How to Draw Down Grant Funds Using G5 Gov: A Step-by-Step Guide

Once your organization has been awarded a federal education grant, the next step is critical: drawing down the funds. Through the G5 Gov system, grantees can request payments, track disbursements, and manage federal money securely and compliantly.

This guide explains exactly how to draw down funds using the G5 Gov payment management module.

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💼 What Is a Drawdown in G5 Gov?

A drawdown is a formal request to withdraw grant funds from the U.S. Department of Education to your institution’s bank account. It must reflect actual, allowable expenses already incurred under your grant’s scope.

⚠️ Submitting drawdowns in advance of need or without proper documentation can lead to audit issues or disallowed costs.

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✅ Step 1: Log In to Your G5 Gov Account

Visit https://www.g5.gov and log in using your:

• Username and password
• Role with payment access (e.g., Payee or Financial Officer)

Make sure your account is active and tied to the correct DUNS/UEI and grant.

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✅ Step 2: Navigate to “Payment” Section

Once inside the G5 dashboard:

• Click on the “Payment” tab
• Choose “Create Payment Request”
• Select the grant award number you want to draw from

You’ll now see a screen where you can initiate a new drawdown.

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✅ Step 3: Enter Payment Information

Fill in the required fields:

• Amount requested (must match allowable expenses)
• Payment date (typically today)
• Bank account info (already registered during award setup)
• Payment Type: Request funds or return funds
• Optionally: Add internal notes for your records

⚠️ The amount must not exceed your available balance or violate your grant budget.

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✅ Step 4: Review and Submit the Drawdown

Before you submit:

• Double-check the award number and amount
• Ensure all required reports (performance, financial) are up to date
• Click “Submit Request” to send the drawdown to ED’s payment system

You will receive a confirmation screen with a reference number.

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📊 Step 5: Track Payment Status

After submission, you can monitor payment processing:

• Go to “View Payment History”
• Use filters (date range, award number, payment ID)
• Check for statuses like “Submitted,” “Processed,” “Paid”

Most payments are made within 1–3 business days, depending on your institution’s banking partner.

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🧾 Step 6: Document and Reconcile

After receiving funds:

• Match drawdowns with your internal accounting
• Store backup documents (invoices, payroll, receipts)
• Use drawdown records for quarterly SF-425 reports

Being audit-ready starts with clean, traceable financial documentation.

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🛡️ Compliance Tips for Drawdowns

• Never draw more than needed for immediate expenses
• Do not “park” funds in your account
• Submit drawdowns at least monthly (unless otherwise noted)
• Ensure authorized users only
• Report any drawdown errors immediately to the G5 Help Desk

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📞 Need Help?

If your payment fails, freezes, or shows incorrect info:

• Contact the G5 Help Desk
  📧 edcaps.user@ed.gov
  ☎️ 1-888-336-8930

Provide your award number, payment ID, and a description of the issue.

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Final Thoughts

Mastering the drawdown process in G5 Gov is essential for keeping your grant-funded project running smoothly. With the right steps, clear records, and careful timing, your organization can access federal funds efficiently and stay in full compliance.

👉 Log in to www.g5.gov and request your first drawdown with confidence.