Defining Agency Location Codes

To set up agency location codes (ALCs) and Government-wide Accounting and Reporting (GWA) options for reporting, use the Agency Location component (AGENCY_LOC_CD)

This section discusses how to:

Define agency location codes.
Define GWA reporting options.
Define IPAC fields.

Pages Used to Define Agency Location Codes

Page Name	Definition Name	Navigation	Usage
Agency Location Code	AGENCY_LOC_CD	Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code	Define agency location codes by set ID for federal payment schedules and reporting purposes and provide ALC name, location, address, and telephone information.
GWA Reporting Options	AGENCY_LOC_CD2	Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code, GWA Reporting Options	Assign a Business Activity and one or more effective dated Reporter Categories to an Agency Location Code. When an agency system is ready to pass the BETC code to the U.S. Treasury, the agency will select the appropriate Reporter Category so that the data can be reported as required.
IPAC Fields	ALC_IPAC_FLDS	Set Up Financials/Supply Chain, Common Definitions, Agency Location Codes, Agency Location, Agency Location Code, IPAC Fields	Define additional IPAC fields as required or optional.

Understanding Agency Location Codes

The Agency Location Code (ALC) is an identifier that is used to define agencies by setID for federal payment schedules and reporting purposes.

PeopleSoft supports IPAC Payments (PeopleSoft Payables) and Collections (PeopleSoft Receivables) as well as IPAC adjustments and zero dollar transactions. The department of Treasury and the IPAC system utilize bulk file formats to send and receive IPAC transactions. These formats are flat files that contain the necessary information to accurately report and account for payments, collections, adjustments, and zero dollar (info only) IPAC transaction types.

See Processing Inbound IPAC Transactions

See Processing Outbound IPAC Transactions

See (USF) Submitting Transactions Between Agencies Using the IPAC System

For General Ledger, by using the ALC field on the Journal Header page, agencies can record cash transactions by journal entry directly to the general ledger. The journal header ALC field can be used by the system to select cash entries that were entered directly to the general ledger for reporting purposes. Journal entries made directly to the general ledger are usually made for the recording of undeposited cash, or collections.

Undeposited collections are amounts received by an agency that have yet to be deposited with the U.S. Treasury. Some agencies receive small amounts of money that they deposit once a week. Agencies book these amounts to an undeposited collections account until they are officially deposited with the U.S. Treasury.

Common Terms Used for U.S. Government Agency Reporting

These terms are commonly used when referring to U. S. Government Reporting for Agencies

Term	Description
CGAC (Common Government-wide Accounting Classification Structure)	The CGAC is the U. S. government structure that establishes a standard method for classifying the financial effects of government business activities.
FSIO (Financial Systems Integration Office)	The FSIO is a U.S. government office that establishes requirements for federal government business systems processing.
TAS (Treasury Account Symbol)	Federal agencies are required to use Treasury Account Symbols (TAS) when reporting cash transactions to the U. S. government. They must also use valid combinations of TAS and Business Event Type Codes (BETC) that the Department of Treasury publishes when entering and reporting IPAC Transactions. See Defining Component TAS and BETC Elements in Compliance with Federal Reporting Requirements
BETC (Business Event Type Code)	This code identifies the business event type of a transaction for U. S. government reporting.
IPAC Payment	Originates from PeopleSoft Payable and provides the IPAC system with payment-specific information using bulk file formats.
IPAC Collection	Originates from PeopleSoft Receivables and provides the IPAC system with collection-specific information via bulk file formats.

Agency Location Code Page

Use the Agency Location Code page (AGENCY_LOC_CD ) to define agency location codes by set ID for federal payment schedules and reporting purposes and provides for ALC name, location, address, and telephone information.

Navigation

select Set Up Financials/Supply Chain, then select Common Definitions, then select Agency Location Codes, then select Agency Location, then select Agency Location Code

Image: Agency Location Code page

This example illustrates the fields and controls on the Agency Location Code page. You can find definitions for the fields and controls later on this page.

Agency Location Code

Enter an 8-digit numeric value for the ALC unless the Non-Treasury Disbursed ALC option is to be selected.

If the ALC payments are made outside the U.S. Treasury system and the Non-Treasury Disbursed ALC option is selected, the system does not enforce the 8-digit edit.

Non-Treasury Disbursed ALC

Click if the ALC does not use the US Treasury to carry out payments or if the ALC is authorized to do its own payments outside the U.S. Treasury.

The SF224 process does not use ALCs for which this option is selected because the SF224 process only reports on cash activity that goes through the U.S. Treasury.

Note: If you set this option incorrectly for an ALC and save it, the incorrect ALC and option will remain because you cannot delete the rows online. You must define a new ALC with the appropriate option.

IPAC Document Reference Number

IPAC (Intra-governmental Payment and Collection system) is designed to transfer funds between government agencies and provide the capability to include descriptive information related to each transaction. This descriptive information assists with monthly reconciliation.

IPAC Bulk Prefix

Enter a 3-digit alphanumeric prefix to be used by PeopleSoft in creating unique document reference numbers (to differentiate from the Department of Treasury document reference numbers) for those Agency Location Codes that are used to send payments and collections.

IPAC Bulk Counter

Enter the beginning number from which to increment the sequential counter for the document reference number.

See Processing Outbound IPAC Transactions.

See(USF) Submitting Transactions Between Agencies Using the IPAC System .

Sender DUNS

Sender DUNS and Sender DUNS Plus 4

Enter a Sender DUNS or Sender DUNS Plus 4 value for the Sender Agency Location Code (ALC). These fields may be required as defined on the IPAC Fields page. (The Receiver DUNS and DUNS Plus 4 values are stored on the Customers - Additional General Information page).

If the Sender DUNS and Sender DUNS Plus 4 are defined as required on the IPAC Fields page, the system uses these values as the Sender information defaults on the Receivable IPAC Transactions page.

Note: The Sender and Receiver DUNS and DUNS Plus 4 fields will only appear as defaults on the IPAC transactions if they are marked as required on the IPAC Fields page. This applies to items created online and from an external interface (therefore derived from the AR Posting program).

Agency Location Code - GWA Reporting Options Page

Use the GWA Reporting Options page (AGENCY_LOC_CD2) to assign a Business Activity and one or more effective dated Reporter Categories to an Agency Location Code.

When an agency system is ready to pass the BETC code to the U.S. Treasury, the agency will select the appropriate Reporter Categoryt.

Navigation

select Set Up Financials/Supply Chain, then select Common Definitions, then select Agency Location Codes, then select Agency Location, then select GWA Reporting Options

Image: http://adc6170080:8096/ImageLib/img/help-PB/fscm/fglr/i2a517932n-7ea1.png

This example illustrates the fields and controls on the http://adc6170080:8096/ImageLib/img/help-PB/fscm/fglr/i2a517932n-7ea1.png. You can find definitions for the fields and controls later on this page.

Image: GWA Reporting Options Page

This example illustrates the fields and controls on the GWA Reporting Options Page. You can find definitions for the fields and controls later on this page.

Business Activity

Select the business activity type for this agency location code. Values are:

CashLink Only
IPAC Only (Intra-Governmental Payment and Collection only)
IPAC and CashLink
IPAC and TDO Payments (IPAC and Treasury Disbursing Office payments)
IPAC, CashLink and TDO Pymts (IPAC, CashLink, and TDO Payments)
No Business Activity Type
TDO Payments Only
TDO Payments and CashLink

Reporter Category

Select a GWA reporter category code for this agency location code. The reporter category can be equivalent to the business activity type, a subset of the business activity type, or a non-reporter. For example, if you select the IPAC and CashLink business activity type, the valid selections are IPAC Only, CashLink Only, IPAC and CashLink, or Non Reporter.

If either the Sender or Receiver ALC has one of the following four Reporter Category values, then that ALC agency is a GWA reporter for IPAC:

IPAC Only
IPAC and CashLink
IPAC and TDO Payments
IPAC, CashLink and TDO Pymts

Business Activity and Reporter Category Combinations

The system requires that the business activity type and reporter category codes are a valid combination. The system displays a warning message if the combination is invalid.

This table shows valid and invalid combinations:

Business Activity Type	Valid Reporter Category Code	Invalid Reporter Category Code
CashLink Only	CashLink Only Non Reporter	IPAC Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments Only TDO Payments and CashLink
IPAC Only	IPAC Only Non Reporter	CashLink Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments Only TDO Payments and CashLink
IPAC and CashLink	CashLink Only IPAC Only IPAC and CashLink Non Reporter	IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments Only TDO Payments and CashLink
IPAC and TDO Payments	IPAC Only TDO Payments Only IPAC and TDO Payments Non Reporter	CashLink Only IPAC and CashLink IPAC, CashLink and TDO Payments TDO Payments and CashLink
IPAC, CashLink and TDO Payments	CashLink Only IPAC Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments Only TDO Payments and CashLink Non Reporter	No reporter category codes are invalid with this business activity.
TDO Payments Only	TDO Payments Only Non Reporter	CashLink Only IPAC Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments and CashLink
TDO Payments and CashLink	CashLink Only TDO Payments Only TDO Payments and CashLink Non Reporter	IPAC Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments
No Business Activity Type	Non Reporter	CashLink Only IPAC Only IPAC and CashLink IPAC and TDO Payments IPAC, CashLink and TDO Payments TDO Payments Only TDO Payments and CashLink

IPAC Fields Page

Use the IPAC Fields page (ALC_IPAC_FLDS) to assign a Business Activity and one or more effective dated Reporter Categories to an Agency Location Code.

When an agency system is ready to pass the BETC code to the U.S. Treasury, the agency will select the appropriate Reporter Category so that the data can be excluded from the SF224 report.

Navigation

select Set Up Financials/Supply Chain, then select Common Definitions, then select Agency Location Codes, then select Agency Location, then select IPAC Fields

Image: IPAC Fields page

This example illustrates the fields and controls on the IPAC Fields page. You can find definitions for the fields and controls later on this page.

Required Field and Field Name

Select the Required Field check box to define the selected field as required for this ALC. The IPAC fields available here are delivered as optional; fields that are by default required in PeopleSoft Financials are excluded.

Start Date and End Date

For each Required Field that you select, you must also enter Start Date and End Date values. Effective dating enables an agency to designate fields as optional or required in the future, based on the agency’s business case needs. If you deselect a Required Field check box, the system clears the start and end dates.