Office of Justice Programs

Due to a lapse in appropriations for Fiscal Year 2014, the Office of Justice Programs (“OJP”) will cease
operations after 5:00 p.m. (EDT) on Friday, October 4, 2013.

OJP are providing the following information, in question and answer format, regarding the 
availability of OJP systems and services.

Continuation of Grantee Activities under Existing Grants

1) Will I be able to continue activities and projects already funded under my existing OJP grants 
or cooperative agreements during a period of a funding lapse?

Response: Yes. Grantee activities and projects already funded under existing grants will generally 
be able to continue to the extent the grantee has funding available (see the Q&A regarding the
status of OJP’s payment system and the question below regarding payment requests post October 4th).
The exception to this guidance would be if Federal employee involvement is critical to the project
being carried out or proceeding to the next step. For example, under a cooperative agreement,
there may be actions that a Federal employee has to take for a project to continue; that is, the
project has arrived at a decision point that requires Federal government approval or other
determination in order for the project to proceed to the next step. This is a determination that shall be made by OJP when necessary and OJP would notify the grantee of this determination by 5:00 p.m. (EDT), Friday,
October 4th. If you have not heard from your grant manager at OJP that a particular project is at
a critical step which would require OJP involvement, you may assume that all such projects can
continue.

2) Will grantee-sponsored events (such as conferences, meetings, and trainings) scheduled during 
the period of a funding lapse be affected?

Response: Most approved grantee-sponsored events (e.g., conferences, meetings, trainings) 
scheduled during a potential funding lapse generally will not be affected and can proceed as
planned. Please note that OJP’s ability to review and approve events will cease after Friday,
October 4th and no events will be approved after that point unless and until OJP receives an
appropriation. All existing pre-event approval requirements remain in effect. If Federal employee
participation in these meetings or trainings is critical in order for these events to proceed, the
event cannot
be held even if previously approved. This could include Federal employee involvement to carry out
the event or provide oversight or guidance. This is a determination that shall be made by OJP when
necessary and OJP would notify the grantee of this determination by 5:00 p.m. (EDT), Friday,
October 4th. If you have not heard from your grant manager at OJP that a particular meeting or
training would require OJP involvement, you may assume that all such meetings or trainings can
occur.

3) Will I be able to request payments and draw down funds during a period of a funding lapse?

Response: No. The following payment request systems will not be available to users after October
4th –

Grant Payment Request System (GPRS)
State Criminal Alien Assistance Program (SCAAP) Payment System
Border Prosecution Initiative Payment System (BPS) Bulletproof Vest Partnership (BVP) Payment
System

For all systems listed above, OJP has processed payment requests received as of 9:00 a.m. (EDT) 
October 4th and OJP expects grantees will receive these payments. However, OJP will not be able to
verify or resolve any potential problems that may arise during the processing of the payments until
after appropriations are enacted and federal staff returns to work. Requests made after 9:00 a.m.
(EDT) on October 4th will be processed once the government is reopened. These systems will not be
available after 5:00 p.m. (EDT) October 4th.

Grants Management System (GMS) and Grant Administration Activities

1) Will the Grants Management System (GMS) and the GMS Help Desk be available during a period of a 
funding lapse?

Response: No. The Grants Management System (GMS) will not be available to users. Users will not 
have access to apply for funds, submit progress and Federal Financial Reports (FFRs), request grant
adjustment notices, submit closeout actions, or respond to on-site monitoring issues for
resolution. Likewise, the GMS Help Desk will not be available to users. Grantees whose funds are
currently frozen due to overdue reports or other reasons will remain in this status unless the
issues are resolved prior to by 5:00 p.m. (EDT), Friday, October 4th.

2) Will the Office of the Chief Financial Officer’s (OCFO) Customer Service Desk or my OJP grant 
manager be available to answer questions or provide assistance during a period of a funding lapse?

Response: No. The OCFO Customer Service Desk and OJP grant managers will not be available during 
the period of a funding lapse.

3) Will I be able to submit Federal Financial Reports (FFRs), progress reports, or performance 
measurement reports to the GMS system or performance measurement tools?

Response: No. The Grants Management System (GMS) will not be available to accept progress reports 
and Federal Financial Reports (FFRs) during a period of a funding lapse. Please note: To provide
adequate time to grantees to prepare and submit their Federal Financial Reports (FFR) due on
October 30, 2013 for the period July 1–September 30, the deadline will be extended by the number of
days GMS is not available due to the funding lapse.

Systems and tools that support the submission of OJP performance measurement data will not be 
available (such as, the Bureau of Justice Assistance’s Performance Measurement Tool (PMT) and the
Office of Juvenile Justice and Delinquency Prevention’s Data Reporting Tool, also referred to as
DCTAT or the Data Collection and Technical Assistance Tool).

4) Will the System for Award Management (SAM) remain operational during a period of a funding 
lapse?

Response: According to GSA, the System for Award Management (SAM) will remain operational during a 
lapse of appropriations. Users will be able to submit new registrations and updates to existing
registrations. Users will be able to search for entity registration records and exclusion records on the SAM.gov web site. Please check the Federal Service Desk at www.fsd.gov or the SAM.gov home page for any changes to SAM’s operating status.

 

OJP On-site Monitoring Visits and Enhanced Desk Reviews Scheduled During a Lapse

1) Will an OJP programmatic or financial on-site monitoring visit or enhanced programmatic desk 
review scheduled during the period of a funding lapse still occur?

Response: No. All on-site monitoring visits and enhanced programmatic desk reviews scheduled during 
the period of a funding lapse will be postponed or cancelled. If your OJP grant manager or an OCFO
financial monitor has not yet contacted you to reschedule the monitoring, expect them to do so once
the government is reopened.

Recovery Act Recipient Reporting

1) As a Recovery Act funding recipient, will I be required to report to FederalReporting.gov during 
the current recipient period of October 1 -14, 2013?

Response: Yes. FederalReporting.gov and their Help Desk will not be impacted by a lapse in funding 
and will remain open and fully operational during the October Reporting Cycle and Continuous QA.
Please note that beginning with the October reporting cycle, the Help Desk will no longer receive
live calls, rather will use email as the sole method to receive requests for assistance. The Help
Desk email address is FederalReportingHelpDesk@ratb.gov.

Applying for OJP Open Solicitations

1) Will I be able to submit funding applications for open solicitations/funding opportunities 
through the Grants Management System (GMS) during a period of a funding lapse?

Response: No. The GMS will not be available to accept funding applications. To provide adequate 
time for an applicant to prepare and submit an application, OJP will extend deadlines for open
solicitations that are impacted by a funding lapse. Please note that currently, OJP does not have
any open solicitations in Grants.gov.

OJP-Sponsored Websites

1) If we operate a “.gov” website, are there any special notices that we are required to post on 
the site and can we continue to update the site?

Response: Grantees operating a “.gov” website are required, by 11:59 p.m. (EDT) on Friday, October 
4th, to post the following banner on the front page of the website and to cease updating the site
(including e-blasts, RSS feeds, etc.) until funding is restored:

“Due to the lapse in federal funding, this website will not be regularly updated. Transactions 
submitted via these websites may not be processed, and we are not able to respond to inquiries
until federal funding has been restored. We thank you for your patience and understanding during
this period.”

2) If we operate a non-.gov website (e.g., .org) with full or partial grant funding from OJP, are any special actions required?

Response: No. However, OJP requests that you not push new content or notifications on behalf of OJP 
until federal funding has been restored.

Questions about this Guidance

1) If I have a question relating to this guidance or the impact of a funding lapse on my grants, 
who can I contact to assist me?

Response: OJP employees will be available to assist you while OJP is in operation through 5:00 p.m. 
(EDT), Friday, October 4, 2013. Please contact your OJP grant manager using contact information
provided in your award document. If your grant manager is not available, please contact the grants
management help desk at GMSTier2Support@usdoj.gov. Please note that after October 4, 2013 while in
a lapse of appropriation, OJP staff and the grants management help desk at
GMSTier2Support@usdoj.gov will not be available to respond to questions.