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FUND CONTROL MODULE in TEAM

FUND CONTROL MODULE in TEAM. Presented by: Pam Brown and Gwen Daniel Office of Budget and Policy. September 23-24, 2003. Quality Control in Use of Team Codes. Fund availability loaded by Urbanized Area Code (UZA) Earmarks Codes identified by regional office

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FUND CONTROL MODULE in TEAM

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  1. FUND CONTROLMODULE in TEAM Presented by: Pam Brown and Gwen Daniel Office of Budget and Policy September 23-24, 2003

  2. Quality Control in Useof Team Codes • Fund availability loaded by Urbanized Area Code (UZA) • Earmarks Codes identified by regional office • Fund availability loaded by Allotment and Operating Budget • Fund Availability loaded by account classification 1

  3. Reconciliation Adjustments • Obligations • Reverse De-obligations • Recoveries • Current year de-obligations • Prior year de-obligations • Financial Purpose Code (FPC) transfers) • Fund Substitutions • Fund Adjustments 2

  4. Codes and Tables • Account Classification Codes • UZA Codes • Financial Purpose Codes • Vendor Codes • Payment Method Codes 3

  5. Account Classification Codes • Funding Fiscal Year (FFY) – Year of Budget Authority • Appropriation – Program Funding Source • Section – Program Codification • Limitation – Program Activity • Type of Authority – Fund Usage • Financial Purpose Code – Fund Purpose • Refer to FTA 8011 Report for available account classification codes 4

  6. Urbanized Area (UZA) Codes • 6 digit code to identify population based on 2000 Census data • Used to allocate Formula Apportionments • Position 1-2 for State identifier • Position 3-5 for designation of city populations from 50,000 to over 17,000,000 5

  7. Financial Purpose Codes • 00 Capital • 01 Research & Training • 02 Planning • 03 Elderly and Disabled • 04 Operating Assistance • 05 Project Administration • 06 State Administration • 07 RTAP • 08 ADA Paratransit • 09 Multiple Types 6

  8. Vendor Codes • 4 digit code to identify Grant Recipient • User ID to access Grantee’s Projects • Required to reserve and obligate project funds • Established by Accounting Office only • Tax Identification Number (TIN) required for Delphi Accounting System 7

  9. Payment Method Codes • ECHO System - Grants (6908nnnn) • Requisition – Procurements and Cooperative Agreements (REQU) • IPAC – Reimbursable Agreements (OPAC or WCF) • Volpe – General Working Agreements (TSC) 8

  10. EOY Closeout / Re-Opening • End-of-Year • Effective date for FY closing • Functions available during Year-End-Closing cycle • Beginning-of-Year • System Availability for new FY cycle • Availability of Carryover Funds • Availability of New Budget Authority • Interim obligations and payment guidance 9

  11. Financial Functions Unavailable during Year End Closing Process • Reservations • Obligations • Deobligations • Reverse Deobligations • UZA Transfers • FPC Transfers • Closeouts with Deobligations • Fund Substitutions 10

  12. Delphi Accounting System Process • Financial data interfaces • Allotments and Obligations from TEAM • Other TEAM data includes Authorized Disbursements and Closed Projects • Payments from ECHO System • Payments (Contract, Cooperative Agreements, GWA, etc..) • Other features include web reports 11

  13. Frequently asked Questions • I just deobligated a project and there is no operating budget so that I can re-obligate these funds. • I obligated a project too soon, whom do I notify for a change in the award date? • Why do I need to notify the HelpDesk, TBP and TPM when I obligate a project with the incorrect source of funds? 12

  14. Frequently asked Questions(continued) • Why is TBP so interested in the data entered in TEAM by the regional offices? • How long does it take for an obligation (grant award) or authorized disbursement (award execution) to be recorded in the accounting system? 13

  15. Frequently asked Questions (continued) • How long does it take for a FPC (financial purpose code) transfer to be recorded in the accounting system. • How long does it take for a disbursement to be reflected in TEAM? • What happens when the user does a deobligation in TEAM and the grantee also draws down the available balance? 14

  16. Frequently asked Questions(continued) • What is the difference between fund substitutions and fund adjustments? • When is the best time to notify budget and accounting about anticipated reimbursable agreements? 15

  17. FUND CONTROLQUESTIONS? Why are there so many requests to update UZA records and operating budgets within the JARC program? What can TBP do to decrease the amount of requests for these type of adjustments? Why are there so many requests to transfer Bus earmarks from the State UZA to the smaller UZA’s? Can this be accomplished in advance? 16

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