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Certify Individual Authorizations within a Batch

Increase Authorizations approved by the CO will have a status of ‘Awaiting Certification’ and will not change the account balance until they are certified in SPS. In addition to approving Increase Authorizations, the CO will also have the ability to download a file containing the approved increase transactions (Step 4 of 4 Certification Action Confirmation).  Additional steps to complete the certification of approved transactions will take place in the Secure Payments System (SPS). The CO will manually send the downloaded file to SPS Data Entry Operator for entering the transactions and for the CO to certify the increases. Once the increases have been approved in SPS, an SPS Schedule Summary File will be sent to ASAP where further processing will update the corresponding account balances and the authorization status.

Contact the Regional Financial Center if a previously generated file or information necessary to input into the SPS application is needed.

The system shall return error 2244 if the total amount of Certify Increase Authorizations is greater than $99,999,999,999.99.

No Need for Batch ID The file ID assigned by the Federal agency to uniquely identify a batch of authorizations. It must be 6 numeric characters in length and incremented by one for multiple files generated on a single day.

Identifying a Batch ID will further narrow your retrieval data; , however, it is not required. You can click the Transmission Date the date the transaction was completed. Range button and enter the date in the From field. The system will default the Through field to the same date and display your batch.

Remaining Authorizations that had “No Change”

At the time that the actions on the individual authorizations are submitted, the authorization A proposed amount that increases or decreases an account's available balance. for the batch in its entirety is “applied” or held until the effective date for submission. Those individual authorizations that linger as ‘No Change’ will remain in the batch awaiting action at a later date. The batch will continue to show up until all individual authorizations are acted upon.

Returning to the Batch Level after acting on Individual Authorizations

You are not able to return to the batch from the confirmation System generated message that is displayed in response to an action. page. A new ‘Certify Batch Authorizations’ session will need to be initiated.

How Effective Date Affects Authorization Status The current status of the authorization.

If the Effective Date of a certified An authorization that has been approved by the certifying official. authorization is past or the same as the current cycle date, the authorization status will be is Applied. At this point, the ASAP account A "pot of money" available balance The ASAP Available Balance shows the amount available for draw from an ASAP account. This may be equal to or less than the ASAP Account Balance. The available balance does not include return payments that are in a "frozen" state. is updated. If the Effective Date is in the future (beyond greater than the current cycle date), the authorization status is Warehoused Held after hours for further processing to the next step of it's cycle initialization on the next cycle date. until the Effective Date. It is at this point the ASAP account balance is updated.

Changing the Authorization Status of all Individual Authorizations within a Batch to the same Status

Certification action is not required at the individual item level if all authorizations in the batch are to be certified or rejected An authorization that has been declined by the certifying official. . By selecting your desired action at the batch level on Step 2 or 3, all individual authorizations will be changed to Certify or Reject as desired. You can verify the action on all items Total number of Accounts or Account Details contained within a payment request. by clicking the Batch Details By clicking the Details icon, the Reviewer is presented with additional information plus each individual item in the payment request. icon for the batch. This is a great feature to save you time if you only need to reject or certify a few out of a batch that would be mostly Certified or Rejected.

For questions on the Printer Friendly button and Date Range requirements see Frequently Asked Questions.

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