-: Good morning everybody.
Thanks for coming to our first webinar.
We're gonna give a few minutes
and we'll start right at 10.
I'm glad to see so many attendees today.
We've got some great stuff to go over
and with my first slide up here as you can see,
there are actually two sessions today,
and I appreciate everybody who's registered
for the first one, but it's not too late
if you wanna go over the year-end transaction module
at 2 today, if you wanna go ahead and get registered.
I am Bayley Towner from the BAAS team.
I'm one of three approvers.
We are an awesome team
who does all of the authority transactions,
all the account maintenance,
year-end transactions module.
Today, we'll be really focused in this first section
on account maintenance.
And right now there's approximately about 17,000 accounts
that we deal with annually.
So we're gonna be going over those new forms.
We will also be going over our subscriber service today.
So that way we can streamline efficiency
because we know how busy year-end gets.
So we're trying to help everybody out
and make it a little bit easier.
I'll just give another minute here
and let everybody get logged in.
We're gonna go over some exciting information
with you this morning.
I'd like to start off with some housekeeping tips though.
So, during this webinar, if you have questions at any time,
please drop them into the questions tab
on the GoToWebinar panel.
You can ask at any time.
We'll have some periodic stops where we go over
some material and you can have a question already in there
waiting for us and we can get it answered.
Also, we will have at the very end, a more Q and A forum
if you will.
So that way we can go over that.
More questions in detail.
If you want to follow along,
there are handouts attached in the webinar panel.
You'll see that we have the BETC forms that will be,
forgive me, the Treasury account forms that we'll be going
over and the BETC form is one of them.
And we also have the slide deck available if you'd like
to follow along and you can reference back to later.
The feedback is super important.
We wanna know we're providing value.
If there's anything that you wanna see covered
in the future pertaining to these sessions
that we're speaking of today,
please complete that post-webinar survey.
And I'll kind of reiterate that at the end as well.
To further help you along,
we're gonna have a recording of this session available,
actually both sessions both the morning
and the afternoon session,
and those will be available on the Fiscal website.
As you can see the link there.
It's www.fiscal.treasury.gov/training/videos.html.
And give us about seven to 10 business days
to get that posted out on the website,
but you should have it in hand by year end.
So, our speakers today are experts.
So, thank you all again for joining with us.
I'm gonna go ahead and get this handed over
and have a great webinar.
We'll talk...
-: Sorry. I was on mute.
Good morning and thank you for joining us.
We're gonna start our webinar out today with this question,
actually how comfortable are you interacting with CARS,
please select one of the following:
Very comfortable, comfortable, somewhat comfortable,
or not at all comfortable.
We're going to go into a polling question.
-: Thank you everybody for providing answers.
I see that everybody's going in there.
I will keep the channel open here for the polling question
for a few more seconds, but we're already at 80%.
Thank you so much for participating in this.
We really appreciate it.
Alrighty. And I think we're,
we've got most of the collected answers.
I'm gonna go ahead here and get this closed.
And I'll share the results.
-: So it looks like the majority of our attendees answered
that they were pretty comfortable with CARS.
That's good to know.
We wanted to use this question to gauge
our audience's experience using CARS
so that we could use that to better describe
what we're gonna talk about today.
Next slide please, Bayley.
So today, our webinar is going to be focused
around our new feature in CARS
which is the subscriber service
and some new transaction maintenance forms that we have,
the Fiscal Service Team has created.
The subscriber service is going to be an email notification
that will allow CARS users to receive emails
when their transactions are posted.
Currently, those transactions are only
for Warrant transactions
but we do hope to get those other transactions in CARS
that just want expenditure transfers,
notifications in the current future.
We're also gonna be talking
about the new Fiscal Service forms.
We've created some forms for some transaction,
or TA maintenance, TA amendments, Inter-Agency Agreements,
as well as BETC forms.
We hope that the use of these forms will be used
more efficiently help the agency with less requests
that have to be submitted.
And it'll kind of just help overall consistency
as far as requests goes.
Next slide, Bayley.
We are gonna start this webinar
with the CARS subscriber service
and I will be talking about that in this morning.
Next slide please.
So first and foremost,
the CARS subscriber service that I mentioned earlier
is a tool that is out in CARS that CARS users with access
are able to use.
With this, you'll be able to receive notifications
as soon as your Warrant transactions are posted.
And you'll also be able to select certain types
of Warrant transactions,
or you can select all of the Warrant transaction types
if you wanna receive those when those are posted as well.
Key things to note here is that you must have access to CARS
in order to receive those notifications.
And, while we only have Warrant transaction types available
right now, we are working on getting
those other transaction types available.
Next slide please, Bayley.
This is just a screenshot of what the enrolling screen
looks like.
We're actually going to go into a live demo and walk you
through the process of getting those notifications set up.
And if you'll just bear with us,
we're gonna switch into that live demo mode.
As you can see I've already logged in to CARS,
and once you get logged into CARS,
you actually have to go into the transaction module.
So I'm gonna click on to that transaction tab there.
And I'm just gonna go into the posted transaction,
You can go into any of the transaction modules
that you'd like to use.
Once you get into that transaction module
Over in the right hand corner you're going to see
the go-to menu.
And you're gonna click that drop-down menu
and select the email notifications from the list of items.
Once the email notification screen appears,
you're gonna wanna first verify your username
and user ID.
Make sure that's correct as well as your email address,
if there's any issues with those,
you'll wanna contact our Treasury support center
to get those corrected so that you can make sure
that you're receiving those email notifications.
Once you verify their information is correct,
you can move on to selecting the transaction types.
On the left side of the screen
is actually where you're gonna select
those transaction types that you'd like to subscribe to.
You can use this box here to select
all of them if you'd like
and click the add button and it will move them
to the right side of the screen to show you the transaction
types you've selected.
If per se, you didn't want to select all of those
and you did that by accident,
you could simply just click that check box at the top,
click the remove button and it'll push them back over.
So, it's a fairly easy process.
As I mentioned before,
if you just wanted to view a few items
maybe say a regular Indefinite Warrant,
or just a regular Appropriation Warrant,
you can select those two and it'll move those
back to the selected transaction type for you.
Once you're satisfied with the selections you've made
for your email notifications,
you're gonna click the update button,
and it'll update and it'll tell you at the top
of this screen here that your subscription preferences
for the Appropriation Warrants have been updated,
and you should begin receiving email notifications
at that point.
That concludes the live demo.
Bayley, if you could please take us back to the slide deck.
And at this time, we were going to take a few minutes to see
if there were any questions related
to the subscriber service that the audience may have.
-: And thank you Mandi for that demo.
Again, this will be available on the Treasury website.
If you wanna go back over it.
It should be in the videos under that training link
listed at the beginning and also available in your handout.
-: Mandi, do you have any questions?
-: Oh, hi.
Yes. Thank you no, no questions have come in yet.
Thank you for asking, though.
-: And thank you everybody.
If you do have questions, don't hesitate.
We're happy to answer them.
Just go ahead and drop them in the questions tab
and Holly will direct those to us.
-: Actually, one just, which, I just received a few questions.
Wow. Okay.
Folks are all right.
Let me see here.
Okay. So a question here.
Will it will it only...
Okay, will it only email posted transactions
or will you be notified at each stage.
-: At this time, it only emails for posted transactions.
I think if we, I think probably the theory behind that
is if we send an email for each stage,
that's gonna be a lot of email traffic
going into your inbox.
-: Okay. I see that.
Yeah, that makes sense.
We have somebody saying that they don't have the transaction
menu in CARS.
They only see report.
Does that, maybe we should take that one offline.
-: Yeah, I just believe that that would be there access
into CARS.
They probably don't have access to do those transactions,
so they might not have access to receive those notifications
as well.
-: Okay. Okay.
I'll make sure you get this information so we can get back
to this attendee.
We have another question.
Hi, will the notifications be
for all steps in the process?
-: I think that relates to the first question and it will not
be for all of the steps in the process.
We wanted to try and just limit the email traffic
and make it convenient and efficient
for all parties involved.
So using that last step of the process for the posting
allows agencies to know that their transaction is complete
and ready in CARS.
-: Okay. And we'd like to know,
is this functionality available now?
-: It is absolutely available right now.
Once the webinar's over,
I do recommend going out and subscribing
so that you can start receiving those notifications today.
-: I have to tell you guys,
we do have multiple questions here.
Do we have time to continue or would you like to
would you like me to ask them
at the end of the Q and A period?
-: I think we'll have some more time at the end.
Maybe if we move forward a little bit,
we might be able to answer some questions that are coming
through with the rest of the presentation.
-: Sure, sure.
We do have multiple questions.
So thank you very much.
-: Thank you.
And now we're gonna go into another polling question.
How many Authority Transactions are processed annually
in CARS?
Please select one of the following.
Less than 3000,
3000 to 5000, 5000 to 7,000 or over 7,000 transactions.
We're now gonna go into a polling question.
-: And thank you everybody
who's already answered that polling question is now live.
So make sure you get your answers in there
and we'll display the results
once everybody has had an opportunity to go in and select
what they believe to be true.
And thank you again everybody who popped questions
into our question panel there,
we're happy to get those answered.
I'm just gonna keep rolling around
in this webinar moving forward,
and hopefully we'll have those answered for you
or they'll will have been answered by the slides by the end.
So we'll definitely get to those.
And I'm gonna go ahead and close the poll.
It looks like we have a majority,
thank you all for participating.
And now I'm gonna go ahead and share those results.
-: So the majority of the audience answered over 7,000
and that is true, the BAAS team
with only 11 members processes
over 7,000 transactions annually
with the subscriber service.
We hope that getting those email notifications
when your posted transactions are complete,
it will help alleviate some of that waiting
and downtime and communication really going back and forth
between the agency and the BAAS team,
making sure that their transaction is posted
with the subscriber service.
You'll get a notification when your transaction is posted
and it will relieve some of the doubt in that process.
Next slide please Bayley.
So one thing that is really important to note is that
sometimes the emails we're receiving
from the email notification
are either going to our junk folder,
or they may even be blocked by your internal IP control.
So, with that being said,
if you're not receiving your notifications
from the subscriber service,
I'd first start off by checking that junk folder to make sure
that they're not in there.
And if they're not in there,
then I would definitely reach out to your internal IT
and have them add the email listed there in the action tape
and have them add that to the exceptions
or the safe senders list.
That email address
is noreply@cars.for.fiscal.treasury.gov.
We wanna make sure that once you've signed up
for those email notifications
that you are actually receiving them
so they are beneficial to you.
Next slide please, Bayley.
This is a quick screenshot of an example
of the email notification that you're going to receive,
as you can see it's very simple.
The most important part of this email is that line
where it says business event control number,
and then ask the eight digit control number there.
And then it does tell you it has been posted.
So, that's how you can tell if your warrant has been posted.
Next slide please, Bayley.
Once that we have concluded our Subscriber Service
session of this webinar.
And Amanda Richards will be walking you
through the new Fiscal Service form, thank you.
-: Good morning. I am Amanda Richards
and I thank you again for taking time out of your day
to join us this morning.
We understand that everyone is very busy this time of year,
but we hope the information that we share in both
this session and the afternoon session
will help you during the year-end process
and well into the next fiscal year.
Next slide please, Bayley.
We are very excited about our new account maintenance forms.
We believe these will streamline the process for the agency.
Ultimately reducing the amount of questions
and uncertainty of what is required
to perform the various account maintenance options.
It will improve efficiencies by cutting down on the back
and forth communications between us and the agency,
plus speed up the account maintenance process.
And finally, the forms will provide
a more consistent audit posture.
Next slide please.
Thank you.
We have created four new forms for account maintenance.
I will provide a more in-depth description and walkthrough
for each one of those forms in just a few minutes,
but I first wanna point out that functionally nothing
has changed with the account maintenance process.
Mechanically the only thing changing
is instead of having to submit a signed letter request
and the uncertainty of what is required
in those letters for the account maintenance,
you will now submit a standard form that will contain
all of the necessary information needed to move forward
with the account maintenance process.
So I'll talk a little bit about the forms
and then we'll dive into them.
Form 109 is the Treasury action account request.
This form is used to establish, discontinue,
reactivate Treasury accounts.
Form 110 is our Treasury account amendment request
and will be used when amending account titles or bureaus
and also to add an extended dispersing authority
to an already an existing account.
Our third is form 111,
and it is our Inter-Agency Agreement TAS request.
This form is used to create accounts between
or based on agreements between agencies,
and finally form 112 is our BETC requests form
and will be used when adding or closing
existing BETCs on existing Treasury accounts.
Before we begin our live demo of the new forms.
We have a polling question for the audience to answer.
So if Bayley, if you could switch over to that please.
How many account maintenance actions are processed annually?
You can choose from under 50, 50 to 250,
250 to 350 and over 350.
-: And I am launching that polling question now.
So be sure to get in there and get your answers in
so we can see what the results.
Thank you. You guys are on it today.
We're already at 75% answered.
I really appreciate it.
And I will keep this poll open for another few moments
and then we'll get it closed and display those results.
And then we'll get into our live demo.
Thank you again for providing responses.
I'll go ahead and close the poll.
And now I will display the results.
-: Thank you. Most of you selected over 350.
That is the correct answer.
Account maintenance items keeps our team pretty busy,
especially over the last year,
year and 1/2 with all the COVID funding,
the COVID bills created a lot of different period
of availabilities that had not existed in prior years.
We feel that the new forms that I'm about to show you
will help both our team and the agencies
in being more efficient
and hopefully cut down the delays with that process.
So now we'll go into the actual live demo of the forms.
If Bayley if you can kick that off to me please.
Our first form that I'm going to show you
is our form 109 and is our Treasury account
action request form.
This form is used to establish, suspend, close
and reactivate expenditure and receipts.
It is important to note that you can only perform one action
for each one of these forms.
So you can fill out on a form to establish accounts
or suspend or discontinue.
So, if you had accounts that you needed to establish,
you would complete one form,
but if you also had an account
that you needed to discontinue,
you would complete a second form and submit to us.
The date of request field that's over here on the right hand
side, this will be on all four forms.
It's important that you fill that out for all four forms.
I'm not gonna go over each time that I talk about forms.
It is important to note that if you need to establish
a brand new four digit main,
that process will start with OMB
and the reservation process.
Once the reservation process is complete,
then you can submit a form.
This form to us asking us to go ahead
and continue with the processing.
Sections one through four are mandatory on this form.
As I already mentioned, the number one you will select,
you'll click on the radio button to decide
if you're going to establish or discontinue
or any of the other ones.
Section two is the requesting agency information,
here on the first field will be the name
and the title of the individual completing the form,
the agency name,
bureau, contact information such as email
and telephone number.
And then we also require a signature.
Section two is on all of the forms.
So that's, I won't go into detail
for each one of those forms as well,
but I did wanna give a quick overview of that.
You can also find instructions on page two of each one
of these forms that go into more detail
about the different fields and requirements
needed to complete these forms.
Section three, I'm just gonna touch on the fields
that are used most frequently.
So here you will enter the account information
of the accounts that you're either needing to establish
or discontinue and whatnot.
So each field like for you'll type in
a three-digit AID here,
the BPOA is the beginning period of availability,
the ending period of availability,
and then the four digit main,
you can also add a sub point here if needed.
This is a dropdown menu under the account type.
You can choose expenditure, available receipt,
unavailable receipt, and clearing accounts.
You will also need to choose, for the borrowing authority,
either none Treasury or public or both.
This helps us with our attributes
when we're establishing the accounts.
And then this field over here to the right
that says Fiscal Service use only is it's not required
for the agency we will take care of that.
Under the account title,
you will enter the title of the account,
and then the legal authority is required.
So we will need the legislation that gives the authority
to establish this new account.
So, for example, we'll use the 116-260,
and please be sure to include the relative stat pages
so that we can easily identify the correct period
of availability for this account.
On the next line,
you'll see that there are four different spaces here for you
to do four different accounts.
If you have more than four accounts,
we do ask you to complete a new form.
However, if you have a large amount of accounts
that you're needing to establish or discontinue,
please reach out to us at the BAAS group
and we'll be happy to work with you to go over
maybe the best way to streamline that
just a little bit better for you.
So I'll do like, we have allocation accounts
which is sometimes also known as parent and child accounts.
So if we were going to establish one of those
under the ATA field
you would put the child at three digit AID,
for the parent,
you would enter it under the AID.
And then I'm gonna skip over the beginning and ending
period because some accounts,
as we all know, are not what we consider
know your accounts or X year,
and that goes here in the a field.
You can also use it for clearing accounts and use the F,
for this purpose we'll use the X and then again
the four digit main.
And you can select your account type here and we'll choose
the borrowing authority.
And then again,
you'll choose the account title and the legal authority.
You scroll on down.
The next section is the business justification part.
We just need a reason for why you are either establishing
or discontinuing an account.
So for an example, for this one
with creating new period of availabilities,
you can just type something as simple as to establish
new POA for public law number 116-260.
If you happen to be discontinuing an account,
you could type something like to close account
per US code 31 3513.
When closing accounts,
we do require that there have been no disbursements
for the last two years and that the account
has a zero balance.
And we also need a sentence that says that this account
is no longer needed and the purpose has been fulfilled
so you can type that here.
No disbursements the last two years,
zero balance,
purpose has been met,
and is no longer needed.
Moving on to section five.
These are for allocation accounts only.
We must have concurrence from both the parent
and the child agency.
And we also need to know which agency is responsible
for the reporting.
Typically, it's the parent.
So they would click on the radio button for parent,
if it does happen to be the child then of course that button
would need to be clicked.
We do need the parent agency,
a contact name and signatures from both.
This just verifies
that both agencies are in agreement with the establishment
of the allocation account.
And then as I mentioned, if you scroll down to page two,
the instructions are available there.
We will move now to form 110,
which was our Treasury account amendment request form.
This form is used for two reasons,
to amend an account title or bureau,
or to add an extended disbursing authority to an account.
You can only perform one action.
So, if you wanna amend an account title or bureau,
you would click that. If you happen to have an extended
dispersing authority as well,
you would need to submit a separate form
and choose that radio button.
Section two is the same as the action form
that I just went over.
It's the agency and individual information.
I do wanna note again that this signature,
we do require a signature.
So please make sure that you are completing
the signature field.
Section three is for account title
or bureau amendment requests only.
So, for an example, we'll type in the three digit AID again.
Amendments, either if it's for account titles
or bureaus, does require legal authority.
So you have to have the legal authority listed here
that gives the authorization to make the account title
or bureau change.
Over here on the left
you will type in the old account title,
if that's what has changed.
And then in the right hand side,
you will type the new account title.
Typically when the account title changes,
it's probably the bureau is going to say the same.
So, if that's the case, you can just leave them both the same.
So we'll just
copy and paste that over.
For the second one,
I'm gonna do a bureau change.
So we'll just use the,
we'll use an X, 1234.
Again, it'll require the legal authority to be entered here.
You'll need the old account title.
And typically these two won't change.
But if the bureau changes, you'll put the old bureau here.
And then the new bureau that it's switching to.
There are only two spots available.
If you do have an account title or bureau change,
typically we don't see a huge amount of these.
However, occasionally agencies do have a bureau change
which involves several accounts
being switched and realigned to different bureaus.
If that's the case, once again,
please reach out to the BAAS group and we will come up
with an easier way to streamline
so you don't have to fill out numerous forms
if you have multiple accounts.
Number four is the extending dispersing authority.
In order to receive extended dispersing authority,
you have to have an active legislation.
That's important to note.
So, if you're going to let's say the beginning POA is 2021,
legislation is enacted.
They give you the extended the EDA to 2025.
You'll simply over here put
what year the authority is through.
And as I mentioned,
in order to get a extend and dispersing authority,
it does require enacted legislation that will go here
in this section.
Section five is just like the one on the first form.
The business justification,
you will enter the justification
or any additional information that feel will be beneficial.
It can be something as simple as amending the bureau
from X, Y, Z to the new bureau.
Again, as I mentioned before,
there is an instruction page on the second page.
We are moving right along here.
So we will move on to form 111.
This is our inter-agency agreement TAS request.
At this point in time,
this form is used for economy act agreements
between agencies.
In the past,
we had required the actual signed IAA agreement.
And we recognize that the fact that this sometimes
slowed down the establishment process for the agency,
it can take quite some time to get the agreements completely
filled out and signed by all parties involved
with the agencies.
So to make it more easier and efficient,
we developed this form to hopefully speed up the account
establishments for these types of requests,
by no longer requiring the signed agreements.
We only want to know what accounts maintenance is required
as a result of the agreements between the two agencies.
We do encourage you to please refer to the A11 section 130.9
for guidance regarding the Economy Act
on determining which account to use and or requests
from Treasury to fulfill an agreement with another agency.
Section one again, or section one is again
the agency information.
This is the requesting agency information,
the legal authority that is allowing you to enter
into the agreement with the other agency,
the ordering TAS, Treasury TAS excuse me,
the ordering agency Treasury account information
is for section three.
Again, we'll use Treasury.
Fill in that information.
The information from both the ordering
and performing agencies are important
because, as I mentioned before,
we have to follow the guidance that is in section 130.9
of the A11.
So, if an ordering TAS has an annual TAS,
which is what I have indicated here with a POA of 21,
it is an expenditure account.
Most of the time the ordering agency account
is already going to be active.
So we have defaulted this status to active.
If for some reason it's not,
it does have a dropdown menu that you can choose an active
or does not exist, but 99% of the time,
it's going to be an active status.
And therefore, no action is required
for the ordering agency TAS.
You'll also type in the account title here.
The performing agency Treasury account information.
This is where the information comes in handy
from the A11, because as I started to say,
if the ordering agency has an annual TAS
according to the A11,
the performing agency must use an existing annual TAS.
If that doesn't exist, then one will need to be created.
So we will need to create a fiscal year '21 TAS.
It will be an expenditure account.
The current status here is does not exist.
And the action request is to establish.
The business justification can be filled out.
We just need a high level overview of the terms of the IAA.
We don't need great details.
Like, as I mentioned before,
we no longer need the signed IAA agreement
but we do need some additional information
that you can provide.
Section six is very important because we must have
concurrence from both the ordering and performing agencies
to establish the TAS.
So we need the ordering agencies,
contact information and signature
along with the performing agencies,
contact information approval.
This verifies for us that both agencies agree on the intent
to enter into an agreement.
And then finally, our final form is our BETC form.
And it is form 112.
The purpose of this form is to add existing BETCs
to an existing Treasury account,
therefore creating new TAS BETC relationships,
or you can also close existing BETCs
for existing Treasury accounts.
Therefore terminating those TAS BETC relationships.
Once again, you can only do one action here.
You can either add them or close them.
If you happen to have dual action tier,
you would need to complete a separate form for each action.
Requesting agency information.
We've touched on several times.
Once again, we just need to make sure
that we do have a signature.
The legal authority that is allowing these BETCs
to be added or closed.
I'll just type in there are 12 boxes available.
If you have more than 12 BETCs that needed add or closed,
you can jump down here to section six
and add the additional information there.
I'm just gonna type in a few here
just so that you can see how it looks.
So you can just continue along
depending on how many BETCs you're wanting to add
or this are closed down.
There are four available spaces for Treasury account symbols
here that are requiring the requested BETC action.
So you'll need to fill that out as we have
in all the other sessions
or over the other forms, I'm sorry.
And then please list the account title here.
Here we'll need a business justification
of why these BETCs need to either be added or closed
on their requested accounts.
And then section seven is just for fiscal use only.
So you don't need to worry about that part.
And that concludes our live demonstration of our forms.
So if Bayley wants to take control back over
and go back to the slide deck.
-: Thanks, Amanda.
So I believe this will take us to a polling question.
Our polling question now is Extended Disbursement Authority
automatically gets added to accounts.
Is that true or false?
-: Thank you everybody.
I'm gonna go ahead and launch the poll.
Great. We have great participation.
Again, thank you Amanda
for going through that information for everybody,
hopefully you all got a lot of information out of it.
We're having great turnout on the polling question.
Almost all of you have answered already.
So that's pretty impressive for 30 seconds.
So if you just give a few more moments,
we'll let everybody get their answers in there.
And then I will close the poll and display the results.
Thank you again, everybody who participated,
I'm gonna go ahead and close the poll.
And now I will share the results.
-: Correct.
EDAs are not automatic.
And agency must send BAAS a request to add your EDAs.
And it also, I need to point out one more time
that you must have enacted legislation
in order to request an EDA
to be added to the Treasury accounts simple,
or to your Treasury accounts.
Next slide please.
In the future these forms will be published
on the Fiscal Service website.
Some agencies have already started using them
for their account maintenance needs.
If you need copies of the forms
or if you have any questions after this session,
please email the BAAS group
at baasgroup@fiscal.treasury.gov,
and our team will be happy to assist you.
I want to mention again
that functionally nothing has changed
with the account maintenance process.
We are just moving away from a requiring letter requests,
which will help eliminate the confusion of what is required
to perform various account maintenance actions.
And we're moving to the standard forms.
These forms provides all the necessary information need
for a more consistent process for the agency,
the BAAS team and for an audit perspective.
We wish each of you a smooth and seamless fiscal year-end
and if BAAS team can be of any assistance to you,
please let us know.
And I think Bayley can go to the next slide.
-: Thanks Amanda.
As you can see we're opening this up for audience questions.
There have already been a ton of questions
put into our question panel.
Just a minute to note,
we do have time allotted to answer these,
but if we happen to not be able to get to everything,
please know that we will follow up with an email
and give you your answers provided
so make sure your contact information is in there.
So Holly, if you wanna go ahead there.
-: Absolutely. Yes.
We have many questions.
We have here is form 000109 available to be used now?
-: Yes, yes.
All of the four forms that I just went over are available
to be used now.
Please reach out to the BAAS group.
I think they're also included in the handout
that you received for this webinar,
so they should be attached to that as well.
But if for some reason you need extra copies,
email the BAAS group and we'll send them to you.
-: Wonderful. Thank you Amanda.
We have another question here.
Will these forms be available on the customer access page?
-: We'll eventually publish them
to the Fiscal Service website.
We're not quite ready for that yet,
but as soon as that is available, we'll each,
the BAAS team will reach out to the agencies
and let them know where they can find those forms.
-: Okay. Wonderful.
Thank you.
I'm just gonna keep reading the questions,
you guys are gonna have to cut me off
when there's, when you guys need to move on
because we have a lot of questions here.
Okay. -: Okay.
-: Sounds great.
What instance would you cancel a TAS BETC relationship?
Would that only be when a fund has canceled?
-: Now there are different reasons in that way
it depend on what you BETCs are closed.
Like some TASs,
would have had investment BETCs that are no longer needed
because they're no longer doing certain investments
and that sort of thing.
So it would just depend upon the particular BETCs
that needed closed.
-: Okay.
And I'm sure some of these may require follow-up
and we have, I have the contact information
for folks so we can get back with them.
We have another question here.
Will anything change,
I guess this is with regard to what you're presenting today,
when G invoicing is enacted?
-: I do not have the answer to that,
but we will get the answer and get back to that question.
-: Okay. All right.
Thank you.
We have another question here about why is this limited
to the economy act agreements?
-: Because that's the guidance that we're following right now
that was published in the A111.
We will probably expand that eventually,
but right now we're just going off of the A11
for the Inter-Agency Agreements.
-: Okay. Thank you.
We have a question here from Diane.
Do we need one form with each agency
if we are using the same TAS and legal authority
for all of our Economy Act Agreements?
Do you need me to restate that?
-: Yeah, please.
-: Yeah, I realized I didn't get
when I'm reading these things
it's sometimes a little.
Do we need one form with each agency
if we're using the same TAS and legal authority
for all of our Economy Act Agreements?
-: So, each form will be required for each
and Inter-Agency Agreement that you signed
between the two agencies.
So, if you're, if it's the same two agencies
and it's the same two TASs
then it would just require one form.
But, if you have multiple agencies with different TASs,
then it would require a form for each one of those.
-: Okay.
-: I hope that answers the question,
but I can follow up
with that question to get a little bit more clarification.
-: Okay. Okay.
Thank you. And we do have Diane's contact information.
Somebody is asking here
if you can give us an example of what a parent agency
and a child agency are.
-: So those are the allocation accounts
and the parent and the child, like, the parent
typically does the, they're the ones
that receive the funding,
and then they can allocate, if they have the legislation,
they can allocate out to what we consider the child agency
which is a separate agency.
So I hope that explains that.
-: Thank you very much. I appreciate it.
I apologize.
We have another question here from Charles.
Is the memo still required to send to Treasury
to close the TAS?
-: No, you can use the form now.
You no longer need to send the letter request.
You can just simply fill out the form, sign it,
make sure you fill out all the information that's mandatory
and we will take care of it for you.
-: Okay, great.
Great. We have another question with regard to the same
it looks like in the same vein here.
What if it is a mutual agreement to close an account,
and there have been a disbursement within two years.
Do we just put that in, I'm sorry.
Do we just put that it was a mutual agreement?
Do we just put that down
that it was a mutual agreement to close the account?
-: Is that in reference to an allocation account?
'Cause I'm--
-: It doesn't say.
-: I'll follow up with that one
just to get a little bit more specification.
'Cause typically if we're talking about a mutual agreement,
I'm assuming it's an allocation account
and that would involve the parent and the child,
but I'll get clarification
and I'll get back with that individual.
-: Okay. Okay.
And it seems that we have
a couple of questions on the notification system
and I don't know if we wanna go ahead and ask them now.
Oh okay, great. Great.
How does a notification system know what warrants
I need to be notified of?
As a service provider for several agencies,
how does it know what specific warrants
I need to be notified of?
-: Well, that's actually your choice.
You actually select the transaction types
for those warrants that you like to receive.
So, if you wanna receive all of the notifications for all
of the warrant transaction types you can certainly do that.
Or if there's a specific transaction type that you typically
want to see you can narrow it down to that as well.
-: And Holly, if I could elaborate on that just a little bit,
it's also dependent upon your A group of your access,
what you can see in CARS.
So it knows that the Treasury accounts that you can transact
within CARS and that's also what it's based upon.
-: Okay. Okay.
Thank you. Thank you.
Sorry. Let me just keep going through the list here.
There's a lot of questions.
There's even questions from the question.
So there's a lot to manage here.
-: And we're here to help clarify.
-: I know, that's good.
Let's see. We have where can they find these forms?
-: They are attached to the webinar handouts today,
and then you can email the BAAS group and we'll be happy
to email those forms to you.
We will eventually upload them
to the Fiscal Service website
but they're not available at this moment.
-: Okay. Okay.
So in the attachment, okay.
-: They should be attached to the handout of the webinar.
-: Yep. Yep.
I do see several of them there. Thank you.
How is this form edited to ensure
only valid data is captured?
-: Valid data. That's a good question.
And I will get back 'cause I'm not sure.
-: Okay.
-: I'm not sure on that one unfortunately.
-: Well sure. Okay.
Let me see here.
-: As far as the data that's on the form,
we developed the forms so that all of the information needed
to perform whichever account maintenance on function
that the agency was wanting to perform was included
on these forms.
So that way, a lot of times in the past
when agency had submitted letter requests,
they may have omitted a certain part that was important
to like establishing the account.
So this form basically spelled out exactly what is needed
for each account maintenance process.
So I'm hoping it's going to eliminate what we require
to do certain account maintenance transactions.
-: Okay.
Christine is asking here,
we receive our Appropriation Warrants from a parent agency,
not directly from Treasury.
Can we sign up for the email notifications
as well as for our TAS?
-: I think that will depend upon their A group,
but typically it will be the parent TAS
that will receive the notification
once the warrant is processed into the parent account.
And then typically when that happens,
it's probably transferred to the child account
by a non-expenditure transfer at this time.
Non-expenditure transfers are not part of the notification
system yet, but hopefully will be in the future.
-: Okay.
Will transaction detail report requires special access?
If so, how do you get that special access?
-: For the if you need A group access, you'll reach,
you'll contact the CARS support group
which you can find all their contact information
on the CARS home page.
-: Okay. Thank you.
Also, will the new TAS in,
will the new TAS be under the CARS G TAS roles?
I'm not sure I'm reading that correctly.
-: I can answer it after the webinar if that's easier.
I mean, once we establish, I mean
if the question is once we establish a new account,
it is reported under G TAS if that's the question,
if not but like I said, I can follow up
and get more clarification.
-: Okay. All right, thanks.
Hey Bayley, how am I doing on time?
-: Right now we're approaching the top of the hour.
So we're doing quite well.
-: Okay. So I still have many more.
Do you want me to keep going?
-: Absolutely.
-: Okay, great.
Let's see here.
So this one is about access,
like another attendee, I do not have access
to the transaction option in CARS
and would like clarification assistance after the session.
So, I will make sure and get you Emily's information
so you can follow up with her.
-: Sounds good.
-: Yup.
Just Gimme a second you get through these.
Oh, it says there is a separation of duties.
Our budget staff does warrant transactions.
Can the account staff get the email notifications as well?
That's a good question.
-: It will once again depend upon the A group.
So whatever your A grouping is
will determine whether or not
you can receive the notifications.
You can reach out to CARS support and they can identify
which A groups that you are currently a part of.
BAAS is not, that's not their role as far as the A group.
-: And if I could caveat on that point as well,
it's the A group that allows CARS to know
which Treasury accounts a user can see,
but it's also a role that is assigned
within their own agency to allow them certain permissions
to certain actions.
So it's a combination of the A group
and their own permissions assigned by their own agency.
-: Okay. Thanks Chad.
Appreciate it.
Great. Stay with us just in case there's more.
Let's see here.
Is this only for warrants or will it also work
for 1151 transfers?
-: Currently the notification
is only for warrant transactions
and we are looking to have the other transactions set up
in the future to receive those notifications as well.
-: Okay.
And you have a question from June,
how about non expenditure fund transfer
email notifications?
-: Again, currently we only have the notifications
available for the warrants,
but we will be setting that up for the other transactions
in CARS such as not expenditure transfers
in the near future.
-: Great, great.
I may have already answered this, but I'm struggling.
So I'm just gonna go ahead and ask it.
Maybe others are too.
Will the email include the actual transaction
posted in CARS?
And it says ie in reference to SF1151 net form.
So it seems that there,
the question is what will be produced in the email?
-: Yes. I haven't seen an example of the notification
from a non-expenditure transfer,
but I assume it would look similar to what we receive
for the warrant transactions.
And it would give you that control number of that business
control business event control number that we receive
out of the CARS system
when the transaction is posted.
For non-expenditure transfers,
the agency actually generates those.
So they already have that control number.
So they would be able to identify that control number
and the email notification when it was received,
when those do become available.
-: And it won't include like a copy of the actual warrant
or a transaction type,
it will just include the control number on the email.
So then they can go into CARS and search
by the control number to actually see a copy
of whichever transaction they're wanting to see posted.
-: Okay. Okay.
Stephanie is asking if you could show where to obtain email,
the email notification option.
She had locked into CARS to look
for the email notification option
but she cannot see the link to set up these notifications
and she articulates that she does have access to the ATM.
-: Okay. Bayley, can you give me
the ability to go back and share that?
-: Absolutely.
-: Okay, one second.
Let me get that pulled back up.
-: And thank you all for all the great questions.
We really appreciate having a chance to tell you
about this information and answer any questions now.
So that way you can go into year-end with a little bit more
on your toolbox so to speak,
to have an easy and start the fiscal year.
-: While she's trying to pull that up,
perhaps I can, oh well, never mind then.
I'll get to my questions in just a moment.
-: So this is the CARS screen.
Can everybody see that okay?
-: Yes. -: Yes.
-: Mandi, you may have turned off your mic.
Mandi, are you on mute?
Is it just me folks or are you guys
having audio issues as well?
-: Mandi might be having some audio.
I can navigate, she's on the CARS screen.
When you go into the transaction module itself,
any of the links to enter a new transaction
pending or posted screen,
you get the go-to menu at the top right next to the log off.
At the very bottom of that was an email notification button.
When she clicked that email notification button
it brought her to this screen.
Mandi, is your audio back?
-: Okay. It doesn't appear so.
-: So once you're on the email notification screen,
you have the ability there on the left and the right side
to move the transactions that you wanna see from the left.
You can select those and click the add button,
which will move them to the right
under the selected transaction type.
And if you ever wanna not receive certain notifications
for any particular reason
you can select those from the right side and click remove
and send them back out.
Just click the update button at the bottom,
and then that will enable your notifications.
-: Thanks Chad for picking up or Mandi
had lost some audio there.
just for reference there's also a screenshot
of that initial, that initial part
where you go to the go-to and then under the go-to tab,
you'll go down to email notifications.
And the actual live demonstration Mandi did earlier
should be available on the website in about a week,
week and 1/2 time.
So just stand by for that.
And hopefully if you have any additional questions
that should resolve it on how to actually subscribe.
-: Yeah. And you can also reach out to the BAAS group
and we can help you walk through that process as well
in the meantime if you're still having problems.
-: Okay. And in terms of time do we,
should I keep going or do we need to move on
with the webinar?
-: Holly, we're at the end of the webinars.
So we still have 25 minutes if, we'd be happy to answer
any questions while they have the attention of our teams.
-: Oh, sure, sure.
Sounds good.
How many working days in the monthly reporting window
is available?
-: So this is Bayley.
I'm gonna hop on here, everybody.
I was gonna say for information,
if we're talking G TAS reporting or anything like that,
that will be located in the FY21 fiscal year bulletin.
For information on those windows,
we can follow up though and provide that information
at the end of the webinar.
-: Okay.
We have another question here from Victoria.
Thank you for that, by the way.
I'm sorry. I was busy reading ahead.
Will there be a notification for the EDA from CARS
when it gets reinstated?
-: No, not at this time.
Once the EDA is entered into CARS
and that field is updated, then the analyst can notify you
whether it has been, when it has been completed.
As of right now there's no notification available
from CARS for that.
-: Okay. All right.
Thank you.
There we have another question here.
Working for a service provider
I have access to several EOCs,
when signing up for email notifications,
will I receive notifications for all the EOC postings
or just the ones I enter?
-: Once again it'll go back to whatever
is in your A group notifications
or whatever counts that is in your A group
if you sign up to receive those particular warrants
and you'll receive the email notification.
-: So, okay thank you.
We have another question here.
When will options such as Nets be available?
-: We're hoping soon it is being tested
and testing sometimes takes a little bit of time.
So we're hoping very soon.
-: Okay.
-: And as soon as it comes available,
we will let our agencies know that they can start signing up
to receive the notifications for the transfers
and eventually warrant journal bachelors as well.
-: So are you talking 2021, the end of this year or 2022?
-: I would say it will be fiscal year '22.
And that's just me guessing because I'm not part
of that testing group, but they are working on it.
-: Yeah. We're hoping very early fiscal year '22.
-: Okay. Thank you.
So we have a couple more questions here
for the form section.
Looks like we're kind of getting down
to the end of the list.
It says when filling out a Treasury account
action request form,
if I have more than four accounts,
what's the best way to handle this?
-: If you had like five or six, we ask you to--
-: Oh sorry, go ahead.
-: No. And there was a second part to the question.
Can I fill out a second form or can I attach an Excel file?
-: So since there are only four slots,
if you have like five or six or seven,
we do ask you to fill out two separate forms.
However, if you have a large amount like 10 or so,
you can probably attach an Excel spreadsheet and just
include it with that initial form.
We do encourage you to reach out to us and we can guide you
through what would be the simplest process for that.
-: Okay. Thank you.
There's a question here.
What is the difference between the amendment form
and action request form?
-: Okay. So the action request form is any time you need
to establish or discontinue or suspend accounts.
The amendment is just when you're editing
already existing accounts.
Like if you needed to amend an account title
or change the bureau,
and it's also used
for adding extended dispersing authorities.
So I hope that clears it up a little bit.
The action form is basically when you're establishing
or discontinuing accounts,
the amendments is if you're making any sort of changes
to the account title or bureau or the EDA.
-: Okay. Thank you.
Yeah. Perfect.
Last, well one of the last questions,
getting close to the end,
do I need to fill out the BETC form
with each new account form?
-: No, no.
Once you establish a new account,
there are certain BETCs that are automatically assigned.
These are just for one off BETCs that aren't automatically
assigned and they're like
if hot BETC's, funds held without outside of Treasury
and the investments, BETCs and that sort of thing.
And no, all of the BETCs that are needed
to transact with usually are already
they're automatically assigned.
-: Okay. Thank you.
And it seems that we have a few more coming in.
So, which is great, great.
Does the subscriber service provide email notifications
on sweeping of general fund receipts?
-: No, not at this time.
-: Okay. Thank you.
Do both warrants and credit warrants appear
on the posted transaction page?
-: Yes.
And that's the list that Mandi had brought up
on the screen on the left hand side
where you could choose the different warrant types
that you wanted to see on the
in your I'm assuming they're talking about
like the email notifications for like credit reforms
and there's indefinite warrants, regular warrants.
So all of those are listed on the left-hand side
of the screen that you can choose
to receive notifications for.
-: Okay. So it sounds like it's quite tailorable.
-: Yes, it is.
-: Good.
It says, how can I update my email address?
-: You need to reach out to the Treasury support center.
You can find their contact information
on the CARS homepage.
-: Okay. Okay.
It looks like they are asking that I post that.
So I will, I can try to find that
or maybe somebody can send that to me and follow-up.
-: Yeah, we can follow up and then get that information out.
-: Great. Great.
It appears to be...
Okay. Another question here.
It says with G-Invoicing everything will be done online.
So we will still have to fill out these forms,
even though it is filled out by the buyer, seller online.
And then that will remain with the IAA
as an agreement form.
Would this have to be done twice?
-: I would like to get back to that question.
-: Okay.
-: So we'll touch base after the,
is it sounds more like a G-Invoicing question.
And so we'll touch base
if we can just answer that question after the webinar
that would be great.
-: Unless Chad knows something.
-: And we can certainly follow back up with the specifics
of the details,
but what I will say is that what we are doing
should compliment what's going on in G-Invoicing.
Because ultimately an agency that's entering
into an agreement through the G-Invoicing system
still needs a Treasury account in order
to interact with that agreement.
Our purpose of our team is establishing those accounts
that are needed in order to fulfill those agreements.
So we do have a separate function there,
but what we are doing should compliment what is happening
in G-Invoicing but we will definitely follow up
with the specifics.
-: Okay. Thank you.
Yes.
I'm posting now to the entire audience just to make it easy,
the CARS home page.
And so that particular contact information can be found.
Great. Let me get that out to everybody.
Let's see.
-: Thanks Holly.
We're at about 15 minutes left of the webinar.
So what we'll do is answer a few more questions
and then any questions that remain unanswered at this time,
we will follow up with the BAAS email.
-: Great. Thank you very much.
So I do let me go ahead
and answer the few remaining questions here.
How can I find out what my A group is?
-: I'd contact CARS support
which is the information that you just said that you posted
in the chat,
you can call them and they'll be able to provide you
to let you know what A group that you are currently in,
what accounts are available to you.
-: Okay.
Okay, great.
Since I have a role to access more report,
but how do I see it as a do not see it in the CARS website?
Am I looking in the wrong website?
Maybe we'll take that one offline.
-: Okay.
That's fine. Okay.
-: Because I have a role to add. No I just did that.
Will Treasury be adding a form to request warrants?
-: Not at this time,
we're just focused on the account maintenance.
So, but it is good question.
So, we'll definitely consider it for the future.
-: Okay.
-: Because with warrants there's so many different,
different aspects of warrants.
So, that one establishing a uniform standard form
for that might be a little bit more difficult,
but it is definitely a good takeaway for us to consider.
-: Oh, wonderful.
Christine is asking,
I didn't see one for credit warrants or appropriation.
We returned to Treasury due to offsetting collections.
-: So I can jump in there. That a credit warrant
is a regular Appropriation Warrant type.
It's just a negative amount.
So you shouldn't see that as a regular appropriation.
-: Thank you Chad for that.
And let's see.
For email notifications.
Will the existing ones continue or do they have to be reset
on our profiles?
-: For the ones that,
so if a subscriber has already subscribed,
they will continue.
We've never, yeah I'm not sure.
I mean, if they've already subscribed
through this subscriber service,
then they'll continue to receive whatever they chose
to receive email notifications for.
-: Okay.
Yeah, it said will the existing ones continue?
And so the answer was like yes.
-: If there needs to be some more clarification
if I'm not quite understanding the question correctly,
have them reach out and we can add some clarity to that.
-: Yeah, we can definitely say existing ones
will remain when the new ones come about
such as the non expenditure transfers,
they will, a user will be able to go in and add those
to their existing, but the existing will remain.
-: Okay. Vanessa thank you.
He got the info he needed.
Let's see here.
When will notifications be available and should I be able
to see it today?
-: Yes. If you sign up today and you have a warrant
that has posted, you should receive an email notification.
You will receive them as produced shortly
after they post automatically.
-: Okay. Sounds good.
Okay. Two remaining questions.
Bayley, do we have time?
-: We do. We have about 10 more minutes.
-: Okay, great, great.
I love this,
the format is really interesting and then the questions
are coming in and I get a chance to ask you guys
and then sometime to get follow up.
So it's, this is interesting.
I'm enjoying it.
So Diana is asking, what is the terminology that we need
to use to have our supervisor approve our request
for access to get Appropriation Warrants in CARS?
-: Can you even ask that again?
-: I can take that one.
-: I'm glad you jumped on, Chad.
-: I understand the question.
That's an internal control policy.
We can't say what terminology is needed.
Your own agencies should know who needs access
to the transaction module to input,
approve or view posted transactions.
That's all internal controls within each agency.
So, if you feel justified that you need access to that,
then that's simply getting your supervisor
to approve your permissions in CARS.
-: Okay. Thank you.
Thank you. I appreciate it.
We have a question regarding, sorry.
Another question popped out,
one I was just gonna ask you to pop that on the screen.
Is it possible that we may get a document with regards
to the definition and meetings
of the newly introduced forms?
-: Yeah.
On the instruction form that is attached to each one
of those forms, it's page two of each of the new four forms.
There are a more detailed explanation and instructions
of what each form should be used for.
But if you need clarification,
we're here to help you and be happy to answer any questions
that you have.
-: Okay. Great. -: Via email.
So we do have a follow-on question here.
When we email CARS help desk,
what terminology do we use to get warrants in CARS?
We'll take that offline
because I think I'm reading it inappropriately.
Sorry Diane, we'll get this fixed
and we'll get this information out to you.
Okay. And I think Chad
you may have already answered this question.
This may be another dimension of it.
So, here it is again about credit warrants,
under appropriations special or trust funds,
I don't see any credit warrants for sequestered amounts.
I only see the original warrant for the special fund.
Should I be looking somewhere else for the sequestered funds
credit warrant?
-: So that is another great question.
Again, all of the warrant types
as far as for the email notification,
all warrant types that we process are available
to receive notifications.
What we're talking about with the Special Fund Warrants,
if you're, it could be one of a couple
of different transaction types
for the Special Fund Warrants.
There is a regular Special Fund Warrant
which increases the balance from a receipt account
that can also go in reverse order from the expenditure
back to the receipt account.
Then we also have new transaction types that were rolled out
with AAS deployment in December of 2020
which involved the rescissions of special funds.
So those are some new transaction types as well
that we use for sequestered funds.
So all of your sequestrations for special funds this year
were under that nutrient action type,
but they are all available in the notification process,
the subscriber service.
So if you have any additional questions
or need some clarity,
certainly anyone on the BAAS team can help you with that,
but they are all available in the subscriber service.
-: Sounds good. Christine says thank you.
And I think I have come to the end of my questions now.
I apologize if I didn't cover,
I try to get through them as thoroughly as I could.
There are a lot of questions here.
So please know that folks will be following up
from the BAAS group.
And I think that that concludes my Q and A portion of this.
Thank you for letting me participate today.
And a lot of very great questions.
So, I think I will turn off my camera now, you're welcome.
-: We really appreciate having you.
I can't imagine us all trying to read the questions
and answer them at the same time.
So your help has been much appreciated.
Thank you all for attending our webinar.
And I just wanna put another plug out there,
if you are going to be using
the year-end transaction module,
and you've not yet registered for our afternoon session
which begins at 2:00 p.m. Eastern today,
it's not too late.
Go ahead and get registered.
We're gonna be doing more live demos.
We're actually going to be going over the email notification
subscriber service again.
A lot of great stuff.
If you can't attend,
just keep your eyes out on our website
for that videos/training/videos.html.
Those should be published out there soon.
It was great having you all in here.
A lot of great questions.
We're glad that we got to answer those.
And again, just be expecting an email on the horizon.
If we could not answer it
or there are some questions that we took offline.
As always email the BAAS group
if you have questions pertaining
to any of the authority transactions,
Treasury account maintenance,
the subscriber service,
just give us a shout and we'll be happy to help.
So thank you all again for attending.
And we look forward to seeing you this afternoon.