ASAP RECIPIENT ORGANIZATION
PROCESSES
AGENDA
•
•
•
•
•
Overview
Enrollment Process
ASAP Functions
Contacts
Frequently Asked Questions
ASAP OVERVIEW
ASAP is an all-electronic payment and information system:
•
Allows Recipient Organizations to draw from accounts pre-authorized by
Federal agencies.
•
Internet based and user friendly
•
Highly secure and 508 Compliant
ASAP features include:
• Online Help Screens and Tutorials
– Convenient to Access and Comprehensive
•
Log On IDs
– ASAP issues individual User IDs and Passwords
•
User-Specific Messages
– Emails, Homepage broadcast messages, and Notifications
•
No Fees to Federal agencies or Recipient Organizations
•
Downloadable Reports and Inquiries
RECIPIENT ORGANIZATION (RO)
ENROLLMENT PROCESS
Federal Agency Enrollment Initiator
Identifies RO to be enrolled
Point of Contact
that RO data is correct
Officials
Verifies
Identifies RO
Head of Organization
Approves RO Officials
Authorizing Official
Verifies RO’s Data,
Identifies & Maintains
Users & Role(s)
Financial Official
Enters & Maintains
Banking Information
FEDERAL AGENCY
ENROLLMENT INITIATOR (EI)
FA Enrollment Initiator (EI) is responsible for identifying the recipient
organizations (ROs) to be enrolled into Automated Standard Application for
Payments (ASAP) to receive their Federal funds.
•
•
Day 1 - EI will input the DUNS/TIN, type of organization (State, University,
Non-Profit, For-Profit, Other), and defines the Point of Contact (POC) with
their mailing address information in ASAP.
Day 1 - ASAP will create the RO profile and provision the point of contact
identified.
Note:
1.
2.
•
Every role defined in ASAP will be allowed 45 days to complete their enrollment
task. ASAP will send email reminders to take action on the 35 th day and 40th day.
On the 46th day the system will delete the RO enrollment if no action is taken.
During the initial enrollment of a RO or when any official or user has been granted
access to ASAP, that person must log in, answer the secondary authentication
questions, create a shared secret and change their temporary password within 45
days or their access will be deleted by ASAP.
Day 2 – ASAP will notify the POC that they have been enrolled and identifies
the agency. Any user or official defined, ASAP will generate an email with
the user ID and will send separately a pin mailer via the regular Postal Mail
with the password within 4 to 7 business days.
RO Point of Contact (POC)
POC is responsible for identifying, modifying, and deleting the RO Officials.
•
•
•
•
•
It may take the POC from 4 to 7 business days to receive the pin mailer with their
ASAP temporary password.
Day 1 - POC logs into ASAP using the User ID and temporary password, answers
the ASAP secondary authentication questions, creates a shared secret, and changes
the temporary password.
Day 1 up to day 45 - POC verifies the correctness of the DUNS/TIN, RO name, and
the POC information that was entered by the FA Enrollment Initiator (EI).
POC will be required to Accept or Decline the role of POC for this RO.
IF the POC declines the role, they must provide a reason.
–
•
•
•
ASAP will notify the FA EI that the POC declined and the EI will need to either define
another POC or correct the problem identified and then restart the enrollment.
IF the POC accepts the role, the POC will define the Officials. Officials that are
required are the Head of Organization (HOO), Authorizing Official (AO), Financial
Official (FO), and additional POCs. These roles must be maintained in ASAP by the
RO users at all times. Access to ASAP can be maintained by the individual users by
logging in every 90 days.
Once the POC has defined all required Officials, the POC tasks for the initial
enrollment is completed.
ASAP will notify the Head of Organization (HOO) that they have been granted
access, and provide them via email the User ID and via regular mail send their
temporary password the next day.
Head of Organization (HOO)
The HOO is responsible for approving officials that are added, modified, or
deleted by the POC.
• It may take the HOO from 4 to 7 business days to receive the pin mailer
with their ASAP temporary password.
• Day 1 - HOO logs into ASAP using the User ID and temporary password,
answers the ASAP secondary authentication questions, creates a shared
secret, and changes the temporary password.
• Day 1 up to day 45 the HOO is required to approve the officials defined
by the POC; Authorizing Official (AO), Financial Official (FO), Redelegated
Head of Organization (RHOO) and any additional POCs. Only the HOO
can approve a Redelegated Head of Organization.
– RHOO acting on behalf of the HOO can only approve POC, AO, and FO.
•
ASAP will notify the official that were defined the next day, after the HOO
approves, that they have been granted access, and provides via email the
User ID, and send via regular mail, the temporary password.
Authorizing Official (AO)
AO approves Recipient Organization profile information and defines, modify
and delete users.
• It may take the AO from 4 to 7 days to receive the pin mailer with their
ASAP temporary password.
• Day 1 - AO logs into ASAP using the User ID and temporary password,
answers the ASAP secondary authentication questions, creates a shared
secret, and changes the temporary password.
• Day 1 up to Day 45 - AO verifies the RO profile is correct (DUNS/TIN,
RO Name, and Type of Organization), and defines the users (Payment
Requestor and/or Inquirer).
• ASAP will notify the Payment Requestor and Inquirer that they have
been granted access to ASAP by the next day. ASAP will send the users
via email the User ID, and send via regular mail, their temporary
password.
(
Financial Official (FO)
FO defines and maintains the banking data for the RO.
• It may take the FO from 4 to 7 days to receive the pin mailer with the
ASAP temporary password.
• Day 1 - FO logs into ASAP using the User ID and temporary password,
answers the ASAP secondary authentication questions, creates a shared
secret, and changes the temporary password.
• Day 1 up to Day 45 - FO is responsible for defining the bank data that the
funds will be deposited into for the RO.
– When an ACH account is defined that account will not become active for
seven (7) business days.
– When a FEDWIRE account is defined that account will not become
active for three (3) business days.
• The FO must also link the agency(s) they do business with to their bank
account. Once the FO receives the confirmation page for defining the
banking data, the date the account becomes active for use will be
displayed.
RO Enrollment Completion
• Once the FO and AO have completed their task, ASAP will activate
the RO enrollment and change the profile status to active.
• ASAP will notify the agency’s Enrollment Initiator and Account
Maintainer the next business day that the enrollment is completed.
• The agency’s Account Maintainer creates the ASAP account.
• The Authorization Entry Clerk enters the funding (authorization) into
the ASAP account.
• The Certifying Officer will certify the funding (authorization) in the
account.
• ASAP sends an online notification to the RO Payment Requestor
anytime an account is created with the account ID and when funding
is approved with the effective date.
RO Enrollment Maintenance
•
•
•
•
•
•
The RO required Officials (HOO, AO, FO and POC) and user (Payment
Requestor) must keep their access active in ASAP by logging in every 90
days.
If the FO needs to change the banking data for the RO, the new bank
account will not usable for 7 business days for ACH or 3 business days for
Fedwire accounts.
If an existing RO is awarded a new grant and they have not accessed
ASAP for over 13 months all users will be deleted and the RO will need to
contact the FMS RFC.
When new Officials or Users are added to an existing RO, once the user is
notified they have been given access to ASAP, the user must log into
ASAP within 45 days or the access will be deleted.
During the RO enrollment if any official does not complete their task timely
it can result in the RO enrollment being deleted.
If users do not receive their temporary password in the mail within 4 to 7
business days, contact the Federal Reserve Bank of Richmond on
804-697-8384 for assistance.
How ASAP Works
Recipient Organizations Business
Functions
• Initiates request for funds online via ACH or Fedwire
• Receives immediate notification when a payment is approved or
rejected
• Available balances are updated immediately
• Unlimited number of draws per day
• Up to four banking relationships per delivery method
• Requestor can create a payment schedule up to one year in
advance
General and Contact Information
Hours of Operations:
Inquiries: 8:00am – 11:59 pm ET Monday-Friday
Fedwire payments (same day) 8:00am-5:45pm ET
ACH payments (next day) 8:00am-11:59pm ET
Website Address:
• ASAP Application: www.asap.gov
• FMS ASAP General Information and Program Updates:
http://www.fms.treas.gov/asap
Important Telephone Numbers:
• RFCs Day-to-Day Operational Support 7:30am-4:00pm
Philadelphia:
(215) 516-8021
Kansas City:
(816) 414-2100
San Francisco:
(510) 594-7182
• Richmond Federal Reserve (804) 697-8384 8:00am-7:00pm ET
ASAP Password Resets/Temporary Passwords
Last Name and Email Address Changes
Frequently Asked Questions
Carol Cole
Manager, ASAP Operations
ASAP Program Office
202-874-6542
carol.cole@fms.treas.gov
• USDA Conference questions 052010