Inter/IntraUnit Period Close and Year-End Processing (110.4)

Business Process Overview

The Establish and Maintain Inter/IntraUnit Accruals 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.

The business subprocess included are:

• 110.4.1 Inter/IntraUnit Period Close
• 110.4.2 Inter/IntraUnit Carry Forward Process

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).

• IU period is closed upon closing of both the AR and AP source modules.
• The Department of Financial Services (DFS) and the Executive Office of the Governor/Office of Policy and Budget (EOG/OPB) publish fiscal year (FY) end closing memorandums that provide instructions, guidance, and deadlines.
• Sections 216.301(1)(a) and (b), Florida Statutes (F.S.), require each state agency and the judicial branch to identify in the State's financial system any incurred obligation that has not been disbursed as of June 30. Incurred obligations, pursuant to the definition in Chapter 216, F.S., include accounts payable and encumbrances.
• DFS monitors the perform budget close process to ensure Florida PALM remains in compliance with legislative intent and performs systematic edit checks as configured.
• DFS maintains a FY end closing activities document that includes tasks/milestones, task descriptions, resources contact information, and contingency/notes. This document is used throughout the FY end closing processes.
• Agencies close IU Encumbrances and IU Accruals not eligible for Carry Forward prior to the first Reversion. IU Encumbrances and IU Accruals remaining open after the first Reversion will be considered as a Carry Forward obligation. 
• Agency closing schedules are developed by DFS.
• Agency closing schedules are developed by DFS.
• Each agency is required to use Florida PALM for all Carry Forward and Certified Forward processes, as well as to retrieve reports.

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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