Manage Stale Payments (30.5.3)
  • 05 Feb 2024
  • 5 Minutes to read
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Manage Stale Payments (30.5.3)

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Article summary

Business Process Overview

The Manage Stale Payments business subprocess describes the steps to manage stale payments and transfer of funds to Unclaimed Property, or as applicable, the originating fund.

Business Process Diagram

Business Process Diagram for 30.5.3 Manage Stale Payments

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. 

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

Manage Stale Payments

The DFS AP Stale Payment Processor manually enters warrants for transfer to Unclaimed Property, if needed for an exception to the automatic process.


2

Process Stale Payments

Florida PALM transfers applicable payments to the Unclaimed Property Trust Fund for administration by the Unclaimed Property Processor on a scheduled basis.


Any cancelled warrants that contain federal dollars or other funds exempt from transfer to Unclaimed Property are cancelled and the funds revert to the originating fund. The agency accounts for the federal funds or other funds which cannot be transferred. Federal funds are returned to the applicable trust fund and are considered in future grant drawdowns.


Cancelled warrants that are not federal dollars nor exempt from transfer to Unclaimed Property are included within the Outbound Stale Payments File to Unclaimed Property.


The Journal Generator (JGEN) process runs following custom Fund Based Escheatment process to process posted accounting entry data from the Florida PALM Source Modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, Budget Check and post the journal entries created during the process. Please see 10.2, Enter and Process Journals for more information on source module journal entries.


The Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report lists all payments transferred to Unclaimed Property and all payments exempt from transfer to Unclaimed Property due to a stale date.


3

Review Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report

The Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property report is available for agencies to monitor and review to ensure the appropriate transactions were sent to or exempt from transfer to Unclaimed Property.


4

Outbound Stale Payments File to Unclaimed Property (API023)

Florida PALM generates the Outbound Stale Payments File to Unclaimed Property which consists of stale payments to identify the payee information for use by Unclaimed Property.


5

Receive Stale Payments File in UPMIS

The Division of Unclaimed Property loads the unclaimed property records from the Outbound Stale Payments File into the Unclaimed Property Management Information System (UPMIS).


6

Generate Outstanding Warrants Report

Florida PALM generates the Outstanding Warrants report to identify warrants issued but not presented to the bank for over three months from the payment issuance date.


7

Review Outstanding Warrants Report

The Agency AP Reporter reviews the Outstanding Warrants report, which lists the warrant and electronic payment details and statuses to identify outstanding payments.


8

Contact Suppliers

The Agency AP Reporter (or other agency personnel) contacts suppliers whose payments are outstanding, to encourage them to present the warrant to the bank.

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

AP04

Stale Payments -Exempt

TBD

TBD

TBD

AP05

Stale Payments -Escheat

TBD

TBD

TBD

Reports

Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. 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

R4

APR140

Funds Transferred to Unclaimed Property and Funds Exempt from Transfer to Unclaimed Property Report - a report that lists payment information for funds transferred to the Unclaimed Property Trust Fund or those that are exempt from Transfer to Unclaimed Property, pursuant to Sections 17.26 and 717.117, Florida Statutes, and payment information for funds returned to the original source  

Data Warehouse

Periodic, Monthly

Agency, DFS

R5

APR018

Outstanding Warrants Report – a report that lists Stale Dated Warrants that are outstanding, expired, or about to expire by specified date range to include warrant type, chart of account ChartFields, payment transaction data and Business Unit

Data Warehouse

Periodic, Daily, Monthly

Agency, DFS

Note: A complete list of reports may be found in the Reports Catalog.

Interfaces

The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.

Interface Number

Interface Description

Interface Frequency

Source

Target

API023

Outbound Stale Payments File to Unclaimed Property – outbound interface containing expired payments to be turned over to Unclaimed Property

Monthly

Florida PALM

UPMIS

Note: A complete list of interfaces may be found in the Interface Catalog.

Forms

The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.

Form Number

Form Description

Audience

N/A



Workflows

The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.

Workflow Number

Workflow Description

Audience

N/A



Version History

Date

Revision Description

12/01/2023

Original Version

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