Thinking about submitting a GAN (a Grant Adjustment Notice)? This questionnaire and checklist can offer some guidance. A Grant Adjustment Notice (GAN) is an official request to make a programmatic, administrative, or financial change to a grant. GANs may be submitted by the recipient or grant manager. All GANs must be requested electronically through the GAN module in the Grants Management System (GMS). Finding official guidance • The TYP Budget Modification webinar PowerPoint and audio recording (from June 11, 2014) can be found online at http://www.tribalyouthprogram.org/program-events/modifying-your-grant-ins-and-outsojjdp-grant-adjustment-notices • Office of Justice Program Grant Adjustment Notice Training Module can be found online at http://ojp.gov/gmscbt/module_01.html • The Office of Justice Programs Financial Guide can be found online at http://ojp.gov/financialguide/index.htm • The guide can be downloaded as a PDF at http://ojp.gov/financialguide/PDFs/OCFO_2014Financial_Guide.pdf o Guidance about GANs can be found in section 3.5, “Adjustments to Awards.” To determine whether you are required to submit a Grant Adjustment Notice to adjust your award, ask yourself these questions:  Are we seeking to change the indirect cost? o If yes, then a GAN is required.  Are we seeking to move funds into a category that did not previously have an approved award amount in it? o If yes, then a GAN is required.  Will we ultimately be moving more than 10% of the total award amount? o If yes, then a GAN is required. 1|Page OJJDP Grant Adjustment Notice (GAN) checklist  Are we changing the Point of Contact person or key staff people? o If yes, then a GAN is required.  Are we changing our mailing address? o If yes, then a GAN is required.  Are we seeking to change a subcontractor that is named in the approved budget? o If yes, then a GAN is required.  Are we seeking to change a subcontractor that is named in the approved budget? o If yes, then a GAN is required.  Are we submitting a budget modification (as suggested in the financial guide) in order to document all changes to the budget? o If yes, then a GAN is required.  Are we changing the project period end date; for example, are we requesting a No Cost Extension? o If yes, then a GAN is required. OR  Are we changing the project scope? o If yes, then a GAN is required. If you answered yes to any of the questions above, then use the following items as a checklist before you submit the GAN in GMS. Ensuring that the items on this checklist are included will make the process of getting the changes approved easier and smoother.  Am I working with the most recent approved budget in GMS?  Is there a budget detail narrative attached?  Is the budget detail narrative reflective of the full amount of the grant award? (please do not submit a GAN that only reflects the unspent amount you are modifying- the finance office will not accept it) 2|Page OJJDP Grant Adjustment Notice (GAN) checklist  Has the budget detail narrative been modified to reflect changes being requested on the GAN screen in GMS?  Are all of the numbers consistent between documents? (The numbers you put on the budget modification screen must match up with your budget detail worksheet.)  Is the addition and subtraction correct?  Is there an adequate and clear justification for the changes we are requesting? (Example: “We are requesting the subtraction of funds from contractual to personnel because we have hired a staff member instead of having a contractor do the work described in our original proposal.”)  Does the justification support the program’s goals and objectives? (Example: Hiring a staff member instead of a contractor allows for longer term relationships with the youth we are seeking to engage as part of the program.) 3|Page OJJDP Grant Adjustment Notice (GAN) checklist