News and Events Details

News and Events

Guidance for G5 Users Transitioning to Two Factor Log In

If you recently received notification that you are being transitioned to Two Factor Authorization (TFA) for logging into G5, click here for the referenced guide. If it does not open successfully, try using a different browser. Chrome and Safari seem to work best. Two Factor Authentication is a security process in which the user provides two means of identification from separate categories of credentials; one is typically something you know, such as a password; and the other is something that you have, such as a security code you download from your mobile device. The combination of these two security factors makes it more difficult for someone to access government systems. Once both the first and second factors are validated, users are allowed into the system. G5 users are being transitioned to TFA in groups from April through June, 2016. All users will receive an email the week before they are transitioned with steps and the link to this guide.

Federal Awardee Performance and Integrity Information System (FAPIIS)

On July 22, 2015, Office of Management and Budget (OMB) issued final guidance that amends 2 CFR part 200 (Uniform Guidance) to implement the requirement that Federal agencies review information available in the Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS, like other Federal databases such as the Department of the Treasurys Do Not Pay System and the System for Award Management (SAM) Exclusions list, is established to aid Federal agencies in determining whether an applicant or grantee is qualified for an award. In accordance with the Uniform Guidance, the Department of Education (the Department) must conduct FAPIIS reviews prior to making formula and discretionary Federal awards, continuation awards to discretionary grants, and grant transfers when the amount awarded exceeds/will exceed, over the entire performance period, the simplified acquisition threshold set by the Federal Acquisition Regulations at 48 CFR Subpart 2.1. Currently this amount is $150,000. FAPIIS reviews are applicable to awards issued on or after January 1, 2016 that meet the simplified acquisition threshold. Prior to award, the Department will review FAPIIS to determine if information about an entity in FAPIIS: 1) demonstrates a satisfactory record of executing programs or activities under Federal grants, cooperative agreements, and procurement awards; and 2) demonstrates integrity and good business ethics. Applicants and grantees may review information about themselves in FAPIIS that was entered by a Federal agency and may provide comments on that information. Applicable Uniform Guidance requirements can be found in 2 CFR §§ 200.113, 200.205, 200.210, 200.211, 200.212, and 200.213 at the following link: 2 CFR 200. Questions about FAPIIS reviews should be directed to the Education Program Contact listed in block 3 of the Departments Grant Award Notification.

REMINDER TO MAINTAIN AN ACTIVE REGISTRATION IN SAM

As you are aware, in order to do business with the Department of Education (the Department), you must have a Data Universal Numbering System (DUNS) number and a Taxpayer Identification Number (TIN) registered with the System for Award Management (SAM). We would like to remind you, in accordance with 2 CFR part 25, of the importance of maintaining an active SAM registration not only when applying for a grant, but also after being awarded a grant. The Department will, prior to making an award or performing DUNS number changes or reassignments as well as other administrative actions that involve a DUNS number, conduct a DUNS status verification in the SAM. Grantees with Inactive DUNS numbers in SAM will automatically be placed on a Route Pay Flag requiring all payment drawdown requests to be routed to the program office for approval until the DUNS registration is reestablished as Active. To prevent the Route Pay Flag assignment, grantees must maintain an active DUNS registration in SAM.

Delayed deposits

Due to a technical issue with the Department of Treasury's payment system, all ACH payments requested in G5 before 3:00 PM. EST on Monday December 21st, were delayed and were deposited on Wednesday, December 23rd. Fedwire, International payments, and any ACH payment requested after 3 p.m. EST Monday were not affected.

Uniform Guidance

As you are aware, the U.S. Department of Education (the Department), along with the rest of the Federal government, continues to implement the requirements of 2 CFR part 200, the Uniform Guidance. In that light, the Department would like to share the following changes to its Discretionary Grant Award Notification (GAN) document that comply with the requirements in 2 CFR § 200.210, Information contained in a Federal Award, of the Uniform Guidance. The GAN changes are scheduled to go-live on November 23, 2015. Please click here to view the changes.

The G5 refund functionality was unavailable intermittently

The G5 refund functionality was unavailable intermittently on the following days: Aug. 31, Sept. 1 and Sept 2. We apologize for any inconvenience this may have caused. If you have any questions you may contact the G5 Hotline at 1.888.336.8930.

G5 Hotline Launches Self Help Portal

The G5 Hotline has launched a Self-Help Portal, which allows all G5 users to submit and track their own tickets, plus search knowledge articles for answers to issues with the G5 application 24 hours a day, seven days a week. The portal is located at http://EDCAPS.FORCE.COM. If you are accessing the site for the first time, click on the " Forgot Your Password" link and on the next page, enter your full email address into the User Name field. You will then receive an email from support@salesforce.com with the subject heading Salesforce.com password confirmation which will contain a temporary password. Once you have set up your initial log-in, you can return to EDCAPS.FORCE.COM whenever you need to create a ticket, check on the status of pending tickets, search for knowledge articles specific to your issue, and engage in conversation with the help desk about the G5 system. The site is best viewed in a Chrome browser. If you receive an error when attempting to log in, please send an email to edcaps.user@ed.gov.

Updates for the Upcoming Grantee Webcast scheduled for May 27, 2015 on the Uniform Guidance

Firstly, we thank our grantee community for the interest in our webcast! We have the following updates, based on comments from you:

The email address in the announcement has been corrected. The email address is: UniformGrantGuidanceImplementation@ed.gov.

There is no registration, simply click on the ED Stream Webcast link in the announcement to join. We ask that, whenever possible, people in the same office watch together.

The webcast will be posted at: http://www2.ed.gov/policy/fund/guid/uniform-guidance/index.html for anyone who was unable to see the webcast on the 27th.

For more information regarding the discussion, please click here.

New Security Policy

Due to new security policies, all external user accounts that have been inactive for more than 90 days have been locked effective today, April 3rd, 2015. You can self-unlock the account by clicking "forgot password" and following the password reset instructions.

New Uniform Guidance Regulations

As most of you are aware, the Department, along with the rest of the Federal government, will be transitioning from its current grant requirements, set out in 34 CFR Parts 74 and 80 and a variety of OMB Circulars, including OMB Circulars A-87 (former 2 CFR Part 225), A-21 (former 2 CFR Part 220), and A-122 (former 2 CFR Part 230), to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), which is codified at 2 CFR Part 200. We anticipate that the Department will officially adopt the Uniform Guidance as regulations of the Department, effective December 26, 2014. To view the entire notification please click here
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ARRA Reporting

This message is intended for recipients of federal grants, contracts, & loans via the American Recovery & Reinvestment Act (ARRA). If this message does not pertain to you, please disregard.

Recipient reporting for Recovery Act awards has been repealed by Congress as of February 1, 2014. Therefore, the January 2014 reporting cycle was the last time you will be required to report on your ARRA award.

If you have a report on FederalReporting.gov that requires a change or correction, please be advised that you will have until March 19, 2014 to review the report and make changes and corrections as needed. You will also have until March 19, 2014 to submit an Automatic Data Change request to make changes to a report from a quarter other than Quarter 4, 2013.

If you have questions, please review the FAQs on FederalReporting.gov first as you might find your answers there. If you still have questions, email the Help Desk at FederalReportingHelpDesk@ratb.gov. On March 20, 2014, the Help Desk will close and you will not be able to log in to FederalReporting.gov.

Please contact the FederalReporting.gov Help Desk if you have any questions.

Delay in Posting Refunds-Update

Please be advised that technical difficulties caused the G5 system to experience a delay in posting some refunds that payees processed to the Department on February 4th and 5th. All refunds processed on February 4th and 5th have now been posted. Please retain this message for future reference should you require documentation regarding the delayed posting. For details regarding specific refund transactions, such as request date and amount, please utilize the Inquire Refund option in G5.

Uniform Guidance for Grantees

The Department of Education recently posted important information about the new Uniform Guidance released by OMB. This guidance will affect all Department grants. Please review the Communication for ED employees and grantees on Uniform Guidance - February 2014 posted on the Departments website: http://www2.ed.gov/policy/fund/guid/gposbul/gposbul.html

Delay Posting Refunds-Update

Please be advised that technical difficulties caused the G5 system to experience a delay in posting some refunds that payees processed to the Department on December 27th and 30th. All refunds processed on December 27th and 30th have now been posted. Please retain this message for future reference should you require documentation regarding the delayed posting. For details regarding specific refund transactions, such as request date and amount, please utilize the Inquire Refund option in G5.

Office of Postsecondary Education Field Reader Data Now in G5

To streamline the grant application and review process, the Office of Postsecondary Education's Field Reader System (FRS) has been retired and all reviewer information migrated to G5. Program offices across the Department access the G5 database on an ongoing basis to find and select field readers (also referred to as peer reviewers) to conduct peer reviews of competitive grant applications. Information entered on the Reviewer Profile pages in G5, such as experience and training, will be used to identify field reader candidates for specific peer reviews. Therefore, individuals who wish to be considered as field readers should make sure they have an active account in G5 with a complete Reviewer Profile.

Potential field readers who don't already have an account in G5 should create one by clicking on the link on the home page that says "Not Registered? Sign up," and follow the steps for account creation, including the selection of the "Reviewer" role. They should then make sure to create and complete a Reviewer Profile by following steps 2-5 below.

Potential field readers who already have an account in G5 should make sure that they have selected the Reviewer role and entered the appropriate information in their Reviewer Profile by following steps 1-5 below.

1) Log into G5. If you do not recall your password, click on the "Forgot Password" link and follow the password reset steps;
2) Upon logging in, select "My Profile" under the "Main" tab in the top navigation bar;
3) Scroll to the bottom of the page, select "Reviewer" in the Available Type list, and click "Continue";
4) Complete your reviewer profile tabs to the left of the page;
5) Make sure to "Submit" your inputs upon completion.

If you need assistance, please contact the G5 Hotline at (888) 336-8930 or edcaps.user@ed.gov.

Grants.gov Submission Tips

Applicants applying for discretionary grants through Grants.gov will find submission tips and guidance in this document

Delay in Posting Refunds

Please be advised that technical difficulties caused the G5 system to experience a delay in posting some refunds that payees processed to the Department on the following dates: August, 2nd, 2013, August 27th, 2013 and August 29th. Please retain this message for future reference should you require documentation regarding the delayed posting. For details regarding specific refund transactions, such as request date and amount, please utilize the Inquire Refund option in G5.

G5 Enhancements to Payment Functionality, Increased Hold Time for Refunds

Beginning July 22nd, 2013 payees and servicer users of the U.S. Department of Education's G5 system will notice enhancements to the payment request functionality. The enhancements include additional search options when Creating and Modifying/Cancelling payments. A new functionality called "Quick Draw," has been implemented to improve the efficiency when making payment requests against multiple awards. This enhancement will also allow Servicers to make payment requests against awards across different DUNS numbers. To view these enhancements, please click here.

In conjunction with the payment enhancements, a new procedure has been implemented for refunds. Starting July 22nd, all refunds processed will be in a pending status for three business days. The hold will ensure that the refund amount sent to the Department has sufficient time to be processed before the funds will be available for payees to drawdown.

If you have any questions please contact our G5 Hotline at 1.888.336.8930.

G5 Mobile Launched - View Youtube Video Message and Overview

The Department is excited to announce the successful launch of the mobile web version of the Grants Management System website (G5.gov) on May 20, 2013. Click here to view a message from our CIO regarding the launch of G5 mobile followed by a brief demonstration of the functionality. If you have any questions about the new G5 Mobile capability, please contact the G5 Hotline at 1.888.336.8930.

Drawdown Adjustments

Attention All FSA Recipients of Title IV Funds: The Drawdown Adjustment functionality should only be used to correct a drawdown error (i.e. funds drawn from or refunded to the wrong award year). Your school should be able to clearly document that a Drawdown Adjustment was used only for this purpose in case of an Audit or Program Review. Title IV funds are program, award year and school specific. Drawdown Adjustments should never be used to move funds between award years, programs, or schools to resolve a balance owed in the original award year, program, or school.

Refunds Unavailable Monday April 15th - Monday April 29th Additional Options for Submitting Refunds

The refund functionality is currently unavailable and will remain unavailable until Monday, April 29th. An update to this message will be posted as soon as the functionality is available. In the meantime, there are two options for submitting refunds:

1.) Paper Check - Please include the PR/Award number and DUNS number the funds need to be applied to on the check. The address to mail the checks are as follows:


US Department of Education
Excess Cash
PO Box 979053
St. Louis, MO 63197-9000

Overnight

U. S. Department of Education
Attn: Natalie Pearson
1005 Convention Plaza
St. Louis, MO 63101

2.) Wire - Please click here for instructions to wire funds.

We apologize for any inconvenience. If you have any questions you may contact our G5 Hotline at 1.888.336.8930.

Delay in Depositing Payment Requests from February 20th, 2013

Due to the system outage on Thursday, February 21st, any International payments requested after 12:00 PM EST, any same day payments requested after 2:00 PM EST, and any ACH payment requested after 3:00 PM EST on Wednesday, February 20th will be delayed depositing by one business day. We apologize for the inconvenience. If you have any questions or concerns, please contact the G5 Hotline at (888) 336-8930.

New Policy for Modifying User Email Address

Effective February 21st, 2013 users will no longer be able to modify their email address in the "My Profile" area of G5. If you need to have your email address modified please contact our G5 Hotline at 1.888.336.8930 for further instruction.

Electronically Signed Grant Award Notification (GAN)

Beginning November 19th, 2012, U.S. Department of Education program officers will have the option of signing a Grant Award Notification (GAN) electronically in the Grants Management System (G5), reducing the need for paper copies of a GAN. Program officers will still be able to print paper GANs, sign them manually, and send them via U.S. Mail when desired. Each time an electronically signed GAN is processed, an email will be automatically sent to grant recipients with a link directing them to log into G5 to view and/or print the GAN. For more information regarding this new process please click here or visit G5 FAQs located at the bottom of the home page.

NEW G5 Field Reader Webinar

Instructions for accessing the G5 Field Reader webinar recording: To log in to the webinar Click Here Enter your first and last name in the "Your Name" field
Click the View Recording button
Enter your email address and your company name
Click the View Recording button
Select the icon under View for Microsoft Office Live Meeting Replay (Please note that the icon under, "View Microsoft Office Live Meeting High-Fidelity Presentation" does not work) Wait for the recording to start. Depending on how busy the server is, this could take a few minutes

Refund Functionality Now Available

Please note the refund functionality was unavailable during the following times:

The refund functionality will be unavailable from 2:15 PM today, Wednesday August 22nd until 6:00 AM Thursday, August 23rd, 2012. We apologize for any inconvenience.

The refund functionality will be unavailable from 1:00 PM today, Thursday August 9th until 6:00 AM Friday, August 10, 2012.

New Banking Policy

The Department's Grants Management System (G5) contains financial data for thousands of Departmental recipients of financial assistance. In order to maintain the integrity of this data and to ensure that appropriate internal controls are in place to mitigate the likelihood of improper payments, the Office of the Chief Information Officer and the Office of the Chief Financial Officer have collaboratively established new policy governing the deactivation of dormant bank account records maintained in G5. A "dormant" bank account is an account that, according to G5 records, has not received an award for financial assistance for 18 months, or all awards associated with the account have been closed. Effective immediately, all "dormant" G5 bank accounts will be deactivated. This new policy will reduce the number of bank accounts in G5 that can receive payments and thereby reduce the risk of a payment to an incorrect bank account. To reactivate an account that has been deactivated, you will be required to complete a new Direct Deposit form (SF1199A). This form can be located by going to the FAQ section on the G5 Home Page. For more information, please click here to see the attached policy memorandum governing dormant bank accounts. If you need additional assistance, please contact Sylvester Osineme at (202) 245-8081 or sylvester.osineme@ed.gov.

Central Contractor Registry will be replaced by System for Award Management

Please note that the Central Contractor Registry (CCR) website where all grantees/payees go to register their DUNS and Tax Identification Number (TIN) will no longer be available at the end of July, 2012. The CCR (ccr.gov) website will be replaced by System for Award Management (SAM). Please click Click Here for more information.

Drawdown Adjustments - Campus Based Awards

Beginning June 18th, 2012 drawdown adjustments may not be processed against Campus Based Awards. Please Click Here for more information.

G5 Accessibility Enhancement

Beginning Monday, July 18th, 2011, the G5 Application will be modified to include accessibility enhancements that improve main menu navigation, the Technical Review Form (TRF) used by Field Readers, and the Administrative Actions function. Users will now be able to navigate across main menu options and to lower menu option using their mouse or keyboard. To use your mouse to navigate, simply hover over the main menu option of your choice. Below the main menu option chosen will be the submenu options related to the main menu. Next choose the option you need to complete your process by clicking the name of the menu, this will take you to the screen where you can begin your task. To use your keyboard, use your left/right arrow keys to navigate across main menu options. To move down to a lower level menu option, use your Tab key. To move back up a menu option, use your Shift/Tab keys on your keyboard. Please go to Main>Help>Online Training to view the updated training tutorials.

Delay in Posting Refunds

Please be advised that technical difficulties caused the G5 system to experience a delay in posting some refunds that payees processed to the Department on January 19th, 2012. All refunds processed on January 19th, 2012 have now been posted. Please retain this message for future reference should you require documentation regarding the delayed posting. For details regarding specific refund transactions, such as request date and amount, please utilize the Inquire Refund option in G5.

REMINDER - Central Contractor Registration (CCR) Requirements For Grantees/Payees

Please be advised that all grantees/payees will be required to register their DUNS and Tax Identification Number (TIN) with the CCR at CCR.GOV by September 30, 2010. This notice has been emailed to all grantee/payee addresses on file with the Department. Please see a copy of the letter with details and guidance.

Treasury Offset Program (TOP)

The U.S. Department of Treasury's (Treasury) Financial Management Service has disbursement authority for grant payments made by virtually all Federal agencies. Recently, Treasury took over disbursement authority for all grant payments made by the Department and on October 1, 2010 will begin disbursing grant funds for all of the Department's grant programs. As a result, grant payments received from the Department will be subject to the Treasury Offset Program (TOP) effective October 1, 2010, in accordance with the Debt Collection Improvement Act of 1996. The TOP memo and FAQs have posted on ED.gov on the a ED Memoranda to Grantees page: http://www2.ed.gov/policy/fund/guid/gposbul/gposbul.html.