Implementing GWA's CARS System Requirements in the Automated Standard Application for Payments
By Faye Allen and Carol Cole, ASAP Program Office
The Financial Management Service (FMS) is planning changes to its applications to satisfy new Government-wide Accounting (GWA) Central Accounting and Reporting System (CARS) requirements for reporting the Treasury Account Symbol (TAS)/ Business Event Type Codes (BETCs) for payment and collection transactions effective Oct. 1, 2014.
The Automated Standard Application for Payments (ASAP) will be enhanced to capture and apply the TAS/BETCs for all payments in December 2012. Between December 2012 and Sept. 30, 2014, the use of the TAS/BETC functionality in ASAP will remain optional. Effective Oct. 1, 2014, all federal agencies making payments through ASAP will be required to have TAS/BETC information defined on all of their accounts.
ASAP will require the federal agency account maintainer to define the TAS/BETCs at the account level when creating or modifying an ASAP account. For regular accounts, the account maintainer may define up to 100 TAS/BETCs and must define the percentage distribution for each defined TAS/BETC so that the total equals 100 percent. For control or global control accounts, the account maintainer has the option of defining up to 100 TAS/BETCs at the account level or one TAS/BETC per account detail, i.e., subaccount. ASAP allows up to 300 account details per control or global control account.
The account maintainer will also be required to define a "return TAS/BETC" for each ASAP account. This return TAS/BETC will be applied to any returned payment for which ASAP cannot identify the original payment. For example, if, at the end of a grant year, a recipient organization sends back a lump sum that represents unused funds over the life of the grant, ASAP will have no way of determining the original TAS/BETC since no single payment is associated with the return. In this case, the returned payment will be assigned the return TAS/BETC and the agency will need to classify the returned payment on their GWA account statement.
ASAP will provide several new and enhanced reports and inquiries to support TAS/BETC reporting. An ASAP GWA/CARS guide will be provided to all agencies by Sept. 30, 2012.