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Intra-Governmental Payment and Collection (IPAC)


Frequently Asked Questions

Master Administrator Questions

How many Master Administrators can we have and does the Master Administrator need a back-up/alternate?

There should be only one Master Administrator assigned to each Agency, Bureau or Department level.

What functions does the Master Administrator have?

The Master Administrator approves Agency Administrators and assigns application roles.

Can the Master Administrator be a current IPAC Agency Administrator (AA) or IPAC User?

No, the Master Administrator cannot be a current AA or IPAC User.

Will the Master Administrator or the Agency Administrator be responsible for resetting passwords?

Please refer to the enrollment and/or password reset guide under the getting started sections for information about enrollment and passwords.

Does the Master Administrator within your agency have to be at a certain level?

Yes, the Master Administrator must be an authorizing official.

What will the Agency Administrators function be?

The Agency Administrator will be responsible for approving users' requests; they will also have the capability to run several reports.

Will the IPAC Staff still support the Master Administrator, the Agency Administrator and the IPAC users since everything appears to be done on-line now?

No, the IPAC Staff will still no longer support IPAC functions. The Treasury Support Center has replaced the IPAC Staff support. They can be reached at 877-440-9476.

Where should I fax my form?

You should fax your completed Master Administrator form to The Treasury Support Center at 314-444-7346.

General Questions

What IAA Training Sessions are available at this time?

Please select Training and Events in the left navigation area to check for upcoming training. That page will have links to our main Training Opportunities page that lists all of the training the Bureau offers.

Since the component TAS is now required for all documents as of 10/01/14, will your office be creating a new version of the 7600 Part B? If so, do you have a roll-out date?

We're looking at a variety of options to enhance how IPAC handles intragovernmental Buy/Sell transactions, including Interagency Agreement 7600 Forms. We don't have a roll-out date at this point. Please continue to check the IPAC home page for updates.

What should I do if I am having a problem downloading IPAC reports after my PC has been upgraded to the next available Windows version?

With the deployment of Service Pack 2, the IPAC reports (PDF files) were no longer easily downloaded to the users' PCs. In order to fix this each user needs to change his/her security setting in Internet Explorer. The instructions are:
  • From Internet Explorer, select Tools, Click on Options/Security Tab/Custom Level button.
  • Change the Security Level from Medium to Medium-Low; click on Enable and then Ok.
  • Change the "Allow Web Pages to use Restricted Protocols for Active Content" from Prompt to Enable. Click on Apply and then Ok.
  • Click Ok to close out the Options box.

Why am I having trouble pulling IPAC reports?

If you are having trouble downloading IPAC reports, please contact the Treasury Support Center on 877-440-9476 or e-mail IPAC@stls.frb.org.

Why can't I create IPAC reports past 18 months?

IPAC will only provide Agencies with access to IPAC and TRACS data for a period of 18 months. If you need IPAC data older than 18 months, contact the Cash Analysis Branch at 202-874-7980. If you need TRACS data older than 18 months, contact the Accounts Branch at 202-874-7920.

What are IPAC's Password Requirements?

Requirement Value
Minimum Length 8 characters
Maximum Length 16 characters
Complexity

Must contain:

  • A minimum of 2 alphabetic characters
  • At least 3 non-alphabetic (numeric and special) characters with at least one special character*
  • At least 5 unique (different) characters

Password cannot match the User ID     Password cannot contain spaces

Aging Passwords expire automatically every 30 days
Reuse Cannot reuse the 6 previous passwords  Same password cannot be reused within 120 days
Lockout / Suspension After 3 unsuccessful attempts - User ID must have password reset

* Special characters include the following:

!#%&\()*+,-./:;<=>?[']^_{|}~@$  

Please note that the double quotation mark (") is not an acceptable special character.

What browser versions does IPAC support?

IPAC supports the use of Microsoft Internet Explorer versions 8.0, 9.0 and 10.0. IPAC will run on Internet Explorer Version 11.0, but only in compatibility mode. You can set your browser to compatibility mode using the following steps:

  • Select Internet Explorer 'Tools' menu option
  • Select 'Compatibility View Settings'
  • In the 'Add this website' box, type "treas.gov"
  • Click the Add button
  • Click the Close button

When you print the IPAC collection report and it contains the limited payability data, it will print a page for each limited pay item creating wasted paper?

Selecting the 'condensed' report will generate fewer pages for your report than the 'standard' report. Condensed reports remove some of the white space from the reports resulting in less wasted space and fewer pages in the report.

What fields are required when entering an IPAC Payment or Collection transaction?

Sender Treasury Account Symbol
Sender BETC
Purchase Order Number
Invoice Number
Obligating Document Number
Quantity
Unit Price
Detail Amount
Pay Flag
Unit of Issue

What fields are validated when entering an IPAC Payment or Collection transaction?

Agency Location Code (ALC)
Customer ALC
Sender Treasury Account Symbol (TAS)
Sender Business Event Type Code (BETC)
Receiver Treasury Account Symbol (TAS)
Receiver Business Event Type Code (BETC)
Quantity x Unit Price = Detail Amount
Pay Flag
SGL Account Number
Receiver Department Code
Unit of Issue PDF document

Will IPAC report the receiver TAS (default) to be updated by receiver?

No. The transaction initiator must provide the both the sender and receiver TAS on the IPAC transaction. If the TAS that the initiator uses for the receiver is incorrect, the transaction recipient must access the GWA system to 'reclassify' the funds into a different TAS.

Does required field = Not able to process without it? Is mandatory = required?

Correct. If a field is required, something must be in the field in order for the transaction to be processed. If the field is left blank, the user will receive an error message 'Required field is missing'. Mandatory = required.

If I receive an IPAC transaction, how should I process it? Or, do I have to process it?

Until your ALC is a GWA Reporter, your side of each IPAC transaction must be reported to Fiscal Service on your FMS224 or FMS 1219/1220 month end reporting. Once you are a GWA Reporter, no month end reporting will be required, and you will not have to do anything additional after the transaction has been processed in IPAC.

What is the TAS data comprised of? Is it the accounting data (Line Of Accounting information)?

The TAS is the Treasury Account Symbol. It is not your long line of accounting. The TAS looks like....

SUBSP ATA AID BPOA EPOA A MAIN SUB
SP = Sub level prefix
ATA = Agency Transfer Allocation
AID = Agency Identifier
BPOA = Beginning period of availability (Fiscal Years)
EPOA = Ending period of availability (Fiscal Year)
A = Account type (A, X, or F)
MAIN = Main account code
SUB = Sub account code


Field Name (abbreviation) Size Format Description Format/Validations
Sub-level Prefix (SP) 2 CC The Sub-level Prefix (if populated) is a programmatic breakdown of the account for Treasury publication purposes.
  • If Sub-level Prefix does not apply, it shall be blank/spaces/empty.
  • If Sub-level Prefix applies, it shall be 00-99.
Allocation Transfer Agency Identifier (ATA) 3 CCC The Agency Identifier of the agency receiving funds through an allocation transfer.
  • If Allocation Transfer Agency Identifier does not apply, it shall be blank/spaces/empty.
  • If Allocation Transfer Agency Identifier does apply, it shall be 000-999.
  • Current 2 digit Allocation Transfer Agency Identifier shall be right justified and zero filled. (ex. Allocation Transfer Agency Identifier 75 = 075)
Agency Identifier (AID) 3 CCC Agency Identifier of account owner. Used in conjunction with the main account code, the Agency Identifier represents the department, agency or establishment of the U.S. Government that is responsible for the TAS.
  • Value Required.
  • Shall be 000-999.
  • Current 2 digit Agency Identifier will be right justified and zero filled. (ex. Agency Identifier 20 = 020)
Beginning Period of Availability (BPOA) 4 CCCC In annual and multi-year funds, identifies the first year of availability under law that an appropriation account may incur new obligations.
  • 4 digit year shall be (0000-9999).
  • If single/annual year account, it shall be the same value as the Ending Period of Availability.
  • Value not applicable for no-year "X" accounts, clearing/suspense "F" accounts, central summary general ledger "A" accounts, and unavailable receipt accounts, it shall be blank/spaces/empty.
Ending Period of Availability (EPOA) 4 CCCC In annual and multi-year funds, identifies the last year of funds availability under law that an appropriation account may incur new obligations.
  • 4 digit year shall be (0000-9999).
  • Value not applicable for no-year "X" accounts, clearing/suspense "F" accounts, central summary general ledger "A" accounts, and unavailable receipt accounts, it shall be blank/spaces/empty.
Availability Type Code (A) 1 C Identifies no-year accounts "X", clearing/suspense accounts "F", and Treasury's central summary general ledger accounts "A"
  • Value not applicable for single/annual year accounts, multiyear accounts, or unavailable receipt accounts - it shall be blank/space/empty.
  • Main Account Code (MAIN) 4 CCCC Identifies the type and purpose of the fund.
    • Value Required.
    • Shall be "0000-9999".
    Sub-Account Code (SUB) 3 CCC Identifies an available receipt or other Treasury-defined subdivision of the main account.
    • Value Required.
    • Shall be "000-999".

    Where can I get a list of Treasury Account Symbol/Business Event Type Codes (BETCs)?

    Why do I receive error messages when trying to upload a Bulk File into the IPAC system with negative amounts?

    The IPAC Bulk File Upload will not accept positive (+) and negative (-) signs, or any other alphanumeric characters. All amounts in the Bulk File must be strictly numeric and greater than zero. If a negative sign (-) or another alphanumeric character is entered, you'll receive the following error messages: "Invalid format of amount" and "Header amount is not equal to sum of Detail amount."

    Bulk Files need to be positive amounts, while any transactions with negative amounts should be entered manually.

    Are there cutoff times for processing IPACs during the last month of the quarter?

    For buy/sell transactions only, no IPAC(s) can be processed during the last 3 business days of the month during quarter-end. Agencies have 90 days after the billing date to enter adjustments to payments or collections.

    Agencies have the option to further restrict buy/sell transactions from posting to their ALC at the end of the month or quarter by submitting a Billable Status request in IPAC.

    Why is IPAC giving me an error message that a TAS/BETC pair does not exist for an IPAC chargeback? How can I process an IPAC chargeback to a TAS that has been closed?

    Often times near the end of the Fiscal Year, users will originate IPACs with TASs containing an EPOA (Ending Period of Availability) five years old, before those TASs are officially closed. If a Chargeback is necessary for these IPAC transactions, IPAC will not allow the chargeback to proceed to the original TAS after it has been subsequently closed. If you try to process an IPAC chargeback to a TAS that has been closed, you will receive the following error message: "A corresponding adjustment TAS/BETC pair does not exist."

    The IPAC system functionality will only allow chargebacks to the original TASs which were selected. There is no way these can be edited by you, even if the TASs have been closed or subsequently suspended.

    The solution is for you to create a new IPAC transaction, and include the pertinent transaction details in the "Description" and "Misc. Info" fields. The COLLAJ and DISBAJ can still be selected on the new IPAC transaction to signify an adjustment is being made.

    You should contact your trading partner to see what TAS you should select in place of the closed TAS. You can also refer to the SAM Master TAS/BETC file, which provides an updated list of all active TASs every day, located at: https://www.sam.fms.treas.gov/sampublic/tasbetc.htm.

    If, at the end of a fiscal year, a Non-CARS Reporter or Parallel CARS Reporter does not have sufficient time to determine the amount of an adjustment for its regular monthly reporting, the agency should report the erroneous charge to its regular appropriation or fund symbol. A CARS Reporter can reclassify the transaction within the CTA module, but if the agency chooses to correct the erroneous charge, it must coordinate the correction with the charging entity. Once the agency determines the correct amount of the erroneous transaction, it adjusts the transaction through IPAC.

    Who should be contacted with questions for other components within IPAC, e.g. RITS,TRACS?

    You can send questions related to RITS and/or TRACS to IPAC@stls.frb.org

    Is there a specific contact for questions regarding Health Benefit Codes in RITS?

    Questions regarding Health Benefit Codes should be forwarded to FFSAMS@opm.gov


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