Monitor Inter/IntraUnit Accruals (110.2.2)
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Monitor Inter/IntraUnit Accruals (110.2.2)
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Business Process Overview
Agencies monitor the Inter/IntraUnit (IU) Accruals in Florida PALM via reports. Pending IU Accruals are monitored for budget/cash check errors. IU transactions may pay against an open IU Accrual, which lowers the balance of the liability for the sending agency and the balance of the receivable for the receiving agency. Agencies monitor the balances, and in certain situations, agencies may need to adjust these balances to reduce or increase the remaining amount.
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 IU Sending Processor: agency role responsible for recording the sending side, i.e., liability/expenditure, of the IU Accrual transaction.
- Agency IU Receiving Processor: agency role responsible for recording the receiving side, i.e., receivable/revenue of the IU Accrual transaction.
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 | Monitor IU Accruals | Monitoring Pending IU Accrual Transactions The sending and receiving processors monitor pending IU Accruals to ensure resolution of errors. Three types of errors exist that require a resolution; Edit Check, Budget Check error, or Cash Check error. IU Accruals will be systematically Edit Checked upon saving or submitting the transaction. The Edit check process will validate that ChartField values are active, validate combination edit rules applicable to the transaction, amount validation, open period validation, etc. IU Accruals are subject to Budget Check to validate whether spending authority is available. If the error requires a budget resolution, the transaction is subject to the 20.2.1 Manage Budget Checking business subprocess. If the budget error is not resolved within a specified number of days, the IU Accrual will be auto deleted. The Trust Fund Loan Issuance and the Advance Issuance accrual transactions are Cash Checked to validate spendable cash. If the error requires a cash resolution, the transaction is subject to 20.2.2 Manage Cash Checking business subprocess. If the error requires an accounting resolution, the sending and receiving processors may edit the transaction as needed. Refer to the 110.2.1 Create and Monitor Inter/IntraUnit Accruals business subprocess. Each agency has the option to correct IU Accrual errors within Florida PALM or correct in the source system and resend the transaction via IUI002 Inbound Inter/IntraUnit Interface or IUI001 Inbound Inter/IntraUnit Spreadsheet Upload. If a resolution is unable to be completed, the initiating agency processor may choose to delete the IU Accrual. Monitoring IU Accruals as Transactions Pay Against Them IU transactions may pay against an IU Accrual, which lowers the balance of the liability for the sending agency and the balance of the receivable for the receiving agency. Balances are maintained for each IU Accrual, and in certain situations, agencies may need to adjust these balances to reduce or increase the remaining amount. Reports Available to Monitor IU Accruals
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2 | Initiating Agency Deletes IU Accrual | The initiating agency processor may delete an IU Accrual if deemed necessary. Deleted IU Accruals do not impact balances and cannot be altered after deletion. An IU Accrual cannot be deleted if it has successfully passed the budget/cash check. If the budget/cash error is not resolved within a specified number of days, the IU Accrual will be auto deleted. IU Accruals in a deleted status may still be viewed in the IUR005 Inter/IntraUnit Transaction Detail Report. |
3 | Record Accrual Balance Adjustment | Monitoring may determine an IU Accrual should be adjusted or closed. An Accrual Balance Adjustment transaction will increase or decrease the balance of an IU Accrual. If the Accrual balance adjustment liquidates the remaining IU Accrual balance, the status of the IU Accrual will be updated to ‘Closed.’ Reference Appendix A for a full list of statuses. The Accrual Balance Adjustment transaction will follow the 110.2.1 Create and Maintain Inter/IntraUnit Accruals business subprocess. Reports available to view balance adjustments to an IU Accrual include:
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4 | Record Reverse IU Accrual | Monitoring may determine a posted IU Accrual was recorded in error. An agency may decide to record a Reverse IU Transaction which will create a new transaction to reverse the effects of the IU Accrual. An IU Accrual will not be allowed to be reversed if another transaction has paid against that accrual. The agency end user must have the Agency Reverse IU Transaction Processor end user role to record the reversal. The Reverse IU Transaction will follow the 110.3.1 Agency Record Inter/IntraUnit Transactions. Reports available to view reversals of an IU Accrual include:
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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 | IUR005 | Inter/IntraUnit Transaction Detail Report – A report that lists transaction details for Inter-IntraUnit module transactions including Inter-IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals. | PeopleSoft | Periodic, Monthly, Annually | Agency |
R2 | IUR007 | Pending Submission IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of initiated IU transactions that are pending submission. | PeopleSoft | Periodic | Agency |
R3 | IUR011 | IU Edit Errors (WorkCenter) – A report that provided edit errors for IU transactions that require action. | PeopleSoft | Periodic | Agency |
R5 | IUR010 | Denied IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions submitted and are pending approval. | PeopleSoft | Periodic | Agency |
R6 | IUR009 | IU Pending Approval (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions submitted and are pending approval. | PeopleSoft | Periodic | Agency |
R7 | IUR004 | IU Encumbrance and Accrual Activity Report – A data warehouse report detailing the IU Encumbrance and Accrual activity including the established encumbrance/accrual, payments made against the encumbrance/accrual, and remaining balances. | Data Warehouse | Periodic, Monthly, Annualy | Agency, DFS |
R8 | KKR018 | Agency Commitments Report – A report that provides encumbrances and payables by ChartField combinations by budget period(s). | PeopleSoft | Periodic, Monthly, Annually | Agency |
R9 | IUR006 | Inter/IntraUnit Budget-Cash Check Errors (WorkCenter) – A report in the WorkCenter used to display a list of Inter-IntraUnit transactions with budget and cash check exceptions that require action. | PeopleSoft | Periodic | Agency |
R10 | KKR058 | Budget and Cash Checking Exceptions/Warnings Report – A 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, Monthly, Annually | Agency, DFS |
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 |
|---|---|
07/23/2024 | Original Version |
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