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Division Director

Paul Whitfield

Assistant Director

Mark Merry


Accounting and Auditing
200 East Gaines Street
Tallahassee, FL 32399-0318

(850) 413-5510

Frequently Asked Questions

Conversion

Is there anything an agency needs to do if they elect for DFS to convert their records?

At a minimum, the agency must update their expansion set records and provide DFS with a crosswalk of their agency unique object codes to the statewide object codes.  More detailed information on the crosswalk is provided in the Conversion Guide.

When DFS converts an agency’s records what type of file will be created?

All transactions generated by the DFS conversion will appear on the daily reports that the agencies use to monitor transaction.   The Terminal ID recorded on the conversion transactions will be “OBCV”.  More detailed information on the specific transactions and associated daily reports is provided in the Conversion Guide.

Will the object code conversion process change the trial balance information?

The conversion process is only changing the agency unique object code (AUOC) on the FLAIR master file records therefore the trial balance information should not be affected.

Will all transactions be entered as a lump sum, or line by line so that changes to object codes are easily visible?

Transactions will be entered line by line so that changes to object codes are easily visible.

Will historical detail be changed in the Managed Reporting Environment (MRE)?

The historical detail in the MRE will not change.

At what point will the conversion for MyFloridaMarketPlace (MFMP) encumbered items take place?

The MFMP conversion of encumbered items will take place on the second night of the agency’s conversion window.  The same night Encumbrances in FLAIR will be converted.

Will DFS delete all prior year records on the Revolving Fund (7S) File during conversion?

DFS will only delete the revolving fund records with an agency unique expenditure object code.  DFS will generate a report displaying which records were deleted.

What month needs to be closed before the agency’s records can be converted?

The month prior to the conversion date.

Can agency unique object codes (AUOCs) be inactivated once the subsidiary records have been converted to prevent the continued use of these codes?

Yes, Agencies may request to have their expenditure AUOCs titles marked for deletion at any time prior to their final conversion. DFS will mark all the AUOCs for deletion on the first night of an Agency's final conversion.

When DFS converts the Grant Master and GL Master Files, what transactions will be generated?

FLAIR will generate TR10s and TR11s during the conversion for each Master File. The conversion programs have been designed to convert the Grant Master File separate from the General Ledger Master File. Therefore, the transactions generated for the General Ledger Master file, will not carry a Flow Thru Indicator (FTI), the CGUSE field will be blank, and the TRUSE field will have an X. The transactions generated for the Grant Master File willhave an X in the CGUSE field, the TRUSE field will be blank, and the FTI will match the value on the original record. The transaction will use the FTI from the original record because the FTI is part of the Grant Master key and in order to back-out balances, the key data must match exactly.

Crosswalk

What is the name of the object code crosswalk table in the Information Warehouse?

OBJCRSWK

When completing the crosswalk for agency unique object codes (AUOCs), is there a way to assign the same AUOC to the same statewide object code (SWOC), but have different other cost accumulators (OCAs)?

Each AUOC can only be mapped to ONE combination of SWOC/OCA/external codes. Agencies may set up different combinations in their Set Files by adding the AUOC to different sets for each combination; however, the crosswalk does not have this flexibility.

On the object code crosswalk that is to be completed by the agency, it is my understanding that agency unique object codes (AUOCs) are to be mapped to new statewide object codes (SWOCs). For state standard codes that are being deleted/eliminated/revised, is the agency to map these to the new SWOC or will DFS being doing this?

Each agency crosswalk should include all AUOCs used by the agency and any of the state standard codes that will be eliminated.  Some of the state standard codes being deleted are being replaced with two separate SWOCs.  The crosswalk only supports the mapping of one state standard code to one SWOC.  The agencies will have to make a determination on how to split their expenditures and may need to reclassify a portion of the balance manually.  For example, it will be up to the agency to determine if items previously recorded using 393000 should be mapped to 132748 or 531000. It may be a situation where some of the balance should be moved to 132748 and some to 531000. However, DFS will NOT have the ability to determine or create those splits during final conversion. Those would be balances the agency should reclassify before conversion so they are reflected accurately for reporting purposes.

How do you upload the crosswalk?

An agency may use the DFS Excel worksheet to have Object Crosswalk data uploaded into FLAIR or add the crosswalk data directly to Departmental FLAIR.  More details are available on the Project’s website: http://www.myfloridacfo.com/Division/AA/ObjectCodeProjectDocs.htm

Object Code Guidance

What is the difference between statewide object code (SWOC) 132514 - Investigative Services - Fingerprint/Background and SWOC 290000 - Fingerprinting/Background?

SWOC 132514 is used when the investigation is performed as a contracted service (e.g., by a contracted vendor). SWOC 290000 is used when service are performed by the a governmental entity..

Is it required that agencies further classify their expenditures beyond the “General” statewide object code (SWOC) in series where specific SWOCs are available beyond the “General” SWOC?

No. The agency is not currently required to do so. However, agencies should consider the benefit to further classify expenditures as a future improvement.

How do we turn off object codes not currently being used or have never been used by our agency that have no dollars associated with them?

You can mark codes you do not want anyone to use for inactivation or deletion in your Expansion Set Files by using the update selection and changing the Status Code to either I (Inactivate) or D (Delete). This can be completed manually in FLAIR or via batch upload using the "Batch Expansion Set-File Update" layout found on the DFS Help Desk website. All of the agency unique object codes that are in your Title File will be marked for deletion during your final conversion (or at an earlier date if requested). If you have a limited number of codes that you would like marked for deletion ahead of time, you may email a request to delete object codes to the Bureau of Financial Reporting, New Accounts Section at NewAccountCode@myfloridacfo.com

If a code is in an inactive status and the agency needs to make a correction, how should they proceed?

The agency can request the status code be changed to Active.  However, if the status code is D(Delete), the agency will have to use a SWOC to make the correction in FLAIR.

Payroll

If an OPS employee receives overtime, should the FICA be coded as 151032, 151038, or something else?

The recommended FICA code for OPS overtime is 151032.

When the new object codes are loaded and the Pay Data File (File 0013) is updated, will the Payroll Tabulation Report (PR3260-06) show all six characters of the object code?

The Payroll Tabulation report will continue to show only the first four digits of the object code. The payroll system does not currently maintain or report any object codes to the sixth digit.

If we are currently using state standard codes (example 151000) for all records in category 010000, do we will need to immediately begin using 151016, 151018, 151032, 151037, and 151038?

The object codes on the Pay Data File (File 0013) will contain the first four digits of the object code (as they always have) and the last two will default to 00 (as they always have). Each agency will need to immediately begin using the payroll object codes that had a change to the first four digits. Those changes are as follows:

Object codes 1230XX and 1260XX will appear on the File 0013 as object code 121000.

Object code 2648XX will appear on the File 0013 as object code 264000.

Object codes 4260XX, 4270XX, 4280XX, and 4290XX will appear on the File 0013 as object code 421000

Object code 4987XX will appear on the File 0013 as object code 498000.

W9-Edits

Can consideration be given to removing the W-9 edits for reimbursements to revolving funds?

Payments made from revolving funds are reported on Form 1099 just the same as payments made through FLAIR. The Internal Revenue Service (IRS) requires a valid taxpayer identification number on all Form 1099s; the W-9 is used to collect this information. Because the W-9 is required by the IRS, DFS cannot remove the W-9 edit from revolving fund reimbursements.