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GTASGovernmentwide Treasury Account
Symbol Adjusted Trial Balance System
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Change is coming New features Year-end transactions CGAC requirements Bulk file format Edits How to get ready Frequently Asked Questions
Presentation highlights
Change is coming!
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FACTS IIIRASIFCS FACTS
I GFRS
SF 133FMS 2108
Program and Financing Schedule
Federal Agency
Combined Combined StatementStatement
Standard General Ledger
Current Business Process
OMBOMB
OutlaysFBwT
Central Accounting
System
Agency’s Financial
Statements
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Issues with the current process
Lack of common structures
Inconsistent reporting
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Issues with the current process – cont’d
Redundant reporting and time-consuming reconciliations
Current business process:FACTS II users: submit 4 times a year IRAS users: submit 4 times a yearFACTS I users: submit once a yearIFCS users: confirms data 4 times a year with the
fiduciary agencies
Timeliness
Three Types of Inconsistencies
1. Inconsistent data in Agency Statements vs. the Financial Report of the U. S. Government. (Solution: GFRS and GTAS)
The “plug”: $30 billion
2. Inconsistent data in agency financial statements vs. agency monthly reporting to Treasury and Warrant and NET transactions (Solution: GTAS)
Non-expenditure transfers: $25 billion Buy-sell: $31 billion
3. Agency financial statement data not consistent with USSGL guidance (Solution: GTAS)
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Shared responsibility, in case you think it’s just an Fiscal Service problem
No Edits in IRAS
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IRAS Reports
IRAS compares agency reporting and notifies both parties of mismatches.
Agencies review their own data and claim they are correct.
The out of balance condition remains. Minimal progress is made.
IRAS Reports
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What IS FIRST?
USSGLDatabase
GFRS
USSGL basedReporting: GTAS
Information Sharing—FIRST Steps
GWA Account Statement
UCAD
FACTS II Edit report
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Business Process Changes with GTAS Out with:
In with: One quarterly trial balance for each TAS (budgetary and
proprietary accounts combined, beginning and ending balances) = reduction in agency reporting
Strong edits that check against central accounting data, USSGL rules, budgetary vs. proprietary rules
Instant feedback
FACTS II FACTS I IFCS IRAS
New Process
FMS OMB
President’s Budget
Standard General Ledger
GTAS
FMS 2108 /CombinedStatement
SF 133 Program and FinancingSchedule
Federal Agency
Treasury Annual Reporting
Central Accounting
System Edits
Agency’s Financial
Statements
GFRS
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What is new and different about GTAS?
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New features of GTAS 24x7 availability to all users for pre-work on trial balances
No online data entry – bulk files only
More than one user can be assigned to a TAS
Combined trial balances – budgetary and proprietary data
Always a full trial balance – no more supplementals!
More edits against the central accounting data
FACTS I fund family reporting goes away – all reporting by TAS now
Business Lines, BETC, and UCAD for new and improved editing
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New Concepts: Business Line and BETC
Business Line- Indicates the type of activity being reported (e.g. funds held outside of Treasury, Borrowings from the Public, Investments in US Treasury Securities, and Investments in Agency Securities). It represents a BETC (or combination of BETC).
BETC (Business Event Type Code) refers to an 8-character code that indicates the type of activity being reported (e.g. receipt, disbursement, etc.).
Determines the transaction effect on the Treasury Account Symbol’s Fund Balance with Treasury.
BETC replaces transaction codes and standard sub-classes but at a more intuitive level of detail.
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Examples of Business Line and BETC
Year-End Transactions
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Two Types of Year-End Transactions
• Cancellation of undisbursed balances
• Balance adjustments related to indefinite appropriation authority
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Current Cancellation Process
Example:• Date – September 30, 2009
• Account – 20 04 1801
• Account Statement Balance = $1,000
Process:FACTS II Submission
• SGL 1010 $0
• SGL 4350 $1,000
• 2108 Column 4 $1,000- Note: The 2108 data is transmitted to FMS’s central accounting
system and generates the cancellation transaction.
Results:• Account Statement Balance = $0
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Future Cancellation ProcessExample:
• Date – September 30, 2009
• Account – 20 04 1801
• Account Statement Balance = $1,000
Process:GWA/ATM Submission
• Application will display a list of accounts and balances to be cancelled
• User will select accounts
• User will certify selected accounts- Note: GTAS will still require SGL information
Results:• Account Statement Balance = $0
Cancellation TransactionGWA/ATM Screenshot
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Select one, two or all accounts
Continuous Balance Updates
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Current Indefinite Adjustment Process
Example:• Date – September 30, 2009
• Account – 20 X 1801
• Account Statement Balance = $1,000
• - Obligated Balance = $100, Unobligated Balance = $900
Process:FACTS II Submission• SGL 1010 $100
• SGL credit 4391 $900
• 2108 Column 4 $900- The 2108 data is transmitted to FMS’s central accounting
system and generates the indefinite adjustment transaction.
Results:• Account Statement Balance = $100
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Future Indefinite Adjustment ProcessExample:
• Date – September 30, 2009
• Account – 20 X 1801
• Account Statement Balance = $1,000- Obligated Balance = $100, Unobligated Balance = $900
Process:GWA/ATM Submission• User will select an account
• User will adjust the balance to reflect obligated balance- Note: GTAS will still require SGL information
Results:• Account Statement Balance = $100
Indefinite Adjustment TransactionGWA/ATM Screenshot
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Derived by A group assigned
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GWA Enrollment Procedures Supervisor must enroll first ( manual process ) All other users can enroll or modify their access via GWA
Treasury Support Center:
1-877-440-9476
Data Standardization and CGAC
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FMS Transition to CGAC
CGAC - Common Governmentwide Accounting Classification Structure Standardization of financial data commonly used in
federal accounting. http://www.fsio.gov
GTAS will be CGAC only.
Other FMS applications will accept data in old and new formats for an undetermined amount of time.
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CGAC: Component TAS Format
Field Name Description Size Example
Allocation Transfer Agency Identifier
The agency identifier of the agency receiving funds through an allocation transfer. If Department Transfer does not apply, it shall be spaces. Current 2 digit department codes will be right justified and zero filled.
3 011
Agency Identifier Agency Identifier of the Account Owner. Most current 2 digit department codes will be right justified and zero filled, although there are some exceptions.
3 014
Beginning Period of Availability
In annual and multiyear accounts, identifies the first year of availability under law that an appropriation account may incur new obligations. If single/annual year account, shall be same as Ending Period of Avail. No X or F accounts.
4 20012001
Ending Period of Availability
In annual and multi-year funds, identifies the last year of funds availability under law that an appropriation account may incur new obligations.
4 20012002
Availability Indicator
Identifies no-year “X” accounts, suspense/clearing “F” accounts, and Treasury’s Central Summary General Ledger “A” account.
1 X
Main Account Represents the type of Fund and the purpose of the account within that Fund. 4 0300
Sub-Account Identifies an available receipt or other Treasury-defined subdivision of the main account
3 001
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CGAC: Changes to USSGL Account Numbers and
Attributes USSGL Account Number: 6 digits
2 additional digits will be zero filled Future IRC Meeting to discuss expansion
USSGL Attributes: Standardization of Attribute Names and Domain Values:Example:
XXXX . XX
Business Name Definition
Source of
ValuesOptional or Mandatory
USSGL Account Code Identifies any one of the standard general ledger account codes established by Treasury to support the consistent recording of financial events as well as the preparation of standard external reports required by the OMB and Treasury.
Treasury Mandatory
USSGL Account Extension Code
An agency-defined extension to the USSGL account for agency-specific reporting needs (internal agency use only).
Agency Optional
29Mandatory- GTAS Required
XX
Account Extension Code: Optional - not required by GTAS
The new bulk file format
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GTAS Bulk File Format
Differences between FACTS I and II current bulk files and new GTAS format:
Includes budgetary and proprietary attributes Public Law field will be removed No SMAF sequence number No record indicator No footnote sequence or text No OMB Function Code
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GTAS Bulk File Format -cont’d
Guidelines for submitting bulk files are as follows:
Bulk file only – no online data entry All text fields are left justified with trailing spaces unless
otherwise specified. All numeric fields are right justified with leading zeroes. All amounts are right justified with leading zeroes and the last
two positions are assumed cents. The Bulk Transfer File can contain multiple TAS sorted by TAS
and business line. All field names are CGAC compliant.
www.fiscal.treasury.gov /fsservices/gov/acctg/gtas/gtas_home.htm
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Treasury No-Year TAS
2 0 0 9 1 2 0 1 1 0 2 0 _ _ _ _ _ _ _ _ X 1 0 2 2 0 0 0Fiscal Year Period Allocation Transfer Agency ID Beg. Pd of Avail End. Pd of Avail Availability Type Main Account Sub Account
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2 0 0 9 1 2 0 1 1 0 2 0 2 0 0 9 2 0 0 9 _ 1 0 2 2 0 0 0Fiscal Year Period Allocation Transfer Agency ID Beg. Pd of Avail End. Pd of Avail Availability Type Main Account Sub Account
Annual Appropriation TAS
Examples of a TAS
GTAS Bulk File Format -cont’dAttributes of the USSGL Account
CUSTODIAL OR NONCUSTODIAL
Indicates whether the balance being reported is custodial or noncustodial and whether it was reported by the agency in a Statement of Custodial Activity or a separate footnote of custodial activity.S = CustodialA = Non-custodial
ENTITY OR NONENTITY Indicates whether the asset is Entity or Non-Entity. Entity - assets an entity has authority to use in its operations; Non-Entity - assets held by an entity but are not available to the entity.E = EntityO = Non Entity
COVERED OR NOT COVERED Used for generation of the agency Balance Sheet. The attribute is part of the crosswalk to allocate the correct USSGL amounts to the associated lines on the Balance Sheet.C = CoveredU = Not Covered
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Field Name Domain Values
PERIOD Designates the period of the data being submitted
EXCHANGE OR NONEXCHANGE
Indicates whether the revenue is exchange revenue or nonexchange revenue.X = ExchangeT = Nonexchange
New Attributes of TASStill under discussion…
• Earmarked
Fiduciary
Non-Dedicated Non-earmarked Non-fiduciary
Trading Partner Bureau Code
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New Attributes of the USSGL Account ??Still under discussion…
• Program Assignment Indicates if a cost is assigned to a program or not Used for the Statement of Net Cost
RP = assigned to program NP = not assigned to program
Production costs or Non-production costs How are agencies breaking out these costs?
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Edits, edits, and more edits
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Types of Edits
Fatal FACTS I & FACTS II
Non-Fatal SGL Tie Points
Other Non-Fatal
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Fatal edits in GTAS Fatal Edits- Data will not be accepted if edits
fail
All existing edits in FACTS II USSGL 1010 balance must equal the FBWT amount
from Central Accounting System (Edit 7)
All existing edits in FACTS I Sum of 1000 series to 7000 series SGL accounts
(excluding 4000 series) must equal zero
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Non-Fatal Edits in GTAS Non-Fatal Edits- Data will still be
accepted if edits fail Enforcing USSGL Guidance:
valid USSGL and attribute usage Budgetary Cash SGLs = Proprietary Cash SGLs SGL Tie-Points by fund type
deposit fund, special fund, trust fund, General fund, Revolving fund,
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Other Non-Fatal Edits in GTAS Receivables –no more reporting in net amount
If a TAS has 1369 F/N, then 1360 F/N must be reported in the TAS
PP&E If a TAS has amounts reported as accumulated
depreciation/amortization for a type of PP&E, then the TAS must include amounts of gross cost for the type of PP&E:Example: EquipmentIf a TAS has 6710N and/or 1759N, then the TAS must have 1750N
And many more ….41
Purpose To improve interagency eliminations by reconciling
transactions and balances directly to Treasury’s Central Accounting data (authoritative data)
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Use of Central Accounting Data - UCAD
Concept Data in STAR/GWA = FACTS II = FACTS I
For example: Warrants, Non-expenditure transfers, Expenditures transfers, etc
UCAD won’t resolve all intragovernmental differences, but it acts as a tool to reduce the differences that are reconcilable against the Central Accounting Data, the authoritative data.
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UCAD – cont’dBenefits
To address the reporting inconsistencies In agency financial statements vs. agency monthly
reporting to the Treasury Agency financial statement data not consistent with
USSGL One-to-one relationship from the Central Accounting
System to year-end financial reporting
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UCAD –cont’d
STAR/GWA
Monthly Transactions
GTAS
(SF 224, Warrants, Transfers)
Quarterly Submissions
Compare
Error Message
Will be able to view a list every edit and see if you passed or not
Will be able to click on any edit whether you passed or failed and see what SGLs are involved and the theory behind the Edit
Will be able to print out a full Edit Check Report
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Edit Report
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Monthly UCAD reports for the Appropriation Transfers and Non-expenditure transfers categories are available to the agencies via FACTS I/GFRS website
Quarterly IRAS vs UCAD reports for the Appropriation Transfers and Non-expenditure transfers are available to the agencies
Agencies are required to submit full ATBs by the 3rd quarter, 2009, instead of just the “F” transactions (TFM, Section 4706.30b)
Verifying agencies will be able to generate the UCAD reports from the Fiscal Service website on the 8th work day of each month.
In addition to the Material Differences Report, there will be a Part II that will consist of differences in UCAD vs. IRAS, TP “00” and “99” (TFM, Sections 4705.75, 4706.30d, and 4706.30e)
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Transitional Process before GTAS
Monthly UCAD reports and IRAS vs UCAD reports for the Appropriation Transfers and Non-expenditure transfers
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UCAD reports – Transparency?
Summary UCAD Report
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UCAD vs IRAS report
How to get ready!
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Getting Ready for GTAS Attend training:
October 15-16, 2009 March 16-17 & August 17-18, 2010
Review TFM Bulletin No. 2009-03 Visit the website
http://www.fiscal.treasury.gov/fsservices/gov/acctg/gtas/gtas_home.htm New GTAS edits and validations Visit frequently for updates
Use only the bulk file upload option in FACTS I and II Prepare for all CGAC changes Submit test files to Fiscal Service Be ready to start testing in June, 2012 Go live in January, 2013!
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Frequently Asked Questions
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1) Will the due dates be the same for FACTS I & II when GTAS is implemented? Yes. There will be one set of due dates for both the budgetary and
proprietary reporting.
2) Will beginning balances be collected every quarter? No. Beginning balances will be collected one time because beginning
balances should agree with the closing balances of the previous year. This is an edit in FACTS II and the same edit will be in GTAS. If beginning balances have to agree with the closing balances of the previous year, there’s no need to submit beginning balances every quarter.
3) Will the data in GTAS be populated in line items in GFRS? Not initially. We will consider the option for future enhancement if audit
coverage is extended to the SGL level.
4) Will independent agencies be reconciling intragovernmental differences when GTAS is implemented?
FMS will discuss the possible modifications to the process. 54
FAQs
5) How will UCAD assist intragovernmental differences that relate to accrual basis?
UCAD will not resolve all intragovernmental differences. UCAD can only resolve the intragovernmental differences that relate to authoritative data such as transfers, fund balance with Treasury, and many others. The management of each agency should enforce the correct reporting methods according to the FASAB and FASB standards for accrual accounting. In addition, agencies must be compliant with USSGL standards.
6) Is Agency Account Extension Code required in GTAS? No. The agency account extension code is an optional field and it is
agency specific.
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FAQs – cont’d
7) How will GTAS resolve Intragovernmental differences with buy/sell transactions, which are currently processed via IPAC?
FMS is working on an IPAC front-end that will allow agencies to share information. FMS has taken the lead, at the request of FSIO, to standardize an Inter-Agency agreement and will have a draft ready for Agency comments in September. However, FMS believes that its first priority should be USSGL compliance at all agencies.
8) Are there BETCs for Non-Federal Investments? Yes. There’s a BETC for every type of transaction.
9) Since the Year-end Application in ATM will take care of the 2108 process in the future, will the agencies be required to submit trial balances for the related SGL accounts?
Yes. The agencies will still need to submit trial balances in GTAS for validation and edit purposes.
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FAQs – cont’d
Additional Questions?
Business questions: • Rita Cronley 202-874-9902
• Melinda Pope 202-874-3017
Technical questions: • Beth Angerman 202-439-4608
http://www.fiscal.treasury.gov/fsservices/gov/acctg/gtas/gtas_home.htm
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