Transcript What is ASAP

Indian Affairs
(Bureau of Indian Affairs and Bureau of Indian Education)
ASAP Presentation
Anchorage, AK - December 2013
What is ASAP?
 Automated Standard Application for Payments (ASAP) is
a centralized all-electronic payment and information
system;
 It allows grantee organizations to draw from accounts pre-authorized
by federal agencies
 It is Internet Based and User-Friendly, Similar to Internet-Based
Home Banking or Bill Payment Technology
 It is highly secure and 508 compliant
 In Fiscal Year (FY) 2013, the Bureau of Indian Affairs
(BIA) implemented FBMS (Financial & Business
Management System) interface with ASAP. All grantee
organizations are required to enroll in ASAP.
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ASAP Registration
 To register in ASAP you need the following:
1.
2.
3.
Data Universal Numbering System (DUNS). To Obtain a DUNS
number, contact Duns and Bradstreet at 866-970-2536 or online at
http://www.dnb.com .
Register DUNS in the System for Awards Management (SAM) at
www.sam.gov.
Enroll in ASAP using active DUNS.
 Vendors are responsible for maintaining /renewing their
registration in SAM yearly by logging into www.sam.gov (See
SAM’s online handbook at www.sam.gov for more
rules/regulations).
 Any questions or problems when renewing your SAM
registration should be directed to the SAM help desk which
can be accessed by visiting www.fsd.gov or calling 866-6068220.
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Registering your DUNS in ASAP
 The DUNS used by the grantee organization to register
in ASAP will be associated with their ASAP ID.
 Organizations with multiple DUNS numbers may need to
register each one separately in ASAP.
 Only one DUNS number can be associated with an ASAP
ID.
 To correct DUNS in ASAP, organizations need to file an
Organizational Action Request form with the Treasury to
change it.
 Tribe should contact Jo Ann Metcalfe to begin process
to make any changes to the organization’s name, DUNS,
or TIN. There are specific procedures to follow to submit
the OARA form.
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ASAP Enrollment Process
 BIA Federal Enrollment Initiator identifies the Recipient Organization
(RO) and enters the information cited on the enrollment form into
ASAP.
 Unique DUNS, TINS and email address are required.
 Role of the Point of Contact is critical to the ASAP.gov enrollment
process.
 On the same day IA enrolls a recipient, Treasury sends an automated
email to the recipient’s Point-of-Contact to review all their user
information, It is important the POC reviews all information submitted
to Treasury and accepts or makes necessary changes.
 The recipient has 30 days to complete their part of registration with
Treasury. RO Point of Contact confirms information entered by the
Agency's Enrollment Initiator and identifies the recipient organization’s
officials (Head of Organization, Authorizing Official, Financial Official,
etc.)
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ASAP Enrollment Process (cont.)
 ASAP allows 31 days for each named role to do their
tasks.
 If the recipient has not completed their part of the
enrollment with ASAP, the file is deleted and the
recipient organization must begin the enrollment
process again with the BIA.
 When the recipient completes the enrollment, they
become “Active” in ASAP. There is a 7-10 business
days wait before funds can be drawn while ASAP
verifies recipient financial information.
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ASAP Enrollment Form
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ASAP Key Roles
Key Role
Description
Head of Organization
Approves the officials identified by the
point of contact.
Authorizing Official
Confirms the recipient organization’s
information and identifies the users
(Payment Requestor or Inquirer) who
need access to the ASAP.gov
application.
Financial Official
Enters the bank account information for
the recipient organization. (Instructions
sent with enrollment)
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How are Funds Made Available?
 Awarded funds are transmitted from FBMS to the
Treasury’s ASAP on-line application.
 BIA Certifying Official (CO) certify the funds in ASAP.
 Funds are available for drawdown by recipient
organizations.
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ASAP Common Issues
 Grantee organizations are required to enroll with each individual
Federal Government agency/bureau that they receive grants using
the Agency’s Location Code (ALC). The ALC for BIA is 14200699.
 The funds cannot be certified by BIA’s Certifying Officers due to
bank data errors.
 Bank data errors could result from banking information not being
linked or bank/bank account number has been changed.
 ASAP Account Maintainers will notify and assist the recipients to
resolve the bank data errors and funds are certified afterwards.
 If recipients/grantee organizations are not able to see their awards
or the amount of award is incorrect; they should contact their
awarding officials.
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Bureau of Indian Affairs ASAP
Contact Information
 Michelle McCormick
Self-Determination Officer / Financial Assistance Lead
(612) 725-4588
[email protected]
 Kathleen Sigurdson
Financial Specialist / ASAP Troubleshooting
(703) 390-6565
[email protected]
 Jo Ann Metcalfe
Grants Specialist / ASAP Enrollment Initiator
(505) 563-3308
[email protected]
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Treasury ASAP Contact
Information
 Richmond Federal Reserve Bank, 804/697-8384
 ASAP Password Resets
 Last Name and Email Address Changes
 RFCs Day-to-Day Operational Support
 Kansas City 855/868-0151, Press 2, then Press 3
 FMS ASAP General Information and Program Updates
 http://www.fms.treas.gov/asap
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Q/A and Wrap-Up
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