Manage Trust Fund Loans (110.3.4)
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Manage Trust Fund Loans (110.3.4)
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Business Process Overview
Agencies may submit Trust Fund loans requests to DFS A&A for cash balance shortages with appropriate authority. The Manage Trust Fund Loans business subprocess describes how agencies request, receive, and make payment on Trust Fund Loans. It also describes how A&A monitors and tracks outstanding Fund loan balances for agencies.
Business Process Diagram
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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, are 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.
- DFS IU Processor: DFS role responsible for administering trust fund loans and monitoring balances.
- Agency IU Sending Processor: agency role responsible for recording the Trust Fund Loan Repayment IU transactions.
- Agency IU Sending Approver: agency role responsible for reviewing and approving the Trust Fund Loan Repayment IU transactions.
- Agency IU Spreadsheet Upload Processor: agency role responsible for uploading Trust Fund Loan Repayments via Spreadsheet Upload. This role must be paired with the Agency IU Sending Processor to create Trust Fund Loan Repayment transactions via Spreadsheet Upload. (Role not shown as a swim lane on flow diagram)
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 | Submit Loan Transfer Request | Agency prepares and submits the trust fund loan request to DFS/A&A, which includes a copy of the EOG/OPB approval letter. |
2 | Administer Loan Transfer Request | The DFS IU Processor reviews the loan transfer request to validate that appropriate authorization is provided and a sufficient approved balance is available to meet the request. |
3 | Record Trust Fund Loan Issuance | If the request is approved, the DFS IU Processor records a Trust Fund Loan Issuance transaction to transfer the cash and establish an accounts payable to the agency and a receivable to DFS. Trust Fund Loan Issuance transactions follow the 110.2 Establish and Maintain Inter/IntraUnit Accruals business subprocess. |
4 | Review Accrual Balance | The Agency Sending IU Processor reviews the IUR004 Inter/IntraUnit Accrual Report view the Trust Fund Loan activity including the established accrual, payments made to the Trust Fund Loan, and the remaining balance due. The processor determines the amount to repay. The transaction must reference the Trust Fund Loan Issuance Accrual. This will lower the remaining balance of the Trust Fund Loan. A payment against the Trust Fund Loan Issuance Accrual may be made in whole or partial repayment. The processor may record a Trust Fund Loan Repayment transaction either via the Inbound Inter/IntraUnit Interface, the Inbound Inter/IntraUnit Spreadsheet Upload, or via online. |
5 | Inbound Inter/IntraUnit Interface (IUI002) | The agency may record Trust Fund Loan Repayment transactions via IUI002 Inbound Inter/IntraUnit Interface. This standard flat file interface is established with agency business systems and Florida PALM to obtain Inter/IntraUnit (IU) transactions. The transaction must reference the Trust Fund Loan Issuance Accrual. This will lower the remaining balance of the Trust Fund Loan. A payment against the Trust Fund Loan Issuance Accrual may be made in whole or partial repayment. All IU transactions interfaced into Florida PALM bypass approval and are marked approved systematically through interface processing. The ‘External Reference’ field may be used to capture an agency assigned identifier. The agency may interface attachments to the IU transactions via SDI009 Inbound Attachments Interface or upload directly online. |
6 | Inbound Inter/IntraUnit Spreadsheet Upload (IUI001) | The agency may record Trust Fund Loan Repayment transactions via IUI001 Inbound Inter/IntraUnit Spreadsheet Upload. A Spreadsheet Upload is a process to transfer data within a Microsoft Excel spreadsheet systematically into Florida PALM to create transactions. A user who is assigned both the Agency IU Spreadsheet Upload Processor and the Agency Sending IU Processor role can create an or update a Trust Fund Loan Repayment transaction via Spreadsheet Upload. The transaction must reference the Trust Fund Loan Issuance Accrual. This will lower the remaining balance of the Trust Fund Loan. A payment against the Trust Fund Loan Issuance Accrual may be made in whole or partial repayment. A single-line SpeedKey may be used in the Spreadsheet Upload to populate the distribution lines with ChartField values. Agencies will have the opportunity to define their own SpeedKeys. The ‘External Reference’ field may be used to capture an agency assigned identifier. All IU transactions recorded via Spreadsheet Upload bypass approval workflow and are marked approved systematically through interface processing. Agencies may interface attachments to Trust Fund Loan Repayment via SDI009 Inbound Attachments Interface or upload directly online. |
7 | Perform Interface Error Checking | Interface validations are performed on each interface and Spreadsheet Upload before the data is allowed to load to the Inter/IntraUnit tables. If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once issues are resolved. Rejected files are managed through the 120.1 Interface Error Handling Process. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Inter/IntraUnit module. Edit Validations include but are not limited to:
Additional Interface exceptions may occur when the data is validated against specific interface edits. Examples include duplicate data in the file, incorrect data, and missing required fields. Transactions with exceptions are rejected and the agency would need to resend the transactions in a future interface if an exception occurred. Rejected transactions are managed through the 120.1 Interface Error Handling Process. |
8 | Load Inbound IU Transaction Data | Florida PALM loads the Trust Fund Loan Repayment and systematically generates the IU transactions. The receiving side of the Trust Fund Loan Repayment transaction will automatically populate the DFS distribution lines to record the receipt of the payment. Agencies may utilize the IUR005 Inter/IntraUnit Transaction Detail Report to view the IU transactions loaded into Florida PALM. |
9 | Create/Update GR Service Charge Payment Transaction | Agencies record a Trust Fund Loan Repayment online via the Inter/IntraUnit module. The Agency Sending IU Processor records the sending side (i.e., expenditure) of the Trust Fund Loan Repayment IU transaction. The transaction must reference the Trust Fund Loan Issuance Accrual. This will lower the remaining balance of the Trust Fund Loan. A payment against the Trust Fund Loan Issuance Accrual may be made in whole or partial repayment. The receiving side (i.e., revenue) of the Trust Fund Loan Repayment transaction will automatically populate the DFS distribution lines to record the receipt of the payment. A single-line SpeedKey may be used to populate the distribution lines with ChartField values when entering an online IU transaction. Agencies will have the opportunity to define their own SpeedKeys. Agencies may interface attachments to IU transactions via SDI009 Inbound Attachments Interface or upload directly online. Reports available to view recorded Trust Fund Loan Repayment transactions include the following: |
10 | Run Edit Check | Trust Fund Loan Repayment transactions will be systematically Edit Checked upon saving or submitting the transaction. The Edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction, amount validation, open period validation, etc. |
11 | Resolve Edit Errors | If edit errors are identified, the transaction will not process. The user will receive a message upon saving or submitting if the Trust Fund Loan Repayment transaction fails edit rules. Edit errors that occur when a Trust Fund Loan Repayment transaction is entered online must be resolved prior to the transaction proceeding. The system will not allow the Trust Fund Loan Repayment transaction to proceed until all the required fields are provided with valid active values. Processors should confirm the validity of the ChartField values and the ChartField String used on the transaction and make necessary updates. The processors should confirm the date of transaction falls within an open budget or accounting period. If errors persist after making updates, and a SpeedKey is being used, the processor should consult with the Agency COA Maintainer to determine if the SpeedKey was established accurately. Alternatively, the processor may determine to delete the transaction. If the edit error is not resolved within a specified number of days, the transaction will be auto deleted. Reports available to view GR Service Charge Payment IU transaction edit errors include: |
12 | Initiate Inter/IntraUnit Workflow (IUW001) | Workflow is initiated to send the Trust Fund Loan Repayment transaction to the Agency Sending IU Approver. |
13 | Review IU Transaction | The Agency Sending IU Approver will receive a notification via Worklist in the IU WorkCenter displaying the transaction is ready to be approved. Alternatively, the approver may access IUR009 IU Pending Approval report in the IU WorkCenter. The approver reviews Trust Fund Loan Repayment transaction and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:
|
14 | Deny IU Transaction | If the Agency Sending IU Approver determines the Trust Fund Loan Repayment transaction requires updates or recommends deletion, the approver denies the transaction and enters a comment for the denial reason. |
15 | Route to Agency Sending IU Processor | The transaction status is set to ‘Denied’ and is routed back to the Agency Sending IU Processor. The processor will receive an email notification of the denied transaction. Refer to Appendix A for a complete list of statuses and descriptions. |
16 | Review Denied Transaction | A Trust Fund Loan Repayment transaction may be denied by an approver. The Agency Sending IU Processor is notified of the denial via email. The processor reviews the IU transaction and makes updates to their side of the transaction if necessary. The processor may use the IUR010 Denied IU Transactions (WorkCenter) report to view denied IU transactions. |
17 | Delete IU Transaction | The Agency Sending IU Processor may delete the Trust Fund Loan Repayment transaction if deemed necessary. Deleted IU transactions do not impact balances and are not able to be altered after deletion. An IU transaction cannot be deleted if it has successfully passed budget/cash check. IU transactions in a ‘Deleted’ status may be viewed in the IUR005 Inter/IntraUnit Transaction Detail Report. |
18 | Approve IU Transaction | Trust Fund Loan Repayment transaction that passes review are approved by the Agency Sending IU Approver. |
19 | Run Budget/Cash Check | Upon final approval, the Trust Fund Loan Repayment transaction continues processing through the systematic Budget Check and Cash Check process. The budget check process will run at the designated interval. The budget/cash check checks all budget and cash ledgers to ensure there is a sufficient balance available. The Agency Sending IU Processor monitors pending IU transactions to ensure resolution of budget and cash check errors. If the error requires a budget resolution, the transaction is subject to the 20.2.1 Manage Budget Checking business subprocess. If the budget error is not resolved within a specified number of days, the transaction will be auto deleted. If the transaction exceeds the spendable cash balance, the transaction will fail cash checking. Transactions that fail cash checking are subject to 20.2.2 Manage Cash Checking business subprocess. If the error requires an accounting resolution, the Agency Sending IU Processor may edit the transaction as needed. Agencies have the option to correct the Trust Fund Loan Repayment transaction errors within Florida PALM or correct in the source system and resend the transaction via IUI002 Inbound Inter/IntraUnit Interface or IUI001 Inbound Inter/IntraUnit Spreadsheet Upload. If a budget, cash, or accounting resolution is unable to be completed, the Agency Sending IU Processor may choose to delete the transaction. Reports available to view IU transactions with budget and cash check errors are listed below:
|
20 | Update Ledger Balances | Upon passing the Budget/Cash Check, the appropriate ledgers will be updated in the Commitment Control module. The Accounting Events section listed below provides Commitment Control ledger impacts for each business event. |
21 | Post to IU Module | Trust Fund Loan Repayment transactions that successfully pass all checks (edit check, budget check, and cash check) are posted automatically to the IU Module. Upon posting, the transaction status is updated to ‘Posted’. Agencies can query for posted IU transaction details within Florida PALM. Refer to Appendix A for a complete list of statuses and descriptions. End users may generate the IUR005 Inter/IntraUnit Transaction Detail Report to view posted IU transactions. In addition, the IUR004 Inter/IntraUnit Accrual Report will reflect the payment made on Trust Fund Loan along with the updated balance of the loan. |
22 | Generate GL Journals | Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, budget check, and post the journal entries created during the process. Please reference 10.2.1 Source Module Journal Entry for more information on source module journal entries. Journals created from the Inter/IntraUnit module will contain Affiliate and Fund Affiliate fields. These fields help manage InterUnit and IntraUnit transactions and facilitate mapping transactions between related Business Units and Funds. |
23 | Outbound Inter/IntraUnit Interface (IUI003) | Florida PALM generates and exports a data file through IUI003 Outbound Inter/IntraUnit Interface for agency business systems, as applicable, to provide Trust Fund Loan Repayment transaction information, including posted Trust Fund Loan Repayment transactions. |
24 | Track and Maintain Balances | The DFS IU Processor monitors Trust Fund Loan balances via the IUR004 Inter/IntraUnit Accrual Report. |
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 | Event | Sending/Receiving Agency | Source Module Accounting Entry | Commitment Control Ledger(s) Impact | General Ledger (Actuals) Entry |
|---|---|---|---|---|---|
IU11 | Trust Fund Loan Repayment (Applicable to Trust Fund Loan Repayment Transaction) | Sending | Debit: Transfer Out - Loan Payable (S) Credit: Cash (S) | Decreases:
| Debit: Transfer Out - Loan Payable Credit: Cash |
Receiving (DFS) | Debit: Cash (S) Credit: Transfer In - Loan Receivable (S) | Increases:
| Debit: Cash Credit: Transfer In - Loan Receivable |
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 |
|---|---|---|---|---|---|
R1 | IUR005 | Inter/IntraUnit Transaction Detail Report – A report that lists transaction details for Inter/IntraUnit module transactions including Inter/IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals. | PeopleSoft | Periodic, Monthly, Annually | Agency |
R2 | IUR007 | Pending Submission IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of initiated IU transactions that are pending submission. | PeopleSoft | Periodic | Agency |
R3 | IUR011 | IU Edit Errors (WorkCenter) – A report that provided edit errors for IU transactions that require action. | PeopleSoft | Periodic | Agency |
R5 | IUR010 | Denied IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of IU transactions submitted and are pending approval. | PeopleSoft | Periodic | Agency |
R6 | IUR009 | IU Pending Approval (WorkCenter) – A report in the WorkCenter used to display a list of Inter/IntraUnit transactions submitted and are pending approval. | PeopleSoft | Periodic | Agency |
R7 | IUR006 | Inter/IntraUnit Budget-Cash Check Errors (WorkCenter) – A report in the WorkCenter used to display a list of Inter/IntraUnit transactions with budget and cash check exceptions that require action. | PeopleSoft | Periodic | Agency |
R8 | KKR058 | Budget and Cash Checking Exceptions/Warnings Report – A report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied. | PeopleSoft | Periodic, Monthly, Annually | Agency, DFS |
R10 | IUR004 | IU Encumbrance and Accrual Activity Report – A data warehouse report detailing the IU Encumbrance and Accrual activity including the established encumbrance/accrual, payments made against the encumbrance/accrual, and remaining balances. | DW/BI | Periodic, Monthly, Annually | Agency, DFS |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
IUI001 | Inbound Inter/IntraUnit Spreadsheet Upload - Inbound interface to load Inter-IntraUnit transactions via the spreadsheet (Excel) upload functionality. This interface is used for Inter/IntraUnit expenditure, revenue, transfer, advance, reclassifications, encumbrances, and accrual transactions. | Daily | Agency Business System | Florida PALM |
IUI002 | Inbound Inter/IntraUnit Interface - Inbound interface used to record or update Inter/IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals. | Daily | Agency Business System | Florida PALM |
IUI003 | Outbound Inter/IntraUnit Interface - Outbound interface containing established/updated IU Encumbrances, and posted/received Inter/IntraUnit expenditures, revenues, transfers, advances, reclassifications, and accruals. | Daily | Florida PALM | Agency Business System |
| SDI009 | Inbound Attachments - Inbound interface to load attachments that are associated to Florida PALM transactions. | Daily | Agency Business System | 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 |
|---|---|---|
IUW001 | IU Transaction Workflow – Workflow to route IU transactions (including IU Accruals) for approval. | Agency, DFS |
Version History
Date | Revision Description |
|---|---|
07/23/2024 | Original Version |
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