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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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slide1

Becoming a CARS Reporter Overview April 1, 2014NOVAGA Spring Training EventPresenter: Dominique McCreary

March 7, 2014

agenda
Agenda
  • Future Transaction Reporting
  • System Changes and Timelines
  • Transaction Process
  • Transition to Daily reporting (IPAC, Collections, Payments)
  • Questions
  • Contact Information
future transaction reporting

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
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 
slide5

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

slide6

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
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
slide8

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
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
slide10

This example shows the additional Collection details available for a CARS Collection Reporter.

how sam works
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 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
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 Examples

*C-Key values shown above include (+) only to illustrate individual components.

cars reporter payments conversion
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
slide17

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
slide18

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
slide19

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.
slide20

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
slide23

Component TAS Example

Component

  • Example: SPATAAIDBPOAEPOAAMAINSUBBETC
  • 0162014 2014 0106 000 DISB
  • 16140106

String

slide25

Component TAS Example

Component

  • Example: SPATAAIDBPOAEPOAAMAINSUBBETC
  • 016X4204 000 FHOTXD
  • (41)16X4204

String

check off your list
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
slide27

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
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
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