Glossary of Terms

Award Conditions are contractual terms and conditions that are included with the award. In the legacy system, this was referred to as “Special Conditions”.

Office of Justice Programs (OJP) sends an Award Notification by email through JustGrants to the individuals listed in the application as E-Business Point of Contact (E-Biz POC) and Authorized Organization Representatives (AOR). The email notification includes detailed instructions on how to access and view the award documents and steps to take in JustGrants to start the award acceptance process. Notification timing:

• Successful applicants: no later than Sept. 30 of the calendar year
• Unsuccessful applicants: rejection letters are generally issued by Dec. 30 of the calendar year

A Budget Modification GAM is a type of Financial GAM used to add program income. Each budget category can be updated and once the updated amount is entered, JustGrants will calculate the requested changes. You can add, subtract, or edit the category totals. The Revised Budget column can never be negative, and the Federal Award Amount cannot be edited. Federal Funds Amount + Match Amount + Program Income Amount must equal Total Project Costs.

A Budget Reduction GAM is a type of Financial GAM only available within JustGrants to grantees on COPS Office awards. A budget reduction is used to reduce the amount of federal funds on an award. For OJP and OVW awards, if this is needed, it must be initiated by the grant manager.

The Case ID is the unique identifier for every type of record in JustGrants. Each type of record has a Case ID. For example, the Case ID for an application is the Application number. For a Funded Award, the Case ID is the Award Number.

The Case Status is the type of record that is displayed. The status list displayed is determined by the type of case associated with it.

Digital Identity and Access Management Directory (DIAMD) is the DOJ's secure user management system. DIAMD uses multifactor authentication (MFA) to verify user identity. 

Discretionary grants are awarded directly by Office of Justice Programs (OJP) to eligible recipients and are most often awarded on a competitive basis. Some discretionary grants may be awarded on a non-competitive basis, often based on congressional direction. The federal awarding agency may select the recipient from among all eligible recipients, may decide to make or not make an award based on the programmatic, technical, or scientific content of an application, and can decide the amount of funding to be provided to carry out project activities.

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(c) Status (Nonprofit Organization Only)

Doing Business As (DBA) Name is an entity identifier. A DBA, also known as a trade name, fictitious name, or assumed name, lets you conduct business under a different identity from your formal business entity name.

Entity is the JustGrants terminology for DOJ award recipient organizations.

The three Department of Justice's grant making components are:

• Office of Community Oriented Policing Services (COPS Office)
• Office of Justice Programs (OJP)
• Office on Violence Against Women (OVW)

This website was established by these grant-making components to serve as a resource hub for their grants management system (JustGrants) and payment management system (ASAP).

On April 4, 2022, the federal government stopped using the Data Universal Numbering System (DUNS) and started using new Unique Entity Identifiers (UEI) as the primary means of identifying entities registered for federal awards government-wide in the System for Award Management (SAM). The UEI is a 12-character alpha-numeric value. Once issued, your entity’s SAM UEI will not change. All DUNS numbers were removed from SAM after April 4, 2022. Learn about this transition.

A DUNS (Data Universal Numbering System) number was a unique, nine-digit series of numerals affiliated with a company or entity's Live Business Identity (derived from the Dun & Bradstreet Data Cloud).

Electronic Business Point of Contact (E-Biz POC) is the user who is currently designated in SAM.gov as responsible for federal grant-related activities. The E-Biz POC assigns the entity's Authorized Organization Representatives (AOR).

The EIN is a unique nine-digit number that identifies your entity for tax and reporting purposes. The EIN number is a Taxpayer Identification Number (TIN) assigned by the federal government. The TIN/EIN is used for individual entities.

Your EIN is different from your Unique Entity Identifier (UEI) number.

Entity is the JustGrants terminology for DOJ award recipient organizations. Entities have several identifiers: Legal name, “Doing Business As” (DBA) name, and one or more numeric or alpha-numeric identifiers.

Entity Administrator (EA) is one of the six foundational JustGrants entity user roles. The Entity Administrator confirms information contained in the Entity Profile is current, manages entity users, including user assignments in DIAMD, and specific application and award-level assignments in JustGrants. This user role, has sole authority to invite new users to JustGrants, assign roles, remove users, remove roles, reassign applications and awards, and change the Entity Administrator for the organization.

Entity onboarding is the process of registering and gaining access to the secure systems where users have defined roles and responsibilities. During entity onboarding, the SAM E-Biz POC is assigned as JustGrants Entity Administrator. This is the individual with primary responsibility for federal grant-related activities. 

For detailed information on submission and onboarding steps, view the DOJ Application Submission Checklist and JustGrants Entity and User Onboarding Checklist.

Entity Profile is a view-only screen in JustGrants that contains account details initiated in the System for Award Management (SAM). Entity profile updates are made at SAM.gov by the E-Biz POC/JustGrants Entity Administrator.

There are six foundational roles created to ensure JustGrants Entity Users have the authority and ability to carry out specific requirements and tasks:

• Entity Administrator
• Application Submitter
• Authorized Representative
• Grant Award Administrator
• Alternate Grant Award Administrator
• Financial Manager