After You Get the Grant

CTAS Post-Award Instructions

Congratulations on receiving a grant through the Coordinated Tribal Assistance Solicitation (CTAS). We want you to be successful with your grant and to help you comply with federal regulations. This section outlines the steps and reports required to remain in compliance, plus other important information, including how to get paid, records retention and allowable costs.

Grants provided under CTAS are funded through the Office of Community Oriented Policing Services , the Office of Justice Programs (including the Bureau of Justice Assistance, the Office of Juvenile Justice and Delinquency Prevention, and the Office for Victims of Crime), and the Office of Violence Against Women. Grantees should follow the post award instructions and grant administration procedures outlined by the appropriate granting office (as designated in the award documents).

All programs require that you submit a signed Tribal Authorizing Resolution (or equivalent legal enactment) prior to drawdown of any grant funds.  In the case of a Tribal consortium, submit a current authorizing resolution from each Tribe in the consortium, unless existing consortium bylaws allow action without support from all Tribes in the consortium.  In this case, submit a copy of the bylaws.

Office of Community Oriented Policing Services Instructions

After receiving notice on an award from the Office of Community Oriented Policing Services, please visit the following links to find materials and instructions related to your new grant award.

Grantees will receive an award package in the mail containing several important documents including your award document, a Financial Clearance Memo (FCM), and a Final Funding Memo (FFM). The FCM and FFM outline all approved budget costs, as well as any disallowed costs or items that require reprogramming, and any restrictions placed on your account. Additionally, you will also have access to your Grant Owner’s Manual which outlines in detail how to administer your grant.

Your Tribe must accept each award, by having the listed Government Executive sign and date the award and return the signed document to our office. Visit the COPS site for more information on how to accept your grant award.  Once the COPS Office  receives your accepted award you will be able to begin administering your grant, and drawing down on your funds. Our Grant Payment Request System (GPRS) can provide you with specific financial information. Please also visit the COPS website to become familiar with your new grant and the state Grant Program Specialist and the Staff Accountant assigned your Tribe. These individuals can be contacted directly with any questions related to your new grant.

Some key links are provided below for your convenience:

  1. COPS Website CTAS Program
  2. Grant Owner’s Manual Purpose Area #1
  3. Grant Owner’s Manual Purpose Area # 2
  4. Grant Program Specialists and Staff Accountants State Assignments

Office of Justice Programs Post Award Instructions

After receiving notice of an award from the Office of Justice Programs, grantees should review the Post Award Instructions. Grant notification and grant administration occurs through the  OJP Grants Management System (GMS).  The Post Award Instructions are tools that provide an overview of the administration of awards with key steps and documents. Some highlights of this resource follow:

  1. Complete financial point of contact (FPOC) registration;
  2. Review the award and special conditions and return the signed documents;
  3. Read the guidelines, including the Financial Guide;
  4. Complete and Return the Automated Clearing House Form;
  5. Access Payment Using the Grant Payment Request System;
  6. Fulfill Reporting Requirements;
  7. Initiate Closeout within 90 days after the end of the grant; and
  8. Review Top 10 Frequently Asked Questions.

Access the Post Award Instructions

Questions about GMS for OJP: call 1–888–549–9901(choose option 3) or email us at GMS.HelpDesk@usdoj.gov

Questions about any financial aspect of OJP awards, call the OCFO Customer
Service Center at 1–800–458–0786 (choose option 2) or email us at ask.ocfo@usdoj.gov.

Office of Violence Against Women

After receiving notice on an award from the Office on Violence Against Women,  the most important resource to create procedures and answer key questions should be the Financial Guide. Part III of this guide details all post-award requirements. Quarterly financial reports are required to be submitted no later than 30 days after the end of the quarter. The Financial Status Report - SF245 lists the actual expenditures for the prior reporting period as well as the cumulative expenditures for the award.

For key definitions of terms used and services provided through OVW grants, please refer to the Overarching Definitions and Grant Conditions from VAWA 2005. Using the proper term will help you remain in compliance with your grant. Please also review the two award conditions that follow.

Award Condition: Central Contractor Registration and Universal Identifier Requirements (PDF)

Award Condition: Reporting Sub awards and Executive Compensation (PDF)

This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash-on-hand.

If you have any questions regarding this award, please contact the Program Specialist identified in the award documents.

For financial grants management questions, contact the OVW Grants Financial Management Division at (202) 514-8556, or by e-mail at ovw.gfmd@usdoj.gov.

For payment questions, contact the Office of the Chief Financial Officer, Customer Service Center (CSC) at (800) 458-0786, or by email at ask.ocfo@usdoj.gov.