**Formatting Instructions for Federal Program Agencies** **(FPAs)**
**Making Postage Payments to the U.S. Postal Service (USPS)**

**Formatting Instructions for Treasury-Disbursed Agencies**

1.  **Overview**

Effective December 31, 2003, Federal Program Agencies (FPAs) must make
postage payments to the United States Postal Service (USPS) by
Electronic Funds Transfer (EFT) mechanisms or the Intra-governmental
Payment and Collection (IPAC) system. The Department of the Treasury
(Treasury), Financial Management Service (FMS), has established these
payment mechanisms to eliminate the use of Treasury checks or cash for
postage payments and to maximize funds held in Treasury's account. In
accordance with the Treasury Financial Manual (TFM) Bulletin No.
2006-07, FPAs using commercial mail processes in accordance with the 41
Code of Federal Regulations (CFR) Part 102-192, as amended, must use
Automated Clearing House (ACH) credits for postage payments when funding
their USPS PostalOne!^®^ account and postage meter services.

2.  **Instructions for Preparing Payment Files Transmitted to the
    Financial Management Service (FMS)**

Prior to submitting payment files for postage payments to an FPA
servicing Regional Financial Center (RFC), the FPA must contact the RFC
to test the record format by submitting a zero dollar transaction with
the formatted addenda record through their system to verify the
information required by the USPS. FPAs will authorize ACH credit
transactions and use the correct FMS ACH payment file formats to
transmit their payment instructions for both tape/electronic submissions
to the Electronic Certification System (ECS) or the Secure Payment
System (SPS). FPAs must use the payment formats required by FMS. FMS\'
payment formats can be found at the following web site:

[[http://fms.treas.gov/bulktransfers/index.html]{.underline}](http://fms.treas.gov/bulktransfers/index.html).

It is expected that the majority of the agencies will use the CCD+ ACH
format for making postage payments (one payment, one addenda record).
For this format, agencies will use FMS Tape Record Layout CPSS:
08.90.017.05 and the Tape Record Layout CPSS: 08.90.017.19.

**NOTE:** If an FPA chooses to use the [CTX ACH format]{.underline}, the
FMS Tape Record Layout can be found at the following Web site:

<http://fms.treas.gov/CTX/format_CTXvendorexample.html>.

The FMS Record CPSS: 08.90.017.05 is the record that moves the funds
from the paying FPA to the USPS for payment of postage. FMS translates
this record into the ACH CCD+ Entry Detail Record (page 48 of the
Operating Rules of the 2004 ACH Rules book). The FMS Record
CPSS:08.90.017.19 is the record that moves the remittance-related
information (e.g., specific FPA postage account number). FMS translates
this record into the ACH CCD+ Addenda Record (page 48 of the Operating
Rules of the 2004 ACH Rules book) for ACH system processing.

3.  **Relationship Between FMS and ACH**

Treasury-disbursed agencies must send their payment files to the
Treasury Regional Finance Center (RFC) that services them. The RFC
serves as an Originating Depositary Financial Institution (RDFI) in the
ACH system. The RFC processes the payment files provided by the
agencies, converts the payment data into the National Automated Clearing
House Association (NACHA) ACH standard formats, and sends the payment
data through the Federal Reserve ACH system for payment. FPAs must
format addenda records correctly so that USPS and postage meter
providers can post funds to the correct accounts. If an FPA uses
incorrect ACH credit formats or information in its payment files or
addenda records, money can be misapplied or not applied to FPA accounts,
resulting in delays in mailings or non-receipt of the FPA funds for
postage.

[[Treasury-Disbursed Payments\--FMS Tape Record
Layouts]{.underline}![](media/image1.png){width="0.18888888888888888in"
height="0.18888888888888888in"}](http://fms.treas.gov/eft/regulations/Record-Layouts-TD-Web.pdf)

**Formatting Instructions for Non-Treasury-Disbursed Agencies**

1.  **Overview**

Effective December 31, 2003, Federal Program Agencies (FPAs) must make
postage payments to the United States Postal Service (USPS) by
Electronic Funds Transfer (EFT) mechanisms or the Intra-governmental
Payment and Collection (IPAC) system. The Department of the Treasury
(Treasury), Financial Management Service (FMS), has established these
payment mechanisms to eliminate the use of Treasury checks or cash for
postage payments and to maximize funds held in Treasury's account. In
accordance with the Treasury Financial Manual (TFM) Bulletin 2006-07,
FPAs using commercial mail processes in accordance with the 41 Code of
Federal Regulations (CFR) Part 102-192, as amended, must use Automated
Clearing House (ACH) credits for postage payments when funding their
USPS PostalOne!^®^ account and postage meter services.

**Instructions for Preparing Payment Files Transmitted through a**
**Respective Payment** **Processing** **Site**

Prior to submitting payment files for postage payments, the FPA should
test the record format by submitting a zero dollar transaction with the
formatted addenda record through their system to verify the information
required by the USPS. FPAs will authorize ACH credit transactions and
use the correct ACH payment formats for transmitting their payment
instructions. It is expected that the majority of the agencies will use
the CCD+ ACH format for making postage payments (one payment, one
addenda record).

**NOTE:** If an FPA chooses to use the CTX ACH format, the ACH Record
Layout can be found at the following website:

http//fms.treas.gov/CTX/format_CTXvendorexample.html.

ACH CCD Records are found in Subsection 2.1.7, *Sequence of Records for
CCD Entries*, on page 48 of the Operating Rules of the 2004 ACH Rules
book. The ACH CCD Entry Detail Record is the record that moves the funds
from the paying FPA to USPS for payment of postage. The ACH CCD Addenda
Record is the record that moves the remittance-related information
(e.g., specific FPA postage account number).

3.  **Relationship Between Formatting the ACH Records and Receiving
    Postage**

FPAs must format addenda records correctly so that USPS and postage
meter providers can post funds to the correct accounts. If an FPA uses
incorrect ACH credit formats or information in its payment files or
addenda records, money can be misapplied or not applied to FPA accounts,
resulting in delays in mailings or non-receipt of the FPA funds for
postage. Additionally, non-Treasury disbursed agencies must send their
payment files for processing to the respective payment processing site.

[[Non-Treasury-Disbursed Payments\--FMS Tape Record
Layouts]{.underline}![](media/image1.png){width="0.18888888888888888in"
height="0.18888888888888888in"}](http://fms.treas.gov/eft/regulations/Record-Layouts-NTD-Web.pdf)

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#  {#section .unnumbered}

# Payment Formats: Check and EFT

## Bulk Data Formats for Salary and Vendor/Miscellaneous Payments

Updated June 2006

The following formats are for Treasury disbursed agencies to transmit
via bulk data to their servicing Regional Financial Center (RFC).

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  ---------------------------------------------------------------------------- ------------------------------------------------------------------------- --------------------------------------------------------------------------
  **Daily EFT Payment Formats CPSS: 08.90.017.**                               **Salary Checks\                                                          **Vendor/ Miscellaneous Checks CPSS: 19.90.001.**
                                                                               CPSS: 07.90.002.**                                                        

  [01-Volume                                                                   [02-Header and Volume                                                     [01-Standard Label Record; Hdr
  Label](http://fms.treas.gov/bulktransfers/daily-eft-payment/890171.pdf)      Label](http://fms.treas.gov/bulktransfers/salary-checks/79000202.pdf)     Volume](http://fms.treas.gov/bulktransfers/vendor-checks/199000101.pdf)\
                                                                                                                                                         (updated May 2005)

  [02-Header and Trailer                                                       [00-Data Record Line Code                                                 [02-Standard Label Record; Hdr1 &
  Records](http://fms.treas.gov/bulktransfers/daily-eft-payment/890172.pdf)    1&2](http://fms.treas.gov/bulktransfers/salary-checks/79000300.pdf)       EOF1](http://fms.treas.gov/bulktransfers/vendor-checks/199000102.pdf)

  [03-Header and Trailer                                                       [01-Data Record Line Code                                                 [03-Standard Label Record; Hdr2 &
  Records](http://fms.treas.gov/bulktransfers/daily-eft-payment/890173.pdf)    3](http://fms.treas.gov/bulktransfers/salary-checks/79000401.pdf)         EOF2](http://fms.treas.gov/bulktransfers/vendor-checks/199000103.pdf)

  [04-Control Header                                                           [02-Data Record Line Code                                                 [01-Enclosure Code O-Designated Agent (Name Only)
  Record](http://fms.treas.gov/bulktransfers/daily-eft-payment/890174.pdf)\    4](http://fms.treas.gov/bulktransfers/salary-checks/79000402.pdf)         11/](http://fms.treas.gov/bulktransfers/vendor-checks/199000201.pdf)\
  (updated May 2005)                                                                                                                                     (updated May 2005)

  [05-Vendor/Misc. & Preauthorized Debit Data Record                           [01-Data Record Line Code                                                 [02-Enclosure Code 1 - Direct Mail Check (No Enclosure)
  (CCD+)](http://fms.treas.gov/bulktransfers/daily-eft-payment/890175.pdf)\    5](http://fms.treas.gov/bulktransfers/salary-checks/79000501.pdf)         11/](http://fms.treas.gov/bulktransfers/vendor-checks/199000202.pdf)\
  (updated July 2004)                                                                                                                                    (updated May 2005)

  [06-Salary or Travel Payment Data Record                                     [02-Data Record Line Code                                                 [03-Enclosure Code 2 - Check Issue/ Notice to Check Recipient
  (PPD+)](http://fms.treas.gov/bulktransfers/daily-eft-payment/890176.pdf)\    6](http://fms.treas.gov/bulktransfers/salary-checks/79000502.pdf)         11/](http://fms.treas.gov/bulktransfers/vendor-checks/199000203.pdf)\
  (updated July 2004)                                                                                                                                    (updated May 2005)

  [07-Control Trailer Record - Ven/Misc & PAD                                  [03-Data Record Line Code                                                 [04-Enclosure Code 3- Direct Mail Check(Manual Enclosure)
  (CCD+)](http://fms.treas.gov/bulktransfers/daily-eft-payment/890177.pdf)\    7](http://fms.treas.gov/bulktransfers/salary-checks/79000503.pdf)         11/](http://fms.treas.gov/bulktransfers/vendor-checks/199000204.pdf)\
  (updated March 2004)                                                                                                                                   (updated May 2005)

  [08-Control Trailer Record - Salary & Travel                                 [04-Data Record Line Code                                                 [05-Enclosure Code 4 - Transportation Payment (With Tear-Off Slip)
  (PPD+)](http://fms.treas.gov/bulktransfers/daily-eft-payment/890178.pdf)\    8](http://fms.treas.gov/bulktransfers/salary-checks/79000504.pdf)         11/](http://fms.treas.gov/bulktransfers/vendor-checks/199000205.pdf)\
  (updated March 2004)                                                                                                                                   (updated May 2005)

  [19-(CCD+) Vendor Payment, No Interest, No Discount Addenda                  [05-Data Record Line Code                                                 [01-Agency Location Code Control Record
  Example](http://fms.treas.gov/bulktransfers/daily-eft-payment/8901719.pdf)   9](http://fms.treas.gov/bulktransfers/salary-checks/79000505.pdf)\        3/](http://fms.treas.gov/bulktransfers/vendor-checks/199000301.pdf)\
                                                                               (updated December 2003)                                                   (updated May 2005)

  [20-(CCD+)Vendor Payment with Interest Penalty Addenda                       [04-End of File or Volume                                                 [02-Agency Billing Address Control Record
  Example](http://fms.treas.gov/bulktransfers/daily-eft-payment/8901720.pdf)   Label](http://fms.treas.gov/bulktransfers/salary-checks/79000204.pdf)     4/](http://fms.treas.gov/bulktransfers/vendor-checks/199000302.pdf)\
                                                                                                                                                         (updated May 2005)

  [21-(CCD+)Vendor Payment with Discount Addenda                               [00-Control                                                               [03-Segment Control Record
  Example](http://fms.treas.gov/bulktransfers/daily-eft-payment/8901721.pdf)   Records](http://fms.treas.gov/bulktransfers/salary-checks/79000700.pdf)   3/](http://fms.treas.gov/bulktransfers/vendor-checks/199000303.pdf)\
                                                                                                                                                         (updated May 2005)

  [22-(PPD+)Travel Payment, No Interest, No Discount Addenda                                                                                             [04-Job Control Record
  Example](http://fms.treas.gov/bulktransfers/daily-eft-payment/8901722.pdf)                                                                             2/](http://fms.treas.gov/bulktransfers/vendor-checks/199000304.pdf)\
                                                                                                                                                         (updated May 2005)

  [23-(PPD+)Travel Payment with Interest Payment Addenda                                                                                                  
  Example](http://fms.treas.gov/bulktransfers/daily-eft-payment/8901723.pdf)                                                                             
  ---------------------------------------------------------------------------- ------------------------------------------------------------------------- --------------------------------------------------------------------------

For additional information, please contact your servicing Regional
Financial Center (RFC) listed below:

+---------------------------------+------------------------------------+
| [Austin Financial               | [Philadelphia Financial            |
| Center](http:/                  | Center](htt                        |
| /fms.treas.gov/afc/index.html)\ | p://fms.treas.gov/pfc/index.html)\ |
| (512) 342-7300                  | (215) 516-8015                     |
|                                 |                                    |
| [Kansas City Financial          | [San Francisco Financial           |
| Center](http:/                  | Center]{.underline}\               |
| /fms.treas.gov/kfc/index.html)\ | (510) 594-7300                     |
| (816) 414-2100                  |                                    |
+---------------------------------+------------------------------------+