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• General
  Information
• Preaward
  Requirements
• Postaward
  Requirements
• Organization
  Structure
• 
  Appendices

Chapters:

• Payments
  • Using the Grant Payment Request System
  • Payment Transaction Timeline
  • Understanding the Withholding of Funds
  • Drawing Only What is Needed
  • Managing Interest Earned
  • Understanding the Cash Management Improvement Act
    of 1990
  • How to Manage Interest Income
• Period of Availability of Funds
  • Availability of Awards
  • Obligation of Funds
  • Expenditure of Funds
  • Criteria for Award Extension
• Matching or Cost Sharing Requirements
  • Match Requirements
  • Types of Match
  • Source and Type of Funds
  • Timing of Matching Contributions
  • Records for Match
  • Waiver of Match
• Program Income
  • Introduction
  • Accounting Processes for Program Income
  • Examples of Program Income
  • Procedures for Recovery of Costs Incurred
• Adjustments to Awards
  • Grant Adjustment Notice
  • Incurring of Certain Costs for Which Program Office Approval is Required
  • Reprogramming of Funds
• Costs Requiring Prior Approval
  • Introduction
  • Responsibility for Prior Approval
  • Procedures for Requesting Prior Approval
  • Listing of Costs Requiring Prior Approval
• Property and Equipment
  • Acquisition of Property and Equipment
  • Screening
  • Loss, Damage, or Theft of Equipment
  • Equipment Acquired With Crime Control Act Block/Formula Funds
  • Equipment Acquired With Juvenile Justice Act Formula and Victims of Crime Act Assistance (Formula) Funds
  • Equipment and Nonexpendable Personal Property Acquired With Discretionary Funds
  • Real Property Acquired With Formula Funds
  • Real Property Acquired With Discretionary Funds
  • Federal Equipment
  • Replacement of Property (Equipment and Nonexpendable Personal Property)
  • Retention of Property Records
  • Supplies
  • Copyrights
  • Patents, Patent Rights, and Inventions
• Procurement under
  Awards of Federal Assistance
  • Procurement Standards—
    General Guidance
  • Construction Requirements
• Allowable Costs
  • Introduction
  • Compensation for Personal Services
  • Conferences and Workshops
  • Travel
  • Project Site
  • Printing
  • Publication
  • Duplication
  • Other Allowable Costs
• Food and Beverage
  • Introduction
  • Allowability of Food and Beverage Costs
  • Minimization of Costs of Meals and Refreshments
  • Reporting Requirements
• Indirect Costs
  • Introduction
  • Federal Indirect Cost Rate—Negotiated Agreements
  • No Approved Plan
  • Establishment of Indirect Cost Rates
  • Indirect Cost Distribution Bases
  • Cost Allocation Plans—Central Support Services
  • Lobbying Costs and the Indirect Cost Pool
  • Approval of Indirect Cost Rates for Subrecipients
• Confidential Funds
  • Introduction
  • Approval Authorities
  • Confidential Funds Certification
  • Written Procedures
  • Informant Files
  • Regional Information Sharing Systems (RISS) Program
  • Accounting and Control Procedures
• Unallowable Costs
  • Introduction
  • Unallowable Cost Categories
• Subrecipient Monitoring
  • Introduction
  • Subrecipient Monitoring
  • Best Practices
• Reporting Requirements
  • Introduction
  • SF-425 Federal Financial Reports
  • Progress/Program Reports
  • Reports Required under the American Recovery and Reinvestment Act of 2009
  • Government Performance and Results Act
  • Reports Required under the Federal Funding Accountability and Transparency Act
• Retention and Access Requirements for
  Records
  • Retention of Records
  • Maintenance of Records
  • Access to Records
• Suspension or
  Termination for Convenience
  • Provisions of the Grant
  • Suspension or Termination of the Grant
  • Termination of Grant and Cooperative Agreement Awards by the Award Recipient
• Closeout
  • First Steps
  • Closeout of Discretionary/
    Categorical and Block/Formula Awards
  • Refund of Federal Grant Monies and/or Program Income
  • Failure to Remit Funds Owed
• Audit Requirements
  • Audit Threshold
  • Audit Objectives
  • Audit Reporting Requirements
  • Audit Submission Requirements
  • Submission of Audit Reports
  • Audit Report Confirmation Requests
  • Due Dates for Audit Reports
  • Audit Compliance
  • Resolution of Audit Reports
  • Top 10 Audit Findings (Fiscal Year 2009)
  • Audit of Subrecipients
  • Technical Assistance
  • Full-Scope Auditing
  • Commercial (For-Profit) Organizations
  • Failure to Comply
  • Office of Inspector General Regional Offices
• The American Recovery and Reinvestment Act
  of 2009
  • Background
  • Recovery Act Programs Administered by the Office of Justice Programs
  • Supplanting Rules within the Recovery Act Programs
  • Special Conditions
  • Reporting Requirements for the Recovery Act
  • Government-Wide Data Reporting Requirements
  • Technical Requirements
  • Delegation of Reporting Requirements under the Recovery Act
  • Key Reporting Time Frames
  • Data Quality Requirements
• Grant Fraud, Waste,
  and Abuse
  • Introduction
  • Detection of Grant Fraud
  • Penalties of Grant Fraud
  • Fraud Indicators
  • Common Grant Fraud Schemes
  • Ways to Reduce the Risk of Fraud
• Payment Programs
  • Introduction
  • Bulletproof Vest Partnership
  • State Criminal Alien Assistance Program
  • Northern Border Prosecution Initiative and Southwest Border Prosecution Initiative

Allowable Costs

Publication

To be considered allowable, publication costs must be incurred for work done according to a process that the recipient has described in writing. This process should include writing, editing, and preparing the illustrated material (including videos). Alternatively, it may include only the internal printing requirements from the recipients/subrecipients in accordance with the terms of the project.

• OJP has authorized any recipient or subrecipient employee to make or have made by any means available to him or her, without regard to the journal copyright and without royalty, a single copy of any such article for his or her own use.

Project directors are encouraged to make the results and accomplishments of their activities available to the public. If you publicize project activities and results, you must adhere to the following parameters:

• Responsibility for the direction of the project activity should not be ascribed to the awarding agency.
• The publication must include the following statement: “The opinions, findings, and conclusions or recommendations expressed in this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the Department of Justice.”
• The publication must not convey the agency’s official recognition or endorsement of your project simply based on having received funding.
• You may file a separate application for Official Recognition with the awarding agency.
• In all materials publicizing or resulting from award activities, you must acknowledge awarding agency assistance. An acknowledgement of support shall be made through use of the following or comparable footnote:
• “This project was supported by Award No.          awarded by the (name of specific office/bureau), Office of Justice Programs.”
• If the awarding agency is not OJP, you or your subrecipient must use the proper agency name. For example, the Americans with Disabilities Act Technical Assistance Grant Program and the Office of Special Counsel for Immigration-Related Unfair Employment Practices Grant Program are awarded through the U.S. Department of Justice???s Civil Rights Division.
• You and any subrecipient are expected to publish or otherwise make widely available to the public, as requested by the awarding agency, the results of work conducted or produced under an award.
• All publication and distribution agreements with a publisher must include provisions giving the Federal Government a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use the publication for Federal Government purposes (see Chapter 12). The agreements with a publisher should contain information on the awarding agency requirements.
• Unless otherwise specified in the award, you or your subrecipient may copyright any books, publications, films, or other copyrightable material developed or purchased as a result of award activities. Copyrighted material will be subject to the same provisions of the Federal Government.
• You and any subrecipient are permitted to display the official awarding agency logo in connection with the activities supported by the award. In this respect, the logo must appear in a separate space, apart from any other symbol or credit.
• The words “Funded/Funded in part by OJP” shall be printed as a legend, either below or beside the logo, each time it is displayed. Use of the logo must be approved by the awarding agency.
• You shall submit a publication and distribution plan to the awarding agency before materials developed under an award are commercially published or distributed.
• The plan must include a description of the materials, the rationale for commercial publication and distribution, the criteria to be used in the selection of a publisher, and—to assure reasonable competition—the identification of firms that will be approached.
• You or your subrecipient must obtain prior agency approval of this plan for publishing project activities and results when it uses Federal funds to pay for the publication.

Office of Justice Programs
810 Seventh Street, NW · Washington, DC 20531