The Department of Justice (DOJ) has updated the DOJ Grants Financial Guide, which serves as the primary reference manual to assist award recipients of the Office of Justice Programs (OJP), Office on Violence Against Women (OVW), and the Office of Community Oriented Policing Services (COPS Office) in fulfilling their fiduciary responsibility to safeguard grant funds and ensure funds are used for the purposes for which they were awarded. The revised Guide is effective March 31, 2022. Highlights of the changes include the following:
Pre-Award:
- Deleted language regarding the provision for awards made after December 26, 2014, Foreword;
- Added a new section Applicability of the DOJ Grants Financial Guide, Part I, General Information, 1.2 Resources;
- Removed old language (Grants Management System (GMS), and COPS Agency Portal and added new language (JustGrants), Part II, Chapter 2.1: Funding Opportunity Announcements;
- Revised language regarding GMS and Grantee Payment Request System (GPRS) to JustGrants and Automated Standard Application for Payments (ASAP), Part II, Chapter 2.2: Award Notification and Acceptance Procedures;
- Clarified language regarding supplementing and supplanting, Part II, Chapter2.3: Supplanting;
Post-Award:
- Revised language regarding GPRS to ASAP, Part III, Chapter 3.1: Payments;
- Revised language regarding the liquidation of award funds, Part III, Chapter 3.2: Expenditures of Funds;
- Removed programs no longer eligible for a waiver on match, Part III, Chapter 3.3: Waiver of Match;
- Added language regarding Asset Forfeitures, Part III, Chapter 3.4: Examples of Program Income;
- Revised the program office responsible for the DNA programs, Part III, OJP Specific Tip, Part III, Chapter 3.4: Program Income;
- Revised Grant Adjustment Notice (GAN) to Grant Award Modification (GAM), Part III, Chapter 3.5: Adjustment to Awards;
- Revised language regarding computing devices, software, and information technology, Part III, Chapter 3.6: Listing of Costs Requiring Prior Approval;
- Updated the link for the Omnibus Crime Control and Safe Streets Act of 1968, Part III, Chapter 3.7: Equipment and Supplies Acquired with Edward Byrne Memorial Justice Assistance Grant Program Funds;
- Clarified language regarding procurements by States and all other non-Federal recipients, Part III, Chapter 3.8: Procurement Standards – General Guidance;
- Updated the different types of procurement, Part III, Chapter 3.8: Methods of Procurement;
- Added a new section, Part III, Chapter 3.8: Contracting with Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms;
- Removed Executive Order 13202, Part III, Chapter 3.8: Procurement Under Awards of Federal assistance;
- Updated language regarding personal services, Part III, Chapter 3.9: Compensation for Personal Services (Personnel Expenses);
- Updated the salary table for SES employees, Part III, Chapter 3.9: Limit on Use of Award Funds for Employee Compensation;
- Added an OJP Specific Tip, Part III, Chapter 3.9: Travel;
- Revised language regarding rental and ownership costs, Part III, Chapter 3.9: Project Site;
- Revised language regarding publication, Part III, Chapter 3.9: Publication and Printing;
- Revised language in the Financial Management Tip, Part III, Chapter 3.11: Indirect Costs;
- Removed State and Local Sales Taxes, Part III, Chapter 3.13: Unallowable Costs;
- Added language regarding Avoiding Business with Debarred and Suspended Organizations and Reviewing Financial Operations, Part III, Chapter 3.14: Subrecipient Management and Monitoring;
- Clarified quarterly reporting requirements, Part III, 3.15: SF-425 Federal Financial Reports;
- Updated language for when the final FFR is due, Part III, Chapter 3.15: Reporting Requirements;
- Updated language regarding the reportable amount for FFATA reports, Part III, Chapter 3.15: Reports Required Under the Federal Funding Accountability and Transparency Act (FFATA);
- Revised language regarding all recipient having 120 calendar days to close an award, Part III, Chapter 3.18: Closeout;
- Updated audit findings, Part III, Chapter 3.19: Top Audit Findings (Fiscal Year 2021);
- Revised language regarding POC and FPOC to Grant Award Administrator and Financial Manager.
If you have any questions or need additional information, please contact:
Office of Justice Programs: Office of the Chief Financial Officer, Customer Service Center, at
1-800- 458-0786, or by e-mail at [email protected].
Office on Violence Against Women: Grants Financial Management Division at
1-888-514-8556 or by email at [email protected].
Office on Community Oriented Policing Services (COPS Office): COPS Office Response Center at 1-800-421-6770 or by e-mail at [email protected].
Last Updated on April 12, 2022