Agency Encumbrance Processor
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Agency Encumbrance Processor
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Role Description and Responsibilities
The Agency Encumbrance Processor is the agency role responsible for entering, updating, reviewing encumbrances, resolving exceptions for period end closing activities and monitoring Encumbrance errors in Florida PALM. Role responsibilities include:
- Enters and updates encumbrances.
- Submits encumbrances for approval.
- Dispatches encumbrances.
- Reviews:
- Budget check exceptions;
- Related reports; and
- Vouchers.
Role Functions
The following table describes what the Agency Encumbrance Processor does in each related Business Process and related workflows. The table also describes the related Topic and Activity found on the Florida PALM Topics and Activities list.
Topic | Activity | Business Process | Related Workflow |
|---|---|---|---|
Creating and Maintaining Encumbrances | Creating and Modifying a Encumbrance | POW001 | |
Creating and Maintaining Encumbrances | Approving or Denying and Encumbrance | POW001 | |
Monitoring Encumbrances | Monitoring and Managing Encumbrance Errors | N/A | |
Managing Interface Errors | Managing Interface Errors | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Reviewing Open Encumbrances | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Adding/Updating an Encumbered/Unencumbered Carry Forward (CF) Payable (Receipts) | N/A | |
Processing Carry/Certified Forward Payables and Voucher | Monitoring CF Payables | N/A |
Conflicts with Other Roles
The table below includes the roles that conflict with the Agency Encumbrance Processor, including separation of duty (SOD) conflicts and system enforced restrictions. If an agency identifies a SOD conflict that cannot be resolved, the agency must submit justification and compensating controls to Division of Accounting and Auditing (A&A) to request an exception. A&A will review the agency’s submitted request to determine if an exception will be granted.
End User Role | Conflict | Reasoning |
|---|---|---|
Agency AP Supplier Processor | SOD | This role should not be able to update MFMP Encumbrances as MFMP is the system of record for encumbrances that initiate in that system. |
Learning Path
This table shows the available learning materials for each of the Topics and Activities this End User Role will be assigned.
Topic | Activity | Learning Material |
|---|---|---|
Coming Soon |
Other Information
This section includes additional information about this role’s relationships to other roles.
- The Agency Encumbrance Processor creates and updates encumbrances approved by an Agency Encumbrance Approver.
- The PO Reporter, Agency Encumbrance Viewer, GL Reporter, GL Viewer, KK Reporter, and KK Viewer roles are automatically assigned to the Agency Encumbrance Processor and do not require separate assignment.
Version History
Date | Revision Description |
|---|---|
05/19/2025 | Original Version |
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