Grant management roles
JustGrants is the U.S. Department of Justice’s grants management system. The JustGrants team is offering a recurring “Application Mechanics: Submitting an Application” webinar to provide targeted assistance to potential applicants applying for DOJ funding opportunities. This webinar’s targeted audience includes individuals with Entity Administrator, Application Submitter and/or Authorized Representative(s) in JustGrants. The webinar covers the following topics:
- Preparing to apply
- Completing the abbreviated application in Grants.gov
- Entity onboarding and JustGrants access
- JustGrants roles and responsibilities
- Assigning users’ roles to applications
- Completing, reviewing, certifying and submitting a JustGrants application
- Attendee questions about application submission
Video run time: 1 hour 24 min. 46 sec. View the Presentation.
This Virtual Q&A Session is targeted to those JustGrants users with Entity Administrator or Authorized Representative roles and covers the following topics:
- Determining when award acceptance occurs
- Identifying which roles are involved in the award acceptance process
- A demonstration of the process of accepting or declining an award
- Common problems when accepting or declining an award, and how to mitigate them
- Attendee questions about award acceptance
Video run time: 38 min. 41 sec. View the Presentation.
This Virtual Q&A Session covered the following topics:
- Completing and submitting Grant Award Modifications
- Performance and financial reports
- Locating reports in JustGrants
- Completing and submitting reports
- Re-opening and editing reports
- Attendee questions on how to complete actions within JustGrants
Video run time: 1 hour 37 min. 01 sec. View the Presentation.
The Entity Management Virtual Q&A Session covered the following topics:
- General JustGrants navigation
- First-time user access
- Adding users and how to confirm that an account was successfully created
- Assigning users’ roles to awards
- Reassigning users or adding new users to an entity
- Attendee questions on how to complete actions within JustGrants
Video run time: 1 hour 01 min. 11 sec View the Presentation.
SAM.gov Entity Validation Update
GSA implemented a new process to validate an entity’s legal business name and physical address when requesting a Unique Entity Identifier (UEI) and for completing a SAM.gov entity registration. Due to a high volume of requests, entity validations are taking longer than expected to process. This validation process is now taking 7-10 business days, and in some cases longer.
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
Entities must complete Automated Standard Application for Payments (ASAP) Account Enrollment in order to manage their award. The enrollment process starts when the POC receives the enrollment invitation in the form of two emails with credentials to login to ISIM. After changing the password, completing security questions, and accepting the ASAP terms, the POC logs in to ASAP.gov with their new password and assigns all user roles. The POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person. The Head of Organization (HOO) approves the user roles. The Financial Official (FO) enters banking data for receiving payments. The Authorizing Official (AO) adds the entity short name and Payment Requestor information. Once the banking validation occurs, the federal agency creates the account, authorizes funding, and sends notification that the account has been created.
Answers to many of the most frequently asked questions (FAQs) related to the Automated Standard Application for Payments (ASAP) are listed below.
Automated Standard Application for Payments (ASAP) Resources
ASAP Month-End Account Reconciliation
All DOJ-related ASAP accounts will be temporarily suspended the last 3 business days of the month to carry out required account reconciliation activities. Grantees that attempt to drawdown in ASAP will receive an “Error 839: No accounts found matching criteria” message and will not be able to request or receive drawdowns during this period...
The Authorized Organization Representatives (AOR) are the people who submit applications for the organization. The E-Business Point of Contact (E-Biz POC), the person registering with SAM, assigns the AOR. In Grants.gov there are two AOR core roles: Standard and Expanded.
Point of Contact (POC) is one of the user roles in Automated Standard Application for Payments (ASAP). The POC adds users or modifies their roles. A recipient entity can have only one POC in ASAP. The POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person.
Initial Point of Contact is one of the user roles in Automated Standard Application for Payments (ASAP). This role is added by the federal agency and can self-designate all roles and create additional users.
Head of Organization (HOO) is one of the user roles in Automated Standard Application for Payments (ASAP). The HOO approves changes to users and their roles.
The Authorizing Official (AO) is one of the user roles in Automated Standard Application for Payments (ASAP). The AO adds Payment Requestors and Inquirer Only users.
The Office of Justice Programs (OJP) is one of the DOJ's grant making components. OJP's program offices support state and local crime-fighting efforts, fund thousands of victim service programs, help communities manage sex offenders, address the needs of youth in the system and children in danger, and provide vital research and data.
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
The JustGrants Entity User Roles Matrix illustrates the scope of the six foundational roles to help determine who should be JustGrants users in your Entity and which roles those users should possess.
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).
Unique Entity Identifier (UEI) is the primary means of identifying entities registered for federal awards government-wide in the System for Award Management (SAM). The UEI is a unique 12-character alpha-numeric value assigned to all entities (public and private companies, individuals, institutions, or organizations) who register to do business with the federal government.
Roles determine the access a user is granted in a system.
- For an overview of the six foundational roles in JustGrants, view term Entity User Roles.
- In JustGrants, users may be granted multiple entity user roles depending on the tasks they perform.
- For an overview of user roles in ASAP, view term ASAP User Roles.
- In ASAP, the POC can fill all of the roles, assign multiple roles to one person, or assign each role to a different person.
- For an overview of user roles in Grants.gov, view term Grants.gov Applicant Management Roles.
For a list of user role terms for JustGrants, ASAP, and Grants.gov enter search criteria title: Role.