Source: https://www.fms.treas.gov/tfm/vol1/12-06.html
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Volume I Bulletin No. 2012-06
Bulletin No. 2012-06
(Click here to download Adobe Acrobat Reader) Retention: July 31, 2013
Subject: 2012 Yearend Closing
This Treasury Financial Manual (TFM) bulletin provides agencies with the procedures for preparing yearend closing reports and other financial reports. It also contains the deadlines by which agencies must submit fiscal 2012 financial data to the Department of the Treasury (Treasury) for timely certification and reporting. (See Attachments 1 and 2.)
This bulletin rescinds TFM Volume I, Bulletin No. 2011-07: 2011 Yearend Closing.
Agencies submit preclosing adjusted trial-balance (ATB) data for fiscal yearend 2012 through the Federal Agencies� Centralized Trial-Balance System (FACTS) II. Agencies use FACTS II to submit one set of data in the form of U.S. Government Standard General Ledger (USSGL) account balances. See TFM Volume I, Part 2, Chapter 4200, subsection 4250.20, as well as the Office of Management and Budget (OMB) Circular No. A-11, for data agreement requirements. From the FACTS II output, users may print from one set of budgetary data both the Financial Management Service (FMS) 2108: Year-End Closing Statement, and the Standard Form (SF) 133: Report on Budget Execution and Budgetary Resources, reports.
4.	Fiscal 2012 Final Monthly Treasury Statement (MTS)
To guarantee the accuracy of budgetary results in the final MTS, agencies must include all previously unreported receipt and expenditure activity on the September 2012:
FMS 224: Statement of Transactions; FMS 1220: Statement of Transactions According to Appropriation, Fund, and Receipt Accounts;
If an agency has no transactions, it must submit a �zero report.� To ensure consistency between the MTS as well as receipt and outlay data furnished to OMB, Treasury will allow agencies to request adjustments for significant amounts. Agencies should submit all reporting by October 3, 2012.
The ALC information in Treasury�s central accounting system (STAR) is the official agency contact data. Current ALC information is imperative. Agencies with eight-digit ALCs must submit in writing changes to addresses, telephone numbers, or points of contact by September 28, 2012. Agencies must send requests by email from a Government email address to Nancy Dooley (nancy.dooley@fms.treas.gov) or by mail or fax on agency letterhead and signed by an appropriate agency official to:
Agencies must verify their records each month by comparing them to Treasury-reported transactions, as shown on their Central Accounting Reporting System (CARS) Account Statement (Account Summary, Support Listings, Expenditure Activity, Transactions) reports. To gain access to the CARS Account Statement, see paragraph 29. Each agency reconciles these reports with the agency�s USSGL account 1010, �Fund Balance With Treasury,� and immediately reports questions or differences to the Cash Analysis Branch at 202-874-8270. The short reporting periods require agencies to minimize errors. Failure to compare agency and Treasury recorded amounts may result in the discovery of errors during Budget preparation and Treasury yearend certifications. If OMB, Treasury, or agencies find significant errors, Treasury will attempt to make corrections before publishing the Combined Statement of Receipts, Outlays, and Balances of the United States Government.
7.	Verifying Accounts Daily via the CARS Account Statement Version � Provisional View
The Provisional view of the CARS Account Statement Module provides a balance-type option for all available reports, permitting official CARS reporters to see a daily updated (albeit provisional) view of their Fund Balance With Treasury (FBWT). This information is labeled as provisional because, at the time of presentation within the CARS Account Statement online reports, the transactions are not posted yet in the current Treasury system of record (STAR).
The level of detail presented for provisional transactions is more granular than that which is provided for the Accounting and Published Balance views in the CARS Account Statement. Provisional transaction and balance information is based on the daily activity files processed by the CARS Central Accounting Front End (CAF�) component. These files consist of the daily submitted Intra-governmental Payment and Collection (IPAC) System collection and payment transactions submitted by official CARS reporters with Treasury Account Symbols and Business Event Type Codes (TAS/BETCs). Provisional transaction and balance displays are updated on a daily basis to give CARS reporters the latest information available regarding their FBWT position. Using the provisional balance display option permits CARS reporters to see the individual transactions that Governmentwide Accounting (GWA) will package and submit on their behalf at monthend. This affords CARS reporters an opportunity to perform a daily reconciliation of transactions and balances. The download options permit all CARS Account Statement users to customize the amount of information contained in the output files to suit their individual accounting, reconciliation, and reporting needs. For more information, or to become a CARS reporter, visit the CARS Web site at http://www.fms.treas.gov/cars/ref_guidance.html.
Agencies must reconcile budget clearing accounts (for example, F3875, F3880, and F3885) and Statements of Difference by the fiscal yearend. On the September 2012 Statement of Transactions (SOT) submission, transfer properly identified amounts contained in budget clearing accounts to the proper accounts. Effective in fiscal 2012, the undistributed and deposit reconciliation criterion for large differences for the current month and prior month for the accounting month are now based on percentages. These performance measures are outlined in TFM Volume I, Bulletin No. 2011-06: Reporting Suspense Account Activity Using F3875 and F3885 and Using Default Accounts F3500 and F3502 as a Governmentwide Accounting (GWA) Reporter. Treasury may request classification of large differences and reclassification of amounts in the budget clearing accounts in advance or through additional reports. Suspense Account Policy
Refer to TFM Volume I, Bulletin No. 2011-06, for special instructions.
The agency�s Chief Financial Officers (CFOs), or the CFOs� designees, must certify the balances of the approved F3875 and F3885 suspense accounts to FMS annually, at yearend. FMS sends an email to CFOs or the CFOs� designees of the agencies with suspense accounts to complete an online survey for certification. The due date to submit the certification for the suspense account(s) is October 14, 2012. Agencies� use of the suspense accounts is reviewed on a regular basis.
10.	Reporting Special and Trust Fund Available Receipts Special and trust fund available receipt account symbols include a point designation to distinguish between expenditure and receipt accounts. Agencies must report collections (offsetting receipts) for special and trust fund accounts, using the point designation, in column 2 of the SOT. Record outlays in column 3.
Note that special and trust fund accounts involving transfer partners have point designations; these accounts are expenditure accounts. Examples: Offsetting Receipts 20X8102.5 Expenditure with transfer department 69-20X8102.7
Treasury�s Receipts by Department listings for fiscal 2012, third and fourth quarters, will be available on the Internet to assist agencies with budgetary reconciliation. The listings are inclusive of all budgetary receipts and will be available at http://www.fms.treas.gov/annualreport/receipts-by-dept.html by the following dates:
Third-quarter Receipts by Department � July 16, 2012, close of business;
Fourth-quarter preliminary Receipts by Department � October 17, 2012, close of business;
Fourth-quarter final Receipts by Department � November 14, 2012, close of business.
Additionally, the Quarterly Distributed Offsetting Receipts by Department Report is available at http://www.fms.treas.gov/mts/receipts-by-dept.html to assist agencies with completing the Statement of Budgetary Resources, line 4200, Distributed Offsetting Receipts. Distributed offsetting receipts include the following categories:
Proprietary receipts from the public;
Agencies with undisbursed funds remaining (whether obligated or unobligated) as of the accounting date of October 1, 2012, in allocation accounts with an ending period of availability of 2007 must transfer the funds back to the parent account from which the delegation of obligation authority and initial transfer was derived. This will allow the parent account to comply with the cancellation procedures set forth in 31 U.S.C. 1552. Agencies should process all transfers using the nonexpenditure application within the Agency Transaction module of CARS. Address questions to BRD�s Budget and Appropriation Analysis Team at 202-874-9870. See paragraph 29 of this bulletin for instructions on gaining access to CARS. 16.	Liquidating Accounts � Pre-Credit Reform
Agencies should transfer any excess balance from liquidating accounts to the General Fund of the Treasury using the nonexpenditure application within the Agency Transaction module of CARS. The �Transfer to General Fund Receipt Account� transfer type with the appropriate subtransfer type should be used to execute this transaction. General Fund receipt account 2814 is the account designated to receive transfers from liquidating accounts for this purpose. See TFM Volume I, Part 2, Chapter 4600, for additional information. Address questions to BRD�s Budget and Appropriation Analysis Team at 202-874-9870. 17.	Credit Reform � Interest Paid on Uninvested Funds
Federal agencies must electronically submit fiscal year information by processing an IPAC transaction charging 20X1880, �Credit Reform: Interest Paid on Uninvested Funds.� Agencies must process all payments by September 30, 2012. They must notify the Credit Accounting Branch in advance via the email address below when the transaction amount is $100,000 or greater. In addition, all Federal agencies must certify that they computed the interest amount per applicable guidance by including a certification statement on the IPAC transaction that states, �I certify that the funds are in accordance with the Federal Credit Reform Act of 1990 and are correct and proper for the fund symbol designated.� Refer to TFM Volume I, Part 2, Chapter 4600, for additional information. Address questions to:
Follow the guidelines below when processing either non-credit reform or credit reform transactions at fiscal 2012 yearend and note the cutoff times and dates. As a reminder, agencies must obligate or return all unobligated indefinite borrowing authority by fiscal 2012 yearend closing. Refer to OMB Circular No. A-11, Section 185.32, for additional information regarding the treatment of unobligated indefinite borrowing authority.
CARS Repayment and Borrowing Transactions
�	Agencies must certify normal borrowings in CARS no later than 3 p.m. eastern standard time (EST) on September 28, 2012.
�	The normal borrowings must have a CARS transaction date of no later than September 30, 2012, and an effective date of October 1, 2012.
�	Agencies must certify normal borrowings in CARS no later than 3 p.m. EST on September 28, 2012.
�	The normal borrowings must have a CARS transaction date and effective date of no later than September 28, 2012.
�	Agencies must certify borrowings to pay interest in CARS no later than 3 p.m. EST on September 28, 2012.
�	The borrowings must have a CARS transaction date and effective date of September 30, 2012. CARS provides users with future dating capabilities, so they can enter these transactions before September 30, 2012.
�	Agencies must certify repayments in CARS no later than 3 p.m. EST on September 28, 2012.
�	The repayments must have a CARS transaction date and effective date of no later than September 30, 2012.
�	Agencies must submit interest payments in the IPAC System no later than 3 p.m. EST on September 28, 2012.
�	Agencies must submit the Credit Subsidy Calculator 2 (CSC2) output to BPD no later than 1 p.m. EST on September 28, 2012, via email to borrowings@bpd.treas.gov.
�	Agencies must submit documents supporting interest calculations to BPD no later than 1 p.m. EST on September 28, 2012, via email to borrowings@bpd.treas.gov. For additional information regarding borrowings from Treasury, refer to TFM Volume I, Part 2, Chapter 4600, Section 4635, or contact the Federal Borrowings Branch at:
Federal Borrowings Branch, Room 119
Public Debt Warehouse and Operations Center Dock 1
Email: borrowings@bpd.treas.gov
Web site: http://www.treasurydirect.gov/govt/apps/tbp/tbp.html
19.	Reconciliation of Obligations
Before the fiscal 2012 yearend closing, agencies that have not reviewed their unliquidated obligations during the year must do so. This ensures that agencies properly record transactions meeting the criteria of valid obligations set forth in 31 U.S.C. 1501. Retain work papers and records on verifications to facilitate future audits.
21.	Reporting Requirements for Closing Fiscal 2007 Accounts Per 31 U.S.C. 1552, agencies must close appropriation accounts available for obligation during a definite period on September 30th of the fifth fiscal year after the account�s obligation availability ends. Cancel any remaining balances (whether obligated or unobligated) in the account. These balances are unavailable for obligation or expenditure. For fiscal yearend 2012, agencies must cancel amounts representing undisbursed balances in accounts that expired for obligation purposes at the end of fiscal 2007. The September 2012 CARS Account Statement must reflect a positive or zero balance for fiscal 2007 account balances that will be canceled.
On the fourth-quarter FACTS II submission, before an account will be closed, agencies must present all unobligated and obligated balances, including receivables and payables, as canceled. For further accounting guidance, refer to the USSGL TFM, Section III, Account Transactions, Section F, Yearend Preclosing and Closing Entries (see the USSGL Web site at http://www.fms.treas.gov/ussgl).
Note: Cancellation removes budget authority and remaining FBWT; however, many times agencies still need to report financial information associated with a canceled Treasury Appropriation Fund Symbol (TAFS). For example, assets purchased by a TAFS are not relieved from financial reporting simply because a TAFS�s budget authority is canceled. Also, agencies may have payables for which funding is canceled, but the liability is still valid and the agency needs to report these payables for financial reporting. Additionally, OMB expects agencies to track balances of canceled authority to ensure that future payments of canceled liabilities do not exceed the budget authority for the canceled TAFS. If an agency must liquidate obligations after an account has been closed, it may use up to 1 percent of its current appropriation by reporting an SOT for the current TAFS using the 46 subclass. OMB provides guidance in OMB Circular No. A-11, Section 130.14, on liquidating obligations after an account has been closed. Agencies deposit collections received after an account has been closed in miscellaneous receipts account 3200, �Collections of Receivables From Canceled Accounts.�
22.	Reporting Requirements for Fiscal 2007 and Prior Accounts When Balances Are
Fiscal 2007 and prior accounts have been canceled previously except in cases where negative balances existed. When clearing these negative balances, close the account on the SOT by bringing the account balance to zero and depositing any excess receipts to miscellaneous receipts account 3200, �Collections of Receivables from Canceled Accounts.�
By October 1, 2012, agencies must notify BRD�s Budget and Appropriation Analysis Team in writing of the specific legislation for the account to remain on Treasury�s books. Refer to TFM Volume I, Part 2, Chapter 4200, Section 4230, for additional guidance.
For fiscal 2012, the unobligated balance for TAS with extended disbursing authority will not be canceled at the end of the fifth expired year. The unobligated balance remains in the expired phase until the TAFS is closed. Note that FMS will not restore the canceled balance if the unobligated balance was canceled in a prior year.
Classify payments correctly to closed fiscal 2007 accounts previously reported to suspense/clearing accounts; OR Correct classification errors between current and closed accounts when submitted by the April 1, 2013, deadline.
Agencies must submit a written request and a paper copy of the SOT marked �Supplemental� with the report date of September 30, 2012, to:
The agency will receive notification of the adjustment via the CARS Account Statement. Treasury will not consider requests pertaining to closed fiscal 2007 accounts received after April 1, 2013.
BRD will accept requests for adjustments between October 8, 2012, and October 19, 2012, for inclusion in the Combined Statement of Receipts, Outlays, and Balances of the United States Government. For detailed instructions, refer to TFM Volume I, Part 2, Chapter 4200, subsection 4250.30.
Users requesting access to any GOALS II application must submit a GOALS II Enterprise Security Access Administration System (ESAAS) request form to obtain a logon ID and password and/or SecurID card. Users can download the ESAAS request form from the GOALS II Web site at http://www.fms.treas.gov/goals. Contact the CARS Customer Assistance Group at 202-874-8270 for further information.
If a user misplaces or forgets the logon ID or password for the GOALS II applications housed on the Internet [Statement of Differences, FACTS I, Governmentwide Financial Report System (GFRS), or Intragovernmental Fiduciary Confirmation System (IFCS)], the user should contact the CARS Customer Assistance Group at 202-874-8270. For CARS support, the user should contact the CARS Treasury Support Center at 877-440-9476. For assistance with FMS 1219/1220, FACTS II, and Secure ID cards, the user should contact the FMS Service Desk at 202-874-4357.
29.	Accessing the CARS Account Statement, Agency Transaction Module, and CTA Module
To enroll in the CARS Account Statement, Agency Transaction module [which includes the Borrowing from Treasury, nonexpenditure transfer (NET), Warrant Journal Voucher, and Appropriation Warrant applications], and the CTA module, users should access the Web site at https://www.gwa.fms.treas.gov and click on the �Register� button. Note: Employees will not be able to enroll or make modifications to their access unless their supervisor is already enrolled. For supervisor enrollment, the supervisor may obtain the required form from the FMS Web site at https://www.fms.treas.gov/cars by clicking on the enrollment link. Also, users enrolling through this process will complete the steps necessary to establish answers for authentication questions and shared secrets in the event of forgotten passwords. Once these authentication questions and shared secrets are initially established, users may reset their own passwords by clicking on the �Forgot Your Password?� link on the CARS logon page (FMS Enterprise Single Sign On logon page). 30.	Accessing FACTS II
The primary purpose of the FACTS II revision period is to make FACTS II data consistent with amounts in the prior-year column of the Budget. Agencies should use the revision period to correct errors; they should not view the revision period as extra time to verify data. Agencies must provide revisions for both material and nonmaterial amounts. Agencies� senior management and auditors will determine whether revisions will require a restatement of the agency Statement of Budgetary Resources (SBR) or will require footnotes to explain the differences in the SBR and FACTS II submissions. The revision window opens on November 1, 2012, at 10 a.m. EST and closes on November 13, 2012, at 2 p.m. EST.
All backdated documents for prior-year transactions are to be submitted via the Backdated Treasury Document Request MAX community page (https://max.omb.gov/exercises/collect/x/j0xTHp). Refer to TFM Volume I, Bulletin No. 2012-04.
Use the TROR to report accounts and loans receivable, including defaulted guaranteed loans due from the public. Submit separate reports for direct loans, defaulted guaranteed loans, and administrative receivables (receivables generated from activities other than direct or defaulted guaranteed loans). All entities with receivable activity must submit a TROR at fiscal yearend. These yearend reports are due to Treasury by November 14, 2012, which differs from Treasury�s normal quarterly reporting (first, second, and third quarter) for all TROR reporting entities. These quarterly reports are due to Treasury by the 30th day of the month following the close of the quarter.
Submit the TROR via the Debt Management Information System (DMIS). Contact the DMIS Administrator at 202-874-8933 for information on accessing the system and training. Refer to TFM Volume I, Part 2, Chapter 4100, for instructions on preparing the TROR, and access the TROR instructional workbook on the Debt Management Services Web site at http://www.fms.treas.gov/debt/TROR_instructions_yr2007.pdf. The submitting agency�s CFO or equivalent must verify and certify all fourth-quarter (yearend) reports. The verification and certification of the TROR are due to Treasury by December 15, 2012.
Users requesting to switch GFRS and FACTS I roles must contact FRD for approval and must submit an ESAAS request form for processing. If a user misplaces or forgets the logon ID or password, he or she should contact the CARS Customer Assistance Group at 202-874-8270.
To access the GOALS II logon screen, see the GOALS II/IAS Web site at https://www.fmsapps.treas.gov/ias. For information relating to the GOALS II GFRS, IFCS, and FACTS I applications, contact the CARS Customer Assistance Group at 202-874-8270.
The GOALS II/IAS Web site address to access the IFCS is https://www.fmsapps.treas.gov/ias. Agencies that have not signed up to use the IFCS should contact the CARS Customer Assistance Group at 202-874-8270. Agencies must perform the final fiscal yearend 2012 reconciliation by October 9, 2012.
37.	Schedule for Finalizing Receipts, Outlays, and Financial Reports for Fiscal Year Ended September 30, 2012
Items	Submission and Availability Instructions	Deadlines
FACTS I MAF window opens. Access via GOALS II.	Aug. 23, 2012
Closing Package data submission window opens in GFRS.	Access via GOALS II.	Sept. 6, 2012
FACTS I MAF window closes. Access via GOALS II.	Sept. 14, 2012
Process IPAC transaction requesting interest payment on Credit Reform: Interest on Uninvested Funds.	Access via IPAC. Sept. 30, 2012
FACTS I reporting window opens for ATB submissions. Access via GOALS II.	Sept. 28, 2012
Sept. 2012 new account symbol requests	Express mail/fax to the Budget and Appropriation Analysis Team.	Oct. 1, 2012
Sept. 2012 appropriation requests	Express mail/fax to the Budget and Appropriation Analysis Team.	Oct. 1, 2012
Sept. 2012 CARS NET Authorizations
Transmit via the CARS NET application to the Budget and Appropriation Analysis Team.	Oct. 1, 2012
Sept. 2012 FMS 224: Statement of Transactions	Transmit via CARS CTA application to the Cash Accounting Division.	Oct. 3, 2012
Sept. 2012 FMS 1219 and FMS 1220: Statement of Transactions and Accountability	Transmit via CARS CTA application to the Cash Accounting Division.	Oct. 3, 2012
Sept. 2012 FMS 1219 and FMS 1220: Statement of Transactions and Accountability (Military)	Transmit via Connect:Direct to the Cash Accounting Division. Oct. 3, 2012
Sept. 2012 SF 1218 and SF 1221: Statement of Accountability and Transactions (Foreign Service Account)	Transmit via Connect:Direct to the Cash Accounting Division.	Oct. 5, 2012
FACTS II reporting window opens.	Access via FMS Intranet.	2 p.m. EST Oct. 5, 2012
IFCS window opens for confirmation users to input fiscal yearend 2012 reconciliation.	Access via GOALS II.	Oct. 9, 2012
FACTS II accounts and balances verified by agencies	Access via FMS Intranet. Oct. 9, 2012
Sept. 2012 CARS Account Statement
Access via CARS Internet.
IFCS window closes for confirmation users to input final fiscal yearend 2012 reconciliation data.	Access via GOALS II.	Oct. 22, 2012
FACTS II reporting window closes.	Access via FMS Intranet. 5 p.m. EST Oct. 19 , 2012
FACTS II revision window opens.	Access via FMS Intranet.	Nov. 1, 2012
Annual Report on Unfunded Foreign Currency Reservation Accounts
(TFM Volume I, Part 2, Chapter 3200) for Oct. 1, 2011, through Sept. 30, 2012
Express mail to the Credit Accounting Branch (CAB), 3700 East-West Highway, Hyattsville, MD 20782.	Nov. 13, 2012
Report of Estimated Foreign Currency Collections and Expenditures (TFM Volume I, Part 2, Chapter 3200) for Oct. 1, 2011, through Sept. 30, 2012	Express mail to CAB. Nov. 13, 2012
Currencies Purchased From Sources Outside the U.S. Government Cumulative (TFM Volume I, Part 2, Chapter 3200) for Oct. 1, 2011, through Sept. 30, 2012
Express mail to CAB.	Nov. 13, 2012
FACTS II revision window closes.	Access via FMS Intranet.	Nov. 13, 2012
FACTS I reporting window closes for ATB submissions for nonverifying agencies.	Access via GOALS II.	No later than 6 p.m. EST Nov. 15, 2012
GFRS Notes and Other FR Data submissions are due for nonverifying agencies.	Access via GOALS II.	No later than 6 p.m. EST Nov. 15, 2012
Inspector General (IG) opinion is due on the Closing Package for verifying agencies, including the Trading Partner Note.	Access via GOALS II.	No later than 6 p.m. EST Nov. 15, 2012
Treasury Report on Receivables and Debt Collection Activities	Transmit via Internet between Oct. 14 and Nov. 14, 2012.	Nov. 14, 2012
Chapters of the Combined Statement of Receipts, Outlays, and Balances of the United States Government	The Combined Statement Team will deliver to OMB and agencies via the FMS Web site at http://www.fms.treas.gov/annualreport. No later than Nov. 23, 2012
FACTS I reporting window closes for ATBs for verifying agencies.	Access via GOALS II.No later than 6 p.m. EST Nov. 30, 2012
Requests for classification adjustments to closed accounts and supporting statement of transactions	Mail or fax to Budget Reports Division.	Apr. 1, 2013
Note: For �no later than� deadlines, agencies should submit data as early as possible.
3700 East-West Highway, Room 6D33