Author: nfc38
Last saved by: Valued Gateway Client
Company: USDA/NFC

Enclosure 1

INSTRUCTIONS FOR THE COMPLETION OF ARS-324, TRANSMITTAL OF REIMBURSABLE OR TRUST FUND AGREEMENT

NEW AGREEMENT - Please check one block--“YES or NO“.  This block is to be used to indicate a new agreement and NOT a new accounting code.   If the agreement is a one-year agreement and is renewed each year, then it should still be identified as a new agreement each year.  

ARS AGREEMENT NUMBER - Enter the appropriate Agreement Number.  Each new agreement should be assigned a new agreement number even though the agreement is renewed annually.  To indicate renewal, the same sequential number may be used as long as the FY indicator is changed.  

For example:  60 7MN1 2 001 for FY 2002 would become 60 7MN1 3 001 for FY 2003

Multi year agreements, however, should keep the same agreement number throughout the life of the agreement.  Do not assign a new agreement number each time the accounting code changes when carryover is involved.

AMENDMENT NUMBER/CHANGE IN FUNDING - If the attachment is to transmit an amendment to an existing agreement, please indicate the amendment number and select the correct indicator to tell if the amendment adds or decreases funding to the agreement.  Please ensure that amendment numbers are submitted sequentially.  If the amendment adds funding that will not be used in the current FY, then it is not necessary to complete the “Estimated Costs” section.   When the amendment is to extend the period of the agreement, then it is only necessary to complete the box entitled “Expiration Date”.

SEND TO - (Preprinted – Shows the appropriate mailing address of where to mail agreement documents).  For mailing via overnight courier, send to:  

 	USDA-OCFO, ARS Operations Section, 
 	13800 Old Gentilly Road,
 	2^nd Floor, Post V-45,
 	New Orleans, LA  70129

VENDOR NAME – Enter name of Cooperator

VENDOR RECORD ATTACHED - ALWAYS attach a screen print of the appropriate VEND record showing the billing address and check the “yes” box to verify its inclusion with other required enclosures.  

VENDOR TO BE BILLED -

USDA Common Agreement Number (CAN) – For agreements with other USDA agencies, enter the CAN as “&03XXXXXXOP”.  Please refer to ARS Bulletin 02-316, Procedures for Obtaining New Vendor Codes for Outgoing Reimbursable Agreements with USDA Agencies 

Federal Agency Location Code (ALC) - 8-digit code used to accomplish billings via Intra Governmental Payment and Collection System (IPAC) + F (Federal) + O (OPAC) 

Note:  There are still some non-USDA/non IPAC vendors that exist, where a “hard copy” billing will be required.  Those vendors will appear in VEND based upon the ALC, but will have a vendor type of “O”, vendor category “G”.   When in doubt, contact the government agency that is to be billed to obtain the appropriate ALC and address.  

Non-Federal Vendor Code - Please ensure that the vendor code that represents the appropriate billing address is used, which may be different than the office that negotiated the agreement.  This number is comprised of the cooperator’s Tax Identification Number (TIN) + appropriate alpha address indicator.

EXPIRATION DATE - Enter the applicable date.  This field should be completed only when this date changes.

PROGRAM TYPE - Select the appropriate program type. 
	
ARS CONTACT FOR BILLING QUESTIONS  - (Self explanatory) May be different than the person who submitted the agreement documents.

VENDOR’S REPRESENTATIVE - Person to whose attention billings should be sent.  Be sure to provide the appropriate phone number.

ESTIMATED COSTS - Provide the appropriate distribution of funds by accounting code showing clearly the (+) or (-) changes reflecting new, carryover, or amended amounts.   Do not show two different fiscal year accounting codes on a single ARS-324.  The “Net to Fund holder” will be used as the agreement authority for billing purposes so it is imperative that the ARS-324 be received in a timely manner.  In the event that expenditures exceed the amount shown, billing will not be accomplished under the assumption that those expenditures are in error.  Data entry to reflect carryover amounts from one fiscal year to another must include corresponding entries to each year.  For example, if the FY 02 accounting code is being decreased to show the amount carried over to FY 03, then there should be a corresponding increase for the FY 03 accounting code.  

For example:  Agreement authority for 208 XXXX XXX is currently $50,000, and $5,000 is be carried over to 308 XXXX XXX.   If the current authority on the 308 account is $10,000, then—

              208 XXXX XXX    -   $50,000 (-)  $5,000 = $45,000
              308 XXXX XXX    -   $10,000 (+) $5,000 = $15,000       

ACCOUNTING CODES TO BE CREDITED  - Enter the appropriate accounting code and amount that will be credited for Indirect Research Cost (IRC) and/or Indirect Program Support Cost (IPSC).   Should have corresponding entry in “Distribution of Funds” field.

SUBMITTED BY - (Includes name, title, date, office, and phone number) – This info is to be provided by the individual who has prepared the ARS-324 and is required in the event that there are any questions.

SPECIFIC BILLING INSTRUCTIONS - Briefly describe or highlight in the agreement narrative.  

VENDOR’S AGREEMENT NUMBER/SUBCONTRACT NUMBER, USDA FFIS OBLIGATION DOCUMENT NUMBER - Enter any pertinent info required by the cooperator that will assist in identification of what this billing represents.  If this billing is to another USDA agency, ensure that the MO/M1, RQ or other specified requirements are met.  When in doubt, contact the agency to be billed.  NOTE:  Other USDA agencies may use an M1 number.

TITLE OF PROJECT  - May enter “see ARS 451” or excerpt from AD-672, block 9 – Services to be performed.  This information will be reflected in the “Descriptive Text”.

BILLING FREQUENCY – Indicate if a special billing schedule is required.   For example:  “Must be billed by the 15^th of the month following the end of the quarter” or “Must be billed before the end of the cooperator’s FY (date)”.    

DETAILED SUPPORT REQUIRED - Select the appropriate box. 

E-MAIL NOTIFICATION OF BILLING TO ARS REQUIRED – Select the appropriate box if you or someone of interest would like to be notified when the current billing is processed.

E-MAIL ADDRESS OF ARS CONTACT – If block 19 is selected as “yes’, then provide the e-mail address of the person to be notified.