1. Governmentwide Treasury Account Symbol Adjusted Trial Balance System
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 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

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

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 6

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 Fiscal Service
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. 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

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 BETC16

17. Year-End Transactions

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

19. Current Cancellation Process
Example:
Date – September 30, 2009
Account –
Account Statement Balance = $1,000
Process:
FACTS II Submission
SGL $0
SGL $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 –
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 Transaction GWA/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 $100
SGL credit $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 Transaction GWA/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:

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.
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
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

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
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

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.
/fsservices/gov/acctg/gtas/gtas_home.htm

33. 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 _
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’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

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 Non-Fatal Other Non-Fatal FACTS I & FACTS II
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 GTAS Compare 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 b)
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 , d, and e)

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

51. How to get ready!

52. Getting Ready for GTAS New GTAS edits and validations
Attend training:
October 15-16, 2009
March & August 17-18, 2010
Review TFM Bulletin No
Visit the website
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!

53. Frequently Asked Questions

54. 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.

55. 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.

56. 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.

57. Additional Questions? Business questions: Technical questions:
Rita Cronley
Melinda Pope
Technical questions:
Beth Angerman