Formatting Instructions for ACH Credit Payments to the USPS for Postage
Formatting Instructions for Treasury-Disbursed Agencies
- Overview
By December 31, 2003, federal program agencies (FPAs) are required to make postage payments to the U.S. Postal Service by electronic funds transfer (EFT) mechanisms or the Intra-governmental Payment and Collection (IPAC) system. The instructions that follow are for Treasury-disbursed agencies making Automated Clearing House (ACH) Credit payments in accordance with the Treasury Financial Manual (TFM) Bulletin 2004-02. In accordance with this TFM bulletin, FPAs will use ACH credits for postage payments when using the USPS Centralized Account Processing System (CAPS) and Postage Meter services.
- Instructions for Preparing Payment Files Transmitted to the Financial Management Service (FMS)
Prior to submitting payment files for postage payments to an agency's servicing Regional Financial Center (RFC), the agency must contact the RFC and schedule a test. FPAs must use the payment formats required by FMS. FMS' payment formats can be found at the following Web site: http://fms.treas.gov/bulktransfers/index.html. FPAs will authorize ACH credit transactions and use the correct FMS Payment File formats for transmitting their payment instructions for both tape/electronic submissions to the Electronic Certification System (ECS) or the Secure Payment System (SPS).
It is expected that the majority of the agencies will use the CCD+ ACH format for making postage payments (one payment, one addenda record). For this format, agencies will use FMS Tape Record Layout CPSS: 08.90.017.05 and the Tape Record Layout CPSS: 08.90.017.19. NOTE: If an agency chooses to use the CTX ACH format, the FMS Tape Record Layout found at the following Web site must be used: http://fms.treas.gov/CTX/format_CTXvendorexample.html.
The FMS Record CPSS: 08.90.017.05 is the record that moves the funds from the paying agency to the USPS for payment of postage. FMS translates this record into the ACH CCD Entry Detail Record (page 47 of the Operating Rules of the 2003 ACH Rules book). The FMS Record CPSS:08.90.017.19 is the record that moves the remittance-related information (e.g., specific agency postage account number). FMS translates this record into the ACH CCD Addenda Record (page 47 of the Operating Rules of the 2003 ACH Rules book) for ACH system processing.
- Relationship Between FMS and ACH
Treasury-disbursed agencies must send their payment files to their agency's servicing FMS RFC for processing. The FMS RFC serves as an Originating Depositary Financial Institution (RDFI) in the ACH system. The RFC processes the payment files provided by the agencies, converts the payment data into the NACHA ACH standard formats, and sends the payment data through the federal Reserve ACH system for payment. FPAs will format addenda records correctly so that USPS can post accounting information to the correct agency accounts. If agencies use incorrect ACH formats or information in their payment instructions or addenda records, money can be misapplied or not applied to agencies' accounts, resulting in agencies not receiving their postage.
Treasury-Disbursed Payments--FMS Tape Record Layouts
Non-Treasury-Disbursed Agencies
- Overview
By December 31, 2003, federal program agencies (FPAs) are required to make postage payments to the U.S. Postal Service (USPS) by electronic funds transfer (EFT) mechanisms or the Intra-governmental Payment and Collection (IPAC) system. The instructions that follow are for Non-Treasury-Disbursed agencies making Automated Clearing House (ACH) Credit payments in accordance with the Treasury Financial Manual Bulletin 2004-02. In accordance with this bulletin, FPAs will use ACH credits for postage payments when using the USPS Centralized Account Processing System (CAPS) and Postage Meter services.
- Instructions for Preparing Payment Files Transmitted through the Agency's Respective Government Financial Center for Processing
Prior to submitting payment files for postage payments, the agency should test the record format by submitting a Zero Dollar transaction with the formatted addenda record through their system to verify the information required by the USPS. FPAs will authorize ACH credit transactions and use the correct ACH payment formats for transmitting their payment instructions. It is expected that the majority of the agencies will use the CCD+ ACH format for making postage payments (one payment, one addenda record). NOTE: If an agency chooses to use the CTX ACH format, the ACH Record Layout is found in Subsection 2.1.9, Sequence of Records for CTX Entries, on page 49 of the Operating Rules of the 2003 ACH Rules book.
ACH CCD Records are found in Subsection 2.1.7, Sequence of Records for CCD Entries, on page 47 of the Operating Rules of the 2003 ACH Rules book. The ACH CCD Entry Detail Record is the record that moves the funds from the paying agency to USPS for payment of postage. The ACH CCD Addenda Record is the record that moves the remittance-related information (e.g., specific agency postage account number).
- Relationship Between Formatting the ACH Records and Receiving Postage
FPAs will format addenda records correctly so that USPS can post accounting information to the correct agency accounts. If agencies use incorrect ACH formats or information in their payment instructions or addenda records, money can be misapplied or not applied to agencies' accounts, resulting in agencies not receiving their postage.
Non-Treasury-Disbursed Payments--FMS Tape Record Layouts
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