U.S. Department of Justice, Office of Justice Programs

Funding Frequently Asked Questions

How will I know 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 the GMS User Guide.

Who do I contact for assistance in using the Grants Management System?

Contact the GMS Help Desk from 7 a.m. to 9 p.m. (Eastern Time).

Phone: 1-888-549-9901 (choose option 3)
E-mail: GMS.HelpDesk@usdoj.gov

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 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 the GMS User Guide.

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 email them to the OJP Control Desk at acceptance@usdoj.gov. 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, and email both the GAN and signed Award to the OJP Control Desk at acceptance@usdoj.gov.

If you do not accept the terms/conditions, contact the OJP Program Office noted in the award letter immediately.

Note: OJP will not disburse funds unless the Award is submitted correctly.

How do I obtain payment?

Award recipients should first submit a completed original Automated Clearing House (ACH) form with the original signature of the bank representative via courier (FedEx, UPS, etc.) to the following address:

Office of Justice Programs
Office of the Chief Financial Officer
Attn: Control Desk
810 7th Street, NW, Fifth Floor
Washington, DC 20001

Once the ACH form has been received and verified by OCFO, you may request funds ("drawdown") using the online Grant Payment Request System (GPRS). To use GPRS, grantees will have to first be registered as a financial point of contact (FPOC) in the Grants Management System (GMS), then use their GMS FPOC username and password to register in GPRS. Once the GPRS registration is approved, grantees may then access the system and request funds.

For instructions on registering an FPOC see the GMS User Guide. FPOC users should avoid registering additional FPOC usernames in GMS. For instructions on registering in GPRS see the GPRS User Guide.

As of June18, 2016, GPRS users are now required to consolidate usernames for the same grantee organization, regardless of whether the awards are OJP, OVW, or COPS awards. See the GPRS Job Aid for instructions on consolidating usernames.

Note: If submitting a new or updated ACH form, please contact the OCFO Customer Service Center at 1-800-458-0786 (option 2) to confirm banking information has been updated before proceeding with payment requests.

Upon successful completion of a drawdown, funds will be electronically deposited into an account designated by the grantee on the ACH form.

How can I access the Grant Payment Request System?

  1. You must first be registered as a financial point of contact (FPOC) in the Grants Management System (GMS). FPOC users should avoid registering additional FPOC usernames in GMS. See the GMS User Guide for step-by-step instructions.
  2. Once registered as a GMS FPOC, access GPRS to complete a new user registration. As of June 18, 2016, GPRS users are now required to consolidate usernames for the same grantee organization, regardless of whether the awards are OJP, OVW, or COPS awards. See the GPRS User Guide for step-by-step instructions in registering in GPRS and the GPRS Job Aid in consolidating usernames.
  3. Once your registration is approved (approximately 24 hours), you may use your GMS FPOC username and password to access GPRS and request funds.
  4. For password resets, contact the GMS Help Desk at 1–888–549–9901 (option 3). Passwords cannot be reset in GPRS.

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) grant reports (i.e. SF-425, Progress, or Audit were not submitted by the 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.

What are my reporting responsibilities?

Upon initial award: Sign and email the Award and Special Conditions to confirm award acceptance to acceptance@usdoj.gov. 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.

Federal Financial Reports (known as the "SF-425" or the "FFR") are due quarterly as follows:

Reporting Quarter Due Not Later Than
January 1 - March 31 April 30
April 1 - June 30 July 30
July 1 - September 30  October 30
October 1 - December 31 January 30

The final SF-425 is 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 SF-425.

OJP and Office on Violence Against Women grantees are required to submit the SF-425 online via GMS. A Financial Point of Contact (FPOC) must be registered before an SF-425 can be submitted. For instructions on registering an FPOC, see the GMS User Guide.

Community Oriented Policing Services (COPS) grantees are required to submit the SF-425 on the COPS website. For assistance, contact the COPS Resource Center at 1-800-421-6770.

Progress Reports are usually due as follows or as listed in the Solicitation:

Reporting Period Due Not Later Than
January 1 - June 30 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.

How do I submit reports?

SF-425 and semiannual/annual Categorical Assistance Progress Reports, should be filed online via the GMS.

For assistance, please contact the GMS Helpdesk by phone at 1–888–549–9901 (choose option 3) or by e-mail at GMS.HelpDesk@usdoj.gov.

Audit Reports should be submitted as follows:

  • State and Local Governments, Institutions of Higher Education, and Nonprofit Institutions. Completed audit reports should not be submitted to OJP (unless requested by an agency official). Completed audit reports for fiscal years 2007 and earlier, must be mailed to the Federal Audit Clearinghouse, Bureau of the Census, 1201 East 10th Street, Jeffersonville, IN 47132. Completed audit reports for fiscal years 2008 and later, must be filed on the Federal Audit Clearinghouse's website.
  • Commercial Organizations and Individuals. One copy of all audit reports for commercial organizations and individuals should be mailed to the Office of Justice Programs, Office of the Chief Financial Officer, Attn: Control Desk, 810 7th Street, NW, Room 5303, Washington, DC 20531.

If I have questions about my grant, whom do I contact?

Program questions: Contact the Program Manager identified in the Award letter.

Financial questions: Contact the OCFO Customer Service Center from 8:30 a.m. to 6:00 p.m. (Eastern Time)

Phone: 1-800-458-0786 (choose option 2)
Fax: 202-353-9279
TDD: 202-616-3867
E-mail: ask.ocfo@usdoj.gov

What is the address for OCFO?

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)

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