Process GR Service Charge (110.3.3)

1

Generate GRSC Report

Florida's General Revenue Service Charge (GRSC) collects a percentage of certain revenues to be deposited into the General Revenue Fund. The purpose of this service charge is to ensure that a portion of the income from these sources contributes to the state's central funding, thereby supporting a wide range of public services and governmental functions.

The service charge is typically applied to revenues generated by state agencies and departments from fees, fines, and other income sources. The percentage charged can vary depending on the type of revenue and the legislative mandates governing each agency.

DFS generates the IUR002 GR Service Charge Report in the DW/BI to determine the service charge applicable for each agency. The report lists service charges by ChartField combination for each Agency. It provides the year-to-date, quarter-to-date, and month-to-date receipt and refund amounts by fund, category, and year for trust funds and categories subject to the GRSC.

2

Notify Agencies of GR Service Charge Report

DFS notifies agencies that the GR Service Charge report is available.

3

Generate GRSC Report

The Agency Sending IU Processor may generate the IUR002 GR Service Charge Report in the Florida PALM Data Warehouse/Business Intelligence (DW/BI) system.

The report lists service charges by ChartField combination for each Agency. It provides the year-to-date, quarter-to-date, and month-to-date receipt and refund amounts by fund, category, and year for trust funds and categories subject to the GRSC

4

Review GRSC Report

The IUR002 GR Service Charge Report does not include exempt Trust Funds and Categories revenue and receipts. However, additional amounts from the report may be determined to be exempt from the GRSC by the agency. Examples of exemptions include:

• Refunds where GRSC was paid on original receipt;
• Receipts not of an income nature (per Section 215.20 (1), F.S.); and
• Statutorily exempt funds or categories that were not marked for exclusion from the report.

If agencies determine the GRSC amount needs adjustments based on the above criteria, agencies prepare documentation and a rationale to support the recommended adjustment to the GRSC amount. This document may be uploaded and attached to the GR Service Charge Payment.

If the adjustments are complete or no adjustments are necessary, the Agency Sending IU Processor may record a GR Service Charge Payment 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 GR Service Charge Payments 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.

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 GR Service Charge Payment 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 GR Service Charge Payment via Spreadsheet Upload.

The IU transaction may pay against an IU Encumbrance or an IU Accrual. This will lower the remaining balance of the IU Encumbrance/Accrual.

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 GR Service Charge Payment 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:

• ChartField Validation
• Amount Validation
• Open Period Validation

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 IU transaction data and systematically generates the IU transactions.

The receiving side of the GR Service Charge Payment 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 GR Service Charge Payment online via the Inter/IntraUnit module.

The Agency Sending IU Processor records the sending side (i.e., expenditure) of the GR Service Charge Payment IU transaction.

The transaction may pay against an IU Encumbrance or an IU Accrual. This will lower the remaining balance of the IU Encumbrance/Accrual.

The receiving side (i.e., revenue) of the GR Service Charge Payment 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 GR Service Charge Payment IU transactions include the following:

• IUR005 Inter/IntraUnit Transaction Detail Report
• IUR007 Pending Submission IU Transactions

10

Run Edit Check

GR Service Charge Payment IU 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 GR Service Charge Payment IU transaction fails edit rules.

Edit errors that occur when an GR Service Charge Payment IU transaction is entered online must be resolved prior to the transaction proceeding. The system will not allow the GR Service Charge Payment IU 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:

• IUR011 IU Edit Errors (WorkCenter)
• IUR005 Inter/IntraUnit Transaction Detail Report

12

Initiate Inter/IntraUnit Workflow (IUW001)

Workflow is initiated to send the GR Service Charge Payment IU 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 the GR Service Charge Payment transaction and any attached documentation to ensure the transaction is accurate and valid. Based on the documentation, the approver has three options:

• Approve the transaction
• Deny the transaction and recommend updates
• Deny the transaction and recommend deletion

14

Deny IU Transaction

If the Agency Sending IU Approver determines the GR Service Charge Payment IU transaction requires updates or recommends deletion, the approver denies the GR Service Charge Payment transaction and enters a comment for the denial reason.

15

Route to IU Processors

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

An GR Service Charge Payment 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 GR Service Charge Payment 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

GR Service Charge Payment IU transaction that passes review are approved by the Agency Sending IU Approver.

19

Run Budget/Cash Check

Upon final approval, the GR Service Charge Payment 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 GR Service Charge Payment 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 IU transaction.

Reports available to view IU transactions with budget and cash check errors are listed below:

• IUR006 Inter/IntraUnit Budget-Cash Check Errors (WorkCenter)
• KKR058 Budget and Cash Checking Exceptions/Warnings Report

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

GR Service Charge Payment transactions that successfully pass all checks (edit check, budget check, and cash check) are posted automatically to the IU Module. Upon posting, the GR Service Charge Payment 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.

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 GR Service Charge Payment transaction information, including posted GR Service Charge Payment transactions.

24

Monitor GRSC Payments

The IU Reporter within DFS monitors The GR Service Charge Payment transactions via the IUR005 Inter/IntraUnit Transaction Detail Report. Payments are compared to the IUR002 GR Service Charge Report. If discrepancies exist, DFS will review the supporting documentation and contact the agency to resolve discrepancies.

If the payment was deemed insufficient, agencies will record GR Service Charge payment for the remaining difference.

If a refund is deemed by DFS, DFS will record a General Revenue Transfer to refund the amount to the agency. General Revenue Transfer refunds follow the 110.3.2 Enterprise Record Inter/IntraUnit Transactions.

IU09

GR Service Charge Payment

(Applicable to GR Service Charge Payment Transaction)

Sending

Debit: GR Service Charge Expense (U)

Credit: Cash (S)

Increases:

• Expense

Decreases:

• Available Appropriations balance
• Allotments balance
• Releases balance
• Spendable Cash

Debit: GR Service Charge Expense

Credit: Cash

Receiving

(DFS)

Debit: Cash (S)

Credit: GR Service Charge Revenue (S)

Increases:

• Collected Revenue
• Spendable Cash

Debit: Cash

Credit: GR Service Charge Revenue

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

R9

IUR002

GR Service Charge Report – A report that lists service charges by ChartField combination for each Agency

DW/BI

Periodic, Monthly, Annually

Agency, DFS

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

N/A

IUW001

IU Transaction Workflow – Workflow to route IU transactions (including IU Accruals) for approval.

Agency, DFS

07/23/2024

Original Version