Manage Payments (30.5)

Business Process Overview

The Process Payments business process is within the Disbursements Management (DM) business process grouping. DM includes a collection of business processes that: 

• Manage supplier information, including demographic and payment information for tax withholding and reporting purposes;
• Support the disbursement process for State obligations from encumbrance through payment request, payment creation, and escheatment; and
• Perform month-end and year-end closing activities.

 The Manage Payments business process addresses processes for recording manual payments made outside Florida PALM, managing Automated Clearing House/Electronic Funds Transfer (ACH/EFT) notifications from the bank for returns and prenote validations, managing Stale Payments, and the cancellation and reissuance of payments.

 The business subprocess included are: 

• 30.5.1 Record Manual Payments
• 30.5.2 Manage ACH/EFT Notifications
• 30.5.3 Manage Stale Payments
• 30.5.4 Cancel and Reissue Payments

Appendices:

• Appendix A - Budget Period and Budget Date
• Appendix B - AP Payment Cancellation Accounting Events
• Appendix C - Record Manual Payments using the Manual Payment Methods

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).

• Banking information must be recorded on the supplier record to be sent to the bank for validation.
• Payment dates must be entered correctly to calculate stale date(s).
• Only payments issued or recorded in Florida PALM can be cancelled in Florida PALM.
• For all payment cancellations, the bank is notified via interface files.
• For urgent payment cancellations, the party responsible for the banking relationship (i.e., either the agency or Treasury) also notifies the bank, as applicable.

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.

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. 

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