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Office of the Chief Financial Officer Grant Award and Financial Management Information
Postaward Instructions
The following is provided as a tool for the financial administration of awards from the Office of Justice Programs (OJP) and the Office on Violence Against Women (OVW). Forms and other documents illustrating each step are attached. ! Step 1. Complete Financial Point of Contact Registration Notification of award approval is made by e-mail through the OJP Grants Management System (GMS). Once an award has been approved, a notice is sent to the e-mail address of the individual who filed the application, as well as to the authorized grantee official. Before any action can be made on an award, registration must be completed in GMS for at least one Financial Point of Contact (FPOC). Grantees can access GMS at https://grants.ojp.usdoj.gov and may use the GMS User Guide, http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf, for instructions on establishing an FPOC. OJP grantees may contact the GMS Helpdesk at 18885499901 (choose option 3) or GMS.HelpDesk@usdoj.gov and OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov for further assistance. Once the FPOC registration is completed, the grant point of contact may then access the award. ! Step 2. Review the Award and Special Conditions If you agree with the terms and conditions, the award should be printed, reviewed, and signed by the authorized recipient official. The authorized recipient official should also initial each page of special conditions and submit both the signed agreement and initialed special condition pages to the OJP Control Desk or OVW using one of the following methods: Agency: OJP 18663883055 (toll free) Fax: 2023544081 2026165962 E-mail: acceptance@usdoj.gov OVW 2025147045
OVW.Acceptance@usdoj.gov
Note: The FPOC registration must be completed before the acceptance can be processed. Notify your Program Office when special conditions have been met. If the authorized recipient official has changed, do not alter the preprinted name in box 18 of the Agreement. A grant adjustment notice (GAN) will have to be initiated in GMS to March 2011 1
notify the Program Office of this change. Grantees have the capability to initiate a GAN by logging into GMS at https://grants.ojp.usdoj.gov and selecting the GAN tab. For assistance accessing GMS or initiating the GAN, OJP grantees may contact the GMS Helpdesk at 18885499901 (choose option 3) or GMS.HelpDesk@usdoj.gov. OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov. Once the GAN is approved by the Program Office, the award should be signed by the new authorized recipient official. The former authorized recipients name should remain unaltered in box 18. The authorized recipient official should also initial each page of special conditions and return the approved GAN, signed agreement, and initialed special condition pages back to the OJP Control Desk or OVW using one of the following methods: Agency: OJP 18663883055 (toll free) Fax: 2023544081 2026165962 E-mail: acceptance@usdoj.gov OVW 2025147045
Notes: The FPOC registration must be completed before the acceptance can be processed. Notify your Program Office when special conditions have been met. The original signed documents should be maintained by the grantee for presentation in the event of an audit. Acceptance documents for Community Oriented Policing Services (COPS) and U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) grants should not be sent to OJP or OVW. Please contact COPS at 1800421 6770 or DHS/FEMA at 18669275646 for instructions on the return of their Award documents. If you do not agree with the terms and conditions of the award as written, contact your Program Office (see the last page of the award entitled Project Summary for contact information). Award acceptance is due within 45 days from the award date. Notify your Program Office if your organization is unable to accept the award within this time. Failure to respond to the award may result in deobligation of funds. ! Step 3. Read the Guidelines Read and become familiar with the OJP Financial Guide and related material. The Financial Guide is available online at http://www.ojp.usdoj.gov/financialguide/index.htm. March 2011 2
Step 4. Complete and Return the Automated Clearing House Form The Automated Clearing House (ACH) Vendor/Miscellaneous Payment Enrollment Form, located at http://www.ojp.usdoj.gov/funding/forms/ach_vendor.pdf, is used to arrange direct deposit of funds by your organization into a designated checking or savings bank account. ACH deposits are not wire transfers. An ACH form is required for: New grantees who have never submitted an ACH form for an OJP or OVW grant.
Changes to banking information (for example, depositor account or bank routing number or banking institution). New grants that are linked to a vendor number for which there is no banking information on file.
Unless banking information has changed, grantees should not submit a new ACH form for a new grant if the grant falls under a vendor number for which there is already banking information on file. Note: If submitting a new or updated ACH form, please contact the OCFO Customer Service Center at 18004580786 (choose option 2) to confirm banking information has been updated before proceeding with payment requests. ! Step 5. Access Payment Using the Grant Payment Request System OJP and OVW use the Grant Payment Request System (GPRS) to fulfill payment requests. OJP and OVW grantees must be registered as an FPOC in GMS at https://grants.ojp.usdoj.gov before they can register as a drawdown specialist in GPRS. A COPS grantee may request to be a GPRS drawdown specialist by accessing the GPRS Web site and selecting the option to register. Please note that users must be registered in the COPS Management System (CMS) before they can register as a drawdown specialist in GPRS. ! Step 6. Fulfill Reporting Requirements Reporting requirements must be met during the life of the grant. OJP payment systems will deny requests for funds if reporting requirements are not met on a timely basis. Step 7. Initiate Closeout Within 90 days after the end date of the grant, grantees must initiate closeout of the grant in GMS. Grantees should: March 2011 3
Submit a Final Progress Report Submit a Final Federal Financial Report Perform a financial reconciliation. If your reported unobligated balance of Federal funds is more than your draw downs, draw down the difference. If your reported unobligated balance of Federal funds is less than your draw downs, submit a check for the difference to OJP to: DOJ/Office of Justice Programs Office of the Chief Financial Officer ATTN: Accounting Control Branch 810 Seventh Street, NW., Fifth Floor Washington, DC 20531
OJP and OVW staff will review closeouts in GMS and contact grantees as necessary. !
Step 8. Review Top 10 Frequently Asked Questions A reference sheet is provided containing frequently asked questions and answers. For information on any financial aspect of OJP awards, contact the OCFO Customer Service Center at 18004580786 (choose option 2) or ask.ocfo@usdoj.gov. The Customer Service Center staff is available Monday through Friday, from 8:30 a.m. to 6 p.m. eastern standard time (EST) to assist you. For information on any financial aspect of OVW awards, contact the OVW Grants Financial Management Division at 18885148556 or OVW.GFMD@usdoj.gov. The Grants Financial Management Division staff is available Monday through Friday, from 8 a.m. to 4 p.m. EST to assist you.
Office of the Chief Financial Officer Postaward Instructions
STEP 1 Complete Financial Point of Contact Registration
Awards are processed through the OJP Grants Management System (GMS). Grantees are notified by e-mail through GMS when awards are released. Paper copies of awards are not mailed to award recipients. When you receive an e-mail notification announcing award of a grant, go to GMS to assign a Financial Point of Contact (FPOC). You will not be able to access the award until registration for at least one FPOC is complete.
You may access GMS at:
https://grants.ojp.usdoj.gov
You can find instructions on assigning, registering, and approving an FPOC at:
http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf
OJP grantees may contact the GMS Helpdesk at 18885499901 (choose option 3) or GMS.HelpDesk@usdoj.gov OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov.
STEP 2 - Review Award and Special Conditions
Once a Financial Point of Contact (FPOC) completes registration (see step 1), you will be able to view and print the award online. Following are sample pages from GMS of the award and special conditions pages that award recipients will need to print, sign, and return to OJP or OVW to accept the award.
If you agree with the terms and conditions, print the award. The authorized recipient official
must sign and date the agreement and initial the special conditions and submit both the signed agreement and initialed special condition pages to the OJP Control Desk or OVW using one of the following methods: Agency: OJP 18663883055 (toll free) Fax: 2023544081 2026165962 E-mail: acceptance@usdoj.gov OVW 2025147045
The Grant Point of Contact must approve an FPOC before an accepted award can be entered in the system. If the authorized recipient official has changed, do not alter the preprinted name in box 18 of the Award. A grant adjustment notice (GAN) will have to be initiated in GMS to notify the Program Office of this change. Grantees have the capability to initiate a GAN by logging into GMS at https://grants.ojp.usdoj.gov and selecting the GAN tab. For assistance accessing GMS or initiating the GAN, OJP grantees may contact the GMS Helpdesk at 18885499901 (choose option 3) or via e-mail at GMS.HelpDesk@usdoj.gov. OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov. Once the GAN is approved by the Program Office, the agreement should be signed by the new authorized recipient official. The former authorized recipients name should remain unaltered in box 18. The authorized recipient official should also initial each page of special conditions and return the approved GAN, signed
agreement and initialed special condition pages back to the OJP Control Desk or OVW using one of the following methods: Agency: OJP 18663883055 (toll free) Fax: 2023544081 2026165962 E-mail: acceptance@usdoj.gov OVW 2025147045
Notify your Program Office when special conditions have been met. Note: The original signed documents should be maintained by the grantee for presentation in the event of an audit. Acceptance documents for Community Oriented Policing Services (COPS) and U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) grants should not be sent to OJP or OVW. Please contact COPS at 18004216770 or DHS at 1866927 5646 for instructions on the return of their award documents.
If you do not agree with the terms and conditions, contact the awarding Program Office as
noted in the award package to decline, withdraw, or request modification. You have 45 days from the award date to accept the award. Notify your Program Office if your organization is unable to accept the award within this time. Failure to accept within 45 days may result in deobligation of funds.
There are Office of Management and Budget (OMB) Circulars and Common Rules and other important information you will need to know for the administration of your award. The most upto-date versions of these documents are available through the Internet, as noted: For OMB Circulars, go to http://www.whitehouse.gov/omb/grants/index.html For the Code of Federal Regulations, go to http://www.gpoaccess.gov/cfr/index.html For the current OJP Financial Guide, go to http://www.ojp.usdoj.gov/financialguide/index.htm OJP grantees with questions concerning the content of the Financial Guide may contact: Office of Justice Programs Office of the Chief Financial Officer Customer Service Center 18004580786 (choose option 2) or ask.ocfo@usdoj.gov OVW grantees with questions concerning the content of the Financial Guide may contact:
Office of Violence Against Women Grants Financial Management Division 18885148556 or ovw.gfmd@usdoj.gov
OMB Circulars and Common Rules For Grant Management
Administrative requirements for all Federal award recipients are contained in governmentwide common rules.
OMB Circular A-110 Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals and Other Non-Profit Organizations, (codified at 28 CFR Part 70). http://www.whitehouse.gov/omb/circulars/a110/a110.html
Governmentwide Debarment and Suspension (Nonprocurement), and Requirements for Drug-Free Workplace (Grants); Rules (Final and Interim Final), (codified at 28 CFR Part 67). http://www.whitehouse.gov/sites/default/files/omb/assets/omb/fedreg/2004/031126.pdf New Restrictions on Lobbying, (codified at 28 CFR Part 69). Additionally, if you are a: College or University You are subject to the following rules: OMB Circular A-21: Cost Principles for Educational Institutions, (codified at 28 CFR Part 66, by reference). http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html OMB Circular A-87: Cost Principles for State, Local, and Indian Tribal Governments, (codified at 28 CFR Part 66, by reference). http://www.whitehouse.gov/omb/circulars/a087/a87_2004.html OMB Circular A-122: Cost Principles for Nonprofit Organizations, (codified at 28 CFR Part 66, by reference). http://www.whitehouse.gov/omb/circulars/a122/a122_2004.html 48 CFR 31.2: Contracts With Commercial Organizations 45 CFR 74, Appendix E: Principles for Determining Costs Applicable to Research and Development Under Grants and Contracts with Hospitals
State, Local, Indian Tribal, and U.S. Territory Government Nonprofit Organization
For-Profit Organization Hospital
Common Rules are contained in: OMB Circular A-102 Grants and Cooperative Agreements with State and Local Governments, (codified at CFR Part 66). http://www.whitehouse.gov/omb/circulars_a102/ Audit Requirements: OMB Circular A-133
Audits of States, Local Governments, and Nonprofit Institutions, (codified at CFR Part 66 and Part 70). http://www.whitehouse.gov/sites/default/files/omb/assets/a133/a133_revised_ 2007.pdf
STEP 4 - Complete and Return the ACH Form
In accordance with the Debt Collection Improvement Act of 1996, payments by OJP, OCFO, are electronically deposited to recipient accounts by the U.S. Department of the Treasury through the Automated Clearing House (ACH) form. The ACH form (ACH Vendor/Miscellaneous Payment Enrollment Form, SF 3881), located at http://www.ojp.usdoj.gov/funding/forms/ach_vendor.pdf, is used to establish direct deposit with the preferred financial institution used by your organization. An ACH form is required for: New grantees who have never submitted an ACH form for an OJP grant. Changes to banking information (for example, depositor account or bank routing number or banking institution). New grants that are linked to a vendor number for which there is no banking information on file. Unless banking information has changed, grantees should not submit a new ACH form for a new grant if the grant falls under a vendor number for which there is already banking information on file. Note: If submitting a new or updated ACH form, please contact the OCFO Customer Service Center at 18004580786 (option 2) to confirm banking information has been updated before proceeding with payment requests. If you have accepted the terms and conditions specified in your award, the attached ACH form must be completed and signed by your preferred financial institution. Send the ORIGINAL ACH form (i.e., the ACH form containing the original signature of the bank representative) via courier service (e.g., Federal Express, UPS, etc.) to:
Office of Justice Programs Office of the Chief Financial Officer Attn: Control DeskACH 810 Seventh Street, NW., Fifth Floor Washington, DC 20001
Note: Submit the original form only. Electronic transmissions or copies of the original form will not be accepted. The ACH form must be processed before draw down or request for funds.
STEP 5 - Access Payment Using the Grant Payment Request System (GPRS)
Payments by OJP, Office of the Chief Financial Officer (OCFO), are electronically deposited to the recipients account by the U.S. Department of the Treasury using banking information provided on the Automated Clearing House (ACH) form. Before attempting to access payment, an ACH form must be submitted. For ACH instructions, see Step 4. Grantees and vendors can access GPRS at https://grants.ojp.usdoj.gov/gprs.
OJP/OVW Registration Process for GPRS OJP and OVW grantees must be registered as FPOCs in GMS at https://grants.ojp.usdoj.gov before they can register as a drawdown specialist in GPRS.
All grantees with accounts in GPRS will have the role of drawdown specialist. A grantee who is a GMS FPOC may request to be a GPRS drawdown specialist by accessing the GPRS Web site and selecting the option to self-register. After requesting to register, a confirmation e-mail is sent to the grant point of contact (GPOC) and FPOC for the award(s) with notification that the FPOC has been granted access to GPRS as a drawdown specialist. The confirmation e-mail is sent the same day the registration request is made. Once the confirmation e-mail is sent, the drawdown specialist will be granted access to GPRS. Once access is granted, the FPOC will use its GMS FPOC user identification (ID) and password to log into GPRS.
COPS Registration Process for GPRS
COPS grantees with accounts in GPRS have the role of drawdown specialist. A COPS grantee may request to be a GPRS drawdown specialist by accessing the GPRS Web site and selecting the option to self-register. Note: Registration must be completed in the COPS Management System (CMS) before a user can self-register as a drawdown specialist in GPRS.
After requesting to register, the COPS Response Center will approve the request. After the request is approved, a confirmation e-mail is sent to the FPOC with notification that the FPOC has been granted access to GPRS as a drawdown specialist. The confirmation e-mail is sent the same day the registration request is made. Once the confirmation e-mail is sent, the drawdown specialist will be granted access to GPRS. Once access is granted, the FPOC will use the user ID entered during the self-registration process and a temporary password (sent in the confirmation e-mail) to log into GPRS. Note to COPS users with OJP or OVW grants: The user ID entered during registration must be unique and is not the same as a GMS User ID. Please contact the COPS Response Center at 18004216770 for more registration information. Note: Important Banking Information All funds will be electronically disbursed by the U.S. Department of the Treasury to the grantees designated financial institution for deposit into its bank account. For this reason, grantees must ensure that they complete and return the original ACH banking information form (entitled ACH Vendor/Miscellaneous Payment Enrollment Form), The original ACH form must bear the original signature of the authorized bank official. Payments are not processed by OJP during the last 4 business days of each month. For more information about payments or GPRS, contact the OCFO Customer Service Center at 18004580786 (choose option 2) or e-mail ask.ocfo@usdoj.gov.
STEP 6 Fulfill Reporting Requirements
Reporting requirements must be met during the life of the grant. A full explanation of these requirements can be found in the OJP Financial Guide, which may be accessed at http://www.ojp.usdoj.gov/financialguide/index.htm. Also check special conditions on awards for additional reporting requirements. GPRS (see Step 5) will not permit access to funds if financial reporting is delinquent. The following information concerns: ! ! ! Single Audit Reports Categorical Progress Reports Federal Financial Reports
A special condition may be included with your award that details reporting requirements for audit reports. Please review and comply with that special condition. There is no form for submission of audit reports; however, a transmittal letter is needed. Information about the letter and the rules for single audits may be found in the OJP Financial Guide under Part III, Postaward Requirements, Chapter 19: Audit Requirements and in OMB Circular No. A-133, Audits of States, Local Governments, and Non-Profit Organizations. The submission of audit reports for all grantees shall be as follows: ! State and Local Governments, Institutions of Higher Education, and Nonprofit Institutions. Completed audit reports for fiscal years earlier than 2007 should be mailed to the Federal Audit Clearinghouse, Bureau of Census, 1201 East 10th Street, Jeffersonville, IN 47132. Completed audit reports for fiscal years 2008 and later should be submitted on the Federal Audit Clearinghouses Web site at http://harvester.census.gov/sac. Do NOT submit your audit reports to OJP unless specifically requested. Commercial Organizations and Individuals. One copy of all audit reports should be mailed to Office of Justice Programs, Office of the Chief Financial Officer, ATTN: Control Desk, 810 Seventh Street NW., Room 5303, Washington, DC 20531.
Reporting on the progress of the grant program is required. Some grants may require an annual submission of progress report information. Most programs require semiannual reporting. Reporting requirements are specified in the grant solicitation and in the special conditions specified in the award. Progress Reports must be submitted via GMS. OJP grantees may contact the GMS Helpdesk at 18885499901 (choose option 3) or GMS.HelpDesk@usdoj.gov and OVW grantees may contact OVW GMS Support at 1 8666554482 or OVW.GMSSupport@usdoj.gov for assistance with submissions. Questions concerning progress reporting should be directed to the Program Manager for the award. Semiannual reports are due: Reporting period: January 1June 30 July 1December 31 Due no later than: July 30 January 30
The final Progress Report is due 90 days after the grant end date. March 2011 16
Quarterly Federal Financial Reports (SF-425)
This report (also called FFR) is used to track actual expenditures and unliquidated obligations. OJP and OVW grantees are required to file the SF-425 quarterly via GMS at https://grants.ojp.usdoj.gov. COPS grantees are required to submit quarterly SF-425 reports on the COPS Web site at http://www.cops.usdoj.gov. For assistance accessing the system or completing the SF425, contact the COPS Resource Center at 18004216670. The schedule for submitting the SF-425 is as follows: Reporting quarter: January 1March 31 April 1June 30 July 1September 30 October 1December 31 Due not later than: April 30 July 30 October 30 January 30
The final SF-425 is due 90 days after the grant end date. Filing the SF-425 online. OJP and OVW grantees are required to designate and approve at least one FPOC in GMS before they can file the SF-425. An FPOC must be registered and approved by the Grant Point of Contact through GMS at https://grants.ojp.usdoj.gov. Instructions on assigning, registering, and approving an FPOC are available at http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf OJP grantees may contact the GMS Helpdesk by phone at 18885499901 (choose option 3) or by e-mail at GMS.HelpDesk@usdoj.gov and OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov for help in accessing or using GMS.
STEP 7 Initiate Closeout
Within 90 days after the end date of the grant, grantees must initiate closeout of the grant in GMS. Grantees should: Submit a Final Progress Report Submit a Final Federal Financial Report Perform a financial reconciliation. If your reported unobligated balance of Federal funds is more than your draw downs, draw down the difference. If your reported unobligated balance of Federal funds is less than your draw downs, submit a check for the difference to OJP to: DOJ/Office of Justice Programs Office of the Chief Financial Officer ATTN: Accounting Control Branch 810 Seventh Street, NW. Fifth Floor Washington, DC 20531 Staff will review grants submitted for closeout in GMS and contact grantees as necessary to complete closeout.
STEP 8 Review Top 10 Frequently Asked Questions
1. How will I know that my application has been approved?
If you are the person who applied for the award or the authorized official of the organization named in the application, you will receive an e-mail notifying you of your award. Once registration of at least one Financial Point of Contact (FPOC) is completed in the Grants Management System (GMS), you may access the award by clicking on the Awards tab. For instructions on registering an FPOC, see http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf.
2. Who do I contact for assistance in using the Grants Management System?
Agency: Help Desk: Time: Phone: E-mail: OJP GMS Help Desk 7 a.m. to 9 p.m. eastern standard time (EST) 18885499901 (choose option 3) GMS.HelpDesk@usdoj.gov OVW OVW GMS Support 8 a.m. to 4 p.m. EST 18666554482 OVW.GMSSupport@usdoj.gov
3. How do I accept my award?
If you are the person who applied for the award or the authorized official of the organization named in the application, you will receive an e-mail notifying you of your award. Once registration of at least one FPOC is completed in GMS, you may access the award by clicking on the Awards tab. For instructions on registering an FPOC, see http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf Print and read the award and special conditions right away. If you accept the terms and conditions of the award, have your authorized recipient official sign a copy of the award and initial the Special Condition pages and submit both the signed agreement and initialed Special Condition pages to the OJP Control Desk or OVW. Note: The signature in box 19 should be the same as the preprinted name in box 18. If the authorized recipient official has changed, do not alter the preprinted name in box 18. A grant adjustment notice (GAN) will have to be initiated in GMS notifying your Program Office of this change. Once the Program Office approves the GAN, print it out, have the new authorized
recipient official sign in box 19 and initial every page with special conditions. The documents should be submitted using one of the following methods:
Agency: OJP 18663883055 (toll free) Fax: 2023544081 2026165962 E-mail: acceptance@usdoj.gov
OVW 2025147045
Note: OJP will not disburse funds unless the award is submitted correctly. The original signed documents should be maintained by the grantee for presentation in the event of an audit. Note: Acceptance documents for Community Oriented Policing Services (COPS) or U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency grants should not be sent to OJP or OVW. Please contact COPS at 18004216770 or DHS at 1 8669275646 for instructions on the return of their acceptance documents. If you do not accept the terms/conditions, contact the OJP Program Office noted in the award letter immediately.
Award recipients should first submit a completed original Automated Clearing House (ACH) form with the original signature of the bank representative via courier (Federal Express, UPS, etc.) to the following address: Office of Justice Programs Office of the Chief Financial Officer Attn: Control Desk 810 Seventh Street, NW., Fifth Floor Washington, DC 20001 Note: If submitting a new or updated ACH form, please contact the OCFO Customer Service Center at 18004580786 (choose option 2) to confirm banking information has been updated before proceeding with payment requests. Once the ACH form has been received and verified by OCFO, you may request funds (draw down) using OJPs Grant Payment Request System (GPRS). Grantees and vendors can access GPRS at https://grants.ojp.usdoj.gov/gprs. Upon successful completion of a draw down, funds will be electronically deposited into an account designated by the grantee on the ACH form. March 2011 20
How can I access GPRS?
OJP and OVW grantees must be registered as an FPOC in GMS at https://grants.ojp.usdoj.gov before they can register as a drawdown specialist in GPRS. COPS grantees must be registered as a user in the COPS Management System (CMS) before they can register as a drawdown specialist in GPRS. Once registered in GMS or CMS grantees may request to be a GPRS drawdown specialist by accessing the GPRS Web site and selecting the option to self-register.
6. Why was my payment request denied?
Payment requests may be unsuccessful for various reasons, the most common of which are: (1) award was not accepted and special conditions of the grant were not met; (2) certain reporting requirements throughout the life of the grant were not fulfilled; (3) legislation and Federal grant management procedures during the life of a grant were not followed; (4) amount requested exceeded what was available; (5) financial reports (i.e. SF-425, Progress, or Audit) were not submitted the by due date; (6) the grant end date passed and an administrative closeout was initiated. Compliance may affect the timing or the amount of the funds made available at any time.
Upon initial award: Sign and fax the agreement and special conditions to confirm award acceptance. Complete and return the ACH form according to the instructions in the award. Follow the instructions in the award to notify your Program Manager of your compliance with applicable special conditions. Grantees are required to use the Federal Financial Report (known as the SF-425 or the FFR) 30 days after the end of each quarter as follows: Reporting Quarter: January 1March 31 April 1June 30 July 1September 30 October 1December 31 Due Not Later Than: April 30 July 30 October 30 January 30
Final reports are due 90 days after the grant end date. If your organization has a match requirement (refer to Program Announcement), the match should be reported on the report.
OJP and Office on Violence Against Women grantees are required to submit reports online via GMS at https://grants.ojp.usdoj.gov. An FPOC must be registered before the report can be submitted. For instructions on registering an FPOC, see http://www.ojp.usdoj.gov/training/pdfs/gms_userguide.pdf. COPS grantees are required to submit quarterly SF-425 reports on the COPS Web site at http://www.cops.usdoj.gov. For assistance accessing the system or completing the SF-425, contact the COPS Resource Center at 18004216670. Progress Reports are usually due as follows or as listed in the solicitation: Reporting Period: January 1June 30 July 1December 31 Due Not Later Than: July 30 January 30
Single Audit Reports may be required. A special condition is included with your award that details the reporting requirements for the audit reports. Please review that special condition.
SF-425 and semiannual/annual Progress Reports should be filed online via GMS at:
OJP grantees may contact the GMS Helpdesk by phone at 18885499901 (choose option 3) or by e-mail at GMS.HelpDesk@usdoj.gov and OVW grantees may contact OVW GMS Support at 18666554482 or OVW.GMSSupport@usdoj.gov for assistance. Audit Reports should be submitted as follows: ! State and Local Governments, Institutions of Higher Education, and Nonprofit Institutions. Completed audit reports for fiscal years earlier than 2007 should be mailed to the Federal Audit Clearinghouse, Bureau of Census, 1201 East 10th Street, Jeffersonville, IN 47132. Completed audit reports for fiscal years 2008 and later should be submitted on the Federal Audit Clearinghouses Web site at http://harvester.census.gov/sac. Do NOT submit your audit reports to OJP unless specifically requested. Commercial Organizations and Individuals. One copy of all audit reports should be mailed to Office of Justice Programs, Office of the Chief Financial Officer, ATTN: Control Desk, 810 Seventh Street NW., Room 5303, Washington, DC 20531.
9. If I have questions about my grant, whom do I contact?
Program questions: Contact the Program Manager identified in the award letter. March 2011 22
Financial questions: Agency: OJP Help Desk: OCFO Customer Service Center 8:30 a.m. to 6 p.m. EST Time: 18004580786 (option 2) Phone: TDD: 2026163867 Ask.ocfo@usdoj.gov E-mail
OVW Grants Financial Management Division 8 a.m. to 4 p.m. EST 18885148556 OVW.GFMD@usdoj.gov
10. What are the addresses and Fax numbers for OCFO and OVW?
Office of Justice Programs Office of the Chief Financial Officer Attn: Control Desk 810 Seventh Street, NW. Washington, DC 20531 (U.S. Postal Service delivery) or 20001 (overnight delivery, e.g. FedEx, UPS, etc.) Fax: 2023538475 or 2026165962 Office on Violence Against Women 800 K Street, NW., Suite 920 Washington, DC 20530 Fax: 2025147045
Making the Pieces Fit Assisting grant recipients in resolving financial questions.
OCFO Customer Service Center 8:30 a.m.6 p.m. eastern standard time (EST), Monday through Friday 18004580786 (choose option 2) TDD (Telecommunication Device for Deaf) 2026163867 OJP Web site address: http://www.ojp.usdoj.gov E-mail: ask.ocfo@usdoj.gov Fax: 2023539279 OVW Grants Financial Management Division 8 a.m.4 p.m., EST, Monday through Friday 18885148556 http://www.usdoj.gov/ovw E-mail: OVW.GFMD@usdoj.gov Fax: 2025147045 COPS Resource Center 9 a.m.5 p.m., EST, Monday through Friday 18004216770 http://www.cops.usdoj.gov E-mail: askCOPSRC@usdoj.gov Fax: 2026169004 March 2011 24
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