HomeMy WebLinkAboutPostaward InstructionsOffice of the Chief Financial Officer
Grant Award and Financial Management Information
Postaward Instructions
August 2012
Postaward Instructions
The following steps are provided as a tool for the financial administration of awards from the
Office of Justice Programs (OJP) and the Office on Violence Against Women (OVW).
Step 1. Complete financial point of contact registration
Step 2. Review the award and special conditions
Step 3. Read the guidelines
Step 4. Complete and return the Automated Clearing House form
Step 5. Access payment using the Grant Payment Request System
Step 6. Fulfill reporting requirements
Step 7. Initiate closeout
Step 8. Review top 10 frequently asked questions
August 2012
1
Office of the Chief Financial Officer
Postaward Instructions
STEP 1 — Complete Financial Point of Contact Registration
Awards are processed through the OJP Grants Management System (GMS). Notification of
award approval is made by email through the OJP Grants Management System (GMS).
Once an award has been approved, a notice is sent to the email address of the Grant Point of
Contact (GPOC), as well as to the authorized grantee official. Grantees are notified by email
through GMS when awards are released. Paper copies of awards are not mailed to award
recipients. When you receive an email notification announcing award of a grant, go to GMS to
assign a Financial Point of Contact (FPOC). You will not be able to access the award until
registration for at least one FPOC is complete.
You may access GMS at:
https://grants.ojp.usdoj.gov
You can find instructions on assigning, registering, and approving an FPOC at:
http://www.ojp.usdoj.ov/training/pdfs/gms_userguide.pdf
OJP grantees may contact the GMS Helpdesk at 1-888-549-9901
(choose option 3) or GMS.HelpDesk@usdoj.gov
OVW grantees may contact OVW GMS Support at 1-866-655-4482 or
OVW.GMSSupport@usdoj.gov.
Once the FPOC registration is completed, the grant point of contact may then access the award.
August 2012
2
Office of the Chief Financial Officer
Postaward Instructions
STEP 2 - Review Award and Special Conditions
Once an FPOC completes registration (see step 1), you will be able to view and print the award
online.
If you agree with the terms and conditions, print the award. The authorized recipient official
must sign and date the agreement and initial the special conditions and submit both the signed
agreement and initialed special condition pages to the OJP Control Desk or OVW using one of
the following methods:
Agency:
OJP
OVW
Fax:
1-866-388-3055 (toll free)
202-354-4081
202-616-5962
202-514-7045
Email:
acceptance@usdoj.gov
OVW.Acceptance@usdoj.gov
The Grant Point of Contact (GPOC) must approve an FPOC before an accepted award can be
entered in the system.
If the authorized recipient official has changed, do not alter the preprinted name in box 18 of the
award. A grant adjustment notice (GAN) will have to be initiated in GMS to notify the Program
Office of this change. Grantees have the capability to initiate a GAN by logging into GMS at
https://grants.oip.usdoi.gov and selecting the GAN tab. For assistance accessing GMS or
initiating the GAN, OJP grantees may contact the GMS Helpdesk at 1-888-549-9901 (choose
option 3) or via email at GMS.HelpDesk a,usdoj.gov. OVW grantees may contact OVW GMS
Support at 1-866-655-4482 or OVW.GMSSupportcr usdoj.gov. Once the GAN is approved by
the Program Office, the agreement should be signed by the new authorized recipient official. The
former authorized recipient's name should remain unaltered in box 18. The authorized recipient
official should also initial each page of special conditions and return the approved GAN, signed
August 2012
3
agreement, and initialed special condition pages back to the OJP Control Desk or OVW using
one of the following methods:
Agency:
OJP
OVW
Fax:
1-866-388-3055 (toll free)
202-354-4081
202-616-5962
202-514-7045
Email:
acceptance@usdoj.gov
OV W.Acceptance@usdoj.gov
Notify your Program Office when special conditions have been met.
Note: The original signed documents should be maintained by the grantee for presentation in the
event of an audit.
Acceptance documents for Community Oriented Policing Services (COPS) and U.S. Department
of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) grants should
not be sent to OJP or OVW. Please contact COPS at 1-800-421-6770 or DHS at 1-866-927-
5646 for instructions on the return of their award documents.
If you do not agree with the terms and conditions, contact the awarding Program Office as
noted in the award package to decline withdraw, or request modification.
q114
You have 45 days from the award ate to accept the award. Notify your Program Office if
your organization is unable to accept the award within this time. Failure to accept within
45 days may result in deobligation of funds.
Following are sample pages from GMS of the award and special conditions pages that award
recipients will need to print, sign, and return to OJP or OVW to accept the award.
August 2012
4