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3.1 Payments

Payment Transaction Timeline

Top Ten Tips for the GPRS Process
1 Make sure the grant award document has been signed and returned.
2 Be current on all required reports (i.e., FFRs, Progress, etc.).
3 Make sure all special conditions affecting payment have been met.
4 Make sure a signed ACH Enrollment form with current banking information has been submitted.
5 If registering with OJP/OVW, the FPOC in GMS must have the GMS login ID and password.
6 If registering with the COPS Office, provide the assigned vendor number and select the award number(s) for access.
7 Know if the request is for an advance or reimbursement, advances must be spent within 10 days of receipt.
8 Confirm the expenditure dates (the funding request cannot overlap dates used previously).
9 Know the amount being requested.
10 Pay attention to any error messages.

The GPRS process and timeline for payment transactions is as follows:

  • Recipients access GPRS via the web to request payment of funds.
  • Once a request has been made, GPRS checks several items, including but not limited to:
    • Whether funds are available to be drawn on the award;
    • Whether all withholding special conditions have been met; and
    • Whether all required reports have been filed.
  • Once GPRS has approved the payment, the information is transmitted to the U.S. Department of the Treasury (Treasury).
  • Payment is electronically deposited into the recipient’s bank account, typically within 72 hours.

The Debt Collection Improvement Act of 1996 states that all eligible recipients of Federal payments must receive funds electronically. In addition to the payment, the bank also receives what is called an addendum record which provides payment information and gives details necessary for accurate posting into the correct amount.

The Treasury uses ACH information to transmit payment data using electronic funds transfer to the recipient’s designated financial institution. Without a current, valid and complete ACH form on file, payment requests for the same grant on the same day must be less than $10 million.

With a current, valid and complete ACH form on file, payment requests for the same grant on the same day must be less than $100 million. For questions regarding ACH information on file with DOJ, please contact the OCFO Customer Service Center at 1-800-458-0786 or by email at [email protected].

In order to timely close out financial records at the end of each month, DOJ does not process payment requests during the last 5 business days of each month. Payment requests submitted during the last 5 business days will be processed on the first business day of the following month.

information iconFinancial Management Tips

  • Treasury will deposit payments into the bank account designated on the signed and filed ACH form.
  • Remember that FFRs and Progress Reports must be current in order to draw down funds.

box with checkmarkAction Items

  • Please contact the bank to arrange access to addendum records for your account.
  • DOJ strongly suggests that recipients make payment requests before the last 5 working days of each month.
  • At the end of the award period, please request draw down for any allowable expenses within 90 days!

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