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State ASAP Users Group MeetingASAP State Users Group Meeting
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| Total # ACH Credits: | 102,576 |
| Total $ ACH Credits: | $41,336,141,031 |
| Total # Fedwire: | 61,040 |
| Total $ Fedwire: | $382,488,677,319 |
| Total $ Disbursed: | $423,824,818,350 |
An overview of the ASAP Customer Board (ACB) purpose and responsibilities was provided.
Release 2.0 Updates
Carol Cole provided an update for the upcoming Recipient Organization (RO) Internet Enrollment (Release 2.0) with an implementation date of Spring2006.
Current (RO) paper enrollment forms will no longer be needed for the Head of the Organization (HOO), Financial Official (FO), and Administrative Official (AO).
Bank changes can currently be done online by the RO's FO though the change to banking data will not be immediate. It takes up to seven business days to satisfy the ACH prenote requirements and three business days for FedWire payments.
ASAP.gov will not allow the FO to delete the only bank account for the RO. There must be a second, active bank account in order for the FO to delete an account.
As previously mentioned in past meetings, we have been working diligently to obtain and/or verify DUNS and TIN information as well as updated individual email addresses for officials. Without these critical pieces of information, an RO will not be able to access ASAP.gov when Release 2.0 is implemented.
The deadline for FO's to link their banking data has been extended. FO's need to provision their banking data so that specific bank accounts are 'linked' to specific Federal Program Agencies. Since FOs are responsible for the accuracy of banking data, they are also liable if the banking information is incorrect.
Every user will now have a profile within ASAP.gov called "My Profile Information". We encourage users to update their contact information as needed.
Voice Response System (VRS) and 1031 users are not affected by the Internet-based Enrollment process for Recipient Organizations. VRS and 1031 users will continue to use the paper enrollment forms
Based on an Enhancement Request from Jerry Scribner, ASAP Customer Board (ACB) State representative from Oklahoma, we now have a Centralized State Coordinator (CSC) role. When state organizations change bank accounts, an email notification is sent to the CSC. Previously, centralized states were not notified if state agencies changed their bank accounts.
Q: Will payments continue to be made to existing accounts?
A: Yes, as long as the FO has tied their banking data to specific Federal Program Agencies.
Q: Is there a limit to the number of bank accounts you can have?
A: The ASAP.gov system limits RO's to a total of eight accounts: four ACH and four FedWire.
Q: Our FO has not been able to link our banking data.
A: Some ROs have not been able to link their banking data. We are contacting FO's to verify and remind them to do so and will assist any FO who has problems.
Q: What is a 1031?
A: It is a unique and highly controlled program that deals with large dollar and time sensitive payments within the ASAP.gov system. An FPA enters into an agreement with a financial institution (FI) and an RO. The FI clears checks issued to service providers by ROs. The FI is paid back through FedWire. An example is reimbursed payments to FIs acting for states for Medicare and Medicaid disbursements.
New Internet Enrollment Preview for Recipient Organizations
Myron Pinkney provided an overview of Release 2.0 and an online demonstration of the new functionality.
While retaining its user friendly steps, the look and feel of the application will change slightly for Release 2.0.
New Roles:
Federal Agency:
Recipient Organization Officials:
The Enrollment Process:
Since the process begins with the POC, it is critical that their contact information be current. Once identified by the EI, the POC receives an email with their ID. Combined with a PIN which is mailed via the U.S. Postal Service, the POC enters information for the organization officials. Each subsequent role has a 45-day window to complete their portion.
With the implementation of Recipient Organization Internet Enrollment in ASAP.gov, changes have been made to 'Initiate Payment Request' functions. As a result, all currently defined payment templates will be deleted by ASAP.gov when we implement Recipient Organization Internet Enrollment. We will notify you by email and by posting messages on the ASAP.gov Homepage and FMS's ASAP.gov website (www.fms.treas.gov/asap) two weeks prior to implementation. All payment requestors using templates must redefine their templates after the implementation of Release 2.0.
Q: What if you have multiple roles?
A: All roles would be together under one ID.
Q: Can ASAP.gov provide reference or addenda information?
A: Yes, it is optional for the user to include this information as a record for tracking purposes.
Future Release Schedule
Release 3.0: Projected Date: 11/2006
Reports (User Requests)
Notification of Change (NOC)
Notification Enhancement
Release 4.0: Projected Date: 4/2007
Federal Agency Enrollment
Training
Dedicated Training Environment
The training application allows current users the ability to access to their data (e.g., account numbers, balances) in a practice environment without any impact to their production data. The current training environment is not always available because it competes with other applications such as testing. The dedicated training environment will eliminate this problem. We will let users know when the training application will be available.
New Tutorial
A new more robust tutorial will be provided as part of Release 2.0. It has a new "Let Me Try"function in addition to the "Show Me" function and can be easily accessed from the Training Environment.
Training Offered by RFCs
In the past we had scheduled specific dates and locations. Unfortunately, due to low attendance and many 'no shows', we had to cancel many of those training sessions. In the near future, we will be posting a registration sheet on the FMS ASAP website for those that are interested in training. Training will be offered at the RFCs located in San Francisco, CA, Kansas City, MO, Philadelphia, PA, and in Washington, DC. Once we get an appropriate number of attendees, specific dates, timeframes, and locations will be announced.
Cash Management Improvement Act Update (CMIA)
Vallerie Krain provided an overview of the CMIA Program.
Preliminary Data
CMIA Annual Report (AR) Performance Metrics
| Performance Matrix | AR 2005 | AR 2004 |
| Total Number Claims: | 1,256 | 1,249 |
| Total Number Federal Interest Liabilities (FIL) Claims: | 267 | 270 |
| Total FIL Claims ($): | $ 4.6 m | $ 2.2 m |
| Total Number FIL Claims Greater Than $5000: | 59 | 41 |
| Total FIL Claims Greater Than $5000 ($): | $ 4.4 m | $ 2.0 m |
| Total Number FIL-Prior Period Adjustment Claims: | 10 | 10 |
| Total Number SIL-Prior Period Adjustment Claims: | 35 | 17 |
| Total Number FIL Claims Denied: | 24 | 27 |
| Total FIL Claims Denied/Partially Denied ($): | $ 1.0 m | $ 0.6 m |
| Percentage FIL Claims Denied ($): | 23% | 29% |
| Number of Deferred Decisions: | 0 | 0 |
| Reimbursed Administrative Costs to the States: | $ 0.9 m | $ 1.0 m |
| Federal Interest Liabilities Paid to States for Tardy Payments | $ 3.6 m1 | $ 1.5 m1 |
| State Interest Liabilities Paid to Treasury for Early Drawdowns | $ 36.9 m1 | $ 17.6 m1 |
Notes:
(1) Primary Explanation for Increased Interest Liabilities: 130% Increase In 13-Week T-Bill Rate 2004-2005
( 0.98% to 2.28%).
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