Manage ACH Feeds (100.3.5)

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Business Process Overview

The Manage ACH Feeds subprocess covers transactions occurring between Florida PALM and the bank to pay employees with a direct deposit election. It also covers the handling of rejected ACH transactions, prenote, and notice of change (NOC) transactions from the bank.

Business Process Diagram

Business Process Flow for 100.3.5 Manage ACH Feeds

Business Roles

The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, is representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.

Bank: State of Florida’s banking services provider.
BOSP Payroll Processor: BOSP role responsible for auditing an employee's pay in the system with the ability to view, enter, and update transactions.

Business Process Flows Details

The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.

Process Step ID	Process Step Title	Description of Process
1	Create Outbound Payroll Payments for Cash Management	Florida PALM creates and sends the cash accounting transactions to Cash Management for processing for all payroll ACH-related payments sent directly to the bank.
2	Outbound Payroll Payments File (PRI042)	Outbound interface to send warrants and ACH information to Financials Cash Management to enable recording of the warrant and ACH payment accounting entries and processing of bank reconciliation. The recording of the accounting entries is detailed in 70.4 Process Bank Cash Transfers. The cash management reconciliation process is detailed in 70.2 Manage and Reconcile Bank Statements.
3	Inbound Reconciled Payroll Warrants, Prenotes, and ACH NOC (PRI044)	Inbound interface that marks payroll payments as reconciled to identify payroll warrants that have cleared the bank, reset rejected prenoted transactions and manage NOC items.
4	Payroll Reconciliation Process	The Inbound Payroll reconciliation process performs 3 functions: Updates the status of payroll warrants which have cleared the bank to aid in payroll warrant reconciliation and prohibit warrant cancellation. Prenotes for employees with invalid bank information will have their ACH information inactivated and they will be contacted to update their ACH information. NOC updates for employee banking information will be automatically updated in Florida PALM.
5	Create Payroll ACH Transaction File for Financial Gateway	This process creates the ACH activity file for Financial Gateway for ACH reconciliation.
6	Outbound Payroll ACH File (PRI039)	ACH File containing all the necessary data for Financial Gateway to process and reconcile the ACH transactions in 70.2 Manage and Reconcile Bank Statements.
7	Create Child Support ACH Payment and Addenda File for Bank	Florida PALM creates an ACH Child Support File with addenda records to send to the Bank and be processed.
8	Outbound Child Support ACH Payment and Addenda File (PRI012)	Outbound interface to send child support ACH Payments and addenda records through the financial gateway for State Disbursement Units.
9	Create Payroll ACH File for Bank	This process creates the ACH file to be sent to the bank for employee direct deposit processing.
10	Outbound Payroll ACH File to Bank (PRI056)	Outbound interface to send ACH and Prenote transactions to the Bank.
11	Process ACH Files	The Bank will process the employee payroll and child support SDU ACH transactions. If any ACH transactions are returned to the Bank, those are sent to BOSP and processed by the BOSP Payroll Processor.
12	Review ACH Returns	The BOSP Payroll Processor reviews ACH returns from the bank and processes them in 100.6.2 – Manage ACH Returns and Reissued Warrants.

Accounting Events

Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).

Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Acct Event ID	Accounting Event	Commitment Control Ledger(s) Impact	Source Module Accounting Entry	General Ledger (Actuals) Entry
N/A

Reports

Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.

Report Number	Report RICEFW ID	Report Description	Report Source	Report Frequency	Audience
R17	CMR008	ACH/EFT Failures and Notice of Changes Report - A report that Identifies ACH/EFT failures and Notice of Changes from the bank.	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	BOSP
R18	PRR035	Payroll Warrant Status Report – A report that lists payroll warrant details and status (i.e., cleared, outstanding, or canceled).	PeopleSoft	Biweekly, Monthly, and Supplemental On-Cycles	Agency, BOSP

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number	Interface Description	Interface Frequency	Source	Target
PRI044	Inbound Reconciled Payroll Warrants, Prenotes and ACH NOCs - Inbound interface that marks payroll warrants as reconciled (i.e., paid/cleared) once reconciled in Financials, updates the status for rejected prenotes, as well as ACH Notice of Change (NOC) information received from the bank to correct employee bank account information.	Biweekly, Monthly, and Supplemental On-Cycles	Florida PALM	Florida PALM
PRI012	Outbound Child Support ACH Payment and Addenda File – Outbound interface to send child support ACH payments and addenda records through the financial gateway for State Disbursement Units.	Biweekly, Monthly, and Supplemental On-Cycles	Florida PALM	Bank
PRI039	Outbound Payroll ACH File - Outbound interface to send payroll ACH payments from Payroll to Financial Gateway for enabling ACH acknowledgments and returns to be processed.	Biweekly, Monthly, and Supplemental On-Cycles	Florida PALM	Florida PALM
PRI056	Outbound Payroll ACH File to Bank - Outbound interface containing employee ACH payroll payments to run on a daily basis.	Biweekly, Monthly, and Supplemental On-Cycles	Florida PALM	Bank
PRI042	Outbound Payroll Payments File - Outbound interface to send warrants and ACH information to Financials Cash Management to enable recording of a warrant and ACH payment accounting entries and processing of bank reconciliation.	Biweekly, Monthly, and Supplemental On-Cycles	Florida PALM	Florida PALM

Forms

The table below provides the forms identified on this Business Process.

Form Number	Form Description	Audience
N/A

Workflows

The table below provides the workflows identified on this Business Process.

Workflow Number	Workflow Description	Audience
N/A

Version History

Date	Revision Description
07/30/2024	Original Version

Attachments

PW. 100.3 On-Cycle Payroll - Narrative.pdf

425.89 KB

PW. 100.3 On-Cycle Payroll - Flows.pdf

791.96 KB

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Distribute Payroll Warrants (100.3.6)

Table of contents

Business Process Overview
Business Process Diagram
Business Roles
Business Process Flows Details
Accounting Events
Reports
Interfaces
Forms
Workflows
Version History