1

GRAÞTLL5
The Grant Administration and Payment System
and Changes in ED’s Financial Procedures
2
Agenda
z Overview
z GAPS External Access System
z Managing Your Grant Funds
z Contact Information
3
# o f G ra nt e e s
60 1- 99 9
50 1- 60 0
40 1- 50 0
30 1- 4 00
20 1- 30 0
10 1- 20 0
00 1- 10 0
H aw a i i
P ue r t o Ri c o / Vi rgin Is la nd s
O ut l y i ng
P a c i fi c Is l a nd s

13,000 Gruntccs Across Thc ÞutIon
4
Payee Profile
Number Number % Authorization % of
of Awards of Payees ($000,000's) Dollars
1 to 5 5,452 41.43% 7,657 4.20%
6 to 10 2,973 22.59% 8,024 4.40%
11 to 20 2,151 16.34% 9,936 5.45%
21 to 50 2,368 17.99% 55,893 30.67%
51 to 100 133 1.01% 22,497 12.34%
Over 100 84 0.64% 78,261 42.94%
Totals 13,161 182,268
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6
A core financial system which
integrates the following processes:
z financial management
z contracts and purchasing
z grants administration
z payment management
EDCAPS
Education Central Automated Processing System
Grant
Administration and
Payment System
(GAPS)
Integration
Support
Services
(ISS)
Financial Management
Systems Software
(FMSS)
Recipient System
(RS)
Contracts and
Purchasing
Support System
(CPSS)
EDCAPS
Education Central Automated Processing System
8
The portion of EDCAPS which will
provide full financial management
support services including:
z obligation of award authorizations
z disbursement of funds
z final grant closeout
GAPS
Grant Administration and Payment System
9
zGAPS Process:
Drawdown requests are made by individual
grant award.
zFormer Process:
Drawdown requests were pooled into a single
total amount without identifying the specific
grant awards for which the funds were being
drawn.
Requesting Funds
10
c
GAP S
75%
25%
Inte rnet Tel ephone
EDP MS
15%
85%
On-Li ne Tel ephone
COMPARISON OF DRAWDOWN
METHODS
11
zGAPS Process:
Payees do not submit separate expenditure
statements to ED Finance. The Department will
expense funds each time a payee makes a
drawdown request.
zFormer Process:
Payees reported expenditures by grant award
number through monthly or quarterly
submission of the EDPMS 272.
Reporting Expenditures
5TEP5:
1. ED Program CffIcc Awards Crants
2. Crant AuthorIzatIon Entcrcd In Crants AdmInIstratIon and Paymcnts 5ystcm (CAP5)
3. InstItutIon Draws Funds by Award
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51,000
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FcrkIns
54,000
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53,000
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GAPS
GAPS Process
13
ED Central
Automated
Processing System
(EDCAPS)
School’s
Financial Aid
Office
School’s
Business
Office
The SFA Authorization Process
Office
Of
Post Secondary
Education
14
Other Changes ... DUNS
DUNS
Number
123456789
PIN
1A23
EIN
1123456789A1
Account
Number
1A23G
15
Affected ED Programs
z U.S. Department of Education programs
that require a payee to submit a
drawdown request.
q Most Formula Grant Programs
q Most Discretionary Grant Programs
z Direct Loan Funds can be drawn
through the GAPS System.
16
Benefits
z Eliminates monthly/quarterly EDPMS-272
z Improved technology (Internet access, Windows
environment)
z Year 2000 Compliant
z Immediate confirmation that payment request was
accepted
z More timely update and notification of changes in
awards (e.g., authorization changes)
z On-line access to more timely and accurate financial
information including: grant award authorization
amounts, cumulative drawdowns, current balances,
and payment histories
17
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Accessing GAPS
z Internet
GAPS Web Page:
http://gapsweb.ed.gov
z GAPS Payee Hotline
1-888-336-8930
19
GAPS Functions
z Logon
z Payment Requests
z GAPS Activity Report
z Password Maintenance
z Exiting GAPS
20
GAPS External Access System
Logging On
Each payee can authorize additional
users to access GAPS. Each authorized
user will receive a separate User ID and
default Password.
q First-time Log-on
q Established GAPS User
21
1-888-336-8930
Reports
24
GAPS External Access System
CREATE Payment Requests
GAPS enables users to place drawdown
requests by individual grant award
number. Users can also gain detailed
information about their grant awards.
1-888-336-8930
Reports
04/30/1998
04/30/1998
$5000.00
$5000.00
$5000.00
04/30/1998
04/30/1998
1998042900001
1998042900002
32
GAPS External Access System
MODIFY Payment Requests
GAPS provides users with the flexibility to
delete or modify payment requests after
they are submitted but before they are
scheduled for deposit in the payee’s bank
account.
33
VIEW Payment Requests
GAPS enables users to view all completed
and/or pending payment requests.
GAPS External Access System
34
ADJUST Drawdown Amounts
GAPS provides users with the flexibility
to redistribute drawn funds among their
grant awards.
40
VIEW Authorization History
GAPS enables users to view an award’s
initial authorization as well as any
increases or decreases in authorizations
issued by ED Program Offices.
GAPS External Access System
04/30/1998
1-888-336-8930
02/02/1997
04/30/1998 02/02/1997
44
CREATE, MODIFY, and
ADJUST Direct Loan
Payment Requests
Users can perform payment functions
against their Direct Loan awards.
GAPS External Access System
04/30/1998
47
GAPS Activity Report
Users will be able to view summary and
detail financial information on all of their
grant awards or on a specific grant award
using the GAPS Activity Report.
GAPS External Access System
1-888-336-8930
Reports
123456789
STATE UNIVERISTY
123456789
STATE UNIVERSITY
4801 Fairmont Ave. #411, Myrtle Beach, HI 10567
53
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54
Cash Management
z Cash management regulations still
apply under GAPS.
z Drawn funds must be expended within
three business days after they are
deposited in your bank account.
z After three days you have EXCESS
CASH -- return to the Department
55
Accountability/Compliance
z Trust/Partnership between ED and
Grantees
z Certify at Time of Draw
z Program Reviews
z Audits
56
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9) Nv Account ßu!uncc ¡s ¡ncorrcct
8) ¡ don't huvc cnough cush to druv uguInst un
uvurd
7) Frogrum AuthorIzutIon Is Incorrcct
6) ¡ huvc tvo dIIIcrcnt OLÞ5 Þumbcrs
Top Ten Concerns Surrounding GAPS
Concerns About GAPS
57
5) Nv uvuI!ub!c bu!uncc In GAF5 docs not ugrcc
vIth mv books
4) ¡ rcccIvcd mv Iunds ACH Instcud oI ¡cdvIrc
3) 5vstcm kccps !ockIng mc out
2) Vhcn ¡ go Into GAF5, nonc oI mv uvurds shov
up
1) ¡ cun not !og onto thc GAF5 Vcb 5Itc
Top Ten Concerns Surrounding GAPS
Concerns About GAPS
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59
Contact/Additional Information
z GAPS Web Page:
http://gapsweb.ed.gov/
z GAPS Training Web site:
Accessed from the GAPS Web Page
z GAPS Payee’s Guide:
Download at the GAPS Web Page
z GAPS Payee Hotline:
1-888-336-8930

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