Publication Date: September 2003
Bulletin ID: DLB-03-39
Summary: GAPS Shutdown - September 26, 2003 to October 5, 2003
Posted on 09-23-2003
September 2003
DLB-03-39
Subject: GAPS Shutdown - September 26, 2003 to October 5, 2003
Dear Partner,
This letter notifies you that September 30, 2003 marks the end the fiscal year for the Department of Education. Some of the Department's core financial systems, including the Grant Administration and Payment System (GAPS), will be unavailable from September 26, 2003 through October 5, 2003, while the Department finalizes its processing and accounting for Fiscal Year 2003. The GAPS website will not be available on Wednesday, October 1, 2003, but it will be operational during the rest of the shutdown period. As a result of the shutdown, there will be a temporary delay in receiving money.
What does this mean for my school?
ADVANCED FUNDED SCHOOLS
Advanced Funded (Option 2) schools will be able to request drawdowns via the GAPS website as usual, except for October 1, 2003. As a result, you may experience delays in the receipt of funds requested immediately prior to that date. Schools should plan their drawdowns accordingly. However, all cash management rules should still be followed to the extent possible.
PUSHED CASH SCHOOLS
All actual disbursement records with a disbursement date through October 2, 2003 must be received and accepted by COD no later than 3:00 PM ET, Thursday, September 25, 2003, in order for them to be included in the drawdown prior to the shutdown of GAPS. Records submitted after the above time or records with disbursements dates after October 2 will be funded after GAPS re-opens on October 6, 2003.
Additionally, schools that have disbursement dates of October 3, October 6, or October 7 may not receive their money until sometime after that disbursement date. This is because COD will not accept disbursements more than 7 days in advance, and GAPS will not be available to process requests until October 6, 2003.
We appreciate your patience and understanding during this required shutdown period. If you have any questions, please contact COD School Relations at 800/848-0978 or via email at CODsupport@acs-inc.com. We thank you for your ongoing partnership in the Direct Loan Program.
Sincerely,
Jane Holman
Acting Director, Title IV Delivery
Schools Channel