Maintain Fiscal Year End Updates (100.8.6)
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Maintain Fiscal Year End Updates (100.8.6)
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Business Process Overview
Maintain Fiscal Year End Updates encompasses the update activities performed by Bureau of State Payrolls (BOSP) prior to payroll processing in the next fiscal year.
Business Process Diagram
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 GL Journal Processor: Agency role responsible for creating journals in the general ledger.
- Agency Position Funding Maintainer: Agency role responsible for creating or updating position level funding.
- BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
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 | Update FRS Rates | BOSP Payroll Maintainer will insert new effective dated rows for the FRS rates each fiscal year. |
2 | Update Fiscal Year Periods | BOSP Payroll Maintainer will insert new fiscal quarters for the new fiscal year. |
3 | Update Position Funding | Agency Position Funding Maintainer will update any agency position funding needed for the new fiscal year via 100.7.1 Set Up Position Distributions. |
4 | Communicate Last Fiscal Year Payroll Cycle Schedule to Agencies | BOSP Payroll Maintainer will notify agencies of the last payroll cycle of the fiscal year along with any payroll deadlines. |
5 | Identify Payroll Carry Forward Expenditures and Create Payables | Agency GL Journal Processor will identify Payroll Carry Forward Expenditures recorded (or to be recorded) in the Current Fiscal and Budget Year. Once expenditures have been identified, the Agency GL Journal Processor will record the Carry Forward Payroll Payable in the General Ledger following the 10.2 Enter and Process Journals Process. Carry Forward Payables are to be established prior to the July cut-off period for Carry Forward. After the Carry Forward Payroll Payable has been established and the Carry Forward Payroll Expenditure has posted, the Agency GL Journal Processor will reverse the Carry Forward Payable and credit Current Year Payroll Expense (to restore Appropriation balance) following the 10.2 Enter and Process Journals Process. |
6 | Run First Payroll of New Fiscal Year | BOSP Payroll Maintainer will run the first payroll of the new fiscal year and validate the FRS deduction amounts. |
Accounting Events
The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.
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 |
|---|---|---|---|---|---|
N/A |
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 |
|---|---|---|
N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
07/30/2024 | Original Version |
| 05/07/2025 | Administrative updates to apply the following changes based on Narrative update dated 04/24/2025: Updates to 100.8.6:
|
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