United States Department of Agriculture
Research, Education and Economics
ARS * CSREES * ERS * NASS
Bulletin
Title: | Payment Methods and Procedures for Processing Training Requests |
Number: | 02-402 |
Date: | February 11, 2002 |
Originating Office: | Employee Development Section, REE Services Branch, Human Resources Division, AFM/ARS |
Distribution: | REE Offices in Headquarters, Areas, and Field Locations |
Expires: | December 31, 2003 |
This Bulletin updates procedures in P&P 440.1 (Employee Training and Development) for processing training requests (SF-182) and making payments in the FFIS environment. This Bulletin is extended until these procedures can be included in P&P 440.1 (Employee Training and Development) for processing training requests (SF-182). |
This bulletin provides revised guidelines for procuring and paying for training, as
necessitated by conversion to the new accounting system, Foundation Financial Information
System (FFIS), effective October 1, 2001. The National Finance Center (NFC) feeder system
TRAI (Training Information System) is no longer used to make payments. Effective FY 2002,
TRAI is used solely to record training received.
Paragraphs 3-5 below describe options and procedures for paying for training requests.
Regardless of the payment method selected, form SF-182 (Request, Authorization, Agreement,
and Certification of Training) will be used to document authorization and approval of
training. It will serve as supporting documentation for obligating and paying for training
courses and provide a record for the employee. The SF-182 is authorized for use when:
Training requests that do not meet the above criteria must be sent to the servicing
Procurement Office for processing as explained in paragraph 5 below.
Preferred practice. Training should be purchased using the purchase card or
convenience check to the maximum extent possible. If the training cost is $2,500 or less
it may be purchased by a non-procurement cardholder. If the cost exceeds $2,500, it must
be purchased by a procurement cardholder in the servicing Procurement Office.
The approved SF-182 is supporting documentation for use of a purchase card or
convenience check. If the non-procurement cardholder has purchased up to the monthly
limit, the approved SF-182 may either be given to another non-procurement cardholder
within the organization who has not yet reached their monthly limit or to the servicing
Procurement Office. When a purchase card is used to procure the training, the cardholder
retains the Finance copy of the approved SF-182 to support the purchase. Do not send
the Finance copy of the approved SF-182 to NFC.
When completing Block 25 of the SF-182, enter the applicable method of payment, i.e.,
PAID BY PURCHASE CARD (PCMS) or CONVENIENCE CHECK.
Alternative practice. If the training vendor does not accept payment by
either purchase card or convenience check, either forward the SF-182 to the servicing
Procurement Office for execution of a Purchase Order or direct enter into FFIS by the
agency.
The originating office or Training Designee must request that the Vendor Coordinator
search the FFIS VEND table to determine if the training vendor has been added. If the
training vendor has not been added, the originating office or Training Designee must work
with the Vendor Coordinator to obtain the specific information from the vendor so that the
Vendor Code can be added. On the SF-182, enter the Vendor Code next to the Vendor Name in
Block 15a.
The originating office or Training Designee must enter one of the following in Block
25:
ARS
CSREES
FMD-Fiscal Operations Branch
Operations Section #2
Suite 554, Portals Building
Washington, DC 20250
Once approved, forward the Finance copy of the SF-182 with the screen print of the vendor
code to the address shown in Block 25.
ERS
Paid by Purchase Order
NASS
Follow internal Agency procedures established for
direct-entered FFIS documents.
All SF-182's for training provided by Federal Government vendors are paid via the OPAC
system. On the SF-182, enter the Vendor Code next to the Vendor Name in Block 15a. To
obtain the Vendor Code, follow the procedures outlined in paragraph 3 above under
Alternative practice. Enter the following vendor billing information in Block 25:
Agency Location Code (ALC)
Accounting Code, Budget Object Code, Amount
FFIS Referencing Document Number (RQ or M1/MO)
Point of Contact (Name, Telephone No., Email Address)
Contact your servicing fiscal office if you have questions regarding the required
information.
For ARS only, send the Finance copy to:
USDA _ OCFO, National Finance Center
Financial Services Division
FFIS Operations and Reporting Branch, Section 1
P. O. Box 53326
New Orleans, LA 70153
For training that is specifically designed and customized to your organization's needs,
follow internal agency procedures established for processing form AD-700 (Procurement
Request).
In addition to the AD-700, provide a detailed statement of work, number of course
attendees, and other pertinent information. Allow sufficient time for completion of the
procurement competition process when establishing timeframes for delivery of customized
training.
After employee has completed training, update the employee's record in the TRAI system.
ARS. Originating office or Training Designee inputs training information directly into TRAI.
CSREES, ERS, and NASS. Originating office or Training Designee forwards a copy
of the SF-182 to Employee Development Section (EDS) for input into TRAI.
REE Agency Heads
Director, HRD, through Head, EDS
Director, FMD
Director, PPD Director, PPD
Supervisors and Managers Supervisors and Managers
Training Designees Training Designees
Servicing Procurement Office Servicing Procurement
Office
Non-Procurement Cardholders Non-Procurement
Cardholders
Employees
AD-700. Procurement Request.
ALC. Agency Location Code.
EDS. Employee Development Section, REE Services Branch, Human Resources
Division.
FFIS. Foundation Financial Information System.
NFC. National Finance Center.
OPAC. On-line Payments and Collections.
PCMS. Purchase Card Management System.
SF-182. Request, Authorization, Agreement, and Certification of Training.
TRAI. Training Information System.
KAREN M. BROWNELL
Director
Human Resources Division