Manage Agency Allotments (20.1.2)

1

Review Current Year Agency Appropriations

Once General Appropriations Act (GAA)/Adjusted Appropriations are posted, agencies can create budget Allotments as a feature to assist budget management methods. 

The Agency KK Budget Processor will review current year appropriations, prior year allotments, and expenditures to determine budget allotments to track transactions appropriately. 

The Budgets Overview screen, Budget Detail Activity Report, and the Outbound Budget Detail Extract are available for review of posted appropriations for review and management purposes.

2

Create Allotment Request (New/ Adjustment)

The Agency KK Budget Processor prepares new or adjustment budget allotment requests. Transactional Fund are used to record budget allotments. Internal agency policy should provide guidance on how budget allotments are monitored and managed. Florida PALM provides three methods for agencies to create budget allotments: manual budget journals online, Spreadsheet Upload tool, or import agency budget allotment data using the Inbound Budget Journal Interface to be used by agency business systems. 

The Agency Commitments Report, Spend Plan Projections Report, and Annual Operating Budget Report are available for review and management purposes.

3

Create/Edit Manual Allotment Budget Journals

The Agency KK Budget Processor navigates to the Enter Budget Journals page online within Florida PALM, which can be used for a low number of allotment budget journals. The Agency KK Budget Processor will create or adjust allotment budget journals for the designated agency using applicable ChartField combinations, and budget journal entries require only a single-sided entry. 

The Agency KK Budget Processor can add supporting documentation to the enter budget journals budget header screen. Budget allotments cannot exceed Appropriations and will be prohibited by Budget Check functionality. 

Once the Agency KK Budget Processor has successfully created manual allotment budget journals using the appropriate ChartField combinations, the manual allotment budget journals are routed internally via Workflow functionality for review and approval by the Agency KK Budget Maintainer for posting to the allotments budget ledger. 

Separation of duties will be controlled through Commitment Control Security, i.e., the Agency KK Budget Processor creating budget journals cannot approve the same allotment budget journals. 

The use of the Enter Budget Journals page online could produce errors preventing the creation and adjustment of allotment budget journals. The allotments data lines containing errors will need to be resolved before they can be posted to the allotments budget ledger in Florida PALM. If there are no errors, then the allotment budget journals can be reviewed and approved to be posted. 

Below Figure 3 provides an example depicting the Allotments Ledger (CC_ALLOT) of the Budget Journals Entry Page, Budget Header Tab and Figure 4 provides an example of the Budget Journals Entry Page, Budget Lines Tab.

4

Run Edit Check

The edit check process will run at the designated interval. The edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction (i.e., does the transaction reflect an accurate Budget Entity to State Program correlation), and validate that the accounting period is open.

5

Inbound Budget Journal Spreadsheet Upload (KKI012)

The creation or adjustment of allotment budget journals may be completed via Spreadsheet Upload, which can be used for a large number of allotment budget journals. Budget allotments cannot exceed appropriations and will be prohibited by Budget Check functionality. 

Once the Agency KK Budget Processor or the Agency KK Spreadsheet Upload Processor has completed the spreadsheet upload template for allotment budget journals, the spreadsheet is uploaded into Florida PALM. The spreadsheet upload for allotment budget journals does not require approval through workflow for posting to the allotments budget ledger.

If the spreadsheet upload file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. Rejected transactions are managed through the Interface Error Handling Process. 

Internal agency policy should guide the access and use the upload template for allotment budget journals.

6

Execute Allotment Load/Import Process

Once the allotment budget journals are saved, the execute Allotment Load/Import Process program imports agency allotment budget journals via the Spreadsheet Upload into the budget header and budget line tables of the allotments budget ledger in Florida PALM.  The execution of the Allotment Load/Import Process could produce errors preventing the upload of allotment budget journals. If there are no errors, then the allotment budget journals will proceed with edit check and budget check processes.

7

Create or Modify Interface Allotment Budget Journal

The creation or adjustment of allotment budget journals is done via the designated interface, in compliance with the interface data file layout, which can be used for the highest number of allotment budget journals to be used by agency business systems. Budget allotments cannot exceed appropriations and will be prohibited by Budget Check functionality. 

Once the Agency KK Budget Processor has successfully created the interface allotment budget journals using the appropriate ChartField combinations, the interface allotment budget journals proceed through the transaction lifecycle.

8

Inbound Allotments Budget Journal (KKI001)

Allotments data file is electronically generated by the agency business system and transmitted to Florida PALM. The allotments interface data file conforms to the Inbound Budget Journal data layout. 

If the allotment interface data file is rejected, all transactions in the file are rejected, and the file must be resubmitted once the issue is resolved. Rejected transactions are managed through 120.1 Interface Error Handling Process. If the allotment interface data file is not rejected, the load data file, evaluation, and validation process is performed.

9

Load Inbound Allotments Data File

The Budget Load/Import Process loads allotments interface data files from the agency business system into Florida PALM staging tables to prepare allotments interface data files for validations

10

Evaluate Inbound Allotments Data Files

The systematic evaluation and validation of the allotments data interface file include the count of allotments data lines, monetary amounts, COA budgetary codes, and interface layout. 

Through the Budget Import Process, if there are no errors allotments budget journals are created and posted to the allotments budget ledger.  If errors are detected, the allotments data lines containing errors will be excluded in the creation of the budget journals. The allotments data lines containing errors will need to be resolved before they can be posted to the allotments budget ledger in Florida PALM.

The Budget Detail Activity Report is available for review to validate budget journals posted.

11

Update ChartField Values on Transaction Line

If allotment budget journals are not created due to errors, the Agency KK Budget Processor will confirm if ChartField values have not been configured to create allotment budget journals. 

The Agency KK Budget Processor follows the Subprocess 10.1.1 Agency Add or Modify ChartField Values Business Process to set up the appropriate ChartFields in Florida PALM. The Agency KK Budget Processor will confirm that any new ChartFields are successfully created before allotment budget journals can be created.

12

Submit Manual Allotment Budget Journals for Approval (KKW001)

The Agency KK Budget Processor submits manual allotment budget journals internally via workflow functionality to the Agency KK Budget Maintainer for approval, editing, or rejection.

13

Approve, Edit or Reject Manual Allotment Budget Journals (KKW001)

The Agency KK Budget Maintainer receives manual allotment budget journals internally via Workflow functionality from the Agency KK Budget Processor for approval, editing, or rejection and takes the appropriate action. 

Florida PALM Commitment Control Security controls the separation of duties whereas, once an Agency KK Budget Maintainer edits a budget journal, the workflow will systematically reassign the request to another Agency KK Budget Maintainer for review and approval.

14

Run Budget Check

The budget check process will run at the designated interval. The budget check will confirm sufficient budget balances exist to post completed allotment budget journals to the budget ledger.

15

Post Budget Journals

During the Manage Agency Allotments business subprocess, allotment budget journals are posted to update the allotments budget ledger to reflect budget allotments created or adjusted.

The DFS KK Budget Processor uses the Budget Detail Activity Report to verify the allotments budget journal posting process from all methods has been posted.

16

Manage Budget Exception

The DFS KK Budget Processor can update the amount and/or ChartField string to resolve budget exceptions. Budget Check exceptions continue to be systematically checked until they are resolved and do not proceed until they are corrected or adjusted for the Manage Agency Allotments business process. 

Please see 20.2.1 Manage Budget Checking for more information. The Budget and Cash Checking Exceptions/Warnings Report, online Exception Inquiry page, and Commitment Control Notification feature, which includes notifications by email and workflow worklist, are available to assist in managing exceptions for resolution.

17

Verify Allotments Posted

The Agency KK Budget Processor verifies budget allotments have been successfully posted by generating queries and/or reports. 

The Budgets Overview screen and the Schedule of Allotment Balances Report are available for review of posted appropriations and allotments for review and management purposes.

18

Notify Agency Programs of Successful Allotments Posted

The Agency KK Budget Processor notifies agency programs after agency budget allotments have been successfully posted.

19

Outbound Budget Extract (KKI009)

Florida PALM will provide agencies the capability to export agency budget allotments to agency business systems directly from Florida PALM by using the Outbound Budget Extract interface.

KK02

Records Allotments Balance

No Entry

No Entry

No Entry

R1

KKR019

Budget Detail Activity Report – A custom report that provides budget journal detail based on user-defined criteria. The report will be provided by business unit, ledger, and ChartField combination at a specified time period.

PeopleSoft

Periodic

DFS Agency

R2

KKR058

Budget and Cash Checking Exceptions/Warnings Report – A custom 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

DFS Agency

R3

KKR008

Schedule of Allotment Balances Report – Report which provides an accrual basis budget report within an expenditure category and account code for recorded allotments, Encumbrances, expenditures, and remaining balances. The report is grouped by Fund and/or Budget Entity and available at designated periods by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG/OPB, Agency

R5

KKR018

Agency Commitments Report – A report that provides encumbrances and payables by ChartField combinations.

PeopleSoft

Periodic

DFS, EOG/OPB, Agency

R6

KKR010

Spend Plan Report – A report displaying appropriations balances, encumbrances, expenditures (actuals and scheduled payments), and available balances.

Data Warehouse

Periodic

DFS Agency

N/A

Inbound Budget Journal – Inbound interface containing General Appropriations Act (GAA)/Adjusted Appropriations, Supplementals, Budget Amendments, and Certified Forward Reversions (July & February). Agencies can load budget allotments and estimated revenue data into Florida PALM.

KKI009

Inbound Budget Journal Spreadsheet Upload – Inbound interface containing budget journal entries loaded into the system en masse via the Import Budget Journal functionality, including Carry Forward Appropriations.

N/A

KKW001

12/01/2023

Original Version