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Chapters:

3.1 Payments

Using the Grant Payment Request System

Frequently Asked Questions
Q What is meant by the term “draw down”?
A “Draw down” is the term used to describe the process when a recipient requests and receives money under an award agreement.
Q How does the money reach our organization?
A Electronic funds transfer from the U.S. Department of the Treasury based on the information you provided on the Automated Clearinghouse (ACH) form.
Q How do I request payment for my organization’s award?
A Through the Grant Payment Request System, or GPRS.
Q I tried to draw down funds but the system will not let me. What do I do?
A We suggest that you follow up in one or more of the following ways:
  • Check for any error messages you may have received in GPRS and document the error message. Sometimes minor data entry errors will cause error messages. Also, if you need to call Customer Service, having the error messages will assist us in determining how to resolve your issues.
  • Check to see if all award special conditions, including high-risk special conditions, if applicable, have been met. Many special conditions lead to the withholding of funds until the conditions have been met and cleared through a Grant Adjustment Notice (GAN) or Grant Program Specialist/program manager for COPS Office awards.
  • Check to see that all Federal Financial Reports (FFRs) and Progress Reports have been submitted. The system has automatic verification features in place that prevent drawdowns if all the required reports have not been submitted.
  • Call Customer Service.
Q What if I am not a Financial Point of Contact (FPOC) in the Grants Management System (GMS)? Can I still register for GPRS?
A No. You must first register in GMS as an FPOC. (Not applicable to COPS Office awards).
Q How do I register as a FPOC in GMS?
A Please go to the GMS website at https://grants.ojp.usdoj.gov/gmsexternal to register. Also visit Chapter 2.2: Acceptance of Award and Award Conditions for additional information.

GPRS is the system for requesting payment of award funds. It is an online system that allows viewing of active award balances and history of drawdowns to date. GPRS can be accessed at https://grants.ojp.usdoj.gov/gprs/welcome. The GPRS User Guide [PDF - 2.05 MB] provides information on using GPRS.

Some highlights of the GPRS:

  • Ability to view and print a transaction history report for each award
  • Access to award information summary
  • Ability to view available funds to include any holds
  • View date of last submission of Standard Form 425 (SF-425)
  • Ability to cancel pending payment request
  • Secure individual login

The username and password used to access GPRS will vary based on the Federal organization that issued the award.

If the award was issued by the Office of Justice Programs (OJP) or the Office on Violence Against Women (OVW), only user(s) within the organization that has been designated as the FPOC for the award in GMS may access GPRS.

  • To log in and submit payment requests, the FPOC must first register in GPRS.
  • To complete the GPRS registration, the FPOC will need their GMS username and password.
  • Once the registration has been successfully submitted, the information will be verified against GMS.
  • During this time, the FPOC will not be able to log into GPRS until receipt of an email from GPRS approving his or her access.
  • After the FPOC receives the approval email, he or she may log into GPRS using his or her existing GMS username and password.

If the award was issued by the Office of Community Oriented Policing Services (COPS Office) and a preregistration email has been received from GPRS, then log into GPRS using the username and temporary password provided in the email. If a preregistration email has not been received, then the person(s) within the organization responsible for payment requests must register in GPRS.

  • To register in GPRS for COPS awards, follow these steps:
    • Click on the following GPRS link: http://grants.ojp.usdoj.gov/gprs/welcome
    • Select the option for "New GPRS User Registration for COPS"
    • Enter a unique username and response to a secret question
    • Enter Name and contact information
    • Enter the Vendor number found through the COPS Office Agency Portal
  • Indicate the awards to which access for submitting payment is being requested.
    Note: It only will be possible to submit payment requests for the COPS Offic awards selected.
  • Once the registration has been successfully submitted, the user and award information will be verified by the COPS Office. During this time, it will not be possible to log into GPRS until receipt of an approval email from GPRS with the login information. The approval email will also list the COPS awards to which access has been given. If access was denied for any award selected during registration, the rejection reason will be included in the GPRS email.
  • After the approval email is received, log into GPRS using the username and temporary password provided in the email within 72 hours and change the temporary password to a permanent password.

information iconFinancial Management Tip

Recipients with both OJP/OVW and COPS awards will be required to maintain two separate accounts in GPRS.

For any questions on GPRS, please contact the appropriate grant-making component.

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