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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
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 


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
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
CARS Reporter ( Acct Stmt. 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
How SAM Works available for a CARS Collection Reporter.

  • 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 available for a CARS Collection Reporter.

  • 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 available for a CARS Collection Reporter.

SAM translates the C-Key value into component TAS/BETC.

C-Keys point to a TAS/BETC


C key examples
C-Key Examples available for a CARS Collection Reporter.

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


Cars reporter payments conversion
CARS Reporter available for a CARS Collection 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



CTA Sections Classification for a CARS Payment Reporter. 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 for a CARS Payment Reporter.

  • 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 for a CARS Payment 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


Questions
Questions Continued


Reference
Reference Continued


Component TAS ContinuedExample

Component

  • Example: SPATAAIDBPOAEPOAAMAINSUBBETC

  • 0162014 2014 0106 000 DISB

  • 16140106

String



Component TAS Example Continued

Component

  • Example: SPATAAIDBPOAEPOAAMAINSUBBETC

  • 016X4204 000 FHOTXD

  • (41)16X4204

String


Check off your list
Check off your list! Continued

  • 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 Continued

  • 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 Continued


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