GTAS Governmentwide Treasury Account Symbol Adjusted Trial Balance System

1. GTAS Governmentwide Treasury Account Symbol Adjusted Trial Balance System

2. Presentation highlights • Change is coming • New features • Year-end transactions • CGAC requirements • Bulk file format • Edits • How to get ready • Frequently Asked Questions

3. Change is coming!

4. Federal Agency Current Business Process Agency’s Financial Statements Standard General Ledger Outlays Central Accounting System FACTS II IFCS FACTS I IRAS GFRS FBwT Program and Financing Schedule FMS 2108 SF 133 Combined Statement OMB

5. Issues with the current process Lack of common structures Inconsistent reporting

6. 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 year FACTS I users: submit once a year IFCS users: confirms data 4 times a year with the fiduciary agencies Timeliness

7. 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) • Shared responsibility, in case you think it’s just an FMS problem

8. No Edits in IRAS IRAS Reports 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.

9. What IS FIRST? GFRS USSGL Database USSGL based Reporting: GTAS

10. Information Sharing—FIRST Steps • GWA Account Statement • UCAD • FACTS II Edit report

11. 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

12. Federal Agency Standard General Ledger Program and Financing Schedule FMS 2108 / Combined Statement SF 133 GTAS FMS OMB New Process Agency’s Financial Statements Central Accounting System Edits GFRS President’s Budget Treasury Annual Reporting

13. What is new and different about GTAS?

14. 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

15. 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.

16. Examples of Business Line and BETC

17. Year-End Transactions

18. Two Types of Year-End Transactions Cancellation of undisbursed balances Balance adjustments related to indefinite appropriation authority

19. 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

20. Future Cancellation Process Example: 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

21. Cancellation TransactionGWA/ATM Screenshot Continuous Balance Updates Select one, two or all accounts

22. 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

23. Future Indefinite Adjustment Process Example: 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

24. Indefinite Adjustment TransactionGWA/ATM Screenshot Derived by A group assigned

25. 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 http://www.fms.treas.gov/gwa/forms.html

26. Data Standardization and CGAC

27. 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.

28. CGAC: Component TAS Format

29. 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 XX Account Extension Code: Optional - not required by GTAS Mandatory- GTAS Required

30. The new bulk file format

31. 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

32. 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.fms.treas.gov/gtas

33. Treasury No-Year TAS Examples of a TAS 200912011020 _ _ _ __ _ _ _ X1022000 Fiscal Year Period Allocation Transfer Agency ID Beg. Pd of Avail End. Pd of Avail Availability Type Main Account Sub Account Annual Appropriation TAS 20091201102020092009 _1022000 Fiscal Year Period Allocation Transfer Agency ID Beg. Pd of Avail End. Pd of Avail Availability Type Main Account Sub Account

34. GTAS Bulk File Format -cont’dAttributes of the USSGL Account

35. New Attributes of TAS Still under discussion… • Earmarked • Fiduciary • Non-Dedicated • Non-earmarked • Non-fiduciary • Trading Partner Bureau Code

36. 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?

37. Edits, edits, and more edits

38. Types of Edits • Fatal • FACTS I & FACTS II • Non-Fatal • SGL Tie Points • Other Non-Fatal

39. 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

40. 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,

41. 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: Equipment If a TAS has 6710N and/or 1759N, then the TAS must have 1750N And many more ….

42. Use of Central Accounting Data - UCAD Concept • Data in STAR/GWA = FACTS II = FACTS I For example: Warrants, Non-expenditure transfers, Expenditures transfers, etc Purpose • To improve interagency eliminations by reconciling transactions and balances directly to Treasury’s Central Accounting data (authoritative data)

43. UCAD – cont’d Benefits • 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 • 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.

44. UCAD –cont’d STAR/GWA Monthly Transactions (SF 224, Warrants, Transfers) Compare Quarterly Submissions GTAS

45. 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

46. Edit Report

47. Transitional Process before GTAS • 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 FMS 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)

48. UCAD reports – Transparency? • Monthly UCAD reports and IRAS vs UCAD reports for the Appropriation Transfers and Non-expenditure transfers

49. Summary UCAD Report

50. UCAD vs IRAS report http://www.fms.treas.gov/factsi/