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ASAP.gov offers the Federal Agency many options for managing accounts. Other than defining an account type , the properties described below are optional fields on the account profile.
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Regular accounts meet the needs of most agencies and offer no account details (sub-accounts) or special characteristics to allow multiple Requestors to draw from a single account, or the ability to draw on a checks-paid basis. To meet these special needs, ASAP.gov offers other account types.
Some Federal Agencies have a need to establish a lower level, account detail for awards that are made at the account level but are drawn and expended at the sub-program or project level. Control accounts allow the Agency to associate up to 300 account details to further define the use of funds in the account. The Agency funds the accounts at the account level; all payment requests and adjustments are done at the detail level.
Global accounts are unique accounts set up to allow multiple Requestors to draw from a single account. In addition to the required fields for a regular account, the global account must have at least one Requestor and Recipient defined pair. When creating the account, the Recipient ID and Requestor ID are always 8888888.
A global account can be combined with a control account to allow detail accounts to be added. The Global Control account is funded at the account level and all payment requests and adjustments are done at the detail level.
Federal programs operating in a checks-paid (or credit) environment use 1031 accounts. The financial institution serves as the Requestor, drawing payments via a Funds 1031 wire to cover checks paid by it on behalf of a Federal Agency.
Although, when creating an account, the status defaults to Open that allows the account to be available and active for all transactions, there are other statuses for accounts.
Suspended - Payment activity is on hold. Inquiries may be made on the account, and returned payments and authorization transactions are allowed, but payment requests and book entry adjustments will not be accepted.
Temporary Suspended - This is a status if the agency only wishes to suspend the account for a short period of time. The advantage of this status is that the system remembers the prior status and, when Temporary Suspended is lifted, the account returns to the prior status. A date can also be associated with Temporary Suspended status to remind the agency to update the status if appropriate at the time. Temporary Suspended was created with Debt Ceiling Crisis in mind.
Closed - The account is no longer open. Inquiries may be made on the account, but no payment requests, authorization transactions, returned payments, or book entry adjustments are allowed against it.
Liquidated: This is that status that is automatically set on the day following the PERFORMANCE PERIOD END DATE. This status does not affect transaction activity.
If an Agency has a need to change the status of multiple accounts to the same status, this process is simplified through Change Status for Multiple Accounts which is an option available in Federal Agency Functions. This Option is of particular value for setting Temporary Suspension.
Although dates associated with accounts are optional fields on the account profile, however, the Agency may choose to specify dates to correspond with their internal tracking systems.
Begin Date - may be used by the Federal Agency to indicate the date on which the grant/account period starts. Payment Requests cannot be initiated before the begin date of an account. The Begin Date must be earlier than or the same as the Performance Period End Date and the End Date.
Performance Period End Date - Allows the Federal Agencies to record at their discretion the date up to which expenses related to this program are incurred by the Recipient. The Performance Period End Date must be earlier than or equal to the End Date and later than or equal to the Begin Date. On the day following this date, the account status changes to Liquidated. This date is for information purposes only; the date specified has no effect on whether or not authorization, payment, or adjustment activity against an account is approved by the system.
End Date - may be used by the Federal Agency to indicate the date on which the grant/account period ends. When an End Date is entered on an Account Profile, the End Date must be greater than or equal to the current system cycle date. If an End Date is indicated on an account profile, the Account Status automatically changes to Suspended on the day following the End Date and no payment requests may be made against that account after the End Date. However, the system allows payment requests to be made up to and including the End Date for settlement on the End Date.
Federal Agencies may allow or prevent payments against the ASAP.gov account from being warehoused with a settlement date of up to 32 days in the future. Federal Agencies have the option of allowing no warehoused payments against any of their accounts. If the Payment Warehouse Indicator on the Federal Program Agency profile is set to “N,” the flag for warehoused payments cannot be set to “Yes” on the account profile.
Book Entry Adjustment is used by the Federal Agency to indicate whether the account may have Book Entry Adjustments made against it. If you do not specify a value for this indicator, the system defaults it to Y.
Group ID - The Federal Agency may assign Group IDs to their accounts at their discretion to group related accounts. Group IDs have no effect on ASAP Accounts for payment request purposes. Rather, they facilitate the process of retrieving accounts for the purpose of entering authorizations.
CFDA Number: allows the agency to indicate the Catalog of Domestic Assistance (CFDA) Number associated with this ASAP Account .
CMIA Indicator: allows the agency to specify whether the ASAP Account (Y) is or (N) is not covered by the Cash Management Improvement Act (CMIA). This field defaults to N if left blank.
Total Estimated Grant Amount: allows the agency to indicate an estimated total authorized amount through the End Date of the account.
Period Cumulative Authorized Amount Reset Information: allows the agency to track the total amount of authorizations that have been applied to the account during a monthly , quarterly , or annual period.
Cumulative Draw Limit: may be assigned to an Account Detail ID to limit the amount of funds that can be withdrawn up to the account’s available balance. If the Cumulative Draw Limit is left blank, funds can be withdrawn from that Account Detail up to the amount available in the account. The Cumulative Draw Limit may not be set to zero or a negative number.
Automated Renewal: is a feature that is available for 1031 accounts only. This functionality converts the available balance to zero on the schedule specified and renews it at the new amount. The renewal schedule (monthly or quarterly) and amount are specified by the agency on the account profile.
Maximum Draw Amounts: allows the agency to set parameters that designate daily, monthly, quarterly and/or total maximum draw amounts for its accounts. The ASAP.gov will reject any payment requests made for an amount in excess of the limit. If the Maximum Draw is set on a quarterly basis with a Rollover Reset Quarter identified and the Requestor does not draw up to the maximum during the quarter, the amount not drawn is added to the amount available for the following quarter. See CREATE ACCOUNT for rules on Rollover Reset Quarter. See MAXIMUM DRAW section of this page for more general information. In addition, A Federal Agency may want to use this feature when establishing a global or global control type account, as Payment Requestors will not be able to view the available balance on these type of accounts. If there are no Maximum Draw Limits, a payment requestor could possibly initiate a payment request for the available balance of the account.
Agency Review: allows the agency to set a threshold to specify that requests at or above a certain dollar amount for selected accounts be forwarded for Agency Review . The threshold can apply to a single account, all the accounts for a single Recipient Organization, or all the accounts established by your agency. This feature also has a ‘default action ’ feature. If after three business days the Federal Agency has not taken an action with the payment request under review, the default action occurs. Default Actions, which can be set for accounts under review, are: Hold, Reject, Approve.
In addition, A Federal Agency may want to use this feature when establishing a global or global control type account, as Payment Requestors will not be able to view the available balance on these type of accounts. If there is no Agency Review, a payment requestor could possibly initiate a payment request for the available balance of the account.
It is advisable that this feature be used only as a last resort in order to control draws by a Requestor. See Agency Review section of this page for more information.
Marked for Deletion: when an Agency deletes an account it removes the account from all activity. Accounts eligible for deletion are those with no available balances and no pending activity. Accounts can be undeleted by the Agency.