Download our LogoPayment and Financial Reporting Instructions for Grantees
Attention
The National Archives is using a new payment provider, Bureau of Public Debt (BPD), Department of Treasury, which uses account information from the Central Contractor Registration (CCR) to make grant payments.
- Registration in the CCR is mandatory to obtain a grant.
The new system's advantages are that you can:
- change accounting and other information as necessary (renew once a year) in the CCR.
- avoid any delays to payments or the need to send information to us separately.
Register with CCR
To register with Central Contractor Registration (CCR):
- Go to the CCR website
- Search using your DUNS (Dun and Bradstreet number)
(How to Obtain a DUNS Number)
- If the information is current (within a year), you are ready to receive payments.
- If not, register without delay in order to receive funds.
How to Request Payments
Please follow the instructions below and fax us this completed form:
Request for Advance or Reimbursement, Standard Form 270
- We suggest you submit a reimbursable request based on actual expenses, either at the end of the grant period or on a quarterly basis. If necessary, you may make an advance request based on your best estimate of the funds you will need for the time period requested.
- We generally do not advance more than three months' worth of anticipated expenses, and we do not advance the full amount of the grant unless it will be spent within the first three months.
- Payments are generally made within 2 weeks of the request. Both narrative and financial reports must be up-to-date before payment will be processed (see due dates on your Notification of Grant Award and/or extension letter).
The following is a checklist of required fields. If these are incorrect or missing, the form will be returned to you and your payment will be delayed:
- Item 1 is self-explanatory
- Item 2 is self-explanatory
- Item 3 must read "NHPRC"
- Item 4 must be the grant number assigned by the NHPRC (e.g., NARA06GRANT-001)
- Item 5 must be numbered "1" for the first request, "2" for the second, etc.
- Item 6 must be your taxpayer identification number
- Item 7 may be left blank, or you can insert your own account number
- Item 8 must reflect dates within the grant period (see grant notification form or extension letter; both are sent to the project director)
- Item 9 is self-explanatory
- Item 10 should be left blank
- Item 11 or 12, as appropriate, should be completed using only the "Total" column
- Item 13 must be completed and signed by a responsible fiscal agent for the grant
How to Track Payments
Register to use the Treasury Department's PAID System to identify the payments we have made to you since October, 2005.
- If you have trouble with the system, please contact the Bureau of Public Debt at 304-480-7000.
- For payments made before October, 2005, please contact Nancy Copp.
How to Report Financial Status
Financial Status Reports (SF 269 or 269A) are required on a yearly basis, with a final report due 90 days after the end of the grant period.
- Due dates are shown on the Notification of Grant Award form and/or extension letter.
- Be sure to include any cost sharing on the report and check it against the original or revised Application for Federal Assistance (SF 424) and Budget Form (NA Form 17001).
- If there is a difference of 20% or more, please explain the difference in block 12 of the report, or attach a letter.
How to Return Unspent Funds
- Please make your check payable to NHPRC, and mail it to:
Questions?
- Please contact the Commission staff grant administration specialist:
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