Manage Stale Payments (30.5.3)
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Manage Stale Payments (30.5.3)
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Business Process Overview
The Manage Stale Payments business subprocess describes the steps to manage stale payments and transfer of funds to Unclaimed Property, or as applicable, the originating fund.
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.
- AP Reporter: agency role responsible for reviewing reports in Florida PALM
- DFS AP Processor: DFS role responsible for managing the stale payment process
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 | Manage Stale Payments | The DFS AP Processor manually enters warrants for transfer to Unclaimed Property, if needed for an exception to the automatic process. |
2 | Process Stale Payments | Florida PALM transfers applicable payments to the Unclaimed Property Trust Fund for administration by the Unclaimed Property Processor on a scheduled basis. Any cancelled warrants that contain federal dollars or other funds exempt from transfer to Unclaimed Property are cancelled and the funds revert to the originating fund. The agency accounts for the federal funds or other funds which cannot be transferred. Federal funds are returned to the applicable trust fund and are considered in future grant drawdowns. The Stale Date Status is updated on the vouchers where funds were either transferred to Unclaimed Property or exempt from transfer to Unclaimed Property with a value of Stale Date – Escheat or Stale Date – Exempt. Cancelled warrants that are not federal dollars nor exempt from transfer to Unclaimed Property are included within the Outbound Stale Payments File to Unclaimed Property. The Journal Generator (JGEN) process runs following custom Fund Based Escheatment process to process 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 see 10.2, Enter and Process Journals for more information on source module journal entries. The Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report lists all payments transferred to Unclaimed Property and all payments exempt from transfer to Unclaimed Property due to a stale date. Below Figure 1 provides an example of where the Stale Date Status is located on the voucher screen. |
3 | Review Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report | The Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property report is available for agencies to monitor and review to ensure the appropriate transactions were sent to or exempt from transfer to Unclaimed Property. |
4 | Outbound Stale Payments File to Unclaimed Property (API023) | Florida PALM generates the Outbound Stale Payments File to Unclaimed Property which consists of stale payments to identify the payee information for use by Unclaimed Property. |
5 | Receive Stale Payments File in UPMIS | The Division of Unclaimed Property loads the unclaimed property records from the Outbound Stale Payments File into the Unclaimed Property Management Information System (UPMIS). |
6 | Generate Outstanding Warrants Report | The AP Reporter generates the Outstanding Warrants report to identify warrants issued but not presented to the bank. The report can be run within a specified date range (e.g., 3 months, 6 months, 9 months) to identify payments based upon the payment issuance date |
7 | Review Outstanding Warrants Report | The agency user that has the AP Reporter role, reviews the Outstanding Warrants report, which lists the warrant and electronic payment details and statuses to identify outstanding payments. |
8 | Contact Suppliers | Using the Outstanding Warrants Report, the agency user that has the AP Reporter role (or other agency personnel) contacts suppliers whose payments are outstanding, to encourage them to present the warrant to the bank. This process encourages the supplier to cash outstanding warrants in an attempt to reduce the number of stale dated warrants. |
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 |
|---|---|---|---|---|
AP04 | Stale Payments -Exempt | Increases spendable cash Increases revenue collected | Debit: Agency Fund Cash Credit: Prior year revenue | Debit: Agency Fund Cash Credit: Prior year revenue |
AP05 | Stale Payments -Escheat | Increases spendable cash Increases revenue collected | Debit: Unclaimed Property Fund Cash Credit: Unclaimed Property Revenue | Debit: Unclaimed Property Fund Cash Credit: Unclaimed Property Revenue |
Reports
Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. 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 |
|---|---|---|---|---|---|
R4 | APR140 | Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report – a report that lists payment information for funds transferred to the Unclaimed Property Trust Fund or those that are exempt from Transfer to Unclaimed Property, pursuant to Sections 17.26 and 717.117, Florida Statutes, and payment information for funds returned to the original source | Data Warehouse | Periodic, Monthly | Agency, DFS |
R5 | APR018 | Outstanding Warrants Report – a report that lists Warrants that are outstanding, expired, or about to expire by specified date range to include chart of account ChartFields, payment transaction data and business unit | Data Warehouse | Periodic, Daily, Monthly | Agency, DFS |
Interfaces
The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
API023 | Outbound Stale Payments File to Unclaimed Property – outbound interface containing expired payments to be turned over to Unclaimed Property | Monthly | Florida PALM | UPMIS |
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
12/01/2023 | Original Version |
| 07/03/2024 | Updated language in Steps 1, 6, 7, & 8 Updated Accounting Events Commitment Control Ledger impacts, Source Module Accounting Entry and General Ledger (Actuals) Entry |
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