How This Works
Six stages, start to finish: setting up the engagement, collecting your governing documents, assembling and checking each draw, reviewing it for compliance, and getting you reimbursed. Watch the explainer video.
1Engagement Setup Available now
We start by setting up your engagement with Rock Advisory Partners. Upload your fully executed professional services agreement on your dashboard. That lets us confirm your deliverables and draw schedule, identify who at your organization needs access to this portal, and confirm the project or projects we'll be handling draws for under this engagement.
2Governing Documents Available now
RAP has already built the complete library of federal and state rules that apply to your project's funding sources. That part is done on our end. What we need from you is the fully executed governing documents for your project, listed below. Upload each one on your project page as it becomes available, and we'll keep this list in sync for both of us.
- Funding agreement, subrecipient/developer agreement, award letter, grant agreement, or other controlling project funding document
- Approved project budget, sources-and-uses schedule, budget amendments, and cost allocation methodology where multiple funding sources are used
- Current agency requisition forms, draw checklists, portal instructions, naming conventions, and deadlines
- Most recent approved draw package and any rejected draw, deficiency letter, monitoring comment, or agency comment log, if applicable
- Construction contract, GMP or schedule of values, pay application form, change-order log, retainage requirements, and construction draw calendar
- Soft-cost budget, sample invoices, proof-of-payment requirements, and approval routing
- Current project status, expected first draw date, your monthly internal deadline, and the staff member responsible for draws and accounting
- Your authorized signatory, certifying official, agency communication lead, and secure file-transfer protocol
- Documentation of any project-specific fund classification, draw, fee, or administrative limit that applies to this particular project
3Draw Package Assembly Available now
RAP starts each new draw here with the checklist your funder requires, broken out by Pay App. Upload each item as it's ready: pay applications, change order summaries, stored materials backup, schedule of values, contract schedules, and lien waivers. Once everything's in, produce the compiled package as one PDF, ready to send.
4Pay Application Entry Checks Available now
On each draw page, upload the pay application as an Excel workbook, such as the DOB Analysis with one "Pay App" tab per pay application. The portal reads the G-703 lines and CDBG-DR columns, ties "previous applications" to the prior pay app, and checks row math, subtotals, retainage, lines billed past budget, CDBG-DR limits, and the one-cent footing test ODR applies to the payment request form. Errors must be corrected and re-uploaded; RAP reviews and clears warnings with a note you can see.
5Submission & Review Coming soon
Before anything goes to your funders, RAP runs a completeness and compliance check against the citations tied to your funding sources, then reviews it personally. If something's missing or doesn't reconcile, you'll get a specific, itemized list back, never a generic rejection.
6Reimbursement Available now
Once a draw is approved, it moves into your funder's own disbursement process, for example a PRHFA or PRDOH requisition form, or a Capital Fund drawdown. RAP tracks that requisition form as one of your governing documents, so it's never lost in an email thread.