Governmentwide Treasury Account Symbol Adjusted Trial Balance System GTAS Governmentwide Treasury Account Symbol Adjusted Trial Balance System

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

Change is coming!

Current Business Process Central Accounting System Agency’s Financial Statements Federal Agency 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

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

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 6

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 Fiscal Service problem

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.

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

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

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

What is new and different about GTAS?

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

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.

Examples of Business Line and BETC 16

Year-End Transactions

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

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

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 Transaction GWA/ATM Screenshot Continuous Balance Updates Select one, two or all accounts

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

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 Transaction GWA/ATM Screenshot Derived by A group assigned

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

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.

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. 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 2001 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. 2002 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. 0300 Sub-Account Identifies an available receipt or other Treasury-defined subdivision of the main account 001

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

The new bulk file format

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

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

Examples of a TAS Treasury No-Year TAS Annual Appropriation TAS 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

GTAS Bulk File Format -cont’d Attributes of the USSGL Account 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 = Exchange T = Nonexchange 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 = Custodial A = 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 = Entity O = 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 = Covered U = Not Covered

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

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?

Edits, edits, and more edits

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

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

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,

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 ….

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)

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.

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

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

Edit Report

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 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)

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

Summary UCAD Report

UCAD vs IRAS report

How to get ready!

Getting Ready for GTAS New GTAS edits and validations 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!

Frequently Asked Questions

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, 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.

FAQs – cont’d 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.

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.

Additional Questions? Business questions: Technical 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