LLEBG - Frequently Asked Questions

Why is the overall LLEBG grant allocation so much less than last year?
ANSWER: In Fiscal Year 2004, only $115 million was appropriated. In Fiscal Year 2003 (October 1, 2003 – September 30, 2004), Congress appropriated $260 million for LLEBG.
My jurisdiction has received an LLEBG grant for years, but this year we didn't. Why?
ANSWER: Based on an agency's three-year Uniform Crime Report (UCR) Part I Violent Crime statistics, direct LLEBG awards must also meet a minimum $10,000 threshold. With this year's loss of $145 million in LLEBG funding, many award amounts have fallen below the $10,000 minimum required for a direct award.
Are any other grants available to help cover the loss of my direct LLEBG award?
ANSWER: Once BJA makes direct LLEBG awards to eligible local jurisdictions, States receive their remaining LLEBG funds to distribute to law enforcement for crime reduction and safety efforts. Contact your State Administering Agency—listed below—for details on law enforcement funding that may be available in your area. Also visit: www.ojp.usdoj.gov; www.dhs.gov/grants; www.cops.usdoj.gov; and www.grants.gov for other possible grants to help fund your law enforcement needs.
When should I complete the FY 2004 LLEBG application?
ANSWER: The FY 2004 LLEBG application period will open on June 28, 2004 and will close at 8:00 p.m. e.t. on Friday, July 23, 2004.
When must I accept my FY 2004 LLEBG award?
ANSWER: The FY 2004 LLEBG award must be accepted within 45 calendar days from the award date.
When can I complete the FY 2004 Request for Drawdown (RFD)?
ANSWER: The RFD must be submitted within 90 calendar days from the award date. Please keep in mind that prior to the submission of the RFD, your jurisdiction must have a public hearing and advisory board meeting.
Why is the award period listed on my award document different than the 24 month expenditure period?
ANSWER: The award period on the award document only indicates the federal fiscal year- October 1 through September 30. The 24 month expenditure period will begin once the Request for Drawdown (RFD) has been submitted on the LLEBG GMS. Please keep in mind that prior to submission of the RFD, a jurisdiction must have public hearing and advisory board meeting(s). All LLEBG recipients will receive a Grant Adjustment Notice (GAN) that will identify the 24 month expenditure period.
What is the expenditure period of funds for the LLEBG Program, and is there an additional 90 day liquidation period?
ANSWER: The recipient has 24 months from the date of the approved RFD to expend/liquidate grant funds. All LLEBG recipients will receive a GAN indicating the 24 month expenditure period. There is no 90 day liquidation period under the LLEBG Program.
When will I be able to complete the final program grant report to closeout previous LLEBG awards via the LLEBG GMS?
ANSWER: You may only complete the final program grant report once a correct final financial status report (269) has been entered into the LLEBG GMS. Currently, the system is experiencing some difficulties and your jurisdiction will not be penalized for not completing a final grant report.
Who do I contact if I lost or have problems with my user ID and password to access the LLEBG GMS?
ANSWER: Please contact the Grants Management System Helpline at 888/549-9901, Option 5.
Who do I contact if I am unable to access the LLEBG GMS due to browser problems?
ANSWER: Please contact the Grants Management System helpline at 888/549-9901, Option 3. GMS staff are available Monday through Friday 9:00 a.m. to 5:00 p.m. EST.
Who can I contact if I am unable to access or have problems with the new on-line 269A financial reporting system?
ANSWER: Please contact the Office of the Comptroller, Customer Service at 800/458-0786, Option 2.
Our jurisdiction is in the process of conducting a yearly audit and would like to know what the Federal CFDA number is for the LLEBG Program.
ANSWER: The Catalog of Federal Domestic Assistance (CFDA) number for the Local Law Enforcement Block Grant Program is 16.592. All Federal grant programs are assigned a CFDA number. Please visit the CFDA website at: http://www.cfda.gov
The CFDA provides information on the Federal agency administering a program; Authorization upon which a program is based; Objectives and goals of a program; Types of financial and nonfinancial assistance offered under a program; Uses and restrictions placed upon a program; Eligibility requirements; etc.
Our jurisdiction is planning to purchase two dogs for our K-9 Unit with LLEBG grant funds. We have had problems in the past with the health of our dogs. Can we pay for a complete medical checkup for these two dogs, at the time of their purchase, with LLEBG funds?
ANSWER: This is permissible under the LLEBG Program. This would be treated like a law enforcement equipment purchase. The medical examination would be part of the maintenance of this law enforcement equipment. The purchase of food for the dogs would be considered maintenance and would be an allowable use of LLEBG funds.
Can our jurisdiction purchase office furniture and/or law enforcement uniforms with LLEBG funds?
ANSWER: Office furniture and law enforcement uniforms may be purchased, but must be directly related to basic law enforcement functions and all costs must be reasonable and necessary.
The procurement of some equipment, technology and other material directly related to basic law enforcement functions may involve continual maintenance after the first year, can block grant funds be used to pay that maintenance contract?
ANSWER: LLEBG funds can be used to pay for maintenance contracts. Maintenance contracts can be obtained during the expenditure period (24 months). Maintenance for equipment and technology may continue after the 24 month expenditure period, but must be paid with future LLEBG or other funding.
Can a jurisdiction purchase a remote controlled robotic unit for use by its SWAT and Bomb Squad Unit?
ANSWER: A remote controlled robotic unit can be purchased with LLEBG funds provided that it is used for law enforcement purposes.
Our jurisdiction has rudiments of a video downlink system installed in our helicopters as well as our mobile command post. Our jurisdiction wants to expand that to add terminals in police facilities, the emergency operations center, and selected city management offices. This link would be used during critical incidents to send aerial shots to key managers. It is in use now and would continue to be used for hot pursuit situations. Can LLEBG funds be used for his system?
ANSWER: For this activity to be permissible, it would have to answer the basic question - How will this system enhance public safety and reduce crime? You should submit a brief justification to BJA via the "correspondence" section of the LLEBG GMS.
Are renovations or new construction of a building allowed under the LLEBG Program?
ANSWER: Renovations of facilities are permitted when specifically approved by BJA. (Your jurisdiction must formally request prior approval in writing.) However, these costs may not exceed 10% of the total federal funds utilized for a given project. For example, a renovation project costs $100,000, the total federal funds the program office may allow to be spent on such a project cannot exceed $10,000. The amount allocated to a purpose area has no impact on the approved amount. New construction of a building is prohibited under the LLEBG Program.
Our jurisdiction is hosting a crime prevention conference/meeting. Can it use LLEBG funds for food and beverage?
ANSWER: Expenses for food and beverages incurred by grantees may be charged to Federal funds pursuant to program guidelines provided that three tests are satisfied:
Test 1: The food and beverages provided are incidental to a work-related event; and
Test 2: The costs of the food and beverages are considered reasonable; and
Test 3: Food and beverages are not directly related to amusement and/or social events.

Please note that beverages cannot include alcohol. Also, food and beverage costs for events within events may NOT allowed. For example:

NOT ALLOWED
Event A includes 200 participants and food and beverages are requested for event B, which directly relates to event A, but includes only 100 of the 200 participants. Food and beverage costs at event B are unallowable since attendance at this event is not mandatory for all participants (200).

ALLOWABLE
If the purpose of event B is to discuss or work on topics unrelated to event A, food and beverage costs may be allowable for event B as a separate and independent event. A grantee or contractor should maintain separate documentation relating to event B.
Where can I find information about procurement procedures?
ANSWER: Please refer to the Office of Justice Programs Financial Guide, Chapter 10: Procurement Under Awards of Federal Assistance. Grantees should use their own procurement procedures and regulations provided that the procurement conforms to applicable Federal law and the standards identified in the Procurement Standards Section of 28 CFR Part 66.36: Procurement.
The website for the OJP Financial Guide is http://www.ojp.usdoj.gov/FinGuide
The website for the Code of Federal Regulations is http://www.access.gpo.gov
Our jurisdiction would like to properly dispose of law enforcement equipment and computer technology purchased with LLEBG funds, how can it be done?
ANSWER: Please refer to the OJP Financial Guide, Chapter 6: Property and Equipment, Equipment Acquired with Crime Control Act Block/Formula Funds (BJA). Disposition: When equipment or computer technology is no longer needed for criminal justice purposes, a grantee shall dispose of equipment, in accordance with State and/or local procedures, with no further obligation to the awarding agency.
Can LLEBG funds be used for the District Attorney's Office to purchase radios and a law enforcement vehicle for use by law enforcement investigators?
ANSWER: LLEBG funds can be used to purchase basic law enforcement equipment and technology. LLEBG funds can also be used to enhance the adjudication of violent offenders. You should submit a brief justification to BJA via the GMS correspondence section of your electronic file.
Can real property be purchased with LLEBG funds?
ANSWER: Block/formula funds such as LLEBG funds CANNOT be used for land acquisition. Please refer to the OJP Financial Guide, Chapter 6: Property and Equipment, Real Property Acquired with Formula Funds.
An agency within our local government would like to establish a crime prevention program working with the school and the Sheriff's Department to educate students about preventing and controlling crime. Is this a permissible activity under the LLEBG Program?
ANSWER: Establishing a crime prevention program is a permissible activity under the LLEBG Program. An example of an activity that meets the crime prevention requirements is a school-based program in which agencies within the local government work with law enforcement professionals to assist local schools and students in preventing and controlling crime.
Are indirect costs allowable under the LLEBG Program?
ANSWER: Indirect costs are NOT allowable under the LLEBG Program because they do not fit appropriately within the legislatively mandated purpose areas. Indirect costs are costs of an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. The cost of operating and maintaining facilities, depreciation, and administrative salaries are examples of the types of costs that are usually treated as indirect. See Chapter 17 of the OJP Financial Guide for more information.
Can units of local government use LLEBG funds to pay for costs incurred in administering the grant?
ANSWER: Units of local government cannot use LLEBG funds for costs incurred in administering the grant.
Can the State Administrative Agency (SAA) use LLEBG funds to pay for costs incurred in administering the grant?
ANSWER: The SAA may use up to 3 percent of the total State award to pay for costs incurred in administering LLEBG funds. The SAA is reminded that it is responsible for the match required on administrative funds.

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