FMS Prepares FPA's for CA$HLINK II Shutdown in December 2012

By TRS Agency Outreach Team

Is Your FPA Going to be Ready for CA$HLINK II to be Shutdown? Are You a TRS User? FMS's Collections and Cash Management Modernization (CCMM) initiative is streamlining the way Federal Program Agencies (FPA's) process collections. New FMS systems will take over the functions of CA$HLINK II and FPA's are expected to transition to these new end-state systems before December 2012.

One of the biggest changes for FPA's relates to the Transaction Reporting System (TRS). TRS, which is replacing the deposit reporting functions of CA$HLINK II, will contain detailed and summarized records of all revenue collections transactions processed by FMS systems. FPA's that currently receive deposit reporting information from CA$HLINK II will instead receive that information from TRS. Everyone who works at an FPA and uses CA$HLINK II must enroll in TRS no later than September 30, 2012.

Below is key information FMS is providing to help your FPA meet the deadline.

Will TRS have all of my collections data?

TRS is currently reporting collections data from nearly all collections sources, including Card Acquiring Service, Credit Gateway, Electronic Federal Tax Payment System (EFTPS), Pay.gov, Electronic Check Processing (ECP) and Over the Counter Channel Application (OTCnet) collections that result from Treasury General Account Depositary (TGA) deposit reporting functions. The remaining collections sources will begin reporting to TRS in 2012 and include paper check capture collections from OTCnet, Stored Value Card (SVC) collections, and miscellaneous cash.

If we are already enrolled in TRS, are we done?

At this point more than 70 percent of all FPA's have enrolled their users in TRS and those remaining will get access by September 30, 2012. Gaining access to TRS is only the first step in the process of transitioning from CA$HLINK II to TRS. It is not sufficient to simply encourage enrolled users to utilize TRS. In fact, many FPA users enrolled in TRS have had their TRS access temporarily revoked because they have not used TRS enough to keep it active. It is important that FPA managers require users to login to TRS, take the Web-Based Training, and become familiar with how to find the collections information they need.

While TRS provides reports that are comparable to those available in CA$HLINK II, there are differences in the way the data is presented and in some of the labels used for data elements. It is important that FPA's take advantage of the time before CA$HLINK II is turned off to become familiar with TRS functionality and confirm that TRS has the data and functionality needed to perform daily job functions without using CA$HLINK II.

Users who are enrolled in both CA$HLINK II and TRS can review their collections in both systems and compare the similarities and differences in how their collection information is presented. They can then determine how their own individual daily work processes will need to change once CA$HLINK II is no longer available.

Develop your action plans to stop using CA$HLINK II

FPA's must develop and execute their own agency action plans to manage the transition of their staff from CA$HLINK II to TRS and to ensure a smooth transition.

In developing their action plans, each FPA user should think about their typical work day with CA$HLINK II

Which reports are run in CA$HLINK II, by whom, and how often?

  • Determine which reports in TRS contain the data currently needed. TRS may display the data in a different order or with different labels.

  • Work with your staff to confirm that everyone that uses the CA$HLINK II reports understands how to use the reports from TRS.

  • Determine the reports or automated data downloads that your agency may need to modify or develop.

  • Review current policies and processes and determine what might need to change, including any internal training and documentation developed for your staff.

  • Determine what budget modifications, if any, are required; this is especially important if you will require modifications to your financial systems or to internal ad hoc tools, such as Microsoft Access databases or Excel spreadsheets.

  • Work with your staff to integrate TRS into your regular financial management processes. As soon as possible, begin using TRS as your primary system for deposit reporting and use CA$HLINK II only for the exceptions or for information that TRS does not yet provide.

To help in the transition to using TRS reports, in the Reports section of TRS, under the Agency Reports folder, there is a document called "CA$HLINK II to TRS Report Crosswalk Document," which lists the most common reports from CA$HLINK II. For key fields on each report, it provides a field-by-field mapping to show you where in TRS reports you can find the data you use today from CA$HLINK II. It will also provide you information on which data elements are no longer used, fields that are renamed in TRS, and new data elements available to you in TRS that are not available in CA$HLINK II.

FPA's are expected to be preparing now for CA$HLINK II to be turned off. We recommend FPA's begin using TRS now for as many collections functions as they can. By October 2012, we would expect you to be able to use TRS exclusively for your deposit reporting functions. These preparations will help you get ready for December 31, 2012, when CA$HLINK II will be turned off.

Be ready when CA$HLINK II is turned off on December 31, 2012

We urge you to begin actively using TRS and give us feedback on your experiences. You can reach the TRS Agency Outreach Team at TRSAgencyOutreach@pnc.com or (301) 699-6814.

Where can I find more information about TRS?

A primary source of information for FPA's is the TRS Web site: http://fms.treas.gov/trs. Here you will find information about upcoming events and webinars, answers to common questions that FPA's are asking about the transition to TRS, and information about important TRS milestones and accomplishments.

In October 2011, TRS will be upgraded to include additional reporting features and functionality. With this release, TRS will have comparable reports to those available in CA$HLINK II. The reports will also provide detail data that does not exist in CA$HLINK II. Updates will be made to the existing reports (Voucher, Financial Transaction, Fedwire, Plastic Card, and ACH) and new reports will be available that are tailored for downloading data.

There will be pre-implementation learning sessions in October 2011 to inform agencies of upcoming changes with this release and demonstrations of the new and enhanced reporting features. Closer to the time of implementation, enrolled users of TRS will receive an email with the dates and instructions on how to register.

Throughout the rest of this year and next year, you should expect to see more information from FMS about plans for shutting down CA$HLINK II, as well as how best to implement TRS into your operations.


   Last Updated:  August 24, 2011