Byrne Formula Grant Program Guidance, FY 2004

Application Process

OJP requires that funding applications be submitted through the OJP Grants Management System (GMS). If you experience difficulties at any point in this process, please call the GMS Help Desk at 1-888-549-9901. Applications submitted via GMS must be in one of the following formats: Microsoft Word (*.doc), PDF (*.pdf), or text (*.txt). Steps to apply include—

• Step 1: Sign On
• Step 2: Select and Register for the Program
• Step 3: Complete the Overview Information
• Step 4: Complete the Applicant Information
• Step 5: Complete the Project Information
• Step 6: Upload Attachments
• Step 7: Complete the Assurances and Certifications
• Step 8: Review the SF-424
• Step 9: Submit the Application

Step 1: Sign On

• If you already have a GMS user ID, proceed to GMS sign in. You will not be considered registered for the solicitation until you have signed on to GMS and entered the appropriate solicitation, even if your organization already has a user ID. To register, please proceed to step 2.

• If you do not have a GMS user ID, select "New User? Register Here." Complete all of the required information and click "Create Account" at the bottom of the page. Note your user ID and password, which are case sensitive. Within 2 business days, BJA will send an e-mail confirmation to newly registered applicants stating that their user ID and password have been approved and that they are eligible to submit an application.

• Beginning October 1, 2003, a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number must be included in every application for a new award or renewal of an award. The DUNS number will be required whether an applicant is submitting an application through OJP's Grants Management System or using the governmentwide electronic portal. An application will not be considered complete until the applicant has provided a valid DUNS number. Individuals who would personally receive a grant or cooperative agreement from the federal government are exempt from this requirement.

Organizations should verify that they have a DUNS number or take the steps necessary to obtain one as soon as possible. Applicants can receive a DUNS number at no cost by calling the dedicated toll-free DUNS number request line at 1-800-333-0505.

Back to Top

Step 2: Select and Register for the Program

• After you have logged onto the system, click on "Funding Opportunities."

• Select the "Bureau of Justice Assistance" from the drop-down list and click "Search." This will narrow the list of solicitations within the Office of Justice Programs to those in BJA.

• Find "Edward Byrne Memorial State and Local Law Enforcement Assistance Program," and click "Apply."

• Confirm that your organization is eligible to apply for this program by reading the text on the screen. If eligible, proceed by clicking "Continue."

Back to Top

Step 3: Complete the Overview Information

• Select the type of application you are submitting by choosing "Application Non-Construction" in the "Type of Submission" section.

• Select "New" in the drop-down box for "Type of Application."

• If your state has a review and comment process under Executive Order 12372, select "Yes" and enter the date you made this application available under that review, or "N/A" because this program has not been selected by your state for such a review. If your state does not have such a process, then select "No. Program Not Covered by E.O. 12372."

• Click "Save and Continue."

Back to Top

Step 4: Complete the Applicant Information

• Answer "Yes" or "No" to the question about whether your organization is delinquent on any federal debt.

• Check the information on the rest of this page, which will prepopulate based on the information you submitted during the registration process, for accuracy and relevance. Make any needed changes.

• Click "Save and Continue."

Back to Top

Step 5: Complete the Project Information

• Provide a title that describes your project.

• List the geographic areas to be affected by the project.

• Enter the start date for the project as October 1, 2004 and an end date that is no more than 48 months later.

• Select all of the congressional districts that are affected by your application. To select multiple districts, hold down the CTRL key while making your selections.

• Enter the grant amount for which your organization is applying on the federal line under "Estimated Funding." (Click here for FY 2004 funding information.) Enter the amount of other contributions on the appropriate lines to explain the origins of the required 25 percent match.

• Click "Save and Continue."

Back to Top

Step 6: Upload Attachments

You will be asked to upload three attachments to the online application system. (See Attachments for detailed instructions.)

1. The Budget Detail Worksheet

2. The Program Narrative

3. Other Program Attachments

• Click "Attach" to upload these documents. A new window will open. Click "Browse" and find the file you want to upload, then click "Upload Your Document." A window that says "File Upload Successful" should appear. Next to the upload list, the notation should change to "Attachment OK." Repeat these steps for all three uploads.

Note: Depending on the size of the attachment and the speed of your computer's Internet connection, this process can take several hours. The system will shut down promptly at the deadline. Any incomplete application will not be accepted and no exceptions will be granted. Please plan accordingly.

• Click on "Tips for Successful Upload" if you encounter any difficulties uploading your file. This document will explain the usual problems with uploading files and will help you through them.

• Click "Save and Continue."

Back to Top

Step 7: Complete the Assurances and Certifications

• You must accept both the assurances document and the certifications document. To do this, click "Assurances" and "Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements."

• Read both documents. At the bottom of each one, click "Accept."

• Enter the correct personal information for the person submitting the application after you have accepted both documents.

• Click the box at the bottom of the page to certify that the person submitting the application is authorized to accept these assurances and certifications.

• Click "Save and Continue."

Back to Top

Step 8: Review the SF-424

• By answering the questions contained in GMS, you have completed the Standard Form 424 and other forms required to apply for grant funding. Take a moment to review the SF-424 to ensure that it is accurate.

• Make changes to any portion of the application by clicking on that section along the left side of the screen. Be sure to click "Save and Continue" after making any changes.

• Click "Continue" when you are sure that the information is accurate.

Back to Top

Step 9: Submit the Application

• A list of application components will appear on the screen. It should say "Complete" before each component. If it says "Incomplete," click on the word and it will take you back to the unfinished section. An explanation of what is missing will be at the top of that screen.

• Read below the list of components for language indicating that your user ID has not been approved. Even if you have completed the application, you will be unable to submit it until BJA approves your user ID. BJA will approve your user ID within 2 business days after you begin your application.

Note: If the applicant notifies BJA in advance of the deadline of its inability to submit an application electronically and demonstrates that it has made reasonable efforts to comply with the requirement to submit its application electronically, BJA may, at its discretion, allow submission of the application in a paper version via overnight express only. (General mail delivery is still delayed by heightened security screenings in the D.C. area.) The applicant must continue its efforts to submit an application electronically. An application approved for submission in hard copy/paper version will be accepted only if it is postmarked no later than the date of the application deadline and is sent to the address in the Additional Information section.

Back to Top

When To Apply

Applications are due 60 days after the President signs the FY 2004 Consolidated Appropriations Act (Sec. 503(a)). If the appropriations act is delayed, then BJA may allow states to apply for a portion of funds as allowed by a Continuing Resolution for the federal budget. BJA will notify each SAA via e-mail when the appropriations act is signed.

State Application Reviews

The SAA must make both the grant application and strategy available for review at the state level to the State Single Point of Contact (SPOC), state legislature, and public. All three requirements are satisfied by the SAA submitting a certification that assures BJA that the SAA has met them.

• State Single Point of Contact. If a state has such a contact, the state should submit its application to the SPOC at the same time it submits its application to BJA (Executive Order 12372, Intergovernmental Review of Federal Programs).

• State Legislature. The SAA must also submit the application to the state legislature at the same time or before it submits its application to BJA. The SAA must allow the legislature at least 30 days to comment and, if comments are received, consider the comments when requesting changes to the existing application (Sec. 503(a)(4)).

• Public Notice. The SAA must allow for public comment, using whatever form it deems appropriate. Possible methods include placing a publication on the Internet, posting notices in the state register or in newspapers, or holding a public advisory board meeting (Sec. 503(a)(5)).

From the date that BJA determines it has all of the needed information to make a state application complete, BJA has 45 days to determine if the application will be awarded. If BJA passes this 45-day period, then the SAA may assume that its application is to be awarded in full (Sec 505(b)). If BJA does choose to deny all or part of an application, it will provide the SAA with written reasons (Sec. 505(d)).

When a grant is awarded, the SAA will receive a grant award notification, which must be signed and returned before funds can be drawn down. These notices will be sent to the SAA after members of Congress have been notified about the grant award. BJA will also notify the Governor and all U.S. Attorneys in the state at this time.

In addition, BJA may place special conditions on a grant. Some of these special conditions are simply informative in nature, alerting the SAA to grant requirements. Other conditions may require some action on the SAA's part; sometimes, funds will be held until the condition is satisfied. In these cases, the condition clearly explains this. When the SAA completes the requirements for this type of condition, BJA will issue the SAA a grant adjustment notice.

All awards under the Byrne Program are for 4 years. Extensions beyond this point may be made on a case-by-case basis and will require unusual circumstances.

Back to Top