Disbursements Management (DM) Overview

What is Disbursements Management?

Disbursements management are functions that set-up and maintain supplier information, manage disbursement obligations of the State, and manage payments.

How will disbursements be handled in Florida PALM?

Florida PALM is an integrated system that is replacing FLAIR. Disbursements management includes managing Suppliers (name, 1099 information, banking details (EFT/ACH/warrants), remittance address, physical address, etc.), Encumbrance tracking, processing Vouchers, and processing Payments.

Disbursements Management Lifecycle

The below shows the flow and related components of the Disbursements Management Lifecycle in Florida PALM. The information is further defined in the sections below and supporting Lifecycle pages.

Suppliers 

What is different or changing?

• Florida PALM uses the term Suppliers instead of Vendors.
• When users submit a Supplier Registration to request a new supplier to be added in Florida PALM, the approval workflow automatically routes the Supplier Registration to DFS for review. Users can also include more robust information related to the supplier.

What is the same?

• MyFloridaMarketplace (MFMP) Suppliers will register in MFMP. MFMP Supplier records will be interfaced to Florida PALM to receive a Supplier ID for use on transactions that originate in MFMP.

Other Helpful Information

• Visit the Supplier Lifecycle page for more information about the Supplier lifecycle, including Associated Business Processes, Interfaces, Conversions, and Reports.
• For Enterprise Configuration values see the link in Attachments to the right. 

Encumbrances 

What is different or changing?

• Agencies cannot over-encumber because budget is consumed when users create encumbrances.
• Encumbrances must have a supplier record.

What is the same?

• Agencies will continue to use MFMP to enter contracts and invoices.
• Encumbrances can be a Memo or Regular Encumbrance (Visit the Memo Encumbrances page for additional information). 

Other Helpful Information

• Visit the Encumbrance Lifecycle page for more information about the Encumbrances lifecycle, including associated Business Processes, interfaces, conversions, reports, and data structure(s).  
• For Enterprise Configuration values see the link in attachments to the right.

Vouchers 

What is different or changing?

• Florida PALM uses voucher styles (e.g., Regular Voucher, Adjustment Voucher, Single Payment Voucher).
• If a voucher is not posted, a voucher’s originator can make corrections.
• Spreadsheet Uploads will be an alternative method for screen scraping and scripting.
• Florida PALM allows only one invoice per voucher.
• Multiple funding sources can be used on one voucher within the distribution lines of the voucher.
• Budget Checking occurs prior to the voucher being posted.
• No supplier record is created for single payment vouchers.
• Voucher schedules are not created nor required.

What is the same?

• Voucher interfaces from various Enterprise Systems (e.g. MFMP, PCard, STMS) will load into Florida PALM (similar to FLAIR today).
• Florida PALM will generate interest vouchers only if the interest accrued is more than $1.

Other Helpful Information

• Visit the Voucher Lifecycle page for more information about the Voucher lifecycle, including Associated Business Processes, Interfaces, Conversions, Reports, and Data Structure(s).  
• For Enterprise Configuration values see the link in Attachments to the right. 

Payments 

What is different or changing?

• Cash checking and cash consumption occurs during the payment process.
• Payment messages have a limited character length.
• Multiple vouchers are consolidated for a Supplier on one payment (by Business Unit (BU)).
• Reissued payments receive a new Payment Reference ID using the original voucher (no duplicate warrants are issued).

What is the same?

• Payments can be issued outside of Florida PALM for approved circumstances. These payments are entered into Florida PALM as vouchers using the Manual Payment Method and can be entered online or via interface.
• Warrants are printed and sorted by Business Unit and Payment Handling Code for distribution to agencies, as applicable.
• Prompt payment requirements are still applicable.

Other Helpful Information

• Visit the Payment Lifecycle page for more information about the Payment lifecycle, including Associated Business Processes, Interfaces, Conversions, and Reports.
• For Enterprise Configuration values see the link in Attachments to the right. 

1099 Reporting 

Monitoring/Expectations 

Disbursement Resources

• Business Process Models (BPMs)
  • How to Read a Business Process Model
  • Disbursements Management Business Process Models: 
    • 30.1 Set Up and Maintain Suppliers 
    • 30.2 Establish and Maintain Encumbrances 
    • 30.3 Enter and Process Vouchers 
    • 30.4 Process Payments 
    • 30.5 Manage Payments 
    • 30.6 Manage Tax Reporting - Coming Soon in Segment IV
    • 30.7 Manage Accounts Payable Reporting - Coming Soon in Segment IV