GTAS Governmentwide Treasury Account Symbol Accounting Trial Balance System

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GTASGovernmentwide Treasury Account Symbol
Accounting Trial Balance System

• Presented byRita Cronley, Lena Lewis, and
  Yianting Lee

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• Rita Cronley
• Change is coming!

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Current Stovepipes
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Current Issues with Accounting Processes

• Lack of Common Structures
• Lack of Consistent Reporting
• Redundant reporting and time-consuming
  reconciliations
• 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)
• 2. Inconsistent data in agency financial
  statements vs. agency monthly reporting to
  Treasury and Warrant and NET transactions
  (Solution GTAS)
• 3. Agency financial statement data not
  consistent with USSGL guidance (Solution GTAS)

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Ineffective Edits
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?

• The FIRST initiative addresses the problems.
• The word FIRST represents an investment
  comprised of two systems

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The GTAS Solution

• Out with FACTS I, FACTS II, IFCS, IRAS
• In with One quarterly trial balance for each TAS
  (budgetary and proprietary accounts combined,
  beginning and ending balances)
• In with Strong edits that check against central
  accounting data, USSGL rules, budgetary vs.
  proprietary rules
• In with Instant feedback
• In with Reduction in agency reporting

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New Process Flow
US Standard General Ledger
Adjusted Trial Balances
AND
Agency Audited Financial Statements


Agency Accounting Systems
Feedback Loop
Edits Validations
GTAS
GFRS
Central Accounting System
OMB
Treasury Reporting
Financial Report of the U. S. Government
President
FMS 2108
SF 133
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• 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
• 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
• No online data entry bulk files only

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New Concepts Business Line and BETC

• Business Line
• Acronym for Business Event Type Code, BETC refers
  to an 8-character code that indicates the type of
  activity being reported (e.g. receipt,
  disbursement, etc.)
• BETC 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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Sample BETC

• Code Activity Transaction Trans Sub
• affect on TAS Code Class
• DISB Gross Disbursement D (decrease) 61 --
• COLL Offsetting Collection C (increase) 71 --
• INVTSEC Investment in Treasury D
  (decrease) 61 88
• Securities
• REDTSEC Redemption of Treasury C (increase) 71 98
• Securities

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• ATM and Year-End Transactions

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What is ATM ?

• Authority Transaction Module (ATM)
• A module of the Governmentwide Accounting System
• Provides an automated process for creating,
  approving, and reviewing authoritative
  transactions

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ATM Applications

• Borrowing from Treasury
• Non-Expenditure Transfers
• Warrant Journal Vouchers
• Appropriation Warrants
• Year-End Transactions

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Year-end TransactionsCurrent Procedures

• Transactions related to indefinite authority and
  cancellation of expired accounts are currently
  processed in FACTS II via the 2108

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Year-end TransactionsFuture Procedures

• Transactions related to indefinite authority and
  cancellation of expired accounts will be
  processed in ATM using the Year-end Transaction
  application

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Enrollment Procedures

• Supervisor must enroll first ( manual process )
• All other users can then enroll or modify their
  access
• Information
• Treasury Support Center
• 1-877-440-9476
• FMS Website
• http//www.fms.treas.gov/gwa/forms.html

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• Lena Lewis
• 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
• USSGL Attributes Standardization of Attribute
  Names and Domain Values

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• The new bulk file format

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GTAS Bulk File Format

• Several differences between FACTS I and II
  current bulk files and new GTAS format
• Includes budgetary and proprietary attributes
• Public Law will be removed
• No SMAF sequence number

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GTAS Bulk File Format

• 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.

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EXAMPLE 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

EXAMPLE Annual Appropriation TAS
2 0 0 9 1 2 0 1 1 0 2 0 2 0
0 9 2 0 1 0 _ 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 FormatType X character
fieldType 9 numeric field
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• Yianting Lee
• Edits, edits, and more edits

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Existing edits in GTAS

• All existing edits in FACTS II
• USSGL 1010 balance must equal the FBWT amount
  from Central Accounting System (Edit 7)
• SF 133 Total Budgetary Resources Total Status
  of Budgetary Resources
• 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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Improved Editing using Central Accounting Data
Transactions (SF 224, Warrants, Transfers)
STAR/GWA
GTAS
GTAS Reports
GTAS Reports
Trial Balances are compared to the amounts in the
Central Accounting System.
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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

• Initiatives before GTAS
• UCAD reports for the Appropriation Transfers and
  Non-expenditure transfers categories are
  available to the agencies via GFRS now
• IRAS vs UCAD reports for the Appropriation
  Transfers and Non-expenditure transfers are
  available to the agencies
• Agencies are required to reconcile these quarter
  transactions and balances with UCAD starting the
  3rd quarter, 2009
• Agencies are required to submit full ATBs by the
  3rd quarter, 2009, instead of just the F
  transactions

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UCAD reports Transparency?

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

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UCAD reports Transparency?
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New Edits in GTAS

• Enforcing USSGL Guidance
• valid USSGL and attribute usage
• Budgetary SGLs Proprietary SGLs
• SGL Tie-Points by fund type
• deposit fund,
• special fund,
• trust fund,
• General fund,
• Revolving fund,
• And many more
• http//www.fms.treas.gov/ussgl/tie-point_project/t
  iepoints.html

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New Edits in GTAS contd

• Receivables no more reporting in net amount
• i.e. if a TAS has 1369 F/N, then 1360 F/N must be
  reported in the TAS
• PPE
• if a TAS has 6710N, then the TAS must have
• 1730N 1739N, or 1740N 1749N, or 1750N and
  1759N, or 1810N 1819, or 1820N 1829N, or 1830N
  1839N, or 1840N 1849N
• And many more .

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More and more Edits in GTAS

• Pre- existing edits are fatal during the
  reporting period
• A descriptive error message will show, if an edit
  fails
• All new edits will be phased in

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• How to get ready!

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Getting Ready for GTAS

• Use only the bulk file upload option in FACTS II
• Prepare for all CGAC changes
• Review the new GTAS edits and validations
• Visit the website http//www.fms.treas.gov/gtas
  frequently for updates
• Be ready to start testing in June, 2011.
• Go live in January, 2012!

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Questions?

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