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Electronic Certification System (ECS)Updated October 17, 2001 If the Electronic Certification System (ECS) is not available for any reason (e.g., individual PC outage at FPA, telephone line problems, FMS host computer outage), the Federal Program Agency (FPA) may submit manual SF 1166, Voucher and Schedule of Payments, to its servicing Regional Financial Center(s) (RFC). The SF 1166 may be signed ("certified") by any existing FPA Certifying Officer authorized for the Agency Location Code being charged. I TFM 4-2000 addresses the use, preparation and submission of SF 1166 "Voucher and Schedule of Payments." Specific areas that are useful for the procedures noted below are:
VolumeThere is NO limit to the number of ECS "Summary Schedules" (voucher covering a bulk file transmitted/delivered to FMS external to ECS) FPAs may submit via SF 1166, in the event of an ECS outage. There is also no limit to the number of payments covered by each Summary Schedule. FMS strongly encourages FPAs to submit as many payments as possible in bulk files, certified by a Summary Schedule. There is no minimum number of payment records in a bulk file. There IS a limit to the number of payments FPAs may submit on schedules with detailed individual payment data typed/printed directly on the SF 1166. RFCs will be manually key-entering payment data from such SF 1166s. RFC staffing levels do not permit handling of large volumes of manual data entry of payments. Therefore, FPAs should limit use of this procedure to true emergency payments, especially if the problem is expected to be of short duration. While FMS will not set absolute volume limits, in the event of a large-scale outage, we will monitor incoming volumes, and prioritize as necessary (i.e., payments for large amounts will be made prior to payments for smaller amounts). Same day payments will have the highest priority. Check and ACH payments will be prioritized by individual payment amount. SF 1166 Delivery MechanismFPAs may deliver SF 1166s to the RFCs by regular mail, express mail, or courier. With prior consent of the RFC Director, FPAs may submit SF 1166s via FAX. However, if the SF 1166 is FAXed, the FPA must submit the original, signed SF 1166 to the RFC to confirm the FAXed SF 1166. The original should be prominently marked "CONFIRMATION OF FAXED SCHEDULE". RFC's WILL NOT RELEASE PAYMENTS BASED ON A FAX'ED SF 1166 UNTIL THE ORIGINAL, SIGNED SF 1166 IS RECEIVED. SF 1166 EDPRFCs will accept "computer/machine generated" SF 1166 EDP in lieu of official pre-printed forms. "Computer/machine generated" SF 1166 EDP should resemble pre-printed forms in terms of location of required data, to the extent possible. Whether using the pre-printed SF 1166 or a computer/machine generated form, it is only necessary to submit the original copy to the RFCs. The carbon copies on the pre-printed forms are not required. Font/CaseThere is no specified type font for completion of SF 1166 entries. However, because RFC personnel will be retyping data from the SF 1166 to create the payment, the font used on the SF 1166 should be one that is easily read. All alpha characters should be in UPPER CASE. Required InformationThe following standard information is required on ALL SF 1666s. FMS will not accept vouchers that do not contain all of the information specified below.
There are two general forms (usage) for SF 1166:
Procedures for each type of schedule are as follows: TYPE AFPAs SHOULD ATTEMPT TO LIMIT THE LENGTH OF ADDRESS AND PAYMENT IDENTIFICATION INFORMATION, USING ABBREVIATIONS WHENEVER POSSIBLE.
TYPE B
EnclosuresFMS will not process manual enclosures with checks during emergency situations. FPAs should use the 2 40-character Payment Identification lines, if necessary. Treasury Offset ProgramFMS will not submit emergency "Type A" ECS payments to the Treasury Offset Process. For additional information send an email to ecs.contingency@fms.treas.gov |