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Implementation Overview: June 1, 2013 Review of Payments through the Do Not Pay Working System April 25, 2013.

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Presentation on theme: "Implementation Overview: June 1, 2013 Review of Payments through the Do Not Pay Working System April 25, 2013."— Presentation transcript:

1 Implementation Overview: June 1, 2013 Review of Payments through the Do Not Pay Working System April 25, 2013

2 Approach to Pre-Payment Solution Reinforcing the Administration’s ongoing efforts, the Improper Payments Elimination and Recovery Act of 2012 (IPERIA) requires Federal executive agencies to review, as appropriate and before issuance, all payments and awards for all programs through a Do Not Pay Working System by June 1, Treasury will conduct pre-payment checks against databases centrally using payment files that agencies already generate. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 2

3 High Level: What Will Happen on June 1? Once a month, Treasury will compare all Treasury- and Department of Defense-disbursed payments to two databases: – The public version of the Social Security Administration’s Death Master File (DMF) – The System for Award Management (SAM, which includes the former Excluded Parties List) Based on this comparison and business rules established in conjunction with agencies, Treasury will identify individuals and entities that may be ineligible payment recipients because they appear on one or both of these lists. Treasury will report these matches to agencies around the first of each month. Agencies should review matches to determine which represent “improper payments” and provide feedback to Treasury on how to improve results. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 3

4 What Do Agencies Need to Do Prior to June 1? The payment certification and disbursement process will continue unchanged. Agencies need to do three things: – Ensure Treasury has the appropriate point of contacts (2 per agency at the department leve) to whom reports should be sent. – Ensure that point of contacts are able to receive secure s via ZixMail (see Appendix B). – Begin working with Treasury (either as a pilot agency or on regular Thursday calls) to identify appropriate business rules to better target actual improper payments during the matching process. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 4

5 What Data Will Treasury Use for Matching on June 1? Treasury- and Department of Defense-disbursed payments are recorded in Treasury’s Payments Claims and Enhanced Reconciliation (PACER) system. – PACER records include most, but not necessarily all, information on payment files submitted by agencies. Treasury will conduct the comparison once per month using a full month’s worth of payments recorded in PACER. – E.g. all payments bearing a payment date between March 1, 2013 through March 31, – Because the vast majority of these payments are recurring, this comparison serves as a pre- payment review of future month’s payments. Treasury will compare payments from two months prior to the report date. – E.g., For the reports that will be sent to agencies on June 1, 2013, Treasury will compare disbursed payments bearing a payment date between March 1, 2013 through March 31, – This lag will allow Treasury to incorporate post-payment activity, such as payment stops, cancellations, and returns. Treasury will use the most current DMF and SAM data available. – Treasury receives updates of both files on a weekly basis. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 5

6 How Will Treasury Conduct Comparisons? Treasury will compare payee names to the names of entities and individuals listed in the DMF and SAM. Treasury will compare payee TIN (SSN/EIN) to the TIN of entities and individuals listed in DMF and SAM (when available). For DMF, when Treasury identifies a name AND TIN match, Treasury will report this as a “conclusive” match to agencies. – Matches of name only may also be provided at an agency’s request. For SAM, when Treasury identifies a name match, Treasury will report this as a “probable” match to agencies. – The public version of SAM does not include Social Security Numbers. To the extent EINs and/or DUNS numbers are available, Treasury will attempt to match those. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 6

7 What Kind of Analysis Will Treasury Conduct Prior to Reporting Matches? To reduce the number of matches resulting from the comparison of payments to DMF and SAM that are definitively not “improper payments”, Treasury conducts the following analysis prior to reporting matches to agencies: – Payments that have been stopped, cancelled, or returned following disbursal are removed. By comparing payments disbursed two months prior to the report (e.g., payments bearing an March date for reports sent to agencies on June 1), Treasury is able to utilize post-payment activity during the month prior to the report (e.g., post payment activity during May for the June report) to identify and remove matches that were stopped, cancelled, or returned. – Treasury is also working with agencies to identify “business rules” that define when a payment to individual or entity listed on the DMF or SAM is “proper”. Treasury will use these rules, whenever possible, to remove matches consistent with agency business rules. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 7

8 How Are Agency-Specific Business Rules Captured? Working with pilot agencies, Treasury has developed the following process for identifying agency-specific business rules to identify payments that would appear in a simple comparison but that are actually proper payments based on an Agency’s rules or polices: – Step 1: Initial one-hour working session Goal: identify 2 to 4 rules Based on rules identified by other agencies – Step 2: Apply agency-specific business rules during the next month’s comparison – Step 3: Follow-up session with Agency Goals: Determine if initial rules were applied correctly and identify additional rules that emerge If necessary, Treasury will work with Agencies to identify a sample of matches and conduct an in-depth analysis to identify potential business rules The process is iterative. – Our goal is to provide only relevant matches as quickly as possible. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 8 *Many agencies have already engaged in this process. Treasury will be reaching out to all agencies, but any agency that would like to begin immediately should contact Treasury.

9 How Will Matches Be Returned to Agencies? Following comparisons of payment files to the DMF and SAM and Treasury analysis and filtering, Treasury will create a report (see Appendix A) that includes: – A summary of matches, by ALC – A spreadsheet listing each match, by TIN and including data about the payment (including, payment file account number, payment value, payment date, and payee name) and data found in the DMF or SAM (e.g., date of death). – Explanations of the data used and matching process. Treasury will this report to the point of contacts identified by each agency. – To minimize the risk of sending the wrong file to an agency, at this time Treasury is sending one report for each agency, rather than reports for specific Bureaus or Programs. Treasury will use a secure system to distribute results (ZixMail). Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 9

10 What Should Agencies Do After Receiving the Matching Report? Do Not Pay Relationship Managers at the Federal Reserve Bank of St. Louis, acting on behalf of Treasury, as well as Treasury staff, are available to answer any questions. Agencies should review matching results and assess: – Which payments are proper and which are improper. – If additional or improved business rules could help Treasury provide more useful reports. When PROPER Payments are Identified: – Contact your Do Not Pay relationship manager to discuss the business rule that allows for a payment to be made to an individual or entity appearing on the DMF or SAM. – Treasury will work to incorporate this rule into future comparisons and exclude these proper payments from future reports. When IMPROPER payments are Identified: – Take appropriate action to stop, cancel or reclaim the payment. – If the payment is recurring, ensure that controls are in place to avoid making the payment in future months. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 10

11 How Will We Measure Effectiveness? Under IPERIA, OMB must provide reports to Congress that include an evaluation of whether the Do Not Pay Initiative has reduced improper payments or improper awards. As a starting point, Treasury is working to develop simple, user-friendly process where Agencies can report back to Treasury on the disposition of matches. – E.g., Of the matches identified, how many were determined to be “proper”. Agencies can help by establishing processes to track internal actions taken as a result of correctly identified improper payments. We will continue working to identify the most effective approach for ongoing reports. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 11

12 What’s Next? Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 12 Provide pre-payment information to agencies based on prior-month files using the Payments, Claims, and Enhanced Reconciliation (PACER) file. Provide pre-payment information to agencies about their DNP matches using real time payment files submitted through PAM and viewable in the DNP Portal. Provide the ability to stop or flag payments deemed improper before they are made. Phase 1Phase 3Phase 2 June 1, 2013 August 24, 2013May/June 2014

13 What Should Agencies Do to Prepare for Phase 2? Convert to the PAM file format as soon as possible. Continue to work with Treasury to refine your business rules. Sign up for the Do Not Pay portal. – Allows access to additional data sources and improves the ability to review reports. Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 13

14 How Can I Contact Do Not Pay? Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System 14 Contact the Agency Support Center, your DNP Relationship Manager (see Appendix C) or visit us at DNP Program Director:

15 Appendix A: Example Summary Matching Report Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System

16 Appendix A: Example Detailed Matching Report Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System ALC Account Number Payment File TIN Payment Identification CodePayee Name Payment Type Payment Date Payment Value Check/A CHDMF Name DMF SSN Date of Death (DOD) DOD to Payment Date Difference Post-Payment Activity (Payments Stopped/Not Stopped) XXXXXX XX JOHN JONESV2/1/ AJOHN JONES /2/ Not Stopped Payment DatePayment Value Check/A CHEPLS NameCityStateZipClassification Ban Start Date Ban End Date CT CodeExclusion Type 2/19/ AWILLIAM SMITHWashingtonDC20250Individual1/20/200412/31/2999Z1Prohibition/Restriction 2/5/ APROPER PAYMENT COSt. LouisMO63101FIRM4/20/200312/31/2999RIneligible (Proceedings Completed) Death Master Files Detail Results Example EPLS Detail Results Example

17 Appendix B: ZixMail Implementation Overview: June 1, 2013 Review of Payments and Awards Through the Do Not Pay Working System Your DNP relationship manager will help you No cost to using Agency; no Agency security clearance needed Built-in encryption, served by central off-site server, easy to use The first time you receive a secure , you are asked to register at the Secure Message Center. Registration is a one-time, quick and easy process. – You receive an message in your Inbox notifying you that you have a message in the Secure Message Center. The message contains an Open Message button that will take you to the Registration page. 1.Click the Open Message button in the message. NOTE: If your program does not support active links, cut and paste the link provided in the message into your browser. The Registration page displays with your Address already filled in. 2.On the Registration page, enter a Password that complies with the password rules shown. 3.Re-enter your password. 4.If you want to view the Secure Message Center in another language, select the language you want from the Language drop down box. For more information on using the Language feature, see Specifying Your Language. 5.Click Submit Password. – The Secure Message Center opens and displays your message. You now have access to the Secure Message Center. When you receive a notification in your regular Inbox: – If you have not already registered, go to Registering. – To read the message: 1.Open the notification message in your Inbox. Click the hyperlink within the or click the Open Message button. The Sign In page for the Secure Message Center displays if you have not chosen the Remember Me option. 2.If needed, sign in using your registered Password. Your message displays. 3.Just as with all reply to, delete, or forward the message.


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