Certified Forward (20.3.2)

1

Conduct Technical Review of Certified Forward FCO Projects

EOG/OPB conducts a technical review of the FCO Certified Forward Request Detail Report previously received with the tentative Carry Forward and Certified Forward balances files transfer from Florida PALM to EOG/OPB.

EOG/OPB reviews, adjusts, and can deny FCO projects as appropriate. EOG/OPB follows the Budget Management Policy Unit’s checklist for Certifications Forward of FCO appropriations and conducts iterative technical reviews of FCO projects with agencies.

The FCO review is thoroughly conducted to ensure statutory requirements have been met and are in compliance with historical guidelines.

2

Manage Budget and Cash Checking Exceptions

Agencies are responsible for the resolution of all budget and cash check exceptions. Budget and Cash Check errors are exceptions that have failed budget and/or cash checking because they do not conform to the rules established. Budget and Cash Check errors continue to be systematically checked by KK until errors have been resolved. Once Budget and Cash Check errors are resolved the transaction lifecycle continues in the source modules and KK budget and/or cash ledgers are updated. Transactions with errors have failed Budget and Cash Check, do not consume budget or cash, and therefore do not update the KK budget/cash ledgers.

All transactions that fail Budget Check produce errors and/or warnings and transactions that fail Cash Check produce errors only, (no warnings are issued) are included in the Budget and Cash Checking Exceptions/Warnings Report.

DFS provides an oversight role of budget and cash exceptions in support and preparation of the budget close process and the auto close and delete functionality.

Please reference 20.2.1 Manage Budget Checking, 20.2.2 Manage Cash Checking, 20.2 Budget Execution and Management, and Appendix B for Budget and Cash Check options available to resolve errors in the source modules and for more information.

3

Execute Auto Close and Delete Transactions

The Execute Auto Close and Delete Transactions functionality will run to close and delete the following:

• all open prior year transactions including encumbrances, carry forward payables, accruals, and vouchers/payments that were not fully paid prior to the Certified Forward FCO Reversion;
• all unresolved exceptions (edit, budget, or cash).

The use of this functionality will enhance operational efficiency and automate the management of transaction lifecycles as a part of the budget close process for the Certified Forward FCO Reversion.

4

Determine/Load Certified Forward FCO Reversion Balances

EOG/OPB completes technical review and creates Certified Forward FCO reversion entries, as per Section 216.301, F.S. EOG/OPB determines and posts Certified Forward Reversion balances as part of the September FCO Budget Close process in LAS/PBS.

EOG/OPB transfers data file of approved detail FCO (Certified Forward) projects balances from LAS/PBS to DFS, please reference 90.1.5 Monitor and Closeout Project sub-process for more information.

5

Transfer Approved Certified Forward FCO Reversion Balances (KKI001)

EOG/OPB transfers a data file of approved Certified Forward detail FCO reversion balances from LAS/PBS to Florida PALM. EOG/OPB publishes approved FCO (Certified Forward) Posting Memorandum.

Florida PALM Certification Forward variance reports reflect the FCO projects not approved, and any other necessary adjustments are made available by EOG/OPB to DFS.

6

Receive/Post Approved Certified Forward FCO Reversion Balances

DFS receives and posts a data file of approved Certified Forward FCO reversion balances from LAS/PBS to Florida PALM.

Florida PALM Certification Forward variance reports reflect the FCO projects not approved, and any other necessary adjustments are made available by EOG/OPB to DFS.

7

Configure Budget Close Process (Certified Forward - September)

The configuration of the Budget Close process includes defining rules and other required budget actions.

8

Execute Budget Close Process (Carry Forward - September)

The execution of the Budget Close process will reduce all unobligated budget amounts without closing out the budget (ChartField combination). The Budget Close process will reduce the budget amount equal to the eligible incurred obligations so that the remaining spending authority is zero.

9

Post Budget Journals

During the Budget Close business process, budget journals are created for Carry Forward and Certified Forward reversions. Upon running the Budget Close process, reversion amounts are posted to the Budget Ledger. Reports and queries are generated after budget journals have been posted to confirm the posting.

10

Run Budget Close Reports

The Run Budget Close Reports process step includes running the Budget Close Calculation Log report and other appropriate reports to begin validation of the Budget Close process.

11

Analyze Budget Close Reports

The Analyze Budget Close Reports process step includes the review of the validation reports to ensure budgets were closed correctly and that all budgets required to be closed were included.

12

Execute Budget Close Undo Process

The Budget Close – Undo process step is performed if based upon the review and reconciliation, the Budget Close was not correct (for example, ChartField value set error). This process step does an “Undo,” so corrections can be made, and the process can be rerun.

13

Correct Budget Close Issue(s)

Once the Undo process is run, appropriate corrections can be made so that all errors are addressed. Once all errors are resolved, the Budget Close process can be re-executed.

14

Communicate Budget Close to Agencies

Once the Budget Close process has been executed and all results have been successfully validated, the Budget Close process is complete. The DFS KK Budget Maintainer will notify EOG/OPB and agencies of the successful Budget Close.

15

Complete February Reversion FCO Projects Worksheet

Agencies are required to review, update, and comment as appropriate to the EOG/OPB memorandum regarding the February Reversion FCO Projects Worksheets, as per Section 216.301, to include providing supporting documentation.  Agencies respond to EOG/OPB FCO projects inquiries as needed and work collaboratively throughout the review process.

16

Publish February Reversion FCO Projects Worksheet

DFS publishes electronically the agency’s February Reversion FCO Projects Worksheet for EOG/OPB.

17

Conduct Statutory Review of February Reversion FCO Projects Worksheet

EOG/OPB reviews, adjusts, and can deny FCO projects as appropriate. EOG/OPB follows the Budget Management Policy Unit’s checklist for Certifications Forward of FCO appropriations and conducts an iterative review of FCO projects with agencies. The FCO review is thoroughly conducted to ensure statutory requirements have been met and are in compliance with historical guidelines.

EOG/OPB and Agencies conduct an iterative review of FCO projects.

18

Determine / Load February FCO Reversions Balances

EOG/OPB completes statutory review of February Reversion FCO Projects Worksheet. EOG/OPB creates February FCO reversion entries, as per Section 216.301, F.S. EOG/OPB posts FCO Reversion balances as part of Budget Close in LAS/PBS (February).

19

Transfer February FCO Reversion Balances (KKI001)

EOG/OPB transfers a data file of February FCO reversion balances from LAS/PBS to Florida PALM. EOG/OPB publishes February FCO reversions posting memorandum to DFS and all agencies.

20

Receive February FCO Reversion Balances

DFS receives a data file of February FCO reversion balances from LAS/PBS to Florida PALM as a part of the Budget Close process (February).

21

Post Budget Journals (Certified Forward – February)

During the Budget Close business process, budget journals are created for Carry Forward and Certified Forward reversions. Upon running the Budget Close process, reversion amounts are posted to the Budget Ledger. Reports and queries are generated after budget journals have been posted to confirm the posting.

22

Run Budget Close Reports

The Run Budget Close Reports process step includes running the Budget Close Calculation Log report and other appropriate reports to begin validation of the close process.

23

Analyze Budget Close Reports

The Analyze Budget Close Reports process step includes the review of the validation reports to ensure budgets were closed correctly and that all budgets required to be closed were included.

24

Execute Budget Close Undo Process

The Budget Close – Undo process step is performed if based upon the review and reconciliation, the Budget Close was not correct (e.g., ChartField value set error). This process step does an “Undo,” so corrections can be made, and the process can be rerun.

25

Correct Budget Close Issue(s)

Once the Undo process is run, appropriate corrections can be made so that all errors are addressed. Once all errors are resolved, the Budget Close process can be re-executed.

26

Communicate Budget Close to Agencies

Once the Budget Close process has been successfully executed and all results have been successfully validated, the Budget Close process is complete. The DFS KK Budget Maintainer will notify EOG/OPB and agencies of the successful Budget Close.

N/A

Accounting Events occur in the General Ledger and source modules and not directly in the Commitment Control Ledger

R3

KKR019

Budget Detail Activity Report – Custom report that provides budget journal detail based on user-defined criteria. The report will be provided by business unit, ledger, and ChartField combination at a specified time period.

PeopleSoft

Periodic

DFS, Agency

R4

KKR058

Budget and Cash Checking Exceptions/Warnings Report – Custom report that lists transactions budget and cash check exceptions and warnings along with transaction amounts, to include the type of exception and where an override was applied.

PeopleSoft

Periodic

DFS, Agency

R5

KKR016

Negative Budget and Cash Balances Report – A custom report displaying funds that have a negative budget and cash balance by designated ChartFields, produced on demand.

PeopleSoft

Periodic

DFS, Agency

R10

KKR046

February Reversion FCO Projects Worksheet Report – A report that contains Certified Forward detail budget ledger balances for all FCO projects by Business Unit, Fund, Budget Entity, and Category ChartField values, and budget period (appropriation year). Further, the report includes Approved Certified Forward, Disbursements, and Undisbursed Balances, as well as other pertinent information.

PeopleSoft

Periodic

DFS, Agency

R13

PCR013

FCO Certified Forward Request Detail Report – A report which includes all Projects funded by FCO Appropriations and their balances.

PeopleSoft

Periodic

DFS, Agency

R14

PCR015

Appropriations Budget vs. Project Budget – A report that compares the Commitment Control Appropriation Ledger balances to Project Budgets obligated within Project Costing.

PeopleSoft

Periodic

DFS, Agency

KKI001

Inbound Budget Journal – Inbound interface containing General Appropriations Act (GAA)/Adjusted Appropriations, Supplementals, Budget Amendments, Carry Forward 1st Reversion and Certified Forward (FCO) Reversions (September & February). Agencies can load budget allotments and estimated revenue data into Florida PALM.

PeopleSoft

Periodic

DFS, Agency

N/A

Original Version