07-897Council File #
RESOLUTION
OF SAINT PATJL, MiNNESOTA
Presented By:
Referred To:
Green Sheet #
Committee:Date:
D�
3043736
r
1 WHEREAS, the City of Saint Paul has received a 2007 Jusrice Assistance Grant (JAG) from the
2 U. S. Department of Jusrice; and
3
4 WHEREAS, this grant is a joint award for the City of Saint Paul, City of Maplewood and the County of Ramse�
5 Minnesota; and
6
7 THEREFORE BE IT ORDERED, that the Ciry of Saint Paul is authorized to enter into the attached interlocal
8 agreement between the City of Saint Paul, City of Maplewood, and the County of Ramsey, Minnesota, for the
9 2007 JAG program awazd.
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Yeas
Requested by Department of:
Police
✓
Adopted by Council: Date:
Adoption
By:
Approved
By: _
by C�ncil Secretary:
�
Fod� App�e d by Ci� Attorney:
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B
CSU�/
(°��,(� 7 Apprqv d by for b issio o Council:
�� g
Q:\FiscalWO&CRWAG2007$445,484 zls
� Green Sheet Green Sheet
PD - pot;ceDepazvnrnt
CoMaet PerSOn & Phone:
Chief John Harrington
266-5588
Doc.7ype: RESOIUTION
E-Document Required: Y
DocumeM CoMact: Evette Scarver
Contact Phone:
Total # of Signature Pagrs
Green Sheet Green Sheet Green Sheet Green Sheet �
v�����
07-SEP-07 ± Green Sheet NO: 3043736
�
Assign
Number
Fof
Routing
Order
All Locffiions for Signature)
0 PaliceDeoartment I PWiceDenarhnent ; `
1 iYdiceDepartment V PdiceDeparm�ent
2 'ry Atlnrcep City Akornev I �
3 or's O�ce Ma or
4 ounu7 I Council i
5 itp Cluk Citg Clerk
6 oliceDe arhment PoliceDe ar�ent
i Sigiatures on the attached council resolution authorizing [he Ciry of Saint Paul, Police Depaztment to enter into the attached 2007
I Justice Assistance Grant (3AG).
i
aauons: Approve �n� or rt
Planning Commission
CIB Committee
Civil Service Commission
i. Has this person/firm ever worked under a contract for this department?
Yes No
2. Has this personffirm ever been a city employee?
Yes No
3. Does �his personRirm possess a skill not normally possessed by any
current city employee?
Yes No
F�cplain all yes answers on separate sheet and attach to green sheet
Initiating Problem, Issues, Opportuniry (Who, What, When, Where, Why):
The City of Saint Paul, Police Department, have received a 2007 JAG grant, authorizafion is needed to enter into the grant agreement.
I Advantages If Approved:
The 2007 JAG is a joint awazd for the City of Saint Paul, Ciry of Maplewood, and the County of Ramsey, MInneso[a, which provides
i additional funding for law enforcement.
� � � �
Disadvantages If Approvetl:
None.
�4;� z ? 2�QZ
DisativanWges If Not Approved:
Inability to use 2007 JAG funds available.
Transaction: $445,484
Funaing source: United States Department of
Financial Information: �UStICB
(Explain)
Activity Number:
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CosURevenue Sudgeted:
September 7, 200712:25 PM Page 1
a �-�� �
---,� Dcpartment oflusticc GRANT MANAGER'S MEMORANDUM, PT. I:
' '- OfficcoflusticeProgams
PROJECT SUMMARY
, � ;. � Burcau of Justicc Assisqnw
�. �.,,;-',•, � G[8IIL
_;
"} PROJECT NUMBER
PAGE 1 OF I
�00]-0YBX-0738
This projecl is supporteA undcr 4Z U.S C. 3757(a) (BIA - IAG Eo�mula)
1. STAFE CONTACT (Name & tcicphone number) 2. PROIECT DIRECTOR (Namc, addrcss & relcphonc nUmber)
Brcnt Eckbcrg Amy Brown
(?0?} 514-5674 RescarcM1 And Gants Managcr
I S W. Kcllogg Blvd
Saint Paul, MN 55101-2295
(651)266-5507
?a. TiT6E OF THE PROGRAM 36. POMS CODE (SEE WS7RUCTIONS
200� Justice Assisfance Gmnt Program ON AEVERSE)
4 TIYLEOFPROJECT
City of Samt Pae! 2007 7AG
$. NAME & ADDRESS OF GRANTEE 6 NAME & ADRESS OF $UBGRANTEE
City of Saint Paul
IS W. Kclfogg Bou(cvard
Samt Paul, MN SSIO2
7. PROGRAM PERIOD e. BUDG2T PbRIOD
FROM: 10/01/2C06 TO: 09HD/2010 FROM� 10/072D06 TO: 09/30/2010
9. AMOIJNT OF A WARD I0. DATE OF A WARD
S 495,48+' 08/22/2007
1 L SECOND YEAR'S BUDGET 12 SECOND YEAR'S eUDGET AMOUNT
ll THiRDYEAA'SBUDGETPEAIOD 14.THIRDYEAR'SBUDGETAMOUNT
I5. SUMMARY DESCRIPTION OF PRO]ECT (SCe �vshuctiun ou [wersc)
The Fdwazd Bymc Memonallus[ice Assistenec Gran[ Program {7AG) allows sta[CS, hibe; and local govemments [o sup➢oR a broad ange of
actrvrtics ro prcvent and control cnme bascd On thcir own local nceds and condit�ons. Gan[ funds can be useA for Sfate and Iocal in�tianves,
txhnical azsisranec, rcaimng, personncl, equipmenr, suppliw, cnntractual suppoct, and mPortnatiorz sysmms for criminal jushce for any o�ee or
mom of thc foliowing puryose areaz� 1) law rnforcement programs; 2) prosec�[ion and coutt progcams; 3) prevennon and education prog2ms, 4)
corzec[ions and communiry wrtutions program; 5) d�ug treatmrn[ programs; and 6) planning, evaluatioq and ttchnology �mprovement
programs.
The Ciry of Saint Paul wiil divide the 2007IAG awaYd in Me total amo�ni ofS445,4&4 beewern the foiiowing�unsdic[ions: Qty of Maplewood
(514,990), Ramscy Co�nty (5130,035), and Ciry of Saint Paul (5300,459). p
f �
OJP FORM 4090YL (REV.4S8) �
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f�, "`°"�:,_� DepaRment of Justice
' 4, O�ce of Justice Pro�ams
_ - : PAGE l OF 5
-�_ r, = Bureau of Jusrice Assistance Gran[
a �:=
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1.2EC1PIEMNAMEANDADDRESS(IndudingZipCodc) 4 AN'A2DVl1MHER 200�-Dl-BX-0'138
City of Saint Paul
IS W Kcllo� Boule�ard i. PROJECT PERIOD: FROM 10/01/2006 70 09/302010
Saint Paul, MN Si 102
BUDGETPERIOD.FROM ��i01R006 TO 09/30/?010
6.AWARDDATE 08R7/2007 7,ACTION
IA GRANTEEIRSNENDORNO. 8 SUPPLEMENTNUMBER Ini�al
416005521 00
9.PREVIOUSAWARDAMOUN7 SO
3 PROIECTTITLE 10 AMOUNTOFTH[SAWARD %445,484
Qy of Sam[ Paul :AO] lAG
1 I. iOTAL A WARD S 445,484
72 SPECtALCOiJDiTIONS
THE ABOV E GRANT PROJECT IS APPROVED SUBJECT TO SUCH WNDITIONS OR LIMITATIONS AS ARE SET FORTH
ON THE A'll'ACHED PAGE(S)
73 STATU'fORY AUTHORITY FOR GRANT
This pro�oct ii mpportcd unticr 42 O S C. 375I(a) (BJA -1AG Formula)
IS METHODOFPAYMEM
PAPRS
- AGENCYAPPROVAL - - GRANTEEACCEPTANCE
16. TYPED NAME AND TITLE OF APPROV MG OFFlC�AI. 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Dommgo S Hcrreiz lohn HerrinS�on
Dirtttoq Bureau of lusncc Assis�ance Chicf of Po��cc
I] SIGNATUREOFAPPROVINGOFFlCIAL 19 SGN REOFAUTH RIZEDR 1PIENiOPPICIA6 19A DATE
�� l� } '�;� s� �� � �lz�/
�
AG6NCY US� ONLY
2� ACCOUNTMG CLASSIFiCAT10N CODES �J07U00568
FISCAL FUND BUD. DIV
YEAR CODE ACT OFC REG SUB POMS AMOUNT
X B DJ 80 00 00 4454&i
O]PFORM4000R(REV 5-8'/)PREVIOUS2DITIONSAftEOBSOLETE
O]P FORM 40002 (REV. 4-88)
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- ' Bureau of Justice
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- Assistance
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PROlECTNL'MSER 2110]-DI-eX-0�38
AWARD CONTINUATION
SHEET
Grant
AWARDDATE 0821/2pp7
PAGE 2 OF 5
SPECIAL CONDlTIONS
1 T"he recipient a to comply with the financial and administrative requirements set forth in the cucrent edihon of Ihe
Office of Iustice Programs (OJP) Financial Guide.
2. The recipient acknowledges [hat failure to submit an acceptabie Equal Employmen[ Opporiumty Plan (if recipient is
required to submit one puxsuant to 28 C.P.R. SeMion 42.302), that is approved by ihe Office for Civil Righu, is a
violation of its Certi£ed Assurances and may resui[ in suspension or termination of funding, until such time as the
recipien[ is in compliance.
3 The recipient agrees to comply with the or�anizational audit requirements of OMB Circulaz A-133, Audits of Sta[es,
Local GovemmenYS, and Noo-Profit Organizations, u furiher descnbed in the current editi0n of the O]P Financial
Guide, Chapter 19.
4. Recipient understands and agrees that it cannot use any federal funds, ei[her direc[ly or indirectly, in support of [he
e�actmen[, repeal, modificafion or adoption of any taw, regutation or policy, a[ any Ievel of govemment, withou[ the
express prior written approval of OJP.
5. The gran[ee agrees tq assisC B!A in wmplying with the National Envimnmental Policy Act (NEPA) and other related
federal environmental �mpact analyses requirements in the use of these grant funds, either direcHy by the grantee or by
a subgrantee. Accordingly, prior to obligating grant funds, the grantee agrees W first detern'�ine if any of the following
activities will be related to the use of tt�e grant fuods.
The grantee understands that this special condition applies to ifs following new activities whether or oot they are bemg
specifica(ly funded with these grant funds. That is, as loog as the activity is being conducted by the grantee, a
subgrantee, or any third party and Ihe activity �ieeds to be under[akrn in order to use these g2nt funds, this special
condition must first be met. The activities wvered by this spuial condition aze:
a. New construction;
b. Minor renovation or remodeling of a propeRy either (a) listed on or eligible for liSUng o� the Na[ional Re�ister of
Historic Places or (b) located wathin a(00-year flood plain;
c. A renovation, lease, or any proposed use of a building or facihTy tha[ witl erther (a) resul[ in a change in i[s basic
prior use or (b) stgnificantly change its size; and,
d. Implementation of a new program invoiving the use oFchemicals other than chem�cats tha[ are (a) purchased as an
incidental component of a funded activity and (b) traditio�ally used, foc example, in office, household, recreational, or
education environments.
Application of This Special Condition to Grantee's Existing Programs or Activities: For airy of the grantee's or iis
subgrantees' exis�ing programs or activities that will be Cunded by these grant funds, the gra�tee, upon specific request
from B1A, agrees to cooperate with BJA m any preparation by BJA of a national or prograzn emironmental assessment
of that funded program or activity.
I
OJP FORM 4000/? (REV.4-g8)
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- - Depacimentoflus[ice
-_ � . O�ce of Justice Programs
' �, Bureau of Jusfice
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PROJECTNUMBER 200]-DJ-BX-0]38
AWARD CONTINUATION
SHEET
Grant
ANARDDATE 082]J200]
PAGE 3 OF 5
SPECIAL COND/TIONS
6. Th[s special condition facilitates compliance with the provisions of [he National Environmental Poticy Act (NEPA)
relating to clandestine metttamphetamine la6oratory operations, i�cludmg the idenpfication, seizure, or closure of
clandes[ine methamphetamine laboratories [hereinafter, "meth lab opera[ions"]. No monies from this award may be
obligated W support meth lab operations unless the p'an�ee implements this special condition
The Office oflustice Programs (OJP), in consultation with the Bweau of Justice Auistance, the Drug Enforcemen[
Administration, and the Office for CommuniTy Oriented Poticing Services, piepared a Program-level Environmental
Assessment (Assessment) goveming meth lab operations. The Assessment describes the adverse e�vironmenfal,
health, and safety impacts likely to be encountued by law enforcement agencies as they implement specific actions
under theic methamphetamine laboratory opecatioas. Consistent with the Assessment, the following tenns and
conditions shall appiy ro the grantee for any OJP Ponded methlab operafions:
A. The gantee shall ensure compliance by OJP funded sub-grantees with federal, state, and local environmental,
health, and 5afety laws and regulatio�s applicable to meth (ab operations, to include Ihe dispOSal of the chemicals,
equipment, �d wastes resulvng from those operations.
B. The gran[ee shal( have a Mifigahon Plan in place [ha[ iden[ifies and documents the processes and poin[s of
accountabitity within its staie. This plan will be used to ensuce that the advecse environmentat, health, and safety
impacis delineated in the Assessment are mitigateA in a manner consistent with the requirements of [his condition.
C. The �rzantee shali monitor OIP funded meth la6 operatwns to ensure tha[ they comply with the following nine
mitigation measures identified m the Assessment and whose implementation is addressed in the grantee's Mitigation
Plaa These mitigation measures must be included as special wnditio�s in all subgsnts: (See Part i3 of this special
condition)
I. Provide medical screenfng of personnel assigned or to be ass�gned by the grantee to the seizure or closure of
clandestioe mettiamphetamine laboratories;
2. Provide Occupational Safety and Health Administra4on (OSHA) required imtial and re&esher training for law
enforcement officials and all oCher personnel assigned to erther the seizure or closure of ctandestine methamphetamine
laboratories;
3. As detertnined by their spec�fied duties, equip the personnel wiCh OSHA required protective weaz and other tequired
safety equipment;
4. Assig� properly hained personnel to prepaze a comprehensrve contamination report on each seized/closed
laboratory;
5. Utilize quxlifted disposa( personnel to remove all chemicats and associated glassware, equipment, and contamina[ed
ma[erials and was[es from the site(s) of each seized Iaboratory;
6. Dispose of the chemicals, equipment, and contamina[ed materials and wastes at propedy licensed disposal faciiicies
or, when allowable, at propedy licensed recycling faciliues;
7. Momwr [he [ransport, disposal, and recycling components of subparagraphs numbered 5. and 6. immediately above
in order to ensure proper comp6ance;
8. Have in place and implement a written agi'eement with [he responsible state environmental agency. This agreement
must provide that [he responsible state environmental agency agrees to (i) [nnely eva(uate the env�ronmental condition
at and around the si[e of a closed clandes�ine laboratory and (ii) coordinate vrith the responsib4e party, property owner,
or others to ensure that any residual contamination is remediated, if detertnined necessary by the state environmental
agency and in acco�dance with existing state and fedenl requirements; and
9. Have in place and implement a written agreement w�th the responsible state or local service agenciu to properly
respond to any minor, as defined by state law, at the site. This agreement must ensure �mmediate response by quatified
personnel who can (i) respo�d [o the potenGal health needs of any minor at the sitr, (ii) take that minor into protective
custody unless [he minor is criminalty involved m the meth lab activifies or is subject [o arres[ for other criminal
violations; (iii) ensure immediate medical testing for methamphetamine toxicity; and (iv) artange for any follow-up
medicat tests, examinations, or heatdi care made necessary as a result of ineihamphetamine toxicity. � �;
OJP FOAM 4000;2 (REV.483)
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PROJECT'YUMBER 200]-DJ-BX-0738
AWARD CONTINUATION
SHEET
Grant
AWARDDATE 0&2Z1200]
PAGE 4 OF 5
SPEGAL CONDITlONS
8. The recipient agrees [o submit to BJA for review and approval any cumcula, training matenats, or any other written
materials that will be published, includi�g web-based materials and web site wnten4 through funds from this grant at
least thirty (30) workmg days prioc to the targeted disseminaHon date.
9. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information
shanng systems which involve mters[ate connectivity between jurisdiCtioq such sys[ems shall employ. to the extent
possible, exiscing neCxo�ks as the communication backbone to achieve incecstate connectivity, unless the granfee can
demonshate [o the satisfac[ion of BJA that this requirement would not be cost effective or would impav the
Ponc[ionality ofan existmg or proposed IT system.
l0. To suppoR public safety and justice infortnation sharing, OJP cequires che gcantee to use the National InfocmaUOn
Exchange Model (NIEM) specifications and guidelines for this partiwiaz granC. Grantee shall publish and make
available without resMction a(i schemas generated as a result of this grant to the component registry as speci6ed in the
guidelines. For more information on compliance with ihis special condition, visit
h[tp://www.niem.gov/imp lementa6onguide.php.
I I. The recipient is required ro establish a trust fund account (The trust fund may or may not be an interest-bearing
accaunt.) The fund may not be used to pay debts incurred by other activities beyond the scope of the EBward Byme
Memonal Juspce Assistance Grant Program (lAG). The recipicnt also agrees to obiigate and expend the grant funds in
the hust fund (including any interest eamed) dunn� the period of the grant. Grant funds (including any interest eamed)
not expended by Ihe end of the grant penod must be returned to the Burcau of Justice Assistance no later than 90 days
after the end of the grant period, along with Ihe &nsl submission of the Financial Ststus Report (SF-269).
12. The grantee agrees to comply with atI reporting, daha collection and evalualion requirements, as prescribed by [he BJA
in the program gmdance for the Justice Assistance Grant (JAG). Compliance with these requiremeots will be
monirored by BJA.
t3. The recipient agrees that any informafion technology system funded or supported by OJP funds will comply with 28
C.F.R. Part 23, Criminal In[elligence Sysiems Operating Policies, if OJP detennines Ihis regvlation to be apphcable.
Should OJP determme 28 C.F.R. Part 23 to be applicable, OJP may, at its disttetion, perfortn audits of the system, as
per 28 C.F.R. 23.20(g). Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined u per 42 U.S.C.
3789g(c)-(d). Redpient may not satisTy such a fine wrth federa! funds.
14. The recipient agrees that all income generated u a direct result of [his award shall be deemed program income. AII
pro�ram income must be accounted for and used for [he purposes under the conditions applicable for the use of funds
under [his award, indud�ng the effecfive edi[ion of the OJP Financial Guide and, as applicabie, either (1) 28 C.F.R. part
66 or (2) 28 C.F.R paR 74 and OMB Circular A-( !�. Fwther, the use of progcam mcome must be shown on the
quartedy Financial Status Report, SF269.
15. The recipieni agrees to ensure tfiat the State Ini'ortnation Technoiogy Poin[ of Contac[ receives written notifiCation
regarding any infocmation technoLogy project funded hy this grant dunng the o6ligation and expenditure period. This is
to facilitate communication among Iocal and state govemmental entities regarding various infoanation technology
projec[s being conducted wi[h these grant funds. In addition, the recipient agrees to maintain an admimstrative file
documenting the meeting of this requirement. For a I�st of State Information Technology Points of Con[act, go to
http;//www.ojp.usdoj.gov/u/states.htrn.
16. Grantee agrees to comply with Ihe requirements of 28 C.F.R. Part 46 and al I Office of Justice Programs poticies and
procedures regarding the protection of human reseazch subjects, including obtainment of Instifutional Review �ud
approval, �Fappropriate, and subject informed wnsrnL �
OIF FORM 400012 (REV.4-88)
b�-S� 7
� - DepartmentofJustice
Office of Jus[ice Programs
- _ Bureau of Justice
�= �'�"�^-'=`- -° Assistance
PROJECT.�'UMBER 2007-DJ-BX-0]38
AWARD CONTINUATION
SHEET
Grant
AWARDDATE OS/22R00]
PAGE > OF 5
SPEC/AL CONDITIONS
l7. Gnn[ee agrees to comply with aII ConfidentiaLty requirements of 42 U.S.C. section 3789g and 28 C.F.R. Part 22 tha[
are applicable to collection, use, and revela[ion of data or infortnation. Gcantee fiuther agrees, u a condition of grznt
approval, to submit a Privacy CeRificate that is in accqrd with requirements of 28 C.F.R. Par[ 22 and, in particutar,
section 2223.
18. "Applicants mus[ certfy Iha[ Limited English Profic�ency persons have meaningful access [o Ihe services under this
program(s). Na[ional ongin discrimina[ion includes discnmina[ion on the basis of limited English proficiency (LEP).
To ensure compliance with Title V[ and the Safe Stree[s Act, recip�ents are required to take reasonable steps [o ensure
[hat LEP persons have meaningful access ro their programs. Meaningful access may eniail providing language
assis[ance services, including oral and written trans�ation when necessary. The U.S. Departnent of Justice has issued
guidance for grantees to help ihem comply with Title VI requiremenis. The guidance documwt can be accessed on che
Intemet at www.lepgov."
19. Recipient a�,n'ees that funds provided under this award may no[ be used to operate a"pay-to-stay" program in any local
jail. Recipient further agrees not to subaward fund5 m bcal jails Whwh opera[e "pay-[o-s[ay" programs.
O1P FORM 4000R (REV 4-88)
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P� sFmRrors. � C IOi3f
Memorandum To: Official Grant File
From: Maria Berry, Environmenta( Coordinator
Subject: Incorporates NEPA Compliance in Further Developmental Stages for City of Saint
Paul
All grants funded under the Edward Byme Memorial Justice Assistance Grant Program (JAG) will carry
the following NEPA special condition:
1) The grantee agrees to assist BJA in complying with the National Environmental Policy Act (NEPA)
and other related federal environmental impact analyses requirements in the use of these grant funds,
either directly by the grantee or by a subgrantee. Accordmgly, prior to obligating grant funds, the grantee
agrees to first determine if any of the following activities will be related [o the use of the gran[ funds. The
grantee understands that this special condition applies to its following new activities whether or not they
aze being specifically funded with these grant funds. That is, as long as the activity is being conducted by
the grantee, a subgrantee, or any third party and the activiry needs to be undertaken in order to use these
grant funds, this special condition must first be met. The activities covered by this special condition are:
a. New construction;
b. Minor renovation or remodeling of a properiy either (a) listed on or eligible for listing on the National
Register of Historic Places or (b) located within a 100-yeaz flood plain;
c. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change
in its basic prior use or (b) significantty change its size; avd,
d. Implementation of a new program involving Ute use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example, in
office, household, recreational, or education environments.
Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the
grantee's or its subgrantees' existing programs or activities that will be funded by these grant funds, the
grantee, upon specific request from BJA, agrees to cooperate with BJA in any prepazation by BJA of a
national or program environmental assessment of that funded program or activiry.
�� �
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Thc City of Saint Paul will scrvc az thc fisUl agcnc Thc Citics and Counry will usc tM1cir funtls m pay for salarics, ovcrtimc, and taining for law
cnfo¢cmrntpersonnclandsalancsforadministmtivcsupportstaff ThescinitiacivawiiizssistinmOP�rting5ervicesforthccommumtyandlaw
rnforccmrnt
ncuuce
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Office of the Comptroller
Grant Award and Financial Management Information
Post Award Instructions
May 2005
b��8� �
Post Award Instructions
The following is provided as a tool for the financial adminisharion of awards from the Office of
7ustice Programs (OJP). Forms and other documents illustrating each step are attached.
Step 1. Review the Award Docnment and Special Condifions
Notification of award approval is made by e-mail through the OJP Grants Management
System (GMS). Once an awazd 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.
The e-mail will direct the applicant to a]ink in GMS to view the Award Documents.
If vou agree with the terms and conditions stated in the awazd, the documents should be
printed, reviewed, signed by the authorized official and faxed back to the OC Control
Desk at (202)-353-8475 or (202)-616-5962. Notify your OJP Program Office when
Speciai Conditions have heen met.
If sou do not a�ree with the terms and conditions of the award as written, contact your
OJP Program Office (see the last page of the award document entitled "Project Summary"
for contact information).
Award acceptance is due within 45 days from the award date. Failure to respond to the
awazd may result in deobligation of funds.
Step 2. Read the Guidelines
Read and become familiar with the OJP Financial Guide and related materiaL The
Financial Guide is availabie via the Internet at httn:/iwww.ojp.usdoj.KOV/FinGuide/.
Step 3. Complete and Return the ACH Form
The ACH Vendor/Miscellaneous Payment Enrollment Form is used to an��nge direct
deposit of funds by your organization into a designated bank account.
Step 4. Access to Payment SVStems
OJP uses two payment systems: the Phone-Activated Paperless Request System (PAPRS)
and the Letter-of-Credit Electronic Ceztification System (L,OCES). Current LOCES users
will see the addition of new OJP grants on the LOCES grant nuxnber listing as soon as the
awards aze issued. PAPRS grantees will receive a letter by mail from the Office of the
Comptroiler containing their PIN to access the system and Grant ID infozmation. This
informarion is usually mailed within I week of the award date.
Step 5. Reportin� Requirements
Reporting requirements must be met during the life of the grant. OJP payment systems
will deny requests for funds if reporting requirements aze not met on a timely basis.
May 2005
a�-�� �
5tep 6. Quesrions Abouf Your OJP Award
A reference sheet is provided contauring frequently asked questions and answers. If you
need information on any fmancial aspect af your award, contact the Office of the
Comptrotler's Customer Service Center at 1-800-458--0786 (choose option 2) or e-mail
ask.oc(«usdoj.goc. The Customer Service Center staff is available Monday through
Friday, from 8:30 a.m. to 6:00 p.m. (Eastem Standard Time) to assist you.
May 2005
� �-89 7
Office of the Comptroller
Post Award Instructions
STEP 1- Review Award and Special Conditions Document
Awards are processed through the OJP Grant Management System (GMS). Grantees are notified
by e-mail through the Grant Management System when awards are released. Paper copies of
awazd documents aze not mailed to award recipients. When you receive an e-mail notification
announcing award of a grant, go to GMS to view and print the Award Documents on-line.
Attached are sample pages from GMS of the Award and Special Conditions pages that awazd
recipients will need to print, sign , and return to OJP to accept the award.
If you Sgree with the terms and conditions of the award, print the documents. The authorized
official must sign and date the Award and Special Conditions dncuments and falc them to O7P
Control Desk at (202r353-8475 or (202}-616-5962.
If Vou do not agree with the terms and conditions, contact the awarding OJP 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. Failure to accept within 45
days may result in deobligation of funds.
May 2005
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D�l��'97
Office of the Comptroller
Post Award Instructions
STEP 2 - Read Guidelines
There are Office of Management and Budget (OMB) Circulars and Common Rules and other
important informarion you will need to know for the administration of your award. The most up-
to-date versions of these documents are available tluough the Internet, as noted:
For OMB Circulars, go to
hrip:!lwww.whitehouse.�ovlomb/�rants/index.htnil.
For the Code of Federal Regulations (CFR), go to
ht�t :i/www.Qpoaccess.aov/cfr/index.html
For the current OJP Financial Guide, go to
http:/!www. oj p.usdo i. trovlFinGuidel
If you have questions concerning the content of the Financial Guide, please contact:
Office of Justice Programs
Office of the Comptroller
Customer Service Center
1-800-458-0786
or
ask.oc(rt;usdoj.6ov
May 2005
b��8��
OMB Circulars and Common Rules
For Grant Management
Administrative requirements for all Federal award recipients are contained in
governmentwide Common Rules.
OMB Circular A—I10 "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:i/www.whitehouse.QOV'omb;circulars/a110/al ]O.html
"Govemmentwide Debarment and Suspension (Nonprocurement), and Requirements for Drua Free Workplace
(Grants) Rules (Final and Interim Final),° (codified at 28 CFR Part 67).
http:'hvww.whitehouse.sov�om b,�fedreQ/2004. 031126.pd f
"New Restrictions on Lobbying," (codified at 28 CFR part 69).
Additionaily, if you are a: You are subject to the following rules:
College oc University OMB Circular A-21: "Cost Piinciples for Bducational Institutions;'
(codified at 28 CFR Part 66, by reference).
http:; /www.whitehouse.QOV/omb/circulars/a021/a21 2004.htmi
State, Local, indian Tribai, OMB Circular A-87: "Cost Principles for State, Locat, and Indian Tribal
and U.S. Territory Governments," (codified at 28 CFR PaR 66, by reference).
Government hYtn://www.whitehouse.gov/omb?circulars/a087/a87 206Ahtm1
Nonprofit Organization OMB Circular A-122: "Cost Principles for Nonprofit Organizafions,"
(codified at 28 CFR Part 66, by reference).
httv:/.'ww«'.whitehouse.QOV/ombicirculars%a122/a122 2004.html
For-Profit Organization 48 CFR 31.2: "Contracts With Commercial Organizations"
Hospita] 45 CFR 74, Appendix E: "Principles for Determining Costs Applicable to
Reseazch and Development Under Grants and Contracts with Hospitals"
Common Rules are contaiued iu:
OMB Circutar A-102 "Grants and Cooperative Agreements with State and Local Governments,"
(codified at CFR Part 66).
htin /�wwwn�hitehouse.;ov/omb/circuiarsia102,'a102.htmi
Audit Requirements:
OMB Circular A-133 "Audits of States, Local Governmants and Nonprofit Institutions," (codified
at CFR Part 66 and Part 70).
http://w�yw.cvhitehouse.�ov/omF�/circulars/a I 33, a 133.hdnl
May 2005
0��8� 7
Office of the Comptroller
Post Award Instructions
STEP 3- Complete and Return ACH Form
In accordance with the Debt Collection Improvement Act of 1996, payments by the Office of
Justice Progams, Office of the Comptroller, are electronically deposited to recipient accounts by
the U.S. Deparhnent of the Treasury through the Automated Clearinghouse (ACI� form.
The attached ACH form (ACH Vendor/Miscellaneous Payment Enrollment Form, SF 3881) is
used to establish direct deposit with the prefeaed financial institution used by your organization.
If you have accepted Yhe terms and conditions specified in your award, the attached ACH form
must be completed and signed by your preferred financial institurion. 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 Comptroller
Attn: Control Desk—ACH
810 Seventh Street, NW., Sth Floor
Washington, DC 20531
Note: Faxed or copies of original form will not be accepted. Originals only.
May 2005
ACH Tnformation
D�-g� �
There are three sections comprising the ACH form:
Agency Information secrion - Preprinted on form.
Payee/Company Information Section - Payee (also known as grantee) prints or types the
following: idenrifying information (i.e., name of grantee organizarion and street address),
OJP-assigned vendor numher, and the name of the official contact person for the awazd,
and his or her e-mail address and telephone number. The e-mail address will be used to
norify the contact about payment confirmarion or other notices concerning the financial
aspects of a ants.
The Depositor Account Title and the name of the organization that received the award
should be exactly the same (e.g., awazd recipient "ABC Police Deparhment" would be
considered a different entity &om the depositor title "Ciry of ABC"). Tf the award recipient
differs from the Depositor Account Title, a letter of explanation is required. This letter
must be sent with the ACH form and submitted on the recipienYs letterhead, signed by an
authorized o�cial, and must explain why the funds are to be deposited into an account
belonging to an enfity other than the direct recipient of the award.
Financial Institution Information Section - Tkus section should be filled out by the
grantee's financial institution/bank official ONLY. The type of account should be checked,
and the signature, title, and telephone number of the appropriate financial institurion
official should be inciuded as well. Only the authorized financial institutionlbank
official should sign the last line in the "Financial Institution Information" section of
the ACH form. The Office of the Comptroller will confirm the banking information with
the financial institution prior to entry into O7P records.
The ACH form must be received prior to drawdown or request for funds.
The form and inshuctions aze available on the Internet at http:!/�v�vw.oip.usdoi.�oviforms.htm.
May 2005
o��Sy�
ACH VENDOR/MISCELLANEOUS PAYMENT OMB No. 1510-0056
ENROLLMENTFORM
This form is used for Automatetl Clearinghouse (ACH) payments vnth an atltlendum record that contains payment-relatetl information processed
through the Ventlor Express Program. Recipients of these payments should bring this infortnation to the attention of their financial insLtution when
Dresenfina this for comoletion.
PRIVACY ACT STATEMENT
Tfie foflowing information is providetl to wmply with the Pfivacy Act of 1974 (P.L. 9�579). A11 ifNOrtnation collected on this form is requi�ed under the
provisions of 37 U.S.C. 3322 and 3'I CFR 2�0 This informaUOn will be used by the U.S. Department of the Treasury to transmit payment data, by
electronic means to vendors financial institution. Failure to provide the requested information may tlelay or prevent the receipt of payme�ts through the
Automated Clearinghouse Payment System.
AGENCYINFORMATION
FEDERAL PROGRAM pGENCY {},)� G1�3IlS ��UIIIb<'Y�S:
OFFICE OFJUSTICE PftOGRAMS
AGENCY IDENTVFIER' AGENCY LOCATION CODE (ALC)
OJP 15-04-0001
ADDRESS:
810 Seventh Street, N W., Attn: Office of the Comptroller Controi Desk
Washington, D.C.20531
AGENCYCONTACT� TELEPHONENOM6ER
Office of the Comptroller - Customer Sernce Center t-800-458-0786
PAYEEICOMPANYINFOftMATfON OJj> `%zi�dor Vum�7B�'.
NAME
ADDRESS.
E-MAIL ADDRESS:
CONTAGTPERSONNAME: TELEPHONENUMBER'
( )
TO BE COMPLETED BY FINANCIAL INSTITUTION
NAME:
ADDRE55
NAME OF BANK OFFICIAL OR AGN COORDINATOR : TELEPHONE NUMBER'
( )
NINE-�IGIT RpU71NG TftAN51T NUMBEft'
OEPOSITOR ACCOUN7 TITLE'
DEPOSITORACCOUNTHUMBER I�CKepXNUMBER:
7YPEOFAGCOUNT' ❑CHECKING �SAVINGS � LOCK60X
51GNATURE AND TiTLE OF AUTHORRED BANK OFFICtAL OR ACH COORDINATOR' DATE
NSN J540.042]49925 3881-102 SF3881(Rtt� Ib90)
e ��g� �
Of�ce of the Comptrolier
Post Award Instructions
STEP 4- Access to Payment Systems
Payments by the Office of Justice Programs, Office of the Comptroller, aze electronically deposited to
recipient's account by the U.S. Department of the Treasury through the Automated Cleariixghouse (ACH) form.
Before you attempt to access the payment systems, the ACH information must be submitted. For ACH
instructions,see Step 3.
Grantees and vendors must use one of two available payment systems to request payments:
Phone-Activated Paperless Request System (PAPRS): 1-800-879-4513
or
Letter-of-Credit Electronic Certification System (LOCES)
Confumation of payments are sent by e-mail to the contact person named on the ACH form. Changes to the
email address of the contact person may be made by email to OC through ask.oc�c�usdoi.gov
May 2005
�
� �-S� �
PAYMENT METAODS
There are two methods used by grantees to request their funds: (1) LOCES and (2) PAPRS.
LOCES (Letter-of-Credit Electronic Certification System). LOC�S is a modem connection service that
allows recipients of �ederal funds to use a personal computer (PC) to electronically request payment from the
Office of Justice Programs. Grantees must use customized software from the Office of Justice Programs to
operate the LOCES system.
At this time, all new grantees are automatically assigned to PAPRS.
PAPRS (Phone-Activated Paperless Request System). PAPRS enables grantees to use their touch-tone
telephone. This system will prompt grantees for their vendor number, PIN number, and Grant ID number.
A"PAPRS Manual," which explains the use of the PAPRS system, is attached. All grantees who are not
cunently assigned to LOCES will receive a letter containing their PIN and Grau[ ID informafion for the use of
the PAPRS payment system. Grantees who have not received their PAPRS information within 1 week of award
acceptance should contact the OC Customer Service Center as noted below.
Note: Important BankinQ Informatian
Regardless of the method grantees use to request funds, all funds will be electronically disbursed by the U.S.
Department of the Treasury to the grantee's designated financial institution for deposit into their bank account.
For this reason, grantees must insure that they complete and retum the original ACH banking information form
(entitled ACH Vendor! Miscellaneous Payment Enrollment Form), which is included in the Award Package.
The original ACH form must bear the original signature of the authorized bank official.
For further information about payments or the use of these systems, contact the Office of the
Comptroller Customer Service Center at 1-800-458-0786 (select option 2) or e-mail
ask.oc(a�usdoi.gov.
May 2005
Welcome to PAPRS . . . .
Through the use of a touch-tone telephone, you may access funds awarded to your
organization by the Office of Justice Programs (OJP). Once your organization has
submitted the signed acceptance of your award, your organization will receive a letter
containing grant ID and PIN number information. This information will allow you to use
OJP's Phone-Activated Request System (PAPRS) to access your funds.
If this is your first award, your organization was assigned a vendor number, grant ID
number, and a PIN number. To access subsequent awards, you will need a new grant ID
number for each award, but your PIN number will remain the same as for the initial
award.
To access the OJP PAPRS payment system, call 1-800-879-4513. Once you have dialed
PAPRS, you will hear easy-to-follow prompts as you proceed. You wili have the
opportunity to change information related to your request. At the end of each request far
funds, PAPRS will advise you if your request has been approved for payment. If your
request has not been approved, PAPRS will tell you what you wiil need to do to clear the
record for approval. If PAPRS gives you a reference number, it means that your request
has been accepted but will require additional review before it can be approved. Please
make note of any reference number given to you, as you can call back to check on the
progress of any such requests.
If you have questions concerning PAPRS, payments, or any financial aspect of your OJP
award, contact the Office of the Comptroller's Customer Service Center at
1-800-458-0786 or ask.oc(cvusdoi.�ov.
The following is a step-by-step caller interface flow of how the system works and what
information is needed during your call. Text in italics is the voice response you will hear
from PAPRS. As you connect to PAPRS you will hear...
I May 2005
�
Sub-Menu Option 1: Press 1 if you are requesting funds for a future period of time.
To request an advance of funds fi-om one of your accounts, press 1.
If you wish to request reimbursement for your expenses, press 2.
To retur-n to the main menu, press the star key (*).
Please enter the dates covered by this expense cfairn.
To enter October 2, 2001, you would enter 10022001.
Please enter the beginning date now.
Enter the beganning date for an advance of funds. Note that the date entered for an
"advance" must be later than today's date.
You entered (date). To continue, press 1. To re-enter, press 2.
Please enter the ending date now.
Enter the ending date. Note that the ending date must be later than the "beginning date."
You entered (date). To continue, pr^ess 1. To re-enter, press 2.
Please enter the amount you are requesting as a whole dollar amount, followed by a
pound sign.
Cents may be entered using the star sign as a decimal point. FoY example, twenty-five
thousand dollars and 50 cents would be added as 2 S 0 0 0* 5 0#.
You enteYed (amount). To continue, press 1. To Ye-enter, press 2.
Ifyou wish request a lower amountfrom this award, press 1.
To exit, press 2.
You wiil then return to the previous menu where you can request funds on another grant.
May 2005
-Sy�
����������
Sub-Menu Ot�tian 2: Press 2 if you are requesting reimbursement for funds that you have
already expended.
Please enter the dates covered by this expense claim. To enter March 15, 2001, you
would enter 03152001. Please enter the beginning date now.
You entered (date). To continue, press 1. To r^e-enter, press 2.
Please enter the ending date now.
You entered (date). To continue, press 1. To re-enter, pYess 2.
Please enter the amount you are requesting as a whole dollar amount, followed by a
pound sign.
Cents may be entered using the star sign as a decimal point. For example, twenty-five
thousand dollars and 50 cents would be added as
25000*50#.
You entered (amount). To continue, press 1. To re-enter, press 2.
��:�*����x�:�
The system will be performing many calculations and checks against various database
files as you are entering information. If you are enrolled in the Automated Clearinghouse
(ACH) and your request is apnroved, you will hear:
Your request has been approved. Your request has been received and is being processed.
If you have previously received paper checks through the U.S. Postal Service and vour
request is approved, you will hear:
Your request has been approved.
4 May 2005
,� �
x'��` Please note: the U.S. Department of the Treasury has directed �ederal agencies to
establish electronic deposit (through ACH) for payments issued through their programs.
You may aiso hear a message that your request for funds is not approved for specific
reasons, such as:
The amount you Tzave Yequested is equal to the entire amount of this award. If you wish to
request a lower dollar amount from this award, press 1. To return to the rnain menu,
press "� ".
OY
Your request for funds exceeds the amount currently available for this award. If you wish
to re-enter a different amount, press 1. To return to the main menu, press "* ".
Or
The dates you have entered overlap with previous fund requests. To return to the main
rnenu, press "�"'.
OY
Our^ records indicate that you have not filed a current SF269. Please mail your report
to.... To return to the �nain rnenu, press "* ".
Or
OuN Yecords indicate that you have not accepted your grant awaYd docu�nent. To return
to the main menu, press "*".
In each instance, you will have the opporiunity to exit and to try again. If you need
further information or assistance with payment issues, contact the Office of the
Comptroller's Customer Service Center at 1-800-458-0786 (select option 2) or at
ask.oc(tiusdoi.�ov.
May 2005
a�-8��
Office of the Comptroller
Post Award Instructions
STEP 5 - 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 �lwww ojp usdoj �ov/FinGuide/. Also check
special conditions on awards for additional reporting requirements. The Payment Systems (see Step 4) will not
permit access to funds if financial reporting is delinquent.
The following information concems:
Single Audit Reports
Categorical Progress Reports
Financial Status Reports
Closeout Procedures
May 2005
b�7
Quarterly Financial Status Reports ( SF 269A):
This report (also called FSR) is used to track actual expenditures and unliquidated obli�arions. The SF269s are
to be filed quarterly and are due no later than 45 days after the calendar quarter ends. Grantees aze encouraged to
submit their SF269s as soon as the quarter ends to avoid delays in pmcessing and access to grant funds.
This report can now be filed online. To file the SF269 Financial Status Report online, use Internet Explorer
5.0 and Adobe 6.0. Go to https://erants.ojp.usdoj.�ovL Click on SF269 Sign-In. The system will prompt you
to enter your "user name" and "password." The user name wi11 be the O7P-assi�ed vendor number (e.g.,
6 1 1-29 1 3 04). The initial passward is "Ojpsf269*".
The system will prompt you to enter the nutial password "Ojpsf269*" rivice. You will then be asked to create a
unique password for your vendor number. The unique password must be between 8 and 15 characters long and
must include one of each of the following: lowercase letters, upper case letters, numbers, and special characters,
such as #, $, and *. Be sure to keep track of your unique password.
If you encounter problems with access or use of the Web269 system, contact the Office of the Comptroller's
Customer Service Center at 1-800--458-0786 (select option 2) or send a message through ask.oc(c�usdoi.4ov .
A Financial Assistant will walk you through the SF269 submission process.
The schedule for submitting the SF269 Financial Status Report is as follows:
Reporting quarter:
January 1—March 31
April 1—June 30
July 1-5eptember 30
October 1—December 31
Due no later than:
ii�fla�' 15
Aai�ust 14
Raveeaaber 14
F'ebruaa�y 14
Closeout Procedures
Within 120 days after the ending date of the award, grantees should initiate closeout as follows:
Drawdown any funds (if your reported expenditures are higher than your drawdowns to date) or submit a
check to OJP for the balance (if your drawdowns aze higher than your reported expenditures).
File a final Financial Status Report (SF269) on-line. This FINAL report of expendihu must be mazked
FINAL, must have no unliquidated obligations, and must indicate the exact balance of unobligated
funds. Any unobligatedfunexpended funds will be deobligated from the awazd amount.
Submit a final Proa ess Report. This report should be marked FINAL and prepazed in accordance with
the instructions provided hy your Program Manager.
Contact your OJP Program Manager to advise that closeout has been initiated.
May 2005
b� �g� �
Instructions for Completing OJP CategoricaUDiscretionary
Assistance Progress Reports
Grantees are required to submit Progress Reports on project activities and accompiishments. Reports should include data appropriate
to this stage of project development and sufficient detail to provide a clear idea and summary of work and accomplishments ro date.
Progress Reports should be submitted throus6 the OJP Grants Ma¢aQement Svstem (GMS) unless otherwise directed by vour
OJP Propram ManaEer.
The followin� should be observed m the preparation and submission of Progress Reports:
a. Due Date. Reports are usually due on a semi-annual basis-30 calendar days afrer June 30 and December 3l—for the Iife of the
grant as follows or otherwise Iisted in the solicitation of the grant
Reporting period: Due no ]ater than:
January 1–Iune 30 July 30
July 1–December 31 ]anuary 30
A final progress report is due 120 days following the close of the grant period or any extension thereof.
b. Submission. Grantees should follow instructions in the Solicitation or in the special conditions attached to the award documents to
de[ermine if repor[ is to be files through the Progress Report Module in GMS or through paper form.
c. Form and Execution. Use the attached paper form only if specified by the terms of your grant award or if OJP Program Office
requests paper instead of fiting on-line through the GMS Progress Report module.
d. Reporting Requiremeuts. The reporting requirements are to provide the grantor agency with sufficient information to monitor
grant implementation and goal achievement. To support effective monitoring of the grant, progess reports must be keyad to the grant
implementation plan provided in the grant application. Specifically, the report should:
L Ind�cate the status of each goal that was due for completion during a previous reporting period bui carried over because of
implementation or other problems.
2. State the status of each goal scheduled to be achieved during the reporting penod.
3. State the corrective action planned to resolve implementation problems, and state the effect these problems had on
achieving the project's goats during the remaining schedule.
4. If appropriate, identify changes that are needed m[he implementation plan (specified in the grant application) to overcome
problems. Changes that alter plans and/or goals set forth in the application require prior grantor agency approval and issuance
of a Gran[ Adjus[ment Notice (GAN).
5. State what technical assistance the Grantor Agency might provide during [he set 6–month period to help resolve
implementation problems. If technical assistance has been provided to resolve implementation problems, siate the problems
(or tasks) addressed and the results (or impact) of the assistance provided.
6. Based on the performance measures set forth in the grant application (implementation plan), indicate in quantitative terms
the results of the project achieved both during the reportmg period and cumulative to date. Expla�atory and qualifying
statements will be helpful here, especially ifthe projecYs objectives have changed.
e. Special Requiremeuts. Special reporting requaements or instructions may be prescribed for categorical projects in certain program
or experimental areas ro better assess the impact and comparative effectiveness of the overall categorical C,rant Program. These will be
communicated to affected grantees by the Agency.
Pubhc Reponing Bwden. Papeiwoik ReAuction Act Notice. Undet the Paper Red�ction Act, a pecson is not ceq�i�ed co cespond co a collection of iaformation unless it
displays a cuiren8y vand OMB wntrol rmmber We hy to creare forms and instcuctions that are accura[e, wn be eas�ly understood, and which impose the least
poss�ble burden upon you to prov�de us with information. The estimated average time ro compleie and file [his Pro�ess Report is 120 minutes prr Progress Report. If
you have comments regardmg the acwmcy of this estimate, or suggestions for making this fo`m more user-fnendly, you can vrtrte to the Office of the Assistant
Atmrney General, Office ofJustice Programs, 810 7[h Street, NW., Washing[oq DC 20537.
May 2005
D�'89�
OMBFORM APPROVALN0.1121-0253
U.S. DEP?.RTME�T OF JOSTICE
O�ce of Justice Programs
CATEGORICAL/D[SCRETIO�ARY ASSISTANCE PROGRESS REPORT
The information provided will be used by the Granror Agrncy to monitor grantee cash flow to ensure proper use of Fedeml £unds. No funher monis or other
benefits may be paid ou[ under this program unless this report is completed and filed as required by existing law and renulations (Unifortn Administmtive
Requirements for Gran[s and Cooperative Agreements-28 CFR, Part 66, Common Rule, and OMB Circulaz A-I 10).
I.GRANTEE
4.IMPLEMENCINGSUBGRANTEE
6 SHORT TITLEOFPROJECT
2.AGENCYGRANCNUMBER
3. REPORT NO.
5. REPOR7MG PERIOD (Dates)
FROM: TO:
7. GRANT AMOUNT
8. TYPE OF REPORT
fLEGULAR _
FQJAL REPOR7'
SPECIAL
REQUEST `
9. NAME AND TITLE OF PROJECT DIRECTOR I �0. SIGNATURE OF PROIECT DIRECTOR I 11. DATE OF REPORT
12. COMMENCE REPORT HERE (Continue an p[ain paper)
13. CERi'ffICATION BY ORANTEE (OfJtcaal sagnature)
14. DATE
OJP
May 2005
OFFICEOFJUSTICEPROGRAMSINSTRUCTiO�S � /
FOR FIYA\CIAL STA'CUS REPORTI\G (SFZSSA�
The quarterly Financial Status Report (FSR) is due no later than 45 days after the end of the calendar quarter. Please be reminded that
this is a report of expenditures not a request for reimbursement To request reimbursement, use yo¢r assigned OJP payment system.
ThisFSRs6ouldbefiledon-lineathttps://grants.ojp.usdoiQov Theattachedformandinstructionsareprovidedforinformatioo-W6e❑
fling on-line, you will not ueed to fill in each box on tBe form, as previously reported informa6on is pre-populated on-line. The on-line
system will calculate cumulative data for you. You can change or modify oniy the most recent report showu on-line. Without a current
FSR on file, requests for funds will not be approved and fuuds will uot be disbursed.
1. Pre-pnnted as: U.S. DepU of Justice, Office of Justice Programs Line I Og �s the ro[at Fede�al share of your cash outlays and unpaid
obtiga[ions regardless ofwhether you have recerved re�mbursement I[ will
2. OIP grant number found on your grant awa�d document. be Ihe total of Column II[, Lines l Oc and l0E L+ne l Oh is the total amoun[ of
For example, 2005-AB-CD-0000. your award. Change [his amoun[ only if you have received a supp�emental
awazd. Lme l0i is the amount of your total award which has not either been
1. Current name and addres5 of the award recipie�t. expended through a cash outlay or encumbered by an unpaid obhgahon. I[ is
the difference bei.veen Column [II, Lines l Oh minus lOg equals Line 10i.
4. 07P-assig�ed 9-digit vendor number as recorded on your grant award
docume�t.
5. Enter any identifymg number assigned by your organizanon for your internal
use. If none, leave blank.
6. If you have finished expending funds and recording your requ¢ed ma[ch
related to this award, regardless of whe[her they have been or will be
reimbur>ed by the Federal Governme�t, check "Yes." Otherwise, check "No.°
7. tndicate whether your accounting system uses a CASH or an ACCRUAL
basis for recordmg transactions related ro this award. For reports prepared on
a CASH basis, outlays are the sum of actual cash d�sbursement for direct
purchases of goods and services a[ the lowes[ funding level. For reports
prepared on an ACCRUAL basis, outlays are the sum of acmai cash
disbursement at [he lowest funding level. Unpaid obligatwns represent the
amount oFobligations tha[ you incurred at the lowest funding level but have not
yet paid ou[.
11. Please refer to your award documents ro complete this secnon. Th�s section
will only be compieted if you have a Negotiated Ind�rect Cost Rate wrth your
cognizantagency.
Line I 1 a. Indicate [he type of ra[e that you have. Line l lb is the mdirect
cost rate in effect during [his curtent reporimg penod. Une l 1 c�s the amount
of the base against wh�ch the cost rate is applied. L�ne 1 I d is the mtal amount
of mdirect ros[s charged during this current repor[ing period. L�ne 1 I e is the
Federal Government share of [he amoun[ reported on Line 11 d. Q I b x I Ic =
Ild)
1 I e. Note: If more than one rate was m effect durmg th�s reporting penod,
add the add�tional rate amou�ts m Box 12 in the Remarks section.
12. Line 12A �S [he wmutahve amoun[ of Federal funds your S[ate agenty has
passed-through ro bcal un�ts of government other specified groups or
organ¢ations as directed by the legislation of the program.
8. The begin and end dates of [he award period.
9. The current reportmg calendar quarter as lis[ed below.
RepoRmg Quaccec Repocts Due Not Latec than
Jan 1 through Mar 31 May 15
Apr 1 through Jun 30 Aug. 14
)ul 1 through Sep 30 Nov 14
Oct 1 through Dec 31 Feb 14
Note: Data for more than one calendar quarter may be rolled up into one report
for the Frcst repon submrtted.
10. Lmes 10a, 106, and IOc refer to your cash outlays mdudmg [he value of in-
kind match contributions for [his award a[ the lowes[ funding level (�.e.,
monies you have spent). Column I is Ihe cumula[ive total of expenditures for
the prior reported calendar quarter. Amounts in [his cotumn came from your
ptevious report. Column il is foi the cutrent reporting calendar quazter's
outlays and for any corrections needed. Co�umn 11I is for the result when
addmg across the amoun[s reported i� Columns 1 and 1 L The total of lines l Ob
and tOc should equal the amomt repor[ed on line l0a for each coWmn.
Lines l Od, 10e, and IOf should only be completed if you indicated in Box 7
that you ace on an accmal basis of aceounhng. Lmes I Od, 10e, and l0f refec
to the amount ofunpaid obligations or accounts payable you have incurzed. An
item sucN as payroll (which has been eamed, but not yet paid) is an example
ofanaccruedexpense. LinelOdisthetotalofyourunpaidobLgationsrodate.
Line IOe is your share of these unpaid obhgatwns. Line IOf is the Federal
shate of unpaid obligations. Tfie total of Gnes l0e and lOf shauld equal fhe
amount on line tOd.
Une 12B is the wmulative amount of Federal funds subgran[ed including
amounts subgranted ro State agencies and amounts reported o� Lme 13A.
Line (2C is the cumulative Federal por�ion of forfeited asse[s to be used m
this grant whether [he assets were forfe�ted as a resuH of this grant ox another
grant.
Line 12D �s the cumulative Federal porbon of program mcome earned from
other than forferted assets. This is income from sources such as registration
Fees, tuition, and royal[ies. Th�s amount should mt be mcluded in Box 10.
Line 12E �s the cumulative amount of program mcome ftom all sources,
includmg forfe�ted assets and mterest eamed, whmh have been expendeA by
your organization. This amount should not be included m Box 10.
Line 12F �s [he balance of unexpended program income
Q2C+ 12D- 12E).
13. Typeyourname,ti[le,phonenumber. Awnttens�gnature�snotreqwredon-
line. However, if a paper copy �s submrtted, p�ease remember to sign and
date it, and pnnt your name and telephone number.
May 2005
FINANCIAL STATUS REPORT b ���� �
(Short Form)
File the SF269 re ort on-line at h s://arants.o' .usdo'. o��
1 Federal Agency and Organizalional 2. Grant orAvrard NumberASSigned by OJP OMB Approval Page of
Element to which Report is Submitted No. 1 1
'I'121-0264 Pages
U.S. Dept of Justice
Office of Justice Programs (OJP) E�ires�
01/3/2006
3. Recipient Orgamzation (Name and complete address, mclutling ZIP code)
4. Vendor Number 5 Recipient intemal code or ldentifying Number (if any) 6. Final Report 7. Basis
❑ Yes o No ❑ Cash o Accrual
8. FundinglGrant Period (See Instruc6ons) 9. Period Covered by this Report
From� (Month, Day, Year) To: (Month, Day, Year) From: (Month, Day, Year) To: (Month, Day, Year)
10 Transactions. I II III
Previously Reported This Period Cumulative
a Total outlays
b. RecipientshareofoWays
c. Federal share of outlays
d. Total uniiquidated obligations
e. Recipient share of unliquidatetl obligations
f Federal share of unliquidated obligations
g. Total Federal share (Sum of lines c and �
h. Total Federal funds authorized for this funding periotl
I. Unobligated balance of Federal funds (Line h minus line g)
1'I. Indirect a. Type of Rate (place "x" in appropriate box)
Expense ❑ Provisional ❑ Pretletermined ❑ Final ❑ Fixed
b. Rate c. Base d. Total Amount e. Federal Share
12 Remacks. attach any expfanations deemed necessary or iMormation required by Federal sponsori�g agency in compliance with governing legislation.
PROGRAMINCOME:
A. Block/FOrmula passthrough $ Q Forfed $ D Other $
B. Federal Funds Subgranted $ E. Expended $ F. Unexpended $
73. Cert�cation I certify to the best of my knowledge and belief that this report is correct and complete and that aii outlays and unliquidated obligafions
are for the purposes se[ forth in the award tlocuments
Standard Form 269a (REV 2002)
Paperwork Retluction Act No[ire. Under the Paperwork fteducLOn Act a person is not reqwretl to respond to a coliecbon of mform afion unless rt displays Z currentty valitl O MB control
wmber.WeVymcreateformsandinstmcnonsNatareaccurate,canbeeasilyundersrooQandwh¢himposethelesstpossibleburdenonyoutoprovideuswrthinformaUOn Voucan
wnte to the Offrce o( Justice Progrems, US Depariment of Jusbce, 810 SevenM Stree6 NW. W ashingmn, DC 20531
Once the SF 269 is subrnitted on-line, DO NOT FAX or MAIL paper copies to OJP unless requested to do so.
May 2005
�7�89�
Office of Just�ce Pro�rams --Office of the Gomptroller •:
� � � � � � � �reqnenfiv i�s�ed�Questions � � � � � � �
1. How will I l�ow that an application has been approved?
If you are the person who appiied 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. There will be a link to GMS in this e-mail
that you can dick to access your award documents and other information. Once you are in GMS, click on the
"Awards" tab to access your award. You must print, sigq and remrn this document to accept the award.
2. What do I do with the Award Document?
Read the Award Document and special conditions right away. If you accept the terms and conditions of the
award, have your designated official sign a copy of the Award Document and special conditions, and fax them
to the OJP Control Desk. If vou do uot acceat the terms/conditions, contact the OJP Program Office noted in
the award letter immediately. NOTE: OJP will not disburse fuuds unless we have received [hese signed
documents.
3. Why isn't a check with the Award Document?
Funds are not automatically disbursed because recipients: (1) must accept and meet certain conditions of the
grant before funds may be paid; (2) may be subject to certain reporting requirements throughout the life of the
grant; and (3) must follow Legislation and Federal grant manageme�t procedures during the life of a grant.
Compliance may affect the timing or the amount of the funds made available aY any time.
Checks are not sent because the U.S. Department of the Treasury has asked all Federal agencies to use
electronic direct deposit for payments. Recipients of OJP awards are to submit to the Office of the Comptroller
an ACH form providing routing and account information for the establishment of electromc direct deposits.
4. How do I obtain payment?
Recipients request funds ("drawdown") using either the Phone-Activated Paperless Request System (PAPRS)
or the Letter-of-Credit Electronic Certification System (LOCE5). With PAPRS, you use a touch-tone
telephone ro request funds. LOCES requires the use of a modem, computer, and specialized software.
Upon successful completion of a drawdown, funds will be electronically depos�ted into an account designated
by the ACH form. Grantees are notified by emai] when payments have been disbursed. The OC Customer
Service Center can assist with questions about payments.
5. How do I get more information on LOCE5/PAPRS?
PIN number and access mformation for assignment to the PAPRS payment system is automatically mailed to
the contact person named in the application withm one week of the award acceptance. For further information
about LOCES/PAPRS systems, contact the OC Customer Service Center.
May 2005
6�?- g9 �
Office of Justice Pro¢ram§ - O�ce of the ComptroIIer
Freqnently Asked Ouestions
6. If I have questions about my grant, whom do I contact?
Program questious: Contact the Program Manager identified in the award letter.
Financial questions: Contact the OC Customer Service Center:
Phone:l-800-458-0786 Fax: 202-353-9279
E-mail: ask.ocr�usdoj.¢ov TDD: 202-616-3867
7. What are my reporting responsibilities?
Upou iuitial award: Sign and fax the Award Document and special conditions ro confirm award acceptance.
Complete and retum the Automated Clearinghouse (ACH) form SF3881 according to the instructions in the
Award Package. Follow the instructions in the Award Package to notify your Program Manager of your
compliance with applicable special cond�tions.
Financial reports: Financial Status Reports (known as the "SF269" or the "FSR") are due quarterly as follows:
Reuortiue Quarter Due No Later Than:
Ja¢uary l—March 31 May IS
April 1—June 30 August 14
July 1—September 30 November t4
October l—December 31 Eebruary 14
Progress Reports: Progress Reports are usually due as follows or as listed in the Solicitation:
Reporting Period Due No Later Than:
Januarq 1—Sune 3� July 30
July 1—December 31 January 30
Audit reports: 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.
8. How can I file an SF269 on-line?
Quarterly Financial Status Reports, a(so known as the SF 269 Form, should be filed on-ilri0 3Y:
https://Qrants.oip.usdoj.�ov/
This W eb269 requires the same reporting infoanation as the paper version. The use of the W eb269 enables the user to
view current and past SF 269s, and allows them to file or amend the SF269 for the current quarter.
9. What are the address and fax numbers for OJP?
Office ofJustice Programs
Attn: Control Desk Fax: 202-616-596
810 Seventh Street, N W
Fax: 202-616-5962
May 2005
U. S. Department af Justice
Office of Justice Programs
07'���
Office of the Comptroller
Customer Service Center
Assists grant recipients in
resolving financial questions.
[Asistiendo a nuestros concecionarios para resolver sus problemas financieros en espanol.]
Monday through Friday
8:30 a.m.-6:00 p.m. Eastem Standard Time
1-800-458-0786
TDD (Telecommunication Device for Deafl 202-61F�3867
Our website address: http://www.oip.usdoi.�ov/oc
or e-mail us at ask.oc�uusdoi.�ov
or faY your questions to 202-353-9279
May 2005
Making the Pieces Fit
U. 5. Department of Jusfice
Office of Jusfice Programs
���9�
Oficina del Contralor
Centro de Servicios a Nuestros Clientes
Arreglando los Pedazos
Asistiendo a subvencionarios a
resolver sus problemas financieros,
con servicio en espanol.
Lunes a Viernes
8:30 a.m.-6:00 p.m.
1-800-458-0786
TDD (Para los que tienen dif'icultad en oir) 202-616-3867
Sobre la red: http://www.oip.usdoi.�ov/oc
Preguntas por e-mail: ask.oc(ausdoi.gov
Preguntasporfax:202-353-9279
May 2005
Award Tnstructions
�., �
Award
Award Handbook
Page 1 of 1
2(#t#7 Justice Assistance Gran# �rogram zon�-oa-ax-o7ss ��
,�`
Annual Proaress Reports
� � ti,:� �
D��S9�
Correspondence
Acceptance Instructions
Awa Instructions
Acceptance
Instructions
ACH Information
Congratulations. You have been awarded a grant by the Office of Justice
Programs of the Department of Justice. Please click on the Award
Document link below to see your award documents.
If you choose to accept the award and ALL the special conditions, piease
GMS Award Home 1. Print the Award Document and Special Canditions.
2. Have the Award Document signed by the Authorized Grantee
Loa Off Official. (Note: In Box 18 of the Award Document, the name and
the titie of the authorized grantee official is preprinted. The person
named as the official in Box 18 should sign the Award Document in
Box 19 and enter the signature date in Box 19A.)
3. The Authorized Grantee Official should also initial the bottom right
corner of each page of any Special Conditions to the Award
Docu ment.
4. Fax BOTH the Award Document and the Special Conditions to the
Office of Justice Programs, Control Desk at (202) 616-5962 or
(202) 353-8475.
If you choose not to accept the award, OR if you do not agree with the
terms/conditions of the award and would like to discuss options, then
please contact your OJP program manager, Brent Eckberg, at (202) 514-
5674.
If the Authorized Grantee Official named on the Award Document is no
longer authorized to accept this award on behalf of your organization,
piease go to the Grant Adjustment Notice (GAN) link and request an
adjustment to the name of the official. Once the GAN to change the
name of the authorizing official has been approved, you should:
• print the GAN that approves the change
• print the original award document
. have the new approving official sign the acceptance over top of the
old official's name
• fax the signed acceptance plus the approved GAN to the Control
Desk as noted above
For programmatic questions contact Brent Eckberg, at (202) 514-5674.
for financial questions contact OC Customer Service at 1-800-458-0786.
For questions about printing and faxing these documents, please contact
the GMS Help Desk at 1-888-549-9901 option#3.
https://grants.ojp.usdoj.gov/gmsexternal/ana/anaAcceptance.st 8/23/2007
D�-g9�
Ensnring the Compliance of Subrecipients
If your organiiation makes subawards ro other agencies, you aze responsible for assuring that subrecipients also
comply with aIl of the applicable Federal civil rights taws, including the requirements pertaining to developing
and submitting an EEOP, reporting Findings of Discriminatioq and providing language services to LEP persons.
Stare agencies that make subawazds mus[ have in place siandazd grnnt assurnnces and review procedures to
demonstmie that they aze eFfec[ively moniwring the civil ri�hts compliance of subrecipienis.
If we can assist you m any way in fulfilling your civil dghLS responsibili4es as a recipient of Fedecal funding,
please cail OCR at (202) 307-0690 or visit our website at http:Uwww.ojp.usdq.gov/ocd.
Sincerely,
7�=�--/ a. �---
Michael L. Alston
Director
cc: Grant Manager
Financtal Analyst