Automated Standard Application for Payments (ASAP) Session #34
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1 Automated Standard Application for Payments (ASAP) Session #34 by Felicia Harmon Darby Director, Financial Operation Division May 5, 2015
2 Topics Organizational Structure Payments ASAP Enrollment Receiving Funds Release of Funds Returning Funds Challenges
3 Financial Operation Division Organization Structure Felicia Harmon-Darby Director, Financial Operation Division VACANT Branch Chief FMB I Jeffrey Sweet Branch Chief FMB II Financial Close Out Team Operation Team Payments Team Cash Rec 1 Cash Rec 2 Priscilla Bosco Team Lead Jameal Clark Team Lead Aurea Anderson Team Lead Vacant Team Lead Shama Bano, CPA Team Lead Sophia Wilson Staff Accountant Jimese Price Financial Management Specialist Kimberly Turner Financial Management Assistance Debora Hutcherson Financial Analyst Ray Derby, CPA Financial Management Specialist Ebonie Royal Financial Management Specialist Tracy Turton Financial Management Specialist Vincent Young Financial Management Specialist Kenyata Hankerson Financial Management Assistant. Mark Simmons Staff Accountant Tonette Bridgwaters Financial Management Analyst Vacant Staff Accountant May Ling McKee Staff Accountant Justyn Lopaczyski Budget & Accounting Tech Garri Azrelyant Staff Accountant Doyle Chedick Staff Account
4 Payments To improve customer service NIFA is currently transitioning all awards from HHS to the Automated Standard Applications for Payment System (ASAP). Accounts with PMS as the payment system and an expired period of performance have been closed The open status award(s) that has an unliquidated balance has been placed on manual review. In order to complete the process of transferring the remaining funds; a new ASAP account will need to be established In March 2015, letters were sent to grantees with active PMS accounts with guidance as to how to set up an ASAP account 4
5 How Do New Grantees Receive NIFA Grant Funds?
6 What is ASAP?
7 ENROLLMENT PROCESS 7
8 ENROLLMENT STEPS Enrollment Initiator (EI) Point of Contact (POC) Head of Organization (HOO) Authorizing Official (AO) Financial Official (FO) 8
9
10 Returning Funds to ASAP
11 How to Return Funds ASAP does NOT accept Checks as a method of payment to return funds to NIFA ASAP requires All refund payments or return funds must be processed via EFT (Electronic Funds Transfer) Fed Wire Transfer ACH Transfer If the last withdraw or disbursement from ASAP is less than or equal to 32 days, the refund can be processed through the payment system If the last withdraw or disbursement from ASAP is greater than 32 days, the refund or return funds must be processed through the recipient bank institution Returned funds or payments cannot be credited to a closed or suspended ASAP account. Refund checks inadvertently mailed to NIFA for ASAP accounts will be returned to the recipient organization. A letter will be included with instructions on how to return funds properly to ASAP.
12 ASAP Account Balance Inquiry Example: Payments cannot be returned via ACH or Fed Wire if the Cumulative Authorization exceeds 79,000.
13 13
14 I do not see the account listed for my NIFA award. What s wrong? A signed Cooperative Agreement is needed Read the provisions Grantee account needs to link NIFA s ALC number Period of performance has expired Award was placed on manual review by NIFA 14
15 Why is my account suspended in ASAP? The period of performance expired 8/30/2015 and the 91 day liquidation period past 11/30/2015, the account will suspend on 12/01/ am (EST, CST, PST) The ASAP system has a MIND of it s own!! or systemic challenges occur NIFA delay in processing No-Cost extension request or Continuation awards in ASAP.
16 What procedures should be followed if changes occur within the organization? Changes are: POC names Address Telephone number The primary contact for all Recipient Organization ASAP.gov changes: Kansas City Financial Center at (option 2, option 3 for support) 16
17 Financial Operations Division FMB l Payment Team: Aurea Anderson- Team Lead Mrs. Tracy Turton- Account Maintainer Mr. Vincent Young-Account Maintainer Mrs. Kenyata Hankerson-Enrollment Initiator The Payment team can be can be reached at: ASAPcustomerservice@nifa.usda.gov or Please allow hours for us to respond and research your request.
18 Questions? Comments? Concerns?
Automated Standard Application for Payment (ASAP) pronounced a-sap. Purpose:
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