Reclamation Financial Assistance Memorandum (RFAM) No. 02-01
Supplement 2
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 2 - Conversion to the Automated Standard Application for Payments (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 offering recipients the use of the ASAP system for payment of advances and reimbursements on 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 This RFAM is in effect until canceled or superseded.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. On April 19, 2002, RFAM 02-01, Supplement 01, was issued which contained information and procedures for converting existing agreements to the ASAP system.
5. Explanation of Changes.
a. Acquisition and Assistance Management Division (AAMD) has now sent letters to all recipients who were on the mailing list which was provided by Finance. This letter offered recipients the opportunity to convert existing agreements to the ASAP payment system. AAMD is continuing to receive a few requests for enrollment, but not a large percentage of our recipients have elected to convert to ASAP at this time.
b. With the conclusion of the ASAP Conversion Phase, 84-27800 will no longer be involved in sending out letters inviting recipients to enroll in ASAP. Instead, recipients will be offered the use of the ASAP payment system by the Regional/Denver offices as they award new agreements. An ASAP Plan Detail–New Awards has been developed for the "post-conversion" phase that is now being entered into with the ASAP process, copy attached. This Plan Detail includes procedures for new awards and any future modifications to existing agreements.
c. At this time, you should begin including the new provisions titled Payment Policy, Payment Method, and Reporting Requirements and Distribution, attached, in all agreements which you are awarding (excluding P.L. 93-638 awards). These are the same provisions that were forwarded to you for inclusion in the modifications which converted existing agreements to the ASAP payment system.
d. Recipients should continue to be sent ACH enrollment information, along with the new ASAP Enrollment letter and form, copies attached. The ASAP Enrollment letter should be printed on your letterhead. Recipients are to be directed to return the ASAP form to the Grant and Cooperative Agreement Officer (GCAO) (or another administrative contact in your office) at the address/fax number listed on the forms.
e. If a recipient initially declines enrollment in the ASAP payment system, but later contacts you and wishes to begin using ASAP, it will be necessary to modify the agreement using procedures and forms/letters similar to those which were used to modify agreements during the conversion phase. New documents are being developed for future modifications and will be forwarded to you under separate cover.
f. A new web site is being set up which is accessible from the Reclamation Financial Assistance Handbook web site at http://www.usbr.gov/aamsden/AAMSrfa.html. This site will contain ASAP documents and letters, along with other standard forms, letters, and guidance documents for financial assistance. You will be notified when this web site is activated which is anticipated to be no later than September 13, 2002.
g. The following documents have been developed to provide guidance to your office on including ASAP information in new agreements. These documents are included as attachments to this memorandum:
(1) ASAP Plan–New Awards– This document lists the steps that are required to inform recipients of the option to use the ASAP system when awarding new agreements and for handling any future requests to convert existing agreements to ASAP.
(2) ASAP Enrollment Letter – This letter and the Agency Notification Form are to be forwarded to recipients prior to award of new agreements and offers them the use of the ASAP system.
(3) ASAP Agency Notification Form – Recipients complete and return this form to Reclamation if they wish to utilize the ASAP payment system to receive payments.
(4) Payment and Reporting Provisions – To be included in all new agreements and included during the modification of an agreement to ASAP payment.
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 Grant and Cooperative Agreement Officer's Representatives (GCAOR) in your Regional/Denver Office.
7. Point of contact. If you have questions regarding the ASAP process, please contact Stephanie Bartlett, Procurement Analyst, at 303-445-2427.
Attachments