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Becoming a CARS Reporter Overview April 1, 2014 NOVAGA Spring Training Event Presenter: Dominique McCreary. March 7, 2014. Agenda. Future Transaction Reporting System Changes and Timelines Transaction Process Transition to Daily reporting (IPAC, Collections, Payments) Questions
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Becoming a CARS Reporter Overview April 1, 2014NOVAGA Spring Training EventPresenter: Dominique McCreary March 7, 2014
Agenda • Future Transaction Reporting • System Changes and Timelines • Transaction Process • Transition to Daily reporting (IPAC, Collections, Payments) • Questions • Contact Information
AGENCY FRB GFRS Future Transaction & Reporting FR IPAC AGENCY GTAS TDO Payments NTDO Payments CIA Collections SAM AccountStatement Monthly Treasury Statement Combined Statement USSLG TFM Agency F/S Intragov Reports
System Changes and Timelines • Commissioner Lebryk Reaches Out to Agency CFOs Regarding Modernization Initiatives • January 14, 2011 • March 23, 2012 • April 11, 2013 • Mandate by October 1, 2014 all agencies report using a TAS/BETC • Develop a transition plan addressing the conversion to each modernization initiative or ask us to help you develop one
Transaction Process Collections GWA Account Statement CARS C-Key or TAS/BETC Transaction With TAS/BETC IPAC C-Key or TAS/BETC Valid TAS/BETC TAS/BETC C-Key or TAS/BETC Payments SAM
Transitioning to Daily Reporting Note: Data analysis can be performed on IPAC and Collections transactions (optional). Also, additional SAM set up is needed. 6 Integrity - Service - Innovation
CARS Reporter (IPAC) conversion • Transition: Self Analysis • Utilize the IPAC Transaction Download Report to compare to what is on your General Ledger (GL) • This report should be downloaded twice a month to verify readiness to GO LIVE the following month • Choose a Go Live date • Go Live! • Omit IPAC transactions from 224/CTA submission • TAS/BETC classification at initiation becomes official post to your FBWT • IF IPAC only, you are a Full Reporter • As a Full Reporter you now have access to reclass on a daily basis
This is the lowest level of detail you can retrieve from the Acct Stmt. This example shows the additional IPAC details available for a CARS IPAC Reporter.
CARS Reporter (Collections) conversion • Transition: Data Analysis • Review the data twice/month • Provide excel spreadsheet if corrections/updates to cash flow profiles or source systems are needed • Transition to go live after one month of transitioning • Go Live! • Section 3 of the 224/CTA is CLOSED • Ability to view collection transactions daily • C-Key to TAS/BETC classification at initiation becomes official post to your FBWT • IF Collections only, you are a Full Reporter • As a Full Reporter you now have access to reclass on a daily basis
This example shows the additional Collection details available for a CARS Collection Reporter.
How SAM Works • Web-based application (separate from CARS) whose main purpose is to validate/translate a TAS/BETC on transactions • SAM performs validation and allows transaction (all system types) to post in CARS. • IPAC & Payment – User enters TAS/BETC in IPAC or payment system; SAM validates TAS/BETC against GWA Master TAS/BETC listing. • Collections, RITS & TRACS – TAS/BETC cannot be entered at point of initiation. SAM utilizes a cash flow profile to translate a classification key (C-Key) into a TAS/BETC. SAM then validates TAS/BETC against GWA Master TAS/BETC listing. • If SAM cannot validate TAS/BETC or translate C-Key, SAM will post transaction to default account. • Default Accounts -- F3500 (Collection/Payment) and F3502 (IPAC) • All transactions post in CARS and appear on ALC’s account statement.
C-Key Translation • C-Key (unique data field) is transmitted for each collection channel. • C-Key value differs by collection channel. • C-Keys are listed on cash flow profile and tie to a TAS/BETC. • ALCs maintain a cash flow profile in SAM for each collection channel used. • SAM team works with ALCs to create cash flow profiles and upload them in SAM. • Periodic updates may be required for cash flow profiles.
Example Cash Flow Profile SAM translates the C-Key value into component TAS/BETC. C-Keys point to a TAS/BETC
C-Key Examples *C-Key values shown above include (+) only to illustrate individual components.
CARS Reporter (Payments) conversion • Transition • Manual end to end testing available (optional) • ALC/CARS/PM determine file/system testing period • Choose a Go Live date • Go Live! • Omit Payment transactions from 224/CTA submission • TAS/BETC classification at initiation becomes official post to your FBWT • IF Payments only, you are a Full Reporter • As a Full Reporter you now have access to reclass on a daily basis
This example shows the additional Payment details available for a CARS Payment Reporter.
CTA Sections Classification Transactions and Accountability • Classification & Reclassification (224 Section 1, 1220, or 1221) • Report dollar amounts of collections, disbursements, and intragovernmental transactions, classified to valid TAS. • Payments (224 Section 2, 1218, or 1219) • Report disbursement accountability total amounts from IPAC & TDO Payments. • THIS SECTION GOES AWAY ONCE PAYMENTS ARE CLASSIFIED WITH TAS BETC AT INITIATION • Collections (224 Section 3, 1218, or 1219) • Report collection accountability total amounts from CIR. • THIS SECTION GOES AWAY ONCE COLLECTIONS ARE CLASSIFIED WITH TAS BETC AT INITIATION
Reconciliation Tools • Account and/or ALC Statement • view and/or download daily provisional txns • additional data elements available • customizable formats/layouts • Reclassification • upload bulk file • online entry at summary level, using current CTA app • online entry at transaction level, using Account Statement transaction details
Tips & Reminders for Reconciling as a CARS Reporter • 1 - Download Provisional transactions before end of month, as only the Current Accounting Month will be available • Provisional details for the last day of the month won’t be available due to the rollover to the new month, but summary level will be available in official posted view. • This limitation will be eliminated once CARS is system of record. • If you forget to download, call Treasury Support Center for assistance on (877) 440-9476. • 2 - Always view Statement from the ALC perspective to see all the various TAS BETCs being reported for/against your ALC. • This view would show defaulted transactions as well.
Tips & Reminders for Reconciling as a CARS Reporter – Continued • 3 - Ensure your system default accounts are reconciled and reclassified timely: • F3500 for payment and collection transactions • F3502 for intragovernmental transactions • These accounts are shared across all bureaus within a Dept. • 4 - Reclassifications & CTA Partial 224 (or 1219/1220, 1218/1221) reporting due by 4th workday • 1 extra day for reporting since Collection and Payment details are not available in Acct Stmt’s official posted view until morning of 3rd workday
Component TAS Example Component • Example: SPATAAIDBPOAEPOAAMAINSUBBETC • 0162014 2014 0106 000 DISB • 16140106 String
Component TAS Example Component • Example: SPATAAIDBPOAEPOAAMAINSUBBETC • 016X4204 000 FHOTXD • (41)16X4204 String
Check off your list! • Discuss the changes needed in your agency to convert from monthly reporting to daily reporting • Develop a transition plan. • Should be aware that Section 2 and 3 of the 224 will be closed. If you are not the 224/CTA preparer, pass the word • Work with SAM now to get access, set up/update defaults and cash flow profiles • CONVERSION BY OCTOBER 1, 2014
Upcoming Outreach • CARS workshops (Hyattsville, MD) • April 8 • April 29th • CARS Sessions • April 4th • April 11th • Informational Sessions • Weekly • E-Learning Module – Becoming a CARS Reporter • www.fms.treas.gov/cars/training.html • GWA Public Website • www.fms.treas.gov/cars
Contacts • Customer Relationship Management Division (CRMD) • Director, Carolann Marker (Carolann.Marker@fiscal.treasury.gov) (202)874-9776 • IPAC – Dominique McCreary (Dominique.McCreary@fiscal.treasury.gov) (202)874-6352 • TDO Payments – Luz Davila Lopez (Luz.Davila.Lopez@fiscal.treasury.gov) (202)874-8599 • Collections - Katy Borys (Katy.Borys@fiscal.treasury.gov) (202)874-9005 • CRM Mailbox – GWA.CRM.Users@fiscal.treasury.gov • Treasury Support Center – (877) 440-9476