automated standard application for payments …payments to improve customer service nifa is...
TRANSCRIPT
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Automated Standard
Application for
Payments (ASAP)
Session #34
by
Felicia Harmon Darby
Director, Financial Operation
Division
May 5, 2015
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Topics Organizational Structure
Payments
ASAP
Enrollment
Receiving Funds
Release of Funds
Returning Funds
Challenges
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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
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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
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How Do New Grantees Receive NIFA Grant Funds?
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What is ASAP?
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ENROLLMENT PROCESS
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ENROLLMENT STEPS
Enrollment Initiator (EI)
Point of Contact (POC)
Head of Organization (HOO)
Authorizing Official (AO)
Financial Official (FO)
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Returning Funds to ASAP
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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.
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ASAP Account Balance Inquiry
Example: Payments cannot
be returned via ACH or Fed
Wire if the Cumulative
Authorization exceeds
79,000.
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“I do not see the account listed for my NIFA award. What’s wrong?”
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• 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
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“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.
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“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 855-868-0151 (option 2, option 3 for support)
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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: [email protected] or 202-401-4527. Please allow 24-48 hours for us to respond and research your request.
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Questions? Comments? Concerns?