The Payment Team

northcarolinasweekManagement

Nov 10, 2013 (4 years and 1 month ago)

74 views





National Institute of Food and
Agriculture


NIFA


Financial Operations Division (FOD)


NERAO Conference 2011

by Eric D. Still
-
Branch Chief FMB1

FOD
-
BACKGROUND


Responsible for monitoring and oversight of $
2.2B
federal grant assistance
program



serves
as the focal point for the agency’s financial management
activities



plans, directs, coordinates, and manages programs of payments for formula
funds, grants, cooperative agreements, special projects, and other Federal
assistance instruments administered by
NIFA



coordinates the financial assistance activities with Department of Health &
Human Services

Payment Management System (DHHS


PMS) and the
Automated Standard Application for Payments (ASAP.)


FOD
-
BACKGROUND


Responsible for oversight and enforcement of the Federal Appropriation Law



Protects the Agency to ensure compliance of the Anti Deficiency ACT (ADA) Article 31
U.S.C
§

1341(a)(1)(A)


Involving the government/agency in any obligation to pay money before funds have been appropriated for
that purpose, unless otherwise allowed by Law.
31 U.S.C
§
1341 (a)(1)(B
)


Making or authorizing an expenditure, creating or authorizing an obligation under, any appropriation or
Fund in excess of the amount available in the appropriation or Fund.


Making obligations or expenditures in excess of an appointment or reappointment, or in excess of the
amount permitted by the agency regulations.
Article 31 U.S.C. 1517(a)


An Officer or Employee who “knowingly and willfully” violates any of the three provisions cited above shall
be fined not more than $5K, imprisoned for not more than 2 years or both.
Article 31 U.S.C
§§

1350,
1519


Protects the Agency to ensure compliance of Freedom of Information Act

Financial Operations Division

Tonya R. Johnson

Financial Operations
Officer/Division Director

Eric D. Still

Branch Chief FMB1

Idelisa Valentin

Branch Chief FMB2

Financial Operations Division



Core Responsibilities:



Obligate
Liability


Authorize

Certify
Funds

ASAP

Reconcile

Close Out

FMB1
-
Funds Management Branch 1

The FMB1 structure consist of three separate teams:



The Operation Team (OT)



The Payment Team (PT)



The Recipient & Reporting Team (RRT)

Financial Operations Division




OPERATIONS TEAM

FMB1
-
Operations Team


Verify awards for recommendations



Obligating all grants in the Grant Management System/Accounting System


CREEMS
-
Grants System


FMMI
-

Accounting System


Provide financial status reports to Budget



Provide financial status reports to Congress



Oversee Inter
-
Agency Agreements program for NIFA



Reconcile 4801 Fund and TAS account with Treasury



Financial Operations Division




PAYMENT TEAM


FMB1
-
Payments Team


Enrollment and creation of accounts in ASAP



Authorization of ASAP/PMS accounts



Certification of funds in ASAP/PMS



Manage the FOD ASAPcustomerservice email box.


FMB1
-
Payments Team

ASAP System:


NIFA utilizes the Automated Standard Application for Payments (ASAP)
system to distribute grants throughout the United States. ASAP is a web
-
based electronic payment and information system developed by the Financial
Management Services (FMS) under the Department of Treasury and the
Federal Reserve Bank of Richmond



ASAP allow grantee institutions receiving federal grants to draw down funds
from accounts pre
-
authorized by NIFA. ASAP receives payment requests and
transmits payment to either the Federal Reserve Bank or the U.S. Treasury
for deposit into the grantee’s bank account.

FMB1
-
Payments Team

Enrollment;



The FMB1 Budget Technician verifies the enrollment status in ASAP.



The FMB1 Budget and Technician enrolls NEW grantees in ASAP base on the Duns#
(Duns and Bradstreet) and EIN# (Employer Identification Number) listed on the SF
-
424.



Once the Grantee is enrolled, Treasury ASAP customer service representative will
email the User ID to the AR (Authorized Representative listed on the SF
-
424). The
password will be mailed to the address provided on the SF
-
424.


FMB1
-
Payments Team

Enrollment
-
Con’t


The Grantee has
45

days to complete each step of the following enrollment categories in ASAP.




Initiates RO and POC


Point of Contact Names Organization Officials


Head of Organization Approves Official


Authorization Officials Defines Recipient Profile


Authorizing Official Defines Recipient Organizations Users


Financial Official Defines Banking Information



If the Recipient fails to complete all steps, the enrollment status will be rejected in ASAP and funds
will be delayed

FMB1
-
Payments Team

Create/Authorize/Certification;



The FMB1 Budget and Financial Specialist create the account in ASAP/PMS
for authorization



The FMB1 Financial Management Specialist Authorize and loads the money
on the account in ASAP/PMS




The Certifying Officer review and approve the payment to certify the funds in
ASAP/PMS. At this point, the funds are available to the Grantee for
withdrawal


Payments Team
-
Cont


FOD ASAP customer service


vs.

Treasury ASAP customer

service









FOD Payment Team
-

Con’t


Financial Operations Division ASAP Customer Service

Telephone
:
202
-
401
-
4237

Hour of Operation M
-
F 7:30am to 4pm

www.ASAPcustomerservice.nifa.usda.gov


Categories:


Payment Status


Return Funds




FMB1
-
Payment Team
-

Con’t

Treasury ASAP customer service

Regional Contact Information

Hour of Operation M
-
F 7:30am to 4pm

www.fms.treas.gov/asap/


Time Zone



Reginald
Financial Center


Contact
Number

Eastern



Philadelphia




(215)
-
516
-
8021

Central



Kansas City




(816)
-
414
-
2100

Mountain/Pacific


San Francisco



(510)
-
594
-
7182


Categories
:


ASAP User ID and Password


Set
-
up Bank Information


Assist with Enrollment


Set
-
up Payment Method





FMB1
-
Payment Team
-

Con’t


Treasury
ASAP customer service

Regional Contact Information

Hour of Operation M
-
F 7:30am to 4pm

www.fms.treas.gov/asap


Categories Con’t


Notification that ASAP account is due to expire


Notification of rejected bank information



Financial Operations Division




RECIPIENT AND REPORTING TEAM


FMB1
-
Recipient and Reporting Team


grant close out
-
process (10,000+ grants)


receipt of all SF
-
269s 2006 and
prior, SF
-
424s 2009 and forward


tracking
all grants from 1996 to present ensuring close out


identifying new grants that are eligible for close out


notifying all grantees
of grants due to expire and unused funds will be de
-
Obligated by
9/15/20XX


enforcing status reports required within the 90 days expiration date of the
grant. (All must be
completed)


Final report sent to AMD for review and approval


AMD send notification FMB1
-
RRT


FOD Certify the funds


Grantee withdraw funds


FMB2
-
Cash Reconciliation Team



monthly Fund Balance with Treasury (FBWT) reconciliation


reconcile 90 Treasury Symbols monthly which identify the year of
appropriation


reconcile and resolve any un liquidated obligations


reconcile and resolve any abnormal balances on the financial
statements


process government to government payments (IPAC)


serves as the audit liaison for the agency




FOD
-
Contacts




Tonya R. Johnson


FOO/Division Director
tjohnson@nifa.usda.gov



Main
Number: 202 401
-
4527


Fax
Number : 202 690
-
2239



FMB1


Eric D. Still
-

Branch Chief


estill@nifa.usda.gov


Jameal Clark (OT
-
team leader)
jaclark@nifa.usda.gov


Vacant Position (PT
-
team leader)


Sophia Wilson (RRT
-
team leader)
swilson@nifa.usda.gov



FMB2


Idelisa Valentin
-

Brach Chief ivalentin@
nifa.usda.gov


Jeffrey Sweet (CRT 1

team leader)
jsweet@nifa.usda.gov


Linda Ning (CRT2


team leader)
lning@nifa.usda.gov


Financial Operations Division

Q/As