Monitor Inter/IntraUnit Encumbrances (110.1.2)
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Monitor Inter/IntraUnit Encumbrances (110.1.2)
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Business Process Overview
Agencies monitor the Inter/IntraUnit (IU) Encumbrances in Florida PALM via reports. Agencies can update, e.g., increase/decrease amount, update ChartField lines, delete, or close the IU encumbrance.
Agencies may update an IU encumbrance to increase/decrease the amount or update the ChartField lines. IU encumbrances can be deleted if deemed unnecessary if it has not yet successfully passed budget check. Closing an open IU Encumbrance will restore the budget for the remaining balance and make it unavailable for future processing.
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 IU Encumbrance Processor: agency role responsible for monitoring IU Encumbrance and deleting/closing when needed.
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 | Monitor IU Encumbrances | Each IU encumbrance is subject to Budget Check to validate whether spending authority is available. If there is not available spending authority, the transaction fails and must go through exception handling to continue. The Agency IU Encumbrance Processor monitors IU encumbrances to ensure resolution of errors. Two types of errors exist: errors that require a budget resolution, such as a budget amendment or budget override, or an error that requires an accounting resolution, such as a ChartField edit on the IU encumbrance. If the error requires a budget resolution, the transaction is subject to the 20.2.1 Manage Budget Checking business subprocess. As noted in the business subprocess, the agency may request the DFS KK Override Processor to override the failed transaction in limited scenarios, e.g., statewide emergency. If the budget error is not resolved within a specified number of days from the accounting date, the IU Encumbrance will be auto-deleted. If the budget error is resolved, the budget check re-runs and the IU encumbrance is created. If the error requires an accounting resolution, the Agency IU Encumbrance Processor may edit or delete the transaction. Refer to step 6 titled “Create/Update IU Encumbrance” in the 110.1.1 Create and Monitor Inter/IntraUnit Encumbrances business subprocess. Each agency has the option to correct IU encumbrance errors within Florida PALM or correct in the source system and resend the transaction via IUI002 Inbound Inter/IntraUnit Interface. If a budget resolution or accounting resolution is unable to be completed, the Agency IU Encumbrance Processor may choose to delete the IU encumbrance. Reports available to monitor IU Encumbrances include:
|
2 | Delete IU Encumbrance | An IU encumbrance that has an error that cannot be resolved, may be manually deleted in Florida PALM. An IU encumbrance cannot be deleted if it has been budget checked, or partially paid via an Inter/IntraUnit transaction. |
| 3 | Update IU Encumbrance Balance | Monitoring may determine an IU encumbrance balance should be updated.
If the IU encumbrance balance may be increased or decreased by updating the IU encumbrance.
Updating the balance of an IU encumbrance will require workflow approval. Reference the 110.1.1 Create and Maintain Inter/IntraUnit Encumbrances business subprocess.
Reports available to view updated IU Encumbrances include:
|
4 | Close IU Encumbrance | Monitoring may determine an IU encumbrance should be closed. If the IU encumbrance has a balance that will not be used or is no longer needed, the IU encumbrance may be closed and any amount remaining will be restored to the budget if the budget period is still open. Reports available to view closed IU Encumbrances include:
|
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 |
|---|---|---|---|---|
| IU02 | Increase Encumbrance | Increases:
Decreases:
| No Entry | No Entry |
| IU03 | Decrease Encumbrance | Increases:
Decreases:
| No Entry | No Entry |
IU04 | Close Encumbrance | Increases:
Decreases:
| No Entry | No Entry |
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 |
|---|---|---|---|---|---|
R1 | IUR005 | Inter/IntraUnit Transaction Detail Report – A report that lists transaction details for Inter/IntraUnit module transactions including Inter-IntraUnit expenditures, revenues, transfers, advances, reclassifications, encumbrances, and accruals. | PeopleSoft | Periodic, Monthly, Annually | Agency |
R2 | IUR010 | Denied IU Transactions (WorkCenter) – A report in the WorkCenter used to display a list of Inter/IntraUnit transactions submitted and are pending approval. | PeopleSoft | Periodic | Agency |
R3 | IUR011 | IU Edit Errors (WorkCenter) – A report that provides edit errors for IU transactions that require action. | PeopleSoft | Periodic | Agency |
R4 | IUR007 | Pending Submission IU Transactions (WorkCenter) – A report in the IU WorkCenter used to display a list of initiated IU transactions that are pending submission. | PeopleSoft | Periodic | Agency |
| R6 | KKR018 | Agency Commitments Report – A report that provides encumbrances and payables by ChartField combinations by budget period(s). | PeopleSoft | Periodic, Monthly, Annually | Agency |
| R7 | IUR004 | IU Encumbrance and Accrual Activity Report – A data warehouse report detailing the IU Encumbrance and IU Accrual activity including the established encumbrance/accrual, payments made against the encumbrance/accrual, and remaining balances. | BI/DW | Periodic, Monthly, Annually | Agency |
R8 | IUR006 | Inter/IntraUnit Budget-Cash Check Errors (WorkCenter) – A report in the KK WorkCenter used to display a list of Inter-IntraUnit transactions with budget and cash check exceptions that require action. | PeopleSoft | Periodic | Agency |
R9 | KKR058 | Budget and Cash Checking Exceptions/Warnings Report – A 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, Monthly | Agency, DFS |
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 |
|---|---|
07/23/2024 | Original Version |
| 11/07/2024 | Updated based on 11/06/204 version history:
|
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