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National Science Foundation
Office of Budget, Finance and Award Management (BFA)
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Cash Management Branch
Financial Systems
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Office of Budget, Finance, & Award Management
Budget Division
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Division of Financial Management
Division of Grants & Agreements
Division of Institution & Award Support


Cash Management Branch

Acting Branch Chief: Mike Howe

GRANTEE CASH MANAGEMENT

Acting Section Head: Shanell Overton

Shanell Overton - 703-292-8359 - USP & Foreign Grantees

Dorothy Battle - 703-292-4440 - AL, AR, CO, DE, ID, IN, KY, MA, MS, PA, RI, SC, UT, WV, and all Fellowship Payments

Chris Berner - 703-292-4335 - AZ, DC, GA, MD, MI, MN, NJ, NC, OK, TX, VT

Ilene Caruso - 703-292-8334 - AK, CA, CT, HI, IA, MO, ND, NM, NV, NY, SD, WA, WY, and all SBIR awards

Naomi Jackson - 703-292-8775 - FL, IL, KS, LA, ME, MT, NE, NH, OH, OR, TN, VA, WI

Services

  • Processes payments for grantee institutions
  • Processes payments for SBIR recipients
  • Processes payments for Fellowships
  • Records returns from grantees, SBIR recipients and Fellowships
  • Provides assistance to grantees with ACM$

FREQUENTLY ASKED QUESTIONS

Question: How do I get access to ACM$?
Answer: Instructions for gaining access to ACM$ can be found at https://www.research.gov/common/attachment/Desktop/Financial_Instructions_Awardees.pdf
Question: How long do I have after my award expires to draw down funds before it is financially closed?
Answer: You can continue to draw down funds for 120 days after your award expires. After 120 days it will be financially closed and you will only be permitted to do adjustments.
Question: How long do I have after my award is financially closed to make adjustments?
Answer: After the award is financially closed, you have 14 months to make adjustments.

COMMERCIAL CASH MANAGEMENT

Section Head: Kathleen Carpenter

Please contact the correct person associated with the question or comment you may have regarding Accounts Payable:

Kathleen Carpenter - (703) 292-4442
Section Head

Sherri Payne - (703) 292-7957
Flat Rate, 1099's, SF1164, IPA Payments, Payments Re-issues

Barbara Melvin - (703) 292-7901
Travel Card Applications, 90 Day Travel Close Out

Laura Miller - (703) 292-4466
AP Log, Invoices, Training Payments

Tia Davidson (contractor) - (703) 292-4464
Travel Expense Reports

DFM Travel Close Out
Concur Close Outs and Guest Panel Close Outs

Services

  • Records invoices for purchase orders, contracts, and training
  • Provides audit approval related to travel from both Concur and Guest reimbursements
  • Processes obligation close-outs for Concur and Guest
  • Processes payments for local travel and other related expenses via SF-1164
  • Processes IPA payments for per diem, supplemental pay, lost consulting and fringe benefits
  • Manages the travel card program
  • Provides 1099 assistance to individuals
  • Records monthly purchase card transactions
  • Records airline ticket transportation charges for both Concur and Guest Obligations

FREQUENTLY ASKED QUESTIONS

Question: How do I know if my expense report has been paid? How do I know if a Purchase Order has been paid?

Answer: Payment look-up for Documents Converted from FAS:

Using the TANUM (e.g. TANUM140015647) the obligation would be 14T0015647.

  • Go to iTRAK  using
    • Fed Admin Inquiry & Reporting
    • Inquiry
    • Document Cross-Reference
  • In JAVA you will get a pop-up box for Fed Admin Inquiry & Reporting
    • Click OK
  • In the new JAVA window
    • Click he ellipses in the first section for supplier (operating unit)
      • This will change to NSF_Operating_Unit
    • In the next section for Purchasing Documents click in the PO Number field to get the ellipses again
    • Enter he percent sign (%) followed by the first seven to 8 (14T00156) characters of the obligation number
      • A list of numbers that begin with that information will show up, select your obligation by clicking once and then clicking OK
      • To the right of the previous section you will see the Results options
        • The radial button for Purchase Orders should default as selected (click Find)
    • All purchase orders linked with this obligation number will be retrieved
      • Click View Purchase Order (X)
    • In the next window click Lines
    • Once the Purchase Order Lines window opens
      • To see the compensation payments click on the line that reads 1000. This is the converted amendment number from FAS.
        • If you scroll to the right you will see two columns One = Quantity and another Quantity Due they should have the same amount and it will be the obligated amount
        • Continue to scroll to the right to see the column that reads Quantity Billed. This will be the amount paid to the traveler. If there is no amount under quantity billed the traveler may not have received payment yet.

Payment Look-up for Documents Created in iTRAK:

Using the TANUM (e.g. TANUM140015647) the obligation would be 14T0015647.

  • Go to iTRAK  using
    • Fed Admin Inquiry & Reporting
    • Inquiry
    • Document Cross-Reference
  • In JAVA you will get a pop-up box for Fed Admin Inquiry & Reporting
Click OK
  • In the new JAVA window
    • Click the ellipses in the first section for supplier (operating unit)
      • This will change to NSF_Operating_Unit
    • In the next section for Purchasing Documents click in the PO Number field to get the ellipses again
    • Enter the percent sign (%) followed by the first seven to 8 characters of the obligation number
      • A list of numbers that begin with that information will show up, select your obligation by clicking once and then clicking OK
      • To the right of the previous section you will see the Results options
      • The radial button for Purchase Orders should default as selected
      • Select the radial button for Invoices
      • Click Find

Question: What kinds of meetings fall under the flat rate reimbursement of $280 (Travel Day) and $480 (Meeting Day)?

Answer: Those individuals serving on Advisory committees, panelist reviewing proposals, and COVs (Committee of Visitors). For further information related to reimbursement and appropriate funding, see Financial Management Policy Manual No. 17 (Chapter 1, paragraph 170).

For Travel Policies and Procedures, see the NSF Travel Web Page at https://inside2.nsf.gov/travel/ (This link will only work if you are dialed into NSF VIA the RSL Connection or if you are within the NSF network).

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