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User's Guide V1.1 Page 19 of 24 <br /> Payees should adjust draws as needed to reconcile with GAPS. For example, if a payee drew too much <br /> against a given award, they can decrease the amount drawn for that award and increase the amount <br /> drawn for one or more other awards to meet immediate cash needs. The adjustment must net to zero, and <br /> only open awards may be adjusted. <br /> For example, a payee drew down funds for Grant Award #1 and has $8,000 more than needed. <br /> However, the payee identifies immediate needs of $5,000 for Grant Award #2 and $3,000 for Grant <br /> Award #3. Instead of returning $8,000 to the Department and requesting funds for Grant Awards #2 and <br /> #3, the payee can adjust the drawdown amounts in GAPS. <br /> VIEW PAYMENT AND AWARD HISTORIES <br /> GAPS allows payees to retrieve detailed information on completed and pending payment requests. Use <br /> this information for reconciliation purposes, or to review the status of payment requests. <br /> Detailed award information is also available. Reports showing drawdowns, refunds, drawdown <br /> adjustments, offsets, authorization changes, and available balances can be pulled up and printed. <br /> GAPS ACTIVITY REPORT <br /> Payees may access the GAPS Activity Report using the e- Payments Web Site. The Activity Report <br /> displays drawdown activity, authorization changes, and cumulative and detailed information for each <br /> grant award. Use this report to reconcile to GAPS. Payees may generate a GAPS Activity Report for all <br /> of their grant awards or for a specific grant award. The report is divided into two separate tables: a <br /> cumulative summary table and a detail table. <br /> GLOSSARY WITH ACRONYMS <br /> ACH The acronym for Automated Clearing House. A method of payment in which funds are <br /> transferred through the Federal Reserve Bank into the payee's depositor account at a <br /> designated bank or financial institution. The funds are deposited into the account, and <br /> available for use one to two days after the Federal Reserve Bank Network receives payment <br /> information. <br /> ADVANCE PAYMENT METHOD Method of requesting payments in which funds are drawn <br /> prior to their expenditure to meet immediate cash needs on a grant award. See also <br /> expenditure and reimbursement. <br /> AUTHORIZATION The federal funds available for a program for a specific period of time for a <br /> grant award, contract, or cooperative agreement. <br /> AUTHORIZING OFFICIAL The individual in the payee's organization who has the authority to <br /> approve those individuals who can request funds from the Department of Education. The chief <br /> http: / /e- grants .ed.gov /gapsweb/help /intro.html 6/18/2002 <br />