Payment Request Instructions for NHPRC Awardees
Introduction
This document provides instructions for current NHPRC grant awardees to request payment via the eGMS Reach (reach.archives.gov) platform.
By default, only the project’s Grant Administrator is able to request payment on an award. If another person on your award team needs permission to request payments, please contact your program officer via eGMS Messages.
Please be aware that NHPRC awardees must maintain their System for Award Management (SAM) registration throughout the award process. Payment cannot be made to an organization whose SAM registration has expired.
FAQs
Q: How will my organization receive the award funds?
A: Payments are not disbursed automatically. You must request payment using the payment feature in eGMS Reach. Payments are made via electronic funds transfer to the account associated with your SAM registration.
Q: How often can I request payment?
A: Payments should be requested no more than once a month; and for multi-year awards, we recommend that awardees request reimbursement at least annually. Most NHPRC awardees request payment on a quarterly basis.
Q: Do I need to submit receipts, timesheets, and similar documentation along with my payment request?
A: You do not need to submit proof (such as receipts, etc.) to NHPRC as part of a payment request. However, all project expenditures must be verifiable, and you should retain documentation until 3 years after the award is closed out.
Q: Why is Reach is not allowing me to submit a payment request?
- You might have overdue narrative and/or financial reports
- You might be requesting reimbursement for expenses incurred outside the period of performance
- You might not have permission to submit payment requests
Contact your program officer to troubleshoot.
Submitting a Payment Request in Reach
- Log into eGMS Reach using the Login.gov account associated with your eGMS Reach primary email address. Select the award from the Awards section of the Home page, or from the Awards dropdown list in the top menu.
- On the award page, select the Payments tab. This tab shows a payment request summary with the award amount, the total of all approved payment requests, and remaining funds.
- Click the Add Payment Request button to open the payment request form. If you are unable to click this button, you may not currently have permission to request payment on behalf of your agency. Reach also does not allow users to request payment if their SAM registration has expired or other alerts exist. Contact your program officer or NHPRC@nara.gov for help with this issue.
Tips: As you enter each data item on the form, a pop-up bubble with detailed instructions will appear to the right of the field.
Avoid hitting Enter on your keyboard while filling out the form, as doing so will submit an incomplete form and may cause an error. Use the Tab key instead to move from one field to the next.
All costs must be incurred within the approved period of performance.
SF 270 Instructions
Line 1. Recipient Account or ID Number (Optional)
If your organization assigns its own ID number to track awards you may enter it here. This is not required; you can leave the field empty.
Line 2a. Type of Payment Requested
Select if you are requesting an ADVANCE or REIMBURSEMENT.
Line 2b. Partial or Final
If this is the last or only payment request select FINAL, otherwise select PARTIAL.
Line 3. Basis of Request
This is the method used to record costs in your organization’s accounting ledgers.
- If you recognize expenses only as you pay them, select CASH.
- If you recognize expenses before paying them, select ACCRUED EXPENDITURES.
Line 4. Period Covered by this Request Starting Date
This date should reflect the earliest date for which the costs reported were incurred (i.e. your invoice start date). This date cannot be prior to the start date of the award.
Line 5. Period Covered by this Request Ending Date
This date should reflect the last date for which the costs reported were incurred. This date should only be in the future if you request an advance. It cannot be after the end date of the award.
Line 6. Computation of Amount Requested:
6a. Total program outlays: Enter all allowable project costs that have been incurred and/or paid by the date you provide in the “as of” field. The “as of” date should be no later than the date of your payment request submission.
IMPORTANT: Report actual expenditures; do not simply reiterate your original budget. All costs claimed must be allowable and expense documentation (e.g., contracts, receipts, invoices, payroll records, cancelled checks, etc.) must be maintained and available for submission upon request.
6b. Estimated net cash outlays needed for an advance period: Include funds here only if you are requesting an advance of NHPRC funds. If you are requesting reimbursement, enter a zero.
6c. Total (a plus b): The sum of line a plus line b will calculate automatically.
6d. Non-federal share of amount on line 6c: If applicable, enter the amount of your organization’s share/match included in the outlays shown on line 6c.
6e. Federal share of amount on line 6c (c minus d): The form will calculate the difference between line 6c and line 6d. The federal share of outlays cannot exceed the amount of your award.
6f. Payment previously requested: This field is populated automatically and displays the total NHPRC funds previously requested for this award.
6g. Federal share now requested (e minus f): Line 6g will automatically calculate based upon the previous fields. This is the amount you are now requesting.