Gprs

OJP T RAINING

AND

T ECHNICAL A SSISTANCE

USER GUIDE

GRANTPAYMENTREQUESTSYSTEM(GPRS)
(GPRS)
FORRECIPIENTS
TrainingSponsoredBy

TheOfficeofAudit,Assessment,andManagement
GrantsManagementDivision

U.S.DepartmentofJustice
OfficeofJusticePrograms

June2010

GPRS

i

TABLE OF CONTENTS
Introduction................................................................................................... 1
GettingStarted...............................................................................................3
ActiveAwardList............................................................................................9
CreateaPaymentRequest...............................................................................11
TransactionHistory.........................................................................................13
UserProfile.................................................................................................... 15
HelpandAdditionalResources.........................................................................17
Appendices.................................................................................................... 20
Glossary...........................................................................21
Acronyms.........................................................................33
FrequentlyAskedQuestions..............................................35



INDEXOFINSTRUCTIONS
HowtoAccessGPRS........................................................................................................ 4
HowtoRegisterasaNewOJP/OVWUser...........................................................................6
HowtoRegisterasaNewCOPSUser.................................................................................8
HowtoPrint/Export...................................................................................................... 10
HowtoCreateaPaymentRequest..................................................................................12

GPRS

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INTRODUCTION
Figure1:GPRSApplication

C
B
A
E

GPRS

D

2
WelcometotheGrantPaymentRequestSystem(GPRS)user’sguideforrecipients.Thisguideprovides
DOJrecipientswithstepǦbyǦstepinstructionsandillustrationstohelpthemusetheGPRSonline
application.
TheGPRSapplicationisawebǦbasedpaymentrequestsystemthatallowsgrantrecipientstosubmit
paymentrequestsviatheInternet.ThisapplicationhasreplacedtheOfficeofJusticePrograms’(OJP)
previouspaymentrequestsystem,thePhoneActivatedPaperlessRequestSystem(PAPRS).GPRS
maintainsthecorefunctionalityofPAPRSandincludesseveralnewfeaturestoenhancerecipients’
abilitytomanageawards,suchas:
x

Secureindividualloginwithaudittrackingforeachaward.

x

Theabilitytosubmitpaymentrequestsatanytime(includingduringblackoutperiods).

x

Theabilitytoviewthestatusofsubmittedpaymentrequests.

x

Theabilitytoprintandexportanaward’stransactionhistory.

AchangethathasbeenintroducedwiththelaunchoftheGPRSapplicationisthatPAPRSpackages,
whichprovidedfundinginformationandinstructions,willnolongerbesentviaU.S.mail.Instead,oncea
granthasbeenawarded,recipientswillreceiveanemailwithinformationonfundingresourcesand
accessingGPRS.

GPRS APPLICATION SECTIONS
TherearefourprimarysectionsinGPRSthatareaccessiblebyclickingonitscorrespondingtabinthe
headerbar(fig.1,A).Thesectionsare:ActiveAwardList,UserProfile,TransactionHistory,andCreate
PaymentRequest;eachofwhichwillbediscussedinfurtherdetailinthisguide.
ThroughoutGPRS,youwillhaveaccesstothefollowingfeatures:
x

AwardNumberSearch(B)—thisallowsyoutosearchforaspecificawardbyenteringthe
awardnumberandclickingtheGobutton.

x

Help(C)—thiswillopenaFrequentlyAskedQuestions(FAQ)popǦupwindow.

x

ContactUs(D)—thiswillopenapopǦupwindowwithfederalcontactinformationbasedon
yourusertype(OJP/OVWorCOPSawards).

x

TextSize(E)—thisdropdownmenuincludesoptionstochangethesizeofthetextinGPRS.
YoucanselectfromSmall,Medium,orLarge.

GPRS

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GETTING STARTED
Figure2:GPRSLogInScreen

B
A

GPRS

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ACCESSING THE GPRS APPLICATION
TheGPRSapplicationisaccessibleonlineusingacurrentInternetbrowsersuchasInternetExplorer
version7orhigher.YoumayencounterissuesifusingFirefoxorSafariInternetbrowsers.
Theusernameandpasswordusedtoaccesstheapplication(fig.2)willvarybasedonthefederal
organizationthatissuedyouraward:
x

IfyourawardwasissuedbyOJPortheOfficeonViolenceAgainstWomen(OVW),only
user(s)withinyourorganizationthathavebeendesignatedastheFinancialPointofContact
(FPOC)fortheawardintheGrantsManagementSystem(GMS)mayaccessGPRS.Tologin
andsubmitpaymentrequests,theFPOCmustfirstregisterinGPRS.(seep.6).

x

IfyourawardwasissuedbytheOfficeofCommunityOrientedPolicingServices(COPS
Office)andyouhavereceivedapreǦregistrationemailfromGPRS,thenyoumayloginto
GPRSusingtheusernameandtemporarypasswordprovidedintheemail.Ifyouhavenot
receivedapreǦregistrationemail,thentheperson(s)withinyourorganizationresponsiblefor
paymentrequestsmustregisterinGPRS(seep.8).

Note:RecipientswithbothOJP/OVWandCOPSawardswillberequiredtomaintaintwoseparateaccounts
inGPRS.

HOW TO. . .
ACCESSGPRS
1. Gotogrants.ojp.usdoj.gov/gprs.
2. IfyouhavenotregisteredinGPRS,clicktheNewUserRegistrationlinkandsubmita
registration(fig.2,A).
3. IfyouhaveregisteredandhavereceivedanapprovalemailfromGPRS,enteryour
Username,Password,andclicktheSubmitbutton(B).
Note:Yourusernameandpasswordwillvarybasedonthefederalagencythatissuedthe
award.

GPRS

5

GETTING STARTED
Figure3:OJP/OVWUserRegistrationPages

A

B
C

D

E

GPRS

6
REGISTERING IN GPRS - OJP/OVW AWARDS
TologintotheGPRSapplicationandsubmitpaymentrequests,recipientswithOJP/OVWawardsmust
beregisteredinGPRS.IndividualswithinyourorganizationthataredesignatedastheFinancialPointof
Contact(FPOC)fortheawardinGMSmayregisterinGPRS(fig.3,A).TheFPOCistheonlyuserthat
mayaccesstheapplication.TocompletetheGPRSregistration,theFPOCwillneedtheirGMSusername
andpassword(C).
Oncetheregistrationhasbeensuccessfullysubmitted,theinformationwillbeverifiedagainstGMS.
Duringthistime,theFPOCwillnotbeabletologintoGPRSuntiltheyreceiveanemailfromGPRS
approvingtheiraccess.AftertheFPOCreceivestheapprovalemail,theymaylogintoGPRSusingtheir
existingGMSusernameandpassword.
Note:Anyupdatestoyourorganization’sFPOCmustbemadeinGMS.Ifatanypointtheuserdesignatedas
yourorganization’sFPOCforaparticularawardisremoved,theywillnolongerhaveaccesstoGPRSfor
thataward.Inordertorestoretheiraccess,theymustbeaddedbackintoGMSasanFPOCforthataward.

HOW TO. . .
REGISTERASANEWOJP/OVWUSER
1. OntheGPRSloginpage,clickontheNewUserRegistrationlink(fig.3,A).
2. SelectOJP/OVWfromtheOrganizationdropdownmenu(B).
3. EnteryourGMSUsernameandGMSPassword(C).
4. ClicktheRegisterbutton(D).
5. Aconfirmationmessagewillappear.Onceyouhavereviewedthemessage,clickthe
OKbutton(E).Oncetheregistrationhasbeenapproved,theFPOCwillbesentan
approvalemailwithinformationforaccessingGPRS.

GPRS

7

GETTING STARTED
Figure4:COPSUserRegistrationPages

A

C

B

F

D
E

GPRS

8
REGISTERING IN GPRS - COPS AWARDS
TologintotheGPRSapplicationandsubmitpaymentrequests,recipientswithCOPSawardsmustbe
registeredinGPRS.IfyouhavereceivedapreǦregistrationemailfromGPRSforyourCOPSaward,then
youmaylogintoGPRSusingtheusernameandtemporarypasswordprovidedintheemail.Ifyouhave
notreceivedapreǦregistrationemailfromGPRS,thentheperson(s)withinyourorganizationresponsible
forsubmittingpaymentrequestsmustregisterinGPRS.
ToregisterinGPRSforCOPSawards,registrantswillneedtoenterthefollowinginformation(fig.4,A):
x

Auniqueusernameandresponsetoasecretquestion

x

Nameandcontactinformation

x

VendornumberfoundonyourCOPSawarddocument

Theregistrantmustalsoindicatetheawardstheywishtohaveaccessforsubmittingpaymentrequests.
Note:RegistrantswillonlybeabletosubmitpaymentrequestsfortheCOPSawardsselected.
Oncetheregistrationhasbeensuccessfullysubmitted,theuserandawardinformationwillbeverifiedby
theCOPSOffice.Duringthistime,theregistrantwillnotbeabletologininGPRSuntiltheyreceivean
approvalemailfromGPRSwiththeirlogininformation.TheapprovalemailwillalsolisttheCOPSawards
towhichtheyhavebeengivenaccess.Ifaccesswasdeniedtoanyawardselectedduringregistration,the
rejectionreasonwillbeincludedintheGPRSemail.Aftertheregistrantreceivestheapprovalemail,they
maylogintoGPRSusingtheusernameandtemporarypasswordprovidedintheemail.Forassistance
withCOPSregistration,contacttheCOPSOfficeResponseCenterat1Ǧ800Ǧ421Ǧ6770.

HOW TO. . .
REGISTERASANEWCOPSUSER
1. FromtheGPRSLoginScreen,clickontheNewUserRegistrationlink(seep.5,fig.3,A).
2. SelectCOPSfromtheOrganizationdropdownmenu(seep.5,fig.3,B).TheCOPSregistraǦ
tionformwillopen.(p.7,fig.4,A).
3. Enteralltherequiredinformationindicatedwithanasterisk(*)andclicktheAwardSelection
button(B).
4. EnteryourCOPSVendorNumberandclicktheAddVendorbutton(C).
5. SelecttheawardsyouwouldliketosubmitpaymentrequestsforinGPRS(D)andclicktheSubǦ
mitRegistrationbutton(E).
6. Aconfirmationmessagewillappear.Onceyouhavereviewedthemessage,clicktheOKbutton
(F).Oncetheregistrationhasbeenapproved,youwillbesentanapprovalemailwithyouruserǦ
nameandtemporarypasswordtoaccessGPRS.

GPRS

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ACTIVE AWARD LIST
Figure5:ActiveAwardListPage

B
A

C

D
E

Figure6:PrinterǦFriendlyGeneratedReport

F

G

GPRS

10
THE ACTIVE AWARD LIST PAGE
TheActiveAwardListpageisthedefaulthomepageforGPRS.Thiswillcontinuetobethefirstpage
displayeduntilitischangedinyourdefaulthomepagesettings(seep.16).TheActiveAwardList
displaysallawardsassociatedwithyourGPRSaccountandprovidesasummaryofawardandfinancial
informationincludingtheAwardNumber,AwardAmount,TotalFundsRequested,PendingPayment
Requests,HoldAmount,FundsAvailable,AwardBeginDate,AwardEndDate,andthedateofthelast
submittedFFR(SFǦ425)(fig.5,A).Alloftheinformationlistedcanbesortedbyclickingonrespective
columnheader.ThesectionsbelowwillexplaintheactionsyoumaytakeontheActiveAwardListPage.
VIEWRESULTS
ThenumberofawardsthatappearperpagecanbesetbyselectingavaluefromtheViewResults
dropdownmenu(E).
PRINT/EXPORT
AprinterǦfriendlyversionofthepagecanbecreatedbyclickingonthePrint/Exportbutton(B).The
numberofawardsthatwillappearisdeterminedbythevalueintheViewResultsdropdownmenu(E).
OntheprinterǦfriendlyversion,youwillhavetheoptiontoprintorexportthelistintoanMSExcel
spreadsheet(fig.6,F).
CREATEPAYMENTREQUESTANDTRANSACTIONHISTORY
Youmaycreateapaymentrequestorviewthetransactionhistoryforaspecificawardbyselectingthe
radiobuttonnexttotheawardnumber(C)andclickingtherespectiveactionbuttonatthebottomofthe
screen(D).ThiswillopentheCreateaPaymentRequest(seep.12)orTransactionHistory(seep.14)
pages.


HOW TO. . .



PRINTANDEXPORT
1. ClickonthePrint/Exportbutton(fig.5,B).AprinterǦfriendlyversionoftheActive
AwardListpagewillopen.
2. Toprint,clickthePrintbutton.ToexporttoMSExcel,clicktheExportbutton(fig.
6,F).
3. IfyouclickedtheExportbutton,awindowwillopenaskingifyouwouldliketoopen
orsavethereportasaMicrosoftExcelfile(G).Selectyourdesiredaction.

GPRS

11

CREATE A PAYMENT REQUEST
Figure7:CreatePaymentRequestPage

A

B

C

D

E

GPRS

12
CREATING A PAYMENT REQUEST
YoucanrequestpaymentforanindividualawardusingtheCreatePaymentRequestform.Payment
requestscanbesubmittedatanytime,includingduringblackoutperiods.However,ifyourawardhasa
delinquentquarterlySFǦ425report,aholdwillbeplacedonyouraccount,andyouwillnotbeableto
submitapaymentrequest.Oncetheoutstandingreporthasbeensubmitted,theholdwillberemoved
fromyouraccount.Theaverageturnaroundtimeforapaymentrequesttobedepositedistwotothree
businessdays.
Note:Itwilltakeapproximatelyonebusinessdayfortheholdtoberemovedoncetheoutstandingreport
hasbeensubmitted.
MAKINGAPAYMENTREQUEST
Inadditiontoyourawardnumber,youwillneedthefollowinginformationinordertosubmitapayment
request(D):
x

DrawType:Advance—fundsthathavebeenrequestedbeforeexpensesareincurred.Expense
claimdatescanoccurtendaysinadvanceofthedaytherequestismade.Reimburse—funds
thathavebeenrequestedafterexpenseshavebeenincurred.Expensedatescanoccur
anytimepriortooronthedaytherequestismade.

x

ExpenseClaimBeginandEndDates:Thestartandfinishdatesforexpensesthatwillbe
incurred(advance)orwereincurred(reimburse).
Note:Recipientscansubmitmultiplepaymentrequestsaslongasthedatesarenotthesameor
donotoverlap.Adatecannotbeusedtwice.

x

PaymentAmount:Theamountoftherequestedpayment.
Note:Notallrecipientscandrawdowntheirtotalfundedamountsinonerequest.Recipients
withawardsthathavethisrestrictionmustsubmitatleasttwopaymentrequeststodrawdown
thetotalamount.

Note:Insupportofthecontinuingefforttomeettheacceleratedfinancialstatementreportingrequirements
mandatedbytheU.S.DepartmentoftheTreasury,theOfficeoftheChiefFinancialOfficerwillnotprocesspayment
requestsduringthelast4businessdaysofeachmonth.Forthisreason,OJPstronglysuggeststhatrecipientsmake
paymentrequestsbefore10:00a.m.easternstandardtime,priortothelast4businessdaysofeachmonth.

HOW TO. . .
CREATEAPAYMENTREQUEST
1. OntheCreatePaymentRequestpage(fig.7,A),selecttheawardthatyouwishtocreatepayǦ
mentrequestfromtheAwardNumberdropdownmenu(B).
2. Onceyouhaveselectedtheaward,GPRSwillautomaticallychangethepagetotheCreatePayǦ
mentRequestdetailscreen(C).
3. EnterintheDrawType,ExpenseClaimBeginandEndDates,andtheRequestedPayment
Amount(D).
4. ClicktheSubmitbuttontosubmityourpaymentrequestforprocessing(E).
GPRS

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TRANSACTION HISTORY
Figure8:TransactionHistoryPageǦAllAwardsView

A

C

D
E

B

Figure9:TransactionHistoryPageǦIndividualAwardView

H
G

F

GPRS

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VIEWING A TRANSACTION HISTORY
AllGPRSpaymentrequesttransactionswillberecordedanddisplayedontheTransactionHistorypage.
Youwillbeabletoviewallthetransactionsforeachawardthatyouareapprovedtoaccesswithyour
GPRSaccount.Thepagewillautomaticallydefaulttodisplayingtransactionsforallawards(fig.8,A).
GPRSwillalsodisplayallPAPRStransactionsbacktoMay2009.
Note:ThenamethatwillbedisplayedintheUsercolumn(C)forPAPRStransactionswillbePhoneSystem
User.
TRANSACTIONTYPES
TheTransactionTypecolumnwilldisplayoneofthefollowingtypes(B):
x

Advance—fundsthathavebeenrequestedbeforeexpensesareincurred.Expenseclaimdates
canoccurtendaysinadvanceofthedaytherequestismade.

x

Reimburse—fundsthathavebeenrequestedafterexpenseshavebeenincurred.Expense
datescanoccuranytimepriortooronthedaytherequestismade.

STATUSES
ThePaymentRequestStatuscolumnwilldisplayoneofthefollowingstatuses(D):
x

Pending—arequestthathasbeensubmittedbytherecipient,buthasnotbeenprocessedby
theOfficeoftheChiefFinancialOfficer(OCFO)AccountingControlBranch.

x

Cancelled—apendingpaymentrequestthathasbeencancelledbytherecipient.

x

Processing—apaymentrequestthatisbeingprocessedbytheOCFOAccountingControl
Branch.

x

Transferred—apaymentrequestedthathasbeentransferredtoOCFOforverification.Ifthe
paymentisvalid,itissenttoTreasuryforpayment.

CANCELLINGAPAYMENT
GPRSwillalsogiverecipientstheabilitytocancelpaymentrequests.Paymentrequestscanonlybe
cancelledwhilethestatusisshownasPending.Whilethepaymentrequestispending,aCancelbutton
(E)willbeavailableontheTransactionHistorypage.OncethestatushaschangedtoProcessingand/or
Transferred,youwillnolongerhavetheoptiontocanceltherequest.
Note:Ausercannotcancelanotheruser’spaymentrequest.
SINGLEAWARDVIEW
YoumayalsochangethedisplayoftheTransactionHistorypagetoasingleawardviewthatwilldisplay
allthetransactioninformationforaspecificaward.IfyouselectanawardfromtheAwardNumber
dropdownmenu(fig.8,A),thesingleawardviewwillbedisplayed(fig.9).Thisviewwillshowafiltered
listoftransactionsfortheaward(F),aswellasanAwardataGlanceboxthatwillprovideasummaryof
theaward’sfinancialinformation(G).Additionally,youhavetheoptiontoprintorexportthesummary
informationandtransactionslistedonthepage(H).

GPRS

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USER PROFILE
Figure10:OJP/OVWUserProfilePage

A

Figure11:COPSUserProfilePage

GPRS

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THE USER PROFILE
TheUserProfilepagedisplaystheinformationthatwaseitherenteredduringregistrationforCOPS
awardsortheinformationpulledfromGMSforOJP/OVWawards.Youwillnotbeabletomakechanges
toanyinformationshowninGPRS.Toupdateyouruserprofile,youmustdooneofthefollowing:
x

UserswithOJP/OVWawardswillneedtoupdatetheirprofilesinGMS.

x

UserswithCOPSawardswillneedtocontacttheCOPSOfficeResponseCenterat1Ǧ800Ǧ421Ǧ
6770or[email protected]toupdatetheirprofileinformation.

SETTINGS
AlsofoundontheUserProfilepageareyourpagesettings(fig.10,A).Youcansetyourpreferencesfor
thefollowing:
x

DefaultHomePage—thiswillbethepagethatfirstappearswhenyoulogin.Youcanchoose
fromtheActiveAwardList,UserProfile,TransactionHistory,orCreatePaymentRequest
pages.

x

NumberofRecordsDisplayedinTable—thiswillsetthedefaultnumberofrecordsthatwill
bedisplayedinatableperpagefortheActiveAwardListandTransactionHistorypages.
Youcanchoosefrom2,10,20,50,orAllrecords.

x

TextSize—thiswillsetthedefaulttextsizeoneachpage.Youcanchoosefromsmall,
medium,orlargetextsizes.

GPRS

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HELP AND ADDITIONAL RESOURCES
IfyouneedassistancenavigatingtheonlineGrantPaymentRequestSystembeyondthisguide,please
refertothesectionsbeloworcontactyourgrantmanager.

FORQUESTIONSREGARDINGGPRS
OCFOCustomerServiceBranch(OJP/OVWrecipients):1Ǧ800Ǧ458Ǧ0786or[email protected]
OJPandOVWrecipients,contacttheCustomerServiceBranchforquestionsconcerningaccesstofunds
oranyfinancialaspectofyouraward.
COPSOfficeResponseCenter(COPSrecipients):1Ǧ800Ǧ421Ǧ6770or[email protected]
COPSrecipients,pleasecontacttheCOPSOfficeResponseCenterforquestionsconcerningaccessto
fundsoranyfinancialaspectofyouraward.

SYSTEMLOCKǦOUT
GMSHelpdesk:888Ǧ549Ǧ9901(option3)or[email protected]
IfyoulockyourselfoutofGPRS,contacttheGMSHelpdeskforyouraccounttobereset(OJP,OVW,and
COPSrecipients).
*IfyoulockyourselfoutofGMS,youwillalsobelockedoutofGPRS(andviceǦversa).
GMSusers,contacttheGMShelpdeskifyouneedassistancewithyouruserIDorpassword.

OTHERRESOURCES
OJPFinancialGuide:ojp.usdoj.gov/financialguide/index.htm
InformationconcerningfinancialadministrationofgrantfundsisavailableintheOJPFinancialGuide.
PostǦAwardInstructions:ojp.usdoj.gov/funding/pdfs/post_award_instructions.pdf
InformationconcerningPostAwardInstructionsisavailableintheOJPFundingwebsite.

GPRS

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FederalFinancialReport(FFR)Filing:ojp.usdoj.gov/training/pdfs/gms_userguide.pdf
InformationconcerningtheonlinefilingoftheFederalFinancialReportisavailableontheOJPFunding
website.
COPSGrantFundsInformation:cops.usdoj.gov/Default.asp?Item=100
InformationconcerningtheadministrativeandfinancialmaintenanceofCOPSgrantfundsisavailable
ontheCOPSwebsite.
AutomaticClearinghouse(ACH)EnrollmentForm:ojp.usdoj.gov/funding/forms/ach_vendor.pdf
Ifyouhavenotalreadydoneso,pleasecompleteandsubmitanAutomatedClearinghouse(ACH)EnrollǦ
mentForm.Thisformwilldesignatethebankinginformationnecessaryforustodepositfundsdirectly
totheaccountforyourorganization.TheACHformandinstructionscanbeaccessedonlineatthelink
above.

GPRS

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GPRS

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APPENDIX
AppendixA:Glossary..................................................................................................... 21
AppendixB:Acronyms................................................................................................... 33
AppendixC:FrequentlyAskedQuestions(FAQs).............................................................35


GPRS

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AppendixA

GLOSSARY
ThisglossaryliststermsrelatedtotheOJPawardprocessandGMSfunctions.Termsspecifictothis
guide'stopicarelistedinred.
AccrualBasis:Themethodofrecordingrevenuesintheperiodinwhichtheyareearned(regardlessof
whencashisreceived)andreportingexpensesintheperiodwhenthechargesareincurred
(regardlessofwhenpaymentismade).Eachrecipientchoosestheirtypeofaccountingbasis
(AccrualorCash).OncethechoiceismadeonthefirstSFǦ425,thetypeselectedislockedfor
subsequentreports.
AccruedExpenditures:Chargesincurredbyarecipientduringagivenperiodrequiringtheprovisionof
fundsfor:(1)goodsandothertangiblepropertyreceived;(2)servicesperformedbyemployees,
contractors,subrecipients,andotherpayees;and(3)otheramountsbecomingowedunder
programsforwhichnocurrentservicesorperformanceisrequired.
AccruedIncome:Theincomegeneratedbyarecipientasaresultofawardfundsand/oractivities.
AcquisitionCostofEquipment:Thenetinvoicepriceoftheequipmentpurchasedbyawardfunds,
includingthecostofmodifications,attachments,accessories,orauxiliaryapparatusnecessaryto
makethepropertyusableforthepurposeforwhichitwasacquired.Othercharges,suchasthe
costofinstallation,transportation,taxes,dutyorprotectiveinǦtransitinsurance,shallbeincluded
orexcludedfromtheunitacquisitioncostinaccordancewiththerecipient’sregularaccounting
practices.
ActionItems:Atypeofconclusionthatdoesnotrequiregranteeactiontoresolve.Generally,action
itemsaretasksthatrequireprogramofficerfollowupafteramonitoringactivity(e.g.,verifying
reportstatus).
ActiveAward:AwardopeninGMSandcurrentlybeingusedtoaccomplishassociatedgoals.
ActiveAwardList:InGPRS,thisisalistofallactiveawardsassociatedwiththeFPOCaccountforGMS
usersorallawardsselectedduringtheregistrationprocessforCOPSusers.
AdministrativeCloseout:AGMSgrantcloseoutinitiatedbyOJP.Mostoften,thistypeofcloseoutis
automaticallyinitiatedbyGMSwhentheawardis91dayspasttheenddate.
AdvancePayment:Apaymentmadetoarecipientbeforeexpendituresaremadebytherecipient.
AgencyTrackingNumber:ThenumberissuedbyGrants.govforasuccessfulapplicationtransferto
GMS.Canbeviewedinthebrowserfooterbyhoveringthemouseovertheapplicationnumber
link.
AllActive:AlinkinGMSthatopensasummarypageofallapplications,awards,GANs,progressreports
andcloseoutsthatareactivewithinGMS.
AllowableCost:Acostthatmeetsthecriteriaforauthorizedexpenditures.
AlternateContact:Theindividualwithintherecipientorganizationprimarilyresponsiblefor
communicatingwithOJPandmanagingtheadministrationanddocumentationofagrantin

GPRS

22
GMS.AlsoreferredtoasthePointofContact(POC).
Applicant:AnorganizationorindividualapplyingforfundsbasedonasolicitationissuedbyOJP.
ApplicantApproval:AnoptionalactioninGMS(setbythesolicitationadministrator)wherethe
eligibilityofanapplicantisdeterminedbeforetheycansubmitanapplication.Thisactionisonly
availableinthegrantmanagerrole.
Application:Dataanddocumentssubmittedbyanapplicantrequestingfundsunderasolicitation
issuedbyOJP.
ApplicationAppendices/Attachments:Supportingdocumentationrequiredbythesolicitationtobe
submittedwithanapplication.ExamplesofdocumentsfoundhereareBudgetDetail
Worksheets,ProjectNarratives,andinternalattachments.Theseattachmentsaredisplayedon
theApplicationInformationscreen.Programofficegrantmanagerscanuploadanattachmenton
thisscreen.Recipients,however,willbeunabletoviewthedocumentsuploaded.
ApplicationDeadline:Thedatebywhichanapplicationmustbesubmitted.
ApplicationPackageTemplate:Apackageofformsassembledbyabureauorprogramofficialto
collectcompleteapplicantinformationthroughGrants.gov.
ApprovedLink:AsidebarlinkinGMSthatopensasummarypageofallapplications,awards,GANs,
progressreports,andcloseoutsthathavebeenapproved.
Archive:AnawardthathasbeenclosedoutandsenttotheFederalRecordsRetentionCenter.
Audit:AstatusinGMSthatindicatesthatareviewoftheawardisinprogress.Thereviewcouldbean
auditbytheDOJOfficeoftheInspectorGeneral(OIG),asingleaudit,afinancialsitevisitbythe
OJPOfficeoftheChiefFinancialOfficer(OCFO),oraprogrammaticsitevisitbytheDOJprogram
officethatissuedtheaward.
AuditIssue:AconcernidentifiedbyOJPduringanauditthatmustberesolvedpriortoawardcloseout.
AlsoreferredtoasaFinding.
AuditTrail:Arecordofallactionstakenonapplications,awards,GANs,progressreportsandcloseouts;
listedbydate,time,andusername.
AuthorizedOrganizationRepresentative(AOR):Anofficeroftheorganizationapplyingforfundswho
haslegalauthoritytosigngrantapplicationsandtherequiredcertificationsand/orassurances.
AlsoreferredtoastheAuthorizedSigningOfficial.
Award:Financialassistancethatprovidessupportorstimulationtoaccomplishapublicpurpose.Also
referredtoasaGrant.
AwardNumber:Auniqueidentifierassignedtoanaward.ThecurrentGMSawardnumberformat
appearsas:2008ǦDDǦBXǦ0155;where2008isthefiscalyear,DDisthegrantidentifier,Bisthe
fundcode,Xisthecurrentfiscalyear,and0155isafourǦcharacterdescriptor.Theawardnumber
isfirstassignedduringtheRedbookstage.
AwardNotification:Anelectronicallygeneratednotificationofanaward.Aftertheawardnotificationis
posted,nochangesmaybemadetotheawardpackage.Theawardnotificationisrecordedinthe

GPRS

23
audittrail.
BlockGrants:Fundsawardedbythefederalgovernmenttostateorlocalgovernments.Seealso
DiscretionaryGrantsandFormulaGrants.
Breadcrumbs:Astringoflinks,appearingatthetopofallGMSscreens,thatallowausertotracetheir
pathbackthroughGMS.
BudgetDetailWorksheet:StandardformprovidedbyOJPthatapplicantsmayuseasaguidein
preparingabudgetandbudgetnarrativefortheirapplication.
BudgetPeriod:Anintervaloftime,specifiedinanaward,intowhichaprojectisdividedforbudgeting
orfunding.Thebudgetperiodmaybeequaltoorshorterthantheprojectperiod,butcannot
exceedtheprojectperiod.
CancellationLetter:AlettersentbyaprogrammanagerviaGMSnotifyingtherecipientthatasitevisit
hasbeencanceled.
CancelledPaymentRequest:AtransactionstatusinGPRS.Apendingpaymentrequestcanbe
cancelledbytheuserwhomadetherequest.Onlypendingpaymentrequestsmaybecancelled.
CashBasis:Themethodofreportingrevenuesandexpenseswhencashisactuallyreceivedorpaidout.
Eachrecipientchoosestheirtypeofaccountingbasis(CashorAccrual).Oncethechoiceismade
onthefirstSFǦ425,thetypeselectedislockedforsubsequentreports.
CatalogofFederalDomesticAssistance(CFDA):Anonlinedatabaseofallfederalprogramsavailable
togroupsandindividuals.
CentralContractorRegistry(CCR):Adatabaseutilizedbythefederalgovernmentforvalidationof
applicantinformation.AllapplicantsmustberegisteredwiththeCCRtoreceiveOJPawards.
Certification:Theonlinesignaturebytherecipient'sFinancialPointofContact(FPOC)whensubmitting
anSFǦ425.
ChangeRequested:Aprocessthroughwhichthegrantmanagerreturnsanapplication,GAN,orreport
toanapplicantorrecipientandasksthemtoprovideadditional,updated,orcorrected
informationtoOJP.
Closed:AsidebarlinkinthecloseoutmoduleofGMSthatopensasummarypageofawardsthathave
beenprogrammaticallyandfiscallyclosedinGMS.
Closeout:TheformalprocessforcertifyingthatbothOJPandarecipienthavecompletedthenecessary
administrativeactionsandrequiredworkforanaward.
CloseoutType:Identifiesthetypeofcloseoutprocess(eitherstandardoradministrative)anawardwill
follow.
Comments:Atypeofmonitoringconclusionthatprovidesgeneralnotesonamonitoringactivity.
Commentsaregeneralinnaturebutspecifictotheaward,vendorand/orsitevisit.
CompetitionID:AnidentifyingnumberforafundingopportunitycreatedbyOJP.
ComputerǦBasedTraining(CBT):TopicǦbased,selfǦpacedtrainingviewedonacomputer.TheGMS

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24
GranteeCBTcanbefoundat:www.ojp.gov/cbt.
Conclusions:Allactionitems,comments,andissuesforresolutionidentifiedduringasitevisit.PreǦsite
visitconclusions(actionitemsorcomments)maybeidentifiedduringapreǦsitevisitdeskreview.
IssuesforresolutionareidentifiedduringtheonǦsitevisitandaretrackedfromcreationthrough
resolution.
ConditionalReview:Aconditionalfinancialclearancethatallowsanawardtobemade,pendingafull
financialreview.
Conferences:OrganizedeventsthatarefundedbyOJP.
ConflictofInterest:Asituationinwhichofficialactionsaffect,orappeartoaffect,one'sownprivate
interests,whetherthoseinterestsarefinancialornonǦfinancialinnature.
CongressionalEarmarks:FundsawardedtospecificprojectsasdirectedbyCongress.
Consultant/Contractor:Anindividualororganizationthatprovidesprofessionaladviceorservices.
CooperativeAgreement:AwardthatrequiressubstantialprogrammaticinvolvementonthepartofOJP
(e.g.,anawardsupportingtrainingandtechnicalassistance).
COPSManagementSystem(CMS):AwebǦbased,dataǦdrivencomputerapplicationthatprovides
cradleǦtoǦgravesupportfortheapplication,award,andmanagementofawardsatCOPSoffice.
COPSResponseOffice:ACOPSresourcethatprovidescustomerserviceandtechnicalassistancefor
COPSrecipients.Call1Ǧ800Ǧ421Ǧ6770oremailat[email protected].
CorrectiveActionPlan(CAP):Aformalplansubmittedbyarecipienttoresolveissuesorconcerns
identifiedbyOJP.
CostShare/CostMatch:Theportionofprogramcostsnotbornebythefederalgovernment.
DataChangeRequest(DCR):AnOJPǦgovernedprocessthatallowsGMSinternaluserstorequest
changestoapplicantorawardinformationthatcannotbechangedthroughuseractions.ADCR
entrycanbefoundonthenotestransactionlist.
DataUniversalNumberingSystem(DUNS):AnineǦdigitidentificationnumberassignedtoan
organizationbyDun&Bradstreet;requiredofallfederalgrantapplicants.
DateofCompletion:Thedateonwhichallworkunderanawardiscompleted.
DateSubmitted:Thedateanitemwasinitiallysubmittedbyarecipientorgrantmanager,orwas
generatedbyGMS.
Debarment:ThesuspensionofOJPawardeligibility.TheUSTreasurymaintainsalistoforganizations
thatarecurrentlyineligibletoreceiveawards.
DefaultSettings:Thesettingsthatyourcomputeroranapplicationwillautomaticallyrefertowhen
used.
Deliverable:Specificworkproduct(e.g.,document,report,website)thatOJPrequiresrecipientsto
submitasevidenceofaccomplishment.
DeskReview:Amonitoringtoolusedtoassessfiscalandprogrammaticinformationbyreviewing
GPRS

25
relevantdocumentation.Assessmentmustbedoneannually,butisencouragedevery6months.
AdeskreviewrecordcanbecreatedandviewedwithintheGrantMonitoringmodule;theactual
reportisgeneratedusingtheGrantAssessmentTool(GAT).
DisallowedCosts:Chargesthataredeterminedtobeinconflictwithapplicablefederalcostprinciplesor
anyothertermsandconditionsofanaward.
DiscretionaryGrants:FundsawardeddirectlybyOJPtoeligiblerecipients.Thesearemostoften
awardedonacompetitivebasis.SeealsoBlockGrantsandFormulaGrants.
DraftStatusLink:Alinkthatopensasummarylistofallapplications,awards,GANs,progressreports,
orcloseoutsthathavebeensavedbutnotyetcompletedandsubmitted.
Drawdown:Thedisbursementoffundstoarecipient.Theprocessisinitiatedbyarequestfordrawdown
withinGPRS.
DrawType:Typeofdrawdownthatwillberequested;advanceorreimburse.
Equipment:Propertychargeddirectlytoanawardthathasalifeofmorethanoneyearandan
acquisitioncostof$5,000ormoreperunit.
Expenditure:Forfinancialreportspreparedonacashbasis,expendituresarethesumofcash
disbursementsfordirectchargesforpropertyandservices;theamountofindirectexpense
charged;thevalueofthirdǦparty,inǦkindcontributionsapplied;andtheamountofcashadvance
paymentsandpaymentsmadetosubrecipients.


Forfinancialreportspreparedonanaccrualbasis,expendituresarethesumofcash
disbursementsfordirectchargesforpropertyandservices;theamountofindirectexpense
incurred;thevalueofinǦkindcontributionsapplied;andthenetincreaseordecreaseinthe
amountsowedbytherecipientfor(1)goodsandotherpropertyreceived,(2)servicesperformed
byemployees,contractors,subrecipients,andotherpayees,and(3)programsforwhichno
currentservicesorperformancearerequired.

ExpenseClaimDates:Beginandenddatesthatexpenseswereincurred(reimburseddraw)orwillbe
incurred(advanceddraw).
FederalFinancialReport(FFR):Thestandardfinancialreportingform,alsoknownastheSFǦ425.
FinancialreportsaresubmittedquarterlytoprovideOJPwithupǦtoǦdateinformationonhow
grantfundsarebeingutilized.RequireduseoftheSFǦ425formbeganwiththeOctober2009—
December2009reportingperiod.
FederallyRecognizedIndianTribalGovernment:ThegoverningbodyofanyIndiantribe,band,nation,
orotherorganizedgrouporcommunity(includinganyNativevillageasdefinedinsection3ofthe
AlaskaNativeClaimsSettlementAct)certifiedbytheSecretaryoftheInterioraseligiblefor
specialprogramsandservicesprovidedthroughtheBureauofIndianAffairs.
FinalProgressReport:Arequirementthatmustbecompletedinordertosubmitacloseoutpackage.
Thelastperformancereporttobesubmittedforanawardwithin90daysaftertheprojectend
date.TheperformancereportmustbesubmittedandapprovedbytheOJPgrantmanagerbefore
astandardcloseoutcanbesubmitted.

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26
FinancialPointofContact(FPOC):Theindividualwithinarecipientorganizationwhoisauthorizedto
submitfinancialreportsorrequestgrantfundsforassignedawards.
FinancialReconciliation:AlinkwithinthecloseoutmoduleofGMSthatopensacomparisonbetween
thefinalfinancialstatusreportandtherecipient'sactualdrawdowns.Thestatusofthefinancial
reconciliationwillappearasincompleteuntilallfundshavebeendrawndown.
FinancialStatusReports(FSR):TheGMSmoduleusedtosubmitandreviewfederalfinancialreports
(SFǦ425s).
FormulaGrants:Fundsawardedtorecipientsbasedonstatisticalvariablessuchaspopulationorcrime
rates,asauthorizedbystatute.SeealsoBlockGrantsandDiscretionaryGrants.
FundingPeriod:Theperiodoftimeduringwhichfederalfundsareavailableforusebytherecipient.
GMSExternal:TheGMSinterfaceusedbyapplicants/recipients.
GMSHelpdesk:Aresourceforcustomerserviceortechnicalassistance.Call1Ǧ888Ǧ549Ǧ9901andchoose
option3,orsendanemailto:[email protected].
GMSInternal:TheGMSinterfaceusedbyOJPprogramoffices,bureaus,andreviewingofficesto
processapplicationsandawards.
GracePeriod:Anadditional,finiteperiodoftimeextendedbyOJPtoallowforthecompletionofa
specifictaskpasttheoriginalduedate.
Grant:Financialassistancethatprovidessupportorstimulationtoaccomplishapublicpurpose.Also
referredtoasanAward.
GrantAdjustmentNotice(GAN):ChangestoanoriginalawardagreementbetweenOJPandthe
recipient.OJPrequiresaGANtobesubmittedinGMSforanyprogrammatic,administrative,or
financialchangesmadetoanawardduringtheprojectperiod.
GrantAssessmentTool(GAT):Aresourcethatprovidesgrantmanagerswithstandardcriteriaanda
scoringmechanismforassessinggrantsandconductingdeskreviews.
GrantIdentifier:AportionofanOJPawardnumber.SeealsoAwardNumber.
GrantManager'sManual(GMM):Themanualthatservesasthebasicreferencesourceforthe
administrationofOJPawards.ThemanualisaccessedviatheGrantmakersCommunityonthe
OJPPortal.
GrantMonitoring:Acollectionofformalprocessesusedtoassesstheprogrammaticandfiscal
performanceofarecipient’susageofanaward.
GrantMonitoringFile:Arecordofawarddocumentationrelatingtomonitoringactivities,includingsite
visitlettersandreports,attachments,anddeskreviews.
GrantMonitoringModule:ThemoduleofGMSinwhichdeskreviewsandsitevisitsaredocumented
andtracked.
GrantPaymentRequestSystem(GPRS):ThewebǦbasedapplicationusedforthemanagementof
awardpaymentrequests.

GPRS

27
Grantee:AnorganizationawardedfundingfromOJPtocarryoutaprojectorprogram.Alsoreferredto
asaRecipient.
GrantsManagementSystem(GMS):AwebǦbased,dataǦdrivencomputerapplicationthatprovides
cradleǦtoǦgravesupportfortheapplication,award,andmanagementofawardsatOJP.Itconsists
ofseveralmodulesthatcorrespondwithdifferentstagesoftheawardprocess.GMSinteracts
withotherapplications(e.g.,GPRS),thatfacilitatetheawardprocess.Alsoreferredtoas
CommunityPartnershipGrantsManagementSystem(CPGMS).
Grants.gov:Aunifiedsiteforinteractionbetweenawardapplicantsandthefederalagenciesthat
manageawardfunds.Thesiteprovidesinformationandlinksaboutfundingopportunitiesper
OMBrequirements.
Grants.govTrackingNumber:AnumberassignedbyGrants.govusedtoidentifyeachapplication
receivedforafundingopportunity.
HoldAmount:Fundsthatareplacedonholdandnotavailabletotheuser.Thisholdismainlyusedfor
specialconditions.
IndirectCostRate:Thecostsofanorganizationthatarenotreadilyassignabletoaparticularproject,
butarenecessarytotheoperationoftheorganizationandtheperformanceoftheproject.
InitialReview:AstageduringthereviewoffundingapplicationswhenOCFOreviewsfinancial
applicationinformation.OCFOconductsaFinancialReviewandissuesFinancialClearance
MemorandathatarelabeledInitial,Conditional,Final,orFinalSupplemental.
InitialReviewModule:ThemoduleinGMSusedafterNotInitiatedtofurtherreviewincoming
applications.Theinitialreviewensuresthattheapplicationiscomplete.
InǦProcess:Applications,awards,GANs,progressreports,orcloseoutswhichhavenotbeen
programmaticallyandfiscallyclosed.
IssuesforResolution:AtypeofconclusionbasedonasitevisitthatidentifiesareasofconcernornonǦ
complianceandrequiresrecipientactionforresolution.
LegacyClosed:CloseoutswhichhavebeenmigratedintoGMSfrompreviouspapersystems.
LocalGovernment:Anyagencyorinstrumentalityoflocalgovernment(e.g.,city,county).
Login:Theprocessofconnectingtoasecurecomputersystembyprovidingcredentials.Credentialsare
mostoftenausernameandapassword.
Match:Thetotalamountoftherecipient'sshareoftheprojectcosts.ThematchmaybeeitherinǦkindor
cash.AninǦkindmatchincludesthevalueofdonatedservices.Acashmatchincludesactualcash
spentbytherecipientandmusthaveacostrelationshiptotheFederalawardthatisbeing
matched.
MultiyearGrant:Agrantwithaprojectperiodlongerthanoneyear.
NationalEnvironmentalPolicyAct(NEPA)Letter:Astandardletterincludedinanawardpackage
informingtherecipientthat,basedupontheirprogramactivities,anenvironmentalassessment
orimpactreviewmayberequired.TheletteralsoincludescontactinformationfortheOJPNEPA

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28
coordinator.
NonǦProfit/NotǦforǦProfit:Theseterms,thoughoftenusedinterchangeably,havedifferentmeanings
fromlegalandfiscalstandpoints.AnorganizationcanincorporateasnotǦforǦprofitthrougha
statecorporationcommission.Conversely,nonǦprofitstatusisaccordedbytheInternalRevenue
Service.Anentitythatisgivensuchastatusisdefinedasacharitable,taxǦexemptorganization.
InordertoreceivenonǦprofitstatusunderIRScode501(c)(3),theapplicant/recipientmustapply
directlytotheIRSandsecureaLetterofDetermination.
NotAcceptedAwards:Awardsnotyetacceptedbyarecipientforvariousreasons.
Obligation:Alegalliabilitytopayunderagrant,subgrant,and/orcontractwhendeterminablesumsfor
servicesorgoodsareincurredduringtheprojectperiod.
OfficeofCommunityOrientedPolicingServices(COPSOffice):TheofficeoftheDepartmentof
Justiceresponsibleforadvancingthepracticeofcommunitypolicingbythenation'sstate,local,
territory,andtriballawenforcementagenciesthroughinformationandgrantresources.
OfficeofManagementandBudget(OMB)Circulars:Theinstructionsorinformationissuedtofederal
agenciesbyOMB.
OfficeoftheChiefFinancialOfficer(OCFO):Theofficeresponsibleforfinancialmanagementandfiscal
oversightofOJPawards.Atcloseout,OCFOperformsfinalfiscalreconciliationforawardsand
completesthefinalcloseoutprocess.
OfficeoftheChiefFinancialOfficer,CustomerServiceBranch:AnOCFOresourcetoOJP,OVW,and
COPSrecipientsthatprovidesassistanceregardingfinancialaspectsofanaward.Call1Ǧ800Ǧ458Ǧ
0786oremailat[email protected].
OfficeonViolenceAgainstWomen(OVW):TheofficeoftheJusticeDepartmentthatadministers
financialandtechnicalassistancetocommunitiesacrossthecountrythataredeveloping
programs,policies,andpracticesaimedatendingdomesticviolence,datingviolence,sexual
assault,andstalking.
OJPFinancialGuide:Thereferencemanualcreatedtoassistrecipientsinfulfillingtheirfiduciary
responsibilities.TheprovisionsoftheguideapplytoallOJPawards.OJPemployeescanviewthe
guideintheGrantmakersCommunityontheOJPPortal.
OnHold:Applications,Redbooks,GANsorcloseoutsputonholdbyinternalusers.Often,itemsare
placedonholdbecausefurtherinformationoractionisrequiredbeforeapproval.
PassedEndDate:Anawardpasttheprojectenddate.
Password:Auniquestringofletters,numbers,and/orspecialcharacters.Apasswordisoneofthe
credentialsnecessarytoaccessasecurecomputersystem.
PaymentRequest:ApetitionmadeinGPRSorPAPRStoreceivefundsfromanaward.
PeerReview:Reviewbyapanelofevaluatorstoassessthemeritsofanapplication.Thepanelusesthe
criteriaasprovidedinthesolicitation,aswellasascoringsystemtoevaluateeligibility.
PendingPaymentRequest:AtransactionstatusinGPRS.Oncearecipientmakesapaymentrequest,

GPRS

29
thestatusbecomespendinguntilprocessingbegins.
PerformanceMetrics:AgencyǦspecificdatacollectedbyabureauorprogramofficeduringtheprogress
reportsubmission.AtOJP,thisincludesspecificquestionsthatarecipientmustanswerwhen
submittingprogressreportsinGMS.PerformancemetricscanbeviewedintheProgressReport
module.BJAandOJJDPrequiretherecipienttosubmitperformancemeasurementinaseparate
system,thePerformanceMeasurementTool(PMT).
PhoneActivatedPaperlessRequestSystem(PAPRS):Thelegacysystemusedbyrecipientstoaccess
fundbalances,drawdownfunds,andtransferfundsbetweenawardsthatwasreplacedbyGPRS.
PointofContact(POC):Theindividualwithintherecipientorganizationprimarilyresponsiblefor
communicatingwithOJPandmanagingtheadministrationanddocumentationofanawardin
GMS.AlsoreferredtoastheAlternateContact.
PortableDocumentFormat(PDF):AfileformatcreatedbyAdobeSystemsthatallowsforthe
exchangeofdocuments.ThePDFformatallowsadocumenttobeviewedwithoutusingthe
programinwhichitwascreated.
PostǦSiteVisitLetter:Formalcommunicationsentbyaprogrammanagertorecipientafterasitevisit.
Thelettersummarizestheoutcomeofthesitevisitincludingalistofanyissuesforresolution
thatwereidentified.
PreǦagreementCosts:Costswhichareconsiderednecessarytoaprojectbutoccurpriortothestart
dateoftheawardperiod.Priorapprovalbyprogramofficemanagementisrequired.
PreǦSiteVisitLetter:Aformalnotificationtoarecipientofanupcomingsitevisit;sentbytheprogram
managerviaGMS.
PriorApproval:Approvalbyanagencyofficialevidencingpriorconsentforprogramactivities.
ProcessingPaymentRequest:AtransactionstatusinGPRS.OncetheAccountingControlBranch
beginsprocessingonapaymentrequestthestatusbecomes“Processing”untiltherequestis
transferredtoOCFOforverification.
Profile:IdentifyinginformationenteredbyanapplicantwhencreatingaGMSuserIDthatisstoredfor
futureuse.
ProgramIncome:Grossincomeearnedbytherecipientduringthefundingperiodasadirectresultof
theaward.Directresultisdefinedasaspecificactorsetofactivitiesthataredirectlyattributable
toawardfundsandwhicharedirectlyrelatedtothegoalsandobjectivesoftheproject.
Determinationofdirectresultswillbemadebytheawardingagencyfordiscretionarygrantsand
bytheStateforblock/formulasubawards.Fines/penaltiesarenotconsideredprogramincome.
Programincomemaybeusedonlyforallowableprogramexpenses.
ProgramOffice:AsubdivisionofOJP(e.g.,BureauofJusticeAdministration(BJA))whichfundsand
managesspecificawardprograms.
ProgrammaticPointofContact(PPOC):Primarypersonwithinarecipientorganizationresponsiblefor
preǦandpostǦawardactivities.
ProgrammaticRequirementsCertification:Arequirementthatmustbemetinordertosubmita
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30
standardcloseoutpackage.Recipientsmustcertifythattheyhavesubmittedrequired
deliverablesasdirectedbytheprogramoffice.
ProgressReport:Acollectionofmaterialssubmittedataprescribedpointwithintheprogramperiod
thatevidencesarecipient'scompliancewithprogrammaticrequirements.
ProjectCosts:Allowablecostsassetforthintheapplicablefederalcostprinciplesincurredbyarecipient
andthevalueofcontributionsmadebythirdpartiesinaccomplishingtheobjectivesofanaward
duringtheprojectperiod.
ProjectEndDate:Thedatelistedastheendoftheprojectperiodontheawardpackageoron
subsequentchangeofperiodGANs.
ProjectGrant:Fundsgiventoanagencytosupportaspecific,wellǦdefined,oftenshortǦtermprojector
setofactivitiesdesignedtoaddressaspecificneedorachieveaspecificgoal.
ProjectIdentifiers:AsidebarlinkinGMSthatopensapagewheretheawardprogramtypeisselected
bytheprogrammanager.
ProjectManager(Recipient):Anindividualwithintherecipientorganizationwhoistaskedwiththe
overallresponsibilityandauthorityforthedayǦtoǦdayactivitiesassociatedwithaproject.
ProjectNarrative:Theportionofanapplicationthatprovidesacomprehensivedescriptionofaward
activities.
ProjectPeriod:Theperiodforwhichimplementationofaprojectisauthorized.Theprojectperiodmay
beequaltoorlongerthanthebudgetperiodforanaward,butcannotbeshorterthanthebudget
period.
Recipient:AnorganizationawardedfundingfromOJPtocarryoutaprojectorprogram.Alsoreferred
toasaGrantee.
RecipientShare:Thetotalamountoftherecipient'sshareofprojectcosts.AlsoreferredtoasaMatch.
Redbook:1)Theprocesswhereanapplicationbecomesanaward.2)Thecollectionofawarddocuments
compiledpriortorecipientnotificationofanaward.
RedbookGeneration:ThefirststageoftheawardprocessthatoccursafterInitialReview.Award
documentsarecreatedunderthistabinGMS,afterwhichthepackageprogressestothe
Redbooktab.
RegistrationDeadline:ThedatebywhichanapplicationmustbecreatedinGMS.Anapplicationcanbe
submittedaftertheregistrationdeadline,butnewapplicationscannotbeinitiatedafterthisdate.
ReimbursePayment:Adrawdownpaymentmadetoarecipientforexpensesalreadyincurred.
ReportingPeriod:Thetimeframespecifiedinasolicitationforwhichtherecipientmustsubmitaward
activityinformation.
Scope:Theestablishedboundaryofwhatmustbeaccomplishedduringanawardperiod.Changestothe
scopeofaprojectcanberequestedbyaChangeofScopeGAN.
SidebarLink:Providesaccesstoawardinformation,requiredelementsofareport,applicationorGAN

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31
details,emailcommunicationhistory,and/orinternalnotes.
SiteVisit:Themostintensiveformofgrantmonitoring,distinguishedbyacompletereviewof
programmatic,financial,andadministrativeaspectsofanaward.Asitevisitusuallyoccursatthe
recipientsite,butmayalsobeconductedatmeetingsoractivities,suchasconferencesor
trainingevents.AsitevisitrecordcanbecreatedandviewedintheGrantMonitoringmoduleof
GMS.
SiteVisitPackage:AcollectionofGMSdocumentscreatedinthepostǦsitevisitphasethatincludespost
Ǧsitevisitletter(s),sitevisitreport(s),andanyassociatedconclusions.
SiteVisitReport:AstandardreportcreatedinGMSthatsummarizessitevisitactivitiesandoutcomes.
SoleSourceJustificationReview:Anapplicant’sjustificationforawardingcontractsnonǦcompetitively.
Solicitation:ApubliclyavailabledocumentthroughwhichOJPmakesknownitsintentiontoaward
funds.AlsoreferredtoasaProgramAnnouncement,NoticeofFundingAvailability,Funding
OpportunityAnnouncement,orRequestforProposal(RFP).
SpecialConditions:Conditionswithwhicharecipientmustcomplyinordertobeeligibletoexpend
fundsawardedbyOJP.Specialconditionsmayberemovable,meaningthecondition(s)mustbe
retiredbyaGANbeforecloseout,ornonǦremovable,suchastheOJPenterpriseǦwideconditions.
SpecialConditionCategories:SpecialconditionsareeitherStandardorCustom.Therearefour
categoriesofspecialconditions:programmatic,withholdingfunds,financialclearancememo,
andunclassified.
SpecialConditionCompliance:Arequirementthatmustbecompletedinordertoprocessastandard
closeoutpackage.Recipientsarerequiredtocomplywiththespecialconditionslistedonthe
awarddocument.Duringthecloseoutprocess,thegrantmanagerwillreleaseaspecialcondition
ifitwasmetthroughouttheawardprocess.
SpecialReports:Areportsubmittedbytherecipienttosupplyupdatedoradditionalinformationtoa
grantmanager.Insomecircumstances,aspecialreportmaybeanadditionalreporting
requirementbaseduponthetermsofaaward.
StandardCloseout:Acloseoutprocesswhichinvolvestheconsentandparticipationofboththe
recipientandOJPandfollowsstandardprocedures.Standardcloseoutscanonlybeinitiatedfor
awardswithnoopenauditexceptionsandnoopensitevisitsandmustbeinitiatedbythe
recipientnomorethan90daysaftertheprojectenddate.
StandardForm269a(SFǦ269a):OMBStandardForm269a.Theformpreviouslyusedtosubmit
quarterlyfinancialreports.TheSFǦ269aisonlyavailableforreportingperiodsendingbefore
October1,2009.
StandardForm424(SFǦ424):OMBStandardForm424.Thestandardformapplicantsusetoapplyfor
funds(formallyknownastheApplicationforFederalAssistance).Inmostcases,applicantsare
requiredtoattachdocumentstotheSFǦ424thatprovidedetailedinformationabouttheir
application.
StandardForm425(SFǦ425):OMBStandardForm425.Thenewformusedtosubmitquarterlyfinancial

GPRS

32
reports.TheSFǦ425isonlyavailableforreportingperiodsendingafterOctober1,2009.The
termSFǦ425isusedinterchangeablywithFFR.
Subaward:Anawardoffinancialassistanceintheformofmoneyoraprocurementcontractmade
underanawardbyarecipient.
Subrecipient:Thelegalentitytowhichasubawardismade.Thesubrecipientisaccountabletothe
recipientforthejustificationoftheuseofthefundsprovided.
Supplement:Theadditionoffundstoanexistingawardandanextensionofthegrantperiod,noted
inGMSbyaddinganadditionalapplicationnumbertotheoriginalawardidentifier.
TransactionHistory:AlistoftransactionsmadeonawardsinaGPRSaccount.Historiescanbe
viewedforallawardsorforasingleaward.
TransferredPaymentRequest:AtransactionstatusinGPRS.Onceapaymentrequestisprocessed
byGPRSandsenttoOCFOforverification,thestatusofthepaymentwillbecome
Transferred.
UnliquidatedObligation:Debtthathasbeenincurredforanaward,buthasnotyetbeenpaidout.
Onanaccrualbasis,obligationsareincurred,buttheexpenditureshavenotbeenrecorded.
Onacashbasis,obligationsareincurredbutnotyetpaid.Thefinalfinancialreportshould
reflectabalanceofzeroforeitheraccountingbasis.
UnobligatedBalance:TheportionoffundsauthorizedbyOJPthathasnotbeenobligatedbythe
recipient.Thisamountisdeterminedbydeductingthecumulativeobligationsfromthe
cumulativefundsauthorized.
UserID:Auniqueidentifier,suchaslastnameandfirstinitial,thatservesasoneofthecredentials
necessarytoaccessasecurecomputersystem.
UserProfile:AsectionintheGPRSapplicationlistingidentifyingandcontactinformationenteredby
therecipientduringtheregistrationprocess(COPSusers),orinformationthatresidesinthe
profileofGMS(GMSusers).
VendorNumber:UniqueidentifyingnumberassignedbyDOJtoanorganization.







GPRS

33
AppendixB

ACRONYMS
AAG:AssistantAttorneyGeneral
AOR:AuthorizedRepresentative
BJA:BureauofJusticeAssistance
BJS:BureauofStatistics
CAP:CorrectiveActionPlan
CBT:ComputerǦBasedTraining
CCDO:CommunityCapacityDevelopmentOffice
CCR:CentralContractorRegistry
CPGMS:CommunityPartnershipGrantsManagementSystem.AlsoreferredtoasGMS.
CFDA:CatalogofFederalDomesticAssistance
CMS:COPSManagementSystem
COPS:CommunityOrientedPolicingServices
DCPO:DrugCourtsProgramOffice
DCR:DataChangeRequest
DUNS:DataUniversalNumberingSystem
FAQ:FrequentlyAskedQuestions
FFR:FederalFinancialReport
FMIS2:FinancialManagementInformationSystem
FPOC:FinancialPointofContact
FSR:FinancialStatusReport
GAN:GrantAdjustmentNotice
GAT:GrantAssessmentTool
GMS:GrantsManagementSystem.AlsoreferredtoasCPGMS.
GM:GrantManager
GMM:GrantManager’sManual
GMOC:GrantMonitoringǦOfficeoftheComptroller
GPRS:GrantPaymentRequestSystem
IRS:InternalRevenueService
NEPA:NationalEnvironmentalPolicyAct

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34
NIJ:NationalInstituteofJustice
OAAG:OfficeoftheAssistantAttorneyGeneral
OAAM:OfficeofAudit,Assessment,andManagement
OC:OfficeoftheComptroller*
OCCD:OfficeoftheComptrollerControlDesk.AlsoknownastheOfficeoftheChiefFinancialOfficerControl
Desk*
OCIO:OfficeoftheInformationOfficer
OCOM:OfficeofCommunications
OCFMD:OfficeoftheComptrollerFinancialManagementDivision.AlsoknownastheOfficeoftheChief
FinancialOfficer,GrantsFinancialManagementDivision*
OCFO:OfficeoftheChiefFinancialOfficer*
OCB:OfficeoftheComptrollerBasedReview
OCMD:OfficeoftheComptrollerMonitoringDivision
OCR:OfficeforCivilRights
OIG:OfficeoftheInspectorGeneral
OGC:OfficeofGeneralCounsel
OJJDP:OfficeofJuvenileJusticeandDelinquencyPrevention
OJP:OfficeofJusticePrograms
OMB:OfficeofManagementandBudget
OVC:OfficeforVictimsofCrime
OVW:OfficeonViolenceAgainstWomen
PAPRS:PhoneActivatedPaperlessRequestSystem
PMT:PerformanceMeasurementTool
PPOC:ProgrammaticPointofContact
POC:PointofContact
RFP:RequestforProposal
SMART:OfficeofSexOffenderSentencing,Monitoring,Apprehending,Registering,andTracking

*InJuly2007,theOfficeoftheComptrollerchangeditsnametotheOfficeoftheChiefFinancialOfficer.

GPRS

35
AppendixC

FREQUENTLY ASKED QUESTIONS
Q:IforgotmyuserID.WhatshouldIdo?
A: COPSusers:ContacttheCOPSResponseCenterat1Ǧ800Ǧ421Ǧ6770or
[email protected].
GMSusers:ContacttheOCFOCustomerServiceBranchat1Ǧ800Ǧ458Ǧ0786or
[email protected],orcontacttheGMSHelpdeskat888Ǧ549Ǧ9901(option3)or
[email protected]

Q:Iforgotmypassword.WhatshouldIdo?
A: GMSusersandCOPSusers:FromtheGPRSLogInscreen,clickontheForgottenPassword
link.ApopǦupwindowwillopenpromptingyoutoenteryourusername.Additionally,you
willneedtoselectasecretquestionfromthedropdownmenuandentertheanswer.The
secretquestionandanswerwereestablishedbyyouduringtheregistrationprocess.Youwill
receiveanemailcontainingatemporarypassword.Whenyoulogbackintothesystemwith
thetemporarypassword,youwillbeabletosetanewpassword.Ifyoustillneedassistance,
contacttheGMSHelpdeskat888Ǧ549Ǧ9901(option3)orbyemailat
[email protected].
GMSusers:YoumayalsocontacttheGMSHelpdeskat888Ǧ549Ǧ9901(option3)orbyemailat
[email protected]tohaveyourpasswordreset.

Q:IhavelockedmyselfoutofGPRS.WhatshouldIdo?
A: COPSandGMSusers:ContacttheGMSHelpdeskat888Ǧ549Ǧ9901(option3)orbyemailat
[email protected].

Q:WillIstillbeabletousePAPRSPhoneafterIbeginusingGPRS?
A: No,PAPRSPhonewillnolongerbeavailableforyoutouseafteryoulogintoGPRSforthe
firsttime.IfyoucallPAPRSafteryouhavebegunusingGPRS,youwillgetamessagestating
theserviceisnolongeravailable.

Q:MyawardisnotshowinginGPRS.WhatshouldIdo?
A: COPSusers:IfanawardisnotappearinginGPRS,itwasnotselectedduringtheregistration
process.YouwillneedtocontactyourCOPSrepresentativeandrequestthattheawardbe
addedtoyourGPRSaccount.
GMSusers:OnlyawardsassociatedwiththeFPOCuserIDloggedinwillappearintheGPRSaccount.
Ifanawardisnotlisted,besurethatyouareusingtheuserIDassociatedwiththataward.Youmay
needtologintoanotheraccountusingaseparateuserID.


GPRS

36
Q:WhocanIcontactifIhavequestionsaboutanaward,holdonfunds,or
specialcondition?
A: Forquestionsconcerningaccesstofundsoranyfinancial aspectofyouraward,contactthe
OCFOCustomerServiceBranchat1Ǧ800Ǧ458Ǧ0786or[email protected].

Q:WhatdoIdoifIcannotcreateapaymentrequestduetoadelinquentFFR?
A: YouwillneedtologintoGMSorCMSandsubmitanSFǦ425.Oncetheawardhasacurrent
FFR,youwillbeabletocreatepaymentrequestsagain.

Q:Thepaymentstatusispending,buttheCancelbuttonisnotactive.What
shouldIdo?
A: Checktoseeifyouweretheuserwhomadethepaymentrequest.Onlytheuserwhomade
therequestcancancelit.

GPRS