Manage ACH Returns and Reissued Warrants (100.6.2)
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Manage ACH Returns and Reissued Warrants (100.6.2)
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Business Process Overview
The "Manage Automated Clearing House (ACH) Returns and Reissued Warrants" business process is within the Payroll Adjustments business process grouping. The business process describes the process for when a payment needs to be reissued due to an ACH return or lost/damaged warrant.
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 Payroll Processor: Agency role responsible for ensuring employee’s pay is accurate with the ability to view, enter, and update transactions.
- Bureau of State Payrolls (BOSP) Payroll Processor: BOSP roles responsible for auditing an employee’s pay in the system with the ability to view, enter, and update transactions.
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 | Request Reissue of Warrant | The Manage ACH Returns and Reissued Warrants process starts with the agency requesting to reprint a warrant. BOSP Payroll Processor confirms if the Agency has Warrant in hand. If the warrant is in hand, the process continues to step 6. If the warrant is not in hand, the process continues to Step 2. The process can also start when BOSP receives notice from Cash Management that an ACH payment was returned (step 4). |
2 | Sent Stop Payment to Bank | BOSP Payroll Processor initiates a stop payment to the bank after confirming that warrant is not in hand.
Once stop pay status is complete, proceed to step 6. |
3 | Outbound Payroll Positive Pay File (PRI045) | Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance. |
4 | Review ACH/EFT Failures and NOCs Report | BOSP Payroll Processor will use CMR008 – ACH/EFT Failures and Notice of Changes Report to identify ACH returns. |
5 | Determine ACH Return Should be Reissued | BOSP Payroll Processor identifies an ACH return and determines that the payment needs to be reissued as a warrant. |
6 | Reissue Payment | BOSP Payroll Processor enters paycheck number of the original warrant that needs to be reissued or the ACH that was returned and runs reissue payment process. The reissue process will perform validations to verify if the payment can be reissued. If yes, the process will continue as described in 100.3.6 Distribute Payroll Warrants to:
If no, continue to step 7. |
7 | Notify Agency Payment Cannot be Reissued | BOSP Payroll Processor notifies Agency that payment reissue was not successful. |
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 | Commitment Control Ledger(s) Impact | Source Module Accounting Entry | 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 | CMR008 | ACH/EFT Failures and Notice of Changes Report – A report that identifies ACH/EFT failures and Notice of Changes from the bank. | PeopleSoft | Daily | BOSP |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
PRI045 | Outbound Payroll Positive Pay File - Outbound interface containing detailed warrant information to the bank to facilitate warrant clearance. | Daily | Florida PALM | Bank |
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 |
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