NB_440_22_24 - NB 440-22-24 PGM – Temporary Suspension of Application and Contract Management Activities in ProTracts for Fiscal Year (FY) 2022
NB 440-22-24 PGM – Temporary Suspension of Application and Contract Management Activities in ProTracts for Fiscal Year (FY) 2022
National Bulletin: 440-22-24  
Date: August 5, 2022 
Subject: PGM – Temporary Suspension of Application and Contract Management Activities in ProTracts for Fiscal Year (FY) 2022 


 
Purpose.   To announce the FY 2022 year-end schedule for suspension of application and contract management financial activities in ProTracts.     
 
Expiration Date.   December 31, 2022  
 
Background.   ProTracts will undergo annual maintenance and new-year setup activities from September 30, 2022, to October 7, 2022. This process permits year end alignment with the Financial Management Modernization Initiative (FMMI).        
 
Explanation.   Neither ProTracts nor FMMI will be turned off during this period, but there will be a brief suspension of financial activities to end the FY as detailed below. All transactions to FMMI must be completed by 6 p.m. Central Time on Friday, September 30, 2022.

Eligibility
•  Participants should resolve all outstanding eligibility issues and submit necessary documents to FSA by Friday, September 16, 2022, to allow adequate time for NRCS to complete the contract obligation before the end of September. FSA updates to the business file occur in real time; FSA subsidiary rollover for FY 2023 will begin September 23, 2022. NRCS should ensure all FY 2022 customer records are complete when the FSA rollover occurs.
•  States must monitor the Fund Manager reports for applications and contracts with eligibility issues in order to timely resolve issues that impact FY 2022 obligations.
•  States must use existing protocols to escalate any eligibility issues for assistance.
•  ProTracts and Fund Manager will continue using FY 2022 eligibility data for obligations through September 30, 2022.

Obligations
•  States must monitor the Fund Manager reports for rejected vendor transactions. It is important to reconcile and resolve outstanding obligation issues. States should submit alignment issues to Service Now for alignments to be completed between ProTracts and FMMI before the end of the FY.
•  On September 30, 2022, at 6 p.m. Central Time (hereafter referred to as “close of business”) ProTracts will stop processing obligations. This is unchanged from prior years.
•  All applications in all programs that are in “approved” status at close of business on September 30, 2022, will be automatically changed to “preapproved” status to prevent any new obligations of funds in FY 2023.
•  NRCS must not sign or accept participant signatures on Form NRCS-CPA-1202 and NRCS-CPA- 1265 or the associated appendices after close of business September 30, 2022, as this will be considered an unauthorized commitment of FY 2022 program funds.

Accruals
•  If the payment is certified in ProTracts, no accrual is required to be sent in by the Field/State Office. Otherwise, the year-end instructions below should be followed. This is consistent with instructions disbributed to NRCS by Financial Management Division.
•  State-Initiated Accruals-If the paperwork is complete (1245, payment checklist,etc) but the certification of the completed practice has not been entered into ProTracts, States will prepare and submit accrual request packages to the Payment Operations Section (POS) by 5 p.m. Eastern Time, Wednesday, September 21, 2022, through myFPAC Services portal.

o    The link to the portal may be accessed at Financial Management - FPACNow (servicenowservices.com)

o    Select Payment Operations and Quarterly Expense Accruals-ProTracts. The accrual certification package should be attached with proper supporting documentation.

•  FPAC Business Center, Budget Division, Data Validation and Budget Technology Branch will record an accrual for practices certified in ProTracts but not approved for payment by 2 p.m Eastern Time, Friday, September 30, 2022.

Payments
•  Certified practices subject to annual payment limitations that have not been approved or resubmitted in ProTracts by close of business on September 30th, 2022, will be attributed to FY 2023 payment limitations when they are approved in FY 2023. Any payment not accepted in FMMI by 11 p.m. Eastern Time on September 30th, 2022, will likely not be processed by FMMI until on or after October 1, 2022. This means there may be a slight delay for participants receiving their payments when NRCS approves the payments at the end of the FY. Advance payments should not be submitted after 11 p.m. Eastern Time in ProTracts on September 30th, 2022, as these will not reflect properly on financial statements if paid after this date.
•  States must not approve payments in ProTracts after close of business September 30, 2022.
•  Payments that have been signed by the participant and are certified but not approved in ProTracts by the close of payment approval on September 30, 2022, will be automatically accrued.
•  Practice payment certification will remain enabled in ProTracts during the rollover period.

Contract Modifications
•  Modifications are discouraged after September 28th, 2022, unless they are needed to process:
                          o    a payment,
                          o    remove contract items,
                          o    contract cancellation, or
                          o    contract termination.

This suggested date is to facilitate obtaining participant signatures and NRCS approval before the end of the FY as well as to allow time to resolve any issues that may occur with the modification.

•  CSP/EQIP partial land transfer modifications not approved in ProTracts by close of business September 28, 2022, will revert to their premodification status to maintain system funding controls unique to CSP.

    Note: When completing CSP/EQIP partial land transfer modifications, it is imperative that NRCS approve both the transferor modification and the transferee application within a short time of each other so that all changes are approved before the end of the FY. Both actions must occur in the same FY.

•  CSP modifications needing support assistance must be submitted by September 1, 2022, in order to provide support enough time to triage and resolve the issue.
•  Modifications will not be rolled back; excepting CSP and EQIP partial land transfers.

Support Tickets
Contracts or applications needing assistance from ProTracts support must have a ticket submitted no later than September 1, 2022. Only tickets that require work to be completed by the end of the FY should be submitted during this timeframe to assist Support services in prioritizing tickets.    
 
Contact.   Direct questions to Xiomara Tryban, business tools specialist, by email at xiomara.tryban@ftc.usda.gov.    
 
 

 /s/

  Karen Woodrich  
  Acting Deputy Chief for Programs  

 
 
 Attachment A-Accrual Checklist    
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