U.S. Geological Survey Instructional Memorandum IM APS 2009-05

U.S. Geological Survey Instructional Memorandum

No.: APS 2009-05

Issuance Date: January 29, 2009

Expiration Date: Retain Until Superseded

Subject: Wire Transfer Receipts

Instructions: Replaces Instructional Memorandum OFM 97-07.

Reference: SM 338.4

1. Purpose. The purpose of this Instructional Memorandum (IM) is to define the U.S. Geological Survey (USGS) policy and procedure regarding funds that are wire transferred to the USGS for payment of reimbursable agreements and all other debts.

2. Background. Survey Manual chapter 338.4 prescribes procedures for the collection and deposit of funds received by the USGS. The attached Treasury guidelines detail the requirements for wire transferring funds to Federal agencies.

3. Policy. It is the policy of the USGS to accept wire transfer payments from USGS customers in accordance with Treasury guidelines. The use of wire transfers is the preferred method of receiving payments from foreign customers.

A. Customer Financial Institution. The financial institution used by a USGS customer to transfer funds to a depository financial institution.

B. Depository Financial Institution (DFI). The USGS has designated the Federal Reserve Bank in New York as the DFI to receive funds through wire transfer.

C. Wire Transfer. The electronic transfer of funds to the USGS from a customer through the Federal Reserve Bank.

A. Billing Offices. Responsible for ensuring that billing documents include either the appropriate remittance address for mailing payments to the USGS or a copy of the attached wire transfer instructions if payment is to be accomplished through wire transfer.

B. Office of Accounting and Financial Management (OAFM). Responsible for providing guidance for receiving wire transfers for payment of reimbursable bills, and for applying funds received through wire transfers to the appropriate bill(s) or agreement(s).

6. Procedures. Funds transferred to the USGS are to be sent by the Customer Financial Institution to the Federal Reserve Bank. Upon receipt, the Federal Reserve Bank transfers the funds via Treasury's Fedwire Deposit System for credit to the USGS. Treasury provides OAFM with a Deposit Ticket record of the wire transfer.

Guidance for wire transferring funds and the format to be used to process transfers are included in Attachment 1. These instructions are self-explanatory and can be provided to customers who are providing funds to the USGS through wire transfer. Listed below is additional information regarding the data required in the attachment.

A. Field 1, Receiver DFI No. The American Bankers Association (ABA) identification number for the Federal Reserve Bank of New York is 021030004. This number is pre-printed on the attached wire format.

B. Field 9, Agency Location Code (ALC). The USGS agency location code (ALC) is 14080001 and is pre-printed on the attached wire format.

C. Field 10, Third Party Information. This free-form text field is used to provide the USGS with adequate information to identify the payment. In order to ensure accurate recording in the Federal Financial System (FFS) of the funds received, this field must include the appropriate USGS bill number. This field should also include any other information to assist in identifying the payment, i.e., the agreement number, the USGS customer number, and the name and phone number of the customer's contact.

7. Accounting. Wire receipts will be recorded against the appropriate bill number or agreement by OAFM. Receipts will be processed in FFS as a "CR" transaction and will be listed in the current month's detail on FFS Report #289A under the appropriate Vendor Code and agreement number. Questions regarding wire transfers should be directed to OAFM, Receivables Management Branch.

9. Cancellation Date. This IM will remain in effect until superseded or canceled.