GTAS

Governmentwide 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 II

IRAS

IFCS

FACTS 

I

GFRS

SF 133

FMS

 2108

Program and 

Financing 

Schedule

Combined 

Statement

Standard General Ledger

Current Business Process

OMB

Outlays

FBwT

Central Accounting System

Agency’s 

Financial 

Statements

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Federal Agency

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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 year

	FACTS I users:  	submit once a year

	IFCS users:		confirms data 4 times a year with the 

				fiduciary agencies
        - Timeliness

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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?

USSGL

Database

GFRS

USSGL based

Reporting: 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

President’s Budget

Treasury Annual Reporting

Central 

Accounting 

System 

Edits

Agency’s 

Financial 

Statements

GFRS

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FMS

OMB

Standard General Ledger

GTAS

FMS 2108 /

Combined

Statement

SF 133

Program and  Financing

Schedule

Federal Agency

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

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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 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

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 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

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

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| 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					

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Mandatory- GTAS Required

XX

Account Extension Code: Optional  - not required by GTAS 
| Business Name                | Definition                                                                                                                                                                                                                                | Source of Values | Optional 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              |

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 0

Fiscal 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 0

Fiscal 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

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| 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                               |
| 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 TAS

Still 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: Equipment

	If a TAS has 6710N and/or 1759N, then the TAS must have 1750N

And many more ....

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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’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

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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. 

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. 

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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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