Payment Guidelines for Awardees from National History Publications and Records Commission (NHPRC)
Requesting Payment for NHPRC Awards: A Step-by-Step Guide
To request payment for a National Historical Publications and Records Commission (NHPRC) award, you need to complete and submit the Standard Form SF-270, Request for Advance or Reimbursement. Here's a step-by-step guide on how to do this.
Filling Out the SF-270 Form
- Complete all required sections of the SF-270 form, which generally include:
- Recipient information (name, address, award number)
- Type of request (advance or reimbursement)
- Period covered by the request
- Amount requested
- Certification by an authorized representative
- Provide accurate and detailed financial data supporting the requested payment. You may need to attach documentation such as invoices or expense summaries depending on the specific terms of your NHPRC award.
Specific Instructions for NHPRC Awards
- In Box 4, enter the award number assigned by the NHPRC (e.g., PD-100000-24)
- In Box 6, enter your organization's nine-digit Employer Identification Number (EIN) or Tax Identification Number (TIN)
- In Box 9, enter your organization's name and address as it is registered in the System for Award Management (SAM)
- In Box 2, indicate the method used to record costs in your organization's accounting ledgers
- When filling out Box 1a, select "Advance" if requesting funds for up to 3 months from the date of submission
- If this is the first payment request for this award, enter "1" in Box 5. Number subsequent payment requests sequentially
- Enter all allowable project costs that have been incurred and/or paid by the date provided in the "as of" field in Box 11a
- Include funds only if requesting an advance of NHPRC funds to cover expenses expected to be incurred within 90 days or less from the date of submission in Box 11d
- Select "Final" if this is the last payment request or "Partial" if anticipating a subsequent request in Box 11b
Submitting the SF-270 Form
- Submit the completed form to your assigned Grants Officer for approval. The submission method (email, online portal, physical delivery) depends on NHPRC’s requirements but most grants instruct direct submission to the Grants Officer or their designated contact
- Once complete, email the SF-270 as a PDF to [email protected] for email submission
Additional Considerations
- Payments are made via electronic funds transfer to the account associated with an organization's SAM registration
- Awardees should retain documentation until 3 years after the award is closed out
- Awardees do not need to submit proof (such as receipts, etc.) to NHPRC as part of a payment request
- Payments are usually made within 30 days of submission, but errors can delay processing time
- Reimbursement funds may be requested up to 90 days after the project's period of performance has ended
- Payments should be requested no more than once a month, and most NHPRC awardees request payment on a quarterly basis
Common Errors to Avoid
- Overdue narrative and/or financial reports
- Using a form other than the SF-270
- Submitting payment forms to incorrect email addresses
- Requesting reimbursement for expenses incurred outside the period of performance
- Incorrect calculations on the SF-270
By following these steps, you can ensure a smooth and timely payment process for your NHPRC award. For direct, detailed instructions and a fillable form, contact NHPRC or the agency managing your award.
In the context of requesting payment for an NHPRC award, it's crucial to provide financial data supporting the requested payment in the SF-270 form, as this may require attachment of documentation such as invoices or expense summaries.
The SF-270 form, when filling out Box 9, should contain your organization's name and address as it is registered in the System for Award Management (SAM).
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