GSA Motor Pool Web Form Example
GSA Motor Pool Web Form Field Descriptions
We have implemented a new GSA Motor Pool processing method that will allow us to migrate to CBS/CFS from FIMA. There are a few changes affecting you, the end user. We think these changes are minor but they need to be implemented by you in order for you to achieve all benefits possible.
First and foremost, the requirement to send GSA the vehicle's ending mileage at the end of each month remains unchanged. You still need to send your mileage to GSA at the end of each month to ensure that GSA properly charges NOAA for your vehicle. You can continue to use GSA's MileageExpress Web site or any one of the other GSA approved methods to report your mileage. There is no need to change your current reporting method to satisfy this particular GSA requirement.
In previous years, when you reported your ending mileage to GSA you also were required to submit your FIMA organization code in the Customer Information Account 1 field and your Task and Phase codes in the Account 2 field. These two (2) Customer Information fields are provided by GSA to allow its customers to report customer related information in the GSA billing transaction. GSA provides space for these two fields on most of the ending mileage reporting instruments like MileageExpress. However, the NOAA requirement to report your FIMA Organization, Task, and Phase codes by this method HAS BEEN ELIMINATED.
Instead, you must report your CBS Accounting Classification Code Structure (ACCS) for each vehicle in your organization to the Central Administrative Support Center (CASC). CASC is providing a Web page for you to submit this information. This page is located on CASC's Web site, http://www.casc.noaa.gov/financial_pages/financ_index.htm. From the CASC Finance Web site, click the Motorpool button and select CBS GSA Motor Pool Form. Use this web form to add a new Tag Number or update/change information associated with an existing Tag Number. The Tag Number information along with its associated CBS ACCS information will be maintained by CASC in the TAG Number table. See attachment 1 for a description of the form's input fields. You can use this form to add or update Tag Number information anytime during the month.
The existing TAG Number table information will be available for viewing from links on the Motorpool web page mentioned above. There will be a separate link for each Line Office (LO). Each LO report will be sorted by the vehicle's Tag number, CBS Organization Code, CBS Project Code, CBS Task Code, and the Object Class. These LO reports will be reloaded to the CASC Web site once each month.
It is very important for you to keep the TAG Number table information up-to-date and accurate since this information will be used to determine the distribution of your vehicle's cost. Inaccurate information will cause GSA Motor Pool charges to appear incorrectly on your financial reports.
Return to Top
CBS GSA Motor Pool Web Form Sample
Return to Top
GSA Motor Pool Web Form Field Descriptions
1. Vehicle's Tag Number - The Tag Number is always assigned by GSA. It is nine (9) characters long. It always starts with a "G". The "G" is followed by two (2) digits that represent the Vehicle's class. The Vehicle class is always followed by a hyphen (-). The "-" is followed by a five (5) digit number. It will look similar to G12-34567.
2. Requested Action - Click the New Set Up radio button if you are establishing a new Tag Number. Click the Change Existing Information radio button if you are updating information associated with an existing Tag Number.
3. Vehicle's Default Accounting Information - Use this section to enter the CBS ACCS information for this Vehicle's Tag Number. If the vehicle is not being prorated between multiple ACCS, complete the 1st set. You can use this form to prorate one Tag Number between three (3) different ACCS. In order to prorate a Tag Number between 4 or more ACCS, send an email with all the necessary information to Ms. Dee Dee Beltz, CASC, (816) 426-5873 ext. 412, Delores.E.Beltz@noaa.gov. Note: The prorations for a Tag Number must total 100%.
4. Other Vehicle Information -
A. Allow GSA override of default CBS Project/Task Codes? - Click Yes or No, default is No. We recommend that you always say No to this question. You can accomplish a Project/Task override by submitting this form with your updated Project and Task information. The form goes directly to CASC as soon as you click the submit button. CASC personnel will ensure your submitted information is updated quickly and accurately. Therefore, we think you will receive much better results submitting your Project and Task changes using this CBS GSA Motor Pool Form.
At this time, we do not know of any situation where it would be better to use this override option, but we realize that in some very unusual case it may be necessary to select yes. The Yes option allows the Project and Task established in the Tag Number table to be overridden by a valid project code in Account 1 and a valid task in Account 2 of the GSA billing transaction. In order for this to be successful, the NOAA client must enter the valid codes in Account 1 and 2 when they submit their ending mileage to GSA. Then GSA needs to enter the codes correctly on the billing transaction so that it comes through on the electronic GSA Bill. We have experienced a lot of problems with this method in the past, and it would be best to avoid using this option.
B. Is vehicle used for Law Enforcement? - Click Yes or No, default is No. The answer to this question will determine the Accounting Object Class code for this Tag Number. Answering No will cause the object class to be based on the Vehicle's class. Vehicles carrying passengers (cars) will be 2123, and trucks will be 2214. Answering Yes means the vehicle is primarily used for law enforcement activities and its object class will be 2334.
C. Is vehicle information sensitive and NOT to be displayed on reports? - Click Yes or No, default is No. If the vehicle is used in activities that are classified or sensitive to public disclosure then click yes. Answering yes will keep all the Tag Number's information from being included on any reports being produced from the GSA Motor Pool interface application that are displayed in any public media, such as the Web.
5. Point of Contact (POC) information - The POC information is the person CASC can contact when there is a question about any of the vehicle's information especially the CBS ACCS information.
To submit the Tag Number information to CASC click the Submit Form button.
NOTE: If any of the "required" fields on the form are left blank, your form will not be submitted and you will receive a message asking you to complete all the "required" field. Also, the POC e-mail address is validated for correct format (i.e., yourname@org.gov). An invalid address format will also cause your form not to be submitted.
