Maintain Fiscal Year End Updates (100.8.6)
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Maintain Fiscal Year End Updates (100.8.6)
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Business Process Overview
Maintain Fiscal Year End Updates encompasses the update activities performed by Bureau of State Payrolls (BOSP) prior to payroll processing in the next fiscal year.
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 GL Journal Processor: Agency role responsible for creating journals in the general ledger.
- Agency Position Funding Maintainer: Agency role responsible for creating or updating position level funding.
- BOSP Payroll Maintainer: BOSP role with the ability to run and monitor payroll cycle processes and update configuration.
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 | Update FRS Rates | BOSP Payroll Maintainer will insert new effective dated rows for the FRS rates each fiscal year. |
2 | Update Fiscal Year Periods | BOSP Payroll Maintainer will insert new fiscal quarters for the new fiscal year. |
3 | Update Position Funding | Agency Position Funding Maintainer will update any agency position funding needed for the new fiscal year via 100.7.1 Set Up Position Distributions. |
4 | Communicate Last Fiscal Year Payroll Cycle Schedule to Agencies | BOSP Payroll Maintainer will notify agencies of the last payroll cycle of the fiscal year along with any payroll deadlines. |
5 | Identify Payroll Carry Forward Expenditures and Create Payables | Agency GL Journal Processor will identify Payroll Carry Forward Expenditures recorded (or to be recorded) in the Current Fiscal and Budget Year. Once expenditures have been identified, the Agency GL Journal Processor will record the Carry Forward Payroll Payable in the General Ledger following the 10.2 Enter and Process Journals Process. Carry Forward Payables are to be established prior to the July cut-off period for Carry Forward. After the Carry Forward Payroll Payable has been established and the Carry Forward Payroll Expenditure has posted, the Agency GL Journal Processor will reverse the Carry Forward Payable and credit Current Year Payroll Expense (to restore Appropriation balance) following the 10.2 Enter and Process Journals Process. |
6 | Run First Payroll of New Fiscal Year | BOSP Payroll Maintainer will run the first payroll of the new fiscal year and validate the FRS deduction amounts. |
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 |
|---|---|---|---|---|
PR16 | Carry Forward Payroll Payable for Prior Fiscal & Budget Year – Agency Fund | Decreases Available Appropriation, Allotment, and Release balances | N/A – GL entry | Debit: Payroll Expense (U) Credit: Accounts Payable (U) |
PR17 | Carry Forward Payroll Expenditure Posted to Current Fiscal & Budget Year – Agency Fund | Decreases Available Appropriation, Allotment, and Release balances Decreases Spendable Cash | Debit: Payroll Expense (S) Credit: Cash (S) | Debit: Payroll Expense Credit: Cash |
PR18 | Carry Forward Payroll Payable Reversal in Current Fiscal & Budget Year – Agency Fund | Increases Available Appropriation, Allotment, and Release balances | N/A – GL entry | Debit: Account Payable (U) Credit: Payroll Expense (U) |
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 |
|---|---|---|---|---|---|
N/A |
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 |
|---|---|
07/30/2024 | Original Version |
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