HomeMy WebLinkAbout20043422.tiff RESOLUTION
RE: APPROVE COPS METHAMPHETAMINE TRAINING INITIATIVE GRANT AND
AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a COPS Methamphetamine Training
Initiative Grant between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County,on behalf of the Sheriffs Office, commencing August 1,2004 and
ending January 31, 2006, with further terms and conditions being as stated in said grant, and
WHEREAS, after review, the Board deems it advisable to approve said grant, a copy of
which is attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado,that the COPS Methamphetamine Training Initiative Grant between the County
of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,
on behalf of the Sheriff's Office, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said grant.
The above and foregoing Resolution was,on motion duly made and seconded, adopted by
the following vote on the 6th day of December, A.D., 2004, nunc pro tunc August 1, 2004.
BOARD OF COUNTY COMMISSIONERS
]E� WE\ICAlt, COL RADO
1861 (cis- ,' R iditeh 6O\,
Robert D. Masden, Chair
VW-el C lerk to the Bard
William H. Jerke, Pro-Tem
eputy Clerk to the Board EXCUSED
M. eile
23S(
(CC rn
/
David E..��L�o�/n
o my Attu ey �'�" 1 lide
Glenn Vaad
Date of signature: /:O705/
2004-3422
SO0025
00.'
Kim Fliethman
From: David Tuttle
Sent: Thursday, November 18, 2004 4:24 PM
To: Kim Fliethman
Subject: FW: COPS Disclaimer
Kim,
Here is the disclaimer and the message that should go into a publication.
Original Message
From: Josina.Talbert2@usdoj .gov [mailto:Josina.Talbert2@usdojgoy]
Sent: Thursday, November 18, 2004 3 :00 PM
To: David Tuttle
Cc: Edward.Mixon@usdoj .gov
Subject: COPS Disclaimer
David,
Per our conversation, please find the information that you requested below:
The COPS Methamphetamine grant recipient shall submit one copy of all reports and proposed
publications resulting from this grant 20 days prior to public release. Any publications
(including written, software, visual, or sound, but excluding press releases, newsletters,
and issue analyses) , whether published at the recipient' s or government ' s expense, shall
contain the following statement: "This document was prepared by the (Agency Name)
supported by (Grant Number) , awarded by the U.S. Department of Justice. The opinions,
findings, and conclusions or recommendations expressed in this document are those of the
author(s) and do not necessarily represent the official position or policies of the U.S.
Department of Justice. "
Also, the 3rd condition on your grant award refers to the the hiring of personnel under
the Methamphetamine grant, however that specific statement referencing personnel does not
apply to you since you have not requested to hire personnel under your grant. I hope this
clarifies your concern.
Thanks,
Josina Talbert
Methamphetamine Deputy Team Leader
DOJ/COPS Office
Phone: 202-616-2887
Fax: 202-514-9407
1
.7-'7;04 fit
fi
cs,Ale
U.S. Department of Justice
Office of Community Oriented Policing Services
Grants Administration Division
1100 Vermont Avenue,NW
Washington,DC 20530
NOV - 3 7.004
Sheriff John Cooke
Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Dear Sheriff Cooke:
On behalf of Attorney General John Ashcroft, it is my pleasure to congratulate your
agency on receiving a COPS Methamphetamine Training Initiative grant for fiscal year 2004.
Enclosed is your agency's award document, a list of terms and conditions that apply to your
grant, and your financial clearance memo. The award amount is $164,900. You will also find
an ACH-Vendor form and blank Financial Status Report forms (SF-269s) to assist you in the
drawdown of funds and tracking of expenditures.
To accept your grant, the law enforcement and government executives listed on the
award document must review and sign the grant award and conditions document and return it
and return them within 90 days of the date of this letter to the COPS Methamphetamine Control
Desk, 9th floor, at the address listed above. Be sure to familiarize yourself with the terms and
conditions of the grant and make copies of all documents for your records. Failure to submit the
signed award document within this 90-day period may result in withdrawal of the grant without
further notice from the COPS Office.
Your grant award period officially began on August 1, 2004 and runs through January
31, 2006. Extensions of time to expend grant funds may be offered on a case-by-case basis.
Information on extensions will be made available approximately 4-6 weeks before the grant
period expires. Please contact the COPS Office at 1-800-421-6770 to discuss any concerns you
may have. Once again, congratulations on your
award.
Sincerely,
CkCrp
a
on
4 Carl Peed
po Director
ln
2004-3422
*W� U. S. Department of Justice
.'e Office of Community Oriented Policing Services
3/4-*;;;,' COPS Methamphetamine Grant Award
Application Organization's Name: Weld County Sheriffs Office
Graffiti: 2004CKWX0385
0RI#: CO014ZZ
vendor#: 846001813
Law Enforcement Executive Name: Sheriff John Cooke
Address: 1950 O Street
City, State, Zip Code: Greeley, CO 80631
Telephone: (970)356-4015
Fax: (970)304-6467
Government Executive Name: Commissioner Robert D. Masden
Address: 915 I Oth Street
City, State, zip Code: Greeley, CO 80631
Telephone: (970)356-4000
Fax: (970)352-0242
Award Start Date: 08/01/2004 Award End Date: 01/31/2006
Award Amount: S 164,900.00
\ 9 SEP 1 0 2004
Carl R. Peed Date
Director
By signing this award, the signatory officials are agreeing to abide by the Conditions of Grant Award found on the reverse side of
this document:
Sheriff John B. Cooke 11'1gi—o4
Signa re of Law Enforcement Executive Typed Name and Title of Law Enforcement Date
with e authority to accept this grant award. Executive.
Robert D. Masden, Chair 12/06/2004
Board Qe Weld Aunt Commissioners
Signature of Government Executive yped ame andtitle oruovernment Date
with the authority to accept this grant Executive. ore
rya
CONDITIONS OF GRANT AWARD
1. Grantees which have been awarded funding for the procurement of an item in excess of$100,000 and plan to use a non-
competitive procurement process must provide a written sole source justification to the COPS Office for approval prior to
obligating,expending or thawing down grant funds for that item.
2. The funding under this project is for the payment of salaries,overtime,and approved benefits for sworn law enforcement
officers and support personnel;equipment and technology;and training and/or travel that has been approved by the COPS
Office. The allowable costs for which your grant has been approved are listed on the budget clearance memo,which is
included in your award packet.
3. Methamphetamine Initiative grant funds must be used to supplement,and not supplant,local funds already committed for
the grant purpose (hiring,purchases, and/or activities) that would exist in the absence of this grant. Grantees receiving
federal funds to pay for the salary and benefits of an employee must use the grant funds to hire a new,additional employee
during the grant period. This newly hired employee may be dedicated to the Methamphetamine Initiative projector may be
used to backfill a locally-funded position if the locally-funded individual is deployed to the Methamphetamine Initiative
project.
4. Travel costs for transportation, lodging and subsistence, and related items are allowable under the Methamphetamine
Initiative program with prior approval from the COPS Office.Payment for travel costs incurred directly by the grantee and
grant related travel costs of other(non-grantee)individuals will be based on the rates established in the grantee's written
travel policy(if available)if costs are reasonable and allocable to the project.Grantees that do not have acceptable written
travel policies will be reimbursed for allowable per diem travel costs for lodging,meals and incidentals at the established
GSA per diem rates for the relevant geographic area. Allowable airfare travel costs will be reimbursed based upon the
lowest discount commercial airfare,the federal government contract airfare,if authorized and available,or standard coach
airfare,in accordance with Circular A-87 Cost Principles for State,Local and Indian Tribal Governments,Circular A-122
Cost Principles for Non-Profit Organizations,and Circular A-21 Cost Principles for Educational Institutions as applicable.
5. The grantee acknowledges its agreement to comply with the assurances and certifications submitted with the COPS
Methamphetamine Initiative grant application.
6. The grantee acknowledges its agreement to comply with the Special Condition certification concerning potential
environmental issues,which they have submitted to the COPS Office with their COPS Methamphetamine Initiative grant
application. This certification mandates grantee compliance with federal,state,and local environmental,health and safety
laws and regulations applicable to the investigation and closure of clandestine methamphetamine laboratories and removal
and disposal of chemicals,equipment,and wastes resulting from operations of these laboratories.
7. The recipients receiving funding under this grant program acquiesce that as the entity performing activities associated with
the investigation and clean-up of clandestine methamphetamine laboratories that the recipient,not the COPS Office, is the
generator of hazardous chemical waste for purposes of this project
8. In order to assist the COPS Office in the monitoring of the award, your agency will be responsible for submitting annual
program Status Update Reports(SUR)and quarterly Financial Status Reports(FSR).
9. The COPS Office may conduct or sponsor evaluations of the Methamphetamine Initiative program. The grantee agrees to
cooperate with the evaluators to the extent practicable.
10. The grantee agrees to abide by the terms, conditions, and regulations as found in the Methamphetamine Initiative Grant
Owner's Manual and the Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local
Governments, 28 C.F.R. Part 66 (or the Uniform Administrative Requirements for Grants and Cooperative Agreements
with Institutions of Higher Education,Hospitals and Other Non-profit Organizations,28 C.F.R.Part 70 as applicable).
11. For grants of$500,000 or more(or$1,000,000 or more in grants over an 18-month period),the grantee acknowledges that
failure to submit an acceptable Equal Employment Opportunity Plan(if grantee is required to submit one under 28 C.F.R.
42.302)that is approved by the Office of Justice Programs,Office of Civil Rights,is a violation of its Assurances and may
result in the suspension of the drawdown of funds. For grants under$500,000 the grantee must submit a completed EEOP
Certification form and return it to the Office of Justice Programs,Office of Civil Rights,within 60 days of the grant award.
12. You may request an extension of the grant award period to receive additional time to implement your grant program.
These extensions do not provide additional funding. Only those grantees that can provide a reasonable justification for
delays will be granted no-cost extensions.
13. The recipient agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services
Employment Eligibility Verification Form(I-9). This form is to be used by the recipients of federal funds to verify that
persons are eligible to work in the United States.
14. The recipient will complete and submit to the El Paso Intelligence Center (EPIC) a form 143 for each clandestine
methamphetamine laboratory that is seized and closed during the grant period.
15. Grantees using Methamphetamine Initiative funds to operate an interjurisdictional criminal intelligence system must
comply with the operating principles of 28 C.F.R. Part 23. The grantee acknowledges that ithas completed, signed and
submitted with its grant application the relevant special condition certifying its compliance with 28 C.F.R.Part 23.
U.S. Department of Justice
Office of Community Oriented Policing Services
Grants Administration Division
1100 Vermont Avenue N.W.
Washington, D.C. 20530 l �i 3 MR!
Sheriff John Cooke
Weld County Sheriff's Office
1950 O Street
Greeley, CO 80631
Re: Methamphetamine Grant tt: 2004CKWX0385
Dear Sheriff Cooke:
Enclosed please find your financial clearance memo or FCM. A financial analysis of budget
costs for your project proposal has been completed. Costs appear reasonable, allowable and
consistent with existing guidelines set forth by the COPS Office. As a result, your department has
met the programmatic special condition(s) applied to your Methamphetamine grant. Please keep
this document in your files for future reference. Should you have any programmatic questions or
concerns, please contact your Methamphetamine Coordinator at 1-800-421-6770.
If you have any financial questions or concerns, feel free to contact our Finance Department at 1-
800-421-6770 and ask to speak with your state analyst for assistance with financial status reporting
(SF-269's) or your state accountant for assistance with the draw down of funds (PAPRS).
Congratulations again on your award.
Sincerely,
Robert A. Phillips
Assistant Director for Grants Administration
, r U. S. Department of Justice
NtitiCommunity Oriented Policing Services
Grants Administration Division (GAD)
Methamphetamine Initiative
IIII0 'ermnnl Avenue,NW
Wmhingmn,IX 20530
Memorandum
To: John Cooke, Sheriff
Weld County Sheriffs Office
From: Robert A. Phillips, Deputy Director of Operations, Grants Administration
Josina Talbert, Grant Program Specialist,Grants Administratii9n
William B. Faith, Staff Accountant, Finance Division fr (/�G%,�"`
Re: Training Grant Financial Clearance Memo
A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and
consistent with existing guidelines. Exceptions/Adjustments are noted below.
Vendor #: 846001813 ORI #: CO014ZZ Grant #: 2004CKWX0385
Budget Category Proposed Budget Approved Budget Adjustments Disallowed Reasons/Comments
Personnel $30,975.00 $30,975.00 $0.00
Fringe Benefits $1,859.00 $1,859.00 $0.00
Travel $17,550.00 $17,550.00 $0.00
Equipment $48,090.00 $48,090.00 $0.00
Supplies $1,000.00 $1,000.00 $0.00
Consultants/Contractors $33,426.00 $33,426.00 $0.00
Other $32,000.00 $32,000.00 $0.00
Direct Costs: $164,900.00 $164,900.00 $0.00
Indirect Costs: $0.00 $0.00 $0.00
Grand Total $164,900.00 $164,900.00 $0.00
Grand Total Federal Share: $ 164,900.00
Applicant Share: $ 0.00
Cleared Date: 10/28/2004
Overall Comments:
COPS
oOIANNEM0u INTO MNoONa sawas Change of Information Sheet
o.t ItretUfMi OF ANTRA'
If you need to let the COPS Office know about changes or corrections,please type or print the information on this sheet and
submit it to the COPS Office.In addition to the changed or corrected information,always indicate your organization's name
on this sheet. Changes of grant executives will not relieve the grantee entity of its obligations under this grant.
Organization's Legal Name:
ORI:
Law Enforcement Executive Name (Title, First Name and Last Name)
Address:
City:
State: Zip Code:
Phone Number: Fax Number:
Government Executive Name(Title, First Name and Last Name)
Address:
City:
State: Zip Code:
Phone Number: Fax Number:
Contact Name (Title, First Name and Last Name)
Name of individual submitting this Change of Information form (Name and Title):
Date:
What grants do you have?
Advancing Community Policing p MORE 95 O Problem Solving Partnerships O
AHEAD p MORE 96 O School Based Partnerships O
COPS in Schools O MORE 98 O Technology Initiative O
Domestic Violence p MORE 00 O Tribal Resources O
FAST MORE 01 O TROOPS to COPS O
Methamphetamine Initiative fJ Phase 1 O UHP p
Other:
U.S.Department of Justice
Office of Community Oriented Policing Services (��F
COPS Fact Sheet A'
'v , wwts.cops.usdoj.gov
.U-.,Of Udall," mo..»M.
OF
On-Line Filing of SF-269A Quarterly Financial Status Reports
All COPS grantees are required to submit quarterly Financial Status Reports(FSRs)using a Standard Form 269A
(SF-269A). COPS grantees can now submit SF-269As on-line through the Internet at:
h ttp://gran[s.o f p.0 s d o j.gov/
Please be advised that the COPS preprinted blast fax will be discontinued after the June 30,2004 reporting period
due to the ability to submit online. The due dates for on-line filing of SF-269As remain the same.The SF-269As
must be submitted on-line no later than 45 days after the last day of each reporting quarter as follows:
Reporting Quarter Date Due
Jan I-Mar 31 May 15
April 1-June 30 Aug 14
July 1-Sept 30 Nov 14
Oct I-Dec 31 Feb 14
The on-line SF 269A requires the same reporting information as the paper version.The use of this on- line
application enables authorized users to view current and past SF-269As,and allows them to file or amend the
SF-269A for the current quarter.
Grantees who do not submit SF-269As by the due date will be unable to drawdown funds.The payment systems
contain an edit that checks for SF-269A delinquency and will reject a drawdown attempt if the SF-269A is not up to
date.
An email confirmation of receipt of the SF-269A will be sent to the grantee at the email address listed by the
grantee's registered user. Subsequent email reminders will be sent to the grantee at that email address if/when future
SF-269As are delinquent.
While grantees are encouraged to submit their SF-269As through the Web-based system, we will continue to accept
SF-269As through the Control Desk by mail and by fax. The fax number for the Financial Status Reports Control
Desk is(202) 616-9004. Mailed reports should be addressed to the U.S. Department of Justice, Financial Status
Reports Control Desk, 1100 Vermont Avenue,NW 6th Floor,Washington,D.C. 20530.
For general information concerning on-line filing of SF-269A reports,go to www.ojp.usdoj.govioc or contact the
COPS Office Response Center by phone at 800.421.6770 or by email at AskCopsRC(a)usdoi.zov. -
Created July 8,2004
e07042403
FINANCIAL STATUS REPORT
(Short Form)
(Follow instructions on the back)
1. Federal Agency and Organizational Element
to Which R 2. Federal r Agency
or Other Identifying Number Assigned N Approval Page
eport is Submitted By Federal Agerxy No.
Department of Justice 0348-0038
Office of Community Oriented Policing Serv.
Pages
3. Recipient Organization(Name and complete address,inducing ZIP code)
4. Employer Identification Number 5. Flu4sk.nt Account Number or Identifying Number 6. Final Report 7. Basis
D yes ❑No D Cash D Accrual
8. Funding/Grant Period(See Instructions) 9. Period Covered by this Report
From:(Month,Day,Year) To:(Month,Day,Year) From:(Month.Day.Year) To:(Month.Day,Year)
10.Transactions;
PreviouslyPeriiod III
Cumulative
Reputed
a. Total outlays
b. Recipient share of outlays
c. Federal share of outlays
d. Total unfrrpdated obiga8ons x r ;:n 1111-...-.•
sr�}
e. fiA,ciy;c d share d uniguidated oblgatans
z
s •
t. Federal share of uniquldated obigations
":":41.171.4:44t•
9. Total Federal 0 2
share fSun of sand i...a
�� KS F es.
•
h. Total Federal funds authorized for this fundingperiod -.N.,; - —
i lhnobigated balanced Federal furls .= .•%111, .,v * `• fig4 - • -
(Une h minus line g) "�` t! rk •
a. Type of Rate(Place Win appropriate box) ..
11.Indirect ❑Provisional 0 Predetemdned 0 Final IJ Fixed
Asa b. Rate c. Base d. Total Amount
e. Federal Share
12. Remarks: Attach any explanations deemed necessary or intonation required by Federal sponsoring agency in compliance with governing legislation.
•
13. G.,lifn,atiur. I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and
unliquidated obligations are for the purposes set forth in the award documents.
Typed or Printed Name and Tide Telephone(Area code.number and extension)
Signature of Authorized Certifying Official Date Report Submitted
NSN 7540-01-218-0387
The Icon waselecVmxaly produced by Fab Federal Forms.tic. Standard Form 269A and -lID
Prescribed by OMB Circulars A-102 and A-110
•
U. S. Department of Justice
Office of Community Oriented Policing Services
"HELPFUL HINTS"
Guide for Completing a
Financial Status Report (SF-269A)
Purpose:
The purpose of this guide is to assist recipients of Community Oriented Policing Services
(COPS) Grants with the reporting and accounting of their financial expenditures. This document
will provide essential information to help facilitate the completion and submission of the
mandatory quarterly Financial Status Report (SF-269A).
The guide contains information on the following topics:
1. What is a Financial Status Report (SF-269A)
11. When and how many forms to submit
ID. Where to file the SF-269A
N. Where to get help _ _ _
V. Step-by-step procedures for completing the SF-269A
VI. Glossary
General Information
_
1. WHAT IS A FINANCIAL STATUS REPORT(SF-269A)?—Recipients,hereafter known
as Grantees, of Federal monies under the Office of Community Oriented Policing Services
(COPS) Grant Programs are required to submit quarterly Financial Status Reports. Grantees
report expenses incurred under each Grant Number awarded on these reports. These
expenses can be categorized as cash disbursed:or incurred but not yet paid (Accounts
Payable). Expenses incurred are further segmented into Federal share and local matching
contributions.
11. WHEN AND HOW MANY FORMS TO SUBMIT?- COPS Grantees are required to
submit a Financial Status Report (SF-269A) each calendar quarter following receipt and
acceptance of a grant award. Past due or inaccurate SF-269As may negatively affect a
Grantee's ability to draw down funds. The following schedule reflects the SF-269A due
dates for the corresponding calendar quarter:
•
COPS Finance
Revision I
June 13,2001
•
Calendar Quarter SF-269A Due to COPS Office
01/01/YEAR—03/31/YEAR No later than 05/15/YEAR - - • -- -
04/01/YEAR--06/30/YEAR - No later than 08/15/YEAR
• 07/01/YEAR--09/30/YEAR No later than 11/15/YEAR(Please try to submit by 10/15) •
10/01/YEAR-- 12/31/YEAR No later than 02/15/YEAR
A Grantee is required to submit one SF-269A per quarter for each grant number. There
may be multiple supplemental, renewal, and modification awards under the same grant
number. (Please do not fax or mail duplicate copies of the same report. If a Grantee
revises a report in the same quarter it is due, the word"REVISED" should be annotated
in LARGE LETTERS at the top of the report.)
Example:
hi the following example. the Grantee has multiple grants with two of the grants having
multiple awards.
Pro ram Grant Number Amount
Original Award: FAST 95CFWXI234 $75,000
Supplement #1: l'HP 95CFWX1234 $75,000
Modification to Supplement #1 $15,000
$165,000
- --Original Award: MORE98 98CMWX9999 $33,000
Renewal biORE98 98CMWX9999 $33.000_
$66,000
Original Award: CIS 98SHWX8888 $125,000
$125,000
- - In this example, the Grantee is required to submit 3 separate SF-269A's each quarter.
One for each Grant Number: 95CFWX 1234,98CMWX9999 and 98SHWX8888.
A Grantee is required to submit an SF-269A for every quarter whether expenses are
incurred or not. If expenses are not incurred during the quarter, zeros are to be reported
on Lines a, b, and c in Column 11, This period.
• A Grantee is required to submit an SF-269A for every quarter even if the grantee is
delinquent from prior quarters. The COPS Financial Officer has reserved the right to
waive this requirement in some cases where the Grantee has been delinquent for several
quarters. The Financial Officer will allow Grantees to send a cumulative report covering
multiple periods in order to eet their reports back on track.
Example:
COPS Finance
Revision I
June 13,2001 2
The current reporting calendar quarter is 6/30/00 and the Grantee's last SF-269A.
submission was for the 6/3099 calendar quarter. The Grantee must submit an SF-269A
for the 9/30/99. 12/3I/99, 3/3 1;00 and 6/30/00 quarters. The Grantee should report
expenses in the appropriate quarter in which they were incurred and carry the cumulative
totals from Lines a.b;tind c in'Column 111 to the Previously Reported Lines a, b, and c in
Column I of the subsequent SF-269A.
A Grantee is required to submit a Final SF-269A no later than 120 days after a Grantee
has reported and expended their total allowable federal share granted for all awards
issued under the same Grant Number, or after the last award has expired. If multiple
supplements or renewals are issued under one grant number, the Grantee would not
submit a Final SF-269A until the last supplement or renewal is fully expended up to the
allowable cost or expired. A Final SF-269A is distinguishable by checking "Yes" in
Block 6.
M. WHERE TO FILE THE SF-269A?
Fax completed SF-269A's to:
Control Desk: 202-616-9004
Alternative Fax: 202-514-2852
Or
Mail to: • -
Office of Community Oriented Policing Services
1100 Vermont Ave.,NW
Attention: OC/COPS Control Desk
Washington, DC 20530
If the report is faxed, there is no need to also mail a copy: Please discontinue mailing
reports to the Office of Justice Program, 810th Seventh Street or faxing reports to any
numbers other than those cited above.
IV. WHERE TO GET HELP?
SF-269A form and instructions are provided on
COPS Internet www.usdoj.gov/cops
Or
By calling the DOJ Response Center at 1-800-421-6770
COPS Finance
Revision I
June 13.2001 3
a
•
V. STEP BY STEP PROCEDURES FOR COMPLETING THE SF-269A
Block 1: Federal Agency
• For COPS Grant Programs always use:
U.S. Dept. of Justice -
COPS Office
Block 2: Federal Grant Number MANDATORY FIELD
• Enter the Alpha/Numeric Grant Number cited on Award Document
• EXAMPLES: 97CCWX1234 or 2000UMWX1234
Block 3: Recipient Organization MANDATORY FIELD
• Enter Grantee's Organization's Legal Name and Address as identified on the award
document
• EXAMPLE: XYZ POLICE DEPARTMENT
999 XYZ STREET
HOMETOWN, USA 99999-9999
Block 4: Employer Identification Number MANDATORY FIELD
Enter the 9-digit Vendor Number cited on Award Document. This number is also provided
in the PAPRS and LOCES packages that are sent to the Grantee from the U. S. Department
of Justice, Office of Justice Programs, Office of the Comptroller. If there is a discrepancy
between the numbers provided,please contact the COPS Response Center for assistance._
• EXAMPLE: 000999333
Block 5: Recipient Account Number NON-MANDATORY FIELD
• For Grantee's internal accounting use only
Block 6: Final Report MANDATORY FIELD
• This block should always be checked NO until the Grantee has reported and expended their
total allowable federal share granted for all awards issued under the same Grant Number, or
the grant has expired.
A Final SF-269A is due 120 days after a Grantee has reported and expended their total
allowable federal share granted for all awards issued under the same Grant Number, or after
the last award has expired. If multiple supplements or renewals are issued under one grant
COPS Finance
Revision 1
June 13,2001 4
number, the Grantee would not submit a Final SF-269A until the last supplement or renewal
is fully expended up to the allowable cost.
•
•
•
Block 7: Basis MANDATORY FIELD
•
This block is used by the Grantee to designate which basis of Accounting is used to record
financial transactions.
If the Grantee uses the Cash Basis of Accounting, then the Grantee should not complete
Lines d. e, and fin Block 10 of the SF-269A. The Grantee would only be required to report
"Cash Outlays" (monies spent) in Lines a, b, and c in Block 10.
If the Grantee uses the Accrual Basis of Accounting, then the Grantee would report Accounts
Payable in Blocks d. e, and fin Block 10 and Cash Outlays in Lines a,b, and c. Accounts
Payable are expenses that have been accrued but not yet paid,such as a payroll expense.
Block 8: Fundine/Grant Period MANDATORY FIELD
• These dates represent the cumulative time period covered by all awards, supplements,
renewals. modifications. and extensions issued under one Grant Number.
• EXAMPLE:
Original Award: FAST 95CFWX1234 $75,000 03/01/95-02/28/98
Supplement: UHP 95CFWX 1234 $75,000 12/01/95-11/30/98 Extended to 05/31/00
Supplement UHP 95CFWX1234 $150,000 09/01/96-08/31/99 Extended to 08/31/00
For the abov e example,-the Grantee would enter From: 03/01/95 To: 08/31/00 in Block 8.
Note: use the beginning date of the oi gina] award and the latest ending date of all awards.
Block 9: Period Covered by this Report MANDATORY FIELD
• - Enter one of the following sets of-dates (calendar quarter):
01/ol/YEAR-03/31/YEAR
04/01/YEAR-06/30/YEAR
07/01/YEAR- 09/30/YEAR
10/01/YEAR- 12/31/YEAR
• FIRST SF-269A SUBMISSION- The only exception to using the above dates is when a
Grantee submits it's first SF-269:1. The Grantee may use the award start date of the grant for
the first submission.
Block 10: Transactions MANDATORY FIELD
Table 1 below provides a skeletal model of a SF-269A. The fields on the model
have been labeled to illustrate the mathematical relationship of the Lines and
COPS Finance
Revision I
June 13,2001 5
•
Columns to be completed in Block 10. Please refer to Table I as you read
through the "Steps for Properly Completing Block 10 of an SF-269A".
Table I. COLUMN I COLUMN II COLUMN III
] 11 111
Previously This Period Cumulative
Resorted
a. Total outlays T. Line a Col. I = Line a Col. II = Line a Col. ll l =
(CASH PAID OUT) LINE a' Line b Col.] + Line b Col. 11 + Line a Col. 1 +
Line c Cot I Line c Cot 11 Line a Col. 11 =
(Step 1) (Step 3) Line b Cot. 111 +
Line c Col. Ill
(Step 6)
b. Recipient's share of outlays LINE b Line b Col. 1 Line b Col. 11 Line b Cot. 111 =
(Step 1) (Step 2) Line b Col. 1 +
Line b Col. I1
(Step 5)
c. Federal share of outlays LINE c` Line c Col. 1 Line c Col. 11 Line c Col. 111 =
(Step 1) (Step 2) Line c Col. 1 + Line
c Col. ll
(Step 4)
- - d. Total unliquidated obligations - _LINE d _ N/A N/A - Lined Col. 111 = --
(ACCRUED EXPENSES NOT YET - Line e Col. 111 +
PAID) Line Ii Col. 111
(Step 8)
e. Recipient share of unliquidated LINE e N/A N/A Line e Col. 111
obligations (Step 7)
1. Federal share of unliquidated LINE f N/A- - N/A Line f Col. Ill
obligations - - (Step 7)
g.Total Federal share(sum of lines c LINE g N/A N/A Line g Col. 111 =
and t)
Line c Col. 111 +
Line f. Col. Ill
(Ste. 9
h.Total Federal funds authorized for -LINE h N/A N/A Line h. Col. Il l
this funding period(CUMULATIVE (Step 10)
VALUE OF ALL AWARDS -
WHICH INCLUDES ORIGINALS,
SUPPLEMENTS OR RENEWALS
AND MODIFICATIONS ISSUED
UNDER ONE GRANT NUMBER)
I.Unobligated balance of Federal funds LINE I N/A N/A Line i Col.111 =
(Line h minus line e) Line h Col. 111 —
Line g Col. 111
(Step I1)
• COPS Finance
Revision I
lone 13,2001 6
Step 1: Complete Column ] Previously Reprorted:
• Enter the ending figures from Column 111 Cumulative from the previous SF-269A - -
submitted. If this is the first SF-269A that the Grantee is submitting. enter$0's on Lines
a, b, and c in Column 1. Previously Reported.
• Line a Column I should equal the sum of the figures entered on Lines b and c in Column
1.
• If the Grantee needs to make corrections to prior SF-269A submissions,then the figures
•
reported in Lines a. b and c in Column 1 for the most current SF-269A would be
•
adjusted.
EXAMPLE:
The date is 07/03/00 and the SF-269A is due for the quarter ending 06/30/00. The
Grantee has determined that they should have reported $2,000 less on Line c, Column 11
of their 12/31/99 SF-269A:
12/31/99 Submission
Previously This
Reported Period Cumulative
Column 1 Column 11 Column III
--Tr Line a. 550.000 $27,000 $77,000 -
Line b. $12.500 56.250 - $18,750
Line c. $37.500 $20,750 $58,250
03/31/00 Submission
Column.1 Column 11 Column Ill
Line a. $77,000 - $25,000 $102,000.
Line b. 518,750 $6,250 $25,000
Line c. 558,250 $18,750 $77,000
06/30/00 Submission
Column I Column 11 Column Ill
Line a. 5100,000 $25,000 $125,000
Line b. $25,000 $6.250 $31,250
Line c. 575.000"" $18,750 $93,750
In Block 12,the Grantee would footnote the $2,000 adjustment on the 06/30/00
submission and attach any supporting documentation that explains why the adjustment
was made and which quarterly submission(s)was corrected.
COPS Finance
Revision I
June 13,2001 7
EXAMPLE:
•
- • °Adjustment of$2,000 is reflected on this-quarter's submission to correct erroneously
reported num$,a-s for Federal share of outlays on the 12/31/99 submission.
Step 2: Complete Line; b and c. Column II This Period:
• -Enter the cash outlays (which are the monies that the Grantee has spent) during the
currentreponing quarter.
Enter Grantees share of cash outlays (local matching contributions) on Line b.
Enter Federal share of cash outlays on Line c.
Review Grantee's budget documentation to determine how the monies are to be prorated
between Federal share and Grantee's share.
For assistance in determining allowable and unallowable costs,Federal share, local
matching requirements, or waiver information -- go to the COPS Web site or contact the
Response Center for the name and telephone number of the COPS Grant Advisor
assigned to handle the Grantee's state.
Step 3: Complete Line a, Column 11 This Period:
• Sum the figure> entered on Lines b and c in Column 11.
Step 4: Complete Line c, Column III Cumulative:
• Sum the figures entered on Line c in Columns) and 11.
Step 5: Complete Line b, Column Ill Cumulative:
• Sum the figures entered on Line b in Columns I and 11.
Step 6: Complete Line a, Column 111 Cumulative:
• Sum the figures entered on Line a in Columns 1 and II.
• Crosscheck by summing the figures entered on Lines b and c in Column 111.
Step 7: Complete Lines e and 11 Column I11 Cumulative:
If the Grantee is on the Cash Basis of Accounting(Block 7 on Form), then skip to Step
#9, Line g, Column 111 Cumulative.
If the Grantee is on the Accrual Basis of Accounting(Block 7 on Form),then Complete
Lines d,e, and fin Column Ill Cumulative.
> Enter Grareee's share of Accounts Payable (expenses incurred but not yet paid)on
Line e, Column ill.
> Enter Federal share of Accounts Payable(expenses incurred but not yet paid)on Line
f, Column Ill.
COPS Finance
Revision
June 13,2001 8
Step 8: Complete Line d, Column 111 Cumulative:
• Sum the fteures entered on Lines e and fin Column III.
Step 9: Complete Line v. Column III Cumulative:
•
• Sum the f,stres entered on Lines c and fin Column Ill.
Step 10: Complete Line h, Column Ill Cumulative:
• Enter the sum of the total federal funds authorized under the Grant Number. This will
include all accepted original awards, supplements or renewals, and modifications.
EXAM PL E
Original A" ird: FAST 95CFWX 1234 575,000 3/1/95-2/23/93
Supplement 5I: UHP 95CF\VX1234 575,000 12/1+95-11/30/93
Modification to —
S'25,000 12/1/95-11/30/93
Supplement s UHP 95CPV
l: A'X1234 )
Supplement =7- UHP95CF\VX1234 5150,000 9/1/98-8/31/01
Total: 5275,000
For this example, the figure entered on Line h in Column Ill,would be $275,000. This
will normally match the total on your latest grant award.
-- Step 11,Complete Line 1, Column Ill Cumulative:
• Line h, Column Ill minus Line g, Column I11
Block 11: Indirect Expense NON-MANDATORY FIELD
• -Very few COPS grants permit indirect expenses, so this is usually blank or has $0.
Block 12: Rem-irks NON-MANDATORY HELD
• Use this Block to footnote any adjustments made for prior reporting periods on the most
current SF-269A that is due for submission.
• Use this Block 1J explain any other item(s) that should be brought to the attention of the
COPS Office.
Block 13: Certification MANDATORY FIELD
• Type or print Certifying Official's Name, Title, and Telephone Number
• Type or print Date Report Submitted
• Grantee's Auth.:rized Certifying Official must sign document .
COPS Finance
Revision 1
June 13,2001 9
• The Certifying Official is the inti 'dual who has the knowledge and authority to certify that
the figures reported on the SF-26')\ are accurate and complete. This individual may be the __
'Police Chicl.'Sherif ,f, Certified Public Accountant (CPA), Accountant or other person
designated by the Grantee's organization.
VI. GLOSSARY
Accrual Basis Of Accounting: E: penses are recorded in the period in which they are
incurred regardless of whether cash is disbursed in that period.
Cash Basis Of Accounting: Expenses are recorded in the period in which the cash is
actually disbursed.
COPS Office: The Office of Community Oriented Policing Services (COPS) is the "grantor
agency" for the grantee's COPS gt.mts. The COPS Office is directly responsible for
programmatically administering and monitoring the grant for the entire grant period.
Federal Share Contributions: 7 he amount of allowable funds expended by a Grantee under
a grant program that can be reimb :used by COPS- The allowable federal share is not always
the same as the maximum federal funds on the grant award.
Grant Number: This number, wi- ch uniquely identifies each grant, is presented in the
following format: 95-CF-WX-0000, 96-CM-WX-0000, 97-UM-WX-0000, 98-UL-WX-0000
for grants awarded in FY 1995 through FY 1998. In fiscal years 1999 and 2000, grant -
numbers are presented in the following format: 1999-UM-WX-0000 and 2000-SH-WX-0000
respectively: The number is assigned to the original award document and is carried forward - -
to all supplements, renewals, or modifications issued under the same grant program.
Matching Funds: As a condition of a Hiring grant such as an AHEAD, FAST, UHP or
MORE grant, the grantee is required to match'in cash a portion of the allowable costs of the
program,project, or activity as funded by the COPS program.
COPS Finance
Revision I
June 13,2001 10
ACH VENDOR/MISCELLANEOUS PAYMENTOBIA S TeToao96
ENROLLMENT FORM Expiration Date 06/30/93
This form is used for Automated Clearing House(ACH)payments with an addendum record that contain payment
related information processed through the Vendor Express Program. Recipients of these payments sholdd bring this
information to the attention of their financial institution when presenting this form for completion.
Privacy ACT Statement
The following information is provided to comply with the Privacy Act of 1974(P.L.93.579). All information
collected on this form is required under the provisions of 31 U.S.C.3322 and 31 CFR 210. This
information will be used by the Treasury Department to transmit payment data, by electronic means to
vendor's financial institution. Failure to provide the requested information may delay or prevent the
receipt of payments through the Automated Clearing House Payment System.
AGENCY INFORMATION
FEDERAL PROGRAM AGENCY:
OFFICE OF JUSTICE PROGRAMS
AGENCY IDENTIFIER: AGENCY LOCATION CODE(ALC): ACHRPoRMA T.
OJP 15-04-0001 N--+I cc n c-rx n CTP
ADDRESS:
810 Seventh Street, NW
WASHINGTON, D.C 20531
CONTACT PERSON NAME TELEPHONE NUMBER:
Accounting Division 1-800421-6770
ADDITIONAL INFORMATION:
PAYEE/COMPANY INFORMATION
SSN NO.OR TAXPAYER ID N0: •
ADDRESS:
CONTACT PERSON NAME TELEPHONE NUMBER:
FINANCIAL INSTITUTION INFORMATION
NAME:
CIADDRESS:
ACM COORDINATOR NAME: • TELT-NONE NUMBER:
• NINE DIGIT ROUTMG TRANSIT NUMBER:
DEPOSITOR ACCOUNT TITLE;
DEPOSITOR ACCOUNT NUMBER:
•
TYPE OF ACCOUNT: O CHECKING ® SAVINGS Di LOCKBOX TELEPHONE NUMBER:
SIGNATURE AND TITLE OF AUTHORIZED OFFICIAL(faNbete sane n ACH C.eetor) '�-
neparrment of Justice
Office of Justice Programs -
Office for Civil Rights
Warhington,D.C. 20531
Dear COPS Recipient:
Congratulations on your recent award. Because you have submitted Certified Assurances that your agency agrees to
comply with applicable civil rights laws,this office has determined that you have met part of the necessary civil
rights obligations outlined in the Department of Justice regulations governing recipients of Federal financial
assistance. See 28 C.F.R. §42.204,Applicants'Obligations. As Director of the Office for Civil Rights(OCR),
Office of Justice Programs(OJP),I would lace to offer you my assistance in completing the rest of the civil rights
---- ---requirements outlined in the Certified Assurances,specifically Nos:8A and 8B. Here follows a summary of the
civil rights obligations that recipients of Federal financial assistance must meet.
General information and Requirements:
•
1. Federal Law requires equal opportunity for the participation of women,minorities and individuals with
disabilities in employment and services provided under programs and activities receiving Federal financial
assistance.
2. --—Ml recipients andsubrecipients,regardless of their organizational type,tits aim:unt:awarded,or the number
of employees,are subject to the prohibitions against discriminationturthe basis of race,color,national
origin,sex.religion or disability,in any program or activity receiving financial assistance from the Office
of Community Oriented Policing Services(COPS)or OW.
3. OCR investigates complaints by individuals or groups alleging discrimination by recipients of COPS and
OJP financial assistance. -
4. OCR may require allrecipients,through selected compliance reviews,to submit data to ensure that they are
— — delivering services-in an equitable manna to all protected segments_of the recipient's service population
and that the recipient's employment practices'are in compliance with equal employment opportunity
recPtketai ._--..
5. Civil rights requirements(including the Equal Employment Opportunity Plan(ESOP)requirement)apply
to recipients and to each of their subrecipients that meet the criteria outlined in this-letter. Therefore,all - _ -
recipients should apprise subrecipients of these responsibilities.
Requirement to Submit Finding of Discrimination:
6. As required by Assurance No. 8A,if a Federal or State court or administrative agency has made a finding
of discrimination within the last two years against your agency,please forward a copy of the order to us.
Additionally,please forward to us any ongoing consent decree or resolution agreement. All documents
should be sent to the Office for Civil Rights,Office of Justice Programs,U.S.Department of Justice,810
Seventh Street,N.W.,Room 8136,Washington,D.C. 20531.
'The employment practices of certain Indian Tribes are not covered by Title VII of the Civil Rights Act of
1964,42 LI S.C. §2000e,and therefore their employment practices are not subject to review by OCR.
•
Requirement to Prepare an Equal Employment Opportunity Plan ITEOP): _._
7. • In accord with 28 C.F.R.§§42.301-.308,recipients and subrecipients meeting the following criteria should
send their EEOPs or EEOP Short Plans directly to the Office for Civil Rights within 60 days of the date of
their award.
8. Each recipient required by the regulations to prepare an EEOP must maintain on file(whether required to
submit a plan or not)all of the information required for a comprehensive EEOP,outlined in 28.C.F.R.
§42.304.. Some of the examples of the information required by 28 C.F.R. §42.304 are applicant flow
data,rates of pay for positions in your agency,and discipline data; You should consult the regulations so
that you are aware of the exact type of information you are responsible for maintaining.
9 If a recipient has under 50 employees,regardless of the amount of the award,no EEOP is required:
however,the recipient must sign and return to OCR within 60 days,the applicable portion of the .
-Certification Form located-in the enclosed Seven Step Guide to.the besipn and Development oTan Equal
Employment Oppornmity Plan
10. Pursuant to the special condition regarding EEOPs govemin this award, acknowledged g you have acknowledged that
failure to submit an acceptable EEOP is a violation of the Certified Assurances and which may result in the
suspension of drawdown of funds until OCR approves your EEOP.
Instructions for Recipients Receivinrt$500,000 or More:
11. • In accord with28 C:F:R§§42.301.-308,and Assurance No,8B,each recipient that receives a single -
award for$500,000 or mom and.has 50 or more employees,must submit a comprehensive Equal
EmploymcntOpportunity Platt(EEOP),within t0 days from the date of this-k$er,-to OCR at the above
address? See the enclosed Seven Step Guide to the Desi rDevelopm•ent or an Equal Employment
Opportunity Plan.
12. Alternatively in lieu of sending your own cotnprehensn'e EEOP,you may choose to complete an EEOP -
• . Short-Plan, and return it to OCR within 60 days of the date ofthis letter. The easy-to-follow ESOP Short
— Plan reduces paperwork and preparation time considerably and will ensure a quicker OCR review and
approval Theenclosed Seven Step Guide'to'tlre Desixn:and:Developmait of-an-Equal Employment
Oaoortututy Plan(which includess apt EEOP Short Plan).wiltassist you in completing this-requirearent_-
(Please note that whether you submit the comprehensive EEOP or not,you are still responsible for
- maintaining the information required there regulations at 28 C.F.R.
-- — 8 requ by 8u §§.42.301 -:308.
--Instructions for Recipients Recetvin[$25,000 or More;but.under$500,000:
13. Pursuant to 28 C.F.R.§§42.301-42.308 each recipient that receives$25,000 or more,but under$500,000,
and has 50 or more employees is required to implement and maintain on file an Equal Employment
Opportunity Plan(EEOP)for review by OCR upon request You may choose to maintain an EEOP Short
Plan on file;however,you are still responsible for ensuring that all of the data required under 28 C.F.R.
§42.304 for a comprehensive EEOP is available for OCR's review if necessary.
•
rlf you have already submitted an EEOP as part of another award from OW or COPS and OCR has issued
an Approval letter that is dated within the last two years,or alternatively,if you have certified that no EEOP is
requited,you do not need to submit another EEOP or Certification at this time. Within 60 days of this letter,simply
send to OCR,at the above address,a cover letter indicating your new grant award number and grant title,attached to
a copy of the letter you received from OCR stating that your EEOP or Certification was acceptable.
14. Even if your current award is less than$500,000,if you have received an aggregate amount of $1,000,000 •
in awards from COPS or OJP within the last 18-month period,you must submit an acceptable EEOP or
EEOP Short Plan to OCR.
15. Please complete the applicable section of the Certification Form located in the enclosed Seven Step Guide
to the Design and Development of an Equal Employment Opportunity Plan and return it to OCR within 60
days of the date of this letter.
Instruction for Recipients Receiving under$25,000: •
16. If you received an award of less than$25,000,you do not need to maintain or submit an Equal
Employment Opportunity Plan(EEOP)or a Certification Form in accordance with Assurance No. 8B.
If you have any questions,please call OCR at(202)307-0659. Additional information and technical assistance on
`the civil rights obligations of recipients can be found at http'www.ojp.usdoj.govlocr.
Sincerely,
Michael L.Alston
Acting Director
Office for Civil Rights
c:Grant Manager
Financial Analyst
r
. j
COPS
COMMUNITY ORIENTED POLICING SERVICES
U.S.DEPARTMENT OF JUSTICE
Registering with Grants.gov
Before you can apply for a COPS Office grant via Grants.gov, your organization must complete all items on
this checklist. These steps take a number of days; so please don't wait until the last minute if you have a
deadline approaching!
When you are done, you will have established a profile on Grants.gov that contains basic information about
your institution and designated staff members who are authorized to submit applications.
A glossary of terms and links to important online resources follow the checklist.
What you need to do Purpose How long will it take Completed?
1.Find out your institution's DUNS DUNS You will receive a
number numbers DUNS number at the
All institutions applying for federal grants. identify an conclusion of the phone
are required to provide a DUNS number. institution. call. If you request your
Ask your grant administrator or chief The federal DUNS number online the
financial officer to provide your institution's government process can take up to 48
DUNS number.Research universities and has adopted hours to complete.
most colleges,independent libraries, and the use of
large organizations already have DUNS DUNS
numbers. numbers to
If youvinstitution doesn't have a DUNS keep track of
number,call;The special Dun &Bradstreet how federal
hotline at 1-866-705-5711 to receive a grant money
DUNS number free of charge. You can is dispersed.,,
also request your DUNS number online at
www.dnb.com/us.
More information about DUNS numbers is
available at
W://www.Grants.gov/RequestaDUNS.
2.Register your institution with Central Registering 1-3 days to gather ,
Contractor Registry(CCR) with CCR is information about your
Ask your chief financial officer,grant required for institution and prepare
administrator,or authorizing official if your an institution the application.
institution is registered with CCR. to use 5 days from the time
If your institution is not registered,you can Grants.gov. your institution registers
apply by phone(1-888-227-2423)or Designating with CCR.The 5-day
register online at http://www.ccr.gov.CCR AORs window is necessary to
has developed a worksheet(7-page PDF)to ensures that mail you security
help you with the process. This worksheet only , information.
can be found at authorized
http://www.ccr.Rov/CCRRegTemplate.pdf. individuals
When your institution registers with CCR, can submit
you will be required to designate an E- grant
Business Point of Contact (E-Business applications
POC). This person will be given a special on behalf of
password called an "M-PIN."This the
password gives him or her the sole authority institution.
to designate which staff members from your
institution are allowed to submit
applications though Grants.gov.
Staff members designated to submit
applications are called authorized
organization representatives (AORs).
If your institution has registered, but your
E-Business POC has forgotten the M-PIN
password,call 1-888-227-2423.
3.AORs apply for usernames and AOR AORs will receive
passwords usernames usernames and
To obtain their usernames and passwords, and passwords when they
AORs must register with Grants.gov at passwords submit their information.
https://apply.grants.gov/OrcRegister. They serve as
will have to know your institution's DUNS "electronic
number to complete the process. signatures"
After your institution-registers with CCR, when your
AORs must wait five business days before institution
they can obtain their usernames and submits
passwords. applications
on
Grants.gov.
4.AORs register with Grants.gov This creates Registration will be
Using their usernames and passwords an account complete when the AOR
(obtairjed in step 3), AORs must register on submits the online form.
with Grants.gov at Grants.gov
https://apply.grants.gov/GrantsgovRegister. that allows
AORs to
submit
applications '
on behalf of
your
institution.
5.E-Business POC approves registration Only E- It depends on how long it
of AORs Business takes the E-Business
When an AOR registers with Grants.gov, POCs can POC to log in and
your institution's E-Business POC will approve approve the AOR.
receive an e-mail notification. AORs. AORs can log into
Your E-Business POC must then log into This allows Grants.gov to find out
Grants.gov(using the "M-PIN"password) your = who serves as their
and approve the AOR,thereby giving him institution to institution's E-Business
or her permission to submit applications. authorize POC and to see if they
When an E-Business POC approves an specific have been approved.
AOR, Grants.gov will send the AOR a individuals
confirmation e-mail. to submit
grants.
Explanation of Important Grants.gov Terms
Authorized Organization Representative(AOR): A person authorized by your E-Business POC to submit
applications to Grants.gov
Central Contractor Registry(CCR): Institutions receiving any type of award from the federal government
must register with CCR
DUNS Number. DUNS stands for "data universal numbering system." DUNS numbers are issued by Dun
and Bradstreet (D&B) and consist of nine digits.If your institution does not have one, call 1-866-705-5711
to receive one free of charge. You can also request your DUNS number online at www.dnb.com/us.
E-Business Point of Contact(POC): Person who will designate which staff members can submit applications
through Grants.gov. When you register with CCR, your institution will be asked to designate an E-Business
POC.
bI-PIN: Password used by your e-business point of contact to designate which staff members can submit
applications to Grants.gov.
Helpful Links
DUNS Number information:
http://www.cops.usdoj.gov/mime/open.pdf?Item=1025
Central Contractor Registry(CCR): http://www.ccr.gov
Worksheet to help you register with CCR: http://www.ccr.gov/CCRRegTernplate.pdf(7-page PDF)
Obtain usemames and passwords for AORs: https://apply.Grants.gov/OrcRegister
Grants.gov: htta://www.Grants.gov
Grants.gov Helpdesk: support@Grants.gov
Grants.gov Customer Support Tutorials.and Manuals: http://www.grants.gov/CustomerSupport
Grant.gov Support Line: 1-800-518-GRANTS (4726)
"I appreciate having the ability to use the online
COPS grant application process. I have completed one
grant successfully on Grants.gov and look forward
to applying through the system again."
Gail Braun,Grant Coordinator
COMMUNITY ORIENTED POLICING SERVICES City of Omaha,Nebraska
U.S.DEPARTMENT OF JUSTICE
Grants.gov and the COPS Office
A Simplified Process to Find and Apply for COPS Grant Funding
The COPS Office is committed to supporting the President's Management Agenda by striving to
become an even more"citizen-centered" and "results-oriented"organization. In an effort to meet
these objectives, the COPS Office is participating as a partner with the government-wide Grants.gov
initiative. Grants.gov is the home of federal grant program information and applications. Please
visit www.Grants.gov to learn more about this exciting initiative.
The COPS Office was pleased to offer COPS in Schools applicants the ability to apply for funding
via the Grants.gov website beginning in April 2004. Starting in FY2005, the COPS Office will
make all of our grant solicitations electronically available for downloading and submission using
the Grants.gov site. While we encourage applicants to take advantage of this new process, the
COPS Office will also continue to accept paper applications.
Here are some of the features and benefits COPS applicants using Grants.gov can expect:
• A single source for finding COPS Office and other federal grant opportunities.
• A standardized manner of locating and learning more about COPS funding opportunities.
• A single, secure and reliable source for applying for COPS grants online.
• A simplified grant application process with reduction of paperwork.
• The ability to download a copy of the application package,complete it offline and then submit
via the Grants.gov site.
• Tracking number from the COPS Office when applications are successfully completed online.
• Computer based training tutorial, user guides, context-sensitive help for each web page and
quick reference sections for help in applying for grants.
• Customer service support is available via email and a toll free phone number from Grants.gov.
Agencies interested in using Grants.gov must be registered users with Grants.gov and have a DUNS
number. The COPS Office has an Organizational Checklist that will assist applicants in completing
the various registration steps required to submit grants online through Grants.gov. This checklist
can be obtained by emailing AskCOPSrc@usdoj.gov. Agencies are encouraged to visit the
www.Grants.gov website as soon as possible to become familiarized with the site, registration
processes and federal grant funding opportunities.Users can subscribe to the Grants.gov website to
be notified via email when funding opportunities arise in the subject areas that they choose. The
one time registration will create an agency profile that can be used by the agency when-applying for
any federal grant.
The COPS Office looks forward to working with current and future grantees in this new endeavor.
For more detailed information on the COPS Office and our partnership with Grants.gov you can
contact the COPS Office Response Center at 1.800.421.6770.
U.S.Department of Justice
Office of Justice Programs •1tj�j �•
Office for Civil Rights ....,
CIVIL RIGHTS SEVEN-STEP GUIDE
to the Design and Development
of an Equal Employment Opportunity Plan
Return Forms Included
OFFICE FOR CIVIL RIGHTS
OFFICE OF JUSTICE PROGRAMS
U.S. DEPARTMENT OF JUSTICE
THE SEVEN-STEP GUIDE
TO THE DESIGN AND DEVELOPMENT
OF AN
EQUAL EMPLOYMENT OPPORTUNITY PLAN
PLEASE NOTE: Department of Justice Regulations regarding Equal Employment Opportunity Plan
content are quite comprehensive. For purposes of an initial screening to determine any potential
problems in the agency's workforce,we will focus on the indicators outlined in this guide, The Seven-
Step Guide to the Design and Development of an Equal Employment Opportunity Plan. If there is a
determination based on an initial screening that further review is appropriate, the entire
documentation required under Department of Justice regulations contained in 28 §CFR 42.301 et seq.
may be requested and reviewed.
[OCR/Gen] Rev. 10/1/99
THE SEVEN-STEPS: OVERVIEW
• An introduction stating that the plan is current and reflects the time period of the award.
• A breakdown of the agency's current workforce by race, sex, national origin, and job
category.
• A breakdown of the available workforce in the community by race, sex, national origin,
and job category.
• A comparison of these breakdowns and identification of underutilization, if any.
• Specific objectives to address any findings of underutilization.
• Specific steps which will be taken to achieve the above objectives.
• A plan to disseminate the EEOP to all employees and to the general public.
Office for Civil Rights Compliance Specialists, who
provide technical assistance in preparing Equal
Employment Opportunity Plans, may be reached at the
Office of Justice Programs, Washington,D.C. 20531, (202)
307-0690.
2
WHAT IS AN EEOP?
The purpose of an Equal Employment Opportunity Plan (EEOP) is to insure full and equal
participation of men and women regardless of race or national origin in the workforce of the
recipient agency. A recipient agency is defined as any State or local unit of government or agency
thereof, and any private entity, institution, or organization, to which Office of Justice Programs
(OJP) financial assistance is extended directly or through such government or private entity.
Recipient agencies that meet all of the following criteria are required to maintain an EEOP on
file for review by OJP, if requested (see 28 C.F.R. §42.301 sett .):
(i) have 50 or more employees; and
(ii) received a total of$25,000 or more in grants or subgrants; and
(iii) have 3 percent or more minorities in service population (however, if less than 3
percent minorities in service population, an EEOP must still be prepares', but must
focus on employment practices affecting women only).
Grantees that meet criteria (i) and (iii), and that receive over$500,000 (or$1 million during
an 18 month period) are required to submit an EEOP with their application to the Office for
Civil Rights, Office of Justice Programs for review.'
An EEOP is a comprehensive document that analyzes the agency's workforce in comparison
to its relevant labor market data and all agency employment practices to determine their impact on
the basis of race, sex, or national origin. The EEOP includes a written analysis that:
-- provides a statistical profile of the internal workforce by race, sex and national origin
-- identifies problems in employment practices and procedures
-- specifies corrective action
-- forms the basis of ongoing evaluation.
'See Chart on following page, "Civil Rights Requirements of Recipients" for types of entities that are
exempt from these requirements and a description of factors affecting requirements to either maintain an
ESOP on file or submit an EEOP to OCR.
3
CIVIL RIGHTS REQUIREMENTS OF RECIPIENTS
IMPORTANT: ALL RECIPIENTS, REGARDLESS OF THE TYPE OF ENTITY OR THE AMOUNT
AWARDED, ARE SUBJECT TO THE PROHIBITIONS AGAINST DISCRIMINATION IN ANY
PROGRAM OR ACTIVITY AND MAY BE REQUIRED BY OCR, THROUGH SELECTED
COMPLIANCE REVIEWS,TO SUBMIT DATA TO ENSURE THEIR SERVICES ARE DELIVERED [N
AN EQUITABLE MANNER TO ALL SEGMENTS OF THE SERVICE POPULATION AND THEIR
EMPLOYMENT PRACTICES COMPLY WITH EQUAL EMPLOYMENT OPPORTUNITY
REQUIREMENTS. 28 CFR§42.207 AND §42.301 El SEO.
Regulatory Definition: Recipient means any state or local unit of government or
agency thereof, and any private entity, institution or organization to which Federal
financial assistance is extended directly or through such government or agency (i.e.,
subgrantee or contractor of the recipient agency)...28 CFR§42.202(n).
RECIPIENT MUST SUBMIT TO OCR
Type of Entity Assurances Court Findings of EEOP
Discrimination
I. Educational/Medical
Non-profit Institutions/ Yes Yes No
Indian Tribes
II. All other Recipients
receiving more Yes Yes No
than$25,000
III. For-profit entities and
State and Local Gov't. Yes Yes Yes
Recipients receiving
$500,000 or more*
* Or over$1 million in an 18 month period
4
RECIPIENT FACTORS EEOP REQUIREMENTS
Less than 50 employees Certification to OCR;not required to maintain EEOP
Less than 3%minority population Required to maintain EEOP as relates to women
Receives less than$25,000 Not required to maintain EEOP
Receives more than$25,000 Certification to OCR; must maintain an EEOP on file for
(excluding Type I entity) possible OCR audit
Receives$500,000 or more* (only Must submit EEOP to OCR for approval
Type III entity)
STOP
STOP AND NOTE:
TECHNIQUE FOR DETERMINING IF EEOP REQUIREMENTS APPLY TO YOUR AGENCY
FIRST,ASK: WHO IS THE NAMED GRANTEE?
After reviewing the chart on the previous page, a grantee agency or grant manager may think
that his/her situation is atypical or unique regarding EEOP requirements and, therefore, cannot
determine whether EEOP requirements should apply. To analyze such seemingly complex
situations, the following is a simple and helpful self-test:
QUESTION: Who is the named grantee?
ANSWER: The named grantee is the agency which is named by the Office of Justice Programs(OJP)
on the award document and whose chief executive official serves as the signatory for receipt of the
• OJP grant award.
THEREFORE: The named grantee is the agency responsible for preparing or submitting the EEOP.
5
I
To test your understanding of this simple technique of determining whether, and to
what extent, EEOP requirements apply, two typical scenarios appear below:
Scenario 1. The City of Sullivan received a COPS Universal Hiring Program grant for over
$500,000, to be used for the hiring of ten additional police officers to work at the Sullivan Police
Department. The grant was applied for and received in the name of the City, although the funds are
being used for salaries at the Police Department.
Ouestion 1: Which of the two agencies --the City or the Police Department-- is required to prepare
and submit an EEOP?
APPLY THE SELF-TEST BY ASKING: WHO IS THE NAMED GRANTEE?
Answer 1: The City of Sullivan,not the Police Department, should prepare and submit an EEOP that
reflects the City's workforce. In this case, the named grantee is the City of Sullivan and the City
should submit its EEOP if its meets the criteria as described on page 4. However, because the Police
Department is a subgrantee of the grant funds, and the grant is being made specifically to expand the
Police Department's workforce, it is critical that the City's EEOP analyze specifically the Police
Department's workforce, in addition to the workforce of other citywide agencies. In other words,
a generalized EEOP which combines all of the City's employees into one analysis will NOT meet
OCR requirements. It is permissible for the City to submit its citywide plan with a supplement
focusing specifically on the Police Department.
Scenario 2. The Sullivan Police Department received a COPS Universal Hiring Program grant for
over $500,000, to be used for the hiring of ten additional police officers to work at the Sullivan
Police Department. The grant was applied for and received in the name of the Police Department,
and the funds are being used for salaries at the Police Department.
Question 2: Which agency is required to prepare and submit an EEOP?
6
AGAIN, APPLY THE SELF-TEST BY ASKING: WHO IS THE NAMED GRANTEE?
Answer 2: The Sullivan Police Department should prepare and submit an EEOP that reflects that
agency's workforce. Here, the named grantee is the Sullivan Police Department, which should
submit an EEOP if its meets the criteria as described on page 4. However, if the City of Sullivan has
already prepared a citywide EEOP, such an EEOP would be permissible to satisfy the Police
Department's EEOP requirements if the EEOP contains a separate section or supplement that
analyzes specifically and fully the Police Department's workforce.
COMPLETING THE EEOP
STEP 1. THE INTRODUCTION
The introduction to the EEOP should contain basic information about the recipient agency
as well as an overview of its personnel management and operations. Basic information should
include the name, address, and phone number of the grantee; project numbers, names and funding
levels; and names, addresses, and phone numbers of project directors. Most importantly, the
introduction should state the agency's policy of equal employment opportunity as well as the
effective date and duration of the EEOP (which must reflect the time period of the grant
award), and must be signed into effect by an agency official. The personnel management and
operations overview should include a brief summary of the ongoing equal employment opportunity
efforts, progress in meeting EEO objectives, and the current status of EEO efforts.
STEP 2. GRANTEE'S WORKFORCE ANALYSIS
The grantee must provide a statistical breakdown of its current workforce for each job
category broken down by gender within each racial, color, and national origin group. These
statistics should be converted into percentages. Percentages should reflect the portion of people in
each job classification of a given race/sex/national origin. In other words, if the grantee has four
professionals--three white males and one Hispanic male --the chart will display 3 and 75% in the
block for white male professionals, 1 and 25% in the block for Hispanic male professionals, and 0
7
and 0% in all other professional blocks(Attachment A provides a model chart format for statistical
breakdown of current workforce).
NOTE:
FOR POLICE DEPARTMENT GRANTEES: workforce data should consist of a statistical
breakdown of the agency's current workforce by race, sex, national origin, and job category (i.e.
rank) of sworn and unsworn personnel. Please note that all sworn law enforcement officers
should be categorized within the "Protective Services" category, which contains two subgroups:
Officials and Patrol Officers. "Officials" should include all law enforcement officers who have
progressed beyond the entry-level positions(for example,Sergeants,Lieutenants,Detectives, Chiefs,
and the like). "Patrol Officers" should include all entry-level law enforcement officers in your
department. As a law enforcement agency, you may not have any entries at all in the larger
categories of"Official/Administrator," "Professionals," or "Technicians," unless you have non-
sworn employees who fall within these categories. (Attachment B provides a correlation chart
translating civilian job categories into personnel job categories in the police department.)
STEP 3. COMMUNITY LABOR STATISTICS
The grantee must provide a similar statistical breakdown of the available community
workforce for each job category broken down by gender within each racial,color,and national
origin group. These data may be obtained from various sources,' including the local office of the
U.S. Department of Labor, Bureau of Labor Statistics in your region, The data should reflect the
community which forms the grantee's hiring pool. These data must be based on the 1990 census
statistics. The format of this breakdown should also follow the structure of the chart figured in
Attachment C. As with the grantee's workforce analysis, the community workforce analysis chart
should also be converted into percentages. The same method of converting data to percentages
should be followed as explained in Step 2.
'Additional sources of community workforce data may be obtained from the U.S. Census Bureau;
local, county, and state planning commission; local chamber of commerce; local employment agencies;
local social service agencies; city and county planning commissions; state and local institutions of higher
education (state universities); and local public libraries.
8
STEP 4. UTILIZATION ANALYSIS
A. CHARTS: The grantee will compare its workforce with that of the relevant
community in order to determine if, and in what job categories, women and/or minorities (cross-
classified by gender) are under-represented in the grantee's workforce. This utilization analysis
forms the basis for the plan and will be obtained by comparing the information presented in Step
2, with that in Step 3. The format should follow the chart figured in Attachment D, but must only
be presented in terms of percentages. Figures should be determined by subtracting the percentages
obtained in Step 3, from those obtained in Step 2.
In other words, if Hispanic males comprise 25%of the grantee's professional employees, and
Hispanic males make up 50% of professionals in the community workforce, 50% would be
subtracted from 25%. The resulting figure, -25%, would be placed in the block on the
underutilization analysis for Hispanic male professionals. This process should be repeated for all
categories.
B. NARRATIVE: The second part of the utilization analysis is narrative. In this section,
the grantee will interpret the utilization analysis, pointing out areas that are of concern (e.g.,
"This agency demonstrates an underutilization of Asian American men in the Executive job level,
as their representation in the community workforce at that job level is 15% while at our agency it is
only 2%").3
3To determine the factors responsible for any underutilization it may be necessary to evaluate the
grantee's procedures in regard to recruitment, applications,testing,terminations, disciplinary actions, and
promotions. For example, if the grantee's underutilization analysis reflects that blacks or women are
under-represented in all job levels, it demonstrates that the grantee is not hiring these individuals in a
manner which would reasonably be expected given their representation in the community. In order to
determine what steps would best rectify this situation,the grantee should scrutinize its past recruitment
efforts and hiring practices. Perhaps women have not been targeted for recruitment, and thus are not
applying to the degree that men are. On the other hand, it is possible that women are applying to the
organization in large numbers, but that they are disproportionately rejected for employment. It may be that
the required entry-level examination puts women at a disadvantage, or that a height/weight requirement is
screening out female candidates.
9
S r
STEP 5. OBJECTIVES
The grantee will address the underutilization identified in Step 4 by setting forth an
objective to address such underutilization. This objective must be specific and must be based
on the results of the underutilization analysis. For example, an objective which states, "it is our
ambition to have a workforce that is more representative of the community" is too general. A better
type of objective would be one that states, "because African-American women are under-represented
in the higher levels of our organization in such jobs as Comptroller and Agency Administrator, it is
our objective to increase this representation by evaluating our promotional practices to ensure that
African-American women are receiving equal opportunity to advance." Objectives should be
reasonably attainable and based on a realistic timetable.
STEP 6. STEPS TO ACHIEVE THE OBJECTIVES
The grantee must then set forth whatever steps it has determined will enable it to meet
its objectives. The most effective steps will be those which directly address the reasons for any
underutilization of women and minorities. The grantee should thus attempt to pinpoint the factors
which put women and/or minorities at a disadvantage in this particular organization.°
STEP 7. DISSEMINATION
Finally,the grantee will describe its plan to disseminate the EEOP to all personnel and
applicants. This dissemination plan shall include the name of the person designated to implement
the Equal Employment Opportunity Program in the agency.
°Once the grantee has pinpointed the cause(s)of the underutilization, it can present the best steps
for addressing any inequities. Specific organizations and publications can be contacted for recruitment,
examinations/test can be revised, and requirements that do not pertain to job performance can be
eliminated. The grantee may wish to offer classes that will better prepare women and minorities for entry-
level and/or promotional examinations. Tailoring the EEOP to the grantee's particular needs will
enhance the likelihood of realizing the objectives presented in Step 5.
10
ATTACHMENT A--(WORKSHEET) AGENCY'S WORKFORCE (See Step 2)
MALE FEMALE
Job Catepory TOTAL B , W H A/PI AI/AN B W H A/PI AI/AN
Officials/Administrators % % % % % % % % %
Professionals
Technicians
Protective Officials*
Services Patrol
Officers
Para-Professional
Office/Clerical
Skilled Craft
Service/Maintenance
* FOR POLICE DEPARTMENT GRANTEES ONLY:first fill out additional breakdown of sworn"officials,"below.
Job Category TOTAL B W H , A/Pt AI/AN A W H AWL AI/AN
# # # # # # # # # # #
Chiefs,Deputy Chiefs % % % %
Captains, Inspectors
Lieutenants
Sergeants,Detectives
TOTALS '
'Put these totals in above chart under"Protective Services'-Officials."
KEY
B-Black A/PI-Asian or Pacific Islander
W- White AI/AN-American Indian or
H-Hispanic Alaskan Native
POLICE DEPT. GRANTEES: See Attachment B for correlation chart translating civilian job categories into personnel job categories in the police department.
I
ATTACHMENT B—For Law Enforcement(Police/Sheriffl Department Grantees
(Guidance for Steps 2 and 3)
Job Category(Model Step 2: Workforce Statistics Step 3: Community Labor
Charts) (Matching Your Agency Statistics (Matching Census
Personnel to the Job Data Categories to Charts)
Categories)'
Officials/Administrators Non-sworn administrators Officials/Administrators
(i.e. personnel director)
Professionals Non-sworn professionals Professionals
(i.e. personnel assistant)
Technicians Non-sworn technicians (i.e. Technicians
weapons/automotive/compu-
ter technicians)
Protective Services
(A) Officials All sworn officers beyond Protective Services
entry-level (Sergeants, Lieu-
tenants, Captains,etc.)
(B) Patrol Officers All entry-level sworn officers Civilian Labor Force
19-35 years of age,with high
school diploma or GED
Equivalency
Para-Professional Non-sworn (i.e. legal or per- Para-Professional
sonnel assistants)
Office/Clerical Non-sworn office/clerical/ Office/Clerical
administrative assistants
Skilled Craft Non-sworn skilled craft work- Skilled Craft
ers(i.e. mechanics)
Service/Maintenance Non-sworn service crews Service Maintenance
All sworn officers
must be classified under
Protective Services as shown.
All other categories contain
examples to assist you in
classifying your non-sworn
personnel, if any.
12
ATTACHMENT C--(WORKSHEET) COMMUNITY LABOR STATISTICS(CLS) (See Step 3)
MALE FEMALE
Jnh Catrvnry : TOTAL B W H A/PI Al/AN 8 W I A/PI ALLAN
# # # # # # # # # # #
Officials/Administrators % % % % %
Professionals
Technicians
Protective Officials'
Services pal offirera°
(Civilian Labor Force)
Para-Professional
r
cut Office/Clerical
Skilled Craft
Service/Maintenance
B-Black A/PI-Asian or Pacific Islander
W-White Al/AN-American Indian or Alaskan Native
H-Hispanic
5POLICE DEPARTMENTS,PLEASE NOTE: For"Officials,"use CLS#for Protective Services.
6POLICE DEPARTMENTS,PLEASE NOTE:For"Patrol Officers,"use CLS#for Civilian Labor Force.
ATTACHMENT D—(WORKSHEET) UTILIZATION ANALYSIS (See Step 4a)
MALE FEMALE
JOB GROUP CATEGORY Whits B Ij %Spanie Assn Americas White Black Hispanic Asian American
(CGS=Community labor statlstl s)* Indian Indian
OFFICIALS/EXECUTIVE
Workforce#/%
CLS#N%
Utilization%
PROFESSIONALS
Workforce#1%
CLS#1%
Utilization%
TECHNICIANS
Workforce#1%
CLS#/%
Utilization%
OFFICIALS
Workforce#N%
CLS#/%
PROTECTIVE Utilization%
SERVICES PATROL OFFICERS
Workforce#/%
Civ.Labor Force#/%
Utilization%
PARA-PROFESSIONAL
Workforce
CLS#/%
Utilization
OFFICE/CLERICAL
Workforce
CLS#/%
Utilization
SKILLED CRAFT
Workforce#1%
CLS#/%
Utilization%
SVCS/MAINTENANCE
Workforce#1%
CLS#/%
Utilization%
• 1990 Census Data
1
a
Id
t,
FORMS TO RETURN
■ CERTIFICATION
or
■ EEOP SHORT FORM
N
Mail to:
U. S . Department of Justice
Office for Justice Programs
Office for Civil Rights
810 Seventh Street, N.W.
Suite 8136
Washington, D.C. 20531
' Please select the appropriate form(s) from the following
perforated pages; complete and return them to the Office for
Civil rights .
CERTIFICATION FORM
Recipient Name and Address:
Grant Title: Grant Number: Award Amount:
Contact Person Name and Title: Phone Number: ( )
Federal regulations require recipients of financial assistance from the Office of Justice Programs(OW),its component agencies,and the
Office of Community Oriented Policing Services(COPS)to prepare,maintain on file,submit to OJP for review,and implement an Equal
Employment Opportunity Plan(ESOP)in accordance with 28 C.F.R§§42.301-308. The regulations exempt some recipients from all of the
ESOP requirements. Other recipients,according to the regulations,must prepare,maintain on file and implement an EEOP,but they do not
need to submit the EEOP to OW for review. Recipients that claim a complete exemption from the EEOP requirement must complete Section
A below. Recipients that claim the limited exemption from the submission requirement,must complete Section B below. A recipient should
complete either Section A or Section B,not both. If a recipient receives multiple OW or COPS grants,please complete a form for each
grant,ensuring that any EEOP recipient certifies as completed and on file(if applicable)has been prepared within two years of the latest
grant. Please send the completed form(s)to the Office for Civil Rights,Office of Justice Programs,U.S.Department of Justice,810 7"'Street,
N.W.,Washington,D.C.20531. For assistance in completing this form,please call(202)307-0690 or TTY(202)307-2027.
Section A-Declaration Claiming Complete Exemption from the EEOP Requirement. Please check all the boxes that
apply.
❑ Recipient has less than 50 employees, O Recipient is an Indian tribe,
❑ Recipient is a non-profit organization, 0 Recipient is an educational institution,or
❑ Recipient is a medical institution, 0 Recipient is receiving an award less than$25,000
I, [responsible official),certify that
[recipient] is not required to prepare an
EEOP for the reason(s)checked above,pursuant to 28 C.F.R §42.302. I further certify that
[recipient] will comply with applicable Federal civil rights law
that prohibit discrimination in employment and in the delivery of services.
Print or type Name and Title Signature Date
Section B-Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
EEOP Is on File for Review.
If a recipient agency has 50 or more employees and is receiving a single award or subaward for$25,000 or more,but less than$500,000,then
the recipient agency does not have to submit an EEOP to OJP for review as long as it certifies the following(42 C.F.R. §42.305):
I, [responsible official], certify that
the [recipient],which has 50 or more employees
and is receiving a single award or subaward for$25,000 or more,but less than$500,000,has formulated an EEOP in accordance
with 28 CFR §42.301,et seq.,subpart E. I further certify that the EEOP has been formulated and signed into effect within the
past two years by the proper authority and that it is available for review. The EEOP is on file in the office of:
[organization],
at [address],for review by the public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Office of Justice
Programs,U. S. Department of Justice, as required by relevant laws and regulations.
Print or type Name and Title Signature Date
OMB Approval No. 1121-0140 Expiration Date:01/31/06
EEOP SHORT FORM
STEP 1: INTRODUCTORY INFORMATION
Grant Title: Grant Number:
Grantee Name: Award Amount:
Address:
Contact Person: Telephone#:
Date and effective duration of EEOP:
Policy Statement:
[signature] [title] [date]
OMB Approval No.: 1121-0140
Expiration Date: 09/30/2002
Paperwork Reduction Act Notice. Under the Paperwork Reduction Act,a person is not required to respond
to a collection of information unless it displays a currently valid OMB control number. We try to create
forms and instructions that are accurate, can be easily understood, and which impose the least possible
burden on you to provide us with information. The estimated average time to complete and file this EEOP
Short Form is 1 hour per application. If you have comments regarding the accuracy of this estimate, or
suggestions for making this form simpler,you can write to the Office of Justice Programs, Office for Civil
Rights, 810 7th Street N.W., Washington, D.C. 20531.
STEP 2: AGENCY'S WORKFORCE -- In the following Utilization Chart, please fill in the workforce
statistics for your agency according to the categories indicated.
STEP 3: COMMUNITY LABOR STATISTICS(CLS)-- In the following Utilization Chart, please fill in
the available workforce statistics for the community according to the categories indicated.
STEP 4a: UTILIZATION ANALYSIS-- Please subtract the percentages obtained in Step 3 from those
obtained in Step 2 and fill in on the following Utilization Chart.
STEP 4b: NARRATIVE UTILIZATION ANALYSIS-In the space provided below, please analyze the
figures obtained for Step 4a-- the Utilization Chart-- by pointing out specific areas of concern.
STEP 5: OBJECTIVES-- In the space provided below, please summarize the objectives your EEOP sets
forth to address any underutilization identified in Step 4.
4
UTILIZATION CHART(See Steps 2,3,and 4s)
MALE FEMALE
JOB GROUP CATEGORY White Black Hispanic Asian American White Black Hispanic Asian American
(CLS a Community Labor Statistics)* Indian Indian
OFFICIALS/EXECUTIVE
Workforce#/%
CLS#1%
Utilization%
PROFESSIONALS
Workforce#/%
CLS#/%
Utilization%
TECHNICIANS
Workforce#/%
CLS#/%
Utilization%
OFFICIALS
Workforce#1%
CLS#/%
PROTECTIVE Utilization%
SERVICES PATROL OFFICERS -
Workforce#/%
Civ.Labor Force#I%
Utilization%
PARA-PROFESSIONAL
Workforce
CLS#/%
Utilization
OFFICE/CLERICAL
Workforce
CLS#/%
Utilization
SKILLED CRAFT
Workforce#/%
CLS#/%
Utilization%
SVCS/MAINTENANCE
Workforce#N/e
CLS#/%
Utilization%
1990 Census Data
r
STEP 6: STEPS TO ACHIEVE OBJECTIVES-- In the space provided below,please briefly describe the
specific steps you have determined will enable you to meet the objectives presented in Step 5.
STEP 7: DISSEMINATION--In the space provided below,please summarize your plan to disseminate the
EEOP.
*U.S. GOVERNMENT PRINTING OFFICE: 1999-454019/15505
9
• �,. �.,, U.S. Department of Justice
a
\g Office of Justice Programs
Office of the Comptroller
Washington,D.C.20531
September 22, 2004
Weld County Sheriff's Office
910 10th Avenue
Greeley, CO 80631-0000
Dear Colleague:
Congratulations on your award from the Office of Justice Programs (OJP).You
now have immediate access to your grant funds through the use of the Phone
Activated Paperless Request System (PAPRS) which is activated through the use of a
touch tone phone. Just pick up your telephone and dial 1-800-879-4513 to access the
PAPRS system.
Your OJP vendor number is 846001813. Your password/PIN for the system is 0287.
Your organization will use these numbers for all of the grants listed on the
enclosure. The enclosure lists all grant awards for your organization, and
includes a separate grant identification number (Grant ID) for each award. You
will receive a new Grant ID for each subsequent grant awarded through OJP.
The vendor number and passwords will remain the same.
The vendor number, password, and all grant ID numbers are to be given only to
authorized person(s) of your staff and not given to subrecipients. Your
organization, as the grantee of record with OJP, is solely responsible for the
security of these access codes. The individual(s) you authorize to access
your funds through PAPRS will need to have access to all of these numbers, and
must understand the need for security of them. Please be advised that any
violation of the security of your password may result in the termination of
your grant(s) with OJP.
If you have not already done so, please complete and return to us the enclosed Auto-
mated Clearing House (ACH) Enrollment Form. You should complete the Payee/Company
section of the form, and have your bank complete the Financial Institution Section.
Through the combined use of PAPRS and ACH, approved drawdowns will be deposited
directly into your financial institution account. For your internal audit purposes,
we suggest that you maintain a record of drawdowns made through PAPRS. A sample
worksheet is also enclosed.
If you experience any problems obtaining funds, or if you have questions concerning
any financial aspect of your award, please contact the Office of the Comptroller's
Customer Service Center at 1-800-458-0786 or askoc@ojp.usdoj.gov.
Sincerely,
0a�,,c
%rlenMongellG i,le IVl ager
OC Customer Servi
Enclosures
474
N
3
3
09/22/2004 Page 1
Vendor name : Weld County Sheriff ' s Office
Vendor number: 846001813
Grant number Grant ID
1999UMWX3225 041657E
2004CKWX0385 079239
NOTE :
Effective March 1, 2000, all inquiries concerning
COPS awards are to he handled by the Office of
Community Oriented Policing Services. This
includes not only general inquiries, hut also
questions related to financial and payment
intormati.on.
COPS grantees may contact COPS at
askCOPSRC( usdoi.gov or may call their Response
Center at 1 -800-421-6770.
On- Line Filing of SF-269
•
Quarterly Financial Status Reports
In continuing efforts by the Office of Justice Programs to better serve award recipients, effective April 1,
2004, quarterly Financial Status Reports, also known as the SF 269 Form, can be filed on-line through the
Internet at:
http://grants.ojp.usdoj.qov/
The due dates for on-line filing of SF269s remain the same. The SF269s must be submitted on-
line not later than 45 days after the last day of each reporting quarter as follows:
Reporting Quarter Date Due
Jan 1-Mar 31 May 15
April 1-June 30 Aug 14
July 1-Sept 30 Nov 14
Oct 1-Dec 31 Feb 14
The on-line SF 269 requires the same reporting information as the paper version. The use of this
on- line application enables authorized users to view current and past SF 269s, and allows them
to file or amend the SF269 for the current quarter.
Grantees who do not submit 269s by the due date will be unable to drawdown funds. The
payment systems contain an edit which checks for 269 delinquency and will reject a drawdown
attempt if the 269 is not up to date.
An email confirmation of OJP receipt of the SF 269 will be sent to the grantee at the email
address listed by the grantee's registered user. Subsequent email reminders will be sent to the
grantee at that email address if/when future SF 269s are delinquent.
For general information concerning on-line filing of SF 269 reports, go to www.ojp.usdoj.gov/oc or
contact the OJP Office of the Comptroller, Customer Service Center by phone at 1-800-458-0786
(at option 2)or by email at ask.ocaiusdol.gov.
July 2004
E-Mail Notification of Grantee Payments
Good News!
No More Guessing!
Grantees and Contractors Will Receive Electronic Payment Notification!
Starting with payments made on March 22, 2004, all OJP grantees and contractors
will receive an e-mail notification after a payment request has been successfully
disbursed by the Office of the Comptroller and the U. S. Department of the
Treasury.
The e-mail notification to the grantees will read as follows:
TO: OJP Grantee/Contractor
FROM: Ojp.usdoj.gov
SUBJECT: Payment Request
Your payment request has been processed for grant/invoice number(s):
XXXX-XX-XXXX.
The total amount is SO 00.
You should expect to receive payment in your bank account within 48 hours.
If you have any questions concerning this message, please contact our Customer Service
Center at 1-800-458-0786 or bye-ntail at ask.occrusdoj.eov
En support of the continuing effort to meet the accelerated financial statement
reporting requirements mandated by the U.S. Department of Treasury, OJP
strongly suggests that grantees make payment requests before the last five (5)
working days of each calendar quarter.
Cynthia J. Schwimer
Comptroller
July 2004
el U. S. Department of Justice
kg Office of Justice Programs
Office of the Comptroller
ktlif
44 sg,: Ic
Instruction Manual
July 2004
Welcome to PAPRS
Through the use of a touch tone telephone, you may access funds awarded to
your organization through the Office of Justice Programs (OJP). Once your
organization has submitted the signed acceptance of your award, your
organization will receive a letter containing grant ID and PIN number
information. This information will allow you to use OJP's Phone Activated
Request System (PAPRS) to access your funds.
If this is your first award, your organization was assigned a vendor number,
grant ID number, and a PIN number. To access subsequent awards, you will
need a new grant ID number for each award, but your PIN number will
remain the same as the initial award.
To access the OJP PAPRS payment system, call 1-800-879-4513. Once you
have dialed PAPRS, you will hear easy-to-follow prompts as you proceed.
You will have the opportunity to change information related to your request.
At the end of each request for funds, PAPRS will advise you if your request
has been approved for payment. If your request has not been approved,
PAPRS will tell you what you will need to do to clear the record for
approval. If PAPRS gives you a Reference number, it means that your
request has been accepted but will require additional review before it can be
approved. Please make note of any reference number given to you, as you
can call back to check on the progress of any such requests.
If you have questions concerning PAPRS, payments, or any financial aspect
of your OJP award, contact the Office of the Comptroller, Customer Service
Center, at 1-800-458-0786 or ask.oc@usdoj.gov.
The following is a step-by-step caller interface flow of how the system works
and what information is needed during your call. Text in italics is the voice
response you will hear from PAPRS. As you connect to PAPRS you will
hear
1 July 2004
•
Thank you for calling the Phone Activated Paperless Request System at the
Office of Justice Programs. Please enter your vendor number.
Enter your nine digit OJP-assigned vendor number. This number may or
may not be the same as your taxpayer identification number (EIN) assigned
by the Internal Revenue Service.
Please enter you PIN number.
Enter the four digit PIN number which was sent to you by letter. If your
combination of OJP vendor number and PIN number are correct, you will be
allowed to continue.
Main Menu:
To request grant funds, press 1.
Press 1 to request a drawdown or payment of your grant funds.
To reconcile your account, press 2. (currently unavailable)
Press 2 to make an adjustment of previously drawn down funds. For
example, if you have previously drawn funds against a grant in error and
wish to move that drawdown of funds to the correct grant, you are able to do
that on line.
If you choose option 1 from Main Menu: Request Funds
Please enter your grant I.D.
Enter the unique six digit number assigned to the grant you wish to access
now.
You have entered (grant ID). To continue, press 1. To re-enter, press 2.
2 July 2004
Sub-Menu Option 1: Press 1 if you are requesting funds for a future period
of time.
To request an advance of funds from one of your accounts, press 1.
If you wish to request reimbursement for your expenses, press 2.
To return to the main menu, press the star key (*).
Please enter the dates covered by this expense claim.
To enter October 2, 2001, you would enter 10022001.
Please enter the beginning date now.
Enter the begin date for an advance of funds. Note that the date entered for
an "advance" must be greater than today's date.
You entered (date). To continue, press 1. To re-enter, press 2.
Please enter the ending date now.
Enter the end date. Note that the end date must be greater than the
"beginning date."
You entered (date). To continue, press 1. To re-enter, press 2.
Please enter the amount you are requesting as a whole dollar amount,
followed by a pound sign.
Cents may be entered using the star sign as a decimal point. For example,
twenty five thousand dollars and 50 cents would be added as
25000 * 50 #.
You entered (amount). To continue, press 1. To re-enter, press 2.
If you wish request a lower amount from this award, press 1.
To exit, press 2.
3 July 2004
•
You will then return to previous menu where you can request funds on
another grant.
* * * * * * * * * *
Sub-Menu Option 2: Press 2 if you are requesting reimbursement for funds
which you have already expended.
Please enter the dates covered by this expense claim. To enter March 15,
2001, you would enter 03152001. Please enter the beginning date now.
You entered (date). To continue, press 1. To re-enter, press 2.
Please enter the ending date now.
You entered (date). To continue, press I. To re-enter, press 2.
Please enter the amount you are requesting as a whole dollar amount,
followed by a pound sign.
Cents may be entered using the star sign as a decimal point. For example,
twenty five thousand dollars and 50 cents would be added as
25000 * 50 #.
You entered (amount). To continue, press 1. To re-enter, press 2.
* * * * * * * * * *
The system will be performing many calculations and checks against various
database files as you are entering information. If you are enrolled in the
Automated Clearing House (ACH) and your request is approved., you will
hear:
Your request has been approved. Your request has been received and is
4 July 2004
•
being processed.
If you have previously received paper checks through the US Postal Service,
your and your request is approved:
Your request has been approved.
*** Please note: the U. S. Department of Treasury has directed Federal
agencies to establish electronic deposit (through ACH) for payments issued
through their programs.
You may also hear a message that your request for funds is not approved for
specific reasons, such as:
The amount you have requested is equal to the entire amount of this award.
If you wish to request a lower dollar amount from this award, press 1. To
return to the main menu, press "*".
Or
Your request for funds exceeds the amount currently available for this award.
If you wish to re-enter a different amount, press 1. To return to the main
menu, press "*".
Or
The dates you have entered overlap with previous fund requests. To return to
the main menu, press "*"
Or
Our records indicate that you have not filed a current SF269. Please mail
your report to... To return to the main menu, press "*".
Or
5 July 2004
•
Our records indicate that you have not accepted your grant award document.
To return to the main menu, press "*".
In each instance, you will have the opportunity to exit, and to try again. If
you need further information or assistance with payment issues, contact the
OC Customer Service Center at 1-800-458-0786 or ask.oc(c�,usdoj.gov.
If you choose option 2 from Main Menu: Reconcile your
Account (currently unavailable).
For an account summary, press 1.
To reconcile an account, press 2.
To return to the main menu, press the star key.
If you wish an account summary which provides you with an available dollar
amount for each of your grant accounts:
For account number (number), you have (amount). To repeat this
information, press 1. To reconcile your accounts, press 2. To return to the
main menu, press 3.
In order to reconcile or move previously requested drawdowns from one
grant account to another, please remember that the account you wish to
remove the previous drawdown from, is the account you wish to increase.
The account you wish to add the previous drawdown to, is the account you
wish to decrease. In effect you are increasing or decreasing the available
balance of your grant accounts.
If you wish to reconcile your accounts by individually moving previous
drawdowns from one grant account to another:
6 July 2004
Please enter the dollar amount for this transaction. You have entered
(amount). If this is correct, press 1. Otherwise, press 2 to re-enter the
amount.
Please enter the account number (grant number)you wish to increase by this
amount.
Please enter the account number (grant number)for the account you wish to
decrease by this amount.
7 July 2004
ACH VENDOR/MISCELLANEOUS PAYMENT OMB No.1510-0066
ENROLLMENT FORM
This form is used for Automated Clearing House(ACH)payments with an addendum record that contains payment-related information
processed through the Vendor Express Program. Recipients of those payments should bring this Information to the attention of their
financial institution when presenting this for completion.
PRIVACY ACT STATEMENT
The following information Is provided to comply with the Privacy Act of 1974 (P.L.93.679).All information collected on this form is
required under the provisions of 31 U.S.C.3322 and 31 CFR 210.This information will be used by the Treasury Department to transmit
payment data,by electronic means to vendor's financial institution. Failure to provide the requested information may delay or prevent
the receipt of payments through the Automated Clearing House Payment System.
AGENCY INFORMATION
FEDERAL PROGRAM AGENCY OJP Grant N umber/s:
OFFICE OF JUSTICE PROGRAMS
AGENCY IDENTIFIER: AGENCY LOCATION CODE(ALC):
oJP 15-04-0001
ADDRESS:
810 Seventh Street,NW Attn:Office of the Comptroller Control Desk
Washington D.C.20531
•
CONTACT PERSON NAME TELEPHONE NUMBER
Office of the Comptroller Customer Service Center (800) 458-0786
•
• ADDITIONAL INFORMATION:
PAYEE/COMPANY INFORMATION 107' Numberr:
NAME: •
ADDRESS:
CONTACT PERSON NAME: TELEPHONE NUMBER:
( I
FINANCIAL INSTITUTION INFORMATION
NAME:
ADDRESS:
ACH COORDINATOR NAME: TELEPHONE NUMBER:
( )
NINE-DIGIT ROUTING TRANSIT NUMBER:
DEPOSITOR ACCOUNT TITLE:
LOCKBOX NUMBER:
DEPOSITOR ACCOUNT NUMBER
•
TYPE OF ACCOUNT: n CHECKING n SAVINGS n LOCKBOX
SIGNATURE AND TITLE OF AUTHORIZED OFFICIAL: TELEPHONE NUMBER:
(Could be the en as ACH Coordinator) ( )
USN 7540-01.2744926 3681-102 SF3091(Rev.12/90)
Proscribes by Depa lewd W Mummy
AGENCY COPY 33 U S C 3322:3t CFR 2t0
Instructions for Completing SF 3881 Form
1. Agency Information Section—Pre-printed on form.
2. Grantee Information Section —Grantee prints or types their identifying information(i.e.,name
of grantee organization, their street address, their OJP-assigned vendor number, and the
grantee contact person and telephone number
3. Financial Institution Information Section — Financial institution enters the name and
address of the grantee's financial institution which will receive the ACH payment,ACH
coordinator name and telephone number,nine-digit routing transit number,depositor
(payee/company)account title and account number. Also,the type of account is
checked,and the signature,title, and telephone number of the appropriate financial
institution official are included. Only the authorized financial Institution/bank official
should sign box 3.Grantee contact should nEd sign box 3.
Burden Estimate Statement
The estimated average burden associated with completing this form is 16 minutes per respondent or recordkeeper,
depending on individual circumstances. Comments concerning the accuracy of this burden estimate and
suggestions for reducing this burden estimate and suggestions for reducing this burden should be directed to the
Financial Management Service,Facilities Management Division,Property end Supply Branch Room B-101,3700
East West Highway, Hyattsville, MD 20782 and the Office of Management and Budget, Paperwork Reduction
Project(1510.0058),Washington,DC 20503.
•
FINANCIAL STATUS REPORT
(Short Form)
(Fellow Instructions on next page)
I. Federal Agency and Organizational 2, Grant or Award Number Ass
igned by OJP OMB Approval No Page of
Element to which Report Is Submitted
1121-0264 1 1
U.S.Dept.of Justice
Office of Justice Programs(OJP) Expires:01/3112006 pager
3. Recipient Organization(Name end complete address,Including ZIP code)
4. Vendor Number & ReclpleM internal code or Identifying Number(II any) 8. Final Report 7. Basis
0 Yes O No O Cash O Accrual
& Funding/Grant Period Moo hurtruotrons) 9. Period Covered by this Report
Form (Month,Day,Yeer) To:(Month,Day,Year) From; (Month,Day,Year) To: (Month,Day,Year)
10. Transactions: 1 9 le
• Previously Reported This Cumulative
.Period
a.Total outlays
b.Recipient share of outlays •
o. Federal there of outlays •
d.Total un11quidated obligations
e. Recipient shard of unllquldatsd obligations
f. Federal share of unliquidated obligations
a.Total Federal share(Sum of lines a and I)
h.Total Federal funds authorized for this funding period
L Unobllgated balance of Federal funds(Line h minus line g)
a Type of Rate(place'x'In appropriate box)
11. Indirect ❑Provisional O Predetermined O Final O Fixed
Expense
b. Rats C. Base d.Total Amount e.Federal Share
12. Remarks. attach any explanations deemed necessary or Information required by Federal sponsoring agency in compliance whit governing legislation.
PROGRAM INCOME
A. Block/Formula passthrough$ C.Forfeit $ E.Expended $
S. Federal Funds Subgrented $ D.Other $ F.Unexpended $
13.Certification faintly to the best of my knowledge end belief that this report is correct and complete and that all outlays and unliquidated obligations are
for the purposes ale forth in the award documents.
Typed or Printed Name and Tile Telephone(Area code,number and
extension)
Signature of Authorized Certifying Official Date Report Submitted
DOJ Standard Form 268a(REV 2002)
Paperwork Reduction Act Notice. Under the Paperwork Reduction Act,a person is not required to respond to a collection of Information unless It displays
a currently valid OMB control number. We try to create forms and instructions that are accurate,ben be easily understood,and which Impose the least
possible burden on you to provide us with information. The estimated average time to complete and file this application is 90 minutes per application. If you
have comments regarding the accuracy of this estimate,or suggestions for making this form simpler,you can write to the Office of Justice Programs,US
Department of Justice,810 Seventh Street,NW,Washington,DC 20531.
•
OFFICE OF JUSTICE PROGRAMS INSTRUCTIONS
FOR FINANCIAL STATUS REPORTING (SF269A)
The quarterly Financial Status Report(FSR)Is due 45 days after the end of the calendar quarter.Please be reminded that this is a report
of expenditures a request for reimbursement.To request reimbursement,use an OJP payment system*. Send the completed reporl
to: Office of Justice Programs,Attn:Control Desk,810 Seventh Street, NW- 5'" Floor, Washington, DC 20531 or fax them to(202:
616-5962 or alternate fax#(202)353.8475. Please type or print legibly and do not change any pre-printed information. If you haw
already filed an FSR for the current calendar reporting quarter and need to make changes, please submit a corrected FSR and prin.
"AMENDED"or"CORRECTED"at the top of the form.
Note: Without a current FSR on file,funds will not be disbursed.
Please ensure that you fill out every space(except Box#5)of this report,or your FSRsJiI not be processed.
1. Pre-printed as:U.S.Dept.of Justice,Office of Justice Programs Line 10e is your share of these unpaid obligations. Line 121 is the
Federal share of unpaid obligations.The total of lines 10e and 10f should
2. Enter the OW grant number found on your grant award equal the amount on line 1Od.
document. For example,2001-CV-DP-0000. Line jog Is the total Few share of your cash outlays and unpaid
obligations regardless of whether you have received reimbursement.It will
3. Enter current name and address of the organization that accepted be the total of Column ill, Lines 1Qa and 10f. Line 10a Is the total
the award. amount of your award. Change this amount only if you have received a
supplemental award. Une I0f is the amount of your total award which
4. Enter the assigned 9 digit OJP vendor number as recorded on has not either been expended through a cash outlay or encumbered by an
your grant award document. unpaid obligation. It is the difference between Column ill, Lines 10f,1
minus 10$equals Line A.
5. Enter any Identifying number assigned by your organization for
your internal use. If none, leave blank. 11. Please refer to your award documents to complete this section. This
section will only be completed if you have a Negotiated Indirect Cost
6. "Yes" should be selected when you have expended all funds Rate with your cognizant agency.
(including match contribution) related to the grant, all program
activity has ended, and all obligations paid. "No" should be Line 1ngg1 Indicate the type of rate that you have. Line l lb is the indirect
selected If this is not your Final Report cost rate in effect during this current reporting period. Line Ds Is the.
amount of the base against which the cost rate is applied. Line ad is the
7. Indicate whether your accounting system uses a CASH or an total amount of Indirect costs charged during this current reporting period.
ACCRUAL basis for recording transactions related to this award. Line De is the Federal Government share of the amount reported on Line
For reports prepared on a CASH basis, outlays are the sum of 11d.
actual cash disbursement for direct purchases of goods and
services at the lowest funding level. For reports prepared on an
ACCRUAL basis,outlays are the sum of actual cash disbursement Note: If more than one rate was in effect during this reporting period,
at the lowest funding level. Unpaid obligations represent the attach a schedule showing all applicable rates amounts for Line Up
amount of obligations that have been Incurred at the lowest through jig.
funding level but have not yet paid out.
8. Enter both the beginand end dates of the award period. 12. has Line 126 is the cumulative amount of Federal funds your State agency
Ppassed-through to local units of government, other specified groups
9. Enter the FROM and TO dates for the current reporting calendar or organizations as directed by the legislation of the program.
quarter as listed below. Line 12B Is thecumulative amount of Federal funds subgranted including
Reporting Quarter Reports Due Not Later than amounts subgranted to State agencies and amounts reported on Line 12g.
Jan 1 through Mar 31 May 15 Line 12C is the cumulative Federal portion of forfeited assets(adjudicated
Apr 1 through Jun 30 Aug 14 to the plaintiff) to be used in this grant whether the assets were forfeited
Jul 1 through Sep 30 Nov 14
Oct 1 through Dec 31 Feb 14 as a result of this grant or another grant.
Note:Data for more than one calendar quarter may be rolled up Line 12D Is the cumulative Federal portion of program income earned
into one report for the first report submitted. from other than forfeited assets. This Is Income from sources such as
registration fees, tuition, and royalties. This amount should not be
10. Lines joy, 1Qb,andand j,Q referto your cash outlays including the included In Box 10.
value of in-kind match contributions for this award at the lowest
funding level (i.e., monies you have spent). Column ( is the Line 12E Is the cumulative amount of program income from all sources,
cumulative total of expenditures for the prior reported calendar Includingforfeited assets and interest earned,which have been expended
quarter.If you wish to correct previously reported quarterly totals, by your organization.This amount should not be included in Box 10.
enter the corrected amounts in this column.Column Ills for the
current reporting calendar quarter outlays. Colu is for the Line 12F is the balance of unexpended program income
result when adding across the amounts reported In ou and (12C + 12D- 12E).
1. The total of lines 10b and 10c should equal t e amount
reported on line lie for each column. 13. Along with your printed name, telephone number and email address,
please remember to sign and date the FSR. It will rizi he processed
Lines 10d, 10e, and 10f should only be completed if you without signature.
indicated in Box 7 that you are on an accrual basis of accounting.
Lines ,)_Oct, jQ% and 101 refer to the amount of unpaid
obligations or accounts payable you have incurred.Items such as
payroll(which has been earned, but not yet paid)is an example
of an accrued expense.
Line IN is the total of your unpaid obligations to date.
•If you need assistance with completing this form,contact the CC Customer Service Center
at 1-800-458-0786 or email us at askocgoip.usdoi.gov.
April 2003
.__ How To Complete The SF 269
1.This box is usually .
preprinted with:
U.S.Dept of Justice
Office ofJaseee Programs. •This box is preprinted and does not need
2.This is the award number 1 to be filled out by the recipient.
assgnedtoyoubyOJP. —__.__.
. Example: 19_99F'F-NN-1111 should ---.._ . ._..__......
3.This is the current address of the .. 6."Yea"should be selected when the grantee
recipient of the award. _ __ _ has expended all funds related to the grant,as
1.FS'SPeap lel I t FaanGaa I Crr bmllne OM Mad*.PS d 'program activity has ended,and all obligations
:QealtsliIleeSlb tam I Maniasl SWFbaS Peegl. No
Nepal aYYaat I m,a,40, paid. *N0'Should be selected if this is not
u0..la EASE*Paws i. Prot your Final Report"Entry Required"
3.Paepb:l n-h. n pin ale Cooped aka Ward 3.C O) .._...__.__....... _. _._. .....
4.Enter grant recipients vendor number. ,.��ldiallieekd Naar S.aeopnaMapK Number aF ppwwl�,4.Y 7.Accrual. Expenses are recorded when the
This can be located on the award a mown was,
. .w._ .obligation to pay is eatalr6em. based on the
document.*Vendor numbers areV
!recipients accounting System
assigned by OJP and are not always .a Faaa:pa.r .IL Paba caaeae01 ps P1p0r1
the same as you Tax ID Number. AM 0.11""'°'1. Tar11 aAw.rM Frrtpba•pap.Tly Tae1aaaen.Tro9 Cash- Expenses are recorded as they are
_ .. ..._ paid.
:2,Thy
e e
Pa'MYb 7d CurWM5.This is a number assigned by YOUR . .:.. °`°'"'°agency g 1lrlrposee• You - -- 9.These are the dares tllat this SF 289 isforfrackin H dorot haw:a number,leave this box blank. . . .. Since 8e SF 269 is a quarterly report you have foraQuarrr2-.4rr1/hnr un 31
3or/aYalae+lplra .Quarer2-Apr1 thin Jun 308.Include the beginning and the endings;S.ISTSSC;S@; ,e„ . . . Ostr3-Jutl they Sep 30datadyour grant Hyou nave received —.._.. .. _..- . -- aNyjco haehaatt to woit rprOW lbw Dee esous Ewes srs you ray canbkateem
F.an>rabe:.sa•vlp aeprbme suppshould rifled or e 0n1 the end dateTarFprraw is of ha care — :kb one ThefkW kdrs 120 days after the end derail
extens rated the supplement or -... .. 1°
extension. a Thal table
.._.._ _. _ ♦uws...rw.rrr Ww. : ....0 .._.
11.This section - to . .-- _ _ . ___. _. .. .. ..
recipients who have 8a approved 11.Mama a Type ar .-Qtiq yapp smile ^�erl
1Q
• lea u!.. twirl—pl—tale....- SBB Pege20/Them.....— ions
indirect cost rare as part tithe approved . . _. . ....___ _.....
award budget If you have been .0 wpm s; .>aaTewarra
approved refer to your*Negotiated maws s
'w aedraalaapaare p C.Free a Epatlap.
Agreement"
Agreem for the indirect cost rate. a MESS Mods s _.._....
• .. ••.. irrtslraYYMY/ YrYeralMlraaroeTY�YlnI�rYYa
4IrM� rW^wY...FrraalYnYle�aw..
lipid rwrpaaaalTa TnMw Weave —ad - Financial Status
seamdperw Gunny 'Da Repel eaulbl Repo Help is
—.___ . .. . _______... .. . ..... . ._.__.. .. 12CthruF. Are ere!!!
11 A thru E Line 11 A is self-explanatory. Line 11 B is
the indeed cost rate in effect during this current reporting 'appfioeble for ReWients
** Important Notice** Imo. Limit Cis the mount of the base against generate�p ram ' ' 1$00-458-0786
!which the cost rate is applied. Lanett Die the total , ( Page , -....._. . _ _— —1-
. amount d indirect costs charged during this anent 12A and 8 See ___til of I( II II II II
Please SIGN and reporting period. Line 11 Eh the Federal Government i l Sl If u U U U
DATE your SF cow. than oare ne�ate�tyedduing line
ote:If more
• • il 11!
---- —- attach a schedule showing all applicable rates and (II I April 2003 0 I
;amounts for line 11 8 through E.
1 of 2
How To Complete the SF 269— Box 10 I
'Previously Reported- This Cumulative- This column .
nein refers to the quarter' 'This Period- This column refers to a combination of al I ,, ou nts who are using* :
most recently reported Prior :refers to the arrant previously reported quarters i Accounting
should •
'to the curtail quarter. Ono :mooning quarter. as wag as the current boxes LIMN ill h,hodAGrant Recipent usingan*Aomori .
quader has ever beeen ._ quarter.
reported,indicate this with
I
I zeros. 'basses,b,c,d,e,f,g,h,And!.
,. r'a nques :a.Parker or Orr (ema,Prr Fops r
bait' .NrrrrraseeF MfYrr .NE
1 le
wa.OSIF Rae's saaana Ma
..—__. . _._.. .. . .._.... .j_._ •d.ToWUM WaledO This mkrsto'
___ _ __ .a. raap,r orerieF rwrcanraFrwFF.NNarzv •err 8 '
a Tall Outlays- Refers to the - ___ .. - debt that has been obApakd for a grant purpose
a.esgrNrFlFalmwr L R re ,laisrF sMaar •PeFraym r z but not yet pail out.
sum of the Federal and Recipient ' au surewa..r _vat:No ',.,,,,, Le._Purchase Orders/Vouchers. •
•share of the project costs. -' - I _.. .
L RreerLrhFsnae ss a , bs. AL Frb ,s l ,rr male
.Raspr,Darww TeOsrbOg. F,aa,01„arSp, Te9l.rxe,. e./ tthSti'
d.
:le hstlseivs ,iaM;mN TS ca..ril but out
R•,•NF �. Pabe —_ .l _ r
..___.. .... \L Trgese ..e.- P dose orders+Vardtas.
:b.Recipient Share of Outlays- - -- --- - . -- -
Refers
to Ore total amount of L eremitism dose*
I the recipient has spent toward the y 1a Rara..ro+w ---._ _ ._._ __.. _ ._... .. if.Federal to are de tthauiasteobigatds- r
_ 'This referrer to the debt that has been retreated
project.O any. I•. .... "` from the grata,but not yet paid out.
---'
it wq+..r r.rm•lrrabgrbrs Le: Pudtase Orders/You:1st
t F.r.rr.aNrma+.
•e.Federal Slane- Refers m the a Tre rberrr..Fs.rrr.arms ._ . ...._ CI Trial Federal Share. This fgure can be
total amount of Federal grant r '"TrrbrrlRrarararr'raw - .. .- obtained by taking the sum of Bras c and t I
many spent toward the project , `.&r,w..ir�rwwar.rwe"__
__ ._... ...�h.Tn>lal Federal FundsAutlrwiaedfor this
__... ."—..—_. .--- —- I1. V4 is Twsm ,�NYYFpRsrF!F Lap
c Pisani _ reamer 0 Few = nos ,Funding Period- This refers to the Total Amount
'DP". rya--at -- ..._..a TFrromrn b F•110-W-1 .of your grant inducing all supplements received
12astdb. Refer tofomwlaawards• iQ *liraardNv`LrY°Frerb®pmaalleiremrawn'rrr_sinH 'and_c_e"__. ..._ ____J
12a
mralrm+,r+robWr,r !
with required pesetltraugh and --i s Fm Frewm°;. $ a magi s_er r S ._ —."—T
g I m erarr,raarrw�—�.r.n.rrar�ra�r�ar.__-._ 'I.Unobg Balance of Federal Funds- This •
arr.ra.sel,rrsr.rrr,arne,rrrrwa— ' figure can be obtained by subtradgng fine h from
•wenterneniesamolis warm:rr..w ,tine g. This is the remain gbalanceonyaw :
smoke .
• •grant I
syrsserarrsaoantyic OY •orllaatrraare -- -.-
For grards awarded through Office of Justice For grants awarded through Community
Programs,send doaknet to: • Wanted Policing Services(COPS),send
documents to:
Office of Justice Programs Community Oriented Policing Services
Attm OJP Control Desk Attn: COPS Control Desk
810 Seventh SOcet,NW 1100 Vermont Ave.N.W.
Washington DC 20531 Washington,DC 20630
Fax Number:202416-5962 OR 202353.475 Fax Nlanber:202.616-9004
'. 2of2
•
OMB APPROVAL NO.1121.0253
EXPIRATION DATE:09/30/2004
U.S.DEPARTMENT OF JUSTICE
r-. Office of Justice Programs
CATEGORICAL/DISCRETIONARY ASSISTANCE PROGRESS REPORT _.
The information provided will be used by the grantor agency to monitor grantee cash flow to ensure proper use of Federal funds. No further
monies or other benefits may be paid out under this program unless this report is completed and filed as required by existing law and regulations
(Uniform Administrative Requirements for Grants and Cooperative Agreements-28 CPR,Part 66.Common Rule,and OMB Circular A-110).
1. GRANTEE 2. AGENCY GRANT NUMBER 3.REPORT NO.
4. IMPLEMENTING SUBORANTEE S. REPORTING PERIOD(Dates)
PROM: TO:
6. SHORT TITLE OF PROJECT 7. GRANT AMOUNT 8.TYPE OP REPORT
®
REGULAR ❑SPE J.CIA
FINAL REPORT REQUEST
9. NAME ANDTDLE OP PROJECT DIRECTOR 10. SIGNATURE OP PROJECT DIRECTOR II. DATE OP REPORT
12. COMMENCE REPORT HERE (Caminue on plain paper)
•
•
•
13. CERTIFICATION BY GRANTEE(Official rignamn) 14. DATE
OJ?FORM 4587/1
INSTRUCTIONS FOR COMPLETING OJP CATEGORICAL/DISCRETIONARY
ASSISTANCE PROGRESS REPORTS
Grantees are required to submit Progress Reports on project activities and accomplishments. It is expected that reports will include
data appropriate to this stage of project development and in sufficient detail to provide a clear idea and summary of work and
accomplishments to date. The following should be observed in preparation and submission of progress reports:
a. Due Dates Reports are due on a semi-annual basis—30 calendar days after June 30 and December 31—for the life of the grant as
follows:
Reporting Period: pue No Later Than:
January 1-June 30 July 30
July 1 -December 31 January 30
A final progress report is due 120 days following the close of the grant period or any extension thereof.
b. 5ubmission. Grantees shall submit to:
Office of Justice Programs or FAX:(202)353-8475
Office of the Comptroller/Control Desk
810 T°Street,NW Email:pskoc@oio.usdoi.eov
Washington,DC 20531
•
c. Form and Execution. Grantees should use OJP Form 4587/1 as a face sheet. If continuation pages are needed,plain bond paper
is to be used. It should be noted that the report is to be signed by the person designated as project director on the grant application
or any duly designated successor.
d. Reoortina Requirements. The reporting requirements noted in this section are designed to provide the grantor agency with •
sufficient information to monitor grant implementation and goal achievement. To support effective monitoring of the grant,
progress reports must be keyed to the grant implementation plan provided in the grant application. Specifically,the report should:
1.Indicate the status of each goal.which was due for completion during a previous reporting period but carried over due to
implementation or other problems.
2. State the status of each goal which was scheduled to be achieved during the report period.
3. State the corrective action planned to resolve implementation problems and state the effect of these problems on the
remaining schedule for achieving the project remaining goals.
4. If appropriate,identify changes which are needed in the implementation plan specified in the grant application to
overcome problems. Changes which alter plans and/or goals set forth in the application require prior grantor agency
approval and issuance of a Grant Adjustment Notice(GAN).
5. State what technical assistance the grantor agency might provide during the sent six month period to help resolve
implementation problems. If technical assistance have been provided to resolve implementation problems,state the
problems(or tasks)addressed and the results(or impact)of the assistance provided.
6. Based on the performance measures set forth in the grant application(implementation plan),indicate in quantitative terms
the results(of the project)achieving both during the reporting period and cumulative-to-date. Explanatory and qualifying
statements will be helpful here,especially if project objectives have changed.
e. Special Requirements. Special reporting requirements or instructions may be prescribed for categorical projects in certain
program or experimental areas to better assess the impact and comparative effectiveness of the overall categorical grant program.
These will be communicated to affected grantees by the agency.
Public Reporting Burden. Paperwork Reduction Act Notice. Under the Paper Reduction Act,a person is not required to respond to a,
collection of information unless it displays a currently valid OMB control number. We try to create forms and instructions that are
accurate,can be easily understood,and which impose the least possible burden on you to provide us with information. The estimated
average time to complete and file this progress report is 120 minutes per progress report. If you have comments regarding the
accuracy of this estimate,or suggestions for making this form simpler,you can write to the Office of the Assistant Attorney General,
April 2003
w: U. S. Department of Justice
� Office of Justice Programs
Office of the Comptroller
Customer Service Center
14
L t
*, *, _
•
. Hc1c
ed3C
Making the Pieces Fit
Assists grant recipients in
resolving financial questions.
[Assistance is also available in Spanish-see attached.]
Monday through Friday
9:00 am-6:00 pm EST
1-800-458-0786
TDD (Telecommunication Device for Deaf)202-616-3867
Our website address: http://www.ojp.usdoj.gov/oc
or e-mail us at askoc@ojp,usdoj.gov
or fax your questions to 202-353-9279
April 2003
•
icIrp, U. S. Department of Justice
Office of Justice Programs
Oficina del Contralor
Centro de Servicios a Nuestros Clientes
„or tO
•
- Cic(18
Arreglando las Piezas
Asistiendo a nuestros subvencionarios a
resolver sus problemas financieros,
con servicio en espaiiol.
Lunes a Viernes
9:00 am - 6:00 pm EST
1-800-458-0786
TDD (Para los que tienen dificultad en oir) 202-616-3867
Sobre la red: http://www.oip.usdoj.gov/oc
Preguntas por e-mail: askoc@ojp.usdoj.gov
Preguntas por fax: 202-353-9279
Abril 2003
Hello