U.S. Department of Justice 
Office of Community Oriented Policing Services 

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Fact Sheet 

COPS MORE: Grant Modifications 

Modifications are any changes made to an approved MORE 
award. Prior approval of a change in an approved budget is 
required when (a) the change is in excess of 10 percent; or 
(b) the utilized saved funds will be in excess of $1,000 
regardless of the percentage. Changes may include but are not 
limited to increases in equipment, decreases in technology, 
increases in project costs, or the elimination of any project 
element. 

Changes Not Requiring a Budget Modification 

A non-budget modification request is one that does not require a 
change in budget categories or a reduction in funding. 

For example, a department was awarded 10 laptops, but received 
a reduced price from the vendor and is now able to purchase 12 
laptops. In this case, the department should submit a letter to the 
COPS Office that includes: 

• the department's ORI and the grant number of the 
award to be modified; 
• a short description of the originally awarded items, 
including the total project cost, funding awarded by the 
COPS Office, and required level of redeployment; 
• a description of the proposed change to the awarded 
items; and 
• a statement explaining how the change will affect the 
agency’s ability to achieve the required level of 
redeployment awarded under the grant. 

The COPS Office reviews modification requests and responds 
with a letter confirming or denying the modification. 

Changes Requiring A Budget or Full-Time 
Equivalent (FTE) Modification 

A budget or FTE modification request is one that will require a 
change in budget categories, a reduction in funding, a change in 
the overall project, or a change to the required level of 
redeployment awarded under the grant. 

For example, a department is originally awarded three civilians 
and decides to only utilize the funding for two positions. In this 
case, the department should submit a letter to the COPS Office 
that includes: 

• the department's ORI and the grant number of the 
award to be modified; 
• a short description of the originally awarded items, 
including the total project cost, funding awarded by the 
COPS Office, and required level of redeployment; 
•a description of the proposed change to the awarded 
items, budget, and FTE; 
• a statement explaining how the change will affect the 
agency’s ability to achieve the required level of 
redeployment awarded under the grant (for changes in 
the award amount or project objective please include 
new demonstration of time savings information); and 
• detailed budget sheets reflecting the new total project 
costs resulting from the modification request. 

The COPS Office reviews modification requests and, if 
approved, sends modified award documents. 

Contact COPS 

For more information, please contact the U.S. Department of 
Justice Response Center at 800.421.6770, or visit COPS 
Online at www.cops.usdoj.gov. 

Created: December 16, 2002 

e11021795