Bureau of the Fiscal Service



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GWA Systems External User Guide

Version 1.0

8/4/2014

Table of Content Page

CARS External Modules and Roles…………………………………………………………………………..3-7

GTAS External Roles…………………………………………………………………………………………...8

GFRS External Roles…………………………………………………………………………………………..9-10

IPAC External Modules and Roles…………………………………………………………………………..11-14

SAM External Roles…………………………………………………………………………………………..15-16

CARS External Modules and Roles

CARS supports the Fical Service strategic goal to produce accurate, accessible, and timely governmentwide financial information and reports while reducing reconciliation burdens on FPAs.

Homepage-

Menu based framework to access the other CARS modules.

Account Statement-

Account Statement provides federal agencies with a central location for retrieving information to assist with their financial reconciliation processes. Account Statement is designed for agencies that perform their Fund Balance with Treasury (FBWT) reconciliation based on TAS. This module has screens for ALC summary, ALC activity, and ALC transactions.

Roles:

Agency Reviewer- can view all cars post transition that relate to the users AGoup

Appropriation Warrants-

This component of the Agency Transaction Module provides the capability to electronically create warrant transactions for each Federal Program Agency (FPA) based on a US Code, Statue, or Public Law. FPAs are able to view approved warrants based on their profiles.

Roles:

Agency Reviewer – can view all pending and posted Appropriation for that users AGoup

BPD-

This component of the Agency Transaction Module provides an on-line process for creating, approving and reviewing Borrowings and Repayments transactions from Treasury.

Roles:

Agency Preparer- can create, update, delete and view both pending and posted Borrowing transactions for that users AGroup

Agency Certifier- can view pending and posted as well as certify or reject Borrowing transactions for that users AGroup

Agency Reviewer - can view pending and posted Borrowing transactions for that users AGroup

Agency All- can create, update, delete, view pending, view posted, as well as certify or reject Borrowing transactions for that users AGroup

BPDR-

This component of the Agency Transaction Module provides the capability revise borrowing transactions.

Role:

Agency Preparer- can create, update, delete and view both pending and posted Borrowing transactions for that users AGroup

Agency Certifier- can view pending and posted as well as certify or reject Borrowing transactions for that users AGroup

Agency Reviewer - can view pending and posted Borrowing transactions for that users AGroup

Agency All- can create, update, delete, view pending, view posted, as well as certify or reject Borrowing transactions for that users AGroup

BPDW-

This component of the Agency Transaction Module provides the capability to view any write off that an internal user role creates that effect the TAS in that AGroup.

Role:

Agency Reviewer- can view pending and posted Borrowing transactions for that users AGroup

Classification Transaction and Accountability-

This component of the Agency Transaction Module generates the FS 224 Statement of Transactions used to report monthly accounting activity by FPAs who rely upon Treasury to disburse funds. FS 224 monthly reports serve as the basis for Treasury’s reporting of federal revenues and expenditures for these FPAs. The FS 224 allows monthly reconciliation of disbursements and collections for each Agency Location Code (ALC). This in turn, enables the Funds Balance with Treasury (FBWT) to be reconciled to the General Ledger by Treasury Account Symbol (TAS). The FS 224 consists of three parts: Section 1 is Fund and Receipt Accounts. This is where appropriated funds are classified and reclassified into FPA accounts. Section 2 is for reporting Payments, and Section 3 is for reporting Collections.

Role:

Agency All- can create, update, delete, view pending, view posted, as well as certify or reject CTA transactions for that users AGroup

Agency Certifier- Agency Certifier- can view pending and posted as well as certify or reject CTA transactions for that users AGroup

Agency Reviewer- can view pending and posted CTA transactions for that users AGroup

Agency Preparer- can create, update, delete and view both pending and posted CTA transactions for that users AGroup

Non-Expenditure Transfers-

This component of the Agency Transaction Module provides an on-line process for creating, approving and reviewing the transfer of funds between or within Government Agencies without recording a receipt or an expenditure (outlay) on the books on the Treasury. Non-expenditure Transfer Authority transactions do not appear in Treasury reports or in the budget document as receipts or expenditures because these transactions do not affect the budget surplus or deficit.

Role:

Agency All- can create, update, delete, view pending, view posted, as well as certify or reject Non-Expenditure Transfers for that users AGroup

Agency Certifier- Agency Certifier- can view pending and posted as well as certify or reject Non-Expenditure Transfers for that users AGroup

Agency Reviewer- can view pending and posted Non-Expenditure Transfers for that users AGroup

Agency Preparer- can create, update, delete and view both pending and posted Non-Expenditure Transfers for that users AGroup

Warrant Journal Vouchers-

This component of the Agency Transaction Module are used to report the estimated amounts of Taxes and Customs duties determined by the Office of Tax Analysis and to report adjustments, as a result of actual amounts that are collected by the Internal Revenue Service and U.S. Customs Service.  The Excise Taxes and Customs duties are transferred to the Trust Fund Receipts and invested by the Bureau of the Fiscal Service in Government Securities as legislated.

Role:

Agency Reviewer- can view posted Warrant Journal Vouchers for that users AGroup

Year End Closing-

This component of the Agency Transaction Module facilitates the process of the cancellation of the 5th year expired accounts and for the Indefinite, Year End Closing Adjustment currently based on FATCSII FMS Form 2108

Role:

Agency Preparer- can create, update, delete and view both pending and posted Year End Closing Adjustment for that users AGroup

Agency Reviewer- can view posted Year End Closing Adjustment for that users AGroup

TDO Payments-

This component of Account statement provides agencies with Regional financial Center payment information.

Role:

RFC Viewer- can view all posted transactions in CARS for that users AGroup

Agency Viewer- can view all posted transactions in CARS for that users AGroup

ASR-

Agency Standard Reporting (ASR) provides UI for ASR users to access all of the standard “pre-canned” reports that are available for execution, the capability to schedule reports to be executed and stored in the WebFOCUS Report Library for later retrieval, transparent access to the BI Dashboard, InfoAssist features of the WebFOCUS Managed Reporting (MR) client, and designation of ad-hoc reports generated in InfoAssist as new standard reports

Role:

Agency Reviewer- can view ASR report in CARS for that users AGroup

Agency Account Administrator- can view ASR report and Notify Agencies of Account Exceptions in CARS for that users AGroup

GTAS External Roles

GTAS is used by agencies to report budget execution information and proprietary financial reporting information to the Department of the Treasury.

Preparer

This is an agency role used to upload ATB data and review it for accuracy. Multiple users at each agency should be assigned this role, encouraging cross-verification and separation of duties. This role may also be used by service providers who act on behalf of one or more agencies. Preparers must be assigned to an Access Group), granting them access to one or more agencies’ TAS’s or a subset of TAS’s. This role is for the users at the various agencies who are responsible for all aspects of extracting data from their core accounting systems, loading trial balance data into GTAS, and reviewing the data for accuracy.

Certifier

This is for agency users responsible for certifying the ATB data and any material differences. This role is for external agency users who are responsible for certifying the trial balance data and material differences by TAS.

Executive

This role is for those users who are running reports only. Users will not have access to upload, update, or delete any data throughout the system. Any user at any agency may request access to this role.

GFRS External Roles

GFRS is designed to link agencies’ comparative, audited consolidated, department-level financial statements to the FR of the United States Government.

Agency Reviewer (ARV)

This role has the capability to view all agency modules and report modules for a given verifying agency.

Agency Reviewer (ARN)

This role has the capability to view all agency modules and report modules for a given non-verifying agency.

Federal Program Agencies – Non-Verifying (FPAN)

This role has the capability to view Federal Trading Partners Amounts for a given agency, view, edit assigned FR Notes as well as view and edit assigned Other Data. It also can view standard reports reflecting assigned data.

General Accounting Office (GAO)

This role has the capability to view all agency modules and report modules for all agencies.

Inspector General (IG)

This role has the capability to view Agency Statement Templates, Agency Audited Financial Statements, Reclassifications of Agency Audited Financial Statements to Closing Package Statements, Federal Trading Partners Amounts, assigned FR Notes, standard reports reflecting assigned, Completions and Approvals. The role can also approve all modules and provide an IG Opinion on the given agency submission.

Chief Financial Officer (CFO)

This role has the capability to view Agency Statement Templates, Agency Audited Financial Statements, Reclassifications of Agency Audited Financial Statements to Closing Package Statements, Federal Trading Partners Amounts, assigned FR Notes, standard reports reflecting assigned, Completions and Approvals. The role can also lock and approve all modules

Federal Program Agencies – Verifying (FPAV)

This role has the capability to view and edit Agency Statement Templates, Agency Audited Financial Statements, Reclassifications of Agency Audited Financial Statements to Closing Package Statements, Federal Trading Partners Amounts, assigned FR Notes, standard reports reflecting assigned, Completions and Approvals. The role can also provide initial approval of all modules.

IPAC External Modules and Roles

IPAC provides FPAs the opportunity to send transactions to IPAC via online, bulk file or IPP connections.

IPAC Module –

This is the core application of the group of consolidated applications. The application provides a mechanism for FPAs to move funds within the government with detailed data to support reconciliation. FPAs interface with IPAC using online application screens, bulk file or IPP transfer mechanisms. All IPAC payment, collection, and adjustment transactions are required to contain Sender Component Treasury Account Symbol (TAS).

Roles:

IPAC Reports

This role can display messages, access agency special requirements, ALC information, ALC information download, headquarters transactions, headquarters transaction download, IPAC and zero dollar transactions, IPAC transaction download, parent / child relationships, predecessor / successor ALCs, sender required fields, Treasury reporting requirements, review reports / data files, and purge reports / data files.

IPAC User

This role has the same access rights as the IPAC reports role, plus access to process payment, collection, adjustment and zero dollar transactions, complete incomplete transactions, view status of agency special requirements request, and add / edit SGL information to transactions received/ sent.

IPAC Supervisor

This role has the same access rights as the IPAC reports role, plus the user can request an update to agency billable status, view agency billable status, Request an update to agency special requirements, view status of agency special requirements request, request establishment of a parent / child relationship, and update agency information.

Bulk File Submitter

This role can submit bulk IPAC transactions via IPAC on-line, review bulk file status information (including confirmation/error/rejection information), display messages, review reports / data files, and purge reports / data files.

Buy/Sell Module-

This is the Intra-Governmental Transaction (IGT) module developed to support buy/sell business events. It is designed to facilitate communication between Federal agencies to minimize reporting differences and reduce eliminations. The application workflow drives high-level government wide standard business processes for buy/sell transactions by collecting minimum accounting data elements (MADEs) to facilitate proper accounting. The module supports process controls related to the following transactions: receipt and acceptance of goods and services; accrual reporting; advances; payment management; and reporting for IGT buy/sell activity.

Roles:

Seller

This role can display messages, access to buy/sell reports, process/submit agreements, orders, advances, accruals, invoices, adjustments, Update agreements, orders, accruals, advances, invoices, adjustments, and modify agreements and orders. This role can also save and delete agreements, orders, and invoices, approve, reject, and cancel agreements, orders, and adjustments. Lastly, inquire/upload/delete supporting document and inquire buyer agency profile.

Buyer

This role can display messages, access to buy/sell reports, update agreements, orders, accruals, advances and adjustments, modify agreements and orders, approve/reject agreements, orders, advances, invoices, and adjustments, close agreements, process/submit accrual and adjustments. Lastly, inquire/upload/delete supporting document and inquire buyer agency profile.

Read Only

This role can display messages, access to buy/sell reports and inquire, update agreements, orders, accruals, advances and adjustments. Lastly, this role can inquire/upload/delete Supporting Documents and Buyer Agency Profile.

Agency Buy/Sell Supervisor

This role can display messages, access to buy/sell reports and inquire, update agreements, orders, accruals, advances and adjustments. Lastly, inquire/upload/delete Supporting Documents and maintain Buyer Agency Profile.

TRACS –

This is the Bureau of the Fiscal Service check claims application. TRACS provides a mechanism for the Treasury to refund money through federal agency appropriations for lost, stolen, destroyed, or canceled Treasury checks. FPAs interface with TRACS using an online application. Bureau of the Fiscal Service TRACS interfaces with the IPAC TRACS application using bulk transfers. The application streamlines the reimbursement procedure for processing check claims transactions through IPAC. TRACS has two purposes: (1) to create IPAC bills and (2) to store the detailed information associated with IPAC transactions for access by FPAs. The specific transactions processed are: Unavailable Check Cancellation (UCC) credits, Payment Over Cancellation (POC) charges, Limited Payability Cancellation (LPC) credits, and Reclamation credits (REC). The TRACS Report Download produces a Comma Separated Value (CSV) or Tab Separated Value (TSV) file that can be imported by other software (Microsoft Access or Excel) for further data analysis or processing. The information retrieved in the download will contain all TRACS Summary with Detail data received by the requested Agency Locator Code (ALC) for a given time period.

Roles:

TRACS Reports

This role can displays messages, access to TRACS reports, review reports / data files, and purge reports / data files.

RITS –

This is a special option of IPAC, which automates the submission of the Report of Withholdings and Contributions for Health Benefits, Life Insurance and Retirement (SF 2812) and Report of Withholdings and Contributions for Health Benefits by Enrollment Code (SF 2812A) to the Office of Personnel Management (OPM). RITS is used to collect life, health, and retirement insurance payments and contributions from agency payrolls. The application provides this information to the OPM through the IPAC application and creates a payment transaction to transfer the funds to OPM for investment. FPAs interface with RITS using online application screens and bulk file transfers.

Roles:

RITS Accountant

This role can display messages, view list of all health benefit code access the, computer generated 2812 or 2812A, enrollment codes, and holiday schedule reports. Lastly, review reports / date files and purge reports / data files.

RITS Payroll Clerk

This role has the same access rights as the RITS Accountant role, plus access to the manage 2812 report.

RITS Payroll Admin

This role has the same access rights as the RITS Accountant role, plus access to the manage 2812 report and maintain payroll office / pay cycle

Bulk File Submitter

This role can submit bulk 2812s via RITS on-line, display messages, access to confirmation / rejection report, review reports / data files, and purge reports / data files

SAM External Roles

SAM is a central repository of business rules used to validate and classify accounting transactions provided by feeder systems and report the information to the Centralized Accounting Reporting System (CARS)

Agency PLSA

This role has the access to view and run Security Reports based on ALC, user, access group, user information, users by access group, and users by role, Exception Reports for Empty Access Groups , Enterprise Reference Data Reports for Agency Location Codes and Treasury Accounts, and System Support for both Business Training and Security Training.

Agency LSA

This role has the access to view and run Security Reports based on ALC, user, access group, user information, users by access group, and users by role, Enterprise Reference Data Reports for Agency Location Codes and Treasury Accounts, and System Support for both Business Training and Security Training.

Agency CFA

This role has the access to view and run Business Reports for Access Group Default Rules, Access Group Default Rules Search, and Cash Flows by ALC, View Classification Statistics for Classification Statistics by Transaction, Exception Reports for Invalid Cash Flow C-Key Values by Access Group, Invalid Default Rules, and GWA Reporters without Valid Default Rules, Enterprise Reference Data Reports for Agency Location Codes and Treasury Accounts, and System Support for Business Training.

Agency Viewer

This role has the access to view and run Business Reports for Access Group Default Rules, Access Group Default Rules Search, and Cash Flows by ALC, view Classification Statistics for Classification Statistics by Transaction, Exception Reports for Invalid Default Rules and GWA Reporters without Valid Default Rules, Enterprise Reference Data Reports for Agency Location Codes and Treasury Account and System Support for Business Training.

Data Download

This role has the access to Enterprise Reference Data Reports for Agency Location Codes and Treasury Accounts and System Support for Business Training.

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