Payments to U. S. Recipients

Enroll

U.S. Fish and Wildlife Service (FWS) grants to U.S. recipients are paid through U.S. Treasury’s Automated Standard Application for Payments (ASAP).  ASAP is a Federal-wide system.  State and local governments, non-profits, universities, as well as some individuals are already using the system to draw funds for awards received through other Federal agencies.

ASAP:

  • Eliminates the requirement for SF-270, Request for Advance or Reimbursement, or SF-271, Outlay Report and Request for Reimbursement for Construction Programs;
  • Makes funds available to recipients so they reduce the time between doing the work and getting paid for it; and
  • Is available to anyone who has access to a computer with Internet service

For you to receive your payments on time, you must:

  • Have a Data Universal Numbering System (DUNS).  You do not need a DUNS number if you are an individual who is not connected to a business you own or operate.  Dun and Bradstreet issues the DUNS number to federal grant applicants free of charge online at http://fedgov.dnb.com/webform
  • Have an active registration in the Central Contractor Registry (CCR).  If you are receiving funds as an individual not operating as a business, you are not required to register in CCR.  You can register in CCR or obtain additional CCR information online at https://www.bpn.gov/ccr/default.aspx.
  • Complete and send the ASAP.Gov Participation Form to us. If you have an existing account with another Federal agency, please indicate your ASAP ID on the form. You will receive further instructions as soon as we initiate your ASAP enrollment.

When completed, send an electronic copy of your ASAP enrollment form to your FWS Grant Officer via email.

If you are unable to use an electronic payment management system such as ASAP, please contact your FWS Grant Officer to initiate a waiver request.

After you submit your ASAP.gov Participation Form to FWS, our ASAP team will initiate your enrollment. The ASAP.gov system will send an email to you containing your ASAP User ID and notify you that your password will be mailed to you.

If your organization is already enrolled, your Point of Contact will receive an email informing him/her that FWS has initiated enrollment and your Financial Officer  will receive an email instructing him/her to link existing banking information to the FWS Agency Locator Code in ASAP.gov.  ExistingRecipientBanklink.pdf

Once you have received your password, your organization’s Point of Contact (POC) must log onto ASAP.gov and confirm him/herself as POC and identify the Head of Organization (HOO), Authorizing Official (AO), and Financial Officer (FO).

When POC completes identification of officials, the ASAP.gov system sends email to the HOO containing ASAP User ID and notification that password will be mailed to HOO. Once the HOO receives the password, he or she must log on to ASAP.gov and approve the officials identified by the POC.

When the HOO completes approval of the officials, the ASAP.gov system sends emails to the AO and FO containing their User IDs and notification that passwords will be mailed to them. Once they have received their passwords they must log into ASAP.gov and complete these actions:

  • FO enters organization’s banking information;
  • AO defines recipient organization information and adds new users assigned as Payment Requestors and other roles.

Then enrollment is complete. It takes the U.S. Treasury up to 10 business days to validate your bank information. Only after this validation period can we deposit grant funds to your ASAP account.

Drawdown

When your organization has enrolled in ASAP.gov you will be able to drawdown grant funds. There are tutorials on the ASAP.gov website, accessible to enrolled participants explaining how. In addition you may learn about initiating payments here: ASAP Initiating Payment.ppt. ASAP help contact information can be found here: http://www.fms.treas.gov/asap/contacts.html.

If you encounter any issues with enrollment or access to funds, please send an email to ASAPEnrollment@fws.gov with the following information:

Recipient Name:
Person to Contact:
Phone Number:
ASAP ID:
FBMS Award Numbers (ask your FWS Grant Officer for this information):
Description of Error Message:  Please be very specific.  Provide a screen shot if possible.

Common System Issues and Solutions

1. You have not completed your enrollment in ASAP.
If you do not know the status of your ASAP enrollment, please send an email to ASAPEnrollment@fws.gov. In the subject line type "Checking Status." Provide your DUNS number, organization name (if applicable), and contact information (name, phone number, and State).

2. You are enrolled with another Department of the Interior bureau but not U.S. Fish and Wildlife Service.
There are other steps involved in linking your existing ASAP ID to our account. Please complete the ASAP Participation Form and email it to ASAPEnrollment@fws.gov so we can help you complete the process.

3. You completed your enrollment recently but cannot see your funds in ASAP.
It takes the U.S. Treasury up to 10 business days to validate your bank information.  Only after this validation period can we send your funds to your ASAP account.  Add 12 working days to the date that you completed enrollment to check your funds in ASAP.

4. You need training on how to draw funds in ASAP.
The ASAP Initiating Payment PowerPoint document will show you how.

5. You do not know what Account ID to use.
The ASAP account ID is the same as your grant number. Contact your FWS grant officer if you still need help.

6. You have an active registration but cannot access funds.
There was a U.S. Treasury system glitch in September that caused banking data to be unlinked from the Service's account. Here are the instructions to re-link the banking information for existing recipients and new recipients.

7. You are getting ERROR 839: No accounts found matching criteria.
Your award has multiple lines of accounting in our financial system. Enter your FBMS award number followed by the wildcard % in the Account ID field.

8. You have over 90 days of inactivity in ASAP and your account is now locked.
If you do not log into ASAP every 90 days to change your password, ASAP will lock you out of the system. To regain access, please call one of the regional U.S. Treasury ASAP Help Desks.   The representatives from U.S. Treasury will assess your unique situation and provide you with instructions on how to reactivate your ASAP account. The list of ASAP Help Desks is as follows:

  • Philadelphia (215) 516-8021 (For the Eastern Time Zone and users in Colorado, Idaho, Montana, New Mexico, Utah, and Wyoming)
  • Kansas City (816) 414-2100 (For the Central Time Zone and users in Alaska, Arizona, California, Nevada, Oregon, and Washington)
  • San Francisco (510) 594-7182 (For users in Hawaii, Guam, Northern Mariana Islands, and the American Samoa)

Please have your ASAP Recipient ID ready when calling these help desks for faster service.

Report

As a condition of your grant you must submit annual progress reports to your FWS grant officer. The information here is a general discussion of reporting requirements; your grant officer will inform you of the exact conditions of your award.

Annual Financial Reporting
At minimum, financial reports will be due annually, and may be due more often, up to quarterly. Financial reports are to be filed using the SF-425 Federal Financial Report. Please report on all grant and matching funds, but do not include other federal non-matching contributions to your project. Although the SF-425 can accommodate reporting on multiple awards, the NAWCA program will only accept SF-425 Financial Reports for a single grant. Do not report multiple awards on one form.

To submit an annual financial report, complete items 1 – 9 on the SF-425, then lines 10 d – k, skipping lines 10 a – c. If you have earned any income because of project activity (lease income on grant or match tracts, for example), enter that information on lines 10 l – o. Line 10i should be the entire match amount committed, as it appears on your Award. Line 10j should be all expended old and new match funds. If your organization has a negotiated indirect cost rate and indirect costs were included in your proposal budget, complete line 11. Then certify the form by filling out section 13, and mail the form with the original signature to your Grant Officer. The report may be filed any of these ways:


A. A printed SF 425, Federal Financial Report, with the signature of the recipient’s authorized representative;

B. A printed SF 425 with the representative’s signature affixed by stamp or other mechanical means if the instrument used is:

(1) In the signer’s general possession and control,

(2) Applied by the signer or by another with the signer’s authority, and

(3) Intended by the signer to constitute his/her signature;

C. An electronically submitted scanned or faxed copy of A or B; or

D. An electronically completed SF 425 with an electronic signature of the recipient's authorized representative.

USFWS requires all assistance award recipients to follow a standardized report schedule. The annual reporting period is dependent on the award’s performance start date.

Schedule for Annual Interim Financial Reports
Award Performance Start Date Annual Interim Report End Date Annual Interim Report Due Date
(90 days after report end date)
January 1 December 31 March 31
January 2- March 31 March 31 June 29
April 1 March 31 June 29
April 2- June 30 June 30 September 28
July 1 June 30 September 28
July 2- September 30 September 30 December 29
October 1 September 30 December 29
October 2 – December 31 December 31 March 31

Quarterly Financial Reporting
If the Recipient chooses the ability to receive advance payment of Federal funds through the electronic funds transfer process, quarterly financial reports are required during the entire project period. Quarterly reports are required if you have the option to request advances, even if you do not exercise this option. In addition a quarterly report must be filled each quarter regardless of whether you have expended any grant funds during that quarter. Federal Cash Transactions must be reported quarterly on the SF-425 and e-mailed to your NAWCA grant officer. You will use one Federal Financial reporting form for each grant, but you will provide different information on it for annual and quarterly reports.

To submit a quarterly report, fill out sections 1-9 on the SF-425, then section 10 a-c, and certify in section 13. If you have any grant funds you have drawn down but not expended, explain how long you have had the funds on hand and why in section 12.
                    
Quarterly financial reports are due on the following dates:


Reporting Quarter
SF-425 due date
January 1 – March 31 April 30
April 1 – June 30 July 30
July 1 – September 30 October 30
October 1 – December 31 January 30

Progress Reporting
Annual progress reports will be due when your annual financial report is due. The Grant Administration Standards governing your award will provide details.

Subrecipient Reporting
Recipients of awards that include any funds obligated after January 2012 are required to report executive compensation and subaward information under the Federal Funding Accountability and Transparency Act (FFATA). Information must be reported via the FFATA Subaward Reporting System www.fsrs.gov. The information is subsequently published on www.usaspending.gov.  You must report on qualifying subawards by the end of the month following the month in which the subaward was issued. More information is available at www.usaspending.gov/sub-award-documents.

Recipients must report the following information:

  1. for the recipient DUNS number and the DUNS number of their sub-awardee(s), the names and total compensation of the five most highly compensated officers of the entity if the entity in the preceding fiscal year received 80 percent or more of its annual gross revenues in Federal awards; and $25,000,000 or more in annual gross revenues from Federal awards; and the public does not have access to this information about the compensation of the senior executives of the entity through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. See FFATA § 2(b)(1).

In addition, recipients must report the following information related to each subaward if the Federal award amount is equal to or over $25,000 at any time during the project period:

  1. name of the entity receiving the award;
  2. amount of the award;
  3. information on the award including transaction type, funding agency, Catalog of Federal Domestic Assistance number, program source, and award title descriptive of the purpose of each funding action;
  4. location of the entity receiving the award and primary location of performance under the award, including city, State, congressional district, and country;
  5. unique identifier of the entity receiving the award and the parent entity of the recipient, should the entity be owned by another entity; and

Recipients must report executive compensation and subaward information by the end of the month after the subaward was made.  For example, if a subaward was made on December 18, the information must be entered by January 31.