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March 2, 2005March 2, 2005
Outline
Rules of Payment Certification and Payment by
Program Documentation Cost Analysis Spreadsheet
March 2, 2005March 2, 2005
Who Pays for What Program?
FSA GRP SWCA (NRCS certifies practice & fills out CCC-
1245) CRP
NRCS EQIP - ProTracts WHIP
2004 and current – ProTracts 2003 and older – NRCS State Office
CSP - ProTracts
March 2, 2005March 2, 2005
Rules of Payment Pay:
For a Practice that is complete and meets Standards and Specifications.
Do NOT Pay: For materials not installed For a practice that does not meet
Standards and Specifications For a duplication of payment Overbuilding GM Title 120
Part 404.71
March 2, 2005March 2, 2005
Payment can be made IF…
Payment recipient(s) does NOT exceed payment limitation (if applicable)
Payment recipient(s) is in compliance with HELC/WC
See MatrixGM Title 120Part 404.70
March 2, 2005March 2, 2005
Certification Guidelines Practice Meets Standards and Specifications.
Certification/Calculation based on field checkout and bills/invoices.
Done in ProTracts or hard copy depending on Farm Bill Program (see matrix).
March 2, 2005March 2, 2005
Certification Guidelines
Technician’s Signature (Block 16)
Item 13F = Extent Performed
March 2, 2005March 2, 2005
Certification in ProTracts
Date Practice was Completed
Block 15, if neededWho logged into
ProTracts (block 16)
March 2, 2005March 2, 2005
Calculating Practice Components
Review Bills and Invoices
Identify Components
March 2, 2005March 2, 2005
Practice Payment Calculation
… Cost Share Recap AC = Average cost (AC times % cost share
equals producer payment) AM = Actual cost not to exceed a specified
maximum cost AA = Actual cost not to exceed the average
cost FR = Flat rate (no percentage applied) NC = Non-Cost Share
March 2, 2005March 2, 2005
Payment Calculation
Required Amount Amount must meet the practice standard for
the component. If a minimum amount is entered, it is used to
calculate the payment instead Actual Amount Performed = Installed
Amount Actual Cost = Total Cost
Caps Earned Amount
March 2, 2005March 2, 2005
Participant Signs CCC-1245
Certification by Participant Maintain practice for its life span
James Dell 2/22/05
March 2, 2005March 2, 2005
Participants and Shares
… on the contract Participants are identified on the
contract and the payment shares they should receive.
March 2, 2005March 2, 2005
Participants and Shares
…in ProTracts Participant(s) identified in ProTracts
must coincide with the data on the contract.
ProTracts
March 2, 2005March 2, 2005
Participants and Shares (EQIP)
… in Payment Limitation Database (web)
Data came from FSA’s system and should reflect contract shares.
Shows contract & summary of payments from other contracts.
EQIP Only
March 2, 2005March 2, 2005
Participants and Shares
… in Payment Limitation Database (cont)
Identifies: Participants – who is on contract Percent shares Obligation – max. amount for participant Payments/Unpaid Balance
March 2, 2005March 2, 2005
Payment Instructions (ProTracts)
Dictates who will receive practice item payment
Can change payment shares
Cannot exceed unpaid balance for participant. Might affect future payments
March 2, 2005March 2, 2005
Rejected Payments
Difference between Contract & Payment Limitation Database
Contract Changes Causing Errors Changed participant Changed payment shares Changed Payment Instructions and
individual exceeded limit on contract
March 2, 2005March 2, 2005
Fund Manager
ProTractsPayment
Fund ManagerPayment Limitation FFIS
Contract:
Smith Farms 50%Peter Coffey 50%
Payment LimitationDatabase:
Smith Farms 50%Peter Coffey 50%
Contract:
Bill Jones 100%
Payment LimitationDatabase:
Jones Farms 100%
FFIS
FFIS
March 2, 2005March 2, 2005
What NOT to Do!
Modify contract to change participants and/or shares for one payment. Should:
Use Payment Instructions for a one time change
Owner receives payment for structural practices, Operator receives payments for incentive payments – Must stay within the payment limitations.
March 2, 2005March 2, 2005
Documentation SF-1199A * Signature page of CCC-1200 * Signature page of CCC-1245 * Bills/invoices Copy of CCC-36, Assignment of Payment (if
needed) FSA-211 Power of Attorney (if needed) Evidence of Authority (if needed) Payment Limitations print off*Signatures need to be the same
March 2, 2005March 2, 2005
Signature Documentation
NRCS Processing Payment No additional signature documentation
needed (e.g. evidence of authority), if signature of decision maker on CCC-1200 matches CCC-1245 signature.
For Example… Contract was signed:
Smith Farms by Bill Smith
March 2, 2005March 2, 2005
Payment Schedule1. Field office (time = 2 weeks, unless could not
obtain signature of participant):• Receives bills and SF-1199A• Complete CCC-1245 and obtain signature(s).• Submit all information to Area for review
2. Area (time = 5-7 days):• Reviews CCC-1245 packet• Approves in ProTracts• Forwards to SO
3. State Office (time = 2 day):• Makes payment in FFIS
4. Time for payment to arrive in bank account (time = 3-5 days)
March 2, 2005March 2, 2005
Immediate Pay
Immediate pay Not subject to prompt pay rules and
interest. Almost all participants receiving NRCS
program payments are subject to “immediate pay”.
Process payments as quick as possible. FSA has a business practice of paying
interest on payments over 30 days.
March 2, 2005March 2, 2005
NRCS Payment Notification
Jim Andruszewski will notify the DC by email when he has processed the payment.
National Finance Center (NFC) still needs to release payment to participants bank account
Participant is NOT notified.
March 2, 2005March 2, 2005
ANOTHER IDEA Bill of Materials for contractor use
Line items match contract Bills tend to resemble bill of materials
Cost Estimate / Bill of Material tool FOs do cost estimates for each job already
Same tool could collect actual cost data
March 2, 2005March 2, 2005
Here’s the plan…
1. Create cost estimate and bill of materials
2. SAVE an electronic copy3. Enter actual costs when submitted
4. Print for payment documentation
5. “EASY BUTTON” to store cost data
EASYEASY
March 2, 2005March 2, 2005
Storing Cost Data Database on FO shared drive One click from cost estimate/tracking
tool sends job information: Practice, component & unit Quantity Actual unit cost Contractor Date County
March 2, 2005March 2, 2005
What happens next?
Once a year, DC sends stored data to Area Office
AO creates area average SO creates state average
Updated cost lists can be made with justification
EASYEASY
March 2, 2005March 2, 2005
Definitions
Federal Financial Information System (FFIS) -
Fund Manager - sits between the ProTracts and FFIS systems. Performs error checks, data translations, and data uploading to and from FFIS
March 2, 2005March 2, 2005
OriginalContract:
Mary Smith 100%(Deceased)
Modified in ProTracts
Contract:James Dell 100%
ProTractsContract Payment Limitation
Database
Mary Smith 100%
Example #1
RejectedPayment
March 2, 2005March 2, 2005
OriginalContract:
Contract Total = $10,000Cameron Farms 50%
Peter Coffey 50%
ProTractsContract
Payment Limitation
Example #2
RejectedPayment
Participant Shares Unpaid Balance
Cameron Farms
50% $5000
Peter Coffey
50% $5000
Practice Item #1Payment Instructions:
Cameron Farms 100% - $7000Peter Coffey 0% - $0
March 2, 2005March 2, 2005
OriginalContract:
Whole Farms 100%
Entity Member include:Bill Collis
George CollisSally Townsend
ProTractsContract
Payment LimitationDatabase
Example #3
RejectedPayment
Modified in ProTractsContract:
Bill Collis 100%
Whole Farm 100%
Who should receive payment
March 2, 2005March 2, 2005
Checking HELC/WC
EQIP Payments… Previously used MABDIG report from FSA Use FSA Subsidiary website now
Check AD-1026 Section
https://indianocean.sc.egov.usda.gov/Subsidiary/
National Bulletin390-5-5