 The ANA module deployed through the Grants Management System (GMS) will electronically issue an award instead of mailing it.  The grant recipient will receive an on the award date instructing them to utilize GMS to accept their award. Award Notification and Acceptance (ANA)

 Grantee has 45 days from the date of the award to accept the award.  If not accepted within 45 days, the obligation may be terminated without further cause. Award Notification and Acceptance (ANA)

To accept the award the recipient should: Go into GMS and designate a Financial Point of Contact (FPOC) in order to print the award documents. Review and print their award in GMS. Have authorizing official accept and sign the award and initial each page of special conditions. Fax the complete award package to OCFO at (toll free) or (local) , or the pdf file to  Electronic notification will allow grantees to receive the award and implement their programs sooner. Award Notification and Acceptance (ANA)

1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of OJP's "Financial Guide." Financial Guide Conditions of Award

2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 CFR Section ), that is approved by the Office of Civil Rights, is a violation of its Certified Assurance and may result in funds from the award being frozen, until such time as the recipient is in compliance. Conditions of Award

3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of State, Local Governments and Non-Profit Organizations, as further described in OJP's Financial Guide, Chapter 19. Note: There is a different special condition for individuals and for-profit commercial organizations. Conditions of Award

Anti-Lobbying Act: 4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. Conditions of Award

5. The recipient must promptly refer to DOJ/OIG any credible evidence that a principal, employee, agent, contractor, subgrantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. This condition also applies to any subrecipient. Conditions of Award

 Potential fraud, waste, abuse, or misconduct should be reported to the OIG by –  Mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Washington, DC  Conditions of Award

 OIG Hotline: (800) (contact information in English and Spanish)  OIG Hotline fax: (202) Additional information is available from the DOJ OIG website at Conditions of Award

6. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its subsidiaries, without the express prior approval of OJP. Conditions of Award

7. The r ecipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high- risk grantee. (Cf. 28 C.F.R. parts 66,70). Conditions of Award

8.The recipient agrees to comply with applicable requirements regarding System for Award Management (SAM) and applicable restrictions on subawards to first-tier subrecipients that do not acquire and provide a Data Universal Numbering System (DUNS) number. The details of recipient obligations are posted on OJP’s website under Award conditions. This special condition does not apply to an award to an individual who received the award as a natural person. (unrelated to any business he or she may own or operate).

9. Pursuant to Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving” 74 Fed. Reg (October 1, 2009), the Department encourages recipients and subrecipients to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. Conditions of Award

10.The recipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences, meetings, trainings, and other events, including the provision of food and/or beverages at such events, and costs of attendance at such events.

Conditions of Award 11.The recipient understands and agrees that any training or training materials developed or delivered with funding provided under this award must adhere to the OJP Training Guiding Principles for Grantees and Subrecipients, available at dingprinciples.htm. dingprinciples.htm

Conditions of Award 12.The recipient agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this OJP award, and those award funds have been, are being, or are to be used, in whole or in part, for one or more of the identical cost items for which funds are being provided under this OJP award, the recipient will promptly notify, in writing, the grant manager for this OJP award, and, if so requested by OJP, seek a budget-modification or change-of-project-scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding.

Conditions of Award 13.The recipient understands and agrees that award funds may not be used to discriminate against the religious or morale beliefs of students who participate in programs for which financial assistance is provided from those funds, or of the parents or legal guardians of such students.

Conditions of Award 14.The recipient understands and agrees that (a) No award funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography, and (b) Nothing in substance (a) limits the use of funds necessary for any Federal, State, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or adjudication activities.

Language to the Standard Assurances  The Standard Assurances form includes compliance requirements codified under 28 CFR Part 38 regarding the eligibility for religious organizations to receive grant funds and the prohibition from discrimination, among other provisions. FINANCIAL MANAGEMENT SEMINAR

 Obligation Period (Grantee’s books) EX: Award period = 10/1/14 - 9/30/16 Award date = 12/1/14 (Federal books)  Expenditure Period EX: 10/1/ /29/16  Liquidation Period (90 days after end of award) Ex: 10/01/ /29/16 Funds will be frozen 90 days after the end of the award. Funds will be frozen 90 days after the end of the award. AVAILABILITY OF FUNDS

 Costs incurred prior to the project start date  Written prior approval Pre-agreement Costs AVAILABILITY OF FUNDS

Gross income earned by the recipient during the funding period as a direct result of a supported activity or earned as a result of the Federal award PROGRAM INCOME

 Spend prior to requesting additional grant funds  Supplement Project with $$  Reduce Project with $$  Send Back $$ PROGRAM INCOME

GPRS Need Help? OJP - OCFO Customer Service Center Payment of Grant Funds

Grantee accesses GPRS via the web to request funds 810 GPRS checks against certain parameters and either approves or denies request Funds are deposited into the Grantee’s bank account, usually within 72 hours Approved requests are forwarded to the U.S. Department of Treasury for payment processing Payment of Grant Funds

GPRS PROCESS 1. Have signed & returned award document 2. Have current SF-425 on file TOP TEN TIPS

GPRS PROCESS 3. Have meet all special conditions 4. Have submitted an ACH Enrollment Form TOP TEN TIPS

GPRS PROCESS 5. Register for GPRS: a. OJP/OVW – GMS id & password (must be an FPOC in GMS) b. COPS - separate id & password 6. If registering with COPS, have OJP vendor number TOP TEN TIPS

GPRS PROCESS 7. Know if you are requesting an advance or reimbursement 8. Double check dates for duplicate request TOP TEN TIPS

GPRS PROCESS 9. Know the amount you are requesting 10. Pay attention to any error messages TOP TEN TIPS At the end of the award period, drawdown all allowable expenses within 90 days

Payment of Grant Funds Ability to view and print a transaction history for an award Summary of award information: –Award amount –Hold amounts –Last SF-425 submission Ability to cancel pending payment request Secure individual log in A Few Benefits of GPRS

GPRS – Link to Register / Access  Payment of Grant Funds

U.S Department of Justice Office of Justice Programs REGISTRATION

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You have registered as a Drawdown Specialist in the Grant Payment Request System (GPRS) for the following award(s): 2000-WF-VX WF-BX WF-BX-0050 The Drawdown Specialist will be responsible for the financial administration of the award such as the requests for payment of funds (i.e., drawdown) from the award. If you have not already done so, please complete and submit an Automated Clearinghouse (ACH) Enrollment Form. This form will designate the banking information necessary for us to deposit funds directly to the account for your organization. The ACH form and instructions can be accessed online at Information concerning financial administration of grant funds is available in the OJP Financial Guide, which can be accessed online at Information concerning Post Award Instructions is available in the OJP Funding Website, which can be accessed online at Information concerning the online filing of the Federal Financial Report is available in the OJP Funding Website, which can be accessed online at Information concerning the administrative and financial maintenance of COPS grant funds is available on the COPS website, which can be accessed online at *(OJP/OVW) For questions concerning access to funds or any financial aspect of your award, please contact the Office of the Chief Financial Officer, Customer Service Branch by phone at or by at *(COPS) For questions concerning access to funds or any financial aspect of your award, please contact the COPS Office Response Center by phone at or by (Please note that the message concerning on whom to contact for help (COP or OVW/OJP) will depend on the association of the user. This means that COPS Grantees will only see COPS information and OJP/OVW Grantees will only see OCFO Information.) Your temporary password is BRWyp6SL3H. (For COPS) Please go to to complete your registration.

You have been assigned a temporary password in the Grant Payment Request System (GPRS). To access GPRS, go to _________(GPRS URL). Upon login, you will be prompted to change your password. *(OJP/OVW) For questions regarding this, please contact the Office of the Chief Financial Officer, Customer Service Branch by phone at or by at *(COPS) For questions regarding this, please contact the COPS Office Response Center by phone at or by (Please note that the message concerning on whom to contact for help (COP or OVW/OJP) will depend on the association of the user. This means that COPS Grantees will only see COPS information and OJP/OVW Grantees will only see OCFO Information.)

U.S Department of Justice Office of Justice Programs Drawdown Process

 10% Deviation from Total Award $$ (does not apply to grants $150K or less)  Change in Scope of Project  Change in Project Period (no cost extension)  Retire Special Conditions GRANT ADJUSTMENTS NOTICE FINANCIAL MANAGEMENT SEMINAR

 Charge to indirect cost amount (up or down)  Change of authorized signing official  Change in mailing address  Change in organization name  Prior Approval of grant costs GRANT ADJUSTMENTS NOTICE FINANCIAL MANAGEMENT SEMINAR

REPORTSYSTEM FFR/SF-425 Federal Financial Report (Formerly SF-269) Grants Management System (GMS) Progress Reports Program/Project Activity Reports Grants Management System (GMS) Performance Measures Performance Measurement Tool (PMT) Grants Management System (GMS) Reporting Requirements

 Quarterly Federal Financial Reports are submitted through the Grants Management System (GMS) at  Grant recipients will be required to report grant expenditures utilizing the Federal Financial Report Form (SF-425).  The SF-425 quarterly report must be submitted no later than 30 days after the end of each calendar quarter. Federal Financial Report (SF-425)

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