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Chapter 4000

INTRA-GOVERNMENTAL PAYMENT AND COLLECTION (IPAC) SYSTEM

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This chapter prescribes procedures agencies use to process intra-governmental expenditure transactions through IPAC, an electronic Internet-based collection and payment system. It also presents a general overview of IPAC system requirements and certain technical specifications established by the Department of the Treasury’s (Treasury’s) Bureau of the Fiscal Service (Fiscal Service).

Section 4010—Authority

In accordance with 31 U.S.C. 3513, the Secretary of the Treasury (the Secretary) may develop an effective and coordinated system of accounting and financial reporting that integrates Treasury’s accounting results and acts as the operating center for consolidating Treasury’s results with those of other executive agencies. 

Section 4015—Introduction

Primarily, IPAC provides an automated, standardized, interagency funds expenditure transfer mechanism for Federal Program Agencies (FPAs). It facilitates intra-governmental federal e-commerce by transferring funds, with related descriptive data, from one FPA to another on a real-time basis.

IPAC is comprised of the following interrelated subsystems:

  • The IPAC application that processes intra-governmental federal funds transfers between agencies;

  • The Retirement and Insurance Transfer System (RITS) that processes retirement and health insurance payments by federal agencies to the Office of Personnel Management (OPM); and

  • The Treasury Receivable Accounting and Collection System (TRACS) that processes interagency transfers related check disbursement data returned to federal agencies.

For more detailed information regarding the RITS and TRACS components, contact the Treasury Support Center (see the Contacts section).

IPAC enables FPAs to exchange accounting information and to transfer funds between FPAs for various interagency transaction types (buy/sell, fiduciary, and other miscellaneous payment and collection transactions). It establishes standardized interagency payment, collection, and adjustment procedures through an Internet-based application.

IPAC allows agencies to transmit multiple detail transactions with each summary transaction to aid in the reconciliation process.

FPAs may execute IPAC transactions on-line or via bulk data file connections. Each FPA determines the connection type in accordance with standards the Fiscal Service specifically developed for the IPAC electronic network.

To process interagency expenditure transactions, agencies should use IPAC per TFM Volume I, Part 2, Chapter 4700, Appendix 10 at http://tfm.fiscal.treasury.gov/v1/p2/c470.pdf.

Section 4020—Definitions

Accomplished Date—The date that an IPAC transaction was successfully processed by IPAC.

Adjustment—A transaction that an agency initiates to adjust an erroneous or incorrect payment or collection. Agencies can use adjustments only to reduce (adjust down) the original transaction amount and may process an adjustment only against a payment or collection that is 90 days old or less.

The following are two types of adjustment transactions processed through IPAC:

  • Receiver Initiated Adjustment—A transaction that the receiver agency initiates to adjust an erroneous or incorrect payment or collection.
  • Sender Initiated Adjustment—A transaction that the sender agency initiates to adjust an erroneous or incorrect payment or collection. 

Agency Administrator (AA)—The AA signs the IPAC User Request Forms. AAs also perform the annual recertification of their agency users, and they must make sure that users turn in a revocation form when they no longer require access to IPAC.

Agency Location Code (ALC)—There are 3 types of ALCs: 3-digit, 4-digit, and 8-digit numbers. The three-digit ALC is only used by the Fiscal Service disbursing office (or Payment Center) in Kansas City.  The four-digit identifier is used by Non-Treasury Disbursing Offices for reporting check issuance to Treasury and accounting transactions to CARS. 

Eight-digit identifiers are assigned by the Fiscal Service to Federal entities for reporting purposes. The first digits of the 8-digit ALC identify the Branch, Department, Commission, Bureau or agency of the Federal entity. The third and fourth digits identify the particular bureau or office within the Federal entity and the last 4-digits identify the specific agency accounting or program section within the particular bureau or agency.

Agency Transaction Module (ATM)—A Fiscal Service web-based enterprise application that allows users to input transactions and view vital accounting information using a standard web browser.

Business Event Type Code (BETC)—An eight-character code that indicates the type of activity being reported (borrowing, repayment, offsetting collection, receipt, disbursement, etc.) It is used in combination with the Treasury Account Symbol (TAS) to determine the transaction effect on the Fund Balance with Treasury.

Central Accounting Reporting System Non-Reporter (CARS Non-Reporter)—Agencies who are not authorized by Memorandum of Understanding (MOU) to provide TAS/BETC data on transactions reported to the Central Accounting Reporting Sysem System (CARS) by the Central Accounting Front End System (CAFE.)  (CAFE captures TAS/BETC data files from source systems and translates them to CARS.)  These agencies are identified by ALC and source system (for example, IPAC, the Secure Payment System for external vendor invoice payments, and the Collections Information Repository for deposits.)

Central Accounting Reporting System Parallel Reporter (CARS Parallel Reporter)—Organizations that are not yet CARS Reporters but that can analyze and identify potential issues with their trading partners initiating transactions to their ALC before becoming CARS Reporters. These agencies use the Agency Special Requirements function in IPAC.

Central Accounting Reporting System Reporter (CARS Reporter)—Agencies authorized by MOU to provide TAS/BETCs on incoming daily transactions to CAFE/CARS. These organizations are identified by ALC and source system (for example, IPAC, Secure Payment System for external vendor invoice payments, and the Collections Information Repository for deposits.)

Chief Financial Officer (CFO)—The Federal Program Agency CFOs or Deputy CFOs sign the Master Administrator Designation Forms. Fiscal Service verifies that the CFO is valid before processing the forms.

Classification, Transactions, and Accountability (CTA) Application—A Fiscal Service Central Accounting Reporting System (CARS) ATM component that FPAs use to report their monthly accounting activity to Fiscal Service. The monthly CTA submissions certified within the CTA application serve as a basis for Treasury’s publications to Congress and the public regarding federal revenues and expenditures.

Collection—A transaction that an agency initiates to pull money, in the form of an online transfer, from FPAs within IPAC.

Detail Amount—The amount entered by the user on the detail section of the IPAC transaction screens. IPAC does not automatically calculate this amount from the Quantity and Unit Price fields; however, the Quantity multiplied by the Unit Price must equal the Detail Amount.

Disbursing Office Symbol (DO Symbol)—An identifier that is automatically assigned when an agency becomes an IPAC application user. Each ALC has a unique DO symbol for each IPAC application (IPAC and RITS).

Intra-governmental Business Rules—See TFM Volume I, Part 2, Chapter 4700, Appendix 10 at http://tfm.fiscal.treasury.gov/v1/p2/c470.pdf.  These rules apply to all intra-governmental business, specifically, transactions that entail the exchange of goods and services (reimbursable agreements); investments and borrowings; and transfers between federal entities.

IPAC Adjustment Voucher Number—A unique identification number that is automatically assigned to each adjustment a customer agency enters into the IPAC application. Bulk file users have the capability to assign their own IPAC adjustment voucher numbers.

IPAC Customer Agency—Recipient of an IPAC transaction. Also referred to as the “receiver” agency.

IPAC Document Reference Number—A unique identification number that is automatically assigned to each interagency transaction entered into IPAC. It is a sequential number assigned by DO symbol. This number, when combined with a DO symbol, is unique. Bulk file users have the capability to assign their own IPAC document reference number.

IPAC Originating Agency—The initiator of an IPAC transaction. Also referred to as the “sender” agency.

IPAC Trace Number—A unique identification number that is automatically assigned to each zero dollar interagency transaction entered into IPAC. Bulk file users have the capability to assign their own IPAC trace number.

Logon ID—The alphanumeric characters that are assigned to uniquely identify a user.

Master Administrator (MA)—The MA signs the Agency Administrator Designation Forms and certifies the agency’s AAs during recertification. MAs can recertify lower level users when the AA is not available. They also should assure that AAs turn in a revocation form when required. The MA cannot be an AA or an IPAC System user.

Miscellaneous Information Field—An optional IPAC field for storing additional information about a transaction.

Payment—A transaction that an agency initiates to disburse money, in the form of an online transfer, to FPAs within IPAC.

Post-USSGL Transactions—An IPAC transaction type used to update the originating agency’s U.S. Standard General Ledger (USSGL) information or to add or change the receiver (customer) agency’s USSGL information.

Shared Accounting Module (SAM)—An application that facilitates the process of validating or deriving TAS and BETC combinations to assist GWA in classifying financial transactions as they occur. SAM is becoming the single source for Enterprise Reference Data to Government agencies and Treasury applications. For more information, see the Fiscal Service website at http://www.fiscal.treasury.gov/fsservices/gov/acctg/sam/sam_home.htm.

Treasury Account Symbol (TAS)—An identification code assigned by the Department of the Treasury. TAS represents individual appropriations, receipts, and other fund accounts.

Zero Dollar Transaction—Used to provide USSGL account information to trading partners, correct information sent in an earlier transaction, or convey additional information. Agencies do not use zero dollar transactions to transfer funds.

Section 4025—Originating Intra-governmental/IPAC Transactions

4025.10—Trading Partner Agreements (TPAs) and Interagency Agreements (IAAs)

Fiscal Service recommends that FPAs establish TPAs as appropriate. When establishing TPAs, agencies should obtain the TAS and all other pertinent information needed to process an IPAC transaction. All TPAs should provide business rules sanctioned by the appropriate authority within each prospective agency. Neither Treasury nor Fiscal Service executes TPAs. The parties to the agreement must execute arbitration regarding TPA disputes/disagreements in a timely manner. Fiscal Service reserves the right to intercede if the federal government’s fiscal responsibilities are at risk.

As part of the TPA, the IPAC originating agency provides the IPAC customer agency with clear and appropriate instructions for transmitting requisition/order information. Conversely, the IPAC customer agency must include its ALC on all requisitions or order forms forwarded to the IPAC originating agency. The ALC identifies the customer agency that is to be billed for services or supplies. In addition, the customer agency must provide data for all IPAC required fields as well as the customer agency’s special requirements. Customer agencies must include adequate and sufficient descriptive information on the requisition or order form that the originating agency includes in the description section of the IPAC transaction. This enables the customer agency to match the IPAC transaction bill, when received, with the originating requisition.

Fiscal Service recommends that trading partner requirements for a reimbursable agreement be negotiated through the IAA. The IAA facilitates communication between the buyer and seller, while also enabling them to agree on the data elements and terms of the reimbursable transaction before business begins. There are two IAA sections, 7600A - General Terms and Conditions (GT&C) Section and 7600B - Order Requirements and Funding Information (Order) Section.

Buyers and sellers follow the IAA instructions to capture the necessary data elements to ensure a complete reimbursable agreement before beginning any performance of the order.

For more information, see the Fiscal Service Financial Management and Budget Standardization website at http://www.fiscal.treasury.gov/fsreports/ref/fincMgmtStdzn/fincMgmtStdzn_home.htm.

4025.20—Initiating the Order

Before accessing IPAC, each FPA must assign an IPAC AA, MA, and CFO for each of its ALCs. The FPA CFO or Deputy CFO, who must be verified by Fiscal Service, signs the Master Administrator Designation Forms.

The MA signs the Agency Administrator Designation Forms and certifies the agency’s AAs during recertification. The MA also recertifies lower level users when the AA is not available.

The AA processes the IPAC User Request  and registers agency personnel as IPAC users. If Fiscal Service has not assigned an AA to the agency, the agency should contact Fiscal Service (see the Contacts section.)

4025.30—IPAC Requirements

To access IPAC, users must have the following:

To gain access, users must self-enroll in the IBM Tivoli Identity Manager (ITIM).

IPAC users must have a Treasury Enterprise ID (ITIM) and Password.  If a user does not have an ITIM ID, please register at the following website https://www.fiscal.treasury.gov/fsservices/gov/acctg/ipac/getting_started.htm.

Follow the enrollment screens sequentially to get your user ID and password.

(For users who already have an ITIM ID and password, please visit https://reg.fms.treas.gov/itim/self and enter your user ID and password.)

1. On the Treasury ITIM main screen click "Request Account."

2. Find and click on IPAC from the list of applications.

3. Select the role you need from the drop down menus.

4. Search and select your Supervisor.

    a. Click the Search button.

    b. In the "Search by" select Email Address and then type in your Supervisor's email address.

5. Click on your Supervisor's name.

***If you cannot find your supervisor; that means he or she is not enrolled in ITIM.  You cannot proceed until your supervisor has access to approve your request.

6. After your selection has been made click "Next" and then "Request Account".

7. An email will be sent to your supervisor notifying them to approve your access request.

8. Once your supervisor approves your access, Fiscal Service will notify you via email that your access is complete.

For questions regarding IPAC enrollment, please contact the Treasury Support Center as listed in the Contacts section.

4025.40—IPAC Required Fields

IPAC allows each FPA to control which data fields in an IPAC transaction it deems required, beyond those that Fiscal Service has made mandatory. At this time, the Fiscal Service mandatory fields include the following:

Payment and Collection Transactions

ALC Contact
Contact Telephone Number
Contact E-mail Address
Originating ALC
Customer ALC
Invoice Number
Pay Flag
Quantity
Unit Price
Unit of Issue*
Detail Amount
Obligating Document Number
Purchase Order Number
Sender Treasury Account Symbol

Adjustment Transactions

ALC Contact
Contact Telephone Number
Contact E-mail Address
Originating ALC
Customer ALC
Amount
Original IPAC Document Reference Number
Original DO Symbol
Sender Treasury Account Symbol
Original Accomplished Date

Zero Dollar Transactions

ALC Contact
Contact Telephone Number
Contact E-mail Address
Originating ALC

*See the Unit of Issue list on the IPAC website at: http://www.fiscal.treasury.gov/fsservices/gov/acctg/ipac/questions.htm.

4025.50—CARS Treasury Account Symbol/Business Event Type Code (TAS/BETC)

Fiscal Service requires the originating agency to provide sender TAS and sender BETC information. Agencies may supply additional information in the description areas provided for such information.

CARS reporting agencies and parallel reporting agencies originating an IPAC transaction must report a valid TAS/BETC for the sender side of each IPAC transaction. IPAC rejects any reporting agency ALC transactions that do not contain a valid TAS/BETC combination. Also, trading partners that process IPAC transactions with CARS reporting agency ALCs must report a valid IPAC TAS/BETC for the reporting ALCs on the receiver side of the transaction. A list of valid TAS and BETCs is available for download on the SAM website at http://www.fiscal.treasury.gov/fsservices/gov/acctg/sam/sam_home.htm.

Agencies requesting to become a CARS reporting agency must first become a CARS parallel reporting agency. When an agency becomes a CARS parallel reporter, the agency must submit a special requirements request for payments, collections, and adjustments for the receiver TAS, sender BETC, and receiver BETC fields for each ALC designated as a reporter. During the parallel reporting phase, agencies are required to include the Sender and Receiver TAS/BETC; However, transactions are not directly posted to an agency's TAS at the time of origination.  Parallel reporters must still report these transactions to Treasury with TAS data by submitting an SF 224/CTA at the end of each month.  If transactions are not reported in the Parallel phase, the agency will still receive a Statement of Difference.  After the parallel reporting phase is successfully completed, the agency can request to become a CARS reporting agency.  Transactions will then be reported to CAFE/GWA with TAS/BETC data on a daily basis, and the agency will no longer be required to include these transactions on a monthly  SF 224/CTA.

Eventually, all IPAC transactions must report the TAS/BETC on both the sender and receiver sides of the IPAC transaction. However, agencies are encouraged to submit the TAS/BETC for both the sender and receiver sides as soon as possible. For more information on becoming a CARS reporter, see the CARS website at http://www.fiscal.treasury.gov/fsservices/gov/acctg/cars/cars_home.htm.

IPAC accepts only a valid TAS. Most “F” accounts are not valid for use through IPAC. However, while Treasury continues to work with agencies to identify alternatives to using “F” accounts, agencies will be allowed to use valid “F” accounts in IPAC.

4025.60—Component TAS Reporting (formerly the Common Governmentwide Accounting Classification)

On March 23, 2012, FS issued a CFO letter that provided guidance to FPAs to begin using the component TAS format on all financial transactions. Agencies may access a list of available and valid component TAS on the SAM website at http://www.fiscal.treasury.gov/fsservices/gov/acctg/sam/sam_home.htm.

CARS accepts only TAS that are valid for use through IPAC. The component TAS structure is the only structure that is accepted online in IPAC. However, the bulk file application allows for multiple formats to represent the same TAS. Once the component format is mandated, the capability to accept multiple TAS formats via IPAC bulk file will be discontinued.

The IPAC System is the first feeder system to require the new standard component format. In the future, the component TAS will be required in all Fiscal Service payment and collection systems. For more information, refer to the Financial Management and Budget Standardization website at http://www.fiscal.treasury.gov/fsreports/ref/fincMgmtStdzn/fincMgmtStdzn_home.htm.

4025.70—Standard Component TAS and BETC Reporting

In support of standardizing data elements, Fiscal Service implemented an eight-digit component TAS, as originally published in the CGAC V1.0 July 2007 document.

Currently, Fiscal Service is updating its transaction and reporting systems to collect and display the component TAS. IPAC provides the flexibility to accept and display either the current TAS or the component TAS, allowing for multiple formats to represent the same TAS.

In addition, the BETC is an up to eight-character code used in CARS to indicate the type of activity being reported, such as payments, collections, borrowings, etc. This code must accompany the TAS and the dollar amount(s) in order to classify the transaction against the Fund Balance With Treasury. The BETC, in effect, replaces transaction codes and standard subclasses that are currently used on the central accounting reports, such as the SF 224/CTA and the Account Statement.

Eventually, FPAs will be required to report the standard component TAS and BETC on both the sender and receiver sides of all IPAC transactions. However, agencies are encouraged to submit the current format TAS/BETCs for both the sender and receiver sides as soon as possible. Until agencies are required to use the new standard GWA TAS/BETCs, GWA will provide a crosswalk from the current TAS formats to the new standard GWA format. Further information and a list of valid TAS and BETCs can be found on the CARS website at http://www.fiscal.treasury.gov/fsservices/gov/acctg/cars/cars_home.htm. The spreadsheet on the GWA website displays the component pieces of the TAS, along with the concatenated format for reporting in IPAC currently, and the new standard GWA TAS format.

4025.80—Initiating the Automated Interagency Transaction

The originating (sender) agency must input the appropriate data in all the IPAC required data fields. Also, it must input the customer agency’s special requirements and any descriptive information, supplied with the requisition/order, in the appropriate fields of the IPAC transaction.

When the transaction is processed through IPAC, immediate collection or payment is accomplished. For payment transactions, IPAC credits the originating agency’s ALC and charges the customer agency’s ALC. For collection transactions, IPAC charges the originating agency’s ALC and credits the customer agency’s ALC. The transaction includes all IPAC required fields, as well as all agency-specific required data, as stipulated by the customer agency or the TPA.

If the originating agency does not comply with this procedure, reconciliation problems for the customer agency may result. Noncompliance with or abuse of these established billing procedures may result in Fiscal Service revoking privileges of IPAC. The User Provisioning Service, a division of the GWA Customer Relationship Management team, provides specific instructions for using IPAC.

4025.90—Transmitting/Receiving the Transaction

The IPAC database is updated immediately when processing online transactions and as close to real time as possible for bulk data file transmissions. The system automatically issues a unique IPAC document reference number for each completely processed transaction (bulk file users have the capability to assign their own IPAC document reference numbers). IPAC ensures that no two transactions are assigned the same number for the same ALC/DO symbol combination. Agencies billed via IPAC receive transactions regardless of whether or not the ALC has access to IPAC.

FPAs using IPAC may print their transactions immediately after the originating agency enters the transactions into IPAC. In addition, agencies may retrieve their transactions by downloading data directly into their computer systems to aid in the reconciliation process.

Originating agencies have through the last day of each month to enter transactions for that month. 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. 

Section 4030—Recording and Reporting Automated Interagency Transactions

Each Federal agency’s accounting office must verify the accuracy of the transactions retrieved from IPAC. Agencies follow standard procedures to record the transactions applicable to their TAS as of the accomplished/transaction date reflected in IPAC.

4030.10—End-of-Month Reporting

Non-CARS Reporters and Parallel CARS Reporters must report their monthly receipt and disbursement activity to Treasury via the SF 224/CTA, the SF 1218: Statement of Accountability (Foreign Service Account), or the SF 1219: Statement of Accountability. 

Non-CARS Reporters and Parallel CARS Reporters (when either the originating agency or the customer agency) must include all IPAC activity in the net total amount of all disbursement, collection, and adjustment transactions for their ALCs. They report their data using the SF 224/CTA, the SF 1218, or the SF 1219 for the current accounting payment month. 

Non-CARS Reporters and Parallel CARS Reporters should print reports of all IPAC transactions at the end of each month to prepare for submission of the SF 224/CTA or SF 1219/1220.

CARS Reporters do not have to report any monthly receipt or disbursement activity since transactions were already reported to Treasury at the time of origination.  However, they must file a  Classification, Transactions and Accountability (CTA) Statement, or a SF 1220/1221, to reclassify any transactions between TAS/BETC if they were initially reported to Treasury incorrectly or need classified between additional TAS/BETCs.  The Net Total of the CTA Statement or SF 1220/1221 should be $0.00, since transactions are only reclassified between TAS/BETC.

CARS Reporters (when either the originating agency or the customer agency) must include all IPAC activity in the net total amount of all disbursement, collection, and adjustment transactions for their ALCs. If the TAS/BETC included on the IPAC originations was not correct or needed broken down to additional TAS/BETC, the agency must reclassify the transaction in the CTA Module during the month, or on a CTA Statement or SF 1220/1221 at the end of each month.

CARS Reporters may view all IPAC Transactions in the CARS CTA Module throughout the month, and reclassify between TASs as necessary.  They should also print reports of all IPAC transactions at the end of each month to prepare for a potential submission of the CTA Statement or SF 1220/1221. 

IPAC provides online data retention for 18 months after a transaction is accepted.

4030.20—Monthly Treasury Reporting of Differences to Agencies

Transactions not reported to CARS by Non-CARS Reporters and Parallel CARS Reporters will result in an out-of-balance condition. Fiscal Service will compare the amount reported by the agencies on their SF 224s/CTAs or SF 1219/1220 with the combined total of the amount from IPAC data and any disbursing activity from Treasury disbursing offices. If there is a difference, Fiscal Service generates an SF 6652: Statement of Differences, Disbursing Office Transaction. Fiscal Service prepares this report on a monthly basis for each ALC. Also a “Monthly Register of Transactions,” which provides a detailed listing of all transactions charged or credited to a particular ALC, is included. Agencies must investigate the differences and make the necessary corrections on their next SF 224/CTA or SF 1219/1220. 

CARS Reporters should reconcile all their monthly cash activity, but will not have a SF 6652 Statement of Difference.  Since cash transactions are reported to CARS at the time of origination, and no new transactions can be reported to CARS on the CTA submission or SF 1220/1221, the amount of cash transactions will always agree to the amounts of transactions maintained in Fiscal Service central accounts. There can no longer be a "Statement of Difference - Deposits" or a "Statement of Difference- Disbursements" for Full CARS Reporters.  The Net Cash Total of the CTA submission or SF 1220/1221 reports must equal $0.00, and only reclassifications to correct transactions between TASs, or to move funds between TASs in non-cash transactions, are submitted. 

4030.30—IPAC End of Fiscal Year Reporting

For the year-end closing process, agencies report all disbursement activity, including IPAC transactions charged to an agency’s ALC, to the applicable TAS for the fiscal year to which it relates.

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 using either the SF 224/CTA or FMS 1219/1220, 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.

For year-end Federal Agencies’ Centralized Trial-Balance System reporting, the agency should contact Fiscal Service's Budget Reports Division (BRD) to request adjustments. The agency should prepare and fax BRD its proposed adjustments (see the Contacts section), including supplemental documents such as a signed copy of the FS 224 or FS 1219/1220. Treasury reserves the right to review and determine if it will accept the adjustments based on established criteria.

Section 4035—Adjustments of Erroneous Charges

Fiscal Service does not allow submission of unrestrained payments, collections, or adjustments to IPAC. IPAC agencies should be diligent in their transaction procedures, and agencies must only use the adjustment procedure when the transactions have been charged under IPAC. Agencies must not use the IPAC adjustment procedure to adjust charges that originated under other billing systems.

For IPAC transactions that are rendered for services purchased or supplies shipped, an agency should not consider a charge erroneous simply because it receives the billing statement before the supplies. If the agency subsequently finds that the charge is erroneous, it should make the adjustment at that time. However, the agency is limited to 90 days, upon receipt or sending of its IPAC transaction, to process the adjustment.

To adjust the erroneous charge, the agency should contact its trading partner agency to discuss the error and the considerations underlying each adjustment. The name, telephone number, and email address for the agency's designated contact person appears on the top of each IPAC transaction.

Then, the agency accesses IPAC and selects “IPAC Adjustments” from the menu. It enters the original document reference number and the originator’s DO symbol to locate the original transaction to be adjusted.

An agency must input an adjustment into IPAC on or before the end of each month for that adjustment to be included in that month’s net total. Otherwise, the adjustment will be reflected in the subsequent month’s net total.

If the agency concludes that the adjustment (or a portion thereof) was improper, it must communicate this to the trading partner agency, preferably by telephone or email. When an agreement is reached, the sender or receiver agency prepares a second IPAC transaction charging the appropriate amount. Agencies cannot make an adjustment to an adjustment.

Since IPAC is an online, interactive system, the edit program does not allow entry of invalid ALCs. However, it is possible for an IPAC agency to prepare a transaction to a valid but incorrect ALC. Therefore, erroneous charges only involve differences concerning the dollar amount charged or the transaction itself. Erroneous charges are corrected by initiating an adjustment transaction. Adjustment transactions can be initiated by a sender or receiver agency. Agencies can use adjustments only to reduce (adjust down) the original transaction amount and may only process an adjustment against a payment or collection that is 90 days old or less.

Section 4040—Restrictions

Fiscal Service reserves the right to make any adjustments centrally in Treasury’s Central Accounting System and the IPAC database, and to remove any agency from IPAC if the agency fails to comply with the rules and regulations set forth in this TFM chapter.


CONTACTS

Direct inquiries regarding the IPAC application to:

Treasury Support Center
1421 Dr. Martin Luther King Drive
St. Louis, MO 63106-3716
Telephone: 877-440-9476
Email: IPAC@stls.frb.org
IPAC website: http://www.fiscal.treasury.gov/fsservices/gov/acctg/ipac/ipac_home.htm

Direct inquiries regarding Monthly Treasury Reporting of Differences to:

Cash Accounting Division
Bureau of the Fiscal Service
Department of the Treasury
3700 East-West Highway, Room 500E
Hyattsville, MD 20782
Telephone: 202-874-8270

Direct inquiries regarding yearend reporting to:

Budget Reports Division
Bureau of the Fiscal Service
Department of the Treasury
3700 East-West Highway, Room 518D
Hyattsville, MD 20782
Telephone: 202-874-9880
Fax: 202-874-9966

Direct inquiries regarding the IAA to

Bureau of the Fiscal Service
Department of the Treasury
PO Box 1328
Parkersburg, WV 26106-1328
Website: http://www.fiscal.treasury.gov/fsservices/gov/acctg/ipac/contacts.htm