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.