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Overview

Once a contract has been approved in the Grants Gateway, the contractor can initiate payment requests and submit them to the State agency for processing.

Note: State contracts vary in terms of payment types and submission schedules. These details can be found in Attachment D: Payment and Reporting Schedule of the approved contract.
 

Start and Find a Payment

 

Start a Payment

Once a contract has been approved, payment requests can be initiated by users in the following roles: Grantee, Grantee Contract Signatory, Grantee Payment Signatory, and Grantee System Administrator.

Note: Contractors can not log payment requests during contract development and approval.

  1. Access the contract by using the Contract Search.
  2. On the Contract home page, click the Progress Reports and Related Documents link.
  3. Click on the Initiate a Payment link. A new payment request will be created and the user will land on the corresponding “Payment Main Page.”  The payment will be in the status of “Payment in Process.”
  4. Click on the Forms Menu link.
  5. Select the Payment Properties link.
  6. Complete all required fields and click the Save button.  Based on the Payment Properties entered, additional forms will be added to Forms Menu for completion.

 

Find a Payment

The Grants Gateway allows contractors to view all their State contract payment requests in one single location.  All payment requests can be accessed from the Grants Gateway home page by using the Payment Search.

Enter Payment Details and Uploads

Once a payment request has been initiated, payment details must be entered and any required supporting documentation uploaded. These actions can be completed by users with the following roles: Grantee, Grantee Contract Signatory, Grantee Payment Signatory, and Grantee System Administrator.

  1. From the Payment Main Page, click on the Forms Menu link.
  2. Enter the payment details as follows
    • Select the Advance Payment Request form if the payment request is for start-up or operational funding. Complete all required fields and click the Save button.
    • Select the Claim Detail form if the payment request is to obtain reimbursement for documented expenditures against the contract budget. Complete all required fields and click the Save button.
  3. Upload any supporting documentation required by the State agency on the Payment Uploads form.  Click the Save button after each upload.

 

Note: Requirements vary by State agency and program. Contractors will need to obtain specific guidance from their agency contact. 
 

 

Certify a Payment

Once the payment details have been entered and any required supporting documentation has been uploaded, the contractor must certify the Payment request. Certification is required before the request can be submitted to the State agency for review. Only the Grantee Payment Signatory role can certify a request.

  1. From the Payment Main Page, click on the Forms Menu link.
  2. Select the Claim Detail form and scroll to the Payee Certification section.
  3. Click the Accept button.
  4. Click the Save button. 
  5. The payment details are now locked for editing. If changes are needed prior to submission, reverse the above process to reopen the form for editing.

 

Review a Payment Voucher

The Grants Gateway automatically creates a Payment Voucher for user convenience. Before submitting a payment request, review the voucher.

  1. From the Payment Main Page, click on the Forms Menu link.
  2. Select the Payment Voucher Preview link. The system will generate the voucher.
  3. Click on the Open button.
     

Submit a Payment

After the payment request has been certified and reviewed, it must be submitted to the State agency for processing.

  1. From the Payment Main Page, click the Status Changes link.
  2. Apply the status of "Payment Information Submitted."
  3. Review the required attestation and click the I Agree button.
     

Helpful Tips

  1. Program Requirements: Know the expectations of the State agency program manager or contract manager overseeing your contract. It is important to understand that each agency and program may have different submission requirements.
  2. Advances: Some State agency contracts allow the contractor to request start-up or operational funding to begin or continue work. The State agency program manager or contract manager will be able to tell you if your contract provides for an advance. This information can also be found in Attachment D Section IA of the contract. Keep in mind receipt of an advance payment creates debt on the part of the contractor that must be repaid in full.
  3. Claim Frequency: State agency contracts require the contractor to submit payment requests according to a schedule, such as: monthly, quarterly, or annually. The State agency program manager or contract manager will be able to tell you the required frequency. This information can also be found in Attachment D Section ID of the contract. 
  4. Preparedness: Before logging in, have all documents readily available, including invoices and proof of payment. All items must align with contract requirements. Files must be provided in .PDF format for claim submissions.
  5. PDF Standards:  Ensure that the PDFs are readable and not password protected. Follow your program manager or contract manager’s guidance for document preparation.

  6. See Vendor User Manual below for complete directions on payment requests. 

 

 

Vendor User Manual

The Vendor User Manual is a comprehensive guide for Grants Gateway users.