State and County Offices Upgraded Receiva


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UNITED STATES DEPARTMENT OF AGRICULTURE Farm Service Agency Washington, DC 20250

Notice FI-3308

For: State and County Offices

Upgraded Receivable Imaging System (RIS) Software User Guide Approved by: Associate Administrator for Operations and Management

1 Overview
A Background
The FSA Receivable Management Office RIS retrieval application allows all authenticated users to query, retrieve, print, e-mail, and view receivable file documents stored in the system. Access is based on the eAuthentication user ID and password provided for State and County Office employees.
In October 2016 the RIS application was upgraded. Although the functionality has not changed for users, the screens have been changed. In addition, users can now email documents to the application.
The RIS retrieval application provides employees with instant access to debt file documents including:
 program contracts
 notification and due process letters
 correspondence with debtors and external collectors (Department of Treasury, Department of Justice, and collection agencies)
 promissory notes
 court documents
 other documentation pertinent to the debt.

Disposal Date May 1, 2017 12-22-16

Distribution
State Offices; State Offices relay to County Offices
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Notice FI-3308

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Overview (Continued)

B Purpose

This notice provides:

 instructions on how to send documentation to the RIS application  information on the screen changes  instructions for accessing the RIS application in the State and County Offices.

C Contacts

If there are questions concerning this notice:

 County Offices shall contact the State Office  State Offices shall use the following table for contact information.

Issue

Contact

Software-Related Problems Anne Fraser by either of the following:

Policy on Documents to Send into RIS

 e-mail to [email protected]  telephone at 816-926-1519. Cheryl Brownlee by either of the following:
 e-mail to [email protected]  telephone at 816-926-5958.

D Additional Information
Users with current access to RIS as of October 27, 2016 do not need to complete an FSA-13A for access to the upgraded RIS application. All changes have been done at the National Office to ensure access was transferred.
If a user experiences an issue accessing RIS and was able to do so prior to October 27, 2016, they must contact the State Office to submit an FSA-13A.
For new users needing access to RIS, access must be requested through the State Office who will complete and submit an FSA-13A. The State Office must add ASAGP8RISViewerEmployee and ASAG_P8Users in the comment section to ensure the user is provided the correct access.

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RIS Faxing and Emailing Instructions

A Background

State and County Offices are required to send all receivable documentation to RIS for all receivables currently outstanding and shown on the FWADM Outstanding Receivables Older Than 60-Days Report.

The FWADM Outstanding Receivables Older Than 60-Days Report will be updated nightly from NRRS. State and County users must generate the report, review, and fax or email the documentation necessary to support the receivable. National users will review the documents to verify the debt is legally enforceable and certify the receivable in NRRS by entering the certification date.

The receivable ID will remain on the FWADM Outstanding Receivables Older than 60-Days Report until the required supporting documents are received and the receivable certification date is entered in NRRS. This will ensure all receivables referred to Cross-Servicing are legally enforceable.

Demand letters generated by NRRS will be automatically entered into RIS. This documentation will be accessible to authenticated users and will be used by the Receivable Management Office (RMO) to verify eligibility of receivables for referral to the Department of Treasury for collection.

B Faxing Instructions
The process used to fax documents to RIS has changed, however the form has information on how to fax documents into RIS and what documents must be faxed to support the receivable(s) see:
 58-FI, paragraph 149  64-FI, paragraph 28.
With the RIS upgrade, users are now able to fax multiple receivables for the same customer on one fax transmittal. The fax cover sheet is FSA-429 dated October 31, 2016.

Note: This form has been updated and it is important for the user to use the new version. Previously dated versions of the form are obsolete and the version dated October 31, 2016 must be used to submit information to RIS.

This form can be accessed through the Employees Form on FSA Intranet site at http://inside.FSA.USDA.gov. Fax numbers are located on FSA-429.

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RIS Faxing and Emailing Instructions (Continued)

B Faxing Instructions (Continued)  type the information on the fax cover sheet (FSA-429) Important: List all receivable numbers on the cover sheet that will be faxed into RIS.  for documents relevant to only one or many receivable(s):  all documents sent in will be linked to each receivable(s) identified on the fax cover sheet  users cannot send in different documents related to different receivables. These must still be sent in separately.
C Emailing Instructions
The RIS application upgrade now allows users to email documents into RIS. For a list of documents required to be sent for each receivable see:

 58-FI, paragraph 149  64-FI, paragraph 28.

Step

Action

1 Create a new email each email. Each email must contain the:

 fax cover sheet – FSA-429

Note: This form must be typed.

 documents relevant to only one or many receivable(s):

 all documents sent in will be linked to each receivable(s) identified on the fax cover sheet

 users cannot send in different documents related to different receivables. These must still be sent in separately.

Note: A user is not required to add a subject line or put any information in the body of the email. However, if it helps the user to put information on the subject line they can. The RIS application will not capture this information.
2 Attach a document or documents to the email.

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RIS Faxing and Emailing Instructions (Continued)

C E-mailing Instructions (Continued)

3 Send the email to either of these addresses:

 for State Codes 01-31, [email protected]  for State Codes 32-72, [email protected]

D Sending One Set of Documents for Multiple Receivables
State and County Offices now have the ability to send one set of documents related to multiple receivables if:
 the new FSA-429 form must be used and the information must be typed
 all documents submitted with the FSA-429 form must be relevant to all receivables identified on the FSA-429
 all documents are not related to each receivable listed on the FSA-429, the entire fax/email will be rejected.
E Examples Ex. 1 – All receivables are for the same producer and all documentation is the same.
 Receivable 1, receivable 2, and receivable 3 are all for John Smith and all supporting documentation is relevant to each receivable.
 The County Office can document all receivable numbers on the new FSA-429 fax cover sheet.
 The County Office can either fax or email all documents one time into RIS.
Ex. 2 – Three receivables are for different producers.
 Receivable 1 is for John Smith, Receivable 2 is for Jane Doe, and Receivable 3 is for Paul Jones.
 The County Office will document only one receivable number on the new FSA-429 fax cover sheet.
 The County Office must send in documentation separately for each producer.
Note: There will be three (3) separate faxes/emails sent to RIS.
 The County Office can either fax or email documentation to RIS.

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RIS Web Retrieval Application Introduction

A RIS Retrieval Application
The RIS retrieval application was developed to make the receivable file information easily accessible. In 2016 the software for this application was upgraded. The application enables the users the same ability to retrieve documents., but users will notice an updated look and feel to the screens.

B Financial Information Available in the RIS Retrieval Application
State and County Office employees can query, retrieve, print, e-mail, and view any domestic and farm program debt file documents residing in the RIS retrieval application which may include financial statements, payoff reports, collection information, etc. Remember, these records may contain PII that must be safeguarded.

C RIS Retrieval Application Benefits The RIS retrieval application:  allows USDA employees faster and more convenient access to domestic and farm program debt information through the Intranet
 eliminates the need to request documents manually

 provides a centralized repository of all receivable related documents in one location.

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Using the RIS Retrieval Application

A Accessing the RIS Retrieval Application

Each user’s eAuthentication user ID and password:

 identifies the user to the RIS retrieval application

 determines options the user can perform

 attributes activities performed under users logon to the user.

To access the RIS retrieval application, go to the USDA Intranet web site at http://inside.fsa.usda.gov and Click “Applications”.

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Using the RIS Retrieval Application (Continued)

A Accessing the RIS Retrieval Application (Continued)

Under the “Applications Directory”, Click “P-Z”.

Under “Applications Directory, P to Z”, Click “Receivable Imaging System”.

Note: A user can also use the URL: https://filenet.usda.net/navigator/?desktop=fsaris. The application will only work in Internet Explorer.

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Using the RIS Retrieval Application (Continued)

A Accessing the RIS Retrieval Application (Continued)

Once the user has logged into the application they will be directed to this screen. The user should see their name in the upper right hand corner (identified by arrow).

B Document Searches
To begin a document search, the user can Click “Recent Searches” which will allow a user to use the same search criteria they had previously used on a different session.
Note: No recent searches will display for the user the first time they access the application.
All searches, which will show the two options available to RIS users:
 RIS Search by Legacy Number  RIS Search by NRRS.

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Using the RIS Retrieval Application (Continued)

B Document Searches (Continued)
All searches will provide the user with two options. The example provided in B illustrates searching by a Receivable Number.
RIS search by legacy number is the legacy number assigned to a receivable prior to NRRS. The RIS search by NRRS is the receivable number assigned by NRRS.

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State and County Offices Upgraded Receiva