National Accounts Payable Services CUSTOMER GUIDE · 2015-02-25 · Page 8 of 59 National Accounts...

VERSION 3

National Accounts Payable Services

CUSTOMER GUIDE

NATIONAL ACCOUNTS PAYABLE SERVICES JANUARY 2015

CUSTOMER

NAPST

NATIONAL Oversight /

Policy

1-5-2015 Version 2

Page 2 of 59 National Accounts Payable Services Customer Guide

TABLE OF CONTENTS

WELCOME ....................................................................................................................................................................... 5

NATIONAL TEAM STRUCTURE .......................................................................................................................................... 6

ROLES & TEAM MEMBERS ............................................................................................................................................... 8

FINANCIAL SPECIALIST ALIGNMENT ............................................................................................................................... 10

EASEMENTS ............................................................................................................................................................... 10

GRANTS & AGREEMENTS .......................................................................................................................................... 11

MISCELLANEOUS (INCLUDING LEASES) ..................................................................................................................... 12

FINANCIAL SPECIALIST ASSIGNMENTS FOR ABOVE STATE DIVISIONS ....................................................................... 13

ACCOUNTS PAYABLE SUPPORT ...................................................................................................................................... 15

TOLL-FREE NUMBER .................................................................................................................................................. 15

STATE/DIVISION CODE FOR THE TOLL-FREE # ........................................................................................................... 15

DRAFT METRICS FOR EVALUATING SERVICE ................................................................................................................... 18

STANDARD OPERATING PROCEDURES ........................................................................................................................... 20

Overview ................................................................................................................................................................... 20

Grants, Easements (Purchase, Restoration, Survey, Waterbank), Cooperative and Contribution Agreements ............... 22

New Agreement ........................................................................................................................................................ 22

Customer – Grants & Agreements Specialist ........................................................................................................ 22 Customer – Easement Program Manager ............................................................................................................. 22

Agreement Modification ........................................................................................................................................... 24

Customer – Grants & Agreements Specialist ........................................................................................................ 24 Customer – Easement Program Manager ............................................................................................................. 24

Payment for Agreement, Easement Purchase without an Advance, Survey, Restoration, or Waterbank ................. 25

Customer – Program Manager / Technical Contact .............................................................................................. 25 Customer – Easement Program Manager ............................................................................................................. 25

Payment for Agreement or Easement with an Advance / Advance Liquidation ........................................................ 26

Customer – Program Manager/Technical Contact ................................................................................................ 26 Agreement/Easement Close-Out .............................................................................................................................. 28

Inter-Agency and Intra-Agency Agreements / Contracts ................................................................................................ 29

New Agreement / Contract ....................................................................................................................................... 29

Customer – Grants & Agreements Specialist ........................................................................................................ 29 Customer – Program Manager / Technical Contact .............................................................................................. 29 Customer – Contracting NSDT - Contracting Officer ............................................................................................. 29

Agreement/Contract Modification ............................................................................................................................ 30

Customer – Grants & Agreements Specialist ........................................................................................................ 30 Customer – Contracting NSDT - Contracting Officer ............................................................................................. 30

IPAC/INTR Payment & Monitoring............................................................................................................................. 30

Customer – Program Manager/Technical Contact ................................................................................................ 30 Customer – Contracting NSDT - Contracting Officer ............................................................................................. 31 Customer – NFC .................................................................................................................................................... 31

Agreement / Contract Close-Out ............................................................................................................................... 31

Lease Where NRCS is the Lead Agency ........................................................................................................................... 32

New Lease ................................................................................................................................................................. 32

Customer – Real Property NSDT – Real Property Leasing Officer.......................................................................... 32 Lease Modification .................................................................................................................................................... 32


Customer – Real Property NSDT - Real Property Leasing Officer .......................................................................... 32 Payments ................................................................................................................................................................... 33

Customer – Real Property NSDT - Supervisor ........................................................................................................ 33 One-Time Lease Payments (Holdover Leases, Assessments, etc) ............................................................................. 33

Customer – Real Property NSDT – Real Property Leasing Officer.......................................................................... 33 Customer – HQ Budget Operations (interim) / Budget Team (NSDT) ................................................................... 33

Lease with Reimbursable Agreement (excludes FSA/RD) .......................................................................................... 34

Annual Roll-Over ....................................................................................................................................................... 34

Customer – Real Property NSDT - Supervisor ........................................................................................................ 34 Lease Where FSA or RD is the Lead ................................................................................................................................ 34

Validation of Payment ............................................................................................................................................... 34

Customer – Senior Real Property Leasing Officer (NSDT) ...................................................................................... 34 Lease Where another Federal Agency is the Lead .......................................................................................................... 34

New Lease ................................................................................................................................................................. 35

Customer – Grants & Agreements Specialist ........................................................................................................ 35 Lease Modification .................................................................................................................................................... 35

Customer – Grants & Agreements Specialist ........................................................................................................ 35 IPAC Payment & Monitoring...................................................................................................................................... 35

Customer – Program Manager/Technical Contact ................................................................................................ 35 Customer – NFC .................................................................................................................................................... 35

Utilities .......................................................................................................................................................................... 35

Establish Utility Obligation for the New Fiscal Year ................................................................................................... 35

Customer – State/Division POC ............................................................................................................................. 35 Utility Payment & Monitoring ................................................................................................................................... 36

Customer – State/Division POC ............................................................................................................................. 36 Non-Referencing Employee Payment (SF-1164) ............................................................................................................. 36

Customer – State/Division POC ............................................................................................................................. 36 Tort Claim Payment ....................................................................................................................................................... 37

Payment .................................................................................................................................................................... 37

Customer – State/Division POC ............................................................................................................................. 37 Equal Employment Opportunity (EEO) Settlement ......................................................................................................... 37

Settlement Payment .................................................................................................................................................. 37

Customer – HR Specialist....................................................................................................................................... 37 Non-Referencing Vendor Payment (SF-182, AD 700, 1800 Scholars, etc) ....................................................................... 38

Payment Process ....................................................................................................................................................... 38

Customer – State/Division POC ............................................................................................................................. 38 Payments Outside of ProTracts ...................................................................................................................................... 39

Customer – State/Division POC ............................................................................................................................. 39 Miscellaneous Obligation/Payment Process ................................................................................................................... 40

New Obligation .......................................................................................................................................................... 40

Customer – State/Division POC ............................................................................................................................. 40 Payment for Miscellaneous Obligation...................................................................................................................... 41

Customer – Program Manager / Technical Contact .............................................................................................. 41 Accrual Process .............................................................................................................................................................. 41

Grants, Easements (Purchase, Restoration, Survey), Cooperative and Contribution Agreements ............................ 41

Customer – Program Manager / Technical Contact .............................................................................................. 42 Inter-Agency and Intra-Agency Agreements / Contracts ........................................................................................... 42


Customer – Program Manager / Technical Contact .............................................................................................. 43 Customer – Contracting NSDT - Contracting Officer ............................................................................................. 43

Miscellaneous Obligations and Expenses (Unprocessed SF 1164’s, AD700’s, SF-182’s) ........................................... 44

Customer – State/Division POC ............................................................................................................................. 44 ProTracts ................................................................................................................................................................... 44

Customer - NRCS ITC POC ..................................................................................................................................... 44 Customer - Headquarters CSTP Program POC ....................................................................................................... 45

IAS ............................................................................................................................................................................. 45

Customer – Contracting NSDT - Supervisor ........................................................................................................... 45 Purchase Card ........................................................................................................................................................... 46

Customer – State/Division POC ............................................................................................................................. 46 Quarter End Feeder System Reject Accruals ............................................................................................................. 46

Customer – Interim State/Division POC (Budget Support NSDT) .......................................................................... 46 Oversight and Monitoring .............................................................................................................................................. 47

Improper Payment .................................................................................................................................................... 47

Customer - NFC ..................................................................................................................................................... 47 All Customers ........................................................................................................................................................ 47

Audit Requests / Data Calls ....................................................................................................................................... 47

Customer – NHQ CFO - Quality Assurance Division ............................................................................................... 47 All Customers ........................................................................................................................................................ 47

Appendix........................................................................................................................................................................ 48

Package Types ........................................................................................................................................................... 48

NAPST Email Addresses ............................................................................................................................................. 52

SharePoint Site .......................................................................................................................................................... 52

Access to SharePoint ................................................................................................................................................. 52

SharePoint Structure ................................................................................................................................................. 53

Naming Convention ................................................................................................................................................... 53


WELCOME

TO

NATIONAL ACCOUNTS PAYABLE SERVICES

WHO WE ARE

National Accounts Payable Services will process all direct-entry obligations and payments and manage related financial activities for the customer.

OUR PLEDGE

National Accounts Payable Services will provide customers with end-to-end financial servicing of all direct-entry obligations and payments. The customer can expect punctual and reliable service delivery, and a quick response to their questions or complaints.

YOUR ROLE

As the customer, your role is to provide us with accurate information and partner with us to manage supporting documentation. We ask that you let us know right away if you have questions or concerns.

Welcome to National Accounts Payable Services!

Please contact Gretchen Wagendorf, Acting National Team Lead at (605)352-1215 or [email protected], if you have any questions or concerns.

mailto:[email protected]


NATIONAL TEAM STRUCTURE


-


ROLES & TEAM MEMBERS

Roles Name Email Phone Number

Team Lead Gretchen Wagendorf [email protected] 605-352-1215

Management Analyst Karen Castle [email protected] 573-876-9362

Management Analyst Staci Flournoy [email protected] 817-509-3317

EASEMENTS

Sub-Team Lead Kim Butler [email protected] 608-662-4422

Financial Specialist Barbara Clough [email protected] 859-224-7445

Financial Specialist Heidi Evans [email protected] 605-352-1216

Financial Specialist Marcus Hill [email protected] 515-323-2247

Fiscal Technician Felicia Howard [email protected] 601-965-5205, ext 125

Fiscal Technician Julie Swalling [email protected] 701-530-2016

Fiscal Technician Gail Voiles [email protected] 317-295-5823

Fiscal Technician Margaret Wohlgemuth [email protected] 515-323-2607

MISCELLANEOUS

Sub-Team Lead Jacquennee Flowers [email protected] 352-338-9500

Financial Specialist Sabrina Adkisson [email protected] 602-280-8775

Financial Specialist Susan Good [email protected] 208-378-5702

Financial Specialist Denise Goulet [email protected] 817-509-3493

Fiscal Technician Lori Aquila [email protected] 402-437-4054

Fiscal Technician Joan Baylor [email protected] 202-690-0287

Fiscal Technician James Cook [email protected] 850-587-5404

Fiscal Technician Jaffry Ward [email protected] 601-965-5205, ext 131

Fiscal Technician Vanessa West [email protected] 202-205-6135





















Roles Name Email Phone Number

GRANTS & AGREEMENTS

Sub-Team Lead Erica Lechner [email protected] 602-280-8811

Financial Specialist Brandi Bilby [email protected] 202-720-7076

Financial Specialist Beth Bishop [email protected] 304-284-7559

Financial Specialist Lynnaye Blythe [email protected] 615-277-2552

Financial Specialist Edgar Cantu [email protected] 254-742-9744

Financial Specialist Christopher Carrico [email protected] 304-284-7553

Financial Specialist Kayla Glerum [email protected] 802-951-6796, 300

Financial Specialist Chaka (Kim) Hyde [email protected] 202-596-0926

Financial Specialist Gwinne Kindle [email protected] 217-353-6612

Financial Specialist Pamela Koster [email protected] 515-323-2244

Financial Specialist Maggie Page [email protected] 720-544-2831

Financial Specialist Librado (Lee) Salinas [email protected] 210-849-1104

Fiscal Technician Lead Alan King [email protected] 505-761-4417

Fiscal Technician Katrina Andrews [email protected] 202-720-2318

Fiscal Technician Tracy Bach [email protected] 315-477-6515

Fiscal Technician Dan Gammad [email protected] 530-792-5698

Fiscal Technician Tracey Martin [email protected] 785-823-4500

Fiscal Technician Leann Olson [email protected] 573-876-9355

Fiscal Technician Betty Rodriguez [email protected] 817-509-3554

Fiscal Technician Caren Roy [email protected] 207-990-9509

Fiscal Technician Kanita Touch [email protected] 801-524-4597

Fiscal Technician Zakiya Walters [email protected] 804-287-1659

Fiscal Technician Byrdeen Warwood [email protected] 406-587-6858

Fiscal Technician Patricia Weir [email protected] 517-324-5100

Fiscal Technician Dianna Wilson [email protected] 919-873-2136

Note: Team Members are assigned to unclassified duties on a detail assignment.



























FINANCIAL SPECIALIST ALIGNMENT

EASEMENTS

Note: Financial Specialist assignments based on workload and work hours to ensure timely assistance to the customer. Alignment of customer and Financial Specialist may change at a later time based on workload analysis


GRANTS & AGREEMENTS

Note: Financial Specialist assignments based on workload and work hours to ensure timely assistance to the customer. Alignment of customer and Financial Specialist may change at a later time based on workload analysis.


MISCELLANEOUS (INCLUDING LEASES)

Sabrina Adkisson Denise Goulet Susan Good

Note: Financial Specialist assignments based on workload and work hours to ensure timely assistance to the customer. Alignment of customer and Financial Specialist may change at a later time based on workload analysis.


FINANCIAL SPECIALIST ASSIGNMENTS FOR ABOVE STATE DIVISIONS

Allowance Holder

Division

NAPST Financial Specialist

Easements Grants & Agreements

Leases Miscellaneous

ADMINISTRATIVE TRANSFORMATION

ADMINISTRATIVE TRANSFORMATION

Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

BOOT CAMP BOOT CAMP Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

CENTRAL LEASING CENTRAL LEASING N/A N/A Sabrina Adkisson

N/A

CENTRAL OFFICE CNTRL CENTRAL OFFICE CNTRL Heidi Evans Lynnaye Blythe Sabrina Adkisson

Denise Goulet

DC SOIL SURVEY/RESOURCE ASSESS.

CENTRAL REMOTE SENSING LAB

Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet


DC SOIL SURVEY/RESOURCE ASSESS


Denise Goulet


EAST REMOTE SENSING LAB


Denise Goulet


NAT'L CARTO&GEOSPATIAL DB CTR.


Denise Goulet


NAT'L GEOSPACIAL DEV CTR


Denise Goulet


NAT'L SOIL SURVEY CTR, LINCOLN


Denise Goulet


NAT'L WATER&CLIMATE CTR.


Denise Goulet


WEST REMOTE SENSING LAB


Denise Goulet

CHIEF INFORMATION OFFICER NATIONAL INFO TECH CENTER

Heidi Evans Lynnaye Blythe Sabrina Adkisson

Denise Goulet

CHIEF INFORMATION OFFICER NHQ-INFORMATION TECHNOLOGY

Heidi Evans Lynnaye Blythe Sabrina Adkisson

Denise Goulet

DC MANAGEMENT ADM. TRAINEE PROGRAM Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC MANAGEMENT ADMIN SERVICE UNIT Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC MANAGEMENT CUSTOMER SERVICE DIVISION


Denise Goulet

DC MANAGEMENT DC MANAGEMENT Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC MANAGEMENT NAT'L EMP DEV STAFF (NEDS) FT


Denise Goulet

DC PROGRAMS DC PROGRAMS Heidi Evans Christopher Carrico

Sabrina Adkisson

Denise Goulet

DC SCIENCE & TECHNOLOGY AGRICULTURAL WILDLIFE CENTER


Denise Goulet


Allowance Holder

Division

NAPST Financial Specialist

Easements Grants & Agreements

Leases Miscellaneous

DC SCIENCE & TECHNOLOGY CENTRAL NTSC Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC SCIENCE & TECHNOLOGY DC SCIENCE & TECHNOLOGY


Denise Goulet

DC SCIENCE & TECHNOLOGY DESIGN CONST SOIL MECH CTR


Denise Goulet

DC SCIENCE & TECHNOLOGY EAST NTSC Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC SCIENCE & TECHNOLOGY GEOLOGICAL ANALYSIS SVC ORG


Denise Goulet

DC SCIENCE & TECHNOLOGY NAT'L PLANT DATA CENTER, LA


Denise Goulet

DC SCIENCE & TECHNOLOGY NAT'L SOIL MECH. CTR. Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC SCIENCE & TECHNOLOGY WATER MANAGEMENT CENTER


Denise Goulet

DC SCIENCE & TECHNOLOGY WEST NTSC Heidi Evans Beth Bishop Sabrina Adkisson

Denise Goulet

DC SCIENCE & TECHNOLOGY WILDLIFE HABITAT MGMT CENTER


Denise Goulet

DC STRATEGIC PLNG/ACCOUNTABIL

DC STRATEGIC PLNG/ACCOUNTABIL


Denise Goulet

GREENBOOK GREENBOOK Heidi Evans Pamela Koster Sabrina Adkisson

Sabrina Adkisson

NATL HEADQUARTERS NATL HEADQUARTERS Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

NHQ-CIVIL RIGHTS DIV NHQ-CIVIL RIGHTS DIV Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

NHQ-FINANCIAL MGT NHQ-FINANCIAL MGT DIV Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

NHQ-LEGISLATIVE AFFAIRS DIV NHQ-LEGISLATIVE AFFAIRS DIV


Denise Goulet

NHQ-PUBLIC AFFAIRS NHQ-PUBLIC AFFAIRS DIV Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

OFC OF THE CHIEF OFC OF THE CHIEF Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

REGIONAL CONSERVATIONIST REGIONAL CONSERVATIONIST


Denise Goulet

STRATEGIC NATURAL RESOUR INIT

STRATEGIC NATURAL RESOUR INIT


Denise Goulet

STREAMLINING STREAMLINING Heidi Evans Gwinne Kindle Sabrina Adkisson

Denise Goulet

Note: * Though not all Above State divisions have easements, a specialist is assigned for assistance, if needed.


ACCOUNTS PAYABLE SUPPORT

TOLL-FREE NUMBER Toll Free Number (855) 344-4793 Option 2 for Accounts Payable

For Easements – Press 1, then state/division code #

For Grants & Agreements – Press 2, then state/division code #

For Leases – Press 3, then state/division code #

For Miscellaneous – Press 4, then state/division code #

For General Questions – Press 5, then state/division code #

STATE/DIVISION CODE FOR THE TOLL-FREE #

Region State/Divisions State/Division Code #

ABOVE STATES ADM. TRAINEE PROGRAM 102

ABOVE STATES ADMIN SERVICE UNIT 102

ABOVE STATES ADMINISTRATIVE TRANSFORMATION 112

ABOVE STATES AGRICULTURAL WILDLIFE CENTER 104

ABOVE STATES BOOT CAMP 101

ABOVE STATES CENTRAL LEASING 107

ABOVE STATES CENTRAL NTSC 104

ABOVE STATES CENTRAL OFFICE CNTRL 60

ABOVE STATES CENTRAL REMOTE SENSING LAB 105

ABOVE STATES CUSTOMER SERVICE DIVISION 102

ABOVE STATES DC MANAGEMENT 102

ABOVE STATES DC PROGRAMS 103

ABOVE STATES DC SCIENCE & TECHNOLOGY 104

ABOVE STATES DC SOIL SURVEY/RESOURCE ASSESS 105

ABOVE STATES DC STRATEGIC PLNG/ACCOUNTABIL 106

ABOVE STATES DESIGN CONST SOIL MECH CTR 104

ABOVE STATES EAST NTSC 104

ABOVE STATES EAST REMOTE SENSING LAB 105

ABOVE STATES GEOLOGICAL ANALYSIS SVC ORG 104

ABOVE STATES GREENBOOK 78

ABOVE STATES NATIONAL INFO TECH CENTER 79

ABOVE STATES NAT'L CARTO&GEOSPATIAL DB CTR. 105

ABOVE STATES NAT'L EMP DEV STAFF (NEDS) FT 102

ABOVE STATES NAT'L GEOSPACIAL DEV CTR 105

ABOVE STATES NATL HEADQUARTERS 75

ABOVE STATES NAT'L PLANT DATA CENTER, LA 104



ABOVE STATES NAT'L SOIL MECH. CTR. 104

ABOVE STATES NAT'L SOIL SURVEY CTR, LINCOLN 105

ABOVE STATES NAT'L WATER&CLIMATE CTR. 105

ABOVE STATES NHQ-CIVIL RIGHTS DIV 108

ABOVE STATES NHQ-FINANCIAL MGT DIV 109

ABOVE STATES NHQ-INFORMATION TECHNOLOGY 79

ABOVE STATES NHQ-LEGISLATIVE AFFAIRS DIV 110

ABOVE STATES NHQ-PUBLIC AFFAIRS DIV 111

ABOVE STATES OFC OF THE CHIEF 100

ABOVE STATES REGIONAL CONSERVATIONIST 113

ABOVE STATES STRATEGIC NATURAL RESOUR INIT 114

ABOVE STATES STREAMLINING 115

ABOVE STATES WATER MANAGEMENT CENTER 104

ABOVE STATES WEST NTSC 104

ABOVE STATES WEST REMOTE SENSING LAB 105

ABOVE STATES WILDLIFE HABITAT MGMT CENTER 104

CENTRAL ILLINOIS 17

CENTRAL INDIANA 18

CENTRAL IOWA 19

CENTRAL KANSAS 20

CENTRAL MINNESOTA 27

CENTRAL MISSOURI 29

CENTRAL NEBRASKA 31

CENTRAL NORTH DAKOTA 38

CENTRAL OKLAHOMA 40

CENTRAL SOUTH DAKOTA 46

CENTRAL TEXAS 48

CENTRAL WISCONSIN 55

N. EAST CONNECTICUT 9

N. EAST DELAWARE 10

N. EAST MAINE 23

N. EAST MARYLAND 24

N. EAST MASSACHUSETTS 25

N. EAST MICHIGAN 26

N. EAST NEW HAMPSHIRE 33

N. EAST NEW JERSEY 34

N. EAST NEW YORK 36

N. EAST OHIO 39



N. EAST PENNSYLVANIA 42

N. EAST RHODE ISLAND 44

N. EAST VERMONT 50

N. EAST WEST VIRGINA 54

S. EAST ALABAMA 1

S. EAST ARKANSAS 5

S. EAST FLORIDA 12

S. EAST GEORGIA 13

S. EAST KENTUCKY 21

S. EAST LOUISIANA 22

S. EAST MISSISSIPPI 28

S. EAST NORTH CAROLINA 37

S. EAST PUERTO RICO 72

S. EAST SOUTH CAROLINA 45

S. EAST TENNESSEE 47

S. EAST VIRGINA 51

WEST ALASKA 2

WEST ARIZONA 4

WEST CALIFORNIA 6

WEST COLORADO 8

WEST PACIFIC BASIN AREA - HAWAII 15

WEST IDAHO 16

WEST MONTANA 30

WEST NEVADA 32

WEST NEW MEXICO 35

WEST OREGON 41

WEST UTAH 49

WEST WASHINGTON 53

WEST WYOMING 56


DRAFT METRICS FOR EVALUATING SERVICE

Metrics for evaluating service is based on # of business days

Obligation (New and Modification)

Activity Customer – Grants &

Agreements Specialist

Customer – Easement Program

Manager

Customer – RPLO

Customer –Contracting

Officer

Customer – State/Division

POC

Fiscal Technician

Financial Specialist

New Obligation:

- Grant / Agreement

- Lease - Contract

(inter/intra) - Misc

Within 5 business days of fully executed agreement, upload PDF package to NAPST SharePoint

Within 5 business days of fully executed agreement, upload PDF package to NAPST SharePoint

Within 10 business days of fully executed lease, upload PDF package to NAPST SharePoint

Within 5 business days of fully executed contract (federal agency vendor), upload PDF package to NAPST SharePoint

Within 5 business days of fully executed miscellaneous obligation, upload PDF package to NAPST SharePoint

Within 3 business days, review and enter new obligation into FMMI

Within 2 business days, review and approve new obligation in FMMI

Modification:

- Grant / Agreement

- Lease - Contract

(inter/intra) - Misc

Within 5 business days of fully executed modification, upload PDF package to NAPST SharePoint





Within 3 business days, review and notify Financial Specialist

Within 2 business days, review and enter modification into FMMI


DRAFT METRICS FOR EVALUATING SERVICE (Continued)

Payments

Activity Customer – Program Manager / Technical

Contact

Customer – Easement Program

Manager

Customer – State/Division POC

Customer – HR Specialist

Customer – HQ Budget Operations

Fiscal Technician

Financial Specialist

Payment:

- Grant / Agreement

- Contract (inter/intra)

- Misc

Within 2 business days of certifying payment request, email PDF package to NAPST payment mailbox

10 business days prior to closing for advance easement payments or within 2 business days of certifying easement payment request, email PDF package to NAPST payment mailbox

Within 2 business days of certifying payment request, email PDF package to NAPST payment mailbox

Within 2 business days, review and enter payment into FMMI

Within 2 business days, review and approve payment in FMMI

One-Time Lease Payments (Holdover Leases, Assessments)

Within 2 business days of certifying funds are available for payment, email PDF package to NAPST payment mailbox



Non-Referencing Employee Payment

(SF-1164)

Within 2 business days of receiving certified SF-1164, upload or email PDF package to NAPST SharePoint



Tort Claim Within 2 business days of receiving approved Tort Claim, upload PDF package to NAPST SharePoint



EEO Claim Within 2 business days of receiving approved EEO Settlement claim, upload PDF package to NAPST SharePoint



Non-Referencing Vendor Payment

(SF-182, AD 700, etc)

Within 2 business days of receiving certified SF-182 or AD 700, upload PDF package to NAPST SharePoint



Payments Outside of ProTracts

2 business days of receiving approval from the Deputy Chief for Programs, upload PDF package to NAPST SharePoint




STANDARD OPERATING PROCEDURES

Overview

Grant/Agreement and Easement

The National Accounts Payable Team will be responsible for processing all direct entry obligations,

modifications, and payments related to Grants, Cooperative Agreements, Contribution Agreements, and

Easements (Purchase, Restoration, Survey, and Waterbank).

Policy

Financial Management General Manuals o GM_250_414_Subpart A , Obligations, Accruals and Payments o GM_250_414_Subpart B, Advance Payments

Acquisition Handbook o Title 120 – Administrative Services, Part 600, NRCS Grants and Agreements

Program Manuals o Conservation Program Contracting (CPC) Manual 440 Part 512 o Wetland Reserve Program (WRP) Manual 440 Part 514 o Grassland Reserve Program (GRP) Manual DM 9500-012 o Farm and Ranch Land Protection Program (FRPP) Manual 440 Part 519 o Easement Common Provisions Manual 440 Part 527

Lease

A lease is a contract by which one party conveys land, buildings, etc. to another for a specified time in return for a periodic payment. For the purposes of this SOP, a lease refers specifically to office space. Leases for office space can be either operating or capital leases. A definition of each is provided below.

An Operating Lease meets all of the criteria below:

Ownership of the asset remains with the lessor during the term of the lease and is not transferred to the Government at or shortly after the end of the lease term;

The lease does not contain a bargain purchase price option; The lease term does not exceed 75 percent of the estimated economic life of the asset; The present value of the minimum lease payments over the life of the lease does not exceed 90

percent of the fair market value of the asset at the beginning of the lease term; The asset is a general purpose asset rather than being a special purpose of the Government and is not

built to the unique specification of the Government as the lessee; and There is a private sector market for the asset.

A Capital Lease is any lease other than a lease-purchase that does not meet the criteria of an operating lease.

NRCS has multiple types of Lease Agreements. A brief description of each is provided below.

Operating Lease Where NRCS is the Lead Agency - A lease where NRCS holds the lease agreement with the landlord and is responsible for paying the landlord directly for all lease costs. This type of lease can be either a stand-alone or co-located lease.

o Stand-Alone – Lease where NRCS is the only tenant of the office space. o Co-Located – Lease where NRCS shares office space with another federal agency, usually Farm

Service Agency (FSA) or Rural Development (RD).


Operating Lease Where FSA or RD is the Lead Agency – A lease where FSA or RD holds the lease agreement with the landlord and is responsible for paying the landlord directly for all leases costs. This type of lease is always a co-located lease.

Operating Lease Where Another Federal Agency is the Lead Agency – A lease where a federal agency other than NRCS, FSA or RD holds the lease agreement with the landlord and is responsible for paying the landlord directly for all lease costs. This type of lease is always a co-located lease.

Capital Lease Where NRCS is the Lead Agency - A lease where NRCS holds the lease agreement with the landlord and is responsible for paying the landlord directly for all lease costs. This type of lease can be either a stand-alone or co-located lease.

Policy

OMB Circular A-11, Appendix B

Miscellaneous Payments

Miscellaneous payments include all payments related to Tort Claims, Remedial Assistance, Utility Obligations, SF-182 Training Requests (with associated costs) and Employee/Volunteer Reimbursements (SF-1164). When authorized, the agency may disburse funds to an employee, a program participant, a third party vendor, or a volunteer for reimbursable items. The following procedures and rules about making such payments apply to the Natural Resources Conservation Service (NRCS).

Policy

USDA Departmental Regulation o DR 2510-001, Claims Against the United States

NRCS Manual o 390-505-M, Subpart C, National Watershed Program Manual, Post-Installation Service,

Remedial Assistance NRCS General Manuals

o GM 360_410, Subpart E, Approval and Payment for Training o GM 360_428, Subpart A, 428.4, Authorization for Payment of Incidental Expenses and

Promotional Items (Volunteer Program) NRCS National Instruction

o NI_440_301, Policy (Remedial Assistance)


Grants, Easements (Purchase, Restoration, Survey, Waterbank), Cooperative and Contribution Agreements

New Agreement

Customer – Grants & Agreements Specialist Grants & Agreements

Within 5 business days of full execution of a grant or agreement:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A box using the naming convention for a new grant or agreement file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Delegation of Authority (for States and Centers that operate as a State) c. NRCS-ADS-093 or Fully Executed Agreement (signed and including funds certification) d. Funds Reservation Printout, if applicable e. Sam.gov registration screen print

2. The Customer will receive an email when the agreement is setup in FMMI.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for a new grant or agreement file

Customer – Easement Program Manager Easement Purchases < $250K

Within 5 business days of full execution of an easement purchase agreement < $250K:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/EASEMENT box using the naming convention for a new easement agreement file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. NRCS-ADS-093, if applicable c. Funds Reservation Printout d. Fully Executed Agreement (signed and including funds certification) e. Landowner percentages screen print from NEST f. SF-1199 Direct Deposit Form or Sam.gov registration screen print g. Subsidiary Report dated within last 30 days h. Easement Internal Controls Certification Checklist (if easement is paid in installments, only

required for first installment) 2. The Customer will receive an email when the easement purchase is setup in FMMI. Email notification will

include a signed Easement Internal Controls Certification Checklist for the customer to file and/or upload to NEST.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for new easement agreement file


Easement Purchases >= $250K

Within 5 business days of full execution of an easement (signed by STC):

1. Ensure the documents below have been uploaded into NEST and then enter date of STC and Landowner signatures and complete the enrollment funds request in NEST. This will create a NEST-generated email to [email protected] providing notification that an easement purchase is ready for obligation. These are the documents that must be uploaded to NEST before NAPST will be able to enter an obligation:

a. NRCS-ADS-093, if applicable b. Funds Reservation Printout c. Fully Executed Agreement (signed and including funds certification) d. SF-1199 Direct Deposit Form or Sam.gov registration screen print e. Subsidiary Report dated within last 30 days f. Easement Internal Controls Certification Checklist (if easement is paid in installments, only

required for first installment) 2. The Customer will receive an email when the easement purchase is setup in FMMI. Email notification will

include a signed Easement Internal Controls Certification Checklist for the customer to file and/or upload to NEST.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and upload to NEST. Notify Fiscal Technician when upload has occurred.

Easement Surveys, Restoration and Waterbank Agreements

Within 5 business days of full execution of a survey, restoration or Waterbank agreement:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/EASEMENT box using the naming convention for a new survey, restoration or Waterbank file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. NRCS-ADS-093, if applicable c. Funds Reservation Printout, if applicable d. NRCS-CPA-1202 and NRCS-CPA-1155 e. SF-1199 Direct Deposit Form or Sam.gov registration screen print f. Subsidiary Report dated within last 30 days

2. The Customer will receive an email when the agreement or survey is setup in FMMI.

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for new survey, restoration or Waterbank file



Agreement Modification

Customer – Grants & Agreements Specialist Within 5 business days of full execution of an agreement modification:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A box using the naming convention for an agreement modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist

b. NRCS-ADS-093 or Signed modification (fully executed) c. Documentation of funds certification, if applicable


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for an agreement modification file

Customer – Easement Program Manager Easement Purchases

Within 5 business days of full execution of a modification, the customer will:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/EASEMENTS box using the naming convention for an easement agreement modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.


b. NRCS-ADS-093, if applicable c. Signed modification

d. Updated SF-1199 if applicable e. Documentation of funds certification if applicable

2. The Customer will receive an email when the agreement is modified in FMMI.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for an easement agreement modification file

Easement Surveys, Restoration and Waterbank Agreements

Within 5 business days of full execution of a modification, the customer will:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/EASEMENTS box using the naming convention for a survey, restoration, or Waterbank modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.




2. The Customer will receive an email when the agreement or survey is modified in FMMI.


Incomplete Package

2. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for a survey, restoration, or Waterbank modification file

Payment for Agreement, Easement Purchase without an Advance, Survey, Restoration, or Waterbank

Customer – Program Manager / Technical Contact Agreement Payment without an Advance

Within 2 business days of certifying the payment request:

1. Email a single PDF package to [email protected] using the naming convention for agreement non-advance payment requests as outlined in the Naming Convention Guide in the Appendix. If an Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/G&A rather than being emailed. Do not password protect the pdf package.

a. NAPST Submission Checklist b. SF-270 signed (must include certification statement as indicated in Acquisition Handbook, Title

120 – Administrative Services, Part 600, NRCS Grants and Agreements) c. Invoice/Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable

2. The Customer will receive an email when the payment is processed in FMMI.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for agreement non-advance payment requests

Customer – Easement Program Manager Survey, Restoration, Waterbank Payments


1. Email a single PDF package to [email protected] using the naming convention for a survey, restoration, Waterbank payment request as outlined in the Naming Convention Guide in the Appendix. If an updated SF-1199 Direct Deposit Form or Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/EASEMENTS rather than being emailed. Do not password protect the pdf package.

a. NAPST Submission Checklist b. NRCS-CPA-1245, or AD-1161 Payment Application c. Invoice/supporting documentation

i. Note: If using AD-1161, supporting documentation must include certification of practice completion

d. Updated SF-1199 Direct Deposit Form , if applicable



Christopher.Watkins

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e. Subsidiary Report dated within last 30 days f. Assignment of Payment form (NRCS-CPA-1236), if applicable


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for a restoration, survey, Waterbank payment request

Easement Purchase Payment without an Advance


1. Email a single PDF package to [email protected] using the naming convention for easement non advance payment requests as outlined in the Naming Convention Guide in the Appendix. If an updated SF-1199 Direct Deposit Form or Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/EASEMENTS rather than being emailed. Do not password protect the pdf package.

a. NAPST Submission Checklist b. OGC Preliminary or Final Title Opinion (WRP, WRE) or SF 270 signed by Program Manager (FRPP,

ALE) c. Closing documents (i.e. HUD statement, statement of closing) d. Easement Deed e. NRCS-CPA-1245, if available f. Updated SF-1199 Direct Deposit Form , if applicable g. Subsidiary Report dated within last 30 days h. Assignment of Payment form (NRCS-CPA-1236), if applicable i. If 1031 exchange, SF-1199 Direct Deposit Form for Qualified Intermediary j. Easements Internal Control Certification Checklist

2. The Customer will receive an email when the payment is processed in FMMI. Email notification will include a signed Easement Internal Controls Certification Checklist for the customer to file and upload to NEST.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for easement non advance payment requests

Payment for Agreement or Easement with an Advance / Advance Liquidation

Customer – Program Manager/Technical Contact Within 2 business days of certifying payment request:

1. Email a single PDF package to [email protected] using the naming convention for agreement advance payment requests or agreement advance liquidation requests as outlined in the Naming Convention Guide in the Appendix. If an Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/G&A rather than being emailed. Do not password protect the pdf package.




Advance Payment


b. SF-270 signed (must include certification statement as indicated in Acquisition Handbook, Title 120 – Administrative Services, Part 600, NRCS Grants and Agreements)

c. Invoice/Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable Advance Liquidation

a. NAPST Submission Checklist b. Supporting documentation of goods/services received that supports the amount of liquidation

2. The Customer will receive an email when the payment/liquidation is processed in FMMI.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for agreement advance payment requests or agreement advance liquidation requests

Customer – Easement Program Manager

1. Email a single PDF package to [email protected] using the naming convention for easement advance payment requests or easement advance liquidation requests as outlined in the Naming Convention Guide in the Appendix. If an updated SF-1199 Direct Deposit Form or Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/EASEMENTS rather than being emailed. Do not password protect the pdf package. Request Advance Payment at least 10 business days prior to closing date, submit:

a. NAPST Submission Checklist b. OGC Preliminary Title Opinion (WRP, WRE) or SF 270 signed by Program Manager (FRPP, ALE) c. NRCS-CPA-1245 Payment Application, if available d. Updated SF-1199 Direct Deposit Form, if applicable

e. If 1031 exchange, SF-1199 Direct Deposit Form for Qualified Intermediary f. Assignment of Payment form (NRCS-CPA-1236), if applicable

g. Subsidiary Report dated within last 30 days h. Easement Internal Control Certification Checklist

Within 2 business days of certifying Advance Liquidation request, submit:

a. NAPST Submission Checklist b. Closing documents (i.e. HUD statement, deed by NRCS and landowner, etc) c. Supporting documentation of good/services received that supports the amount of the liquidation

2. The Customer will receive an email when the payment or liquidation is processed in FMMI. Email notification will include a signed Easement Internal Controls Certification Checklist for the customer to file and upload to NEST.

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for easement advance payment requests or easement advance liquidation requests



Agreement/Easement Close-Out The close-out procedures described below are for accounting only. Program Managers/Technical Contacts will follow grants & agreements or easements policy to formally close out their agreement(s)/easement(s).

Customer – Program Manager / Technical Contact

Within 90 business days after the agreement expiration date (or prior if final payment request has been received):

1. Review FMMI activity report provided from the Financial Specialist 2. If the FMMI activity report is correct:

a. Prepare agreement close-out letter indicating agreement can be closed in the financial system. This letter should also indicate the $ amount of funds that should be de-obligated.

b. Sign agreement close-out letter and e-mail signed copy to Financial Specialist 3. If the FMMI activity report is incorrect:

a. Contact the Financial Specialist to determine the necessary corrective actions that need to be taken

b. When appropriate steps have been taken to correct the errors, follow step 2 above









Inter-Agency and Intra-Agency Agreements / Contracts This section relates to agreements / contracts within USDA and other Federal Agencies

New Agreement / Contract

Customer – Grants & Agreements Specialist Within 5 business days of full execution of an inter- or intra-agency agreement:



b. Delegation of Authority (States or Centers operating as a State) c. FMS-7600 A/B or Form AD-672 Reimbursement or Advance of Funds Request (signed and

including Federal Trading Partner Treasury Account Symbol) or Fully Executed Agreement (signed and including funds certification)

d. Funds Reservation printout, if applicable 2. The Customer will receive an email when the agreement is setup in FMMI. 3. Coordinate with the Program Manager / Technical Contract to ensure the Purchase Order Number is

provided to the Other Agency for billing

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for a new grant or agreement file

Customer – Program Manager / Technical Contact 1. When the Customer receives an email notifying them the agreement is setup in FMMI, ensure the Other

Agency is provided with the Purchase Order Number (FMMI document number)

Customer – Contracting NSDT - Contracting Officer Within 5 business days of full execution of a contract with a federal vendor:


a. NAPST Submission Checklist b. Fully Executed Contract (Signed) c. Certification of Funds Availability or Funds Reservation printout

2. The Customer will receive an email with the purchase order number when the contract is setup in FMMI. 3. Provide the Other Agency with the purchase order number.

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for a new grant or agreement file


Agreement/Contract Modification

Customer – Grants & Agreements Specialist Within 5 business days of full execution of a modification:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A box using the naming convention for an agreement modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Amended FMS-7600 A/B or NRCS-ADS-093 or Fully Executed Agreement c. Documentation of funds certification if applicable


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for an agreement modification file

Customer – Contracting NSDT - Contracting Officer Within 5 business days of full execution of a contract modification:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A box using the naming convention an agreement modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Signed modification c. Documentation of funds certification if applicable

3. The Customer will receive an email when the contract modification has been entered in FMMI.

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for an agreement modification file

IPAC/INTR Payment & Monitoring

Customer – Program Manager/Technical Contact Within 5 business days of receiving the notification requesting validation of goods and services from Management Analyst:

1. Review and validate the goods and services were received 2. Update spreadsheet with confirmation that goods/services were received (response is needed for positive

or negative confirmation). It is the responsibility of the program manager / technical contact to verify expenses incurred for an Inter/Intra Agency agreement.

3. Email spreadsheet to Management Analyst


Customer – Contracting NSDT - Contracting Officer Within 5 business days of receiving the notification requesting validation of goods and services from Management Analyst:

1. Review and validate the goods and services were received. 2. Update spreadsheet with confirmation that goods/services were received (response is needed for either

positive or negative confirmation). It is the responsibility of the contracting officer to verify expenses against an Inter/Intra Agency contract.

3. Email spreadsheet to the Management Analyst

Customer – NFC 1. NFC processes request to chargeback when notified by the National Accounts Payable Services Team.

Agreement / Contract Close-Out The close-out procedures described below are for accounting only. Program Managers/Technical Contacts / Contracting Officers will follow Grants and Agreements and Contracting policy to formally close out their agreements/contracts.

Customer – Program Manager / Technical Contact















Lease Where NRCS is the Lead Agency In this section NRCS is the “Lead” for the Lease agreement. It could be either a Stand Alone or Co-located space with another federal agency (excludes FSA or RD) or State district office.

New Lease

Customer – Real Property NSDT – Real Property Leasing Officer Within 10 business days of a fully executed lease agreement, RPLO will:

1. Upload a single pdf New Lease Obligation Package to the Accounts Payable Leasing Team SharePoint INTAKE/MISC folder, using the naming convention for a new lease agreement file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist a. Lease Agreement (signed by all parties) b. LRAT printout or other concurrence document that shows funding split with co-located agency (for

Co-Located Leases) c. Lease Scoring Sheet d. Funds Certification (including WBS element) e. Sam.gov registration screen print

2. The customer will receive an email when the Lease is setup in FMMI

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the entire complete package using the naming convention for a new lease agreement file. NOTE: The original incomplete package will be deleted from the NAPST SharePoint by the NAPST Fiscal Technician.

Lease Modification

Customer – Real Property NSDT - Real Property Leasing Officer Within 5 business days of full execution of a lease modification (any modification that affects payments, lease term, and/or transfer of ownership):

1. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC folder using the naming convention for a lease modification file as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Lease Modification (signed) c. LRAT printout or other concurrence document that shows funding split with co-located agency (for

Co-Located Leases) d. Lease Scoring Sheet e. Funds Certification (including WBS element)

2. The Customer will receive an email when the lease modification has been entered in FMMI.

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the entire complete package using the naming convention for a lease modification file. NOTE: The original incomplete package will be deleted from the NAPST SharePoint by the NAPST Fiscal Technician.


Payments

Customer – Real Property NSDT - Supervisor 1. A monthly report of the payments made for leases where NRCS is lead will be provided by the NAPST

Financial Specialist via email by the 5th of each month. Report will be sorted by state. 2. Review the report to ensure the payment information is correct (vendor, payment amount, etc.) 3. If errors are found, contact NAPST Financial Specialist via email by the 10th of each month with details of

the errors.

One-Time Lease Payments (Holdover Leases, Assessments, etc) This section is for leases where the lease has expired but NRCS is still occupying the space. In these situations, NRCS does not have a new lease for payment so the landlord MUST submit an invoice monthly for payment. The following steps will also be used when a framework PO has already been created with a single-month payment plan. This section also covers one-time assessments for items such as real property tax.

Customer – Real Property NSDT – Real Property Leasing Officer 1. Upload a single pdf one-time payment invoice package to the Direct Cite SharePoint. Do not password

protect the pdf package. a. NAPST Submission Checklist b. Invoice (signed by RPLO)

2. The Customer will receive an email when the payment is processed in FMM.

Incomplete Package

1. If notification is received from NAPST Fiscal Technician of an incomplete package, obtain missing documentation, and email the entire complete package using the naming convention for holdover lease payment requests.

Customer – HQ Budget Operations (interim) / Budget Team (NSDT) Within 2 business days of certifying funds are available for payment:

1. Attach Funds Certification to one-time payment request and Email a single PDF package to [email protected] using the naming convention for holdover lease payment requests. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Invoice (signed by RPLO) c. Funds Certification (including WBS element)




Lease with Reimbursable Agreement (excludes FSA/RD) These are NRCS “Lead” Lease agreements where NRCS is co-located with another federal agency (excludes FSA or RD) or State district office. Reclassifying the expense between a reimbursable (R) fund (B2 function) will be the “Budget Support National Service Team”, interim budget support for the DC Unit’s responsibility.

Annual Roll-Over At the beginning of each fiscal year, lease obligations will be rolled-over to the new fiscal year. This will be done via a mass upload. Real Property NSDT will verify lease information to be rolled over.

Customer – Real Property NSDT - Supervisor Within 15 business days of receiving the list of leases marked for roll over from Management Analyst:

1. Review and verify the list of active leases and lease end dates a. If incorrect, mark update on the list

2. Email the updated list to the Management Analyst

Lease Where FSA or RD is the Lead This section is related to co-located space where FSA or RD are Leads. In the Centralized Leases process, FSA and RD will directly charge NRCS funds and accounting stream. The National Accounts Payable Leasing Team will be responsible for verifying the amount paid using NRCS funding is in accordance with what is reflected in LRAT.

Validation of Payment

Customer – Senior Real Property Leasing Officer (NSDT) Within 5 business days of receiving email notification from the NAPST Financial Specialist of a discrepancy in LRAT:

1. Contact the POC from the agency affected by the discrepancy to work an update. 2. Report back to NAPST Financial Specialist when discrepancy has been resolved, providing details of

changes that were made.

Lease Where another Federal Agency is the Lead This section is related to co-located space where another agency (excluding FSA & RD) is the Lead. Therefore, NRCS has an agreement to pay the other agency for the space that is occupied by NRCS. This process will follow the Inter-Agency and Intra-Agency Agreements Section of the SOP.


New Lease

Customer – Grants & Agreements Specialist Refer to the New Agreement Section in the Inter-Agency and Intra-Agency Agreements portion of this SOP. (Note – NRDC…… will always be used as the funds center)

Lease Modification

Customer – Grants & Agreements Specialist Refer to the Agreement Modification Section in the Inter-Agency and Intra-Agency Agreements portion of this SOP

IPAC Payment & Monitoring

Customer – Program Manager/Technical Contact Refer to the Inter-Agency and Intra-Agency section for detailed instructions on the IPAC Payment & Monitoring of these types of agreements.

Customer – NFC Refer to the Inter-Agency and Intra-Agency section for detailed instructions on the IPAC Payment & Monitoring of these types of agreements.

Utilities

Establish Utility Obligation for the New Fiscal Year This section covers utility obligations where utilities are NOT part of the lease agreement. These are where NRCS is paying utility charges separately from the lease agreement. Each fiscal year, NRCS needs to review the list of active utility accounts and establish new VO Funds Commitments in FMMI. Utility charges do not include telephone service. Telephone service charges for NRCS are paid through the Department OCIO ITS account.

Customer – State/Division POC Within 10 business days of receiving email from Team Supervisor, State/Division POC will:

1. Work with RPLO and Budget Support to review the list of accounts and breakdown percentages for the state

a) “NRCS UTVN Funds Commitment information for Completion” for existing and new accounts b) “Additions to Account Template” for new accounts

2. Validate and update the spreadsheet for all active utility accounts [NOTE: Leave Funds Commitment Document Number and Line Item columns blank--these will be updated by the AP National Team]

3. Upload the spreadsheet to the NAPST SharePoint INTAKE/MISC box using the naming convention for uploading Utility Spreadsheet as outlined in the Naming Convention Guide in the Appendix


Utility Payment & Monitoring Invoices are sent from the utility company directly to Ameresco for payment. Therefore, to verify invoices and payments, access AXIS to review accounts online.

Customer – State/Division POC 1. Within 5 business days of receiving the spreadsheet from Management Analyst:

a. Review the expenses for the state b. To review invoices and payments access AXIS for the account online c. Forward information on any noted discrepancies to Management Analyst

Non-Referencing Employee Payment (SF-1164)

Customer – State/Division POC Within 2 business days of receiving certified SF-1164 form, State/Division POC will:

For Existing Vendor:

1. Email single PDF package to [email protected] using the naming convention for Non-Referencing Employee (SF-1164) Payment For Existing Vendor file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. SF-1164 signed by both claimant and approving official (include payee vendor number) c. Supporting Documentation for the SF-1164 d. Funds certification with WBS element


For New Vendor:

3. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for Non Referencing Employee (SF-1164) Payment For New Vendor file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. SF-1164 signed by both claimant and approving official c. Supporting Documentation for the SF-1164 d. SF-1199 Direct Deposit Form e. Funds certification with WBS element


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for Non Reference Employee (SF-1164) Payment file.



Tort Claim Payment Regardless of the amount originally claimed, awards of $25,000 or less may be approved by USDA. Awards over $25,000 must have the approval of the Attorney General. OGC will take the necessary actions to obtain this approval. Payments of $2,500 or less will be made from the appropriation of the agency whose activities gave rise to the claim. Payments over $2,500 are paid by GAO from a fund established under a permanent appropriation.

This section is for payments related to Tort Claims where approved payment is $2,500 or less.

Payment

Customer – State/Division POC Within 2 business days of receiving approved Tort Claim ($2,500 or less):

1. Upload a single PDF package to the NAPST SharePoint INTAKE / MISC box using the naming convention for Tort Claim as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. SF-1199 Direct Deposit Form c. Form SF-1145 – Voucher for Payment d. Copy of the determination letter from OGC e. Funds certification with WBS element


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for Tort Claim

Equal Employment Opportunity (EEO) Settlement Employee claims on Equal Employment Opportunity (EEO) Settlements.

Settlement Payment

Customer – HR Specialist

Within 2 business days of receiving approved EEO Settlement claim:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for EEO Settlement as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

For Process Payments to Attorney:

a. NAPST Submission Checklist b. SF-1199 Direct Deposit Form (Attorney’s bank information) c. Copy of the signed settlement agreement from Civil Rights Division (CRD) d. Invoice from Attorney (if available) e. Certification of funds including WBS element


For Process Payments to Complainants:

a. NAPST Submission Checklist b. SF-1199 Direct Deposit Form c. Copy of the signed settlement agreement from Civil Rights Division (CRD) d. Copy of the Compliance Letter from Civil Rights Division (if available) e. Certification of funds including WBS element

2. The Customer will receive an email with the following attachments when the payment is processed in

FMMI: a. Display 0001 b. Display 0002 c. FMMI NFC Screen d. Document Chain Overview

Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for EEO Settlement claim

Non-Referencing Vendor Payment (SF-182, AD 700, 1800 Scholars, etc)

Payment Process

Customer – State/Division POC Within 2 business days of receiving approved Non-Referencing Vendor Payment Request (SF-182, AD 700, etc), the customer will:

For Existing Vendor:

1. Email a single PDF package to [email protected] using the naming convention for Non-Referencing Vendor Payment as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Approved Invoice c. Signed SF-182 or AD 700 for Training d. Supporting documentation e. Vendor Information f. Funds certification with WBS element


For New Vendor:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for Non Reference Vendor Payment as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Approved Invoice c. Signed SF-182 or AD 700 for Training



d. Supporting documentation e. SF-1199 Direct Deposit Form f. Funds certification with WBS element


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for Non-Referencing Vendor Payment

Payments Outside of ProTracts This section is for payments that will be accomplished outside of ProTracts as identified in the Conservation Program Manual 440-512.69 Special Payments. Special payments occur whenever a payment is made that does not conform to NRCS administrative policies. Types of special payments include: (1) Erroneous Underpayments, (2) Judicial or National Appeals Division (NAD) Directive, (3) Equitable Relief, or (4) Other Circumstances Approved by the Deputy Chief for Programs. The National Program Manager will determine whether the payment should be accomplished at the state level utilizing the “Special Payment” button in ProTracts or accomplished by the National Accounts Payable Services Team utilizing the manual payment process in FMMI.

Customer – State/Division POC Within 2 business days of receiving approval from the Deputy Chief for Programs which indicates special payment should be generated through the FMMI manual entry, the State/Division POC will:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for Payments Outside of ProTracts file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Deputy Chief for Programs approval c. STC request to the Deputy Chief outlined in Conservation Program Manual 440-512.69 Special

Payments which includes the following documents: i. A memo describing the justification, as cited in section 512.69B, for the specific

situation and that includes an explanation of why the payment cannot be processed through normal ProTracts procedures.

ii. Information that would appear on a payment application indicating the practice and practice location, extent, and amount to be paid, which will certify that authorized improvements are complete; meet all NRCS requirements; are supported by bills, invoices, and receipts, as appropriate; and a copy of a screen print from the ProTracts “participant information” screen, showing that the participant is currently eligible to receive payment through the applicable program contract.

iii. Documentation from the STC certifying that the payment amount requested is within the applicable program payment limitations.

iv. A copy of the signature page of the contract with participants’ signature. v. A copy of the power of attorney or other documents substantiating signature

authority if the payment request is signed by a person who did not sign the program contract.


vi. A copy of SF-1199A, “Direct Deposit Sign-Up,” for all participants who are to receive payment.

vii. Any other documentation (for example, an assignment of payment) needed to support the payment request.

viii. OGC concurrence for equitable relief approved by the STC ix. Plan of corrective action, explaining how errors will be prevented in the future and

any personnel actions that have been or will be taken as a result of employee misconduct.


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for Payments Outside of Protracts file.

Miscellaneous Obligation/Payment Process (e.g., Remedial Assistance)

New Obligation

Customer – State/Division POC Within 5 business days of full execution of an agreement, the customer will:

1. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for new miscellaneous agreement file as outlined in the Naming Convention Guide in the Appendix. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Signed Agreement c. Delegation of Authority (States or Centers operating as a State) d. Certification of Funds Availability or Funds Reservation Printout e. SAM.gov registration screen print f. SF-1199 Direct Deposit Form if vendor needs to be set up


Incomplete Package

2. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for new miscellaneous agreement file


Payment for Miscellaneous Obligation

Customer – Program Manager / Technical Contact Within 2 business days of certifying the payment request:

1. Email a single PDF package to [email protected] using the naming convention for miscellaneous payment requests as outlined in the Naming Convention Guide in the Appendix. If an Assignment of Payment Form (NRCS-CPA-1236) is included in the package, the complete package must be uploaded to the NAPST SharePoint INTAKE/MISC rather than being emailed. Do not password protect the pdf package.

a. NAPST Submission Checklist b. Invoice with approving signatures c. Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable


Incomplete Package

1. If notification is received from Fiscal Technician of an incomplete package, obtain missing documentation, and email or upload the complete package using the naming convention for miscellaneous payment requests

Accrual Process

Recording an Expense Accrual When to Record an Accrual

A request for payment or reimbursement (e.g., invoice, SF 270, SF 1164, etc) has been received, but payment has not been made

Work has been performed or goods received (as determined by program manager/responsible official [PM/RO]) but request for payment has not been received

o Vendor may be contacted for information to assist in making this determination o PM/RO must document the amount of the work performed and must sign documentation that

confirms goods or services were received

Field-certification of conservation practices has been performed but not yet entered in ProTracts

When NOT to Record an Accrual

•When no work has been performed, no goods or services were received or;

•Payment has been made

Grants, Easements (Purchase, Restoration, Survey), Cooperative and Contribution Agreements



Customer – Program Manager / Technical Contact Within 10 business days of receiving email from Financial Specialist requesting accrual information, the program manager / technical contact will:

Expense Accrual (for are obligations already in FMMI)

1. Review the Open Unliquidated Obligation report provided by the NAPST Financial Specialist; for each open obligation, determine if goods or services have been received and should be reported as accruals (delivered orders)

a. To assist in making the determination, the program manager / technical contact may choose to use the Accrual Sample Letter to Vendor email to request accrual information from the Vendor/Sponsor for work that has been completed but not yet billed

i. If the vendor provides an estimate, the information/calculation used to make the estimate must be provided to support the amount of the accrual to be recorded including the name, phone number and signature of the party who provided the information. Even though an accrual does not constitute formal acceptance, accrual information must be validated by the NRCS official responsible for payment certification.

ii. If unable to secure accrual information from the vendor or if the program manager / technical contact chooses not to contact the Vendor but knows an accrual is appropriate, program manager / technical contact can provide an estimate including calculations and support for the estimate amount. Even though an accrual does not constitute formal acceptance, accrual information must be validated by the NRCS official responsible for payment certification.

2. If an accrual is appropriate, Complete Accrual Certification Letter/Checklist 3. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A or EASEMENTS (based on type) box

using the naming convention for agreement accrual documentation or easement accrual documentation as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

Obligation Accrual (for NEW Obligations NOT already in FMMI)

1. If an agreement is unable to be entered due to vendor issues, check appropriate box on Accrual Certification Letter/Checklist and attach signed agreement copy for the obligation accrual.

2. Complete Accrual Certification Letter/Checklist 3. Upload a PDF package to the NAPST SharePoint INTAKE/G&A or EASEMENTS (based on type) box using the

naming convention for agreement accrual documentation or easement accrual documentation as outlined in the SharePoint Naming Convention Guide in the Appendix.

Incomplete Package

If notification of an incomplete package is received from the Financial Specialist, obtain missing documentation, and re-upload the complete package using the naming convention for agreement accrual documentation or easement accrual documentation

Inter-Agency and Intra-Agency Agreements / Contracts This section relates to agreements /contracts within USDA or other Federal Agencies. The process for accruals will follow the Grants, Easements (Purchase, Restoration, Survey), Cooperative and Contribution Agreements Accrual Section above.


Customer – Program Manager / Technical Contact Refer to the Grants, Easements (Purchase, Restoration, Survey), Cooperative and Contribution Agreements section for detailed instructions on accruals.

Customer – Contracting NSDT - Contracting Officer Within 10 business days of receiving email from NAPST Financial Specialist requesting accrual information, the Contracting Officer will:

Expense Accrual (for obligations already in FMMI)


a. To assist in making the determination, the contracting officer may choose to use the Accrual Sample Letter to Vendor email to request accrual information from the Vendor/Sponsor for work that has been completed but not yet billed


ii. If unable to secure accrual information from the vendor or if the contracting officer chooses not to contact the Vendor but knows an accrual is appropriate, contracting officer can provide an estimate including calculations and support for the estimate amount. Even though an accrual does not constitute formal acceptance, accrual information must be validated by the NRCS official responsible for payment certification.

5. If an accrual is appropriate, Complete Accrual Certification Letter/Checklist 6. Upload a single PDF package to the NAPST SharePoint INTAKE/G&A or EASEMENTS (based on type) box

using the naming convention for agreement accrual documentation or easement accrual documentation as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

Obligation Accrual (for obligations NOT already in FMMI)

1. If a contract has not been submitted to NAPST for obligation prior to quarter end: a. Complete Accrual Certification Letter/Checklist b. Provide a copy of the signed contract and funds certification

2. Upload a PDF package to the NAPST SharePoint INTAKE/G&A or EASEMENTS (based on type) box using the naming convention for agreement accrual documentation or easement accrual documentation as outlined in the SharePoint Naming Convention Guide in the Appendix

Incomplete Package

1. If notification is received from Financial Specialist of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for agreement accrual documentation or easement accrual documentation


Miscellaneous Obligations and Expenses (Unprocessed SF 1164’s, AD700’s, SF-182’s)

Customer – State/Division POC Within 5 business days of receiving email from Financial Specialist requesting accrual information, the customer will:

1. Email a request for accrual information to appropriate parties requesting documentation for payments not yet recorded for training requests SF-182, supply purchases AD-700, SF-1164’s.

a. If the appropriate party provides an estimate, the information used to make the estimate (the calculations) must be provided to support the amount of the accrual to be recorded including the name, phone number and signature of the party who provided the information.

b. If unable to secure accrual information from appropriate party but know an accrual is necessary, State/Division POC may provide an estimate including calculations and support for the estimate amount.

c. Monitor return of Accrual Letters 2. Complete Accrual Certification Letter/Checklist 3. Upload a single PDF package to the NAPST SharePoint INTAKE/MISC box using the naming convention for

Accruals as outlined in the SharePoint Naming Convention Guide in the Appendix. Do not password protect the pdf package.

Incomplete Package

If notification is received from Financial Specialist of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for Accruals.

ProTracts Accruals for the ProTracts feeder system are processed somewhat differently than other accruals. Accruals are required for:

Certified practices (from the field) that have not been approved for payment Payments that have been rejected in the system Practices that have been completed but have not yet been certified in ProTracts or approved for

payment

Customer - NRCS ITC POC 1. On the 25th of the last day of the month of quarter end watch for email reminder to prepare quarterly

ProTracts report. 2. On the last business day of each quarter, generate a report from ProTracts (Certified in ProTracts, Not

Paid) and upload to NAPST SharePoint INTAKE/ACRL box in AP Team SharePoint by 12 noon. 3. Follow up on requests/errors from Management Analyst.


Customer - Headquarters CSTP Program POC 1. On the 25th of the last day of the month of quarter end watch for email reminder to prepare quarterly

ProTracts report. 2. On the last business day of each quarter, generate a report from ProTracts (Accrual Report) for each

budget fiscal year that has open obligations balances and upload to NAPST SharePoint INTAKE/ACRL box in AP Team SharePoint by 12 noon.

3. Follow up on requests/errors from Management Analyst.

IAS

Customer – Contracting NSDT - Supervisor Within 10 business days of receiving email from NAPST Management Analyst requesting accrual information, the Contracting NSDT – Supervisor will:

Expense Accrual (for obligations already in FMMI)


a. To assist in making the determination, the contracting officer may choose to use the Accrual Sample Letter to Vendor email to request accrual information from the Vendor/Sponsor for work that has been completed but not yet billed


ii. If unable to secure accrual information from the vendor or if the contracting officer chooses not to contact the Vendor but knows an accrual is appropriate, contracting officer can provide an estimate including calculations and support for the estimate amount. Even though an accrual does not constitute formal acceptance, accrual information must be validated by the NRCS official responsible for payment certification.

2. If an accrual is appropriate, Complete Accrual Certification Letter/Checklist 3. Upload a PDF package to the NAPST SharePoint INTAKE/ACRL box using the naming convention for

accruals as outlined in the SharePoint Naming Convention Guide in the Appendix.

Obligation Accrual (for obligations NOT already in FMMI due to rejects)

1. Review the IAS reject report provided by NAPST Management Analyst and determine if an obligation accrual needs to be recorded in FMMI.

2. If an obligation needs to accrued: a. Provide a copy of the signed contract and funds certification

3. Complete Accrual Certification Letter/Checklist 4. Upload a PDF package to the NAPST SharePoint INTAKE/ACRL box using the naming convention for

accruals as outlined in the SharePoint Naming Convention Guide in the Appendix.

Incomplete Package

1. If notification is received from NAPST Management Analyst of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for accruals


Purchase Card

Customer – State/Division POC Within 5 business days of receiving email from Management Analyst for accrual information, the customer will:

1. Email a request for accrual information to appropriate parties requesting documentation for transactions not yet recorded in AXOL.

a. If the appropriate party provides an estimate, the information used to make the estimate (the calculations) must be provided to support the amount of the accrual to be recorded including the name, phone number and signature of the party who provided the information.

b. If unable to secure accrual information from appropriate party but know an accrual is necessary, cardholder may provide an estimate including calculations and support for the estimate amount.

c. Monitor return of Accrual Letters 2. Complete Accrual Certification Letter/Checklist 3. Upload a single PDF package to the NAPST SharePoint INTAKE/ACRL box using the naming convention for


Incomplete Package

If notification is received from Management Analyst of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for accrual.

Quarter End Feeder System Reject Accruals

Customer – Interim State/Division POC (Budget Support NSDT)

Within 5 business days of receiving email from Management Analyst for accrual information, the customer will:

For an Expense Accrual:

1. Email a request for accrual information to appropriate parties requesting documentation for transactions not yet cleared.

a. Research reject errors and provide necessary back up to support accrual. 2. Complete Accrual Certification Letter/Checklist 3. Upload a single PDF package to the NAPST SharePoint INTAKE/ACRL box using the naming convention for


Incomplete Package

If notification is received from Management Analyst of an incomplete package, obtain missing documentation, and re-upload the complete package using the naming convention for accrual.


Oversight and Monitoring

Improper Payment

Customer - NFC Payroll

Improper issuance of payments made to an employee in regards to payroll will be handled directly by NFC. No action is required by the National Accounts Payable Team.

All Customers Within 5 business days of receiving notification from the Management Analyst of an improper payment, finalize, sign, and issue the demand letter to the individual or entity that received the improper payment.

1. Examples of improper payments include, but are not limited to:

Overpayments (Includes overpayments generated by FMMI)

Duplicate payments (Includes duplicate payments generated by FMMI)

Payments made for work performed outside the period of performance

Payments made to ineligible recipients

Advance payments that were improperly made

Payments made to entities who did not register in SAMS as required

Payments made to deceased individuals

Payments made to individuals that exceed income and payment limitations

Payments made for ineligible land/acres

Payments made to participants after he/she lost control of his/her land

Inaccurate travel reimbursements (wrong per diem amount, wrong number of travel days, etc.)

Improper payments discovered through spot checking, internal quality assurance audits or external audits (ex. NRCS, GAO, OIG, FSA, etc.)

Audit Requests / Data Calls

Customer – NHQ CFO - Quality Assurance Division 1. Notify the Management Analyst of Audit / Data Call requests via e-mail.

All Customers Within 1 business day, or based on provided deadline from Financial Specialist, provide requested documentation to complete audit sample request.

NOTE: NAPST is primary office of responsibility for answering audit requests for direct-entry obligations and payments but will need to reach out to official file holders for documentation not held by NAPST (e.g., for actions that occurred prior to team stand-up) and/or to provide additional information.


Appendix

Package Types

Package Type Responsible Party Description

New Grant or Agreement

Grants and Agreements Specialist


b. Delegation of Authority (States or Centers operating as a State) c. NRCS-ADS-093 or Fully Executed Agreement (signed and

including funds certification) d. Funds Reservation Printout, if applicable e. SAM.gov registration screen print

New Inter- or Intra-Agency Agreement


a. NAPST Submission Checklist b. Delegation of Authority (States or Centers operating as a State) c. FMS-7600 A/B or Form AD-672 Reimbursement or Advance of

Funds Request (signed and including Federal Trading Partner Treasury Account Symbol) or Fully Executed Agreement (signed

and including funds certification)

d. Funds Reservation printout, if applicable

New Contract(federal vendor only)

Contracting NSDT – Contracting Officer

a. NAPST Submission Checklist b. Fully Executed Contract (Signed)

c. Certification of Funds Availability or Funds Reservation print

New Easement Purchase < $250K

Easement Program Manager

a. NAPST Submission Checklist b. NRCS-ADS-093, if applicable c. Funds Reservation Printout d. Fully Executed Agreement (signed and including funds

certification) e. Landowner percentages screen print from NEST f. SF-1199 Direct Deposit Form or Sam.gov registration screen print g. Subsidiary Report dated within last 30 days h. Easement Internal Controls Certification Checklist (if easement is

paid in installments, only required for first installment)

New Easement Purchase >= $250K

Easement Program Manager (Email notification from NEST)

a. NRCS-ADS-093, if applicable b. Funds Reservation Printout c. Fully Executed Agreement (signed and including funds

certification) d. SF-1199 Direct Deposit Form or Sam.gov registration screen print e. Subsidiary Report dated within last 30 days f. Easement Internal Controls Certification Checklist (if easement is

paid in installments, only required for first installment)

New Survey, Restoration or Waterbank Agreement


a. NAPST Submission Checklist b. NRCS-ADS-093 (if applicable)

c. Funds Reservation print, if applicable d. NRCS-CPA-1202 and NRCS-CPA-1155 e. SF-1199 Direct Deposit Form or SAM.gov registration screen

print f. Subsidiary Report dated within last 30 days

Modification - Grant or Agreement


a. NAPST Submission Checklist b. NRCS-ADS-093 or Signed modification (Fully Executed)

c. Documentation of funds certification if applicable



Modification – Easement (purchase, survey, restoration, or Waterbank)





Modification – Inter- or Intra-Agency Agreement


a. NAPST Submission Checklist b. Amended FMS-7600 A/B or NRCS-ADS-093 or Fully Executed

Agreement c. Documentation of funds certification if applicable

Modification – Contract (federal vendor only)

Contracting NSDT – Contracting Officer

a. NAPST Submission Checklist b. Signed Modification c. Documentation of funds certification, if applicable

Payment – w/o Advance

Program Manager / Technical Contact

a. NAPST Submission Checklist b. SF-270 signed (must include certification statement as indicated

in Acquisition Handbook, Title 120 – Administrative Services, Part 600, NRCS Grants and Agreements)

c. Invoice/Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable

Payment - Survey, Restoration, Waterbank



b. NRCS-CPA-1245 or AD-1161 Payment Application c. Invoice/supporting documentation d. Updated SF-1199 Direct Deposit Form , if applicable

e. Subsidiary Report dated within last 30 days f. Assignment of Payment form (NRCS-CPA-1236), if applicable

Payment - Easement Purchase – w/o Advance


a. NAPST Submission Checklist b. OGC Preliminary or Final Title Opinion (WRP, WRE) or SF 270

signed by Program Manager (FRPP, ALE) c. Closing documents (i.e. HUD statement, statement of closing) d. Easement Deed

e. NRCS-CPA-1245, if available f. Updated SF-1199 Direct Deposit Form , if applicable

g. Subsidiary Report dated within last 30 days h. Assignment of Payment form (NRCS-CPA-1236), if applicable i. If 1031 exchange, SF-1199 Direct Deposit Form for Qualified

Intermediary

j. Easements Internal Control Certification Checklist

Advance Payment



b. SF-270 signed (must include certification statement as indicated in Acquisition Handbook, Title 120 – Administrative Services, Part 600, NRCS Grants and Agreements)

c. Invoice/Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable

Advance Liquidation


a. NAPST Submission Checklist b. Supporting documentation of goods/services received that

supports the amount of liquidation



Payment - Easement Purchase – Advance



b. OGC Preliminary Title Opinion (WRP, WRE) or SF 270 signed by Program Manager (FRPP, ALE)

c. NRCS-CPA-1245 Payment Application, if available d. Updated SF-1199 Direct Deposit Form , if applicable e. If 1031 exchange, SF-1199 Direct Deposit Form for Qualified

Intermediary f. Assignment of Payment form (NRCS-CPA-1236), if applicable

g. Subsidiary Report dated within last 30 days

h. Easement Internal Control Certification Checklist

Easement Purchase Advance Liquidation


a. NAPST Submission Checklist b. Closing documents (i.e. HUD statement, deed by NRCS and

landowner, etc) c. Supporting documentation of good/services received that

supports the amount of the liquidation

New Lease Agreement – NRCS is the Lead

Real Property NSDT - Real Property Leasing Officer


b. Lease Agreement (signed) c. LRAT printout or other concurrence documentation that shows

funding split with co-located agency d. Lease Scoring Sheet

e. Funds Certification with WBS element f. Sam.gov registration screen print

Lease Modification – NRCS is the Lead

Real Property NSDT - Real Property Leasing Officer

a. NAPST Submission Checklist b. Lease Modification (signed)

c. Lease Agreement (signed) d. LRAT printout or other concurrence documentation that shows

funding split with co-located agency) e. Lease Scoring Sheet f. Funds Certification

One-Time Lease Payment (holdover, assessment, etc)

Real Property NSDT - Real Property Leasing Officer / NHQ Budget Operations

a. NAPST Submission Checklist b. Invoice (signed) c. Funds Certification including WBS element

Utility State/Division POC

a. “NRCS (UTVN/TELE) Funds Commitment Information for Completion” Spreadsheet

Non Referencing Employee Payment SF-1164 – Existing Vendor

State/Division POC a. NAPST Submission Checklist b. Signed SF-1164 (The vendor number of the payee needs to be

included on the signed SF-1164) c. Supporting Documentation for the SF-1164 d. Funds certification with WBS element

Non Referencing Employee Payment SF-1164 –New Vendor

State/Division POC a. NAPST Submission Checklist b. Signed SF-1164 c. Supporting Documentation for the SF-1164 d. SF-1199 Direct Deposit Form e. Funds certification with WBS element



Tort Claim State/Division POC a. NAPST Submission Checklist b. SF-1199 Direct Deposit Form c. Form SF-1145 – Voucher for Payment d. Copy of the determination letter from OGC e. Funds certification with WBS element

EEO Claim HR Specialist For Process Payments to Attorney:


b. SF-1199 Direct Deposit Form c. Copy of the settlement claim d. Certification of funds including WBS element

For Process Payments to Complainants: a. NAPST Submission Checklist b. SF-1199 Direct Deposit Form c. Copy of the Settlement for CRD d. Certification of funds including WBS element

Non-Referencing Vendor Payment (SF-182)

- Existing Vendor

State/Division POC a. NAPST Submission Checklist b. Approved Invoice c. Signed SF-182 or AD 700 for Training d. Supporting documentation e. Vendor information f. Funds certification with WBS element

Non-Referencing Vendor Payment (SF-182)

- New Vendor

State/Division POC a. NAPST Submission Checklist b. Approved Invoice c. Signed SF-182 or AD 700 for Training d. Supporting documentation e. SF-1199 Direct Deposit Form f. Funds certification with WBS element

Payments Outside of ProTracts (POP)

State/Division POC a. NAPST Submission Checklist b. Deputy Chief for Programs approval c. STC request to the Deputy Chief outlined in Conservation

Program Manual 440-512.69 Special Payments

New Miscellaneous Obligation - (Remedial Assistance, etc.)

State/Division POC a. NAPST Submission Checklist b. Signed Agreement

c. Delegation of Authority (States or Centers operating as a State) d. Certification of Funds Availability or Funds Reservation Printout e. SAM.gov registration screen print f. SF-1199 Direct Deposit Form if vendor needs to be set up

Payment - Miscellaneous Obligations (Remedial Assistance, etc.)


a. NAPST Submission Checklist b. Invoice with approving signatures c. Supporting documentation d. Assignment of Payment form (NRCS-CPA-1236), if applicable

NAPST Email Addresses Easement Sub-Division [email protected]

Grants & Agreements Sub-Division [email protected]

Miscellaneous Sub-Division [email protected]

SharePoint Site https://ems-team.usda.gov/sites/NRCS_MGMT/BFM/nap/SitePages/Home.aspx

Access to SharePoint

1. Click on request access

2. Type in the comment box that you need “Contribution” access

3. Click on Send Request

4. When access is granted, an email notification will be sent to you by the SharePoint Administrator




https://ems-team.usda.gov/sites/NRCS_MGMT/BFM/nap/SitePages/Home.aspx


SharePoint Structure Customer View only Guidance and Intake Folders:

Guidance Customer Guide, Quick Reference Guide and AP Submission Checklist The state POC will upload the files by Type:

Intake EASEMENT – Obligation, Modification, Payment Packages or Accrual Information G&A – Obligation, Modification, Payment Packages or Accrual Information MISC – Obligation, Modification, Payment, Lease Packages or Accrual Information ACRL – ProTracts, IAS, Purchase Card Accrual Information

Naming Convention The following file names are used by the Customer and the National Team either to upload to the SharePoint or for emailing to the NAPST mailboxes.

Example file name Description

XX_Agreement#_AGMT_YYMM

Example: 46_6567401402_AGMT_1408

File structure used by customer for uploading a new grant or agreement file to the SharePoint INTAKE/G&A box.

XX - Division (State) Code

YY - Fiscal year

MM- Fiscal month

XX_Agreement#_MOD_YYMM_1

Example:

46_6567401402_MOD_1408_1

File structure used by customer for uploading a grant or agreement modification file to the SharePoint INTAKE/G&A box.

XX - Division (State)

code YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same agreement within the same month

XX_Agreement#_ADVP_YYMM_1

Example:

46_6567401402_ADVP_1408_1

File structure used by customer for uploading agreement advance payment requests to the SharePoint INTAKE/G&A box or NAPST-G&A Mailbox.

XX - Division (State) code

YY - Fiscal year

MM- Fiscal month




XX_Agreement#_ADVL_YYMM_1

Example:

46_6567401402_ADVL_1408_1

File structure used by customer for uploading agreement advance liquidation requests to the SharePoint INTAKE/G&A box or NAPST-G&A Mailbox.



MM- Fiscal month


XX_Agreement#_PMT_YYMM_1

Example:

46_6567401402_PMT_1408_1

File structure used by customer for uploading agreement non advance payment requests to the SharePoint INTAKE/G&A box or NAPST-G&A Mailbox



MM- Fiscal month


XX_Agreements#_ACRL_YYMM_1 Example: 46_6567401402_ACRL_1408_1

File structure used by customer for uploading agreement accrual documentation to the SharePoint INTAKE/G&A box.


YY - Fiscal year

MM- Fiscal month


XX_Agreement/Survey#_AGMT_YYMM Example: 46_6567401402_AGMT_1408

File structure used by customer for uploading a new survey, restoration, or Waterbank file to the SharePoint INTAKE/EASEMENTS box.


YY - Fiscal year

MM- Fiscal month

XX_Agreement/Survey #_MOD_YYMM_1

Example:

46_6567401402_MOD_1408_1

File structure used by customer for uploading a survey, restoration or Waterbank modification to the SharePoint INTAKE/EASEMENTS box.



MM- Fiscal month




XX_Agreement/Survey#_PMT_YYMM_1 Example: 46_6567401402_PMT_1408_1

File structure used by customer for uploading a survey, restoration or Waterbank payment request to the NAPST-Easement Mailbox.


YY - Fiscal year

MM- Fiscal month


XX_Easement#_AGMT_YYMM Example: 46_6567401402_AGMT_1408

File structure used by customer for uploading a new easement agreement file to the SharePoint INTAKE/EASEMENTS box or NAPST-Easement Mailbox.


YY - Fiscal year

MM- Fiscal month

XX_Easements#_MOD_YYMM_1 Example: 46_6567401402_MOD_1408_1

File structure used by customer for uploading an easement agreement modification file to the SharePoint INTAKE/EASEMENTS box or NAPST-Easement Mailbox.


YY - Fiscal year

MM- Fiscal month


XX_Easement#_ADVP_YYMM_1 Example: 46_6567401402_ADVP_1408_1

File structure used by customer for uploading easement advance payment requests to the SharePoint INTAKE/EASEMENTS box or NAPST-Easement Mailbox.


YY - Fiscal year

MM- Fiscal month




XX_Easements#_ADVL_YYMM_1 Example: 46_6567401402_ADVL_1408_1

File structure used by customer for uploading easement advance liquidation requests to the SharePoint INTAKE/EASEMENTS box or NAPST-Easement Mailbox.


YY - Fiscal year

MM- Fiscal month


XX_Easements#_PMT_YYMM_1 Example: 46_6567401402_PMT_1408_1

File structure used by customer for uploading easement non advance payment requests to the SharePoint INTAKE/EASEMENTS box or NAPST-Easement Mailbox. XX - Division (State) code YY - Fiscal year MM- Fiscal month


XX_Easements#_ACRL_YYMM_1 Example: 46_6567401402_ACRL_1408_1

File structure used by customer for uploading easement (including restoration & survey) accrual documentation for Easements to the SharePoint INTAKE/EASEMENTS box. XX - Division (State) code YY - Fiscal year MM- Fiscal month


XX_LEASE_Lease#_AGMT_YYMM Example: 46_LEASE_6567401402_AGMT_1408_1

File structure used by customer for uploading a new lease agreement file to the SharePoint IINTAKE/MISC box. XX - Division (State) code YY - Fiscal year MM- Fiscal month

XX_LEASE_Lease#_MOD_YYMM_1 Example: 46_LEASE_6567401402_MOD_1408_1

File structure used by customer for uploading a lease modification file to the SharePoint INTAKE/MISC box.


YY - Fiscal year

MM- Fiscal month




XX_Lease#_LEASEPMT_YYMM_1 Example: 46_6567401402_LEASEPMT_1408_1

File structure used by customer for uploading One-Time Lease Payment (holdover, assessment, etc) requests to the SharePoint INTAKE/MISC box or NAPST-MISC Mailbox.


YY - Fiscal year

MM- Fiscal month


XX_Agreement#_MISCAGMT_YYMM

Example: 46_6567401402_MISCAGMT_1408_1

File structure used by customer for uploading a new Miscellaneous agreement file to the SharePoint IINTAKE/MISC box.

XX - Division (State) Code

YY - Fiscal year

MM- Fiscal month

XX_Agreement#_MISCPMT_YYMM_1

Example: 46_6567401402_MISCPMT_1408_1

File structure used by customer for uploading Miscellaneous payment requests to the SharePoint INTAKE/MISC box or NAPST-MISC Mailbox



MM- Fiscal month 1 - Sequentially number each request for the same agreement within the same month

XX_UTVN_ YYMM_1 Example: 46_UTVN_1408_1

File structure used by customer for uploading Utility Spreadsheet to the SharePoint INTAKE/MISC box.


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same division (state) within the same month

XX_SF1164_Employee Name_YYMM_1 Example: 46_SF1164_Johnsmith_1408_1

File structure used by customer for uploading Non Reference Employee (SF-1164) payments to the SharePoint INTAKE/MISC box or NAPST-MISC Mailbox.


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same employee within the same month



XX_SF182_Vendor Name_YYMM_1 Example: 46_SF182_CityofHope_1408_1

File structure used by customer for uploading Non Reference Vendor (SF-182) payments to the SharePoint INTAKE/MISC box or NAPST-MISC Mailbox.


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same vendor within the same month

XX_TORT_YYMM_1 Example: 46_TORT_ 1408_1

File structure used by customer for uploading TORT Claim payments to the SharePoint INTAKE/MISC box or NAPST-MISC Mailbox.


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request within the same division(state) within the same month

XX_EEO_ATNY_AttorneyName_YYMM_1 Example: 46_EEO_ ATNY_JonSmith_1408_1

File structure used by customer for uploading EEO Attorney Settlement Claim to the SharePoint INTAKE/MISC


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same EEO claim within the same month

XX_EEO_EMP_Employee Name_YYMM_1 Example: 46_EEO_EMP_ Janesmith_1408_1

File structure used by customer for uploading EEO Employee Settlement Claim to the SharePoint INTAKE/MISC


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request for the same EEO claim within the same month

XX_Agreement#_POP_YYMM Example: 46_8167401402_POP_1408_1

File structure used by customer for uploading Payment Outside of ProTracts to the SharePoint INTAKE/MISC box.


YY - Fiscal year

MM- Fiscal month

1 - Sequentially number each request within the same division(state) within the same month


NOTE:

If notification was received of incomplete package, when resubmitting the package add REVISED to the file name:

Example: For a new agreement 46_6567401402_AGMT_1408_REVISED

Date post:	23-Jul-2020
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National Accounts Payable Services CUSTOMER GUIDE · 2015-02-25 · Page 8 of 59 National Accounts...

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