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Manage Your NGDISM Grant Award

Reimbursement Requests

PHMSA will pay for a recipient's cost after it is posted to the recipient's accounting records. Recipients shall not request reimbursement of a cost before the recipients have entered into a legally binding obligation for that cost (i.e., a signed and executed grant agreement).

At the time of award, the Recipient will provide their Grants Management Specialist (GMS) the name, email address, and telephone number of no more than two contacts to obtain access to Delphi to request reimbursement. The Recipient will receive an email with information to set up the account in Delphi, once the access has been approved.

Delphi e-Invoicing is the system for the submission, review, and approval of grant payment requests. Reimbursement requests for NGDISM grantees are processed via Delphi at https://einvoice.esc.gov/. Please contact Delphi's Help Desk from 6 AM-9 PM EST Monday-Friday at 1-405-954-3000, Option 4, Option 3 or toll free at 1-866-641-3500, Option 4, Option 3.

Reimbursement Request Forms

To request reimbursement, the Recipient must use the SF-271 for construction projects (with or without equipment), or the SF-270 for equipment-only projects.

Construction Projects:

Equipment-Only Projects:

Please review the following for additional information:

Required Reports

During the term of the grant, all NGDISM grantees must submit:

  • Progress reports on a quarterly basis
  • Financial reports on a quarterly basis
Quarter Dates Due Date
First Quarter October 1-December 31 January 30
Second Quarter January 1-March 31 April 30
Third Quarter April 1-June 30 July 30
Fourth Quarter July 1-September 30 October 30

Please note that reports are not expected from grantees who are completing NEPA requirements.

Progress Reports

NGDISM grantees are required to submit a quarterly progress report, which will be used to track project activities and progress against the approved project plan. Grantees should record and report progress for the current reporting period.

Construction Projects:

Equipment-Only Projects:

Please review the following for additional information:

Federal Financial Reports

NGDISM grantees are required to submit a Standard Form (SF) 425 Federal Financial Report on a quarterly basis, which will be used to compare the rate of a grantee's actual expenditures to the planned amounts in the approved project budget. PHMSA may analyze financial information against performance data to verify that expenditure amounts align with project activities.

Federal Financial Reports are submitted to PHMSAPipelineBILGrant@dot.gov; please cc your assigned GMS.

Construction and Equipment-Only Projects:

Please review the following for additional information:

Monitoring

Monitoring is an important aspect of post-award grants management. It ensures that a recipient meets the requirements imposed on federal funds.

PHMSA monitors grant performance by phone calls and emails and requiring grant recipients to submit quarterly financial and progress reports. PHMSA will also conduct site visits and desk audits to be sure federal regulations and the terms and conditions of the grant agreement are being followed. Additionally, awardees expending over $1,000,000.00 of federal funds within a year are required to complete a single or program specific audit. A single audit is an organization-wide audit, where an independent auditor reviews a sampling of programs and management practices to develop a picture of whether the organization is financially healthy and in compliance with grant and other legal requirements.

For a single audit, the auditor must determine whether the:

  • Recipient's financial statements are presented fairly in all material respects in conformity with generally accepted accounting principles.
  • Schedule of Expenditures of Federal Awards (SEFA) is presented fairly in all material respects in relation to the auditee's financial statements taken as a whole.
  • Recipient has complied with laws, regulations, and provisions of the grants and contracts that may have a direct and material effect on each of its major programs.

A program-specific audit is an alternative to a single audit when the auditee has only one federal program (2 CFR 200.501 and 2 CFR 200.507).

Arranging for and procuring the services of the independent auditor to perform the single audit falls to the auditee. The auditee is responsible for preparing the financial statements and the SEFA.

A corrective action plan will ensue to bring the grantee into compliance if deficiencies are found.

Closeout

Closeout is the process by which PHMSA formally ends a grant agreement and is required by federal regulations. The closeout process determines that all applicable administrative actions and work required under the award have been completed. NGDISM grant recipients are responsible for closing a grant when all applicable administrative actions and required work has been completed and all reporting requirements are met.

The closeout process typically takes place at the end of a grant’s period of performance but may occur sooner if a project is completed ahead of schedule. Grantees must take required actions and submit required closeout documents no later than 120 days after the grant's period of performance end date (closeout deadline) or as soon as the project is complete.

Grantees should notify their NGDISM grant specialist when a grant is ready for closeout and all project work and deliverables are complete. This should be no later than 90 days prior to the grant's period of performance end date. Grantees may receive reminder or follow up emails leading up to and throughout the closeout process. If a grantee determines that they will not be able to complete the project by the period of performance end date or submit their final reports by the closeout deadline, they must contact their grant specialist for guidance on extending the grant agreement no later than 90 days before the period of performance end date.

Grantees may not incur new costs after the period of performance end date. Grantees should complete their final reimbursement request in Delphi prior to submitting their final financial report (SF‐425) to their grant specialist. Grantees will also need to complete and submit a final progress report.

Additional Resources

Last updated: Friday, October 3, 2025