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INSTRUCTIONS FOR THE ASAP DRAWDOWN REQUEST FORM IN ARC.NET

The ASAP Drawdown Request Form is used by registered state basic agencies (RSBAs) to request approval from

ARC before drawing down funds from the ASAP system for construction projects. The following instructions

describe the steps that RSBAs must take in order to create and complete the form. State basic agencies must

NOT drawdown any funds from the ASAP system until they have first successfully submitted a new ASAP

Drawdown Request Form.

How to Create the ASAP Drawdown Request

1. Log in to ARCnet at https://arcnet.arc.gov to view the My Dashboard page.

2. Select the project that is ready for a drawdown request by clicking the Project Number in blue text on

the left side of the dashboard.

3. The project-specific information will be displayed via options in the different tabs on the horizontal

menu bar – General, Processing, Contact, Financial, etc. Select the General tab. Then, on the right side

of this page, select the ASAP Drawdown Request Form from the Grant Task menu.

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4. This will display the ASAP Drawdown Request window which has the following three sections:

New ASAP Drawdown Request: to create a new drawdown request

Edit ASAP Drawdown Request: to view drawdown requests that are in process.

View ASAP Drawdown Request: to view completed drawdown requests.

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Figure 1 ASAP Drawdown Request Window

5. Click Create in the New ASAP Drawdown Request section. This will open a new window to display the

following form that you will use to enter data about the drawdown request:

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6. Initialize the form by clicking Save Changes at the top or bottom of the screen. This will not cause the

form to be submitted to ARC, but does make the draft version of the drawdown request viewable by

ARC staff so that they may provide technical assistance, if needed.

7. Once you save changes, you can close the form and reopen it repeatedly if all data cannot be entered at

one time.

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8. The form is divided into three sections: a) Basic Project Information, b) Cumulative Payment

Information, and c) Current Payment Information. The first two sections contain data that is entirely pre-

populated or auto-calculated except for “Cumulative Grantee Expenditures” under the Cumulative

Payment Information section.

9. In contrast, all the data in the Current Payment Information section must be provided by the basic

agency except for the Cumulative ARC Cost Share, which is non-editable and auto-calculated.

10. The following is a complete list of the sections and the data within them.

a. BASIC PROJECT INFORMATION

Drawdown Request Number – This number will be non-editable and pre-populated

based on the basic agency’s previous ASAP drawdowns for that ARC project.

ARC Project Number – The unique number ARC uses to identify the approved project.

This number is non-editable and pre-populated.

ARC Project Title – The title of the approved ARC project. This information is non-

editable and pre-populated.

Fiscal Year – The federal fiscal year in which ARC approved the project. This information

is non-editable and pre-populated.

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ASAP Account Number – The unique number identifying the account that ARC creates in

the ASAP payment system for the approved ARC project. The ARC funds approved

specifically for that project are applied to this account and are directly accessible by the

Registered State Basic Agency (RSBA). This number is non-editable and pre-populated.

Grant Start Date – The date the ARC approved project will start. This date will be non-

editable and pre-populated from the ASAP Drawdown Request Form. However, the

basic agency can use a separate amendment form to change this date.

Grant End Date – The date the ARC approved project will end. This date will be non-

editable and pre-populated from the ASAP Drawdown Request Form. However, the

basic agency can use a separate amendment form to change this date.

Maximum Allowable ARC Cost Share – The maximum percentage of Cumulative

Grantee Expenditures that can be reimbursed by ARC. This number is non-editable and

auto-calculated.

b. CUMULATIVE PAYMENT INFORMATION

Approved ARC Amount – The total amount of ARC funds approved for the project,

inclusive of increases for cost overruns. This number is non-editable and pre-populated.

Approved Total Project Costs– The total size of the project approved by ARC, including

ARC funds and matching funds. This figure is also inclusive of total funding increases for

cost overruns. This number is non-editable and pre-populated.

Approved ARC Cost Share – The approved percentage of Cumulative Grantee

Expenditures that can be reimbursed by ARC. This number is non-editable and auto-

calculated.

Cumulative ASAP Drawdowns – The total amount of ARC funds disbursed to the

grantee from the beginning of the project to date. This number is non-editable and

auto-calculated.

Cumulative Grantee Expenditures – The total amount of costs invoiced by the grantee

from the beginning of the project to date. This figure includes costs reimbursed by ARC

through ASAP drawdowns as well as costs covered by the grantee through its matching

fund sources. This number is auto-calculated but editable.

Cumulative ARC Cost Share – The percentage of Cumulative Grantee Expenditures

reimbursed by ARC as reflected in the Cumulative ASAP Drawdowns. This number is

non-editable and auto-calculated.

c. CURRENT PAYMENT INFORMATION

Type of Drawdown Request – Select either “Interim” or “Final”.

Estimated ASAP Drawdown Date – Enter the date that you plan to draw funds from the

ASAP payment system. For example, expenses may have been incurred from 11/1/16-

12/1/16 and you are now making a drawdown request on 12/15/16. In this example,

you would enter “12/15/16” as the Period of Request Start Date.

Period of Request Start Date – Enter the project period start date for the period

covered by this request. For example, expenses may have been incurred from 11/1/16-

12/1/16 and you are now making a drawdown request on 12/15/16. In this example,

you would enter “11/1/16” as the Period of Request Start Date.

Period of Request End Date – Enter the project period end date for the period covered

by this request. For example, expenses may have been incurred from 11/1/16-12/1/16

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and you are now making a drawdown request on 12/15/16. In this example, you would

enter “12/1/16” as the Period of Request End Date.

Percentage of Project Completed – Enter a number between 0-100% to represent the

approximate percentage of the project that is completed at the time of the request.

Current ASAP Drawdown Amount – Enter the current amount of funds being drawn

from the ASAP payment system.

Current Grantee Invoice Amount – Enter the total amount of costs currently being

invoiced by the grantee. In most instances this amount will be more than the Current

ASAP Drawdown Amount because matching funds and ARC funds will be drawn down at

a proportional rate for most projects.

Current ARC Cost Share – The percentage of the Current Grantee Invoice Amount

reimbursed by ARC as reflected in the Current ASAP Drawdown Amount. This number is

non-editable and pre-populated.

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11. Click Save Changes to save any data entered.

12. If there are no errors, click the I Agree button to sign and certify the drawdown request form:

13. A confirmation message will appear. Click OK to approve the form then click Save Changes again to

finalize the request.

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14. Wait for the form to finish processing your electronic signature

15. A message will be displayed in red text on the top of the form that authorizes you to make the

drawdown.

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16. Your name and the date the form was signed will be displayed at the bottom of the form.

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17. A Notice to Create ASAP Payment Stamp message will then be emailed to you. The email contains a

summary of the information from the request and is sent to the ARC payments officer, ARC project

coordinator, ARC state program manager, and all state basic agency staff listed on the project as

contacts (see Contacts tab).

18. To print, select Printable Version.

How to View the Approved ASAP Drawdown Request Form

The approved ASAP Drawdown Request Form is stored in the project’s Documentation tab. After you select the

Project Number (ex: OH-18888) from the My Dashboard screen, select Documentation, and then select Files,

on the left side of the screen.

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How to Check and Address Error Messages

After you select Save Changes, the form will be validated and checked for errors related to the amount of the

drawdown vs. the amount of ARC funds available. Any errors will be highlighted in red at the top of the form.

The errors must be addressed and cleared before the form can be submitted. The final I Agree button will not be

displayed until all error conditions have been cleared. After you have addressed each of the conditions in the

error messages and selected Save Changes, the list of errors will be reduced until no error messages remain.

Here are the possible error conditions that may appear.

End Date/Start Date Error Messages

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“The end date selected for the drawdown request period exceeds today’s date. ASAP drawdowns cannot be

advances and must be made only for project costs that have already been incurred. Please change the end date

to one that is prior to today.”

“The start date selected for the drawdown request period precedes the Current Start Date of <Current Effective

Date> that ARC has on file for this project. If the actual start date of this project is earlier than the date on file,

please confirm this with ARC by completing a BA Amendment Form/Time Modification.”

“The end date selected for the drawdown request period exceeds the Current End Date of <Current End Date> that ARC has on file for this project. If the actual end date of this project is later than the date on file, please confirm this with ARC by completing a BA Amendment Form/Time Modification.” “The estimated date selected for the ASAP drawdown is beyond the 25th day of this month. Please restrict ASAP drawdowns to the period from the 1st to the 25th days of each month.” “The proposed Current ASAP Drawdown Amount of $<Current ASAP Drawdown Amount>, when combined with

the previous total drawdowns of $|<Total Payments to Date>|, will cause the cumulative Current ASAP

Drawdown Amount to exceed the approved ARC amount of $<Total ARC Amount>. Please select a lower Current

ASAP Drawdown Amount.”

Current Grantee Invoice Amount Error Messages:

“The ARC share of invoice costs exceeds the maximum allowable ARC cost share of <Approved ARC Cost Share>.

Please select a higher Current Grantee Invoice Amount and/or a lower Current ASAP Drawdown Amount.”

Incomplete Project Construction” Error Message. “The proposed drawdown will withdraw the balance of funds in the ASAP account even though project construction is not 100% complete. ASAP drawdowns cannot be advances and must be made only on a project completion basis. Please reduce the Current ASAP Drawdown Amount so that the remaining balance is not withdrawn on an incomplete project.”

ASAP Excess Payment Error Message: “The Current ASAP Drawdown Amount exceeds the Current Grantee Invoice Amount and therefore constitutes an unauthorized advance payment. Please select a higher Current Grantee Invoice Amount and/or a lower Current ASAP Drawdown Amount.”