flair - florida department of financial services procedures manual- chapters 1-7 of 37 florida...

FFLLorida

AAccounting

IInformation

RResource

FLAIR

Procedures Manual

Chapters 1-7 of 37

September 1, 2007

DEPARTMENT OF FINANCIAL SERVICES

Division of Accounting and Auditing

Office of the Chief Financial Officer Florida Department of Financial Services

FLAIR Education Fletcher Building

101 E. Gaines Street Tallahassee, Florida 32339

Florida Fact:

As of 2005, the population of Florida

was 17,789,864 (4th in the nation)

(source: Florida Department of State)

FLAIR Procedures Manual- Chapters 1-7 of 37 Florida Department of Financial Services

Effective Date: Supersedes: Table of Contents September 1, 2007 2003 Page 1

CHAPTER 1 INTRODUCTION 1 Statutory Authority of FLAIR 1 Florida Accounting Information Resource 2

FLAIR Implementation Considerations 2 Flow of Data 7

CHAPTER 2 STATE STANDARD ACCOUNT CODES 10 Organizational Structure 10 Operating Level Organizations 4 Fund Classification 5

GAAFR Fund Types 6 State Fund Types 9

Fund Identifiers 12 General Ledger Codes 13 Object Codes 33

Revenue Object Classifications 33 Direct Revenue Object Codes 33 Non-Operating Receipt Object Codes 34

Budgetary Object Classifications 36 Budgetary Object Codes 36

Expenditure Object Classifications 37

Expenditure Object Codes 38 Revenue Source Classifications 53 Appropriation Categories 55 State Program Identifiers 56

State Program Codes 57

CHAPTER 3 ACCESS CONTROL 1 Sign-on 1

Access Control File 1 Establishing Access Control 1

Sign-On Procedures 5

Building the Access Control File 7 Access Control Screen 7 Adding Access Control Records 8

Updating Access Control Records 18 Inquiring into Access Control Records 21 Access Control Summary 23

Access Control Report 24 Sign-Off Procedures 25 Review of Security Measures 25

CHAPTER 4 FLAIR TITLE FILES (TI) 1 Title File Structure & Availability 1

The Title File Mini Menu Screen 4 Adding Records to the Title File 5

Adding Organization Titles 7 Adding External Titles:Fund Type, General Ledger, & Program 9 Adding Fund Identifier Titles 10 Adding State Program Titles 11



Adding Other Cost Accumulator Titles 12 Adding Object Code/General Ledger Sub-Classification Titles 13 Adding External Object Code/External Category Titles 14

Adding Product Identifier & Original Fund Source Titles 15 Adding Agency Unique Titles 16 Adding Contract Titles 17 Adding Method of Payment Titles 18 Adding Contract Type Titles 19 Adding Method of Procurement Titles 20

Adding Billing Code Titles 21 Adding Contract Compliance Audit Codes 22 Adding Contract Evaluation Codes 23 Adding Contract Funding Type Codes 24 Adding Contract Monitoring Exclusion Codes 25

Adding Contract Service Area Codes 26 Adding Location Code Titles 27 Adding Insurance Code Titles 28 Adding Disposition Authority Titles 29 Adding Class Code Titles 30 Adding Project Identifier Titles 31

Adding Project Status Titles 32 Inquiring into the Title Files 33 Updating the Title Files 35

CHAPTER 5 VENDOR FILES 1 Regular Vendor File 1

Accessing the Regular Vendor File 3 Adding a New Vendor to the Regular Vendor File 4 Adding a New Sequence to an Existing Vendor 9 Inquiring into the Regular Vendor File 10 Updating the Regular Vendor File 13

Statewide Vendor Files 14 Employee Vendor File 16

Accessing the Employee Vendor File 16 Adding a New Vendor to the Employee Vendor File 17 Inquiring into the Employee Vendor File 19 Updating the Employee Vendor File 22

Client Vendor Files 23 Accessing the Client Vendor File 23 Adding a New Vendor to the Client Vendor File 24 Inquiring into the Client Vendor File 26 Updating the Client Vendor File 30

Account Description Files 31 Accessing the Account Description File 32 Inquiring into the Account Description File 33 Adding to the Account Description File 35 Updating the Account Description File 36

CHAPTER 6 EXPANSION FILES (EX) 1



Establishing the Expansion File 2 The Expansion File Mini Menu Screen 2

Expansion Set File 5

The Expansion Set Add Screen 6 The Expansion Set Inquiry Screen 8 The Expansion Set Update Screen 10

Expansion Option File 12 The Expansion Option Add Screen 18 The Expansion Option Inquiry Screen 22

The Expansion Option Update Screen 25 The Budget Entity/State Program Combination Table 28

CHAPTER 7 AVAILABLE BALANCE FILE (AB) 2 Establishing & Updating the Available Balance File 4 Available Balance Checking 6

Available Balance Function 10


Effective Date: Supersedes: Chapter 1 September 1, 2007 2003 Page 1

CHAPTER 1 INTRODUCTION

Statutory Authority of FLAIR The government of the State of Florida must comply with the many and varied requirements, regulations, restrictions and agreements that affect its financial management and accounting. Such compliance must be demonstrable and must be reported regularly. The accounting system of the State of Florida must, therefore, make it possible:

1. To show that all applicable legal provisions have been complied with; and

2. To determine fairly and with full disclosure the financial position and the results of the financial operations of the funds and account groups of the State.

To provide the information necessary to carry out the intent of the Legislature, Florida Statutes (Section 215.93) establishes the Florida Financial Management Information System (FFMIS). The Florida Financial Management Information System contains five subsystems created to provide information for the effective operation of state government. The Florida Accounting Information Resource (FLAIR) is one of the five subsystems of FFMIS. The Florida Accounting Information Resource was formerly known as the State Automated Management Accounting Subsystem (SAMAS). SAMAS was officially changed to FLAIR in 1997. Section 215.90 of the Florida Statutes designates the Department of Financial Services as the functional owner of FLAIR. Functional owner is defined as “the agency that has the legal responsibility to design, implement, and operate an information subsystem.” In Section 215.94 the Legislature also directed the Auditor General to “participate with each functional owner to the extent necessary” to provide assurance that:

1. The accounting information produced by the information subsystem adheres to Generally Accepted Accounting Principles.

2. The information subsystem contains the necessary controls to maintain its integrity, within acceptable limits and at an acceptable cost. 3. The information system is “auditable.”

In addition, the Auditor General is to “specify those additional features, characteristics, controls, and internal control measures deemed necessary to carry out the provisions of this subsection. Further, it shall be the responsibility of each functional owner to install and incorporate such specified features, characteristics, controls, and internal control measures within each information subsystem.” Therefore, the Florida Accounting Information Resource is a subsystem of the Florida Financial Management Information System and has been developed through the joint efforts of the Department of Financial Services,(formerly known as the Department of Banking and Finance)and the Office of the Auditor General.



Florida Accounting Information Resource The Florida Accounting Information Resource is a double entry, computer based, general ledger accounting system. FLAIR is updated on a daily basis, providing the user with current on-line information. The system is modular in design, which permits additions of subsidiaries as required. The Florida Accounting Information Resource provides:

1. Accounting control over assets, liabilities, revenue, and expenditures.

2. Department (Agency) management with budgetary control, while allowing divisions and lower levels of management maximum autonomy.

3. Adequate records for research and post audit requirements.

The system is designed so that the most frequently used transactions are entered through a computer terminal by making one entry for each transaction. FLAIR then automatically produces all accounting entries necessary for the completion of the transaction. The Florida Accounting Information Resource is designed to be a general system adaptable to the mode of operation and report requirements of each individual department under the control and guidance of the Chief Fiscal Officer of each department. Reconciling the requirements of the individual departments and the requirements of the Florida Accounting Information Resource requires close coordination between managerial and accounting personnel of each department, each data center and the staff of the Department of Financial Services. The major components of the Florida Accounting Information Resource are described in this chapter. FLAIR Implementation Considerations Installation of the Florida Accounting Information Resource requires an analysis of an agency's organizational structure operational modes, and accounting procedures. Once this analysis is completed, steps are then taken to implement the agency as a FLAIR user. Access Control The first step that must be taken is the development of the agency‟s security standards and the establishment of its Access Control File. Each agency is responsible for the development and maintenance of its Access Control File. Extreme caution should be exercised when developing the Access Control File. Only those employees with a direct need should be allowed access to agency files whether for inquiry capabilities, input capabilities, or both. Chapter 3 of this manual describes in detail the steps necessary to develop the Access Control File as well as procedures for its maintenance.



Title Files Before accounting data can be processed by FLAIR, the department must specify (within the parameters of the general system) a standard chart of accounts including the titles, codes, and programs applicable to the department‟s operational and informational needs, found in chapter 2. The department should develop a chart or list of the organizational structure, funds, accounts, revenue and expenditure classifications, and state programs that will be needed when utilizing the Florida Accounting Information Resource. Once the standard chart of accounts has been developed titles and associated codes must be entered into the system. In the Florida Accounting Information Resource, the names or titles of all accounts are identified by a data code. When reports are produced from information in the FLAIR files, the name of each account, identified by its data code, is selected from the title file. This method of separating the account titles from the FLAIR computer programs provides the departmental accountant with the flexibility of adding and deleting codes and titles, or changing the wording of a title, without the requirement for changing the FLAIR computer programs. Chapter 4 of this manual discusses this process in detail. Vendor Files The FLAIR system contains four vendor files designed to meet specific needs of the user agencies. The files available are the Regular Vendor File, the Employee Vendor File, the Client Vendor File, and the Account Description File. The Regular Vendor File, the Employee, and the Client Vendor Files are unique to a particular agency and are built and maintained at the agency‟s operating level. The Account Description File is maintained by the Department of Financial Services. All agencies may inquire into this file, and each must add the account codes for their local funds. Chapter 5 of this manual describes in detail the vendor files. Expansion Files One purpose of the FLAIR system is to reduce the amount of keystrokes necessary to enter transactions. This is accomplished through the use of expansion files which contain most of the data elements needed to complete a specific transaction. Chapter 6 of this manual describes in detail the steps necessary to develop the expansion files and how they operate in conjunction with other files and the update process. Available Balance File The Available Balance File is an auxiliary file that maintains current balances for Fund Cash, Unexpended Fund Releases, Organization Cash, and Organization Allotments. It also provides Available Balance Checking for those agencies that want their encumbrance, disbursement, and/or payable transactions checked for positive balances prior to accepting a transaction into the system. This is an on-line file that is available for inquiry by each agency. Chapter 7 of this manual describes in detail the Available Balance File.



Transaction Processing An accounting transaction is a financial event requiring an entry to be made into an agency's accounting records. The Florida Accounting Information Resource is a double entry, automated accounting system. To record an accounting transaction into the agency's FLAIR records, the operator will input the information necessary for the system to generate all of the entries needed to record that accounting event. Since most of the data required to record a transaction will be retrieved from the Expansion Files and/or Subsidiary Files, the operator will generally input only a minimum amount of data. Chapters 8 through 19 of this manual describes in detail the transactions processes. Transfer Function The Transfer Function is used to transfer revenue from one revenue FLAIR Account Code to another revenue FLAIR Account Code. The Transfer Function reduces the need to create zero Treasurer‟s Receipts. Revenues collected by an agency may be transferred within that agency or to another agency . Chapter 15 of this manual describes in detail the transactions processes. Cash Receipts Utilities Function The Cash Receipts Utilities Function is used to remove cash receipts from the Cash Receipts and Clearing Fund File, to produce a Detail of Direct Deposits or a Detail of Cleared Clearing Fund Receipts Report at the agency‟s operating level, to generate the necessary accounting entries to clear the Clearing Fund, and to allow State Treasurer‟s Receipts processing and inquiry. Chapter 20 of this manual describes in detail the Cash Receipts Utilities Function. Voucher Processing Function The Voucher Processing Function is used to print agency vouchers on a local printer. In addition to printing agency voucher schedules, the Voucher Processing Function will also provide a Voucher Summary Report and a search for voucher numbers. Chapter 21 of this manual describes in detail the Voucher Processing Function. Report Scheduling Report Scheduling is used to schedule the frequency and the coverage period of an agency's FLAIR reports. It is through this function that the user tells the system how often certain reports should be automatically produced, what reports should be processed upon immediate request, and what time period these reports should cover. Chapter 22 of this manual describes in detail Report Scheduling. Reports FLAIR provides the agencies with the capability of retrieving their accounting data through reports. Agencies may create their own unique reports or access the standard reports. Each agency will determine its specific reporting requirements. With the assistance of the DIS Help



Desk (FLAIR Help Desk), an agency may create the programs necessary to generate agency unique reports or use the state standard reports that have already been created. Chapter 23 of this manual describes in detail the Reports. Recurring Payments The Recurring Payments Function allows agencies to set up payments that will occur automatically either monthly or quarterly. An encumbrance is established to a particular vendor with either a fixed amount or a variable amount to be paid each month or each quarter. Once set up and approved by the Department of Financial Services a payment will automatically be initiated to the vendor through „RE‟. Chapter 12 of this manual describes in detail the Recurring Payments Function. Period End Processing Period End Processing is accessed when an agency is ready to close its Month-to-Date and/or Period-to-Date, balances on the Master File. Period End Processing will also be used for agencies‟ requests of Certifications Forward processing. As part of Period End Processing, agency reports are produced based on the schedule established in Report Scheduling (RP). Chapter 24 of this manual describes in detail the Period End Processing Accounting Cycle State agencies open their books on July 1 of each year by recording appropriations made to them by the Florida Legislature. The appropriations are made annually, and are legally available for expenditure by the agencies for a period of one year beginning July 1 and ending June 30. The accounting cycle or fiscal period begins each year by recording opening entries such as appropriations, allotments, certifications, and releases. At the end of the fiscal year agencies will begin Dual-Year Processing. Through this process an agency will be able to input current and prior year data simultaneously, until the agency‟s scheduled automated closing of the prior year. Chapter 25 of this manual describes in detail the accounting cycle. Certification Forward This process allows agencies at the fiscal year end to identify items that are to be paid out of prior year funds. . Chapter 26 of this manual describes in detail the Certification Forward procedure. Voucher Audit Function The Voucher Audit function consists of a group of Departmental FLAIR screens that allow agencies to inquire upon the status of expense vouchers and journal transfers. The three types of inquiry available are Voucher Audit Summary, JT Summary, and JT Vouchers Detail. Chapter 35 of this manual describes in detail the VA Function.



State Accounts Function The State Accounts Function provides inquiry capability to the Balance File and Document Summary Transaction File by account code. Through this function the operator can view account balances for all of the CFO‟s (Chief Financial Officer) balances. Chapter 32 of this manual describes in detail The State Accounts Function. Vendor Payment Inquiry Function The Vendor Payment Inquiry Function is used by agencies to inquire into the CFO‟s (Chief Financial Officer) history of warrant payments made to vendors. Chapter 36 of this manual describes in detail the Vendor Payment Inquiry Function. Contract Payment Function The Contract Payment Function provides agencies with inquiry capabilities into the CFO‟s Contract Payment History records. Chapter 27 of this manual describes in detail the Contract Payment History function. Prompt Payment Compliance Function The Prompt Payment Compliance Function provides agencies with inquiry capabilities for interest assessed on disbursements not made in compliance with the Prompt Payment Law. Chapter 30 of this manual describes in detail the Prompt Payment Compliance function. Detail Transaction Inquiry Function The Detail Transaction Inquiry Function provides agencies with inquiry capabilities into the CFO‟s Detail Transaction File. Chapter 34 of this manual describes in detail the Detail Transaction Inquiry function. Employee Travel History Inquiry Function The Employee Travel History Inquiry Function allows agencies inquiry capability into the Department of Financial Services Employee Travel History File. Chapter 33 of this manual describes in detail Employee Travel History Inquiry function. Electronic Funds Transfer Function The Electronic Funds Transfer Function is used to access the list of persons, businesses and governmental entities which have been set up to receive payment (warrant) by electronic transference to their banking institution instead of payment by a paper copy of a state warrant. Chapter 28 of this manual describes in detail the Electronic Funds Transfer Function.



Warrant Cancellation Function The on-line Warrant Cancellation Function allows agency users to initiate warrant cancellation requests, and to initiate stop payment requests on certain warrants. Warrants that have been marked for stop payment may later be cancelled through this function, as well. Chapter 37 of this manual describes in detail the Warrant Cancellation Function. Paid Warrant Index Function This index contains a listing of State warrants that have been paid by the State Treasury. This inquiry-only function allows agencies to research paid dates and other information related to paid warrants. This information may later be used to acquire copies of paid warrants when necessary. Chapter 31 of this manual describes in detail the Paid Warrant Index Function. New Account Code Request Function The New Account Inquiry Request Function allows agencies access to the new appropriation codes set up by LAS/PBS, and the ability to expand (convert) those codes to 29-digit FLAIR Account Codes. The „NA‟ Function also allows an agency to add multiple IBI‟S (Internal Budget Indicators) and Revenue Categories to a FLAIR account code. Chapter 29 of this manual describes in detail the New Account Code Request. Appendices A, B, & C This manual provides three appendices. Appendix A is an alphabetical listing of FLAIR data codes, terms and their definitions. Appendix B is an alphabetical listing of all data code abbreviations used in FLAIR. Appendix C is a listing of transaction types in FLAIR and the common accounting entries that occur with each transaction.

Flow of Data The Florida Accounting Information Resource is a computerized system. To access the FLAIR system, the operator must first sign onto the system with a valid organization code and password. This can be done through a personal computer that has been set up to access FLAIR or through a “dummy” terminal connected to FLAIR. There is an on-line security check of the user‟s sign-on before a program call or Menu screen returns. From this Menu screen, the operator selects a formatted input screen and begins typing in the data necessary to complete the transaction. When the operator enters the transaction into the system, on-line processing begins. If an Expansion Option is indicated, the data from the Expansion Files is retrieved and included on the transaction. All data codes are checked against the Title File to ensure that all codes have titles prior to acceptance by FLAIR. If a vendor number is entered, the Vendor files are checked to ensure that the vendor is valid. If Available Balance Checking is indicated the indicated balances are



checked and if positive, are updated. If Available Balance Checking is not indicated the Available Balance File is automatically updated by the amount of the transaction. Simultaneously, the appropriate subsidiaries/files are updated: Encumbrance, Accounts Payable, Accounts Receivable, Revolving Fund, Contracts and Grants, Property, and Cash Receipts and Clearing Fund. At this point, the expanded transaction is recorded on the Daily Input File and is available for inquiry and update until the nightly update process begins. At night, the first step of the nightly update process is the vouchering process, from which vouchers are printed. Agencies will be able to print their vouchers on their local printers the next day. After this, the Revolving Fund Subsidiary is updated, the automated entries are generated, the History File is built, and the Master File is updated. The History File and the Master File are then used to create the Report File, from which agency reports are created. A flow chart demonstrating the flow of data through the system is shown on the next page.



Flow of Data Chart Daily Nightly Invalid Sign-on

Valid Sign-On

To Nightly Processing

Access

Control

Sign-on

Screen

Access

Control

File

Menu/Mini

Menu

Screen

Formatted

Input

Screen

On-line

Processing

Daily

Input

File

RVL

Fund

File

Expan.

File

Vendor

File

Avail

Bal.

File

Cash

Recpts.

File

Encum.

Sub

Accts.

Payable

File

Accts.

Receiv.

File

Voucher Processing

Automation

Process

Work

File

Voucher

Print

File

Voucher

Audit

File

History

(Detail)

File

Master

File

FLAIR

(SAMAS)

JT

File

Title

File



CHAPTER 2 STATE STANDARD ACCOUNT CODES

The Florida Accounting Information Resource (FLAIR) has been developed in accordance with applicable State statutes relative to governmental accounting for the State of Florida. FLAIR has also been developed in accordance with applicable principles of governmental accounting as stated in: 1) the Governmental Accounting Standards Board‟s Codification of Governmental Accounting and Financial Reporting Standards (GASB), Stamford, Connecticut, 1984, (formerly the Municipal Finance Officer‟s Association‟s Governmental Accounting, Auditing and Financial Reporting Standards (GAAFR), Chicago, Illinois, 1980); and 2) the AICPA‟s Industry Audit Guide, New York, 1974, as amended by subsequently issued AICPA Statements of Position. GASB Statement No. 1, General Principles, Section 1800, “Common Terminology and Classification” states:

“A common terminology and classification should be used consistently throughout the budget, the accounts, and the financial reports of each fund.”

To conform with GASB Statement No. 1, General Principles Section 1800, a chart of State Standard codes has been developed for the State of Florida which classifies Organizational structures, Budget Entities, Internal Budget Indicators, Funds, General Ledger Codes, Object Codes, Appropriation Categories, and State Programs. It also provides for other classifications as they are required. The Florida Accounting Information Resource further provides for fund accounting, budgetary accounting, financial accounting and legal compliance with the Statutes of the State of Florida. Using the State Standard codes in this chapter, agencies should select the appropriate codes to properly classify their accounting requirements and develop a Chart of Accounts tailored to meet their individual needs. Care must be exercised in following the principles outlined in the State Standard codes.

Organizational Structure The organizational structure of an agency consists of five levels. The Level 1 (Department) will be identified and titled in the system. The agency's organizational structure will determine the division, bureau, section, and subsection numbers. Levels 2 through 5 will be left to the discretion of level one management.

FLAIR Procedures Manual Chapters 1-7 of 37 Florida Department of Financial Services


Organizational Levels:

Department (Agency)

Division within the Agency

Bureau within the Agency

Section within the Agency

Subsection within the Agency

L1 L2 L3 L4 L5

85 10 14 05 123

The first two digits of the 11-digit organizational code are assigned to the department/agency (L1).

The second two digits are used to identify a division within a department (L2).

The third two digits are used to identify a bureau within a division (L3).

The fourth two digits are used to identify a section within a bureau (L4).

The last three digits are used to identify a subsection within a section (L5). Department, division, and, in many cases, bureaus are determined by statutory requirements and cannot be changed without prior approval. See chapter 4 for instructions on adding new organizational codes to the title file. The chart on next page shows the hierarchical structure of the organizational levels as they relate to the organizational structure. Each agency has an Operating Level Organization (OLO) that is related to its organizational structure. The OLO indicates the agency's highest possible level of organizational access for its records. A list of the current OLO‟s is given on page 4.



Level 1 (Department) Level 2 (Division) Level 3 (Bureau) Level 4 (Section) Level 5 (Subsection)

Department

of the

Treasury

85000000000

Division of

Administrat

ion

85010000000

Division of

Currency

and

Coinage

85100000000

Bureau of

Administrative

Services

85010200000

Bureau of

Security

85100300000

Bureau of

Circulation

85100100000

Training

85100303000

Investigation

85100304000

Printing

85100102000

Minting

85100101000

Purchasing

85010202110

Personnel

85010202120

Counterfeit

Investigation

85100304210

Secretary of

The Treasury

85010100000

Financial

and

Accounting

Office

85010202000



Operating Level Organizations 110000 LEGISLATIVE BRANCH 119500 OFFICE OF THE AUDITOR GENERAL 119800 LEGISLATIVE AUDITING COMMITTEE 210000 JUDICIAL ADMINISTRATIVE COMMISSION 220000 STATE COURTS SYSTEM 310000 EXECUTIVE OFFICE OF THE GOVERNOR 360000 DEPARTMENT OF THE LOTTERY 370000 DEPARTMENT OF ENVIRONMENTAL PROTECTION 410000 DEPARTMENT OF LEGAL AFFAIRS 420000 DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES 430000 DEPARTMENT OF FINANCIAL SERVICES 439000 DIVISION OF ACCOUNTING AND AUDITING 450000 DEPARTMENT OF STATE 480000 DEPARTMENT OF EDUCATION 489000 FLORIDA SCHOOL FOR THE DEAF AND THE BLIND 500000 DEPARTMENT OF VETERANS AFFAIRS 520000 DEPARTMENT OF COMMUNITY AFFAIRS 550000 DEPARTMENT OF TRANSPORTATION 570000 DEPARTMENT OF CITRUS 600000 DEPARTMENT OF CHILDREN AND FAMILIES 610000 PUBLIC SERVICE COMMISSION 620000 DEPARTMENT OF MILITARY AFFAIRS 640000 DEPARTMENT OF HEALTH 650000 DEPARTMENT OF ELDER AFFAIRS 670000 AGENCY FOR PERSONS WITH DISABILITIES 680000 AGENCY FOR HEALTH CARE ADMINISTRATION 700000 DEPARTMENT OF CORRECTIONS 710000 DEPARTMENT OF LAW ENFORCEMENT 720000 DEPARTMENT OF MANAGEMENT SERVICES 729700 DIVISION OF ADMINISTRATIVE HEARINGS 730000 DEPARTMENT OF REVENUE 750000 AGENCY FOR WORKFORCE INNOVATION 760000 DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES 770000 FISH AND WILDLIFE CONSERVATION COMMISSION 780000 FLORIDA PAROLE COMMISSION 790000 DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION 800000 DEPARTMENT OF JUVENILE JUSTICE 810000 DEPARTMENT OF MANAGEMENT SERVICES – STATE TECHONOGY

OFFICE 820000 COMMISSION ON UNIFORMITY OF LEGISLATION IN THE UNITED STATES 840000 STATE BOARD OF ADMINISTRATION



Budget Entity & Internal Budget Indicator A Budget Entity (BE) is the organization and/or function to which appropriations are made. It is an 8-digit code, and, in most instances, the first two digits of the code are the user‟s department number. In conjunction with the Budget Entity, an Internal Budget Indicator (IBI) may be used to identify breakdowns of appropriations beyond that of the Legislature or the Executive Office of the Governor. This is a 2-digit code derived by the user agency and the Department of Financial Services. If no breakdown of the appropriation is made below the Budget Entity level, an IBI of “00” will be used. Budget Entity and Internal Budget Indicator codes and titles are State Standards and are already on the Title File. They cannot be added, changed, or deleted by the user agencies. An example of a Budget Entity that is not broken down below the appropriation level is given below. BE IBI TITLE 31000000 00 Governor, Executive Office of 31100000 00 General Office An example of a Budget Entity that is broken down below the appropriation level is given below. BE IBI TITLE 31100100 00 Executive Direction and Support Services 31100300 00 School Readiness 31100400 00 Work and Gain Economic Self Sufficiency (WAGES) A list of currently valid Budget Entities and Internal Budget Indicators is maintained on the Title File and is available for inquiry by the agencies.

Fund Classification According to Generally Accepted Accounting Principles (GAAP) for state and local governments, the resources of a government are to be allocated to and accounted for in separate sub-entities called funds. Therefore the Florida Accounting Information Resource is organized and operated on a fund basis. A fund is both an accounting entity and a fiscal entity, normally created because of the requirements of the law. The Governmental Accounting Standards Board (GASB) statement (formerly Governmental Accounting, Auditing, and Financial Reporting (G.A.A.F.R)) defines a fund as:

“an independent fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations.”



GASB further states that state and local governments should classify their funds according to the eight generic G.A.A.F.R. fund types and two account groups. These eight fund types are further grouped into three broad categories - governmental, proprietary, and fiduciary. Governmental Funds - This fund type is expendable in nature, and accounts for only current assets and current liabilities. The long-term portion of assets and liabilities are accounted for in an Account Group. The measurement of this fund type is focused on spending. Proprietary Funds - This fund type acts as an on going concern. Both current and non-current assets and current and long-term liabilities are accounted for in a similar manner to a business in the private sector. This fund type measures net income and capital maintenance. Fiduciary Funds - This fund type operates in a trustee capacity or as an agent for another state fund or governmental unit. This type of fund can operate as either a governmental or proprietary fund. To facilitate the preparation of GAAP financial statements and to comply with the Florida Statutes, the Florida Accounting Information Resource provides that the financial operations of the State of Florida be maintained through the use of G.A.A.F.R. fund types, state fund types, and the fund identifiers used in the Legislative Appropriation System. The G.A.A.F.R. fund types are based on the eight generic fund and two account group classifications of G.A.A.F.R. The state fund types are those promulgated in the Florida Statutes. The fund identifier is used in conjunction with the state fund type to differentiate between several funds of the same state fund type. GAAFR Fund Types The Florida Accounting Information Resource incorporates the G.A.A.F.R. fund types and account groups into its fund structure so that the user agencies may prepare governmental GAAP financial statements. A 2-digit code is used to identify the G.A.A.F.R. fund types and account groups used in FLAIR. These are State Standard codes, and are therefore already titled on the Title File. They may not be added, changed, or deleted by the agencies unless the operator has State Standard update capabilities. The G.A.A.F.R. fund type and definitions of each of the G.A.A.F.R. funds and account groups used in FLAIR are given below. FLAIR GAAFR Fund Type Code Definition

10 General Fund - to account for all financial resources except those to be accounted for in another fund.

20 Special Revenue Fund - to account for the proceeds of specific

revenue sources that are legally restricted to expenditure for specified



purposes (other than expendable trust or for major capital projects). 30 Capital Projects Fund - to account for financial resources to be used

for the acquisition or construction of major capital facilities (other than those financed by Enterprise Funds, Internal Service Funds, or Trust Funds).

40 Debt Service Fund - to account for the accumulation of resources for,

and the payment of general long-term debt principal and interest. 50 Enterprise Fund - to account for operations (a) that are financed and

operated in a manner similar to private business enterprises - where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods or services to the general public on a continuing basis be financed or 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.

60 Internal Service Fund - to account for the financing of goods or

services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost-reimbursement basis.

7X Trust and Agency Fund - to account for assets held by a

governmental unit in a trustee capacity or as an agent for individuals, private organizations, other governmental units, and/or other funds. These include Expendable Trust, Non-expendable Trust, Pension Trust, and Agency Funds.

71 Private-Purpose Trust Fund –Used to report escheat property, and

should be used to report all other trust arrangements under which principal and income benefit individuals, private organizations or other governments. It is accounted for as a governmental fund.

72 Permanent Fund – Used to report resources legally restricted to the

extent that only earnings and not principal may be used for purposes that support reporting government programs. It is

accounted for as a proprietary fund. 73 Pension and Employee Benefit Trust Fund – Used to report resources

that are required to be held in trust for members and beneficiaries of defined benefit pension plan, predefined contribution plans or other post-employment plans or other employee benefits. It is accounted for in essentially the same manner as a proprietary fund.



74 Agency Fund - An Agency Fund where a governmental unit acts as an agency for individuals, businesses, or other governmental units.

76 Investment Trust Fund – Used to report the external portion of

investment pools reported by the sponsoring government. 80 General Fixed Asset - to account for all fixed assets of a

governmental unit except those fixed assets related to specific Enterprise Funds, Internal Service Funds and Permanent and Fiduciary funds.

90 General Long-Term Debt – An ownership fund used to account for all

non-matured general long-term liabilities of the governmental unit except the long-term liabilities of Enterprise Funds, Internal Service Funds, and Fiduciary Funds.

In addition to the G.A.A.F.R. fund types listed above, FLAIR allows for the reporting of component units. GASB Statement No. 14 defines the financial reporting entity as:

(a) the primary government, (b) organizations for which the primary government is financially accountable, and (c) other organizations for which the nature and significance of their relationship

with the primary government are such that exclusion would cause the reporting entity‟s financial statements to be misleading or incomplete.

The Primary Government is the focal point for the users of the financial statements, thus it is important to define the primary government. Statement Number 14 defines a primary government as a separately elected governing body which may encompass any state government or general purpose local government (municipality or county) and also may include special-purpose governments (example: a school district or a park district) if they meet the following criteria:

A. It has a separately elected governing body. B. It is legally separate. C. It is fiscally independent of other state and local governments.

Component units are legally separate organizations which can be a governmental organization (except those that meet the definition of primary government), a nonprofit corporation, or a for-profit corporation. The Primary Government must be financially accountable for the component unit. The financial statement presentation of the reporting entity should provide an overview of the entity based on financial accountability, yet allows users to distinguish between the primary government and its component units. Some component units may be blended as though they are a part of the primary government; however, most component units should be discretely presented.



An agency related to these component units will be responsible for including them in the financial data submitted for statewide statements. To enter these new component units into FLAIR use a local State Fund (SF=8) and a GAAFR code that will indicate the type of component unit fund that is being entered. GAAFR Codes For Component Units Discrete Presentation

15 Non-Governmental (not for profit) 25 Governmental Fund 55 Proprietary Fund 75 Trust and Agency Fund 85 Account Group - Both General Fixed Asset Account Group and General

Long Term Debt Account Group 95 Community Colleges

Blended

05 Non-Governmental In many cases, these component units are already required by statute to submit financial information to an agency. Now that information will be input into FLAIR in a trial balance format. State Fund Types The Florida Statutes provide that the financial operations of the State of Florida be maintained through the use of six state fund types. These six types are 1-digit State Standard codes. They are already titled on the Title file and are available for agencies to use. As State Standard Codes, they may not be added, changed, or deleted by user agencies unless they have State Standard update capabilities. The state fund types are:

1 General Revenue Fund 2 Trust Funds 3 Working Capital Fund 5 Budget Stabilization Fund 8 Local Funds 9 Long-Term Accounts

All financial transactions recorded by an organization will involve one of these fund types. A definition of each of these state fund types is given below:



SF1 General Revenue Fund Section 215.32, Florida Statutes, states, “The General Revenue Fund shall consist of all moneys received by the State from every source whatsoever, except as provided in paragraphs (b) and (c) of this subsection. Said moneys shall be expended pursuant to General Revenue Fund Appropriation Acts or transferred as provided in paragraph (c) of this subsection.” (Paragraph (b) is relative to trust funds and paragraph (c) is relative to working capital funds.) The State‟s General Revenue Fund accounts for all the assets and resources used for the general administration of the State and in the provision of services to the people of the State. It accounts for all transactions (revenues and expenditures) not properly accounted for in any of the other funds. The General Revenue Fund receives revenues from taxes, fees, licenses, interest on investments, and certain designated miscellaneous sources. Appropriations from the State's General Revenue Fund are made by the Legislature of the State of Florida for the financing of a wider range of activities than from any of the other funds. Said appropriations are set forth in the appropriation bill and are described in the budget. The General Revenue Fund normally accounts for the largest part of the total financial operations of a department or agency. Further, it may also have transactions with other funds operated by the same unit. On the other hand, non-appropriated balances of other funds are sometimes transferred by the State Legislature to the General Fund. SF2 Trust Funds Section 215.32, Florida Statutes, states:

1. The trust funds shall consist of moneys received by the State which under law or under trust agreements are segregated for a purpose authorized by law. The Executive Office of the Governor shall have the power and authority to approve the establishment of any trust fund it deems necessary to preserve the integrity of any moneys received or collected by the state agency for a specific use or purpose authorized by law. The state agency receiving or collecting such moneys shall be responsible for their proper expenditure as provided by law.

2. In order to maintain a minimum number of trust funds in the State Treasury

each state agency may consolidate, if permitted under the terms and conditions of their receipt, the trust funds administered by it; provided, however, the agency employs effectively a uniform system of accounts sufficient to preserve the integrity of such trust funds; and provided further, that such consolidation is approved by the Executive Office of the Governor.

3. All such moneys are hereby appropriated for the purpose for which they were

received, to be expended in accordance with the law or trust agreement under which they were received, subject always to other applicable laws relating to the



deposit or expenditure of moneys in the State Treasury.

Trust funds are set up and employed for the purpose of accounting for money and property received from various sources and held by the State in the capacity of trustee for individuals, governmental entities, and non-public organizations. A trust fund represents and develops a vested interest in the assets held and, at times, involves complex administrative and financial problems. SF3 Working Capital Fund Section 215.32, Florida Statutes, describes a working capital fund as follows: “The Working Capital Fund shall consist of an amount, not more than 5 percent of the amount of net revenue of the general revenue fund for the preceding fiscal year, which accrues from moneys in the General Revenue Fund which are in excess of the amount needed to meet the General Revenue Fund Appropriation Acts as determined by the Executive Office of the Governor. Said moneys are hereby appropriated for transfer to the general revenue fund whenever it is determined by the Executive Office of the Governor that revenue collections in the General Revenue Fund will be less than the estimated amount recommended to the Legislature by the Executive Office of the Governor during the same fiscal period. When not required to meet General Revenue Fund appropriations, said moneys shall be used as a revolving fund for transfers as provided by Section 215.18, Florida Statutes, and when the State Chief Financial Officer, formerly known as Comptroller, determines that said monies are not needed for either type of transfer, they may be temporarily invested as provided in Sections 215.44-215.53, Florida Statutes.” A portion of the State‟s resources is accounted for in this manner for the purpose of providing services to other departments or funds of the State. The financial objective of the fund is to recover the full cost of operations and to earn enough net income to allow for the replacement of inventories and facilities in periods of rising prices. SF8 Local Funds The State of Florida allows agencies to deposit state funds outside the State Treasury under certain conditions and with certain restrictions. These funds will be deposited in local bank accounts and will be accounted for as Local Funds. The two most common Local Funds are Clearing Funds and Revolving Funds. Clearing Funds - Section 18.101 of the Florida Statutes, states: "when the volume and complexity of collections so justify, the Treasurer may give written approval for such money to be deposited in clearing accounts outside the State Treasury. Such deposits shall only be made in banks designated by the Treasurer. No money may be maintained in such a clearing account longer than approved by the Treasurer or 40 days, whichever is shorter, prior to its being transmitted to the Treasurer, distributed to a statutorily authorized account outside the State Treasury, refunded or transmitted to the Department of Revenue."



Revolving Funds - Section 18.101 of the Florida Statutes states; “Revolving funds authorized by the Executive Office of the Governor for all State Agencies, boards, bureaus, commissions, institutions departments may be deposited by such agencies, boards, bureaus, commissions, institutions, and departments in banks designated by the Governor, Chief Financial Officer and Treasury for such revolving funds deposits.” “Each department must furnish a statement to the Treasury, on or before the 20th of the month following the end of each calendar quarter, listing each clearing account and revolving fund within that department's jurisdiction.” SF9 Long-Term Accounts According to Governmental Accounting, Auditing, and Financial Reporting (G.A.A.F.R.), governmental units should account for their general fixed assets in the General Fixed Asset Account and their general long-term debt in the General Long-term Debt Account. These two accounts are not funds. They are self-balancing accounting entities that do not involve measurement of results of operations. However, summary disclosures of changes, plus supplemental schedules should be included in the Financial Statements. Since the State of Florida does not provide for Account Groups within its Fund structure, and since a valid State Fund type is required input for these G.A.A.F.R. Accounts, FLAIR utilizes a State Fund type for Long-Term Accounts. Like other state fund types, it is a State Standard code and is available on the Title File for all agencies to use.

Fund Identifiers Fund Identifiers are used to uniquely identify the State‟s Funds within a state fund type. They are State Standard Codes that are available for inquiry on the statewide Title File and as such, may not be added, changed or deleted by the user agencies. The first three digits of the FID come from the appropriations act and the last three digits uniquely identify a particular fund. Since FID‟s are directly tied to a State Fund type, the State Fund Type for each Fund Identifier is carried on the Title File. The following are examples of Fund Identifiers. Inquire into the State Standard Title File for a complete listing. SF FID SHORT TITLE LONG TITLE 1 000001 Gen Rev General Revenue Fund 1 000014 Ct Appeal Court of Appeal-General Revenue 2 580004 Replace TF Replacement TF-Agriculture 2 580013 Replace TF Replacement TF-DLES 3 000001 Wk Capital Working Capital Fund Fund Identifiers for Local Funds (State Fund 8) are agency unique codes that cannot end with “000”. They must be added to the Title File by individual agencies at the agency‟s Organization Level 1. These will not appear on the State Standard Title File, but will be available for inquiry and update as agency unique codes. The following are examples of Fund Identifiers for a Revolving Fund.



SF FID SHORT TITLE LONG TITLE 8 010001 Travel Rvl Travel Revolving Fund-Tampa 8 010002 Travel Rvl Travel Revolving Fund-Miami

General Ledger Codes According to G.A.A.F.R., common terminology and classification should be used for the budgeting, accounting, and financial reporting activities of a government. To achieve this the Florida Accounting Information Resource has developed a chart of State Standard General Ledger codes. These State Standard General Ledger Codes are used by the Florida Accounting Information Resource as a framework for an agency to build its chart of accounts. The General Ledger codes are five digits with the first three digits designated as the State Standard. The State Standard General Ledger codes are already titled on the Title File for all agencies to use. They may not be added, changed or deleted. The last two digits are available for the agencies to sub-classify the State Standard Codes to meet their unique needs. For example, the State Standard codes for Payables are as follows: General Ledger Code Title 31*** Payables 31100 Accounts Payable Codes that end in asterisks (i.e. 31*** above) are major headings only and cannot be used for data input. Codes ending in zeros may be used in transactions or may be further sub-classified to meet specific agency requirements. An example might be: General Ledger Code Title 31100 Accounts Payable 31110 Due to Local Vendors 31120 Due to Out of State Vendors For instructions on titling these agency unique General Ledger Codes see chapter 4. The following pages contain a list of the valid State Standard General Ledger Codes, along with a definition of each. If questions arise concerning the use of these codes, please contact the Department of Financial Services, Financial Statements Section.



FLAIR Standard Chart of Accounts 1**** CURRENT ASSETS

Those resources which are available or can be made readily available to meet the cost of operations or to pay current liabilities. 11*** Cash Outside State Treasury

Used for controlling cash that is not on deposit with the State Treasurer.

11100 Cash on Hand Used to control cash on hand which is not on deposit in a local bank

account. 11200 Cash in Bank

Used to maintain cash that has been deposited in a local bank account, including time deposits, demand deposits and certificates of deposit. 11300 Cash with State Board of Administration.

Used for cash forwarded to SBA for investments or held by SBA to be returned to the investing agency. 11400 Cash with Fiscal Agents

12*** Cash in State Treasury

Used by State Trust funds for controlling cash on deposit with the State Treasurer and budgetary releases authorized by the Executive Office of the Governor.

12100 Unreleased Cash in State Treasury Used by Trust Funds for depositing cash in the State Treasury.

12200 Released Cash in State Treasury Used by Trust Funds to record releases and the disbursements of cash in

the State Treasury. 12300 Component Unit Cash in Treasury

13*** Unexpended Releases

13100 Unexpended General Revenue Releases Represents budgetary authority for expenditures by an agency for authorized

purposes. The Executive Office of the Governor authorizes expenditures (1) by releasing amounts appropriated by the Legislature, and by (2) approval of certifications forward (legal obligations to disburse money after the end of the fiscal year). 13400 Unexpended Infrastructure Fund Releases



14*** Investments

Includes the cost of investments of a temporary nature for the purpose of earning income on fund cash not immediately needed for operations. It includes marketable state and municipal securities, marketable foreign government securities and marketable corporate securities. Investments are recorded at cost if purchased, or at appraised value if acquired in some other way.

14100 Pooled Investments with State Treasury 14200 Investments with State Board of Administration (SBA).

Used to record the investments of an agency; maintained by SBA. 14300 Special Investments with State Treasury

Other investments administered by the State Treasurer 14400 Component Unit Investments with State. 14500 Equity Investment with Collateral Securities

Stocks physically held in the custody of the State Treasurer. 14600 Debt Investment with Collateral Securities

Notes, bonds, etc., physically held in the custody of the State Treasurer's Bureau of collateral Securities. 14700 Other Investments

Used to record the investments of an agency; not maintained by SBA or State Treasury.

15*** Receivables - Non-Governmental

Includes receivables expected to be received in cash during the normal operating cycle or accounting period. 15100 Accounts Receivable

Used for recording amounts owed by individuals, firms, or corporations for goods and services furnished by a governmental unit. 15200 Taxes Receivable

Used to record taxes that have been levied by a governmental unit but have not been collected. 15300 Interest and Dividends Receivable

The amount of interest receivable. 15400 Loans and Notes Receivable

Amounts which have been loaned to persons or organizations. 15500 Contracts and Grants Receivable

Amounts due from non-governmental grantors. 15600 Pension Contributions Receivable

Used in a Pension Trust Fund to record contributions that are due but have not been collected. 15900 Allowance for Uncollectibles

Represents a contra account to the appropriate receivable account to record estimated uncollectibles. Estimates are recorded periodically on the basis of past experience and future expectations.



16*** Due from Governmental Units Receivables from other State funds and governmental units.

16100 Due from State Funds, within Division 16200 Due from State Funds, within Department 16300 Due from Funds in Other Departments 16400 Due from Federal Government 16500 Due from Other Governmental Units 16700 Due from Component Units - Primary 16800 Due from State Funds - Revolving Funds (Not Valid for Financial Statements) 16900 Due from Clearing Fund

17*** Inventories Tangible personal property for resale in normal operations, supplies to be used in the production of property for resale, or supplies to be used during the normal operating cycle. Included are books and supplies to be sold, automobile license tags, furniture fabricated by prison labor, office supplies, documentary stamps, licenses, warehouse supplies, gasoline, automotive parts and supplies, and small tools of a consumable nature.

17100 Supply Inventory Supplies on hand for future consumption.

17200 Goods Purchased for Resale Goods held for resale rather than for use in operations.

17300 Raw Materials Unprocessed natural products to be used in a manufacturing process.

17400 Work in Process Partially completed products that were manufactured or processed.

17500 Finished Goods Completed products that were manufactured or processed.

17600 Overhead Those elements of cost in the production of an article or the performance of a

service; for that the amount applicable to the product or service cannot be accurately determined. Usually related to the objects of expenditures that do not become an integral part of the finished product or service. 17700 Overhead Applied

The amount of overhead that has been charged or applied to the production of a product or service. 17800 Food Stamp Inventory

19*** Miscellaneous Current Assets

19100 Pre-Paid Items

Amounts paid for benefits not yet received such as non-expired insurance premiums. Fund balance is reserved in 55300 and change in reserve recorded in 79300 only under purchases method of accounting for pre- paids.



19200 Deposits Refundable amounts paid to vendors as a prerequisite for receiving goods or

services. Do not reserve fund balance for deposits. 19300 Deferred Charges - Current 19900 Other Current Assets

2**** NON-CURRENT ASSETS Assets not readily available to meet the cost of operations or to pay current liabilities.

22*** Restricted Non-Current Assets 22100 Restricted Cash on Hand 22200 Restricted Cash in Bank 22300 Restricted Cash with State Board of Administration (SBA) 22400 Restricted Cash in State Treasury 22500 Restricted Investment with State Treasury 22600 Restricted Investment with SBA 22700 Restricted Other Investments

24*** Investments

24100 Long Term Investments - State Treasury 24500 Equity Investment with Collateral Securities

Stocks physically held in the custody of the State Treasurer 24600 Debt Investment with Collateral Securities

Non-current portion of certificates of deposit, notes, bonds, etc., physically held in the custody of the Treasury. 24700 Other Investments

In proprietary-type funds, non-current portion of securities not classified elsewhere. 24800 Unamortized Premiums on Investments 24900 Unamortized Discounts on Investments

25*** Other Non-Current Assets

25100 Advances to Other Funds between Departments Amounts that are owed to another fund - not due within one year.

25200 Deferred Charges Non-regularly recurring non-capital costs of operations that benefit future

periods. 25300 Loans/Notes Receivable from Other Governments

Non-current loans and notes receivable from non-state governmental units. 25400 Other Loans and Notes Receivable

Non-current loans and notes receivable from individuals and non- governmental entities. 25500 Advances to Other Governmental Units/Entities 25600 Long-term Interest Receivable

Interest not receivable within one year



25700 Advances to Other Funds within Department 25800 Advances to Component Units 25900 Allowance for Uncollectibles

The portion of all non-current receivables which it is estimated will never be collected.

26*** Property, Plant and Equipment

26300 Infrastructure – Non-depreciable 26400 Works of Art and Historical Treasures-Depreciable 26500 Acc Depreciation- Works of Art and Historical Treasures 26600 Art and Historical Treasures – Non-depreciable 26700 Leasehold Improvements 26800 Acc Depreciation – Leasehold Improvements

27*** Property, Plant, and Equipment

27100 Land and Land Improvements

This is a fixed asset account that reflects the value of land owned by a governmental unit. This account includes the purchase price and costs such as legal fees, filling or excavation costs, and other costs that are incurred to put the land in condition for its intended use. Land acquired as a gift is recorded at appraised value at the time of acquisition. 27200 Buildings and Building Improvements

This is a fixed asset account that reflects the acquisition value of permanent structures used to house persons and property owned by a governmental unit. This account includes the purchase or contract price of all permanent buildings and fixtures attached to and forming a permanent part of such buildings. A building acquired as a gift is recorded at appraised value at the time of acquisition. 27300 Accumulated Depreciation - Buildings and Building Improvements

The accumulation of periodic credits made to record the expiration in the service life of buildings which are attributable to wear and tear through use and lapse of time, obsolescence, inadequacy, or other physical or functional cause. The account is shown in the balance sheets of Enterprise and Internal Service Funds as a deduction from buildings in order to arrive at the net book value of buildings. Buildings carried in the accounts of Trust and Agency Funds may or may not be depreciated depending on the conditions prevailing in each case.

27400 Infrastructure and Other Improvements Permanent improvements, other than buildings, that add value to land.

Examples of such improvements are fences, retaining walls, sidewalks, pavements, gutters, tunnels, and bridges. If the improvements are purchased or constructed, this account contains the purchase or contract price. If improvements are obtained by gift, it reflects the appraised value at time of acquisition. 27500 Accumulated Depreciation – Infrastructure and Other Improvements

An account that is of the same nature and is used in the same manner as the



account Accumulated Depreciation - Buildings. 27600 Furniture and Equipment

Tangible property of a more or less permanent nature, other than land or buildings, or improvements other than buildings. Examples are machinery, tools, trucks, cars, furniture, and furnishings. 27700 Accumulated Depreciation - Furniture and Equipment

An account which is of the same nature and is used in the same manner as the account Accumulated Depreciation - Buildings.

27800 Construction Work in Progress The cost of construction work undertaken but not yet completed.

28*** Property, Plant, and Equipment

28200 Library Resources

Reference and resource materials contained in a publicly supported library. Examples are books, maps, recordings, and other audio-visual materials. 28300 Accumulated Depreciation - Library Resources


28400 Property under Capital Lease Used to record the value of property under capital leases. Not to be used for

installment purchases. 28500 Accumulated Amortization - Property under Capital Lease 28800 Other Fixed Assets

All assets of a long-term character not otherwise classified. 28900 Accumulated Depreciation - Other Fixed Assets


29*** Other Non-Current Assets 29900 Other Non-Current Assets (CU Only)

3**** CURRENT LIABILITIES

Obligations which are payable within a relatively short period of time, usually no longer than a year.

31*** Payables Short-term obligations, due within one year, representing claims against the State.

31100 Accounts Payable

Amounts owed on open account to private persons or organizations for goods and services furnished to a governmental unit. 31200 Vouchers Payable

Liabilities evidenced by vouchers which have been pre-audited and approved for payment, but which have not been paid.



31300 Construction Contracts Payable Amounts due on contracts for construction of buildings, structures, and other

improvements. 31400 Claims Payable

Used to record insurance and other claims payable. 31500 Current Insurance Liability

32*** Accrued Liabilities Liabilities for costs incurred but not paid until a future date.

32100 Accrued Salaries and Wages Salaries and wages earned by employees but not yet paid.

32200 Accrued Prize Liability The current portion of the amount owed to lottery winners.

32300 DROP Participants Pension Benefits-Current 32400 Accrued Insurance Claims

In self-insurance funds, the reasonably estimable amount of claims to be paid relating to incidents that occurred prior to year-end, whether or not claims have been asserted. 32900 Accrued Interest Payable 33100 Deposits Payable

Deposits received as a security for payment of bills or as a prerequisite to obtaining goods and services. 33200 Deposits Held to Retire Defeased Bonds

In SBA Agency Funds, the amount of net assets held in escrow for retirement of defeased debt issues.

35*** Governmental Payables Payables due to other state funds and governmental units. 35100 Due to State Funds, within Division 35200 Due to State Funds, within Department 35300 Due to Other Departments 35400 Due to Federal Government 35500 Due to Other Governmental Units 35600 Due to General Revenue/Infrastructure 35700 Due to Component Units/Primary 35800 Due to Revolving Fund (Not Valid for Financial Statements) 35900 Due to State Funds - Clearing Fund

36*** Matured Debts Debts that have reached or passed their maturity date.

36100 Matured Bonds Payable Unpaid bonds that have reached or passed their maturity date.

36200 Matured Certificates of Participation



Unpaid revenue certificates that have reached or passed their maturity date. 36900 Matured Interest Payable

Unpaid interest on bonds which has reached or passed its maturity date.

37*** Current Bonds and Certificates of Participation Debts which have not reached their maturity date, but which are due within one year.

37100 Current Bonds Payable The face value of bonds due within one year.

37200 Current Certificates of Participation 37300 Current Bonds Payable from Restricted Assets 37900 Current Accrued Interest

38*** Miscellaneous Current Liabilities

38500 Installment Purchase Contracts Current portions of the discounted present value of total future stipulated

payments on installment purchase contracts. 38600 Current Compensated Absences Liability 38700 Capital Leases Current Portion

Current portion of the discounted present value of total future stipulated payments on capital leases. 38800 Unearned Revenue - Current 38900 Deferred Revenues

A liability arising from the receipt of money before the revenue is recognized. 39200 Tuition and Housing Benefits Payable 39400 Obligation Under Rev. Repo Agreements -SBA 39700 Obligations under Security and Trans. - Treasury 39800 Obligations under Security Lnd. Trans. - SBA 39900 Other Current Liabilities

All other current liabilities not otherwise classified.

4**** LONG-TERM LIABILITIES Liabilities due and payable after one year. 42200 Accrued Prize Liability

The long-term portion of the amount owed to lottery winners. 42500 Loans from Primary

44*** Long-term Payables from Restricted Assets 44500 Bonds Payable from Restricted Assets 44600 Interest Payable from Restricted Assets 45100 Advances from Other Funds between Departments 45500 Long-term Due to Other Governmental Units. 45600 Due to Federal-Arbitrage 45700 Advances from Other Funds within Department



45800 Advances from Primary – Long Term 46*** Bonds and Certificates of Participation

46100 Bonds Payable The face value of bonds which are not due within one year.

46200 Certificates of Participation 46300 Unamortized Premiums on Bonds Payable 46400 Unamortized Discounts on Bonds Payable 46500 Amount Deferred on Refunding 46600 Unamortized Premiums/Discounts –COP 46700 Amount Deferred on Refunding - COP 46900 Accrued Interest

Interest accrued which is not due within one year.

48*** Miscellaneous Long-term Liabilities 48500 Installment Purchase Contracts

Non-current portions of the discounted present value of total future stipulated payments on installment purchase contracts. 48600 Compensated Absences Liability

Used to record accrued liability for vested employee compensatory, annual and sick leave earned and not used. 48700 Capital Leases Liability 48800 Unearned Revenue – Long Term 48900 Deferred Loan Fees 49700 Tuition and Housing Benefits Payable 49800 Long Term Insurance Liability 49900 Other Long-term Liabilities

All other long-term liabilities not otherwise classified. 5**** FUND EQUITY

51800 Residual Equity Transfer In

Non-recurring, non-routine transfer of fund equity from another state government fund including discontinued funds. 51900 Residual Equity Transfer Out

Non-recurring, non-routine transfer of fund equity, including discontinued funds, to another state government fund.

53*** Net Assets (Proprietary Funds) 53200 Prior Period Adjustments to Beginning Retained Earnings 53300 Restricted for Hurricane Cat. Fund 53400 Restricted for Prepaid College Program 53500 Restricted for Unemployment Compensation



53600 Invested in Capital Assets Net of Related Debt 53700 Restricted for Pension and other Employee Benefits 53800 Other Restricted Assets 53900 Net Assets Unrestricted

54*** Fund Balance (Governmental Funds)

Represents the excess of the assets of a fund over its liabilities.

54100 Beginning Fund Balance 54200 Prior Period Adjustments to Beginning Fund Balance 54600 Collections - General Revenue Fund 54700 Fund Balance Reserved for Encumbrances 54800 Fund Balance Reserved 54900 Fund Balance Unreserved

55*** Reserved Fund Balance (Governmental Funds)

55100 Fund Balance Reserved for Encumbrances

In General and Special Revenue Funds, the amount of approved certified forward encumbrances at June 30. 55200 Fund Balances Reserved for Inventories

In General and Special Revenue Funds, the balance of purchases method inventories at June 30. 55300 Fund Balance Reserved for Pre-Paids. (Not for Financial Statements.) 55400 Fund Balances Reserved for Advances to Other Funds

In General and Special Revenue Funds, the balance of advances to other funds at June 30. 55500 Fund Balance Reserved for Long-term Receivables

In General and Special Revenue Funds, the net amount of non-current loans and notes receivable balances at June 30. 55600 Fund Balance Reserved for Fixed Capital Outlay (FCO) and Grants/Aid -

FCO 55700 Fund Balance Reserved for Debt Service

The fund balance of a debt service fund. 55800 Fund Balance Reserved for Permanent Trust

55900 Other Fund Balance Reserved Other segregations of Fund Balances pursuant to specific legal provisions.

56*** Net Assets

56100 Unrestricted Net Assets 56200 Expendable Restricted Net Assets (Perm Funds) 56300 Nonexpendable Restricted Net Assets (Perm Funds) 56400 Invested in Capital Asses Net of Related Debt 56500 Restricted for Debt Service 56600 Restricted for Unemployment Compensation Benefits 56700 Other Restricted Net Assets



59400 Capitalized Disbursements – Offset

The automated offset for cash disbursements for asset acquisitions recorded in GL 79400 resulting from disbursement transactions with debits to asset general ledgers instead of expenditures. This account may be accessed only through special automation processing.

6**** REVENUE AND RECEIPTS

61*** Revenues (Governmental Funds)

61100 Taxes

Revenue received from taxes levied by the State. 61200 Licenses and Permits

Revenue received from charges for granting of legal permission to do or own a specified thing. 61300 Fees, Charges, Commissions and Sales

Revenue received from charges for goods or a specific service. 61400 Non-Capital Grants and Donations 61500 Interest and Dividends

Revenue earned from investments and loans. 61600 Fines, Forfeits, Judgments and Settlements. 61700 Flexible Benefits Contributions

Used to record prepaid tuition and pretax contributions for state insurance programs.

61800 Refunds 61900 Other Revenues

All other revenue not previously classified. 62*** Revenues (Governmental Funds) 62100 Capital Grants and Donations 62200 Sale of Fixed Assets 63*** Released Appropriations 63100 Released General Revenue Appropriations 63300 Released Working Capital Appropriations

63400 Released Infrastructure Fund Appropriations 63500 Reversion of Appropriation, 6/30

63600 Reversion of Appropriation, 9/30 63700 Other Reversion, Fixed Capital Outlay 65*** Operating Transfers In

These accounts include transfers received from other funds of state government except loans, reimbursements, services sold to other funds or residual equity transfers. GAAP operating transfers may be received in various forms such as cash, local bank checks, state warrants, and journal transfers. The accrual basis of accounting applies in all fund types.



65200 Property Transfer In 65500 Federal Funds Transferred In from Within the Department 65600 Federal Funds Transferred In from Other Agencies 65700 Transfers In from within the Agency 65800 General Revenue Fund Transfers In 65900 Transfers In from Other Agencies

66*** Operating Revenues (Proprietary Funds)

66100 Tolls Facilities Revenue

Revenue from toll roads and bridges. 66200 Interest on Loans

Interest earned on mortgage and other loans. 66300 Pension Fund Contributions – State

Retirement system contributions by state government employers. 66400 Pension Fund Contributions - Non-State

Retirement system contributions by employees and non-state government employers. 66500 Lottery Sales

Sales of tickets of the various lottery games. 66600 Deposits from Other Governments 66700 Fees

67*** Operating Revenue (Proprietary Funds) 67100 Sales of Goods and Services - State

Revenue earned from the sale of goods and services within or between state agencies. 67200 Sales of Goods and Services - Non-State

Revenue earned from the sale of goods and services to the public and other governmental entities. 67300 Fines, Forfeits, Judgments and Settlements 67400 Rents - State

Revenue earned for granting occupancy or use of property to a state agency. 67500 Rents and Royalties - Non-State

Revenue earned for granting occupancy or use of property to a non-state entity. 67600 Interest Earnings - Operating

Revenue earned from investments and loans. 67700 Gain on Sale of Investments

Net gain on investments sold. 67800 Loss on Sale of Investments

Net loss on Investment sold.



67900 Other Operating Revenue Operating revenue not previously classified.

68*** Non-Operating Revenue (Proprietary Funds)

Revenue not derived from the basic operations. 68300 Non-Capital Grants and Donations.

Revenue received that are bestowed voluntarily and without compensation. Also revenues received from operating grants. 68400 Rents - State

Revenue earned for granting occupancy or use of property to a state agency. 68500 Rents and Royalties - Non-State

Revenue earned for granting occupancy or use of property to a non-state entity. 68600 Interest

Interest earned from investments and loans. 68700 Capital Grants and Donations 68900 Other Non-Operating Revenues

Non-operating revenue not previously classified. 69*** Other Financing Source (Governmental Funds) 69100 Bond Proceeds

Receipts from the sale of bonds. 69300 Installment Purchase Note Proceeds

The offset for the capital outlay expenditures for general fixed asset acquisitions financed by installment purchase notes.

69400 Capital Lease Inceptions The offset for the capital outlay expenditures recorded for general fixed asset

acquisitions by capital leases. 69500 Proceeds for Refunding Bonds

69900 Other Non-Revenue Receipts Non-revenue collections not previously defined.

7**** EXPENDITURES (Governmental Funds)

Designates the cost of goods delivered or services rendered, whether paid or unpaid in a governmental-type GAAFR Fund. 71100 Expenditures, Current

Charges incurred for operation, maintenance, interest, and other charges that are presumed to benefit the current fiscal period. 71800 Special Items 71900 Extraordinary Items

72*** Expenditures, Capital Outlay (Governmental Funds) Expenditures which result in the acquisition of or addition to fixed assets.



72100 Operating Capital Outlay

Expenditures for the acquisition of or addition to equipment, fixtures and other tangible personal property of a non- consumable nature, the value or cost of which is $1000 or more, and the normal expected life of which is 1 year or more, and hardback-covered bound books, for circulation to students or the general public, the value or cost of which is $25 or more, and other hardback-covered bound books valued at $250 or more. 72200 Fixed Capital Outlay

Expenditures for the acquisition of or addition to real property (land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.) including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change its functional use and including operating capital outlay necessary to furnish and operate a new or improved facility. 72300 Installment Purchase Acquisitions

At the time of purchase, used to recognize an expenditure for the cost of general fixed assets financed by installment purchase notes. 72400 Capital Lease Acquisitions

At the beginning of the lease, used to recognize an expenditure for the capitalized cost of property under capital leases. 72500 General Fixed Asset Depreciation 72600 Gain or Loss on Disposal of Gen. Fixed Assets

73*** Expenditures, Debt Service (Governmental Funds) These accounts represent the expenditures required for the payment of interest and principal on general obligation debt. 73100 Principal Retirement 73200 Interest and Fiscal Charges 73300 Advance Refunding Escrow Payments

75*** Operating Transfers Out These accounts include transfers to other funds of state government except loans, reimbursements residual equity transfers out, and payments for goods and services purchased from other funds. GAAP operating transfers may be remitted in various forms such as cash, local bank checks, state warrants, and journal transfers. The accrual basis of accounting applies in all fund types.

75200 Property Transfer Out 75500 Federal Funds transferred Out within the Agency 75600 Federal Funds Transferred Out to Other Agencies 75700 Transfers Out within the Agency 75800 General Revenue Transfers Out 75900 Transfers Out to Other agencies



76*** Operating Expenses (Proprietary Funds) 76100 Repairs and Maintenance Expense

Cost of materials, supplies, rentals, etc., used in routine repair and maintenance of fixed assets. Do not include fixed asset additions and improvements. 76200 Fiscal Charges Expense

Fees and service charges to banks, SBA, Bond Finance, and fiscal agents. 76300 Payment of Lottery Winnings

Prizes paid or accrued to winners of various lottery games. 76400 Commissions on Lottery Sales

Payments to retailers for sales of lottery tickets. 76600 Withdrawals by Investing Governments 76700 Basic Services 76800 Scholarships and Fellowships

77*** Operating Expenses (Proprietary Funds) Used in proprietary-type GAAFR Funds, the term means those costs which are necessary to the maintenance of the enterprise, the rendering of services, the sale of merchandise, the production and disposition of commodities produced, and the collection of enterprise revenue.

77100 Operating Expenses, Personal Services 77200 Operating Expenses, Contractual Services 77300 Operating Expenses, Materials and Supplies 77400 Operating Expenses, Amortization and Write-Offs 77500 Operating Expenses, Depreciation

77600 Interest Expense Operating 77700 Insurance Claims Expense 77800 Cost of Goods Sold

Used to record expense associated with manufactured goods sold. 77900 Benefit Payments

Used in a Pension Trust fund to record expenditures for retirement, death, and disability benefits.

78*** Non-Operating Expenses (Proprietary Funds)

Non-operating expenses incurred in the performance of activities not directly related to supplying the basic service by Proprietary Funds.

78100 Property Disposition Gain or Loss 78200 Escrow Distributions 78300 Interest Expense, Non-Operating

Interest expense not recorded in 77600. 78400 Grant Expense

In certain Trust Funds, the cost of goods and services provided to clients and inmates, including grant expenses.



78500 Amortization and Fiscal Charges 78600 Amortization – Non-operating 78700 Special Item 78800 Extraordinary Gain/Loss 78900 Other Non-Operating Expenses

Other expenses not directly related to a proprietary fund's primary sales or service activities.

79*** Other Expenditures (Governmental Funds)

79100 Non-Appropriated Expenditures Non-Cash expenditures of donated goods whose value was recorded as

revenue when received. 79300 Change in Reserve for Pre-Paids (Not Valid for Financial Statements) 79400 Capitalized Disbursements

Cash disbursement for asset acquisitions resulting form special automation on all disbursement transactions with debits to asset general ledgers instead of expenditures (such as fixed asset acquisitions in Proprietary Funds). Offsetting credits are to GL 59400, Capitalized disbursements-Offset. Balances in 79400 and 59400 may only be accessed through this special automation process. 79500 Payments to Refunded Bond Escrow Agents

8**** ESTIMATED REVENUES AND RECEIPTS (Statewide GF Funds 10 & 20 Only)

The amount of revenue estimated to be collected during a given period in governmental-type GAAFR Funds (10 & 20).

81*** Estimated Revenue 81100 Estimated Taxes

The estimated amount of taxes. 81200 Estimated Licenses and Permits

The estimated amount of license and permit revenue. 81300 Estimated Fees

The estimated amount of fees. 81400 Estimated Grants

The estimated amount of revenue and/or contributions from grants. 81500 Estimated Interest

The estimated amount of interest. 81600 Estimated Fines, Forfeits, and Judgments and Settlements 81700 Estimated Insurance Contributions

Used to record estimated employer and employee insurance contributions. 81800 Estimated Refunds 81900 Other Estimated Revenue

The estimated amount of all other revenue of a governmental type fund not otherwise classified.



82*** Estimated Revenues

82100 Estimated Capital Grants and Donations 82200 Estimated Sale of Fixed Assets

83*** Estimated Released Appropriations 83100 Estimated Released General Revenue Appropriations 83300 Estimated Release Working Capital Appropriations

85*** Estimated Operating Transfers In

85100 Estimated Revenue – Transfers in from Component Units 85500 Estimated Federal Funds Transfers In within the Agency 85600 Estimated Federal Funds Transfers In from Other Agencies 85700 Estimated Transfers In within the Agency 85800 Estimated General Revenue Fund Transfers In 85900 Estimated Transfers In from Other Agencies

86*** Estimated Operating Revenues

86100 Estimated Toll Facilities Revenue 86200 Estimated Interest on Loans 86300 Estimated Pension Fund State Contribution 86400 Estimated Pension Fund Non-State Contribution 86700 Estimated Fees

87*** Estimated Operating Revenue

The estimated amount of revenue resulting from the operations of proprietary-type GAAFR Funds.

87100 Estimated Sale of Goods and Services - State The estimated amount of revenue from the sales of goods and services

within or between state agencies. 87200 Estimated Sale of Goods and Services - Non-State

Estimated revenue from the sale of goods and services to the public and other outside entities. 87300 Estimated Fines, Forfeits, Judgments and Settlements 87400 Estimated Rent - State

Estimated revenue from rent to a state agency. 87500 Estimated Rents and Royalties - Non-State

Estimated revenue for rents and royalties from a non-state agency. 87600 Estimated Interest

Estimated revenue from interest. 87700 Estimated Gain on Sale of Investments (Not Valid for Financial

Statements) 87900 Estimated Operating Revenue, Not Otherwise Classified



88*** Estimated Non-Operating Revenue

The estimated amount of revenue to be collected by proprietary-Type funds not derived from the basic operations.

88200 Est. Non-Op. Fines and Forfeits. 88300 Estimated Non-Operating Gifts, Donations, and Contributions

The estimated non-operating amount of revenue from gifts, donations, and contributions. 88400 Estimated Non-Operating Rents - State

Estimated non-operating revenue from rent to a state agency. 88500 Estimated Non-Operating Rents and Royalties - Non-State

Estimated Non-Operating revenue for rents and royalties from a non-state agency. 88600 Estimated Non-Operating Interest

Estimated Non-Operating revenue from Interest. 88700 Estimated Capital Grant and Donations 88900 Other Estimated Non-Operating Revenue

The estimated amount of revenue from other non-operating revenues not previously classified.

89*** Other Estimated Financing Sources

These accounts represent the amount of estimated non-revenue receipts. 89100 Estimated Bond Proceeds

Estimated receipts from the sale of bonds. 89300 Estimated Installment Purchase Note Proceeds 89400 Estimated Capital Lease Inception

9**** BUDGETARY CONTROLS (Statewide GF Funds 10 & 20 Only) Used for control or management of a governmental unit in accordance with an approved budget.

91*** Disposition of Appropriations These accounts are used to record the disposition of appropriations.

91100 Appropriations (Not Valid for Financial Statements) Used to record the authorizations granted by appropriate authorities to

make expenditures and to incur obligations for specific purposes. 91200 Appropriations, Allocated (Not Valid for Financial Statements)

92*** Disposition of Approved Budget To record a plan of financial operation.

92100 Approved Budget (Not Valid for Financial Statements) To record the amount of approved budget that is divided into designated parts

for specific purposes which are available for allotment.



92200 Approved Budget, Allotted (Not Valid for Financial Statements) To record the amount of approved budget allotted by the agency.

92300 Budget Allotted, Contract & Grant Subsystem (Not Valid for Financial Statements)

93100 Allotments (Not Valid for Financial Statements)

To divide the approved budget into amounts which may be encumbered or expended during an allotment period. This account is usually recorded in detail, such as organization, purpose, object, etc. 93200 Allotments, Contract & Grant Subsystem (Not Valid for Financial

Statements)

94100 Encumbrances (Not Valid for Financial Statements) 98100 Budgetary Fund Balance Reserved for Encumbrances (Not Valid for

Financial Statements) 99100 Budgetary Fund Balance (Not Valid for Financial Statements)



Object Codes The object code can be used as a revenue, budgetary or expenditure classification to identify the type of revenue received, type of expenditure or type of budget in any given accounting event. The first four digits are state standard, the last two digits may remain as “00” or be sub-classified by the agency.

Revenue Object Classifications Revenue in the Florida Accounting Information Resource is classified by source (Revenue and Estimated Revenue General Ledger Codes) and by type (revenue object codes). These revenue object codes are six-digit codes that allow the user to identify specific types of revenue within the broad FLAIR classification. The first four digits are State Standard and as such are already titled on the Title File. They may not be added, changed, or deleted by the user. The last two digits are available for further classification by the users; however, any sub-classification of an object code must be titled before being used. See chapter 4 for instructions on adding new revenue object codes and titles to the Title File. For example, a department may wish to further classify the license revenue code to identify each type of license producing revenue. See the table below. General Ledger Code Revenue Code Object Titles 61200 002000 State Licenses 61200 002010 Series A Licenses 61200 002020 Series B Licenses A list of the major revenue object codes is given on the following pages. Direct Revenue Object Codes 001000 State Fees 001100 State Fees - Continued 001200 State Fees - Continued 001300 State Fees - Continued 001500 County and City Fees 001600 County and City Fees - Continued 001700 Outdoor Advertising 001800 Fees Article V 002000 State Licenses and Permits 002100 State Licenses and Permits – Continued 002200 State Licenses and Permits – Continued 002300 State Licenses and Permits - Continued 002500 County/City Licenses and Permits



003000 Taxes 004000 Miscellaneous Receipts 004100 Market Order Assessments 004200 Overweight Penalties 005000 Interest 006000 Employee and Employer Contributions 007000 Grants and Donations, U.S. 007100 Grants and Donations, U.S. - Continued 007200 Continued - Grants and Donations, U.S. 008000 Grants and Donations, City and County 008100 Grants and Donations, City and County – Continued 009000 Nursery and Forestry Products 010000 Sales of Goods and Services 010200 Sale of Lottery Tickets 010300 Sale of Goods and Services to State Agencies 010400 Sale of Goods Outside State Government 010500 Sale of Services Outside State Government 010600 Sale of Goods to State Employees 010700 Sale of Services to State Employees 011000 Grants and Donations, Other 011500 State Grants 012000 Fines, Forfeitures, Judgments, and Assessments 012100 Fines Article V Non-Operating Receipt Object Codes 006000 Employee and Employer Contributions 013000 Service Charge to General Revenue (Section 215.22) 013200 Service Charge to Agency Budget Sunset Trust Fund 015000 Transfers 015100 Continued - Transfers 016000 Distributions (Transfers Required by Law) 018000 Refunds 019000 Sales of Goods and Services to State Employees 020000 Sale of Investments 021000 Land Sales or Leases 022000 Sale of Revenue Certificates 023000 Repayment of Loans 024000 Unemployment Compensation (From Federal Trust Fund) 025000 Collection of State or Federal Taxes 026000 Fire Control or Forestry Assessments 027000 Security Deposits 028000 Insurance Recoveries 029000 Sale of Surplus Property 030000 Receipts from State Board of Administration 031000 Transfers to Other GAAFR Funds 036000 Abandoned Property Receipts



037000 Prior Year Warrant Cancellations 038000 12 Month Old Warrant Cancellations 040000 Other Non-Operating Receipts 040100 Continued-Other Non-Operating Receipts 047000 Repayment of Revolving Funds 048000 Sales of Data Processing Serv. 049000 FLAIR/CMS Replacement Loan Proceeds 050000 Suspense 050100 Continued-Suspense 050300 Forfeited Bond Proceeds 057000 Gain on Sale of Investments 058000 Premiums Paid by State Agencies 059000 Client Deposits NOTE: The last two zeros (00) are available to agencies for further sub-classification to address specific agency requirements.



Budgetary Object Classifications Budgetary Object Codes are used to identify the source of appropriation budgetary authorizations. They are 6-digit State Standard codes titled on the Title File. They may not be added, changed, or deleted by the user agencies. A list of the budgetary object codes is given below. Budgetary Object Codes

910000 Original Appropriations The original authorization granted by the legislature to make expenditures and

incur obligations.

920000 Supplemental Appropriations Legislative changes to original appropriations.

930000 Executive Orders

Authorizations by the Governor from the state‟s non-appropriated surplus.

940000 Executive Office of the Governor‟s (EOG) Authorizations EOG‟s modifications to appropriations and executive orders.

950000 Agency's Transfers Authorization

Appropriations transferred within an agency according to Florida Statute 216.292.

960000 Certifications Forward

Appropriations carried forward from one fiscal year to the next as approved by the Executive Office of the Governor.

970000 Restorations

Automatic authorization to re-issue 12 month old warrants.



Expenditure Object Classifications Expenditure object codes are used to identify the type of services, materials, or other charges for which monies are expended. They are 6-digit codes that allow the user to identify specific types of expenditures within the broad FLAIR classification. The first four digits are State Standard and as such, are already titled on the Title File. They may not be added, changed, or deleted by the user. The last two digits are available for further sub-classification by the user. For example, a department may wish to further classify their office materials and supply object codes to identify each type of office materials expenditure. (See examples below.)

Object Code Title 380000 Office Supplies Consumable 380010 Stationery 380020 Calendars 380030 Forms

NOTE: Any further classification of the State Standard object codes must be titled before use in transactions. See chapter 4 for instructions on adding new titles and codes to the Title File. Expenditure object code classifications are grouped into eight major classes:

1***** - Personal Services 2***** - Current Charges and Obligations - Continued 3***** - Current Charges and Obligations - Continued 4***** - Current Charges and Obligations – Continued 5***** - Property 6***** - Debt Service 7***** - Grants, Contributions and Distributions 8***** - Non-Operating

Codes ending in asterisks are major headings and may not be used for data input.



Expenditure Object Codes

1***** Personal Services 110000 Salary and Wages

Compensation, with all necessary deductions, for services of officers and employees filling established positions.

110800 Salaries - Training

12**** Personal Services - Other Compensation for services provided by a person not filling an established position but

working in an employer / employee relationship. 121000 Temporary Employment

Temporary, common or casual employment, either full-time or part time employment, to meet a temporary need.

121800 Temporary Employment - Training 122000 Seasonal Employment

Employment to meet a seasonal need caused by additional activities and responsibilities resulting from particular programs which are only carried on during part of the year or from peak workloads caused by the season of the year.

123000 Board Members Compensation to persons who have been commissioned to serve on any

legally constituted board, commission, etc. and who are not occupying an established position.

124000 Student or Graduate Assistants Payment for services rendered by bona fide part-time or full-time

students of a high school, college, or university including graduate students who are performing services related to their graduate studies for the university at which they are enrolled.

126000 Part-time Academic Employment Part-time academic employment other than graduate assistant to meet an instructional need.

127000 Medical Employees - Physicians and Osteopaths

13**** Personal Services - Independent Contractors Payment for services rendered by persons or firms who are independent

contractors and are not in an employer / employee relationship.

131*** Professional Fees – Independent Contractors Generally includes payments to vendors that hold a professional license.

131100 Accounting Services



131200 Architectural Services Payment for services of designing a structure. 131300 Consulting Services Payment for consulting services for which no other suitable

professional fees object code exists. 131400 Court Reporting, Transcription and Translation SVS 131500 Engineering Services Payment for the review and approval of the design of a structure. 131600 Legal/Attorney‟s Services 131700 Medical Services 131800 Expert Witness Fees 131900 Human resource Services

132*** General Fees – Independent Contractors 132100 Custodial and Janitorial Services 132200 Temporary Employment Services 132300 Entertainment 132400 Examination and Testing Services Payment for examination and testing services rendered to issue a

license or approval to provide services (e.g. EMT license, CPA license)

132500 Investigative Services Includes payments for background checks and finger printing to outside vendors.

132600 Research 132700 Information Technology

Payment for the services rendered in the development or upgrade of electronic systems. Does not include the purchase of information technology assets.

132800 Training 132900 Lawn Care, Grounds Keeping, and Landscaping

133*** Fees for Services

133100 Legal and Official Advertisements Includes payments for notices and announcements as required by Florida Statutues. 133200 Employment Advertising and Job Opportunity Announcements 133300 Public Service Notices and Announcements 133400 Promotional Advertising 133900 Other Advertising Services Includes newspaper, magazine, electronic, audio and video

advertising for which no other suitable object code exits.



134000 Construction Includes payment for the actual constructing of a structure.

134100 Security Services 134200 Mailing and Delivery Services

Includes payments for contracted courier services; privatized mailrooms, document folding and envelope stuffing services.

134300 Food Services Includes payments for cafeteria operations, per meal food preparation

services, and food storage and distribution services. 134400 Appraisal and Survey Services 134500 Banking Services

Includes payments for electronic services and credit card processing services.

134600 Arbitrator, Mediator, Facilitator or Special Master Services. 134700 Collection and Recovery Services 134800 Linen and Laundry Services

135*** Non-Resident Alien – Independent Contractor

135000 Nonresident Alien Independent Contractor – Taxable Income 135100 Nonresident Alien Independent Contractor - Exempt Income 135200 Nonresident Alien Independent Contractor - Foreign Source Income 139800 Privatized Services

Includes payments for which no other suitable services object code exists and the disbursement category usually describes the purpose of the payment. Services that are usually regulatory.

139900 Independent Services – Not Otherwise Classified

15**** Employer Contributions Employer contributions towards retirement and FICA.

151000 FICA Represents Social Security and Medicare Hospital Insurance Tax. 151800 FICA – Training 152000 State Retirement 152200 Public Employees Optional Retirement Plan 152800 State Retirement - Training

153*** U.S. Civil Service Benefits 153100 U.S. Civil Service Retirement 153200 U.S. Civil Service Health Insurance 153300 U.S. Civil Service Life Insurance 154000 Municipal Retirement 155000 Optional Retirement Plan Employer Contribution 156000 IFAS Supplemental Retirement



157000 Pretax Administrative Assessments 158000 State Personnel Assessments

16**** Insurance Contributions 160800 Insurance Contribution - Training 161000 State Health - Employer's Contributions 162000 State Life - Employer's Contributions 163000 State Disability - Employer's Contributions 164000 Workers‟ Compensation Contributions

Includes payments to the Division of Risk Management. Thebillings from Risk Management are based on payments made by the third party provider. The third party makes payments directly to the injured worker.

165000 Unemployment Compensation Contributions Includes payments to the Agency for Workforce Innovation. The billings from AWI are based on payments made to unemployed persons who have previously worked for the agency billed.

169500 Dental Insurance

2***** Current Charges and Obligations

22****Communications and Freight Includes all charges related to the following classifications: 221000 Telephone 221100 Cellular Telephones 223000 Information Technology Communications 225000 Postage, Overnight and Next-Day Delivery Includes payment for Post Office boxes. 227000 Freight Includes freight costs that are not capitalized with a fixed asset. 228000 Customer/Constituent Communications 229000 Other Communications Communication costs for which no other suitable object code exists. 230000 Printing and Reproduction

Includes printing and reproduction, related composition and binding operations performed by commercial printers, other state agencies, or units of the same agency (on a reimbursable basis). Examples: books, bulletins, leaflets, pamphlets, photos, blueprinting and photography.

230800 Printing and Reproduction - Training 231000 Printing and Reproduction - Court Reporting Transcripts

24**** Repairs and Maintenance

241000 Repairs and Maintenance – Commodities

Includes parts for vehicles, information technology equipment,



communication equipment and other equipment-related items that are not capitalized.

242000 Repairs and Maintenance – Contracted Services Includes service charges for repairs and minor alterations to buildings,

vehicles, equipment, roads, walks, and like items; that are not capitalized. Also includes maintenance and service agreements on equipment. Services must be contracted with an outside vendor on an on-going basis.

243000 Repairs and Maintenance – Non-Contracted Services Includes service charges for repairs and minor alterations to buildings,

vehicles, equipment, roads, walks, and like items; that are not capitalized. Services are not contracted with an outside vendor on an on- going basis.

25**** Care and Subsistence

Includes payments made to or on the behalf of those persons for whom the state has responsibility through its various programs.

251000 Care and Subsistence - Medical Services

Includes doctors' fees, hospital charges, and payments to medical services providers.

251500 Care and Subsistence - Medical Records 252000 Care and Subsistence - Other Vendor Services

Includes laundry service, ambulance service, and any other payment made to the provider of a service, other than medical, as a part of the services provided by the state.

252500 Care and Subsistence - Client Rental Payments 253000 Care and Subsistence - Client Benefits and Allowances

Includes subsistence allowance and any other payment made to the client, inmate or patient as a part of the assistance provided by the state.

254000 Care and Subsistence - Supplies and Commodities Includes training equipment, drugs and other equipment or

commodities purchased as a part of the assistance program. 255000 Care and Subsistence - Foster Care Payments 256000 Care and Subsistence – Transition Services

Includes payment to vendors providing services to persons leaving state responsibility, facilities or institutions. Services provided may consist of counseling, housing, training, and/or meals.

257000 Payments to inmates for Services 26**** Travel

Includes registration fees when travel is required or incurred (otherwise use 461800). Includes payments for mileage, per diem, authorized allowances and other expenses incidental to travel which are authorized by law. 261000 In-State Travel

Includes travel in Florida for which no other object code exists.



261100 Per Diem – In State Travel 261200 Meals (A&B) – In State Travel 261300 Mileage – In State Travel 261400 Hotel – In State Travel 261500 Airfare – In State Travel 261800 Training - In-State Travel 262000 Out-of-State Travel

Includes travel outside of Florida but within the United States for which no other object code exists.

262100 Per Diem – Out of State Travel 262200 Meals (A&B) – Out of State Travel 262300 Mileage – Out of State Travel 262400 Hotel – Out of State Travel 262500 Airfare – Out of State Travel 262800 Training - Out-of-State Travel 263000 Foreign Travel - Other

263100 Per Diem – Foreign Travel Includes travel outside of the United States for which no other object code exists.

263200 Meals (A&B) – Foreign Travel 263300 Mileage –Foreign Travel 263400 Hotel – Foreign Travel 263500 Airfare – Foreign Travel 263800 Training - Foreign Travel 265000 Monthly Mileage Allowance 267000 Travel nonresident alien independent contractor – taxable 267100 Travel nonresident alien independent contractor – exempt 267200 Travel nonresident alien independent contractor – foreign source 269000 Travel Advances 269800 Travel Advance - Training

27**** Utilities Includes charges for heat, light, gas, and electric utilities and refuse collection services. 271000 Utilities Electricity 272000 Utilities Natural Gas 273000 Utilities Water and Sewage 274000 Utilities Garbage Collection 275000 Utilities Steam 279000 Utilities Other Utility costs for which no other suitable object code exists.

28**** Moving Expenses

Represents payments for packing and shipping household goods or privately owned mobile homes, and travel expenses for state employees for authorized relocation expenses. Qualified and non-qualified payments are determined by



criteria described in Section 132, Internal Revenue Code. 281000 Qualified Moving Payments to Third Parties 282000 Qualified Moving Payments to Employees 283000 Non-qualified Moving Payments to Third Parties 284000 Non-qualified Moving Payments to Employees

3***** Current Charges and Obligations – Continued

310000 Bedding and Other Textiles Includes all items of clothing, together with materials and sewing

supplies used in the manufacture of wearing apparel. 320000 Building and Construction Materials

Includes materials and supplies for the construction or repair of buildings, roads, and bridges, such as lumber, cement, brick, asphalt, nails, and roofing.

330000 Purchases for Resale Includes purchases to be resold,such as in the operation of bookstores,

snack bars, cafeterias and dining halls. 34**** Educational, Medical, and Agricultural Supplies

Includes classroom and laboratory supplies for instructional purposes, research supplies, examination supplies, medicines and hospital supplies, maps, charts, seed, fertilizers, forage and stable supplies and educational, medical and agricultural personal property not capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

341000 Educational Supplies 341800 Educational - Training Supplies 342000 Medical Supplies 343000 Agricultural Supplies 350000 Food Products Supplies

Includes food and beverages for human consumption. (Note: Does not include purchase of food for resale listed under object code 330000.)

36**** Building Maintenance and Heating Supplies

Includes janitorial and household supplies, minor tools, parts and fittings, and fuels used in cooking, heating, and generating power. 361000 Janitorial and Household Supplies 362000 Minor Tools

Includes minor tools and equipment not capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds. 363000 Parts and Fittings

364*** Fuel Includes resources used for heating and generating power.



364100 Coal and Wood 364200 Fuel Oil 364300 Propane 364400 Gasoline 364600 Acetylene, Butane, and Other Gas

37**** Motor Fuels and Lubricants Includes gasoline, diesel oil, motor oil, greases, clutch and brake fluids, and like items

used for vehicles and equipment. 371000 Gasoline 373000 Diesel Fuel 375000 Aviation Fuel 377000 Lubricants 379000 Other Fluids Other fluids for which no other suitable object code exists.

38*** Office Supplies 380000 Office Supplies Consumable

Includes stationery, envelopes, paper, pencils, notebooks, calendar pads, standard forms, file folders and guides, ink cartridges, etc.

380800 Office Supplies Consumable - Training Includes stationery, envelopes, paper, pencils, notebooks, calendar pads, standard forms, file folders and guides, ink cartridges, etc.

381000 Office Supplies – Non-Consumable Includes payments for desks, bookcases, filing cabinets, copiers, facsimile machines, etc, not capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

39**** Other Materials and Supplies

Includes materials, supplies and personal property not capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

391000 Information Technology Supplies 391800 Information Technology Supplies - Training 392000 Employee / Volunteer Reimbursement -Other than Travel Represents a non-recurring or one-time payment of a nominal amount and the usual payment process was not used due to time constraints or critical need. 393000 Application Software (Licenses)

Includes software license fees if the total dollar amount of the fee divided by the number of units served (users or personal computers) should not be capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.



399000 Other Materials and Supplies 399800 Other Material and Supplies - Training

4***** Current Charges and Obligations - Continued 41****Insurance and Surety Bonds

Includes all forms of insurance and bonds.

411000 Automobile Fleet Insurance 412000 General Liability Insurance

413000 Worker's Compensation Insurance 414000 Fire Fund Insurance 415000 Civil Rights Insurance 416000 Surety Bonds 417000 Information Technology Insurance 419000 Other Insurance Insurance and surety bonds for which no other suitable object code exists.

42**** Pensions and Benefits Includes all pensions and retirement benefits, relief acts, unemployment

compensation benefits, and workers' compensation benefits. 421000 Unemployment Compensation Benefits

The Agency for Workforce Innovation (AWI) issues form 1099-G to the recipients. Billings /invoices the agencies receive from AWI are to be paid using object code 1650XX.

422000 Workers' Compensation Benefits 423000 Retirement Benefits The Division of Retirement issues form 1099-R to the recipients. 424000 Relief Acts Represents the non-taxable amounts authorized by legislative

action which are not required to be reported on form 1099. See object code 499400.

425000 Health Benefits Includes medical expense reimbursements under pre-tax benefits

programs. 426000 Dependent Care Benefits

Includes dependent day-care reimbursements under pretax benefits programs.

427000 Death Benefits for Dependents Includes dependent health insurance and other employee death

benefits under Section 112.19, Florida Statutes. 428000 Disability Benefits 429000 Other Pension Benefits Other pensions and benefits for which no other suitable object code exists.



43**** Rental of Buildings and Land Includes rental of buildings, offices, conference rooms, residences, and land. 430800 Training Facilities 431000 Rental from Dept. of Management Services (DMS) Includes rental of buildings and aircraft from DMS 432000 Rental from Other State Agencies 433000 Rental from Other Governmental Units 434000 Rental from Non-Governmental Entities

44**** Rental of Equipment Includes rental of such items as data processing equipment, office equipment and

vehicles when not rented in conjunction with travel. 440800 Training Equipment Rental 441000 Information Technology Equipment Rental 441100 Cellular Telephones Rental Does not include cellular telephone services (use 221100). 442000 Copying Equipment Rental 443000 Postage Equipment Rental 444000 Office Equipment Rental 445000 Machinery Rental 446000 Vehicles Rental 449000 Other Rented Equipment Other rental equipment for which no other suitable object code exists.

45**** Lottery – Current Charges

451000 Lottery Prizes The Department of the Lottery issues form W-2G to the recipients.

452000 Lottery Commission 46**** Current Charges and Obligations - Continued

461800 Registration Fee / Training with No Travel Expenses 49**** Current Charges and Obligations – Other

Charges and obligations not otherwise classified. 491000 Attorney's Fees and Gross Proceeds

Includes the gross proceeds of settlements when the amount of the legal fees is not known. When the amount of legal fees is known, object code 131600 is used and the difference (settlement amount) is coded as wages, services, damages, etc.

492000 Subscriptions 492800 Subscriptions - Training



493000 Dues 494000 Relief Acts –Reportable Income Represents taxable amounts authorized by legislative action

reportable on form 1099 as “other income.” If not reportable income, see object code 42400.

495000 Rewards 496000 Jurors and Witnesses 497000 Payments for Information and Evidence

498*** Awards

498000 State Awards to State Employees - Nontaxable Includes amounts to persons who have an employer-employee

relationship with the State. Payments to individuals are to be submitted throught the payroll system.

498100 State Awards to State Employees – Taxable 498300 Awards to Non-Employees Includes payments to persons who are not in an employer-

employee relationship. Examples are payments authorized by Sections 110.152, 240.4065, and 240.40755, Florida Statutes.

498400 Awards to Non-Resident Alien - Non-Employees Includes payments to persons who are not in an employer- employee relationship.

499*** Other

499000 Other Current Charges Other current charges and obligations for which no other suitable object code exists. 499100 Perquisites

Includes uniform and shoe allowance but not moving expenses. (See object codes 28****.)

499200 Judgment Interest 499300 Royalties 499400 Damages - Punitive, Liquidated, or Compensatory. Includes all payments of punitive damages. Includes any payments

of damages for non-physical injuries or non-physical sickness. 499500 Damages Includes amounts paid that are not punitive damages and are paid

on account of personal physical injuries or physical sickness; or represents amounts that do not exceed the amount paid for medical care for emotional distress. Includes amounts paid on account of emotional distress due to physical injuries or physical sickness.

499600 Patient Auditor Program 499700 Non-Resident Alien Royalties



5***** Property

51**** Tangible Personal Property Equipment, fixtures and other tangible personal property, and hardback-covered,

bound books that are capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

511000 Books and other Library Resources Includes such items as audio/visual materials. 511800 Books and Other Library Resources Property - Training 512000 Furniture and Equipment

Includes chairs, desks, cabinets, file cases, typewriters, adding machines, calculators, duplicating machines and other like items that are not otherwise classified.

512100 Cellular Telephones 512800 Furniture and Equipment - Training 513000 Educational Property

Includes purchase of educational equipment. 513800 Educational Property - Training 514000 Medical Property

Includes purchase of medical equipment. 514800 Medical Property – Training 515000 Agricultural Property

Includes purchase of agricultural equipment. 515800 Agricultural Property - Training 516000 Information Technology

Includes purchase of information technology equipment, operating system software, and application software license fees if the total dollar amount of the fee divided by the number of units served (users or personal computers) should be capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

516800 Information Technology Property – Training Includes purchase of information technology equipment, operating

system software, and application software license fees if the total dollar amount of the fee divided by the number of units served (users or personal computers) should be capitalized. See Chief Financial Officer Memorandum #01, 2001-02 for capitalization thresholds.

517000 Motor Vehicles - Passenger Includes automobiles, trucks, boats, motorcycles, scooters, and

airplanes. 518000 Motor Vehicles - Other

Includes tractors, drag lines, caterpillars, power lawn mowers, and other like items.



519000 Tangible Personal Property - Other

Includes purchases of tangible personal property items not otherwise classified.

519800 Other Property – Training 520000 Modular Building Structures

Includes house trailers, portable structures and equipment permanently affixed thereto whether or not the intent is permanent placement.

56**** Capital Outlay - Real Property

Real property includes equipment permanently affixed thereto. 561000 Building and Fixed Equipment

Includes the acquisition of buildings. Also included are the fixtures and equipment that become permanently attached to or form a part of buildings and structures such as elevators, plumbing, electrical systems, heating systems, and air conditioning.

561800 Building and Fixed Equipment - Training 562000 Land

Purchase of land and interest in land. 563000 Other Structures and Improvements

Includes roads, bridges, landscaping, sewerage, towers, tanks, wells and fences.

569000 Real Property - Other Includes real property items not otherwise classified.

6***** Debt Service

610000 Interest

Payment for interest on debt. The payment amounts are reported on form 1099-INT as interest income.

620000 Principal Payment for retirement of debt.

630000 Loans Repayment of loans.

640000 Fiscal Agents and Other Fees Fees or commissions of fiscal agents in connection with the issue of

revenue certificates or revenue bonds. 690000 Other Debt Service

Includes debt service not otherwise classified.

7***** Grants, Contributions and Distributions 710000 Aid to Municipalities

Includes distributions of cigarette and road taxes.



720000 Aid to Counties – Educational Includes distribution under the various educational programs and

school lunch programs. 730000 Aid to Counties - Other

Includes distribution of racing revenue, gasoline taxes and like items.

740000 Educational Aids Includes regional education programs, scholarships, and payments to

medical schools and like items. 740200 Opportunity Scholarships Represents amounts paid to parents of eligible students who meet the requirements of Section 229.0537, Florida Statutes. 741000 Non-Resident Alien Scholarships Qualified

Represents amounts paid as a scholarship grant, but only to the extent that it is used for tuition and fees required for enrollment or attendance at the educational institution or fees, books, supplies and equipment required for courses of instruction at the educational institution.

742000 Non-Resident Alien Scholarships Non-Qualified Represents the amount paid as a scholarship grant for expenses such as

room, board, travel and clerical help as well as equipment and other expenses not required for enrollment or attendance at the educational institution. The amounts are subject to tax and will not be treated as “Qualified Scholarship” for purposes of exclusion from income allowed by Section 117, Internal Revenue Code.

750000 State Financial Assistance Represents amounts paid to other governments, not for profit and for profit entities. The payment amounts are reported on form 1099-G as taxable grants.

760000 Operating Distributions and Transfers Required by Law Represents amounts paid to other state agencies or within a state agency to another program, activity, or service for which no benefit was received and does not meet the definition of “state financial assistance.”

770000 Distaster Relief Assistance Payments to persons for losses from the qualifying named storms

in 2004. 790000 Grants and Distributions- Other

Includes donations for promoting tourism, conventions, and like items. The payment amounts are reported on form 1099-G as taxable grants.

8***** Non-Operating - Other

810000 Distributions and Transfers

Includes all transfers between state funds, except transfers representing operating expenses or service charges to the General



Revenue Fund.. 810100 Distributions and Transfers - Continued 811000 Distributiona and Transfera of Federal Funds

Includes all transfers of Federal Funds between a state agency‟s funds and between state agencies.

820000 Other Distributions Includes payment to the Federal Government, State Board of

Administration, and the distribution of interest received on investments of proceeds from the sale of revenue certificates or bonds.

830000 Investment Cost Includes purchases at cost of stocks, bonds, and revenue certificates, or

loans to other funds which are revenue-producing loans. 840000 Investment Accrued Interest

Payments for interest that accrued on investments at time of purchase. 850000 Proceeds of Bonds

Distribution to the ultimate beneficiary of moneys received from the sale of revenue certificates or from the sale of bonds.

860000 Refunds Includes refunds for error, adjustments, overpayment of taxes, and

refunds of retirement contributions.

861000 Interest Paid on Late Payments of Refunds 870000 Revolving and Working Funds

Advances to working capital revolving funds are expected to be returned when the fund is liquidated.

880300 Service Charge to General Revenue of 0.3% As set forth in Florida Statues Section 215.20 (3), three-tenths of one

percent (.003) service charge assessed against the revenues of various trust funds.

880700 Service Charge to General Revenue of 7% and 3% As set forth in Florida Statutes Section 215.20 (1 & 2), seven

percent (.07) and three percent (.03) service charge assessed against the revenues of various trust funds.

89**** Non-Operating – Other (Continued)

Includes items of non-operating expenditures not otherwise classified. 891000 Interest on Late Payment of Invoices.

Interest is calculated at a rate set annually in Section 55.03(1), Florida Statutes, against the unpaid balance from the expiration of the 40 day period until such time as the warrant is issued as required by Florida Statutes, Section 215.422. Payment amounts are reported on Form 1099-INT.

898000 Deferred Compensation Disbursements - Provider 898100 Deferred Compensation Disbursements - Recipients



898900 Disbursement Journal Transfer Includes items not properly identified on automated journal vouchers.

899000 Other Non-operating

Revenue Source Classifications Revenue in FLAIR is classified by source and by type. The revenue source codes are 6-digit state standard codes. They identify specific sources of revenue funding. Revenue source codes are entered into the Category field on a FLAIR transaction. These codes must be added to the Title File by the Department of Financial Services before they can be used in transactions. As state standards, revenue source codes cannot be added, changed, or deleted by the user agencies. In addition, revenue source codes used with funds other than local funds must be entered as a part of the appropriate account code in the Account Description File. These additions to the Account Description File must be made by the Department of Financial Services before agencies can use them in transactions. Local fund information, however, is added to the Account Description File by the user agency. The following are examples of the major revenue source codes used in FLAIR. Inquire into the FLAIR Title File for a complete listing. Revenue Source Codes

000100 Fees 000200 Licenses 000300 Taxes 000400 Miscellaneous Receipts 000500 Interest 000600 Employee and Employer Contributions 000700 U.S. Grants 000800 City or County Grants 000900 Nursery and Forestry Products 001000 State Grants 001100 Other Grants and Donations 001200 Fines, Forfeitures, and Judgments 001300 Section 215.20(1) and (2) GR Service Charge 001500 Transfers 001600 Distribution-Transfers Required by Law 001800 Refunds 001801 Reimbursements 001902 Sale of Lottery Tickets 001903 Sale of Goods and Services to State Agencies 001904 Sale of Goods outside State Government 001905 Sale of Services outside State Government



001906 Sale of Goods to State Employees 001907 Sale of Services to State Employees 002000 Sale of Investments 002100 Land Sales or Leases 002101 Rent 002102 Concessions 002200 Sale of Bonds/Revenue Certificates 002300 Repayment of Loans 002400 Unemployment Compensation 002500 Collections of Federal or State Taxes 002600 Fire Control and Forestry Assessment 002700 Security/Escrow Deposits 002800 Insurance Recoveries - Fire Losses 002801 Insurance Recoveries - Other 002900 Sale of Surplus Property 003000 Receipts from SBA - Excluding 003100 Transfers between GAAFR Funds within FID 003600 Abandoned Property Receipts 003700 Prior Year Warrant Cancellations 003800 12 Month Old Warrant Cancellations 004000 Other Non-Operating Receipts 004700 Repayment of Revolving Funds 004800 Sales of Data Processing Services 004801 Sales of Data Processing Services to State Agencies 004802 Sales of Data Processing Services outside State Government 005000 Suspense 005700 Gain on Sale of Investments 005800 Premiums Paid by State Agencies 005900 Client Deposits 006000 Transfers from General Revenue

007000 University Devolution Payroll Cash



Appropriation Categories Appropriation categories are unique statewide codes that sub-define the appropriations made to a Budget Entity. Typically they identify a sub-activity of the Budget Entity or a major expenditure classification. Appropriation categories are 6-digit State Standard Codes. They are included on the statewide Title File (chapter 4) and cannot be added, changed, or deleted by the user agencies. The following are examples of the major appropriation categories used in FLAIR. Inquire into the FLAIR State Standard Title File for a complete listing.

010000 Salaries and Benefits 020010 Academic Support 030000 Other Personal Services 040000 Expenses 050000 Aid to Local Governments 060000 Operating Capital Outlay 070000 Food Products 080000 Fixed Capital Outlay 090000 Lump Sum 120000 Debt Service 130100 University Carry Forward Funds 132000 Medipass Services 140000 G/A to Local Governments and Nonprofit Org-FCO Organizations 160000 Payments to United States Treasury 170000 Transfers to General Revenue Fund 180000 Transfers to Trust Funds 190000 Purchase of Investments 210000 Data Processing Services 300000 Pensions and Benefits 310000 Other Non-Operating Expenses 490000 Claims Bills and Relief Acts 800000 Special Expenses 810000 Lottery Prize Expense



State Program Identifiers State Program Identifiers were promulgated by the Executive Office of the Governor to identify the plan for the organization and use of resources to meet specified objectives of the state. These identifiers are found in the State Program structure issued by the Executive Office of the Governor, and instructions for the preparation of the departmental budget request require departments to categorize services provided into elements and sub-elements from the State Program structure. In order to accumulate data on the costs and actual accomplishments by State Program Identifiers, the program code is required input for all revenue and disbursement transactions. The seventeen state program components designated by the Executive Office of the Governor for the State of Florida are: Program Program Title

01 Economic Opportunities Agriculture and Employment 02 Public Safety 03 Education 04 Health and Social Concerns 05 Housing and Community Development 06 Natural Resources and Environmental Management 07 Recreational and Cultural Opportunities 08 Transportation 09 Governmental Direction and Support Services 10 State Lottery 11 Economic Opportunities 12 Public Protection 13 Health and Human Services 14 Natural Resources and Environment 15 State Courts 16 Governmental Operations and Support Services 99 Other Fixed Capital Outlay

The State Program Identifiers are 16-digit, hierarchical codes, with two digits for each component level. The first ten digits are State Standards; and the last six digits may be used by the agencies for further sub-classification. However, once these program codes have been sub-classified by an agency, they become State Standards, and as such cannot be added, changed, or deleted. See chapter 4 for instructions on adding sub-classification program codes and titles to the Title File. Below is an example of the sub-classification of a program. State Program Identifier Program Title

06.02.00.00.01 000000 Water Quality Management 06.02.00.00.01 100000 Water Quality



Examples of State Program codes are provided on the following pages. A complete list may be found in the FLAIR Title Files. (See chapter 4 for information about the FLAIR Title Files.) The last six digits are omitted from the following examples: State Program Codes 01.00.00.00.99 Administrative Direction and Support Services 01.01.00.00.00 Business and Carrier Regulation 01.01.00.00.04 Utilities Regulation 01.01.00.00.99 Administrative Direction and Support Services 01.01.02.00.00 General Business Regulation 01.01.02.00.01 Regulation of Pari-Mutuel Industries 01.01.02.00.02 Regulation of Public Lodging, Food Service Establishments and

Elevators 01.01.02.00.03 Regulation of Land Sales Condominiums, Real Estate Timeshare

and Mobile Home Parks 01.01.02.00.05 Regulation of Alcoholic Beverage and Tobacco Industries 01.01.02.00.06 Regulation of Professions 01.01.02.00.07 Regulation of Charitable Solicitations and Others 01.01.02.00.08 Standards and Licensure 01.01.02.00.09 Commercial Regulation and Registration 01.01.02.00.10 Compliance and Enforcement 01.01.02.00.11 Regulation of Pugilistic Exhibitions 01.01.03.00.00 Regulation of Financial and Insurance Industries 01.01.03.00.01 Regulation of Banks, Credit Unions, and Savings and Loans 01.01.03.00.02 Industry Regulation (Financial Institutions Security and Related

Industries 01.01.03.00.03 Regulation of Securities 01.01.03.00.04 Regulation of Insurance and Related Industries 01.01.03.00.05 Unclaimed Property Services 01.02.00.00.00 Employment 01.02.01.00.00 Employment Opportunity Enhancement 01.02.01.00.01 Equal Hiring and Promotion Opportunity 01.02.01.00.02 Employment Placement Services 01.02.01.00.95 Research, Innovation, Training, and Evaluation (BRITE)



01.02.02.00.00 Manpower Development and Training 01.02.02.00.01 Apprenticeship Services 01.02.02.00.02 Jobs and Benefits 01.02.02.00.03 Local Job Training Services 01.02.02.00.04 Project Independence 01.02.02.00.06 Employment Program Support 01.02.02.00.99 Administrative Direction and Support Services 01.02.03.00.00 Assistance For Work Related Difficulties 01.02.03.00.01 Unemployment Compensation 01.02.03.00.03 Occupational Safety and Health 01.02.03.02.00 Workers Compensation 01.02.03.02.01 Monitoring and Audit Unit 01.02.03.02.02 Workers' Compensation Carrier Practices 01.02.03.02.03 Workers' Compensation Information Management Unit 01.02.03.02.04 Workers' Compensation Compliance 01.02.03.02.05 Medical Services and Rehabilitation 01.02.03.02.06 Workers' Compensation Self-Insurance 01.02.03.02.07 Workers' Compensation Appeals 01.02.03.02.08 Workers' Compensation Research and Education Unit 01.02.03.02.09 Workers' Compensation Informal Dispute Resolution Unit 01.02.03.02.10 Workers' Compensation Administration and Field Support Unit 01.02.03.02.11 Workers' Compensation Disability Trust Fund Unit 01.02.03.02.12 Workers' Compensation 01.02.03.02.13 Safety 01.02.03.90.00 Administration 01.02.03.90.68 Medical Services Review 01.02.03.90.99 Administrative Direction and Support Services 01.02.04.00.00 Employee-Employer Relations 01.02.04.00.01 Public Employee-Employer Relations 01.02.05.00.00 Labor Market Information 01.02.05.00.01 Labor Market Information Services 01.02.06.00.01 Compliance 01.02.90.00.00 Administration 01.02.90.00.91 Executive Direction 01.02.90.00.92 Administrative Support Services 01.03.00.00.00 Consumer Education and Services 01.03.02.00.00 General Consumer Protection Services



01.03.02.00.01 Complaint Services for Consumer Protection 01.03.02.00.03 Rehabilitation and Liquidation of Insolvent Businesses 01.03.02.00.04 Consumer Financial Protection 01.03.03.00.00 Product Inspection for Consumer Protection 01.03.03.00.01 Agricultural Environment Services 01.03.03.00.02 Standards and Petroleum Quality Inspection 01.03.03.00.03 Food Safety/Quality Assurance 01.03.03.00.04 Dairy Industry Standards 01.03.03.00.05 Fruit and Vegetables Regulation 01.03.03.00.06 Meat and Poultry Food Product Inspection 01.03.03.00.07 Pest Control, Feed, Seed, and Fertilizer Compliance 01.03.03.00.08 Agricultural Inspection Stations 01.04.00.00.00 Economic Development 01.04.00.00.03 Economic Analysis 01.04.00.00.99 Administrative Direction and Support Services 01.04.01.00.00 Business Recruitment, Solicitation, and Expansion 01.04.01.00.01 Industry Development 01.04.01.00.02 Business Assistance 01.04.01.00.03 Motion Picture and Television Film Solicitation 01.04.01.00.04 Industry Services Training 01.04.01.00.05 Minority Economic Development Assistance 01.04.01.00.06 Economic Development Policy 01.04.02.00.00 Trade Promotion and Market Development 01.04.02.00.01 International Trade 01.04.02.00.02 Market Development, Distribution Statistics, and Regulation 01.04.02.00.03 International Affairs Promotion and Development 01.04.02.00.05 Marine and Fisheries Marketing and Market Reporting 01.04.02.00.08 Market Distribution Assistance 01.04.02.02.00 Citrus Trade Marketing and Market Reporting 01.04.02.03.01 Economic and Market Research 01.04.02.03.02 Market Creation and Development 01.04.02.03.03 Technical Aid 01.04.02.03.99 Administrative Direction and Support Services 01.04.04.00.00 Tourism Promotion 01.04.04.00.02 Tourism Research 01.04.04.00.04 Visitor Support Services 01.04.04.01.00 Marketing 01.04.04.01.01 Domestic Marketing 01.04.04.01.02 International Marketing



01.04.05.00.00 Minority Business Enterprise and Economic Development 02.00.00.00.00 Public Safety 02.00.00.00.99 Administrative Direction and Support Services 02.01.00.00.00 Law Enforcement 02.01.00.00.01 Field Investigations and Law Enforcement 02.01.00.00.03 Criminal Justice Standards and Training 02.01.00.00.04 Local Law Enforcement Technical Assistance 02.01.00.00.05 Agriculture Law Enforcement 02.01.00.00.99 Administrative Direction and Support Services 02.01.02.00.00 Technical Services 02.01.02.00.01 Crime Information Systems 02.01.02.00.02 Crime Laboratory Services 02.01.02.00.03 Medical Examiner Services 02.02.00.00.00 Legal Adjudication 02.02.00.00.02 State Prosecution 02.02.00.00.03 Indigent Defense 02.02.00.00.04 Appeals Representation Services 02.02.00.00.05 Statewide Prosecution 02.02.00.00.06 Prosecutors and Defense Attorney Training 02.02.00.00.07 Collateral Representation 02.03.00.00.99 Administrative Direction and Support Services 02.03.01.00.00 Adult Community Alternatives 02.03.01.00.01 Probation and Parole 02.03.01.00.99 Administrative Direction and Support Services 02.03.02.00.01 Facilities Operation 02.03.02.00.02 Classification and Guidance Services 02.03.02.00.03 Health Services 02.03.02.00.04 Academic and Vocational Education 02.03.02.00.06 Correctional Medical Authority 02.03.02.00.08 Education and Job Training 02.03.02.00.10 Offender Work 02.03.02.00.12 Guidance 02.03.02.00.94 Physical Plant Management 02.03.02.00.99 Administrative Direction and Support Services 02.03.02.01.01 Facility Operations Youthful Offenders 02.03.02.01.94 Physical Plant Management – Youthful Offenders 02.03.02.01.99 Administrative Direction and Support – Youthful Offenders



02.03.03.00.01 Parole Adjudication Services 02.03.03.00.02 Community Based Correctional Services 02.03.03.00.03 Community Road Prisons 02.03.03.00.99 Administrative Direction and Support Services 02.03.95.00.02 Offender Program Services 02.03.95.00.04 Probation and Parole Services Programs 02.04.00.00.00 Highway Safety 02.04.00.00.99 Administrative Direction and Support Services 02.04.01.00.00 Operator Proficiency and Control 02.04.01.00.01 Transportation Safety Education 02.04.01.00.02 Field Operations 02.04.01.00.03 Driver Improvement 02.04.01.00.04 Highway Patrol Services 02.04.01.00.99 Administrative Direction and Support Services 02.04.02.00.00 Vehicle Identification, Registration, and Insurance Compliance 02.04.02.00.01 Vehicle Dealer Regulation and Licensing 02.04.02.00.02 Vehicle Title and Registrations 02.04.02.00.03 Vehicle Licensing and Registration Taxes Fees Collection 02.04.02.00.04 Regulation and Enforcement 02.04.02.00.05 Financial Responsibility 02.04.02.00.99 Administrative Direction and Support Services 02.05.00.00.02 Recovery Mitigation 02.05.00.00.03 Preparedness and Response 02.05.00.00.04 Emergency Management Financial Services and Hazardous

Materials Compliance 02.05.01.00.00 Emergency and Fire Prevention Services 02.05.01.00.01 Fire Service Standards and Training 02.05.01.00.02 Fire Prevention Inspection Services 02.05.01.00.03 Liquefied Petroleum Gas Licensing and Regulation 02.05.01.00.04 Explosives, Fire Equipment, and Systems Licensing and

Regulation 02.05.04.00.00 Military Operations to Support Emergency Augmentation 02.05.04.00.01 Readiness Training of Military Personnel 02.05.04.00.02 Equipment and Facilities Maintenance 02.05.04.00.03 Post Maintenance Fund 02.05.04.00.04 Military Personnel 02.05.04.00.05 Air Guard 02.05.04.00.06 Facilities Management Office 02.05.04.00.11 Readiness



02.05.04.00.12 Response 02.05.04.00.13 Federal/State Cooperative Agreements 02.05.04.00.99 Administrative Direction and Support Services 02.95.00.00.01 Public Safety Program Development Administration and Planning

Services 03.00.00.00.00 Education 03.00.00.00.04 Mental Health Research and Training 03.00.00.00.99 Administrative Direction and Support Services 03.01.00.00.01 Short-term Projects, Contracts and Grants 03.01.00.00.02 Florida Commission on Education Reform and Accountability 03.01.00.00.03 Student Services-Deaf and Blind School 03.01.04.00.00 Contracts, Grants, and Aids – Elementary and Secondary 03.01.04.00.01 Contracts, Grants, and Aids – Florida Education Finance Program 03.01.04.00.02 Contracts, Grants, and Aids - State 03.01.04.00.03 Contracts, Grants, and Aids - Federal 03.02.00.00.01 Educational – General Activities 03.02.00.00.02 Institutes and Research Centers 03.02.00.00.07 Adult and Community Education 03.02.00.00.09 Community College Program Fund 03.02.00.00.10 Instructional Television, Public Broadcasting 03.02.00.00.80 Administered Funds 03.02.00.00.94 Physical Plant Management 03.02.00.00.99 Administrative Direction and Support Services 03.02.01.00.00 Instruction 03.02.01.00.01 Instruction and Research - Educational and General 03.02.01.00.02 Instruction and Research - Institute of Food and Agricultural

Sciences 03.02.01.00.03 Instruction and Research - University of South Florida Medical

Center 03.02.01.00.04 Instruction and Research - University of Florida Health Center 03.02.03.00.00 Public Service 03.02.03.00.01 Cooperative Extension Service 03.02.03.00.02 Radio and Television Stations 03.02.04.00.00 Academic Support 03.02.04.00.01 Libraries 03.02.04.00.02 Museums and Galleries



03.02.04.00.03 Laboratory Schools 03.02.04.00.04 Teaching Hospital and Allied Clinics - Ambulatory Care Center 03.02.04.00.05 Teaching Hospital and Allied Clinics - J. Hillis Miller Health Center 03.02.04.00.06 Institute of Food and Agricultural Sciences 03.02.05.00.00 Student Services – Post-Secondary 03.02.05.00.01 Student Activities 03.02.05.00.02 Financial Aid 03.02.07.00.01 University Support/Educational and General 03.02.08.00.01 University of South Florida Medical Center University of Florida

Health Center 03.03.00.00.00 Contracts, Grants, and Aids - Vocational Education 03.03.00.00.01 Contracts, Grants, and Aids – State Vocational Education 03.03.00.00.02 Contracts, Grants, and Aids – Federal Vocational Education 04.00.00.00.00 Health and Social Concerns 04.01.00.00.00 Mental Health Concerns 04.01.00.00.03 Community Drug Abuse Services 04.01.01.00.01 Community Mental Health Services 04.01.01.00.02 Institutional Mental Health Services 04.01.01.00.03 Institutional Forensic Services 04.01.01.00.04 Continuity of Care Management 04.01.01.00.06 Children's Substance Abuse and Mental Health Services 04.01.02.00.01 Community Alcoholic Services 04.01.02.00.02 Institutional Alcoholic Services 04.02.00.00.04 Environmental Health Services 04.02.00.00.05 County Health Department Services 04.02.01.00.01 Maternal and Child Health Services 04.02.01.00.02 Family Planning Services 04.02.01.00.03 Medicaid Services 04.02.01.00.04 Public Medical Assistance 04.02.01.00.05 Family Health 04.02.01.00.06 Children‟s Medical Services 04.02.02.00.00 Disease Control and Treatment Services 04.02.02.00.02 Non-Communicable Disease Control and Treatment 04.02.02.00.03 Disease Control 04.02.02.01.01 Tuberculosis Control and Treatment 04.02.02.01.02 Animal and Insect Disease Carrier Control 04.02.02.01.03 Venereal Disease Control and Treatment 04.02.02.01.04 Immunization Services 04.02.02.01.05 Institute Services for Tuberculosis



04.02.03.00.01 Health Laboratory Services 04.02.03.00.02 Health Care Services and Facilities Regulation 04.02.03.00.03 Vital Statistics Services 04.02.03.00.05 Radiation Control 04.02.03.00.06 Pharmacy Services 04.02.03.00.07 Recruit/Retention of Public Health Professionals 04.02.03.00.08 STW Health Support Services 04.03.00.00.01 Protective Services for Abused or Dependent Individuals 04.03.00.00.03 Services to the Elders 04.03.00.00.08 Community Social Services Grant Support Services 04.03.00.00.09 Services to Veterans 04.03.00.00.10 Veterans' Nursing Home 04.03.02.00.01 Aid to Families with Dependent Children 04.03.02.00.02 Public Assistance Appeals 04.03.02.00.03 Adult Assistance Payments 04.03.02.00.04 Food Stamp Distribution 04.03.02.00.05 Disability and Incapacity Determination 04.03.02.00.06 Child Support Enforcement Services 04.03.02.00.07 Crime Compensation and Victim Witness Services 04.03.02.00.08 Benefit Recovery 04.03.02.00.09 Low Income Energy Assistance 04.03.02.00.10 Public Assistance 04.03.05.00.01 Vocational Rehabilitation Vending Facilities (Blind) 04.03.05.00.02 Vocational Rehabilitation 04.03.05.00.03 Blind Services 04.03.07.00.00 Developmental Disabilities Services 04.03.07.01.01 Case Management Services 04.03.07.01.03 Community Services for Developmentally Disabled 04.03.07.01.06 Community Resource Development Services 04.03.07.02.01 Casework Services 04.03.07.02.02 Facilities, Maintenance, and Transportation 04.03.07.02.03 Residential Care 04.03.07.02.04 Education Training and Therapy Services 04.03.07.02.05 Medical and Dental Services 04.03.07.02.06 Retarded Defendant/Offender Services 04.03.07.02.80 Institutional Services for Persons Developmental Disabilities 04.03.07.02.99 Administrative Direction and Support Services 04.03.10.01.01 Intake and Assessment Services 04.03.10.01.02 Detention Services 04.03.10.01.03 Non-Residential Services for Delinquent Youth



04.03.10.01.04 Residential Services for Delinquent Youth 04.03.10.01.05 Child Day Care, Case Management, and Related Services for

Families and Dependent Youth 04.03.10.01.06 Placement/Supervision for Children 04.03.10.01.07 Prevention/Diversion Services 04.03.10.02.00 Training School Services 04.03.10.02.01 Custody and Care Services 04.03.10.02.99 Administrative Direction and Support Services 04.90.00.00.91 Executive Direction 04.90.92.00.00 Administrative Support Services 04.90.92.00.01 Client Support Service System 04.90.92.00.02 Service Network Management 04.90.92.00.03 District Program Management and Supervision 04.90.92.00.04 Food Distribution 04.90.90.00.05 Regional Processing Center 04.90.95.00.00 Research and Program Planning 04.90.95.00.01 Comprehensive Health Planning 04.90.95.00.02 Health Services Program Planning 04.90.95.00.03 Mental Health Program Planning 04.90.95.00.04 Children's Medical Program Planning 04.90.95.00.05 Medicaid Program Planning 04.90.95.00.06 Economic Self-Sufficiency Services Program Planning 04.90.95.00.07 Aging and Adult Services Program Planning 04.90.95.00.08 Developmental Services Program Planning 04.90.95.00.09 Vocational Rehabiliation Progrm Planning 04.90.95.00.10 Family Safety and Preservation Program Planning 04.90.95.00.11 Emergency Medical Service 04.90.95.00.12 Substance Abuse Program Planning 04.90.95.00.14 Local Health Planning 04.90.95.00.15 Delinquency Services Program Planning 04.90.95.00.16 Juvenile Justice Program Planning 04.90.95.00.17 Juvenile Justice Advisory Board 05.00.00.00.00 Housing and Community Development 05.00.00.00.01 Site Redevelopment and Community Expansion 05.00.00.00.02 Housing Assistance 05.00.00.00.04 Code Development and Housing Standards 05.00.00.00.91 Executive Direction 05.00.00.00.92 Administrative Support Services



05.00.00.00.99 Administrative Direction and Support Services 05.05.00.00.00 Local Government Fiscal Oversight 05.05.00.00.01 Ad Valorem Taxing 05.05.00.00.04 Supervision of Local Governmental Retirement Programs 06.00.00.00.00 Natural Resources and Environmental Management 06.00.00.00.03 Air Quality 06.00.00.00.08 Waste Management 06.01.00.00.00 Land Resources 06.01.01.00.00 Geologic Resources Information, Conservation, and Development 06.01.01.00.01 Geologic Resource Investigations and Information 06.01.01.00.02 Mine Reclamation and Permitting 06.01.01.00.04 Agricultural Water Policy 06.01.02.00.01 Administrative Services for Land 06.01.02.00.03 Soil Surveys 06.01.02.00.04 Land Surveys and Mapping 06.01.02.00.05 Land Acquisition Services 06.01.02.00.06 Land Use Review and Development Regulation 06.01.02.00.07 Reserve Lands Management 06.01.02.00.99 Administrative Direction and Support Services 06.02.00.00.00 Water Resources 06.02.00.00.01 Water Quality Management 06.02.00.00.02 Water Quantity Management 06.02.00.00.03 Water Management 06.04.03.02.01 Clean Water and Land Human Health Services 06.04.03.03.04 Petroleum Tank Regulation and Contaminated Site Rehabilitation 06.04.03.03.06 Dry Cleaning Site Rehabilitation 06.04.03.04.03 Solid Waste Regulation and Management 06.04.03.04.05 Hazardous Waste Regulation, Management, and Site

Rehabilitation 06.04.03.04.08 Hazardous Material/Oil Spill Response 06.05.00.00.00 Biological Resource Protection 06.05.00.00.01 Forest Services 06.05.00.00.02 Plant, Pest and Disease Control 06.05.00.00.03 Intergovernmental Coordination/Habitat Conservation 06.05.00.00.04 Animal Pest and Disease Control 06.06.00.00.01 Forest Management



06.06.00.00.02 Freshwater Fisheries Management 06.06.00.00.03 Parks, Law Enforcement/Permit Compliance and Enforcement 06.06.00.00.04 Wildlife Management 06.06.00.00.05 Aquatic and Exotic Plant Control Services 06.06.00.00.06 Education and Information 06.06.00.00.07 Natural Resources Law Enforcement 06.06.00.00.08 Natural Resources Law Enforcement Communication 06.06.00.00.09 Environmental Permitting Operations 06.06.01.00.01 Uniform Patrol 06.06.01.00.02 Investigations 06.06.01.00.03 Inspections 06.06.01.00.04 Aviation 06.06.01.00.05 Boating Safety 06.06.01.00.06 Hunter Education 06.06.01.01.01 Uniform Patrol – Parks 06.06.02.00.01 Wildlife Recreational Opportunities 06.06.02.00.02 Wildlife Populations and Habitat 06.06.02.00.03 Commercial Wildlife Management and Regulation 06.06.03.00.01 Recreational Fishing Opportunities 06.06.03.00.02 Fisheries Habitat Rehabilitation and Restoration 06.06.03.00.03 Commercial Fishing and Aquaculture Regulation 06.06.03.00.04 Marine Research 06.03.03.00.05 Protection of Endangered/Threatened Species 06.03.03.00.06 Aquaculture and Marine Resource Management 06.03.03.00.07 Marine Fisheries Management 06.07.00.00.00 Coastal Resources 06.07.00.00.01 Coastal Zone Management 06.07.02.00.00 Beach Resources Protection and Restoration 06.07.02.00.05 Beaches and Coastal Systems Management and Permitting 06.07.03.00.00 Estuarine and Aquatic Management 06.07.03.00.01 Coastal and Aquatic Managed Areas 06.07.03.00.03 Estuarine/Marine Sanctuary and Aquatic Preserves 06.09.00.00.00 Energy Management 06.09.00.00.01 Energy Conservation 06.09.02.00.00 Energy Regulation and Development 06.09.02.00.02 Planning and Site Certification 06.90.00.00.00 Administration 06.90.00.00.91 Executive Direction 06.90.00.00.92 Administrative Support Services 06.90.00.00.93 Environmental Laboratory and Information Resources Support 06.90.00.00.94 Ecosystems Management 06.90.00.00.99 Administrative Direction and Support Services 07.00.00.00.00 Recreational and Cultural Opportunities



07.01.00.00.00 Recreation Opportunities 07.01.01.00.00 Resource-Based Recreation Opportunities 07.01.01.00.01 State Park Operations 07.01.01.00.02 State Greenways and Trails 07.01.01.00.03 Recreational Assistance to Local Government 07.01.01.00.04 Everglades Recreational Opportunities 07.02.00.00.01 Library Services 07.02.00.00.02 Fine Arts Appreciation 07.02.00.00.03 Historical, Archeological, and Folklore Appreciation 07.02.00.00.04 Historic Preservation 07.02.00.00.99 Administrative Direction and Support Services 08.00.00.00.03 Public Transportation Operations 08.00.00.00.05 Welcome Center 08.00.00.00.95 Transportation Planning 08.00.00.00.99 Administrative Direction and Support Services 08.01.00.00.01 Toll Operations 08.01.00.00.02 Drawbridge and Ferry Operations 08.01.00.00.03 Motor Carrier Compliance 08.01.00.00.04 Routine Highway Maintenance 08.01.00.00.05 Pre-construction and Design Services 08.01.00.00.06 Highway Construction and Engineering Inspection Services 08.01.00.00.07 Right-of-Way Land Acquisition 08.01.00.00.08 Turnpike Operations and Management 08.01.00.00.09 Traffic Operations 08.07.00.00.00 Technical Support Services 08.07.00.00.01 Materials Testing and Research 08.07.00.00.02 Highway Beautification 08.07.00.00.06 Mobile Equipment, Signs, and Warehouse Operations 08.07.00.00.09 Topographic Services 09.00.00.00.03 Legislature 09.00.00.00.04 State Court Systems 09.00.00.00.80 Administered Funds 09.00.00.00.99 Administrative Direction and Support Services 09.00.00.01.04 First District Court of Appeal 09.00.00.02.04 Second District Court of Appeal 09.00.00.03.04 Third District Court of Appeal 09.00.00.04.04 Fourth District Court of Appeal 09.00.00.05.04 Fifth District Court of Appeal 09.01.00.00.00 Executive Leadership 09.01.00.00.02 Cabinet Affairs 09.01.00.00.05 Office of the Insurance Consumer Advocate 09.01.00.00.99 Administrative Direction and Support Services



09.01.01.00.00 Functions of the Governor and Staff 09.01.01.00.01 Executive Direction by the Governor 09.01.01.00.02 Executive Planning and Budgeting 09.01.01.00.03 State-Federal Relations 09.01.01.00.04 Citizen‟s Assistance 09.01.01.00.05 Operation of the Governor's Mansion 09.02.00.00.00 Support Services 09.02.00.00.06 General Legal Services 09.02.00.00.07 Accounting, Financial Reporting, and Financial Control 09.02.00.00.08 Government Accountability 09.02.00.00.11 Bond Finance Administration 09.02.00.00.12 Property and Casualty Insurance Administration 09.02.00.00.16 State Election Records/Laws and Codes/Notary 09.02.00.00.17 Administrative Hearings 09.02.00.00.99 Administrative Direction and Support Services 09.02.01.00.00 Procurement 09.02.01.00.01 Commodity Standards and Specifications 09.02.01.00.02 Commodity Contracting 09.02.01.00.03 Purchasing Systems Development 09.02.01.00.04 State Purchasing 09.02.01.00.99 Administrative Direction and Support Services 09.02.02.00.00 Communications 09.02.02.00.01 Radio and Electronic Communication Systems 09.02.02.00.02 Telecommunications System 09.02.02.00.03 SUNCOM Communications 09.02.02.00.04 Radio Communications 09.02.02.00.99 Administrative Direction and Support Services 09.02.02.02.00 Telecommunications Systems 09.02.02.02.01 Telecommunications Engineering and Technical Services 09.02.02.02.02 Telecommunications Invoicing and Users Services 09.02.03.00.00 Motor Pool Management 09.02.03.00.01 State Aircraft Management 09.02.03.00.02 Motor Vehicles, Watercraft, and Heavy Equipment Management 09.02.03.00.03 Aircraft Management 09.02.03.00.04 Motor Vehicle and Watercraft Management 09.02.03.00.99 Administrative Direction and Support Services 09.02.04.00.00 Electronic Data Processing



09.02.04.00.01 Management Information Services 09.02.04.00.02 Data Center Operations 09.02.04.00.03 Information Systems Planning and Development 09.02.04.00.99 Administrative Direction and Support Services 09.02.05.00.00 Personnel and Retirement 09.02.05.00.01 Labor Relations 09.02.05.00.02 State Retirement Commission 09.02.05.00.03 Employee Training and Development 09.02.05.00.04 Employee Insurance Programs 09.02.05.00.05 Employee Eligibility and Certifications 09.02.05.00.07 Personnel Systems Development 09.02.05.00.08 Employee Retirement Programs 09.02.05.00.10 Human Resource Development 09.02.05.00.15 Classification and Pay 09.02.05.01.04 Insurance Benefits 09.02.05.01.07 Human Resource Management 09.02.05.01.09 State Employee Leasing Program 09.02.09.00.00 Revenue 09.02.09.00.01 Tax Collection 09.02.09.00.02 Tax Audit and Enforcement 09.02.10.00.01 Planning and Construction of State Facilities 09.02.10.00.02 Real Property Management 09.02.10.00.03 State-Owned Building Operation and Maintenance 09.02.10.00.04 Security Operations 09.02.10.00.99 Administrative Direction and Support Services 09.02.10.01.04 Facilities Security 09.02.13.00.00 Surplus Property Administration 09.02.13.00.01 Federal Surplus Property 09.02.13.00.02 State Surplus Property 09.02.13.00.99 Administrative Direction and Support Services 09.02.14.00.00 Archives and Records Management 09.02.14.00.02 Archives and Records Management 10.00.00.00.00 State Lottery Operations 10.00.00.00.01 Advertising



10.00.00.00.02 Operations 10.00.00.00.03 Audit and Finance 10.00.00.00.04 Marketing 10.00.00.00.99 Administrative Direction and Support Services 11.00.00.00.00 Economic Opportunities 11.01.00.00.00 Business Development 11.01.01.00.00 Transportation 11.01.01.01.00 Highway Construction and Engineering Inspection Services 11.01.01.02.00 Pre-Construction and Design Services 11.01.01.03.00 Material Testing And Research 11.01.01.04.00 Right-of Way Land Acquisition 11.01.01.06.00 Public Transportation Operations 11.01.01.07.00 Transportation Planning 11.02.00.00.00 Workforce Services 11.02.01.00.00 Worker‟s Compensation Disability TF Unit 11.02.02.00.00 Worker‟s Compensation 11.03.00.00.00 Cultural Opportunities 11.04.00.00.00 Community Development/Revitalization 12.00.00.00.00 Public Protection 12.01.00.00.00 Drug Control/Substance Abuse 12.01.01.00.00 Tobacco Use Reduction 12.02.00.00.00 Law Enforcement 12.03.00.00.00 Legal Representation 12.04.00.00.00 Regulation and Licensing 12.04.01.00.00 Facility Regulation 12.04.02.00.00 Organ and Tissue Donor Education 12.05.00.00.00 Consumer Safety and Protection 12.05.01.00.00 Practitioner Regulation 12.05.02.00.00 Managed Care 12.06.00.00.00 Adult Prisons and Community Supervision of Felons 12.06.01.00.00 Correctional Medical Authority 12.07.00.00.00 Juvenile Facilities/Services



12.08.00.00.00 Emergency Prevention/Preparations/Response 12.09.00.00.00 State Court System 12.10.00.00.00 Administrative Law 13.00.00.00.00 Health and Human Services 13.01.00.00.00 Health Services/Individuals 13.01.02.00.00 Civil Commitment Program 13.01.03.00.00 Forensic Commitment Program 13.01.04.00.00 Health Services/School Age Children 13.01.05.00.00 Chronic Disease 13.01.06.00.00 Intuitional Services/Tuberculosis 13.02.00.00.00 Environmental Health 13.03.00.00.00 Long-Term Care 13.04.00.00.00 Services TO Most Vulnerable 13.05.00.00.00 School Readiness 13.06.00.00.00 County Health Departments 13.06.01.00.00 Local Health Needs 14.00.00.00.00. Natural Resources and Environment 14.01.00.00.00 Recreational Resources 14.02.00.00.00 Land Resources 14.03.00.00.00 Water Resources 14.04.00.00.00 Air Resources 14.05.00.00.00 Waste Management 14.06.00.00.00 Biological Resources 15.00.00.00.00 State Courts 15.01.00.00.00 State Court System 15.02.00.00.00 Administrative Law 16.00.00.00.00 Governmental Operations and Support



16.01.00.00.00 Governmental Operations 16.01.01.00.00 Highway Operations 16.01.01.01.00 Maintenance 16.01.01.02.00 Central Mobile Equipment 16.01.01.03.00 Traffic Operations 16.01.01.04.00 Welcome Centers 16.01.01.05.00 Toll Operations 16.02.00.00.00 Executive Leadership and Support Services 16.02.01.00.00 Pharmacy Services 16.02.02.00.00 Laboratory Services 16.02.03.00.00 Vital Statistics 16.03.00.00.00 Information Technology

Florida Fact:

The largest lake in Florida is Lake Okeechobee which is

700 square miles.



Effective Date Supersedes: Chapter 3 September 1, 2007 2003 Page 1

CHAPTER 3 ACCESS CONTROL

A terminal input system must have security measures to prevent unauthorized persons from accessing computer files. Also, authorized personnel must be allowed access to only those files for which they have authority. This is accomplished through the use of sign-on procedures and carefully controlled maintenance of the Access Control File.

Sign-on The FLAIR Access Control sign-on is used to gain access to those functions which an operator can perform. An authorized organization code, user name, and password must be entered before terminal processing can begin. No one can enter or inquire into data through the terminal without knowledge of a valid organization code, a valid user name, and a related password. Access Control File The Access Control File contains the valid organization codes and related user names. This file is checked on each sign-on attempt, and access to security or accounting records is not allowed if the entered organization code and user name are not included on the file. Also included on the file are the authorized functions for each organization code and user name. Access is allowed only to those functions that are included on the file for the entered organization code and user name. Establishing Access Control To maintain proper internal control over assets and liabilities and to assure accurate accounting records, it is important that the agency develop adequate security measures. This is done by allowing individuals access to accounting files at specific organizational levels and by limiting access to only those files that are needed to perform specific job duties. There are two types of passwords: Access Control passwords and Accounting passwords. The Access Control password grants access to the Access Control File only, and the Accounting password grants access to accounting files only. A single password cannot grant access to both access control and accounting files. The Department of Financial Services will assign each agency an Organization Level 1 (L1) Access Control record. The agency will assign this record to an Access Control File Custodian who is responsible for assigning additional Access Control password records and Accounting password records to other agency personnel. Once the File Custodian has been assigned and the Level 1 Master Sign-On received, the delegation of authority may begin. The degree to which this responsibility is delegated within an agency is at the discretion of each agency. This will depend to a large extent on the organizational structure of each individual agency. An agency with a centralized fiscal office may choose to appoint only one Access Control File Custodian for the entire agency, whereas an agency with a decentralized fiscal office may choose to delegate the authority to several individuals at different levels or



locations. Regardless of the organizational structure of the fiscal office, special care should be taken when determining the number of individuals to be allowed access to the Access Control File. An example of a decentralized organizational structure is given on page 3. When establishing access control records, the File Custodian may assign only those capabilities for which he has authority. The capabilities that may be assigned are as follows:

U – Update, add, or inquire into records I - Inquire into records only P - Prohibited access to records A – Add* V – Verify* D – Distribute**

If the Access Control File Custodian has a “U” authorization assigned to him for a particular function, then he may grant “U”, “I”, “P”, “A”, “V” or “D” capabilities within that function. If he has an authority of “I”, then he may grant only “I” or “P” capabilities within that function.

*Access control values of “A” (allows a person to add a recurring payment encumbrance to FLAIR) and “V” (allows a person to verify a recurring payment record) are valid for use in the Recurring Payments Function only.

** An Access control value of “D” is valid for use only in the Invoice Tracking Function, which gives a user the authority to approve (distribute) charges in Invoice Tracking. Prohibiting or allowing access control is based on the combination of the organizational structure of the agency, and the specific duties of each position. Only those positions that require access to FLAIR to perform their specific job duties should be granted passwords. The chart below demonstrates how access may be allowed or prohibited.



Department 85

Tallahassee

(Access Control

Password)

Division 01

Orlando

(Access Control and

Accounting Passwords)

Division 02

Miami

(Access Control and

Accounting Passwords)

Operating

Bureaus

(No Passwords)

Fiscal Bureaus

(Accounting

Passwords Only)

Operating

Bureaus

(No Passwords)

Fiscal Bureaus

(Accounting

Passwords

Only)

Various

Sections

(No Passwords)

Various Sections

(Accounting

Passwords Only)

Various

Sub-sections

(No Passwords)

Various

Sub-sections

(Accounting

Passwords Only)

Various

Sections

(No Passwords)

Various

Sections

(Accounting

Passwords Only)

Various

Sub-sections

(No Passwords)

Various

Sub-sections

(Accounting

Passwords Only)



Once an agency has determined who is to have access to the Access Control File and assigned those employees Access Control password records, it is then the responsibility of those employees to assign accounting password records to the appropriate personnel. A single password cannot have access to both accounting files and the Access Control File. Procedures for adding access control records to the file are described beginning on page 11 of this chapter. The FLAIR system provides the user with the capability of limiting not only who has access to the accounting system, but also which functions within an organizational level an operator may access. A function indicates which group of input and/or inquiry screens may be accessed with a specific user name and password. The functions available are:

Available Balance Account Description Allocation Matrix Accounts Receivable Accounts Payable Purchasing Card Budget Control Contract Information Request for Certifications Cash Receipts Cash Receipts Utility Director/Manager File Disbursements Encumbrances Encumbrances & Enc. Change Fixed Assets - Accounting Expansion Files General Accounting Fixed Assets – Custodial Invoice Tracking Grant Information Project Information Period End Immediate Reports Recurring Payment Receipt Verification Recurring Reports Title File - Contracts Chief Financial Officer Files Title File - Grants Title File – Projects Title File - General Title File - Property Transfer Function Vendor File - Client Vendor File - Employee Vendor File - Regular Vendor File - Statewide Voucher Print

Procedures for assigning functions and related capabilities are described later in this chapter. The functions assigned and their related capabilities will largely depend on the organizational structure and the number of employees in an agency. A very small agency with limited personnel, may assign one person with update capability for many functions, because it is likely that this one individual will be required to accomplish a large variety of responsibilities within his or her job duties. However, a larger, more decentralized agency may have personnel with very specialized duties who will need access to only one or two functions, because those functions are the only functions necessary to perform those very specific job duties.



Sign-On Procedures Sign-on must be completed before data entry or inquiry operations can begin. The sign-on procedure requires the entry of the appropriate organization code, user name, and password into a terminal or personal computer set up to access FLAIR. Proper sign-on procedures are described below. 1. Once the user has gained entry to the FLAIR system through a computer that has

been set up to access FLAIR, the Access Control Sign-on screen will display. (See next pages.) The user will then type his or her assigned organization code in the ORGANIZATION field, the assigned user name in the USER NAME field, and the password provided by the Access Control Custodian in the PASSWORD field and, depress the ENTER key. For security reasons, the password entered will not be displayed on the screen and should be kept confidential. Further instructions regarding the use of the Access Control Sign-On Screen are as follows:

a. See procedures beginning on page 11 for how to add access control records

(valid organization codes and user names with function authorizations). b. If this is the first sign-on for the entered organization code and user name, then

the user will enter the password provided in the PASSWORD field and a NEW PASSWORD must be assigned. After depressing ENTER, another screen will be retrieved asking the user to “RE-ENTER NEW PASSWORD TO VERIFY”.

c. A password may be used for up to 90 days. At that point, a new password must be assigned in order for the user to access the system. Starting on the 85th day, when signing-on, the user will receive a message that his password will expire in “X” number of days with X = 5, 4, 3, 2, or 1. On the 90th day, the following message will be given: “PASSWORD EXPIRED - NEW PASSWORD REQUIRED”. On the 105th day, if a new password still has not been assigned, the message “PASSWORD HAS EXPIRED - CONTACT AC CUSTODIAN” will be given. No new password can be assigned beginning with the 105th day unless the Access Control File Custodian resets the password. If a new access control password has not been assigned by the 105th day, the file custodian will need to call the DIS (FLAIR) Help Desk to have the password reset.

d. Four unsuccessful sign-on attempts will result in a password being revoked. The Access Control File Custodian must then reactivate the access control record in order for it to be used again.

2. If an Access Control password is entered, the Access Control screen will display. (See

next pages.) If an accounting password is entered, the Menu screen on the next page will display. Users may avoid displaying the Menu screen by entering the function code desired in the TYPE field at the bottom of the Access Control Sign-On screen. This will by-pass the Menu screen and take you directly to the Mini Menu screen for the function selected. To also by-pass the Mini Menu screen, enter the desired transaction type in the TYPE field and the screen selection code in the SEL field. The selected add, update, or inquiry screen for the specified transaction will display.



Access Control Sign-On Screen 01

02 DAC1 09/02/2007 14:52:41

03 ACCESS CONTROL SIGN-ON

04

05 ORGANIZATION USER NAME PASSWORD NEW PASSWORD

06 85*********

07

08

09

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24 TYPE: SEL:

Main Accounting Menu Screen

01

02 MNMU 09/02/2007 14:55:18

03 MENU

04

05 SEC FC DESCRIPTION SEC FC DESCRIPTION SEC FC DESCRIPTION

06

07 I AB AVAILABLE BAL. U AD ACCOUNT DESC U AM ALLOCATION MATRIX

08 U AP ACCTS PAYABLE U AR ACCTS RECEIVABLE U BC BUDGET CONTROL

09 U CD PURCHASING CARD U CF REQ FOR CERT U CI CONTRACT INFO

10 U CP CASH RCPTS UTIL U CR CASH RECEIPTS U DB DISBURSEMENTS

11 U DM DIR/MANAGER FILE U EN ENCB & ENCB CHG U ES ENCB - SPURS

12 U EX EXPANSION U FA FA - ACCOUNTING U FC FA - CUSTODIAL

13 U GA GEN ACCOUNTING U GI GRANT INFO U IT INVOICE TRACKING

14 U PE PERIOD END U PJ PROJECT INFO U RE RECURRING PAYMENT

15 U RP IMMEDIATE REPORTS U RP RECURRING REPORTS U SC STATE CFO FILES

16 U TC TITLE - CONTRACTS U TF TRANSFERS U TP TITLE - GRANTS

17 U TG TITLE - GENERAL U TI TITLE - PROJECTS U TJ TITLE - PROPERTY

18 U VC VENDOR-CLIENT U VE VENDOR-EMPLOYEE U VP VOUCHER PRINT

19 U VR VENDOR-REGULAR I VS VENDOR-STATEWIDE

20

21

22 TYPE: SEL:

23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

24 CONT DAC



Building the Access Control File Access Control Screen After completing the sign-on procedures described earlier, the Access Control screen on the next page will display. This is a selection screen for accessing the appropriate screen to add, update, or inquire into the Access Control File. The procedures for the use of this screen are described below. 1. In the SEL field, on line 6, enter the selection code for the task to be performed. The

selection codes available are:

A - to add a new record to the Access Control File. I - to inquire into records on the Access Control File. U - to update records on the Access Control File. M - to view a summary list of all records on the Access Control File within your

organizational clearance.

a. In the L1 L2 L3 L4 L5 field, the organization code as entered on the Access Control Sign-On screen will automatically display. This code may be changed where the asterisks appear, but numbers or zeros may not be changed. NOTE: Any change in the organization code must be at or below the assigning user‟s organization level. In the USER NAME field, enter the user name to be accessed, if applicable.

b. In the USER IDENTIFIER field, enter the User ID if inquiring or updating by

User ID.

c. Once the selection code, L1 L2 L3 L4 L5 (organization), and remaining appropriate fields have been typed in, depress the ENTER key and the selected screen format will display.

2. In the SEL field on line 8, enter a selection code of 'X' in order to request an Access

Control Report. This is a report listing users within organization codes and information related to the users.



Access Control Main Menu Screen 01

02 ACMU 09/02/2007 13:42:11

03 ACCESS CONTROL

04

05 SEL L1 L2 L3 L4 L5 USER NAME USER IDENTIFIER

06 85 ** ** ** ***

07

08 ACCESS CONTROL REPORT FUNCTION SECURITY CLEARANCE STATUS CODE

09

10

11 L2 L3 L4 L5

12 ORG SITE

13

14 PRINTER DESTINATION RDS FORM

15 SELECTIONS

16 A - ADD NEW RECORD - ORGANIZATION LEVELS AND USER NAME REQUIRED

17 I - INQUIRY - ORG LEVEL(S), OR ORG LEVEL(S) AND (USER NAME OR USER ID)

18 U - UPDATE - ORG LEVEL(S) AND (USER NAME OR USER ID) REQUIRED

19 M - SUMMARY LIST - ORG LEVEL(S) WITH OR WITHOUT BEGINNING USER NAME

20 D - RUN DEPARTMENTAL ACCESS CONTROL REPORT

21 C - RUN STATE CFO ACCESS CONTROL REPORT

22 B - RUN DEPARTMENTAL AND CFO ACCESS CONTROL REPORT


24 CONT EXIT RFRSH CAN

Adding Access Control Records To add a new record to the Access Control File, complete the Access Control screen (see previous page), as described below: 1. In the SEL field, enter an “A”. 2. In the L1 L2 L3 L4 L5 field, the organization code as entered on the Access Control

Sign-On screen (page 7) will automatically display. If the operator is adding a record at the same organization level as his record, he does not need to change the organization code. If adding a record below his organization level, the operator will type over the asterisks with the proper organization level code. For example, if an operator signed on with a Level 1 password (99 ** ** ** ***) and wished to assign access to Level 2 and below, the operator would enter the code 99 99 ** ** ***. By leaving asterisks in levels 3, 4 and 5 access is granted to all of levels 3, 4 and 5 within that organization level 2. (Access is denied to any organizations other than those falling under the particular level 2 division indicated.)

NOTE: The organization level assigned must be at or below the access control custodian‟s organization level.

3. In the USER NAME field, enter the user name to be used by the person for whom you

are setting up the record; 7-alphanumeric characters. The user name must be unique



to the database being used. Once assigned, the user name may not be changed. 4. Leave the USER IDENTIFIER field blank. The User Identifier is a 6-digit number that

is programmatically assigned to the record when it is added to the file. 5. Depress the ENTER key and the Access Control Add screen shown on the next page

will display. Access Control Add Screen 01

02 ACA1 ACCESS CONTROL ADD 09/02/2007 14:30:51

03

04 L1 L2 L3 L4 L5 USER NAME AU DESCRIPTION

05 85 ** ** ** *** ACC8500 **

06 ACCESS CONTROL: AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID: OLO: 850000

07

08 U AD--ACCOUNT DESC U AM--ALLOCATION MATRIX U AP--ACCTS PAYABLE

09 U AR--ACCTS RECEIVABLE U BC--BUDGET CONTROL U CD--PURCHASING CARD

10 U CF--REQ FOR CERT U CI--CONTRACT INFO U CP--CASH RECPTS UTIL

11 U CR--CASH RECEIPTS U DB--DISBURSEMENTS U DM--DIR/MANAGER FILE

12 U EN--ENCB & ENCB CHG U ES--ENCB - SPURS U EX--EXPANSION

13 U FA--FA - ACCOUNTING U FC--FA - CUSTODIAL U GA--GEN ACCOUNTING

14 U GI--GRANT INFO U IT--INVOICE TRACKING U PE--PERIOD END

15 P PI--PURCH - INFO U PJ--PROJ INFO P PP--PURCH - PRINT

16 P PT--PURCH - TRANS U RE--RECURRING PAYMTS U RP--IMMEDIATE REPTS

17 U RP--RECURRING REPORTS P RV--RECEIPT VERIF U SC--STATE CFO FILES

18 U TC--TITLE - CONTRACTS U TF--TRANSFERS U TG--TITLE - GRANTS

19 U TI--TITLE - GENERAL U TJ--TITLE - PROJECTS U TP--TITLE - PROPERTY

20 U VC--VENDOR-CLIENT U VE--VENDOR EMPLOYEE U VP--VOUCHER PRINT

21 U VR--VENDOR-REGULAR I VS--VENDOR-STATEWIDE

22 NEXT ORG: USER NAME: SEL : ALTER CENT SECURITY:



Procedures for use of the Access Control Add screen are described below. On line 5, the organization level and user name entered on the Access Control screen, or the next request line will automatically display. The user name is protected and cannot be changed. In the AU field, enter the appropriate Agency Unique code if applicable. This field defaults to asterisks if not used. This field will be carried on all transactions entering the system for this user. Asterisks allow access to all records regardless of the code carried in the AU field. Assigning an AU code limits access to only those transactions entered with the same AU code. In the DESCRIPTION field, enter data that will identify the user (i.e., person's name, position, task, or location). It is a required field; 35-alphanumeric characters.



On line 6, enter the ACCESS CONTROL and AVAILABLE BALANCE OVERRIDE capabilities of the user name being assigned. These capabilities are described on the next page. ACCESS CONTROL - enter a “Y” if the password used is to have access to the agency Access Control File; enter an "N" if the password used is to have access to agency accounting files. A password cannot have access to both Access Control and accounting files. AVAILABLE BALANCE OVERRIDE - enter a “Y” if the password used is to have the capability of overriding the Available Balance File edit; enter an “N” if override capability is not desired. In the SITE field, users may enter a two-digit alphanumeric code to be used to control output of information. Assigning a SITE code limits access to only those transactions entered with the same SITE code. If not entered, SITE will default to “00”. In the CID (Custodian I.D.) field, the agency may assign a four alphanumeric, property custodian number. If a CID is assigned, the record being added must have update or inquiry capability (an authorization code of “U” or “I”) in the Fixed Asset-Custodial (FC) function. Access control records established with “****” in the CID field will allow inquiry into the FC function for all CID‟s within the agency. However, in this situation, the FC function authorization code must be an “I”. The agency‟s Operating Level Organization will be system generated and displayed in the OLO field. On lines 8 - 21, two columns are displayed next to the functions. The first column contains the authorization codes that the file custodian has authority to grant. In the second column, enter the authorization code the assigned user name is to have for each function. The authorization codes available are:

U - Update; the user can add, update, or inquire into records on the files related to the function displayed.

I - Inquiry; the user can inquire into files related to the function listed, but has no add or update capabilities.

P - Prohibited; the user cannot add, update, or inquire into files related to the function displayed.

A - Add; used only in Recurring Payments function to indicate that a user has the authority to add an RE record.

V - Verify; used only in Recurring Payments function to indicate that a user has the authority to verify an RE record.

D - Distribute; used in Invoice Tracking to indicate that the user has the authority to approve invoices sent via EDI in FLAIR.

Blank - defaults to "P"; prohibits adding, updating, or inquiring into files related to the function displayed.



A listing of FLAIR functions and their related transaction types and/or description of the function are given below. Available Balance (AB) On-line Inquiry into the Agency‟s balance records for

cash, releases and allotments. Allocation Matrix (AM) Contains Accounting Codes to be assigned to

disbursement transactions. Used in conjunction with the Invoice Tracking function.

Account Description (AD) State Funds Vendor File; 29-digit FLAIR Account

Codes. Accounts Payable (AP) TR80 - Unencumbered Payable TR81 - Encumbered Payables TR8S - Accounts Payable Subsidiary File Accounts Receivable (AR) TR90 - Accounts Receivable TR91 - Memo Accounts Receivable TR9S - Accounts Receivable Subsidiary File Budget Control (BC) TR20 - Allotments TR21 - Appropriations, Approved Budget, Estimated

Revenue TR22 - Releases Cash Receipts (CR) TR30 - Direct Deposit Receipts TR31 - Clearing Fund Receipts TR32 - Revolving Fund Reimbursements TR33 - Direct Deposit Receivable Receipts TR34 - Clearing Fund Receivable Receipts TR96 - JT Receipts TR97 - JT Receivable Receipts TR3S - Cash Receipts and Clearing Fund File Transfers (TF) TR94 – Revenue to Revenue Transfer Cash Receipts Utilities (CP) Produces Detail of Direct Deposit Receipt Report

and Detail of Cleared Clearing Fund Receipt Report. Clears Direct Deposits and Clearing Fund Receipts from the Cash Receipts & Clearing Fund File. Treasury Receipt Processing

Contract Information (CI) Contract Informational Data Director/Manager File (DM) Director/Manager Title File



Disbursements (DB) TR51 - Unencumbered Disbursements TR52 - Revolving Fund Unencumbered

Disbursements TR53 - Payable Disbursements TR54 - Revolving Fund Payable Disbursements TR57 - Refund of Overpayment of Taxes TR58 - Disbursement Corrections TR59 - Revolving Fund Disbursement Corrections TR70 - Encumbered Disbursement TR71 - Revolving Fund Encumbered Disbursements TR7S - Revolving Fund Subsidiary File Encumbrances & Encumbrance TR60 - Encumbrances Changes (EN) TR61 - Encumbrance Changes TR6S - Encumbrance Subsidiary File Encumbrances-SPURS (ES) Encumbrances generated by the SPURS subsystem Expansion (EX) Option File/Set File Fixed Asset Accounting (FA) TR16 - Property General Accounting DA - Single Item Depreciation MT - Mass Transfer Request DR - Depreciation Request PM - Property Disposition, Restoration or Single

Item Transfer Fixed Asset-Custodial (FC) CI - Chained Item Inquiry CT - Custodian Title Information DE - Simulated Depreciation Request DA - Depreciation Adjustments NA - Property Non-Accounting Data Entry PM - Property Master File Inquiry/Update PP - Property Pending File PH - Property History Inquiry PI - Property Inventory General Accounting (GA) TR10 - General Accounting TR11 - Master File LTD Adjustments Grant Information (GI) Grant Informational Data Immediate Reports (RP) Scheduling/Running Immediate Reports Invoice Tracking (IT) Electronic Invoices transmitted through EDI

(Electronic Data Interchange) into FLAIR, and approved through the IT function in FLAIR.



Period End (PE) Period/Month End Closing Requests Project Information (PJ) Project Informational Data Purchasing Card (CD) Credit Card issued to State Agencies for use in

purchasing supplies, and services for official state business. Charges are transmitted into the CD function and approved by the agency to reimburse the bank that issued the card.

Recurring Payments (RE) Sets up automated payments to a vendor either

monthly or quarterly. Recurring Reports (RP) Scheduling Recurring Reports Request for Certifications (CF) TR1S - Request for Certifications State CFO Files (SC) Access to the Central Accounting or Chief Financial

Officer (CFO) functions. See Alter Central Security on page 18 for more details. Title-General (TI) Titles for General Data Codes Title-Contracts (TC) Titles for Contract Data Codes Title-Grants (TG) Titles for Grant Data Codes Title-Projects (TJ) Titles for Project Data Codes Title-Property (TP) Titles for Property Data Codes Vendor Client (VC) Client Vendor File Vendor Employee (VE) Employee Vendor File Vendor Regular (VR) Regular Vendor File Vendor Statewide (VS) Statewide Vendor File Voucher Print (VP) Agency Printing of Vouchers and Voucher Summary

Report. NOTE: Great care should be exercised when assigning add, update, or inquiry capabilities to an access control record. For internal control purposes, only those functions necessary for the performance of the user‟s duties should be assigned.



On line 22, the NEXT line, you may enter the organization, user name, and selection code to select the next Access Control screen and user name to be accessed. Use of the NEXT line is record will be added to the Access Control File, and the next requested screen and user name will be displayed. If no request is made and the ENTER key depressed, the user name will be added to the Access Control File and the Access Control screen will be displayed. Alter Central Security Alter Central Security is accessed by the agency access control custodian to assign Inquiry (I), Update (U) or Prohibit (P) access to specific CFO Central Accounting Functions Certain CFO functions will remain Inquiry (I) only and users will be prevented from being assigned Update (U) access. Those functions are: Contract Payment (CT) EFT Authorization (ET) Account Balance (SA) Paid Warrant Index (PW) Employee Travel History (TR) Detail Transaction (TR) Voucher Audit (VA) Vendor History (VH) Prompt Payment Compliance (PC) Users may be given update (U) access to the following (CFO) functions: Account Code Add (A1) Account Code Approve (A2) Account Code Description (A3) New Account Code (NA) Warrant Cancellation Approver - Public Assistance (V1) Warrant Cancellation Approver – Unemployment Compensation (V2) Warrant Cancellation Approver – Expense (V4) Warrant Cancellation Approver – Retirement (V5) Warrant Cancellation Request - Public Assistance (W1) Warrant Cancellation Request - Unemployment Compensation (W2) Warrant Cancellation Request - Expense (W4) Warrant Cancellation Request - Retirement (W5) The function access code will default to Prohibit (P) if not changed. To access the Alter Central Security screen the Access Control Custodian will type “U” next to the SC–STATE CFO Files and type “X” in the Alter Cent Security Field (on the Access Control Add screen) and depress enter. (See next pages.) The following functions are displayed on the CFO‟s Access Control Update screen:



Account Code (AA) An Agency will have the ability to add new appropriations to the account description file when the New Account Code function has closed.

Contract Payment (CT) On-line detail of contracts greater than $75,000.00. EFT Authorization (ET) On-line list of EFT vendors. New Account Code (NA) ew Appropriations are added to the account

description file when applicable. Prompt Pay Comply (PC) On-line detail of the prompt payment interest

penalties, assessed to an agency. Paid Warrant Index (PW) On-line inquiry of agency warrants that have been

paid by the Treasury. Account Balance (SA) On-line detail concerning an agency‟s account

balances. Employee Travel History (TH) On-line detail of employee‟s travel payments. Detail Transaction (TR) On-line detail of an agency‟s transactions by

statewide document number or warrant number. Voucher Audit Summary (VA) On–line inquiry into the posting status of an agency‟s

voucher schedules Vendor History (VH) On-line inquiry of vendor payments Warrant Cancellation Approver–PA (V1) Public Assistance Warrant Cancellation Approver.

Approve warrant cancellation and stop payment requests entered by another user. For agencies that issue Public Assistance warrants.

Warrant Cancellation Approver –UC (V2) Unemployment Compensation Warrant Cancellation

Approver. Approve warrant cancellation and stop payment requests entered by another user. For agencies that issue unemployment compensation warrants.

Warrant Cancellation Approver – Exp (V4) Expense Warrant Cancellation Approver. Approve

warrant cancellation and stop payment requests entered by another user.



Warrant Cancellation Approver – Retirement (V5) Retirement Warrant Cancellation Approver. Approve warrant cancellation and stop payment requests entered by another user. For agencies that issue retirement warrants.

Warrant Cancellation Request – PA (W1) Public Assistance Warrant Cancellation Request. Authority to request a stop payment or cancellation of an outstanding warrant for agencies that issue public assistance warrants.

Warrant Cancellation Request – UC (W2) Unemployment Warrant Cancellation Request.

Authority to request a stop payment or cancellation of an outstanding warrant for agencies that issue unemployment compensation warrants.

Warrant Cancellation Request – Exp (W4) Expense Cancellation Request. Authority to

request a stop payment or cancellation of an outstanding warrant.

Warrant Cancellation Request – Ret (W5) Retirement Cancellation

Request. Authority to request a stop payment or cancellation of an outstanding warrant for agencies that issue retirement warrants.

Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF5 - refreshes screen and displays screen as it appeared before any input was

made. PF12- escapes and does not process current screen.



Access Control Add Screen 01

02 ACA1 ACCESS CONTROL ADD 09/02/2007 11:33:35

03

04 L1 L2 L3 L4 L5 USER NAME AU DESCRIPTION

05 85 10 ** ** *** ACC8500 ** Use Person’s Name Here

06 ACCESS CONTROL: AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID: OLO: 850000

07



10 U CF--REQ FOR CERT U CI--CONTRACT INFO U CP--CASH RECPTS UTIL

11 U CR--CASH RECEIPTS U DB--DISBURSEMENTS U DM--DIR/MANAGER FILE





16 P PT--PURCH - TRANS U RE--RECURRING PAYMTS U RP--IMMEDIATE REPTS




20 U VC--VENDOR-CLIENT U VE--VENDOR EMPLOYEE U VP--VOUCHER PRINT


22 NEXT ORG: USER NAME: SEL : ALTER CENT SECURITY:



Access Control Add Screen (CFO) 01

02 SCU1 09/02/2007 11:35:06

03 STATE CFO FILES ACCESS CONTROL ADD

04

05 L1 L2 L3 L4 L5 USER NAME AU USER-ID SITE OLO ACCESS CONTROL SC

06 85 ** ** ** *** ACC8500 ** 004766 00 850000 N

07

08 U P A1--ACCOUNT CODE ADD U P A2--ACCOUNT CODE APRV U P A3--ACCT DESCRIPTION

09 I P CT--CONTRACT PAYMENT I P ET--EFT AUTHORIZATION U P NA--NEW ACCOUNT CODE

10 U P PC--PROMPT PAY COMPLY I P PW--PAID WARRANT INDX I P SA--ACCOUNT BALANCE

11 I P TH--EMPEE TRAVEL HIST I P TR--DETAIL TRANSACTN I P VA--VCHR AUDIT SUMMRY

12 I P VH--VENDOR HISTORY U P V1--WT CANC APRV-PA U P V2--WT CANC APRV-UC

13 U P V4--WT CANC APRV-EXP U P V5--WT CANC APRV-RET U P W1--WT CANC RQST-PA

14 U P W2--WT CANC RQST-UC U P W4--WT CANC RQST-EXP U P W5--WT CANC RQST-RET

15

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24 CONT RFRSH CAN



Updating Access Control Records If it becomes necessary to make changes to an existing access control record, request the Access Control Main Menu screen (see previous pages) and complete it as follows: 1. In the SEL field, enter a “U”. 2. In the L1 L2 L3 L4 L5 field, enter the organization level to which the record has access.

NOTE: This organization level must be at or below the organization level of access control operator‟s sign-on.

3. Enter either the user name to be updated in the USER NAME field or the user identifier

number to be updated in the USER IDENTIFIER field. Do not enter both. 4. Depress the ENTER key and the Access Control Update screen, as shown on the

page 22 will be displayed. Procedures for use of the Access Control Update screen are described below. On lines 5 and 6, L1 L2 L3 L4 L5, USER NAME, AU, USER ID, DESCRIPTION, SC (status code), ACCESS CONTROL, AVAILABLE BALANCE OVERRIDE, SITE, CID, and OLO will be displayed as they currently exist for the record. The only fields on lines 5 and 6 that can be changed are L1 L2 L3 L4 L5, AU, DESCRIPTION, SC (status code), AVAILABLE BALANCE OVERRIDE, SITE, and CID fields. The remaining fields are protected and cannot be changed. To make changes, tab to the appropriate field and type over the existing data. Existing status codes are as follows:

Blank - Active (Available for use in sign-on) D - Deleted (Marked for deletion by custodian) I - Inactive (Password has expired; was not changed within 90 days.) R - Revoked (User Name revoked after 5 sign-on errors.)

Status codes may only be changed to blank to activate a record or “D” to delete a record. Only active records may be updated. To reactivate a record in a status of “I”, change SC to a blank, and input an “X” in the RESET PASSWORD field (Line 21). The user‟s password will be reset, and the user will have to add a new password on the first attempt to sign on. To reactivate a record in a status of “R”, change SC to a blank. The reset of the password is optional unless the password has not been changed within the last 90 days. On lines 7 - 20, the first column displays the authorization code the file custodian has authority to grant and is protected. The second column displays the authorization code for the record being updated. To change these codes, tab to the code to be changed and type over the existing code with the new code.



Available authorization codes are:

U - Add, Update, and Inquiry I - Inquiry Only P - Prohibit Access A – Add (for Recurring Payments) V – Verify (for Recurring Payments) D – Distribute (for Invoice Tracking)

On line 21, the PASSWORD LAST DATE UPDATED (last date password was changed) is displayed protected. Also, the RESET PASSWORD field is displayed available for use. See above for instructions on using the Reset Password field. On line 22, the NEXT line, you may enter the organization, user name, and selection code to select the Access Control screen for the next record to be accessed use of the next line is optional. If entries are made on line 22, and the ENTER key depressed, the record will be updated and the requested screen will be displayed. The record will be updated and the Access Control (see previous pages) will be displayed. To update the Alter Central Security field, enter „X‟ on line 22 to go to the Chief Financial Officer‟s Update screen. After typing “X” on line 22, depress ENTER. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF5 - refreshes screen and displays screen as it appeared before any input was




Access Control Update Screen 01

02 ACU1 ACCESS CONTROL UPDATE 09/02/2007 11:02:01

03

04 L1 L2 L3 L4 L5 USER NAME AU USER-ID DESCRIPTION SC

05 85 ** ** ** *** ACC8500 ** 000209 Use Person’s Name Here

06 ACCESS CONTROL: N AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID: PROP OLO: 440000

07 U P AD--ACCOUNT DESC U P AM--ALLOCATION MATRIX U P AP--ACCTS PAYABLE

08 U P AR--ACCTS RECEIVABLE U P BC--BUDGET CONTROL U U CD--PURCHASING CARD

09 U P CF--REQ FOR CERT U P CI--CONTRACT INFO U P CP--CASH RECPTS UTIL

10 U P CR--CASH RECEIPTS U P DB--DISBURSEMENTS U P DM--DIR/MANAGER FILE

11 U P EN--ENCB & ENCB CHG U P ES--ENCB - SPURS U U EX--EXPANSION

12 U P FA--FA - ACCOUNTING U PFC--FA - CUSTODIAL U P GA--GEN ACCOUNTING

13 U P GI--GRANT INFO U P IT--INVOICE TRACKING U P PE--PERIOD END

14 P P PI--PURCH - INFO U P PJ--PROJ INFO P P PP--PURCH - PRINT

15 P P PT--PURCH - TRANS U P RE--RECURRING PAYMTS U P RP--IMMEDIATE REPORTS

16 U P RP--RECURRING REPORTS P P RV--RECEIPT VERIF U P SC--STATE CFO FILES

17 U P TC--TITLE - CONTRACTS U P TF--TRANSFERS U P TG--TITLE - GRANTS

18 U P TI--TITLE - GENERAL U P TJ--TITLE - PROJECTS U P TP--TITLE - PROPERTY

19 U P VC--VENDOR-CLIENT U P VE--VENDOR EMPLOYEE U P VP--VOUCHER PRINT

20 U P VR--VENDOR-REGULAR I P VS--VENDOR-STATEWIDE

21 PASSWORD LAST DATE UPDATED : 07/22/2006 RESET PASSWORD :

22 NEXT ORG: USER NAME: SEL: ALTER CENT SECURITY:



Access Control (CFO) Update Screen 01

02 SCU1 09/02/2007 11:03:29

03 STATE CFO FILES ACCESS CONTROL UPDATE

04


06 85 ** ** ** *** ACC8500 ** 000209 00 850000 N

07







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24 CONT RFRSH CAN



Inquiring into Access Control Records To inquire into records on the Access Control File, retrieve the Access Control Main Menu screen (previous pages) and complete it as follows: 1. In the SEL field, enter an “I”. 2. In the L1 L2 L3 L4 L5 field, enter the organization level to which the record has access.

NOTE: This must be at or below the access control operator's organization level. 3. Enter either the user name to be inquired upon in the USER NAME field or the user

identifier number to be inquired upon in the USER IDENTIFIER field. If both are entered, an error message will display.

4. Inquiry may be made at the organization level. If both the USER NAME field and the

USER ID field are left blank, the first user name on the file within the organization level entered will be displayed.

5. Depress the ENTER key and the Access Control Inquiry screen, as shown on the next

page will be displayed. A description of the Access Control Inquiry screen follows: Line 5 displays the L1 L2 L3 L4 L5 (organization level), USER NAME, AU, USER ID, DESCRIPTION, and SC (status code) for the record being inquired upon. Line 6 displays ACCESS CONTROL, AVAILABLE BALANCE OVERRIDE, SITE, CID, and OLO. Lines 7 - 20 display the authorization code for each function. On line 21, the PASSWORD LAST DATE UPDATED will display. To view the next record on the file you may page forward by depressing the ENTER key. On line 22, the NEXT line, enter the, next organization, user name, and selection code to select the next screen and record to be accessed. Use of the next request line is optional. Depress the ENTER key and the requested screen and record will be displayed, (see the screen at the top of page 26). If an „X‟ is entered in the Inquire Central Security field it will display the Chief Financial Officer‟s mini-menu screen (see screen later in this chapter). Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.



Access Control Inquiry Screen 01

02 ACI1 ACCESS CONTROL INQUIRY 09/02/2007 10:42:37

03

04 L1 L2 L3 L4 L5 USER NAME AU USER-ID DESCRIPTION SC

05 85 ** ** ** *** ACC8500 ** 000209 FLAIR CLASS

06 ACCESS CONTROL: N AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID: OLO: 850000



09 U CF--REQ FOR CERT. U CI--CONTRACT INFO U CP--CASH RECPTS UTIL

10 U CR--CASH RECEIPTS U DB--DISBURSMENTS U DM--DIR/MANAGER FILE





15 P PT--PURCH - TRANS U RE--RECURRING PAYMENTS U RP--IMMEDIATE REPTS




19 U VC--VENDOR-CLIENT U VE--VENDOR-EMPLOYEE U VP--VOUCHER PRINT


21 PASSWORD LAST DATE UPDATED : 03/11/2005

22 NEXT ORG: USER NAME: SEL: INQUIRE CENT SECURITY:


24 CONT EXIT RFRSH TOP FWD

Access Control (CFO) Inquiry Screen 01

02 SCI1 09/02/2007 10:47:58

03 STATE CFO FILES ACCESS CONTROL INQUIRY

04


06 85 ** ** ** *** ACC8500 ** 000209 00 850000 N

07







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24 CONT



Access Control Summary To inquire into the Access Control records within a user‟s organizational clearance, request the Access Control Main Menu screen (previous pages) and complete it as follows: 1. In the SEL field, enter an “M”. 2. In the L1 L2 L3 L4 L5 field, enter the organization level of the desired inquiry.

NOTE: This must be at or below the organization level of the user‟s access control sign-on.

3. In the USER NAME field, enter the user name desired as the starting name to display.

This field may be left blank and the system will begin the display with the first user name on the file. If the user name entered is not on the Access Control File, the display will begin with the next user name on the file.

4. If the USER IDENTIFIER is used, the User Name must be left blank. If the user

identifier entered is not on the Access Control File, the display will begin with the next user identifier on the file. This field may be left blank and the system will begin the display with the first user name on the file.

5. Depress the ENTER key and the Access Control Summary screen, as shown on the

next page will be displayed. A description of the Access Control Summary screen is as follows: For each access control record on the file the L1 L2 L3 L4 L5 (organization), USER NAME, SC, AU, AC (access control), USERID, SITE, and DESCRIPTION will be displayed. The display will be in organization order, and a user may page through the file by depressing the ENTER key. If a “Y” appears in the AC column, the password used is an Access Control password with access to the Access Control File only. If the AC column is blank, the password used is an Accounting password with access to accounting files only. To use the NEXT line at the bottom of the display, enter the organization code, user name, and selection code for the next user name to be accessed and depress the ENTER key. The requested screen and user name will be displayed. If the next request line is not used, depress the PF3 key to display the Access Control screen as shown on page 10. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.



Access Control Summary Screen 01

02 ACM1 09/02/07 10:51:39

03 ACCESS CONTROL SUMMARY PAGE 1

04 L1 L2 L3 L4 L5 USER NAME SC AU AC USERID SITE DESCRIPTION

05 85 ** ** ** *** FRANK ** Y 209 01 ACCESS CONTROL CUSTODIAN

06 85 ** ** ** *** BJONES ** 55551 01 PURCHASING CARD ADMINISTRATOR

07 85 ** ** ** *** MSMITH ** 752 01 PURCHASING CARD ADMINISTRATOR BKUP

08 85 ** ** ** *** VICKIN ** Y 504 01 ASST. CHIEF FINANCIAL OFFICER

09 85 ** ** ** *** MERNAP ** 77 01 ACCT III DISBURSEMENTS

10 85 10 ** ** *** NICOLER ** 12343 01 BUDGET OFFICER DIVISION 10

11 85 10 20 ** *** EARLB ** 219 01 FISCAL ASST II TRAVEL

12 85 10 30 ** *** CHARLIEC ** 1120 01 GOVERNOR

13 85 10 30 01 *** JOANNEK ** 25521 01 FLAIR ADMINISTRATOR

14 85 20 ** ** *** ROBERTO ** 8519 01 DIVISION DIRECTOR BUDGET COORD.

15 85 20 30 ** *** DENNISH ** 1122 01 BUREAU CHIEF

16 85 20 40 01 *** TOMG ** 4259 01 CHIEF FINANCIAL OFFICER

17 85 30 ** ** *** AMANDAR ** 386 01 PURCHASING CARD LEVEL 2 APPROVER

18 85 30 ** ** *** ECLARK ** 775 01 BUDGET OFFICER DIVISION 30

19 85 30 10 ** *** NUMONIE ** 5427 01 FISCAL ASST II TRAVEL OFFICE

20

21

22 NEXT ORGANIZATION: USER NAME: SEL :

23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--

24 CONT EXIT RFRSH TOP FWD

Access Control Report To request an Access Control Report, retrieve the Access Control Main Menu screen (previous pages). In the SEL field on line 8, enter:

D Run Departmental Access Control Report C Run State CFO Access Report B Run Departmental and State CFO Access Control Report

The fields available to use as a part of the request are:

FUNCTION: Transaction Function (i.e., BC for Budget Control, DB for Disbursements)

SECURITY CLEARANCE: Function Security Authorization Code (I for Inquiry or U for

Add, Update, and Inquiry) ORG: Organization Code (L2-L5) SITE: Site Code Status Code: Optional; A- Active; I- Inactive; R- Revoked; D-Deleted



The requests may be made using the following combinations of the above codes:

FUNCTION only FUNCTION and SECURITY CLEARANCE FUNCTION, SECURITY CLEARANCE, and ORGANIZATION FUNCTION, SECURITY CLEARANCE, ORGANIZATION, and SITE FUNCTION, SECURITY CLEARANCE, and SITE FUNCTION and ORGANIZATION FUNCTION and SITE ORGANIZATION only ORGANIZATION and SITE

SITE only In the Printer Destination field, enter the Printer ID of the VTAM printer (any printer the user has set up to print FLAIR reports) where the user desires the report to print. Depress the ENTER key. The report will provide the records that meet the search criteria indicated when requesting the report.

Sign-Off Procedures When a sign-on is complete, anyone may access FLAIR records from an unattended terminal or personal computer. To prevent unauthorized access to computer files, it is imperative that users sign-off when finished or when leaving a personal computer or terminal unattended. Also, when a user is signed on, valuable computer storage space is being used. To prevent an unnecessary slow down of transaction processing it is important that users sign-off when completing a task. There is no formatted screen for signing off. Sign-off procedures are described below. Clear the screen twice. Type the code “CESF LOGOFF” and depress the ENTER key. The system VTAM screen will return.

Review of Security Measures Agencies should periodically review internal security measures to ensure that proper internal control still exists. Suggested items to be evaluated are: a. If an agency has a large turnover in personnel, it would be wise to periodically review

the agency‟s Access Control File to ensure that any user names of former employees are being deleted in a timely fashion.



b A periodic review of user names to ensure that only employees who need access to FLAIR have sign-ons.

c. Passwords should be kept confidential and never “posted” in plain view, so that access to FLAIR by unauthorized persons is less likely.

Florida Fact:

Dr. John Gorrie of Apalachicola patented the process of making ice artificially in 1851.

(source: myflorida.com)



CHAPTER 4 FLAIR TITLE FILES (TI)

Titling is the process of assigning titles or descriptions to organizational and accounting codes. Although FLAIR is a general-purpose system, it is designed to be adaptable to the mode of operation and report requirements of each department. To provide this flexibility, FLAIR utilizes standard codes and titles as well as codes and titles that are unique to a particular department. These State Standard codes and titles are already on the Title File available for all agencies to use. State Standard codes and titles may not be changed or deleted by user agencies. However, the agency unique codes will be added by agencies at their operating level to meet their specific needs. These unique data codes and titles may be updated by the user agency. When reports are generated, whether displayed on-line or printed, the title of each code is selected from the Title File and printed on the report. Within FLAIR there are five Title Files to which an operator may be given access. Those title files are listed below: 1. The General Title File (TI): The General Title File consists of record types AA through

AJ, the state standard code, and record types CA through CN, agency unique codes that can be titled.

2. The Contract Title File (TC): The Contract Title File is available for titling codes

dealing with Contracts, and consists of record types EA through EK. 3. The Grant Title File (TG): The Grant Title File is available for titling codes dealing with

Grants and contains the record type GA. 4. The Property Title File (TP): The Property Title File is available for titling codes

dealing with Property and contains record types IA through IE. (Excluding IB) 5. The Project Title File (TJ): The Project Title File is available for titling codes dealing with Projects and contains record types KA through KC. The Title Files that are available to the operator for add, inquiry, and update of records will depend upon that person‟s access capability (chapter 3). All Title Files contain record types that are two alphabetic characters. The record types an operator may see is determined by the operator‟s assigned access capability. The Title File Mini Menu shown in this chapter, is an example of an operator with access into all Title File Functions.

Title File Structure & Availability The Title Files are established during the FLAIR implementation process. Organizational and accounting codes must be on the appropriate Title File before they will be accepted for use in accounting transactions and before they can be used to build expansion records. The Title File contains two types of records, State Standard codes and agency unique codes.



The State Standard codes and titles are used by the Florida Accounting Information Resource (FLAIR) as a framework for the agencies to build their Standard Chart of Accounts. State Standard Codes include:

1. Operating Level Organizations 2. Budget Entities 3. Internal Budget Indicators 4. GAAFR Fund Types 5. State Fund Types 6. Fund Identifiers (except Local and General Fixed Assets and General Long

Term Debit) 7. State Programs 8. Object Codes 9. Appropriation Categories 10. General Ledger Codes 11. County Codes 12. Service Types 13. Sites 14. State Abbreviations 15. Recipient Type 16. Class Code (first 4 characters)

These codes are already on the Title File available for all agencies to use. The last six digits of the State Program codes are available for further sub-classification by the agencies. However, once an agency does sub-classify a State Program, this unique sub-classification becomes a State Standard available for all agencies to use. State Standards, including program sub-classifications, cannot be added to, changed, or deleted. The Fund Identifiers for local funds (State Fund Type “8”) and for General Fixed Assets and General Long Term Debit (State Fund Type “9”) will be unique for each agency, and therefore will be added by the agencies themselves. Agencies unique organizational and accounting codes and titles are established by individual agencies to meet agency specific needs. The unique codes and titles that an agency may add are:

1. Organization Levels 2 - 5 2. External Fund Types 3. Fund Identifiers (for Local Funds and General Fixed Assets and General Long

Term Debit) 4. Contracts (added through Contract Information File) 5. Grants (added through Grant Information File) 6. Other Cost Accumulators 7. Original Fund Source 8. Object Code Sub-classifications 9. General Ledger Code Sub-classifications



10. External General Ledger Codes 11. External Object Codes 12. Product Identifiers 13. External Programs 14. Agency Unique 15. Contract Service Area 16. Project Identifier Codes (added through the Project Information File) 17. Project Types 18. Project Statuses 19. Location Code 20. Insurance Code 21. Disposition Authority 22. Class Code (last 6 digits) 23. External Category 24. Contract Status 25. Method of Payment 26. Contract Type 27. Method of Procurement 28. Billing Code 29. Compliant Audit Code 30. Contract Evaluation 31. Contract Funding Type 32. Monitoring Exclusion Code

With the exception of Organization Levels 2 - 5 and Fund Identifiers, all unique agency codes and titles will be added and/or updated at the operating level organization (OLO) of the user agency, so that these codes and titles will be directly tied to the specific agency that added them. Because Fund Identifiers for local funds and must be unique for each agency, they must be added and/or updated at the department level (L1) by the agencies that use them. To ensure that only Local Fund Identifiers and Long Term Accounts are added and/or updated by user agencies, an "8" or "9" is the required digit to be entered in the State Fund (SF) field which precedes the Fund Identifier Code. The last two digits of the State Standard General Ledger Codes and Object Codes are also available for the agencies to further sub-classify to meet their unique needs. This sub-classification must be done within the framework of the State Standard codes. For example, to sub-classify the General Ledger Code for Supply Inventories (17100) into Typing Supplies, Pads, and Pencils, and Miscellaneous Supplies, an agency might title them as follows:

17110 - Typing Supplies 17120 - Pads and Pencils 17130 - Miscellaneous Supplies



Whenever an agency is establishing its Chart of Accounts, the agency should always consider both current and future needs. It is very important that an agency's coding scheme allow for new codes in the future. The last six digits of the class code maybe sub-classified to meet an agencies‟ unique needs. Refer to Chapter 3 of the Property Manual for more detailed information concerning class codes.

The Title File Mini Menu Screen This screen is used to select the appropriate screen to add, inquire into, or update records on the appropriate Title File. To access this screen, select the desired "Title" function by entering "TI","TC","TG","TP", or "TJ" in the Type field at the bottom of any FLAIR screen. The Title File Mini Menu screen will display. The procedures for using this screen are described below. Lines 6 - 20 contain each available record type and its description. Line 21 contains the screen selection codes available within the Title File Function. Line 22 is the NEXT line. To request a title screen enter the appropriate data to the right of the following field titles: SEL A – add record screen

M - multiple inquiry screen X - multiple update screen

REC TYPE one of the record types contained on lines 6 - 20.

DATA CODE the desired data code Optional; Do not enter when adding a

record.

ST STD to inquire into State Standard Codes when the REC TYPE entered contains both State Standard and Agency Unique codes. Enter an "X" to view State Standards; leave the field blank to view agency unique codes.

NOTE: The NEXT line is carried on all Title File screens. This line should be used to transfer from one screen to another without having to first return to the Title File Mini Menu screen. On line 22, the operator may enter the appropriate TYPE, SEL codes to transfer to a different screen or accounting function. Depress the ENTER key and the requested screen format will display.




PF4 – processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made.

Title File Mini Menu Screen 01

02 TIMU 07/02/2007 14:18:13

03 TITLE FILE MINI MENU

04

05 REC TYPE REC TYPE REC TYPE

06 AA OLO CF OBJECT CODE EG COMPLIANT AUDIT CODE

07 AB BUDGET ENTITY/IBI CG GENERAL LEDGER EH CONTRACT EVALUATION

08 AC GAAFR FUND TYPE CH EXT GENERAL LEDGER EI CONTRACT FUNDING TYPE

09 AD STATE FUND TYPE CI EXT OBJECT CODE EJ MONITORING EXCL CODE

10 AE CATEGORY CJ PRODUCT ID EK CONTRACT SERVICE AREA

11 AF STATE ABBREVIATIONS CK EXTERNAL PROGRAM GA GRANT

12 AG COUNTY CODES CL AGENCY UNIQUE IA LOCATION CODE

13 AH SERVICE TYPE CM EXT CATEGORY IC INSURANCE CODE

14 AI SITE CN ORIGINAL FUND SOURCE ID DISPOSITION AUTHORITY

15 AJ RECIPIENT TYPE EA CONTRACT IE CLASS CODE

16 CA ORGANIZATION EB CONTRACT STATUS KA PROJECT ID

17 CB EXT FUND TYPE EC METHOD OF PAYMENT KB PROJECT TYPE

18 CC FUND IDENTIFIER ED CONTRACT TYPE KC PROJECT STATUS

19 CD STATE PROGRAM EE METHOD OF PROC

20 CE OTHER COST ACCUM EF BILLING CODE

21 SELECT CODES: A - ADD M - INQUIRY X - UPDATE

22 REC TYPE SEL DATA CODE ST STD TYPE SEL


24 CONT MAIN RFRSH

Adding Records to the Title File To add titles of new data codes to the Title File, access the Title File Mini Menu screen shown above. Complete as described below. On line 22, the NEXT line, enter the following codes:

SEL enter “A” REC TYPE enter the appropriate record type code from lines 6 - 20 for the

desired titling screen. DATA CODE do not enter (ignored if entered). ST STD do not enter (ignored if entered).



Depress the ENTER key and the requested titling add screen will be displayed. The specific screens for adding different record types are discussed in the following pages of this chapter. After receiving the requested add screen, complete lines 6 - 19 with the following required fields:

DATA CODE the data code to be titled. SHORT TITLE the abbreviated title to be used on reports when space precludes

printing the full title 10 alphanumeric. LONG TITLE the unabbreviated title; 38, 48, or 54 alphanumeric characters

depending on data code. NOTE: Leading and trailing zeros should be entered on data codes when they are added to the Title File. Two options are available when adding a title (after completing lines 6 - 19):

a. Depress the ENTER key. The title(s) will be added to the file and a blank add screen will display.

b. On line 21, the NEXT line may be completed as defined below. Depress the

ENTER key and the title(s) will be added to the file and the specified screen will be displayed.

Certain edits are performed on all records before they are added to the Title File. These edits are:

a. The system checks the Access Control File to verify clearance to add titles to the Title File.

b. The data code, short title, and long title must be present.

c. The system checks for a duplicate data code on the file or on the screen.

d. The data code cannot be all zeros.

e. Alphabetic characters cannot be entered in a numeric field.

f. Only one data code may be entered per line. g. The information entered on the next request line must meet NEXT line edits as

described below. On line 21, the NEXT line, you may enter the appropriate REC TYPE, SEL, DATA CODE, and ST STD for the next screen and data code to be accessed. Depress the ENTER key, and the



title records will be added to the file and the requested screen and data code will display. Certain NEXT line edits are performed when a new screen is requested through the next request line. These edits are:

a. The system checks the Access Control File to verify clearance to perform the entered SEL code.

b. The REC TYPE must be a valid record type as it is listed on the Title File Mini Menu screen.

c. The SEL code must be valid - A, M, or X. d. The SEL code must be valid for the REC TYPE entered.

NOTE: If an error is detected on the next request line, the title File Mini Menu Screen (see previous pages) will be returned with the error messages displayed at the top of the screen. The user may then correct the error by adding, deleting, or changing the field or fields which are in error and depressing the ENTER key. Once all errors are corrected the requested screen and data code will be returned. On line 22, the operator may enter the appropriate TYPE and SEL to transfer to a different screen or accounting function. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was

made. PF12 - escapes and does not process current screen.

The following codes are State Standard Codes and cannot be added, changed, or deleted by user agencies. OLO BUDGET ENTITY INTERNAL BUDGET INDICATOR GAAFR FUND TYPE STATE FUND TYPE APPROPRIATION CATEGORY STATE ABBREVIATIONS COUNTY CODES SERVICE TYPE SITE RECIPIENT TYPE CLASS CODES (first 4 characters)

Adding Organization Titles If a REC TYPE of “CA” and a SEL code of “A” are entered the Title File Mini Menu screen, or on the NEXT line of any title file screen, the Titling Organization screen, shown below, will be returned. The operator will only be able to add organization titles within his/her security sign-on.



Up to fourteen organization codes (L2 - L5) may be entered on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired, depress enter and the data record is immediately added to the appropriate title file. Organization Code Titling Screen 01

02 TA01 07/02/2007 15:52:21

03 TITLING ORGANIZATION

04

05 L1 L2 L3 L4 L5 SHORT TITLE LONG TITLE

06 85 10 00 00 000 DIV ADMIN DIVISION OF ADMINISTRATION

07 85 10 01 00 000 PURCH BUR BUREAU OF PURCHASING

08 85 10 20 01 000 PERS SEC PERSONNEL SECTION

09 85 00 00 00 000

10 85 00 00 00 000

11 85 00 00 00 000

12 85 00 00 00 000

13 85 00 00 00 000

14 85 00 00 00 000

15 85 00 00 00 000

16 85 00 00 00 000

17 85 00 00 00 000

18 85 00 00 00 000

19 85 00 00 00 000

20

21 REC TYPE SEL DATA CODE ST STD

22 TYPE SEL


24 CONT MINI MAIN RFRSH CAN



Adding External Titles: Fund Type, General Ledger, & Program The above three codes are on the same titling screen and may be accessed by entering SEL CODE, “A” and the appropriate REC TYPE from the list below: REC TYPE DESCRIPTION

CB EXTERNAL FUND TYPE CH EXTERNAL GENERAL LEDGER CK EXTERNAL PROGRAM

Up to fourteen titles may be added on this screen by typing in the data code to be titled under the appropriate abbreviated title, and by adding a short and long title. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 38 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. External General Ledger Code, Fund, Program Titling Screen 01

02 TA22 07/02/2007 16:15:49

03 TITLING EXTERNAL GL, FUND, PROGRAM

04

05 EGL EP EF SHORT TITLE LONG TITLE

06 5 INVEST UN INVESTIGATIVE UNITS FUND

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22 TYPE SEL





Adding Fund Identifier Titles Fund Identifiers for all funds except local funds and General Fixed Assets and General Long Term Debit are State Standard Codes and cannot be added, changed, or deleted by user agencies. To add fund identifiers for local funds (State Fund Type = 8), and General Fixed Assets and General Long Term Debit (State Fund Type = 9), enter a REC TYPE of “CC” and a SEL CODE of “A” on the Title File Mini Menu screen or on the NEXT line of any title file screen. The Titling Fund Identifier screen shown below will be displayed. Up to twelve titles may be entered on this screen. An "8" or "9" must be entered in the State Fund (SF) field which precedes the Fund Identifier code. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 54 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the title file, depress enter and the data record is immediately added to the appropriate title file. Fund Identifier Add Screen 01

02 TA02 07/01/2007 16:21:49

03 FUND IDENTIFIER - ADD

04

05 OPERATING LEVEL ORGANIZATION 85 00 00

06

07 SF FID SHORT TITLE LONG TITLE

08 8 003001 RVLV FUND REVOLVING FUND EMERGENCY ACCOUNT

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22 TYPE SEL





Adding State Program Titles The State Program data element is a 16-digit code. The first ten digits are State Standard Codes, but the last six may be sub-classified to meet unique agency requirements. However once added, this title record becomes a State Standard and cannot be updated or deleted by an agency. If a REC TYPE of "CD" and SEL of "A" (State Program) are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the screen below will display. Up to fourteen sub-classification titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the title file, depress enter and the data record is immediately added to the appropriate title file. State Program Titling Screen 01

02 TA03 07/01/2007 16:27:43

03 TITLING STATE PROGRAM

04

05 STATE PROGRAM SHORT TITLE LONG TITLE

06 0204010003000010 YTH DRVR PROBLEM DRIVER IMPROVEMENT YOUTH DRIVERS

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22 TYPE SEL





Adding Other Cost Accumulator Titles If a REC TYPE of “CE” and SEL of “A” are entered on the Title File Mini Menu screen, or on the next request line of any title file screen, the Titling Other Cost Accumulator screen shown below will be displayed. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the title file, depress enter and the data record is immediately added to the appropriate title file. Other Cost Accumulator Titling Screen 01

02 TA05 07/01/2007 16:37:14

03 TITLING OTHER COST ACCUMULATOR

04

05 OCA SHORT TITLE LONG TITLE

06 9901A EMPL SER SERVICES TO EMPLOYEES TRAINING

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22 TYPE SEL





Adding Object Code/General Ledger Sub-Classification Titles Object Codes are 6-digit, State Standard Codes that end in two zeros. These broad classes can be added to by sub-classification only. This is done by assigning a non-zero character for either the last one or two digits of the sub-class. General Ledger codes are 5-digit, State Standard Codes that also end in two zeros. If sub-classification is desired, the same procedures that apply to the Object Codes apply here also. If a SEL CODE of “A” and a REC TYPE of “CF” (Object Code) or “CG” (General Ledger Code) are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the screen below will display. Up to twelve titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 38 alphanumeric characters. After typing in the data desired (as shown below) to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Object Code, General Ledger Code Titling Screen 01

02 TA2A 07/01/2007 16:47:26

03 OBJECT CODE - GENERAL LEDGER CODE - ADD

04

05 OPERATING LEVEL ORGANIZATION 85 00 00

06

07 OBJECT GL SHORT TITLE LONG TITLE SC

08 380010 PAPER PRINTER PAPER

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22 TYPE SEL





Adding External Object Code/External Category Titles The above two codes are on the same titling Sand may be accessed by entering SEL CODE, "A" and the appropriate REC TYPE which is listed below.

REC TYPE DESCRIPTION

CI EXTERNAL OBJECT CODE CM EXTERNAL CATEGORY

Up to fourteen titles may be added on this screen by typing in the data code to be titled under the appropriate abbreviated title, and by adding a short and long title. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 38 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. External Category, Object Code Titling Screen 01

02 TA21 07/01/2007 16:55:01

03 TITLING EXTERNAL CATEGORY - OBJECT

04

05 ECAT EOB SHORT TITLE LONG TITLE

06 905421 FED PROG FEDERAL PROGRAM FUNDS SPECIAL EXPENSES

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22 TYPE SEL





Adding Product Identifier & Original Fund Source Titles The above two codes are on the same titling screen and may be accessed by entering SEL CODE, “A” and the appropriate REC TYPE which is listed below.

REC TYPE DESCRIPTION CJ PRODUCT ID CN ORIGINAL FUND SOURCE

Up to fourteen titles may be added on this screen by typing in the data code to be titled under the appropriate abbreviated title, and by adding a short and long title. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 38 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Product Identifier, Original Fund Source Titling Screen 01

02 TA04 07/01/2007 09:01:38

03 TITLING PROD ID, ORIGINAL FUND SOURCE

04

05 PID OFS SHORT TITLE LONG TITLE

06 45A COIN CASES COIN CASES TO BE USED WITH SPECIAL COIN SETS

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22 TYPE SEL





Adding Agency Unique Titles If a REC TYPE of “CL” and SEL of “A” are entered on the Title File Mini Menu screen or on the NEXT line of any Title File screen, the Titling Agency Unique Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Agency Unique Codes Titling Screen 01

02 TA10 07/01/2007 12:43:28

03 TITLING AGENCY UNIQUE CODES

04

05 AU SHORT TITLE LONG TITLE

06 1C EDUC SEC EDUCATION SECTION CLASSROOM PROJECTS

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22 : TYPE SEL

23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12

24 CONT MINI MAIN RFRSH- CAN



Adding Contract Titles A contract may not be added through the Title File. It may only be added and updated through the Contract Information File. Any contract added to the Contract Information File, however, will also create a record on the Title File for inquiry purposes only. For that inquiry a REC TYPE of EA should be used. This inquiry may be made through either the General (TI) or the Contract (TC) Title File based on the user‟s access capability. Adding Contract Status Titles If a REC TYPE of “EB” and SEL of “A” are entered on the Title File Mini Menu screen or on the NEXT line of any title file screen, the Titling Contract Status Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Status Titling Screen 01

02 TA16 07/01/2007 12:54:57

03 CONTRACT STATUS - ADD

04

05 CNTRT STATUS SHORT TITLE LONG TITLE

06 A1 COMPL CONTRACT COMPLETED

07 A2 EXTEN CONTRACT EXTENSION APPROVED

08 B1 BID CONTRACT BID AWAITING APPROVAL

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22 TYPE SEL

23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--




Adding Method of Payment Titles If a REC TYPE of “EC” and SEL of “A” are entered on the Title File Mini Menu screen or on the NEXT line of any title file screen, the Method of Payment Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file.

Method of Payment Titling Screen 01

02 TA17 07/01/2007 13:21:51

03 METHOD OF PAYMENT - ADD

04 METHOD

05 OF PAYMENT SHORT TITLE LONG TITLE

06 M MONTHLY C MONTHLY PAYMENTS IN CASH - WARRANT

07 E MON EFT MONTHLY PAYMENTS IN CASH - EFT

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22 TYPE SEL





Adding Contract Type Titles If a REC TYPE of “ED” and SEL of “A” are entered on the Title File Mini Menu screen or on the NEXT line of any title file screen, the Titling Contract Type Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Type Titling Screen 01

02 TA18 07/01/2007 13:29:13

03 CONTRACT TYPE - ADD

04

05 CONTRACT TYPE SHORT TITLE LONG TITLE

06 B1 BID REG REGULAR BID CONTRACT

07 B2 BID SPEC SPECIAL BID CONTRACT

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22 TYPE SEL





Adding Method of Procurement Titles If a REC TYPE of “EE” and SEL of “A” are entered on the Title File Mini Menu screen or on the NEXT line of any title file screen, the Titling Method of Procurement Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Method of Procurement Titling Screen 01

02 TA19 07/01/2007 13:36:25

03 METHOD OF PROCUREMENT - ADD

04 METHOD

05 OF PROCUREMENT SHORT TITLE LONG TITLE

06 B BULK PRICE FOR DELIVERING IN BULK ONLY

07 B BID PER STATE GUIDE LINES

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22 TYPE SEL





Adding Billing Code Titles If a REC TYPE of "EF" and SEL of "A" are entered on the Title File Mini Menu screen or on the NEXT line of any Title File screen, the Titling Billing Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Billing Codes Titling Screen 01

02 TA23 07/01/2007 13:45:44

03 TITLING BILLING CODES

04

05 BILLING CODE SHORT TITLE LONG TITLE

06 M MONTHLY MATCHING FUNDS 50%/50%

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21 REC TYPE SEL DATA CODE ST STD:

22 TYPE SEL





Adding Contract Compliance Audit Codes If a REC TYPE of "EG" and SEL of "A" are entered on the Title File Mini Menu screen or on the NEXT line of any title file screen, the Titling Contract Compliance Audit Code screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Compliance Audit Codes Titling Screen 01

02 TA24 07/01/2007 13:50:20

03 TITLING CONTRACT COMPLIANCE AUDIT CODES

04

05 COMPL CODE SHORT TITLE LONG TITLE

06 1 AUDITED AUDITED CONTRACT FOR COMPLIANCE CURRENT FY

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22 TYPE SEL





Adding Contract Evaluation Codes If a REC TYPE of "EH" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the Titling Contract Evaluation Code screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Evaluation Codes Titling Screen 01

02 TA25 07/01/2007 14:00:00

03 TITLING CONTRACT EVALUATION CODES

04

05 EVAL CODE SHORT TITLE LONG TITLE

06 A1 SATISF EVALUATION OF CONTRACT - SATISFACTORY

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22 TYPE SEL





Adding Contract Funding Type Codes If a REC TYPE of "EI" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the Titling Contract Type Funding Codes screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Type Funding Codes Titling Screen 01

02 TA26 07/01/2007 14:22:51

03 TITLING CONTRACT TYPE FUNDING CODES

04

05 TYPE FUNDING SHORT TITLE LONG TITLE

06 T TRUST F SPECIAL TRUST FUND FEDERAL FUNDS

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22 TYPE SEL





Adding Contract Monitoring Exclusion Codes If a REC TYPE of "EJ" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the Titling Contract Monitoring Exclusion Code screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Monitoring Exclusion Codes Titling Screen 01 02 TA27 07/01/2007 14:28:13

03 TITLING CONTRACT MONITORING EXCLUSION CODES

04

05 EXCL CODE SHORT TITLE LONG TITLE

06 X1 EXCL EXCLUDED FROM MONOTORING POLICY 12.5

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Adding Contract Service Area Codes If a REC TYPE of "EK" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the Titling Contract Service Area Code screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Contract Service Area Codes Titling Screen 01

02 TA28 07/02/2007 14:33:00

03 TITLING CONTRACT SERVICE AREA CODES

04

05 SERVICE AREA SHORT TITLE LONG TITLE

06 01 DIST 01 DISTRICT 01

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22 TYPE SEL





Adding Location Code Titles If a REC TYPE of "IA" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the titling Location Codes screen shown below will be displayed. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Location Code Titling Screen 01

02 TA29 07/01/2007 14:39:01

03 TITLING LOCATION CODE

04

05 LOCATION SHORT TITLE LONG TITLE

06 52 00000000995467 ORL OFF ORLANDO OFFICE DISTRICT 37

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22 TYPE SEL





Adding Insurance Code Titles If a REC TYPE of "IC" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the titling Insurance Code screen shown below will be displayed. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Insurance Code Titling Screen 01

02 TA31 07/01/2007 15:47:26

03 TITLING INSURANCE CODE

04

05 INSURANCE CODE SHORT TITLE LONG TITLE

06 STD STAND STANDARD INSURANCE RATE

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22 TYPE SEL





Adding Disposition Authority Titles If a REC TYPE of "ID" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the titling Disposition Authority screen shown below will be displayed. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Disposition Authority Titling Screen 01

02 TA32 07/02/2007 15:52:20

03 TITLING DISPOSITION AUTHORITY

04

05 DISPOS. AUTH. SHORT TITLE LONG TITLE

06 01 06301999 DISPOSITION AUTHORITY GIVEN 06/30/99

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22 TYPE SEL





Adding Class Code Titles The Class Code data element is a 10 character code. The first four characters are State Standard Codes, but the last six may be sub-classified to meet agency requirements. If a REC TYPE of "IE" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the titling Class Codes screen shown below will be displayed. Up to eight titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below), to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Class Code Titling Screen 01

02 TA36 07/02/2007 14:17:30

03 TITLING CLASS CODE

04 CLASS SHORT TITLE

05 LONG TITLE

06 B020111111 RHODES

07 RHODES OFFICE BUILDING, JAX

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21

22 REC TYPE SEL DATA CODE ST STD TYPE SEL





Adding Project Identifier Titles A Project ID may not be added through the Title File. It may only be added and updated through the Project Information File. Any Project ID added to the Project Information File, however, will also create a record on the Title File for inquiry purposes only. For that inquiry a REC TYPE of KA should be used. This inquiry may be made through either the General (TI) or the Project (TJ) Title File based on the user's access capability. Adding Project Type Titles If a REC TYPE of "KB" and SEL of "A" are entered on the Title File Mini Menu screen or on the next request line of any title file screen, the Titling Project Type screen shown on the next page will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown below) to add the data to the title file, depress enter and the data record is immediately added to the appropriate title file. Project Type Titling Screen 01

02 TA13 07/01/2007 16:02:07

03 TITLING PROJECT TYPE

04

05 PROJECT TYPE SHORT TITLE LONG TITLE

06 8F FEDERAL FEDERDAL MANDATE

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22 TYPE SEL





Adding Project Status Titles If a REC TYPE of "KC" and SEL of "A" are entered on the title File Mini Menu screen or on the next request line of any title file screen, the Titling Project Status screen shown below will display. Up to fourteen titles may be added on this screen. The SHORT TITLE may be up to 10 alphanumeric characters and the LONG TITLE may be up to 48 alphanumeric characters. After typing in the data desired (as shown on below) to add the data to the Title File, depress enter and the data record is immediately added to the appropriate title file. Project Status Titling Screen 01

02 TA14 07/01/2007 16:07:15

03 TITLING PROJECT STATUS

04

05 PROJ STATUS SHORT TITLE LONG TITLE

06 C1 COMPLETED PROJECTED COMPLETED/CLOSED

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22 TYPE SEL





Inquiring into the Title Files Inquiry into the Title File must be done through the Multiple Inquiry screen. To inquire into multiple records enter the following data on line 22 of the Title File Mini Menu screen, or on any title file screen and depress the Enter key.

SEL enter an “M” for multiple inquiry.

REC TYPE the appropriate record type from those listed on lines 6 - 19 of the Title File Mini Menu screen (required).

DATA CODE enter data code for first record to be viewed (optional for multiple

inquiry).

ST STD to inquire into State Standard codes when the REC TYPE entered contains both State Standard and Agency Unique codes. Enter an “X” to view State Standards. Leave the field blank to view Agency Unique codes.

The selection criteria entered on line 22 will determine which records will be viewed when using multiple inquiry. To begin with the first record on the file for an entered record type (REC TYPE), leave the Data Code field blank. To begin the inquiry with a specific record within a record type, enter the desired code in the Data Code field. To view either State Standard Object Codes, General Ledger Codes, or FID‟s enter an "X" in the ST STD field. To view the unique agency Object Codes, General Ledger Codes, and FID‟s leave the ST STD field blank. For all record types, the Multiple Inquiry screen will display with the data code, short and long title, and status code (SC). (An inquiry screen example is shown on the next page.) However, when inquiring into organization titles the operator will only be able to view those organization titles within his/her security sign-on. The available Titling Status Codes are:

A - system generated when record is added to the Title File; represents an active record.

I - inactive, available for inquiry and reporting purposes only. D - marks the code for deletion. H - indicates that the data code is a Header record for State Standard Codes and may

not be changed (system generated).

To page through the remaining records for the entered record type (REC TYPE), depress the PF8 key. When the last record of a record type has been viewed, “End of Search” will display. On line 22, the operator may enter the appropriate TYPE, and SEL codes to transfer to a different screen or accounting function.




PF3 - processes current screen and returns mini menu. PF4 - processes current screen and returns main accounting menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.

Note: If an error is detected on the next request line, the Title File Mini Menu screen will be returned with error messages displayed at the top of the screen (see screen earlier in this chapter). The user may then correct the error by adding, deleting, or changing the field or fields which are in error and depressing the ENTER key. Once all errors are corrected the requested screen and data code will be returned. Location Code Inquiry Screen 01

02 TM29 09/02/2007 16:26:22

03 LOCATION INQUIRY

04

05 LOCATION SHORT TITLE LONG TITLE SC

06 06 10000000000000 FT.LDL-SOC FT. LAUDERDALE-STATE OFFICE COMPLEX I

07 30 10000000000000 BNFY-TBO BONIFAY-TREASURY BRANCH OFFICE A

08 37 0101 TALL.-COLL TALLAHASSEE - COLLINS BUILDING A

09 37 01081400000000 TALL-FW TALLAHASSEE-FULLER WARREN BUILDING A

10 37 0150 TALL-HOLL TALLAHASSEE-HOLLAND BUILDING D

11 37 04080000000000 CHR-MUSEUM CHAIRES-RARE COINS MUSEUM A

12 37 0812 QCY-MUSEUM QUINCY-RARE COINS MUSEUM A

13 37 1001 TALL-CAP TALLAHASSEE-CAPITOL BUILDING A

14 52 01072033170000 CLRW-WRHSE CLEARWATER-TREASURY WAREHOUSE-DIRECTOR'S OFFICE A

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22 TYPE SEL


24 CONT MINI MAIN RFRSH TOP FWD



Updating the Title Files Update of the Title File may be done by accessing several records at a time.To update titles, access the Title File Mini Menu screen, or any Title File screen, and complete as follows: On line 22, the next request line, enter the following codes:

SEL Enter a "X" for multiple update

REC TYPE Enter the appropriate record type to be updated from those displayed on lines 6 - 19. Updating of State Standard Codes is not allowed - so input of Record Types AA, AB, AC, AD, AE, AF, AG, AH, and AI is not allowed.

DATA CODE Enter the data code for the record with which the update is to

begin. If no data code is entered the update will begin with the first entry on file.

ST STD Leave blank; agencies are not authorized to update State

Standard Codes. Depress the ENTER key and the requested update screen and record will be displayed. The cursor will be positioned in the first field ready for update. Tab to the fields that need to be changed and enter the new data. For all record types (REC TYPES), the Multiple Update screen shown on page 41, will display. Allowable updates of Status Codes are:

A to D - marks the code for deletion A to I - active to inactive I to A - inactive to used (active) I to D - marks the code for deletion D to A - deleted to used (active) D to I - deleted to inactive

Two options are available after completing the update screen: a. Either depress the ENTER key. The changed record(s) will be updated and the next record(s) in sequence will display. b. or line 21, the next request line may be filled in to request another record before depressing ENTER. Then, depress the ENTER key, the Title File will be updated and the specified screen will be displayed. To page through the remaining records for the entered record type (REC TYPE), depress the ENTER key. When the last record of a record type has been viewed, the program will display "End of Search".



On line 21, the next request line, you may transfer from one screen to another by entering the appropriate fields, SEL, REC TYPE, DATA CODE, and ST STD for the next screen and data code to be accessed. Depress the ENTER key, the title record changes will be made to the file, and the requested screen and data code will display. On line 22, the operator may enter the appropriate TYPE and SEL fields to transfer to a different screen or accounting function. Lines 23 and 24 indicate the following available Program Functions:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was


Location Code Update Screen 01

02 TX29 07/09/2007 08:06:45

03 LOCATION UPDATE

04

05 LOCATION SHORT TITLE LONG TITLE SC

06 06 10000000000000 FT.LDL-SOC FT. LAUDERDALE-STATE OFFICE COMPLEX I

07 30 10000000000000 BNFY-TBO BONIFAY-TREASURY BRANCH OFFICE A

08 37 0101 TALL.-COLL TALLAHASSEE - COLLINS BUILDING A

09 37 01081400000000 TALL-FW TALLAHASSEE-FULLER WARREN BUILDING A

10 37 0150 TALL-HOLL TALLAHASSEE-HOLLAND BUILDING D

11 37 04080000000000 CHR-MUSEUM CHAIRES-RARE COINS MUSEUM A

12 37 0812 QCY-MUSEUM QUINCY-RARE COINS MUSEUM A

13 37 1001 TALL-CAP TALLAHASSEE-CAPITOL BUILDING A

14 52 01072033170000 CLRW-WRHSE CLEARWATER-TREASURY WAREHOUSE-DIRECTOR'S OFFICE A

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CHAPTER 5 VENDOR FILES

The FLAIR system contains four vendor files. Each of the individual files was developed to meet specific agency needs and are described in detail in this chapter. The available files are: 1. Regular Vendor File. 2. Employee Vendor File. 3. Client Vendor File. 4. Account Description File. On all Vendor File screens, the Type and SEL fields will appear in the lower right corner. These fields may be used to transfer to a different screen or accounting function. The Program Function (PF) keys may be used to move from one screen to another. By depressing the proper program function key, as defined on lines 23 and 24 of any vendor screen, the following functions can be performed:


made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. PF12- escapes and does not process current screen.

Regular Vendor File The Regular Vendor File was developed to provide an agency unique file of regular vendors built and maintained by each agency. The Regular Vendor file is used by a limited number of agencies and maintained by the FLAIR system. NOTE: The Regular Vendor File (VR) IS NOT the same as the Statewide Vendor File (VS). The VS file is the most widely used vendor file, and is technically not administered by the FLAIR system, but accessed through the FLAIR system in the VS function. The MFMP vendor registration site provides vendors in the system which appear in the Statewide Vendor File (VS). This manual addresses in detail the Regular Vendor File (VR) for those agencies that use the VR file.



The Regular Vendor Identification Number consists of four sub-elements:

Type Indicator Number Sequence V F 999999999 999 V S 999999999 999 V N 999999999 999

Each of these sub-elements are described below: Vendor Type - Regular Vendors have a Vendor Type of “V”. This element is programmatically assigned when the vendor is added to the file. Vendor Indicator – This is a one alpha character code denoting whether the nine-digit vendor number is a Federal Employer Identification (FEID) number, Social Security (SSI) number, or other assigned number. The Vendor Indicators available for input when adding a vendor are listed on the next page.

F - FEID number S - Social Security number N - Other assigned non-standard number

The Federal Employer Identification Number (FEID) is used by all employers within the United States to identify their payroll taxes, i.e. taxes withheld. Additionally, corporations and partnerships use this number to identify their Federal Income Taxes. The Social Security Number (SSN) is assigned to individual wage earners in the United States and used as the Federal Income Tax identifying number for self employed individuals and businesses operated as sole proprietorships. Where a business is organized as a sole proprietorship, the business owner's social security number is the correct income tax identification number even though the business may have employees or for some other reason have had an FEID number assigned. OTHER ASSIGNED NON-STANDARD NUMBERS are issued by the agency because neither the FEID nor SSN is appropriate. Vendor Number - a 9-digit identifying number that should be either the vendor's FEID number, Social Security number or other assigned non-standard number. Each agency will need to ensure that the vendor number used is the same as the taxpayer identification number used by the vendor at year-end to file Federal Income Tax. This vendor number is also used by the Department of Financial Services in preparation of IRS 1099 forms. Therefore, it is imperative that the correct number be used. For foreign vendors that do not have a U.S. Taxpayer Identification Number, a non-standard nine-digit identifying number should be assigned by the agency.



Vendor Sequence – a 3-digit code that is used in conjunction with a Vendor Number to denote different branches/offices of a vendor that has a single vendor number. This element must be assigned when the vendor is added to the file. The Vendor Indicator and the Vendor Sequence are unique to Regular Vendors and will not be found in the Client Vendor Files or the Employee Vendor Files discussed later in this chapter. Accessing the Regular Vendor File To access the Regular Vendor File enter “VR” in the TYPE field at the bottom of any screen and depress the ENTER key. The Regular Vendor File Mini Menu screen as shown on the next page will display. Procedures for using this screen are described below. On line 7, in the SELECT (SEL) field, enter the appropriate selection code for the function to be performed. The selection codes available are:

I - inquire by vendor name or number. A - add new vendors by vendor number only. U - update existing vendors by vendor number only.

In the IND field enter the Vendor Indicator. The Vendor Indicator will be entered when adding or updating a record or when inquiring by number. The Vendor Indicators available are:

F - Federal Employer Identification (FEID) number. S - Social Security number. N – Non-standard vendor: foreign vendor or other vendor without an FEID or Social

Security number. In the NUMBER field enter the Vendor Number. The Vendor Number will be the vendor‟s FEID number, Social Security number, or the agency assigned number if it is a foreign vendor. In the SEQ field enter the Vendor ID sequence number when adding, inquiring by number, or updating a record. On line 9, enter the vendor‟s name if inquiring by name. Depress the ENTER key and the selected screen will display.



Regular Vendor File Mini Menu Screen 01

02 VRMU 09/03/07 09:41:05

03 REGULAR VENDOR FILE MINI MENU

04

05

06 SELECT IND NUMBER SEQ

07 VENDOR ID: V

08

09 NAME:

10

11 SELECTIONS

12 I: INQUIRY ONLY (BY NUMBER OR NAME)

13 A: ADD NEW VENDOR (BY NUMBER ONLY)

14 U: UPDATE (BY NUMBER ONLY)

15

16

17 * * * ENTER: SELECTION AND (NUMBER OR NAME) * * *

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22 TYPE SEL


24 CONT MAIN RFRSH

Adding a New Vendor to the Regular Vendor File To use a regular vendor that is not on the Regular Vendor File, the vendor must be added to the file. The procedures for adding a new vendor or vendor sequence to the Regular Vendor File are described below. After signing on and accessing the Regular Vendor File Mini Menu screen, or using the next request line on any Regular Vendor File screen, enter an “A” in the SEL field, the Vendor Indicator in the IND field, the Vendor Number in the NUMBER field, and the sequence number in the SEQ field. Leave the NAME field blank. Depress the ENTER key and the Regular Vendor File Add screen shown on page 9, will display. Procedures for using this screen are described below. On line 2, the screen title and the Vendor ID number input will automatically display. The Vendor Sequence number will also display as part of the Vendor ID number. These fields are protected and cannot be changed. On lines 5 and 6, in the NAME field, enter the vendor‟s name. The vendor name on the warrant will be printed exactly as it is entered here, so it is important that it be entered correctly. If it is entered on two lines here, it will be printed on two lines on the warrant. Each line contains 31 alphanumeric characters.



On line 5, in the SHORT NAME field, enter the abbreviated vendor name. This short name will be printed on reports when space precludes printing of the vendor's full name. This field contains 16 alphanumeric characters. On line 6, in the PHONE NUMBER field, enter the vendor‟s phone number. This is optional information that if entered here will show on the vendor inquiry screens. This field has 10 alphanumeric characters. On lines 8 - 10, enter the vendor‟s purchasing address. The purchasing address is the address to which the purchase order is issued. When adding a vendor or vendor sequence, at least one line of purchasing address must be entered. The name and address combined cannot exceed five lines. If only one line of the vendor‟s name was used, you may use three lines for the purchasing address and one line for city, state, zip or country. If two lines were used for the vendor‟s name, you may use only two lines for the purchasing address and one line for city, state, zip or country. Each line contains 31 alphanumeric characters. Note: For federal tax reporting purposes, the first line of name, first line of address, and city, state, zip or country must be a sufficient mailing address. On lines 11 - 12, enter either the vendor‟s city, state and zip code on line “4A”, or the vendor‟s city and country on line “4B” if the vendor is a foreign vendor. The system will not accept input on both lines, but one line must be entered. If there is not enough space on line “4B” for the foreign city and country, the first part of the address may be entered on line 3 of the purchasing address. On lines 15 - 19, enter the vendor's remittance address if it differs from the purchasing address. The requirements for adding the remittance address are the same as those for adding the purchasing address. If the vendor's remittance address is not known when adding the vendor to the Regular Vendor File, it may be left blank and added later. (Note: It must be left completely blank with no dashes or spaces entered.) If the remittance address field is left blank, the system will use the purchasing address as the remittance address. On line 20, the Minority Vendor Classification (MC) field is displayed. The valid codes are:

A – Non Minority B - Small Business (Qualifies under State and Federal Law) C - Small Business - Federal (Qualifies under Federal Law only) D.- MBE Federal E - Governmental Agencies F – Non-Profit Organization G - P.R.I.D.E. Certified Minority Business Enterprise H – African American I - Hispanic J – Asian/Hawaiian



K - Native American M – American Woman Non-Certified Minority Business Enterprise N - African American O – Hispanic P – Asian/Hawaiian Q – Native American R – American Women Non-Profit Organization S – Minority Board of Directors T – Minority Employees U – Minority Community Service V – Other Non-Profit

NOTE: If there is a question as to which Minority Vendor Classification to use, please contact the Department of Management Services. On line 21, the appropriate TYPE and SEL codes may be input in order to transfer to another function. To continue adding vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR ID, SEQ, or NAME (Inquiry only) on line 22, the next request line. After completing the entry, depress the ENTER key. The entry will then be edited for input requirements, and if errors are detected, the appropriate error message will appear at the top of the screen. The cursor will be positioned at the field in error ready for correction. There are specific input standards that must be met when adding vendors to the Regular Vendor File. These standards are listed below. Individuals All individuals, including physicians, should be entered last name first, followed by first name and middle initial. Note that professional identifiers follow the middle initial, even if the invoice begins with the identifiers. Following are some examples: Jones, J.P. J.P. Jones Company (This is not an individual.) Smith, Jones A. and Jones, John P. Smith, John P., Jr., M.D. Elected Public Officials and Political Subdivisions Names of elected public officials should not be entered with their offices. Political subdivisions (counties, cities, etc.) should precede the office.



Duval County Sheriff's Office Leon County Tax Collector U.S. Postmaster U.S. Postmasters should be entered in the following format only (omit state for Florida cities): U.S. Postmaster - Tallahassee U.S. Postmaster - Orlando U.S. Postmaster - Atlanta, GA U.S. Postmaster - New York, NY Regular Vendor File Add Screen 01

02 VRA1 09/03/2007 08:10:40

03 REGULAR VENDOR FILE: ADD VENDOR ID: V F 596445236 001

04

05 NAME: SHORT NAME:

06 PHONE NUMBER: ( ) -

07 PURCHASING ADDRESS:

08 1

09 2

10 3

11 4A CITY: STATE: ZIP: -

12 4B OR COUNTRY:

13

14 REMITTANCE ADDRESS:

15 1

16 2

17 3


19 4B OR COUNTRY:

20 MC:

21 TYPE SEL

22 SEL: VENDOR ID: V NAME:





State Abbreviations A two-digit abbreviation should be entered for each state when adding addresses that include a city and state. The valid codes are: AK – Alaska MS - Mississippi AL – Alabama MT - Montana AR – Arkansas NC - North Carolina AS - American Samoa ND - North Dakota AZ – Arizona NE - Nebraska CA – California NH - New Hampshire CO – Colorado NJ - New Jersey CT – Connecticut NM - New Mexico DC - District of Columbia NV - Nevada DE – Delaware NY - New York FL – Florida OH - Ohio FM – Micronesia OK - Oklahoma GA – Georgia OR - Oregon GU – Guam PA - Pennsylvania HI – Hawaii PR - Puerto Rico IA – Iowa PW - Palau ID – Idaho RI - Rhode Island IL – Illinois SC - South Carolina IN – Indiana SD - South Dakota KS – Kansas TN - Tennessee KY – Kentucky TX - Texas LA – Louisiana UT - Utah MA – Massachusetts VA - Virginia MD – Maryland VI - Virgin Islands ME – Maine VT - Vermont MH - Marshall Islands WA - Washington MI – Michigan WI - Wisconsin MN – Minnesota WV - West Virginia MO – Missouri WY - Wyoming MP - Northern Mariana Islands



Adding a New Sequence to an Existing Vendor If a vendor is already on the Regular Vendor File but the purchasing address and/or remittance address on file is different from the ones already on file, it will be necessary to add a new sequence for that vendor. To add a new vendor sequence, access the Regular Vendor File Mini Menu screen, or use the next request line on any Regular Vendor File screen, and complete it as described in the previous pages. Depress the ENTER key and the Regular Vendor File Add screen shown below will display with the NAME and SHORT NAME from the last sequence added. Procedures for completing this screen are the same as when adding a new vendor to the file. The NAME and SHORT NAME may be typed over if necessary. Regular Vendor File Add Sequence Screen 01

02 VRA1 09/03/2007 08:20:29

03 REGULAR VENDOR FILE: ADD VENDOR ID: V F 591995868 002

04

05 NAME: A & B OFFICE MACHINES, INC. SHORT NAME: A&B OFFICE



08 1

09 2

10 3


12 4B OR COUNTRY:

13


15 1

16 2

17 3


19 4B OR COUNTRY:

20 MC:

21 TYPE SEL






Inquiring into the Regular Vendor File Inquiry into the Regular Vendor File may be made by either name or number. Procedures for inquiring follow. On the Regular Vendor File Mini Menu screen or on the next request line on any Regular Vendor File screen, enter an “I” in the SEL field and either the vendor number or name. Inquiry by Number If inquiry was made by number, the Regular Vendor File Inquiry screen (shown on the next page and described below) will display. Lines 7 - 19 contain the SEQ, NAME, PURCHASING ADDRESS, PHONE NUMBER (if on record), SHORT NAME, REMITTANCE ADDRESS, LAST UPDATE DATE, MC and SC for each vendor sequence number. The MC‟s (Minority Vendor Classifications) are:

A – Non Minority B - Small Business (Qualifies under State and Federal Law) C - Small Business - Federal (Qualifies under Federal Law only) D.- MBE Federal E - Governmental Agencies F – Non-Profit Organization G - P.R.I.D.E. Certified Minority Business Enterprise H – African American I - Hispanic J – Asian/Hawaiian K - Native American M – American Woman Non-Certified Minority Business Enterprise N - African American O – Hispanic P – Asian/Hawaiian Q – Native American R – American Women Non-Profit Organization S – Minority Board of Directors T – Minority Employees U – Minority Community Service V – Other Non-Profit



The SC (Status Code) indicates what type of action has been taken relative to a vendor record. Existing Status Codes are:

A- added to the file but has never been used. U- has been used since added to the file. I- has been placed in an inactive status. D- to be deleted from the file.

To continue inquiring into vendors or to transfer to another screen, enter the appropriate SEL code and VENDOR ID or NAME (Inquiry only) on the next request line. To transfer to a different accounting function or screen input the appropriate TYPE and SEL codes. Regular Vendor File Inquiry Screen 01

02 VRI2 09/03/2007 08:37:39

03 REGULAR VENDOR FILE: INQUIRY VENDOR ID: V F 591995868 PAGE

04 SEQ NAME SHORT NAME LAST UPD VEI MC SC

05 PURCHASING ADDRESS REMITTANCE ADDRESS

06 --- ------------------------------- ------------------------------- -- --

07 001 A & B OFFICE MACHINES, INC. A&B OFFICE 10/17/2001A U

08 458 BILTMORE WAY 00000-0000

09 CORAL GABLES FL 22134-4512

10

11

12

13

14

15

16

17

18

19

20

21 TYPE SEL






Inquiry by Name If Inquiry into the Regular Vendor File was made by name, the Regular Vendor File Inquiry Screen below will display. If an exact match cannot be made on the file for the name specified, the system will display the next record on the file plus all subsequent vendors. (See an example of the Regular Vendor Inquiry by name screen below.) The following data will be displayed for each vendor:

Name Vendor ID Phone (if on record) Minority Code Purchasing Address

The next screen and vendor desired may be entered on line 22, the NEXT line. To transfer to a different accounting function or screen, input the appropriate TYPE and SEL codes on line 21. Regular Vendor File Inquiry Screen 01

02 VRI1 09/03/07 09:11:54

03 REGULAR VENDOR FILE: INQUIRY

04 PURCHASING ADDRESS

05 NAME: AVIS OFFICE SUPPLY COMPANY 1211 S. GADSDEN STREET

06 VENDOR ID: V F590000021001 QUINCY FL 32202-0000

07 MINORITY CODE: A

08

09

10 NAME: AVIS RENT-A-CAR SYSTEMS, INC. 6305 E. HILLSBOROUGH AVENUE

11 VENDOR ID: V F111998661003 TAMPA FL 33610-0000

12 MINORITY CODE: A

13

14

15 NAME: BARNES AND NOBLE 2555 N. MONROE STREET

16 VENDOR ID: V F445334223001 TALLAHASSEE FL 32301-0000

17 MINORITY CODE: A

18

19

20

21 TYPE SEL






Updating the Regular Vendor File To update an existing vendor record, enter a “U” in the SEL field and the vendor number, (including the sequence number) in the Vendor ID field on the Regular Vendor File Mini Menu screen or on the next request line of any Regular Vendor File screen. The screen shown below will display with the cursor positioned on the first field available for update. The only field that may not be updated is the Vendor Number. The following Status Code changes are allowed:

A to U, I, D U to I, D I to U, D D to I, U

Note: If MC (Minority Vendor code) is equal to „H‟ through „M‟, and Status Code (SC) is not equal to „A‟, then update to SC is not allowed. Regular Vendor File Update Screen 01

02 VRU1 09/03/2007 09:26:01

03 REGULAR VENDOR FILE: UPDATE VENDOR ID V F 445334223 001

04

05 NAME: BARNES AND NOBLE SHORT NAME: BARNES AND NOBLE



08 1 2555 N. MONROE STREET

09 2

10 3

11 4A CITY: TALLAHASSEE STATE: FL ZIP: 32301 -

12 4B OR COUNTRY:

13


15 1

16 2

17 3


19 4B OR COUNTRY:

20 MC: A SC: A

21 TYPE SEL






Statewide Vendor Files The Statewide Vendor File is used by most agencies. This file is maintained by the Department of Management Services and is a part of the SPURS subsystem. The file has been made accessible to agencies via the FLAIR system. MyFloridaMarketPlace (MFMP) vendors who register through the MFMP registration system are automatically added to the Statewide Vendor File. To access the Statewide Vendor File, a user would type “VS” in the TYPE field on any FLAIR screen and the following screen will display. This is an inquiry only screen for most users. Statewide Vendor File Inquiry Screen 01

02 VSMU 09/03/2007 09:43:19

03 STATEWIDE VENDOR FILE INQUIRY

04

05

06 IND NUMBER SEQ ZIP

07 VENDOR ID: -

08

09 OR

10

11 FIRST LINE OF VENDOR NAME:

12

13

14

15

16

17

18

19

20

21

22 TYPE SEL


24 CONT MAIN RFRSH

When inquiring by vendor name, in the Statewide Vendor File, the screen at the top of the next page will display. When inquiring by vendor number, the user will retrieve the screen shown at the bottom of the next page. For questions concerning the Statewide Vendor File, contact SPURS, at Department of Management Services.



Statewide Vendor File Inquiry by Name Screen 01

02 VSI2 07/08/2007 09:49:29

03 VENDOR FILE INQUIRY

04 PURCHASING ADDRESS

05 NAME WAL-MART STORES INC 768 S JEFFERSON

06 VENDOR ID: F710794416064 COOKEVILLE TN 38501-0000

07 PHONE: (000) 000-0000

08 MINORITY CODE: A VEI:

09

10 NAME WAL-MART STORES INC 2627 UNIVERSITY BLVD W

11 VENDOR ID: F710794416065 TAMPA FL 33612-0000

12 PHONE: (813) 558-5642


14

15 NAME WAL-MART STORES INC 1802 US HIGHWAY 1 S

16 VENDOR ID: F710794416068 ROCKLEDGE FL 32955-2822

17 PHONE: (000) 000-0000


19

20

21 TYPE SEL

22 VENDOR ID: - NAME:



Statewide Vendor File Inquiry by Number Screen 01

02 VSI1 07/08/2007 09:37:11

03 STATEWIDE VENDOR INQUIRY VENDOR ID: F 710794416 PAGE 1

04 SEQ NAME SHORT NAME

05 PURCHASING ADDRESS REMITTANCE ADDRESS VEI MC SC

06 --- ------------------------------- ------------------------------- --- -- --

07 064 WAL-MART STORES INC WAL-MART STORES A

08 768 S JEFFERSON 768 S JEFFERSON

09 COOKEVILLE TN 38501-0000 COOKEVILLE TN 38501-0000

10 PHONE NUMBER (000) 000-0000 LAST DATE USED: 10/14/2002

11

12

13

14 --- ------------------------------- ------------------------------- --- -- --

15 065 WAL-MART STORES INC WAL-MART STORES A

16 2627 UNIVERSITY BLVD W 2627 UNIVERSITY BLVD W

17 TAMPA FL 33612-0000 TAMPA FL 33612-0000

18 PHONE NUMBER (813) 558-5642 LAST DATE USED: 12/27/2002

19

20

21 TYPE V SEL

22 VENDOR ID: - NAME:





Employee Vendor File The Employee Vendor File was developed to provide each agency with a unique on-line file of Employee Vendors. Employee vendors are employees of the agency who are owed money outside of their regular salary for agency-approved expenditures, primarily travel expenses. This file is not to be used to record payments to regular vendors. Each agency establishes this file at its operating level by adding employees that are also vendors to the file. The Employee Vendor Identification number consists of two sub-elements:

1. Vendor Type - Employee Vendors have a Vendor Type of “E”. 2. Vendor Number - The Employee's Social Security Number.

The following is an example of an Employee Identification Number:

Type Number E 999999999

Accessing the Employee Vendor File To access the Employee Vendor File enter "VE" in the TYPE field at the bottom of any screen and depress the ENTER key. The Employee Vendor File Mini Menu screen shown on the next page will display. Procedures for use of this screen are described below. On line 8, in the SELECT field, enter the appropriate selection code for the function to be performed. The selection codes available are:

I - inquire by vendor last name or number. A - add new vendors by vendor number only. U - update existing vendors by vendor number only.

In the VENDOR NUMBER field, enter the employee‟s Social Security number if applicable. This element is optional for inquiry but required when adding or updating vendors. In the LAST NAME field, enter the employee‟s last name (for inquiry only). Depress the ENTER key and the requested screen will be displayed.



Employee Vendor File Mini Menu Screen 01

02 VEMU 09/03/07 10:44:09

03 EMPLOYEE VENDOR FILE: MINI MENU

04

05

06

07

08 SELECT VENDOR NUMBER LAST NAME

09 E

10

11

12 SELECTIONS




16

17

18 * * * ENTER : SELECTION AND (NUMBER OR NAME) * * *

19

20

21

22 TYPE SEL


24 CONT MAIN RFRSH

Adding a New Vendor to the Employee Vendor File An Employee Vendor number may not be used in a transaction unless that employee name and number have first been added to the Employee Vendor File. The procedures for adding a new vendor to the file are described below. After signing on and accessing the Employee Vendor File Mini Menu screen, or using the next request line on any Employee Vendor File screen, enter an “A” in the SEL field and the employee's social security number or other applicable number in the VENDOR NUMBER field. The LAST NAME field must be left blank. Depress the ENTER key and the Employee Vendor File Add screen will display (see next pages). Procedures for use of the Employee Add screen are described below. On line 6, in the VENDOR NUMBER field, the employee‟s Social Security number will display as entered from the mini menu. This field is protected. In the LAST NAME field, enter the employee's last name and any suffix. This field is required input and contains 16 alphanumeric characters. In the FIRST NAME field, enter the employee‟s first name. This field is required input and contains 16 alphanumeric characters. In the MI (MIDDLE INITIAL) field, enter the employee‟s middle initial. This field is optional



input and contains one alphanumeric character. In the SHORT NAME field, enter an abbreviated version of the employee‟s name to be printed on reports when space precludes printing of the employee‟s full name. This field is required input and contains 16 alphanumeric characters. Lines 9 – 18, include optional fields that are available for input. On lines 9 - 11, the operator may enter the employee‟s mailing address. Each line contains 31 alphanumeric characters. On lines 12 - 13, either the city, state and zip code on line “4A” or the employee‟s country (if outside the United States) on line “4B” must be entered if the employee‟s address is entered on lines 9 - 11. City contains 16 alphanumeric characters; State, 2; and Zip code is 9 numeric. Line “4B” contains 31 alphanumeric characters. On line 16, in the ORGANIZATION field, the operator may enter the employee‟s organization level. On line 18, in the OTHER IDENTIFICATION NUMBER field, the operator may enter any identifying code other than the employee‟s social security number, (i.e. employee number, badge number, vehicle number, etc). This field contains 9 numeric characters. Also on line 18, in the DESCRIPTION field, the operator may enter any other information relating to the employee. This field contains 16 alphanumeric characters. On line 20, is the STATUS field. Regardless of what is input in this field, an “A” will be system generated when the record is added, and it may be viewed on an inquiry screen. To continue adding vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (inquiry) on line 22, the next request line. Also on line 22, the appropriate TYPE and SEL may be used to transfer to another function. If the user does not use the next request line nor TYPE and SEL, when the PF3 key is depressed, the Employee Vendor File will be updated and the Employee Vendor File Mini Menu screen will display.



Employee Vendor File Add Screen 01

02 VEA1 09/03/2007 10:58:38

03 EMPLOYEE VENDOR FILE: ADD

04

05 VENDOR NUMBER LAST NAME FIRST NAME M I SHORT NAME

06 E 333456778

07

08

09 ADDRESS: 1

10 2

11 3

12 4A CITY: STATE: ZIP CODE: -

13 4B OR COUNTRY:

14

15

16 ORGANIZATION: 00 00 00 00 000

17

18 OTHER IDENTIFICATION NUMBER: DESCRIPTION:

19

20 STATUS:

21

22 SEL: VENDOR NUMBER: E NAME: TYPE: SEL:



Inquiring into the Employee Vendor File Inquiry into the Employee Vendor File is allowed either by name or number. Procedures for inquiry are described below. After signing on and accessing the Employee Vendor File Mini Menu screen, or using the next request line on any Employee Vendor File screen, enter an "I" in the SELECT (SEL) field and either the employee's social security number or name. Depress the ENTER key and the requested screen will display. Inquiry by Name If inquiry into the Employee Vendor File was made by last name the Employee Vendor File Inquiry by Name screen will display (see next pages). A description of this screen follows. The system will search the Employee Vendor File for an exact match of the name entered. An alphabetical listing, beginning with the name inquired upon, will be displayed. The following information will be listed for each vendor.

Vendor Number Organization Last Name Status Code (SC) First Name MI (Middle Initial)





Paging forward through the file may be achieved by depressing the PF8 key until the "END OF SEARCH" message is displayed. The operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function. To continue inquiring into vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (Inquiry only) on the next request line. Employee Vendor File Inquiry by Name Screen 01

02 VEI1 09/03/07 11:14:10

03 EMPLOYEE VENDOR FILE: INQUIRY BY NAME

04

05 VENDOR NUMBER LAST NAME FIRST NAME M I ORGANIZATION S C

06

07 E270889442 BYRD EARL E U

08 E299447993 KLEIN IDA 85 00 00 00 000 U

09 E261071138 MELLOW MARCIA U

10 E111111111 PAYROLL VENDOR U

11 E236520402 RECONWITH AMANDA U

12 E043978166 YOUZERS BILL D U

13

14

15

16

17

18

19

20

21

22 SEL: VENDOR NUMBER: E NAME: TYPE SEL





Inquiry by Number If inquiry into the Employee Vendor File was made by number, the Employee Vendor File Inquiry by Number screen will display. The following data will be displayed on this screen:

Vendor Number Vendor Name Short Name Address Organization Other Identification Number Description Purge Code Status Code

The Purge Code indicates the last digit of the fiscal year in which the vendor record was last used. Paging forward through the file may be achieved by depressing the PF8 key until the "END OF SEARCH" message is displayed. To continue inquiring into vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (Inquiry only) on line 21, the next request line. Depress the ENTER key and the requested screen and vendor record will be displayed. Employee Vendor File Inquiry by Number Screen 01

02 VEI2 09/03/07 11:27:02

03 EMPLOYEE VENDOR FILE: INQUIRY BY NUMBER

04


06 E 261071138 MELLOW MARCIA MELLOW

07

08

09 ADDRESS: P.O. BOX 210

10 TALLAHASSEE FL 32312-0210

11

12

13

14

15 ORGANIZATION: 85 10 02 00 000

16

17 OTHER IDENTIFICATION NUMBER: DESCRIPTION: RECONCILIATION SEC

18

19 PURGE CODE: 9 STATUS: U

20


22





Updating the Employee Vendor File To change any information on an Employee Vendor File record, enter a "U" in the SELECT (SEL) field and the employee's social security number in the VENDOR NUMBER field on the Employee Vendor File Mini Menu screen or on any Employee Vendor File Screen. The NAME field must be left blank. Depress the ENTER key and the Employee Vendor File Update screen, as shown on the next page, will be displayed. Procedures for the use of this screen are described below. The following data elements are displayed for the Employee Vendor:

Vendor Number Vendor Name (Last Name, First Name, MI) Short Name Address Organization Other Identification Number Description Purge Code

Status All elements, except Vendor Number and Purge Code, may be changed by tabbing to the appropriate fields, typing in the correct information, and depressing the ENTER key. The following Status Code changes are allowed:


To continue updating vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (Inquiry only) on line 22, the next request line. Depress the ENTER key, the displayed vendor record will be updated, and the requested screen and vendor record will be displayed. Alternatively, on line 22, TYPE and SEL may be used to transfer to a different function.



Employee Vendor File Update Screen 01

02 VEU1 09/03/2007 11:41:21

03 EMPLOYEE VENDOR FILE: UPDATE

04


06 E 270889442 BYRD EARL E BYRD

07

08

09 ADDRESS: 1 1702-B BARRON LANE

10 2

11 3

12 4A CITY: MIAMI STATE: FL ZIP CODE: 33303 - 5489

13 4B OR COUNTRY:

14

15

16 ORGANIZATION: 85 20 00 00 000

17


19


21




Client Vendor Files The Client Vendor File was developed to provide each agency with a unique on-line file of Client Vendors. This file should not be used for payments to regular vendors. Each agency builds its own Client Vendor File at its operating level by adding clients to the file. The Client Identification Number consists of two sub-elements.

1. Vendor Type - Client Vendors have a Vendor Type of "C".

2. Vendor Number - The Client's identification number. (Social Security number or other identifying number.)

The following is an example of a Client Vendor Identification Number:

Type Number C 999999999

Accessing the Client Vendor File To access the Client Vendor File enter "VC" in the TYPE field at the bottom of any screen and



depress the ENTER key. The Client Vendor File Mini Menu will display. Procedures for use of this screen are described below. On line 6, in the SELECT (SEL) field, enter the appropriate selection code for the function to be performed. The select codes available are:

I - inquire by vendor name or number. A - add new vendors to the Client Vendor File by vendor number only. U - update existing vendors by vendor number only.

In the VENDOR NUMBER field, enter the Client's 9-digit identification number, if applicable. This element is optional for inquiry, but required when adding or updating vendors. In the VENDOR NAME field, enter the Client's name (for inquiry only). Depress the ENTER key and the requested screen will be displayed. Client Vendor File Mini Menu Screen 01

02 VCMU 09/03/07 12:53:18

03 CLIENT VENDOR FILE MINI MENU

04

05 SELECT VENDOR NUMBER VENDOR NAME

06 C

07

08

09 SELECTIONS




13

14

15 * * * ENTER : SELECTION AND (NUMBER OR NAME) * * *

16

17

18

19

20

21

22 TYPE SEL


24 CONT MAIN RFRSH

Adding a New Vendor to the Client Vendor File To use a Client Vendor not on the Client Vendor File, the vendor must first be added to the file. The procedures for adding a new client vendor are described below. After signing on and accessing the Client Vendor File Mini Menu Screen, or using the next



request line on any Client Vendor File screen, enter an "A" in the SELECT (SEL) field and the Client's 9-digit number in the VENDOR NUMBER field. The NAME field must be blank. Depress the ENTER key and the Client Vendor File Add screen will display (see next pages) Procedures for use of this screen are described below. On line 6, in the VENDOR NUMBER field, the Client's 9-digit identification number will display as entered. This field is protected. On lines 6 and 7, in the VENDOR NAME field, enter the Client's name. This field contains 2 lines with 31 alphanumeric characters each. On Line 6, in the SHORT NAME field, enter an abbreviated version of the Client's name to be printed on reports when space precludes printing of the Client's full name. This field contains 16 alphanumeric characters. Lines 9 - 17 contain optional fields available for input. On lines 9 - 11 you may enter the Client's mailing address. Each line contains 31 alphanumeric characters. On lines 12 - 13, either the Client's city, state and zip code on line "4A" or the Client's country (if outside the United States) on line "4B" must be entered if the client's address is entered on lines 9-11. The system will not accept input on both lines. City contains 16 alphanumeric characters; State, 2, and Zip code is 9 numeric characters. Line "4B" contains 31 alphanumeric characters. On line 15, in the ORGANIZATION field, the operator may enter the organization level related to the client. This field is optional and defaults to zeros if left blank. On line 17, beside the OTHER IDENTIFICATION NUMBER field, enter any identifying code other than the Client's Vendor number (i.e. case number, student number, social security number.) This field contains 9 numeric characters. Also on line 17, in the DESCRIPTION field, enter any other identifying information relative to the Client. This field contains 16 alphanumeric characters. On line 19, the STATUS field will automatically display with a Status Code of "A". This code denotes that the vendor is being added to the file and has never been used. On line 21, TYPE and SEL codes maybe be entered to transfer to another screen or accounting function.



To continue adding vendors or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (Inquiry only) on line 22, the next request line. Depress the ENTER key, the Client Vendor will be added to the Client Vendor File, and the system will display the requested screen. If the next request line is left blank and TYPE and SEL are left blank, the user may depress the PF3 key to. process the request. The Client Vendor File will be updated, and the Client Vendor File Mini Menu screen will display. Client Vendor File Add Screen 01

02 VCA1 09/03/2007 13:13:43

03 CLIENT VENDOR FILE ADD

04

05 VENDOR NUMBER VENDOR NAME SHORT NAME

06 C 267558846

07

08

09 ADDRESS: 1

10 2

11 3

12 4A CITY: STATE: ZIP CODE: -

13 4B OR COUNTRY:

14

15 ORGANIZATION: 00 00 00 00 000

16


18

19 STATUS: A

20

21 TYPE SEL

22 SEL: VENDOR NUMBER: C NAME:



Inquiring into the Client Vendor File Inquiry into the file is allowed either by name or number. Procedures for inquiring into the Client Vendor File are described below. After signing on and accessing the Client Vendor File Mini Menu screen, or using the next request line on any Client Vendor File screen, enter an "I" in the SELECT (SEL) field and either the client's 9-digit vendor number or name. Depress the ENTER key and the requested screen will be displayed. Inquiry by Name If inquiry into the Client Vendor File was made by last name, the Client Vendor File Inquiry By Name screen will display. A description of this screen follows below.



The system will search the Client Vendor File for an exact match of the name entered. An alphabetical listing, beginning with the name inquired upon, will be displayed. If no exact match is found, the next record on file and all subsequent records display. The following information will be listed for each vendor.

Vendor Number Vendor Name Organization SC (Status Code)



Paging forward may be achieved by depressing the PF8 key until the "END OF SEARCH" message is displayed. The operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function. To continue inquiring into vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (for Inquiry only) on the next request line. Depress the ENTER key and the next requested screen and vendor record will display.



Client Vendor File Inquiry by Name Screen 01

02 VCI1 09/03/07 13:31:49

03 CLIENT VENDOR FILE INQUIRY BY NAME

04

05 VENDOR NUMBER VENDOR NAME ORGANIZATION SC

06

07 C108754346 GRETZ, MYRA 85 20 01 00 000 U

08 C499185732 KLEIN, IDA U

09 C134780012 MONEY, XAVIER 85 10 00 00 000 A

10 C568128778 PRESLEY, ELVIS D

11 C261872358 SHOWERS, APRIL U

12

13

14

15

16

17

18

19

20

21 TYPE SEL




Inquiry by Number If inquiry into the Client Vendor File was made by number the Client Vendor File Inquiry by Number screen will display (see next pages). The following data will be displayed.

Vendor Number Vendor Name Short Name Address Organization Other Identification Number Description Purge Code SC (Status Code)

The Purge Code indicates the last digit of the fiscal year in which the vendor record was last used. Paging forward through the file may be achieved by depressing the PF8 key until the “END OF SEARCH” message is displayed. On line 21, the operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or function.



On line 22, the NEXT line, you may enter the appropriate SEL code and VENDOR NUMBER or NAME for the next desired screen and vendor record. Depress the ENTER key and the requested screen and vendor record will be displayed. If "END OF SEARCH" is reached and the next request line is left blank, by depressing the PF3 key the Client Vendor File Mini Menu screen will be displayed. Enter the appropriate TYPE and SEL codes to transfer to another function if so desired.

Client Vendor File Inquiry by Number Screen 01

02 VCI2 09/03/07 13:54:10

03 CLIENT VENDOR FILE INQUIRY BY NUMBER

04


06 C 108754346 GRETZ, MYRA MGZ

07

08

09 ADDRESS: 2780 HOLLYWOOD BOULEVARD

10 HOLLYWOOD CA 98821-0000

11

12

13

14 ORGANIZATION:

15

16


18


20

21 TYPE SEL






Updating the Client Vendor File To change any information on a Client Vendor File record, enter a "U" in the SELECT (SEL) field and the Client's 9-digit number in the VENDOR NUMBER field on the Client Vendor File Mini Menu screen or on the next request line of any Client Vendor File screen. The NAME field must be left blank. Depress the ENTER key and the Client Vendor File Update screen will display (see next pages). Procedures for the use of this screen are described below. The following data elements are listed for the Client Vendor:

Vendor Number Vendor Name Short Name Address Organization Other Identification Number Description Purge Code Status

All elements, except VENDOR NUMBER and PURGE CODE, may be changed by tabbing to the appropriate field, typing in the correct information, and depressing the ENTER key. The following Status Code changes are allowed:


On line 21, the operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function. To continue updating vendors, or to transfer to another screen, enter the appropriate SEL code and VENDOR NUMBER or NAME (Inquiry only) on line 22, the next request line. Depress the ENTER key and the displayed vendor record will be updated and the requested screen and vendor record will be displayed.



Client Vendor File Update Screen 01

02 VCU1 09/03/2007 15:22:37

03 CLIENT VENDOR FILE UPDATE

04


06 C 134780012 MONEY, XAVIER MONEY

07

08

09 ADDRESS: 1 305 MONROE STREET

10 2

11 3

12 4A CITY: TALLAHASSEE STATE: FL ZIP CODE: 32302 - 0000

13 4B OR COUNTRY:

14

15 ORGANIZATION:

16


18

19 PURGE CODE: 6 STATUS: A

20

21 TYPE SEL




Account Description Files The Account Description File is a centralized file of all valid FLAIR Account Codes (29-digit) and their titles. It is used to provide account code titles for vouchers, to ensure that only valid FLAIR Accounts are entered in transactions, and to validate JT vendors. The AD function allows inquiry into FLAIR Account Codes for all accounts statewide. It also allows agencies to add agency specific Local, Clearing Fund and Revolving Fund accounts. Accounts may also be added to this file by the Department of Financial Services and by the agency through the New Accounts (NA) function (see chapter 29). The FLAIR account code consists of the following eight sub-elements.

1. Organization Level 1 (L1) 2. GAAFR Fund Type (GF) 3. State Fund Type (SF) 4. Fund Identifier (FID) 5. Budget Entity (BE) 6. Internal Budget Indicator (IBI) 7. Category (CAT) 8. Appropriation Year (YR)



The first six sub-elements comprise the Vendor Identification Number to be used when recording Encumbrances, Disbursements, and/or Payables to another state fund. The following is an example of the Vendor Identification Number to be used:

L1 GF SF FID BE IBI 99 99 9 999999 99999999 99

Accessing the Account Description File To access the Account Description File, enter "AD" in the TYPE field at the bottom of any screen and depress the ENTER key. The Account Description File Mini Menu will display (see next pages). Procedures for using this screen are described below. On line 8, the operator may enter the appropriate codes to add, update, or inquire.

SEL enter "A" to add, "I" to inquire, or "U" to update. L1 Organization L1, two numeric. GF GAAFR Fund Type, two numeric.

SF State Fund Type, one numeric. FID Fund Identifier, six numeric. BE Budget Entity, eight numeric. IBI Internal Budget Indicator, two numeric. CAT Appropriation Category or Revenue Source, six numeric. YR Appropriation Year, two numeric.

After completing line 8, depress the ENTER key and the requested screen will display. On line 21, the operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function.



Account Description File Mini Menu Screen 01

02 ADMU 09/03/07 16:07:19

03 ACCOUNT DESCRIPTION FILE MINI MENU

04

05

06 ACCOUNT CODE

07 SEL L1 GF SF FID BE IBI CAT YR

08

09

10

11

12

13

14

15

16 SELECTIONS

17 A - ADD

18 I - INQUIRY

19 U - UPDATE

20

21 TYPE SEL

22


24 CONT MAIN RFRSH

Inquiring into the Account Description File To inquire into the Account Description File by Account Code use line 8 on the Account Description File Mini Menu or the next request line on any Account Description File screen. The operator should input a Select Code of "I" and either the entire account code or sub-define the account code from left to right without skipping any of the account code components. That is, a Select Code of "I", L1 of "85", and GF of "10" will begin the inquiry with the first account code having GAAFR fund “10” for department “85”. The system ignores any data entered after a skipped (blank) field. The Inquiry by Account Code screen shown on the next page is described below. Lines 9 - 19, beneath the appropriate field titles, up to three records will be displayed with the following data codes:

L1 Organization Level 1 GF GAAFR Fund SF State Fund FID Fund Identifier BE Budget Entity IBI Internal Budget Indicator CAT Appropriation Category or Revenue Source YR Appropriation Year



SC Status Code; denotes what action has been taken relative to the

account code. I - inactive U - available for use. D - to be deleted.

SHORT DESC the abbreviated description of the code. DESCRIPTION two line Account Code Title

On line 21, the operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function. On line 22, the next request line, the search criteria for the next Account Code to be displayed may be entered. Depress the ENTER key and the requested screen will be displayed. Account Description File Inquiry by Account Code Screen 01

02 ADI1 09/03/07 16:21:38

03 ACCOUNT DESCRIPTION FILE INQUIRY BY ACCOUNT CODE

04

05 X L1 GF SF FID BE IBI CAT YR SC SHORT DESC

06 DESCRIPTION LINE 1


08

09 85 10 1 000001 85100000 00 000000 00 U SS ONLY

10 DIV. OF ADM - GEN. REV.

11 SAMAS CLA

12

13 85 10 1 000001 85100000 00 001100 00 U SS ONLY

14 GEN. REV. - MISC. REV.

15 SAMAS CLA

16

17 85 10 1 000001 85100000 00 001800 00 U SS ONLY

18 DIV. OF ADM. - G/R - REFUNDS

19 SAMAS CLA

20

21 SEL L1 GF SF FID BE IBI CAT YR TYPE SEL

22 ACCOUNT CODE:


24 MINI MAIN RFRSH TOP FWD



Adding to the Account Description File The following procedure should be used to add local fund accounts (State Fund = 8) to the Account Description File. If a Select Code of "A" and an Account Code were entered on line 8 of the Account Description File Mini Menu screen or the next request line of any Account Description File screen, the Account Description File Add Screen on will display (see next pages). This screen is described below. On Line 9, the following fields will display protected the data entered on the request screen.

L1 Organization Level 1 GF GAAFR Fund SF State Fund; must equal "8" FID Fund Identifier BE Budget Entity IBI Internal Budget Indicator CAT Appropriation Category or Revenue Source YR Appropriation Year SC Status code; System generated "U"

On lines 9 - 11, the operator should enter the appropriate data in the following fields:

SHORT DESC the abbreviated version of the account title; required field; 16 alphanumeric.

DESCRIPTION Two line Account Code Title; 31 alphanumeric per line: Line 1,

required field; Line 2, optional field. On line 21, the operator may enter the appropriate TYPE and SEL codes to transfer to a different screen or accounting function. On line 22, the NEXT line, the next Account Code to be added, updated, or inquired upon may be entered. Depress the ENTER key and the requested add/update/inquiry screen will be displayed.



Account Description File Add Screen 01

02 ADA1 09/03/07 16:38:33

03 ACCOUNT DESCRIPTION FILE ADD

04

05 L1 GF SF FID BE IBI CAT YR SC SHORT DESC



08

09 85 74 8 090001 85100000 00 000000 00 U COLL CLR FND

10 CLEARING FUND FOR COLLECTIONS

11 BANK COLLECTIONS FOR FEES

12

13

14

15

16

17

18

19

20


22 ACCOUNT CODE:



Updating the Account Description File User agencies may update local fund accounts for those local funds previously added to the Account Description File (State Fund = 8) at the agency. If the Select Code of "U" and an Account Code were entered on line 8 of the Account Description File Mini Menu screen or the next request line of any Account Description File Screen, the Account Description File Update will display (see next pages). This screen is described below. On Lines 9 - 11, the following fields will display the record as it currently exists.

L1 Organization Level 1 GF GAAFR Fund SF State Fund; must equal "8" FID Fund Identifier BE Budget Entity IBI Internal Budget Indicator CAT Appropriation Category or Revenue Source



YR Appropriation Year SC Status code SHORT DESC The abbreviated description DESCRIPTION Two line Account Code Title

The operator may tab to any of these fields and make whatever change is necessary. On line 21, the operator may enter the appropriate TYPE and SEL fields to transfer to a different screen or accounting function. On line 22, the NEXT line, the next Account Code to be added, updated, or inquired upon may be entered. Depress the ENTER key and the requested add/update/inquiry screen will be displayed. Account Description File Update Screen 01

02 ADU1 09/03/07 16:51:50

03 ACCOUNT DESCRIPTION FILE UPDATE

04

05 L1 GF SF FID BE IBI CAT YR SC SHORT DESC



08

09 85 74 8 010001 00000000 00 000000 00 U SS ONLY

10 REVOLVING FUND FOR TRAVEL

11 SAMAS CLA

12

13

14

15

16

17

18

19

20


22 ACCOUNT CODE:





CHAPTER 6 EXPANSION FILES (EX)

The Expansion Files are auxiliary files designed to reduce the input needed to record an accounting transaction. There are certain data code relationships that are common to many accounting transactions. These established relationships may be recorded on the Expansion Files, and as a transaction is entered, these predetermined codes will be automatically retrieved from the Expansion Files and included in the transaction, that is, the transaction will be expanded. This expansion process limits the amount of information that must be typed when a transaction is entered, thereby reducing input errors and reducing accounting inaccuracies. The Expansion Files are created by each agency prior to implementing FLAIR. They consist of two separate files - the Expansion Option File and the Expansion Set File. These two files contain different accounting code relationships and are linked together by the Set Indicator, which is included on both the Expansion Option record and the Expansion Set Record. The Expansion Option File contains user-defined relationships between specific organizational units and different data elements such as fund, state program, budget entity, other cost accumulator, contract, etc. Each record on the file will define a unique combination of these data elements. Thus, each organizational unit for which accounting data is to be recorded will have one or more Expansion Option records. The Expansion Set File contains the object code, general ledger code, and category/revenue source relationships that an agency plans to use. It is established at the agency's operating level, which is the organizational level at which the agency maintains independent accounting records. An Expansion Set is a group of Expansion Set records with the same Set Indicator. An Expansion Set Record will be established for each unique combination of data elements carried on the Set File. Since each Expansion Set will contain many unique Expansion Set records and since Expansion Sets are established at the agency's Operating Level, an agency may have a limited number of Expansion Sets. These sets will then be used in conjunction with many different Expansion Option records. To access the Expansion Files and expand a transaction (on any accounting input screen), the operator will enter an Organization Code, Expansion Option Code and an Object Code. The Organization and Expansion Option Code will cause the system to retrieve a particular Expansion Option record from the Expansion Option File and include it in the entered transaction. The Set Indicator from the Expansion Option record links an Expansion Option to a particular set on the Expansion Set File. The Object Code entered with the transaction identifies the specific record within the Expansion Set to be retrieved and used in the transaction. Once the system has retrieved the appropriate Expansion Option and Expansion Set records, the retrieved information will be included in the transaction and the expansion process is complete.



The following Expansion File Functions will be covered in the following pages of this chapter: Expansion File Mini Menu Expansion Set Files Expansion Option Files Ownership Fund Correlation Budget Entity / State Program Table

Establishing the Expansion File To establish the Expansion Files, an agency must first closely examine its organizational and accounting structure. Management should have a thorough understanding of agency appropriations, approved budget, the breakdown of allotments, and at which organizational levels expenditures are charged. Also, management will need to know program areas in which expenditures will be recorded, the GAAFR Fund classifications for the agency State Fund types, whether clearing and revolving funds will be used, whether any contracts and grants are used and which, if any, balances on the Available Balance File are to be checked for encumbrances, encumbrance changes, payables, encumbered disbursements, payable disbursements, and unencumbered disbursements. The Expansion File Mini Menu Screen This screen is used to select the appropriate screen to add, inquire or update Expansion Set records, Expansion Option records, Automated External General Ledger records, Ownership Fund Correlation records, or inquire into the Budget Entity/State Program table. To access this screen, select the Expansion function by entering 'EX' in the TYPE field on any transaction screen. The Expansion File Mini-Menu screen on page 5 will display. The following selection codes are available:

A - Add screens

I - Single inquiry screens

U - Single update screens

M -Multiple Inquiry screens

X - Multiple Update screens Procedures for using this screen are described below. Line 5, the first input line, is used to access Expansion Option screens. To request an Expansion Option screen, enter data beneath the following fields (as appropriate):



SEL Select Codes A, I, U, M, or X (required)

L1 L2 L3 L4 L5 the user's organization code (required for add or update screen,

only L1 required for inquiry).

OPTION the option number (required for add screen, optional for others).

VERSION the version number of an option (unacceptable for add screen, optional for others).

Depress the ENTER key, and the requested screen format will display. Line 8, the second input line, is used to access Expansion Set screens. To display an Expansion Set Screen, enter data under the fol1owing fields:

SEL Select codes A, M, or X (required)

SET INDICATOR the set number (required for add and update screens, optional for inquiry screen)

OBJECT object code (required for add and update screens, optional for

inquiry screen). Depress the ENTER key and the requested screen format will display. Line 11, the third input line, is used to locate set records when the set indicator is not known but the option number and user‟s organization are known. To recall set records by option number, enter data under the following fields:

SEL Select code I/M (required). L1 L2 L3 L4 L5 the user's organization code (required). OPTION the option number (required). VERSION the version number of the option (optional).

OBJECT object code (optional).

Depress the ENTER key and the requested screen format will display. Line 14, the last input line, is used to access Ownership Fund Correlation screens. To request an ownership Correlation Screen, please refer to the FLAIR Property Subsystem Procedures Manual for the explanation.



Lines 17 and 18 are used to access the Budget Entity/State Program Inquiry screen. To display the BE/SP Inquiry screen, enter data under the following fields:

SEL Select code M (required).

BUDGET ENTITY BE number (required). A screen similar to the one on page 36 will display. Lines 23 and 24 indicate the following available Program Functions:

PF4 - returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made.

Expansion File Mini Menu Screen 01

02 EXMU EXPANSION FILE MINI-MENU 08/09/2007 14:51:27

03

04 SEL L1 L2 L3 L4 L5 OPTION VERSION

05 OPTION - ADD INQUIRY UPDATE

06

07 SEL SET INDICATOR OBJECT

08 SET - ADD INQUIRY UPDATE

09

10 SEL L1 L2 L3 L4 L5 OPTION VERSION OBJECT

11 SET - INQUIRY BY OPTION

12

13 SEL GF SF FID GF SF FID BE IBI

14 OWNERSHIP FUND CORRELATION 80 9

15 (ADD, INQUIRY, UPDATE) (OWNERSHIP FUND) (PURCHASING FUND)

16

17 SEL BUDGET ENTITY

18 BE / SP - INQUIRY

19

20 SELECT CODES

21 A = ADD M = MULTIPLE INQUIRY U = SINGLE UPDATE

22 I = SINGLE INQUIRY X = MULTIPLE UPDATE TYPE SEL


24 CONT MAIN RFRSH



Expansion Set File The Expansion Set files establish accounting relationships. An Expansion Set contains many individual records with the same Set Indicator but with a unique Object Code. Expansion Set records are established at the agencies‟ operating level. This will usually be at Level 1, the department level. The accounting codes included on the Expansion Set File are: 1. Object Code 2. Set Indicator (SI) 3. Appropriation Category/Revenue Source (CAT) 4. Year (YR) 5. General Ledger Code (GL) 6. Allotment Level Indicator (ALI) 7. Grant Allotment Level Indicator (GTALI) 8. Contract Allotment Level Indicator (CTALI) 9. Project Allotment Level Indicator (PJALI) 10. External General Ledger (EGL) 11. External Category (ECAT) 12. External Object Code (EOB) 13. Status Code (SC) Of the thirteen codes on the Expansion Set record, five are required. They are: 1. Object Code 2. Set Indicator (SI) 3. Appropriation Category/Revenue Source (CAT) 4. Year (YR) (will default to “00” if left blank) 5. General Ledger Code (GL) The Allotment Level Indicator, GT, CT, and PJ Allotment Level Indicators, External General Ledger, External Category, and External Object Code are optional. If the Allotment Level Indicators are used on an expansion set record, the system will choose the indicator on the set record and ignore the indicator on the expansion option record. However, if the Allotment Level Indicator or the GT, CT, and/or PJ Allotment Level Indicators are left blank, the system will automatically use the corresponding indicator on the Expansion Option record. The Status Code is programmatically assigned a status "A" when an Expansion Set record is added. The user may then make the following status codes changes: A to I - from active to inactive. A to D - from active to deleted. D to I - from deleted to inactive. D to A - from deleted to active. I to A - from inactive to active. I to D - from inactive to deleted.



Expansion Set records do not have single inquiry or update capabilities, only multiple inquiry and update. On the multiple update screen, the only fields that may not be updated are the Set Indicator (SI) and the Object Code. All other codes may be changed. Selected codes on an Expansion Set record may be overridden on the single input screens for transactions. These codes are: 1 - Appropriation Category/Revenue Source (CAT) 2 - General Ledger Code (GL) 3 - Year (YR) 4 - External General Ledger Code (EGL) 5 - External Category (ECAT) 6 - External Object Code (EOB) When entering transactions into FLAIR, it is important to keep in mind that the system does not allow data to be changed (or overridden) on the multiple input screens. When establishing Expansion Set records, the ability to override these codes will be a factor in determining the number of Expansion Set records needed. When determining what Expansion Set records to establish, management should attempt to limit the number of Expansion Sets. Generally, expenditure and revenue General Ledger and Object Codes will be included in the Expansion Set record. Unless an agency has governmental (GF=10,20,30,40,72), proprietary (GF=50,60), and fiduciary acting as proprietary (GF=71,73,74,76) funds and/or receives lump sum or special appropriations, most of the Object Code, General Ledger, and Category combinations can be included on one Set. The Expansion Set Add Screen This screen is used to add records to the Expansion Set File. To access this screen, enter the following codes on line 9 of the Expansion File Mini Menu screen or on the next request line of any Expansion Set screen, and depress the ENTER key. Enter an "A" in the SEL field, the set indicator in the SET INDICATOR (SI) field, and the object code in OBJECT. The Expansion Set Add screen will display (see next pages). The procedures for adding a set record to the Expansion Set File are described below. On line 5, the object code entered on the Expansion Mini Menu screen or next request line will display. This is a required field, but it is not protected. On line 6, the set indicator entered on the Expansion Mini Menu screen or next request line will be displayed. This is a required field, but may be changed. On lines 7 - 16, enter data to the right of the appropriate field titles. The cursor will move to the next available input field.



CATEGORY 6 numeric; required; must be on Title File. YEAR 2 numeric; optional. GENERAL LEDGER 5 numeric; required; must be on Title File. ALLOTMENT LEVEL 1 alphanumeric; optional; if entered, it INDICATOR overrides the Allotment Level Default on the Expansion

Option Record. GRANT ALLOTMENT 1 alpha; optional; if entered, it overrides LEVEL INDICATOR the Grant Allotment Level Default on the Expansion Option

Record. CONTRACT ALLOTMENT 1 alpha; optional; if entered, it overrides LEVEL INDICATOR the Contract Allotment Level Default on the Expansion Option

Record

PROJECT ALLOTMENT 1 alpha; optional; if entered, it overrides LEVEL INDICATOR the Project Allotment Level Default on the Expansion

Option Record.

EXTERNAL GENERAL 3 alphanumeric; optional; if LEDGER entered,must be on the Title File. EXTERNAL CATEGORY 6 alphanumeric; optional; if entered, must be on the Title

File. EXTERNAL OBJECT 3 alphanumeric; optional; if entered, CODE must be on the Title File.

On Line 17, the status code is assigned an "A" (Active) by the system and is a protected field. To add additional Set Records, depress the ENTER key after entering all required data on the add screen. The Expansion Set Add screen will display all fields as entered with the cursor positioned in the object code field. To add a new object code, the operator would type over the existing object code, and add, change, or delete other non-protected fields. Line 21, the next request line is available to request a different Expansion Set screen. To use this line enter data to the right of the appropriate field titles and depress the ENTER key.

SEL Select code; A, M, or X (required). SI Set Indicator; 2 alphanumeric (required for add and update

screens, optional for inquiry).



OBJECT 6 numeric (required for add and update screens, optional for inquiry).

On line 21, the appropriate TYPE and SEL codes may be entered to transfer to a different accounting function or screen. Lines 23 and 24 indicate the available program function (PF) keys for this screen:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen.

Expansion Set Add Screen 01

02 EXSA 07/19/2007 09:49:00

03 EXPANSION SET ADD

04

05 OBJECT CODE 110000

06 SET INDICATOR 1C

07 CATEGORY

08 YEAR

09 GENERAL LEDGER CODE

10 ALLOTMENT LEVEL INDICATOR

11 GRANT ALLOTMENT LEVEL INDICATOR

12 CONTRACT ALLOTMENT LEVEL INDICATOR

13 PROJECT ALLOTMENT LEVEL INDICATOR

14 EXTERNAL GENERAL LEDGER CODE

15 EXTERNAL CATEGORY

16 EXTERNAL OBJECT CODE

17 STATUS CODE A

18

19

20

21 NEXT: SEL NEXT ADD INQUIRY UPDATE: SI OBJECT

22 TYPE SEL



The Expansion Set Inquiry Screen This is a multiple inquiry screen used to view Expansion Set records. There is no single inquiry screen for set records. If a single set inquiry screen is requested the multiple screen will display. There are various ways to access this screen. The most common way is to enter the appropriate data on line 9 of the Expansion File Mini Menu screen or on the next request line of any Expansion Set screen. The other way is to enter the appropriate data on line 12 of the Expansion File Mini Menu screen. The selection criteria entered on the Expansion File Mini Menu screen will determine the first record to be viewed.



The available starting points are given below.

To inquire using Line 9 or the next request line:

a) To begin the inquiry with the first Expansion Set record on the Expansion File for the user's operating level, enter "M" in SEL and depress the ENTER key. (Leave SI and OBJECT blank).

b) To begin the inquiry with a specific Expansion Set record within the user's operating

level, enter "M" in the SEL field, the set indicator code in the SET INDICATOR (SI) field, and depress the ENTER key. (Leave OBJECT blank).

c) To begin the inquiry with a specific object code within an Expansion Set, enter "M" in

the SEL field, the set indicator code in the SET INDICATOR (SI) field, the object code in the OBJECT field, and depress the ENTER key.

To inquire using Line 12:

a) To begin the inquiry with the Expansion Set referenced in a specific option record;

enter "M" in the SEL field, the user's organization code in L1 L2 L3 L4 L5, the option number in the OPTION field, and depress the ENTER key. (Leave VERSION and OBJECT blank).

b) If the VERSION field is left blank it defaults to the current version. To display a set record identified in a specific version of an option, enter the requested version number. To display a specific object code, enter the object code in the OBJECT field.

The Expansion Set Inquiry screen will display the requested Expansion Set records (see next pages) The records are displayed in alpha-numeric order by set indicator and, within the set, in numeric order by object code. To page forward depress the PF8 key. To transfer to a different accounting function or screen, enter the appropriate, TYPE and SEL codes on line 22. The available PF (program function) keys for this screen as defined on lines 23 and 24 are:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.

If the requested set record is not on the Expansion Set File for the user's operating level, the next set record or object code on the user's Expansion Set File will display, e.g. if object codes 221000, 222000, 225000 are in set AA and an inquiry for object code 223000 within set AA is made, object code 225000 will display as the first record.



Expansion Set Inquiry Screen 01

02 XSIM 07/19/2007 10:06:45

03 EXPANSION SET INQUIRY

04

05 SI OBJECT CAT YR GL ALI GTALI CTALI PJALI EGL EOB ECAT SC

06 1A 001000 000100 00 61300 D D D A

07 1A 002000 000200 00 61200 D D D A

08 1A 003000 000300 00 61100 D D D A

09 1A 011000 001100 00 61400 D D D A

10 1A 110000 010000 00 71100 D D D A

11 1A 221000 040000 00 71100 D D D A

12 1A 222000 040000 00 71100 D D D A

13 1A 225000 040000 00 71100 D D D A

14 1A 227000 040000 00 71100 D D D A

15 1A 230000 040000 00 71100 D D D A

16 1A 261000 040000 00 71100 D D D A

17 1A 271000 040000 00 71100 D D D A

18 1A 279000 040000 00 71100 D D D A

19 1A 291900 040000 00 71100 D D D A

20

21 NEXT: SEL NEXT-ADD-INQUIRY-UPDATE SI OBJECT

22 TYPE SEL



The Expansion Set Update Screen This is a multiple update screen used to update fourteen set records at a time. There is no single update screen for set records. If a single set update screen is requested the multiple screen will display. Care should be taken when using this screen because set records that are held in the update mode are not accessible by other programs. Procedures for accessing the Expansion Set File Update screen are as follows. On line 9 of the Expansion File Mini Menu screen or on the next request line of any Expansion Set screen, enter an "X" in the SEL field, the set indicator in the SET INDICATOR (SI) field, and the object code in the OBJECT field. Depress the ENTER key, and the Expansion Set Update screen will display. The set indicator (SI) and the object codes are protected fields and they cannot be changed or deleted. To add or change any other field, tab to the appropriate field on the screen, and type in the new data code. Updates to data codes are not allowed if the record is in an inactive (I) or a deleted (D) status. Valid Status Code changes are: A to I - from active to inactive. A to D - from active to deleted. I to A - from inactive to active.



I to D - from inactive to deleted. D to A - from deleted to active. D to I - from deleted to inactive. To make a new request, use line 21 and input the appropriate data codes. To transfer to a different accounting function or screen, enter the appropriate TYPE and SEL codes on line 22. Lines 23 and 24 indicate the following available Program Functions:



Please refer to the FLAIR Property Subsystem Procedures Manual for explanation and use of OWNERSHIP FUND CORRELATION – ADD, INQUIRY, and UPDATE screens. Expansion Set Update Screen 01

02 XSUX 07/19/2007 10:15:03

03 EXPANSION SET UPDATE

04

05 SI OBJECT CAT YR GL ALI GTALI CTALI PJALI EGL EOB ECAT SC

06 1A 001000 000100 00 61300 D D D A

07 1A 002000 000200 00 61200 D D D A

08 1A 003000 000300 00 61100 D D D A

09 1A 011000 001100 00 61400 D D D A

10 1A 110000 010000 00 71100 D D D A

11 1A 221000 040000 00 71100 D D D A

12 1A 222000 040000 00 71100 D D D A

13 1A 225000 040000 00 71100 D D D A

14 1A 227000 040000 00 71100 D D D A

15 1A 230000 040000 00 71100 D D D A

16 1A 261000 040000 00 71100 D D D A

17 1A 271000 040000 00 71100 D D D A

18 1A 279000 040000 00 71100 D D D A

19 1A 291900 040000 00 71100 D D D A

20

21 NEXT: SEL NEXT-ADD-INQUIRY-UPDATE SI OBJECT

22 TYPE SEL





Expansion Option File The Expansion Option File contains the codes that are related to a specific organizational unit. The codes included on this file are:

1 - Organization (L1 L2 L3 L4 L5)(ORG) 2 - Expansion Option (EO) 3 - Version (VR) 4 - Set Indicator (SI) 5 - Agency Unique (AU) 6 - Other Cost Accumulator (OCA) 7 - GAAFR Fund Type (GF) 8 - State Fund Type (SF) 9 - Fund Identifier (FID) 10 - Budget Entity (BE) 11 - Internal Budget Indicator (IBI) 12 - State Program (ST PROG) 13 - Revolving Fund (RVL) 14 - Clearing Fund (CLR) 15 - External Fund (EF) 16 - External Program (EP) 17 - Original Fund Source (OFS) 18 - Grant 19 - Grant Year (GY) 20 - Contract (CNTRT) 21 - Contract Year (CY) 22 - Project 23 - Beginning Date for Option (BEG DT) 24 - Ending Date for Option (END DT) 25 - Status Code (SC) 26 - Director/Manager 27 - Allotment Level Default (ALD) 28 - Grant Allotment Level Default (GTALD) 29 - Contract Allotment Level Default (CTALD) 30 - Project Allotment Level Default (PJALD) 31 - Available Balance Indicators (REGULAR ABI'S)

Encumbrances/Enc. Changes/Payables (EC) Encumbered Disbursements/Payable Disbursements (ED) Unencumbered Disbursements (UD)

32 - Grant Available Balance Indicator (GRANT ABI'S) Encumbrances/Encumbrance Changes/Payables (GTEC) Encumbered Disbursements/Payable Disbursements (GTED) Unencumbered Disbursements (GTUD)

33 - Contract Available Balance Indicator (CONTRACT ABI'S) Encumbrances/Encumbrance Changes/Payables (CTEC) Encumbered Disbursements/Payable Disbursements (CTED)



Unencumbered Disbursements (CTUD) 34 - Project Available Balance Indicator (PROJECT ABI'S)

Encumbrances/Encumbrance Changes/Payables (PJEC) Encumbered Disbursements/Payable Disbursements (PJED) Unencumbered Disbursements (PJUD)

Of the thirty four codes on the Expansion Option record, seven are required. They are: 1 - Organization (L1 L2 L3 L4 L5) 2 - Expansion Option (EO) 3 - GAAFR Fund Type (GF) 4 - State Fund Type (SF) 5 - Fund Identifier (FID) 6 - State Program 7 - Allotment Level Default (ALD) In addition, two codes are system generated and will not be entered by the operator. They are: 1 - Version (VR) 2 - Status Code (SC) The remaining codes on the Expansion Option record are optional and are entered only when applicable. However, if the Regular Available Balance Indicators are left blank the system will default to indicators of "0" and check Spending Authority. (See chapter 7 of this manual on the Available Balance File and Available Balance Checking.) Also, if left blank, the Budget Entity and Internal Budget Indicator codes will default to "00000000" and "00". The fact that selected data codes on the Expansion Option record are optional and may be left blank provides agencies with a means of limiting the number of Expansion Option records. Only the most frequently used optional data codes should be included on the Expansion Option record. Optional data codes that are only occasionally used should be entered manually when a transaction is entered. Manual input of data codes not pulled from the expansion option record should be entered using a single input transaction screen. Selected codes on the Expansion Option record may be overridden on single input transaction screens. These codes are: 1. Agency Unique (AU) 2. Other Cost Accumulator (OCA) 3. State Program (ST PROG) 4. External Program (EP) 5. Grant 6. Grant Year (GY) 7. Contract 8. Contract Year (CY) 9. Project



On multiple input transaction screens the system will not allow the operator to override data. When establishing the Expansion Option records, the ability to override codes when entering a transaction will be a determining factor for deciding the number of Expansion Option records needed by an agency. For example, if an organizational unit has two different contracts working out of the same Fund, Budget Entity, State Program, etc., and if one of the contracts has a limited number of transactions, the agency may establish only one Expansion Option record for both contracts. The contract with the greater number of transactions would be included in the Expansion Option record and would therefore be automatically included in transactions. If the contract with the smaller number of occurrences needed to be included on a transaction, the operator, choosing a single input screen, would type over the contract number that was automatically “pulled” into the transaction with the correct contract number. However, if an organizational unit has two different contracts working out of the same Fund, Budget Entity, State Program, etc., and if each contract involves numerous transactions, the agency should establish separate expansion option records for each of the contracts. When determining what options to establish, agency managers should attempt to limit the number of Expansion Option records, when possible. Only the most frequently used data code combinations should be established as Expansion Option records. By having a limited number of Expansion Option records for an organizational unit, the probability of entering the wrong Expansion Option and thereby recording the transaction to the wrong Fund, Budget Entity, State Program, etc., will be greatly reduced. One means of limiting input errors is to establish a standard option for each organizational unit. A standard option should be the most frequently used option for each organizational unit. This standard option may be designated as Expansion Option number "00". (Expansion Option “00” is the default EO set up in FLAIR.) Therefore, when entering a transaction using the Standard Option, the operator may leave the Expansion Option field (EO) blank and the Standard Option (00) will automatically be included in the transaction. Included on each Expansion Option record is a Status Code. This code indicates what action has been taken relative to that Expansion Option record. The Status Codes are:

A - Added to the Expansion Option File, but never used in a transaction. U - Used in a transaction. I - Inactive, available for inquiry and reporting purposes only. D - Deleted, available for inquiry and reporting purposes only.

When an Expansion Option record is created, it is programmatically assigned a Status Code of "A" and a version number of "01", indicating that this is the first version of that Expansion Option record. The terminal operator may make the following Status Code changes: A to U - from added to used. U to D - from used to deleted. A to I - from added to inactive. U to I - from used to inactive.



A to D - from added to deleted. I to D - from inactive to deleted. D to I - from deleted to inactive. I to U - from inactive to used. D to U - from deleted to used. The status code will automatically be changed to "U" when a transaction is entered using that Expansion Option record, so an operator will rarely change a status code from "A" to "U".When an Expansion Option record is built, the system will verify all data codes used on the record against the Title File. The codes on an Expansion Option record may occasionally change due to changes made by the Legislature, the Governor's Office, or the agency. In FLAIR, the user may update those necessary codes, leaving the other codes unchanged. The system will then create a new current version of the Expansion Option record. The old version of the Expansion Option record will remain on the file for use in making corrections to transactions that were processed prior to the change or in processing outstanding accounting transactions involving the old version. The version numbers are programmatically assigned, and unless a version number is entered with a transaction, the system will automatically retrieve the current version of an Expansion Option record. The Available Balance Indicators designate which balances are to be checked during the Available Balance Checking process. This process is an optional edit which ensures that unfavorable balances will not be accepted by the system for encumbrance, encumbrance change, payable, encumbered disbursement, payable disbursement and/or unencumbered disbursement transactions. For each of these types of transactions, an agency may input an Available Balance Indicator or may leave the indicator field blank. If no indicator is entered, the indicator defaults to "0". Transactions creating unfavorable balances will not be accepted by the system. However, they may be entered into the system by individuals having Available Balance Override authority. See chapter 7 for further discussion of the Available Balance File. A chart of the Available Balance Indicators and the corresponding balances that are checked is given below.



Balances Checked by State Fund Type Indicators for General EC, ED, and UD Rev. Fund Trust Funds Local Funds 0 = Spending Authority Fund Release Fund Cash Fund Cash Fund Rel. 1 = Spending Authority Fund Release Fund Cash Fund Cash & Allotments Allotments Fund Rel. Allotments Allotments 2 = Spending Authority Fund Release Fund Cash Fund Cash & Org. Cash Fund Rel. Org. Cash Org. Cash 3 = Spending Authority Fund Release Fund Cash Fund Cash Allotments & Allotments Fund Rel. Org. Cash Org. Cash Org. Cash Allotments Allotments 4 = Allotments Allotments Allotments Allotments 9 = No Checking The Contract, Grant, and Project Available Balance Indicators designate which of the contract, grant, and project balances are to be checked during the Available Balance Checking process. If these available balance indicators are utilized, the system will ensure that unfavorable balances will not be accepted for encumbrance, encumbrance change, payable, encumbered disbursement, payable disbursement transactions, and/or unencumbered disbursement transactions. Transactions creating unfavorable balances will not be accepted by the system. They may, however, be entered into the system by individuals having Available Balance Override authority. See chapter 7 for further discussion of the Available Balance File. A chart of the Available Balance Indicators and the corresponding contract, grant, and/or project balances that are checked is given below. Note: to use the Contract and Grant Available Balance Indicators, the agency must be designated as an authorized Contracts and Grants Subsystem user.



Balances Checked by State Fund Type Grant ABI's for General EC, ED, and UD Rev. Fund Trust Funds Local Funds 0 = Grant Fund Cash N/A Fund Cash Fund Cash 1 = Grant Cash & Allotments Fund Cash Fund Cash Grant Allotment Allotments Allotments 2 = Grant Allotment Allotments Allotments Allotments 9 = No Checking Contract ABI's for General EC, ED, and UD Rev. Fund Trust Funds Local Funds 0 = Contract Fund Cash N/A Fund Cash Fund Cash 1 = Contract Cash & Allotments Fund Cash Fund Cash Contract Allotment Allotments Allotments 2 = Contract Allotment Allotments Allotments Allotments 9 = No Checking Project ABI's for General EC, ED, and UD Rev. Fund Trust Funds Local Funds 0 = Project Cash N/A Fund Cash Fund Cash 1 = Project Cash & Allotments Fund Cash Fund Cash Project Allotment Allotments Allotments 2 = Project Allotment Allotments Allotments Allotments 9 = No Checking



The Expansion Option Add Screen This screen is used to add Expansion Option records to the Expansion Option File. To access this screen, enter the following codes on line 6 of the Expansion File Mini Menu screen, and depress the ENTER key. Enter "A" under the SEL field, the user's organization code under the organization field (L1 L2 L3 L4 L5), and the option number to be added under the OPTION field. The version number is system generated and must be left blank. Organization L1 is required, but organization codes L2 - L5 are optional if the operator has Access Control clearance at L1. If L2 - L5 are left blank, the system will generate zeros for these organization levels. The Expansion Option Add screen will display (see next pages). The procedures for adding an option record to the Expansion File are described beginning on the next page. Expansion Option Add Screen 01

02 XOA1 EXPANSION OPTION ADD 07/19/2007 13:00:49

03

04 ORG 85 10 02 02 213 EXPANSION OPTION AB VERSION 01

05 SET INDICATOR AGENCY UNIQUE OCA

06 GF SF FID BUDGET ENTITY IBI

07 ST PROG REVOLVING FUND CLEARING FUND

08 EXTERNAL FUND EXTERNAL PROGRAM OFS

09 GRANT GY CONTRACT CY PROJECT

10 BEG DATE END DATE STATUS A

11 DIRECTOR/MANAGER

12

13 ALLOT LEVEL DEFAULTS: ALD GTALD CTALD PJALD

14

15 AVAIL BAL INDICATORS EC ED UD

16 REGULAR ABI'S

17 GRANT ABI'S

18 CONTRACT ABI'S

19 PROJECT ABI'S

20

21 NEXT: SEL NEXT-ADD-INQUIRY-UPDATE ORG EO VR

22 TYPE SEL



Procedures for adding an expansion option record: On line 4, the organization and expansion option codes entered on the Expansion Mini Menu screen will display. Also displayed on line 4 will be Version 01, which is system generated. All three of these fields are protected and cannot be changed. On lines 5 - 19, enter data to the right of the appropriate field titles. The cursor will be



positioned for the first input field and will automatically tab to the next available input field. The input fields are described below.

SET INDICATOR 2 alphanumeric; optional but if entered, must be a valid set. AGENCY UNIQUE 2 alphanumeric; optional; defaults to "**" if left blank. OCA Other Cost Accumulator; 5 alphanumeric; optional; if

entered, must be on the Title File.

GF GAAFR Fund Classification; 2 numeric; required. SF State Fund Type; 1 numeric; required. FID Fund Identifier; 6 numeric; required. BUDGET ENTITY 8 numeric; required; zero filled if not used.

IBI Internal Budget Indicator; 2 numeric; required; zero filled if

not used. ST PROG State Program; 16 numeric; required. REVOLVING FUND 6 numeric; Revolving Fund Identifier; optional; if entered,

must be on the Account Description File.

CLEARING FUND 6 numeric; Clearing Fund Identifier; optional; if entered, must be on the Account Description File.

EXTERNAL FUND 1 numeric; optional but if entered, must be on the Title File.

EXTERNAL PROGRAM 2 numeric; optional but if entered, must be on the Title File. OFS Original Fund Source; 2 alphanumeric; optional; if entered,

must be on the Title File.

GRANT 5 alphanumeric; optional; if entered, must be on the Title File.

GY Grant Year; 2 numeric; optional. CONTRACT 5 alphanumeric; optional; if entered, must be on the Title

File.

CY Contract Year; 2 numeric; optional. PROJECT 11 numeric; optional; if entered, must be on the Title File.



BEG DATE Beginning Date; 8 numeric; MMDDYYYY, the date to begin using the option record; optional.

END DATE Ending Date; 8 numeric; MMDDYYYY, the date to end

using the expansion option record; optional. NOTE: There are no edits on Beginning and Ending Dates. They are for informational purposes only.

STATUS 1 alpha; protected; system generated "A" indicating an expansion option record is being added.

DIRECTOR/MANAGER 15 alphanumeric; optional; refers to the person who is

responsible for an agency project or contract. If entered, it must be on the Director/Manager File.

ALLOTMENT LEVEL specifies the organizational level at DEFAULT which the Available Balance record for Allotments is built. ALD; 1 alphanumeric; required; alphabetic codes do not

have Automated Allotment Transfers; numeric codes do. See chapter 10 on Automated Allotment Transfers.

Valid input for ALD: A or 1 = Organization Level 1 B or 2 = Organization Level 2 C or 3 = Organization Level 3 D or 4 = Organization Level 4 E or 5 = Organization Level 5 GTALD; 1 alpha; required if agency is a Grant Subsystem

user and a Grant is input; otherwise, optional. CTALD; 1 alpha; required if a Contract is input; otherwise,

optional. PJALD; 1 alpha; required if a Project is input; otherwise,

optional. Valid input for GTALD, CTALD, and/or PJALD: A = Organization Level 1 B = Organization Level 2 C = Organization Level 3 D = Organization Level 4 E = Organization Level 5



AVAILABLE BALANCE 1 numeric; See chapter 7 for a detailed INDICATOR discussion of the Available Balance File.

EC - Encumbrances, Encumbrance Changes, Payables ED - Encumbered/Payable Disbursements UD - Unencumbered Disbursements

Regular ABI's (required; will default to "0" if left blank):

0 = Spending Authority only. 1 = Spending Authority and Allotments 2 = Spending Authority and Organization Cash 3 = Spending Authority, Allotments, and Organization

Cash 4 = Allotments only 9 = No Available Balance Checking

Grant ABI's (required if agency is a Grant Subsystem user

and a Grant code is input):

0 = Grant Fund Cash 1 = Grant Fund Cash and Grant Allotments 2 = Grant Allotments 9 = No Available Balance Checking

Contract ABI's (required if a Contract is input):

0 = Contract Fund Cash 1 = Contract Fund Cash and Contract Allotments 2 = Contract Allotments 9 = No Available Balance Checking

Project ABI's (required if a Project is input):

0 = Project Fund Cash 1 = Project Fund Cash and Project Allotments 2 = Project Allotments 9 = No Available Balance Checking



Line 21, the NEXT line is available to request a different Expansion Option screen or expansion option record. To use this line, enter data to the right of the appropriate field titles and depress the ENTER key.

SEL Select codes A, I, U, M, or X; required. ORG the user's organization code, L1 L2 L3 L4 L5;L1 is required. EO the expansion option number; required for add screen, optional for

others. VR the version number of an option; unacceptable for the add screen,

optional for others. Line 22 may be used to transfer to a different accounting function by entering the appropriate TYPE and SEL codes. Lines 23 and 24 indicate the following available Program Functions:



The Expansion Option Inquiry Screen Inquiry into the Expansion Option file may be done through single or multiple inquiry screens. To inquire into a single record, or into three records per screen, enter the following data on line 6 of the Expansion File Mini-Menu screen or on the next request line of any Expansion Option screen. Enter an "I" for single inquiry, or an "M" for multiple inquiry, and the desired search criteria. The search criteria entered will determine the first record to be viewed. The available starting points are given below. To begin the inquiry with the current version of the first option on the Expansion File for a particular organization or the current versions of all the following options, enter "I"/"M" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field and depress the ENTER key. (Leave OPTION and VERSION blank). To begin the inquiry with a specific expansion option record and recall the current version of all following options, enter "I" or "M" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number under the OPTION field, and depress the ENTER key. (Leave VERSION blank).



To begin the inquiry with the current version of an option and recall all previous versions of that expansion option, enter "I" or "M" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number under the OPTION field, "99" in the VERSION field, and depress the ENTER key. To begin the inquiry with a specific version of an expansion option and recall all previous versions of that expansion option, enter "I"/"M" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number in the OPTION field, as well as the version desired in the VERSION field and depress the ENTER key. The Expansion Option Inquiry screen will display (see next pages). The Single Inquiry screen displays all the data elements for the requested option. The Expansion Option Multiple Inquiry screen displays three expansion option records using standard abbreviations. (See next pages.) Appendix B contains a list of these standard abbreviations. To page forward, depress the PF8 key. To make a new request, enter data to the right of the appropriate field titles on line 21, and depress the ENTER key. If the requested option or version of an option record is not on the user's Expansion Files, the next option or version on the files will display; i.e. if option 11 and 14 are on the Expansion File for an organizational unit, and a request for option 12 is made, option 14 will display. To transfer to a different accounting function or screen the appropriate codes may be entered in the TYPE and SEL fields on line 22. The program function (PF) codes available for this screen are:

PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen.



Expansion Option Inquiry screen 01

02 XOI1 EXPANSION OPTION INQUIRY 07/19/2007 15:28:12

03

04 ORG 85 10 01 01 211 EXPANSION OPTION 01 VERSION 04

05 SET INDICATOR 1A AGENCY UNIQUE OCA

06 GF 20 SF 2 FID 010001 BUDGET ENTITY 85100000 IBI 00

07 ST PROG 1112110000 000000 REVOLVING FUND 000000 CLEARING FUND 000000

08 EXTERNAL FUND 0 EXTERNAL PROGRAM 00 OFS


10 BEG DATE END DATE STATUS A

11 DIRECTOR/MANAGER

12

13 ALLOT LEVEL DEFAULTS: ALD D GTALD D CTALD D PJALD D

14


16 REGULAR ABI'S 4 3 3

17 GRANT ABI'S 9 9 9

18 CONTRACT ABI'S 9 9 9

19 PROJECT ABI'S 9 9 9

20


22 TYPE SEL



Expansion Option Multiple Inquiry screen 01

02 XOM1 07/19/2007 15:28:54

03 EXPANSION OPTION MULTIPLE INQUIRY

04

05 L1 L2 L3 L4 L5 EO VR SI AU GF SF FID BE IBI EF EP STATE PROGRAM

06 CNTRT CY OFS BEG-DT END-DT CLR RVL OCA GRANT GY PROJECT

07 ALD GTALD CTALD PJALD EC ED UD GTEC GTED GTUD CTEC CTED CTUD PJEC PJED PJUD SC

08

09 85 10 01 01 211 01 04 1A 20 2 010001 85100000 00 1112110000 000000

10

11 D D D D 4 3 3 9 9 9 9 9 9 9 9 9 A

12

13 85 10 01 01 211 02 02 1A 10 1 000001 85100000 00 1112112000 000000

14

15 D D D D 4 3 3 9 9 9 9 9 9 9 9 9 A

16

17 85 10 01 01 211 03 03 1A 20 2 010001 85100000 00 1112110000 000000

18

19 C D D D 4 3 3 9 9 9 9 9 9 9 9 9 A

20


22 TYPE SEL





The Expansion Option Update Screen Single Update Screen This screen is used to update the current version of Expansion Option records. If the requested version of an option is not the current version, or if "99" is entered in the version field, the program will display the Expansion Option Multiple Update screen. Care should be taken when using this screen because an Expansion Option that is held in the update mode is not accessible for other purposes, i.e. on-line expansion of transactions. To access this screen enter the following data on line 6 of the Expansion File Mini Menu screen or on the next request line of any Expansion Option screen and depress the ENTER key. The selection criteria entered will determine the first record to be updated. To update the current version of a specific Expansion Option, enter "U" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number in the OPTION field, and depress the ENTER key. (Leave VERSION blank). The Expansion Option Single Update screen on the next page will display. All of the data fields on this screen may be changed with the exception of ORG, EXPANSION OPTION, and VERSION. The next request functionality on line 21 is also available. To transfer to a different accounting function or screen, enter the appropriate codes in the TYPE and SEL fields on line 22. The available program function (PF) keys for this screen are:





Expansion Option Update Screen 01

02 XOU1 EXPANSION OPTION UPDATE 07/19/2007 08:55:30

03

04 ORG 85 10 02 02 213 EXPANSION OPTION 00 VERSION 02

05 SET INDICATOR 1A AGENCY UNIQUE OCA

06 GF 10 SF 1 FID 000001 BUDGET ENTITY 85100000 IBI 00

07 ST PROG 1112110000 000000 REVOLVING FUND 000000 CLEARING FUND 000000

08 EXTERNAL FUND 0 EXTERNAL PROGRAM 00 OFS


10 BEG DATE END DATE STATUS U

11 DIRECTOR/MANAGER

12

13 ALLOT LEVEL DEFAULTS: ALD D GTALD D CTALD D PJALD D

14


16 REGULAR ABI'S 4 3 3

17 GRANT ABI'S 9 9 9

18 CONTRACT ABI'S 9 9 9

19 PROJECT ABI'S 9 9 9

20


22 TYPE SEL



Multiple Update Screen This screen is used to update the status codes of three Expansion Option records at a time. Care should be taken when using this screen because the Expansion Options that are held in the update mode are not accessible for other purposes. To access this screen, enter the appropriate data on line 6 of the Expansion File Mini Menu screen or on the next request line of any Expansion Option screen. The selection criteria entered will determine the first status code to be updated. To begin the status code update with the current version of the first option on the Expansion File for a particular organization, enter "X" in the SEL field, the user's organization code in the field, L1 L2 L3 L4 L5 field , and depress the ENTER key. (Leave OPTION and VERSION blank). To begin the status code update with the current version of a specific Expansion Option record, enter "X" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option in the OPTION field, and depress the ENTER key. (Leave VERSION blank). To begin the status code update with the current version of an Expansion Option record and to display all previous versions of the Expansion Options of a particular organization, enter "X" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number in the OPTION field, "99" under the VERSION field, and depress the ENTER key. To begin the status code update with a specific version of an Expansion Option record and to



display all previous (old) versions of the option, enter "X" in the SEL field, the user's organization code in the L1 L2 L3 L4 L5 field, the option number in the OPTION field, the specific version in the VERSION field, and depress the ENTER key. The Expansion Option Multiple Update screen will display three Expansion Option records (see next pages). The option records are displayed horizontally using standard abbreviations. A list of the standard abbreviations is given in Appendix B. The cursor will be positioned under the SC (Status Code) field, with all other fields protected (i.e. cannot be changed). To update a status code, the user would tab to the SC field of the Expansion Option record to be updated and type in the new code. Status code is a required field, therefore, it cannot be deleted. Only certain status code changes may be made. The allowable changes are: A to U - from added to used. A to I - from added to inactive. A to D - from added to deleted. D to I - from deleted to inactive. D to U - from deleted to used. U to I - from used to inactive. U to D - from used to deleted. I to D - from inactive to deleted. I to U - from inactive to used. Please take special note of the following items: The status code will automatically be changed to "U" when a transaction is entered using that Expansion Option record, so an operator will rarely change a status code from "A" to "U". If the status code for a version of an expansion option is marked for deletion, the system will also mark all previous versions of that expansion option for deletion. If the status code for the current version of an expansion option is marked for deletion, the system will not allow update to a "U" or "I" for any previous version of that same expansion option. If the status code for more than one version of an expansion option is changed on a screen, and a version changed to a status of "D" is higher than a version changed to a status of "U" or "I", the system will not allow the update. The NEXT line, line 21, may be used to access another record by entering the appropriate data. To transfer to a different accounting function or screen, input the appropriate codes in the TYPE and SEL fields on line 22.



Expansion Option Multiple Update Screen 01

02 XOX1 07/19/2007 10:43:39

03 EXPANSION OPTION MULTIPLE UPDATE

04

05 L1 L2 L3 L4 L5 EO VR SI AU GF SF FID BE IBI EF EP STATE PROGRAM

06 CNTRT CY OFS BEG-DT END-DT CLR RVL OCA GRANT GY PROJECT

07 ALD GTALD CTALD PJALD EC ED UD GTEC GTED GTUD CTEC CTED CTUD PJEC PJED PJUD SC

08

09 85 20 00 00 000 BB 01 1B 50 2 050001 85200000 00 1112110000 000000

10 020001

11 B D D D 4 3 3 9 9 9 9 9 9 9 9 9 U

12

13 85 20 00 00 000 DD 01 1A 10 1 000001 85200000 00 1112110000 000000

14 010001

15 B D D D 4 3 3 9 9 9 9 9 9 9 9 9 U

16

17 85 20 02 02 214 00 01 1A 10 1 000001 85200000 00 1112121000 000000

18 0001A

19 D D D D 4 3 3 9 9 9 9 9 9 9 9 9 U

20


22 TYPE SEL



The Budget Entity/State Program Combination Table The BE/SP-Inquiry is used to inquire into which state programs have been correlated to a particular budget entity. This screen displays statewide data (not just agency) and is inquiry only. Procedures for accessing the Budget Entity Combination Table-Inquiry are as follows. On line 18 of the Expansion File Mini-Menu (not a NEXT line), enter an “M” in the SEL field and a valid budget entity in the BUDGET ENTITY field. If only the first two digits of the budget entity are entered, the system starts with the first valid budget entity as assigned by the EOG. (See following pages.)



Budget Entity Combination Table Inquiry Screen 01

02 CSM1 08/09/2007 14:55:50

03 BUDGET ENTITY COMBINATION TABLE - INQUIRY

04

05 BUDGET ENTITY: 85100000 STATE PROGRAM NUMBER EFFECTIVE FISCAL YEAR

06

07 1112110000 2007

08

09 1112112000 2007

10

11 1112111000 2007

12

13 1112122000 2007

14

15

16

17

18

19

20

21 NEXT REQUEST:

22 DATA CODE TYPE SEL



This is an inquiry only screen and all fields are protected.

BUDGET ENTITY 8 numeric characters; the organization and/or function to which appropriations are made

STATE PROGRAM first 10 of 16 numeric characters; NUMBER the plan for the organization and use of resources to meet

specific objectives of the state.

EFFECTIVE FISCAL the appropriation year corresponding to YEAR the state program



CHAPTER 7 AVAILABLE BALANCE FILE (AB)

The Available Balance File is an auxiliary file that maintains current balances for Fund Cash, Fund Releases, Organization Cash, Organization Allotments, Grant Fund Cash, Contract Fund Cash, Project Fund Cash, Grant Allotments, Contract Allotments, and Project Allotments. This is an on-line file that is available for inquiry by each agency. It also provides Available Balance Checking for those agencies that want their encumbrance, disbursement, payable, and/or general accounting transactions checked for positive balances prior to accepting a transaction into the system. The balances on this file are maintained as follows: Fund Cash Balances (State Fund = 2, 3, 8 only) Operating Level Organization (L1 L2 L3), Fund (GF, SF, FID) Fund Release Balances (State Fund = 1, 2, 3, only) Operating Level Organization (L1 L2 L3), Fund (GF, SF, FID), BE and IBI, Category, Appropriation Year, Certified Forward Indicator (CFI) Organization Cash Balances (State Fund = 2, 3, 8 only) Operating Level Organization (L1 L2 L3), Organization Levels 2 – 5, Agency Unique, Fund (GF, SF, FID) Allotment Balances (State Fund = 1, 2, 3, 8) Operating Level Organization (L1 L2 L3), Allotment Level Organization (as determined by the Allotment Level Indicator/Default)*, Agency Unique, Fund (GF, SF, FID), BE and IBI, Category, Appropriation Year, Certified Forward Indicator (CFI)



Grant Fund Cash Balances (State Fund = 2, 3, 8 only) Operating Level Organization (L1 L2 L3), Fund (GF, SF, FID), Grant Contract Fund Cash Balances (State Fund = 2, 3, 8 only) Operating Level Organization (L1 L2 L3), Fund (GF, SF, FID), Contract Grant Allotment Balances (State Fund = 1, 2, 3, 8) Operating Level Organization (L1 L2 L3), Allotment Level Organization (as determined by the Grant Allotment Level Indicator / Default)*, Fund (GF, SF, FID), BE and IBI, Category, Appropriation Year, Grant Contract Allotment Balances (State Fund = 1, 2, 3, 8) Operating Level Organization (L1 L2 L3), Allotment Level Organization (as determined by the Contract Allotment Level Indicator / Default)*, Fund (GF, SF, FID), BE and IBI, Category, Appropriation Year, Contract Project Fund Cash Balances (State Fund = 2, 3, 8 only) Operating Level Organization (L1 l2 L3), Fund (GF, SF, FID), Project Project Allotment Balances (State Fund = 1, 2, 3, 8) Operating Level Organization (L1 L2 L3), Allotment Level Organization (as determined by the Project Allotment Level Indicator / Default)*, Fund (GF, SF, FID),



BE and IBI, Category, Appropriation Year, Project * Allotment Level Organization is determined by the Allotment Level Default/Indicator and/or the Grant, Contract, and/or Project Allotment Level Default/Indicator from the Expansion records as follows: GTALD/GTALI CTALD/CTALI ALD/ALI PJALD/PJALI Allotment Level Organization L1 L2 L3 L4 L5 A or 1 A L1 00 00 00 000 B or 2 B L1 L2 00 00 000 C or 3 C L1 L2 L3 00 000 D or 4 D L1 L2 L3 L4 000 E or 5 E L1 L2 L3 L4 L5

Establishing & Updating the Available Balance File The Available Balance File is built and updated by accounting transactions that affect Fund Cash, Fund Releases, Organization Cash, and/or Allotments. This update is independent of Available Balance Checking and will take place whether or not an agency has selected Available Balance Checking. When an agency records its Beginning General Ledger Balances, Releases, and Allotments in FLAIR, these balances will also be recorded on the Available Balance File. Fund Cash and Release Balances will be maintained at the agency‟s operating level (usually L1, department level). Allotment Balances will be maintained at the organizational level indicated on the Allotment Level Default in the Option Record or the Allotment Level Indicator in the Set Record. Organization Cash will be maintained at the organizational level at which cash receipts and beginning cash balances are recorded. Therefore, to prevent Available Balance Checking errors, when organization cash is checked, cash receipts should be recorded at the same organizational level as cash disbursements. As an agency collects revenue, its Fund and Organization Cash may be updated or increased. Fund Cash will be updated at the agency operating level, while Organization Cash will be increased for the organizational unit input with the transaction. As encumbrances and expenditures are recorded, the various balances maintained on the Available Balance File will be automatically reduced. The automated update of the Available Balance File for all transactions except Transaction 10, General Accounting, is triggered by the Transaction Type, the State Fund Type, and the Object Code (Revenue/Expenditure) that are entered. In Transaction 10, the General Ledger Code and State Fund Type that are entered trigger the update of the Available Balance File.



The charts on the next three pages show how the balances maintained on the Available Balance File are updated. Available Balance file balances are updated as shown below for transactions indicated.

TR Fund

Cash Org. Cash

Fund Rel.

Allot. Description

20 +/- Records Allotments

22 +/- Records Releases

30 +/- +/- +/- +/- Records Cash Receipts (Allotment and Release Balances are updated only with Expend. Object Codes.)

31 CLR +/- Records revenue in a clearing fund

32 RVL +/- Records revenue in a revolving fund

33 +/- +/- +/- +/- Records AR Cash Receipts (Allotment and Release Balances are updated only with Expend. Object Codes.)

34 CLR +/-

51 +/- +/- +/- +/- Records Unencumbered Disbursements

52 OPER +/- +/- +/- +/- Records Revolving Fund Unencumbered Disbursements

RVL +/-

53 - - - D Records Payable Disbursements

54 OPER - - - D Records Rev. Fund Payable Disb.

RVL -

58 +/- +/- +/- +/- Records Disbursement Corrections

59 OPER +/- +/- +/- +/- Records Rev. Fund Disb. Corrections

RVL +/-

60 - Records Encumbrances & updates Enc. Subsidiary

TR Fund Cash

Org. Cash

Fund Rel.

Allot. Description

6S +/- Records updates to Enc. Subsidiary

70 - - - - Records Encumbered Disbursements



71 OPER - - - D Records Rev. Fund Encumb. Disb.

REV -

80 - Records Unencumbered Payables and updates the Subsidiary

81 D Records Encumbered Payables and updates Subsidiaries

8S +/- Records updates to Accts. Payable Subsidiary

96 +/- +/- +/- +/- Records JT Receipts and Corrections (Allot. updated only with expend. Object Codes)

97 +/- +/- +/- +/- Records JT AR Receipts and Corrections (Allot. updated only with expend. Object Codes)

98 OPER +/- +/- +/- +/- Automated: Clears the Clearing Fund & Records Revenue in the Oper. Fund. (Allot. updated only with expend. Object Codes

CLR +/-

99 +/- +/- +/- +/- Automated JT Receipts- occurs in certain situations within an agency

CLR = Clearing Fund + = increase D = the difference between RVL = Revolving Fund - = decrease encumbrance/payable OPER = Operating Fund +/- = increase/ amount and disbursement decrease amount Note: Grant and Contract Fund Cash Balances and Grant and Contract Allotment Balances are updated like Fund Cash and Allotment Balances, respectively. This update takes place when Grant and/or Contract are included on the transaction.

Available Balance Checking Available Balance Checking is an optional edit that rejects transactions that would create negative balances on the Available Balance File. The Available Balance file is a function of Departmental (agency side) of FLAIR and will not ensure that payments passing AB checking at the time of the transaction will be posted in Central Accounting (CFO Office.) Agencies have the ability to determine which balances to check for those transactions that allow AB checking. If a transaction would create a negative balance or increase an



existing negative balance, the system will not accept the transaction. In order to create a negative balance and get an Available Balance Checking error, i.e. "Insufficient Available Balance", the specified balance must be reduced by the transaction. (See charts in the previous Available Balance Update section.) If the transaction does not update the balance(s) being checked, the transaction will, therefore, not generate an Available Balance Checking error. For example, encumbrance transactions only update allotment balances on the Available Balance File. If an encumbrance transaction uses an expansion option which has an AB Indicator for Encumbrances (EC) of „3‟ (specifying all balances be checked), the system will only check the Allotment Balance since that's the only balance that is updated. Another example of this would be multiple input for TR53, 54, 70, 71, and 81. Unlike single input, allotments are updated on multiple input only if the disbursement/payable amount is different than the encumbrance/payable amount. Therefore, there will be no Available Balance Checking if the difference is equal to zero. There are only four kinds of transactions that may reduce balances and therefore have Available Balance Checking. These are: General Accounting Trans. 10 Encumbrances/Encumbrance Changes/ Trans. 60, 6S, 80, 81, 8S Payables Encumbered Disbursements/ Trans. 70, 71, 53, 54 Payable Disbursements Unencumbered Disbursements Trans. 51, 52, 58 Since General Accounting transactions (TR10) are not required to access the Expansion Option File where the Available Balance Indicators are maintained, the General Ledger Code and the sign entered in the transaction tell the system which balances to check. Negative amounts for cash (11200, 12100) and releases (12200, 13100) and positive amounts for allotments (93100), encumbrances (94100) and expenditures (7****) can create negative balances and generate Available Balance Checking errors. The chart below gives the balances checked by General Ledger Code and State Fund Type when entering a TR10.

TR10-Balances Checked by General Ledger Code GL Fund Org. Fund Codes SF Cash Cash Rel. Allot. 11200 8 X X 12100 2,3 X X 12200 2,3 X X X



13100 1 X *7**** 1,2,3,8 X 93100 1,2,3,8 X 93200 1,2,3,8 X 94100 1,2,3,8 X Charts of the Available Balance Indicators and the balances that are checked are below and on the next pages. (See Chapter 6 – Expansion Files for more information about AB indicators.) Automated Transactions - Available Balance Indicators and Balances Checked: AB Ind. SF=1 SF=2,3 SF=8 EC ______ 4 Allotments Allotments Allotments . _____ 9 No Checking No Checking No Checking. ED 0 Releases Fund Cash Fund Cash Releases . 1 Releases Fund Cash Fund Cash Allotments Releases Allotments Allotments . 2 Releases Fund Cash Fund Cash Releases Org. Cash Org. Cash . 3 Releases Fund Cash Fund Cash Allotments Releases Org. Cash Cash Allotments Allotments . 4 Allotments Allotments Allotments . 9 No Checking No Checking No Checking.

Florida Fact:

The State animal is the Florida panther.




Automated Transactions - Available Balance Indicators and Balances Checked (cont.): AB Ind. SF=1 SF=2,3 SF=8 UD 0 Releases Fund Cash Fund Cash Releases . 1 Releases Fund Cash Fund Cash Allotments Releases Allotments Allotments . 2 Releases Fund Cash Fund Cash Releases Org. Cash Org. Cash . 3 Releases Fund Cash Fund Cash Allotments Releases Org. Cash Org. Cash Allotments Allotments . 4 Allotments Allotments Allotments . 9 No Checking No Checking No Checking. Note: On multiple input for TR53, 54, 70, 71, and 81, allotments are checked only if the disbursement/payable amount is different from the encumbrance/payable amount. Automated Transactions - Grant, Contract, and Project Available Balance Indicators and Balances Checked: AB Ind. SF=1 SF=2,3 SF=8 Grants: EC 2 Grant Allot. Grant Allot. Grant Allot . 9 No Checking No Checking No Checking . ED 0 N/A Grant Cash Grant Cash . 1 Grant Allot. Grant Cash Grant Cash . Grant Allot. Grant Allot . 2 Grant Allot. Grant Allot. Grant Allot . 9 No Checking No Checking No Checking . UD 0 N/A Grant Cash Grant Cash . 1 Grant Allot. Grant Cash Grant Cash . Grant Allot. Grant Allot . 2 Grant Allot. Grant Allot. Grant Allot . 9 No Checking No Checking No Checking .



Automated Transactions - Grant, Contract, and Project Available Balance Indicators and Balances Checked (cont.): AB Ind. SF=1 SF=2,3 SF=8 Contracts: EC 2 Contract Allot. Contract Allot. Contract Allot. 9 No Checking No Checking No Checking . ED 0 N/A Contract Cash Contract Cash 1 Contract Allot. Contract Cash Contract Cash Contract Allot. Contract Allot. 2 Contract Allot. Contract Allot. Contract Allot. 9 No Checking No Checking No Checking . UD 0 N/A Contract Cash Contract Cash 1 Contract Allot. Contract Cash Contract Cash Contract Allot. Contract Allot. 2 Contract Allot. Contract Allot. Contract Allot. 9 No Checking No Checking No Checking . Projects: EC 2 Project Allot. Project Allot. Project Allot. 9 No Checking No Checking No Checking . ED 0 N/A Project Cash Project Cash 1 Project Allot. Project Cash Project Cash Project Allot. Project Allot . 2 Project Allot. Project Allot. Project Allot. 9 No Checking No Checking No Checking . UD 0 N/A Project Cash Project Cash 1 Project Allot. Project Cash Project Cash Project Allot. Project Allot 2 Project Allot. Project Allot. Project Allot. 9 No Checking No Checking No Checking

Available Balance Function The Available Balance Function allows agencies to inquire about current balances for Fund Cash, Fund Releases, Organization Cash, Allotments, Grant Fund Cash, Contract Fund Cash, Grant Allotments, and Contract Allotments as they are maintained on the Available Balance File. To access the Available Balance Function, the operator should enter the code “AB” in the TYPE field at the bottom of any screen and depress the ENTER key. The Available Balance Inquiry screen will display (see next pages).



Procedures for the use of the Available Balance screen are described below. On lines 5 - 9, the operator should enter the appropriate data under the following field titles:

ORGANIZATION Organization Level at which the requested balances are maintained on the Available Balance File; L1 is always required; L2 - L5 required when inquiring into Organization Cash, Allotments, Grant Allotments, and Contract Allotments.

EO Expansion Option; optional field. VR Expansion Option Version; optional field. OBJECT* Object Code; optional field. GRANT Required when inquiring into Grant Fund Cash and/or

Grant Allotments; otherwise, optional. CONTRACT Required when inquiring into Contract Fund Cash

and/or Contract Allotments; otherwise, optional. PROJECT Required when inquiring into Project Fund Cash

and/or Project Allotments; otherwise, optional.

GAAFR FUND Optional field. STATE FUND Optional field. FUND IDENTIFIER Optional field; defaults to „000001‟ if left blank. BUDGET ENTITY Optional field. IBI Internal Budget Indicator; optional field. APPROP CATEGORY* Appropriation Category; optional field.

APPROP YEAR Appropriation Year; defaults to „00‟ if left blank. AU Agency Unique; optional field; required if balances for

Allotments and Organization Cash are maintained with an AU code.

CFI Certified Forward Indicator; must equal „C‟ if used.

*Note: Object Code or Category is required when inquiring into Releases, Allotments,



Grant Allotments, Contract Allotments, and Project Allotments. If ORG, EO, VR, and OBJ are entered, GF, SF, FID, BE, IBI, and CAT need not be entered since this information will be retrieved from the Expansion Files. If both ORG, EO, VR, and OBJECT and GF, SF, FID, BE and IBI are entered, the GF, SF, FID, BE, and IBI on the Expansion Option (EO) record must agree with the GF, SF, FID, BE, and IBI entered on the screen. If GF, SF, FID, BE, and IBI are entered, then Fund information only will be retrieved. NOTE: If inquiry is made using ORG, EO, VR, and OBJECT, allotment inquiry will be made at the organization level designated by the Allotment Level Default/Indicator carried on the Expansion record. On lines 12 - 21, the operator should enter an „X‟ in column 3 adjacent to the following balance(s) the operator wants to inquire upon. 1. Fund Cash 6. Contract Fund Cash 2. Fund Release 7. Grant Allotment 3. Organization Cash 8. Contract Allotment 4. Allotment 9. Project Cash 5. Grant Fund Cash 10. Project Allotment

On line 22, the operator may enter the appropriate TYPE, SEL, and PF Codes to transfer to a different screen. Any valid Transaction Type and Selection Code is acceptable. If no request is made on line 22, the operator should depress the ENTER key and the Available Balance Inquiry screen will return with the requested Current Year and Prior Year Balances (see next pages). To view different balances, the operator should override the data in lines 5 - 21 with the new request and depress the ENTER key. Lines 23 and 24 indicate the following available Program Functions:

PF4 - returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was

made.



Available Balance Inquiry Screen 01

02 ABMU AVAILABLE BALANCE INQUIRY 10/01/07 14:30:00

03

04 L1 L2 L3 L4 L5 EO VR OBJECT GRANT CONTRACT PROJECT

05 85

06

07 GAAFR FUND STATE FUND FUND IDENTIFIER

08 BUDGET ENTITY IBI APPROP CATEGORY

09 APPROP YEAR AU CFI

10

11 CURRENT YEAR PRIOR YEAR

12 1 FUND CASH

13 2 FUND RELEASE

14 3 ORGANIZATION CASH

15 4 ALLOTMENT

16 5 GRANT FUND CASH

17 6 CONTRACT FUND CASH

18 7 GRANT ALLOTMENT

19 8 CONTRACT ALLOTMENT

20 9 PROJECT CASH

21 10 PROJECT ALLOTMENT

22 TYPE SEL


24 CONT MAIN RFRSH

Available Balance Inquiry Screen – Inquiry Results (Example 1) 01 ABMENU09177 -TO CONTINUE AB INQUIRY, TYPE OVER INPUT DATA


03


05 85 10 02 02 213 AA 02

06

07 GAAFR FUND 20 STATE FUND 2 FUND IDENTIFIER 010001

08 BUDGET ENTITY 85100000 IBI 00 APPROP CATEGORY 010000

09 APPROP YEAR 00 AU CFI

10


12 X 1 FUND CASH 1,120,390.00

13 X 2 FUND RELEASE 70,000.00

14 X 3 ORGANIZATION CASH 39,890.00

15 X 4 ALLOTMENT 37,500.00





20 9 PROJECT CASH


22 TYPE SEL


24 CONT MAIN RFRSH



Available Balance Inquiry Screen-Inquiry Results (Example 2) 01 ABMENU09177 -TO CONTINUE AB INQUIRY, TYPE OVER INPUT DATA


03


05 85 10 02 02 213 00 02 380000

06

07 GAAFR FUND 10 STATE FUND 1 FUND IDENTIFIER 000001

08 BUDGET ENTITY 85100000 IBI 00 APPROP CATEGORY 040000

09 APPROP YEAR 00 AU CFI

10


12 1 FUND CASH

13 X 2 FUND RELEASE 119,221.88

14 3 ORGANIZATION CASH

15 X 4 ALLOTMENT 19,237.90





20 9 PROJECT CASH


22 TYPE SEL


24 CONT MAIN RFRSH SPURS

Florida Fact:

The distance from Pensacola to Key West is 792 miles, by road.


flair - florida department of financial services procedures manual- chapters 1-7 of 37 florida...

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