Monitor and Closeout Grant (90.2.3)
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Monitor and Closeout Grant (90.2.3)
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Business Process Overview
This subprocess is used to review a grant’s financial record for the process of monitoring grant financial activity and/or closing a Grant within Florida PALM. Users within agencies will run financial reports for month end and year end reconciliation, reporting, and monitoring needs for grants.
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 GM Processor: agency role responsible for entering information on the Grant Information Page.
- Agency GM Maintainer: agency role responsible for ensuring accurate grant information is recorded, uploading Grant Spreadsheet to add or modify grant information, and updating the Grant ChartField Status.
- Agency Grant Reporter: (role not shown as a swim lane on flow diagram) role assigned to view grant data within Florida PALM. Process Step ID Process Step Title Description of Pro
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 | Review Grant Financials | The Agency GM Processor will monitor Grant financial activities using a variety of reports and online screens. The Agency GM Processor will review grant transactions to confirm they are allowable and recorded correctly, using the appropriate Chart of Accounts values based on DFS Reference Guide for State Expenditures, GAAP, or other statutory and grantor requirements. Corrections to Grant transactions should occur in the original source system (General Ledger (GL) journals should be corrected in the GL, Accounts Payable (AP) entries should be corrected in the AP module, etc.) The user should determine which source module is needed to make the corrections. If the original transaction was entered as an AP voucher use the 30.3.1 Process Vouchers subprocess to enter an adjustment voucher. If the original transaction was recorded as an Accounts Receivable (AR) transaction, then use the appropriate subprocess within 60.2 Deposit and Apply Receipts to correct an AR item deposit or a direct journal deposit. If the original transaction was recorded as an InterUnit transaction, then use the appropriate subprocess within 110.1 Inter/IntraUnit Transaction Processing to correct an Inter/IntraUnit transaction. If the original transaction was entered as a GL Journal, the correcting entry must be following the steps in 10.2.3 Agency Create and Approve Journals subprocess. |
2 | Complete Financial Reports | Determine if any periodic reports are due such as the SF-425, progress or performance reports. The Agency GM Processor will utilize reports within Florida PALM and the Data Warehouse to populate the reports using the Grantor’s prescribed format. |
3 | Review Reports for Financial Close | Determine if the Grant is eligible for financial closeout by reviewing the End Date. If the grant is eligible for closeout, then review reports for financial closure. This includes ensuring all supplier payments are received and processed and subrecipient requests for funding have been satisfied, and any refunds due have been collected. To verify that all Projects associated with the grant are closed, the Agency GM Processor will need to work with the Agency PC Processor to close any open Projects, using the 90.1.5 Monitor and Closeout Project subprocess. To ensure that all encumbrances with a grant are closed, the Agency GM Processor will need to work with the Agency Encumbrance Processor to liquidate any open encumbrances for the Grant using the 30.2.1 Create and Maintain Encumbrances subprocess. |
4 | Submit Final Closeout Reports to Grantor | Once all financial obligations have been satisfied and no outstanding receipts are due to the Agency, the Agency GM Maintainer will submit the final paperwork to the Grantor for Grant Closeout. |
5 | Grantor’s Final Settlement Received | When the Grantor has accepted the request for Close, the Agency will receive the Final Settlement letter, which will indicate if funds are due back to the Grantor. If payment is due to the Grantor, the Agency GM Maintainer will work with the appropriate staff to issue a warrant/EFT to the Grantor for the funds due, using the subprocess 30.3.1 Process Vouchers. Upon receipt of settlement with the grantor the Agency GM Maintainer will update the Grant status to closed per 90.2.1 Add or Modify Grant subprocess. |
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 | Source Module | General Ledger (Actuals) Entry |
|---|---|---|---|---|
N/A |
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 |
|---|---|---|---|---|---|
R2 | GLR079 | GR Cash Balance and Activity Report - report that provides the cash balance and related cash transactions for requested combination of ChartFields. | PeopleSoft | Periodic, Monthly and/or Annually | Agency, DFS |
R3 | GLR099 | Trial Balance Report – report that lists debit and credit activity by ChartField and date. | PeopleSoft | Monthly | Agency |
R4 | KKR008 | Schedule of Allotment Balances Report – Custom report reflecting recorded allotments, encumbrances, expenditures, and associated remaining balances for designated time periods grouped by designated ChartFields and ChartField combinations. | PeopleSoft | Monthly | Agency |
R5 | KKR018 | Agency Commitments Report - A custom report that provides encumbrances and payables by ChartField combinations. | PeopleSoft | Monthly | Agency |
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 |
|---|---|---|---|---|
N/A |
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 |
| 02/05/2024 | Updated title of KKR018 |
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