Presentation on theme: "National Institute of Food and Agriculture – NIFA"— Presentation transcript:
1National Institute of Food and Agriculture – NIFA Financial Operations Division (FOD)NERAO Conference 2011by Eric D. Still-Branch Chief FMB1
2FOD-BACKGROUNDResponsible for monitoring and oversight of $2.2B federal grant assistance programserves as the focal point for the agency’s financial management activitiesplans, directs, coordinates, and manages programs of payments for formula funds, grants, cooperative agreements, special projects, and other Federal assistance instruments administered by NIFAcoordinates the financial assistance activities with Department of Health & Human Services –Payment Management System (DHHS – PMS) and the Automated Standard Application for Payments (ASAP.)
3FOD-BACKGROUNDResponsible for oversight and enforcement of the Federal Appropriation LawProtects 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, 1519Protects the Agency to ensure compliance of Freedom of Information Act
4Financial Operations Division Tonya R. JohnsonFinancial Operations Officer/Division DirectorEric D. StillBranch Chief FMB1Idelisa ValentinBranch Chief FMB2
5Financial Operations Division Core Responsibilities:Obligate LiabilityAuthorizeCertify FundsASAPReconcileClose Out
6FMB1-Funds Management Branch 1 The FMB1 structure consist of three separate teams:The Operation Team (OT)The Payment Team (PT)The Recipient & Reporting Team (RRT)
8FMB1-Operations Team Verify awards for recommendations Obligating all grants in the Grant Management System/Accounting SystemCREEMS-Grants SystemFMMI- Accounting SystemProvide financial status reports to BudgetProvide financial status reports to CongressOversee Inter-Agency Agreements program for NIFAReconcile 4801 Fund and TAS account with Treasury
10FMB1-Payments Team Enrollment and creation of accounts in ASAP Authorization of ASAP/PMS accountsCertification of funds in ASAP/PMSManage the FOD ASAPcustomerservice box.
11FMB1-Payments Team ASAP 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 RichmondASAP 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.
12FMB1-Payments Team Enrollment; 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 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.
13FMB1-Payments Team Enrollment-Con’t The Grantee has 45 days to complete each step of the following enrollment categories in ASAP.Initiates RO and POCPoint of Contact Names Organization OfficialsHead of Organization Approves OfficialAuthorization Officials Defines Recipient ProfileAuthorizing Official Defines Recipient Organizations UsersFinancial Official Defines Banking InformationIf the Recipient fails to complete all steps, the enrollment status will be rejected in ASAP and funds will be delayed
14FMB1-Payments Team Create/Authorize/Certification; The FMB1 Budget and Financial Specialist create the account in ASAP/PMS for authorizationThe FMB1 Financial Management Specialist Authorize and loads the money on the account in ASAP/PMSThe 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
16FOD Payment Team- Con’t Financial Operations Division ASAP Customer ServiceTelephone:Hour of Operation M-F 7:30am to 4pmCategories:Payment StatusReturn Funds
17FMB1-Payment Team- Con’t Treasury ASAP customer serviceRegional Contact InformationHour of Operation M-F 7:30am to 4pmTime Zone Reginald Financial Center Contact NumberEastern Philadelphia (215)Central Kansas City (816)Mountain/Pacific San Francisco (510)Categories:ASAP User ID and PasswordSet-up Bank InformationAssist with EnrollmentSet-up Payment Method
18FMB1-Payment Team- Con’t Treasury ASAP customer serviceRegional Contact InformationHour of Operation M-F 7:30am to 4pmCategories Con’tNotification that ASAP account is due to expireNotification of rejected bank information
19Financial Operations Division RECIPIENT AND REPORTING TEAM
20FMB1-Recipient and Reporting Team grant close out-process (10,000+ grants)receipt of all SF-269s 2006 and prior, SF-424s 2009 and forwardtracking all grants from 1996 to present ensuring close outidentifying new grants that are eligible for close outnotifying all grantees of grants due to expire and unused funds will be de-Obligated by 9/15/20XXenforcing status reports required within the 90 days expiration date of the grant. (All must be completed)Final report sent to AMD for review and approvalAMD send notification FMB1-RRTFOD Certify the fundsGrantee withdraw funds
21FMB2-Cash Reconciliation Team monthly Fund Balance with Treasury (FBWT) reconciliationreconcile 90 Treasury Symbols monthly which identify the year of appropriationreconcile and resolve any un liquidated obligationsreconcile and resolve any abnormal balances on the financial statementsprocess government to government payments (IPAC)serves as the audit liaison for the agency
22FOD-ContactsTonya R. Johnson – FOO/Division DirectorMain Number:Fax Number :FMB1 – Eric D. Still- Branch ChiefJameal Clark (OT-team leader)Vacant Position (PT-team leader)Sophia Wilson (RRT-team leader)FMB2 – Idelisa Valentin- Brach ChiefJeffrey Sweet (CRT 1 –team leader)Linda Ning (CRT2 – team leader)