florida palm logo€¦ · chart of accounts (coa) design working session #2 october 2019 source...

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OCTOBER 8 - 10, 2019



Welcome

Budget Structures Recap

Budget Structures Deep Dive

Illustrative Accounting Journey◦ Budgeting

◦ Recording

◦ Reporting

Wrap-Up and Next Steps

3

Agenda

October 2019Chart of Accounts (COA) Design Working Session #2



4

Chart of Accounts (COA) Design Working Session #2 October 2019



Facilities Logistics

Cell Phone on Silent

Questions/Parking Lot

Break

Public Meeting with Published Meeting Minutes

5

Chart of Accounts (COA) Design Working Session #2

WelcomeHousekeeping

October 2019



Establish the structures, definitions, and individual design components

of the Florida PALM ChartFields and Budget Structures by which

budgetary and financial controls will be managed and financial

transactions tracked and recorded.

Through collaborative efforts with FFMIS partners, DFS, and

organizations:◦ Confirm the Florida PALM COA design

◦ Encourage organizations to apply Budget Structures concepts to operational

scenarios

The effective date of the adoption of the Florida PALM COA will be

aligned with an organization’s transition date to Florida PALM

6


WelcomePurpose

October 2019



Introductions of Florida PALM Team

Introductions of Participating Organizations

7


WelcomeIntroductions

October 2019



StatewideBusiness Unit

Specific


9

Budget Structures RecapFlorida PALM Chart of Accounts

Florida PALM ChartFields

Business

UnitFundOrganization Contract

Agency

UniqueAccount State Program Category Project

Other Accum.

(OA)Budget Entity

Activity

Project-related ChartFields

Source Type Proj Category

Subcategory

October 2019



Commitment Control (KK) represents the PeopleSoft terminology for budgetary accounting. Commitment control ledgers are tightly integrated with the General Ledger and enable budget rules to control and track (i.e., control options) expenditures against expenditure budgets and revenues against revenue estimates.

10

Budget Structures RecapTerminology




Budget Ledgers are the detail ledgers that stores accounting transaction details. Budget ledgers provide the ability to operate in multiple periods.

Ledger Groups enable grouping of detail ledgers by the type of budget (e.g., expenditure or revenue) to record a transaction (e.g., budgets, expenditures, revenues). Grouping ledgers allow multiple ledgers to be controlled by a single budget structure.

11





A calendar is used to define a Budget Year (i.e., Annual)◦ Each fiscal year is treated as one budget period and budgets are established

for the fiscal year

◦ For start date 07/01/2020 and end date 06/30/2021

Budget Year = 2021

Fiscal Year = 2021

Budget Control ensures that commitments and expenditures don’t exceed budgets. It enables the tracking of transactions against budgets and terminate a document’s cycle if the defined budget conditions are not met.

12





13





15

Budget Structures Deep DiveBudget Structures Overview


Budget Ledgers and Ledger Groups

Budget Journals◦ Appropriations, Releases, Reserves

◦ Allotments

Available Budget Balance

Budget Checking

Budget Year



17

Budget Structures Deep DiveBudget Ledgers and Ledger Groups


Ledger Groups are comprised of two types:◦ Expense Ledger Groups

Appropriations

Releases

Reserves

Allotments (Operational, Projects, Contracts, and Projects/Contracts)

◦ Revenue Ledger Group

Revenue

Ledger Groups interact with one another



18



C_APPROP_B

Appropriations Budget Ledger

(holds the Budget)

C_APPROP_E

Appropriations Expenditure Ledger

(valid budget-checked transactions

not necessarily posted)

CC_APPROP

Appropriations Ledger Group

(Appropriations Budget Structure)

C_APPROP_ENC

Appropriations Encumbrance Ledger

The expense Ledger Groups consists of the Budget, Expenditure,

and Encumbrance Detailed Ledgers

Ex. Appropriations Ledger Group



19



C_REVEST_B

Revenue Estimate Budget Ledger

(holds the Revenue Estimates)

C_REVEST_R

Revenue Estimate Recognized Ledger

(Deposits, Journals Recorded)

CC_REVEST

Revenue Estimate Ledger Group

(Revenue Estimate Budget Structure)

C_REVEST_C

Revenue Estimate Collected Ledger

(Deposits, Journals Posted)

The revenue Ledger Group consists of Budget, Recognized, and

Collected Detailed Ledgers

Ex. Revenue Estimate Ledger Group



21

Budget Structures Deep DiveBudget Journals


Budget Journals are used to record Appropriations, Releases,

Reserves, Allotments, Projects, and Revenues, that have varying

levels of control

Budget Journals are recorded in the budget detailed ledger

Recording Characteristics◦ Budget Journals utilize ChartField values that are budgetary and transactional

◦ Appropriations are loaded at the Florida PALM Budgetary Fund Level

◦ Daily budgetary activity occurs at the Florida PALM Transactional Fund Level

i.e., Allotments



22



Budgetary Fund Tree Example

Budgetary Fund Level(Appropriations, Releases, Reserves)

Transactional Fund Level(Allotments & Revenue)

All Funds

9 22750 Financial Institutions Regulatory Trust Fund

9 27500 Division of Financial Institutions

9 27501 Credit Union Regulation

9 27502 Bank Regulation



23



Ex: Appropriations for Department of Business and Professional

Regulations

Florida

PALM:

Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account BY Amount

LAS/PBS CC_APPROP C_APPROP_B 79000-25470-79010100-040000-700000 2020 $3M





24

Budget Structures Deep DiveBudget Journals – Activity #1


OLO SF Fund Budget Entity Category YR Object Code Amount

430000 1 000 43300400 040000 00 900000 $5M

Business Unit Fund Budget Entity Category Budget Year Account Amount

700000

The Legislature appropriated $5M to DFS for Fiscal Year 2019/2020

in the General Revenue Fund

Translate the following budgetary values into Florida PALM

appropriations budget journal(s)

Florida

PALM:

Budgetary

Values:



25




43000 10000 43300400 040000 2020 700000 $5M

- - - - - - -

- - - - - - -

The Legislature appropriated $5M to DFS for Fiscal Year 2019/2020

in the General Revenue Fund

Translate the following budgetary values into Florida PALM

appropriations budget journal(s)

Florida

PALM:

OLO SF Fund Budget Entity Category YR Object Code Amount

430000 1 000 43300400 040000 00 900000 $5M

Budgetary

Values:



26



Allotments are used to manage budget lower than appropriations

Organizations may choose the level of control for allotments

Allotment Structures

OperatingAccount

Fund

Budget Entity

Category

Organization

ProjectAccount

Fund

Budget Entity

Category

Organization

Project

ContractAccount

Fund

Budget Entity

Category

Organization

Contract

Project/ContractAccount

Fund

Budget Entity

Category

Organization

Project

Contract



27


Ex. Appropriations for DFS are allotted down to detailed

Transactional Fund values and detailed Account values

Appropriations


43000 23930 43300400 040000 2020 700000 $5M

Allotments


Business

UnitOrganization Fund

Budget

EntityCategory Budget Year Account Amount

43000 7120500000 39301 43300400 040000 2020 701201 $3M

43000 7130500000 39302 43300400 040000 2020 701202 $1M

43000 7140500000 39303 43300400 040000 2020 701203 $1M



28



The Legislature has appropriated $13M to DFS for Fiscal Year

2019/2020 to Federal Grants Trust Fund 22610. On 07/01/2019, how

can DFS administer allotments to breakout appropriations?

Business

UnitOrganization Fund Budget Entity Category

Budget

YearAccount Amount

7120500000 701201

7130500000 701202

7140500000 701203

AppropriationsBusiness Unit Fund Budget Entity Category Budget Year Account Amount

43000 22610 43300400 040000 2020 700000 $13M

Allotments



29



The Legislature has appropriated $13M to DFS for Fiscal Year

2019/2020 to Federal Grants Trust Fund 22610. On 07/01/2019, how

can DFS administer allotments to breakout appropriations?

Business

UnitOrganization Fund Budget Entity Category

Budget

YearAccount Amount

43000 7120500000 26101 43300400 040000 2020 701201 $5M

43000 7130500000 26102 43300400 040000 2020 701202 $5M

43000 7140500000 26103 43300400 040000 2020 701203 $3M

Allotments

AppropriationsBusiness Unit Fund Budget Entity Category Budget Year Account Amount

43000 22610 43300400 040000 2020 700000 $13M



32

Budget Structures Deep DiveAvailable Budget Balance


General Ledger

ACTUALS

Actuals Ledger

(All financial activity is posted

at a summarized level)

Commitment Control

C_APPROP_B

Appropriations Budget Ledger

(holds the Budget)

C_APPROP_E

Appropriations Expenditure Ledger

(valid budget-checked transactions

not necessarily posted)

C_APPROP_ENC

Appropriations Encumbrance

Ledger

CC_APPROP

Appropriations Ledger Group

(Appropriations Budget Structure)



33

Budget Structures Deep DiveAvailable Budget Balance


Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account BY Amount

Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 $3,000,000

Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723043 2020 $400,000

Source Ledger Group Detailed Ledger BU-Org-Fund-BE-CAT-Account FY BY Amount

Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723043 2020 2020 $400,000

The $400,000 expenditure for a source module transaction, once

budget checked, is stored on the Expenditure detailed ledger of the

Commitment Control module to calculate budget consumption

Budget

$3,000,000

Encumbrances

$0-

-

-

- Expenditures

$400,000 =

= Available Budget Balance

$2,600,000



34

Budget Structures Deep DiveAvailable Budget Balance – Activity #3


The Legislature has appropriated $850,000 to DOT for Fiscal Year

2019/2020 to Budget Entity 55150500 and Category 040000

DOT spends $20,000 on legal services (Account 723043) charging to

State Transportation Trust Fund – Fund 54001 and Organization

0330203520

DOT spends $25,000 on engineering services (Account 723057)

charging to State Transportation Trust Fund – Fund 54001 and

Organization 0330203520

There are no encumbrances established



35



What is the Available Budget Balance for this appropriation?

Budget

$850,000

Encumbrances

_______-

-

-

- Expenditures

________ =


__________

Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account FY BY Amount

Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 2020 $850,000

Source Module CC_APPROP C_APPROP_E

Source Module CC_APPROP C_APPROP_E

Source Ledger Group Detailed Ledger BU-Org-Fund-BE-CAT-Account FY BY Amount

Source Module ACTUALS ACTUALS

Source Module ACTUALS ACTUALS



36



Source Ledger Group Detailed Ledger BU-Fund-BE-CAT-Account FY BY Amount

Budget Journal CC_APPROP C_APPROP_B 55000-25400-55150500-040000-700000 2020 2020 $850,000

Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723043 2020 2020 $ 20,000

Source Module CC_APPROP C_APPROP_E 55000-54001-55150500-040000-723057 2020 2020 $ 25,000

Source Ledger GroupDetailed

LedgerBU-Org-Fund-BE-CAT-Account FY BY Amount

Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723043 2020 2020 $ 20,000

Source Module ACTUALS ACTUALS 55000-0330203520-54001-55150500-040000-723057 2020 2020 $ 25,000

What is the Available Budget Balance for this appropriation?

Budget

$850,000

Encumbrances

$0-

-

-

- Expenditures

$45,000 =


$805,000



39

Budget Structures Deep DiveBudget Checking


Transactions are subject to budget check based on Account Type◦ Expenditure Account Type will be subject to Appropriations, Releases,

Reserves, and Allotments

◦ Revenue Account Type will be subject to Revenue Estimates

Budget Check outcomes are driven by the Budget Structure rule

“Control Option” with configuration options of “Control”, “Track with

Budget”, or “Track without Budget”

Budget Check process checks for all applicable budgets



Budget checking statuses indicate the state of a transaction whether

it is eligible to move forward in the transaction lifecycle or a correction

is needed◦ Sample Status Values:

Not Budget Checked – transaction has not been budget checked

Valid Budget – transaction has no errors but may have warnings, the control budget

ledger is updated

Error in Budget Check – transaction failed budget checking, the process does not

update any control budget ledger

Warning – transaction has a warning, but the process completed successfully and

updates the control budget ledger

40

Budget Structures Deep DiveBudget Checking




41

Budget Structures Deep DiveBudget Checking – Control


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses 0 0 0

Available Budget $3,000,000 $2,700,000 $1,500,000

Before

Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check

Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $400,000

Appropriations

Releases

Allotments

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses $ 400,000 $ 400,000 $ 400,000


After

A transaction of $400,000 is less than the available appropriations,

releases, and allotments budget balances and passes budget check



42




Source Module ACTUALS 43000-7120500000-39301-43300400-040000-701020 2020 2020 $1,700,000

Appropriations

Releases

Allotments

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses $ 400,000 $ 400,000 $ 400,000


BeforeBudget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original BudgetNo change

Expenses

Available Budget No change

After

A transaction of $1.7M is greater than the available allotments

budget balance and fails budget check



A transaction of $2.5M is greater than the available releases and

allotments budget balances and fails budget check

43





Appropriations

Releases

Allotments

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses $ 400,000 $ 400,000 $ 400,000


BeforeBudget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)


Expenses


After



44

Budget Structures Deep DiveBudget Checking – Track With Budget


A transaction of $1.55M is greater than the available allotments

budget balance, but will pass since allotments is set to track with

budget. The transaction is less than the available appropriations and

releases budget balances and passes budget check.Source Ledger Group BU-Org-Fund-BE-CAT-Account FY BY Amount Budget Check


Appropriations

Releases

Allotments

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses 0 0 0


BeforeBudget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses $1,550,000 $1,550,000 $1,550,000

Available Budget $1,450,000 $1,150,000 ($ 50,000)

After



45


A transaction of $1.2M is greater than the applicable allotment

budgets balance and passes budget check. However, the

transaction exceeds available releases budget balance.



Appropriations

Releases

Allotments

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $1,500,000

Expenses $1,550,000 $1,550,000 $1,550,000

Available Budget $1,450,000 $1,150,000 ($ 50,000)

BeforeBudget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)


Expenses


After

Budget Structures Deep DiveBudget Checking – Track With Budget



46


A revenue transaction of $1,000 passes budget check and continues

to track revenues for reporting purposes.


Source Module ACTUALS 43000-7120500000-39301-43300400-000100-601020 2020 2020 $1,000 Revenues

Budget Structures Deep DiveBudget Checking – Track Without Budget

Budget OverviewRevenues

(track w/o)

Revenue Estimate $50,000

Collected Revenue $0

Recognized Revenue $0

Remaining Revenue Estimate $50,000

Before

Budget OverviewRevenues

(track w/o)

Revenue Estimate $50,000

Collected Revenue $1,000

Recognized Revenue $1,000

Remaining Revenue Estimate $49,000

After



47

Budget Structures Deep DiveBudget Checking – Activity #4, #5, & #6


The Legislature has appropriated $3M for Fiscal Year 2019/2020 to

DMS for the following:

Budget Entity 72400100

Category 040000

DMS creates a $3,000 allotment for the Inspector General Executive

Office for the following:

Organization ChartField value of 1010203000

General In State Travel Account ChartField value of 700129

There is no encumbrance established



48

Budget Structures Deep DiveBudget Checking – Activity #4, #5, & #6


An Accounts Payable transaction processor creates a voucher to

process two payments of related travel expenses of $1,800 and

$2,500 in Fiscal Year 2019/2020.

What is the available budget balances for the appropriations,

releases, and allotments budget structures when:a) the Allotment Budget Structure for DMS is set to “Control”?

b) the Allotment Budget Structure for DMS is set to “Track w/ Budget”?

c) the Allotment Budget Structure for DMS is set to “Track w/o Budget?”



49


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $0 $0 $0

Available Budget $3,000,000 $2,700,000 $3,000

BeforeBudget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget

Expenses

Available Budget

After

Budget Structures Deep DiveBudget Checking – Activity #4

SourceLedger

GroupBU-Org-Fund-BE-CAT-Account-Org FY BY Amount Budget Check

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail



50


SourceLedger


Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $0 $0 $0


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(control)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $ 1,800 $ 1,800 $1,800


Before After




51


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $0 $0 $0


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget

Expenses

Available Budget

Before After


SourceLedger


Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail



SourceLedger


Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

52


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $0 $0 $0


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/)

Original Budget $3,000,000 $2,700,000 $3,000

Expenses $ 4,300 $ 4,300 $4,300

Available Budget $2,995,700 $2,695,700 ($1,300)

Before After




53


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/o)

Original Budget $3,000,000 $2,700,000 $0

Expenses $0 $0 $0

Available Budget $3,000,000 $2,700,000 $0

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/o)

Original Budget

Expenses

Available Budget

Before After


SourceLedger


Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail



SourceLedger


Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $1,800

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

Source

ModuleACTUALS 72000-9001000010-69601-72400100-040000-700129-1010203000 2020 2020 $2,500

Appropriations

Releases

Allotments

Pass Fail

Pass Fail

Pass Fail

54


Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/o)

Original Budget $3,000,000 $2,700,000 $0

Expenses $0 $0 $0

Available Budget $3,000,000 $2,700,000 $0

Budget

Overview

Appropriations

(control)

Releases

(control)

Allotments

(track w/o)

Original Budget $3,000,000 $2,700,000 $0

Expenses $ 4,300 $ 4,300 $4,300

Available Budget $2,995,700 $2,695,700 ($4,300)

Before After




57

Budget Structures Deep DiveBudget Year Overview


All transactions are tracked against the appropriate Budget Year via a

transactional feature called Budget Date

Upon budget checking, the Budget Date transaction drives budget

consumption in the desired Budget Year either current Fiscal Year for

normal activities or in a prior Fiscal Year for Carry Forward, Certified

Forward (FCO), or Continuing Appropriations

Budget Date transactional feature provides the desired tracking as

FLAIR Data Element Year



58

Budget Structures Deep DiveBudget Year in Transactions


For transactions, the Budget Year captured represents the current

Fiscal Year. This will consume budget from the current Fiscal Year

Budget

OverviewBudget Year

Appropriations

(control)

Original Budget 2020 $3,000,000

Expenses 2020 0

Available Budget 2020 $3,000,000

Before AfterBudget

OverviewBudget Year

Appropriations

(control)


Expenses 2020 $400,000


SourceLedger

Group

Detailed


Source

ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-040000-723043 2020 2020 $400,000



59

Budget Structures Deep DiveBudget Year in Carry Forward Transactions


Budget

OverviewBudget Year

Appropriations

(control)

Original Budget 2019 $700,000

Expenses 2019 0

Available Budget 2019 $700,000

Before AfterBudget

OverviewBudget Year

Appropriations

(control)

Original Budget 2019 $700,000

Expenses 2019 $85,000

Available Budget 2019 $615,000

For Carry Forward transactions, the Budget Year captured represents

the prior Fiscal Year. This consumes budget from the prior year’s

budget balance carried forward

SourceLedger

Group

Detailed


Source

ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-040000-723043 2020 2019 $85,000



SourceLedger

Group

Detailed

LedgerBU-Org-Fund-BE-CAT-Account-PRJ-Activity FY BY Amount

Source

ModuleACTUALS ACTUALS 64000-3606302000-14100-64200700-084108-723043-DOHGCHD00201800-LANDP1508000000 2020 2018 $525,000

60

Budget Structures Deep DiveBudget Year in Project Transactions

Budget

OverviewBudget Year

Appropriations

(control)


Expenses 2018 $0


Before

For FCO projects, the Budget Year captured represents the

appropriated Fiscal Year. This consumes budget from selected Fiscal

Year if budget balance is available.

AfterBudget

OverviewBudget Year

Appropriations

(control)


Expenses 2018 $ 525,000





61

Budget Structures Deep DiveBudget Year Reporting


BU Organization Fund AccountBudget

EntityCategory Project Activity

Fiscal

Year

Budget

YearAmount

64000 3040203000

(Gadsden County

Director- North)

14100 723043

(Land

Purchase)

64200700 084108

(Fixed Capital

Outlay)

DOHGCHD00201800

(Gadsden County

Health Dept Annex)

LANDP1508000000

(Land Purchase)

2020 2018 $525K

64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 SURVEY00000000

2

(Survey)

2020 2018 $60K

64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 APPRA0000000003

(Appraisal)

2020 2019 $10K

64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 SITEA0000000004

(Site Assessment)

2020 2019 $15K

64000 3040203000 14100 723043 64200700 084108 DOHGCHD00201800 INSPECT00000005

(Inspection)

2020 2020 $5K



62




63


Illustrative Accounting JourneyOverview

Activities to support using ChartField concepts in conjunction with

Budget Structures concepts. The journey encapsulates:◦ Budgeting

◦ Recording

◦ Reporting

Instructions◦ Read the activity description provided in the presentation

◦ Complete each using a representative ChartField string as requested

◦ Values needed to complete the ChartField strings are provided in the

Accounting Journey Appendix



64


Illustrative Accounting JourneyPost Current Year Appropriations – Activity #1

DFS receives a total of $3.2M in appropriations for Fiscal Year

2019/2020 to the Insurance Regulatory Trust Fund for the

Professional Training and Standards budget entity. This includes

$2.7M for the Expenditures category and $500,000 for the

Acquisition/Motor Vehicle category.

Using the scenario above, identify the budget journals that will post

appropriations in Florida PALM to its appropriate ledger



65


Illustrative Accounting JourneyPost Current Year Appropriations – Activity #1

DFS receives a total of $3.2M in appropriations for Fiscal Year

2019/2020 to the Insurance Regulatory Trust Fund for the

Professional Training and Standards budget entity. This includes

$2.7M for the Expenditures category and $500,000 for the

Acquisition/Motor Vehicle category.

BU Ledger Org Fund AccountState

Program

Budget

EntityCategory Project Activity Contract OA AU

Budget

Year

Budget

Balance

43000

Dept. of

Financial

Services

C_APPROP_B 23930

Insurance

Regulatory

Trust Fund

DOI

700000

All

Expenditures

43300400

Prof

Training &

Standards

040000

Expenses

2020 $2,700,00

43000

Dept. of

Financial

Services

C_APPROP_B 23930

Insurance

Regulatory

Trust Fund

DOI

700000

All

Expenditures

43300400

Prof

Training &

Standards

100021

Acquisition/

Motor

Vehicles

2020 $500,000



66


Illustrative Accounting JourneyPrior Year Certified Forward Appropriations – Activity #2

DFS has $1M in Fixed Capital Outlay (FCO) appropriations

remaining from Fiscal Year 2016/2017

Using the scenario above, show the line item budget journal entry to

reflect the $1M balance to the appropriate ledger



67


Illustrative Accounting JourneyPrior Year Certified Forward Appropriations – Activity #2

DFS has $1M in Fixed Capital Outlay (FCO) appropriations

remaining from Fiscal Year 2016/2017


Program

Budget


Budget

Year

Budget

Balance

43000

Dept. of

Financial

Services

C_APPROP_B 23930

Insurance

Regulatory

Trust Fund

DOI

700000

All

Expenditures

43300400

Prof

Training &

Standards

080990

Fire

College –

Bldg Maint

2017 $1,000,000



68


Illustrative Accounting JourneyCreate Allotments – Activity #3

DFS budget checks allotments at the control level and chooses to do

the following allotments:◦ From the DFS FCO budget, $800,000 to the Fire College repairs and

maintenance project and the Burn Tower activity for the Training Academy

State Fire Marshall

◦ From the DFS Operating budget, $450,000 to the Fire Fighting Equipment

contract for the Training Academy State Fire Marshall



69



From the DFS FCO budget, $800,000 to the Fire College repairs

and maintenance project and the Burn Tower activity for the Training

Academy State Fire Marshall


Program

Budget


Budget

Year

Budget

Balance

43000

Dept. of

Financial

Services

C_ALLOT

PROJ_B

7120500000

Training

Academy

State Fire

Marshall

39301

Insurance

Regulatory

Trust Fund

DOI

700000

All

Expenditures

43300400

Prof

Training &

Standards

080990

Fire

College –

Bldg Maint

FCRM0

80990

00000

Fire

College

R/M

BT080

92000

00000

Burn

Tower

2017 $800,000



70



From the DFS Operating budget, $450,000 to the Fire Fighting

Equipment contract for the Training Academy State Fire Marshall


Program

Budget


Budget

Year

Budget

Balance

43000

Dept. of

Financial

Services

C_ALLOT

CNTRCT

_B

7120500000

Training

Academy

State Fire

Marshall

39301

Insurance

Regulatory

Trust Fund

DOI

700000

All

Expenditures

43300400

Prof

Training &

Standards

040000

Expenses

FM419

00000

Fire

Fighting

Equipment

2020 $450,000



71


Illustrative Accounting JourneyRecording – Activity #4

On July 21, 2019, Training Academy State Fire Marshall purchased

air tanks for $10,000 using the fire fighting equipment contract

Enter the transaction to record the purchase



72



On July 21, 2019, Training Academy State Fire Marshall purchased

air tanks for $10,000 using the fire fighting equipment contract



Program

Budget

EntityCategory Project Activity Contract

Budget

Date

Fiscal

YearAmount

43000

Dept. of

Financial

Services

ACTUALS 71205

00000

Training

Academy

State Fire

Marshall

39301

Insurance

Regulatory

Trust Fund

DOI

700100

Equipment

12020

00000

Law

Enforcement

43300400

Prof Training

& Standards

040000

Expenses

FM419

00000

Fire

Fighting

Equipment

07/21/2019 2020 $10,000



73



On February 16, 2020, a payment of $700,000 to maintain the roof

was made on the Fire College repairs and maintenance project and

the Burn Tower activity for the Training Academy State Fire Marshall

using funds from Fiscal Year 2016/2017 appropriation




74



On February 16, 2020, a payment of $700,000 to maintain the roof

was made on the Fire College repairs and maintenance project and

the Burn Tower activity for the Training Academy State Fire Marshall

using funds from Fiscal Year 2016/2017 appropriation



Program

Budget

EntityCategory Project Activity Contract

Budget

Date

Fiscal

YearAmount

43000

Dept. of

Financial

Services

ACTUALS 71205

00000

Training

Academy

State Fire

Marshall

39301

Insurance

Regulatory

Trust Fund

DOI

700200

Repairs &

Maintenance

12020

00000

Law

Enforcement

43300400

Prof

Training

&

Standards

080990

Fire College

– Bldg Maint

FCRM0

80990

00000

Fire

College

R/M

BT080

92000

00000

Burn

Tower

06/30/2017 2020 $700,000



75



The Training Academy State Fire Marshall collected $32,000 in fees

from participating counties on April 1, 2020

Enter the transaction to record the receipt



76



The Training Academy State Fire Marshall collected $32,000 in fees

from participating counties on April 1, 2020

Enter the transaction to record the receipt


Program

Budget

EntityCategory Project Activity Contract OA

Budget

Date

Fiscal

YearAmount

43000

Dept. of

Financial

Services

ACTUALS 71205

00000

Training

Academy

State Fire

Marshall

39301

Insurance

Regulatory

Trust Fund

DOI

601001

Reporting

Fees

12020

00000

Law

Enforcement

43300400

Prof

Training

&

Standards

000100

Land Use

Fees

B2490 04/01/2020 2020 $32,000



77

Illustrative Accounting JourneyReporting – Activity #5


BU Ledger Organization Fund AccountBudget

EntityCategory Project Activity Contract Budget Year Budget Balance

43000 C_APPROP_B 23930 700000 43300400 040000 2020 $2,700,00

43000 C_APPROP_B 23930 700000 43300400 100021 2020 $500,000

43000 C_APPROP_B 23930 700000 4330040 080990 2017 $1,000,000

43000 C_ALLOTPROJ_B 7120500000 39301 700000 4330040 080990 FCRM0809900000 BT0809200000000 2017 $800,000

43000 C_ALLOTCNTRCT_B 7120500000 39301 700000 4330040 040000 FM41900000 2020 $450,000

BU Ledger Organization Fund AccountState

Program

Budget

EntityCategory Project Activity Contract OA

Budget

Date

Fiscal

YearAmount

43000 ACTUALS 7120500000 39301 700100 1202000000 4330040 040000 FM41900000 07/21/2019 2020 $10,000

43000 ACTUALS 7120500000 39301 700200 1202000000 4330040 080990 FCRM0809900000 BT0809200000000 06/30/2017 2020 $700,000

43000 ACTUALS 7120500000 39301 600100 1202000000 4330040 000100 B2490 04/01/2020 2020 $32,000



Run a report for BU = 43000, FY = 2020, Fund = 23930, Account =

All Expenditures Rollup, Appropriation ledger group, Contract

Allotment ledger group

Run a report for BU = 43000, FY = 2020, Fund = 23930, Account = All

Revenues Rollup, Revenue Estimate

78



Business Unit Fund Fiscal Year Appropriation Allotment Encumbrance Expenditure

Business Unit Fund Fiscal Year Revenue Estimate Total Revenue



Run a report for BU = 43000, FY = 2020, Fund = 23930, Account =

All Expenditures Rollup, Appropriation ledger group, Contract

Allotment ledger group

Run a report for BU = 43000, FY = 2020, Fund = 23930, Account = All

Revenues Rollup, Revenue Estimate

79


Business Unit Fund Fiscal Year Appropriation Allotment Encumbrance Expenditure

43000 23930 2020 $3,200,000 $450,000 $0 $710,000

Business Unit Fund Fiscal Year Revenue Estimate Total Revenue

43000 23930 2020 $0 $32,000




80

Chart of Accounts (COA) Design Working Session #2 October 2019



Wrap-Up and Next Steps

October 2019

Office Hours◦ The Florida PALM Team is available to answer questions via conference calls

and in-person by appointment

Conference Calls are open to all

If you desire an appointment, please contact us and note the topic you would like

to discuss


81



Embrace the Journey

82




CONTACT US

[email protected]

PROJECT WEBSITE

WWW.MYFLORIDACFO.COM/FLORIDAPALM/



http://www.myfloridacfo.com/floridapalm/

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