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United States Department of Agriculture
Animal and Plant Health Inspection Service
FOST FAQs

FOST FAQs

Last Modified: Apr 3, 2018
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GENERAL FOST FAQ'S

What types of obligations and payments does FOST make?

Financial Operations Services Team (FOST) makes manual obligations and payments in the financial system. 

Where do I find more information on each of these payment types?

Information for each payment type can be found at the intranet site by going to FOST.

Who do I contact if I have questions on manual obligations or payments?

Contact Us

What obligations and payments are considered automated, and where do we get additional information on those?

What is the mailing address for FOST?

Contact Us

How do I get a new vendor set up for payments?

If the payment(s) within one federal fiscal year will go over the micro purchase threshold, then you should have the vendor register in SAM. If the payments will not go over the micro purchase threshold, complete the EFT/ACH form found in FOST Forms and submit it to the contact listed.

How long does it take for vendors to receive payments?

Electronic Funds Transfer (EFT) – 2-5 business days from the date in the financial system

Check – depends on the mail, generally we tell the vendor 7-10 business days

Secured Payment System (SPS) –

  • Same Day Pays – these payments are generally more than $100,000 or of urgent nature, and the payments may be received the same day if certified by 2:00 p.m. CST.
  • ACH wire transfers – these are typically less than $100,000 and not of urgent nature, and payments are received within 3-5 business days.

Why was a payment less than the amount requested, or only $1?

Visit the Treasury Offset Program website for more information.

What is the difference between a cooperative agreement, interagency agreement, and a reimbursable agreement?

Cooperative Agreements (CA) – CA payments are payments made to a non-federal cooperator for their contributions to the mutual interest government project being funded. These payments are made by FOST.

Interagency Agreements (IA) – IA payments are payments made to another federal agency for their contributions to the mutual interest government project being funded. IAs are required to be paid via IPAC. These payments are processed by the International Operations & Accounting Team (IOAT).

Reimbursable Agreements (RA) – RAs are often another name for CAs or IAs. These can be either an agreement where another entity does work for us and we reimburse them, or we do work on behalf of another entity and we bill them for the work. All teams may work with RAs as they may be payments or collections to federal or non-federal entities.

What is SAM?

The System for Award Management (SAM) is a free site for vendors to register to be eligible to receive federal contracts and payments. Registration in this site is required for most contracts and payments which are over the micro purchase amount. The benefit of this site is that it is federal government wide and allows vendors to receive contracts and payments from the federal government. SAM communicates with most federal financial systems, thus reducing errors in data entry and streamlining processes, lowering financial processing costs. Vendors registered in SAM are responsible for updating their SAM record as changes are made which would affect receiving a federal contract or payment (ie vendor name change, banking data, business type, etc).

What is the micro purchase threshold? 
The micro purchase thresholds for payments without an agreement or purchase order are set at $3,500 for goods and services, $2,500 for services covered under the Service Contract Act, $2,000 for construction, and $350 for telecommunications repair service (no telecommunications recurring services). All payments over the micro purchase threshold must be accompanied by a valid agreement or purchase order.

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FOST FMMI FAQ'S

 

How do I get my full FMMI code if I only know my FMMI short hand code?
 

The FMMI website provides information on how to obtain your FMMI accounting elements if you only know your FMMI short hand code.

Please contact your program’s Budget Analyst for additional information or questions. Your Budget Analyst may also be able to provide your full FMMI accounting elements.

How do I know what roles I have in FMMI?

In order to complete FMMI tasks, users must be assigned the associated roles. There are multiple FMMI roles configured in a complicated structure. When trying to perform a task in FMMI, following the proper path and instructions, if you do not see the option, you do not have the necessary role in FMMI. Many departments have adjusted their internal procedures to include multiple users to complete FMMI tasks.

Outside of FMMI, your program’s FMMI lead and/or supervisor should have a list of your roles or be able to obtain them for you.

Who do I contact if I think I am missing a FMMI role?

If you believe you are missing a role(s), please work with your supervisor and/or FMMI program lead. If they are unable to assist you, they should be able to point you in the right direction.

Why does my FMMI screen look different from other employee’s FMMI screen?

FMMI screens only show the areas that you have roles to. Screens and locations of headings and items may differ based on roles assigned.

What is a FMMI vendor code?

FFIS used Taxpayer ID Numbers (TINs) or Social Security Numbers (SSNs) as vendor codes. In an effort to protect Personal Identifiable Information (PII), FMMI uses unique vendor codes which do not contain PII. FMMI vendor codes are 10 digits long. FMMI vendor codes may be assigned banking information for Electronic Funds Transfer (EFT) payments. There may be multiple FMMI vendor codes for the same vendor name to accommodate multiple bank accounts.

How do I find a FMMI vendor code?

If you have access to FMMI, and have the proper roles established, you may run the Vendor List Report by going to Accounts Payable > AP Reports > Accounts Payable Reports > Vendor List Report. To begin, click on the double box icon next to the vendor account entry box. You may search for FMMI vendor codes in multiple ways. Often, FMMI vendor codes are searched by name or by SSN/TIN. Once you have entered your selection criteria, press Enter. Select the vendor you wish by double clicking on the correct line and click Execute to see vendor details.

There may be multiple FMMI vendor codes for the same vendor name to accommodate multiple bank accounts.

The asterisk (*) in FMMI represents a wildcard. If you are searching by a person’s name, it is recommended to use the wildcard on all sides of the name for best results (ex. *Jane*Doe*). Note: Employee vendor codes begin with 12.

If you do not have access to FMMI or the roles established to allow you to find a FMMI vendor code, please contact your Budget Analyst for the FMMI vendor code. FOST initially can assist with Employee Vendor codes for OF-1164s. Contact Us.

What is the difference between ECC and BI Reporting in FMMI?

ECC = Enterprise Central Component
BI = Business Intelligence

Most FMMI users have BI reporter role, while only certain regional employees or headquarter employees have ECC reporter role. ECC report access is limited because real-time reporting usage slows down the system.

The table below illustrates the differences between the two types of reporting.

 

ECC Reporting

BI Reporting
Availability of Data Real-time reporting available Batch load of data nightly
Analytical Capabilities Some analytical capabilities are available (i.e. drill-down, filtering) Advanced analytical capabilities are available (slice and dice, drill-down, exception/conditional reporting)
Customization of View by End User Limited ability to customize the report layout Several functions available to customize the layout of the report as needed
Ability Print Reports via the Web Printing is available by downloading to Excel Printing is available in Adobe Acrobat or downloading to Excel
Download Capabilities Several platforms MS Excel/Adobe Acrobat/CSV
Distribution of Reports Reports are available via the portal Reports are available via the portal
Integration of Data ECC module specific reporting Flexibility to report on data from multiple ECC modules and external data


How do I find out if my payment was processed?

Most FMMI users have access to display FMMI FI (non-obligating) and LIV (obligating) payments. If you have access, follow the FMMI path below:

Display FMMI payments (This is an ECC report – please see question on BI vs. ECC reporting)

Accounts Payable > AP Reports > Accounts payable Reports > Display Line Items Report. Then, enter to search for the Vendor Account (which is the FMMI vendor number).

  • Check “All items” under the Line Item Selection Status.
  • Check “Normal Items”, “Special G/L transactions”, “Noted items”, and “Parked Items” under Type.
  • Enter “/MISC” under layout
  • Click Execute.

This report will generate all accounts payable documents processed against the FMMI vendor code. The Doc Date column indicates the date the document was processed/entered into FMMI. The Posting Date column indicates the date the document was approved/posted for payment. The Clearing column indicates the date the document was cleared for payment. If a date is shown in the Clearing column, the document has been processed and the vendor should receive payment within 2-5 business days from the date listed in this column.

If you do not have access to FMMI or the roles necessary to view payment information, please contact a FOST team member. You will need to provide the vendor name or vendor code, approximate date, and dollar amount of the payment in question. Contact Us.

FOST will be working on determining BI reports which may be used for similar functions. FOST will update the FAQ as soon as that information is available.

How are obligations recorded in FMMI?

All obligations entered by FOST in FMMI are Purchase Orders (POs).

How do I find a Purchase Order (PO) number?

If you have access to FMMI and have BI reporting role, go to General Ledger Management > BI General Ledger Reports > Un-Liquidated Obligations Detail Report (BETA). To begin, enter the Business Area (i.e. AP00 for APHIS), and the Fiscal Period/Year (i.e. 003/2012 for December FY 2012). Then, enter other selection criteria to limit the search results as applicable. You may enter the FMMI vendor number to search for all POs obligated against a particular vendor. You may also enter any or all of the accounting elements (Fund, Funded Program, etc.) to search for all POs obligated against a certain accounting element(s). After all of the selection criteria have been entered, you may click Check to ensure the selection was entered correctly, and then click OK to begin searching.

This report will bring up all POs for the selection criteria used that have not been fully paid or deobligated. The FMMI Obl Doc NBR will display the PO number.

If you have access to FMMI, and have ECC reporting role, go to Purchasing > Purchasing Reports > Purchase Order List Display by Vendor Report. To begin, either enter the vendor number or click on the double box icon next to the vendor account entry box to search for the vendor. You may search for FMMI vendor codes in multiple ways. Often, FMMI vendor codes are searched by name or by SSN/TIN or DUNS. Once you have entered your selection criteria, click Start Search. Select the vendor you wish by double clicking on the correct line. There may be multiple FMMI vendor codes for the same vendor to accommodate multiple bank accounts. You may enter any other valid info to limit the search results, such as Plant (note: Plant equals agency, i.e. AP00). Once you have entered all selection criteria, click Execute.

This will bring up all POs for the vendor and limit it to the other criteria selected. To the far left is the purchase order number. The short text typically displays the agreement number, and the net value displays the value of the purchase order. If you wish to view the PO, you may drill down to the PO details by double clicking on the PO number. While in the PO, under the Item section, the Purchase Order History Tab will show you the payments made against this PO in FMMI. Keep in mind that payments made against this PO prior to FMMI will not be shown here, but you can see them in FFIS or Hyperion. If you do not see a Purchase Order History option/tab, then the PO has no payment made against it yet.

How do I find the payments processed against a Purchase Order (PO)?

If you have access to FMMI, and have the proper roles established, go to Purchasing > Purchasing Evaluation > Purchase Orders > Display Purchase Order. Click on Other Purchase Order, enter the PO number, and press Enter. This will display the PO. Under the Item section, click on Purchase Order History (you may have to scroll to the right or click on the folder icon to find it). If you do not see a Purchase Order History option/tab, then the PO has no payment made against it yet.

Under the PO History, it will list all LIV payments processed against the PO. To view individual LIV payments, you may drill down by double clicking on document number. This action will bring you to the LIV screen to view in detail the LIV payment. You may click Back within FMMI to return to the previous screen. We have had the most success with the Go Back button. Do not use the back button on your Internet Explorer browser.

Where do I find the Budget Object Codes (BOC) manual?

BOC manual - This document is a searchable PDF. Using the search feature (Ctrl+F) greatly assists in finding the correct codes quickly. Please ensure the proper BOC is provided on all obligations and payments.

Why isn’t the BOC I have been using listed in the BOC manual?

The BOC manual is dated and not all changes are included. It is possible that you are using a valid BOC that is not in the manual, or it is possible that it is an invalid BOC and someone has manually changed it in order to process your previous obligation or payment requests.

What are the common FMMI document types and their associated number ranges and descriptions?

Common FMMI Document Types
Document Type FMMI Description Number Range From Number Range To Reversal Document Type Common Description
3P GovTrip Pay IBA 1900000000 1999999999 KA GovTrip payment to Individual Billed Account
4P GovTrip Pay CBA 1900000000 1999999999 KA GovTrip payment to Central Billed Account
CL G/L Account Document 100000000 199999999 CL General Ledger Accounting Adjustment Document
GT Gov-Trip Travel Obligation 7300000000 7399999999 GT Gov-Trip Travel Obligation
KG Vendor Credit Memo 1700000000 1799999999 KA Vendor Credit Memo
KR Vendor Invoice 1900000000 1999999999 KA Non-Obligating Disbursing Payment - FI payment document
NB Purchase Order (Direct) 4500000000 4599999999 NB Standard Purchase Order
ND Non-Disbursing 1900000000 1999999999 n/a Non-Disbursing Document
RE Invoice - Gross 5100000000 5299999999 RE Obligating Disbursing Payment - LIV payment document
TO GovTrip Travel Commitment 7000000000 7099999999 N/A GovTrip Travel Obligation
TV GovTrip Reimbursable 1900000000 1999999999 KA GovTrip Travel Voucher
VI VADR FI Invoice 1900000000 1999999999 VI Voucher Auditor’s Detailed Report (VADR) FI Invoice
VM VADR MM Invoice 5100000000 5299999999 VM Voucher Auditor’s Detailed Report (VADR) MM Invoice
ZVA Service/Value-based 4300000000 4399999999 ZVA Service/Value-Based Purchase Order


Who are the FMMI program leads?

Program FMMI Program Leads
Animal Care (AC) Irene Fernandez & Dianna Herbert
B&F, LPA & Hub Rollover, OA, DC & Telecom Adrianne Jackson
BioTech Reg Svcs (BRS) Bill Hughes & Sabrina Ferguson
International Services (IS) Nati Rodriguez, Jessica Fisher, Angie Patterson, & Joan Mullen
Investigative Enforcement Services (IES) Robert Green
MRPBS & Central Services Tanya Hairston
Plant Protection and Quarantine (PPQ) Sherry Parsons & Lee Spaulding
PPD & CREC Lisa Burley & Tanya Hairston
Veterinary Services (VS) Kiesha Bell, Pat Donohue-Galvin & Dionne Murray
Wildlife Services (WS) Diana Rangel& Charleane Gaddie

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FOST OF-1164 EMPLOYEE REIMBURSEMENTS FAQ'S

What is a Optional Form (OF) 1164?

An OF-1164 is a form used to document employee reimbursements. These reimbursements cover money that employees paid out of their pocket for official, work-related expenses. Please see the form and instructions for guidance on required information. Financial Operations Services Team’s (FOST) standard of service for payment processing is within three business days of receiving completed form. To ensure prompt processing, complete and submit the OF-1164 form and documentation accurately.

What are some common items reimbursed on an OF-1164?

  • Mileage / Parking
  • Professional Liability Insurance
  • Fitness Subsidy
  • Office Supplies
  • Personal Equipment or Animal Hires
  • Employee Allowances, such as Uniforms or Ammunition
  • Work-Related Activities Approved by Supervisor Beforehand.

How do I get reimbursed for Official Government Business?

Claims for Expenditures on Official Business use the OF-1164 Form for reimbursement.

The following information is required to process a OF-1164.

  • Full name of employee requesting the reimbursement.
  • FMMI Vendor Number (if known) or the last 4 digits of the employee’s Social Security Number
  • Provide dates and description of expenditures claimed.(In general, goods and services cannot be paid in advance).
  • An itemized dollar amount of expenditures with total amount claimed on Line (7).
  • The signatures of claimant and approving official.
  • FMMI Accounting Elements (i.e. Fund, Fund/Cost Center, Functional Area, and WBS) and Budget Object Code(s) (BOCs) are needed.
  • Provide receipts for all line items over $75.00.
  • APHIS policy on health club reimbursements states they may be submitted quarterly verifying days of participation; total amount paid per month; and total amount reimbursable up to $25 per month. Please refer to the Policy for Reimbursement Fitness Program.Employees Only (Employees Only)
  • Wildlife Services (WS) cell phone request must provide statement that states basic minimum needs (receipts will not be required) or actual expenses (must provide receipts). Please refer to WS directive (4.190) and Appropriation Law for more details.

Can I get reimbursed for training?

Yes, you may get reimbursed for approved training, which you paid for directly. In order to get reimbursed, you must have a completed SF-182 attached with your completed OF-1164.

What travel items are allowed to be paid for on an OF 1164?

Local travel items such as mileage, parking, or taxi fares are reimbursed via an OF-1164. ALL TDY travel items such as airfare, hotel, per diem, car rental, and sato fees must be paid through GovTrip.

Where do I find the current mileage rates?

Current mileage rates

Can I get Telecommunications reimbursements? (i.e. Cell phone, internet, etc.)

An OF-1164 form must be submitted for any telecommunication devices. All reimbursement regarding telecommunication must have authorization from the Telecommunications Mission Area Control Office (TMACO). For more information on TMACO roles, refer to DR3300-020. Any reimbursement requests without official TMACO authorization will be sent to TMACO for review and who will then notify FOST of their final decision.

Wildlife Services (WS) has a separate telecommunications authority under Directive 4.190. WS employees may refer to this directive for further guidance.

What is Professional Liability Insurance (PLI)? Who is eligible for reimbursement of 50 percent of the PLI premium costs?

Professional Liability Insurance (PLI) provides coverage for damages and legal expenses incurred by employees who may be sued personally for actions taken relating to their official duties.The need for this insurance does not exist in cases where the Justice Department determines that the employee acted within the scope of the employee’s duties and it is in the interest of the Government to provide representation.

Marketing and Regulatory Programs (MRP) will reimburse eligible employees for 50 percent of the annual cost associated with professional liability insurance. To be eligible for reimbursement, the employee must occupy a position that meets the definition of “supervisor” or “management official” in 5 U.S.C. 7103(a)(10) and (11), or the employee must serve in a comparable role in an Incident Command situation during the calendar year. Incident Command System (ICS) roles that are covered include those designated as Commander, Officer, Chief, Director, and Supervisor. Please see the directive for more details on eligibility and reimbursement requirements. Reference: Directive 4060.2

How do I apply for 50 percent reimbursement of my PLI premium costs?

APHIS and GIPSA employees will need to submit a completed OF-1164 and attach a copy of the insurance premium payment/statement/receipt, or other acceptable proof of payment.

What is required to participate in the APHIS Fitness Subsidy Program?

The APHIS Fitness Subsidy Policy was only written for APHIS and only applies to APHIS employees. This policy provides minimum requirements only. APHIS programs may further limit the policy. Please check with your program to see if an adapted fitness subsidy policy exists. You are required to follow your program’s specific fitness subsidy policy if one exists.

Since APHIS programs may further limit the policy, it is the responsibility of the employee and approving official to determine if the employees’ reimbursement request meets the requirements of the APHIS Fitness Subsidy Program. Employees may be reimbursed up to half of the cost of a single membership, not to exceed $25 per month. It is recommended that the employee certifies participation in an exercise program at a health facility for a minimum of 150 minutes per week to be eligible for reimbursement. This fitness subsidy program is meant for employees only.

For more detailed information and forms on the fitness subsidy program (Employees Only) Employees Only.

How do I get reimbursed for the APHIS fitness subsidy program and what form do I need?

APHIS and GIPSA employees will need to submit a completed OF-1164 and provide documentation of participation and any other backup documentation. Please refer to the following information related to APHIS fitness subsidy: official APHIS policy (Employees Only) Employees Only and form used to participate in the APHIS fitness subsidy program (Employees Only) Employees Only.

Can an agency pay/reimburse the fees incurred by recognized federal employees and their supervisors attending a regional awards ceremony and luncheon sponsored by a local Federal Executive Board (FEB)?

Yes. The agency head may reimburse the cost of the luncheon and attendance related expenses (including a cash award) for federal employees recognized in an awards ceremony sponsored by the FEB under the Incentive Awards Act. Recognized federal employees must meet the stated criteria for such awards. B-236040 10/09/90 5 U.S.C § 4503

Can I get reimbursed for food/water? When is it allowed and when is it not?

Reimbursements for food and water are only approved for work-related activities that have been pre-approved by a Supervisor and are in accordance with Federal Appropriation Law. Reimbursement does not apply for personal usage on food and/or beverages. In order to be reimbursed, the claimant must complete and submit an OF-1164 with all necessary justification included. Below are basic guidelines of when food and water may be reimbursed. This does not cover all scenarios and is simply intended to be an overview. Food and water are among the most denied claims: it is recommended that you consult your procurement officials if you are not certain food and/or water is authorized.

Food at Conferences:
Agencies can use appropriated funds to pay for meals and refreshments at government-sponsored conferences if the following four conditions are met:

  • the food is part of a formal conference;
  • the food is incidental to the conference;
  • attendance at the time food is served is required to ensure attendees’ full participation and;
  • the conference includes discussions, speeches, lectures, or other business that is conducted at timed other than just when food is available.

Light Refreshments for Conferences:
Agencies are permitted to purchase light refreshments for employees at conferences if the following two conditions are met:

  • the majority of attendees are in travel status, away from their duty station and;
  • the conference is not “day-to-day” or routine business.

Light Refreshments for Award Ceremonies:

Light refreshments can be procured and served at award ceremonies (Government Employee Incentive Awards Act 5.U.S.C 4501-4506).

Water/Bottled Water:
Bottled water procurements may be reimbursed with appropriated funds by obtaining a signed waiver approving the purchase in advanced and meeting the following criteria:

  • there is no access to potable water within a reasonable distance of work site;
  • the bottle water is acquired solely for day-to-day use of employees supporting and working under unusual and extreme conditions;
  • the bottled water may not be stockpiled for later use;
  • internal controls are place locally to protect the agency against potential fraud, waste, and misuse of government funds; and,
  • a written justification that supports the exception criteria identified herein is provided in advance for consideration for approval.

How soon can I expect payment after submitting an OF-1164, request for reimbursement?

Employee reimbursements via OF-1164 are transmitted via ACH. FOST maintains a standard of service for OF-1164s of three business days from the date received. Please refer to the FOST General FAQs section for more information on how long it takes to process an Automated Clearing House payment.

Who do I contact if I need assistance?

All 1164 inquiries and requests can be sent to fost@aphis.usda.gov.

What are the common BOCs used for OF-1164s?

Uniform Allowance – 1210
Professional Liability Insurance – 1236
Hires (Dog, Horse, ATV, Boat, Plane, etc.) – 2109
Mileage – 2121
Postage - FedEx, UPS, Parcel Post, etc. - 2353
Postage – US Postal Service – 2350
Passport Fees – 2421
Training Fees – 2523
Repair/Maintenance – Non-Motor Vehicles/Equipment – 2532
Repair/Maintenance – Office Equipment - 2535
Fitness Subsidy – 2540
Misc. Services (Car Washes, etc.) – 2570
Other Travel Fees - Parking, Tolls, Taxi, etc. – 2575
Misc. Fees – 2580
Trade Show Participation Fees – 2586
Gasoline – only if Gov. credit card was not available – 2614
Scientific and Experimental Supplies – 2620
IT Related Supplies – 2630
Office Supplies – 2671
Ammunition Allowance and Explosive Supplies – 2678

Where do I find the BOC manual?

BOC manual - This document is a searchable PDF. Using the search feature (Ctrl+F) greatly assists in finding the correct codes quickly. Please ensure the proper BOC is provided on all obligations and payments.


 

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