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|Part II: Pre-Award Requirements|
|Chapter 2: Conditions of Award and Acceptance|
HIGHLIGHTS OF CHAPTER:
After completion of the internal review process, award applications designated for approval are formally awarded through the issuance of an Award Document. This document includes:
Correspondence concerning the award should refer to the designated award number shown on the Award Document.
AWARD NOTIFICATION AND ACCEPTANCE PROCEDURES
Beginning January 2004, the grant recipient began receiving an e-mail notification on the award date from the Grants Management System (GMS) instructing the organization to accept the award.
The Award Document constitutes the operative document obligating and reserving Federal funds for use by the recipient in execution of the program or project covered by the award. If the recipients fail to affirm their timely utilization of the award by accepting WITHIN 45 DAYS from the date of the award, the obligation will be terminated without further cause. COPS awards have a 90-day acceptance timeframe.
If grant recipients choose to accept the award and all of the special conditions, they should:
If grant recipients choose not to accept the award and all the special conditions, they should contact Customer Service at 1-(800)-458-0786 or e-mail firstname.lastname@example.org.
No Federal funds will be disbursed to the recipient until signed acceptance has been received by the awarding agency.
NOTE: By signing the award acceptance, the recipient acknowledges that the Project Director must be an employee of the recipient=s organization.
These include terms and conditions of the award. They may include special provisions for audit, conferences, and disposition of program income.
FEDERAL OBLIGATION PROCESS
After an award has been signed by the Federal awarding agency, the amount of the award is considered an obligation of the Federal government and is recorded as such in its accounting system. Appropriated funds are thereby reserved against the award until all monies are expended by the recipient and subrecipient or, in the case of non-utilization of funds within statutory or other time limits, appropriated funds revert to the awarding agency through deobligation of the unused balance. In order for a recipient to receive payment once funds are obligated in OJP's accounting system, a current SF 269A for the grant on which payment is requested must be on file with OJP. If the award date is after the begin date of the award, the first SF 269 submitted to OJP should cover the period from the begin date of the award to the end of the calendar quarter in which the award was made.
AUTOMATED CLEARING HOUSE (ACH) ENROLLMENT
The ACH Enrollment Form provides OJP with banking information used to establish electronic funds transfer. Recipients are required to submit the completed ACH form which must bear the original signature of the authorized official of the recipient’s financial institution. The ACH form may be found at www.ojp.gov/funding/forms.htm under "Standard Forms."
If you are a new grant recipient, the ACH form can also be found in the Phone Activated Paperless Request System (PAPRS) information packet.
If you are not a new grant recipient and would like to revise your current ACH form, the form may be found in Appendix I of this Guide, or you may download it from the above web-site address.
The original signed document must be submitted to OJP Control Desk at 810 Seventh Street NW, Washington, DC 20531. The ACH information is used by the U.S. Department of the Treasury to transmit payment data, by electronic means, to the recipient financial institution. Failure to provide the requested information will delay or prevent the receipt of payments.
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