Automated Standard

Application for

Payments (ASAP)

Session #34

by

Felicia Harmon Darby

Director, Financial Operation

Division

May 5, 2015

Topics Organizational Structure

Payments

ASAP

Enrollment

Receiving Funds

Release of Funds

Returning Funds

Challenges

VACANT

Branch Chief

FMB I

Priscilla Bosco

Team Lead

Jeffrey Sweet

Branch Chief

FMB II

Sophia Wilson

Staff Accountant Debora Hutcherson

Financial Analyst

Tracy Turton

Financial

Management

Specialist Jimese Price

Financial

Management

Specialist

Mark Simmons

Staff Accountant

May Ling McKee

Staff Accountant

Jameal Clark

Team Lead

Aurea Anderson

Team Lead

Vacant

Team Lead

Shama Bano, CPA

Team Lead

Ray Derby, CPA

Financial

Management

Specialist

Vincent Young

Financial

Management

Specialist

Tonette Bridgwaters

Financial

Management Analyst

Justyn Lopaczyski

Budget & Accounting

Tech

Kenyata Hankerson

Financial

Management

Assistant.

Vacant

Staff Accountant

Garri Azrelyant

Staff Accountant

Kimberly Turner

Financial

Management

Assistance

Ebonie Royal

Financial

Management

Specialist

Financial Close Out

Team Cash Rec 2 Cash Rec 1 Operation Team Payments Team

Financial Operation Division Organization Structure Felicia Harmon-Darby

Director, Financial Operation

Division

Doyle Chedick

Staff Account

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

How Do New Grantees Receive NIFA Grant Funds?

What is ASAP?

ENROLLMENT PROCESS

7

ENROLLMENT STEPS

Enrollment Initiator (EI)

Point of Contact (POC)

Head of Organization (HOO)

Authorizing Official (AO)

Financial Official (FO)

8

Returning Funds to ASAP

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.

ASAP Account Balance Inquiry

Example: Payments cannot

be returned via ACH or Fed

Wire if the Cumulative

Authorization exceeds

79,000.

13

“I do not see the account listed for my NIFA award. What’s wrong?”

14

• 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

“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 12/01/2015 12am (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.

“What procedures should be followed if changes occur within the

organization?” • Changes are:

• POC names

• Address

• E-mail

• Telephone number

• The primary contact for all Recipient Organization ASAP.gov changes:

• Kansas City Financial Center at 855-868-0151 (option 2, option 3 for support)

16

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 202-401-4527. Please allow 24-48 hours for us to respond and research your request.

Questions? Comments? Concerns?