Frequently Asked Questions (FAQs)

Below are answers to commonly asked questions around G5. Please refer to the G5 help for more detailed information around system functionality.


General Information

What is the grant award (document) number?

Under G5, grantees/payees will request ED funds by grant award number. The grant award number is a unique, eleven-character number that identifies each grant award issued by a specific office to a specific grantee. The grant award number can be found on the grant award notices issued to grantees by Department program offices. Grantees/payees should contact the program offices for award numbers. Below is an example of a grant award number:

P031B921234

P ’ Principal Office designator
031 ’ CFDA numeric suffix of the program
B ’ Alphabetic sub-program identifier
92 ’ Last two digits of the funding fiscal year
1234 ’ Unique identifier

What is G5?

G5 is the Department of Education's new grants management system designed to achieve the following objectives:

  • Enhance and increase program performance monitoring
  • Improve communications with system users
  • Fast-track grant award processing
  • Link dollars to results Testing for Production
  • Promote technical and financial stewardship
  • User ID and Password

    What is my G5 user ID and Password?

    Your G5 user ID will be the email address you entered two times during registration process.

    Will my e-Payments User ID and Password work in G5?

    No. You will need to click on the "Register (External User Roll Out)" link and follow the instructions.

    How do I obtain a User ID and Password to access G5?

    If you have never had a G5 or e-Payments user ID, click on the "New User" link under the G5 login box. Follow the instructions. If you have a current e-Payments user ID and password, you will need to click on the "Register (External User Roll Out)" link and follow the instructions.

    Automated Emails

    Why am I not getting the automated emails from G5?

    Please be advised that some email programs automatically filter G5 emails directly to the SPAM folder. If you do not happen to see emails from G5 regarding your account or payment request information in your Inbox, please check your SPAM or Junk Mail folder.

    I registered for an account but I have not received the account activation email. I can not activate my account.

    Please call the G5 Hotline at 1-888-336-8930. Someone can assist with resending you the account activation email.

    On Demand Help

    Will written instructions on G5 be available?

    The Department of Education's On Demand Training can be found once you have logged into G5, by clicking on the Help Menu item. The guide provides detailed instructions on all G5 processes.

    What do I do if I am having issues with accessing the G5 Help?

    Try the following:

    1. Make certain you are using Internet Explorer 5.5 or better.
    2. Turn off Pop-up blockers, such as Google blocker, just while initially launching the G5 Help.

    Contacts

    Who should I contact for additional questions or concerns regarding financial procedures and the EDCAPS/G5 system?

    Contact the G5 Payee Hotline at 1-888-336-8930 (TTY Telephone: 1-866-697-2696). Grantees can also send questions and concerns via Email to: edcaps.user@ed.gov.

    Upload Payment Request Option

    How do I use the upload payment request feature?

    The upload payment request feature can be used if making multiple payments against multiple awards associated with the same DUNS number. Information and instructions on how to use the upload feature can be located by going to Main Menu, Help Online Training, G5 Payments for External Users, Payment Request, and finally Create Payment Requests.

    Banking

    Will my banking from GAPS/e-Payments be in G5?

    Yes, all banking from GAPS will be converted to G5.

    How do I set up or change bank account information in G5?

    The Department has instituted new procedures for payees to establish new bank accounts in G5, in addition to any changes to bank account information. The following information must be mailed to the Department:

    Domestic

  • Original SF1199A (65 KB, Adobe PDF format), Direct Deposit Form and/or Fedwire Sign-up forms containing signature of both the payee and bank officials
  • Copy of the Grant Award Document or Participation to Participate Agreement (PPA)
  • Cover letter written on payee's official letterhead requesting the new bank account or any changes to the bank account information. The cover letter must contain the payee DUNS number, email address (if available) for the person to receive automated notification and original signature and phone number of the person requesting the bank information
  • International Banking

  • Original International Banking Form, containing signature of both the payee and bank officials
  • Copy of the Grant Award Document or Participation to Participate Agreement (PPA)
  • Cover letter written on payee's official letterhead requesting the new bank account or any changes to the bank account information.The cover letter must contain the payee DUNS number, email address (if available) for the person to receive automated notification and original signature and phone number of the person requesting the bank information.
  • Electronically signed Grant Award Notification (GAN)

    I received an email saying that I may access an electronically signed Grant Award Notification (GAN). What is it?

    As of Nov. 19, U.S. Department of Education program officers have the option of signing Grant Award Notifications (GANs) electronically or continuing to sign hard copy GANs. A GAN is the official document stating the amount and conditions of an award or identifying administrative changes regarding the grant award (such as the inserting the name of a new project director or the reassignment of a grant to a new program officer). 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. The people receiving this email will be: the ED Program Contact, the Project Director (for discretionary grants), the Certifying Official (for discretionary grants), the State Director (for formula grants) and the Authorizing Official (for formula grants).

    What do I do when I receive an electronically signed Grant Award Notification (GAN)?

    To view the electronically signed GAN, log into G5 and look under the "Grant Maintenance tab>Award Document." A PDF of the GAN will be shown. If you have not already registered in G5, you will need to register before you can view the GAN. To register, follow these steps:

    • Click on the "Not Registered? Sign Up" link on the left of the G5 Homepage.
    • Enter all requested information and click on "Continue," then "Submit." Bear in mind that the name and email address entered on the registration page by key parties must match the information G5 has on file for those individuals. This information can be found on the most recent GAN or the project application. After submitting the information, an Account Activation email will be sent to the user with additional instructions.
    • Open the email and click on the "Activate My Account" link to complete the account activation process.
    • Once the account has been activated, the user will be directed to log in to G5. Once the user has logged in to G5, the "Edit Profile" page is displayed. The user should scroll down to the "Available Types" field.
    • Project directors and state directors must select the "Project Director" role from the list of "Available Types."
    • Certifying officials and authorizing officials do not select any role from the list of "Available Types".

    Where the electronic signature appears on my GAN, it also has the words, "Validity Unknown." What does this mean?

    The "Validity Unknown" message appears when the Adobe Reader software on the computer you are using to view the GAN is not yet configured to accept electronic signatures from the Department of Education. You will need to follow these steps below to allow Adobe Reader to accept electronic signatures. You should only have to do this once. The steps may vary for newer versions of the software.

    • Open Adobe Reader or Adobe Acrobat
    • Go to the "Edit" menu
    • Select "Preferences"
    • Select "Security"
    • Click on "Advanced Preferences"
    • Select the "Windows Integration" tab
    • Ensure all checkboxes are checked

    • o"Enable searching the Windows Certificate Store for certificates other than yours"
      o"Trust ALL root certificates in the Windows Certificate Store for the following operations:"Validating Signatures" and "Validating Certified Documents"