national institute of food and agriculture – nifa financial operations division (fod) nerao...
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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 1The 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 TeamASAP 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 TeamEnrollment;
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 TeamEnrollment-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 TeamCreate/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’tFinancial 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’tTreasury 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 [email protected] Main Number: 202 401-4527 Fax Number : 202 690-2239
FMB1 – Eric D. Still- Branch Chief
[email protected] Jameal Clark (OT-team leader) [email protected] Vacant Position (PT-team leader) Sophia Wilson (RRT-team leader) [email protected]
FMB2 – Idelisa Valentin- Brach Chief [email protected] Jeffrey Sweet (CRT 1 –team leader) [email protected] Linda Ning (CRT2 – team leader) [email protected]
Financial Operations Division
Q/As