Grant Drawdown and Cash Management Log

Log Entry and Grant Identification

This section anchors the record to the exact grant, payment system, and preparer so every later calculation can be traced back to the right award.

• Log Entry Date (required)

  Date this log record is being created. Defaults to today.

• Prepared By (Name and Title) (required)
• Federal Awarding Agency (required)

  Select the federal agency that awarded the grant.

• Grant Program Name (required)
• Assistance Listing Number (CFDA #) (required)

  The Assistance Listing number (formerly CFDA) as listed in SAM.gov.

• Federal Award Identification Number (FAIN) (required)
• Payment / Drawdown System (required)

  Federal payment system used to request this drawdown.

Drawdown Request Details

This section shows why the funds were requested, how much was drawn, and which budget period and cost categories support the amount.

• Drawdown Request Date (required)

  Date the drawdown was submitted to the federal payment system.

• Drawdown Amount Requested ($) (required)

  Total dollar amount requested in this drawdown. Do not include cents beyond two decimal places.

• Federal Share Percentage (%) (required)

  Federal cost-share percentage for this award (e.g., 75 for a 75/25 match requirement).

• Budget Period Start Date (required)
• Budget Period End Date (required)
• Basis for Drawdown Amount (required)

  Method used to calculate the drawdown amount, per your agency’s cash management procedures.

• Cost Categories Covered by This Drawdown (required)

  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 (required)

  Date the drawdown was credited to your agency’s bank account.

• Anticipated Disbursement Date (at time of request) (required)

  The disbursement date projected when the drawdown was initiated.

• Actual Disbursement Date (required)

  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) (required)

  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? (required)

  If yes, complete the Interest Liability section below.

• Disbursement Method (required)

Interest Liability Assessment

This section documents whether excess cash days created a potential interest obligation and how that amount was estimated.

• Number of Excess Days (Beyond TSA Threshold) (required)

  Days held minus TSA threshold days.

• Applicable Treasury Interest Rate (%) (required)

  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 ($) (required)

  Calculated as: Drawdown Amount × (Interest Rate / 365) × Excess Days. Show your calculation in the notes field.

• Interest Calculation Methodology / Notes (required)
• Interest Remittance Action (required)

Expenditure Reconciliation

This section ties the drawdown back to the general ledger, subrecipient activity, and remaining balance so the cash record matches accounting records.

• General Ledger Account Code(s) Charged (required)

  List all GL account codes to which this drawdown is posted.

• Total Expenditures Posted to GL ($) (required)

  Sum of all expenditures posted in the GL for this drawdown period.

• Unexpended Balance Remaining in Award ($) (required)

  Total award amount minus cumulative drawdowns to date.

• Does This Drawdown Include Subrecipient Pass-Through Funds? (required)
• Subrecipient Name(s) and DUNS/UEI

  Required if subrecipient pass-through funds are included. Per 2 CFR § 200.332.

• Reconciliation Status (required)
• Reconciliation Notes / Variance Explanation

Supporting Documentation

This section holds the source evidence that proves the timing and amounts recorded in the log.

• Payment System Confirmation / Screenshot (required)

  Upload the drawdown confirmation from ASAP, G5, PMS, or other payment system.

• Expenditure Report or GL Detail (required)

  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

This section creates the approval trail that shows the entry was checked, certified, and signed off before filing.

• Preparer Certification (required)

  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 (required)
• Preparer Signature Date (required)
• Reviewer / Supervisor Name and Title (required)
• Reviewer Comments or Conditions
• Reviewer Approval Decision (required)
• Reviewer Electronic Signature (required)
• Reviewer Signature Date (required)