Electronic Business Robert Shaw & Cindi Bernhardt  12/4/2015

Draws Accepted through  Send them to:

Signatures  The draw form still requires the standard signatures it always has.  The signed draw form must be scanned. The original draw form and documentation must be kept by the recipient and is subject to audits. The scanned form and backup documentation are ed to DCA.  HUD requires the original to be recoverable.

One Draw per  Each should only contain one draw request.  The subject line of the should be these 3 items in this order:  1: Recipient Name  2: Full Grant Number  3: Draw Number  Extra large documents still need to be physically sent. Our system will reject items above 25 mb.

The Draw Request File  DCA will need to store these files and needs a logical file format.  PDF is the expected format for the draw request.  The draw request form should be a separate file from any backup documentation.  It should be named the same as the subject:  1: Recipient Name  2: Full Grant Number  3: Draw Number

Backup Documentation  Backup documentation should either be in PDF format, or a file format compatible with Microsoft Office.  If there are multiple types of documentation they can be separate or combined into a single file.  Backup documentation files should be named:  1: Recipient Name  2: Full Grant Number  3: Draw Number  4: Type(s) of Documentation – Invoices, canceled checks, etc

Payment Advice Notification  The state PeopleSoft system now supports notification when funds are transferred.  New 2015 Vendor Management Form addresses:  1: DCA is reserving one address for internal use.  2: One address available for the grant recipient or administrator.  2014 and older grants - submit a new Vendor Management form. (optional)

Payment Advice Notification part 2  Blast will be sent soon.  Contact Cindi Bernhardt for questions Phone: (404)

Next Steps  If the Draws by for CDBG makes life easier for our recipients and grant administrators what is the next step:  State/OneGA draws  Other grant business What would help you the most?

Contact information  If you have questions or suggestions please contact: Rob Shaw: