Information on Receiving Grant/Cooperative Agreement Payments
On this page:
- Important Information about Grant Payments
- Payment Instructions
- Reporting Requirements
Important Information about Grant Payments
Notify EPA’s Las Vegas Finance Center about any changes of mailing address, banking information, or any other changes that may affect receipt of payment. Failure to do so may result in payments being delayed or rejected.
Recipient organizations should request only those funds required to meet immediate disbursement requirements and must disburse funds as soon as possible to minimize federal cash on-hand in accordance with Title 2: Grants and Agreements, Part 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Section 200.305 which reads:
§200.305 Payment.
(1) The non-Federal entity must be paid in advance, provided it maintains or demonstrates the willingness to maintain both written procedures that minimize the time elapsing between the transfer of funds and disbursement by the non-Federal entity, and financial management systems that meet the standards for fund control and accountability as established in this part. Advance payments to a non-Federal entity must be limited to the minimum amounts needed and be timed to be in accordance with the actual, immediate cash requirements of the non-Federal entity in carrying out the purpose of the approved program or project. The timing and amount of advance payments must be as close as is administratively feasible to the actual disbursements by the non-Federal entity for direct program or project costs and the proportionate share of any allowable indirect costs. The non-Federal entity must make timely payment to contractors in accordance with the contract provisions.
Payment Instructions
There are two approved methods by which the recipient may receive funds: Automated Standard Application for Payments (ASAP) and electronic funds transfer (EFT).
Instructions for Automated Standard Application for Payments (ASAP)
The ASAP system is the preferred method of payment for EPA grantees. ASAP enrollment is highly encouraged for organizations that have multiple grants/cooperative agreements and for those with a frequent need to request funds. If your organization uses multiple bank accounts for EPA grants/cooperative agreements, you must enroll in ASAP.
To enroll in ASAP, please complete the ASAP Initiate Enrollment Form and email it to lvfc-grants@epa.gov. Once enrolled, grantees can access ASAP at www.asap.gov to request payments. The ASAP payment process is designed to provide federal funds to a recipient organization within 48 hours.
Note : In a case where a financial institution is acting as an agent of the grantee, a request for funds can be made via the Federal Reserve's Fedwire Service Exit.
Instructions for Electronic Funds Transfer (EFT)
To request payments via EFT, grantees must complete EPA's Payment Request for Grants/Cooperative Agreements and email it to lvfc-grants@epa.gov.
Unique EPA programs or those recipients permitted by EPA's Las Vegas Finance Center may use the Request for Advance or Reimbursement Form or Outlay Report and Request for Reimbursement for Construction Programs Form found on our Forms and Reports webpage. Please contact EPA's Las Vegas Finance Center prior to using one of these forms.
EPA will electronically transfer the funds through the U.S. Department of Treasury and the Federal Reserve for credit to the recipient's account at their designated financial institution within three to five business days following receipt and approval of the request.
If the entire payment request or a portion of the payment request is rejected, the recipient will be notified by the Las Vegas Finance Center no later than one workday following receipt of the request.
Reporting Requirements
All grantees are required to complete a
Federal Financial Report SF 425 (Excel)(1 pg, 23 K)
within 90 days from their budget period end date.
Please email the completed report to EPA's Las Vegas Finance Center at lvfc-grants@epa.gov.
This report must be submitted as a final report to financially close out your EPA assistance agreement. No expenses may be incurred on your agreement after the budget period end date specified. If an extension of time is necessary, please notify your EPA project officer.