UAT Collaboration

A&A developed a UAT Testing Schedule for each bureau to establish clear testing windows. This schedule helps staff prioritize testing and provides agencies with predictable processing expectations.

Please allow adequate time for A&A to process transactions before reaching out. A&A staff are also learning the Florida PALM system while balancing day-to-day responsibilities and are not yet operating at the same output level as in FLAIR.

During UAT, please direct all communications to AcctAudUATSupport@MyFloridaCFO.com.

Please do not contact A&A staff directly regarding testing or test scenarios.

Because A&A follows a defined UAT schedule, there is no need to send email notifications that transactions are awaiting review.

• If an agency requires A&A support for specific testing activities, please email the request at least two weeks prior to the anticipated testing date so appropriate resources can be scheduled.


• Note: For A&A Florida PALM questions unrelated to UAT activities, send inquiries to AcctAudTransformationSupport@MyFloridaCFO.com.

To ensure transactions are processed timely, attach all required documentation for transactions routed to A&A for approval. If documentation is missing or insufficient, A&A will deny the transaction.

Pre Audit Timeframe for Supporting Documentation for Batch Files, Spreadsheet Uploads and Online Entry

Agencies should attach all required supporting documentation within two (2) business days of voucher entry.  For example, if a voucher is entered on Monday, whether via batch file, spreadsheet upload, or online entry the supporting documentation should be attached no later than close of business Wednesday. 

Vouchers that do not have supporting documentation attached within two (2) business days of voucher entry will be denied back to the agency. The agency will be responsible for attaching the supporting documentation.

Reports

Agencies are able to use workflow reports to confirm whether a transaction has been routed to A&A. Examples include:

APR014 – Voucher Workflow Status Report

• IUR009 – IU Pending Approval 

Consistent with current practices, agencies are expected to continue providing supporting documentation within Enterprise Business Systems such as MFMP, STMS and Works as transactions are processed through those internal workflows.   

Please be mindful of sensitive data and ensure proper controls are in place to handle sensitive data within UAT.

Any confidential data within documentation must be redacted prior to the attachment being added into Florida PALM. 

A&A is continuing to update our forms to align with Florida PALM. The forms included in the UAT Forms below are for UAT purposes only. If a UAT-specific form is not available, please attach the current form used today to support the transaction.

Agencies must use the Supplier Add or the Supplier Change Request functionality during UAT to add or update supplier information. Upon go-live, agencies and suppliers will use FLIPS (Florida Integrated Payee System) to add or modify normal supplier records.

Please note, confidential suppliers will be added and maintained in Florida PALM directly post go-live.  Agencies that wish to add a confidential supplier will complete the Supplier Add Request in Florida PALM.

Suppliers with Flags

A&A will be monitoring suppliers to ensure that payments are redirected or held accordingly based on levies or other supplier flags.

IRS Levy

All vouchers tied to a supplier that has an IRS levy will be returned to agencies who will need to work with the vendor to ensure the payment is redirected to the IRS. Agencies should continue processing these scenarios as they do today.

DOR Levy

All vouchers tied to a supplier that has a DOR levy will be reviewed by A&A and processed on a case-by-case basis. A&A will work with DOR to determine if the payment can be processed and sent to the supplier, or if  the agency needs to work with DOR directly to determine the appropriate action.  In some cases the full payment will be redirected to DOR to satisfy a supplier’s obligation and in some cases a split payment is needed. 

In instances when the full payment is redirected, the supplier on the voucher will not change, but an additional supplier address with the alternate payee name of Department of Revenue will be added to the supplier record for DOR to receive the payment on behalf of the supplier.  

 In instances where DOR directs agency to produce a split payment, the agency must perform the steps below to ensure correct processing: 

Voucher 1 – DOR Levy Payment

1. Agency must modify the denied voucher to reflect the payment amount to DOR.
2. The payment address on the payment tab should reflect the alternate payee name of Department of Revenue for DOR to receive the portion of the payment due .
3. Agency must check the “Audit Checkbox” on the voucher information tab to ensure the voucher is routed to A&A for review.
4. Invoice and all supporting documentation must be attached.
5. Agency must submit voucher 1 at the same time as voucher 2.
6. Agency must include the Voucher ID for voucher 2 prior to submitting

Voucher 2  – Supplier Payment

1. Agency must create a second voucher for the remaining amount of the payment that is due to the supplier.
2. The payment address should have the alternate payee name of the supplier and the location on the payment tab should reflect the supplier’s preferred location (ACH or Warrant)
3. Agency must check the “Audit Checkbox” on the voucher information tab to ensure the voucher is routed to A&A for review.
4. Invoice and all supporting documentation must be attached.
5. Agency must submit voucher 2 at the same time as voucher 1.
6. Agency must include the Voucher ID for voucher 1 prior to submitting.

Other Supplier Flags

A&A will monitor other supplier flags as deemed necessary by the Bureau of Auditing. Vouchers tied to suppliers with other flags will be handled on a case-by-case basis, and the Auditor will work directly with agency to determine what additional information is needed.

Florida PALM allows A&A to expand monitoring criteria to focus on activities that pose higher risk to the State. Workflow criteria have changed, and all necessary bureaus are now included in the approval process.

Agencies should monitor the APR014 – Voucher Workflow Status Report to identify vouchers routed to or denied by A&A.

For vouchers selected for A&A review:

Attach all supporting documentation, consistent with current practice.

Vouchers will be denied if documentation is missing or insufficient.

• If vouchers are denied, agencies should review the denial code and resubmit with the necessary corrections.

Note: To help our approvers practice voucher review in Florida PALM, A&A would appreciate agencies frequently checking the Audit Checkbox to route to our teams for review. 

To ensure timely processing, include the Expenditure Refund form and all supporting documentation.

For same-day expenditure refund testing, contact AcctAudUATSupport@MyFloridaCFO.com at least one week in advance to ensure resource availability.

Note: An updated form for this process will be provided soon. Please continue to use the current day form until the new form is available.

Zero-Dollar Vouchers

Florida PALM allows for AP vouchers to be created and processed for zero dollars. In order for a zero-dollar voucher to be appropriately processed, agencies must have at least two lines, a debit and a credit line, that net to zero-dollars. If A&A receives a zero-dollar voucher with only one line, the voucher will be denied, and the agency will need to ensure the appropriate debit and credit information is added.  

A&A will monitor agencies’ interest penalties and any deletion of interest penalty vouchers. If an interest penalty is required but the original voucher used an incorrect basis date, agencies must email AcctAudUATSupport@MyFloridaCFO.com to request a basis date update. After the update is made, the system will generate a corrected interest voucher for the agency to process.

If an agency deletes an interest voucher, supporting documentation must be attached to the original voucher that generated the interest penalty. If documentation is missing, A&A will contact the agency to obtain the necessary information or determine whether an interest voucher is still required.

Agencies have the ability to process payment cancellations directly in Florida PALM. However, if an agency is unable to process a payment cancellation, a request for cancellation can be sent to AcctAUDUATSupport@myfloridacfo.com and must include the following information:

• Agency
• Payment Reference ID
• Supplier Name and ID
• Payment Amount
• Cancellation reason
• Type of cancellation (cancel and reissue, cancel and voucher hold, or cancel)

Please note, an updated form for this process will be provided soon.

Information is coming soon.

The IU Module will be used to record inter and intraagency fund movements. Agencies must attach the same supporting documentation required today for journal transfers. Please refer to Florida PALM’s Knowledge Center for additional information on  Inter/IntraUnit Transaction Processing (110.3).

If account values are not available that you feel should be, please email AcctAudTransformationSupport@MyFloridaCFO.com with additional information, including an explanation of why the account value is needed for the IU Transaction Subtype.

Agencies are expected to use the IU Module transactions, such as the Expenditure/Revenue or Encumbrance transaction subtypes, when making payment to another agency. If an agency has a need to pay another agency as a customer that cannot be completed through an IU transaction, please email a formal request, along with justification, to AcctAudTransformationSupport@MyFloridaCFO.com.

Enterprise Record Inter/IntraUnit Transactions

The Inter/IntraUnit Module allows DFS to perform inter-agency transactions on behalf of agencies such as expenditure/revenue, transfers, and more. A&A will work with agencies as needed should we need to record a transaction on an agency’s behalf.

GR Service Charge

A&A will be following the guidance provided in the Florida PALM Knowledge Center article Process GR Service Charge (110.3.3). A&A will work with agencies on a case-by-case basis should there be issues with the GR service charge IU transaction. 

Trust Fund Loan Issuance and Repayment

A&A will be following the guidance provided in the Florida PALM Knowledge Center article Manage Trust Fund Loans (110.3.4). A&A will work with agencies on a case-by-case basis should there be issues with the specific IU transaction(s).  

To establish a new fund in Florida PALM UAT, please submit a Fund Questionnaire.  Agencies should follow the guidance per Florida PALM Knowledge Center article Processing and Completing the ChartField Request and Fund Questionnaire Form – Agency.

• This is a financial reporting form.  We recommend budget personnel and  financial reporting personnel collaborate to complete the questionnaire.
• The instructions tab is located at the top left of the fund questionnaire.  Instructions must be followed when completing the questionnaire.
• All required supporting documentation must be attached at bottom (i.e., authority, rule, etc.).
• The questionnaire must be completed using real data.
• The Fund Questionnaire Description Field must contain Effective Date, Fund Long Title, and Statutory Authority (Authority that governs the creation and use of the fund being requested).
• For Revolving Funds – In addition to data noted above, Reimbursing Fund Number must be included in the Description Field.
• Ensure the appropriate Budgetary Fund is selected.
• Ensure all Questions are completed within the “Questions” section.  If blank, form will be denied.
• Step 1 Section A:  Governmental Funds - If this fund is a governmental fund, only one item should be toggled “yes” in this Section.  If answers to number 7 and/or 7a are No, please key “No” in the text box.  If Yes, please key “Yes” in the text box.
• Step 1 Section B:  Proprietary Funds - We ask that you please answer each item by keying “Yes” or “No” in the text box.
• Step 1 Section C: Fiduciary Funds - We ask that you please answer each item by keying “Yes” or “No” in the text box.
• Step 2: Equity Restriction Determination - This step only applies to Proprietary funds.  If this is not a proprietary fund, you may insert “No” in item 1 and move on to Step 3.  If you answer “Yes” to Item 1, please complete the next items very thoroughly as this is very important when updating attributes.
• Step 3: Program/Non-Program Interest Determination - Please key “Yes” or “No” for this step.
• We encourage you to utilize the “More Information” box to provide as much support as possible for reviewers to utilize during decision making process.
• A&A will deny incomplete submissions
• Please see the notes below to assist you with understanding aspects of the fund questionnaire (i.e., attributes, funds, equity restrictions, program interest, etc.).

Fund Determinations             

• Governmental funds are typically used to account for tax-supported (governmental) activities.  These are the funds through which most governmental activities typically are financed. 

• GAAFR 10 – General Fund

• GAAFR 20 – Special Revenue Fund

• GAAFR 30 – Capital Project Fund

• GAAFR 40 – Debt Service Fund

• GAAFR 72 – Permanent Fund

• GAAFR 80 – General Capital Asset

• GAAFR 90 – General Long-Term Fund

• Proprietary funds account for operations that are (a) financed and operated in a manner similar to  business enterprises where costs are recovered primarily through user charges or (b) where the governing body has decided that periodic determination of revenues earned, expenses incurred and/or net income is appropriate for capital maintenance, public policy, management control, accountability or other purposes. 

• GAAFR 50 – Enterprise Fund

• GAAFR 60 – Internal Service Fund

• Fiduciary funds are used to account for assets held in a trustee or agency capacity so the assets cannot be used to support the government’s own programs.  Note:  Trust funds can be distinguished from agency funds generally by the existence of a trust agreement that affects the degree of management involvement and the length of time that the resources are held.    

• GAAFR 71 – Private Purpose Trust Fund

• GAAFR 73 – Pension and Employee Benefit Trust
• GAAFR 74 – Custodial Fund

• GAAFR 76 – Investment Fund
• GAAFR 77 – External Investment Pool 

Equity Restrictions            

Restricted equity - Identifies resources that have been received or earned by the state with an explicit understanding between the state and the resource provider(s) that the funds would be used for a specific purpose (constraint placed on use).  The restriction can be:

• externally imposed, such as by creditors (through debt covenants), grantors, contributors, or the laws and regulations of other governments.  (The Legislature is not considered an outside source.)

 OR

• internally imposed, such as by constitutional provisions or enabling legislation (see definition below).  Note:  Removing internally imposed restrictions generally requires a change in law or Constitution (due process).  If the restriction can be removed without formal due process, the equity should not be considered restricted."               

Enabling legislation – Legislation that authorizes the state to assess, levy, charge, or otherwise mandate payment of resources (from external resource providers) and includes a legally enforceable requirement that those resources be used only for specific purpose(s) as set forth in the same legislation.               

Legally enforceable – Enabling legislation restrictions are those that a party external to the government, such as citizens, public interest groups, or the judiciary branch can compel the government to honor.  For example, the Legislature passes a law that authorizes the state to levy a tax or otherwise raise revenues and in that law the state commits to using the resources for a particular purpose (a restriction).  This would generally be considered a legally binding agreement between the state and the resource providers (the taxpayers) establishing limitations on how those funds can be used.            

Program/Non-Program Interest:               

Program Revenues –  Funding for a given function or program may derive from the function or program itself, not from taxes or other general revenue.

• Program revenues are directly associated with the function or program and would end if the function or program ended. For example, museum fees would end if the museum that generated them closed.
• There are three main types of programs
•  revenues:

• charges for services

• program-specific grants/contributions

• earnings on investments                    

Program Interest -

          •  A specific program’s earnings on investments that is legally restricted for that specific program should be reported as “program revenues” in the financial statements. They reduce the net cost of the program or function to be financed from the government’s general revenues.

 To establish new ChartField values (Account, Transactional Fund, Revenue Category, or Organization) for use in Florida PALM UAT, please submit a COA Structure Request.  Agencies should follow the guidance per Florida PALM Knowledge Center article Processing and Completing the ChartField Request and Fund Questionnaire Form – Agency.

• Requests must include real data along with applicable support documentation.
• A Fund Questionnaire Form ID must be provided with a COA Structure Requests for a Fund ChartField value.
• A&A will deny incomplete submissions.

• If assistance with budget journals is needed, please reach out to AcctAudUATSupport@MyFloridaCFO.com.

If a budget override request is needed, a Budget Override Request Form must be submitted within Florida PALM with real data and necessary supporting documentation.

Agencies must also attach all supporting documentation to the transaction that needs to be overridden.

Agencies should follow the guidance per Florida PALM Knowledge Center article Creating and Modifying a GL Journal. Additional financial reporting guidance will be provided as it becomes available. 

Customer Refunds can be processed through one of the three options. Additional information on these options is available to agencies on the Florida PALM Knowledge Center.

Prior approval from A&A is required to use the API002 to issue single pay vouchers, including for refund accounts (621601 through 621612).

AR Write-offs can be processed through the Accounts Receivable (AR) Module or directly in the General Ledger for agencies who are not using customers in Florida PALM.

AR Module

Agencies should follow the guidance per Florida PALM Knowledge Center article Write-Off AR (60.1.3) to complete an AR write-off through the AR Module. Agencies must continue to follow guidance per Section 17.20, Florida Statute, as it pertains to reporting claims for collection.  All necessary forms and attachments must be attached to the AR write request in Florida PALM. A&A’s approval of the Florida PALM request for write-off will now serve as the formal approval to write-off the account receivable.

A&A will deny requests that do not have appropriate information or do not have the correct documentation to support all AR records within the request.

GL Module

Agencies should follow the guidance per Florida PALM Knowledge Center article Creating and Modifying a GL Journal to complete an AR write-off through the general ledger using the Bad Debt Expense account (708908). Agencies must continue to follow guidance per Section 17.20, Florida Statute, as it pertains to reporting claims for collection.  A&A’s approval of the Florida PALM GL journal will now serve as the formal approval to write-off the account receivable.

Agencies can create a GL journal with multiple lines to account for each AR record or create a GL journal with one line recording the summation of all AR records being requested. All necessary forms and attachments must be attached to the GL journal in Florida PALM.

A&A will deny requests that do not have appropriate information or do not have the correct documentation to support all AR records within the request. 

Agencies should follow the guidance per Florida PALM Knowledge Center article Asset Disposal (40.2.4) for processing asset disposal. Agencies should continue to follow the property disposal guidelines, and all supporting documentation must be attached to the disposal request in Florida PALM. 

One-Time Payments 

Agencies will be able to process limited payment types in Florida PALM using the One-Time Payment Request screen. This process should be used for payments that cannot be processed or reprocessed through People First.

Once the payment request has been approved by the agency, it will be routed to the Bureau of State Payrolls (BOSP) for approval. The agency approver must send an email to BOSPPayProcessing@myfloridacfo.com requesting BOSP approval of the payment. The email must also include an explanation of why the payment cannot be processed through People First.

            Bonus/Award Payments

1. The One-Time Payment process will be used to pay Bonus/Award payments to employees that have Child Support in Arrears Balances.

Note: Prior to processing or loading bonus or award payments into the People First System, the agency must submit a spreadsheet to BOSPPayProcessing@myfloridacfo.com requesting BOSP review the employees listed.

            The spreadsheet must contain the following information

• Employee full name
• EMPL ID
• SSN
• Amount of the Bonus

BOSP will review the list and identify any employees whose bonus or award payments must be processed through the One-Time Payment process to collect the Child Support Arrears, rather than through People First.

The Payment Source for One-Time Payments will be – OO

Spreadsheet Upload

Agency users will complete and submit a spreadsheet to the Bureau of State Payrolls (BOSP) for the upload of payroll earnings transactions into Florida PALM. This functionality may be used to facilitate both on-cycle and off-cycle payments.

Note: Use of the spreadsheet upload process requires prior approval from BOSP. This process is intended for, but is not limited to, the following examples:

1. Department of Commerce: Use of the spreadsheet to process Law Enforcement hiring bonus payments.
2. Department of Children and Families: Use of the spreadsheet to process Adoption Benefit Payments.

Please send an email to the BOSPPayProcessing@myfloridacfo.com requesting a copy of the spreadsheet with the following information

1. Explanation of why the payment can’t be processed through People First.
2. Number of payments
3. Requested pay date
4. Agency’s authority to process these payments.

SpeedKey for Payroll Use

An Agency must create SpeedKeys for use in HCM (Payroll). If an agency needs to use a special category to process salary or wage payments that has not yet been approved, the agency must submit the speedkey with the appropriate values in Florida PALM to route to Bureau of State Payrolls (BOSP), for approval.

The agency should include all backup documentation for the request as an attachment in Florida PALM on the SpeedKey request page.  The documentation must demonstrate the agency’s authority to use the specified category for salary or wage payments.

If there is documentation that cannot be attached, the agency must submit an email to BOSPPayProcessing@myfloridacfo.com with the additional documentation required for approval of the SpeedKey.

Acceptable supporting documentation includes:

• General Appropriations Act (GAA): The GAA must specifically state that the category may be used for salary/wage payments.
• LASPBS: A copy of the LAS/PBS Approved Budget Amendment that specifically identifies the category as authorized for salary/wage payments.
• Governor’s Office of Budget and Policy: Written approval via email from the Governor’s Office of Budget and Policy authorizing the use of the category for salary/wage payments.

Continuing Writs of Garnishment and Other Involuntary Deductions

The Bureau of State Payrolls (BOSP) manages employee involuntary deductions for the following:

• Continuing Writs of Garnishment
• Child Support
• Spousal Support
• Child Support Arrears
• Bankruptcy
• IRS Levies
• Student Loans
• Ethics Fines
• Administrative Wage Garnishments

Continuing Writs of Garnishment must be submitted to BOSP in accordance with Florida Administrative Code (F.A.C.) Rule 69I-31.803.

A Continuing Writ of Garnishment is a court-ordered legal process used to collect a monetary judgment on behalf of a plaintiff from a defendant. The writ must be issued by the court or by the clerk of court pursuant to a court order and must be properly served on the agency’s legal counsel.

Note: If a Continuing Writ of Garnishment is not submitted to BOSP by the agency’s legal counsel, along with all required documentation, the submission will be returned to the agency.

Other Involuntary Deductions

All other involuntary deduction orders must be submitted to BOSP via email at BOSPCollections2@myfloridacfo.com.

More information coming soon.

If additional guidance is needed that is not covered, please email your questions to AcctAudUATSupport@MyFloridaCFO.com.