�

*5$17((6

The Grant Administration and Payment Systemand Changes in ED’s Financial Procedures

�

Agenda

z Overview

z GAPS External Access System

z Managing Your Grant Funds

z Contact Information

�

# 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 / V i rgin Is la nd sO ut l y i ng

P a c i fi c Is l a nd s

��������*UDQWHHV�$FURVV�7KH�1DWLRQ

�

Payee Profile

Number Number % Authorization % ofof 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

('·V�1HZ�)LQDQFLDO�6\VWHP

DQG�3URFHGXUHV

�

A core financial system whichintegrates the following processes:

z financial managementz contracts and purchasing

z grants administration

z payment management

EDCAPSEducation Central Automated Processing System

GrantAdministration and

Payment System(GAPS)

IntegrationSupportServices

(ISS)

Financial ManagementSystems Software

(FMSS)

Recipient System(RS)

Contracts andPurchasing

Support System(CPSS)

EDCAPSEducation Central Automated Processing System

�

The portion of EDCAPS which willprovide full financial managementsupport services including:

z obligation of award authorizations

z disbursement of funds

z final grant closeout

GAPSGrant Administration and Payment System

�

z GAPS Process:Drawdown requests are made by individualgrant award.

z Former Process:Drawdown requests were pooled into a singletotal amount without identifying the specificgrant awards for which the funds were beingdrawn.

Requesting Funds

��

F

G A P S

75%

25%

In te rn e t Te lep hon e

E D P M S

15%

85%

O n -L in e Te lep h on e

COMPARISON OF DRAWDOWNMETHODS

��

z GAPS Process: Payees do not submit separate expenditure

statements to ED Finance. The Department willexpense funds each time a payee makes adrawdown request.

z Former Process: Payees reported expenditures by grant award

number through monthly or quarterlysubmission of the EDPMS 272.

Reporting Expenditures

67(36�������('�3URJUDP�2IILFH�$ZDUGV�*UDQWV������*UDQW�$XWKRUL]DWLRQ�(QWHUHG�LQ�*UDQWV�$GPLQLVWUDWLRQ�DQG�3D\PHQWV�6\VWHP��*$36�������,QVWLWXWLRQ�'UDZV�)XQGV�E\�$ZDUG

):6��

3HUNLQV����

)6(2*������

3HOO����3HOO

������

)6(2*������

3HUNLQV������

):6������

1 2 3

3HOO������

)6(2*������

3HUNLQV������

):6������

GAPS

GAPS Process

��

ED Central

Automated

Processing System

(EDCAPS)

School’s

Financial Aid

Office

School’s

Business

Office

The SFA Authorization Process

Office

Of

Post Secondary

Education

��

Other Changes ... DUNS

DUNS Number

123456789

PIN1A23

EIN1123456789A1

AccountNumber1A23G

��

Affected ED Programs

z U.S. Department of Education programsthat require a payee to submit adrawdown request.● Most Formula Grant Programs● Most Discretionary Grant Programs

z Direct Loan Funds can be drawnthrough the GAPS System.

��

Benefitsz Eliminates monthly/quarterly EDPMS-272

z Improved technology (Internet access, Windowsenvironment)

z Year 2000 Compliant

z Immediate confirmation that payment request wasaccepted

z More timely update and notification of changes inawards (e.g., authorization changes)

z On-line access to more timely and accurate financialinformation including: grant award authorizationamounts, cumulative drawdowns, current balances,and payment histories

��

*$36

([WHUQDO�$FFHVV�6\VWHP

Accessing GAPS

z Internet GAPS Web Page:

http://gapsweb.ed.govz GAPS Payee Hotline

1-888-336-8930

��

GAPS Functions

z Logon

z Payment Requests

z GAPS Activity Report

z Password Maintenance

z Exiting GAPS

��

GAPS External Access System

Logging OnEach payee can authorize additional

users to access GAPS. Each authorizeduser will receive a separate User ID and

default Password.

● First-time Log-on

● Established GAPS User

��

1-888-336-8930

Reports

��

GAPS External Access System

CREATE Payment Requests

GAPS enables users to place drawdownrequests by individual grant award

number. Users can also gain detailedinformation about their grant awards.

1-888-336-8930

Reports

04/30/1998

04/30/1998

$5000. 00

$5000. 00

$5000. 00

����������

����������

1998042900001

1998042900002

��

GAPS External Access System

MODIFY Payment Requests

GAPS provides users with the flexibility todelete or modify payment requests afterthey are submitted but before they are

scheduled for deposit in the payee’s bankaccount.

��

VIEW Payment Requests

GAPS enables users to view all completedand/or pending payment requests.

GAPS External Access System

��

ADJUST Drawdown Amounts

GAPS provides users with the flexibilityto redistribute drawn funds among their

grant awards.

��

VIEW Authorization History

GAPS enables users to view an award’sinitial authorization as well as any

increases or decreases in authorizationsissued by ED Program Offices.

GAPS External Access System

04/30/1998

1-888-336-8930

02/02/1997

04/30/199802/02/1997

��

CREATE, MODIFY, andADJUST Direct Loan

Payment Requests

Users can perform payment functionsagainst their Direct Loan awards.

GAPS External Access System

04/30/1998

��

GAPS Activity Report

Users will be able to view summary anddetail financial information on all of theirgrant 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

��

0DQDJLQJ

*UDQW�)XQGV

��

Cash Management

z Cash management regulations stillapply under GAPS.

z Drawn funds must be expended withinthree business days after they aredeposited in your bank account.

z After three days you have EXCESSCASH -- return to the Department

��

Accountability/Compliance

z Trust/Partnership between ED andGrantees

z Certify at Time of Draw

z Program Reviews

z Audits

��

�����,�KDYHQ·W�UHFHLYHG�P\�XVHU�,'�DQG�3DVVZRUG

������0\�$FFRXQW�%DODQFH�,V�,QFRUUHFW

�����,�GRQ·W�KDYH�HQRXJK�FDVK�WR�GUDZ�DJDLQVW�DQDZDUG

����3URJUDP�$XWKRUL]DWLRQ�LV�LQFRUUHFW

�����,�KDYH�WZR�GLIIHUHQW�'816�1XPEHUV

Top Ten Concerns Surrounding GAPS

Concerns About GAPS

��

����0\�DYDLODEOH�EDODQFH�LQ�*$36�GRHV�QRW�DJUHHZLWK�P\�ERRNV

���,�UHFHLYHG�P\�IXQGV�$&+�LQVWHDG�RI�)HGZLUH

���6\VWHP�NHHSV�ORFNLQJ�PH�RXW

����:KHQ�,�JR�LQWR�*$36��QRQH�RI�P\�DZDUGV�VKRZXS

���,�FDQ�QRW�ORJ�RQWR�WKH�*$36�:HE�6LWH

Top Ten Concerns Surrounding GAPS

Concerns About GAPS

&217$&7

,1)250$7,21

��

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