Grant Drawdown and Cash Management Log

Records federal grant drawdown requests, cash-on-hand days, and disbursement timing to demonstrate compliance with the Cash Management Improvement Act (CMIA) and Treasury-State Agreement requirements for letter-of-credit funds.

Log Entry and Grant Identification

• Log Entry Date
  Date this log record is being created. Defaults to today.
• Prepared By (Name and Title)
• Federal Awarding Agency
  Select the federal agency that awarded the grant.
• Grant Program Name
• Assistance Listing Number (CFDA #)
  The Assistance Listing number (formerly CFDA) as listed in SAM.gov.
• Federal Award Identification Number (FAIN)
• Payment / Drawdown System
  Federal payment system used to request this drawdown.

Drawdown Request Details

• Drawdown Request Date
  Date the drawdown was submitted to the federal payment system.
• Drawdown Amount Requested ($)
  Total dollar amount requested in this drawdown. Do not include cents beyond two decimal places.
• Federal Share Percentage (%)
  Federal cost-share percentage for this award (e.g., 75 for a 75/25 match requirement).
• Budget Period Start Date
• Budget Period End Date
• Basis for Drawdown Amount
  Method used to calculate the drawdown amount, per your agency's cash management procedures.
• Cost Categories Covered by This Drawdown
  Select all budget categories included in this drawdown request.
• Payment System Confirmation / Reference Number
  Record the confirmation number from the federal payment system for reconciliation.

Disbursement Timing and Cash-on-Hand Compliance

• Date Funds Received in Agency Account
  Date the drawdown was credited to your agency's bank account.
• Anticipated Disbursement Date (at time of request)
  The disbursement date projected when the drawdown was initiated.
• Actual Disbursement Date
  Date funds were actually paid out to payees (vendors, subrecipients, employees).
• Days Cash Held (Calculated)
  Automatically calculated as Actual Disbursement Date minus Funds Received Date. Review against your TSA threshold.
• TSA Cash-on-Hand Threshold (Days)
  Maximum days cash may be held per your Treasury-State Agreement or agency policy. Typically 0–3 business days for most programs.
• Does Days Held Exceed TSA Threshold?
  If yes, complete the Interest Liability section below.
• Disbursement Method

Interest Liability Assessment

• Number of Excess Days (Beyond TSA Threshold)
  Days held minus TSA threshold days.
• Applicable Treasury Interest Rate (%)
  Current Treasury Financial Management Service (FMS) rate per 31 CFR § 205.29. Obtain from TreasuryDirect or your state treasury office.
• Estimated Interest Owed to U.S. Treasury ($)
  Calculated as: Drawdown Amount × (Interest Rate / 365) × Excess Days. Show your calculation in the notes field.
• Interest Calculation Methodology / Notes
• Interest Remittance Action

Expenditure Reconciliation

• General Ledger Account Code(s) Charged
  List all GL account codes to which this drawdown is posted.
• Total Expenditures Posted to GL ($)
  Sum of all expenditures posted in the GL for this drawdown period.
• Unexpended Balance Remaining in Award ($)
  Total award amount minus cumulative drawdowns to date.
• Does This Drawdown Include Subrecipient Pass-Through Funds?
• Subrecipient Name(s) and DUNS/UEI
  Required if subrecipient pass-through funds are included. Per 2 CFR § 200.332.
• Reconciliation Status
• Reconciliation Notes / Variance Explanation

Supporting Documentation

• Payment System Confirmation / Screenshot
  Upload the drawdown confirmation from ASAP, G5, PMS, or other payment system.
• Expenditure Report or GL Detail
  Upload the GL detail, expenditure report, or financial report supporting the drawdown amount.
• Bank Receipt Confirmation (Optional)
  Upload bank statement excerpt or treasury confirmation showing funds received date.
• Additional Supporting Documents
  Upload any additional documentation (invoices, subrecipient reports, disbursement registers).

Supervisor Review and Certification

• Preparer Certification
  By checking this box, I certify that the information entered in this log is accurate and complete to the best of my knowledge, and that the drawdown amount is supported by actual or imminent expenditures.
• Preparer Electronic Signature
• Preparer Signature Date
• Reviewer / Supervisor Name and Title
• Reviewer Comments or Conditions
• Reviewer Approval Decision
• Reviewer Electronic Signature
• Reviewer Signature Date