GTAS

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
Current Business Process
Agencys Financial Statements
Standard General Ledger
Outlays
Central Accounting System
FACTS II
IRAS
IFCS
FACTS I
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

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Issues with the current process contd

• 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 its
  just an FMS problem

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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.
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What IS FIRST?
GFRS
USSGL Database
USSGL based Reporting GTAS
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Information SharingFIRST 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
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New Process
Agencys Financial Statements
Central Accounting System Edits
GFRS
Presidents Budget
Treasury Annual Reporting
13

• 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

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 Symbols 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 FMSs
  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

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

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Indefinite Adjustment TransactionGWA/ATM
Screenshot
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
• http//www.fms.treas.gov/gwa/forms.html

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• 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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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
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• 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 -contd

• 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

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Treasury No-Year TAS
Examples of a 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

Annual Appropriation TAS
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
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GTAS Bulk File Format -contdAttributes of the
USSGL Account
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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
• PPE
• If a TAS has amounts reported as accumulated
  depreciation/amortization for a type of PPE,
  then the TAS must include amounts of gross cost
  for the type of PPE
• Example Equipment
• If a TAS has 6710N and/or 1759N, then the TAS
  must have 1750N
• And many more .

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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

• Purpose
• To improve interagency eliminations by
  reconciling transactions and balances directly to
  Treasurys Central Accounting data (authoritative
  data)

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UCAD contd

• 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 wont 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 contd
STAR/GWA
Monthly Transactions
(SF 224, Warrants, Transfers)
Compare
Quarterly Submissions
GTAS
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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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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)

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UCAD reports Transparency?

• Monthly UCAD reports and IRAS vs UCAD reports for
  the Appropriation Transfers and Non-expenditure
  transfers

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Summary UCAD Report
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UCAD vs IRAS report
http//www.fms.treas.gov/factsi/
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• 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.fms.treas.gov/gtas
• 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 FMS
• Be ready to start testing in June, 2012
• Go live in January, 2013!

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• Frequently Asked Questions

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FAQs

• 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,
  theres 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 contd

• 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 contd

• 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. Theres 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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Additional Questions?

• Business questions
• Rita Cronley 202-874-9902
• Melinda Pope 202-874-3017
• Technical questions
• Beth Angerman 202-439-4608
• http//www.fms.treas.gov/gtas