Maintain Bank Accounts (70.1.1)
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Maintain Bank Accounts (70.1.1)
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Implemented in CMS Wave
Business Process Overview
The Maintain Bank Accounts Business subprocess describes the process by which agencies may request E-Payment Requests or banking services. Agencies may submit the E-Payment Request Form to accept credit cards, charge cards, or debit cards for payments. The Banking Services Request Form facilitates an agency’s ability to request outside banking services as well as opening or closing bank accounts and sub-accounts from Treasury. Once a new bank account has been opened with the banking partner, the account is configured in Florida PALM. This step facilitates an agency’s ability to record related transactions in Florida PALM.
Business Process Diagram
Dependencies and Constraints
- Active banking relationships and bank accounts are maintained in Florida PALM for all bank accounts.
- Agencies submit all requests for assistance to the Treasury for assistance through Florida PALM.
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.
- Agency Requestor: Agency role responsible for submitting requests for new/changes to bank accounts
- DFS Bank Account Maintainer: DFS Treasury role responsible for requesting new bank accounts with the banking partner and for maintaining bank account configuration in Florida PALM
- Agency Banking Reporter: (role not shown as a swimlane on flow diagram) Agency role responsible for running cash management reports
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 | Determine Banking Need | The agency determines whether there is a need for banking services or to open/close a bank account (e.g., sub-account, revolving fund, clearing fund, Consolidated Revolving Account (CRA), or non-CRA bank account). If the banking need is for a clearing or a revolving account (i.e., CRA subaccount or agency revolving account), the requesting agency submits a request for a Fund following the 10.1.3 Enterprise Add or Modify Fund Values business sub process. |
2 | Review Clearing or Revolving Account Request | Treasury reviews the proposed banking information for the clearing or revolving account request. If the request is approved for a clearing or agency revolving account, Treasury creates the Outside Banking Services Authorization Letter and attaches the letter to the request in Florida PALM, granting the agency the authority to negotiate banking services outside of the Treasury. If the request is not approved, Treasury notifies the requesting agency via workflow. |
3 | Submit E-Payment Request Form (CMF003) | The agency determines whether there is a need to utilize E-Payment Requests to accept credit cards, charge cards, or debit cards for payments of goods and services. If needed, the agency submits the E-Payment Request Form through Florida PALM which routes to Treasury via workflow. If the request is approved, Treasury creates the E-Payment Request Approval Letter and attaches the letter to the request in Florida PALM, authorizing the agency to use electronic payment services. If the request is not approved, the form routes back to the Agency Requestor for correction or denial via workflow. |
4 | Submit Banking Services Request Form (CMF001) | Agencies requesting new sub-accounts, deposit locations, or outside banking services, submits the Banking Services Request Form within Florida PALM which routes to Treasury via workflow, for review and approval. |
5 | Notify Agency | If the request is for E-Payment Request or banking services not associated with opening or closing a bank account, Treasury notifies the agency that the request is completed and routes the form back to the Agency Requestor via workflow. |
6 | Open/Close Bank Account | If the Division of Treasury approves a bank account outside of the Treasury, The Division of Treasury returns the approved Clearing or Revolving Account Request Form to the requesting agency. The agency may then open/close the clearing or revolving bank account. |
7 | Submit Banking Information to Treasury | Once the agency has opened or closed the bank account, the agency contacts Treasury to provide the bank routing number and account number. |
8 | Open/Close Bank Account | If the account is managed by the Division of Treasury, the DFS Bank Account Maintainer works with the banking partner to open or close the bank account. |
9 | Maintain Bank Account | If the Division of Treasury approves the request to open or close a bank account, the DFS Bank Account Maintainer establishes the bank account within Florida PALM. The agency is not able to transact in the account until this is complete. For closed accounts, the DFS Bank Account Maintainer deactivates the bank account, which stops all processing in that account in Florida PALM. Prior to deactivating a bank account, all reconciliations must be completed with no remaining bank account balance. |
10 | Maintain Interface Configuration | If bank statements are imported for the account, the interface configuration is updated by the DFS Bank Account Maintainer to support the interfacing for that bank account. |
11 | Notify Agency of Account | If the request was submitted via the Banking Service Request Form, the Bank Account Maintainer notifies the agency via the form workflow the new account is configured and ready for use. |
12 | Notify Agency of Account | If the request was not submitted via the Banking Service Request Form, Treasury notifies the requesting agency the banking service is approved through the Clearing or Revolving Account Request Form and sends it back to the requesting agency. |
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 | Source Module Accounting Entry | Commitment Control Ledger(s) Impact | 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 |
|---|---|---|---|---|---|
R1 | CMR003 | Bank Account Listing – listing of bank accounts for all bank account types (e.g., revolving, clearing, depository, and disbursement) and status | DFS Staff | Periodic | DFS, Agencies |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
N/A |
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
CMF001 | Banking Services Request Form - Request form used by organizations to request bank accounts/banking services from DFS. | Agency, DFS (Treasury) |
| CMF003 | E-Payment Request Form - Request form used by organizations to request E-Payment Services approval from DFS. | Agency, DFS (Treasury) |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
02/12/2025 | Original Version |
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