STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - FY 2017 PROGRAM REQUIREMENTS A....PDF

OMB No.: Refer to the online application
U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
State Criminal Alien Assistance Program
FY 2017 Program Requirements and Application Instructions
Applications due: March 16, 2018
Under the State Criminal Alien Assistance Program (“SCAAP”), the Office of Justice Programs
(“OJP”) of the U.S. Department of Justice (“DOJ”) makes payments to eligible “States” and
“units of local government” that incur certain types of costs due to “incarceration” of
“undocumented criminal aliens” during a particular 12-month “reporting period.”
The “FY 2017 program” will make SCAAP payments to eligible applicant governments from the
FY 2017 appropriation to OJP for SCAAP. Should OJP receive an FY 2018 appropriation for
SCAAP, OJP will post a separate application for the FY 2018 program later in the year.
IMPORTANT NOTE
Both the online application for the FY 2017 program and this document differ significantly from
those used in earlier application cycles. Also, the online SCAAP application for the FY 2017
program specifically incorporates by reference the eligibility requirements, definitions of
terms, and detailed application instructions set out in this document. (To assist applicants,
this document uses quotation marks to highlight defined terms, e.g., “State,” “unit of local
government,” “undocumented criminal alien,” “eligible inmate,” “correctional purposes.”)
Before entering any information into the online application for the FY 2017 program, the
government official who will complete and submit the application on behalf of an applicant
government MUST carefully review this document.
Eligibility – In General
In general, a “State” or “unit of local government” is eligible to apply for a payment under the
FY 2017 program if it “incarcerated” individuals in a “correctional facility” during the “reporting
period” whom it either— (1) knows were “undocumented criminal aliens,” or (2) reasonably and
in good faith believes were “undocumented criminal aliens.”

A detailed discussion of eligibility – including the definitions of “State” and “unit of local
government” for purposes of SCAAP – appears below.
Reporting Period
The “reporting period” for the FY 2017 program is July 1, 2015, through June 30, 2016.
Deadlines
Application. Applications for payments under the FY 2017 program must be submitted online –
and accepted by the OJP Grants Management System (“GMS”) – no later than 6 p.m. Eastern
time on Friday, March 16, 2018.
Absent highly-unusual circumstances, OJP will not extend this deadline or permit an applicant
government to submit its application after the application deadline. Much as in previous years,
promptly after the application deadline, OJP will transmit to the U.S. Department of Homeland
Security (“DHS”) the data on “eligible inmates” from all of the applications submitted to GMS
before the deadline. The volume of “eligible inmates” data transmitted to DHS (and the nature
and complexity of the DHS review of that data) is such that it is not possible to transmit
supplemental or corrected data to DHS.
Registration in GMS. Any application must be completed and submitted by a government
official with the legal authority to apply to the FY 2017 program on behalf of the chief executive
of the applicant government. This “submitting government official” must be registered in GMS
in order to complete and submit an application under the FY 2017 program.
Instructions on how to register in GMS and how to access the online application for the FY 2017
program appear in Appendix A.
Contact Information
For assistance with the online application to the FY 2017 program or other aspects of the
FY 2017 program, contact the SCAAP Help Desk by phone at 1-202-353-4411, or by email to
SCAAP@usdoj.gov. The SCAAP Help Desk operates Monday through Friday during normal
business hours (Eastern time). It is closed on federal holidays.
For assistance in accessing GMS (e.g., passwords, log-in problems), contact the GMS Support
Hotline at 888–549–9901, option 3, or by email to GMS.HelpDesk@usdoj.gov. The GMS
Support Hotline operates 24 hours a day, 7 days a week, including on federal holidays.
Posting date: February 15, 2018
SCAAP – FY 2017 Program Requirements and Application Instructions 2

Contents
Program Requirements – In General......................................................................................4
ƒ Overview .................................................................................................................................4
ƒ Statutory Authority ..................................................................................................................4
ƒ Restriction on use of SCAAP payment; associated records ...................................................4
ƒ Eligibility (including an important “Notification” regarding planned changes to SCAAP).........6
ƒ Certifications in the online application for the FY 2017 program.............................................7
ƒ Notification and acceptance of payment .................................................................................8
Application Instructions (including definitions of terms)..........................................9
Part I. Information on the Applicant Government and its “Chief Executive”...............................10
Part II. Contact Information for the “Submitting Government Official”........................................10
Part III. Financial Institution Information (for any payment to the applicant government) ..........11
Part IV. Information on “Eligible Inmates” ..................................................................................11
Part V. Information on “Correctional Officers” and “Correctional Facilities” ...............................15
Part VI. Additional Certifications and Acknowledgements; Application Signature and
Submission .................................................................................................................................20
Appendix A (How to register in GMS and access the online SCAAP application).....................22
Appendix B (SCAAP Data elements for “inmate records” – FY 2017 program) ........................24
Appendix C (ICE country codes – for use if “inmate records” are submitted as an ASCII file) ..27
Appendix D (Instructions for upload of ASCII fixed-field file of “inmate records”) ......................30
Appendix E (SCAAP payment calculation – General overview) ................................................33
SCAAP – FY 2017 Program Requirements and Application Instructions 3

State Criminal Alien Assistance Program
FY 2017 Program Requirements and Application Instructions
(CFDA # 16.606)
Program Requirements – In General
Overview
OJP’s Bureau of Justice Assistance (“BJA”) administers SCAAP. Under SCAAP, OJP makes
payments to “States” and “units of local government” that incur certain types of costs due to
“incarceration” of “undocumented criminal aliens” during a specific12-month “reporting period.”
Under the FY 2017 program, payments will be made in connection with “undocumented” aliens
who had been convicted of at least one felony or two misdemeanors (typically, for violations of
State or local law), and who were “incarcerated” under the legal authority of the applicant
government for at least four consecutive days during the “reporting period.” (Additional details
are set out in later sections of this document.)
As part of an application, each applicant government provides particular information about
individuals it “incarcerated” – under its own legal authority – for at least four consecutive days
during the “reporting period” and who the applicant government either— (1) knows were
“undocumented criminal aliens,” or (2) reasonably and in good faith believes were
“undocumented criminal aliens.” (OJP transmits the data submitted on such individuals to DHS
for a detailed review.) As part of an application, each applicant government also must provide
information pertinent to its average costs of incarceration during the “reporting period.”
Broadly speaking, SCAAP payments are calculated from information provided by applicant
governments in online applications, information provided to OJP by DHS regarding the DHS
review of data on “eligible inmates,” and the amount of appropriated funds available for the
SCAAP application cycle (e.g., for the FY 2017 program). All information submitted as part of
an application is subject to appropriate review by OJP. An overview of the method OJP uses to
calculate payments is available here.
Statutory Authority
The FY 2017 program is authorized by 8 U.S.C. § 1231(i) and the Department of Justice
Appropriations Act, 2017 (Public Law 115-31). See also 28 U.S.C. § 530C(a).
Restriction on use of SCAAP payment; associated records
As a matter of federal law, a “State” or “unit of local government” that receives a payment under
the FY 2017 program must use the payment “only for correctional purposes.” See 8 U.S.C.
§ 1231(i)(6).
SCAAP – FY 2017 Program Requirements and Application Instructions 4

“Correctional purposes.” With respect to a “State” or “unit of local government,” use of a
SCAAP payment for “correctional purposes” means—
x Use of the funds to pay any cost reasonably attributable to that government’s operation
of a “correctional facility” for its own use, such as—
o Salaries and wages paid to employees who work primarily and directly in the
“correctional facility” (regardless of whether those employees are “correctional
officers”)
o Costs of employment benefits provided to (or on behalf of) employees who work
directly in and for the “correctional facility”
o The reasonably allocable portion of the salaries, wages, and benefits paid to
employees who, although not primarily and directly working in and for the
“correctional facility,” provide necessary services either to the correctional facility
(e.g., administrative support) or to the individuals “incarcerated” in the
correctional facility (e.g., medical care, transportation)
o Repair, maintenance, and “overhead” (e.g., utilities) costs reasonably attributable
to operation of the “correctional facility.”
x Use of the funds for payments to a “contract correctional facility” that are reasonably
attributable to “incarceration” of individuals in such a facility on behalf of (pursuant to the
legal authority of) the pertinent “State” or “unit of local government.”
x Use of the funds for costs directly associated with (and attributable to) the “incarceration”
(under the legal authority of the pertinent “State” or “unit of local government”) of aliens
who are or may be “undocumented,” such as the reasonable costs of activities (e.g.,
development of policies and appropriate staff training on those policies) designed to
ensure that the “State” or “unit of local government” complies with 8 U.S.C. § 1373, gives
DHS agents access to “correctional facilities” in order to interview individuals believed to
be aliens, and honors formal requests from DHS for advance notice of the scheduled
release date and time for particular aliens being held in custody.
Maintenance of records. An applicant government that receives a payment under the FY 2017
program must, for not less than three years after the date it draws down that payment from OJP,
maintain records sufficient to demonstrate that the payment was used solely for “correctional
purposes,” and must make those records available to DOJ (including OJP) upon request.
Limit on request for compensation
As a matter of federal law, “no jurisdiction shall request compensation for any cost greater than
the actual cost for Federal immigration and other detainees housed in State and local detention
facilities.” See Department of Justice Appropriations Act, 2017 (Public Law 115-31).
SCAAP – FY 2017 Program Requirements and Application Instructions 5

Eligibility
Only a “State” or a “unit of local government” is eligible to apply, and only on its own behalf.
For purposes of the FY 2017 program—
“State” includes the District of Columbia, Puerto Rico, Guam, the U.S. Virgin Islands,
the Commonwealth of the Northern Mariana Islands, and American Samoa.
“Unit of local government” means a political subdivision of a “State” with authority to
independently establish a budget and impose taxes (typically, a “general-purpose”
political subdivision of a State). The term may include a county or a municipality (e.g.,
city, county, town, township, village, borough, or parish). Note: A department or agency
that is part of such a “unit of local government” is not itself considered a “unit of local
government.”
Joint applications by two or more “States” or “units of local government” are not permitted, even
if the application names only one State or unit of local government as the applicant. As a rule,
an application must not incorporate or report data on either— (1) individuals held in custody by
the applicant government on behalf of (pursuant to the legal authority of) another State or unit of
local government, or (2) costs associated with individuals held in custody on behalf of another
State or unit of local government.
Similarly, a governmental entity that is not itself a “State” or a “unit of local government” (e.g., a
regional jail, special jail district, or regional jail authority or board) is not eligible to apply.
Rather, each “State” or “unit of local government” that uses the regional facility may include (as
part of in its own application) data that directly reflects its own use of the facility.
SCAAP – FY 2017 Program Requirements and Application Instructions 6

NOTIFICATION
DOJ Intent to Modify SCAAP Requirements
for Future Application Cycles
Consistent with its authority and discretion, including under 8 U.S.C. § 1231(i), DOJ plans to
add certain immigration-laws-related eligibility requirements to SCAAP, beginning with the
FY 2020 application cycle. Because the annual “reporting period” for the FY 2020
application cycle will begin on July 1, 2018, “States” and “units of local government”
that intend to apply to the FY 2020 program should take note.
Starting with the FY 2020 application cycle for SCAAP (and assuming that appropriated funds
then are legally available), DOJ intends to require each applicant government – in order to be
eligible to receive a payment – to submit a specific formal certification that encompasses the
applicant’s law enforcement agency (or agencies), its corrections agency (or agencies), and
the “correctional facility” (or facilities, including contract facilities) in which the applicant
“incarcerates” inmates.
As currently contemplated, that certification, to be executed by the applicant government’s
chief legal officer (e.g., the State Attorney General, for an application by a State), would
represent to DOJ that, throughout the pertinent reporting period, as to those law enforcement
and corrections agencies and correctional facilities, the applicant government had in effect
(and in force) a formal policy, -rule, or -practice (or a statute, ordinance, or regulation)
designed to ensure that the applicant government and its officials and agents (e.g.,
employees)—
ƒ Did not prohibit or in any way restrict— (1) any government entity or -official from
sending or receiving information regarding citizenship or immigration status as
described in 8 U.S.C. § 1373(a); or (2) a government entity or -agency from sending,
requesting or receiving, maintaining, or exchanging information regarding immigration
status as described in 8 U.S.C. § 1373(b).
ƒ If and when asked by a federal agent acting under color of federal law (e.g., a DHS
agent), in fact gave federal agents access to those correctional facilities in order to
meet with individuals who at that time were (or were believed by such agents to be)
aliens, and inquire as to those individuals' right to be or remain in the United States.
ƒ Honored formal written requests from DHS for advance notice of the scheduled
release date and time for particular aliens incarcerated by or on behalf of the applicant
government, and provided the requested notice as early as practicable.
Certifications in the online application for the FY 2017 program
As part of the online application to the FY 2017 program, the “submitting government official”
must make a number of detailed certifications to OJP under penalty of perjury, including formal
certifications regarding the accuracy of the information being provided, its conformity with the
requirements and instructions set out in this document, and the legal authority of the submitting
government official to execute the certifications and to submit the application on behalf of the
applicant government.
GMS is designed to reject an application to the FY 2017 program if the “submitting government
official” fails to execute any of the required certifications. An application cannot and will not be
SCAAP – FY 2017 Program Requirements and Application Instructions 7

considered submitted (including for purposes of the application deadline) until all of the
certifications have been made.
DOJ reliance on the required certifications as material; penalties for false
statements
As indicated in the text of each required certification, DOJ, including OJP, will rely on each
certification submitted in connection with an application to the FY 2017 program as a material
representation in any decision to make a payment.
A materially false, fictitious, or fraudulent statement to the federal government (or concealment
or omission of a material fact) as part of a required certification, or in the application that it
supports, may be the subject of criminal prosecution (including under 18 U.S.C. §§ 1001 and/or
1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject both the “submitting
government official” and the applicant government to civil penalties and administrative remedies
for false claims or otherwise (including under 31 U.S.C. §§ 3729-3730 and §§ 3801-3812).
Also, certifications provided to OJP in connection with the FY 2017 program are subject to
review by DOJ, including by OJP and by the DOJ Office of the Inspector General.
OJP review of applications; corrections to data (other than “eligible inmate” data)
All information submitted as part of an application is subject to appropriate review by OJP. If a
properly-submitted application appears to contain errors that may be corrected by the applicant
(such as inaccurate data on correctional officers or correctional facilities), OJP typically will
notify the applicant via an e-mail message to the “submitting government official” and the
applicant’s chief executive, using the e-mail addresses provided in the application. In such a
notification, OJP may provide an applicant with an opportunity to correct the application by a
particular date. In any such case, to be considered for a SCAAP payment, the applicant must
make the appropriate corrections by that date.
Due to the nature and complexity of the data review by DHS, however, no corrections may be
made to data submitted on “eligible inmates” (or “inmate records”) after the application deadline
has passed.
Notification and acceptance of payment
Once the amount of any payment under the FY 2017 program has been determined, OJP will
send e-mail notifications to applicants, via the SCAAP Help Desk. The notification will provide
information concerning the amount available to the applicant government, and will provide
detailed instructions for online acceptance (in GMS) and drawdown of funds.
An applicant government is to complete the online acceptance process within 45 calendar days
after receipt of the e-mail notice from OJP. Formal acceptance in GMS is required before any
electronic transfer of funds to the applicant government.
________________
SCAAP – FY 2017 Program Requirements and Application Instructions 8

Application Instructions (including definitions of terms)
In the SCAAP online application, each applicant government will be asked to provide specific
types of information. In general, they are:
ƒ Information on the applicant government and its “chief executive.”
ƒ Information on the “submitting government official.”
ƒ Financial institution and financial account information for the appropriate bank account of
the applicant government.
ƒ Data on “eligible inmates” during the “reporting period,” which may be provided either
through direct entry of all “inmate records” in the online application or through upload of
a single ASCII-formatted file.
ƒ Data pertinent to the applicant government’s costs of incarceration for the “reporting
period,” including information on “correctional officers” and associated salary
expenditures, the total number of inmates incarcerated, and the “maximum bed count” of
the applicant’s “correctional facilities.”
The “submitting government official.” The SCAAP online application may be completed and
submitted only by an appropriate official of the applicant government. For each applicant
government, there may be only one “submitting government official.” That “submitting
government official” must have the legal authority to apply to the FY 2017 program on behalf of
the applicant government, must have the necessary knowledge and information to complete the
entire application accurately, and must in fact complete and submit all sections of the
application. Due diligence is required.
The certifications within the online application vary in their precise content, but in each of them,
the “submitting government official” must certify, on behalf of himself/herself and the applicant
government, under penalty of perjury, that the information entered is “true and correct to the
best of my knowledge and belief, based upon diligent inquiry and review” and is provided in
accordance with the requirements, definitions, and instructions set out in this document. In
addition, in each such certification, the submitting government official certifies that he/she has
“the legal authority to make this certification to OJP, including from the chief executive of the
applicant government.”
A note on printing the application screens
The “submitting government official” may wish to print (or save) a copy of each screen
of the online application before the application is submitted in GMS. To do this:
In computers that use the Windows operating system:
Hold down the Control (“Ctrl”) key
Press the “P” key
Select a printer to print a paper copy (or save the file to the computer)
In computers that use the Mac operating system:
Press the “P” key
Save the file to the computer or
Select a printer to print a paper copy (or save the file to the computer)
SCAAP – FY 2017 Program Requirements and Application Instructions 9

Part I. Information on the Applicant Government and its “Chief
Executive”
Information on the Applicant “State” or “Unit of Local Government”
Refer to the information above on “Eligibility,” including the definitions of “State” and “unit of
local government,” to determine whether an interested entity is eligible to apply.
If the prospective applicant is in fact a “State” or “unit of local government,” enter the appropriate
information for the applicant government in section 1 of the application.
Important: GMS may “prepopulate” (from stored GMS user data) certain information in the
fields that deal with the applicant government. This “prepopulated” information may not be
correct, and may not be consistent with the SCAAP program requirements and these
application instructions. The “submitting government official” must review all such
prepopulated information and make all necessary changes.
Information on the “Chief Executive” of the Applicant “State” or “Unit of Local
Government
Also in section 1 of the application, enter the appropriate information for the current “chief
executive” of the applicant government.
Important: As with the fields concerning the applicant government, GMS may “prepopulate”
certain information in the fields that concern the applicant government’s “chief executive.” The
“submitting government official” must review all such prepopulated information and make all
necessary changes.
Note that, in virtually all cases, the chief executive of a “State” is the governor. As to “units of
local government,” the title of the chief executive will vary depending on the organization of the
local government, but only one individual in the local government is its “chief executive” (e.g.,
the mayor).
Click on the "Save Information” button to continue to the next section of the application. (If an
error message appears, make the appropriate corrections, then click “Save Information” again.)
Part II. Contact Information for the Submitting Government Official
The application may be completed and submitted only by the “submitting government official.”
Refer to the information above, concerning who may be the “submitting government official.”
In section 2 of the application, enter the name and contact information for the “submitting
government official.”
SCAAP – FY 2017 Program Requirements and Application Instructions 10

Important: GMS may “prepopulate” (from stored GMS user data) certain information in the
fields that deal with the “submitting government official.” OJP anticipates that, in many cases,
this “prepopulated” information will not be correct, and will not be consistent with the SCAAP
program requirements and these application instructions. The “submitting government official”
must review all such prepopulated information and make all necessary changes.
Carefully read the required certification concerning the applicant government and the
“submitting government official,” specifically including the final paragraph (concerning the
potential ramifications of a false, fictitious, or fraudulent statement). Determine whether the
certification properly may be executed. If so, click the “certification checkbox” in section 2 of the
application. As indicated earlier, an application may not be submitted to GMS unless all
required certifications are executed.
Click on the "Save Information” button to continue to the next section of the application. (If an
error message appears, make the appropriate corrections, then click “Save Information” again.)
Part III. Financial Institution Information for Payment to the Applicant
Government
OJP will make payments under the FY 2017 program by electronic transfer. Applicant
governments are reminded that, by law, any payment under the FY 2017 program must be used
“only for correctional purposes.” See discussion above.
In section 3 of the application, provide the required information regarding the bank account of
the applicant government to which any payment under the FY 2017 program should be made.
Carefully read the required certification concerning the financial institution information.
Determine whether the certification properly may be executed. If so, click the certification
“checkbox” in section 3 of the application.
Click on the "Save Information” button to continue to the next section of the application. (If an
error message appears, make the appropriate corrections, then click “Save Information” again.)
Part IV. Information on “Eligible Inmates”
“Eligible inmates.” Each applicant government is to provide detailed information about the
individuals— (1) whom the applicant government “incarcerated” for at least four consecutive
days during the “reporting period,” and (2) who the applicant government either knows were
“undocumented criminal aliens,” or reasonably and in good faith believes were “undocumented
criminal aliens.” For purposes of the application to the FY 2017 program, such individuals are
referred to as “eligible inmates.”
Recap: An individual is an “eligible inmate” only if all of the following are true:
The inmate was—
ƒ “Incarcerated” by the applicant government under its own legal authority (see
definition below),
SCAAP – FY 2017 Program Requirements and Application Instructions 11

ƒ for at least four consecutive days during the “reporting period,” and
ƒ the applicant government either knows, or reasonably and in good faith believes,
that the inmate is an “undocumented criminal alien,” that is, that the inmate is
both—
o “undocumented” (see definition below), and
o a “criminal alien” (see definition below).
“Incarcerated.” For purposes of the FY 2017 program, an individual is considered to have
been “incarcerated” by (or on behalf of) the applicant government when held (confined) in a
“correctional facility” under the legal authority of the applicant government, following
conviction of the individual for a criminal offense. Such incarceration may have been in a
correctional facility operated by the applicant government, or in a “contract correctional
facility” (including a regional facility) used by the applicant government.
ƒ An inmate is not considered to have been “incarcerated” by or on behalf of an
applicant government if the applicant government held the inmate in custody on behalf
of (under the legal authority of) another “State” or “unit of local government,” pursuant
to a contractual arrangement. (See also the related discussion above.)
“Undocumented.” For purposes of the FY 2017 program, an individual is “undocumented”
if, as of the date the individual was “incarcerated” by the applicant government, the individual
was a foreign citizen or foreign national with no legitimate claim under federal law to be a U.S.
citizen or U.S. national, and the individual— (1) entered the United States without
authorization under federal law to do so, (2) entered the United States under a federal legal
authorization that had expired or otherwise was no longer in effect, or (3) was the subject of
deportation or exclusion proceedings.
ƒ Generally, a person born in the United States (including in a U.S. territory) is a U.S.
citizen or U.S. national.
“Criminal alien.” For purposes of the FY 2017 program, an alien (that is, an individual who
is not a citizen or national of the United States) is a “criminal alien” if, as of the date the
individual was “incarcerated” by the applicant government, he/she had been convicted of at
least one felony or two misdemeanors.
ƒ Adjudication of a juvenile as a delinquent does not constitute conviction of a felony or
a misdemeanor for purposes of the FY 2017 program.
SCAAP – FY 2017 Program Requirements and Application Instructions 12

“Inmate records” and associated data elements. In section 4 of the application, the
“submitting government official” is to provide an “inmate record” for each “eligible inmate.”
Multiple periods of incarceration. If, during the reporting period, the applicant
government incarcerated a particular “eligible inmate” for two or more periods of at least
four consecutive days each, the applicant must create a separate “inmate record” for
each such distinct period of incarceration. The applicant may not combine such distinct
periods of incarceration in a single inmate record.
“Eligible inmates” who use aliases. If an applicant government has reason to believe
that a particular “eligible inmate” uses or has used aliases, the applicant may submit a
separate “inmate record” for each alias, provided the information in the separate inmate
record(s) is identical in all respects, other than as to last, first, and/or middle names.
(Note that this requirement for identical information – except as to names – specifically
includes the “unique inmate number assigned by the applicant government.” (See list
below.)
Each “inmate record” is to provide all of the following information, to the extent known to the
applicant government using due diligence—
ƒ Alien number, also referred to as A-number
ƒ Last name
ƒ First name
ƒ Middle name (not required, but to be provided if available)
ƒ Date of birth
ƒ Unique inmate identifying number assigned by the applicant government
ƒ Foreign country of birth
ƒ “Date incarcerated” (see definition in Appendix B)
ƒ “Date released” (see definition in Appendix B)
ƒ FBI number
The detailed instructions for each of these data elements are set out in the table entitled
“SCAAP Data Elements for ‘Inmate Records’ – FY 2017 Program” in Appendix B.
That table identifies mandatory data elements; specifies the precise format to be used for each
data element; sets out the rules to follow for individuals with compound or hyphenated first, last,
or middle names; and specifically defines “date incarcerated” and “date released.” (It also
defines the required ASCII fixed-field format to be used if the applicant chooses to provide its
“inmate records” by upload of a single ASCII-format file.)
ƒ For ease of reference, the “submitting government official” may wish to print out a copy
of “SCAAP Data Elements for ‘Inmate Records’ – FY 2017 Program.”
SCAAP – FY 2017 Program Requirements and Application Instructions 13

ƒ Be aware that an “inmate record” that does not identify a specific country as the
inmate’s country of birth, but instead indicates that the country of birth is “unknown,” will
not be considered in the calculation of the amount of any payment under the FY 2017
program unless DHS (through its data review) is able to confirm that the inmate was in
fact “undocumented,” and the “inmate record” otherwise is sufficient.
Submission of “inmate records.” An applicant may choose to provide “inmate records” for
“eligible inmates” either by entering all such data directly into the table in section 4 of the
application (each line will be a single “inmate record”), or by uploading a single ASCII-formatted
file that contains the entire set of inmate records for the “reporting period.”
If the application has not yet been submitted to GMS, an applicant may switch from one method
of reporting “inmate records” to the other. Any such change from one method to another,
however, will overwrite (and delete) all earlier entries or uploads of inmate record data.
ƒ If the “submitting government official” will enter “inmate record” data directly into the
online application using the table under “Required Information on 'Eligible Inmates,’”
select “Enter data directly (below).”
o This method may be preferable for applicant governments with smaller
“correctional facilities” or small criminal alien populations.
o If this method is used, drop-down menus will be available for entry of “date
incarcerated,” “date released,” date of birth, and foreign country of birth.
o Click "Add" to add inmate data, "Select All" to select all “inmate records” entered,
"Deselect All" to un-select all inmate records entered, and "Delete Selected" to
delete the selected inmate records.
ƒ If the “submitting government official” instead will upload a single ASCII-format file with
all “inmate records” for “eligible inmates,” select “Upload ASCII fixed-field file.”
o Appendix B (entitled “SCAAP Data Elements for ‘Inmate Records’ – FY 2017
Program”) sets out the required ASCII fixed–field format to be used if the
applicant chooses to provide “inmate records” by upload of a single ASCII file.
o Appendix C lists (DHS) ICE Country Codes. “Inmate records” submitted as part
of a single ASCII fixed-field file are to include the appropriate “ICE Code” from
the list in Appendix C. Do not use an abbreviation from any other list of country
codes.
o Appendix D (entitled “Instructions for upload of ASCII fixed-field file of ‘inmate
records’”) provides detailed instructions for the ASCII fixed-field file upload
process.
Certification. Carefully read the required certification concerning the information on “eligible
inmates.” Determine whether the certification properly may be executed. If so, click the
certification “checkbox” in section 4 of the application.
Click on the “Save Information” button to continue to the next section of the application. (If an
error message appears, make the appropriate corrections, then click “Save Information” again.)
SCAAP – FY 2017 Program Requirements and Application Instructions 14

Part V. Information on “Correctional Officers” and “Correctional
Facilities”
Required Information on “Correctional Officers”
In section 5 of the online application, the “submitting government official” must provide, by direct
entry into the online application, all of the following information related to “correctional
officers”—
ƒ The maximum number of full-time “correctional officers” employed by the applicant
government, during the reporting period
ƒ The maximum number (reported as FTEs) of part-time “correctional officers” employed
by the applicant government, during the reporting period
ƒ The maximum number of full-time “correctional officers” providing services to the
applicant government as employees of “contract correctional facilities” (or as
contractors), during the reporting period
ƒ The maximum number (reported as FTEs) of part-time “correctional officers” providing
services to the applicant government as employees of “contract correctional facilities” (or
as contractors), during the reporting period
ƒ “Actual salary expenditures for correctional officers,” during the reporting period.
NEW In addition, section 5 of the online application requires the “submitting government
official” to provide (as a file “attached” to the application) a “‘Correctional officer’ salary
expenditures detail.”
Pertinent definitions: Correctional officers and associated salary expenditures
ƒ “Correctional facility” means a facility typically used to hold (confine) in custody
individuals convicted of one or more criminal offenses.
o A “correctional facility” may be operated by a "State” or “unit or local government”
for its own use.
o A “correctional facility” instead may be operated by a private or governmental
entity that holds individuals in custody on behalf of (pursuant to the legal
authority of) a “State” or “unit of local government,” pursuant to a contractual
arrangement. For purposes of the FY 2017 program, such a facility (including a
regional facility) is a “contract correctional facility.”
o A “correctional facility” may – in addition to holding in custody individuals who
have been convicted of criminal offenses – also hold in custody individuals who
have been charged with criminal offenses. A facility that is used primarily for
pretrial detention, however, is not a “correctional facility.”
SCAAP – FY 2017 Program Requirements and Application Instructions 15

ƒ “Correctional officer.” For purposes the FY 2017 program, “correctional officer”
means a person whose primary employment responsibility is to maintain custody of
individuals held in custody in a “correctional facility.” A person who meets this definition
is a “correctional officer,” regardless of whether he or she is an employee of the
applicant government or an employee of a “contract correctional facility” used by the
applicant government.
If appropriate based on primary employment responsibility, the term “correctional officer”
may include a person who fills a position such as deputy sheriff, correctional facility or
jail supervisor, chief of security or shift commander for a correctional facility, or warden
or assistant warden of a correctional facility. The term “correctional officer” also may
include a transportation officer (or someone in a similar position), but only if the person’s
primary employment responsibility is to maintain custody of inmates who remain in
custody but temporarily are outside the “correctional facility.”
o “Incarcerated” has the definition set out above.
o Persons whose primary responsibility is something other than to maintain
custody of individuals held in custody in a “correctional facility” are not
“correctional officers” for purposes of this program, and may not be included in
the “correctional officer” data reported in section 5 of online application. This is
the case even though such persons may provide services to a correctional facility
used by the applicant government or its inmates.
o Persons such as those who provide office and secretarial support or
administrative services to (or for) a “correctional facility,” or whose primary
employment responsibility involves housekeeping or maintenance at a
correctional facility, or the provision of food, health or medical care, education,
training, or vocational counseling to “incarcerated” inmates, therefore are not
“correctional officers” for purposes of the FY 2017 program. They may not be
included in the “correctional officer” data reported in section 5 of online
application.
o Similarly, persons whose primary employment responsibility is work with inmates
who are no longer held in custody in a “correctional facility” (e.g., parole and
probation officers), or whose work involves inmates but whose primary
employment responsibility is something other than “maintaining custody” of an
inmate held in custody in a “correctional facility” (e.g., judges, prosecutors, and
public defenders; hearing officers; personnel of warrant and apprehension units)
are not “correctional officers” for purposes of the FY 2017 program. They may
not be included in the “correctional officer” data reported in section 5 of online
application.
ƒ “Maximum number” of … “correctional officers.”
o For full-time “correctional officers” employed by the applicant government, report
the largest number of full-time correctional officers employed during any single
calendar day of the reporting period.
SCAAP – FY 2017 Program Requirements and Application Instructions 16

o For part-time “correctional officers” employed by the applicant government,
report the largest number – in FTEs, as defined below – of part-time correctional
officers employed during any single day of the reporting period.
o For full-time “correctional officers” employed by a “contract correctional facility,”
include only the “maximum number” of such officers whose employment is
reasonably attributable – using due diligence – to use of the correctional facility
by the applicant government for inmates held in custody under its own legal
authority. As the “maximum number,” report the largest number of such full-time
correctional officers employed during any single calendar day of the reporting
period.
o Similarly, for part-time “correctional officers” employed by a “contract
correctional facility,” include only the “maximum number” of such officers whose
employment is reasonably attributable – using due diligence – to use of the
correctional facility by the applicant government for inmates held in custody
under its own legal authority. As the “maximum number,” report the largest
number of such part-time correctional officers – in FTEs, as defined below –
employed during any single calendar day of the reporting period.
ƒ “FTEs” (Full-time Equivalents) for part-time “correctional officers” is calculated by
determining the maximum number of hours worked by all part-time correctional officers
during any single calendar day of the reporting period and dividing that total by 8.
ƒ “‘Actual salary expenditures for correctional officers,’ during the reporting period”
means the sum of—
o The actual amount (if any) paid by the applicant government during the “reporting
period” as the “salaries and wages” of full-time and part-time “correctional officers” it
employed.
o The actual amount (if any) paid by any “contract correctional facility” as the “salaries
and wages” of full-time and part-time “correctional officers,” but only to the extent the
amounts paid are reasonably attributable – using due diligence – to inmates held in
custody on behalf of, and under the legal authority of, the applicant government.
ƒ “Salaries and wages” may include amounts paid to a “correctional officer” as premium
pay for specialized service, as shift-differential pay, and/or as fixed-pay increases for
time in service. It also may include additional amounts paid for overtime, when such
additional amounts are required by law (e.g., by statute or regulation) or by contractual
obligation.
o “Salaries and wages” may not include any payments or costs for employment
benefits, including (without limitation) for social security, retirement or pension
plans, health or medical services, insurance (e.g., medical, dental, vision,
disability, and life insurance), performance awards, and/or paid leave of any kind
(e.g., medical leave, family leave, “vacation” leave).
SCAAP – FY 2017 Program Requirements and Application Instructions 17

Information required in the “‘Correctional officer’ salary expenditures detail (for the
reporting period).” (NEW)
Each applicant must attach a file to its application that sets out, for each “correctional officer”
included in the reported number of “correctional officers”—
ƒ The title of the position held by the person (e.g., “corrections officer,” “deputy sheriff,”
“warden”) and the total “salaries and wages” paid to the person during the reporting
period for that work. (The name of the correctional officer should not be included.)
ƒ For an individual “correctional officer” employed by a “contract correctional facility,” the
“salaries and wages” listed must be the amount reasonably attributable – using due
diligence – to inmates held in custody on behalf of, and under the legal authority of, the
applicant government.
ƒ This salary “detail” file may be submitted in one of several commonly-used file formats
(e.g., Adobe PDF, Microsoft Word, or Microsoft Excel). Note: The sum of all “salaries
and wages” listed in the “detail” file must match the amount entered in the online
application as “‘Actual salary expenditures for correctional officers,’ during the reporting
period.”
o 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.”
ƒ To “attach” the file—
o Click on the “Attach” button to attach the required file. A pop-up window will
appear.
o Click on the "Browse" button.
o Locate the correct file name and double-click on it. (The file name will appear in
the blank field.)
o Click the “Upload” button.
Required Information on “Correctional Facilities”
In section 5 of the online application, the “submitting government official” also must provide, by
direct entry into the online application, all of the following information related to “correctional
facilities”—
ƒ “Maximum bed count” for the reporting period
ƒ “Total all inmate days” for the reporting period.
NEW In addition, section 5 of the online application requires the “submitting government
official” to provide, as a file “attached” to the application, detail on “All inmate days, by reporting
day” for the reporting period.
SCAAP – FY 2017 Program Requirements and Application Instructions 18

Pertinent definitions: Correctional facilities
ƒ “Correctional facility” and “contract correctional facility” are defined above.
ƒ “‘Maximum bed count’ for the reporting period”
If the applicant government held inmates in custody only in “correctional facilities”
operated by the applicant government itself for its own use, the “‘Maximum bed count’
for the reporting period” is the maximum capacity, during any single day of the
reporting period, of all such “correctional facilities” operated by the applicant
government.
If, however, the applicant government either did not operate a “correctional facility” for its
own use, or operated one or more “correctional facilities” for its own use but also used
other facilities to hold inmates in custody, the “‘Maximum bed count’ for the reporting
period” is the sum of—
o The maximum capacity, during any single day of the reporting period, of all
“correctional facilities” operated by the applicant government itself, for its own
use.
o The maximum number of inmates, if any, actually held in custody on behalf of
(under the legal authority of) the applicant government in a “contract correctional
facility” during any single day of the reporting period.
o The maximum number of inmates, if any, actually held in custody by the
applicant government during any single day of the reporting period in “temporary”
or “overflow” facilities (e.g., gymnasiums).
ƒ “‘Total all inmate days’ for the reporting period” means the cumulative number of
days – determined using the nightly “head count” for each of the days in the reporting
period – inmates were held in custody in a “correctional facility,” by or on behalf of the
applicant government (pursuant to its own legal authority) during the “reporting period,”
regardless of inmate citizenship, legal status, or the number of days held in custody.
Information required in the “‘All inmate days, by reporting day’ detail (for the reporting
period).” (NEW)
ƒ Each applicant must attach a file to its application that sets out for each particular day of
the reporting period – using nightly “head counts” – the number of inmates held in
custody in a “correctional facility” by or on behalf of the applicant government (pursuant
to its own legal authority), regardless of inmate citizenship, legal status, or the number
of days held in custody.
ƒ This “detail” file may be submitted in one of several commonly-used file formats (e.g.,
Adobe PDF, Microsoft Word, or Microsoft Excel). Note: The sum of all daily entries for
“all inmate days” listed in this “detail” file must match the number entered in the online
application as “‘Total all inmate days’ for the reporting period.”
SCAAP – FY 2017 Program Requirements and Application Instructions 19

o 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.”
ƒ To “attach” the file—
o Click on the “Attach” button to attach the required file. A pop-up window will
appear.
o Click on the "Browse" button.
o Locate the correct file name and double-click on it. (The file name will appear in
the blank field.)
o Click the “Upload” button.
Important note regarding “correctional officers” and “correctional facilities” data
As indicated earlier, all information submitted as part of an application to the FY 2017 program
is subject to appropriate review by OJP. In appropriate circumstances (e.g., indications that an
entry related to “correctional officers” or to “total all inmate days” may be erroneous), OJP may
require additional information related to the accuracy of the information in the application.
Using data provided by the applicant in section 5 of the application (e.g., data on “correctional
officers,” data on “total all inmate days”), GMS calculates each applicant’s average daily
(salaries) cost per inmate during the “reporting period.” As a point of reference and comparison,
for the FY 2016 program, the overall average daily (salaries) cost per inmate (i.e., the average
of the daily costs for all applicants that received payments) was $43.57.
Certification. Carefully read the required certification concerning the information on
“correctional officers” and “correctional facilities.” Determine whether the certification properly
may be executed. If so, click the certification “checkbox” in section 5 of the application.
Click on the "Save Information” button to continue to the next section of the application. (If an
error message appears, make the appropriate corrections, then click “Save Information” again.)
Part VI. Additional Certifications and Acknowledgements; Application
Signature and Submission
The “Status” table in section 6 of the online application identifies those sections of the
application that are considered “complete,” and also those that are “incomplete.” If any of
sections 1 through 5 is “incomplete,” the “submitting government official” must return to that
section and provide the necessary information, as well as read and (if appropriate) execute the
required certifications.
Note: As indicated earlier, GMS is designed to reject an application to the FY 2017
program if the “submitting government official” fails to execute any of the required
certifications.
SCAAP – FY 2017 Program Requirements and Application Instructions 20

After completing sections 1 through 5 of the online application, the “submitting government
official” must do all of the following within section 6—
ƒ Carefully read the required “Acknowledgement of USDOJ Intent to Modify SCAAP
Requirements Beginning with the FY 2020 Program,” and determine whether that
acknowledgement properly may be executed. If so, click the accompanying “checkbox”
in section 6 of the online application.
ƒ Carefully read the required “Certification and Assurance regarding Applicant
Government’s Use of SCAAP Payment under the FY 2017 Program,” and determine
whether that certification and assurance properly may be executed. If so, click the
accompanying “checkbox” in section 6 of the online application.
ƒ Carefully read and complete the required information in section 6 regarding the
“submitting government official.” (This is in lieu of a manual signature.)
REMINDER
The “submitting government official” identified in section 6 of
the application must be the individual identified in section 2
of the application as the submitting government official.
For each applicant government, there may be only one
“submitting government official.” That “submitting
government official” must complete all sections of the
application, and must be the one who submits the
application to OJP.
Click on the "Save Information” button. (If an error message appears, make the appropriate
corrections, then click “Save Information” again.)
If all sections of the online application (including section 6) are “complete,” a button labeled
“Submit Application to OJP” will appear in the final row of the “Status” table within section 6.
To submit the application to OJP, the “submitting government official” must click the “Submit
Application to OJP” button.
If the application is submitted successfully to OJP’s GMS, a submission confirmation screen will
appear.
SCAAP – FY 2017 Program Requirements and Application Instructions 21

Appendix A
How to register in GMS and access the online
SCAAP Application
SCAAP – FY 2017 Program Requirements and Application Instructions 22

The OJP Grants Management System (GMS):
How to register in GMS and access the online SCAAP application
Access GMS at https://grants.ojp.usdoj.gov.
A “submitting government official” must submit any application on behalf of the applicant
government through OJP’s GMS. OJP urges the submitting government official to register
promptly, especially if this is the first time he or she is using GMS.
The “submitting government official” may access the online application for SCAAP by following
the steps below.
1. Acquire or obtain the DUNS number for the applicant government.
GMS will require the “submitting government official” to enter the DUNS number for the
applicant government. A DUNS number is a unique nine-digit identification number provided by
the commercial company Dun and Bradstreet. This unique entity identifier is used for tracking
purposes, and to validate address and point of contact information for applicants.
Obtaining a DUNS number is a free, one-time activity. Call Dun and Bradstreet at 866–705–
5711 to obtain a DUNS number, or apply online at www.dnb.com. A DUNS number usually is
received within 1-2 business days.
2. Acquire a GMS username and password. A “submitting government official” who does
not already have an individual GMS user ID must create a GMS profile and obtain a GMS user
ID. This is done by selecting the “First Time User” link under the sign-in box of the GMS home
page.
A “submitting government official” who already has a GMS user ID is to verify that his or her
GMS user profile information is up-to-date.
3. Locate and select the SCAAP online application within GMS. After logging into GMS or
completing the GMS profile for username and password, go to the “Funding Opportunities” link
on the left side of the page. Select “Bureau of Justice Assistance,” then click “Search.”
ƒ Select “State Criminal Alien Assistance Program.”
ƒ Select the “Apply Online” button in the “Action” column to access the SCAAP online
application.
4. Complete and submit the SCAAP online application, following the instructions in the
State and Criminal Alien Assistance Program: FY 2017 Program Requirements and Application
Instructions (of which this is Appendix A). If the application is submitted successfully to GMS,
GMS will display a screen that confirms that the application was submitted successfully. OJP
urges each applicant to submit its application at least 72 hours prior to the application due
date.
SCAAP – FY 2017 Program Requirements and Application Instructions 23

Appendix B
SCAAP Data elements for “inmate records” –
FY 2017 Program
SCAAP – FY 2017 Program Requirements and Application Instructions 24

SCAAP DATA ELEMENTS FOR “INMATE RECORDS” – FY 2017 PROGRAM
The table below shows the data elements for an “inmate record” for an “eligible inmate.” These data elements (along with the
associated “Instructions”) apply to all inmate records for “eligible inmates,” whether provided by direct data entry in the online
application or by upload of an ASCII-format file.
The table also shows the ASCII fixed-field format to be used by an applicant government that chooses to provide its “inmate records”
by ASCII file upload. In creating the ASCII-format file for upload, it is critical to follow the format requirements carefully and accurately.
For example, GMS will reject any “inmate record” that is not exactly 158 characters long.
Note: Do not use the TAB key to enter required spaces. After entering the appropriate information in a given field, use the
SPACE BAR if spaces must be entered to complete the entry and advance to the beginning of the next field.
Data Field Specifications
Instructions
Order Data Field Begin At Mandatory
in Data Element Length Column Item
String Name
1 A-number 9 1 Yes, two options This is an “Alien number” or “Alien Registration number” assigned by
available (DHS) ICE and used to track individuals and verify identity.
Do not use letters (A) or symbols (such as dashes).
Use zeros (0) as the beginning digit(s) if the A-number is fewer than
9 digits.
If the A-number is number is not available, enter 9 zeros (0).
2 Last name(s) 40 10 Yes If the name is fewer than 40 characters, enter the name and leave
the remainder of the field blank.
In the case of compound or hyphenated names, leave in the hyphen
or space between the names. (Be aware that many Hispanics use
two last names; both should be entered in this field.)
3 First name(s) 25 50 Yes In the case of compound or hyphenated names, leave in the hyphen
or space between the names.
If the name is fewer than 25 characters, enter the name and leave
the remainder of the field blank.
4 Middle 25 75 No, but provide if In the case of compound or hyphenated names, leave in the hyphen
name(s) available or space between the names
If the name is fewer than 25 characters, enter the name and leave
the remainder of the field blank.
5 Date of birth 8 100 Yes The date must be in the format YYYYMMDD. Insert a zero "0" in the
sequence, as necessary, to fill in all spaces; e.g., "19830305" is
March 5, 1983.
6 Unique inmate 15 108 Yes This number is the unique inmate identifier assigned by the
identifier applicant government.
number
If the number is fewer than 15 characters, enter the number and
leave the remainder of the field blank.
If more than one inmate record is submitted for a particular inmate
and particular period of incarceration (as in the case of aliases), the
same identifier must be used in all such inmate records.
7 Foreign 10 123 Yes If preparing a single ASCII file of “inmate records,” enter the ICE
country of birth Country Code for the country of birth. The code will be from 2 to 5
letters long. After the code, add spaces to fill the field (the maximum
field length is 110 characters).
If entering each “inmate record” data directly into online application,
select the appropriate country from the drop-down menu.
If the individual identifies a specific country of birth, but that country
does not appear on the list (or in the drop-down menu, for direct
data entry), use a country in close geographic proximity, not
“unknown.”
SCAAP – FY 2017 Program Requirements and Application Instructions 25

SCAAP DATA ELEMENTS FOR “INMATE RECORDS” – FY 2017 PROGRAM (cont’d)
Data Field Specifications
Order Data Field Begin At Mandatory Instructions
in Data Element Length Column Item
String Name
8 “Date 8 133 Yes The date must be in the format YYYYMMDD.
incarcerated”
See additional instructions below.
(see instructions
below)
9 “Date released” 8 141 Yes The date must be formatted YYYYMMDD.
(see instructions
See additional instructions below.
below)
10 FBI number 10 149 No, but provide if This number is issued by the FBI to track arrests and fingerprint
available records. If the FBI number is not available, leave this field blank by
inserting 10 spaces.
If the FBI number is fewer than 10 characters, enter the number first,
and then insert spaces for the remainder of the field length.
Instructions for reporting “Date incarcerated” and “Date released”
In an “inmate record” for a distinct, continuous period of “incarceration” of an “eligible inmate” during the “reporting period”—
“Date incarcerated” is to be the date – following conviction of a criminal offense – that the individual first was “incarcerated” by (or on
behalf of) the applicant government, pursuant to its own legal authority.
ƒ Special rule for certain periods of pre-trial detention (continuous custody):
If an individual was held in custody by (or on behalf of) the applicant government under its legal authority for a period that
started before trial and continued uninterrupted through at least four consecutive days of (post-conviction) “incarceration”
during the reporting period, the applicant government may report the starting date of that continuous period of custody as the
“date incarcerated.”
“Date released” is to be the earlier of— (1) June 30, 2016 (the final day of the pertinent “reporting period”), or (2) the date the “eligible
inmate” “incarcerated” by or on behalf of the applicant government under its own legal authority was released from his/her confinement
pursuant to that legal authority.
ƒ Special rule for certain unusual circumstances (outstanding warrants and detainer requests):
If an “eligible inmate” is “incarcerated” by or on behalf of the applicant government under its own legal authority for at least four
consecutive days during the reporting period, and thereafter the individual continues – without interruption – to be lawfully held
in custody by the applicant government for one or more additional days (during the reporting period) on the basis of an
outstanding warrant or detainer request from the federal government (or on the basis of an outstanding warrant from another
“State” or “unit of local government”), the applicant government may report the ending date of that continuous period of
confinement as the “date released,” provided that the applicant government was not paid or otherwise compensated by the
other government (federal, State, or local) for the additional days it held the individual on the basis of the outstanding warrant or
detainer request.
SCAAP – FY 2017 Program Requirements and Application Instructions 26

Appendix C
(DHS) ICE country codes – for use in “inmate
records”
SCAAP – FY 2017 Program Requirements and Application Instructions 27

Country Name ICE Code Country Name ICE Code Country Name ICE Code
Afghanistan AFGHA Chad CHAD Ghana GHANA
Albania ALBAN Chile CHILE Gibraltar GIBRA
Algeria ALGER China, Peoples Republic CHINA Greece GREEC
Andorra ANDOR Christmas Island CHRIS Greenland GREEN
Angola ANGOL Cocos Islands COCOS Grenada GRENA
Anguilla ANGUI Colombia COLOM Guadeloupe GUADE
Antigua-Barbuda ANTIG Comoros COMOR Guatemala GUATE
Argentina ARGEN Congo, Democratic Republic DECON Guinea UINEA
Armenia ARMEN Congo, Republic CONGO Guinea Bissau BISSA
Aruba ARUBA Cook Islands COOK Guyana GUYAN
Australia RALIA Costa Rica COSTA Haiti HAITI
Austria STRIA Cote d’Ivoire IVORY Holy See VATIC
Azerbaijan AZERB Croatia CROAT Honduras HONDU
Bahamas, The BAHAM Cuba CUBA Hong Kong HONGK
Bahrain BAHRA Cyprus CYPRU Hungary HUNGA
Bangladesh BANGL Czech Republic CZREP Iceland ICELA
Barbados BARBA Czechoslovakia, former CZECH India INDIA
Belarus BELAR Denmark DENMA Indonesia INDON
Belgium BELGI Djibouti DJIBO Iran IRAN
Belize BELIZ Dominica INICA Iraq IRAQ
Benin BENIN Dominican Republic DR Ireland IRELA
Bermuda BERMU Ecuador ECUAD Israel ISRAE
Bhutan BHUTA Egypt EGYPT Italy ITALY
Bolivia BOLIV El Salvador ELSAL Jamaica JAMAI
Bosnia-Herzegovina BOSNI Equatorial Guinea EQUAT Japan JAPAN
Botswana BOTSW Eritrea ERITR Jordan JORDA
Brazil BRAZI Estonia ESTON Kazakhstan KAZAK
British Virgin Islands BVI Ethiopia ETHIO Kenya KENYA
Brunei BRUNE Falkland Islands FALKL Kiribati KIRIB
Bulgaria BULGA Fiji FIJI Korea KOREA
Burkina Faso BURKI Finland FINLA Kuwait KUWAI
Burma BURMA France FRANC Kyrgyzstan KYRGY
Burundi BURUN French Guiana FRGUI Laos LAOS
Cambodia CAMBO French Polynesia POLYN Latvia LATVI
French Southern and
Cameroon CAMER ANTAR Lebanon LEBAN
Antarctic Lands
Canada CANAD Gabon GABON Lesotho LESOT
Cape Verde CAPEV Gambia GAMBI Liberia LIBER
Cayman Islands CAYMA Georgia GEORG Libya LIBYA
Central African
CAFRI Germany GERMA Liechtenstein LIECH
Republic
SCAAP – FY 2017 Program Requirements and Application Instructions 28

Country Name ICE Code Country Name ICE Code Country Name ICE Code
Lithuania LITHU Palestine PALES Sweden SWEDE
Luxembourg LUXEM Panama PANAM Switzerland SWITZ
Macau MACAU Papua New Guinea PAPUA Syria SYRIA
Macedonia MACED Paraguay PARAG Taiwan TAIWA
Madagascar MADAG Peru PERU Tajikistan TAJIK
Malawi MALAW Philippines PHILI Tanzania TANZA
Malaysia MALAY Pitcairn Island PITCA Thailand THAIL
Maldives MALDI Poland POLAN Togo TOGO
Mali MALI Portugal PORTU Tonga TONGA
Trinidad and
Malta MALTA Qatar QATAR TRINI
Tobago
Marshall Islands MARSH Reunion REUNI Tunisia TUNIS
Martinique MARTI Romania ROMAN Turkey TURKE
Mauritania MAUTA Russia RUSSI Turkmenistan TURKM
Turks and Caicos
Mauritius MAUTI Rwanda RWAND TURKS
Islands
Mexico MEXIC Samoa SAMOA Tuvalu TUVAL
Micronesia, Federated
FSM San Marino SANMA Uganda UGAND
States
Moldova MOLDO Sao Tome and Principe SAOTO Ukraine UKRAI
United Arab
Monaco MONAC Saudi Arabia* SAUDI UAE
Emirates
Mongolia MONGO Senegal SENEG United Kingdom UK
Montserrat MONTS Seychelles SEYCH Uruguay URUGU
Morocco MOROC Sierra Leone SIERR Uzbekistan UZBEK
Mozambique MOZAM Singapore SINGA Vanuatu VANUA
Namibia NAMIB Slovak Republic SLOVA Venezuela VENEZ
Nauru NAURU Slovenia SLOVE Vietnam VIETN
Wallis and Futuna
Nepal NEPAL Solomon Islands SOLOM WALLI
Islands
Netherlands NETHE Somalia SOMAL West Indies WINDI
Netherlands Antilles ANTIL South Africa SAFRI Western Sahara WSAHA
New Caledonia NEWCA South Korea SKORE Western Samoa WSAMO
New Zealand NEWZE Soviet Union, former USSR Yemen YEMEN
Nicaragua NICAR Spain SPAIN Yugoslavia, former YUGOS
Niger NIGE Sri Lanka SRILA Zambia ZAMBI
Nigeria NIGIA St. Helena STHEL Zimbabwe ZIMBA
Niue NIUE St. Kitts-Nevis STKIT
North Korea NKORE St. Lucia STLUC Born on ship/plane SHIP
Northern Ireland NIREL St. Pierre and Miquelon STPIE Stateless STATE
St. Vincent and the
Norway NORWA STVIN Unknown UNKNO
Grenadines
Oman OMAN Sudan SUDAN
* ARABI also may be used as the
Pakistan PAKIS Suriname SURIN
code for Saudi Arabia
Palau PALAU Swaziland SWAZI
SCAAP – FY 2017 Program Requirements and Application Instructions 29

Appendix D
Instructions for upload of ASCII fixed-field file
of “inmate records”
SCAAP – FY 2017 Program Requirements and Application Instructions 30

Upload of an ASCII fixed-field file of all “inmate records”
This method for submitting “inmate records” on “eligible inmates” allows an applicant to submit
its entire set of inmate records as a single ASCII-formatted file uploaded directly into GMS.
Appendix B specifies the required fields and format.
Each “inmate record” in the uploaded ASCII file is to contain all mandatory data fields in the
specified format. Through a file upload "status report" (which will refer to each “inmate record”
as a “line”), GMS will flag “inmate records” within the ASCII file that do not contain the required
information, are not exactly 158 characters long, or do not follow (or appear not to follow) the
specified data format.
“Inmate records” that are incomplete or are not in the specified format as of the date and time of
the application deadline will not be considered as part of OJP’s payment calculation process. If
an ASCII inmate-record file has been uploaded, but the applicant government has not yet
submitted its application to OJP’s GMS, the applicant has the option to correct, add to, or
otherwise modify the ASCII inmate-record file and upload that file as a replacement for the
entire file previously uploaded. (See below.)
To help ensure that the maximum number of “inmate records” is taken into account in the
calculation of the amount of any payment, the applicant should be meticulous in preparing the
ASCII fixed-field file. If GMS nevertheless identifies errors in the file – and the application
deadline has not yet passed – the applicant should correct those errors as soon as possible,
before it “submits” the application to GMS.
ALERTS
ƒ An ASCII “inmate-record” file may not be corrected, added to, or modified in any
way once the application deadline has passed.
ƒ If an applicant uploads an ASCII fixed-field file of “inmate records,” any
subsequent upload of a new or modified file will overwrite (and delete) the
previously-uploaded file in its entirety. Similarly, the addition of any inmate
records via direct data entry will overwrite (and delete) the previously-uploaded
ASCII fixed-field file in its entirety.
ƒ Upload of a large ASCII fixed-field file of “inmate records” may take a
considerable amount of time.
o Generally, there is a brief start-up delay when the upload is being initiated.
o A file that contains 50,000 “inmate records” may take 15 minutes or longer to
upload, even after the file upload actually has begun.
o If the applicant’s Internet browser “times out” or is disconnected during the
file upload process, errors may result. It is important to review the file upload
“status report" (see below) to determine whether the expected number of
“inmate records” in fact was uploaded.
SCAAP – FY 2017 Program Requirements and Application Instructions 31

The Upload Process - In General
To submit “inmate records” for “eligible inmates” by uploading a single ASCII fixed-field file that
includes all such inmate records, follow these steps:
Step 1: In section 4 of the online application, click on the "Upload ASCII fixed-field file" radio
button.
Step 2: Click on the "Upload" box to attach the file. A pop-up window will appear.
Step 3: Click on the "Browse" button in the pop-up window.
Step 4: Locate the correct file name and double-click on it. The file name will appear in the
blank field.
Step 5: Click the “Upload” button. (A message should appear in the pop-up window that
indicates the status of the file upload. Click the "X" in the upper right corner of the pop-up box
to close it.) The ASCII fixed-field file name should now appear next to the upload button on the
main page.
The File Upload Status Report. During the “Upload ASCII fixed-field file” process, a red
flashing bar will appear at the bottom of the screen. This bar will continue to flash until the
upload process has stopped.
At that time, an on-screen file upload “status report” will appear. OJP strongly recommends that
the applicant print a copy of each such status report.
The file upload “status report” will indicate the total number of “inmate records” uploaded and
the number of those records that are “complete.” In addition, the report will provide a detailed
list of any inmate records (by “line” number) that are incomplete and/or are not in the specific
data format. It also will indicate the data fields in which the error(s) appear.
To exit the file upload “status report” and return to section 4 of the online application
(“Information on ‘Eligible Inmates’”), click “Close.”
SCAAP – FY 2017 Program Requirements and Application Instructions 32

Appendix E
SCAAP payment calculations – General overview
SCAAP – FY 2017 Program Requirements and Application Instructions 33

A general overview of the method OJP uses to calculate payments under SCAAP
1. DHS review of “inmate records.” All “complete” inmate records submitted in timely
applications from eligible applicants are forwarded by OJP to DHS promptly after the application
deadline.
2. DHS conducts a detailed data review that focuses on determining whether each individual
identified in an “inmate record” in fact was “undocumented” – or was instead a U.S. citizen (or
national) or otherwise lawfully present in the United States – at the time of the incarceration
identified in the inmate record.
3. DHS provides the results of its review to OJP.
4. OJP reviews the data provided by applicants, including data on “correctional officers,” “actual
salary expenditures for correctional officers,” and “total all inmate days.” As appropriate and
feasible, OJP requires additional – or corrected – information from applicants.
5. For each applicant government with one or more “inmate records” determined to be eligible
for payment, GMS calculates the average per-day (salaries) cost per inmate for the applicable
“reporting period.” In general, this is done by dividing “actual salary expenditures for
correctional officers” (for the reporting period) by “total all inmate days” (for the reporting period).
6. Using the results of the DHS review, the OJP review, and each applicant’s average per-day
(salaries) cost per inmate, GMS calculates an amount – referred to as the applicant’s total
“eligible inmate costs” – that reflects the applicant’s total (salaries) costs of incarcerating
“undocumented criminal aliens” during the applicable “reporting period.”
7. Funds available from appropriations to OJP for SCAAP for the particular application cycle
are paid to applicant governments on a proportionate (percentage) basis, using each applicant’s
total “eligible inmate costs.”
For the FY 2016 program, the result of this process was that payments made to applicant
governments that received payments represented approximately 17 percent of each such
applicant’s total “eligible inmate costs.”
SCAAP – FY 2017 Program Requirements and Application Instructions 34