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FULL PACKET_2020-09-15
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Clerk of the Council
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9/15/2020
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ORI CA03019 - Award 202OULW X0021 -Award Terms and Conditions 2020 -CHP -Page 2 of 16 <br />for the approved cost categories that are documented within the FCM, up to the amounts specified in the FCM. Your <br />agency may not use CIIP funds for any costs that are not identified as allowable in the Financial Clearance <br />Memorandum. <br />Only actual allowable costs incurred during the award period will be eligible for reimbursement and drawdown. If your <br />agency experiences any cost savings over the course of the award (for example, your award application <br />overestimated the total entry-level officer salary and fringe benefits package), your agency may not use that excess <br />funding to extend the length of the award beyond 36 months. Any funds remaining after your agency has drawn <br />down for the costs of approved salaries and fringe benefits incurred for each awarded position during the 36-month <br />funding period will be deobligated during the closeout process and should not be spent by your agency. <br />4. Suoolementine, Not Suoolantine <br />State, local, and tribal governments must use award funds to supplement, and not supplant, state, local, or Bureau of <br />Indian Affairs (BIA) funds that are already committed or otherwise would have been committed for award purposes <br />(hiring, training, purchases, and/or activities) during the award period. In other words, state, local, and tribal <br />government recipients may not use COPS Office funds to supplant (replace) state, local, or BIA funds that would <br />have been dedicated to the COPS Office -funded items) in the absence of the COPS Office award. 34 U. S.C. § <br />10384(a). <br />5. Extensions <br />Your agency may request an extension of the award period to receive additional time to implement your award <br />program. Such extensions do not provide additional funding. Awards may be extended a maximum of 36 months <br />beyond the initial award expiration date. Any request for an extension beyond 36 months will be evaluated on a case - <br />by -case basis. Only those recipients that can provide a reasonable justification for delays will be granted no -cost <br />extensions. Reasonable justifications may include difficulties in filling COPS Office -funded positions, officer turnover, <br />or other circumstances that interrupt the 36 month award funding period. An extension allows your agency to <br />compensate for such delays by providing additional time to complete the full 36 months of funding for each position <br />awarded. Extension requests must be received prior to the end date of the award. <br />6. Modifications <br />Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its COPS Office <br />CHP award. Award modifications under CIIP are evaluated on a case -by -case basis in accordance with 2 C.F.R. § <br />200.308. For federal awards in excess of $250,000, any modification request involving the reallocation of funding <br />between budget categories that exceed or are expected to exceed 10 percent (10%) of the total approved budget <br />requires prior written approval by the COPS Office. Regardless of the federal award amount or budget modification <br />percentage, any reallocation of funding is limited to approved budget categories. In addition, any budget <br />modification that changes the scope of the project requires prior written approval by the COPS Office. In addition, <br />please be aware that the COPS Office will not approve any modification request that results in an increase of federal <br />funds. <br />In addition, modification requests should be submitted to the COPS Office when an agency determines that it will <br />need to shift officer positions awarded in one hiring category into a different hiring category and/or reduce the total <br />number of positions awarded. For example, if an agency was awarded CHP funding for two new, additional sworn <br />officer positions, but due to fiscal distress/constraints the agency needs to change the hiring category from the new <br />hire category to the rehire category for officers laid off or scheduled for layoff on a specific future date post - <br />application, the agency would have to request a modification. The COPS Office will only consider a modification <br />ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING <br />
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