Official Seal of The Department of Justice GMS Help Official Seal of The Office of Justice Programs
GMS Help/Frequently Asked Questions (FAQ)
Click on any of the red TIPS or the blue Question links in any section.

I. Pre-Award Process

 Registering for a Grant

 Completing an Application

II. Post-Award Process

 Accepting an Award

 Completing a Progress Report (CAPR)

 Processing/Finding a Grant Adjustment Notice (GAN)

 Completing a SF-269 or a SF-425 (Federal Financial Report)

 Completing a Closeout Package

 Updating the Profile




GMS Help/Frequently Asked Questions (FAQ)
Click on any of the red TIPS or the blue Question links in any section
I. Pre-Award Process

Registering for a Grant

Tip for Registering for a Grant

1. How do I register for a grant?

2. How do I know if I am registered for a grant?

3. What is the difference between the registration deadline and the submission deadline?

4. If I have registered for a grant, do I have to work on the application while I am logged into my GMS userid?

Completing an Application

TIP A for completing an application

TIP B for completing an application

1. If I've accidentally created more than one application, can I delete the other ones?

2. What is the "Correspondence" feature of the application?

3. How do I use the Correspondence feature of the application?

4. What is the difference between the "Update", "View", and "Withdraw" links in the Action column of an application?

Overview

1. For the "type of submission" question, what is the difference between application construction vs. application non-construction and pre-application construction vs. pre-application non-construction?

2. What do I select for "Type of Application"?

3. How do I know if my application is subject to the Executive Order 12372?

Applicant Information

TIP for the Applicant Information Page

Project Information

1. What is meant by "Descriptive Title of Applicant's Project"?

2. What is meant by "Areas Affected by Project"?

3. What dates do I put for the Start and End for the "Proposed Project" section?

4. How do I select the Congressional District or multiple districts?

5. For the "estimated funding" section, what is the difference between the "applicant" and "other" fields?

Budget and Program Attachments

1. How do I use the attach feature?

2. How do I use the delete feature?

3. What file types can I attach?

4. What is the maximum number of attachments I can upload?

5. What is the maximum file size per document I can upload?

6. I only see one 'Attach' button. How can I upload more than one document?

7. Where do I find Budget Detail Worksheet, program narrative, and review narrative information?

8. What do I do if I am having trouble uploading an attachment?

Assurances and Certifications

TIP for Assurances/Certifications Page

1. How do I complete the assurances/certifications page?

2. I have clicked on the Assurances or Certifications link, yet why can't I see the 'Accept' button in the popup box?

3. Why doesn't a box appear when I click on the 'Assurances' or 'Certifications' link?

Review SF 424

TIP when viewing the SF 424 page

1. How do I fill in the Blocks 2-4 of the SF424 page?

2. How do I change the contact information in block 5?

3. How do I change the Authorized Representative information in Block 18?

Submit Application Page

1. All the steps of the application are complete. Why am I seeing a "userid approval" message?

2. Why is there a message saying "Incomplete Application" when I've completed all the steps?

II. Post-Award Process

Accepting an Award

TIP for Accepting an Award

1. Where do I go to print out my award acceptance?

2. I have gone to the "awards" section but I do not see my award there, or there is a message which says "currently there are no awards for you in GMS". Where is my award?

3. I have already faxed in my award documents and/or special conditions, but why does it state under the status column "acceptance not yet received from grantee"?

4. What is the "Correspondence" feature of the award section?

5. How do I use the Correspondence feature of the award section?

Completing a Progress Report (CAPR)

Tip on Completing Progress Reports in GMS

1. I clicked on the "reports" link and my progress report is not there. Where are my reports?

2. I logged into GMS and went to the "awards" section, but my award number is not there. Where can I access the progress reports for this award?

3. What is the difference between the "View", "Create", and "Update" buttons under the Action column?

4. What are the due dates for progress reports?

5. When can I begin working on a progress report?

6. Where do I actually put the text for my report?

7. What is the character limit for the narrative box?

8. When I copy paste into the narrative field, why do I not see bold, italics, and/or bulleting points?

9. What is the maximum number of attachments I can upload?

10. What is the maximum file size per document I can upload?

11. If I change information for the Point of Contact or Signing Official in my progress report, will it change it for other progress reports or just the report I'm working on?

12. When I am inside of my progress report, why is it not allowing me to make any changes to the report?

13. I've completed all the steps of my progress report. Why do I see a message stating "you can only submit this report after the reporting period has ended"?

Processing/Finding a Grant Adjustment Notice (GAN)

1. How do I begin using the GAN section?

2. When I select the GAN type I want and click the Create button, why does a message appear indicating that "there are no awards in GMS for you"?

3. After I select the GAN type I want to process, why isn't my award appearing in the award list in the GAN section?

4. What is the maximum number of documents I can upload using the Attachment feature in the GAN section?

5. What is the maximum file size per attachment?

6. If I process a GAN, do I have to process a separate GAN for each award?

Completing a SF-269 or a SF-425 (Federal Financial Report)

1. What is the difference between the SF-425(Federal Financial Report) and the SF-269 form?

2. When will I have to user the SF-425?

3. Why do I see a SF-269?

4. Why did OJP implement a new form?

TIP for Completing an SF-269

Registering as a Financial Point of Contact (FPOC)

5. How do I become the Financial Point of Contact?

6. I am trying to set myself up as a Financial Point of Contact (FPOC) but the Programmatic Point of Contact (PPOC) is no longer with the organization. How can we change the PPOC?

Managing FPOC users

7. Can more than one Financial Point of Contact (FPOC) submit FFRs for an organization?

8. When I go to the 'Manage FPOC' section, why do I see the same person's name as a link more than one time?

Getting Started Submitting FFRs

9. How do I submit my Federal Financial Report (FFR)?

10. I've accessed my FFRs from the Awards page (side link), but why is the system only allowing me to 'View' my FFRs?

Making Changes to an FFR

11. Why can't I make changes to my FFR?

12. How do I close out a grant or submit a revised final FFR if the system shows that the report was migrated?

Filling out the Financial Data or Other FFR information

13. On the FFR, what are unliquidated obligations?

14. What is recipient share?

15. What is basis of Accounting? How do I know which one we use?

16. What do I put in box #5? (recipient account number or identifying number box)

General Information

17. Why can't I create an additional FFR after my grant ends?

18. There is no print button on the screen. How do I print the FFR?

Completing a Closeout Package

TIP for Completing a Closeout Package

1. What does a Closeout Package consist of?

2. When do I have to close out my grant?

3. When should I submit a Closeout Package?

4. Can I submit a Closeout Package prior to the end date of my grant?

5. How do I begin using the Closeout section?

6. Why can't I submit my Closeout Package?

7. What is the difference between an administrative closeout and a standard closeout package?

8. Can I still submit Progress Reports and SF-269a Financial Status Reports for an 'Administrative' Closeout Package?

9. I submitted my closeout package but there is still money left to be drawn. How do I request the balance of my grant?

10. Where can I find the Match requirements for my grant?

11. Is it too late to get an extension? If not, how can I get one?

12. What do I do if I have been contacted for a closeout but have no knowledge of a grant or no longer have any records pertaining to a grant?

13. What should I do if I need to return grant funds to OJP?

14. We spent all of the funds received from OJP. We forgot about the match requirement. We have decided that we do not need to return funds to OJP because it is an old grant. Will this cause any problems for us?

Updating the Profile

TIP on updating the profile

1. Can the userid be changed?

2. If I have multiple GMS userids, can I combine them under one of my userids?

GMS Help/Frequently Asked Questions (FAQ)
Click on any of the red TIPS or the blue Question links in any section
I. Pre-Award Process

Registering for a Grant

  Tip for Registering for a Grant   Back to top

 For a computer-based training on Registration procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'External Overview' section. Then on the 'Menu', select the 'Locating & Applying for Funding Opportunities' option. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

 Potential applicants should visit http://www.ojp.usdoj.gov/funding/solicitations.htm to view current OJP funding opportunities and determine the appropriate system in which to apply.

 Applicants for competitive discretionary funding opportunities must apply via Grants.gov. Please reference the grants.gov website for technical assistance or contact the Grants.gov Helpdesk at 1-800-518-4726. Formula, block grant, and continuing discretionary applicants will use GMS to apply for funding.

 Regardless of the system used to apply, grant recipients will use GMS for award acceptance and all post-award grant reporting. GMS downloads applications from Grants.gov and is the system in which OJP reviews applications and manages awarded grants.

1. How do I register for a grant?   Back to top

 Login to GMS. Click on the "Funding Opportunities" link four links down on the left. Leave "Program Name" and "Program Office" to "All" and click the gray Search button. The grants search results are divided by program office. Find the grant you want and click the "apply online" link. GMS will then generate the application for you and will assign you an application number.

2. How do I know if I am registered for a grant?   Back to top

 If you have navigated through the "funding opportunities" section and clicked the "apply online" link, then an application number has been created for you under that particular grant (for example: 2007-X1234-CA-IJ). This application number means that you have "registered" for the grant. The application number can be viewed from the GMS Home page. If you are within the application itself, the application number can be viewed in the blue bar at the very top of the screen.

3. What is the difference between the registration deadline and the submission deadline?   Back to top

 The "registration deadline" refers to the time by which you must have started/created the application by clicking the "apply online" link in the Funding Opportunities section. If you miss the registration deadline, you will not be able to apply for the grant, unless you contact the program office to check if alternate procedures apply. The "submission deadline" refers to the time by which you must have completed all the steps of the application and clicked the gray Submit Application button to send it to the program office for review. If you miss the submission deadline, contact the program office to see if alternate procedures apply.

4. If I have registered for a grant, do I have to work on the application while I am logged into my GMS userid?   Back to top

 No. Registering for the grant simply reserves your ability to begin completing the application. You can complete the application in one login session or over multiple sessions of logging in and out of GMS while saving information as you go through the application. However, you must complete all steps of the application and have submitted it before the submission deadline of the solicitation you are applying for arrives.

Completing an Application

  TIP A for completing an application   Back to top

 For a computer-based training on Application procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'External Overview' section. Then on the 'Menu', select the 'Application Overview' option. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

 The application has 7 pages, which are listed as links in descending order on the left side of your screen. In order, these pages are Overview, Applicant Information, Project Information, Budget and Program Attachments, Assurances/Certifications, SF424, and Submit Application. You can access any page directly at any time by clicking on that link to the left. You can see any parts of the application which are still "Incomplete" by clicking on the "Submit Application" link to the left. Clicking this link will NOT submit the application. NOTE: if you make a change on any page of the application, you must click the "Save and Continue" button at the bottom of that page for the changes to take effect.

  TIP B for completing an application   Back to top

 To get into the application from the GMS Home page (Applications page), click on the "Update" or "View" link that appears under the Action column on the very right-side on your application. You can always get back to the main GMS Home page by clicking the "GMS home" link to your very bottom left. NOTE: If you have been asked to make changes to your application by your program manager after you originally submitted it, make sure that the button under the Action column shows as "Update". If it still shows as "View", then the application is still in the "submitted" mode and you will not be able to make any changes to the application. In this case, contact your program manager or program office, give them your application number, and ask if they can reopen the application for you to make changes.

1. If I've accidentally created more than one application, can I delete the other ones?   Back to top

 This depends upon which application number the program office/program manager has already approved. You will need to contact the program office and verify which application number they desire for you to complete and/or have already approved. As long as the submission deadline for your grant has not passed, you can delete extra applications by clicking the "withdraw" button under the Action column on the GMS Home page. NOTE: If the submission deadline has passed, any extra applications can not be deleted from your account.

2. What is the "Correspondence" feature of the application?   Back to top

 The Correspondence feature allows communication between you and your program manager during the application process, including if your program manager "change requests" or reopens your application for you to make changes. Either you or your program manager may initiate correspondence.

3. How do I use the Correspondence feature of the application?   Back to top

 You access this feature from the GMS Home page under the Correspondence column of the application. Click the link that appears as either "new message(s)" or "compose message". If your program manager sends you a message, click "new message", click the "new mail" link on the left that appears on the new screen, then click on the subject line to view the message, type in a message in the text field and click "Send" to send your reply to the program manager. Otherwise, click the "Compose Message" link under the Correspondence column and follow the same steps. Click the "send a message" link to the left to generate a new message. To view previous messages sent by your program manager, click the "Old Mail" link on the left.

4. What is the difference between the "Update", "View", and "Withdraw" links in the Action column of an application?   Back to top

 The application shows as "Updated" after you have created/started the application but before it has been submitted. The Updated status is also present if your program manager has "Change Requested" or reopened the application for you to make changes after you originally submitted it. The application shows as "View" after the application has been submitted and remains as such for the duration of the award period, unless it is Change Requested by your program manager. The "Withdraw" status allows you to withdraw an application after you create it and before the application submission deadline arrives.

Overview

1. For the "type of submission" question, what is the difference between application construction vs. application non-construction and pre-application construction vs. pre-application non-construction?   Back to top

 If the purpose of your grant is to construct a building, housing, etc., then select the "application-construction" button. All other applicants should select the "application non-construction" button. NOTE: If you accidentally hit two of the buttons, you will not be able to reverse this effect. Simply make sure that you put both the regular and "pre" selections to the appropriate "construction" or "non-construction" setting.

2. What do I select for "Type of Application"?   Back to top

 Most applicants will need to select "New". Otherwise, if you are uncertain of which type to select, please contact the program office that sponsors your grant.

3. How do I know if my application is subject to the Executive Order 12372?   Back to top

 Only certain states are subject to this. Please visit this link to OMB's official list: http://www.whitehouse.gov/omb/grants/spoc.html. The states that do not appear on this list are not subject to this review process, and should select N/A on the Overview page of the application. Those that are listed should contact their listed State Point of Contact to check if the 12372 review process applies to your organization. Then you can select either Yes or No on the overview page. NOTE: you can click the gray 'Save and Continue' button and update the Executive Order question at a later time.

Applicant Information

  TIP for the Applicant Information Page   Back to top

 The information on this page is pulled directly from your profile, and this step of the application defaults to "complete" on the "submit application" page. The information on this page reflects on the SF424 page, block 5, but to effect a change on the SF424, this information must be changed on the Applicant Information Page. If you need to make any changes to this page, make sure to click "Save and Continue" at the bottom of the Applicant Information page once you are finished so that the changes will be reflected on the SF-424 page.

Project Information

1. What is meant by "Descriptive Title of Applicant's Project"?   Back to top

 This field is intended to be a brief description of what the grant funds are to be used for. If you need more information regarding how to answer this section, please contact the program office that sponsors your grant. The character limit is 2,000 for this field.

2. What is meant by "Areas Affected by Project"?   Back to top

 This usually refers to the geographic areas involved in the project. If you need more information regarding how to answer this section, please contact the program office that sponsors your grant. The character limit is 2,000 for this field.

3. What dates do I put for the Start and End for the "Proposed Project" section?   Back to top

 Please refer to the solicitation. If you need more information regarding how to answer this section, please contact the program office that sponsors your grant.

4. How do I select the Congressional District or multiple districts?   Back to top

 Left click on the congressional district you want. This will highlight the selected district. To select multiple districts, hold down the "control" button on your keyboard as you select each additional district. You will see each district that you select highlighted. When you click Save and Continue at the bottom of the screen, all of the highlighted districts will be saved and will show up on block 14 of the SF424 page.

5. For the "estimated funding" section, what is the difference between the "applicant" and "other" fields?   Back to top

 Items "b-f" of the Estimated Funding section are for other resources/matching funds that will be available to the project and the source of those funds. Item "b. Applicant" is used to list matching funds that will be provided directly from the organization applying for the grant. Item "e. Other" refers to funds that will be provided by an entity that does not fit under item b, c, or d. A non-profit organization, for example, that is providing matching funds in support of the project would be listed as "Other". Please contact the program office for additional information.

Budget and Program Attachments

1. How do I use the attach feature?   Back to top

 Click on the gray "Attach" button. An "Attachment Description" box will popup (if the box does not appear, disable your popup blocker or hold down the Control button on your keyboard while clicking the Attach button). Click the "Browse" gray button. A box will appear allowing you to find the file on your computer, which you can highlight then click the "Open" button. Click the "Upload your Document" gray button. A Processing box will appear showing the progress of the upload. Once it finishes, a "File Upload Successful" box appears; click the "Close" gray button. The Budget and Program Attachments page will refresh and you will see the document you uploaded.

2. How do I use the delete feature?   Back to top

 Click the gray "Delete" button to the right of the file you want to delete. A box will popup on your screen; click the "Yes, Delete this Attachment" gray button. A message in the box will advise that the attachment has been deleted. Click the "Close Window" button. The Budget and Program Attachments page will refresh and you will no longer see the file. NOTE: If you accidentally delete a file, you can still reattach it using the attach feature.

3. What file types can I attach?   Back to top

 Applications submitted via GMS must be in the following word processing formats: Microsoft Word (*.doc*), PDF files (*.pdf), or Text Documents (*.txt*). Please note: GMS does not accept executable file types as application attachments. These disallowed file types include, but are not limited to, the following extensions: ".com", ".bat", ".exe", ".vbs", ".cfg", ".dat", ".db", ".dbf", ".dll", ".ini", ".log", ".ora", ".sys", and ".zip".

4. What is the maximum number of attachments I can upload?   Back to top

 There is no limit to the number of documents you may upload to this section; however, the solicitation relative to the grant you are applying for includes detailed instructions as to what information needs to be included in the application. Please make sure the application attachments address all of the items described in the solicitation. NOTE: You can not upload a folder containing multiple attachments; you can only upload them individually using the 'Attach' button for each file.

5. What is the maximum file size per document I can upload?   Back to top

 The maximum file size per document is 15 MB (Megabytes). NOTE: You can not upload a folder containing multiple attachments; you can only upload them individually using the 'Attach' button for each file.

6. I only see one 'Attach' button. How can I upload more than one document?   Back to top

 After you upload your first document into the application, the slot that has "Click on the Attach Button to upload an attachment" message will move down, allowing you to upload another file using the same 'Attach' button. This slot moves down each time you upload a file.

7. Where do I find Budget Detail Worksheet, program narrative, and review narrative information?   Back to top

 An example of the Budget Detail Worksheet can be found at this link: http://www.ojp.usdoj.gov/funding/forms/budget_detail.pdf. Consult the Solicitation document relative to the grant you are applying for; it lists the documents that you will need to upload into the application. Mandatory forms will be specified by the program office in the Solicitation document. Otherwise, you must create these documents on your computer in either Microsoft Word or some other format; you can then upload them into the GMS application one file at a time. Please contact the program office if you need any other information regarding the content or formatting of these documents.

8. What do I do if I am having trouble uploading an attachment?   Back to top

 Make sure that you are not trying to upload a folder. You can only upload one file at a time. Please see the tips below for further assistance with the upload process.

1. Upload your file attachments early. If you wait until the last day to submit your file attachments, you may not have enough time to transmit the electronic files before the deadline. In addition, if you need to troubleshoot problems with your computer or your office network, there may not be time before the deadline.

2. If you are using a modem:

 a. Reduce the size of file attachments. Large files can take many hours to upload. You may want to limit each file to less than two megabytes. Even with two megabytes, files may take up to one hour each to upload depending upon the speed of your modem.

3. If you are on a local network:

 a. Reduce the size of file attachments. Some local networks prohibit the transmission of large files. Call your office's network administrator to determine what the limit may be.

 b. Have your network administrator open port 443 on your network. Port 443 is what OJP uses to ensure the security of the file upload. Unless port 443 is open on your network, uploads cannot occur.

 c. Check with your network administrator to make certain that your system's firewall does not prohibit file uploads to other systems. Have this restriction removed so that you are able to upload the file attachments.

 d. Upload from a local drive rather than a network drive. To do this, save your file to a floppy disk and upload from that drive. You may also try to upload from your local hard drive.

4. Avoid browsing the internet or working in other areas of GMS while uploading files. Be patient and wait for the file upload to occur.

5. Make certain you have the most current version of your internet browser. You may also try using a different internet browser. For example, if you are using Internet Explorer and cannot upload the attachments, download the Netscape browser to your desktop and try to upload your file attachments. Both browsers can be downloaded free of charge from the internet.

6. Use a different computer or another system. For example, if you are unsuccessful with your office computer, try to upload the attachments from your home computer using your home internet service provider.

7. Although GMS cannot modify your system so that you can successfully upload files, if you are still experiencing problems, call the GMS Helpdesk. The number is 888-549-9901, option 3.

Assurances and Certifications

  TIP for Assurances/Certifications Page   Back to top

 If your program manager has advised you to make changes to the Signing Authority/Authorized Representative in Block 18 of the SF424 page, you must make these changes on the Assurances/Certifications page. After editing the necessary fields, click the 'Save and Continue' gray button. NOTE: You will not be able to see these changes on Block 18 of the SF424 page, as they are hidden, but your program manager will see the changes when you resubmit the application.

1. How do I complete the assurances/certifications page?   Back to top

 Click on the "Assurances" link number 1. It will open a box. Read the contents of the box, then scroll to the very bottom and click "Accept". Then close the box. You will be back at the main page. Follow the same procedure by clicking on the link number 2 "Certifications Regarding Lobbying, etc". When you are back on the Main Assurances/Certifications page, scroll the bottom and check mark the box stating "I have examined, etc". Then click the Save and Continue button.

2. I have clicked on the Assurances or Certifications link, yet why can't I see the 'Accept' button in the popup box?   Back to top

 Try maximizing the box. If this does not work, make sure you scroll down the box; you can also manually scroll down the box by clicking the 'Tab' button on your keyboard until you see gray 'Accept' button. If this does not work, after you've opened the box, hit the 'Enter' button on your keyboard, as this will manually hit the 'Accept' button.

3. Why doesn't a box appear when I click on the 'Assurances' or 'Certifications' link?   Back to top

  It is likely that your computer has a popup blocker turned on, preventing the box from appearing. To turn it off, in Internet Explorer go to the 'Tools' option, then click 'Pop-up Blocker', then click 'Turn Off Pop-up Blocker'. To disable the pop-up blocker you can also hold down the 'Control' (Ctrl) button on your keyboard while clicking the Assurances or Certifications. The pop-up box should then appear. It is also possible that the box is minimized on the tool bar on the bottom of your screen.

Review SF 424

  TIP when viewing the SF 424 page   Back to top

 No changes can be made to the SF424 page. The SF424 is just a summary of all the information contained on the previous pages of the application, except the attachments page.

1. How do I fill in the Blocks 2-4 of the SF424 page?   Back to top

 This information is hidden within the other pages of the application and does not show up on the SF424 page. The Applicant Identifier, State Identifier, and Federal Identifier fields also are hidden fields, viewable only by the program office. You are not required to edit these fields.

2. How do I change the contact information in block 5?   Back to top

 The changes to this block must be made and saved on the Application Information page. Once the changes are saved, the changes will be reflected on the SF424 page, Block 5.

3. How do I change the Authorized Representative information in Block 18?   Back to top

 If your program manager has advised you to make changes to Block 18 of the SF424 page, you must make these changes to the necessary fields on the Assurances/Certifications page. Then click Save and Continue. You will not be able to see these changes on Block 18 of the SF424 page, as they are hidden, but your program manager will see the changes when you resubmit the application.

Submit Application Page

1. All the steps of the application are complete. Why am I seeing a "userid approval" message?   Back to top

 This message actually refers to "registration approval" and does not involve your GMS userid. This means your program manager has not yet approved your application registration. When you see this message, please call your program manager or the main program office, give them your application number, and request to receive "registration approval" so you can submit your application. The helpdesk can not assist in this process, even if you are trying to contact the program office after hours.

2. Why is there a message saying "Incomplete Application" when I've completed all the steps?   Back to top

 This message indicates that, although you've completed all the steps of the application, you still must submit it to the program office for review. This allows you to make any last minute changes to any of the previous steps if you desire. When you are ready to submit, click the gray "Submit Application" button.

II. Post-Award Process

Accepting an Award

  Tip for Accepting an Award   Back to top

 For a computer based training on Award Acceptance procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'External Overview' section. Then on the 'Menu', select the 'Award Acceptance' option. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

1. Where do I go to print out my award acceptance?   Back to top

 After you are logged into your GMS account, click on the "awards" link to your top left, second link down. You should see your award on this page. Look to the right side of the screen and click the "View Award Instructions". You will then be on the "FPOC Designation" screen. Fill in the required fields, or you can use the FPOC drop-down menu to select a current FPOC, then click the 'Load POC' button, which will automatically fill in the FPOC's information. When finished, click the 'Submit' button at the bottom of the screen. You will then see the "Award Instructions". Click on the Award Document link on the bottom of the screen and you can open the pdf document in your Adobe Reader or Acrobat. NOTE: You must complete the FPOC Designation before you can click to open the award document.

2. I have gone to the "awards" section but I do not see my award there, or there is a message which says "currently there are no awards for you in GMS". Where is my award?   Back to top

 You may not be logged into the original GMS userid the application was submitted under; you must login to the original userid to access the award document. Contact the GMS helpdesk, provide them the award number (grant number), and they will provide you with the userid where you can find the award.

3. I have already faxed in my award documents and/or special conditions, but why does it state under the status column "acceptance not yet received from grantee"?   Back to top

  Contact the Office of the Chief Financial Officer (OCFO) at 800-458-0786, option 2, to make sure they received your faxed award documents and/or marked the status as 'Accepted' in the GMS system.

4. What is the "Correspondence" feature of the award section?   Back to top

 The Correspondence feature allows communication between you and your program manager during the award process, including for progress report and Grant Adjustment Notice (GAN) issues. Either you or your program manager may initiate correspondence.

5. How do I use the Correspondence feature of the award section?   Back to top

 You access this feature from the Awards section under the Correspondence column of the award. Click the link that appears as either "new message(s)" or "compose message". If your program manager sends you a message, click "new message", click the "new mail" link on the left that appears on the new screen, then click on the subject line to view the message, type in a message in the text field and click "Send" to send your reply to the program manager. Otherwise, click the "Compose Message" link under the Correspondence column and follow the same steps to send an email to your program manager. Click the "send a message" link to the left to generate a new message. To view previous messages sent between you and your program manager, click the "Old Mail" link on the left.

Completing a Progress Report (CAPR)

  Tip on Completing Progress Reports in GMS   Back to top

  For a computer based training on progress report procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Progress Reports' section. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

 When completing the "Narrative" section of the progress report, it is advisable to copy and paste your text from a Microsoft Word document or some other source. This will prevent any GMS session timeouts and ensure that you do not lose any work. However, the narrative box is plain text only; it will not display bold print, italics, underline, bullet points, or similar format features. In this case, it is advisable to upload the report as a Microsoft Word document into the "attachment" section.

1. I clicked on the "reports" link and my progress report is not there. Where are my reports?   Back to top

 To access a progress report, click on the "Awards" link to the left. Once you find the appropriate award number, click the "Semi-Annual Progress Reporting" or "Performance Reporting" link to the right of the screen, under the Action column. You will then be able to "View", "Create", or "Update" any of your existing reports. NOTE: If you don't see your award in the "awards" section, then you may be logged into the incorrect GMS userid. If this is the case, please contact the GMS helpdesk for assistance.

2. I logged into GMS and went to the "awards" section, but my award number is not there. Where can I access the progress reports for this award?   Back to top

  You must be logged into the original GMS userid the application was submitted under; you will then be able to access your progress reports in the award section of the original userid. If you are unsure what the original userid is, please contact the GMS helpdesk for assistance at 888-549-9901, option 3.

3. What is the difference between the "View", "Create", and "Update" buttons under the Action column?   Back to top

 The "View" action is available only for progress reports that have already been approved, have already been submitted and are awaiting program office review, or have been migrated into the GMS system. The "Create" action is available for reports that have not yet been started and which require completion before future reports can be submitted. The "Update" action is available for reports that have been created and/or updated, but which have not been submitted. The Update action is also available when the program manager has Change Requested the report after it was originally submitted.

4. What are the due dates for progress reports?   Back to top

 Regular, Semi-Annual progress reports are due 30 calendar days after the last day of the reporting period, thus January 1st-June 30th reports are due on July 30th and July 1st-December 31st reports are due January 30th (of the following year). Regular Annual progress reports are due 60 calendar days after the last day of the reporting period; for example, an October 2007-September 2008 reporting period is due on November 29th, 2008. All Final Progress Reports are due 90 calendar days after end date of the grant.

5. When can I begin working on a progress report?   Back to top

 The GMS system allows you to create, begin working on, and/or updating any progress report which has not yet been submitted to the program office for review, or which has been 'Change Requested' by the program office for you to make changes. Clicking the gray 'Create' button will allow you to begin working on a progress report. Clicking the gray 'Update' button will allow you to continue working on a previously-created report or one which has been Change Requested by the program office.

6. Where do I actually put the text for my report?   Back to top

 You have two options for your report. You can copy/paste the text from a source such as a Microsoft Word document into the "narrative" section of the report, then click the 'Save and Continue' gray button. You may also go to the "Attachment" section of the report and upload your Word document itself into GMS using the Attachment feature. NOTE: if you choose to use the Attachment feature, you must satisfy the Narrative step of the report with text similar to "see attached document", then click the 'Save and Continue' button.

7. What is the character limit for the narrative box?   Back to top

 The limit is 4,000 characters.

8. When I copy paste into the narrative field, why do I not see bold, italics, and/or bulleting points?   Back to top

 The narrative box is plain text only; it will not display bold print, italics, underline, bullet points, or similar format features. In this case, it is advisable to upload the report as a Microsoft Word document into the "attachment" section. If you use the attachment feature, you must still satisfy the Narrative requirement, which can be done by typing "see attached document" or something similar into the Narrative box.

9. What is the maximum number of attachments I can upload?   Back to top

 There is no limit to the number of documents you may upload to the progress report section.

10. What is the maximum file size per document I can upload?   Back to top

 The maximum file size per document is 15 MB (Megabytes).

11. If I change information for the Point of Contact or Signing Official in my progress report, will it change it for other progress reports or just the report I'm working on?   Back to top

  The change will only affect the current report for the award you are working on. To update your existing Point of Contact or Signing Official information in GMS, you would need to process either a 'Change Signing Official' or 'Change Grantee Contact' Grant Adjustment Notice (GAN) for that award in the "Grant Adjustments" section of your account. NOTE: The Approved GAN will not be reflected in future progress reports; you will need to update this information manually in future reports.

12. When I am inside of my progress report, why is it not allowing me to make any changes to the report?   Back to top

 If this is an incomplete progress report, you may have clicked on the 'View' button to get into the report, which does not allow you to make changes. Click on the 'Progress Reports Home' link, which will take you back to the page where you can view all reports. Click on the 'Create' or 'Update' button of the report you want to work on, then you will be allowed to make changes.

13. I've completed all the steps of my progress report. Why do I see a message stating "you can only submit this report after the reporting period has ended"?   Back to top

 You will receive this message if you try to submit a Regular report for which the reporting period has not yet ended. If you are trying to submit a report for a January-June reporting period, you can not submit the report until the day after that reporting period ends, which would be July 1st of that year. For July-December reports you can not submit the report until January 1st of the following year. For January-December reports, you can not submit the report until January 1st of the following year. NOTE: Only Final Progress Reports may be submitted earlier than when the reporting period ends.

Processing/Finding a Grant Adjustment Notice (GAN)

1. How do I begin using the GAN section?   Back to top

 For a computer based training on GAN procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Grant Adjustment Notices' section. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

2. When I select the GAN type I want and click the Create button, why does a message appear indicating that "there are no awards in GMS for you"?   Back to top

 There are three possibilities. First, ensure that you are logged into the correct GMS userid for the award(s) of which you are trying to process GANs. If you need assistance with this process, contact the GMS helpdesk at 888-549-9901, option 3. Second, if the award end date has passed for your award, the system will only allow a "Change Project Period" GAN type, also called a No-Cost Extension GAN to be processed. However, as you can only submit this GAN within 30 days of the award end date, only the Program Office can submit this GAN for you. Once this GAN is approved by the Office of Justice Programs, you can then process other GAN types for this award. Third, if there are no active awards in your account, you will not be able to process any GANs.

3. After I select the GAN type I want to process, why isn't my award appearing in the award list in the GAN section?   Back to top

 There are three possibilities. First, ensure that you are logged into the correct GMS userid for the award(s) of which you are trying to process GANs. If you need assistance with this process, contact the GMS helpdesk at 888-549-9901, option 3. Second, if the award end date has passed for your award, the system will only allow a "Change Project Period" GAN type, also called a No-Cost Extension GAN to be processed. However, as you can only submit this GAN within 30 days of the award end date, only the Program Office can submit this GAN for you. Once this GAN is approved by the Office of Justice Programs, you can then process other GAN types for this award. Third, if there are no active awards in your account, you will not be able to process any GANs.

4. What is the maximum number of documents I can upload using the Attachment feature in the GAN section?   Back to top

 A maximum of Five (5) documents can be attached in the GAN section. NOTE: You can not upload a folder; you must attach each document individually.

5. What is the maximum file size per attachment?   Back to top

 It is 15 MB (megabytes) per file.

6. If I process a GAN, do I have to process a separate GAN for each award?   Back to top

 Only two GAN types, "Change Grantee (Legal) Name" and "Change Grantee Mailing Address", affect all awards associated with a vendor number. A "Change Alternate Contact/Principal Investigator" or "Change Authorized Signing Official" GAN can be submitted individually or for multiple awards associated with your vendor number. All other GAN types must be processed individually for the necessary award(s).

Completing a SF-269 or a SF-425 (Federal Financial Report)

1. What is the difference between the SF-425(Federal Financial Report) and the SF-269 form?   Back to top

 The Federal Financial Report (FFR) is similar to the SF-269. Recipients will use the SF-425 to report expenditures, unobligated balances, recipient share (match), program income, and indirect cost expenses. Recipients are still required to submit quarterly reports for the periods October - December, January - March, April - June, and July - September.

The primary change is that the FFR is due 30 days after the end of the quarter. The new financial report due dates are January 30, April 30, July 30, and October 30.

Final reports are still due 90 days after the end of the project or grant period end date.

Failure by an award recipient to submit the FFR still results in an automatic withholding of the ability to drawdown funds, and may lead to the suspension and/or termination of an award.


2. When will I have to use the SF-425?   Back to top

  Beginning with the reporting period October 1 - December 31, 2009, financial reports for all open awards must be submitted using the new FFR form in Financial Status Report module in the Grants Management System (GMS). The first report using the new form will be due January 30, 2010.

3. Why do I see a SF 269?   Back to top

  All recipients will be able to view previously submitted SF-269s as well as submit a SF-269 for the October 1 - December 31, 2009 reporting period. If a recipient is delinquent in submitting a financial report prior to the July-September 30, 2009 report, they will submit at SF-269 for the delinquent report.

4. Why did OJP implement a new form?   Back to top

  The FFR was developed by the Office of Management and Budget as part of the implementation of the Federal Financial Assistance Management Improvement Act of 1999 (Public Law 106-107). Beginning with the reporting period October 1, 2009, through December 31, 2009, all federal grant recipients will be required to use the FFR instead of the SF 269 to submit the quarterly financial report.

  TIP for Completing an SF-269   Back to top

 For a computer-based training on Financial Status Report procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Financial Status Reporting (SF-269a)' section. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

Registering as a FPOC

5. How do I become the Financial Point of Contact (FPOC)?   Back to top

 You will need to complete the FPOC registration in the Grants Management System (GMS) at: https://grants.ojp.usdoj.gov/. Click the "New User? Register Here" button, then select the FPOC option. Once your registration is complete your Programmatic Point of Contact (PPOC) will have to approve/assign you as the FPOC for the awards you requested. For step-by-step instructions, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Financial Status Reporting' section; on the 'Menu' select the 'Registering as an FPOC' option. Once approved, be sure to use the user identification (ID) and password submitted with the FPOC registration for successful submission of your financial reports. For financial reports due prior to the quarter ending December 31, 2009, OJP will accept the SF-269. For subsequent reports, only the FFR will be available.

6. I am trying to set myself up as a Financial Point of Contact (FPOC) but the Programmatic Point of Contact (PPOC) is no longer with the organization. How can we change the PPOC?   Back to top

 If the award has been accepted, a Grant Adjustment Notice (GAN) changing the PPOC must be initiated in the Grants Management System (GMS). The new PPOC may obtain the original Programmatic user ID and a password by contacting the GMS Help Desk at 1-888-549-9901, option 3. Once the GAN is approved by the program office, the PPOC can then approve the FPOC registration.

 If the award has not been accepted, the FPOC should complete the registration in GMS. Once registration is complete, contact the Customer Service Center at 1-800-458-0786 (choose option 2), and staff will approve the FPOC registration. Once the FPOC is approved, print the Award Documents and Special Conditions and have the award signed and the Special Conditions initialed by the authorized recipient representative. Fax OR email the Award and Special Conditions to the OJP Control Desk at (toll free) 1-866-388-3055, (local) 202-353-8475, or acceptance@usdoj.gov. Once the acceptance is reflected in GMS, a GAN should be submitted to update the contact information for the new PPOC.

 Please note: If the authorized recipient representative has changed, a GAN will first have to be initiated and approved in GMS reflecting this change before the award can be accepted.

Managing Financial Point of Contact(FPOC) users

7. Can more than one Financial Point of Contact (FPOC) submit FFRs for an organization?   Back to top

 Yes. More than one FPOC can submit FFRs for an organization. Once registered, the FPOC requests access to at least one award for reporting purposes. Then the Programmatic Point of Contact (PPOC) approves the FPOC Registration and the FPOC can access that FPOC's Profile information in the 'Manage FPOC' section. Each FPOC Profile will display the awards which are currently assigned to that FPOC user ID. GMS does not prevent multiple FPOC's from being assigned to the same award.

8. When I go to the 'Manage FPOC' section, why do I see the same person's name as a link more than one time?   Back to top

 When the same person's name is listed more than once, this indicates that multiple user IDs (or FPOC Registrations) were approved and assigned at least one award for the purpose of Financial Status Reporting for that FPOC. For each name link clicked on for a given FPOC, note the associated user ID in the 'FPOC Profile' screen. So that the FPOC can manage all of FFRs under one FPOC user ID, choose one FPOC Profile/user ID (Name hotlink) and ensure all desired "Available Awards" and "Requested Awards" are set to 'Assigned' status for that FPOC Profile/user ID. Then click the name links for the other FPOC Profiles/user IDs for that FPOC and set all award statuses to Denied, which will set the status for those user ID(s)/FPOC Profile(s) to 'Inactive'.

Getting Started Submitting FFRs

9. How do I submit my Federal Financial Report (FFR)?   Back to top

 For step-by-step assistance, please consult the 'Financial Status Reporting' computer-based training aid at the following link: http://www.ojp.usdoj.gov/gmscbt/.

10. I've accessed my FFRs from the Awards page (side link), but why is the system only allowing me to 'View' my FFRs?   Back to top

 Accessing the Financial Status Report using the 'Awards' side link in the Programmatic user ID will only permit a 'View' of the FFR. To create and submit an FFR, please consult the 'Financial Status Reporting' section of the computer-based training aid at the following link: http://www.ojp.usdoj.gov/gmscbt/. Specifically, use the 'Menu' at the top of the training to view the "Programmatic Point of Contact Responsibility and Functionality" demonstration. This will show how to setup the Programmatic user ID to create and submit an FFR.

Making Changes to an FFR

11. Why can't I make changes to my FFR?   Back to top

 Once an FFR is submitted, there is a short period to make changes or amend it. The FFR is editable until the report for the next reporting period is submitted, or until the next reporting period end date has passed, whichever occurs first. To determine whether you are within the time period allowed for change or amendment, look for an "Update" button next to the FFR in the GMS list. If there is no "Update" button and you are unable to make changes, you should make the adjustments on the next report. When you make changes or adjustments, add comments to Box 12 explaining correction.

 If a change is needed for a Final FFR, the grantee will need to contact the Office of Chief Financial Officer (OCFO) Customer Service at 1-800-458-0786 (press 2). Customer Service will "Change Request" the FINAL report back to the grantee for them to make their changes.

12. How do I close out a grant or submit a revised final FFR if the system shows that the report was migrated?   Back to top

 Contact OCFO Customer Service at 1-800-458-0786, option 2. If we are unable to help you access it, we will ask you to fax it to us at (202) 353-9279 and we will enter the information for you.

Filling out the Financial Data or Other FFR information

13. On the FFR, what are unliquidated obligations?   Back to top

 An unliquidated obligation is debt that has been incurred for the grant, but not yet paid out.

14. What is recipient share?   Back to top

 The recipient share of outlays refers to the total amount of non-federal funds (match) the grantee has spent toward the project. Match is not required for all grants.

15. What is basis of Accounting? How do I know which one we use?   Back to top

 Accrual refers to expenses that are recorded as soon as the obligation is incurred. Cash refers to expenses that are recorded as they are paid. Each organization chooses their type of accounting basis. Once the choice is made on the first FFR, you must continue to use the type selected for subsequent FFRs.

16. What do I put in box #5? (recipient account number or identifying number box)   Back to top

 This section would include any number assigned by your agency for internal tracking purposes. If you do not have such a number, leave it blank.

General Information

17. Why can't I create an additional FFR after my grant ends?   Back to top

 GMS automatically locks in the last FFR as a FINAL for the quarter on which the grant ends. Customer Service can reopen/send back the final report if changes need to be made. Please contact Customer Service at 800-458-0786, option 2, if changes are needed.

18. There is no print button on the screen. How do I print the FFR?   Back to top

 Before the FFR is submitted, the report can be printed using the print function on the browser tool bar. Previously submitted reports can be printed by accessing the "previously submitted reports" link on the left side of the page.

Completing a Closeout Package

  TIP for Completing a Closeout Package   Back to top

  For a computer-based training on Completing a Closeout Package, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Grant Management System Closeouts' section. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

1. What does a Closeout Package consist of?   Back to top

  The complete package includes a Final SF-269 (Financial Status Report), Final Progress Report, submission of Programmatic Requirements Certifications, and a complete Financial Reconciliation form.

2. When do I have to close out my grant?   Back to top

  You must submit your Standard Closeout Package within 90 days after the end of the grant.

3. When should I submit a Closeout Package?   Back to top

 You are required to submit closeout packages through the GMS system within 90 days after the end date of the grant. If you fail to submit a closeout package within 90 days, a closeout package and a freeze of funds GAN will be automatically generated by the GMS system. You will not be able to drawdown funds until OCFO reviews the closeout package.

4. Can I submit a closeout package prior to the end date of my grant?   Back to top

  Yes. You can initiate a closeout package at any time once you've determined that you have completed the grant project. If you have completed the project, you should perform your own reconciliation to ensure that you have submitted all required progress and financial reports. You should ensure that if you have met all special conditions, and if there is a match requirement, that you have reported your match. You should ensure that you have reported all your expenditures, and have drawn all of the funds due to your organization. Once you submit the closeout package, the Program Office and the OCFO will review it and will determine if early closure is approved. You will be notified when completed.

5. How do I begin using the Closeout section?   Back to top

  For an audio-visual training on Closeout procedures, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'Grants Management System Closeouts' section. If you require further assistance, please contact the GMS Helpdesk at 888-549-9901, option 3.

6. Why can't I submit my Closeout Package?   Back to top

  You must have completed the following four requirements: Final Progress Report, Final SF-269, the Financial Reconciliation form, and the Programmatic Requirements Certification before the system will allow you to submit your Standard Closeout Package. If the Special Condition Compliance requirements have not been met, you can still submit the Standard Closeout Package.

7. What is the difference between an administrative closeout and a standard closeout package?   Back to top

  Your Closeout Package is classified as 'Standard' if you submit it within 90 days past the end date of the award. GMS automatically submits the Closeout Package on the 91st day after the end date of the award, at which time the Closeout Package is considered Overdue and becomes an 'Administrative' Closeout Package. A freeze of funds GAN is also generated. There is one exception to this process: if the Standard Closeout Package has been edited by your Grant Manager or the Program Office before the 91st day after the end date of the award, the Closeout Package becomes 'Administrative', and you can no longer submit it.

8. Can I still submit Progress Reports and SF-269a Financial Status Reports for an 'Administrative' Closeout Package?   Back to top

  Yes. The GMS system does not prevent you from submitting Progress Reports or SF-269 reports for an Overdue/Administrative Closeout Package. On the Closeout Package status screen, click the 'Final Progress Report' link to be taken to the Progress Reports module in GMS. See the "Help/Frequently Asked Questions" section for Financial Status Reports for assistance with SF-269a financial reports.

9. I submitted my closeout package but there is still money left to be drawn. How do I request the balance of my grant?   Back to top

 As soon as a closeout is generated in GMS, any funds remaining on the grant are frozen. This stops all financial activity on the grant until the OJP Office of the Chief Financial Officer performs a financial reconciliation. The financial reconciliation includes a review of the last SF-269 submitted by your organization. If it is determined that funds are due to your organization, OCFO will contact the Financial Point of Contact and will arrange for the final drawdown or payment.

10. Where can I find the Match requirements for my grant?   Back to top

 The match requirement can be located on your approved budget for the individual grant. General match information is also available in the description of the grant program as announced in the Catalog of Federal Domestic Assistance at www.cfda.gov . The solicitation in which you applied under will also have the match requirement.

11. Is it too late to get an extension? If not, how can I get one?   Back to top

  You can request an extension as early as 90 days before the end date of the grant period, and no later than 30 days before the end date. Requests for extension must be submitted through the Grant Adjustment Notice (GAN) module in the GMS system. The OJP Program Office responsible for administration of the grant will decide if an extension will be permitted.

12. What do I do if I have been contacted for a closeout but have no knowledge of a grant or no longer have any records pertaining to a grant?   Back to top

  The Office of the Chief Financial Officer (OCFO) Customer Service staff can provide a copy of documentation from OJP files to confirm that the grant was in fact awarded to that agency as well as any SF-269 financial reports or other information from the file.

13. What should I do if I need to return grant funds to OJP?   Back to top

  Send a check payable to the DOJ/Office of Justice Programs for the amount of the return. We recommend that it be sent by courier or overnight delivery to ensure that you will have a receipt for the delivery. Include the grant number, OJP vendor number, name of the organization, and purpose of the refund on the check or on the voucher attached to the check.

14. We spent all of the funds received from OJP. We forgot about the match requirement. We have decided that we do not need to return funds to OJP because it is an old grant. Will this cause any problems for us?   Back to top

  If OJP determines that a refund is due from your organization, OCFO will contact the Financial Point of Contact to request resolution. OCFO will invoke debt collection procedures using an internal process first, and will make several attempts to collect the refund from the grantee. If unsuccessful, however, OCFO will refer the debt to the U. S. Department of Treasury for collection. Treasury will add fees and penalties to the total amount due, resulting in an increase of the debt. Treasury will then invoke their debt collection process through off-set from other Federal payments, or other means. Referral to Treasury will be noted in the file and will be considered by OCFO when future financial integrity reviews are conducted for future grant applications from your organization.

Updating the Profile

  TIP on updating the profile   Back to top

 For a computer-based training on Updating the Profile, please go to the following link: http://www.ojp.usdoj.gov/gmscbt/, then access the 'External Overview' section. On the 'Menu' select the 'Application Overview' option, then use the arrow to scroll to Step 23. If you require further assistance, please contact the GMS helpdesk at 888-549-9901, option 3.

 If you have already accepted awards in your account/userid, the Profile section can ONLY be utilized to make any changes to the Alternate Contact and Secret/Question answer information. If you need to update any information in an existing application, see the "Completing an Application" section of the FAQ for a detailed explanation, as updating the Profile does not update the application. To make a change to Signing Official information, Mailing Address Change, or Legal Name Change for your organization, please process the appropriate Grant Adjustment Notice (GAN) by clicking the "Grant Adjustment" link on the left to change the information for the desired awards.

1. Can the userid be changed?   Back to top

 No. Even if the userid is the name of an individual who no longer works for the organization, it cannot be changed. The userid belongs to the organization/agency, not the individual.

2. If I have multiple GMS userids, can I combine them under one of my userids?   Back to top

 It depends upon the nature of the userid. Specifically, if you have multiple userids for applications which came into GMS from the grants.gov system, you can combine those into one userid by clicking the 'Consolidate Accounts' link on the top of the Grants Management System Home screen of one of those userids. You will need the Grants.gov Tracking Number and Agency Tracking Number for each application in order to combine the applications into one userid. You can not use this feature to combine applications/awards from regular, Programmatic GMS userids.