U.S. Fish & Wildlife Service
Wildlife & Sport Fish Restoration Program

ASAP – U.S. Treasury’s Automated Standard Application for Payments

In Federal Fiscal Year 2012, the Service changed financial systems from the Federal Financial System (FFS) to the Financial and Business Management System (FBMS).  As part of this transition, we moved grant and cooperative agreement award payment management to the U.S. Treasury’s Automated Standard Application for Payments (ASAP).  ASAP is a Federal-wide system.  State and local governments, non-profits, universities, as well as some individuals are already using the system to draw funds for awards received through other Federal agencies.

ASAP:

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

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

  • Have a Data Universal Numbering System (DUNS).  You do not need a DUNS number if you are an individual who is not connected to any business you own or operate.  Dun and Bradstreet issues the DUNS number to federal grant applicants free of charge online at http://fedgov.dnb.com/webform.
  • Have an active registration in the Central Contractor Registry (CCR).  If you are receiving funds as an individual not operating as a business, you are not required to register in CCR.  CCR registration is also free of charge.  You can register in CCR or obtain additional CCR information online at https://www.bpn.gov/ccr/default.aspx.

For Entities expecting to receive a U.S. Fish and Wildlife Service Grant or Cooperative Agreement in Fiscal Year 2012:

If you/your organization will be the recipient of a NEW AWARD in FY12 and you/your organization did not have an active award with the FWS as of September 31, 2011, you must contact the Service Program Office responsible or funding your application for instructions on ASAP enrollment.  The Service Program Office must submit the new FY12 ASAP Enrollment form on your behalf.

If you are an individual or for-profit entity who is unable to use ASAP to receive funds, contact the FWS Program Office to which you have applied for funding your  to request they initiate a waiver request on your behalf.

For Recipients of an award from the U.S. Fish and Wildlife Service with an outstanding balance of funds on September 30, 2011:

If you have not enrolled in ASAP, complete and send the ASAP.Gov Participation Form to ASAPEnrollment@fws.gov. If you have an existing ASAP account with another Federal agency or another Department of the Interior bureau, please indicate your ASAP ID on the form. You will receive further instructions as soon as we initiate your ASAP enrollment.  If you are unable to use an electronic payment management system such as ASAP, please contact your Service Project Officer to initiate a waiver request.

These instructions only apply to recipients of an award from the U.S. Fish and Wildlife Service with an outstanding balance of funds on September 30, 2011.  If you are expecting to receive a U.S. Fish and Wildlife Service Grant or Cooperative Agreement in Fiscal Year 2012, you must contact the Service Program Office responsible or funding your application for instructions on ASAP enrollment.  The Service Program Office must submit the new FY12 ASAP Enrollment form on your behalf.

Common ASAP System Issues and Solutions for Recipients with Open Service Grants and Cooperative Agreements (All Fiscal Years):

1. You completed your enrollment recently but cannot see your funds in ASAP.

It takes the U.S. Treasury up to 10 business days to validate your bank information.  Only after this validation period can we enter your ASAP ID in our financial system and link it to ASAP.  After this link is established, we then send your funds to your ASAP account.  Add 15 working days to the date that you completed enrollment to check your funds in ASAP.

2. You have not completed your enrollment in ASAP.

If you completed the steps outlined in the sections above, "For Entities expecting to receive a U.S. Fish and Wildlife Service Grant or Cooperative Agreement in Fiscal Year 2012" or "For Recipients of an award from the U.S. Fish and Wildlife Service with an outstanding balance of funds on September 30, 2011," but do not know the status of your ASAP enrollment, please send an email to ASAPEnrollment@fws.gov. In the subject line type "Checking Status." Provide your DUNS number, organization name (if applicable), and contact information (name, phone number, and State).

3. You are enrolled in ASAP with another Department of the Interior bureau but not U.S. Fish and Wildlife Service.

Even though you already have an ASAP account with another federal bureau, you will still need to enroll with the U.S. Fish and Wildlife Service. See the sections above, "For Entities expecting to receive a U.S. Fish and Wildlife Service Grant or Cooperative Agreement in Fiscal Year 2012" or "For Recipients of an award from the U.S. Fish and Wildlife Service with an outstanding balance of funds on September 30, 2011" for instructions on how to enroll in ASAP with the U.S. Fish and Wildlife Service.

4. You need training on how to draw funds in ASAP.

The ASAP Initiating Payment PowerPoint document will show you how.

5. You do not know what Account ID to use.

You can find your Account ID in the award letter you received from the U.S. Fish and Wildlife Service.

For awards you received before October 1, 2011, here is the crosswalk between your old U.S. Fish and Wildlife award number in FFS and your new Account ID in FBMS.  For system security, we are not publishing names on this document.  You need your old U.S. Fish and Wildlife Service award number from the grant or cooperative agreement award so you can cross reference that number to your new ASAP Account ID.  Contact your Service Project Officer for more information.

6. You have an active ASAP enrollment but cannot access funds.

A U.S. Treasury system glitch in September 2011 caused banking data to be unlinked from the Service's account. Check your banking information in ASAP to see if this glitch affected you.  If so, here are the instructions to re-link the banking information for existing recipients and new recipients.

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

8. You have over 90 days of inactivity in ASAP and your account is now locked.

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

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

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

9. You drew funds incorrectly and need to return them.

You may:

a. Enter an ACH return in ASAP.gov (ACH Instructions for Returning Funds in ASAP) within 32 days of original payment; or

b. Use Fedwire through your bank. If you are returning payment to a funding account other than the one from which the payment was made, you must tell your bank which account to credit; or

c. Return funds to the Service by paper check. This process should be used as a last resort if (a) or (b) is not possible. Contact your Service project officer for more information regarding option (c).

If the Common ASAP System Issues and Solutions above did not address your concerns, please send an email to ASAPEnrollment@fws.gov with the following information:

Recipient Name:
Person to Contact:
Phone Number:
ASAP Recipient ID:
FBMS Award Numbers (ask your Service Project Officer for this information or refer to the crosswalk in item #5 above):
Description of Error Message:  Please be very specific.  Provide a screen shot if possible.

We will get back to you as soon as possible.