GAE Best Practices

This step action guide describes GAE Best Practices.

Using the GAE is a best practice for agencies entering into interagency agreements, and interagency payments that are not covered by Fiscal Rule Section 2-2 section 4.2 “Exempt Disbursements”. Agencies are encouraged to encumber funds with the GAE instead of a PO or CT transaction, as there are a number of significant benefits to using the ITI/ITA/GAE process. The benefits of using the GAE are summarized below. Additional training documents are being developed and will be available on the CORE website in the near future:

1. The ITI/ITA transfer process will automatically draw down the GAE encumbrance if the buying agency /grantor enters the

    GAE in the 2nd Party Accounting “Reference” tab. That means no more manual PO/CT reductions.                                          

2. All associated transactions (ITI/ITA/GAE transactions) can be easily searched and referenced simply by going to the GAE     transaction (or the ITI or ITA) and selecting the Transaction References option and then going to Forward/Backward references.

3. GAE Transactions, like PO's and CT's have both the PR08 and PR05 event type functionality to recognize future contractual        obligations. Like PO's and CT's, PR08 event types roll to PR05 after Lapse/Roll.                                                                  4. GAE Transactions can support Front End Split transactions as long as the seller uses ITI Transactions, and the buyers use ITA        transactions.

5. GAE Transactions, like PO's and CT's do allow attachments.

Other Considerations to note:

1. GAE Transactions will not generate a FA Shell Transaction as there is no unit/quantity or commodity information.

2. GAE's cannot be created from an RQS.

3. Though the Transaction Reference feature allows users to identify related documents in a transaction the GAE does not create a procurement folder.

4. GAE's may not be created from the current Procurement/VSS process and have to be manually created and then manually reference the procurement folder in which the Solicitation Transactions reside.