Reclamation Financial Assistance Memorandum (RFAM) No. 02-01
Supplement 1
84-27800
ADM-13.00
MEMORANDUM
To:
Regional Director, PN, MP, LC, UC, GP
Attention: PN-3700, PN-6300, MP-3800, LC-3100, UC-440,
UC-450, GP-3800
Director, Administrative Service Center
Attention: D-2940
Director, Management Services
Attention: 84-27800, 84-27810
From:
Linda Waring-Wilson
Manager, Acquisition and Assistance Management Services
Subject: Reclamation Financial Assistance Memorandum (RFAM) 02-01 - Supplement 1 - Conversion to the Automated Standard Application for Payment (ASAP) System for Payments to Recipients of Grants and Cooperative Agreements
1. Purpose. This purpose of this memorandum is to transmit additional information regarding procedures for the conversion to the ASAP system for payment of advances and reimbursements to recipients of grants and cooperative agreements.
2. Effective date. This RFAM is effective upon issuance.
3. Expiration date. This RFAM is in effect until canceled or superseded.
4. Background. On February 15, 2002, RFAM 02-01 was issued to provide information on the steps being taken by Reclamation in conjunction with the conversion to the ASAP payment system for recipients of financial assistance agreements. The RFAM stated that additional documents were being developed which would provide further guidance and information on new procedures resulting from the conversion.
5. Explanation of Changes.
a. The following documents have been developed to provide guidance to your office in converting existing recipients and their agreements to the ASAP payment system and are included as attachments to this memorandum:
(1) ASAP Plan Detail – Conversion Phase – This document lists the steps that are involved with converting existing agreements to ASAP and denotes those responsible during each step of the conversion.
(2) Administrative Regulations for Recipients of Grants and Cooperative Agreements – This document summarizes some of the administrative regulations applicable to the award and administration of financial assistance agreements. These regulations will take on increased significance due to the conversion to ASAP; and, therefore, it is imperative that Grant and Cooperative Agreement Officers (GCAO) and Grant and Cooperative Agreement Officer Representatives (GCAOR) are fully aware of and able to properly apply these regulations during the award and administration of financial assistance agreements.
Attached to this document are copies of (1) 43 CFR 12 – Administrative and Audit Requirements and Cost Principles for Assistance Programs, and (2) Office of Management and Budget Circular A-102 – Grants and Cooperative Agreements with state and Local Governments.
b. The following documents have been developed and will be sent under separate cover:
(1) Modification of Assistance Agreement, Form 7-2278(02-02) – This attachment contains suggested wording for modifications to agreements which are required as a result of the conversion to ASAP.
(2) Conversion Modification Provisions – This document contains suggested provisions which may be necessary to add to agreements as a result of the conversion.
(3) Transmittal Letter for Agreement Modification –This letter contains suggested wording for transmittal of the conversion modification.
(4) Letter to Recipients on Reasons for ASAP Payment Restrictions – This letter contains suggested wording to inform recipients that their usage of the ASAP payment system will contain restrictions.
c. This office will continue to develop additional guidance and documents which will be used for enrolling recipients in ASAP after the conversion phase has been completed in September, 2002.
6. Action required.
a. Should you wish to obtain additional information regarding ASAP, or to review the Department of the Treasury, Financial Management Service, manuals for payment requestors or Federal agency users, this information is available at http://www.fms.treas.gov/asap/.
b. Please make further distribution of this memorandum to all GCAOs and GCAORs in your Regional/Denver Office.
7. Point of contact. If you have questions regarding the conversion, please contact Stephanie Bartlett, Procurement Analyst, at 303-445-2427.
Attachments