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User's Guide V1.1 Page 14 of 24 <br /> Payment requests may be delayed, denied, or reduced for any of the following reasons: <br /> • An award included in the payment request is flagged for review and approval <br /> • Accounts Receivable has entered an offset against one or more of the awards <br /> • Program office intervention due to a program review or audit finding <br /> REIMBURSEMENT PAYMENT METHOD <br /> Awards may be placed on the reimbursement method of payment. For awards on reimbursement, <br /> recipients must spend their own funds and submit appropriate documentation before receiving funds. <br /> Awards may be placed on reimbursement for any of the following reasons: <br /> • Department of Education regulations were not followed <br /> • Terms and conditions of previous awards werz, not met <br /> • Program requirements were not met <br /> • Problems identified with the organization's financial management system <br /> • The organization has been designated as "high risk" by the Department <br /> • An agreement to repay a debt due the Department is in default <br /> • Advance payment privileges have been abused <br /> REQUESTING REIMBURSEMENT PAYMENTS <br /> The regional/program offices provide instructions for requesting funds to payees with awards on <br /> reimbursement. In most cases, payees complete a Request for Advance or Reimbursement Form (SF- <br /> 270) and send it to the designated regional/program office. (Appendix C of this guide contains a sample <br /> copy of the SF -270 and detailed instructions for completing the form.) <br /> VERIFYING PAYMENTS <br /> Payees should verify that requested funds are deposited into their account. Contact the bank or the <br /> Helpdesk at 1- 888 - 336 -8930 with any questions. <br /> RECORDING PAYMENTS <br /> Payees should keep records of submitted payment requests. The amount of each request and the <br /> corresponding control number(s) need to be carefully documented. These records will serve as an audit <br /> trail and help payees reconcile their books to the GAPS Activity Report. <br /> http: / /e- grants .ed.gov /gapsweb/help /intro.html 6/18/2002 <br />