1.31.7 Operating Procedures for the Revenue Systems and Analysis Section in the National Headquarters Office

Manual Transmittal

February 01, 2018

Purpose

(1) This transmits revised IRM 1.31.7, CFO Internal Policy and Procedures, Operating Procedures for the Revenue Systems and Analysis Section in the National Headquarters Office.

Material Changes

(1) IRM 1.31.7. Substantially reformatted the IRM to match the Internal Control Template which addresses relevant Internal Controls. Because of this revision, all previous IRM 1.31.7 subsections were moved into new subsections.

(2) IRM 1.31.7.2.5.3.6.21, Premium Tax Credit. Updated subsection to reflect current procedures.

(3) IRM 1.31.7.2.9, Statement of Difference. Updated subsection to reflect current procedures.

(4) IRM 1.31.7.2.9.1, Instructions for generating automated Statement of Difference Reports. Updated subsection to reflect current procedures.

(5) IRM 1.31.7.2.9.2, The Statement of Difference (SOD) Delivery. Created this subsection to show what the Submission Processing Centers submit.

(6) IRM 1.31.7.2.9.2.1, Common Causes of Statement of Differences. Renamed the title of this subsection.

(7) IRM 1.31.7.4.2, List of Headquarters Account Numbers. Updated IRS accounts 5511 and 5512 to reflect its current name.

(8) IRM 1.31.7.4.4, Treasury Account Symbols. Added 20X5622.1 (PCA Special Compliance Personnel Receipt Fund).

(9) IRM 1.31.7.4.7, Unified Work Request. Added subsection to inform of the new requirements.

(10) IPU 17U1321, issued 09-08-2017, IRM 1.31.7.2.5.3.6.23, Private Collection Agency (Journal 120). Updated subsection for clarity.

(11) IPU 17U0936, issued 05-31-2017, IRM 1.31.7.2.5.3.6.23, Private Collection Agency (Journal 120). Updated subsection to reflect current procedures.

(12) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.2.5.3.6.21, Premium Tax Credit (Journal 702). Added the details leading up to the manual entry.

(13) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.2.5.3.6.23, Private Collection Agency (Journal 063). Added details to the background for the Private Debt Collection Program.

(14) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.2.9.2, Statement of Difference Automation. Added subsection to notify about the new reports.

(15) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.4.1, List of Headquarters Journal Posting Numbers. Added the 120, 143, 144, and 187 automated journal batch posting.

(16) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.4.2, List of Headquarters Account Numbers. Added accounts due to the outlay calculation change.

(17) IPU 17U0463, issued 03-08-2017, IRM 1.31.7.4.3, United States Standard General Ledger Accounts. Added SGL accounts for the outlay calculation changes.

(18) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Substantial changes were made by realigning subsections, adding new subsections, deleting subsections, and making editorial changes.

(19) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Updated manual transmittal signature to reflect new signatory, effects on other documents, and audience.

(20) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.1. Revised the overview and updated the personnel who maintain this IRM.

(21) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Added the following new IRM sections: IRM 1.31.7.3, Authorities; IRM 1.31.7.4, Related Resources; IRM 1.31.7.5, Definitions; IRM 1.31.7.6, Table of Acronyms; IRM 1.31.7.7, Responsibilities.

(22) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.2. Moved references to IRM 1.31.7.10.

(23) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.2.3. Government Wide Accounting (GWA) renamed Central Accounting Reporting System (CARS), and added paragraph revised to reflect new CARS process.

(24) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.2. System Security revised to clarify terms and by adding a new paragraph.

(25) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.3. Added Redesigned Revenue Accounting Control System Security Accreditation and Authorization.

(26) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.1.4. Added Menu options, Premium Tax Credit, Surplus Warrant.

(27) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.1.5. Added added Net change to tax payable, Premium Tax Credit transactions, and Sequestration.

(28) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.2. Added new journal data source to explain how source data for journals applies.

(29) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.2.1. Added new Individual Income Tax Credit and Business Income Tax Credit automation reports.

(30) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Deleted abbreviations from the title of IRM sections.

(31) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Changed GWA to CARS (Central Accounting Reporting System).

(32) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Changed Financial Management Service (FMS) to Fiscal Service.

(33) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.2.5. Commonwealth added to the title.

(34) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.4.6. Revised to say Conservation, and Therapeutic Credit changed to reflect Qualified School Construction in the account field of paragraph 3.

(35) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.4.7. Added Premium Tax Credit (Surplus Warrant), 701 window.

(36) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.5.9. Added Premium Tax Credit (Warrant), 700 window.

(37) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.12. Revised to say DR 5029 HQ Earmark, CR 2141 HQ Excise.

(38) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.16. Added Net Change to Payable, added Net Change to Payable (089 window).

(39) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.21. Added Premium Tax Credit (PTC), 702 window.

(40) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.24. Refundable credit revised and paragraph added to reflect the source data.

(41) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.28. Added a paragraph explaining the TIER/1329 Account (Taxes Receivable) differences.

(42) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.9.5.3.8.1. Super Windows section deleted and moved into IRM 1.31.7.8.5.3.8.

(43) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.8. Added a statement to inform of the RRACS lockout.

(44) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.9. Revised to update the reports used in calculating a Statement of Difference.

(45) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.9.1. Year end closing revised to clarify it is a process.

(46) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.10.1. The list of headquarters journal posting numbers revised to clarify it is from headquarters. Added Net change to Payable (window 089), Premium Tax Credit Warrant (window 700), Premium Tax Credit Surplus Warrant (window 701), Premium Tax Credit (window 702), IPAC posting summary (window 760), Line Modification adjustment (window 902), Journal Reversal (window 903), Line Adjustment (window 905), SF 224 Super window (window 911), and Hire 911 Receipts to the Patient Protection Act (PPA ACT) (046 window) to the list of journal numbers.

(47) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.10.2. The list of headquarters account numbers revised to add: 2146 HIRE 911 Receipts, 2735 Net Change to payable, 2835 Net change to Payable adjustment.

(48) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.8.5.3.6.29. Added Sequestration Journal 703.

(49) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.10.3. The following changes were made to the United States Standard General Ledger (USSGL): added 5700000000 (Expended Apportionment) to SGL chart; changed the SGL 5990 to 5700000000 for all Refundable Credits; expanded all SGL account codes to 10 digits, and added two new paragraphs to explain the update; added SGL accounts 2990000000, 3101000000, 3106000000, 4175000000, 4266000000, 4382000000, 4292000000, 6100005000.

(50) IPU 16U1371, issued 09-08-2016, IRM 1.31.7. Moved references of the journals COBRA, Warrant and Surplus Warrant, Government Retiree, Warrant and Surplus Warrant, Adoption Credit, Make Work Pay Warrant and Surplus Warrant, Rebate Warrant and Surplus Warrant, Economic Stimulus Rebate, Housing refundable Credit and reclass from within IRM 1.31.7 and added it to the new section IRM 1.31.7.11 as they are no longer journalized and moved here for Reference purposes. Moved related account postings that corresponds to the journal to IRM 1.31.7.11.1.

(51) IPU 16U1371, issued 09-08-2016, IRM 1.31.7.9.1. Added Treasury account symbols 20X0949, 75-20X0949.005.

Effect on Other Documents

IRM 1.31.7, dated July 26, 2011, is superseded. This IRM also incorporates the following updates issued from September 8, 2016 through September 8, 2017: 16U1371, 17U0463, 17U0936, and 17U1321.

Audience

These procedures are primarily for the staff in the Revenue Systems and Analysis Section of the Chief Financial Officer Organization.

Effective Date

(02-01-2018)

William H. Maglin II
Associate Chief Financial Officer, Financial Management

Program Scope and Objectives

  1. Purpose: This Internal Revenue Manual (IRM) provides background information, objectives, and standards for the Redesigned Revenue Accounting Control System (RRACS). This IRM also contains procedural steps for the Revenue Systems and Analysis Section to use when entering data into RRACS, as well as procedures relating to system security, research, balancing, data entry and data source location.

  2. Audience: The Revenue Systems and Analysis Section uses, develops, and maintains this IRM.

  3. Policy Owner: Chief Financial Officer

  4. Program Owner: Associate Chief Financial Officer, Financial Management

  5. Primary Stakeholders: The primary stakeholders are employees who utilize RRACS data.

  6. Program Goals: The goal of this IRM is to provide guidance when entering data into RRACS which ensures the accuracy.

Background

  1. The Budget and Accounting Procedures Act of 1950, further amended in 2005 by the Federal Manager's Financial Integrity Act, assigned the heads of executive agencies the responsibility for establishing and maintaining adequate systems of accounting and internal controls.

  2. The accounting systems and associated internal controls are designed to ensure compliance with administrative and legal requirements of the IRS, the Treasury Department, the Government Accountability Office (GAO), and the Office of Management and Budget (OMB).

Authorities

  1. 31 USC §3512: Executive agency accounting and other financial management reports and plans.

  2. Pub. L. No. 97–255, Federal Managers’ Financial Integrity Act (FMFIA).

  3. GAO Policy and Procedures Manual for Guidance of Federal Agencies.

Responsibilities

  1. This section provides responsibilities for:

    1. Chief Financial Officer

    2. Deputy Chief Financial Officer

    3. Associate Chief Financial Officer for Financial Management

    4. Deputy Associate Chief Financial Officer for Financial Management

    5. Director, Revenue Accounting Office

    6. Chief, Revenue Systems and Analysis Section

    7. Revenue Systems and Analysis Staff

Chief Financial Officer/Deputy Chief Financial Officer
  1. The Chief Financial Officer (CFO) is responsible for establishing financial policy for the management and reporting of the custodial assets.

Associate Chief Financial Officer for Financial Management
  1. The Associate CFO (ACFO) for Financial Management is responsible for establishing, maintaining, and ensuring compliance with custodial revenue policy and procedures for internal accounting operations and financial reporting, and provides direction on financial management; ensures financial products are properly presented and maintained; and financial systems are compliant with federal standards.

Deputy Associate Chief Financial Officer for Custodial Financial Management
  1. The Deputy Associate CFO for Custodial Financial Management ensures proper accounting and timely reporting of IRS custodial activities.

Director, Revenue Accounting Office
  1. The Director, Revenue Accounting (RA) Office, ensures compliance with federal financial management and reporting activities related to RA, and is responsible for the internal/external reporting requirements and the preparation of the monthly/annual financial statements.

Chief, Revenue Systems and Analysis Section
  1. The Chief, Revenue Systems and Analysis Section, coordinates custodial revenue accounting activities focusing on CFO Headquarters and Submission Processing Center’s RRACS accounting transactions and reconciliations.

Headquarters Staff
  1. Headquarters (HQ) staff serve as a Database Administrator (DBA), and have access to the RRACS DBA main menu.

  2. Each DBA is responsible for:

    1. Accepting responsibility for a password to the DBA menu.

    2. Exercising extreme caution when changing database information.

    3. Correcting records containing identification and status errors.

    4. Ensuring the default account period is properly set.

    5. Ensuring all assigned journals are complete prior to initiating month-end closing.

    6. Verifying the accuracy and completeness of accounting data.

    7. Monitoring all RRACS electronic data input and output and making all necessary reversals.

    8. Establishing and maintaining up to date procedures for End of Month (EOM).

    9. Reviewing database lists for invalid entries, and initiating corrective action when necessary.

Program Management and Review

  1. Program Reports: RRACS is the main source for accounting information in the IRS and Standard General Ledger (SGL) accounts. Data entered into RRACS may also be received from external sources and agencies.

  2. Program Effectiveness: Any data entered in RRACS/Treasury is saved and reviewed for accuracy, along with the documentation that supports the entry. RRACS reports can also be generated to ensure balancing.

Program Controls

  1. The Redesigned Revenue Accounting Control System provides accounting control for all revenue transactions. The database, located at the Enterprise Computing Center/Martinsburg Computing Center (ECC/MCC), consists of general ledger accounts. The RRACS database also stores transactions for researching, balancing accounts, and generating reports.

System Objectives
  1. The system is designed to meet the following Treasury Department objectives:

    1. Full disclosure of the financial results of operations through an orderly system of controlling and recording financial transactions on an accrual basis.

    2. Effective control over and accountability for funds, property and other assets, obligations, liabilities, expenditures, costs and revenues.

    3. Production of adequate and timely financial reports to meet the needs and objectives of internal management and to comply with external requirements.

    4. Production of reliable data for the Treasury’s budget, and for reporting to the Treasury Department, OMB and others.

    5. Coordination of accounting with the Treasury’s planning, programming, budgeting, and statistical reporting functions, including consistent classifications of data.

    6. Development of cost data for use in measuring results of operations and performance of functions.

    7. Compliance with statutory and Joint Financial Management Improvement Program core financial system requirements.

Internal Controls
  1. Management has the responsibility for providing a system of internal accounting controls to ensure legal compliance and sound financial management.

  2. Management can help achieve an adequate level of internal control by assigning operating responsibilities to individual employees, establishing employee training programs and incentives and rotations, and test checking transactions to the extent deemed essential.

  3. Controls must be integrated into daily operations to ensure that basic documents are accurate and transactions are entered correctly into the system. Internal accounting control has the following four basic elements:

    1. No one individual or group should have exclusive control over any transactions.

    2. Neither custodianship nor operating responsibilities should be confined to the person who is responsible for record keeping.

    3. Every internal check or accounting control must meet tests of practicality. It should not discourage employee responsibility, close the door on individual judgment, nor result in an added operating cost that is disproportionate to risks.

    4. Internal controls should be maintained in a dynamic state. Periodically, existing controls should be reevaluated and if necessary, reconstructed in harmony with changing conditions. Reevaluation of internal controls is especially important in RA activities due to tax system modernization components under development.

  4. Adequate control in RA not only involves ensuring that all revenues are recorded but also provides an adequate basis for making sure the government collects tax liabilities due. The revenue accrual basis of accounting aids in ensuring this result by establishing accounting control at the time revenues are collectible or received.

  5. The control over assets recorded in the general ledger accounts must ensure that these assets remain in the possession of the government. That adequate measures are taken for their preservation, and that assets are not written off or otherwise disposed of without proper authorization and follow-up where appropriate.

Internal Control Objectives
  1. The following are basic internal control objectives as defined by the GAO in standards for internal controls in the federal government, (GAO/AIMD-00-21.3.1, November 1999). The internal controls should ensure:

    1. Effectiveness and efficiency of operations including the use of the entity's resources.

    2. Reliability of financial reporting, including reports on budget execution, financial statements, and other reports for internal and external use.

    3. Compliance with applicable laws and regulations.

Internal Control Standards
  1. While management has the primary responsibility for providing a system of internal controls, all personnel have a responsibility for understanding and ensuring internal controls are functioning as intended.

  2. To assist the Revenue Systems and Analysis staff in carrying out internal control responsibilities, a condensed version of the key standards of internal control developed by the GAO follows:

    1. Documentation. The operation of the function, system or project is clearly described in writing. Documentation describes what goes in the system, how it is processed and what is to come out.

    2. Records of Transactions. Important events or transactions are promptly recorded and classified in accordance with documented procedures.

    3. Execution of Transactions. Events or transactions are authorized and executed only by persons with authority to do so.

    4. Separation of Duties. Key duties and responsibilities in authorizing, processing, recording, and reviewing transactions are separated among individuals.

    5. Supervision. Qualified supervision is provided.

    6. Competent Personnel. Managers and employees are knowledgeable, have professional integrity, and receive adequate training to do the work assigned to them.

    7. Accountability for Resources. Records are kept to show custody and use of resources. The records are periodically reviewed to determine reliability.

    8. Audit Resolution. Actions are taken for agreed to recommendations resulting from the Treasury Inspector General for Tax Administration (TIGTA), or GAO reviews.

  3. Each employee should review the above standards, apply them when possible, and take the following actions if appropriate:

    1. Make changes where possible or recommend the change to management if weaknesses are identified.

    2. Look for indicator of control weaknesses during Quality Improvement Projects.

    3. Include reviews or reports of employees, managers, TIGTA, and the GAO in determining the adequacy of controls.

    4. Look at the conclusions of any reviews or reports and consider how application of the internal control standards might correct an identified problem.

  4. To illustrate, internal controls used in RRACS include:

    1. The double entry system for general ledger accounts and periodic trial balances.

    2. The use of control accounts or memorandum records when prescribed to ensure the accuracy of subsidiary or individual records maintained in the operating units of the service.

    3. Follow up, by responsible supervisory personnel, of error situations, imperfections in operating methods, or changes in operations requiring alterations as a result of instructions from HQ or other IRS offices.

    4. HQ management responsibilities have internal checks to meet special local conditions.

    5. All supervisory personnel are cautioned to avoid redundancies in costly checking, verifying, and balancing accounting summaries with supporting documents.

Central Accounting Reporting System
  1. The Central Accounting Reporting System (CARS) is a Fiscal Service effort to manage financial and accounting information across federal program agencies.

  2. CARS captures and records Treasury Account Symbol (TAS) information for payments, deposits, and intra-governmental transactions.

  3. The HQ Agency Location Code (ALC) 20096500 is a CARS Reporter for the Intra-governmental Payment and Collection System (IPAC) system. All IPACs to the HQ ALC are sent to CARS real time and do not have to be reported on the SF 224 (Statement of Transaction) at month end.

  4. HQ uses the CARS Reclassification Module in Treasury to report all re-classes. The reclassification module is a way to capture re-classes on a real time basis, instead of waiting for the end of the month. The reclassification module replaced the SF 224 (Statement of Transaction) process.

  5. For further information regarding CARS, refer to the website: https://www.fiscal.treasury.gov/fsservices/gov/acctg/cars/cars_home.htm.

Government Accountability Office Audit Assistance
  1. The annual financial audit by the GAO of IRS tax transactions will be made at the location where the operations are conducted and the accounting records maintained.

  2. Copies of EOM Reconciliation; related original refund and check cancellation voucher schedules with any required supporting documents; Regional Finance Center (RFC) confirmation listings, etc. are to be retained in the files, in accordance with the GAO Manual. Separate files will be maintained, in accounting period order, of the refund disbursement and check cancellation schedules, and other documents relating to the EOM Reconciliation as follows:

    1. Original paid refund schedules SF 1166 (Optical Character Recognition [OCR], Voucher and Schedule of Payments).

    2. Original accomplished Refund Cancellation schedules SF 1098 (Schedule of Cancelled Checks), SF 1184 (Unavailable Check Cancellation), IPAC, and TFS 3813 (Schedule of Uncollectable Checks).

  3. The following additional records will be made available: Business Master File (BMF), Individual Master File (IMF), Custodial Account Data Engine (CADE) and Non Master File (NMF) Recaps of Assessments, Abatements, etc., Form 8485 (Assessment Adjustment Case Record documents), and Form 2285 (Concurrent Determinations of Deficiencies).

    Note:

    Both Forms 8485 and 2285 will be made available for selected restricted interest cases only, and taxpayer names will be redacted or removed.

  4. Also, specific transcripts will be produced on request by GAO auditors for individual cases selected for verification of refund interest computation.

    Note:

    Taxpayer names must be redacted or removed from transcripts prior to delivery to GAO unless otherwise notified.

  5. All unaudited records of refund transactions will be retained either in the SPC files or Federal Record Center (FRC) for the GAO audit.

  6. Records of refund transactions that have been audited by the GAO may be transmitted to the FRC or destroyed according to their destruction schedule.

  7. Copies used in lieu of originals must be photocopied for the GAO file.

Terms/Definitions

  1. In this IRM the terms/definitions below have the following meanings in RRACS:

    1. Action Bar - A bar across the top of a window that displays the allowable actions for that window

    2. Active Window - The window being used. This is the window that receives mouse and keyboard input.

    3. Edit Button - A menu selection used to correct an identifiable error before the item is posted. The selection cannot be used to change an 'Originating Source' from the Deposit Window.

    4. I–Beam Pointer (Cursor) - A pointer that indicates that the cursor is over an area where text can be typed.

    5. List Box - A vertical scrollable list of objects or settings choices that can be selected.

    6. Post Button - A button on the window that when selected will generate a Journal Control Number. This button also validates all fields or selected fields within the window and posts to the database

    7. Summary - A item on the menu that, when selected, displays which accounts were debited and credited for the transaction being entered and the amount.

    8. User Identification (User ID) - The unique identification assigned to you when you are given access to RRACS.

Acronyms

  1. The following chart contains acronyms that are used throughout this IRM:

    ACRONYMS DESCRIPTION
    ACCT Account
    ADA Allowance for Doubtful Accounts
    ALC Agency Location code
    AMT Alternative Minimum Tax
    AOTC American Opportunity Tax Credit
    BATF Bureau of Alcohol, Tobacco, and Firearms
    BCA Budget Clearing Account
    BHP Basic Health Plan
    BIS Budget Item Submission
    BITC Business Income Tax Credits
    BMF Business Master File
    BPD Branded Prescription Drug
    CARS Central Accounting Reporting System
    CFO Chief Financial Officer
    CMS Centers for Medicare & Medicaid Services
    CNMI Commonwealth of the Northern Mariana Islands
    COBRA Consolidated Budget Reconciliation Act of 1985
    CR Credit
    CSPC Cincinnati Submission Processing Center
    CSR Cost Sharing Reduction
    CTA Carrier Transportation Act
    DBA Database Administrator
    DCC Detroit Computing Center
    DECR Decrease
    DISB Disbursement
    DMF Debtor Master File
    DOC ID Document Identification
    DR Debit
    DT Deposit Ticket
    DV Debit Voucher
    ECC Enterprise Computing Center
    EFTPS Electronic Federal Tax Payment System
    EFTU Electronic File Transfer Utility
    EIC Earned Income Credit
    EOD End of Day
    EOM End of Month
    FAST Fixing America’s Surface Transportation
    FICA Federal Insurance Contribution Act
    FM Financial Management
    FRB Federal Reserve Bank
    FRC Federal Record Center
    FTD Federal Tax Deposit
    FUTA Federal Unemployment Tax Act
    GAO Government Accountability Office
    GOVT Government
    GWA Government-Wide Accounting System
    HCTC Health Care Tax Credit
    HIRE Hiring Incentives to Restore Employment
    HQ Headquarters
    ID Identification
    IFM Internal Financial Managment
    IITC Individual Income Tax Credits
    IMF Individual Master File
    INCR Increase
    INDIV Individual
    INT Interest
    IPAC Intra-governmental Payment and Collection System
    IRC Internal Revenue Code
    IRM Internal Revenue Manual
    IRS Internal Revenue Service
    IT Information Technology
    NMF Non-Master File
    NMI Northern Mariana Islands
    NTRR Net Tax Refund Report
    OMB Office of Management and Budget
    PCA Private Collection Agency
    PDC Private Debt Collection
    PECF Presidential Election Campaign Fund
    POA&M Plan of Actions & Milestones
    PPA Patient Protection Act
    PTC Premium Tax Credit
    RA Revenue Accounting
    RACS Revenue Accounting Control Section
    REC Receivable
    RECL Reclass
    RRT Railroad Retirement Tax
    RRACS Redesigned Revenue Accounting Control System
    SF Standard Form
    SOCA Statement of Custodial Activity
    SOD Statement of Difference
    SPC Submission Processing Center
    SPS Secure Payment System
    SUPPL Supplemental
    SURP Surplus
    TAS Treasury Account Symbol
    TDO Treasury Disbursing Office
    TIER Treasury Information Executive Repository
    TIGTA Treasury Inspector General for Tax Administration
    TRANS Transactions
    UNEMPLOY Unemployment
    USC United States Code
    USSGL United States Standard General Ledger
    UWR Unified Work Request
    WARR Warrant

Related Resources

  1. Related resources for the Revenue Systems and Analysis section include:

    1. IRM 1.1.21, Organization and Staffing, Chief Financial Officer.

    2. IRM 1.11.2, Internal Revenue Manual (IRM) Process.

    3. IRM 1.11.8, Servicewide Electronic Research Program (SERP).

    4. IRM 1.34.1, Revenue Accounting, Definitions and Acronyms.

    5. IRM 3.17.50, Submission Processing Redesigned Revenue Accounting Control System (RRACS) Procedures.

    6. IRM 3.17.63, Redesigned Revenue Accounting Control System.

Redesigned Revenue Accounting Control System (RRACS) Accounting Applications

  1. HQ staff input data in RRACS using the information described in the following subsections:

    1. IRM 1.31.7.2.1 describes the system and IRM 1.31.7.2.2 outlines the security rules.

    2. IRM 1.31.7.2.3 contains RRACS access information.

    3. IRM 1.31.7.2.5 describes data entry procedures, research options, Month End Closing, Statement of Differences, and report generation. ECC/MCC downloads are discussed in the remaining subsections.

Description of System

  1. RRACS controls and reports all financial activities of the Service's Tax Processing System, including taxes owed, collected and refunded. This system maintains the Service's accountability, and it interacts and touches all of the processing, examination, and collection systems in the SPC.

  2. Taxpayer accounts are maintained in four separate systems depending on the type of tax and tax period. These are:

    1. Individual Master File (IMF) Accounts --Taxpayer accounts for individuals

    2. Business Master File (BMF) Accounts --Taxpayer accounts for businesses

    3. Automated Non-Master File (ANMF) Accounts --Taxpayer accounts that have not been prescribed for entry into the master file records, but are processed in the IRS.

    4. Custodial Account Data Engine (CADE) File --Taxpayer accounts for certain types of individuals

  3. Each SPC is assigned RA responsibilities coinciding with its areas of administrative jurisdiction and legal accountability. The RRACS provides for the merging of computer output with manual operations to produce required records and reports. Each SPC maintains double entry ledger accounts covering the various revenue transactions, and provides for consolidated recording of assessments, collections, receivables, refunds, over-assessments, and other elements of RA.

  4. Reports include required data for each area office and SPC. Each general ledger account is numerically identified by a ten-digit number. This number is used when referencing a general ledger account, both in procedural instructions and on reports or other forms.

  5. Periodically, financial reports are prepared or processed by the SPC and the computing center, and furnished to the HQ Office and Fiscal Service for use in publishing consolidated reports and for evaluating operations. The data for these reports are obtained from the general ledger, or are contained in computer generated or manual output relative to taxpayer accounts. The data provides the HQ Office with information pertinent to operational areas.

System Security

  1. The following are some rules that apply to users of any computer system operated by the IRS, including RRACS

    1. Employees request and receive passwords through Online 5081.

    2. Operator Identification Numbers (IDs) and entry codes must be protected and not revealed to anyone. The manager should be notified if there is a suspicion that a password, ID, or entry code has been compromised. All non-Integrated Data Retrieval System (IDRS) system generated generic passwords must be changed immediately.

    3. Passwords, operator ID, or entry codes should not be shared among employees.

    4. Only data required to accomplish official duties should be accessed.

    5. The screen should be cleared when work is completed.

    6. Sign off anytime when away from the terminal.

    7. Immediately retrieve all hard copy printouts generated.

    8. Do not disclose procedures or telephone numbers which permit system access from a remote location.

    9. Do not use personally owned hardware and software at the work site.

    10. Use only government issued equipment to execute official duties. Use only IRS authorized software.

    11. Observe all software license agreements. Do not make unauthorized copies of software.

    12. Do not use any public domain or shareware software on IRS computers, test it on a system that does not process taxpayer or employee payroll data.

    13. Promptly report all security incidents/violations to a supervisor.

  2. Users are not to disclose or discuss any IRS related information with unauthorized individuals. The Privacy Act of 1974, 5 USC 552A (B) prohibits the unauthorized disclosure of information from systems of records pertaining to individuals. The statute provides criminal sanctions under the Privacy Act. A person making a willful unauthorized disclosure of information covered by the Privacy Act may be charged with a misdemeanor and subject to a fine of up to $5,000.00.

  3. Users are asked to sign a statement agreeing to follow the above rules carefully to protect the integrity, confidentiality and availability of all IRS data.

  4. RRACS creates an audit trail of all activity in the System so that a user's individual actions can be traced and (if necessary) recreated. Some elements of the audit trail will occur on the workstation and some will occur on the Local Area Network (LAN) and Mainframe components.

  5. RRACS uses the OS/2 LOCKUP utility to control initial access to the RRACS applications. Lockup requires a password to gain access to the system.

  6. To enter/re-enter the system from this LOCKUP screen, enter the system password and press return. Contact the system administrator if unable to enter/re-enter the system.

  7. Each personal ID is recorded with all logon and logoff attempts and is retained as an audit trail on all posting activity.

  8. Plan Of Action & Milestones (POA&M) AC-10 Concurrent Session Control is a new security feature that restricts login sessions to a single user to a single workstation at any given time.

Redesigned Revenue Accounting Control System Security Accreditation and Authorization

  1. CFO staff:

    1. Has update capabilities to the RRACS database.

    2. Has access to selected SERVER programs.

    3. Can access all Service Centers and HQ.

    4. Has access to both Service Center and HQ Reports Menu.

  2. CFO DBA:

    1. Has update capabilities to the RRACS database.

    2. Has access to all SERVER programs.

    3. Has access to all functions on the DBA Main Menu.

    4. Can access all Service Centers and HQ.

    5. Has access to both SPC and HQ Reports Menu.

    6. Can update Account Period for HQ, and for any Service Center.

Maintenance Windows

  1. Occasionally, RRACS changes the business rule using the Maintenance Window due to processing changes, new legislation and modernization of feeder systems.

Data Entry

  1. The following subsections contain instructions on preparing RRACS journals, including the general and specific procedures for each type of journal.

General Procedures
  1. Data Entry Rules, Windows Hierarchy, General Steps, Menu Options, and Other Options are discussed in the following subsections.

Data Entry Rules
  1. There are a few ground rules that are true for many input windows. Rather than repeat them in every instance, the operator should learn these basics before starting data entry:

    1. Account Period - a mandatory selection for most journals. From the Main Menu, accept the highlighted current month or select the future month.

    2. Prepared Date - entered using the (MM-DD-YYYY) format with numbers and hyphens. Do not omit leading zeros.

    3. Decimal point - included if cents are present in money amounts.

    4. Tab or mouse - used to move from one entry field to another entry field.

    5. OK button - used to retain entries in a dialog box.

    6. Post button - used to validate all fields or selected fields within the window and post to the database.

    7. Shift and tab key - held simultaneously to move the cursor backward to the prior input field.

    8. System date and time - displayed on the window in the upper right hand corner. Neither of these can be changed.

    9. All entry fields are surrounded by borders except for read only or calculated fields.

    10. Originating source (Deposit Windows) can not be changed using Edit.

    11. Minus signs are not allowed on the windows. See the DBA if something was entered in error.

    12. The numbers on the alpha keyboard can be used. However, the 10-key numeric arrangement usually provides better accuracy for numbers.

    13. Message lines are included on Maintain Transaction Window. Use message for additional information to identify a record as part of the audit trail.

    14. All fields do not have validity checks to ensure correct entry. Some fields that do not have checks may be very important to the audit trail and may be used to identify a record. It is important to enter DOC IDs, Type Code, Assessment Dates, etc., correctly before posting them to the database.

    15. The journal number should always be transcribed onto the source document as soon as it appears on the screen. It is an important part of the audit trail.

    16. The Refresh button from the action bar is used to clear the window and start over.

    17. The Help button in the action bar is used to secure help information.

    18. When the RRACS Sub Menu has items listed in the record area followed by an ellipse (…), the system will go directly to the RRACS Intermediate Window.

    19. Anytime there is a document for Public Debt, a State must be selected.

    20. Information entered on the Maintain Journal Entry window will appear as a journal entry on the Maintain Source Journal window.

    21. When asterisks are present in the Ledger Classification account, select the display account button for journal transaction details.

    22. When scrolling to select a Ledger Classification account, debit accounts are listed in numeric order, followed by the credit accounts.

Windows Hierarchy
  1. The RRACS HQ Main Menu contains the following five basic window levels, regardless of the option selected:

    1. Level 1: HQ Main Menu - Use this menu to select the category of journal entry being prepared. After highlighting the option needed, select Apply to move to the next window.

    2. Level 2: RRACS Sub Menu - This window also contains a Control Main Menu title, based on the Main Menu option selected. After highlighting the Record category and Account Period (when displayed), select Apply to move to level 4.

    3. Level 3: Maintain Transaction Window - This window is bypassed during the initial access to the primary source journal. Use this window to select a Possible Source Journal, and/or to input an audit trail Message, then Post the journal.

    4. Level 4: Maintain Source Journal - This window is used to input general information about the journal, such as the document number and the prepare date. From this window, select Add to move down to level 5 to enter the journal account and amount information. Select OK to move up to level 3 when all of the journal information is correct. Cancel also moves up to level 3 without accepting any information that has been entered.

    5. Level 5: Maintain Journal Entry - Use this window to enter the money amount for each selected ledger account. Select OK to accept a journal entry. If no more journal entries are possible, the system automatically returns to level 4. Otherwise, enter additional accounts and amounts, or select Cancel.

General Steps
  1. The following general steps are used to access the main RRACS HQ menu and complete a journal transaction:

    STEP ACTION
    1 From the high level icon, select the HQ RRACS Main Menu.
    2 From the HQ RRACS Main Menu, select a category of journal action from the Main Menu and then select Apply.
    3 Select a journal record from the sub menu. If visible, also verify the Account Period month. The current month is displayed as default, or select the future month. Then select Apply.
    4 Complete or select all labeled elements on the top portion of the Maintain Source Journal window. Then select Add from the right side of the window.
    5 On the Maintain Journal Entry window, select the Ledger Classification, if not already highlighted. Then enter the amount associated with the highlighted account. Also enter or select from the drop down menu any other labeled element. Then select OK. Repeat if other accounts are displayed, or Cancel if no more entries are required.
    6 Verify the completed Maintain Source Journal window and select OK. If any information is incorrect, select Edit. Then correct the error and select OK.
    7 From the Maintain Transaction window, select Message to enter supporting audit trail information. Then select OK.
    8 Select Post to complete the journal action. The Journal Number in the lower right is confirmation that the journal has posted.
Menu Options
  1. The following table lists the Main Menu, Sub Menu, and Intermediate menu options for RRACS:

    Main Menu Options Sub Menu Options Intermediate Menu
    lPAC Receipt/Disbursement Railroad Retirement Railroad Retirement (DR); Railroad Retirement (CR)
    Postage IPAC N/A
    IPAC Receipt N/A
    Northern Mariana Islands (CNMI) N/A
    IPAC Disbursement N/A
    IPAC Territorial Child CR N/A
    Federal Unemployment Tax (FUTA) FUTA (DR) or (CR)
    Other Agency Disbursement Bureau of Alcohol, Tobacco and Firearms (BATF) N/A
    Customs N/A
    Warrants/Supplemental Warrants Child Care Warrant N/A
    Postage Warrant N/A
    Refund Internal Revenue Code (IRC) Principal N/A
    Refund IRC Interest N/A
    Earned Income Credit (EIC) N/A
    HIRE-BOND Warrant N/A
    PPA Act Warrant N/A
    Refundable Warrant N/A
    HCTC/Informant Warrant N/A
    American Opportunity CR Warrant N/A
    Build America, Warrant N/A
      PTC Warrant N/A
    Surplus Warrants Child Credit Surplus N/A
    Refund IRC Principal Surplus N/A
    Refund IRC Interest Surplus N/A
    EIC Surplus N/A
    HIRE-BOND Surplus Warrant N/A
    PPA Act Surplus Warrant N/A
    Refundable Warrant, Surp N/A
    HCTC/Informant Sur Warr N/A
    American Opportunity CR, Surp War N/A
    Build America, Surplus Warrant N/A
      PTC, Surplus Warrant N/A
    Other (See list in next subsection) N/A
Other Options
  1. Within the Other option of the Main Menu, any of the following journal options can be selected:

    1. EIC Advance

    2. Presidential Election Fund

    3. DMF Transfer From Budget Clearing Account (BCA)

    4. Excise (Windfall or Earmarked)

    5. Excess FICA

    6. Excise (Forms 4136, Computation of Credit for Federal Tax on Fuels or 8849, Claims for Refund of Excise Tax)

    7. Excise Net Tax Refund Report (NTRR)

    8. Postage Repayment

    9. Child Credit Disbursement

    10. Service Center Refunds

    11. Tax Receivable Adjustment

    12. Photocopy Fee Disbursements

    13. Health Coverage TC

    14. HIRE-BOND Reclass

    15. PPA Act Reclass

    16. Reverse Closeout

    17. EIC DMF Offset

    18. EIC Disbursements

    19. 1081T

    20. 1081F

    21. Resolve BCA

    22. HCTC - No SF224

    23. Private Collection Agency (PCA)

    24. Refundable Credit

    25. HCTC IFM Portion

    26. Allowance for Doubtful Accounts (ADA)

    27. Seized Assets

    28. NTRR Rollup

    29. Net Change Receivable for SOCA

    30. American Opportunity Credit, Reclass

    31. Refund SGL Tax Class

    32. Net Change to Tax Payable

    33. HQ MISC Application

    34. Build America Bond, Reclass

    35. PTC Transactions

    36. Sequestration

Journal Numbers
  1. The RRACS journal number consists of three parts:

    1. Posting number - Code indicating the type of posting transaction (3 positions)

    2. Journal date - The date in which the journal posted to the RRACS database. (8 positions in MM-DD-YYYY format)

    3. Sequence number - A number assigned to the journal. For each account period, sequence number 1 is assigned to the first journal of each posting number. The number can be from 1 to 999.

Journal Creation
  1. Once the type of transaction to be entered is selected from the menu, the Maintain Source Journal window is displayed to begin entering data.

  2. Enter or verify all of the labeled elements shown on the top portion of the screen. The unlabeled elements are used for the other journals and cannot be entered.

    1. A Document Number is required for most journals. Any alpha or numeric characters are valid. Use the number on the source document, or develop a standard numbering system.

    2. The Prepare Date is required on most journals. Enter in the (MM-DD-YYYY) format. Normally the current date is used. The date must not be later than the current date.

    3. The Total Amount is required when amounts are entered in the journal detail. The debits and credits are matched to this amount during validation.

    4. The Amount is required in the top portion of some journals where the same accounts are always debited and credited.

    5. The Cycle Number is needed on some journals. Select from the drop down menu the master file cycle of the transaction being entered.

  3. When the top portion of Maintain Source Journal is completed, select Add.

  4. The Maintain Journal Entry window displays the different journal classifications that may be selected. Use the Display Account option for the names and numbers of the General Ledger accounts that are impacted.

  5. If more than one Ledger Classification Description is displayed, accept the highlighted category or select another Description line.

  6. On the Amount line, enter the money amount associated with the highlighted ledger classification description.

  7. Other elements which may be required on selected journals are:

    1. Area Office - Select the appropriate code from the drop down menu

    2. Principal/Interest boxes - Mark the appropriate box

    3. Line Number - Enter the line number from the NTRR. Only lines 2, 4, 12, 63, 65, 71, 72, 73, 74, 75, 76, 78, 79, and 81 are valid

  8. When all of the required information has been entered, select OK.

  9. If more than one classification description was present, the system returns to the same window for another entry. Enter the information required for an additional entry, or select Cancel if no other entry is required.

Error Messages
  1. When the journal is completed, error messages may appear. Select OK from the error window to clear the message and begin the correction. Cancel can also be selected to exit without completing the journal action.

  2. An error condition associated with a specific element is normally highlighted in red.

  3. The following general categories of errors are used in the RRACS system:

    Error Category Description
    Edit Pattern Validation Error Data does not meet the required format for the field, such as an alpha character in a money field.
    Missing Required Field The missing field is displayed in red.
    Error Codes Codes generated when a journal attempts to post.
  4. The following error messages may be displayed. When you select OK from the message screen, the element(s) in error are normally highlighted in red. Some of the messages follow:

    Error Message Resolution
    Either Principal or Interest must be selected. Move to the Principal or Interest box on the Maintain Journal Entry window and enter the amount.
    Invalid Line Number For National Office NTRR adjustments, only the following line numbers may be entered: 2, 4,12, 63, 65, 71, 72, 73, 74, 75, 76, 78, 79, 81.
    Line Number entry required Enter the line number of the NTRR that is being adjusted.
  5. The following is a list of error codes used in the RRACS system. Some of the codes may occur only in the SPC portion of RRACS.

    1. * - A Duplicate was Found but has been Accepted Anyway

    2. AG - Update Amount is Greater than the Outstanding amount

    3. AM - Individual Amounts Do Not Match

    4. AT - Total Amount Does Not Match on Document Found

    5. CA - Already Confirmed

    6. CD - Confirm Date Is Earlier than Prep Date

    7. DN - A Duplicate Was Found and Is Not Allowed

    8. DY - A Duplicate Record Was Found and Can Be Accepted

    9. FC - Federal Tax Deposit (FTD) Batch Date Is Already Closed

    10. FE - The FTD Day Batch Already Exists and Duplicates Are Not Allowed

    11. FI - FTD Amount Imbalance Against Previous Inputs

    12. NA - No Document Was Found To Update

    13. NF - Document Was Not Found

    14. OA - Case Is Open Already

    15. WN - Daily Wire Has Not Been Downloaded

Journal Data Source
  1. The following section states the business rules for using source documents to post journals into RRACS.

  2. All journals need to be entered, reviewed, and stored along with the backup documentation that supports the entry.

Individual Income Tax Credit and Business Income Tax Credit Reports
  1. The journals are manually journaled by CFO HQ analysts only if the jobs for the batch journals fail for the Business Income Tax Credit (BITC) and Individual Income Tax Credit (IITC) reports but otherwise the journals are automated and verified.

  2. The BITC refundable credits are systemically entered into RRACS through a batch journal with a posting number of 185. The BITC file shall typically be created on Friday and probably no later than Tuesday. One BITC data file shall be received weekly (one per cycle excluding the dead cycles). The following accounts are Business Refundable Credits: Corporate AMT, Energy Conservation Bond, Clean Renewable Energy Bond, Qualified School Construction Bond, Qualified Zone Academy Bond, Small Business Credit, Recovery Zone Bonds, Build America Bonds.

  3. The IITC refundable credits are systemically entered into RRACS through a batch journal with a posting number of 186. The IITC file shall typically be created on Friday and probably no later than Tuesday. One IITC data file is received weekly (one per cycle excluding the dead cycles). The following are Individual Refundable Credits: Child Tax Credit, Earned Income Tax Credit (Advanced, Disbursement and Offset), Health Care Tax Credit, Individual Alternative Minimum Tax (AMT), American Opportunity, Premium Tax Credit. For additional information about dead cycles, please refer to IRM 3.30.123.4.7, Dead Cycles - A Week Counter.

Types of Journal Entries
  1. The following subsections contain instructions for preparing each type of journal.

Intra-governmental Payment and Collection System Transactions
  1. Types of IPAC journals are described in the following subsections.

Federal Unemployment Tax Act (Journal Numbers 015 and 017)
  1. The following information is required for the journalizing of the reimbursement of federal unemployment taxes refunded from the refund appropriation (Journal 017), or a reversal (credit) of federal unemployment taxes back to the IRC Refund appropriation (Journal 015).

  2. Source data for the journal entry is the total principal and total interest from page 7 of the NTRR report for the month.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight FUTA N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    RACS Intermediate Menu Select Highlight FUTA DR or FUTA CR N/A
    Account Period Accept the current month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document (MM-DD-YYYY) Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal, FUTA or Interest, FUTA N/A
    Amount Enter the amount to be journalized for the highlighted principal or interest Click OK
    N/A Repeat for each account that has an amount. When finished with required inputs Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click OK
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 015, FUTA Debit and 017, FUTA Credit:

    Account Number FUTA Debit Option (015) FUTA Credit Option (017) Account Name
    0903 Credit Debit HQ Disbursement, Principal
    0904 Credit Debit HQ Disbursement, Interest
    5120 Debit Credit HQ Principal, FUTA
    5220 Debit Credit HQ Interest, FUTA
Intra-governmental Payment and Collection System Disbursement - Debtor Master File Refund Offsets From Submission Processing Centers (Journal Number 027)
  1. The following information is required to journalize the IPAC Disbursement of Debtor Master File (DMF) Refund Offsets from the SPCs to the Budget Clearing Account (BCA) for HQ accountability (Journal 027).

  2. Source data for the DMF journal entry is the DMF IPAC(s).

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight IPAC Disbursement N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document N/A
    Cycle Select current cycle from drop drown Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight IPAC Disbursement or Reverse IPAC Disbursment N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel.
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect Highlight the incorrect entry, click edit. After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    N/A Post N/A Click on Post
  3. The following general ledger accounts are affected by Journal 027, IPAC Disbursement:

    Account Number Post As Account Name
    5260 Debit HQ DMF
    3875 Credit HQ Liability, DMF
Intra-governmental Payment and Collection System Receipt - Debtor Master File Refund Offsets From Submission Processing Centers (Journal Number 016)
  1. The following information is required to journalize the IPAC Receipt of DMF Refund Offsets from the SPCs to the BCA for HQ accountability (Journal 016).

  2. Source data for the DMF journal entry is the DMF IPACs.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight IPAC Receipt N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document N/A
    Cycle Select current cycle from drop drown Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight IPAC Receipt or Reverse IPAC Receipt N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    N/A Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 016, IPAC Receipt:

    Account Number Post As Account Name
    3875 Debit HQ Liability, DMF
    5260 Credit HQ DMF
Intra-governmental Payment and Collection Territorial Additional Child Tax Credit (Journal Number 036)
  1. The following information is required for journalizing of the IPAC Territorial Additional Child Tax Credit (Journal 036).

  2. Source data for the IPAC Territorial Additional Child Tax Credit journal entry is the letter certification from the applicable territory.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight IPAC Territorial Child CR N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight IPAC Territorial Child CR or REV IPAC Territorial Child CR N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click on OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click OK
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 036, IPAC Territorial Additional Child Tax CR:

    Account Number Post As Account Name
    5661 Debit HQ Expense, Territorial Child CR
    0922 Credit HQ Child Credit
Commonwealth of the Northern Mariana Islands (Journal Number 018)
  1. The following information is required for journalizing of the reclassification of Withholding (tax class 1) receipts to the Commonwealth of the Northern Mariana Islands (CNMI) Trust Fund (Journal 18).

  2. Source Data for the CNMI journal entry are the agency certifications that are received quarterly.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight CNMI N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Northern Mariana Reclass or Northern Mariana Reclass (-) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Source Journal Highlight Northern Mariana, IPAC Click Action, then Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter the date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Northern Mariana, IPAC or Northern Mariana (-) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window N/A Type in message Click OK
    N/A Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 018, CNMI:

    CNMI Treasury
    Account Number Post As Account Name TAS
    3875 Debit HQ Liability, DMF 20F3885.11
    2111 Credit HQ Withholding 200152
    CNMI, IPAC  
    5664 Debit HQ Expense, Coverover N/A
    3875 Credit HQ Liability, DMF 20F3885.11
Railroad Retirement Taxes (Journal Numbers 014 and 019)
  1. This is journalizing the reimbursement of Railroad Retirement Taxes (RRT) refunded from the IRC Refund appropriation (Journal 019), or a reversal (credit) of RRT back to the IRC Refund appropriation (Journal 014).

  2. Source data for the journal entry is the total principal and total interest from page 7 of the RACS Report 050, Net Tax Refund Report (NTRR) report for the month.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select IPAC Receipt/Disbursement Click Apply
    RACS Sub Menu Record Highlight Railroad Retirement N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    RACS Intermediate Menu Select Highlight Railroad Retirement DR or Railroad Retirement CR N/A
    Account Period Accept the current month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal, RRT or Interest, RRT N/A
    Amount Enter the amount to be journalized for the highlighted principal or interest Click OK
    N/A Repeat for each account that has an amount. When finished with required inputs Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click OK
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 014, Railroad Retirement Debit or Journal 019, Railroad Retirement Credit:

    Account Numbers Railroad Retirement (RR) Debit Application (014) RR Credit Application (019) Account Name
    0903 Credit Debit HQ Disbursement Principal
    0904 Credit Debit HQ Disbursement Interest
    5130 Debit Credit HQ Principal, RRT
    5230 Debit Credit HQ Interest, RRT
Other Agency Disbursements
  1. The following subsections contain instructions on preparing journals for BATF, DOJ, and U.S. Customs Service.

Bureau of Alcohol, Tobacco, Firearms, and Department of Justice (Journal Number 020)
  1. The following information is required for journalizing of the refunds paid from the Refund Principal and/or Refund Interest appropriation (Journal 020).

  2. Source data for the Bureau of Alcohol, Tobacco, Firearms (BATF), and DOJ journal entries come from a monthly e-mail. These are external entities that send in their data which are the Department of Justice, and the Alcohol & Tobacco Tax & Trade Bureau.

  3. BATF ALC 20-10-0003, and DOJ ALC 15-07-0001 are entered on a monthly basis.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Agency Disbursement Click Apply
    RACS Sub Menu Record Highlight BATF N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal or Interest BATF, or Reverse Principal or Reverse Interest BATF N/A
    Amount Enter the amount to be journalized Click OK
    Amount Repeat for each account that has an amount Click OK for each account
    N/A When finished with required inputs Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight incorrect entry, then click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Line Data INC Click Action, then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 81 N/A
    Principal Click on box N/A
    Items Enter # of items N/A
    Amount Enter amount Click OK
    N/A Repeat above for interest Click OK. When next screen appears, click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    N/A If incorrect, highlight incorrect entry, then click edit After correction, click OK
    Maintain Transaction Window Message N/A Click message
    N/A Type in message Click OK
    Post N/A Click Post
  4. The following general ledger accounts are affected by Journal 020, BATF:

    Account Number Post As Account Name
    5150 Debit HQ Principal, BATF
    5250 Debit HQ Interest, BATF
    0903 Credit HQ Disbursement, Principal
    0904 Credit HQ Disbursement, Interest
  5. The following general ledger accounts are affected by Journal 020, DOJ:

    Account Number Post As Account Name
    5150 Debit HQ Principal, BATF
    0903 Credit HQ Disbursement, Principal
U.S. Customs Service (Journal Number 021)
  1. The journalizing of the refunds paid from the Refund Principal and/or Refund Interest for U.S. Customs (Journal 021).

  2. Source data for the U.S. Customs journal entry is a monthly email. Customs & Border protection sends in the data.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Agency Disbursement Click Apply
    RACS Sub Menu Record Highlight Customs N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal Customs or Interest Customs, or Reverse Principal Customs or Reverse Interest Customs N/A
    Amount Enter the amount to be journalized Click OK
    Amount Repeat for each account that has an amount Click OK for each account
    N/A When finished with required inputs Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight incorrect entry, then click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Line Data INC Click Action, then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 81 N/A
    Principal Click on box N/A
    Items Enter # of items N/A
    Amount Enter amount Click OK
    N/A Repeat above for interest Click OK. When next screen appears, click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    N/A If incorrect, highlight incorrect entry, then click edit After correction, click OK
    Maintain Transaction Window Message N/A Click message
    N/A Type in message Click OK
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 021, Customs:

    Account Number Post As Account Name
    5140 Debit HQ Principal, Customs
    5240 Debit HQ Interest, Customs (If interest is included)
    0903 Credit HQ Disbursement, Principal
    0904 Credit HQ Disbursement, Interest (If interest is included)
Surplus Warrant(s)
  1. This subsection provides instructions for entering journals for Surplus Warrant(s). The Surplus Warrant(s) option in the RACS Main Menu is used to record warrant(s) received directly from Treasury and issued to reduce the appropriation for funds taken by Treasury to transfer trust funds to other agencies.

  2. Revenue Systems and Analysis (RSA) receives an email from the Revenue Reporting Section that a Surplus Warrant(s) was requested from Treasury. The RSA analyst checks the Treasury system to see if the warrant(s) posted. The warrant(s) is retrieved from CARS and posted in RRACS.

American Opportunity Credit, Surplus Warrant(s) (Journal 079)
  1. The following information is required to journalize American Opportunity Credit Surplus Warrant(s) (Journal Number 079).

  2. Source data for the American Opportunity Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight American Op. Credit, Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Amer Op. Credit, Surplus Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 079, American Opportunity Credit Surplus Warrant(s):

    Account Number Post As Account Name
    5647 Debit HQ Expense, American Op Tax Cr
    0232 Credit HQ Surp. Warrant(s), American Op Tax
Build America Bond, Surplus Warrant (Journal Number 099)
  1. The following information is required to journalize Build America Bond, Surplus Warrant(s) (Journal Number 099).

  2. Source data for the Build America Bond Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight Build America, Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Build America, Surplus Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter Key
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 099, Build America Bond, Surplus Warrant:

    Account Number Post As Account Name
    5648 Debit HQ Expense, Build America Bond
    0235 Credit HQ Surp Warrant(s), Build America Bond
Child Credit Surplus Warrant (Journal Number 023)
  1. The following information is required to journalize the Child Credit Surplus Warrant(s) (Journal Number 023).

  2. Source data for the Child Credit Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
    RACS Sub Menu Record Highlight Child Credit Surplus N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Child Credit Surplus or Reverse Child Credit Surplus N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 023, Child Credit Surplus Warrant(s):

    Account Number Post As Account Name
    5660 Debit HQ Expense, Child Credit.
    0222 Credit HQ Surplus Warrant(s), Child Credit.
Earned Income Credit Surplus Warrant(s) (Journal Number 039)
  1. The following information is required to journalize the Earned Income Credit (EIC) Surplus Warrant(s) (Journal Number 039).

  2. Source data for the EIC Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
    Revenue Accounting Control System Sub Menu Record Highlight EIC Surplus N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Total Amount Enter total amount Click OK or Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Earned Income Credit or Earned Income Credit (reverse entry) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click on Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 039, EIC Surplus Warrant(s):

    Account Number Post As Account Name
    5610 Debit HQ Expense, EIC
    0206 Credit HQ Surplus Warrant(s), EIC
Health Care Tax Credit/Informant Surplus Warrant(s) (Journal Number 071)
  1. The following information is required to journalize the Health Care Tax Credit (HCTC)/Informant Surplus Warrant(s) (Journal Number 071).

  2. Source data for the HCTC/Informant Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight HCTC/Informant, Surp Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight HCTC/Informant, Surp Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 071, HCTC/Informant Surplus Warrant(s):

    Account Number Post As Account Name
    HCTC Surplus Warrant(s)
    5651 Debit HQ Expense Disbursement, HCTC
    0223 Credit HQ Surplus Warrant(s), HCTC
    Informant Surplus Warrant(s)
    5620 Debit HQ Expense Disbursement, Informant
    0243 Credit HQ Surplus Warrant(s), Informant
Hire-Bond Surplus Warrant(s): Energy Conservation Bonds, Clean Renewable Energy Bonds, Qualified School Construction Bonds, and Qualified Zone Academy Bonds (Journal Number 042)
  1. The following information is required to journalize the Hire-Bond Surplus Warrant (Journal Number 042).

  2. Source data for the Hire-Bond Surplus Warrant(s) journal entries are the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight Hire-Bond Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal N/A N/A Click Cancel
    Maintain Transaction Window Possible Source Journals Highlight possible source journal Click Action then Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight preferred ledger classification N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 042, Hire-Bond Surplus Warrant(s):

    Account Number Post As Account Name
    Zone Academy Bonds, Surp War
    5656 Debit Zone Academy Bonds, HQ Disb
    0245 Credit Zone Academy Bonds, Surp Warrant(s)
    Qualified School Construction, Surp War
    5657 Debit School Construction Bonds, HQ Disb
    0246 Credit School Construction Bonds, Surp Warrant(s)
    Renewable Energy Bonds, Surp War
    5654 Debit Renewable Energy Bonds, HQ Disb
    0247 Credit Renewable Energy Bonds, Surp Warrant(s)
    Energy Conservation Bonds, Surp War
    5655 Debit Energy Conservation Bonds, HQ Disb
    0248 Credit Energy Conservation Bonds, Surp Warrant(s)
Premium Tax Credit, Surplus Warrant(s) (Journal Number 701)
  1. The following information is required to journalize the Premium Tax Credit (PTC) Surplus Warrant(s) (Journal Number 701).

  2. Source data for the Premium Tax Credit Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
    RACS Sub Menu Record Highlight PTC Surp Warrant(s) N/A
      Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
      Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight PTC Surp Warrant(s) N/A
      Amount Enter the amount to be journalized Click OK
      N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
        If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 701, PTC Surplus Warrant(s):

    Account Number Post As Account Name
    4049 Debit PTC, Contra Parent
    0249 Credit Premium Tax Cr, Surp Warr
Patient Protection Act Surplus Warrant(s): Small Business Tax Credit, and Therapeutic Tax Credit (Journal Number 045)
  1. The following information is required to journalize the Patient Protection Act (PPA) Surplus Warrant(s) (Journal Number 045)

  2. Source data for the PPA Surplus Warrant(s) journal entries are the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight PPA Act Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal N/A N/A Click Cancel
    Maintain Transaction Window Possible Source Journals Highlight possible source journal Click Action then Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight preferred ledger classification N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click on edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 045, PPA Act Surplus Warrant(s):

    Account Number Post As Account Name
    Small Business, Surp War
    5673 Debit Small Business Credit, HQ Disb
    0251 Credit Small Business Credit, Surp Warrant
    Therapeutic Credit, Surp War
    5659 Debit Therapeutic Credit, HQ Disb
    0252 Credit Therapeutic Credit, Surp Warrant
Refund Interest Surplus (Journal Number 038)
  1. The following information is required to journalize the Refund Interest Surplus Warrant(s) (Journal Number 038).

  2. Source data for the Refund Interest Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight Refund IRC Int Surplus N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal  
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 038 Refund Interest Surplus:

    Account Number Post As Account Name
    5650 Debit HQ Expense Disbursement, Interest
    0204 Credit HQ Surplus Warrant(s), Interest
Refund Principal Surplus (Journal Number 037)
  1. The following information is required to journalize the Refund Principal Surplus Warrant(s) (Journal Number 037).

  2. Source data for the Refund Principal Surplus Warrant(s) journal entry is the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight Refund IRC Prin Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 037 Refund Principal Surplus:

    Account Number Post As Account Name
    5640 Debit HQ Expense, Disbursement, Principal
    0203 Credit HQ Surplus Warrant(s), Principal
Refundable Credit Surplus Warrant (Journal Number 069)
  1. The following information is required to journalize Refundable Credit Surplus Warrant (Journal Number 069).

  2. Source data for the Refundable Credit Surplus Warrant(s) journal entries are the warrant(s) from Treasury.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Surplus Warrant(s) Click Apply
     
    RACS Sub Menu Record Highlight Refundable Surplus Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight preferred ledger classification N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 069, Refundable Credit Surplus Warrant(s):

    Account Number Post As Account Name
    AMT - Individual, Principal
    5670 Debit HQ Expense, Amt- IND
    0229 Credit HQ Surplus Warrant, Amt - IND
    Housing, Principal
    5671 Debit HQ Expense, Housing
    0230 Credit HQ Surplus Warrant, Amt - IND
    AMT - Corporate, Principal
    5672 Debit HQ Expense, AMT - Corp
    0231 Credit HQ Surplus Warrant, Amt - Corp
Warrant(s)/Supplemental Warrant(s)
  1. This subsection provides instructions for entering journals for Warrant(s) and Supplemental Warrant(s). The Warrant(s)/Supplemental Warrant(s) option in the RACS Main Menu is used to post Treasury disbursement of Principal, Interest, Earned Income Credit (EIC) and Child Credit which increases the disbursement of account totals.

    1. Warrant(s) are issued by Treasury at the beginning of a fiscal year to provide funds for tax refunds.

    2. Supplemental Warrants are requested from Treasury during the fiscal year when funds to issue refunds are almost depleted.

    3. Source data for all Warrant(s) journal entries are the warrant(s) from Treasury.

American Opportunity Credit Warrant(s) (Journal Number 078)
  1. The following information is required to journalize the American Opportunity Credit Warrant(s) (Journal Number 078).

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Click Apply
    RACS Sub Menu Record Highlight American Op. Credit, Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Amer Op. Credit, Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 078 American Opportunity Credit Warrant(s):

    Account Number Post As Account Name
    0032 Debit HQ Warrant(s), American Op Tax Cr
    5647 Credit HQ Expense, American Op Tax Cr
Build America Bond Warrant(s) (Journal Number 098)
  1. The following information is required to journalize the Build America Bond, Warrant(s) (Journal Number 098):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrants/ Suppl. Warrant(s) Click Apply
    RACS Sub Menu Record Highlight Build America, Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Build America, Warrant N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 098, Build America Bond, Warrant(s):

    Account Number Post As Account Name
    0035 Debit HQ Warrant(s), Build America Bond
    5648 Credit HQ Expense, Build America Bond
Child Credit Warrant(s) (Journal Number 022)
  1. The following information is required to journalize the Child Credit Warrant(s) (Journal Number 022):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrants/Supplemental Warrant(s) Click Apply
    RACS Sub Menu Record Highlight Child Credit Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Child Credit Warrant or Reverse Child Credit Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 022, Child Credit Warrant(s):

    Account Number Post As Account Name
    0022 Debit HQ Warrant(s), Child Credit
    5660 Credit HQ Expense, Child Credit
Earned Income Credit (Journal Number 034)
  1. The following information is required to journalize the EIC Warrant(s), (Journal Number 034):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/ Suppl. Warrant(s) Click Apply
    RACS Sub Menu Record Highlight EIC N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight EIC, Warrant(s) N/A
    Amount Enter the amount to be journalized Click on OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click on OK
    If incorrect, highlight the incorrect entry, click on edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    N/A Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 034, EIC:

    Account Number Post As Account Name
    0006 Debit HQ Warrant(s), EIC
    5610 Credit HQ Expense, EIC
Health Care Tax Credit/Informant Warrant(s) (Journal Number 070)
  1. The following information is required to journalize the HCTC/Informant Warrant(s) (Journal Number 070):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Warrant(s) Click Apply
    RACS Sub Menu Record Highlight HCTC/Informant Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight HCTC/Informant, Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
    N/A Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 066, HCTC/Informant Warrant(s):

    Account Number Post As Account Name
    HCTC Warrant(s)
    0023 Debit HQ Warrant(s), HCTC
    5651 Credit HQ Expense Disbursement, HCTC
    Informant Warrant(s)
    0043 Debit HQ Warrant(s), Informant
    5620 Credit HQ Expense Disbursement, Informant
Hiring Incentives to Restore Employment-Bond Warrant(s): Energy Conservation Bond, Clean Renewable Energy Bond, Qualified School Construction Bond, and Qualified Zone Academy Bond (Journal Number 041)
  1. The following information is required to journalize the Hiring Incentives to Restore Employment-Bond Warrant(s) (Journal Number 041):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Warrant(s) Click Apply
    RACS Sub Menu Record Highlight Hire-Bond Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal N/A N/A Click Cancel
    Maintain Transaction Window Possible Source Journals Highlight possible source journal Click Action then Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight possible source journals N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 041 Hire-Bond Warrant(s):

    Account Number Post As Account Name
    Zone Academy Bonds, Warrant(s)
    0045 Debit Zone Academy Bonds, Warrant(s)
    5656 Credit Zone Academy Bonds, HQ Disb
    School Construction Bonds, Warrant(s)
    0046 Debit School Construction Bonds, Warrant(s)
    5657 Credit School Construction Bonds, HQ Disb
    Renewable Energy Bond, Warrant(s)
    0047 Debit Renewable Energy Bond, Warrant(s)
    5654 Credit Renewable Energy Bond, HQ Disb
    Energy Conservation Bond, Warrant(s)
    0048 Debit Energy Conservation Bond, Warrant(s)
    5655 Credit Energy Conservation Bond, HQ Disb
Patient Protection Act Warrant(s): Small Business Tax Credit, and Therapeutic Tax Credit (Journal Number 044)
  1. The following information is required to journalize the PPA Warrant(s) (Journal Number 044):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Click Apply
    RACS Sub Menu Record Highlight PPA Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal N/A N/A Click Cancel
    Maintain Transaction Window Possible Source Journals Highlight possible source journal Click Action then Add
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight possible source journals N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 044, PPA Act Warrant(s):

    Account Number Post As Account Name
    Small Business, Warrant(s)
    0051 Debit Small Business, Warrant(s)
    5673 Credit Small Business, HQ Disb
    Therapeutic Credit, Warrant(s)
    0052 Debit Therapeutic Credit. Warrant(s)
    5659 Credit Therapeutic Credit, HQ Disb
Premium Tax Credit Warrant(s) (Journal Number 700)
  1. The following information is required to journalize the PTC Warrant(s), (Journal Number 700):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrants/Suppl. Click Apply
    RACS Sub Menu Record Highlight PTC Warrant(s) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight PTC Warrant(s) N/A
    Amount Enter the amount to be journalized Click OK
      Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 700, PTC Warrant(s):

    Account Number Post As Account Name
    0049 Debit Prem Tax Cr, Warrant(s)
    4049 Credit PTC, Contra Parent
Refund IRC Interest (Journal Number 033)
  1. The following information is required to journalize the Refund IRC Interest Warrant(s) (Journal Number 033):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Click Apply
    RACS Sub Menu Record Highlight Refund IRC Interest N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Refund Warrant(s) Interest N/A
    Amount Enter the amount to be journalized Click OK
      Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 033, Refund IRC Interest:

    Account Number Post As Account Name
    0004 Debit HQ Warrant(s), Interest
    5650 Credit HQ Expense Disbursement, Interest
Refund Principal Warrant(s) (Journal Number 032)
  1. The following information is required to journalize the Refund Principal Warrant(s) (Journal Number 032):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrant(s)/Suppl. Click Apply
    RACS Sub Menu Record Highlight Refund IRC Principal N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Disbursement, Principal or Refunding IRC Principal N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 032, Refund Principal Warrant(s):

    Account Number Post As Account Name
    0003 Debit HQ Warrant(s), Principal
    5640 Credit HQ Expense Disbursement, Principal
Refundable Credit Warrant(s) (Journal Number 068)
  1. The following information is required to journalize the Refundable Credit Warrant(s) (Journal Number 068):

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Warrants/Suppl. Click Apply
    RACS Sub Menu Record Highlight Refundable Warrant N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight preferred ledger classification N/A
    Amount Enter the amount to be journalized Click OK
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  2. The following general ledger accounts are affected by Journal 068, Refundable Credit Warrant(s):

    Account Number Post As Account Name
    AMT - Individual, Principal
    0029 Debit HQ Warrant(s), Amt - INDV
    5670 Credit HQ Expense, Amt- INDV
    Housing, Principal
    0030 Debit HQ Warrant(s), Amt - INDV
    5671 Credit HQ Expense, Housing
    AMT - Corporate, Principal
    0031 Debit HQ Warrant(s), Amt - Corp
    5672 Credit HQ Expense , AMT -Corp
Other Applications
  1. This subsection contains instructions for journals listed in the HQ Other Control Main Menu. Select Other from the HQ Main Menu.

Allowance for Doubtful Accounts (ADA) (Journal Number 073)
  1. The following information is required to journalize the ADA (Journal Number 073).

  2. Source data for the ADA is the 3 day close monthly spreadsheet from the Revenue Oversight and Support Group.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Click Apply
    RACS Sub Menu Record Highlight Allowance Doubt Acct (ADA) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter ADA and the month from the source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight ADA, Reversal N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 073, Allowance for Doubtful Accounts (ADA):

    Account Number Post As Account Name
    1429 Debit Allowance for Doubtful Accounts
    4150 Credit HQ Due to Treasury, ADA
American Opportunity Credit, Reclass (Journal Number 077)
  1. The following information is required to journalize the AOTC Reclass (Journal Number 077).

  2. Source data for AOTC entry is the Individual Income Tax Credits report (IITC report #480-1G-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Click Apply
    RACS Sub Menu Record Highlight AOTC, Reclass N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight AOTC, Reclass N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 077, AOTC Reclass:

    Account Number Post As Account Name TAS
    0903 Debit HQ Disbursement, Principal 20X0903
    0932 Credit Disbursement, American Opp Tax 20X0932
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    20X0932 Debit 20X0903 Credit
Build America Bond and Recovery Zone Bond, Reclass (Journal Number 097)
  1. The following information is required to journalize the Build America Bond, Reclass (Journal Number 097).

  2. Source data for the Build America Bond entry is the BITC report (BITC report #180-1D-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Click Apply
    RACS Sub Menu Record Highlight Build America, Reclass N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Build America, Reclass N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
      Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 097, Build America Bond, Reclass:

    Account Number Post As Account Name TAS
    Build America Bond, Reclass TAS
    0903 Debit HQ Disbursement, Principal 20X0903
    0935 Credit Disbursement, Build America Bond 20X0935
    Recovery Zone, Reclass TAS
    0903 Debit HQ Disbursement, Principal 20X0903
    0935 Credit Disbursement, Build America Bond 20X0935
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    Build America Bond, Reclass  
    20X0935 Debit 20X0903 Credit
    Recovery Zone, Reclass  
    20X0935 Debit 20X0903 Credit
Child Credit Disbursement (Journal Number 011)
  1. The following information is required to journalize the Child Credit Disbursements.

  2. Source data for the Child Credit entry is the IITC report (IITC report #480-1G-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select Child Credit Disbursement N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document N/A
    Maintain Journal Entry Ledger Classification Highlight Child Credit Disbursement N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Line Data DEC. Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 2 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears repeat for all Decreases, then click Cancel
    Maintain Source Journal N/A N/A When next screen appears it gives status, click OK
    Maintain Transaction Window Possible Source Window Highlight NTRR Increase Click Action then Add
    Maintain Journal Entry Line # Enter 2 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears repeat for all Increases, then click Cancel
    Maintain Source Journal N/A N/A When next screen appears it gives status, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by the Journal 011 Child Care Credit:

    Account Number Post As Account Name
    0903 Debit HQ Disbursement Principal
    0922 Credit HQ Child Credit
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    20X0922 Debit 20X0903 Credit
DMF Transfer From Budget Clearing Account (BCA) (Journal Number 004)
  1. The following information is required to journalize the transfer of DMF Refund Offsets from the BCA to the Interest Appropriation Account and the IRS reimbursable charge for collection (Journal 004).

  2. Source data for the DMF Interest entry is the monthly DMF 224 Statement of Transactions.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select DMF Transfer from BCA N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document N/A
    Cycle Enter cycle period Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight DMF Transfer from BCA N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight Excise NTRR Decrease Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 4 N/A
    Interest Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    Maintain Source Journal N/A N/A Click Cancel
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 004, DMF Transfer from BCA:

    Account Number Post As Account Name
    0904 Debit HQ Disbursement, Interest
    5260 Debit HQ Debtor Master File
    3875 Credit HQ Liability, Debtor Master File
    5261 Credit HQ DMF Interest Reimbursement
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    20F3885.11 Debit 20X0904 Credit
Earned Income Credit (EIC) Advance (Journal 001)
  1. The following information is required to journalize the EIC Advance which involves money paid by employers to employees (Journals 001).

  2. Source data for the EIC ADVANCE entry is the IITC report (IITC report #480-1G-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select EIC Advance N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document N/A
    Cycle Enter cycle period Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight EIC Advance or EIC Advance (CR) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry for EIC Click Cancel for EIC
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 001, EIC Advance:

    Menu Option Posting Number Debit Account Credit Account
    EIC Advance 001 2111 0906
    EIC Advance (CR) 001 0906 2111
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS RECEIPT AND COLLECTIONS
    20X0906 Credit 200101 Credit
Earned Income Credit (EIC) Disbursement (Journal Number 057)
  1. The following information is required to journalize the EIC Disbursement (Journal Number 057).

  2. Source data for the EIC Disbursement entry is the IITC report (IITC report #480-1G-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select EIC Disbursement N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Cycle Enter cycle date Click OK
    Maintain Journal Entry Ledger Classification Highlight EIC DMF Disbursement N/A
    Amount Enter the amount to be journalized Click OK
      Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Line Data DEC or INC. (Only one or the other) Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 2 N/A
    Principal Click on box N/A
    Items Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears click Cancel
    Maintain Source Journal N/A N/A When next screen appears it gives status, Click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 057, EIC Disbursements:

    Account Number Status Account Name
    0903 Debit HQ Disbursement, Principal
    0906 Credit Disbursement, Earned Income CR
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    20X0906 Debit 20X0903 Credit
Earned Income Credit (EIC) DMF Offset (Journal Number 056)
  1. The following information is required to journalize the EIC DMF Offset (Journal 056).

  2. Source data for the EIC DMF entry is the IITC report (IITC report #480-1G-11) obtained from Control D.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select EIC DMF Offset N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Cycle Enter cycle date Click OK
    Maintain Journal Entry Ledger Classification Highlight EIC DMF Offset N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to the reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Line Data DEC or INC. (Only one or the other) Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 2 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears click Cancel
    Maintain Source Journal N/A N/A When next screen appears it gives status, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 056, EIC DMF Offset:

    Account Number Status Account Name
    0903 Debit HQ Disbursement, Principal
    0906 Credit Disbursement, Earned Income CR
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    20X0906 Debit 20X0903 Credit
Excess Federal Insurance Contribution Act (Journal 006)
  1. The following information is required to journalize the Excess Federal Insurance Contribution Act (FICA) (Journal Number 006).

  2. Source data for the Excess FICA entry is the IPAC.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select Excess FICA N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Excess FICA N/A
    Amount Enter the amount to be journalized Click OK
    N/A Screen defaults to a reverse entry Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight NTRR Increase Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 12 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    Maintain Source Journal N/A N/A When next screen appears it gives status, click Cancel
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 006, Excess FICA:

    Account Number Post As Account Name
    0903 Debit HQ Disbursement Principal
    2121 Debit HQ Individual Income
    0903 Credit HQ Disbursement Principal
    5901 Credit HQ Excess FICA
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS RECEIPT AND COLLECTIONS
    20X0903 Debit 200110 Credit
  5. Journal 006 is used for journalizing of the Excess FICA credit disbursements from the refund principal appropriation to reimburse the Individual Income Tax (Tax Class -T/C 2) trust fund receipt account. This is a once a year entry received from the Social Security Administration in August or September.

Excise Tax-Form 4136, Credit for Federal Tax Paid on Fuels, and Form 8849, Claims for Refund of Excise Tax (Journal Number 007)
  1. The following information is required for journalizing the reclassification of Excise Tax credits for fuel identified by the Treasury 90 report. These credits result in a disbursement from the Refund Principal appropriation and a reimbursement to Individual Income Tax (T/C 2) and Corporate Income Tax (T/C 3) trust fund receipts (Journal 007).

  2. Source data for the Excise (Journal 007) entry is the Highway Trust Fund and Airport and Airways Refunds certifications (Credit Side).

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select Excise (Forms 4136 and 8849) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Maintain Journal Entry Ledger Classification Highlight Principal 20X0903(04) N/A
    Amount Enter the amount to be journalized Click OK
    N/A Highlight T/C 3 Corporation N/A
    N/A Enter the amount to be journalized Click OK
    N/A Highlight T/C 2 Individual N/A
    N/A Enter the amount to be journalized Click OK
    N/A N/A When next screen appears click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight Excise NTRR Increase Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 78 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears repeat with a different Line # for each NTRR Increase, then click Cancel
    Maintain Source Journal N/A N/A When done, next screen appears and it gives status of all NTRR Increases, click OK
    Maintain Transaction Window Possible Source Journals Highlight Excise NTRR Decrease Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 78 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A N/A When next screen appears repeat with a different Line # for each NTRR Decrease, then click Cancel
    Maintain Source Journal N/A N/A When done, next screen appears and it gives status of all NTRR Decreases, click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post

    Note:

    Form 8849, Claim for Refund of Excise Tax, is the correct form to be used on the above screen. If reference is made to Form 843, then it is used for Claim of an Abatement.

  3. The following general ledger accounts are affected by Journal 007, Excise (Forms 4136, Computation of Credit for Federal Tax on Fuels or 8849, Claims for Refund of Excise Tax):

    Account Number Post As Account Name
    2121 Debit/Credit T/C 2 Individual Income Revenue Receipts, Direct
    2131 Debit/Credit T/C 3 Corporation Revenue Receipts, Direct
    20X0903(04) Debit/Credit HQ Disbursement Principal
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    TAS GROSS DISBURSEMENTS TAS RECEIPTS AND COLLECTIONS
    (04)20X0903 Debit/Credit 200110 Debit/Credit
    N/A N/A 200111 Debit/Credit
Excise Tax-Net Tax Refund Report (NTRR) (Journal Number 008)
  1. The following information is required for journalizing the reclassification of Excise tax refunds identified by the Treasury 90 report (Journal 008). These refunds result in a zero (0.00) net disbursement from the Refund Principal appropriation, and no general ledger accounts are affected.

  2. Source data for the Excise (Journal 008) entry is the Highway Trust Fund and Airport and Airways Refunds certifications (Refund Side).

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select OTHER Click Apply
    RACS Sub Menu Record Highlight/select Excise NTRR N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Maintain Journal Entry Ledger Classification Highlight Principal 20X0903(03) N/A
    Amount Enter the Debit amount to be journalized Click OK
    N/A Highlight Principal 20X0903(04) N/A
    N/A Enter the Credit amount to be journalized Click OK
    N/A Highlight Principal 20X0903 N/A
    N/A Enter the Credit amount to be journalized Click OK
    N/A N/A Click Cancel
    Maintain Source Journal Journal Entry If correct Click OK
    If incorrect, highlight the incorrect entry, click edit After correction, click OK
    Maintain Transaction Window Possible Source Journals Highlight Excise NTRR Increase Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 79 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A When next screen appears repeat as needed with a different Line # for each NTRR Increase Click Cancel
    Maintain Source Journal N/A When done, next screen appears and it gives status of all NTRR Increase Click OK.
    Maintain Transaction Window Possible Source Journals Highlight Excise NTRR Decrease Click Action then Add
    Maintain Source Journal N/A N/A Click OK or Add
    Maintain Journal Entry Line # Enter 78 N/A
    Principal Click on box N/A
    Item Enter 1 N/A
    Amount Enter amount N/A
    N/A When next screen appears repeat with a different Line # for each NTRR Decrease Click Cancel
    Maintain Source Journal   When done, next screen appears and it gives status of all NTRR Decreases Click OK
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 008, Excise (Forms 4136, Computation of Credit for Federal Tax on Fuels or 8849, Claims for Refund of Excise Tax):

    Account Number Post As Account Name
    20X0903(03) Debit/Credit Principal
    20X0903(04) Debit/Credit Principal
    20X0903 Debit/Credit Principle
  4. The following transaction is made in the Treasury reclassification module:

    Reclass Entry
    Debits Credits
    TAS GROSS DISBURSEMENTS TAS GROSS DISBURSEMENTS
    (04)20X0903 Debit/Credit (03)20X0903 Debit/Credit
    N/A N/A 20X0903 Debit/Credit
Excise Tax-Windfall Profits, and Earmarked Report (Journal Number 005)
  1. The following information is required to journalize the reclassification of revenue between Excise Tax Trust Fund, Earmarked Report, and Windfall Profits Tax Trust Fund receipt accounts.

  2. Source data for the Earmarked journal entry is the Earmark report from Revenue Oversight and Support.

    Windows Prompt Description / Action Select or Enter
    RACS Main Menu N/A Highlight/select Other Click Apply
    RACS Sub Menu Record Highlight Excise (Windfall, Earmark) N/A
    Account Period Accept the highlighted current month or select the future month Click Apply
    Maintain Source Journal Document # Enter document number from source document N/A
    Prepare Date Enter current date or date of source document Click OK or Add
    Ledger Classification Highlight HQ Excise (Windfall, Earmark DR). (Debit) N/A
    Amount Enter the amount to be journalized as the first debit Click OK
    Amount Enter the amount to be journalized as the second debit Click OK
    Ledger Classification Highlight HQ Excise (Credit) N/A
      Enter amount to be journalized as a credit Click OK
      The next screen shows the status of accounts. If status is accurate Click Cancel
    Maintain Transaction Window Message N/A Click Message
      Type in message Click Enter
    Post N/A Click Post
  3. The following general ledger accounts are affected by Journal 005, Excise, Windfall or Earmark:

    Account Number Post As Account Name
    2199 Debit HQ Windfall Profit
    5029 (14X5029.3) Debit HQ Earmarked Trust Fund
    2141 Credit