Award Management Materials

THE AWARD ACCEPTANCE PROCESS

Step 1. Once award packages are released, an email notification from JustGrants will be sent to the application submitter, the authorized representatives, and the entity administrator requesting that the two authorized representatives log in to sign and accept their award in JustGrants system.

Step 2. Prior to accepting an award, the entity administrator must assign a financial manager, a grant award administrator, and two authorized representatives. The entity administrator will need to ensure the assigned authorized representatives are current and have the legal authority within the organization to accept awards. This action binds the organization to the award terms, conditions, and requirements. The entity administrator can confirm and update key current user roles, including authorized representatives. For assistance, please see Entity Management Job Aid Reference Guide (usdoj.gov).

Step 3. Both of your authorized representatives must log in to JustGrants to carefully review and electronically sign the award package (which includes your award information, financial information, award conditions, and other award documents including the cooperative agreement, if applicable) within 45 days from the announcement. For assistance, please see Award Acceptance Job Aid Reference Guide (usdoj.gov).

Step 4. Authorized representatives should familiarize themselves with all terms, conditions, and requirements before signing and accepting their award. It is recommended that the grant award administrator and financial manager also familiarize themselves with all terms, conditions, and requirements. Please see the JustGrants Training: Grant Award Acceptance page for detailed information on accessing, reviewing, and accepting your award. To print out your award package, please see the following job aid: Managing Award-Printing.

  • Note a limited number of recipients may be subject to an additional award notification because of an ongoing federal civil rights investigation, other award review, or audit of your agency by the U.S. Department of Justice.
  • In addition, a limited number of organizations may be subject to Special Conditions because of high-risk designation or other unique circumstances. If applicable to your organization, these Special Conditions will be found in your award package.
  • If your award received a conditional budget clearance, you will need to work with your COPS Office program manager or program specialist to receive a final budget clearance and assess to your funds.

Step 5. To access your funds, you will need to enroll in the Automated Standard Application for Payments (ASAP) system, if you haven’t already completed the enrolment process in ASAP. The entity administrator will receive an email from ASAP to initiate the process once the award package is released. The ASAP Registration Checklist provides step-by-step assistance to successfully complete the process.

VIRTUAL Q & A SESSIONS

The JustGrants team facilitates weekly Virtual Q&A sessions, an opportunity to receive direct technical assistance and support on JustGrants system functionality. Sessions focus on Entity Management and Post-Award Management for DOJ award recipients. The topics covered in each session and session times vary. To register visit the JustGrants Training: Virtual Q&A Sessions page and check back regularly for new session dates and registration links.

You can stay informed about JustGrants news, notices and upcoming sessions by subscribing to JusticeGrants Updates.

ADDITIONAL CONTACTS

JustGrants
Visit the JustGrants website or contact the JustGrants Service Desk at JustGrants.Support@usdoj.gov or 833-872-5175. JustGrants Service Desk operates 5:00 a.m. to 9:00 p.m. eastern time (ET) Monday through Friday, and 9:00 a.m. to 5:00 p.m. ET on Saturdays, Sundays, and federal holidays. Get started by checking out the application process resources in JustGrants.

DOJ Grants Financial Guide
Learn about the laws, rules, and regulations that affect the financial and administrative management of COPS, OJP and OVW awards.

Automated Standard Application for Payments (ASAP)
Contact the Automated Standard Application for Payments (ASAP) OCFO Customer Service Center at Ask.OCFO@usdoj.gov or 800-458-0786. The U.S. Department of the Treasury organizes ASAP webinar trainings on a regular basis. Please refer to the ASAP website for more information on ASAP-related training and resources.

System for Award Management (SAM) database
Information about registration procedures can be accessed at www.sam.gov.

Data Universal Numbering System (DUNS) number
To verify your DUNS number, please call 866-705-5711 or visit Dun & Bradstreet Support Page - Submit Case (dnb.com).

Programmatic Assistance
For programmatic assistance with the requirements of this program or with submitting the application through the COPS Office Online Application System, call the COPS Office Response Center at 800-421-6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays.