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U.S. Geological Survey Manual

Attachment 1

Electronic Funds Transfer Processing Procedures

1. General Policies and Procedures

If the vendor EFT or TIN information is not on the invoice or in the FFS VEND table, the invoice will be considered an "improper invoice" and should be returned to the vendor within seven days.

Vendor codes without EFT or TIN information will be changed to inactive.

The term "invoices" is used throughout these procedures. The term includes travel vouchers for non-USGS travelers.

When waiver requests are approved or the EFT or TIN information is entered, the vendor code will be reactivated.

Approved waivers will be maintained in a file in OFM. The waiver file will be reviewed annually to determine that the conditions requiring the waiver are still valid. If they are deemed invalid, the vendor code should be changed to inactive.

Expected turnaround times by OFM are shown in the steps below. Variations from these times can be expected if volume of activity is higher than anticipated.

The forms and sample letters described below are available at http://internal.usgs.gov/ops/finance/eftpage.html.

Step Action
1 RDE sites will continue to process invoices as before.
2 If an invoice is entered into FFS and the "inactive vendor" error appears, leaf to the VEND table for that vendor.
3 If the EFT FLAG on the VEND table is N, then EFT information is required for that vendor. If the SOC SEC/FEDERAL ID # field is blank, then TIN information is required. In either case, go to step 5.
4 If there is no record for that vendor, then contact OFM to establish the vendor record in FFS. If EFT or TIN information was not submitted with the invoice, then go to step 5.
5 Determine if the vendor is (1) an individual or sole proprietor or (2) a partnership, corporation, non-Federal governmental unit, or college or university. If the vendor claims they are an individual/sole proprietor, accept it at face value unless telltale titles or abbreviations (e.g., Corporation, Corp., Inc., Ltd., etc.) are in the vendors name. If the vendor is an individual, go to step 6; otherwise, go to step 15.
6 If the vendor is an individual, immediately return a copy of the invoice to the vendor along with a copy of the EFT sign-up form (if that information is missing, Attachment 3). Use the sample transmittal letter on Attachment 4; check the appropriate box and include the information in the box at the bottom of the sample letter. Retain the original invoice in a suspense file.

- Individuals are permitted to declare that receiving payment electronically would cause a hardship, and the EFT requirement can be waived.

- Attempt to contact the vendor by phone if he/she has not responded within 15 days after mailing the letter.

7 If the vendor returns the invoice with the completed EFT sign up form and/or TIN information, go to step 8. If the vendor requests an EFT waiver, go to step 11. If the vendor does not respond in 30 days, go to step 14.
8 If the vendor returns the invoice with the completed EFT sign up form and/or TIN information, immediately date stamp or enter the date on the EFT sign up form and/or TIN letter and fax a copy of it to OFM at (703) 648- 4112, ATTN: VEND. Keep a copy for your files.
9 OFM will normally process the EFT or TIN information within 1 work day. You will be notified when the EFT information has been entered and the vendor reactivated.
10 Once this is completed, reprocess the payment. Be certain to change the DATE INVOICE RECEIVED on the payment document screen to the date the EFT sign up form or TIN information was received.
11 If the vendor requests an EFT waiver, immediately date stamp or enter the date on the waiver request (usually the returned letter) and fax a copy of it to OFM at (703)648-4112, ATTN: VEND. Keep a copy for your files.
12 OFM will normally process the EFT waiver within 1 work day. OFM will reactivate the vendor and notify you when this has been completed.
13 Once you have been notified that the vendor has been reactivated, reprocess the payment. Be certain to change the DATE INVOICE RECEIVED on the payment document screen to the date the EFT waiver request was received.
14 If the vendor does not respond in 30 days, then we will be forced to process the payment by paper check with or without the TIN information, as applicable.

- Contact the OFM vendor desk (703) 648-7612 to reactivate the vendor. OFM will immediately reactivate the vendor so the payment can be processed, then immediately deactivate the vendor to prevent future payments.

- Enter the DATE INVOICE RECEIVED on the payment document screen to the current date, i.e., 30 days from receipt of the original invoice. The payment will be aged an additional 30 days before payment is made.

15 If the vendor is not an individual (e.g., corporation, university, governmental entity), then determine if waiver condition 6 (one-time payment) or 7 (compelling urgency) (Attachment 2) apply. If neither condition applies, then go to step 16. If either condition applies, then go to step 18.
16 If the vendor is not an individual and waiver condition 6 or 7 do not apply, then immediately return a copy of the invoice to the vendor along with a copy of the EFT sign-up form (if that information is missing, Attachment 3). Use the sample transmittal letter on Attachment 5; check the appropriate box and include the information in the box at the bottom of the sample letter. Retain the original invoice in a suspense file.

- Attempt to contact the vendor by phone if he/she has not responded within 15 days after mailing the letter.

17 If the vendor returns the invoice with the completed EFT sign up form and/or TIN information, go to step 8. If the vendor does not respond in 30 days, go to step 14.
18 If the vendor is not an individual and waiver condition 6 or 7 apply, then prepare a waiver request similar to that shown on Attachment 6. All such waiver requests must be made through your Division Headquarters to OFM. A listing of Division contacts and fax numbers is shown at the end of this attachment.
19 OFM will normally process these waiver requests within 5 workdays of receipt. If the waiver request is approved, go to step 20. If the waiver request is denied, then go to step 21.
20 If the waiver request has been approved, OFM will reactivate the vendor and contact you by phone to process the payment. Once the payment is processed, the vendor will be deactivated.

- If OFM is unable to contact you by phone, you will be notified by e-mail or fax to process the payment in FFS. Once the payment is processed, contact OFM ((703) 648-7612) to deactivate the vendor. The vendor will be automatically deactivated in 5 workdays if you do not contact OFM.

- Once you are notified, reprocess the payment. Be certain to change the DATE INVOICE RECEIVED on the payment document screen to the date the waiver request was approved.

21 If the waiver request is denied, go to step 16.

Conclusion: Gathering EFT and TIN information and processing waiver requests will delay payments to vendors. Therefore, it is important that all the necessary steps in the process be completed timely, especially the initial entry of the vendor's invoice.

Division Contacts for EFT Waiver Requests
Division Contact Fax Number
BRD Chief, Branch of Financial Management
or Finance Officer
(703) 648-4258
(303) 202-4235
GD Louie Pectol (703) 648-6706
WRD Alice Sabatini (703) 648-5295
NMD Dianne Putnam (703) 648-4688
DO Gayle Sisler (703) 648-4454
OPS Carole Carter (703) 648-7219

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Last modification: 11-Jan-2013@10:57 (bt)