What are the steps the recipient must take to complete enrollment in ASAP?
Step 1: Initiate Enrollment
The federal agency will inititate a recipient's enrollment in ASAP by entering information specific to that organization using the USFWS ASAP Enrollment Form submitted by the recipient, including an individual who will serve as the Point of Contact (POC). Once entered, the POC is assigned a User ID and temporary password in ASAP's access control system and is sent email notifications. The User ID and password are sent in separate emails for security purposes. If the recipient has never enrolled in ASAP before, the email the POC receives from ASAP should contain their new user ID, a hyperlink that must be clicked on, along with a message saying that their temporary password will be sent to them by regular mail. If they do not want to wait for the password to arrive by regular mall, call the Richmond Federal Reserve at 804-697-8384 (option 3 to speak with an assistant) to request a temporary password. They will send them a temporary password to their email address.
Step 2: Define Officials
After receiving the email notification, the POC has up to 45 days to act on a pending enrollment. It is the responsibility of the Point of Contact to define the organization’s officials which include the Head of Organization, Authorizing Official (the individual responsible for defining and maintaining the Recipient Organization information, including the individual(s) who will have access to perform payment requests for the organization), and Financial Official. A Re-delegated Head of Organization and another Point of Contact can also be defined. Once entered, each official identified is assigned a User ID and temporary password in ASAP's access control system and will receive an email notification.
Upon initial entry, the POC must accept the role before proceeding. If not accepted, the Enrollment Initiator is notified, and corrections made or a new POC defined.
The POC can add and modify officials at any point during or following an organization’s enrollment process.
Step 3: Approve Officials
After receiving email notification, the Head of Organization (HOO) has up to 45 days to act on a pending enrollment. The Head of Organization is the top management official who establishes the authority for Organization to use ASAP.gov. This is done by approving the Authorizing Official and Financial Official and, if entered by the POC, the Re-delegated Head of Organization. The HOO can also add or modify officials when the organization is pending enrollment. Once an organization is enrolled, the HOO can only approve officials.
If the HOO chooses, a Re-Delegated Head of Organization (RHOO) can assume the responsibility for approving officials at the time of enrollment or for managing changes to officials in the future. To do so, the HOO needs to approve or enter/approve the RHOO.
Whether the organization is pending enrollment or active, all new and modified officials must be approved, if entered by the POC, before the changes go into effect. Once approved, the officials are sent email notifications. As with the previous roles, their User IDs and passwords are sent in separate emails for security purposes.
Step 4: Define Users and Roles
Before an organization can become active, the Authorizing Official (AO) must complete the organization’s enrollment profile and name the organization’s users. After receiving email notification, the AO has up to 45 days to define the Recipient profile. This involves reviewing the prepopulated data, making changes, if applicable, and submitting. This step must be completed before naming the organization’s users and their roles in ASAP.gov.
The organization users are responsible for the day to day operations for the organization. At least one user with the role of Payment Requestor must be named for a Recipient Organization. The Payment Requestor is the individual that will be requesting funds on behalf of the organization.
The AO can add and modify users at any point during or following an Organization’s enrollment process.
Step 5: Add Banking Information
Before an organization can perform payment requests, it must be active and have banking information defined. After receiving email notification, the FO has up to 45 days to add at least one valid bank account. The FO can add up to eight unique bank accounts with a corresponding payment method, i.e. four with ACH and four with Fedwire. A bank account that is designated as “ACH/Fedwire” is counted as two separate accounts.
Bank accounts entered as “ACH’ for the payment method have a waiting period of up to seven business days before they are available for use.
The FO can add and modify banking information at any point during or following an Organization’s enrollment process.
Step 6: Enrollment Activation
After a new Recipient Organization’s profile is completed by the Authorizing Official and at least one Payment Requestor is defined, the organization is ready to be activated. This is an automated process that occurs within 24 hours after the AO satisfies the enrollment requirements.
Once active, the Federal agency can create and fund accounts for the organization.
