiving the complaint. 

(B) Extension of time.--If the Inspector General is unable to complete an investigation in time to 

submit a report within the 180-day period specified in subparagraph (A) and the person 

submitting the complaint agrees to an extension of time, the Inspector General shall submit a 

report under paragraph (1) within such additional period of time, up to 180 days, as shall be 

agreed upon between the Inspector General and the person submitting the complaint. 

(3) Prohibition on disclosure.--The Inspector General may not respond to any inquiry or disclose any 

information from or about any person alleging the reprisal, except to the extent that such response 

or disclosure is--

(A) made with the consent of the person alleging the reprisal; 

(B) made in accordance with the provisions of section 552a of title 5 or as required by any other 

applicable Federal law; or 

(C) necessary to conduct an investigation of the alleged reprisal. 

(4) Time limitation.--A complaint may not be brought under this subsection more than three years after 

the date on which the alleged reprisal took place. 

(c) Remedy and enforcement authority.--

(1) In general.--Not later than 30 days after receiving an Inspector General report pursuant to subsection 

(b), the head of the executive agency concerned shall determine whether there is sufficient basis to 

conclude that the contractor or grantee concerned has subjected the complainant to a reprisal 

prohibited by subsection (a) and shall either issue an order denying relief or shall take one or more of 

the following actions: 

(A) Order the contractor or grantee to take affirmative action to abate the reprisal. 

(B) Order the contractor or grantee to reinstate the person to the position that the person held 

before the reprisal, together with compensatory damages (including back pay), employment 

benefits, and other terms and conditions of employment that would apply to the person in that 

position if the reprisal had not been taken. 

(C) Order the contractor or grantee to pay the complainant an amount equal to the aggregate 

amount of all costs and expenses (including attorneys' fees and expert witnesses' fees) that were 

reasonably incurred by the complainant for, or in connection with, bringing the complaint 

regarding the reprisal, as determined by the head of the executive agency. 

Exhaustion of remedies.--If the head of an executive agency issues an order denying relief under 

paragraph (1) or has not issued an order within 210 days after the submission of a complaint under 

subsection (b), or in the case of an extension of time under paragraph (b)(2)(B), not later than 30 days 

after the expiration of the extension of time, and there is no showing that such delay is due to the 

bad faith of the complainant, the complainant shall be deemed to have exhausted all administrative 

remedies with respect to the complaint, and the complainant may bring a de novo action at law or 

equity against the contractor or grantee to seek compensatory damages and other relief available 

under this section in the appropriate district court of the United States, which shall have jurisdiction 

111 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

over such an action without regard to the amount in controversy. Such an action shall, at the request 

of either party to the action, be tried by the court with a jury. An action under this paragraph may not 

be brought more than two years after the date on which remedies are deemed to have been 

exhausted. 

(2) Admissibility of evidence.--An Inspector General determination and an agency head order denying 

relief under paragraph (2) shall be admissible in evidence in any de novo action at law or equity 

brought pursuant to this subsection. 

(3) Enforcement of orders.--Whenever a person fails to comply with an order issued under paragraph 

(1), the head of the executive agency concerned shall file an action for enforcement of such order in 

the United States district court for a district in which the reprisal was found to have occurred. In any 

action brought under this paragraph, the court may grant appropriate relief, including injunctive 

relief, compensatory and exemplary damages, and attorney fees and costs. The person upon whose 

behalf an order was issued may also file such an action or join in an action filed by the head of the 

executive agency. 

(4) Judicial review.--Any person adversely affected or aggrieved by an order issued under paragraph (1) 

may obtain review of the order's conformance with this subsection, and any regulations issued to 

carry out this section, in the United States court of appeals for a circuit in which the reprisal is alleged 

in the order to have occurred. No petition seeking such review may be filed more than 60 days after 

issuance of the order by the head of the executive agency. Review shall conform to chapter 7 of title 

5. Filing such an appeal shall not act to stay the enforcement of the order of the head of an executive 

agency, unless a stay is specifically entered by the court. 

(5) Burdens of proof.--The legal burdens of proof specified in section 1221(e) of title 5 shall be 

controlling for the purposes of any investigation conducted by an Inspector General, decision by the 

head of an executive agency, or judicial or administrative proceeding to determine whether 

discrimination prohibited under this section has occurred. 

(6) Rights and remedies not waivable.--The rights and remedies provided for in this section may not be 

waived by any agreement, policy, form, or condition of employment. 

(d) Notification of employees.--The head of each executive agency shall ensure that contractors, 

subcontractors, and grantees of the agency inform their employees in writing of the rights and remedies 

provided under this section, in the predominant native language of the workforce. 

(e) Construction.--Nothing in this section may be construed to authorize the discharge of, demotion of, or 

discrimination against an employee for a disclosure other than a disclosure protected by subsection (a) or 

to modify or derogate from a right or remedy otherwise available to the employee. 

(f) Exceptions.--

(1) This section shall not apply to any element of the intelligence community, as defined in section 3(4) 

of the National Security Act of 1947 (50 U.S.C. § 401a(4)). 

(2) This section shall not apply to any disclosure made by an employee of a contractor, subcontractor, or 

grantee of an element of the intelligence community if such disclosure--

(A) relates to an activity of an element of the intelligence community; or 

(B) was discovered during contract, subcontract, or grantee services provided to an element of the 

intelligence community. 

112 
 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

(g) Definitions.--In this section: 

(1) The term “abuse of authority” means an arbitrary and capricious exercise of authority that is 

inconsistent with the mission of the executive agency concerned or the successful performance of a 

contract or grant of such agency. 

(2) The term “Inspector General” means an Inspector General appointed under the Inspector General Act 

of 1978 and any Inspector General that receives funding from, or has oversight over contracts or 

grants awarded for or on behalf of, the executive agency concerned. 

(h) Construction.--Nothing in this section, or the amendments made by this section, 1 shall be construed to 

provide any rights to disclose classified information not otherwise provided by law. 

113 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix G. 2 C.F.R. Appendix II to Part 200: Contract provisions for 

nonfederal entity contracts under federal awards 

NOTE: The National Defense Authorization Act for fiscal year 2018 (NDAA), Public Law 115–91, Division A, Title VIII, 

Section 805, raised the simplified acquisition threshold to $250,000 for all recipients. The OMB Memorandum 

M-18-18 entitled Implementing Statutory Changes to the Micro-purchase and the Simplified Acquisition Threshold 

for Financial Assistance granted an exception for recipients to use the higher simplified acquisition threshold of 

$250,000 effective as of June 20, 2018, in advance of revisions to the Uniform Guidance. 

In addition to other provisions required by the federal agency or nonfederal entity, all contracts made by the 

nonfederal entity under the federal award must contain provisions covering the following, as applicable. 

(A) Contracts for more than the simplified acquisition threshold currently set at $250,000, which is the inflation 

adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations 

Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in 

instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as 

appropriate. 

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal 

entity including the manner by which it will be effected and the basis for settlement. 

(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the 

definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity 

clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment 

Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, 

“Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 

41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of 

Labor.” 

(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime 

construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for 

compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of 

Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed 

and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers 

and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the 

Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The nonFederal entity must place a copy of the current prevailing wage determination issued by the Department of Labor 

in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of 

the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal 

awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” 

Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and 

Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United 

States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, 

any person employed in the construction, completion, or repair of public work, to give up any part of the 

compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or 

reported violations to the Federal awarding agency. 

114 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded 

by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must 

include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor 

regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the 

wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the 

standard work week is permissible provided that the worker is compensated at a rate of not less than one and a 

half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 

40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to 

work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These 

requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open 

market, or contracts for transportation or transmission of intelligence. 

(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of 

“funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract 

with a small business firm or nonprofit organization regarding the substitution of parties, assignment or 

performance of experimental, developmental, or research work under that “funding agreement,” the recipient or 

subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit 

Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and 

any implementing regulations issued by the awarding agency. 

(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as 

amended—Contracts and subgrants of amounts in excess of $250,000 must contain a provision that requires the 

non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the 

Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-

1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental 

Protection Agency (EPA). 

(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must 

not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in 

accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., 

p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the 

names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible 

under statutory or regulatory authority other than Executive Order 12549. 

(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding 

$100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used 

Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer 

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

of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 

1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with 

obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award. 

(J) See §200.322 Procurement of recovered materials. 

115 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix H. Remittance of Interest Earned Amounts 

2 CFR§200.305(b)(9) – Payment (remittance of interest earned) 

1. Interest earned amounts up to $500 per year may be retained by the non-federal entity for administrative 

expense. Any additional interest earned on federal advance payments deposited in interest-bearing 

accounts must be remitted annually to the Department of Health and Human Services Payment 

Management System (PMS) through an electronic medium using either Automated Clearing House (ACH) 

network or a Fedwire Funds Service payment. Remittances must include pertinent information of the 

payee and nature of payment in the memo area (often referred to as “addenda records” by Financial 

Institutions) as that will assist in the timely posting of interest earned on federal funds. Pertinent details 

include the Payee Account Number (PAN) if the payment originated from PMS, or Agency information if 

the payment originated from ASAP, NSF or another federal agency payment system. The remittance must 

be submitted as follows: 

i. For ACH Returns: 

Routing Number: 051036706 

Account number: 303000 

Bank Name and Location: Credit Gateway - ACH Receiver St. Paul, MN 

ii. For Fedwire Returns*: 

Routing Number: 021030004 

Account number: 75010501 

Bank Name and Location: Federal Reserve Bank Treas NYC/Funds Transfer Division New York, NY 

(* Please note organization initiating payment is likely to incur a charge from your Financial Institution for 

this type of payment) 

iii. For International ACH Returns: 

Beneficiary Account: Federal Reserve Bank of New York/ITS (FRBNY/ITS) 

Bank: Citibank N.A. (New York) 

Swift Code: CITIUS33 

Account Number: 36838868 

Bank Address: 388 Greenwich Street, New York, NY 10013 

Payment Details (Line 70): Agency 

Name (abbreviated when possible) and ALC Agency POC: Michelle Haney, 301-492-5065 

iv. For recipients that do not have electronic remittance capability, please make check** payable to: 

“The Department of Health and Human Services.” 

Mail Check to Treasury approved lockbox: 

HHS Program Support Center, P.O. Box 530231, Atlanta, GA 30353-0231 

(** Please allow 4-6 weeks for processing of a payment by check to be applied to the appropriate PMS 

account) 

Any additional information/instructions may be found on the PMS Web site at https://pms.psc.gov/ 

116 
 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix I. ACH templates with instructions 

The following pages contain ACH templates and instructions for completing these financial documents. 

117 
 

 

 

 

 

April 28, 2020 

In the normal course of grant operations, there are situations in which grantees must make 

refunds to the Office of Justice Programs (OJP), Community Oriented Policing Services (COPS), 

or Office on Violence Against Women (OVW), all of which are processed by OJP’s OCFO. Due 

to workplace disruptions caused by COVID-19, OJP recognizes that some entities and 

individuals may have difficulty providing refunds through hard copy mail using paper negotiable 

instruments such as money orders, paper checks, bank drafts, and cashier checks. 

In order to avoid disruptions and delays in the refund process, OJP is strongly encouraging 

grantees to submit deposits electronically (using Automated Clearing House (ACH) or Fed wire). 

This will eliminate a delay in reflecting the refund on grant or vendor account balances. 

To that end, if situations arise that require a grantee to return funds, please advise the grantee to 

submit their refund electronically using ACH or Fed wire. Templates with instructions are 

attached. Upon notification to the grantee to return funds, please email OCFO/FAAD/ACRB at 

ACRBelectronictransfer@ojp.usdoj.gov. ACRB will assign an accountant to assist the grantee 

with the process. 

We aim to continue providing the best customer service in the midst of many changes. 
 

 

 

ACH TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

ACH Credit Instructions 

Please provide the following instructions to your Financial Institution for the remittance of Automated Clearing 

House (ACH) credits to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is 

responsible for completing the highlighted lines. Instructions to help populate each line are on page 2. The 

information for all other lines have been pre-populated and cannot be changed. All National Automated 

Clearing House Association (NACHA) Data Element Lines are required. 

NACHA 

Record 

Type 

Code 

NACHA 

Field 

NACHA 

Data Element 

Name Required Information 

1 5 3 Grantee Name (Grantee) 

5 6 Standard Entry Class Code CCD 

2 5 9 Date of Payment (Date of Payment; similar to check 

date) 

6 2 Transaction Code 22 

6 3 & 4 Receiving DFI Identification (ABA

routing #) 

051036706 

6 5 DFI Account Number 815040001003 

3 6 6 Amount (Refund Amount) 

4 6 8 Office of Justice Programs (enter grant number – up to 22 

characters) 

*ACH debits are not permitted to this ABA routing number. All debits received will be automatically 

returned. 

Questions regarding these instructions should be directed to ACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 
 

 

 

 

 

 

Ach Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

ACH Credit Instructions 

1. Grantee Name – Enter the grantee name exactly as it is assigned on your grant award document. 

2. Effective Date - Enter the payment date (similar to the check date). 

3. Amount - Enter the refund dollar amount. 

4. Receiving Company Name – Office of Justice Programs – Enter the grant number. 

Page 2 of 2 
 

 

 

 

 

FEDWIRE TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

Please provide the following instructions to your Financial Institution for the remittance of Fedwire payments 

to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is responsible for 

completing the highlighted lines. Instructions to help populate each line are on page 2. The information for 

all other lines have been pre-populated and cannot be changed. All Fedwire Field Lines are required. 

Fedwire 

Field 

Tag 

Fedwire Field Name Required Information 

{1510} Type/Subtype 1000 

1 {2000} Refund Amount 

{3400} Receiver ABA routing number * 021030004 

{3400} Receiver ABA short name TREAS NYC 

{3600} Business Function Code CTR 

{4200} Beneficiary Identifier (account number) 815040001003 

{4200} Beneficiary Name Office of Justice Programs 

2 {5000} Grantee Name 

3 {6000} Grant Number 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

*The financial institution address for Treasury’s routing number is 33 Liberty Street, New York, NY 10045 

Questions regarding these instructions should be directed toACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 

Page 1 of 2 
 

 

 

 

 

Fedwire Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

FEDWIRE TEMPLATE INSTRUCTIONS 

1. For Fedwire Field Tag {2000} Amount - Enter the refund dollar amount 

2. For Fedwire Field Tag {5000} Grantee name - Enter the grantee name assigned to the grant 

3. For Fedwire Field Tag {6000} Originator to Beneficiary Information – Lines 1 through 4 – 

• Line 1- Includes the grant number associated with refund. This line is mandatory. 

• Lines 2-4- Include any other identifying or pertinent information for the refund. i.e. reason, 

split between grant refund or interest income. There is a 22 character limit per line. 
 

 

 

 

 

 

[Type here] 

FEDWIRE TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

Please provide the following instructions to your Financial Institution for the remittance of Fedwire payments 

to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is responsible for 

completing the highlighted lines. Instructions to help populate each line are on page 2. The information for 

all other lines have been pre-populated and cannot be changed. All Fedwire Field Lines are required. 

Fedwire 

Field 

Tag 

Fedwire Field Name Required Information 

{1510} Type/Subtype 1000 

1 {2000} Refund Amount 

{3400} Receiver ABA routing number * 021030004 

{3400} Receiver ABA short name TREAS NYC 

{3600} Business Function Code CTR 

{4200} Beneficiary Identifier (account number) 815040001003 

{4200} Beneficiary Name Office of Justice Programs 

2 {5000} Grantee Name 

3 {6000} Grant Number 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

3 {6000} Grant Number/Grant Information 

*The financial institution address for Treasury’s routing number is 33 Liberty Street, New York, NY 10045 

Questions regarding these instructions should be directed toACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 

Page 1 of 2 
 

 

 

 

 

Fedwire Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

FEDWIRE TEMPLATE INSTRUCTIONS 

1. For Fedwire Field Tag {2000} Amount - Enter the refund dollar amount 

2. For Fedwire Field Tag {5000} Grantee name - Enter the grantee name assigned to the grant 

3. For Fedwire Field Tag {6000} Originator to Beneficiary Information – Lines 1 through 4 – 

• Line 1- Includes the grant number associated with refund. This line is mandatory. 

• Lines 2-4- Include any other identifying or pertinent information for the refund. i.e. reason, 

split between grant refund or interest income. There is a 22 character limit per line. 
 

 

 

 

ACH TEMPLATE INSTRUCTIONS 

UNITED STATES DEPARTMENT OF JUSTICE 

OFFICE OF JUSTICE PROGRAMS 

ACH Credit Instructions 

Please provide the following instructions to your Financial Institution for the remittance of Automated Clearing 

House (ACH) credits to the US Department of Justice, Office of Justice Programs. The grantee (remitter) is 

responsible for completing the highlighted lines. Instructions to help populate each line are on page 2. The 

information for all other lines have been pre-populated and cannot be changed. All National Automated 

Clearing House Association (NACHA) Data Element Lines are required. 

NACHA 

Record 

Type 

Code 

NACHA 

Field 

NACHA 

Data Element 

Name Required Information 

1 5 3 Grantee Name (Grantee) 

5 6 Standard Entry Class Code CCD 

2 5 9 Date of Payment (Date of Payment; similar to check 

date) 

6 2 Transaction Code 22 

6 3 & 4 Receiving DFI Identification (ABA

routing #) 

051036706 

6 5 DFI Account Number 815040001003 

3 6 6 Amount (Refund Amount) 

4 6 8 Office of Justice Programs (enter grant number – up to 22 

characters) 

*ACH debits are not permitted to this ABA routing number. All debits received will be automatically 

returned. 

Questions regarding these instructions should be directed to ACRBelectronictransfer@ojp.usdoj.gov or (800) 458-

0786. 
 

 

 

 

 

 

Ach Template Instructions 

United States Department Of Justice 

Office Of Justice Programs 

ACH Credit Instructions 

1. Grantee Name – Enter the grantee name exactly as it is assigned on your grant award document. 

2. Effective Date - Enter the payment date (similar to the check date). 

3. Amount - Enter the refund dollar amount. 

4. Receiving Company Name – Office of Justice Programs – Enter the grant number. 

Page 2 of 2 
 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix J. Sample Financial Clearance Memorandum (FCM) 

This appendix contains a sample FCM. Please refer to your specific FCM for the list of approved allowable cost 

under your award. 

127 
 

 

 

 

 

 

 

 

 

 

Financial Clearance Memorandum 

COPS Office Community Policing Development (CPD) Program 

To: City Manager Joe Smith 

Test Police Department 

Re: Financial Clearance Memorandum 

A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and 

consistent with existing guidelines. Exceptions / Adjustments are noted below. 

ORI #: CA00ZZZ Award #: 2015TEST0012 

Budget Category Proposed Budget Approved Budget Adjustments 

Sworn Officer $0.00 $0.00 $0.00 

Fringe Benefits $0.00 $0.00 $0.00 

Civilian Personnel $54,282.60 $54,282.60 $0.00 

Fringe Benefits $4,152.61 $4,152.61 $0.00 

Equipment $1,500.00 $0.00 -$1,500.00 

Supplies $9,860.00 $4,360.00 -$5,500.00 

Travel/Training $0.00 $0.00 $0.00 

Consultants/Contractors $5,000.00 $5,000.00 $0.00 

Other Costs $0.00 $7,000.00 $7,000.00 

Indirect Costs $0.00 $0.00 $0.00 

Total Budget Costs: $74,795.00 Federal Share: $74,795.00 Applicant Share: $0.00 

Budget Cleared Date: 07/27/2018 

Overall Comments: 

All costs listed in this budget were programmatically approved based on the final Budget Detail Worksheets submitted by your agency to the COPS 

Office. Maintenance agreements (if applicable) must be purchased and paid in full within the award period. Prior to the obligation, expenditure or 

drawdown of award funds for noncompetitive contracts in excess of $250,000, recipient must submit a sole source justification to the COPS Office for 

review and approval. Prior to the obligation, expenditure, or drawdown of award funds for consultant fees in excess of $650 per day when the consultant 

is hired through a noncompetitive bidding process, approval must be obtained from the COPS Office. If the vendor number on this form differs from the 

EIN number included in your application, then for administrative purposes only, we are assigning a different vendor number to your agency. The reason 

for this administrative change is that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new 

vendor number on all financial documents related to this award. The vendor number should not be used for IRS purposes and only applies to this award. 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Sworn Officer 

Number of positions: 0 

Total: $0.00 $0.00 $0.00 

Civilian/Non-Sworn Personnel 

PositionTitle Positions Salary Benefits Total Adjustment 

Police Specialist 1 $37,401.00 $2,861.17 $40,262.17 $0.00 

College Intern 1 $16,881.60 $1,291.44 $18,173.04 $0.00 

Total: $54,282.60 $4,152.61 $58,435.21 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Budget Category: Equipment/Technology 

Item Qty Cost/Item Total Adjustment Reason Disallowed/Adjusted 

Laptop / Tablet 0 $1,500.00 $0.00 -$1,500.00 

Total: $0.00 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Budget Category: Supplies 

Item Qty Cost/Item Total Adjustment Reason Disallowed/Adjusted 

SLPD/Weibo Canopy Tent 1 $2,500.00 $2,500.00 $0.00 

Office Supplies 12 $30.00 $360.00 $0.00 

Outreach Video 0 $3,000.00 $0.00 -$3,000.00 

Outreach Materials 0 $3,000.00 $0.00 -$3,000.00 

Services / Memberships 0 $1,000.00 $0.00 -$1,000.00 

Laptop 1 $1,500.00 $1,500.00 $1,500.00 

Total: $4,360.00 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Budget Category: Travel/Training 

Total: $0.00 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: San Leandro Police Department 

Budget Category: Contracts/Consultants 

International Association of Chiefs of Police Center for Social Media 1 $5,000.00 $0.00 

Item Qty Cost/Item Total Adjustment Reason Disallowed/Adjusted 

Total: $5,000.00 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Budget Category: Other Costs 

Item Qty Cost/Item Total Adjustment Reason Disallowed/Adjusted 

Outreach Video 1 $3,000.00 $3,000.00 $3,000.00 

Outreach Materials 1 $3,000.00 $3,000.00 $3,000.00 

Service Memberships 1 $1,000.00 $1,000.00 $1,000.00 

Total: $7,000.00 
ORI #: CA00ZZZ Grant #: 2015TEST0012 Legal Name: Test Police Department 

Budget Category: Indirect Costs 

Total: $0.00 
 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Appendix K. Additional resources for Cooperative Agreement recipients 

Some recipients may be awarded Cooperative Agreements to develop reports, publications, manuals, training, 

videos, and other products. The Cooperative Agreement, which is incorporated by reference into the Award 

Document, includes customized tasks and deliverables that may require the recipient to follow one or more of 

these resource documents applicable to their project: 

• In Person Curriculum Standards Guide 

• Online Curriculum Process Guide 

• Instructor Quality Assurance Guide 

• Non-TOT Instructor Guide Template 

• Non-TOT Participant Guide Template 

• Non-TOT PowerPoint Background 

• TOT Instructor Guide Template 

• TOT Participant Guide Template 

• TOT PowerPoint Background 

• Webinar PowerPoint Template 

• Video Development Process Guide 

• COPS Office Logo Standards Manual 

• The COPS Office Editorial and Graphics Style Manual: Guide for Authors, New Revised Second Edition 

• Section 508 of the Rehabilitation Act of 1973 

The remainder of this appendix contains fact sheets on training, the ADDIE model, and information for webinars. 

136 
U.S. Department of Justice

Office of Community Oriented Policing Services

Fact Sheet www.cops.usdoj.gov

Training Fact Sheet

The COPS Office has a series of requirements for the 

development and delivery of in-person and online training. 

These requirements can be found in the two COPS Office 

curriculum guides: (1) Online Curriculum Standards and 

Review: Process Guide at https://www.cops.usdoj.gov/pdf/

training/Online_Curriculum_Process_Guide.pdf and 

(2) In-Person Curriculum Standards and Review: Process 

Guide at https://www.cops.usdoj.gov/pdf/training/In_

Person_Curriculum_Standards_Guide.pdf. The guides 

were established to provide guidance to COPS Office 

training providers and program managers on instructional 

design, promising practices, and the process by which the 

COPS Office will review and approve curricula.

The COPS Office trainings are national in scope and should 

have a specific law enforcement audience: executives, first-line 

supervisors, line officers, dispatchers, joint community and 

officers, etc. COPS Office training supports the needs of the 

law enforcement field and strives to increase public safety.

The training goals of the COPS Office are as follows:

Establish a common process for the development of 

COPS Office training initiatives.

Manage quality control through a series of review and 

approval checkpoints.

Standardize content, style, format, and quality.

Establish clear outcome expectations of training initiatives.

Maintain training relevance for the field.

Prepare training for accreditation through national law 

enforcement training accreditation programs.

The COPS Office defines training as the teaching and learning activities carried out for the primary purpose of helping 

members of an organization acquire and apply the knowledge, skills, abilities, and attitudes needed by a particular 

job or organization. Training is driven by specific goals and 

objectives; it is not a single event but rather an ongoing process that requires continuous self-reflection and evaluation.

Learning outcomes and objectives. Objectives describe 

what learners should be able to know and do after training. 

Learning outcomes establish the criteria by which the training will be judged a success. Training objectives and learning 

outcomes should be aligned with an employee’s position 

and with the organization’s goals and mission.

Self-reflection and evaluation. Self-reflection should be 

a conscious process whereby trainees critically analyze the 

training materials and test their own understanding and 

retention; it is an internal check on the progress and outcomes of the training. Evaluation is the external check; 

it should consist of setting goals in accordance with the 

learning outcomes and objectives and conducting pre- and 

post-training testing and a final course evaluation to ensure 

those goals are met.

Training materials. Guides, webinars, articles, conference 

presentations, podcasts, videos, blogs, and newsfeeds (to 

provide a few examples) can serve as support material in 

trainings or as standalone materials to increase knowledge, 

but on their own they cannot be defined as training.

The COPS Office also has a series of requirements that instructors must meet prior to becoming instructors for COPS 

Office courses and for the duration of their instructor tenure. 

Those requirements can be found in the COPS Office’s 

Instructor Quality Assurance Guide at https://www.cops.

usdoj.gov/pdf/training/Instructor_Quality_Assurance_

Guide.pdf.

Contact the COPS Office

For questions related to the development and 

delivery of in-person or online training, please 

contact the COPS Office Response Center.

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

June 2020
February 2016

US Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

The ADDIE Model of 

Instructional Design Fact Sheet

The ADDIE model is a process traditionally used 

by instructional designers and training developers. 

The five phases—Analysis, Design, Development, 

Implementation, and Evaluation—represent a dynamic, 

flexible guideline for building effective training and 

performance support tools. 

In the ADDIE model, each step has an outcome that 

feeds into the subsequent step.

Analysis Phase

The first stage of the ADDIE model is the analysis 

phase. In this phase, the instructional goals and 

objectives are established, and the learning environment 

and learner’s existing knowledge and skills are identified. 

Incorporated in this phase are the needs assessment, 

the course outline, and the analysis of delivery methods 

most appropriate to learning. The following questions 

are addressed during the analysis phase:

 Who is the audience, and what are

their characteristics?

 What is the behavioral outcome?

 What types of learning constraints exist?

 What are the delivery options?

 What is the timeline for project completion?

Design Phase

This stage of the ADDIE model focuses on creating 

the blueprint for the instructional experience—that 

is, creating the structure and content of the learning 

materials, the learning assessment process, and the 

resources and activities that will be used to attain and 

complement the learning outcomes. The following are 

some of the steps used during the design phase to create 

the curriculum:

 Documentation of the project’s instructional,

visual, and technical design strategy

 Application of instructional strategies according

to the intended outcomes

 Prototype creation

 Exercise creation

 Graphic design

Development Phase

The development phase focuses on how the plans that 

were created in the design phase become a reality. This 

phase addresses how the instructional materials will 

be used to support learning and engage students in 

innovative and productive ways. During this phase, the 

curriculum is reviewed and revised according to any 

feedback given.

February 2018
2

The ADDIE Model of Instructional Design Fact Sheet

Implementation Phase

During the implementation phase, the procedure for 

training the facilitators is developed and delivered, and the 

procedure for training the participants is refined. This is 

also the phase where the project manager ensures that the 

supplemental resources (books, hands-on equipment, tools, 

CD-ROMs, and software) are in place and that the learning 

application or website is functional, available, and ready for 

use. In this stage, the course is also tested and deployed to 

determine whether the components function as designed 

within the identified environment. This phase validates the 

implementation and identifies any anomalies prior to full 

course deployment.

Evaluation Phase

The evaluation phase determines how students feel about 

the course experience, whether goals were achieved, whether 

the transfer of learning took place, and any long-term 

outcomes. This phase also identifies the gaps in student 

performance that need to be addressed. Two levels of 

evaluation may be conducted:

Level 1—Reactions. Learners provide reactions and 

comments to the course, usually in the form of a response to 

a questionnaire.

Level 2—Learning. Assessments of content retention, 

application, and institutionalization.
U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Information for Webinars

Webinars can be effective alternatives to in-person meetings or presentations. They also can be recorded to allow a 

wider audience to access information than might have been 

possible in an in-person event. Consequently, many COPS 

Office award recipients may choose to offer webinars in 

addition to or instead of in-person training sessions. This 

fact sheet is intended to aid award recipients in producing 

webinars as part of their project deliverables.

As with other sponsored knowledge products, webinars 

produced with funding from the COPS Office are expected 

to include on any slide deck or advertising materials the 

COPS Office logo (see the Logo Guidance fact sheet at 

https://cops.usdoj.gov/pdf/training/Logo_Guideline_

FactSheet.pdf for information about correct use of the 

COPS Office logo) and the standard disclaimer language:

This project was supported, in whole or in part, by cooperative agreement / grant number XXXX-XX-XX-XXXX

awarded to [awardee] by the U.S. Department of Justice, Office of Community Oriented Policing Services. 

The opinions contained herein are those of the author(s) 

or contributor(s) and do not necessarily represent the 

official position or policies of the U.S. Department of 

Justice. References to specific individuals, agencies, 

companies, products, or services should not be considered an endorsement by the author(s), the contributor(s), 

or the U.S. Department of Justice. Rather, the references 

are illustrations to supplement discussion of the issues. 

The internet references cited in this publication were 

valid as of the date of publication. Given that URLs and 

websites are in constant flux, neither the author(s), the 

contributor(s), nor the COPS Office can vouch for their 

current validity.

May 2020

Resources

The COPS Office has created a template for 

a slide deck that you may use for your webinar 

(see figure 1; the slides can be found at 

https://cops.usdoj.gov/pdf/webinars/COPS_

webinar_PowerPoint_template.pptx).

Figure 1. Webinar template slides
2

Information on Webinars Fact Sheet

Webinar requirements

For advertised events, award recipients are expected to follow 

the Marketing Guidelines developed for COPS Office–

sponsored training events (https://cops.usdoj.gov/pdf/

training/Marketing_Guidelines_FactSheet.pdf). Your COPS 

Office program manager can work with you to ensure your 

webinar is advertised through COPS Office channels.

If your webinar will be recorded for future replay, the 

recording must be submitted to the COPS Office for review 

and vetting before public release. You and your project 

manager may also discuss options for posting the webinar 

recording on a COPS Office platform (such as the COPS 

Office YouTube channel or the COPS Training Portal) and 

additional promotional activities once it is ready for release. 

For recordings that will be posted on a COPS Office platform, the audio track must be made compliant with section 

508 of the Rehabilitation Act of 1973 (closed captioned) 

prior to submission.

To ensure sufficient time for review and approvals prior to 

public advertisement, award recipients should plan to have 

all materials submitted to their program manager at least 

four weeks in advance of their preferred webinar date. Award 

recipients should not advertise webinar events prior to 

COPS Office approval.

Contact the COPS Office

For more information about COPS Office 

programs and resources, please call the COPS 

Office Response Center at 800-421-6770 or visit 

the COPS Office website at www.cops.usdoj.gov.

May 2020
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Glossary of Terms 

allowable costs. Allowable costs are expenses that may be funded by this award program. The COPS Office PASS 

award must be limited to funding for equipment, services, personnel, and other costs purchased or hired on or 

after the award start date. Upon review of your submitted budget, any unallowable costs were removed. The 

Financial Clearance Memorandum (FCM) included in your award package specifies your allowable costs, contains 

the final budget category amounts for which your agency was approved, and notes any relevant revisions that 

were made to your original budget submission. 

audit. Work done by auditors, including both the Office of the Inspector General (OIG) and state or local auditors, 

to examine financial statements and to review 

• compliance with laws and regulations; 

• economy and efficiency of operations; 

• effectiveness in achieving program results; 

• allowability of costs claimed against the award. 

authorized officials. The authorized officials are the individuals in your organization who have final authority and 

responsibility for all programmatic and financial decisions regarding this award. At the time of award application, 

your agency listed the law enforcement executive (usually the chief of police, sheriff, etc.) and the government 

executive (usually the mayor, board president, etc.) for your agency. For non–law enforcement agencies 

(institutions of higher education, private organizations, etc.), the authorized officials are the programmatic and 

financial officials who have the ultimate signatory authority to sign contracts on behalf of your organization. These 

executives are listed on your award document and are understood to be your authorized officials. If any of the 

executive information is incorrect, please submit the correct information to the COPS Office by completing an 

official Change of Information form available online at www.cops.usdoj.gov. 

award end date. This is the date until which your agency is authorized to purchase items or hire positions that 

were approved by the COPS Office. The award end date is found on your award document. Recipients may not 

make any purchases or hire any positions after this date without written approval from the COPS Office. 

award number. The award number identifies your agency’s specific PASS award and can be found on your award 

document. This number should be used as a reference when corresponding with the COPS Office. Your award 

number is in the format 2020-MHWX-K000 for awards made in FY 2020. The COPS Office tracks award information 

based upon this number. 

award start date. This is the date on or after which your agency is authorized to purchase or hire any allowable 

equipment, services, personnel, or other costs that were approved by the COPS Office. The award start date is 

found on your award document. Recipients may not expend funds prior to this date without written approval from 

the COPS Office. 

career law enforcement officer. The COPS Office’s statute defines a “career law enforcement officer” as “a person 

hired on a permanent basis who is authorized by law or by a State or local public agency to engage in or supervise 

the prevention, detection, or investigation of violations of criminal laws.” 34 U.S.C. § 10389(1). 

142 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Catalog of Federal Domestic Assistance (CFDA). The CFDA is an annual government-wide publication that contains 

a description and index of all forms of federal assistance. Each program is assigned a CFDA number, which is used 

by auditors to track award revenues under the Single Audit Act. It is also used in participating states by State Single 

Points of Contact in conducting the required intergovernmental reviews under Executive Order 12372. The CFDA 

number for the COPS Office PASS Program award is 16.710. 

closeout. This is the process in which the awarding agency, the COPS Office, determines that all applicable 

administrative actions and all required work and conditions of the award have been completed and met by the 

recipient and awarding agency. 

cognizant federal agency. Your cognizant federal agency is generally the federal agency that provides your agency 

with the most federal money. The Office of Management and Budget (OMB) may have already assigned your 

cognizant federal agency to you. If this is the first federal award that your organization has received, the U.S. 

Department of Justice (DOJ) is your cognizant federal agency. 

community policing. Community policing is a philosophy that promotes organizational strategies that support the 

systematic use of partnerships and problem-solving techniques to proactively address the immediate conditions 

that give rise to public safety issues such as violent crime, nonviolent crime, and fear of crime. 

consortium. A consortium is a group of two or more governmental entities that agree to form a partnership to 

provide law enforcement services to their constituent communities. 

computing devices. Computing devices are machines used to acquire, store, analyze, process, and publish data and 

other information electronically, including accessories (or “peripherals”) for printing, transmitting, and receiving, 

or storing electronic information. 

cooperative agreement. A legal instrument of financial assistance between a federal awarding agency and a nonfederal entity to carry out a public purpose authorized by a law of the United States that, consistent with 31 U.S.C. 

§ 6302-6305, provides for substantial involvement between the federal awarding agency and the non-federal 

entity in carrying out the activity contemplated by the federal award. 

COPS Office. The Office of Community Oriented Policing Services (COPS Office) is the office within the U.S. 

Department of Justice that is the grantor or awarding agency for your award. The COPS Office is responsible for 

assisting your agency with the administration and maintenance of your award for the entire award period. You can 

reach the COPS Office at 800-421-6770. 

COPS Office finance staff. The COPS Office finance staff handles your agency’s financial and budgetary needs 

related to this award. A staff accountant has been assigned to your state, and is available to answer any questions 

that you may have concerning the financial aspects of your award. To identify your staff accountant, please call the 

COPS Office Response Center at 800-421-6770, or visit the COPS Office website at www.cops.usdoj.gov. 

COPS Office Program Manager. COPS Office Program Managers are trained to assist you with implementing and 

maintaining your PASS award. A Program Manager is assigned to your project and is available to answer any 

questions that you may have concerning the administrative, programmatic, and substantive aspects of your award. 

Your Program Manager can assist you with such matters as requesting an extension on your award or modifying 

the award, and reviewing outlines for project deliverables. The name and phone number of your COPS Office 

Program Manager is provided on the award congratulatory letter and available by contacting the COPS Office 

Response Center at 800-421-6770. 

143 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

Data Universal Numbering System (DUNS) number. Since FY 2004, the Office of Management and Budget (OMB) 

has required all agencies applying for federal funding to obtain this number prior to application. The DUNS number 

is a unique nine- or thirteen-digit identification number that is assigned upon request to agencies by Dun & 

Bradstreet (D&B). This number will be used by the Federal Government to better track award recipient information 

throughout the award cycle and to provide consistent name and address data for electronic award application 

systems. To obtain a DUNS number, visit the Dun & Bradstreet website at www.dnb.com or call 866-705-5711. 

disallowed costs. Disallowed costs means those charges that are determined to be unallowable, in accordance 

with the applicable Federal statutes, regulations, or the terms and conditions of the federal award. 

Employer Identification Number (EIN) / OJP vendor number. This number is usually your agency’s nine-digit 

federal tax identification number as assigned to you by the Internal Revenue Service (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 you 

by the Office of the Chief Financial Officer. The newly assigned number is to be used for COPS Office administrative 

purposes only and should not be used for IRS purposes. 

equipment. Equipment is tangible personal property (including information technology systems) having a useful 

life of more than one year and a per-unit acquisition cost that equals or exceeds $5,000. 

federally recognized tribe. Tribal entities that are recognized and eligible for funding and services from the Bureau 

of Indian Affairs (BIA) by virtue of their status as Indian tribes. They are acknowledged to have the immunities and 

privileges available to other federally recognized Indian tribes by virtue of their government-to-government 

relationship with the United States as well as the responsibilities, power, limitations, and obligations of such tribes. 

Only federally recognized tribes are eligible to apply for COPS Office tribal award funds. For further information, 

contact BIA, Division of Tribal Government Services, MS-4631 – MIB, 1849 C Street NW, Washington, DC 20240, 

202-208-2475. 

grant. A legal instrument of financial assistance between a federal awarding agency and a non-federal entity to 

carry out a public purpose authorized by a law of the United States that, consistent with 31 U.S.C. § 6302-6305, 

does not provide for substantial involvement between the federal awarding agency and the non-Federal entity in 

carrying out the activity contemplated by the federal award. 

Grant Monitoring Specialist. COPS Office Grant Monitoring Specialists are trained and available to assist you in 

addressing any compliance-related questions regarding your award. Grant monitoring specialists plan and conduct 

site visits and office-based grant reviews. During the life of your award, you may be selected for a monitoring site 

visit to assess your compliance with the terms and agreements of the award program, to review your community 

policing initiatives, and to provide technical and administrative support for your award. Please contact the COPS 

Office Response Center at 800-421-6770 if you have any compliance-related questions. 

Indian tribe. For purposes of COPS Office awards, Indian tribe means a tribe, band, pueblo, nation, or other 

organized group or community of Indians, including an Alaska Native village (as defined in or established under the 

Alaska Native Claims Settlement Act (43 U.S.C.§ 1601 et seq.), that is recognized as eligible for the special 

programs and services provided by the United States to Indians because of their status as Indians. See 34 U.S.C. § 

10389(3). 

144 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

indirect costs. Indirect (facilities & administrative (F&A)) costs means those costs incurred for a common or joint 

purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically 

benefitted, without effort disproportionate to the results achieved. 

institutions of higher education (IHE). Institution of higher education is defined at 20 U.S.C. 1001. 

local budget cycle. Your agency’s fiscal year. Some common examples include January 1 to December 31, October 

1 to September 30, and July 1 to June 30. Some local budget cycles may extend up to 24 months. 

matching funds. What a locality must contribute as a cash match toward total allowable project costs over the life 

of the program. 

mobile data computer/laptop. A Mobile Data Computer (MDC) is a computer terminal mounted in a vehicle that is 

linked via wireless communication to a network that is often integrated with a CAD system. MDCs enable officers 

to complete previously handwritten reports on a computer. This often eliminates the need to enter duplicate 

information on multiple reports. 

modified total direct cost. Modified total direct cost (MTDC) means all direct salaries and wages, applicable fringe 

benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the 

period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, 

charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and 

the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a 

serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect 

costs. 

National Incident-Based Reporting System (NIBRS). A comprehensive reporting database. Agencies provide 

individual records for eight index crimes and 38 other offenses. 

nonfederal entity. Nonfederal entity means a state, local government, Indian tribe, institution of higher education, 

or nonprofit organization that carries out a federal award as a recipient or subrecipient. 

nonprofit organization. Nonprofit organization means any corporation, trust, association, cooperative, or other 

organization, not including institutions of higher education, that is operated primarily for scientific, educational, 

service, charitable, or similar purposes in the public interest; is not organized primarily for profit; and uses net 

proceeds to maintain, improve, or expand the operations of the organization. 

obligation of funds. The COPS Office obligates federal funds when the award document is signed by the COPS 

Office Director or his or her designated official. For the recipient, award funds are obligated when monies are 

spent or orders are placed for purchasing approved technology or services under your PASS award. The term 

“encumbrance” is often 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 

and recorded but not yet paid (accrual basis of accounting) or not yet recorded and not yet paid (cash basis of 

accounting). 

OJP vendor number/EIN number. This is your agency’s nine-digit federal tax identification number assigned to you 

by the IRS. Your accounting/bookkeeping department should have this number. 

145 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

If your EIN previously has been assigned to another agency within your jurisdiction, the Office of the Comptroller 

will assign a new OJP vendor number to you. The new assigned number is to be used for administrative purposes 

only, in connection with this award program, and should not be used for IRS purposes. 

Originating Agency Identifier (ORI) number. This number is assigned by the FBI, and it is your agency’s unique 

identifier. The first two letters are your state abbreviation, the next three numbers are your county’s code, and the 

final two numbers identify your jurisdiction within your county. If your agency does not have an ORI number 

assigned by the FBI, the COPS Office assigns a nonofficial ORI code to use as an agency identifier (in such cases, the 

last two characters will be “ZZ”). It can be found on your award document. When you contact the COPS Office with 

a question, please reference your ORI number (or your award number). 

participant support costs. Participant support costs means direct costs for items such as stipends or subsistence 

allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not 

employees) in connection with conferences, or training projects. 

primary law enforcement authority. An agency with primary law enforcement authority is the agency that is the 

first responder to calls for service, and has ultimate and final responsibility for the prevention, detection, or 

investigation of violations of criminal laws within its jurisdiction. Agencies are not considered to have primary law 

enforcement authority if they only respond to or investigate specific type(s) of crime(s); respond to or investigate 

crimes within a correctional institution; serve warrants; provide courthouse security; transport prisoners; and/or 

have cases referred to them for investigation or investigational support. 

program income. Program income means gross income earned by the non-Federal entity that is directly generated 

by a supported activity or earned as a result of the Federal award during the period of performance. 

Public Safety Partnership and Community Policing Act of 1994. The COPS Office is charged with fulfilling the 

mandates of this law. The purposes of the law are to 

• increase the number of community policing officers on the beat; 

• provide additional and more effective training to law enforcement officers to enhance their problem-solving, 

service, and other skills needed in interacting with members of the community; 

• encourage the development and implementation of innovative programs to permit members of the 

community to assist law enforcement agencies in the prevention of crime; 

• 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. 

recipient. The Uniform Guidance defines it as “Recipient means a non-Federal entity that receives a Federal award 

directly from a Federal awarding agency to carry out an activity under a Federal program. The term recipient does 

not include subrecipients. See also § 200.69 Non-Federal entity.” 2 C.F.R. § 200.86. 

research and development. Research and development (R&D) means all research activities, both basic and 

applied, and all development activities that are performed by non-Federal entities. The term “research” also 

includes activities involving the training of individuals in research techniques where such activities use the same 

facilities as other research and development activities and where such activities are not included in the instruction 

function. “Research” is defined as a systematic study directed toward fuller scientific knowledge or understanding 

of the subject studied. “Development” is the systematic use of knowledge and understanding gained from research 

directed toward the production of useful materials, devices, systems, or methods, including design and 

development of prototypes and processes. 

146 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

school resource officer (SRO). For purposes of COPS Office awards, school resource officer means a career law 

enforcement officer, with sworn authority, deployed in community-oriented policing, and assigned by the 

employing police department or agency to work in collaboration with schools and community-based organizations 

to (a) address crime and disorder problems, gangs, and drug activities affecting or occurring in our around and 

elementary or secondary school; (b) deploy or expand crime prevention efforts for students; (C) educate likely 

school-age victims in crime prevention and safety; (d) develop or expand community justice initiatives for 

students; (e) train students in conflict resolution, restorative justice, and crime awareness; (f) assist in the 

identification of physical changes in the environment that may reduce crime in or around the school; and (g) assist 

in developing school policy that addresses crime and to recommend procedural changes. See 34 U.S.C. § 10389(4). 

SAFECOM guidance. The U.S. Department of Homeland Security Office of Emergency Communications, in 

coordination with various stakeholder groups, develops the annual SAFECOM Guidance on Emergency 

Communications Grants. The guidance provides recommendations to recipients seeking funding for interoperable 

emergency communications projects, including allowable costs, items to consider when funding emergency 

communications projects, awards management best practices for emergency communications awards, and 

information on standards that ensure greater interoperability. The guidance is intended to ensure that federally 

funded investments are compatible and support national goals and objectives for improving interoperability 

nationwide. Recipients (including sub-recipients) that are using PASS funds to support emergency communications 

activities should comply with the latest version of SAFECOM Guidance, including provisions on technical standards 

that ensure and enhance interoperable communications. The most recent version of SAFECOM guidance is 

available at www.safecomprogram.gov/grant/Default.aspx. 

simplified acquisition threshold. Simplified acquisition threshold means the dollar amount below which a nonFederal entity may purchase property or services using small purchase methods. Non-Federal entities adopt small 

purchase procedures in order to expedite the purchase of items costing less than the simplified acquisition 

threshold. The simplified acquisition threshold is set by the Federal Acquisition Regulation at 48 C.F.R. Subpart 2.1 

(Definitions) and in accordance with 41 U.S.C. § 1908. Currently, the simplified acquisition threshold is $250,000. 

subaward. Subaward means an award provided by a pass-through entity to a subrecipient for the subrecipient to 

carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor 

or payments to an individual that is a beneficiary of a Federal program. A subaward may be provided through any 

form of legal agreement, including an agreement that the pass-through entity considers a contract. 

subrecipient. Subrecipient means a non-Federal entity that receives a subaward from a pass-through entity to 

carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A 

subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. 

supplanting. For the purposes of your COPS Office PASS award, supplanting means replacing state, local, or Bureau 

of Indian Affairs (BIA) funds that otherwise would have been spent on award purposes with federal COPS Office 

funds. State, local, and tribal governments are prohibited from supplanting throughout the award period. This 

means that your agency may not use COPS Office funds to pay for any equipment/technology, services, personnel, 

or other items which, in the absence of the COPS Office program, would otherwise have been funded with state or 

local funds or with funds supplied by the BIA. The COPS Office funds must instead be used to supplement, or 

increase, your budget on award purposes. For additional information on supplanting, please review the award 

condition titled ‘Supplementing, Not Supplanting’ in this manual. 

147 
 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations (PASS) Program Award Owner’s Manual 

supplies. Supplies means all tangible personal property other than those described under equipment. A computing 

device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the nonFederal entity for financial statement purposes or $5,000, regardless of the length of its useful life. 

System for Award Management (SAM). The SAM database is the repository for standard information about 

federal financial assistance applicants, recipients, and sub-recipients. Organizations that have previously submitted 

applications via Grants.gov are already registered with SAM, as it is a requirement for Grants.gov registration. 

Please note, however, that applicants must update or renew their SAM at least once per year to maintain an active 

status. Information about registration procedures can be accessed at www.sam.gov. 

148 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

2020 COPS Office Preparing for Active Shooter Situations 

Program (PASS) Award Owner’s Manual 

This manual was created to assist COPS Office Preparing for Active Shooter Situations program (PASS) recipients 

with the administrative and financial matters associated with their award. 

For more information about your award, please contact your COPS Office Program Manager. If you do not know 

the name or telephone number of your Program Manager, please contact the COPS Office Response Center 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 on COPS Office programs, 

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

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

Published June 2020