State Criminal Alien Assistance Program SCAAP

State Criminal Alien Assistance
Program (SCAAP) Application
Submission and Acceptance
Job Aid Reference Guide

December 2023
Version 2.1

Role

Application
Submitter

Table of Contents
Table of Contents

3

Introduction and Overview

4

How to Use this Guide

5

Application Submission JARG Overview

6

Application Submitter Overview

7

Application Submission Overview

9

SCAAP Overview

11
15
18
24
32
37
43
49
53
57
58
60
62

Locate an Application: Single Application
Submitter
Handling Duplicate Submissions
SCAAP Application Editing
SCAAP Applicant Information
Disclosures and Assurances
SCAAP Application Submission
Assigning Contributors
SCAAP Award Acceptance
SCAAP Award Closeout
Appendix
Award Attachments
Prefixes
Justice Grants Terminology

SCAAP Application Submission and Acceptance JARG | 2

Introduction and
Overview

How to Use this Guide
This Job Aid Reference Guide (JARG) will help Application
Submitters (AS) complete and submit a State Criminal
Alien Assistance Program (SCAAP) solicitation. This
document is part of a larger training and resource
package that is accessible on the JustGrants Application
Submission Training website.

Linked Content
This guide uses a chapter-linked table of contents to help
users navigate to specific content. In addition, a link has
been included on each page to help the user navigate in
this JARG.

Home

Home

To return to the table of contents, select the
Home icon located at the bottom left corner of the
page.

SCAAP Application Submission and Acceptance JARG | 4

Application Submission JARG
Overview
This SCAAP Submission and Acceptance
JARG:

Home



Describes the AS role and
responsibilities.



Provides an understanding of the SCAAP application
purpose and process.



Provides directions for locating applications in
JustGrants.



Provides directions for editing a SCAAP application.



Provides directions to complete SCAAP-specific data
entry.



Provides directions to review, submit, and
troubleshoot SCAAP applications.



Explains the process to accept a SCAAP award.



Explains the SCAAP closeout process.

SCAAP Application Submission and Acceptance JARG | 5

Application Submitter Overview

Abilities & Responsibilities

Home



Identify the forms needed to submit an
application in JustGrants.



Complete an application on behalf of an entity,
including certifying information.



Submit the application in JustGrants.

SCAAP Application Submission and Acceptance JARG | 6

Application Submission Overview
The Application Submission process involves completing
and submitting web-based forms as well as attachments
required by the SCAAP solicitation.
Applicants have two application submission deadlines:

Home

SCAAP Application Submission and Acceptance JARG | 7

Application Submission Overview
(cont.)
Data transferred to JustGrants from the SF-424 form can
be edited in JustGrants during part two of the
Department of Justice’s (DOJ) application process. There
are two exceptions to the edits:



Entity identifiers: Can only be changed directly in
SAM.gov.
Contact information: The two contacts (Authorized
Representative [AR] and AS) listed in the SF-424 on
Grants.gov are imported into JustGrants.

Any information related to these two contacts needing to
be revised must be made by the Entity Administrator (EA)
in the DIAMD secure user management system.

Printing
Printing the application before it is submitted is
recommended. Note that the AS (discussed on the
following page) can print the application at any time.
For more information about printing an application, refer
to the Printing an Application in JustGrants Quick
Reference Guide (QRG) located on the
JusticeGrants.usdoj.gov resources website.

Home

SCAAP Application Submission and Acceptance JARG | 8

SCAAP Overview
The Office of Justice Programs
(OJP) Bureau of Justice
Assistance (BJA) administers
the State Criminal Alien
Assistance Program (SCAAP). OJP makes payments to
states and units of local government that incur certain
types of costs due to the incarceration of undocumented
criminal aliens during a specific twelve (12)-month
reporting period.
Important: Unit of local government means a political
subdivision of a state with authority to independently
establish a budget and impose taxes (typically, a
“general-purpose” political subdivision of a state). The
term may include a county or municipality (e.g., city,
county, town, township, village, borough, or parish).
Note: A department or agency that is part of such a unit
of local government is not itself considered a unit of local
government (such as a sheriff or jail), and applications
listing an agency that is not the “unit of local
government” will be denied.

Home

SCAAP Application Submission and Acceptance JARG | 9

SCAAP Overview (cont.)
Payments are made in
connection with undocumented
aliens who had been convicted
of at least one felony or two
misdemeanors (typically for violations of state or local
law) and were incarcerated under the legal authority of
the applicant government for at least four (4)
consecutive days.
As part of its application, each applicant government
provides information about incarcerated individuals.
Each applicant government must also provide
information pertinent to its average incarceration costs
during the reporting period.
Broadly speaking, SCAAP payments are calculated from
information provided by applicant governments in online
applications, information provided to OJP by the
Department of Homeland Security (DHS) regarding the
DHS review of data on eligible inmates, and the amount
of appropriated funds available for the SCAAP application
cycle. All information submitted as part of an application
is subject to review by OJP.

Home

SCAAP Application Submission and Acceptance JARG | 10

Locate an Application:
Single Application
Submitter

Locate an Application
Access My
Worklist

Steps 1 – 3

1)

Select the Home link on the left to open a list of applications
assigned to the user under the My Worklist section.
OR

2)

Select the Application link on the left to open a list of
applications for the user’s entity.

3)

Select the application to open.

NOTE: Applications may also be referred to as Grant Packages in JustGrants.
NOTE: To verify that the correct application is displayed, select the caret to the
left of the Case ID link to display the Project Title and Application Number. The
Application Number corresponds to the Grants.gov tracking number.

1

2
3

Home

SCAAP Application Submission and Acceptance JARG | 12

Locate an Application
Select
Application

Step 4

4)

Select the Begin link if the application was opened from the
Applications menu.

NOTE: The Assignments screen will be displayed if the application was opened
from the Applications menu. Select the Begin link for the Standard Application
Screen Flow Display, and the Application screen should appear.
NOTE: If the application was opened from the My Worklist section of the Home
screen, it will open automatically in edit mode and this screen will not appear.

4

Home

SCAAP Application Submission and Acceptance JARG | 13

Locate an Application
Step 5

5)

Edit Application

The application is open and ready for data entry.

NOTE: For instructions on how to locate an application with multiple
application submitters assigned, reference page 19 of the Application
Submission Job Aid Reference Guide.

Home

SCAAP Application Submission and Acceptance JARG | 14

Handling Duplicate
Submissions

Duplicate Submissions

Duplications

JustGrants supports the creation of multiple applications for unique
projects under the solicitation (when allowed by the specific
solicitation).
On this screen, JustGrants presents what it identifies as possible
duplicates received from Grants.gov based solely on the entity
identifier and solicitation title. The application submitter is asked to
determine if these are intentional (unique projects) that should move
forward for continued work/submission or unintentional (multiple
system or human submissions received from Grants.gov) that should
be withdrawn to prevent confusion and/or abandoned cases.

Home

SCAAP Application Submission and Acceptance JARG | 16

Duplicate Submissions (cont.)

Review All
Applications

Review each application on the list to determine if it should be
completed or removed. Select the Case ID link to review the
application details.


The option Remove this application resolves the duplicate
application and changes the status to Resolved Duplicate



The option Continue with the application creates a new case in
JustGrants to be completed and submitted as a separate
application

Home

SCAAP Application Submission and Acceptance JARG | 17

SCAAP Application Editing

Standard Application Section Fields


The Funding Opportunity and Assistance Listing fields are
prepopulated and not editable.



The Project Information section is prepopulated from the SF-424
form and can be edited.



The Areas Affected by Project field allows applicants to add the
geographic areas impacted by the project. Select the Add button
to include up to ten (10) entries. Entries can be zip codes,
states, precincts, or any other geographical area. If ten (10)
entries are not enough, additional areas can be added if the
award is funded.



Applicant Type is prepopulated from the SF-424 form and can be
edited by selecting a different option from the dropdown list.



Application Submitter Contact Information is prepopulated and
cannot be edited in the application. To make a change, the
Entity Administrator (EA) must reassign the application to
another Application Submitter (AS).



Type of Applicant is prepopulated from the SF-424 form and can
be edited by selecting a different option from the dropdown list.



Executive Order and Delinquent Debt Information is
prepopulated from the SF-424 form and can be edited by
selecting a different radio button.



Is the Applicant Delinquent on Federal Debt? section is
prepopulated from the SF-424 form and can be edited by
selecting a different radio button.

Home

SCAAP Application Submission and Acceptance JARG | 19

SCAAP Application Editing
Steps 1 – 3

Navigate a
Solicitation

1)

Navigate through the application using Continue on the bottom
right.

2)

Save edits to the application by selecting Save on the bottom
right.

3)

To leave the application without saving changes, select Cancel
on the bottom left. Cancel returns the user to the worklist
without saving any changes.

NOTE: There is a link to the solicitation at the top of the right column. This is a
useful reference when filling out an application.

3

Home

2

SCAAP Application Submission and Acceptance JARG | 20

1

SCAAP Application Editing
Steps 4 – 5

Standard
Applicant
Information

4)

The application opens to the Standard Applicant Information
section. Detailed field information for this section is found on
the "Standard Applicant Information Fields“ page in this
document.

5)

When complete, select Continue to move to the next application
section.

NOTE: Match and Program Income are not required and should be left blank.

5

Home

SCAAP Application Submission and Acceptance JARG | 21

SCAAP Application Editing
Steps 6 – 7

Confirm
Authorized
Representative

6)

Review the Confirm Authorized Representative page in the
Standard Applicant Information section. Applications for funding
for SCAAP require and display one AR.

7)

Select an Authorized Representative from the dropdown box.

NOTE: The message at the top of the page reads: “Every application must
have an AR. An AR must have the legal authority to enter into contracts,
grants, and cooperative agreements with the federal government on behalf of
the Entity.”
NOTE: Green checkmarks do NOT indicate a completed section, only that it
has been opened. The user will be prompted to complete all required
information before submitting an application.

7

Home

SCAAP Application Submission and Acceptance JARG | 22

SCAAP Application Editing
Steps 8 – 9

Confirm
Authorized
Representative

8)

Select Confirm. To close the window without confirming the AR,
select Cancel.

9)

Select Continue to open the SCAAP Applicant Information
section.

NOTE: ARs must have the legal authority to enter into contracts, grants, and
cooperative agreements with the federal government on behalf of the entity.
The Entity Administrator (EA) confirms the individual being selected has the
authority to do so. If the person selected has delegated authority, it is the
responsibility of the person listed to maintain documentation that they
possessed delegated authority on the date of the application submission.

8

Home

SCAAP Application Submission and Acceptance JARG | 23

SCAAP Applicant Information

Complete the SCAAP Applicant
Information Section
Steps 1 – 3

Upload Inmate
File

1)

Navigate to Upload Inmate File. The inmate file must be a .txt
file; no other file types are accepted. See the corresponding
SCAAP solicitation for details on inmate eligibility and the file
requirements.

2)

Locate the Inmate File on the user’s workstation or shared drive.

3)

Attach the Inmate File.

1
2
3

Home

SCAAP Application Submission and Acceptance JARG | 25

Complete the SCAAP Applicant
Information Section
Step 4

4)

Correct Errors

(As needed) If errors exist and the application submitter intends
to correct the errors, take the following steps:
a)

Delete the attached Inmate File using the trash can icon to
the right of the file name.

b)

Correct the records in the inmate file.
•

Select Upload Inmate File. The inmate file must be a
.txt file.

•

Locate the Inmate File on the user’s workstation or
shared drive.

•

Attach the Inmate File.

4

Home

SCAAP Application Submission and Acceptance JARG | 26

Complete the SCAAP Applicant
Information Section
Step 5

5)

Does Not
Correct Errors

(As needed) If errors exist, and the application submitter does
not intend to correct the file, a message appears.

NOTE: If errors are present in the inmate file, a message will display indicating
which records in the file contain errors. If the application submitter chooses to
continue processing the file without updating these records, all other records
will be processed, however, the rows with errors will not be included in the
award calculation.

5

Home

SCAAP Application Submission and Acceptance JARG | 27

Complete the SCAAP Applicant
Information Section
Step 6

6)

Correctional
Officer Info

Enter information in the “Correctional Officer” salary
expenditures detail (for the corresponding reporting period)
section. See the corresponding SCAAP solicitation for details on
the correction officer salary, bed count, and total inmate days.

NOTE: See the corresponding SCAAP solicitation for the definition of
“correctional officer”.

6

Home

SCAAP Application Submission and Acceptance JARG | 28

Complete the SCAAP Applicant
Information Section
Steps 7 – 10

Correctional
Officers and
Facilities

7)

Enter the total number of full-time correctional officers employed
by the applicant government during the reporting period
(required field).

8)

Enter the total number of reported full and part-time correctional
officers employed by the applicant government during the
reporting period.

9)

Enter the total number of full-time correctional officers providing
services to the applicant government as employees of contract
correctional facilities during the reporting period.

10) Enter the total number of part-time correctional officers
providing services to the applicant government as employees of
contract correctional facilities during the reporting period.

7
8
9
10

Home

SCAAP Application Submission and Acceptance JARG | 29

Complete the SCAAP Applicant
Information Section
Steps 11 – 16

Correctional
Officer Salary

11) Enter the sum of lines 1 through 4: correctional officer Full Time
Equivalent (FTE) (during reporting period).
12) Enter the actual salary expenditure for correctional officers
during the reporting period. This is a required field.
13) Select the Attach button to upload the correctional officer salary
expenditure details (for the reporting period) (required field).
14) Locate the file on the workstation or shared drive.
15) Select Open.
16) Select Attach.
NOTE: Commas are not valid characters when entering currency values.
JustGrants accepts only numeric entries.

11
12

13

Home

SCAAP Application Submission and Acceptance JARG | 30

Complete the SCAAP Applicant
Information Section
Steps 17 – 23

Facilities

17) In the Facilities Information section, enter the Maximum Bed
Count for the reporting period (required field).
18) Enter the Total all inmate days for the reporting period (required
field).
19) Select Attach to upload the All inmate days, by reporting day
detail (for the reporting period) file.
20) Locate the file on the user’s workstation or shared drive.
21) Select Open.
22) Select Attach.
23) Select Continue on the bottom right corner of the screen to open
the Disclosures and Assurances section.

17
18

19

Home

SCAAP Application Submission and Acceptance JARG | 31

Disclosures and Assurances

Disclosures and Assurances
Steps 1 – 2

SCAAP
Disclosures and
Assurances

1)

Open the Disclosures and Assurances menu option.

2)

Select the SCAAP Applicant Government and Submitting
Government Official menu option.

1
2

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SCAAP Application Submission and Acceptance JARG | 33

Disclosures and Assurances
Steps 3 – 4

Eligible Inmates

3)

Select the acknowledgement check box.

4)

Select Continue on the bottom right corner of the screen to open
the SCAAP Information on “Eligible Inmates” menu option.

3

Home

4

SCAAP Application Submission and Acceptance JARG | 34

Disclosures and Assurances
Steps 5 – 6

Correctional
Officers and
Facilities

5)

Select the Acknowledgement check box.

6)

Select Continue on the bottom right corner of the screen to open
the SCAAP Information on “Correctional Officers” and “Facilities”
menu option.

5

6

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SCAAP Application Submission and Acceptance JARG | 35

Disclosures and Assurances
Certify and
Submit

Steps 7 – 8

7)

Select the Acknowledgement check box.

8)

Select Continue on the bottom right corner of the screen to open
the Certify and Submit section.

7

8

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SCAAP Application Submission and Acceptance JARG | 36

SCAAP Application
Submission

SCAAP Application Submission
Steps 1 – 2

Check for Errors

1)

Review the application by selecting the caret to the left of the
application section accordion file.

2)

Select Check for Errors.

NOTE: To print a SCAAP application, follow the steps to print an application in
JustGrants using the Printing an Application in JustGrants Job Aid Reference
Guide.

NOTE: Items marked with a red asterisk are required components. It is not
possible to submit the application until the section is complete or an
attachment is included.

2

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SCAAP Application Submission and Acceptance JARG | 38

SCAAP Application Submission
Steps 3 – 5

Read
Application
Errors

3)

Open all accordion files with a red triangle error indicator to view
specific errors.

4)

Open the caret next to the error message at the top of the page
to list all application errors.

5)

Read through the error messages to understand all required
corrections. The details to locate errors in the application are
found in the corresponding accordion files.

4

Home

SCAAP Application Submission and Acceptance JARG | 39

SCAAP Application Submission
Steps 6 – 7

Locate Errors

6)

Within a section, there may be errors within the subsections
which are indicated by a triangular red error indicator.

7)

Select an error indicator to view the fields that require
correction.

7

Home

SCAAP Application Submission and Acceptance JARG | 40

SCAAP Application Submission
Step 8

8)

Resolve Errors

Follow the instructions at the top of the page to correct the error.

8

Home

SCAAP Application Submission and Acceptance JARG | 41

SCAAP Application Submission
Step 9

9)

Submit
Application

Once all errors have been corrected, select the Submit button on
the bottom right corner of the page. Upon submitting, a
notification in the bell alerts indicates that the application has
been submitted.

NOTE: It is recommended to print the application before submitting it,
however, the AS can print an application at any time. Refer to the
Printing an Application in JustGrants Quick Reference Guide (QRG)
for further details.

9

Home

SCAAP Application Submission and Acceptance JARG | 42

Assigning Contributors

Assigning Contributors
Step 1

Select Award

Prior to an award being accepted or declined, the EA should follow
these steps to assign contributors:
1)

Sign into JustGrants and select an award from My Worklist that
requires the assignment of contributors (Pending-Award External
Assignees under the Case Status column).

1

Home

SCAAP Application Submission and Acceptance JARG | 44

Assigning Contributors
Steps 2 – 3

Missing
Contributors

2)

Review any missing contributors listed in the banner at the top
of the page.

3)

To add a contributor, open the Select Party field and select the
role(s) to add.

NOTE: The textbox at the top of the page indicates PENDING-AWARD
EXTERNAL ASSIGNEE award status which denotes one or more assigned
contributor is missing.

2
3

Home

SCAAP Application Submission and Acceptance JARG | 45

Assigning Contributors
Steps 4 – 5

Assign Role

4)

Open the drop-down menu with the list of users assigned a role
and select the user who will fulfill that role on this award.

5)

Select OK associated with the role.

NOTE: The AR must have the legal authority to enter into contracts, grants,
and cooperative agreements with the federal government on behalf of the
Entity. The EA must confirm that the individual being selected to accept or
decline an award has the legal authority to enter into contracts, grants, and
cooperative agreements with the federal government on behalf of the Entity.

4

Home

5

SCAAP Application Submission and Acceptance JARG | 46

Assigning Contributors
Step 6

6)

Submit

Once the EA has added all required contributors, select Submit
to finalize the assignment process.

6

Home

SCAAP Application Submission and Acceptance JARG | 47

Assigning Contributors
Pending Award
Acceptance

Step 7

7)

After submitting the contributor changes, the award status in the
textbox at the top of the page changes from PENDING-EXTERNAL
ASSIGNEE to PENDING-AWARD ACCEPTANCE. The award is then
routed to the worklist for the assigned AR.

7

Home

SCAAP Application Submission and Acceptance JARG | 48

SCAAP Award Acceptance

SCAAP Award Acceptance
Step 1

1)

Select Award

Select the award from My Worklist.

NOTE: The Authorized Representative has the authority to accept or decline
the award on behalf of the Entity. Award Acceptance binds the organization to
the award conditions contained in the Award Package. The AR has legal
authority to enter into contracts, grants, and cooperative agreements with the
federal government on behalf of the entity that binds the organization to the
award conditions. If the AR does not see an application in their worklist, it is
not assigned to them.
NOTE: There are no post-award reporting requirements for a SCAAP award.
NOTE: There is no closeout requirement for SCAAP. Once the funds are drawn
down in Automated Standard Application for Payments (ASAP), the award will
be closed.

1

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SCAAP Application Submission and Acceptance JARG | 50

SCAAP Award Acceptance
Award
Acceptance

Step 2

2)

To accept the award, the AR must expand all sections of the
award package and certify via check boxes. The AR’s title,
contact information, the date, and time automatically populate
the acceptance tab.

2

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SCAAP Application Submission and Acceptance JARG | 51

SCAAP Award Acceptance
Steps 3 – 5

Select Accept

3) Once all acceptance boxes in each tab have been selected, select
Accept to proceed. After accepting, the system will display a
banner indicating the award has been accepted.
4) If an organization wishes to decline an award, select Decline to
proceed. A mandatory explanation box appears.
5) Type the reason for declining and select Submit.

NOTE: If a user fails to complete a section, Accept will not function.

4

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3

SCAAP Application Submission and Acceptance JARG | 52

SCAAP Award Closeout

SCAAP Award Closeout Overview
The SCAAP Closeout process is managed automatically in
JustGrants.
Once the award has been accepted and all funds have
been drawn down, leaving the ASAP account at zero
dollars, JustGrants automatically moves the award into
Pending-SCAAP Closeout status.
If a SCAAP drawdown fails, the award status will change
to Pending-SCAAP Payment fail.
In the rare instances that a SCAAP award has not drawn
down all the funding and it is one day after the project
period end date, the closeout will appear in the Grant
Award Administrator worklist. Once the grantee draws
down all the funding, the award will move to the
automated closeout process from the Grant Award
Administrator worklist.
After 31 days, the award is fully closed.
NOTE: JustGrants runs a daily automatic process to check for
SCAAP awards that satisfy the conditions above. All SCAAP awards
that satisfy these conditions are moved to Pending-SCAAP Closeout
status for a waiting period of 30 days. If the award still satisfies
these conditions after the 30-day waiting period, the award is
moved to UFMS Closeout.

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SCAAP Application Submission and Acceptance JARG | 54

Available Funding Balance

Verify Closeout

To verify that a SCAAP award is ready to be closed out, open the
Funding Balance and Availability section of the funded award.
JustGrants will automatically close out a SCAAP award when:
• ASAP Account Status is Open;
• ASAP Account Balance is $0.00;
• Total Hold Amount is $0.00;
• Drawdown Total equals the Federal Award Amount (in the Funded
Award Header).

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SCAAP Application Submission and Acceptance JARG | 55

Failed SCAAP Drawdown

Pending-SCAAP
Payment Fail

1)

If a SCAAP drawdown fails, the award status will change to
Pending-SCAAP Payment Fail.

2)

If a SCAAP award has not drawn down all the funding and it is
one day after the project period end date, the closeout will
appear in the Grant Award Administrator worklist.

3)

Once the grantee draws down all the funding, the award will
move to the automated closeout process from the Grant Award
Administrator worklist.

NOTE: If the funds are not going to be drawdown, the closeout must be submitted
to the DOJ Grant Manager. If the funds are not drawdown by 120 days after the end
date, the award will automatically move to DOJ for closeout.

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SCAAP Application Submission and Acceptance JARG | 56

Regular Closeout Process

Pending-SCAAP
Payment Fail

1)

If a SCAAP award has not drawn down ALL the funding and it is
one day after the project period end date, the closeout will
appear in the Grant Award Administrator worklist under the
Award Status column.

2)

Once the grantee draws down all the funding, the award will
move to the automated closeout process from the Grant Award
Administrator worklist.

3)

If the grantee does not want to drawdown all the funds, the
Grant Award Administrator can submit the closeout directly to
the Grant Manager. Closeouts not submitted within 120 days
will be automatically moved to DOJ for processing.

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SCAAP Application Submission and Acceptance JARG | 57

Appendix

Award Attachments

Award Attachments

Entity Administrators and Authorized Representatives can attach these
items to awards

Attach the following items as required to award deliverables for DOJ
review.

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SCAAP Application Submission and Acceptance JARG | 60

Prefixes

Record Type Prefixes

The following case number prefixes are used in JustGrants.

Case

Home

Case Number Prefix

Application

A-

ASAP Authorization

AA-

Annual Programmatic Review*

APDR-

Award Package

AW-

Funding Approval

FA-

Funded Award

FAW-

Funded Supplemental Award

FAWS-

Federal Financial Report

FFR-

Grant Award Modification

GAM-

Monitoring

M-

Performance Report

PR-

Solicitation Initiation

SI-

Solicitation Template

ST-

UFMS Obligation

UO-

SCAAP Application Submission and Acceptance JARG | 62

Justice Grants Terminology

Justice Grants Terminology (A - C)
Annual Programmatic Desk Review
The Annual Programmatic Desk Review (APDR) is conducted on all
Funded Awards and consists of seven questions that grantees must
answer. APDRs take place within the Funded Award in JustGrants.
Award Conditions
In the legacy system, this was referred to as “Special Conditions”.
Case ID
The Case ID is the unique identifier for every type of record in
JustGrants. For example, the Case ID for an application is the
Application number. For a Funded Award, the Case ID is the Award
Number. Each type of record has a Case ID.
Case Status
The status is the type of record that is displayed. The status list
displayed is determined by the type of case associated with it.
Category
Documents uploaded to the Entity Documents repository are
categorized:
•
Disclosure of Process Related to Executive Compensation;
•
Budget Financial Management Questionnaire;
•
Budget Indirect Cost Rate Agreement;
•
File;
•
Legacy Attachments;
•
Proof of 501 © Status (Nonprofit Organization Only).

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SCAAP Application Submission and Acceptance JARG | 64

Justice Grants Terminology (F - G)
Financial Manager
The Financial Manager is a grantee role responsible for submitting
federal financial reports (FFRs), processing financial Grant Award
Modifications (GAMs), and initiating closeout.
Funded Award
A funded award is an award that has been approved for fund
disbursement to a grantee and has been accepted by that grantee.
Grant Award Administrator
This is the grantee role that manages many aspects of the grant. This
role allows a grantee to view and submit performance reports, initiate
Grant Award Modifications (GAMs), review and respond to monitoring
issues as applicable, upload documents, and view award,
application, and solicitation information.
Grant Award Modification (GAM)
A request for a modification to a key element to a funded award.
Most GAMs can be initiated by a grantee but must be approved by
DOJ personnel. GAMs can be created to extend the project period,
updated the project scope, modify programmatic costs, reduce the
budget amount, modify the budget, or modify the sole source.

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Justice Grants Terminology (P - S)
Program Office
Within the Office of Justice Programs (OJP), there are several
Program Offices:
•

Bureau of Justice Assistance (BJA);

•

Bureau of Justice Statistics (BJS);

•

National Institute of Justice (NIJ);

•

Office of Juvenile Justice and Delinquency Prevention (OJJDP);

•

Office for Victims of Crime (OVC);

•

Office of Sex Offender Sentencing, Monitoring, Apprehending,
Registering, and Tracking (SMART).

Role Names
Roles determine the access a user is granted in the system. Users
may be granted multiple roles in JustGrants, depending on the tasks
they perform.
Survey Repository
A library of questions, question pages, and question sets that make
up questionnaires that are included in solicitations. The answers
applicants supply in these questionnaires provides the basis for
performance reporting in funded awards.

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Justice Grants Terminology (U)
UEI
A Unique Entity Identifier (UEI) is a unique number assigned to all
entities (public and private companies, individuals, institutions, or
organizations) who register to do business with the federal
government.
Urgency
The number of days until or since the due date of the case, whether
it is an application, a grant package, an award, a federal financial
report, a performance report, or other items in JustGrants.

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December 2023
Version 2.1