Fund Balance with Treasury

Policies and Procedures

Overview

Applicability

This chapter applies to all Federal Agencies and U.S. Disbursing Officers (DO) that report collections and disbursements to the Department of the Treasury (Treasury), Bureau of the Fiscal Service (Fiscal Service).

Authority

In accordance with 31 U.S.C. 3513, the Secretary of the Treasury must prepare reports to inform the President, Congress, and the public on the financial operations of the U.S. Government. The head of each executive agency must provide reports and information on the financial conditions and operations of the agency that the Secretary of the Treasury requires. Therefore, Treasury requires that agencies reconcile their FBwT accounts on a regular and recurring basis to ensure the integrity and accuracy of their internal and government-wide financial report data.

Background

Fiscal Service receives Treasury Account Symbol/Business Event Type Code (TAS/BETC) data included in agency receipt and disbursement reporting activity from agencies and U.S. DOs. Fiscal Service relies on this financial reporting to meet its congressionally mandated central accounting and reporting responsibilities. It reports information to the President, Congress, the Office of Management and Budget (OMB), and the public.

Fiscal Service also uses TAS/BETC data to update its record of FBwT account balances in its Central Accounting Reporting System (CARS). Agency reconciliation of FBwT accounts is a key internal control process and it ensures the accuracy of the government’s receipt and disbursement data. Therefore, agencies must perform timely reconciliations of their agency's United States Standard General Ledger (USSGL) account 101000 to Fiscal Service CARS Account Statement and implement effective and efficient reconciliation processes. For assistance in ensuring proper use of BETCs, please reference the BETC guidance posted on the Fiscal Service website.

Fiscal Service produces a CARS Statement of Differences (SOD) on agency data that is submitted prior to the submitting agency becoming a full CARS reporter. Unresolved differences in these reports compromise the overall integrity and status of the government's financial position. Therefore, agencies that had remaining differences at conversion to a full CARS reporter, must continue to work to clear those differences. Agencies should contact their Fiscal Service representative within the Cash Accounting Branch for assistance (See Contacts).

Agency USSGL FBwT Accounts

Agencies must reconcile the USSGL account 101000 balances for each fund symbol that has been recorded with Fiscal Service (CARS Account Statement; Expenditure Transactions Report; and Available, Unavailable, and Unappropriated Receipt Account Reports).

Posting Agency Transactions to the USSGL

Agencies must post account transactions to the USSGL and must prepare an adjusted trial balance at least monthly to verify that debit and credit postings are equal and to validate the data. They also must ensure that the balance in the USSGL account 101000 for each fund symbol agrees with their internal supporting documents. Only authorized officials should approve adjustments to their agencies’ fund balance. For further information, refer to USSGL.

Reconciliation of USSGL Accounts With Treasury Fund Symbols

Fiscal Service posts appropriation warrants and nonexpenditure transfers to designated account symbols. Fiscal Service updates account symbols in its central accounting system and in the CARS Account Statement daily. Agencies must compare their USSGL account 101000 transactions in their internal ledgers with the Fiscal Service reports and must reconcile any differences. The Expenditure Account Summary reflects year-to-date balances and current reporting period activity in an appropriation, trust, revolving, clearing, or deposit fund account. The Available Receipts Account Summary reflects year-to-date balances and current reporting period activity for collections made to available receipt accounts. The Unavailable Receipt Account Summary reflects year-to-date balances and current reporting period activity for collections made to unavailable receipt accounts. For further information, refer to USSGL.

Available Reconciliation Tools

Agencies can access Fiscal Service reconciliation data for use in reconciling and correcting SODs.

The following information is available in CARS and is updated daily:

IPAC data interagency transfers (Volume I, Part 2, Chapter 4700),

SODs for receipts and disbursements (CARS SODs),

Support listing for CIR deposit/debit voucher and EFT payment information (SF 215 and SF 5515), and

Support listing for prior-month IPAC data.

The following information is available in CARS Account Statement and updated daily:

Expenditure, Available Receipts, Unavailable Receipts, and Unappropriated Receipts account data, and

RFCs check payment data through the TDO Payments module.

The deposit/debit voucher and DOs EFT payment information (SF 215 and SF 5515) are processed by FRBs and financial institutions are available from CIR and updated daily.

Agency Operating Procedures and Certifications

Failure to implement timely and effective reconciliation processes could:

increase the risks of fraud, waste, and mismanagement of funds,

affect the government’s ability to effectively monitor budget execution, and

affect the ability to accurately measure the full cost of the government’s programs.

Federal Financial Management Standards

Functions and Activities

General Ledger Posting (FFM.090.020)

Receive general ledger account transaction information provided by supporting financial management operations; Post general ledger proprietary, budgetary, and memorandum account transactions; Includes posting manual journal vouchers, adjustments to the general ledger, individual and aggregated transactions from subledgers, and transactions funded, obligated, or expended over multiple years to general ledger accounts that do not close

Treasury Reporting (FFM.110.010)

Prepare statements of accountability and foreign currency reports, Verify required financial reports can be traced to general ledger account balances; Includes, but is not limited to, Government-wide Treasury Account Symbol Adjusted Trial Balance (GTAS) reporting, transactional posting to the Central Accounting Reporting System (CARS), and financial assistance reporting to USAspending.

Federal Financial Management System Requirements (FFMSR)

Providing GL Information (FFMSR 1.3.1)

Provide GL information for consolidated government-wide reporting as specified in the TFM and consistent with guidelines in the FASAB Handbook as well as OMB Circular No. A-136.

Provide GL information for agency-specific financial reports consistent with OMB Circular No. A-136 and FASAB Handbook.

Reconciling Fund Balance with Treasury (FFMSR 2.3.1)

Capture Treasury's GL account balance and transaction data for the agency as specified in the TFM.

Perform monthly reconciliation of Treasury and agency GL account balances and transactions consistent with the FASAB Handbook and as specified in the TFM.

Provide GL account, disbursement, and deposit reconciliation worksheets consistent with the TFM.

Provide fund balance adjustment data required to post GL transactions consistent with USSGL transaction codes, account categories (for example, funding), and account subcategories (for example, budgetary resources other than collections) as defined in the TFM.

Verifying Traceability (FFMSR 2.3.2)

Verify that GL account balances can be traced to aggregated or discrete transactions in agency programmatic systems and that the aggregated or discrete transactions can be traced to the point of entry and source documents consistent with the TFM.

Verify that financial statements and other required financial and budget reports can be traced to GL account balances as required by OMB Circular No. A-123 and as specified in the TFM.

Use Cases

Record to Report

Treasury Financial Manual (TFM)

TFM Volume I Part 2 Chapter 5100; Fund Balance with Treasury

Other Resources

Collections Information Repository (CIR)

The Collections Information Repository (CIR) is a web-based tool that gives federal agencies information on deposits and collections. CIR streamlines financial transaction information from all collections and settlement systems into one place.

Central Accounting Reporting System (CARS)

The Central Accounting Reporting System (CARS), is the electronic system of record for the government’s financial data which provides streamlined agency reporting and supports government-wide standardization.

Contact Information

Contact Details

Direct questions concerning this section to:

Cash Accounting Branch
Fiscal Accounting Operations
Bureau of the Fiscal Service
Department of the Treasury

P.O. Box 1328
Parkersburg, WV 26101

304-480-5106

Direct questions concerning the proper use of budget clearing accounts to:

Budget Reporting Branch
Fiscal Accounting Operations
Bureau of the Fiscal Service
Department of the Treasury

P.O. Box 1328
Parkersburg, WV 26101

304-480-7269

Fund Balance with Treasury (FBwT) Reconciliation Points of Contact List

Branch Responsibility

Budget Reporting Branch
Jerome Jackson, Manager

304-480-7269

  • Appropriation warrants
  • SF 1151: Nonexpenditure Transfer Authorization
  • Fund/account symbols

General Ledger and Advisory Branch
Steve Riley, Manager

304-480-7122

  • U.S. Standard General Ledger
  • USSGL chart of accounts, definitions, and crosswalks

Cash Accounting Branch
Mike Davis, Manager

304-480-5106

  • CARS Account Statement
  • Eight-digit Agency Location Codes (ALCs)

Operations Support Division
Bruce Phillips, Supervisory Accountant

215-516-8106

  • Claims against the Check Forgery Insurance Fund
  • Transfer of reclamation, declination, limited payability cancellation credits, and charges to FPAs
  • Accounting reports for check claims
  • Accounting problems related to check claim processing
  • Check storage/retrieval charges
  • Check claims IPAC and statement of difference issues

National Payment Integrity and Resolution Center
Operations Support Division

  • Treasury check paid data from FRBs reconciliation with issue data from DOs
  • SF 5206 (Issue Adjustments)
  • SF 5209 (Paid Adjustments)
  • Follow-up on delinquent check issue reporting to TCIS
  • Four-digit ALCs

Philadelphia Financial Center
Customer Service Branch

855-868-0151

  • Check claims process
  • Requirements to submit a claim
  • Information on requests for copies of government checks

Collection Information Repository
Tameka J. Leonard, Manager
CIR Customer Support

800-624-1373, option #3

  • CIR
  • Detailed and summary level data on collections and deposits transaction.
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Operational Accounting Lifecycle

This page was last updated on August 05, 2021.