Frequently Asked Questions

JustGrants is the U.S. Department of Justice’s (DOJ) grants management system used by the Office of Justice Programs (OJP), the Office on Violence Against Women (OVW) and the Office of Community Oriented Policing Services (COPS Office).

To learn more about JustGrants, visit the About page.

For assistance with creating or updating your JustGrants account, review the JustGrants User Support page for helpful self-service information and resources.

For technical issues —

• COPS Office and OJP applicants, and award recipients should contact [email protected] or 833–872–5175, Monday through Friday from 7:00 a.m. to 9:00 p.m. ET; Saturday, Sunday and federal holidays from 9:00 a.m. to 5:00 p.m. ET.
   
• OVW applicants and award recipients should contact [email protected] or 866–655–4482.

We recommend using Chrome or Microsoft Edge for JustGrants. The primary language setting must be English (United States).

Click the “Continue” or “Save” button to save your work.

We recommend saving often and before you navigate to other sections of JustGrants as the system will automatically log you out if you are inactive for 15 minutes.

Visit our Glossary of Terms page to search for terms or filter through the terminology in alphabetical order.

The JustGrants Resources website’s Training Overview page is the key site for resources to assist you in navigating JustGrants. Training topics include:

• Entity Management
• Entity User Experience
• Application Submission
• Grant Award Acceptance
• Award Management
• Grant Award Modifications
• Financial Reporting
• Performance Reporting
• Monitoring
• Closeout

The JustGrants training pages provide on-demand access to self-guided eLearning videos, job aid reference guides, checklists and infographics to support your work wherever you are in the grant life cycle.

For additional training-specific questions, contact [email protected].

Visit the Weekly Training Webinars page to learn more about training webinars and to register for an upcoming event. The JustGrants team hosts four weekly webinars on:

• Entity Management
• Application Mechanics: Submitting an Application
• Award Acceptance
• Post-Award Management

Review the Entity Management and Entity User Experience training materials.

For instruction on how to reset your password, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

For information on how to unlock your account, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD home page, select “Manage Entity.” On the Manage Entity screen, select a new entity administrator and click “Save.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD home page, select “Invite Member.” Fill in the member’s data, select one or more roles to assign to them, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD homepage, select “Manage Member.” From the Manage Member screen, select the roles you want to add or remove from the member, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD home page, select “Manage Entity.” Locate the “Member Management” section of the page and select the members to be removed from the entity. For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

On the DIAMD login screen, enter your username and password and click “Sign In.” On the SMS Authentication screen, click the “Send Code” button. Enter the code you receive via SMS and click “Verify.” For information on how to reset your password, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

If you need technical assistance with your account or logging on to the system, and you cannot resolve the issue using the Self-Service Support section, please provide the following detailed information when reporting a technical issue to JustGrants Support:

• A clear statement of the issue encountered, including the task you are trying to accomplish 
• Unique Entity Identifier (UEI)
• Award number
• A screen shot of your entity profile that contains your entity information
• The roles you have in JustGrants
• A screen shot of the issue you are facing that captures the entire browser and where you are in the application
• The steps you took to get there
• Date and time of when issue occurred
• Operator ID
• Browser version

For technical support or to report issues with JustGrants:

• COPS Office and OJP applicants and award recipients should contact [email protected] or 833–872–5175, Monday through Friday from 7:00 a.m. to 9:00 p.m. ET; Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET.
• OVW applicants and award recipients should contact [email protected] or 866–655–4482.

JustGrants uses SAM as the primary source of agency information in applying for and managing DOJ grant funding.

In JustGrants, an applicant and/or award recipient organization is called an “entity,” and information in an entity’s SAM registration is automatically updated in JustGrants. Therefore, maintaining an updated registration in SAM.gov is critical to an entity’s ability to apply, receive funding, and register in both the Automated Standard Application for Payments (ASAP) and JustGrants systems.

Visit the Resources for Using SAM page to learn more.

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or contact the SAM Service Desk (Federal Service Desk) for assistance.

To learn more about the DOJ application submission process, visit the JustGrants Application Submission training page.

Section 200.204(a) (Notices of funding opportunities, Summary of information in notices of funding opportunities) of 2CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards states, “The Federal awarding agency must display the following information posted on the OMB-designated governmentwide website for funding and applying for Federal financial assistance…”

Grants.gov is currently the OMB-designated government-wide website for funding and applying for federal financial assistance. DOJ announces all federal discretionary competitive funding opportunities as well as non-competitive funding opportunities in Grants.gov.

Grants.gov is the first step of the application process where the applicant must complete the SF-424 before proceeding. Once submitted, application information will be automatically transmitted to JustGrants, where applicants will need to complete the remaining sections of their application. JustGrants was designed to leverage the authentication and registration information, which is initiated in SAM.gov and used to apply in Grants.gov, to authorize the electronic submission of an application in JustGrants. 

Please note, there are two submission deadlines for DOJ funding opportunities. First, the Grants.gov submission deadline, which must be met before an applicant can submit the full application in JustGrants, followed by the JustGrants deadline. The deadlines for each DOJ funding opportunity can be found on the cover page of the notice of funding opportunity for which the applicant is applying.

The SF-424 is a standard form required for submission of pre-applications, applications and related information. Grants.gov will highlight the specific fields that are required to complete in order to submit the SF-424.

In Section 8.F of the SF-424, please include the name and contact information of the individual who will complete the application materials in JustGrants. JustGrants will use this contact information to assign the Application Submitter role in JustGrants.

No. You must submit the SF-424 in Grants.gov first.

Once you get into JustGrants, you can update most data fields associated with the SF-424 (e.g., requested funding amount, project title, type of applicant). The only data that cannot be edited directly in the application in JustGrants are the entity and program identifiers (e.g., UEI, Funding Opportunity Number). 

The individual identified in the (Name and contact information of person to be contacted on matters involving this application) in Section 8.F of the SF-424 will be designated as the Application Submitter in JustGrants. This information in the SF-424 cannot be changed; however, the Entity Administrator can reassign the Application Submitter role to another user in JustGrants.

Every entity has a designated Entity Administrator. The Entity Administrator needs to invite additional users in the Digital Identity and Access Management Directory (DIAMD), which will automatically send an email to the new user with instructions to create an account and login for JustGrants.

Entity Administrators are encouraged to view the Training: Entity Management page to learn how to manage entity users.

Only Entity Administrators can assign or change user roles in JustGrants. Entity Administrators can manage users and roles for their entity in the Digital Identity and Access Management Directory (DIAMD) and then assign them to specific applications and awards in JustGrants.

Refer to the Training: Entity Management page to learn how to manage entity users, roles, and assignments.

No. There can be only one Entity Administrator.

There is no "alternate" Entity Administrator role. However, Entity Administrators are encouraged to identify a potential "back-up" in advance so they may transfer the role to another entity user when needed.

The Entity Management Job Aid Reference Guide outlines how to transfer the Entity Administrator role.

Yes. Your Entity Administrator can invite anyone to work in JustGrants on your entity's behalf. However, if an individual supports multiple entities, that individual must use a different email address for each entity in JustGrants.

The Entity Management Job Aid Reference Guide outlines how your Entity Administrator can invite users into JustGrants on your entity's behalf.

Yes. Entity Administrators can refer to the Entity User Experience Job Aid Reference Guide for help with reassigning users to applications and awards in JustGrants. 

If the Entity Administrator is no longer with your organization, please contact JustGrants User Support for assistance.

Yes. One user can hold multiple roles, up to and including all the available roles in JustGrants.

Each application must have an assigned Application Submitter and an assigned Authorized Representative (note: COPS Office applications require two Authorized Representatives). One individual can be assigned both roles for a single application, if your organization so chooses, but they do not have to be the same person. 

Each award can be assigned one Grant Award Administrator and one Alternate Grant Award Administrator at a time. The Entity Administrator can reassign those roles to another User when needed.

The person who accepts or declines awards on behalf of an entity must have legal authority to enter into contracts, grants, and cooperative agreements with the federal government on behalf of the entity. Accepting an award binds your entity to the award conditions, and it is the responsibility of your entity to ensure the Authorized Representative has the authority to do so.

To identify your E-Biz POC, visit SAM.gov, select "Search Records," enter your entity information, and then view "POCs" (including the E-Biz POC) within the Entity Profile. 

A Unique Entity Identifier (UEI) is a 12-character alphanumeric value assigned to all entities. Entities can locate their UEI in SAM.gov, or in USASpending if they have previously received federal funding. Note: If your entity applies for or has DOJ awards under multiple UEI numbers, each UEI will have a separate JustGrants profile.

As of April 4, 2022, the federal government no longer uses a DUNS number to uniquely identify entities. Entities doing business with the federal government must use the UEI created in SAM.gov. Learn more about UEI numbers.

The Taxpayer Identification Number (TIN) or Employer Identification Number (EIN) is a unique identifier assigned by the IRS for tax and reporting purposes. Visit the Internal Revenue Service website for more information about TINs and EINs, and how to obtain one.

An Originating Agency Identifier (ORI) number was previously required for COPS Office Grantees and awards. This number is assigned by the FBI and was the agency's unique identifier. The number is included as a reference for COPS Office awards made in FY 2020 and prior years. Currently, the entity's UEI serves as the unique identifier for COPS Office awards.

JustGrants pulls entity information from SAM.gov. Your entity’s address must be up-to-date in SAM.gov. After updating your address in SAM.gov, you will generally see updated information in JustGrants within 1-5 days.

Throughout the federal government, SAM.gov is considered the "source of truth" for organizational entity information. JustGrants pull critical entity identifiers from SAM.gov on a daily basis and then updates the Entity Profile within 1-5 days.

Maintaining an "active" SAM.gov entity registration status is critical. If an entity's registration expires, its DOJ grant funding will be suspended until the status becomes "active" again. 

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or contact the SAM Service Desk (Federal Service Desk) for assistance. 

All entities seeking Department of Justice (DOJ) grant funding must have an active registration in SAM.gov. Once registered, entities must complete annual renewals to maintain an active status.

It is recommended that you begin the SAM.gov registration or renewal process 30 days prior to any deadlines to allow for the time necessary to complete the full process, including SAM.gov's entity validation process. If you intend to apply for a specific DOJ opportunity, refer to the Grants.gov due date provided on the notice of funding opportunity, and plan your SAM.gov registration accordingly.

For additional support, visit SAM.gov Help.

View our DIAMD FAQs for help.

From the DIAMD home page, select “Manage Entity.” On the Manage Entity screen, select a new entity administrator and click “Save.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD home page, select “Invite Member.” Fill in the member’s data, select one or more roles to assign to them, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD homepage, select “Manage Member.” From the Manage Member screen, select the roles you want to add or remove from the member, and click “Submit.” For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

From the DIAMD home page, select “Manage Entity.” Locate the “Member Management” section of the page and select the members to be removed from the entity. For more information, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

On the DIAMD login screen, enter your username and password and click “Sign In.” On the SMS Authentication screen, click the “Send Code” button. Enter the code you receive via SMS and click “Verify.” For information on how to reset your password, see the DIAMD Frequently Asked Questions (FAQs) (updated February 8, 2021).

Explore open and forthcoming DOJ funding opportunities and sign up to receive emails as new funding opportunities are released on our Find DOJ Funding Opportunities page.

Follow the step-by-step breakdown of the application process on our Application Submission page with access to eLearning videos, up-to-date reference guides and other relevant resources. Specifically —

• the Application Submission Checklist provides an overview of the necessary steps to complete the two-part application process in Grants.gov and JustGrants;
• the Application Submission Job Aid Reference Guide provides a detailed overview of the application submission process; and
• the Weekly Training Webinars page includes the schedule for upcoming training webinars with sessions dedicated to the application process, entity management, award acceptance and Post-Award.

No. All applications must be submitted electronically via Grants.gov and JustGrants.

If requesting additional funding, a new application is required.

Current award recipients may request an extension to receive additional time to achieve the goals and objectives of their program. These extensions are not automatic and do not provide additional funding. All extension requests will be evaluated on a case-by-case basis.

Access the Training: Grant Award Modifications page for resources on this topic or contact your assigned DOJ Grant Manager.

No. The budget form is not available for download at this time. Please refer to your specific notice of funding opportunity (NOFO) for details.

For NOFOs that use the web-based budget form, you are required to manually enter the budget information. Some formula NOFOs ask for a budget attachment. Please refer to your specific funding opportunity for details.

Each grant making component (COPS Office, OJP and OJP) has different requirements. JustGrants has the ability to collect year-by-year budget information. Please refer to the specific program NOFO to confirm whether you should enter yearly or lump-sum budget information.

Please refer to the NOFO and to the information next to “Instructions” at the top of each budget category in JustGrants.

The Application Submitter is solely responsible for certifying the application.

Additional information about the Application Submitter role and the application certification process can be found in the Application Submission Job Aid Reference Guide.

Yes. One user can hold multiple roles, up to and including all of the available roles in JustGrants.

Each application must have an assigned Application Submitter and an assigned Authorized Representative (note: COPS Office applications require two Authorized Representatives). One individual can be assigned both roles for a single application, if your organization so chooses, but they do not have to be the same person.

No. There can only be one Entity Administrator.

There is no “alternate” Entity Administrator role. However, the current Entity Administrator may transfer their role to another member/entity user in the Digital Identity and Access Management Directory (DIAMD).

The Entity Management Job Aid Reference Guide outlines how to transfer the Entity Administrator role.

Yes. Your Entity Administrator can invite anyone to work in JustGrants on your entity's behalf. However, if an individual supports multiple entities, that individual must use a different email address for each entity in JustGrants.

The Entity Management Job Aid Reference Guide outlines how your Entity Administrator can invite users into JustGrants on your entity's behalf.

The person who accepts the award should be fully authorized to enter into an agreement with the Department of Justice, and must certify that they have the authority to accept an award on behalf of the entity. Accepting an award binds your organization to the award conditions; it is the responsibility of your organization to ensure that the person accepting the award has the authority to do so.

Yes. Entity Administrators can refer to the Entity Management Job Aid Reference Guide for help with reassigning roles in JustGrants.

If the Entity Administrator is no longer with your organization, please contact JustGrants User Support for assistance.

No. Only one Application Submitter can be assigned to the application at a time.

The Entity Administrator can reassign the application to another user that possesses the Application Submitter role if someone else in the organization needs to work on the application.

JustGrants identifies potential duplicate applications when a new application is received.

The Application Submitter will be presented with a screen showing all of an entity’s applications associated with a single NOFO. The Application Submitter can compare project titles and other application information to determine if an application should be marked as a duplicate or if all applications should move forward.

Note: if an application is marked duplicate, it cannot be accessed, and this action is not reversible.

The Application Submitter, Authorized Representative and Entity Administrator assigned to the submitted application will receive a submission confirmation via email.

• "New" means that JustGrants has received the application from Grants.gov and the application has been assigned to the designated Application Submitter (i.e., will be visible on that user’s Worklist).
   
• "Draft" means that the applicant has started working on the application in JustGrants.
   
• "Application Submitted" means that your application has been submitted in JustGrants.

All entity users can view their entity’s application in JustGrants. However, keep in mind that only users assigned to specific applications will be able to take actions within those applications.

Watch our short Application Mechanics: Submitting an Application eLearning video chapter on Review, Certify, and Submit Application for more information on what to expect after submitting your completed application in JustGrants.

Yes. Awards should be accepted within 45 days of the award date. 

• Pending-Award External Assignee — the Entity Administrator needs to assign the Financial Manager and Grant Award Administrator roles, and review/confirm/change the Authorized Representative.
   
• Pending-Award Acceptance — the Entity Administrator has made all needed role assignments. The award is now ready for the assigned Authorized Representative to accept.
   
• Pending-Account Creation — the Authorized Representative has accepted the award and ASAP initiates an account creation, where award funds are deposited, so the recipient can make payment requests.
   
• Pending-ASAP Enrollment — the entity must complete the enrollment process in ASAP; all recipients of DOJ funds must enroll in ASAP.
   
• Pending-Active — all technical aspects have been completed. Note that this does not mean that activities can begin; contact your DOJ Grant Manager before obligating, expending, or drawing down any funds, or starting any activities.

The start date of the award is listed in the Project Information section of the award package.

Award conditions are terms and conditions that are included with the award. Award recipients will view and accept all award conditions as part of their funded Award Package. Award conditions may include requirements covering areas such as programmatic and financial reporting, prohibited uses of federal funds, consultant rates, changes in key personnel, and proper disposition of program income.

Some award conditions may be based on the program or the nature of the award itself. Regardless of the grant-making component or the award, there are several mandatory award conditions that will be included on any DOJ award.

Some conditions require action in order to satisfy them. Those conditions that still require further action are marked as “no,” not in compliance yet in JustGrants. 

View the Award Conditions Job Aid Reference Guide for information about award conditions and award conditions compliance.

The person who accepts the award should be fully authorized to enter into an agreement with the Department of Justice and must certify that they have the authority to accept an award on behalf of the entity.

Accepting an award binds your organization to the award conditions; it is the responsibility of your organization to ensure that the person accepting the award has the authority to do so at the time they take this action.

ASAP is the shared services payment system used by the Department of the Treasury that replaced the Grants Payment Request System for grants payments. Through this platform, recipients of DOJ grant awards and other forms of federal assistance are able to request and receive payments for grants managed through JustGrants.

To learn more about ASAP, see the ASAP Resources page.

Based on the recommendation of the Office of Management and Budget and the Chief Financial Officers Council, DOJ selected ASAP from two approved shared service grant payment systems. The October 15, 2020, launch date was selected to align the release of JustGrants and the transition to ASAP and DOJ's financial management system. The Grants Payment Request System is no longer accessible (as of September 23, 2020).

Yes, all DOJ award recipients must use ASAP for payment requests. The Grants Payment Request System is no longer accessible (as of September 23, 2020).

No.

The Department of the Treasury's Bureau of the Fiscal Service—ISIM PP will send two emails to the entity's System for Award Management (SAM) Electronic Business Point of Contact (E-Biz POC)—one containing a username and one containing a temporary password and a link to create a new password.

After receiving both emails, the POC must complete the following steps:

1. Use the username and temporary password provided to log in to the ISIM system to change your password and complete your security questions.
2. Log in to ASAP using your username and your new password.
3. Accept the ASAP terms.
4. Select "1 notification awaiting review."
5. Select "Unread" from the Notification Status drop-down menu, then select "Continue."
6. Select the magnifying glass on the right side of the screen to view the Enrollment Notifications.

To learn more about the ASAP registration process, please see the ASAP Enrollment Checklist.

To identify your E-Biz POC, visit SAM.gov, select "Search Records," enter your entity information, and then view "POCs" (including the E-Biz POC) within the Entity Profile.

Yes. The SAM E-Biz POC has been designated as the ASAP POC to complete enrollment and will receive the ASAP enrollment emails. During the enrollment process, the POC can add the appropriate users to the ASAP roles.

For any inquiries related to your SAM account, please use the resources available on SAM.gov and/or reach out to the SAM service desk for assistance. Contact information for SAM support is available here.

Entities new to DOJ will be invited to enroll in ASAP during the award notification and acceptance process. If you have not yet received your ASAP enrollment invitation, please check your spam filters to see if the email was filtered out. If the ASAP enrollment invitation is not in your spam folder, contact the OCFO Customer Service Center by email at [email protected] or by phone 800-458-0786 to request that your invitation be resent.

Entities can also check the status of their enrollment (including whether their enrollment has been initiated) by contacting [email protected] and providing their entity's Unique Entity Identifier(s) and EIN.

For ASAP, legitimate emails from the Department of the Treasury will be sent from the Bureau of the Fiscal Service–ISIM PP [[email protected] or [email protected]]. The Department of the Treasury uses a standard template as the basis for its outreach to the SAM E-Biz POCs. Two enrollment emails—one containing a username and one containing a temporary password and a link to create a new password—will be sent to your entity's SAM Electronic Business Point of Contact (E-Biz POC) from the Department of Treasury's Bureau of the Fiscal Service.

DOJ award recipients can contact the OCFO Customer Service Center by email at [email protected] or by phone 800–458–0786 and provide their entity's Unique Entity Identifier(s) and EIN to determine whether their entity already has an existing enrollment with ASAP.

The ease and convenience offered to our grantees and award recipients through the ability to use their existing ASAP accounts is one of the main reasons behind the transition from the Grants Payment Request System to our new payment management system. Your entity's ASAP point of contact (POC) and ASAP Financial Official (FO) will receive notification of enrollment into DOJ's ALC 1504001. The enrollment process for existing ASAP entities is simplified and only requires establishing a banking account(s) for DOJ's ALC 1504001.

If your entity FO wants to use the existing banking account(s) for ALC 1504001, the FO should not click the link on the ASAP home page. They should Click Enrollments > Modify/Delete Banking Data to enable the current banking account(s) for DOJ award payments.

If your entity FO wants to add new banking account(s) for ALC 1504001, the FO can click the link on the ASAP home page or Click Enrollments > Add Banking Data.

This simplified enrollment step will then associate DOJ awards to your entity's profile and users.

• The Initial Point of Contact is added by the federal agency, and can self-designate all roles and create additional users.
• The Point of Contact (POC) adds users or modifies their roles.
• The Head of Organization (HOO) approves changes to users and their roles.
• The Financial Official (FO) enters and maintains banking account information.
• The Authorizing Official (AO) adds Payment Requestors and Inquirer Only users.
• The Payment Requester initiates payment requests.
• An Inquirer Only can only run reports and cannot hold any other roles.

Yes. All roles require assignment during the enrollment process.

Yes. The Point of Contact can fill all of the roles, assign multiples roles to one person, or assign each role to a different person.

A recipient entity can have only one POC in ASAP. However, there can be multiple users with different roles.

A recipient entity should contact the OCFO Customer Service Center by email at [email protected] or by phone 800–458–0786 for assistance in changing their ASAP POC.

DOJ's ALC is 15040001.

The ASAP account ID is the same as the DOJ award number in JustGrants (without the dashes).

If you have questions or need help using ASAP, you can contact the OCFO Customer Service Center by email at [email protected] or by phone 800–458–0786.

No. DOJ award recipients will not use the SF-425 reporting feature in ASAP. Recipients will submit financial reports in JustGrants.

Yes, the recipient entity will receive a notification in ASAP when funds are available for drawdown.

For the Bank Relationship, the numbers in the drop-down list represent a combination of the account number and routing number that have been partially sanitized for security reasons.

For the Payment Request Template, ASAP only supports templates within a single agency or region.

A summary payment requests one transfer of funds from multiple ASAP accounts. Individual payment requests separate transfer of funds per ASAP account.

The two payment methods are Fedwire and ACH:

• Select Fedwire for same-day settlement. Fedwire transactions settle almost immediately, assuming that there are no payment reviews associated with the account. Your financial institution may charge a fee for this type of transaction.
• Select ACH for next business-day settlement. If prefer same-day settlement, enter the current date in step 7. Same-day ACH payments must be requested before 2:30 p.m., Eastern Time.

The requested settlement date is the business date on which you would like to receive the funds.

This field allows the user to identify this request. Similar to a memo in a checkbook, it is used as an internal reference number by the grantee and has no impact the transaction.

The recipient ID is the seven-digit ASAP ID assigned during enrollment.

The ALC/region is the federal agency(s) and region(s) from which you are requesting funds. The ALC for DOJ is 15040001.

• Select Inquiries on the Menu, then select Account Statement Inquiries. 
• Enter the ALC/Region and Account ID. 
• Enter a date range in Settlement Date, then select a desired format and then select Continue. 

Review the DOJ User Training Automated Standard Application for Payments Guide.

Federal Financial Reports can be completed only by the assigned Financial Manager. If you are the assigned Financial Manager, reports will appear in My Worklist as soon as they are generated. Financial Managers can also find, complete, and submit FFRs in the Funded Award.

FFR deadlines are listed on page 8 of the Financial Manager Job Aid Reference Guide. Access the Training: Financial Reporting page for more information.

Financial Managers can view and print FFRs from the Assignments of the Active Funded Award tab. From the report screen, select “Print” from the Actions dropdown menu on the top right corner of the page.

Yes. An FFR can only be reassigned if the Financial Manager role is reassigned by the Entity Administrator to a different user with the Financial Manager role. The assigned Financial Manager is the only user able to complete FFRs.

Refer to the Entity User Experience Job Aid Reference Guide for step-by-step instructions on reassigning roles.

Performance reports provide information relevant to the performance and activities of a plan, program, or project. The assigned Grant Award Administrator can complete and submit performance reports by navigating to the Performance Report tab in the Funded Award.

In JustGrants, open the report and select “Print” from the Actions menu.

The purpose of a Grant Award Modification (GAM) is to update award details, modifying key facts or details about the award. A request for a modification to a key element of a funded award may be initiated by the entity but must be approved by DOJ personnel.

There are three categories of GAMs — programmatic, financial, and project period extension.

GAMs can be created to extend the project period, update the project scope, seek approval of programmatic costs, modify the budget, or request sole-source approval.

View GAM training resources to help you submit a GAM.

Yes. A GAM may be submitted by the Grant Award Administrator to request an extension to the project period. Refer to the following training resources to help you initiate a Project Period Extension GAM:

• JustGrants Grant Award Modifications: Project Period Extension eLearning video
• Grant Award Modifications Job Aid Reference Guide

A closeout package is generated one day after the end date of the award. The closeout package will appear in the Grant Award Administrator’s Worklist. The Grant Award Administrator can also access the closeout information from the Closeout tab in the Funded Award.

View Closeout training resources to help you submit the closeout package.

Within 120 days of the end of the period of performance the recipient must submit the following to the DOJ grant-making component:

• Final Federal Financial Report (FFR) (submitted on SF-425).
   
  • This FINAL report of cumulative expenditures must have no unliquidated obligations.
     
  • Any unobligated or unexpended funds will be de-obligated from the award amount.
     
  • Recipient share requirements must be met by the end of the period of performance and included in the report.
     
  • Recipients who have drawn down funds in excess of their federal expenditures must return those funds to the DOJ grant-making component when they submit the final report.
     
  • Recipients must be sure to reconcile the final FFR against the internal accounting records. All entries in the accounting system must be supported by adequate source documentation (for example, original invoices and contracts).
     
  • Recipients must report all allowable costs incurred, both at the recipient and subrecipient level.
     
  • Recipients must request final reimbursement (drawdown) of federal expenditures made within the approved period of performance in conjunction with the final SF-425. This request must be submitted prior to the end of the liquidation period (120 days after the end of the period of performance). Failure to request final payment by this date will cause delays and result in additional administrative paperwork.
     
• Final performance report must be prepared in accordance with instructions provided by the DOJ grant-making component.
   
• Any award conditions must have been met.
   
• Inventions that were conceived or first introduced to practice during the course of work under the award project must be listed on an invention report before closeout.
   
• Real or personal property reports must be submitted in accordance with the terms of the award.

View Closeout training resources to help you submit the closeout package.