Establish and Maintain Inter/IntraUnit Encumbrances (110.1)

Business Process Overview

The Establish and Maintain Inter/IntraUnit Encumbrances business process is within the Inter/IntraUnit (IU) business process grouping. IU includes a collection of business processes that:

• Support the inter/intra-agency processing from IU encumbrance through IU payment and receipt.
• Manage accounting and reporting of InterUnit and IntraUnit transactions including encumbrances, accruals, transfers, expenditures, revenue, and reclassifications.
• Perform month-end and year-end closing activities.

IU Encumbrances are used to obligate Agency appropriations for goods or services ordered and subsequently are unobligated when the goods or services are received and approved for payment.

The business subprocess included are:

• 110.1.1 – Create and Maintain Inter/IntraUnit Encumbrances
• 110.1.2 – Monitor Inter/IntraUnit Encumbrances

Appendix:

• Appendix A - Inter/IntraUnit Encumbrance Statuses

Dependencies and Constraints

Dependencies and Constraints describe any conditions or criteria that impact how or when the business process should be executed. These could be set within Florida PALM or from external sources, i.e., Law or Rule.

• An IU Encumbrance must be interfaced from an agency business system (with the exception of MFMP), loaded using a spreadsheet upload or manually created in Florida PALM.
• MyFloridaMarketPlace (MFMP) inter-agency encumbrances are not interfaced into the Inter/IntraUnit module, and agencies must record directly in Florida PALM.
• An IU Encumbrance requires sufficient budget authority to be created.
• An IU Encumbrance manually created in Florida PALM is subject to the approval process. However, Agencies have the option to assign both the Agency IU Encumbrance Processor and the Agency IU Encumbrance Approver role to the same person. This allows the user to approve an IU encumbrance they recorded.
• Agencies may request that an IU Encumbrance created through an interface or spreadsheet upload be subject to the approval process.
• A valid budget check will consume budget and add the IU Encumbrance to the Encumbrance Detail Ledger, within the Commitment Control Module.
• The Inter/IntraUnit Module will not have a conversion for IU Encumbrance. Agencies may utilize IUI001 Inter/IntraUnit Spreadsheet Upload to upload open inter-agency encumbrance balances prior to launch of the Florida PALM Financials Wave. For conversion of encumbrances that are not for inter-agency use, please reference Open Encumbrances Conversion (POC001).

Agency Configurations

The table below identifies the Agency Configurations related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

Conversions

The table below identifies the Conversions related to this Business Process. These items are not included within the Business Flow Diagrams; however, these items are important elements of each Business Process.

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