asap tas/betc processing · 4/12/2017 · the asap tas/betc control detail process will only...
Post on 19-Jul-2020
3 Views
Preview:
TRANSCRIPT
Lead BBudget
T
ASA
NOAA Gra
t Office
Trainin
AP TAS/B
ants Online P
FebrVer
er and
ng Man
BETC Pro
Program Ma
uary 2015 rsion 4.15
Progra
nual
ocessing
anagement O
am Offi
g
Office
ce
Program Office ASAP TAS/BETC Processing
Version 4.15 P a g e | 3
TableofContents Overview .......................................................................................................................... 5
Updates to Grants Online ............................................................................................ 6
Setting up the Unique Account Descriptors – Lead Budget Officer ................................. 7
Procurement Request Process – Program Officers and Staff ....................................... 12
Reduction in Funding Process – Program Officers and Staff ........................................ 17
Procurement Request Process – Budget Officer ........................................................... 19
Federal Program Officer, ASAP TAS BETC Processing
Version 4.15 P a g e | 4
This page intentionally left blank
Program Office ASAP TAS BETC Processing
Version 4.15 P a g e | 5
Overview
The Department of Treasury’s Bureau of Fiscal Service (BFS) is requiring changes in Automated Standard Application for Payments (ASAP) in order to satisfy new Central Accounting Reporting System (CARS) reporting requirements. Agencies are required to report Treasury Account Symbol (TAS) and Business Entity Reporting Code (BETC) information associated with accounting transactions to CARS beginning in FY15. Prior to these system changes all NOAA awards were processed in ASAP as Regular Accounts, but going forward new NOAA awards, except Cooperative Institutes (CI) awards, will be processed as Control Detail Accounts.
What is TAS (Treasury Account Symbol)? TAS is the receipt, expenditure, appropriation, and other fund account symbols and titles assigned by Treasury. It is used in combination with the BETC to determine the transaction effect on the Fund Balance with Treasury. What is BETC (Business Entity Reporting Code)? BETC is a code (up to 8 characters) used in the Central Accounting Reporting System (CARS, formerly named the GWA system) to indicate the type of activity being reported, such as disbursements, adjustments, collections, investments, etc. This code must accompany the TAS and the dollar amounts in order to classify the transaction against the fund balance with Treasury. What is the difference between Regular Accounts and Control Detail Accounts? Regular Accounts NOAA Awards are currently processed as Regular Accounts. When a recipient logs into ASAP to draw down grant funds from an award processed as a Regular Account, they simply request a lump sum to be disbursed from the total balance of authorized funds on the award. They have no knowledge of the various kinds of federal funds that may have been used to obligate the federal share of the grant. Even though the recipients will not see any changes for Regular Account awards and there are no Grants Online changes for Regular Account awards, there are some changes in how the drawdowns are processed between CBS and ASAP:
• Requires the use of percentages at the account level (related to each TAS assigned to an award)
• Percentages are calculated on the Undelivered Order (UDO) balance and must be recalculated when funds are added/subtracted from an award that has more than one TAS
• New Profiles must be submitted to ASAP when percentages change • Percentages must always add up to 100% of the UDO balance
NOTE: These changes to regular accounts increase the potential for percentage differences and payment allocation issues between systems on awards with two or more TAS values. Control Detail Accounts Each award processed as a Control Detail Account will reflect the total award funding amount authorized, broken out by a list of associated Unique Account IDs. The recipient will have to select one or more Unique Account IDs and the amount per Unique Account ID when requesting payments. There is a one-to-one correspondence between Unique
Program Office ASAP TAS/BETC Processing
Version 4.15 P a g e | 6
Account IDs and the ACCS lines on a Procurement Request in Grants Online. The Unique Account IDs are only unique within a particular Award, and the Unique Account IDs are for the benefit of the Recipient when using ASAP.gov. They are not intended to be a tracking mechanism for NOAA or the Program Office.
Updates to Grants Online
There are two fundamental changes in the Grants Online system to accommodate the mandated changes for awards processed as Control Detail Accounts. The changes are as follows:
1. Ability to setup the Unique Account Descriptor codes (Lead Budget Officer) 2. Updates to the Procurement Request Process (Federal Program Officer)
NOTES: 1. The ASAP Enrollment process has not changed.
2. The ASAP TAS/BETC Control Detail process will only affect new grant awards and
their amendments that are approved by the Grants Officer after the deployment of the new system release on February 17, 2015.
3. Cooperative Institute awards will continue to be processed as Regular Accounts at
this time and will not be using Unique Account IDs.
4. Once an award is set up in one account type (Regular or Control Detail) it cannot be changed for the life of the award.
Program Office ASAP TAS BETC Processing
Version 4.15 P a g e | 7
Setting up the Unique Account Descriptors – Lead Budget Officer
The Unique Account IDs are limited by ASAP to 30 characters. NOAA has developed the following structure for the Unique Account IDs that will be sent to ASAP: Characters 1-20: Unique Account Descriptor (Provided by the Program Office) Character 21: Dash (“-“) Character 22: Fund Type Indicator: “R”, “T”, or “X”
R – Reimbursable funds T – One, two, or three-year funds X – No-year funds
Character 23: Dash (“-“) Characters 24-26: Amendment Number
(Displayed as “999” until the Grants Officer approval) Character 27: Dash (“-“) Characters 28-30: ACCS Line Number (According to order of data entry into Grants Online) Only the first 20 characters of the NOAA Unique Account IDs are customizable by the Program Office. Those 20 characters are called the Unique Account Descriptor. A new Grants Online role has been created called the Lead Budget Officer. The Lead Budget Officer has the responsibility of maintaining all of the Unique Account Descriptor codes in the Grants Online system for a particular Line Office. There can be more than one person with the Lead Budget Officer role within a Line Office.
NOTE: The 20-character Unique Account Descriptor is generally related to a Fund / Program rather than an ACCS. The full 30-character Unique Account IDs are associated internally with a particular ACCS on a funded award action but are unique only within that award.
Program
VersionP a g e
1. Clic 2. Clic
Theto awithbut
m Office ASA
n 4.15 | 8
ck the Appli
ck the Mana
e Manage Fadd the Uniqh the user’s ton.
P TAS/BETC
ication tab.
age Fund De
und Descripque Accountaccount will
C Processin
escriptor lin
ptor screen ist Descriptorl be availabl
ng
nk.
s displayed.(TAS BETCle from the d
. Choose theC code). Onlydropdown op
e appropriaty Line Officeptions. Click
e Line Officees associatek the Search
e ed h
3. A licancanadd
sting of all Un be re-sorten now edit ord a new cod
Unique Accoed by clickingr delete exise, click the A
ount Descripg on any of
sting codes uAdd New lin
Program
ptors for the the column using the linnk at the bot
m Office ASA
selected Linheadings. Tks under the
ttom of the d
SAP TAS BE
VersionP a g
ne Office is dThe Lead Bue “Actions” cdisplayed list
ETC Process
n 4.15 e | 9
displayed anudget Officecolumn. To t.
ing
nd er
Program
VersionP a g e
4. To enin theabbreProgr EnterInformdefauclick previ
N
m Office ASA
n 4.15 | 10
nter a Unique Program Oeviation for tram Office, c
r the new comation that wult to “Activethe Save anous screen.
NOTE: The on thscree
P TAS/BETC
ue Account DOffice field. Tthat record. choose the
ode in the Unwill be mean
e” but may bend Return to
Save buttonhe same screen, the previ
C Processin
Descriptor foThe system To enter a Program Off
nique Accouningful for the changed to Main butto
n will add a reen. If anothious data wil
ng
or the entire will automaUnique Accofice first.
unt Descriptohe Program Oto “Inactive”.on. The sys
record to theher change ill be overwri
Line Office,atically enterount Descrip
or field. EnteOffice users. To add thisstem will retu
e lookup tablis made anditten.
do not makr the Line Ofptor for a pa
er any Identis. The Status entry to theurn the user
le but will ked saved whil
ke a selectioffice articular
ifying us field will e lookup tabr to the
eep the user le still on the
on
ble
e
5. WhDesentclic
N
hen the Leadscriptors for ered. The u
cking on a di
NOTE: To inspreaThe sGrancharaThe Hnotificomp
d Budget Offthe chosen
ser can nowfferent tab,
nsert severaladsheet of Uspreadsheet
nts Online (oacters or lesHelp Desk wication whenpleted.
ficer returnsLine Office
w edit, deleteleft menu op
l records at oUnique Accot should incl
or leave blanss), and the Iwill create a tn the upload
Program
to the mainare displaye
e, add a newption, or the
one time, thount Descriptlude the Progk for the LinIdentifying Inticket for theof the Uniqu
m Office ASA
n screen, all ed, including
w code or simLog Off bu
e Lead Budgtors to the Ggram Office
ne Office), thnformation (e Lead Budgue Account D
SAP TAS BE
VersionP a g e
Unique Accg the one thmply leave ttton.
get Officer mGrants Online
abbreviatiohe Account D(100 charactget Officer anDescriptors
ETC Process
n 4.15 e | 11
count at was just his screen b
may submit ae Help Deskn used in
Descriptor (2ters or less).nd provide has been
ing
by
a k.
20
Program
VersionP a g e
Procur
1. The
Proline
2. On
m Office ASA
n 4.15 | 12
rement Re
e ASAP TASocurement Re(s) to the Pr
the next scrAddition oAddition o
P TAS/BETC
quest Proc
S BETC chaRequest and rocurement
reen the follof the Uniquof the Fund
C Processin
cess – Pro
nges affectCommitmenRequest, cl
owing change Account DType label w
ng
ogram Offic
the “Accounnt of Funds ick the Add
ges have beDescriptor linwhich the sy
cers and S
nting - ACCSscreen. WhNew ACCS
een made: nk ystem will au
Staff
S Lines” sechen adding tS Line link.
utomatically
ction of the the ACCS
populate
3. Ent
- -
Clic
ter the approProject Task OrganizatObject ClAmount
The systemThe Fiscal YFiscal Yearto “Yes”.
ck the Save
opriate infor
tion ass
m will updateYear can ber is changed
button.
mation into t
the Fund (xe changed to
by the user
Program
the following
xx) data fieldo an earlier y, the system
m Office ASA
g fields:
d based on thyear if using
m will change
SAP TAS BE
VersionP a g e
he Project aprior year fu
e the Prior Y
ETC Process
n 4.15 e | 13
and Task. unds. If the
Year Fund fla
ing
ag
Program
VersionP a g e
4. The
is nfromAC
N
5. TheDes
N
m Office ASA
n 4.15 | 14
e new ACCSnow enabledm the ProjecCS line.
NOTE: The DProgAccoBudg
e user can nscriptor.
NOTE: If thelabelthe P
P TAS/BETC
S Line is dispd. Click the Dct and Task
Data Warehgram Officer ount Descripget Officer ca
now click the
e DWValidatl a message Program Cod
C Processin
played at theDWValidatefields to retr
house (DW) or Program tor. Howevean approve
e Select Des
te button waindicating w
de will be au
ng
e bottom of button. The
rieve the cor
validation is Office Staff er, this validthe Procurem
scriptor link
as clicked, thwhether or noutomatically p
the page an DWValidatrrect Progra
an optional f user. It is ndation must bment Reque
k to choose t
he user will sot the ACCSpopulated.
nd the DWVate button usem Code to f
l step for thenot needed fbe completeest.
the Unique A
see above thS line is valid
alidate buttoes the data fill in the full
e Federal for adding thd before the
Account
he “Validatedd. If it is vali
on
he e
d:” id,
6. A list OfficeFiltercurre
N
7. The u
displa
N
of the availae, select ther button. Clicent ACCS lin
NOTE: Line filter appe
user is returayed.
NOTE: The FcodeCodehas n
Ther
able Uniquee appropriateck the Selec
ne being add
Office level options. Th
ear in the list
ned to the A
Fund Type ie in the Data es. Therefornot complete
re are three p
R – ReimbT – One, tX – No-ye
e Account Dee Program Oct link next tded to the Pr
Unique Acchey are only t sorted alph
ACCS details
is automaticaWarehouse
re, it will not ed successfu
possible Fun
bursable funtwo, or three
ear funds
Program
escriptors isOffice from thto the Descrrocurement
count Descripvisible when
habetically al
s screen wh
ally populatee associated
be populateully marking
nd Types:
nds e-year funds
m Office ASA
s displayed. he dropdownriptor to be aRequest.
ptors are non the filter is long with the
ere the sele
ed by the syd with the Proed on the sc
g the ACCS l
s
SAP TAS BE
VersionP a g e
To filter by an and click t
associated w
ot currently aset to “- All
e Program O
ected Descri
ystem based oject, Task,
creen if the Dline as valid.
ETC Process
n 4.15 e | 15
a Program the Apply with the
available in th–“, and will
Offices.
ptor is now
d on the Fundand Program
DW validation.
ing
he
d m n
Program
VersionP a g e
8. The u
Canc 9. Once
the fu
The u
N
m Office ASA
n 4.15 | 16
user can nowcel/Done bu
e the user reull ACCS line
user can con
NOTE: OccaAccoscreethe Pdispl
P TAS/BETC
w click Add utton to retur
eturns to the e(s) along w
ntinue to pro
asionally, whount ID doesen. If the usProcurementayed.
C Processin
New ACCSrn to the Pro
Procuremewith the full U
ocess and fo
hen the ACCs not display ser clicks thet Request de
ng
S Line and reocurement R
nt Request aUnique Acco
orward the P
CS line is ediproperly on
e Save and Retails screen
epeat steps Request Deta
and Commitount ID will b
Procurement
ited by the u the ProcureReturn to Man the full Uni
2-7 or click ails screen.
tment of Funbe displayed
t Request as
user, the full ement Requain button, thique Accoun
the
nds screen d.
s usual.
Unique est details hen returns
nt ID is to
Reduc
1. Selec
2. Two WhenACC
3. On th
awarnumbto the
ction in Fun
ct the option
tasks will ben you are reS Line link.
he next scred. Select thber in the Ame previous s
nding Proc
n to Reduce
e generated ady to add t
en you will she line(s) thamount data fcreen.
cess – Pro
Funding of t
in the user’sthe ACCS lin
see the ACCat will be usefield. Click S
Program
gram Offic
this Award f
s inbox. Senes to reduc
CS lines thated to reduceSave and th
m Office ASA
cers and St
from the Gra
lect the Procce the fundin
t have alreade the fundinghen the Canc
SAP TAS BE
VersionP a g e
taff
ants File scre
curement Reng click on th
dy been useg and enter acel/Done bu
ETC Process
n 4.15 e | 17
een.
equest task.he Select
ed for that a negative utton to retu
ing
.
rn
Program
VersionP a g e
4. The swith t
N
5. If addProcuagainpreviavailaCanc
The u
m Office ASA
n 4.15 | 18
selected ACthe Unique A
NOTE: BecaalreamanuAcco
ditional chanurement Reqn and the syous selectioable recordscel/Done bu
user can con
P TAS/BETC
CS lines wilAccount IDs
ause the redady obligatedually enter nount Descrip
nges need toquest detailsstem will dis
on. The uses and enter tutton to retur
ntinue to pro
C Processin
l appear on s that were o
duction of fund ACCS linenew ACCS lintors.
o be made tos screen, thesplay availabr can now sethe approprirn to the prev
ocess and fo
ng
the Procureoriginally ass
nding on an s, the user wnes and will
o the ACCS e user can cble ACCS linelect the samate (negativvious screen
orward the P
ement Requsociated with
award can owill not havel not need to
lines after rclick on the Snes on the ame or differe
ve) amountsn.
Procurement
est details sh those ACC
only be donee the opportuo select new
returning to Select ACCS
award along ent lines from. Click Save
t Request as
screen alongCS lines.
e using unity to Unique
the S Line link with the
m the e and then th
s usual.
g
he
Program Office ASAP TAS BETC Processing
Version 4.15 P a g e | 19
Procurement Request Process – Budget Officer
The Budget Officer has the same ability to modify a Procurement Request document as a Federal Program Officer or Program Office Staff user. Upon receipt of the task to Review Procurement Request and Commitment of Funds, the Budget Officer will normally have four options:
- Approve Procurement Request - Return Procurement Request to PO - Review/Edit Procurement Request and Commitment of Funds - Withdraw Procurement Request
If the “Approve Procurement Request” option is not available there will be two other options:
- Add Account Descriptor - Validate ACCS Lines
These additional options provide a clue to the Budget Officer regarding the possible issues preventing approval. Both of the options function like the “Review/Edit Procurement Request and Commitment of Funds” option and will simply take the user to the Procurement Request Details screen to make the necessary updates. Once all edit checks have been satisfied, the “Approve Procurement Request” option will be available.
top related