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

2. Draws Accepted through email  Send them to: cdbg.draws@dca.ga.gov

3. 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 emailed to DCA.  HUD requires the original to be recoverable.

4. One Draw per email  Each email should only contain one draw request.  The subject line of the email 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 email system will reject items above 25 mb.

5. 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 email subject:  1: Recipient Name  2: Full Grant Number  3: Draw Number

6. 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

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

8. Payment Advice Notification part 2  Blast Email will be sent soon.  Contact Cindi Bernhardt for questions Email: cindi.bernhardt@dca.ga.govcindi.bernhardt@dca.ga.gov Phone: (404) 679-3169

9. Next Steps  If the Draws by Email 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?

10. Contact information  If you have questions or suggestions please contact: Rob Shaw: rob.shaw@dca.ga.gov 404-679-4806