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

Training & Help

General GMS training.

GMSHelpdesk@ojp.usdoj.gov or 1-888-549-9901.

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.


Applications

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:

Helpful Hints:


Budgets

Quick Guides

Use these guides to help build your budget correctly:
Budgets (pdf, 1 page)
Travel (pdf, 1 page)

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

Due Dates

Time PeriodDue Date
Jan. 1-June 30July 30
July 1-Dec. 31
(Oct. 1-Dec. 31)
Jan. 30

Quick Guide

Use the Quick Guide to avoid certain errors while writing reports:
Progress Reports (pdf, 1 page)

Training

GMS Progress Report Module

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

Due Dates

QuarterTime PeriodDue Date
1st QuarterJan. 1-March 31April 30
2nd QuarterApril 1-June 30July 30
3rd QuarterJuly 1-Sept. 30Oct. 30
4th QuarterOct. 1-Dec. 31Jan. 30

Quick Guide

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 ask.ocfo@usdoj.gov 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
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
All sole source procurements in excess of $150,000 must receive prior approval from NIJ via a sole source approval GAN. OJP provides a sample template for sole source justification on page 54 of the OJP Financial Guide.

Note: We are updating our program-specific guidance and will post it to this site when it is finished.

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.


Program Income

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.


Closeouts

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.


Other Resources

  • 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