PAP.11.2.110 Drawdowns

(a) The following cash drawdown procedures will govern the drawing of cash from the various funding agencies to ensure the drawing of federal cash will minimize the time between funds received from the U.S. Treasury and disbursements made to vendors:

(1) All grant drawdowns are prepared and processed by the Accounting Specialists, or other assigned staff.

(2) Funds are requested following the protocols of each funding source and after any required reviews and approvals.

(3) For normal drawdowns, the Compliance Department reviews each of the Federal programs after month-end close and processes a drawdown monthly, or more often as needed.

(4) For construction projects, the Executive Director or designee informs the Accounting Department three (3) days in advance before a large payment is needed so funds can be drawn prior to making the payment.

(A) Certified payroll reports are required on construction projects unless waived in writing by the funding agency, in compliance with Davis Bacon Related Acted (DBRA). Waiver of requirements must also be attached to the payment request just as certified payroll reports must be attached to all payment requests to the Accounts Payable staff before a payment can be made to the vendor.

(5) When the drawdown is complete, a printout is made of the cash drawdown and filed in the grant file. Copies are given to the Tribe's Accounting Department and the Compliance Department for the master file.

(6) The Compliance Department must provide documentation supporting the dollar amount being drawn down and to be in compliance with the Federal grants reporting requirements according to 2 CFR §200.302(b)(3), titled "Financial Management. " Supporting documentation includes:

(A) Drawdown printout,

(B) Grant and drawdown summary report,

(C) Revenue/expenditures report for each grant,

(D) Trial balance (TB) summary,

(E) General ledger account (GLA) detail, and

(F) Cumulative general ledger account (GLA) detail for closeout final reports.

(7) Accounting Specialists will complete the drawdown and record the drawdown by entering the transaction in the general ledger (GL).

(8) The Tribe's bank account is reviewed each business day by the Accounting Specialists and when the drawdown is deposited in the bank account, cash is debited, and Grant Revenue is credited within the general ledger (GL) for the incoming cash. An adjustment is made to the receivable at year-end close with an accrued/deferred journal entry (JE).