RECEIPT OF FEDERAL FUNDS - 8003
Federal funds are awarded to agencies/departments through grants and cooperative agreements. Grants and cooperative agreements are commitments certified by an authorized federal official, and specified by a Federal Award Identification Number (FAIN), an Assistance Listing Number (ALN), a period of availability, and a dollar limit to the recipient. This information is required to obtain the federal funds.
The federal agency will advise agencies/departments of the reporting requirements and monitor the use of funds. Agencies/Departments shall comply with federal agency requirements and adhere to the following:
- Initiate fund requests according to the agreed upon terms and only when needed to meet actual and immediate disbursement needs.
- Request funds according to the terms in the grants and cooperative agreements and in accordance with federal law.
- Prepare and submit reports as required by the federal agency.
- Impose the same requirements on any sub-recipients.
For information on the Cash Management Improvement Act (CMIA) or Treasury-State Agreement (TSA) on the exchange of funds between the state and federal government, see SAM sections 8010 through 8014 and the Finance website.
The U.S. Department of Treasury, Bureau of the Fiscal Service (BFS) operates the Financial Electronic Data Interchange (FEDI) Program. The BFS oversees and operates federal payment systems, which disburse most federal payments.
Most federal payments are requested through automated systems and received by electronic funds transfer. Agencies/Departments may complete the ACH Vendor/Miscellaneous Payment Enrollment form, SF 3881, to enroll in the FEDI Program. The SF 3881 permits agencies/departments the use of automated systems to request federal funds, such as Payment Management System (PMS), Automated Standard Application for Payments (ASAP), and Vendor Invoicing Portal & Electronic Portal Reporting System (VIPERS). Agencies/Departments will complete the SF 3881 sections for Agency Information (i.e., federal agency) and Payee/Company Information (i.e., agency/department) and forward the form to the State Treasurer’s Office (STO), Financial Services Section to complete the Financial Institution Information section and to record with the depository bank.
State Treasurer’s Office
Financial Services Section
901 P Street, Room 213-B
Sacramento, CA 95814
Or by email at CTSMD_In_Out_Wires@treasurer.ca.gov.
The STO will return the SF 3881 to the agency/department for submission to the federal agency.
Agencies/Departments will use the Report to State Controller of Remittance to State Treasurer form, CA 21, to remit most federal funds. For information on remittances, see SAM Sections 8091 and 17125.