Information for DNA Backlog Reduction Program Grantees
On this page, DNA Backlog Reduction Program applicants and grantees will find recommended documents, guidance, quick guides and answers to frequently asked questions.
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Grants Management System
The DNA Backlog Reduction Program is managed through an online system called the Grants Management System (GMS). GMS is where users submit applications, reports, Grant Adjustment Notices (GANs) and closeouts.
The eligibility requirements, allowable and unallowable costs, and application requirements of the DNA Backlog Reduction Program are made in the solicitation posted after appropriations are made.
We strongly recommend that you use the Program Narrative Form and Budget Worksheet with narrative sections in your application:
- Review NIJ staff's application review checklist. (Note: Do not submit the checklist with your application.)
- Use the example application and budget worksheets as guides (the example state is not modeled on an existing laboratory).
- Check this list of the most frequent application errors before submitting your application.
- Use the Backlog Calculator to calculate the backlog information required in your application and semi-annual progress reports.
Applicants and grantees of the DNA Backlog Reduction Program have specific programmatic guidelines to follow when building or modifying their budget. The budget worksheet with narrative sections is recommended for all awards.
Helpful Hint: Use the example budget worksheet as a guide for your budget detail worksheet.
Guidance Document: This document will help you use the budget detail worksheet and provide guidance on which category to place requests.
The OJP Financial Guide
Grantees must follow the requirements in the OJP Financial Guide for proper management of award funds.
For questions about policies in the Financial Guide, please contact your program manager.
Progress Reports and Performance Measures
When are progress reports due?
For active awards, progress reports are required twice a year. The awards begin on October 1, and the first report for all awards covers only a 3-month period of October 1 to December 31. Refer to the chart for other reporting periods and report due dates.
What documents should I submit?
We recommended that grantees use the Progress Report Document developed specifically for each fiscal year program.
Guidance Document: Use the guidance document on performance measures and progress reports to ensure that the data you collect and report is accurate and uniform. The document provides definitions of each performance metric, guidance on how to calculate and report the data, and general information about progress reports.
Backlog Calculator: Use the Backlog Calculator to calculate the backlog information required in your application and semi-annual progress reports.
Example Progress Report: Use this example progress report from a fictional state as a guide for formatting a report document and any subsequent document changes. (The state is not based on any existing laboratory.)
Federal Financial Reports
|Quarter||Time Period||Due Date|
|1st Quarter||Jan. 1-March 31||April 30|
|2nd Quarter||April 1-June 30||July 30|
|3rd Quarter||July 1-Sept. 30||Oct. 30|
|4th Quarter||Oct. 1-Dec. 31||Jan. 30|
Financial Reports (pdf, 1 page)
For active awards, Federal Financial Reports (FFRs) are required quarterly. The report is due in GMS 30 days after the quarter ends. Refer to the chart below for report due dates.
Have a question about drawdowns? Contact the Office of the Chief Financial Officer at firstname.lastname@example.org or 1-800-458-0786. The program managers are not able to assist grantees with questions about GPRS or to revise FFRs.
For a more in-depth training, see:
Grant Adjustment Notices
Grant Adjustment Notices (GANs) are the mechanism by which grantees can change information in GMS about their award. There are several types of GANs, and each one is used for different information changes. Please see each section below for specific types of GANs and their respective guidance documents.
Budget Modification GANs
Submit a Budget Modification GAN when you need to adjust the budget of a specific award.
If money is being moved between budget categories, this type of GAN should be submitted.
Scope GANs are only needed if there is a revision of the award goals and objectives, or when purchases requested change within a budget category and funds are not being moved between budget categories. Please be sure to read the guides carefully.
Sole Source Approval GANs
Sole Source Approval GANs are needed when:
- The budget requests for one vendor exceed $100,000; and
- The purchase must be made from one specific vendor.
Please read the guides and policy statement in this section carefully. Note that justifications must be written by the grantee and not by the vendor.
Removal of Special Conditions GANs
For awards with removable special conditions, contact the program manager with documentation when the special condition is ready for removal. GANs to remove special conditions can only be generated by the program manager.
If you charge a fee for DNA testing services, even one case per year, you have to report and expend program income as required in the OJP Financial Guide. Please visit the OJP Financial Guide for further guidance.
Closeout packages are due within 90 days of the award end date. The closeout package consists of the:
- Final financial report
- Final progress report
- Financial reconciliation
- Programmatic requirements certification
Compliance with all special conditions is required.
- CHOP Transfer Agreement (CA DOJ) (pdf, 3 pages). This agreement memorializes the terms under which the California Department of Justice will transfer a copy of its CHOP Database Application and Hit Tracking and Control (HTAC) Software to DNA Backlog Program Grantees