Transcript Slide 1

National Institute of Food and
Agriculture – NIFA
ASAP Enrollment ProcessFrom A Grantee Point of View
by Eric D. Still-Branch Chief FMB1
ASAP Enrollment Process
Background ASAP System:
 The purpose for moving to the Automated Standard Application for
Payments (ASAP) from the legacy Payment Management System
(PMS) was to be in compliance with OMB A-123 internal controls
related to the monitoring and oversight of a $1.3B federal assistance
program.
 In FY2010, NIFA rolled out ASAP to allow grantees to withdrawal
federal funds. The Automated Standard Application for Payments
(ASAP) system is a payment system use 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.
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ASAP Enrollment Process
Background ASAP System cont:
 ASAP allows 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. NIFA has disbursed over $2.2B in
federal assistance payments since FY 2010.
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ASAP Enrollment Process
FOD ASAP Award Letter:
 The ASAP award letter is emailed to the AO (Authorized Official). This should
be the same person identified on block 19 of the SF 424.
 The ASAP award letter includes the following information:
 The Award number 2012-36100-XXXX
 Name of the Institution
 FOD ASAP customer service email
 Treasury ASAP customer service information by Region
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ASAP Enrollment Process
Today’s Agenda:
 ASAP Award Letter
 6 steps of the ASAP Enrollment Process
• Initiate Enrollment
• Point of Contact (POC)- names Organization Officials
• Head of the Organization- Approves Official
• Authorized Official-Defines Recipient Profile
• Authorizing Official-Defines Organizations Users
• Financial Official-Defines Banking information.
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ASAP Enrollment Process
NIFA\FOD
Point of Contact
Enrollment Initiator
Verifies RO data is correct
Identifies RO Officials
Identifies RO to be enrolled
Head of Organization
Approves RO Officials
Authorizing Official
Financial Official
Verifies RO’s Data, Identifies & Maintains
Users & Role(s)
Enters & Maintains Banking
Information
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ASAP Enrollment Process
•
Background cont
 The Automated Standard Application System (ASAP) has a verification
methodology where NEW grantees must complete the enrollment process
before federal funds can be distributed. Using the DUNs (Duns and
Bradstreet) and EIN(Employee Identification Number) as a unique
combination verification tool, this data should agree with the information on
the SF-424 submitted with the grant application through Grants.gov. The
Financial Operations Division of NIFA verifies the information for accuracy
and starts the ASAP enrollment process.
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ASAP Enrollment Process
The Enrollment Initiator:

The NIFA Financial Operations Division enters the DUNs (Dun and
Bradstreet)/EIN (Employer Identification Number) that was included on the
SF-424 identifying the type of organization (State, University, Non-Profit,
For-Profit…), and identify the Point of Contact (POC) mailing address.
Note:
1. Each role defined in ASAP will be allowed 45 days to complete
their task. Treasury ASAP customer service representative will
send email remainders to take action on the 35th day and 40th day.
On the 46th day the system will delete the Recipient Organization
(RO) enrollment if no action is taken. If any official defined during
the RO enrollment does not complete their required tasks within
the timeframe defined, it will result in the RO’s enrollment being
deleted.
2. During the initial enrollment of a RO or when any official or user
has been granted access to ASAP, that person must log in within
45 days or their access will be deleted by the ASAP application.
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ASAP Enrollment Process
Point of Contact- the person responsible for assigning individuals to the other
identified roles.
 The Treasury ASAP customer service will notify the POC (recognized by NIFA as the
Authorized Representative in Box 19 of the SF-424) that enrollment has been initiated.
The application will generate an email that will contain the User ID. The pin# or
password will be sent via the US Postal service within four to seven days of the initial
enrollment.
 We recommend the POC call the Treasury ASAP customer service unit (215)516-8021
to ascertain a temporary pin # over the phone. This will expedite the enrollment process.
 The POC logs into ASAP using the User ID and Password. The POC will be prompt to
answer a series of security authentication questions, and change the temporary
password to a final password.
 The POC will be prompt by the ASAP system to verify the DUNs/EIN and their
information that was entered by the NIFA\Financial Operations Division. Note: This
should match what was submitted on the SF-424 with the grant application through
Grants.gov.
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ASAP Enrollment Process
Point of Contact cont:
 The POC will be required to Accept the POC for this RO (Recipient
Organization).
 IF the POC accepts the role, they will be required to define the Officials for
the RO (Recipient Organization)
 Officials that are required are the Head of Organization (HOO),
Authorizing Official (AO) and Financial Official (FO). These roles must be
maintained by the Recipient Organization (RO) users at all times. Access to
ASAP can be maintained by the individuals logging in every 90 days.
 The POC is responsible for defining, modifying and or deleting officials for
their RO.
 ASAP Treasury Customer Service Representative will notify the Head
of Organization (HOO) that they have been granted access, and provide
them via email the User ID and send via regular mail their temporary
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password the day after the POC completed their task.
ASAP Enrollment Process
Head of the Organization (HOO)- the person who has top management
responsibilities within the recipient organization who
approves the assignment of roles
 The HOO (will receive an email from Treasury ASAP customer service unit identifying
their User ID. The temporary password will be sent via US postal service. This may
take up to 4 to 7 days to receive the pin. We recommend the HOO to call the Treasury
ASAP customer service unit (215)516-8021 to ascertain a temporary pin # over the
phone. This will expedite the enrollment process.
 The HOO logs into ASAP using the User ID and Password. The HOO will be prompt to
answer a series of security authentication questions, and change the temporary
password.
 The HOO is responsible for approving officials Point of Contact (POC), Authorizing
Officer (AO), Financial Official (FO) and Re-delegated Head of Organization (RHOO).
Only the HOO can approve a Re-delegated Head of Organization.
 ASAP Treasury Customer Service Representative will notify the Authorizing Officer
(AO), Financial Officer (FO), and any other official, that were defined, that they have
been granted access, and provide them via email the User ID, and send via regular
mail, their temporary password, the day after the HOO approved their access.
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ASAP Enrollment Process
Authorizing Official (AO)- the person who will be responsible for the organizations
profile data and identifying the individuals that will need
access to ASAP account information.
 The AO (will receive an email from Treasury ASAP customer service unit identifying
their User ID. The temporary password will be sent via US postal service. This may
take up to 4 to 7 days to receive the pin. We recommend the HOO to call the Treasury
ASAP customer service unit (215)516-8021 to ascertain a temporary pin # over the
phone. This will expedite the enrollment process.
 The AO logs into ASAP using the User ID and Password. The AO will be prompt to
answer a series of security authentication questions, and change the temporary
password.
 The AO is responsible for first verifying the RO (Recipient Organization) profile is
correct (DUNs/EIN, RO Name, and Type of Organization) and second to define the
Payment Requestor and or Inquirer users.
 ASAP will notify the Payment Requestor and Inquirer, if define, that they have been
granted access to ASAP, and provide them via email the User ID, and send via regular
mail, their temporary password, the day after the AO defines the users.
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ASAP Enrollment Process
Financial Official (FO)- the individual responsible for the organizations
banking data.
 The FO (will receive an email from Treasury ASAP customer service unit identifying
their User ID. The temporary password will be sent via US postal service. This may
take up to 4 to 7 days to receive the pin. We recommend the FO to call the Treasury
ASAP customer service unit (215)516-8021 and ascertain a temporary pin # over the
phone. This will expedite the enrollment process.
 The FO logs into ASAP using the User ID and Password. The FO will be prompt to
answer a series of security authentication questions, and change the temporary
password.
 The FO is responsible for defining the bank data that the funds will be deposited into
for this RO.
 If an ACH account is defined that account will not become active for seven (7) business days.
 If a FEDWIRE account is defined that account will not become active for three (3) business days.
 Once the FO receives the confirmation page for defining the banking data, the date the
account becomes active will be displayed.
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ASAP Enrollment Process
Now You Are Enrolled in ASAP: what’s next!
 ASAP will notify NIFA\Financial Operations Division the next business day that
the enrollment is completed.
 NIFA\ Financial Operations Division will create the RO (Recipient Organization)
account in ASAP.
 NIFA\ Financial Operations Division should allow seven (7) business days to the
date they received the notice that the enrollment is completed. The US Treasury
requires this time to verify the bank information.
 Once the bank information is verified by the US Treasury, NIFA\ Financial
Operations Division will authorize funding on the RO’s ASAP account.
 The NIFA-Certifying Officer will be required to wait until the bank account
becomes active before funding can be certified.
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ASAP Enrollment Process
FOD will “Show You The Money”
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Summary
Today we have:
 Discussed the ASAP Award Letter
 Discussed SF-424 and the Authorized Representative
 How to obtain a ASAP User ID and password
 Discussed the 6 steps in the ASAP Enrollment process
 Defined the roles of each of the RO’s representatives
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ASAP Enrollment Process
Treasury ASAP customer service
Regional Contact Information
Hour of Operation M-F 7:30am to 4pm
www.fms.treas.gov/asap/
Time Zone
•
Eastern
•
Central
•
Mountain/Pacific
Reginald Financial Center
Philadelphia
Kansas City
San Francisco
Contact Number
(215)-516-8021
(816)-414-2100
(510)-594-7182
Frequently Ask Questions:
Categories:
•
ASAP User ID and Password
•
Set-up Bank Information
•
Assist with Enrollment
•
Set-up Payment Method
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ASAP Enrollment Process
Financial Operations Division ASAP Customer Service
Telephone: 202-401-4527
Hour of Operation M-F 7:30am to 4pm
Email: [email protected]
Frequently Ask Questions:
Categories:
Payment Status
Return Funds
Re-Enrollment
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Financial Operations Division
• Q/As
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