DEPARTMENT OF FINANCIAL SERVICES
Division of Accounting and Auditing
FLorida
Accounting
Information
Resource
FLAIR
Procedures Manual
Chapters 1-7 of 37
September 1, 2007
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
CHAPTER 1 INTRODUCTION
Statutory Authority of FLAIR
Florida Accounting Information Resource
FLAIR Implementation Considerations
Flow of Data
CHAPTER 2 STATE STANDARD ACCOUNT CODES
Organizational Structure
Operating Level Organizations
Fund Classification
GAAFR Fund Types
State Fund Types
Fund Identifiers
General Ledger Codes
Object Codes
Revenue Object Classifications
Direct Revenue Object Codes
Non-Operating Receipt Object Codes
Budgetary Object Classifications
Budgetary Object Codes
Expenditure Object Classifications
Expenditure Object Codes
Revenue Source Classifications
Appropriation Categories
State Program Identifiers
State Program Codes
CHAPTER 3 ACCESS CONTROL
Sign-on
Access Control File
Establishing Access Control
Sign-On Procedures
Building the Access Control File
Access Control Screen
Adding Access Control Records
Updating Access Control Records
Inquiring into Access Control Records
Access Control Summary
Access Control Report
Sign-Off Procedures
Review of Security Measures
CHAPTER 4 FLAIR TITLE FILES (TI)
Title File Structure & Availability
The Title File Mini Menu Screen
Adding Records to the Title File
Adding Organization Titles
Adding External Titles:Fund Type, General Ledger, & Program
Adding Fund Identifier Titles
Adding State Program Titles
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
Adding Other Cost Accumulator Titles
Adding Object Code/General Ledger Sub-Classification Titles
Adding External Object Code/External Category Titles
Adding Product Identifier & Original Fund Source Titles
Adding Agency Unique Titles
Adding Contract Titles
Adding Method of Payment Titles
Adding Contract Type Titles
Adding Method of Procurement Titles
Adding Billing Code Titles
Adding Contract Compliance Audit Codes
Adding Contract Evaluation Codes
Adding Contract Funding Type Codes
Adding Contract Monitoring Exclusion Codes
Adding Contract Service Area Codes
Adding Location Code Titles
Adding Insurance Code Titles
Adding Disposition Authority Titles
Adding Class Code Titles
Adding Project Identifier Titles
Adding Project Status Titles
Inquiring into the Title Files
Updating the Title Files
CHAPTER 5 VENDOR FILES
Regular Vendor File
Accessing the Regular Vendor File
Adding a New Vendor to the Regular Vendor File
Adding a New Sequence to an Existing Vendor
Inquiring into the Regular Vendor File
Updating the Regular Vendor File
Statewide Vendor Files
Employee Vendor File
Accessing the Employee Vendor File
Adding a New Vendor to the Employee Vendor File
Inquiring into the Employee Vendor File
Updating the Employee Vendor File
Client Vendor Files
Accessing the Client Vendor File
Adding a New Vendor to the Client Vendor File
Inquiring into the Client Vendor File
Updating the Client Vendor File
Account Description Files
Accessing the Account Description File
Inquiring into the Account Description File
Adding to the Account Description File
Updating the Account Description File
CHAPTER 6 EXPANSION FILES (EX)
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
Establishing the Expansion File
The Expansion File Mini Menu Screen
Expansion Set File
The Expansion Set Add Screen
The Expansion Set Inquiry Screen
The Expansion Set Update Screen
Expansion Option File
The Expansion Option Add Screen
The Expansion Option Inquiry Screen
The Expansion Option Update Screen
The Budget Entity/State Program Combination Table
CHAPTER 7 AVAILABLE BALANCE FILE (AB)
Establishing & Updating the Available Balance File
Available Balance Checking
Available Balance Function
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
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.
2.
3.
The accounting information produced by the information subsystem adheres to
Generally Accepted Accounting Principles.
The information subsystem contains the necessary controls to maintain its
integrity, within acceptable limits and at an acceptable cost.
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
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FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
Flow of Data Chart
Access
Control
Sign-on
Screen
Daily
Nightly
Voucher
Audit
File
Invalid Sign-on
Access
Control
File
RVL
Fund
File
Voucher
Processing
Expan.
File
Valid Sign-On
Title
File
Menu/Mini
Menu
Screen
Formatted
Input
Screen
Voucher
Print
File
FLAIR
(SAMAS)
JT
File
Vendor
File
Avail
Bal.
File
Automation
Process
On-line
Processing
History
(Detail)
File
Accts.
Receiv.
File
Daily
Input
File
Work
File
Accts.
Payable
File
Cash
Recpts.
File
Encum.
Sub
Master
File
To Nightly
Processing
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 1
Page 9
FLAIR Procedures Manual- Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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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
85
L2
10
L3
14
L4
05
L5
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.
Effective Date:
September 1, 2007
Supersedes:
2003
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FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Level 1
(Department)
Department
of the
Treasury
85000000000
Level 2
(Division)
Division of
Currency
and
Coinage
85100000000
Division of
Administrat
ion
85010000000
Level 3
(Bureau)
Secretary of
The Treasury
85010100000
Bureau of
Administrative
Services
85010200000
Bureau of
Security
85100300000
Bureau of
Circulation
85100100000
Level 4
(Section)
Training
Financial
and
Accounting
Office
85010202000
85100303000
Minting
Printing
85100101000
85100102000
Investigation
85100304000
Level 5
(Subsection)
Counterfeit
Investigation
85100304210
Purchasing
Personnel
85010202110
85010202120
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Operating Level Organizations
110000
119500
119800
210000
220000
310000
360000
370000
410000
420000
430000
439000
450000
480000
489000
500000
520000
550000
570000
600000
610000
620000
640000
650000
670000
680000
700000
710000
720000
729700
730000
750000
760000
770000
780000
790000
800000
810000
820000
840000
LEGISLATIVE BRANCH
OFFICE OF THE AUDITOR GENERAL
LEGISLATIVE AUDITING COMMITTEE
JUDICIAL ADMINISTRATIVE COMMISSION
STATE COURTS SYSTEM
EXECUTIVE OFFICE OF THE GOVERNOR
DEPARTMENT OF THE LOTTERY
DEPARTMENT OF ENVIRONMENTAL PROTECTION
DEPARTMENT OF LEGAL AFFAIRS
DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES
DEPARTMENT OF FINANCIAL SERVICES
DIVISION OF ACCOUNTING AND AUDITING
DEPARTMENT OF STATE
DEPARTMENT OF EDUCATION
FLORIDA SCHOOL FOR THE DEAF AND THE BLIND
DEPARTMENT OF VETERANS AFFAIRS
DEPARTMENT OF COMMUNITY AFFAIRS
DEPARTMENT OF TRANSPORTATION
DEPARTMENT OF CITRUS
DEPARTMENT OF CHILDREN AND FAMILIES
PUBLIC SERVICE COMMISSION
DEPARTMENT OF MILITARY AFFAIRS
DEPARTMENT OF HEALTH
DEPARTMENT OF ELDER AFFAIRS
AGENCY FOR PERSONS WITH DISABILITIES
AGENCY FOR HEALTH CARE ADMINISTRATION
DEPARTMENT OF CORRECTIONS
DEPARTMENT OF LAW ENFORCEMENT
DEPARTMENT OF MANAGEMENT SERVICES
DIVISION OF ADMINISTRATIVE HEARINGS
DEPARTMENT OF REVENUE
AGENCY FOR WORKFORCE INNOVATION
DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES
FISH AND WILDLIFE CONSERVATION COMMISSION
FLORIDA PAROLE COMMISSION
DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION
DEPARTMENT OF JUVENILE JUSTICE
DEPARTMENT OF MANAGEMENT SERVICES – STATE TECHONOGY
OFFICE
COMMISSION ON UNIFORMITY OF LEGISLATION IN THE UNITED
STATES
STATE BOARD OF ADMINISTRATION
Effective Date:
September 1, 2007
Supersedes:
2003
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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
31100000
00
00
Governor, Executive Office of
General Office
An example of a Budget Entity that is broken down below the appropriation level is given
below.
BE
IBI
TITLE
31100100
31100300
31100400
00
00
00
Executive Direction and Support Services
School Readiness
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.”
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
Effective Date:
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Supersedes:
2003
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Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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)
(b)
(c)
the primary government,
organizations for which the primary government is financially accountable, and
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
25
55
75
85
95
Non-Governmental (not for profit)
Governmental Fund
Proprietary Fund
Trust and Agency Fund
Account Group - Both General Fixed Asset Account Group and General
Long Term Debt Account Group
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
2
3
5
8
9
General Revenue Fund
Trust Funds
Working Capital Fund
Budget Stabilization Fund
Local Funds
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:
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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."
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
1
2
2
3
Gen Rev
Ct Appeal
Replace TF
Replace TF
Wk Capital
General Revenue Fund
Court of Appeal-General Revenue
Replacement TF-Agriculture
Replacement TF-DLES
Working Capital Fund
000001
000014
580004
580013
000001
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
SF FID
8 010001
8 010002
SHORT TITLE
Travel Rvl
Travel Rvl
LONG TITLE
Travel Revolving Fund-Tampa
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
31***
31100
Title
Payables
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 subclassified 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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 prepaids.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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 nongovernmental entities.
25500 Advances to Other Governmental Units/Entities
25600 Long-term Interest Receivable
Interest not receivable within one year
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
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Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 18
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
An account which is of the same nature and is used in the same manner as the
account Accumulated Depreciation - Buildings.
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
An account which is of the same nature and is used in the same manner as the
account Accumulated Depreciation - Buildings.
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 19
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 20
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 21
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 22
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 23
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 24
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 25
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 26
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 27
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 28
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 29
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 30
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 31
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 32
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
61200
61200
61200
002000
002010
002020
Object Titles
State Licenses
Series A Licenses
Series B Licenses
A list of the major revenue object codes is given on the following pages.
Direct Revenue Object Codes
001000
001100
001200
001300
001500
001600
001700
001800
002000
002100
002200
002300
002500
State Fees
State Fees - Continued
State Fees - Continued
State Fees - Continued
County and City Fees
County and City Fees - Continued
Outdoor Advertising
Fees Article V
State Licenses and Permits
State Licenses and Permits – Continued
State Licenses and Permits – Continued
State Licenses and Permits - Continued
County/City Licenses and Permits
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 33
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
003000
004000
004100
004200
005000
006000
007000
007100
007200
008000
008100
009000
010000
010200
010300
010400
010500
010600
010700
011000
011500
012000
012100
Taxes
Miscellaneous Receipts
Market Order Assessments
Overweight Penalties
Interest
Employee and Employer Contributions
Grants and Donations, U.S.
Grants and Donations, U.S. - Continued
Continued - Grants and Donations, U.S.
Grants and Donations, City and County
Grants and Donations, City and County – Continued
Nursery and Forestry Products
Sales of Goods and Services
Sale of Lottery Tickets
Sale of Goods and Services to State Agencies
Sale of Goods Outside State Government
Sale of Services Outside State Government
Sale of Goods to State Employees
Sale of Services to State Employees
Grants and Donations, Other
State Grants
Fines, Forfeitures, Judgments, and Assessments
Fines Article V
Non-Operating Receipt Object Codes
006000
013000
013200
015000
015100
016000
018000
019000
020000
021000
022000
023000
024000
025000
026000
027000
028000
029000
030000
031000
036000
Employee and Employer Contributions
Service Charge to General Revenue (Section 215.22)
Service Charge to Agency Budget Sunset Trust Fund
Transfers
Continued - Transfers
Distributions (Transfers Required by Law)
Refunds
Sales of Goods and Services to State Employees
Sale of Investments
Land Sales or Leases
Sale of Revenue Certificates
Repayment of Loans
Unemployment Compensation (From Federal Trust Fund)
Collection of State or Federal Taxes
Fire Control or Forestry Assessments
Security Deposits
Insurance Recoveries
Sale of Surplus Property
Receipts from State Board of Administration
Transfers to Other GAAFR Funds
Abandoned Property Receipts
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 34
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
037000
038000
040000
040100
047000
048000
049000
050000
050100
050300
057000
058000
059000
Prior Year Warrant Cancellations
12 Month Old Warrant Cancellations
Other Non-Operating Receipts
Continued-Other Non-Operating Receipts
Repayment of Revolving Funds
Sales of Data Processing Serv.
FLAIR/CMS Replacement Loan Proceeds
Suspense
Continued-Suspense
Forfeited Bond Proceeds
Gain on Sale of Investments
Premiums Paid by State Agencies
Client Deposits
NOTE: The last two zeros (00) are available to agencies for further sub-classification to
address specific agency requirements.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 35
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 36
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
380000
380010
380020
380030
Title
Office Supplies Consumable
Stationery
Calendars
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 37
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 38
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial 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
132200
132300
132400
Custodial and Janitorial Services
Temporary Employment Services
Entertainment
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 39
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
153200
153300
154000
155000
156000
U.S. Civil Service Retirement
U.S. Civil Service Health Insurance
U.S. Civil Service Life Insurance
Municipal Retirement
Optional Retirement Plan Employer Contribution
IFAS Supplemental Retirement
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 40
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
157000 Pretax Administrative Assessments
158000 State Personnel Assessments
16**** Insurance Contributions
160800
161000
162000
163000
164000
Insurance Contribution - Training
State Health - Employer's Contributions
State Life - Employer's Contributions
State Disability - Employer's Contributions
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
221100
223000
225000
227000
228000
229000
230000
230800
231000
Telephone
Cellular Telephones
Information Technology Communications
Postage, Overnight and Next-Day Delivery
Includes payment for Post Office boxes.
Freight
Includes freight costs that are not capitalized with a fixed asset.
Customer/Constituent Communications
Other Communications
Communication costs for which no other suitable object code exists.
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.
Printing and Reproduction - Training
Printing and Reproduction - Court Reporting Transcripts
24**** Repairs and Maintenance
241000 Repairs and Maintenance – Commodities
Includes parts for vehicles, information technology equipment,
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 41
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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 ongoing 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 42
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
261100
261200
261300
261400
261500
261800
262000
262100
262200
262300
262400
262500
262800
263000
263100
263200
263300
263400
263500
263800
265000
267000
267100
267200
269000
269800
Per Diem – In State Travel
Meals (A&B) – In State Travel
Mileage – In State Travel
Hotel – In State Travel
Airfare – In State Travel
Training - In-State Travel
Out-of-State Travel
Includes travel outside of Florida but within the United States for
which no other object code exists.
Per Diem – Out of State Travel
Meals (A&B) – Out of State Travel
Mileage – Out of State Travel
Hotel – Out of State Travel
Airfare – Out of State Travel
Training - Out-of-State Travel
Foreign Travel - Other
Per Diem – Foreign Travel
Includes travel outside of the United States for which no other
object code exists.
Meals (A&B) – Foreign Travel
Mileage –Foreign Travel
Hotel – Foreign Travel
Airfare – Foreign Travel
Training - Foreign Travel
Monthly Mileage Allowance
Travel nonresident alien independent contractor – taxable
Travel nonresident alien independent contractor – exempt
Travel nonresident alien independent contractor – foreign source
Travel Advances
Travel Advance - Training
27**** Utilities
Includes charges for heat, light, gas, and electric utilities and refuse collection
services.
271000
272000
273000
274000
275000
279000
Utilities Electricity
Utilities Natural Gas
Utilities Water and Sewage
Utilities Garbage Collection
Utilities Steam
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 43
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
341800
342000
343000
350000
Educational Supplies
Educational - Training Supplies
Medical Supplies
Agricultural Supplies
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 44
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
364100
364200
364300
364400
364600
Coal and Wood
Fuel Oil
Propane
Gasoline
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
373000
375000
377000
379000
Gasoline
Diesel Fuel
Aviation Fuel
Lubricants
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 45
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
412000
413000
414000
415000
416000
417000
419000
Automobile Fleet Insurance
General Liability Insurance
Worker's Compensation Insurance
Fire Fund Insurance
Civil Rights Insurance
Surety Bonds
Information Technology Insurance
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 46
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 47
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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 employeremployee 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 employeremployee 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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 48
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 49
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 50
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
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Florida Department of Financial Services
810100
811000
820000
830000
840000
850000
860000
Revenue Fund..
Distributions and Transfers - Continued
Distributiona and Transfera of Federal Funds
Includes all transfers of Federal Funds between a state agency‟s
funds and between state agencies.
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.
Investment Cost
Includes purchases at cost of stocks, bonds, and revenue certificates, or
loans to other funds which are revenue-producing loans.
Investment Accrued Interest
Payments for interest that accrued on investments at time of purchase.
Proceeds of Bonds
Distribution to the ultimate beneficiary of moneys received from the sale
of revenue certificates or from the sale of bonds.
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 52
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Florida Department of Financial Services
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
000200
000300
000400
000500
000600
000700
000800
000900
001000
001100
001200
001300
001500
001600
001800
001801
001902
001903
001904
001905
Effective Date:
September 1, 2007
Fees
Licenses
Taxes
Miscellaneous Receipts
Interest
Employee and Employer Contributions
U.S. Grants
City or County Grants
Nursery and Forestry Products
State Grants
Other Grants and Donations
Fines, Forfeitures, and Judgments
Section 215.20(1) and (2) GR Service Charge
Transfers
Distribution-Transfers Required by Law
Refunds
Reimbursements
Sale of Lottery Tickets
Sale of Goods and Services to State Agencies
Sale of Goods outside State Government
Sale of Services outside State Government
Supersedes:
2003
Chapter 2
Page 53
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Florida Department of Financial Services
001906
001907
002000
002100
002101
002102
002200
002300
002400
002500
002600
002700
002800
002801
002900
003000
003100
003600
003700
003800
004000
004700
004800
004801
004802
005000
005700
005800
005900
006000
007000
Effective Date:
September 1, 2007
Sale of Goods to State Employees
Sale of Services to State Employees
Sale of Investments
Land Sales or Leases
Rent
Concessions
Sale of Bonds/Revenue Certificates
Repayment of Loans
Unemployment Compensation
Collections of Federal or State Taxes
Fire Control and Forestry Assessment
Security/Escrow Deposits
Insurance Recoveries - Fire Losses
Insurance Recoveries - Other
Sale of Surplus Property
Receipts from SBA - Excluding
Transfers between GAAFR Funds within FID
Abandoned Property Receipts
Prior Year Warrant Cancellations
12 Month Old Warrant Cancellations
Other Non-Operating Receipts
Repayment of Revolving Funds
Sales of Data Processing Services
Sales of Data Processing Services to State Agencies
Sales of Data Processing Services outside State Government
Suspense
Gain on Sale of Investments
Premiums Paid by State Agencies
Client Deposits
Transfers from General Revenue
University Devolution Payroll Cash
Supersedes:
2003
Chapter 2
Page 54
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
020010
030000
040000
050000
060000
070000
080000
090000
120000
130100
132000
140000
160000
170000
180000
190000
210000
300000
310000
490000
800000
810000
Effective Date:
September 1, 2007
Salaries and Benefits
Academic Support
Other Personal Services
Expenses
Aid to Local Governments
Operating Capital Outlay
Food Products
Fixed Capital Outlay
Lump Sum
Debt Service
University Carry Forward Funds
Medipass Services
G/A to Local Governments and Nonprofit Org-FCO Organizations
Payments to United States Treasury
Transfers to General Revenue Fund
Transfers to Trust Funds
Purchase of Investments
Data Processing Services
Pensions and Benefits
Other Non-Operating Expenses
Claims Bills and Relief Acts
Special Expenses
Lottery Prize Expense
Supersedes:
2003
Chapter 2
Page 55
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
99
Program Title
Economic Opportunities Agriculture and Employment
Public Safety
Education
Health and Social Concerns
Housing and Community Development
Natural Resources and Environmental Management
Recreational and Cultural Opportunities
Transportation
Governmental Direction and Support Services
State Lottery
Economic Opportunities
Public Protection
Health and Human Services
Natural Resources and Environment
State Courts
Governmental Operations and Support Services
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
06.02.00.00.01 100000
Effective Date:
September 1, 2007
Water Quality Management
Water Quality
Supersedes:
2003
Chapter 2
Page 56
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
01.01.00.00.99
Utilities Regulation
Administrative Direction and Support Services
01.01.02.00.00
01.01.02.00.01
01.01.02.00.02
01.01.02.00.05
01.01.02.00.06
01.01.02.00.07
01.01.02.00.08
01.01.02.00.09
01.01.02.00.10
01.01.02.00.11
General Business Regulation
Regulation of Pari-Mutuel Industries
Regulation of Public Lodging, Food Service Establishments and
Elevators
Regulation of Land Sales Condominiums, Real Estate Timeshare
and Mobile Home Parks
Regulation of Alcoholic Beverage and Tobacco Industries
Regulation of Professions
Regulation of Charitable Solicitations and Others
Standards and Licensure
Commercial Regulation and Registration
Compliance and Enforcement
Regulation of Pugilistic Exhibitions
01.01.03.00.00
Regulation of Financial and Insurance Industries
01.01.03.00.01
01.01.03.00.02
01.01.03.00.03
01.01.03.00.04
01.01.03.00.05
Regulation of Banks, Credit Unions, and Savings and Loans
Industry Regulation (Financial Institutions Security and Related
Industries
Regulation of Securities
Regulation of Insurance and Related Industries
Unclaimed Property Services
01.02.00.00.00
Employment
01.02.01.00.00
Employment Opportunity Enhancement
01.02.01.00.01
01.02.01.00.02
01.02.01.00.95
Equal Hiring and Promotion Opportunity
Employment Placement Services
Research, Innovation, Training, and Evaluation (BRITE)
01.01.02.00.03
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 57
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
01.02.02.00.00
01.02.02.00.01
01.02.02.00.02
01.02.02.00.03
01.02.02.00.04
01.02.02.00.06
01.02.02.00.99
Manpower Development and Training
Apprenticeship Services
Jobs and Benefits
Local Job Training Services
Project Independence
Employment Program Support
Administrative Direction and Support Services
01.02.03.00.00
01.02.03.00.01
01.02.03.00.03
Assistance For Work Related Difficulties
Unemployment Compensation
Occupational Safety and Health
01.02.03.02.00
01.02.03.02.01
01.02.03.02.02
01.02.03.02.03
01.02.03.02.04
01.02.03.02.05
01.02.03.02.06
01.02.03.02.07
01.02.03.02.08
01.02.03.02.09
01.02.03.02.10
01.02.03.02.11
01.02.03.02.12
01.02.03.02.13
Workers Compensation
Monitoring and Audit Unit
Workers' Compensation Carrier Practices
Workers' Compensation Information Management Unit
Workers' Compensation Compliance
Medical Services and Rehabilitation
Workers' Compensation Self-Insurance
Workers' Compensation Appeals
Workers' Compensation Research and Education Unit
Workers' Compensation Informal Dispute Resolution Unit
Workers' Compensation Administration and Field Support Unit
Workers' Compensation Disability Trust Fund Unit
Workers' Compensation
Safety
01.02.03.90.00
01.02.03.90.68
01.02.03.90.99
Administration
Medical Services Review
Administrative Direction and Support Services
01.02.04.00.00
01.02.04.00.01
Employee-Employer Relations
Public Employee-Employer Relations
01.02.05.00.00
01.02.05.00.01
Labor Market Information
Labor Market Information Services
01.02.06.00.01
Compliance
01.02.90.00.00
01.02.90.00.91
01.02.90.00.92
Administration
Executive Direction
Administrative Support Services
01.03.00.00.00
Consumer Education and Services
01.03.02.00.00
General Consumer Protection Services
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 58
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
01.03.02.00.01
01.03.02.00.03
01.03.02.00.04
Complaint Services for Consumer Protection
Rehabilitation and Liquidation of Insolvent Businesses
Consumer Financial Protection
01.03.03.00.00
Product Inspection for Consumer Protection
01.03.03.00.01
01.03.03.00.02
01.03.03.00.03
01.03.03.00.04
01.03.03.00.05
01.03.03.00.06
01.03.03.00.07
01.03.03.00.08
Agricultural Environment Services
Standards and Petroleum Quality Inspection
Food Safety/Quality Assurance
Dairy Industry Standards
Fruit and Vegetables Regulation
Meat and Poultry Food Product Inspection
Pest Control, Feed, Seed, and Fertilizer Compliance
Agricultural Inspection Stations
01.04.00.00.00
01.04.00.00.03
01.04.00.00.99
Economic Development
Economic Analysis
Administrative Direction and Support Services
01.04.01.00.00
01.04.01.00.01
01.04.01.00.02
01.04.01.00.03
01.04.01.00.04
01.04.01.00.05
01.04.01.00.06
01.04.02.00.00
01.04.02.00.01
01.04.02.00.02
01.04.02.00.03
01.04.02.00.05
01.04.02.00.08
Business Recruitment, Solicitation, and Expansion
Industry Development
Business Assistance
Motion Picture and Television Film Solicitation
Industry Services Training
Minority Economic Development Assistance
Economic Development Policy
Trade Promotion and Market Development
International Trade
Market Development, Distribution Statistics, and Regulation
International Affairs Promotion and Development
Marine and Fisheries Marketing and Market Reporting
Market Distribution Assistance
01.04.02.02.00
01.04.02.03.01
01.04.02.03.02
01.04.02.03.03
01.04.02.03.99
Citrus Trade Marketing and Market Reporting
Economic and Market Research
Market Creation and Development
Technical Aid
Administrative Direction and Support Services
01.04.04.00.00
01.04.04.00.02
01.04.04.00.04
Tourism Promotion
Tourism Research
Visitor Support Services
01.04.04.01.00
01.04.04.01.01
01.04.04.01.02
Marketing
Domestic Marketing
International Marketing
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 59
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
01.04.05.00.00
Minority Business Enterprise and Economic Development
02.00.00.00.00
02.00.00.00.99
Public Safety
Administrative Direction and Support Services
02.01.00.00.00
02.01.00.00.01
02.01.00.00.03
02.01.00.00.04
02.01.00.00.05
02.01.00.00.99
Law Enforcement
Field Investigations and Law Enforcement
Criminal Justice Standards and Training
Local Law Enforcement Technical Assistance
Agriculture Law Enforcement
Administrative Direction and Support Services
02.01.02.00.00
02.01.02.00.01
02.01.02.00.02
02.01.02.00.03
Technical Services
Crime Information Systems
Crime Laboratory Services
Medical Examiner Services
02.02.00.00.00
02.02.00.00.02
02.02.00.00.03
02.02.00.00.04
02.02.00.00.05
02.02.00.00.06
02.02.00.00.07
Legal Adjudication
State Prosecution
Indigent Defense
Appeals Representation Services
Statewide Prosecution
Prosecutors and Defense Attorney Training
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
02.03.01.00.99
Probation and Parole
Administrative Direction and Support Services
02.03.02.00.01
02.03.02.00.02
02.03.02.00.03
02.03.02.00.04
02.03.02.00.06
02.03.02.00.08
02.03.02.00.10
02.03.02.00.12
02.03.02.00.94
02.03.02.00.99
Facilities Operation
Classification and Guidance Services
Health Services
Academic and Vocational Education
Correctional Medical Authority
Education and Job Training
Offender Work
Guidance
Physical Plant Management
Administrative Direction and Support Services
02.03.02.01.01
02.03.02.01.94
02.03.02.01.99
Facility Operations Youthful Offenders
Physical Plant Management – Youthful Offenders
Administrative Direction and Support – Youthful Offenders
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 60
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
02.03.03.00.01
02.03.03.00.02
02.03.03.00.03
02.03.03.00.99
Parole Adjudication Services
Community Based Correctional Services
Community Road Prisons
Administrative Direction and Support Services
02.03.95.00.02
02.03.95.00.04
Offender Program Services
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
02.04.01.00.02
02.04.01.00.03
02.04.01.00.04
02.04.01.00.99
Transportation Safety Education
Field Operations
Driver Improvement
Highway Patrol Services
Administrative Direction and Support Services
02.04.02.00.00
02.04.02.00.01
02.04.02.00.02
02.04.02.00.03
02.04.02.00.04
02.04.02.00.05
02.04.02.00.99
Vehicle Identification, Registration, and Insurance Compliance
Vehicle Dealer Regulation and Licensing
Vehicle Title and Registrations
Vehicle Licensing and Registration Taxes Fees Collection
Regulation and Enforcement
Financial Responsibility
Administrative Direction and Support Services
02.05.00.00.02
02.05.00.00.03
02.05.00.00.04
Recovery Mitigation
Preparedness and Response
Emergency Management Financial Services and Hazardous
Materials Compliance
Emergency and Fire Prevention Services
Fire Service Standards and Training
Fire Prevention Inspection Services
Liquefied Petroleum Gas Licensing and Regulation
Explosives, Fire Equipment, and Systems Licensing and
Regulation
02.05.01.00.00
02.05.01.00.01
02.05.01.00.02
02.05.01.00.03
02.05.01.00.04
02.05.04.00.00
02.05.04.00.01
02.05.04.00.02
02.05.04.00.03
02.05.04.00.04
02.05.04.00.05
02.05.04.00.06
02.05.04.00.11
Effective Date:
September 1, 2007
Military Operations to Support Emergency Augmentation
Readiness Training of Military Personnel
Equipment and Facilities Maintenance
Post Maintenance Fund
Military Personnel
Air Guard
Facilities Management Office
Readiness
Supersedes:
2003
Chapter 2
Page 61
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
02.05.04.00.12
02.05.04.00.13
02.05.04.00.99
Response
Federal/State Cooperative Agreements
Administrative Direction and Support Services
02.95.00.00.01
Public Safety Program Development Administration and Planning
Services
03.00.00.00.00
03.00.00.00.04
03.00.00.00.99
Education
Mental Health Research and Training
Administrative Direction and Support Services
03.01.00.00.01
03.01.00.00.02
03.01.00.00.03
Short-term Projects, Contracts and Grants
Florida Commission on Education Reform and Accountability
Student Services-Deaf and Blind School
03.01.04.00.00
Contracts, Grants, and Aids – Elementary and Secondary
03.01.04.00.01
03.01.04.00.02
03.01.04.00.03
Contracts, Grants, and Aids – Florida Education Finance Program
Contracts, Grants, and Aids - State
Contracts, Grants, and Aids - Federal
03.02.00.00.01
03.02.00.00.02
03.02.00.00.07
03.02.00.00.09
03.02.00.00.10
03.02.00.00.80
03.02.00.00.94
03.02.00.00.99
Educational – General Activities
Institutes and Research Centers
Adult and Community Education
Community College Program Fund
Instructional Television, Public Broadcasting
Administered Funds
Physical Plant Management
Administrative Direction and Support Services
03.02.01.00.00
03.02.01.00.01
03.02.01.00.02
03.02.01.00.04
Instruction
Instruction and Research - Educational and General
Instruction and Research - Institute of Food and Agricultural
Sciences
Instruction and Research - University of South Florida Medical
Center
Instruction and Research - University of Florida Health Center
03.02.03.00.00
Public Service
03.02.03.00.01
03.02.03.00.02
Cooperative Extension Service
Radio and Television Stations
03.02.04.00.00
Academic Support
03.02.04.00.01
03.02.04.00.02
Libraries
Museums and Galleries
03.02.01.00.03
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 62
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
03.02.04.00.03
03.02.04.00.04
03.02.04.00.05
03.02.04.00.06
Laboratory Schools
Teaching Hospital and Allied Clinics - Ambulatory Care Center
Teaching Hospital and Allied Clinics - J. Hillis Miller Health Center
Institute of Food and Agricultural Sciences
03.02.05.00.00
03.02.05.00.01
03.02.05.00.02
Student Services – Post-Secondary
Student Activities
Financial Aid
03.02.07.00.01
03.02.08.00.01
03.03.00.00.00
03.03.00.00.01
03.03.00.00.02
04.00.00.00.00
04.01.00.00.00
04.01.00.00.03
04.01.01.00.01
04.01.01.00.02
04.01.01.00.03
04.01.01.00.04
04.01.01.00.06
04.01.02.00.01
04.01.02.00.02
University Support/Educational and General
University of South Florida Medical Center University of Florida
Health Center
Contracts, Grants, and Aids - Vocational Education
Contracts, Grants, and Aids – State Vocational Education
Contracts, Grants, and Aids – Federal Vocational Education
Health and Social Concerns
Mental Health Concerns
Community Drug Abuse Services
Community Mental Health Services
Institutional Mental Health Services
Institutional Forensic Services
Continuity of Care Management
Children's Substance Abuse and Mental Health Services
Community Alcoholic Services
Institutional Alcoholic Services
04.02.00.00.04
04.02.00.00.05
Environmental Health Services
County Health Department Services
04.02.01.00.01
04.02.01.00.02
04.02.01.00.03
04.02.01.00.04
04.02.01.00.05
04.02.01.00.06
Maternal and Child Health Services
Family Planning Services
Medicaid Services
Public Medical Assistance
Family Health
Children‟s Medical Services
04.02.02.00.00
Disease Control and Treatment Services
04.02.02.00.02
04.02.02.00.03
Non-Communicable Disease Control and Treatment
Disease Control
04.02.02.01.01
04.02.02.01.02
04.02.02.01.03
04.02.02.01.04
04.02.02.01.05
Tuberculosis Control and Treatment
Animal and Insect Disease Carrier Control
Venereal Disease Control and Treatment
Immunization Services
Institute Services for Tuberculosis
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 63
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
04.02.03.00.01
04.02.03.00.02
04.02.03.00.03
04.02.03.00.05
04.02.03.00.06
04.02.03.00.07
04.02.03.00.08
Health Laboratory Services
Health Care Services and Facilities Regulation
Vital Statistics Services
Radiation Control
Pharmacy Services
Recruit/Retention of Public Health Professionals
STW Health Support Services
04.03.00.00.01
04.03.00.00.03
04.03.00.00.08
04.03.00.00.09
04.03.00.00.10
Protective Services for Abused or Dependent Individuals
Services to the Elders
Community Social Services Grant Support Services
Services to Veterans
Veterans' Nursing Home
04.03.02.00.01
04.03.02.00.02
04.03.02.00.03
04.03.02.00.04
04.03.02.00.05
04.03.02.00.06
04.03.02.00.07
04.03.02.00.08
04.03.02.00.09
04.03.02.00.10
Aid to Families with Dependent Children
Public Assistance Appeals
Adult Assistance Payments
Food Stamp Distribution
Disability and Incapacity Determination
Child Support Enforcement Services
Crime Compensation and Victim Witness Services
Benefit Recovery
Low Income Energy Assistance
Public Assistance
04.03.05.00.01
04.03.05.00.02
04.03.05.00.03
Vocational Rehabilitation Vending Facilities (Blind)
Vocational Rehabilitation
Blind Services
04.03.07.00.00
Developmental Disabilities Services
04.03.07.01.01
04.03.07.01.03
04.03.07.01.06
Case Management Services
Community Services for Developmentally Disabled
Community Resource Development Services
04.03.07.02.01
04.03.07.02.02
04.03.07.02.03
04.03.07.02.04
04.03.07.02.05
04.03.07.02.06
04.03.07.02.80
04.03.07.02.99
Casework Services
Facilities, Maintenance, and Transportation
Residential Care
Education Training and Therapy Services
Medical and Dental Services
Retarded Defendant/Offender Services
Institutional Services for Persons Developmental Disabilities
Administrative Direction and Support Services
04.03.10.01.01
04.03.10.01.02
04.03.10.01.03
Intake and Assessment Services
Detention Services
Non-Residential Services for Delinquent Youth
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 64
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Florida Department of Financial Services
04.03.10.01.04
Residential Services for Delinquent Youth
04.03.10.01.05
04.03.10.01.06
04.03.10.01.07
Child Day Care, Case Management, and Related Services for
Families and Dependent Youth
Placement/Supervision for Children
Prevention/Diversion Services
04.03.10.02.00
Training School Services
04.03.10.02.01
04.03.10.02.99
Custody and Care Services
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
04.90.92.00.02
04.90.92.00.03
04.90.92.00.04
04.90.90.00.05
Client Support Service System
Service Network Management
District Program Management and Supervision
Food Distribution
Regional Processing Center
04.90.95.00.00
Research and Program Planning
04.90.95.00.01
04.90.95.00.02
04.90.95.00.03
04.90.95.00.04
04.90.95.00.05
04.90.95.00.06
04.90.95.00.07
04.90.95.00.08
04.90.95.00.09
04.90.95.00.10
04.90.95.00.11
04.90.95.00.12
04.90.95.00.14
04.90.95.00.15
04.90.95.00.16
04.90.95.00.17
Comprehensive Health Planning
Health Services Program Planning
Mental Health Program Planning
Children's Medical Program Planning
Medicaid Program Planning
Economic Self-Sufficiency Services Program Planning
Aging and Adult Services Program Planning
Developmental Services Program Planning
Vocational Rehabiliation Progrm Planning
Family Safety and Preservation Program Planning
Emergency Medical Service
Substance Abuse Program Planning
Local Health Planning
Delinquency Services Program Planning
Juvenile Justice Program Planning
Juvenile Justice Advisory Board
05.00.00.00.00
05.00.00.00.01
05.00.00.00.02
05.00.00.00.04
05.00.00.00.91
05.00.00.00.92
Housing and Community Development
Site Redevelopment and Community Expansion
Housing Assistance
Code Development and Housing Standards
Executive Direction
Administrative Support Services
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 65
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
05.00.00.00.99
Administrative Direction and Support Services
05.05.00.00.00
05.05.00.00.01
05.05.00.00.04
Local Government Fiscal Oversight
Ad Valorem Taxing
Supervision of Local Governmental Retirement Programs
06.00.00.00.00
06.00.00.00.03
06.00.00.00.08
Natural Resources and Environmental Management
Air Quality
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
06.01.01.00.02
06.01.01.00.04
Geologic Resource Investigations and Information
Mine Reclamation and Permitting
Agricultural Water Policy
06.01.02.00.01
06.01.02.00.03
06.01.02.00.04
06.01.02.00.05
06.01.02.00.06
06.01.02.00.07
06.01.02.00.99
Administrative Services for Land
Soil Surveys
Land Surveys and Mapping
Land Acquisition Services
Land Use Review and Development Regulation
Reserve Lands Management
Administrative Direction and Support Services
06.02.00.00.00
Water Resources
06.02.00.00.01
06.02.00.00.02
06.02.00.00.03
Water Quality Management
Water Quantity Management
Water Management
06.04.03.02.01
06.04.03.03.04
06.04.03.03.06
06.04.03.04.03
06.04.03.04.05
06.04.03.04.08
Clean Water and Land Human Health Services
Petroleum Tank Regulation and Contaminated Site Rehabilitation
Dry Cleaning Site Rehabilitation
Solid Waste Regulation and Management
Hazardous Waste Regulation, Management, and Site
Rehabilitation
Hazardous Material/Oil Spill Response
06.05.00.00.00
06.05.00.00.01
06.05.00.00.02
06.05.00.00.03
06.05.00.00.04
Biological Resource Protection
Forest Services
Plant, Pest and Disease Control
Intergovernmental Coordination/Habitat Conservation
Animal Pest and Disease Control
06.06.00.00.01
Forest Management
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 66
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
06.06.00.00.02
06.06.00.00.03
06.06.00.00.04
06.06.00.00.05
06.06.00.00.06
06.06.00.00.07
06.06.00.00.08
06.06.00.00.09
Freshwater Fisheries Management
Parks, Law Enforcement/Permit Compliance and Enforcement
Wildlife Management
Aquatic and Exotic Plant Control Services
Education and Information
Natural Resources Law Enforcement
Natural Resources Law Enforcement Communication
Environmental Permitting Operations
06.06.01.00.01
06.06.01.00.02
06.06.01.00.03
06.06.01.00.04
06.06.01.00.05
06.06.01.00.06
06.06.01.01.01
06.06.02.00.01
06.06.02.00.02
06.06.02.00.03
Uniform Patrol
Investigations
Inspections
Aviation
Boating Safety
Hunter Education
Uniform Patrol – Parks
Wildlife Recreational Opportunities
Wildlife Populations and Habitat
Commercial Wildlife Management and Regulation
06.06.03.00.01
06.06.03.00.02
06.06.03.00.03
06.06.03.00.04
06.03.03.00.05
06.03.03.00.06
06.03.03.00.07
Recreational Fishing Opportunities
Fisheries Habitat Rehabilitation and Restoration
Commercial Fishing and Aquaculture Regulation
Marine Research
Protection of Endangered/Threatened Species
Aquaculture and Marine Resource Management
Marine Fisheries Management
06.07.00.00.00
06.07.00.00.01
06.07.02.00.00
06.07.02.00.05
06.07.03.00.00
06.07.03.00.01
06.07.03.00.03
06.09.00.00.00
06.09.00.00.01
06.09.02.00.00
06.09.02.00.02
06.90.00.00.00
06.90.00.00.91
06.90.00.00.92
06.90.00.00.93
06.90.00.00.94
06.90.00.00.99
Coastal Resources
Coastal Zone Management
Beach Resources Protection and Restoration
Beaches and Coastal Systems Management and Permitting
Estuarine and Aquatic Management
Coastal and Aquatic Managed Areas
Estuarine/Marine Sanctuary and Aquatic Preserves
Energy Management
Energy Conservation
Energy Regulation and Development
Planning and Site Certification
Administration
Executive Direction
Administrative Support Services
Environmental Laboratory and Information Resources Support
Ecosystems Management
Administrative Direction and Support Services
07.00.00.00.00
Recreational and Cultural Opportunities
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 67
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
07.01.00.00.00
07.01.01.00.00
07.01.01.00.01
07.01.01.00.02
07.01.01.00.03
07.01.01.00.04
07.02.00.00.01
07.02.00.00.02
07.02.00.00.03
07.02.00.00.04
07.02.00.00.99
Recreation Opportunities
Resource-Based Recreation Opportunities
State Park Operations
State Greenways and Trails
Recreational Assistance to Local Government
Everglades Recreational Opportunities
Library Services
Fine Arts Appreciation
Historical, Archeological, and Folklore Appreciation
Historic Preservation
Administrative Direction and Support Services
08.00.00.00.03
08.00.00.00.05
08.00.00.00.95
08.00.00.00.99
08.01.00.00.01
08.01.00.00.02
08.01.00.00.03
08.01.00.00.04
08.01.00.00.05
08.01.00.00.06
08.01.00.00.07
08.01.00.00.08
08.01.00.00.09
08.07.00.00.00
08.07.00.00.01
08.07.00.00.02
08.07.00.00.06
08.07.00.00.09
Public Transportation Operations
Welcome Center
Transportation Planning
Administrative Direction and Support Services
Toll Operations
Drawbridge and Ferry Operations
Motor Carrier Compliance
Routine Highway Maintenance
Pre-construction and Design Services
Highway Construction and Engineering Inspection Services
Right-of-Way Land Acquisition
Turnpike Operations and Management
Traffic Operations
Technical Support Services
Materials Testing and Research
Highway Beautification
Mobile Equipment, Signs, and Warehouse Operations
Topographic Services
09.00.00.00.03
09.00.00.00.04
09.00.00.00.80
09.00.00.00.99
09.00.00.01.04
09.00.00.02.04
09.00.00.03.04
09.00.00.04.04
09.00.00.05.04
Legislature
State Court Systems
Administered Funds
Administrative Direction and Support Services
First District Court of Appeal
Second District Court of Appeal
Third District Court of Appeal
Fourth District Court of Appeal
Fifth District Court of Appeal
09.01.00.00.00
Executive Leadership
09.01.00.00.02
09.01.00.00.05
09.01.00.00.99
Cabinet Affairs
Office of the Insurance Consumer Advocate
Administrative Direction and Support Services
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 68
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
09.01.01.00.00
09.01.01.00.01
09.01.01.00.02
09.01.01.00.03
09.01.01.00.04
09.01.01.00.05
Functions of the Governor and Staff
Executive Direction by the Governor
Executive Planning and Budgeting
State-Federal Relations
Citizen‟s Assistance
Operation of the Governor's Mansion
09.02.00.00.00
Support Services
09.02.00.00.06
09.02.00.00.07
09.02.00.00.08
09.02.00.00.11
09.02.00.00.12
09.02.00.00.16
09.02.00.00.17
09.02.00.00.99
General Legal Services
Accounting, Financial Reporting, and Financial Control
Government Accountability
Bond Finance Administration
Property and Casualty Insurance Administration
State Election Records/Laws and Codes/Notary
Administrative Hearings
Administrative Direction and Support Services
09.02.01.00.00
Procurement
09.02.01.00.01
09.02.01.00.02
09.02.01.00.03
09.02.01.00.04
09.02.01.00.99
Commodity Standards and Specifications
Commodity Contracting
Purchasing Systems Development
State Purchasing
Administrative Direction and Support Services
09.02.02.00.00
Communications
09.02.02.00.01
09.02.02.00.02
09.02.02.00.03
09.02.02.00.04
09.02.02.00.99
09.02.02.02.00
09.02.02.02.01
09.02.02.02.02
Radio and Electronic Communication Systems
Telecommunications System
SUNCOM Communications
Radio Communications
Administrative Direction and Support Services
Telecommunications Systems
Telecommunications Engineering and Technical Services
Telecommunications Invoicing and Users Services
09.02.03.00.00
Motor Pool Management
09.02.03.00.01
09.02.03.00.02
09.02.03.00.03
09.02.03.00.04
09.02.03.00.99
State Aircraft Management
Motor Vehicles, Watercraft, and Heavy Equipment Management
Aircraft Management
Motor Vehicle and Watercraft Management
Administrative Direction and Support Services
09.02.04.00.00
Electronic Data Processing
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 69
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
09.02.04.00.01
09.02.04.00.02
09.02.04.00.03
09.02.04.00.99
Management Information Services
Data Center Operations
Information Systems Planning and Development
Administrative Direction and Support Services
09.02.05.00.00
Personnel and Retirement
09.02.05.00.01
09.02.05.00.02
09.02.05.00.03
09.02.05.00.04
09.02.05.00.05
09.02.05.00.07
09.02.05.00.08
09.02.05.00.10
09.02.05.00.15
Labor Relations
State Retirement Commission
Employee Training and Development
Employee Insurance Programs
Employee Eligibility and Certifications
Personnel Systems Development
Employee Retirement Programs
Human Resource Development
Classification and Pay
09.02.05.01.04
09.02.05.01.07
09.02.05.01.09
Insurance Benefits
Human Resource Management
State Employee Leasing Program
09.02.09.00.00
Revenue
09.02.09.00.01
09.02.09.00.02
Tax Collection
Tax Audit and Enforcement
09.02.10.00.01
09.02.10.00.02
09.02.10.00.03
09.02.10.00.04
09.02.10.00.99
Planning and Construction of State Facilities
Real Property Management
State-Owned Building Operation and Maintenance
Security Operations
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
09.02.13.00.02
09.02.13.00.99
Federal Surplus Property
State Surplus Property
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 70
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
10.00.00.00.02
10.00.00.00.03
10.00.00.00.04
10.00.00.00.99
Operations
Audit and Finance
Marketing
Administrative Direction and Support Services
11.00.00.00.00
11.01.00.00.00
Economic Opportunities
Business Development
11.01.01.00.00
11.01.01.01.00
11.01.01.02.00
11.01.01.03.00
11.01.01.04.00
11.01.01.06.00
11.01.01.07.00
Transportation
Highway Construction and Engineering Inspection Services
Pre-Construction and Design Services
Material Testing And Research
Right-of Way Land Acquisition
Public Transportation Operations
Transportation Planning
11.02.00.00.00
11.02.01.00.00
11.02.02.00.00
Workforce Services
Worker‟s Compensation Disability TF Unit
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
12.01.01.00.00
Drug Control/Substance Abuse
Tobacco Use Reduction
12.02.00.00.00
Law Enforcement
12.03.00.00.00
Legal Representation
12.04.00.00.00
12.04.01.00.00
12.04.02.00.00
Regulation and Licensing
Facility Regulation
Organ and Tissue Donor Education
12.05.00.00.00
12.05.01.00.00
12.05.02.00.00
Consumer Safety and Protection
Practitioner Regulation
Managed Care
12.06.00.00.00
12.06.01.00.00
Adult Prisons and Community Supervision of Felons
Correctional Medical Authority
12.07.00.00.00
Juvenile Facilities/Services
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 71
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial 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
13.01.00.00.00
13.01.02.00.00
13.01.03.00.00
13.01.04.00.00
13.01.05.00.00
13.01.06.00.00
Health and Human Services
Health Services/Individuals
Civil Commitment Program
Forensic Commitment Program
Health Services/School Age Children
Chronic Disease
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
13.06.01.00.00
County Health Departments
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 72
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
16.01.00.00.00
16.01.01.00.00
16.01.01.01.00
16.01.01.02.00
16.01.01.03.00
16.01.01.04.00
16.01.01.05.00
Governmental Operations
Highway Operations
Maintenance
Central Mobile Equipment
Traffic Operations
Welcome Centers
Toll Operations
16.02.00.00.00
16.02.01.00.00
16.02.02.00.00
16.02.03.00.00
Executive Leadership and Support Services
Pharmacy Services
Laboratory Services
Vital Statistics
16.03.00.00.00
Information Technology
Florida Fact:
The largest lake in Florida is
Lake Okeechobee which is
700 square miles.
(source: Florida Department of State)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 2
Page 73
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 1
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 2
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Department 85
Tallahassee
(Access Control
Password)
Division 01
Orlando
(Access Control and
Accounting Passwords)
Operating
Bureaus
(No Passwords)
Various
Sections
(No Passwords)
Various
Sub-sections
(No Passwords)
Effective Date
September 1, 2007
Division 02
Miami
(Access Control and
Accounting Passwords)
Fiscal Bureaus
(Accounting
Passwords Only)
Various Sections
(Accounting
Passwords Only)
Various
Sub-sections
(Accounting
Passwords Only)
Supersedes:
2003
Operating
Bureaus
(No Passwords)
Various
Sections
(No Passwords)
Various
Sub-sections
(No Passwords)
Fiscal Bureaus
(Accounting
Passwords
Only)
Various
Sections
(Accounting
Passwords Only)
Various
Sub-sections
(Accounting
Passwords Only)
Chapter 3
Page 3
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Allocation Matrix
Accounts Payable
Budget Control
Request for Certifications
Cash Receipts Utility
Disbursements
Encumbrances & Enc. Change
Expansion Files
Fixed Assets – Custodial
Grant Information
Period End
Recurring Payment
Recurring Reports
Chief Financial Officer Files
Title File – Projects
Title File - Property
Vendor File - Client
Vendor File - Regular
Voucher Print
Account Description
Accounts Receivable
Purchasing Card
Contract Information
Cash Receipts
Director/Manager File
Encumbrances
Fixed Assets - Accounting
General Accounting
Invoice Tracking
Project Information
Immediate Reports
Receipt Verification
Title File - Contracts
Title File - Grants
Title File - General
Transfer Function
Vendor File - Employee
Vendor File - Statewide
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 4
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
b.
c.
d.
2.
See procedures beginning on page 11 for how to add access control records
(valid organization codes and user names with function authorizations).
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”.
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.
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.
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 5
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Sign-On Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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21
22
23
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DAC1
09/02/2007
14:52:41
ACCESS CONTROL SIGN-ON
ORGANIZATION
85*********
USER NAME
PASSWORD
NEW PASSWORD
TYPE:
SEL:
Main Accounting Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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MNMU
09/02/2007 14:55:18
MENU
SEC FC
I
U
U
U
U
U
U
U
U
U
U
U
U
AB
AP
CD
CP
DM
EX
GA
PE
RP
TC
TG
VC
VR
DESCRIPTION
AVAILABLE BAL.
ACCTS PAYABLE
PURCHASING CARD
CASH RCPTS UTIL
DIR/MANAGER FILE
EXPANSION
GEN ACCOUNTING
PERIOD END
IMMEDIATE REPORTS
TITLE - CONTRACTS
TITLE - GENERAL
VENDOR-CLIENT
VENDOR-REGULAR
SEC FC
U
U
U
U
U
U
U
U
U
U
U
U
I
AD
AR
CF
CR
EN
FA
GI
PJ
RP
TF
TI
VE
VS
DESCRIPTION
ACCOUNT DESC
ACCTS RECEIVABLE
REQ FOR CERT
CASH RECEIPTS
ENCB & ENCB CHG
FA - ACCOUNTING
GRANT INFO
PROJECT INFO
RECURRING REPORTS
TRANSFERS
TITLE - PROJECTS
VENDOR-EMPLOYEE
VENDOR-STATEWIDE
SEC FC
U
U
U
U
U
U
U
U
U
U
U
U
AM
BC
CI
DB
ES
FC
IT
RE
SC
TP
TJ
VP
DESCRIPTION
ALLOCATION MATRIX
BUDGET CONTROL
CONTRACT INFO
DISBURSEMENTS
ENCB - SPURS
FA - CUSTODIAL
INVOICE TRACKING
RECURRING PAYMENT
STATE CFO FILES
TITLE - GRANTS
TITLE - PROPERTY
VOUCHER PRINT
TYPE:
SEL:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
DAC
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 6
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
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.
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 7
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Main Menu Screen
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ACMU
09/02/2007
13:42:11
ACCESS CONTROL
SEL
L1 L2 L3 L4 L5
85 ** ** ** ***
USER NAME
ACCESS CONTROL REPORT
USER IDENTIFIER
FUNCTION
SECURITY CLEARANCE
STATUS CODE
L2 L3 L4 L5
ORG
SITE
PRINTER DESTINATION
RDS FORM
SELECTIONS
A - ADD NEW RECORD - ORGANIZATION LEVELS AND USER NAME REQUIRED
I - INQUIRY - ORG LEVEL(S), OR ORG LEVEL(S) AND (USER NAME OR USER ID)
U - UPDATE - ORG LEVEL(S) AND (USER NAME OR USER ID) REQUIRED
M - SUMMARY LIST - ORG LEVEL(S) WITH OR WITHOUT BEGINNING USER NAME
D - RUN DEPARTMENTAL ACCESS CONTROL REPORT
C - RUN STATE CFO ACCESS CONTROL REPORT
B - RUN DEPARTMENTAL AND CFO ACCESS CONTROL REPORT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 8
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
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04
05
06
07
08
09
10
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ACA1
L1 L2 L3 L4 L5
85 ** ** ** ***
ACCESS CONTROL:
ACCESS CONTROL ADD
09/02/2007
USER NAME AU
DESCRIPTION
ACC8500
**
AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID:
14:30:51
OLO: 850000
U
AD--ACCOUNT DESC
U
AM--ALLOCATION MATRIX U
AP--ACCTS PAYABLE
U
AR--ACCTS RECEIVABLE
U
BC--BUDGET CONTROL
U
CD--PURCHASING CARD
U
CF--REQ FOR CERT
U
CI--CONTRACT INFO
U
CP--CASH RECPTS UTIL
U
CR--CASH RECEIPTS
U
DB--DISBURSEMENTS
U
DM--DIR/MANAGER FILE
U
EN--ENCB & ENCB CHG
U
ES--ENCB - SPURS
U
EX--EXPANSION
U
FA--FA - ACCOUNTING
U
FC--FA - CUSTODIAL
U
GA--GEN ACCOUNTING
U
GI--GRANT INFO
U
IT--INVOICE TRACKING U
PE--PERIOD END
P
PI--PURCH - INFO
U
PJ--PROJ INFO
P
PP--PURCH - PRINT
P
PT--PURCH - TRANS
U
RE--RECURRING PAYMTS U
RP--IMMEDIATE REPTS
U
RP--RECURRING REPORTS P
RV--RECEIPT VERIF
U
SC--STATE CFO FILES
U
TC--TITLE - CONTRACTS U
TF--TRANSFERS
U
TG--TITLE - GRANTS
U
TI--TITLE - GENERAL
U
TJ--TITLE - PROJECTS U
TP--TITLE - PROPERTY
U
VC--VENDOR-CLIENT
U
VE--VENDOR EMPLOYEE
U
VP--VOUCHER PRINT
U
VR--VENDOR-REGULAR
I
VS--VENDOR-STATEWIDE
NEXT ORG:
USER NAME:
SEL :
ALTER CENT SECURITY:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT
RFRSH
CAN
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 9
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
I
P
A
V
D
Blank
- Update; the user can add, update, or inquire into records on the files related to
the function displayed.
- Inquiry; the user can inquire into files related to the function listed, but has no
add or update capabilities.
- Prohibited; the user cannot add, update, or inquire into files related to the
function displayed.
- Add; used only in Recurring Payments function to indicate that a user has the
authority to add an RE record.
- Verify; used only in Recurring Payments function to indicate that a user has
the authority to verify an RE record.
- Distribute; used in Invoice Tracking to indicate that the user has the authority
to approve invoices sent via EDI in FLAIR.
- defaults to "P"; prohibits adding, updating, or inquiring into files related to the
function displayed.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 10
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 11
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Changes (EN)
TR60 - Encumbrances
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 13
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 14
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 15
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 16
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Add Screen
01
02
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ACA1
ACCESS CONTROL ADD
L1 L2 L3 L4 L5
85 10 ** ** ***
ACCESS CONTROL:
09/02/2007 11:33:35
USER NAME AU
DESCRIPTION
ACC8500
**
Use Person’s Name Here
AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID:
OLO: 850000
U
AD--ACCOUNT DESC
U
AM--ALLOCATION MATRIX U
AP--ACCTS PAYABLE
U
AR--ACCTS RECEIVABLE
U
BC--BUDGET CONTROL
U
CD--PURCHASING CARD
U
CF--REQ FOR CERT
U
CI--CONTRACT INFO
U
CP--CASH RECPTS UTIL
U
CR--CASH RECEIPTS
U
DB--DISBURSEMENTS
U
DM--DIR/MANAGER FILE
U
EN--ENCB & ENCB CHG
U
ES--ENCB - SPURS
U
EX--EXPANSION
U
FA--FA - ACCOUNTING
U
FC--FA - CUSTODIAL
U
GA--GEN ACCOUNTING
U
GI--GRANT INFO
U
IT--INVOICE TRACKING U
PE--PERIOD END
P
PI--PURCH - INFO
U
PJ--PROJ INFO
P
PP--PURCH - PRINT
P
PT--PURCH - TRANS
U
RE--RECURRING PAYMTS U
RP--IMMEDIATE REPTS
U
RP--RECURRING REPORTS P
RV--RECEIPT VERIF
U
SC--STATE CFO FILES
U
TC--TITLE - CONTRACTS U
TF--TRANSFERS
U
TG--TITLE - GRANTS
U
TI--TITLE - GENERAL
U
TJ--TITLE - PROJECTS U
TP--TITLE - PROPERTY
U
VC--VENDOR-CLIENT
U
VE--VENDOR EMPLOYEE
U
VP--VOUCHER PRINT
U
VR--VENDOR-REGULAR
I
VS--VENDOR-STATEWIDE
NEXT ORG:
USER NAME:
SEL :
ALTER CENT SECURITY:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT
RFRSH
CAN
Access Control Add Screen (CFO)
01
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SCU1
09/02/2007
11:35:06
STATE CFO FILES ACCESS CONTROL ADD
L1 L2 L3 L4 L5
85 ** ** ** ***
U
I
U
I
I
U
U
P
P
P
P
P
P
P
USER NAME
ACC8500
A1--ACCOUNT CODE ADD
CT--CONTRACT PAYMENT
PC--PROMPT PAY COMPLY
TH--EMPEE TRAVEL HIST
VH--VENDOR HISTORY
V4--WT CANC APRV-EXP
W2--WT CANC RQST-UC
AU
**
U
I
I
I
U
U
U
P
P
P
P
P
P
P
USER-ID
004766
SITE
00
OLO
850000
A2--ACCOUNT CODE APRV
ET--EFT AUTHORIZATION
PW--PAID WARRANT INDX
TR--DETAIL TRANSACTN
V1--WT CANC APRV-PA
V5--WT CANC APRV-RET
W4--WT CANC RQST-EXP
ACCESS CONTROL
N
U
U
I
I
U
U
U
P
P
P
P
P
P
P
SC
A3--ACCT DESCRIPTION
NA--NEW ACCOUNT CODE
SA--ACCOUNT BALANCE
VA--VCHR AUDIT SUMMRY
V2--WT CANC APRV-UC
W1--WT CANC RQST-PA
W5--WT CANC RQST-RET
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 17
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 18
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
made.
PF12- escapes and does not process current screen.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 19
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Update Screen
01
02
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ACU1
ACCESS CONTROL UPDATE
09/02/2007
11:02:01
L1 L2 L3 L4 L5
USER NAME AU USER-ID DESCRIPTION
SC
85 ** ** ** *** ACC8500
** 000209
Use Person’s Name Here
ACCESS CONTROL: N AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID: PROP OLO: 440000
U P AD--ACCOUNT DESC
U P AM--ALLOCATION MATRIX U P AP--ACCTS PAYABLE
U P AR--ACCTS RECEIVABLE
U P BC--BUDGET CONTROL
U U CD--PURCHASING CARD
U P CF--REQ FOR CERT
U P CI--CONTRACT INFO
U P CP--CASH RECPTS UTIL
U P CR--CASH RECEIPTS
U P DB--DISBURSEMENTS
U P DM--DIR/MANAGER FILE
U P EN--ENCB & ENCB CHG
U P ES--ENCB - SPURS
U U EX--EXPANSION
U P FA--FA - ACCOUNTING
U PFC--FA - CUSTODIAL
U P GA--GEN ACCOUNTING
U P GI--GRANT INFO
U P IT--INVOICE TRACKING U P PE--PERIOD END
P P PI--PURCH - INFO
U P PJ--PROJ INFO
P P PP--PURCH - PRINT
P P PT--PURCH - TRANS
U P RE--RECURRING PAYMTS U P RP--IMMEDIATE REPORTS
U P RP--RECURRING REPORTS P P RV--RECEIPT VERIF
U P SC--STATE CFO FILES
U P TC--TITLE - CONTRACTS U P TF--TRANSFERS
U P TG--TITLE - GRANTS
U P TI--TITLE - GENERAL
U P TJ--TITLE - PROJECTS U P TP--TITLE - PROPERTY
U P VC--VENDOR-CLIENT
U P VE--VENDOR EMPLOYEE
U P VP--VOUCHER PRINT
U P VR--VENDOR-REGULAR
I P VS--VENDOR-STATEWIDE
PASSWORD LAST DATE UPDATED : 07/22/2006 RESET PASSWORD :
NEXT ORG:
USER NAME:
SEL:
ALTER CENT SECURITY:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT
RFRSH
CAN
Access Control (CFO) Update Screen
01
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SCU1
09/02/2007
11:03:29
STATE CFO FILES ACCESS CONTROL UPDATE
L1 L2 L3 L4 L5
85 ** ** ** ***
U
I
U
I
I
U
P
P
P
P
P
P
USER NAME
ACC8500
A1--ACCOUNT CODE ADD
CT--CONTRACT PAYMENT
PC--PROMPT PAY COMPLY
TH--EMPEE TRAVEL HIST
VH--VENDOR HISTORY
V4--WT CANC APRV-EXP
AU
**
U
I
I
I
U
U
P
P
P
P
P
P
USER-ID
000209
SITE OLO
00
850000
N
ACCESS CONTROL
A2--ACCOUNT CODE APRV
ET--EFT AUTHORIZATION
PW--PAID WARRANT INDX
TR--DETAIL TRANSACTN
V1--WT CANC APRV-PA
V5--WT CANC APRV-RET
U
U
I
I
U
U
P
P
P
P
P
P
SC
A3--ACCT DESCRIPTION
NA--NEW ACCOUNT CODE
SA--ACCOUNT BALANCE
VA--VCHR AUDIT SUMMRY
V2--WT CANC APRV-UC
W1--WT CANC RQST-PA
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
RFRSH
CAN
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 20
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 21
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Inquiry Screen
01
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ACI1
ACCESS CONTROL INQUIRY
09/02/2007
10:42:37
L1 L2 L3 L4 L5
USER NAME AU USER-ID DESCRIPTION
SC
85 ** ** ** *** ACC8500
** 000209
FLAIR CLASS
ACCESS CONTROL: N AVAILABLE BALANCE OVERRIDE: N SITE: 00 CID:
OLO: 850000
U AD--ACCOUNT DESC
U AM--ALLOCATION MATRIX
U AP--ACCTS PAYABLE
U AR--ACCTS RECEIVABLE
U BC--BUDGET CONTROL
U CD--PURCHASING CARD
U CF--REQ FOR CERT.
U CI--CONTRACT INFO
U CP--CASH RECPTS UTIL
U CR--CASH RECEIPTS
U DB--DISBURSMENTS
U DM--DIR/MANAGER FILE
U EN--ENCB & ENCB CHG
U ES--ENCB - SPURS
U EX--EXPANSION
U FA--FA - ACCOUNTING
U FC--FA - CUSTODIAL
U GA--GEN ACCOUNTING
U GI--GRANT INFO
U IT--INVOICE TRACKING
U PE--PERIOD END
P PI--PURCH - INFO
U PJ--PROJ INFO
P PP--PURCH - PRINT
P PT--PURCH - TRANS
U RE--RECURRING PAYMENTS U RP--IMMEDIATE REPTS
U RP--RECURRING REPORTS
P RV--RECEIPT VERIF
U SC--STATE CFO FILES
U TC--TITLE - CONTRACTS
U TF--TRANSFERS
U TG--TITLE - GRANTS
U TI--TITLE - GENERAL
U TJ--TITLE - PROJECTS
U TP--TITLE - PROPERTY
U VC--VENDOR-CLIENT
U VE--VENDOR-EMPLOYEE
U VP--VOUCHER PRINT
U VR--VENDOR-REGULAR
I VS--VENDOR-STATEWIDE
PASSWORD LAST DATE UPDATED : 03/11/2005
NEXT ORG:
USER NAME:
SEL:
INQUIRE CENT SECURITY:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
EXIT
RFRSH TOP
FWD
Access Control (CFO) Inquiry Screen
01
02
03
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SCI1
09/02/2007
10:47:58
STATE CFO FILES ACCESS CONTROL INQUIRY
L1 L2 L3 L4 L5
85 ** ** ** ***
U
I
U
I
I
U
P
P
P
P
P
P
USER NAME
ACC8500
A1--ACCOUNT CODE ADD
CT--CONTRACT PAYMENT
PC--PROMPT PAY COMPLY
TH--EMPEE TRAVEL HIST
VH--VENDOR HISTORY
V4--WT CANC APRV-EXP
AU
**
U
I
I
I
U
U
P
P
P
P
P
P
USER-ID
000209
SITE
00
OLO
850000
A2--ACCOUNT CODE APRV
ET--EFT AUTHORIZATION
PW--PAID WARRANT INDX
TR--DETAIL TRANSACTN
V1--WT CANC APRV-PA
V5--WT CANC APRV-RET
ACCESS CONTROL
N
U
U
I
I
U
U
P
P
P
P
P
P
SC
A3--ACCT DESCRIPTION
NA--NEW ACCOUNT CODE
SA--ACCOUNT BALANCE
VA--VCHR AUDIT SUMMRY
V2--WT CANC APRV-UC
W1--WT CANC RQST-PA
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 22
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 23
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Access Control Summary Screen
01
02
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ACM1
09/02/07 10:51:39
ACCESS CONTROL SUMMARY
PAGE
1
L1 L2 L3 L4 L5 USER NAME SC AU AC USERID SITE
DESCRIPTION
85 ** ** ** *** FRANK
** Y
209 01 ACCESS CONTROL CUSTODIAN
85 ** ** ** *** BJONES
**
55551 01 PURCHASING CARD ADMINISTRATOR
85 ** ** ** *** MSMITH
**
752 01 PURCHASING CARD ADMINISTRATOR BKUP
85 ** ** ** *** VICKIN
** Y
504 01 ASST. CHIEF FINANCIAL OFFICER
85 ** ** ** *** MERNAP
**
77 01 ACCT III DISBURSEMENTS
85 10 ** ** *** NICOLER
**
12343 01 BUDGET OFFICER DIVISION 10
85 10 20 ** *** EARLB
**
219 01 FISCAL ASST II TRAVEL
85 10 30 ** *** CHARLIEC
**
1120 01 GOVERNOR
85 10 30 01 *** JOANNEK
**
25521 01 FLAIR ADMINISTRATOR
85 20 ** ** *** ROBERTO
**
8519 01 DIVISION DIRECTOR BUDGET COORD.
85 20 30 ** *** DENNISH
**
1122 01 BUREAU CHIEF
85 20 40 01 *** TOMG
**
4259 01 CHIEF FINANCIAL OFFICER
85 30 ** ** *** AMANDAR
**
386 01 PURCHASING CARD LEVEL 2 APPROVER
85 30 ** ** *** ECLARK
**
775 01 BUDGET OFFICER DIVISION 30
85 30 10 ** *** NUMONIE
**
5427 01 FISCAL ASST II TRAVEL OFFICE
NEXT ORGANIZATION:
USER NAME:
SEL :
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-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
C
B
Run Departmental Access Control Report
Run State CFO Access Report
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
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 24
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 25
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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)
Effective Date
September 1, 2007
Supersedes:
2003
Chapter 3
Page 26
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 1
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Operating Level Organizations
Budget Entities
Internal Budget Indicators
GAAFR Fund Types
State Fund Types
Fund Identifiers (except Local and General Fixed Assets and General Long
Term Debit)
State Programs
Object Codes
Appropriation Categories
General Ledger Codes
County Codes
Service Types
Sites
State Abbreviations
Recipient Type
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.
2.
3.
4.
5.
6.
7.
8.
9.
Organization Levels 2 - 5
External Fund Types
Fund Identifiers (for Local Funds and General Fixed Assets and General Long
Term Debit)
Contracts (added through Contract Information File)
Grants (added through Grant Information File)
Other Cost Accumulators
Original Fund Source
Object Code Sub-classifications
General Ledger Code Sub-classifications
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 2
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
External General Ledger Codes
External Object Codes
Product Identifiers
External Programs
Agency Unique
Contract Service Area
Project Identifier Codes (added through the Project Information File)
Project Types
Project Statuses
Location Code
Insurance Code
Disposition Authority
Class Code (last 6 digits)
External Category
Contract Status
Method of Payment
Contract Type
Method of Procurement
Billing Code
Compliant Audit Code
Contract Evaluation
Contract Funding Type
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 subclassification 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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 3
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 4
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program Functions:
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TIMU
07/02/2007
14:18:13
TITLE FILE MINI MENU
REC TYPE
REC TYPE
REC TYPE
AA OLO
CF OBJECT CODE
EG COMPLIANT AUDIT CODE
AB BUDGET ENTITY/IBI
CG GENERAL LEDGER
EH CONTRACT EVALUATION
AC GAAFR FUND TYPE
CH EXT GENERAL LEDGER
EI CONTRACT FUNDING TYPE
AD STATE FUND TYPE
CI EXT OBJECT CODE
EJ MONITORING EXCL CODE
AE CATEGORY
CJ PRODUCT ID
EK CONTRACT SERVICE AREA
AF STATE ABBREVIATIONS
CK EXTERNAL PROGRAM
GA GRANT
AG COUNTY CODES
CL AGENCY UNIQUE
IA LOCATION CODE
AH SERVICE TYPE
CM EXT CATEGORY
IC INSURANCE CODE
AI SITE
CN ORIGINAL FUND SOURCE ID DISPOSITION AUTHORITY
AJ RECIPIENT TYPE
EA CONTRACT
IE CLASS CODE
CA ORGANIZATION
EB CONTRACT STATUS
KA PROJECT ID
CB EXT FUND TYPE
EC METHOD OF PAYMENT
KB PROJECT TYPE
CC FUND IDENTIFIER
ED CONTRACT TYPE
KC PROJECT STATUS
CD STATE PROGRAM
EE METHOD OF PROC
CE OTHER COST ACCUM
EF BILLING CODE
SELECT CODES:
A - ADD
M - INQUIRY
X - UPDATE
REC TYPE
SEL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 5
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 6
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
b.
c.
d.
The system checks the Access Control File to verify clearance to perform the
entered SEL code.
The REC TYPE must be a valid record type as it is listed on the Title File Mini
Menu screen.
The SEL code must be valid - A, M, or X.
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
INTERNAL BUDGET INDICATOR
STATE FUND TYPE
STATE ABBREVIATIONS
SERVICE TYPE
RECIPIENT TYPE
BUDGET ENTITY
GAAFR FUND TYPE
APPROPRIATION CATEGORY
COUNTY CODES
SITE
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 signon.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 7
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA01
07/02/2007
15:52:21
TITLING ORGANIZATION
L1
85
85
85
85
85
85
85
85
85
85
85
85
85
85
L2
10
10
10
00
00
00
00
00
00
00
00
00
00
00
L3
00
01
20
00
00
00
00
00
00
00
00
00
00
00
L4
00
00
01
00
00
00
00
00
00
00
00
00
00
00
L5 SHORT TITLE
000 DIV ADMIN
000 PURCH BUR
000 PERS SEC
000
000
000
000
000
000
000
000
000
000
000
REC TYPE
SEL
LONG TITLE
DIVISION OF ADMINISTRATION
BUREAU OF PURCHASING
PERSONNEL SECTION
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 8
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
CB
CH
CK
DESCRIPTION
EXTERNAL FUND TYPE
EXTERNAL GENERAL LEDGER
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA22
EGL EP EF
5
07/02/2007
TITLING EXTERNAL GL, FUND, PROGRAM
16:15:49
SHORT TITLE LONG TITLE
INVEST UN
INVESTIGATIVE UNITS FUND
REC TYPE
SEL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 9
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA02
07/01/2007
16:21:49
FUND IDENTIFIER - ADD
OPERATING LEVEL ORGANIZATION 85 00 00
SF FID
8 003001
REC TYPE
SHORT TITLE
RVLV FUND
SEL
LONG TITLE
REVOLVING FUND EMERGENCY ACCOUNT
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 10
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA03
07/01/2007
16:27:43
TITLING STATE PROGRAM
STATE PROGRAM
SHORT TITLE
0204010003000010 YTH DRVR
REC TYPE
SEL
LONG TITLE
PROBLEM DRIVER IMPROVEMENT YOUTH DRIVERS
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 11
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA05
07/01/2007
16:37:14
TITLING OTHER COST ACCUMULATOR
OCA
9901A
SHORT TITLE
EMPL SER
REC TYPE
SEL
LONG TITLE
SERVICES TO EMPLOYEES TRAINING
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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 subclassification 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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA2A
07/01/2007
16:47:26
OBJECT CODE - GENERAL LEDGER CODE - ADD
OPERATING LEVEL ORGANIZATION 85 00 00
OBJECT
380010
GL
REC TYPE
SHORT TITLE
PAPER
SEL
LONG TITLE
PRINTER PAPER
DATA CODE
SC
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 13
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
CM
EXTERNAL OBJECT CODE
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA21
07/01/2007
16:55:01
TITLING EXTERNAL CATEGORY - OBJECT
ECAT
905421
EOB
REC TYPE
SHORT TITLE
FED PROG
SEL
LONG TITLE
FEDERAL PROGRAM FUNDS SPECIAL EXPENSES
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 14
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
CN
PRODUCT ID
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA04
07/01/2007
09:01:38
TITLING PROD ID, ORIGINAL FUND SOURCE
PID
45A
OFS
REC TYPE
SHORT TITLE
COIN CASES
SEL
LONG TITLE
COIN CASES TO BE USED WITH SPECIAL COIN SETS
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 15
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA10
07/01/2007
12:43:28
TITLING AGENCY UNIQUE CODES
AU
1C
SHORT TITLE
EDUC SEC
LONG TITLE
EDUCATION SECTION CLASSROOM PROJECTS
REC TYPE
SEL
DATA CODE
ST STD
:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12
CONT
MINI MAIN RFRSHCAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 16
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA16
07/01/2007
12:54:57
CONTRACT STATUS - ADD
CNTRT STATUS
A1
A2
B1
REC TYPE
SHORT TITLE
COMPL
EXTEN
BID
SEL
LONG TITLE
CONTRACT COMPLETED
CONTRACT EXTENSION APPROVED
CONTRACT BID AWAITING APPROVAL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 17
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA17
07/01/2007
13:21:51
METHOD OF PAYMENT - ADD
METHOD
OF PAYMENT
M
E
SHORT TITLE
MONTHLY C
MON EFT
REC TYPE
SEL
LONG TITLE
MONTHLY PAYMENTS IN CASH - WARRANT
MONTHLY PAYMENTS IN CASH - EFT
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 18
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA18
07/01/2007
13:29:13
CONTRACT TYPE - ADD
CONTRACT TYPE SHORT TITLE
B1
BID REG
B2
BID SPEC
REC TYPE
SEL
LONG TITLE
REGULAR BID CONTRACT
SPECIAL BID CONTRACT
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 19
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA19
07/01/2007
13:36:25
METHOD OF PROCUREMENT - ADD
METHOD
OF PROCUREMENT
B
B
REC TYPE
SEL
SHORT TITLE
BULK
BID
LONG TITLE
PRICE FOR DELIVERING IN BULK ONLY
PER STATE GUIDE LINES
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 20
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA23
07/01/2007
13:45:44
TITLING BILLING CODES
BILLING CODE
M
REC TYPE
SHORT TITLE
MONTHLY
SEL
LONG TITLE
MATCHING FUNDS 50%/50%
DATA CODE
ST STD:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 21
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA24
COMPL CODE
1
REC TYPE
07/01/2007
TITLING CONTRACT COMPLIANCE AUDIT CODES
SHORT TITLE
AUDITED
SEL
13:50:20
LONG TITLE
AUDITED CONTRACT FOR COMPLIANCE CURRENT FY
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 22
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA25
07/01/2007
14:00:00
TITLING CONTRACT EVALUATION CODES
EVAL CODE
A1
REC TYPE
SHORT TITLE
SATISF
SEL
LONG TITLE
EVALUATION OF CONTRACT - SATISFACTORY
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 23
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA26
07/01/2007
14:22:51
TITLING CONTRACT TYPE FUNDING CODES
TYPE FUNDING
T
REC TYPE
SHORT TITLE
TRUST F
SEL
LONG TITLE
SPECIAL TRUST FUND FEDERAL FUNDS
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 24
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA27
EXCL CODE
X1
REC TYPE
07/01/2007
TITLING CONTRACT MONITORING EXCLUSION CODES
SHORT TITLE
EXCL
SEL
14:28:13
LONG TITLE
EXCLUDED FROM MONOTORING POLICY 12.5
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 25
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA28
07/02/2007
14:33:00
TITLING CONTRACT SERVICE AREA CODES
SERVICE AREA
01
REC TYPE
SHORT TITLE
DIST 01
SEL
LONG TITLE
DISTRICT 01
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 26
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA29
07/01/2007
14:39:01
TITLING LOCATION CODE
LOCATION
SHORT TITLE
LONG TITLE
52 00000000995467 ORL OFF
ORLANDO OFFICE DISTRICT 37
REC TYPE
SEL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 27
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA31
07/01/2007
15:47:26
TITLING INSURANCE CODE
INSURANCE CODE
STD
REC TYPE
SEL
SHORT TITLE
STAND
LONG TITLE
STANDARD INSURANCE RATE
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 28
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA32
07/02/2007
15:52:20
TITLING DISPOSITION AUTHORITY
DISPOS. AUTH.
01
REC TYPE
SHORT TITLE
06301999
SEL
LONG TITLE
DISPOSITION AUTHORITY GIVEN 06/30/99
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 29
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA36
07/02/2007
14:17:30
TITLING CLASS CODE
CLASS
B020111111
SHORT TITLE
LONG TITLE
RHODES
RHODES OFFICE BUILDING, JAX
REC TYPE
SEL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 30
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA13
07/01/2007
16:02:07
TITLING PROJECT TYPE
PROJECT TYPE
8F
REC TYPE
SHORT TITLE
FEDERAL
SEL
LONG TITLE
FEDERDAL MANDATE
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 31
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TA14
07/01/2007
16:07:15
TITLING PROJECT STATUS
PROJ STATUS
C1
REC TYPE
SHORT TITLE LONG TITLE
COMPLETED
PROJECTED COMPLETED/CLOSED
SEL
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 32
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 33
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TM29
09/02/2007
16:26:22
LOCATION INQUIRY
LOCATION
06 10000000000000
30 10000000000000
37 0101
37 01081400000000
37 0150
37 04080000000000
37 0812
37 1001
52 01072033170000
REC TYPE
SEL
SHORT TITLE LONG TITLE
SC
FT.LDL-SOC FT. LAUDERDALE-STATE OFFICE COMPLEX
I
BNFY-TBO
BONIFAY-TREASURY BRANCH OFFICE
A
TALL.-COLL TALLAHASSEE - COLLINS BUILDING
A
TALL-FW
TALLAHASSEE-FULLER WARREN BUILDING
A
TALL-HOLL TALLAHASSEE-HOLLAND BUILDING
D
CHR-MUSEUM CHAIRES-RARE COINS MUSEUM
A
QCY-MUSEUM QUINCY-RARE COINS MUSEUM
A
TALL-CAP
TALLAHASSEE-CAPITOL BUILDING
A
CLRW-WRHSE CLEARWATER-TREASURY WAREHOUSE-DIRECTOR'S OFFICE A
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 34
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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".
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 35
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
made.
PF12 - escapes and does not process current screen.
Location Code Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
TX29
07/09/2007
08:06:45
LOCATION UPDATE
LOCATION
06 10000000000000
30 10000000000000
37 0101
37 01081400000000
37 0150
37 04080000000000
37 0812
37 1001
52 01072033170000
REC TYPE
SEL
SHORT TITLE
LONG TITLE
SC
FT.LDL-SOC FT. LAUDERDALE-STATE OFFICE COMPLEX
I
BNFY-TBO
BONIFAY-TREASURY BRANCH OFFICE
A
TALL.-COLL TALLAHASSEE - COLLINS BUILDING
A
TALL-FW
TALLAHASSEE-FULLER WARREN BUILDING
A
TALL-HOLL TALLAHASSEE-HOLLAND BUILDING
D
CHR-MUSEUM CHAIRES-RARE COINS MUSEUM
A
QCY-MUSEUM QUINCY-RARE COINS MUSEUM
A
TALL-CAP
TALLAHASSEE-CAPITOL BUILDING
A
CLRW-WRHSE CLEARWATER-TREASURY WAREHOUSE-DIRECTOR'S OFFICE A
DATA CODE
ST STD
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 4
Page 36
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
3.
4.
Regular Vendor File.
Employee Vendor File.
Client Vendor File.
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:
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.
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 1
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
The Regular Vendor Identification Number consists of four sub-elements:
Type Indicator
V
V
V
F
S
N
Number
Sequence
999999999
999999999
999999999
999
999
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 2
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 3
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Regular Vendor File Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VRMU
09/03/07
09:41:05
REGULAR VENDOR FILE MINI MENU
SELECT
IND
NUMBER
SEQ
VENDOR ID: V
NAME:
SELECTIONS
I:
INQUIRY ONLY (BY NUMBER OR NAME)
A:
ADD NEW VENDOR (BY NUMBER ONLY)
U:
UPDATE (BY NUMBER ONLY)
* * *
ENTER: SELECTION AND (NUMBER OR NAME)
* * *
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 4
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 5
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 6
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VRA1
REGULAR VENDOR FILE: ADD
09/03/2007
VENDOR ID: V F 596445236 001
NAME:
PURCHASING ADDRESS:
1
2
3
4A
CITY:
4B
OR
COUNTRY:
REMITTANCE ADDRESS:
1
2
3
4A
CITY:
4B
OR
COUNTRY:
MC:
SHORT NAME:
PHONE NUMBER: (
)
STATE:
ZIP:
-
STATE:
ZIP:
-
08:10:40
-
TYPE
SEL
SEL:
VENDOR ID: V
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 7
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
AL – Alabama
AR – Arkansas
AS - American Samoa
AZ – Arizona
CA – California
CO – Colorado
CT – Connecticut
DC - District of Columbia
DE – Delaware
FL – Florida
FM – Micronesia
GA – Georgia
GU – Guam
HI – Hawaii
IA – Iowa
ID – Idaho
IL – Illinois
IN – Indiana
KS – Kansas
KY – Kentucky
LA – Louisiana
MA – Massachusetts
MD – Maryland
ME – Maine
MH - Marshall Islands
MI – Michigan
MN – Minnesota
MO – Missouri
MP - Northern Mariana Islands
Effective Date:
September 1, 2007
MS - Mississippi
MT - Montana
NC - North Carolina
ND - North Dakota
NE - Nebraska
NH - New Hampshire
NJ - New Jersey
NM - New Mexico
NV - Nevada
NY - New York
OH - Ohio
OK - Oklahoma
OR - Oregon
PA - Pennsylvania
PR - Puerto Rico
PW - Palau
RI - Rhode Island
SC - South Carolina
SD - South Dakota
TN - Tennessee
TX - Texas
UT - Utah
VA - Virginia
VI - Virgin Islands
VT - Vermont
WA - Washington
WI - Wisconsin
WV - West Virginia
WY - Wyoming
Supersedes:
2003
Chapter 5
Page 8
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VRA1
REGULAR VENDOR FILE: ADD
09/03/2007
VENDOR ID: V F 591995868 002
NAME: A & B OFFICE MACHINES, INC.
PURCHASING ADDRESS:
1
2
3
4A
CITY:
4B
OR
COUNTRY:
REMITTANCE ADDRESS:
1
2
3
4A
CITY:
4B
OR
COUNTRY:
MC:
SHORT NAME: A&B OFFICE
PHONE NUMBER: (
)
STATE:
ZIP:
-
STATE:
ZIP:
-
08:20:29
-
TYPE
SEL
SEL:
VENDOR ID: V
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 9
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 10
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VRI2
09/03/2007 08:37:39
REGULAR VENDOR FILE: INQUIRY
VENDOR ID: V F 591995868
PAGE
SEQ NAME
SHORT NAME
LAST UPD VEI MC SC
PURCHASING ADDRESS
REMITTANCE ADDRESS
--------------------------------------------------------------- -- -001
A & B OFFICE MACHINES, INC.
A&B OFFICE
10/17/2001A U
458 BILTMORE WAY
00000-0000
CORAL GABLES
FL 22134-4512
TYPE
SEL
SEL:
VENDOR ID: V
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 11
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VRI1
09/03/07 09:11:54
REGULAR VENDOR FILE: INQUIRY
PURCHASING ADDRESS
NAME: AVIS OFFICE SUPPLY COMPANY
1211 S. GADSDEN STREET
VENDOR ID: V F590000021001
QUINCY
FL 32202-0000
MINORITY CODE: A
NAME: AVIS RENT-A-CAR SYSTEMS, INC.
VENDOR ID: V F111998661003
MINORITY CODE: A
6305 E. HILLSBOROUGH AVENUE
TAMPA
FL 33610-0000
NAME: BARNES AND NOBLE
VENDOR ID: V F445334223001
MINORITY CODE: A
2555 N. MONROE STREET
TALLAHASSEE
FL 32301-0000
TYPE
SEL
SEL:
VENDOR ID: V
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
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VRU1
REGULAR VENDOR FILE: UPDATE
09/03/2007
VENDOR ID V F 445334223 001
NAME: BARNES AND NOBLE
SHORT NAME: BARNES AND NOBLE
PHONE NUMBER: (
)
-
PURCHASING ADDRESS:
1
2555 N. MONROE STREET
2
3
4A
CITY: TALLAHASSEE
4B
OR
COUNTRY:
REMITTANCE ADDRESS:
1
2
3
4A
CITY:
4B
OR
COUNTRY:
MC: A SC: A
09:26:01
STATE: FL
ZIP: 32301 -
STATE:
ZIP:
-
TYPE
SEL
SEL:
VENDOR ID: V
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 13
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
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07
08
09
10
11
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VSMU
09/03/2007
09:43:19
STATEWIDE VENDOR FILE INQUIRY
IND
NUMBER
VENDOR ID:
SEQ
ZIP
-
OR
FIRST LINE OF VENDOR NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 14
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Statewide Vendor File Inquiry by Name Screen
01
02
03
04
05
06
07
08
09
10
11
12
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20
21
22
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24
VSI2
07/08/2007
09:49:29
VENDOR FILE INQUIRY
PURCHASING ADDRESS
768 S JEFFERSON
COOKEVILLE
TN 38501-0000
NAME WAL-MART STORES INC
VENDOR ID: F710794416064
PHONE: (000) 000-0000
MINORITY CODE: A
VEI:
NAME WAL-MART STORES INC
VENDOR ID: F710794416065
PHONE: (813) 558-5642
MINORITY CODE: A
VEI:
2627 UNIVERSITY BLVD W
TAMPA
FL 33612-0000
NAME WAL-MART STORES INC
VENDOR ID: F710794416068
PHONE: (000) 000-0000
MINORITY CODE: A
VEI:
1802 US HIGHWAY 1 S
ROCKLEDGE
FL 32955-2822
TYPE
SEL
VENDOR ID:
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Statewide Vendor File Inquiry by Number Screen
01
02
03
04
05
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09
10
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VSI1
SEQ NAME
PURCHASING ADDRESS
--- ------------------------------064 WAL-MART STORES INC
768 S JEFFERSON
COOKEVILLE
TN 38501-0000
PHONE NUMBER (000) 000-0000
07/08/2007 09:37:11
VENDOR ID: F 710794416
PAGE
1
SHORT NAME
REMITTANCE ADDRESS
VEI MC SC
------------------------------- --- -- -WAL-MART STORES
A
768 S JEFFERSON
COOKEVILLE
TN 38501-0000
LAST DATE USED: 10/14/2002
--- ------------------------------065 WAL-MART STORES INC
2627 UNIVERSITY BLVD W
TAMPA
FL 33612-0000
PHONE NUMBER (813) 558-5642
------------------------------- --- -- -WAL-MART STORES
A
2627 UNIVERSITY BLVD W
TAMPA
FL 33612-0000
LAST DATE USED: 12/27/2002
STATEWIDE VENDOR INQUIRY
TYPE V SEL
VENDOR ID:
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 15
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
Vendor Type - Employee Vendors have a Vendor Type of “E”.
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 16
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Employee Vendor File Mini Menu Screen
01
02
03
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05
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09
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11
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21
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VEMU
09/03/07
EMPLOYEE VENDOR FILE:
SELECT
VENDOR NUMBER
E
10:44:09
MINI MENU
LAST NAME
SELECTIONS
I:
INQUIRY ONLY (BY NUMBER OR NAME)
A:
ADD NEW VENDOR (BY NUMBER ONLY)
U:
UPDATE (BY NUMBER ONLY)
* * *
ENTER : SELECTION AND (NUMBER OR NAME)
* * *
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 17
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 18
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Employee Vendor File Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VEA1
09/03/2007
10:58:38
EMPLOYEE VENDOR FILE: ADD
VENDOR NUMBER
E 333456778
ADDRESS: 1
2
3
4A
4B
LAST NAME
OR
FIRST NAME
CITY:
COUNTRY:
M I
STATE:
SHORT NAME
ZIP CODE:
-
ORGANIZATION: 00 00 00 00 000
OTHER IDENTIFICATION NUMBER:
DESCRIPTION:
STATUS:
SEL:
VENDOR NUMBER: E
NAME:
TYPE:
SEL:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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
Last Name
First Name
MI (Middle Initial)
Effective Date:
September 1, 2007
Organization
Status Code (SC)
Supersedes:
2003
Chapter 5
Page 19
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
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24
VEI1
09/03/07
11:14:10
EMPLOYEE VENDOR FILE: INQUIRY BY NAME
VENDOR NUMBER
E270889442
E299447993
E261071138
E111111111
E236520402
E043978166
LAST NAME
BYRD
KLEIN
MELLOW
PAYROLL
RECONWITH
YOUZERS
FIRST NAME
EARL
IDA
MARCIA
VENDOR
AMANDA
BILL
M I
ORGANIZATION
E
85 00 00 00 000
D
S C
U
U
U
U
U
U
SEL:
VENDOR NUMBER: E
NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 20
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
Short Name
Organization
Description
Purge Code
Status Code
Vendor Name
Address
Other Identification Number
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VEI2
09/03/07
EMPLOYEE VENDOR FILE:
VENDOR NUMBER
E 261071138
LAST NAME
MELLOW
ADDRESS: P.O. BOX 210
TALLAHASSEE
11:27:02
INQUIRY BY NUMBER
FIRST NAME
MARCIA
M I
SHORT NAME
MELLOW
FL 32312-0210
ORGANIZATION: 85 10 02 00 000
OTHER IDENTIFICATION NUMBER:
PURGE CODE: 9
SEL:
DESCRIPTION: RECONCILIATION SEC
STATUS: U
VENDOR NUMBER: E
NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 21
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
A to U, I, D
U to I, D
I to U, D
D to I, U
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 22
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Employee Vendor File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VEU1
09/03/2007
EMPLOYEE VENDOR FILE:
VENDOR NUMBER
E 270889442
ADDRESS: 1
2
3
4A
4B
LAST NAME
BYRD
FIRST NAME
EARL
11:41:21
UPDATE
M I
E
SHORT NAME
BYRD
1702-B BARRON LANE
OR
CITY: MIAMI
COUNTRY:
STATE: FL
ZIP CODE: 33303 - 5489
ORGANIZATION: 85 20 00 00 000
OTHER IDENTIFICATION NUMBER:
PURGE CODE: 6
DESCRIPTION:
STATUS: U
SEL:
VENDOR NUMBER: E
NAME:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
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
C
Number
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 23
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VCMU
09/03/07
CLIENT VENDOR FILE
SELECT
VENDOR NUMBER
C
12:53:18
MINI MENU
VENDOR NAME
SELECTIONS
I:
INQUIRY ONLY (BY NUMBER OR NAME)
A:
ADD NEW VENDOR (BY NUMBER ONLY)
U:
UPDATE (BY NUMBER ONLY)
* * *
ENTER : SELECTION AND (NUMBER OR NAME)
* * *
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 24
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 25
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VCA1
09/03/2007
CLIENT VENDOR FILE
VENDOR NUMBER
C 267558846
ADDRESS: 1
2
3
4A
4B
VENDOR NAME
OR
CITY:
COUNTRY:
13:13:43
ADD
SHORT NAME
STATE:
ZIP CODE:
-
ORGANIZATION: 00 00 00 00 000
OTHER IDENTIFICATION NUMBER:
DESCRIPTION:
STATUS: A
TYPE
SEL
SEL:
VENDOR NUMBER: C
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 26
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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)
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.
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 27
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Client Vendor File Inquiry by Name Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VCI1
09/03/07
CLIENT VENDOR FILE
VENDOR NUMBER
VENDOR NAME
C108754346
C499185732
C134780012
C568128778
C261872358
GRETZ, MYRA
KLEIN, IDA
MONEY, XAVIER
PRESLEY, ELVIS
SHOWERS, APRIL
13:31:49
INQUIRY BY NAME
ORGANIZATION
85 20 01 00 000
85 10 00 00 000
SC
U
U
A
D
U
TYPE
SEL
SEL:
VENDOR NUMBER: C
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 28
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VCI2
09/03/07
CLIENT VENDOR FILE
VENDOR NUMBER
C 108754346
13:54:10
INQUIRY BY NUMBER
VENDOR NAME
GRETZ, MYRA
SHORT NAME
MGZ
ADDRESS: 2780 HOLLYWOOD BOULEVARD
HOLLYWOOD
CA 98821-0000
ORGANIZATION:
OTHER IDENTIFICATION NUMBER:
PURGE CODE: 6
DESCRIPTION:
STATUS: U
TYPE
SEL
SEL:
VENDOR NUMBER: C
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 29
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
A to U, I, D
U to I, D
I to U, D
D to I, U
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 30
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Client Vendor File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
VCU1
09/03/2007
CLIENT VENDOR FILE
VENDOR NUMBER
C 134780012
ADDRESS: 1
2
3
4A
4B
15:22:37
UPDATE
VENDOR NAME
MONEY, XAVIER
SHORT NAME
MONEY
305 MONROE STREET
OR
CITY: TALLAHASSEE
COUNTRY:
STATE: FL
ZIP CODE: 32302 - 0000
ORGANIZATION:
OTHER IDENTIFICATION NUMBER:
PURGE CODE: 6
DESCRIPTION:
STATUS: A
TYPE
SEL
SEL:
VENDOR NUMBER: C
NAME:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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.
2.
3.
4.
5.
6.
7.
8.
Organization Level 1 (L1)
GAAFR Fund Type (GF)
State Fund Type (SF)
Fund Identifier (FID)
Budget Entity (BE)
Internal Budget Indicator (IBI)
Category (CAT)
Appropriation Year (YR)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 31
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 32
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Account Description File Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ADMU
09/03/07
16:07:19
ACCOUNT DESCRIPTION FILE MINI MENU
SEL
ACCOUNT CODE
L1 GF SF FID
BE
IBI
CAT
YR
SELECTIONS
A - ADD
I - INQUIRY
U - UPDATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--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 subdefine 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
GF
SF
FID
BE
IBI
CAT
YR
Effective Date:
September 1, 2007
Organization Level 1
GAAFR Fund
State Fund
Fund Identifier
Budget Entity
Internal Budget Indicator
Appropriation Category or Revenue Source
Appropriation Year
Supersedes:
2003
Chapter 5
Page 33
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ADI1
X
09/03/07
ACCOUNT DESCRIPTION FILE INQUIRY BY ACCOUNT CODE
L1 GF SF FID
BE
16:21:38
IBI CAT
YR SC SHORT DESC
DESCRIPTION LINE 1
DESCRIPTION LINE 2
85 10 1
000001 85100000 00 000000 00 U SS ONLY
DIV. OF ADM - GEN. REV.
SAMAS CLA
85 10 1
000001 85100000 00 001100 00 U SS ONLY
GEN. REV. - MISC. REV.
SAMAS CLA
85 10 1
000001 85100000 00 001800 00 U SS ONLY
DIV. OF ADM. - G/R - REFUNDS
SAMAS CLA
SEL L1 GF SF FID
BE
IBI CAT
YR
TYPE
SEL
ACCOUNT CODE:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 34
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 35
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Account Description File Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ADA1
09/03/07
16:38:33
ACCOUNT DESCRIPTION FILE ADD
L1 GF SF FID
85 74 8
BE
IBI CAT
YR
SC
DESCRIPTION LINE 1
DESCRIPTION LINE 2
SHORT DESC
090001 85100000 00
000000 00
U
COLL CLR FND
CLEARING FUND FOR COLLECTIONS
BANK COLLECTIONS FOR FEES
SEL L1 GF SF FID
BE
IBI CAT
YR
TYPE
SEL
ACCOUNT CODE:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 36
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ADU1
09/03/07
16:51:50
ACCOUNT DESCRIPTION FILE UPDATE
L1 GF SF FID
85 74 8
BE
IBI CAT
YR
SC
DESCRIPTION LINE 1
DESCRIPTION LINE 2
SHORT DESC
010001 00000000 00 000000 00
U
SS ONLY
REVOLVING FUND FOR TRAVEL
SAMAS CLA
SEL L1 GF SF FID
BE
IBI CAT
YR
TYPE
SEL
ACCOUNT CODE:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 5
Page 37
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 1
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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):
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 2
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 3
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
EXMU
EXPANSION FILE MINI-MENU
SEL
08/09/2007
L1 L2 L3 L4 L5
OPTION
SET INDICATOR
OBJECT
14:51:27
VERSION
OPTION - ADD INQUIRY UPDATE
SEL
SET - ADD INQUIRY UPDATE
SEL
L1 L2 L3 L4 L5
OPTION
VERSION
OBJECT
SET - INQUIRY BY OPTION
SEL
OWNERSHIP FUND CORRELATION
(ADD, INQUIRY, UPDATE)
SEL
GF SF FID
80 9
(OWNERSHIP FUND)
GF SF FID
BE
IBI
(PURCHASING FUND)
BUDGET ENTITY
BE / SP - INQUIRY
SELECT CODES
A = ADD
M = MULTIPLE INQUIRY
U = SINGLE UPDATE
I = SINGLE INQUIRY
X = MULTIPLE UPDATE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 4
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
3.
4.
5.
Object Code
Set Indicator (SI)
Appropriation Category/Revenue Source (CAT)
Year (YR) (will default to “00” if left blank)
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 5
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 6
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
INDICATOR
1 alphanumeric; optional; if entered, it
overrides the Allotment Level Default on the Expansion
Option Record.
GRANT ALLOTMENT
LEVEL INDICATOR
1 alpha; optional; if entered, it overrides
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
LEVEL INDICATOR
1 alpha; optional; if entered, it overrides
the Project Allotment Level Default on the Expansion
Option Record.
EXTERNAL GENERAL
LEDGER
3 alphanumeric; optional; if
entered,must be on the Title File.
EXTERNAL CATEGORY 6 alphanumeric; optional; if entered, must be on the Title
File.
EXTERNAL OBJECT
CODE
3 alphanumeric; optional; if entered,
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).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 7
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
EXSA
07/19/2007
09:49:00
EXPANSION SET ADD
OBJECT CODE
SET INDICATOR
CATEGORY
YEAR
GENERAL LEDGER CODE
ALLOTMENT LEVEL INDICATOR
GRANT ALLOTMENT LEVEL INDICATOR
CONTRACT ALLOTMENT LEVEL INDICATOR
PROJECT ALLOTMENT LEVEL INDICATOR
EXTERNAL GENERAL LEDGER CODE
EXTERNAL CATEGORY
EXTERNAL OBJECT CODE
STATUS CODE
NEXT:
SEL
NEXT ADD INQUIRY UPDATE:
SI
110000
1C
A
OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 8
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 9
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Expansion Set Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XSIM
07/19/2007 10:06:45
EXPANSION SET INQUIRY
SI
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
OBJECT
001000
002000
003000
011000
110000
221000
222000
225000
227000
230000
261000
271000
279000
291900
NEXT:
SEL
CAT
000100
000200
000300
001100
010000
040000
040000
040000
040000
040000
040000
040000
040000
040000
YR
00
00
00
00
00
00
00
00
00
00
00
00
00
00
GL
ALI GTALI CTALI PJALI
61300
D
D
D
61200
D
D
D
61100
D
D
D
61400
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
NEXT-ADD-INQUIRY-UPDATE
SI
EGL
EOB
ECAT
SC
A
A
A
A
A
A
A
A
A
A
A
A
A
A
OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 10
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
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.
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XSUX
07/19/2007
10:15:03
EXPANSION SET UPDATE
SI
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
1A
OBJECT
001000
002000
003000
011000
110000
221000
222000
225000
227000
230000
261000
271000
279000
291900
NEXT:
SEL
CAT
000100
000200
000300
001100
010000
040000
040000
040000
040000
040000
040000
040000
040000
040000
YR
00
00
00
00
00
00
00
00
00
00
00
00
00
00
GL
ALI GTALI CTALI PJALI
61300
D
D
D
61200
D
D
D
61100
D
D
D
61400
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
71100
D
D
D
NEXT-ADD-INQUIRY-UPDATE
SI
EGL
EOB
ECAT
SC
A
A
A
A
A
A
A
A
A
A
A
A
A
A
OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 11
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
2.
3.
4.
5.
6.
7.
8.
9.
Agency Unique (AU)
Other Cost Accumulator (OCA)
State Program (ST PROG)
External Program (EP)
Grant
Grant Year (GY)
Contract
Contract Year (CY)
Project
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 13
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
A to I - from added to inactive.
Effective Date:
September 1, 2007
U to D - from used to deleted.
U to I - from used to inactive.
Supersedes:
2003
Chapter 6
Page 14
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
A to D - from added to deleted.
D to I - from deleted to inactive.
D to U - from deleted to used.
I to D - from inactive to deleted.
I to U - from inactive 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 15
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Balances Checked by State Fund Type
Indicators for
EC, ED, and UD
General
Rev. Fund
Trust Funds
Local Funds
0 = Spending Authority
Fund Release
Fund Cash
Fund Rel.
Fund Cash
1 = Spending Authority
& Allotments
Fund Release
Allotments
Fund Cash
Fund Rel.
Allotments
Fund Cash
Allotments
2 = Spending Authority
& Org. Cash
Fund Release
Fund Cash
Fund Rel.
Org. Cash
Fund Cash
Org. Cash
3 = Spending Authority
Allotments &
Org. Cash
Fund Release
Allotments
Fund Cash
Fund Rel.
Org. Cash
Allotments
Fund Cash
Org. Cash
Allotments
Allotments
Allotments
4 = 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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 16
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Balances Checked by State Fund Type
Grant ABI's for
EC, ED, and UD
General
Rev. Fund
Trust Funds
Local Funds
N/A
Fund Cash
Fund Cash
1 = Grant Cash &
Grant Allotment
Allotments
Fund Cash
Allotments
Fund Cash
Allotments
2 = Grant Allotment
Allotments
Allotments
Allotments
General
Rev. Fund
Trust Funds
Local Funds
N/A
Fund Cash
Fund Cash
0 = Grant Fund Cash
9 = No Checking
Contract ABI's for
EC, ED, and UD
0 = Contract Fund Cash
1 = Contract Cash &
Contract Allotment
Allotments
Fund Cash
Allotments
Fund Cash
Allotments
2 = Contract Allotment
Allotments
Allotments
Allotments
9 = No Checking
Project ABI's for
EC, ED, and UD
General
Rev. Fund
Trust Funds
Local Funds
0 = Project Cash
N/A
Fund Cash
Fund Cash
1 = Project Cash &
Project Allotment
Allotments
Fund Cash
Allotments
Fund Cash
Allotments
2 = Project Allotment
Allotments
Allotments
Allotments
9 = No Checking
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 17
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XOA1
EXPANSION OPTION ADD
ORG
85 10 02 02 213
SET INDICATOR
GF
SF
FID
ST PROG
EXTERNAL FUND
GRANT
GY
BEG DATE
DIRECTOR/MANAGER
ALLOT LEVEL DEFAULTS:
AVAIL BAL INDICATORS
REGULAR ABI'S
GRANT ABI'S
CONTRACT ABI'S
PROJECT ABI'S
NEXT: SEL
ALD
07/19/2007
EXPANSION OPTION
AGENCY UNIQUE
BUDGET ENTITY
REVOLVING FUND
EXTERNAL PROGRAM
CONTRACT
END DATE
GTALD
EC
CTALD
ED
NEXT-ADD-INQUIRY-UPDATE
AB
CY
13:00:49
VERSION
OCA
IBI
CLEARING FUND
OFS
PROJECT
STATUS
01
A
PJALD
UD
ORG
EO
VR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 18
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 19
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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
DEFAULT
specifies the organizational level at
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 20
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
AVAILABLE BALANCE
INDICATOR
1 numeric; See chapter 7 for a detailed
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 21
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
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 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).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 22
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 23
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Expansion Option Inquiry screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XOI1
EXPANSION OPTION INQUIRY
ORG
85 10 01 01 211
SET INDICATOR
1A
GF 20
SF 2
FID 010001
ST PROG
1112110000 000000
EXTERNAL FUND
0
GRANT
GY
BEG DATE
DIRECTOR/MANAGER
ALLOT LEVEL DEFAULTS:
EXPANSION OPTION
AGENCY UNIQUE
BUDGET ENTITY
REVOLVING FUND
EXTERNAL PROGRAM
CONTRACT
END DATE
ALD D
GTALD D
AVAIL BAL INDICATORS
REGULAR ABI'S
GRANT ABI'S
CONTRACT ABI'S
PROJECT ABI'S
NEXT: SEL
EC
4
9
9
9
NEXT-ADD-INQUIRY-UPDATE
01
15:28:12
VERSION
OCA
IBI
CLEARING FUND
OFS
PROJECT
STATUS
85100000
000000
00
CY
CTALD D
ED
3
9
9
9
07/19/2007
04
00
000000
A
PJALD D
UD
3
9
9
9
ORG
EO
VR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Expansion Option Multiple Inquiry screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XOM1
07/19/2007
15:28:54
EXPANSION OPTION MULTIPLE INQUIRY
L1 L2 L3 L4 L5 EO VR SI AU GF SF FID
BE
IBI EF EP STATE PROGRAM
CNTRT CY OFS BEG-DT
END-DT
CLR
RVL
OCA
GRANT GY PROJECT
ALD GTALD CTALD PJALD EC ED UD GTEC GTED GTUD CTEC CTED CTUD PJEC PJED PJUD SC
85 10 01 01 211 01 04 1A
D
D
D
D
4
20 2
3
85 10 01 01 211 02 02 1A
D
D
D
D
4
D
D
NEXT: SEL
D
4
9
10 1
3
85 10 01 01 211 03 03 1A
C
3
3
9
20 2
3
3
9
010001 85100000 00
9
9
9
9
1112110000 000000
9
000001 85100000 00
9
9
9
9
9
NEXT-ADD-INQUIRY-UPDATE
ORG
9
9
9
9
A
1112112000 000000
9
010001 85100000 00
9
9
9
9
9
A
1112110000 000000
9
9
9
9
A
VR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date:
September 1, 2007
Supersedes:
2003
EO
Chapter 6
Page 24
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 25
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Expansion Option Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XOU1
EXPANSION OPTION UPDATE
ORG
85 10 02 02 213
SET INDICATOR
1A
GF 10
SF 1
FID 000001
ST PROG
1112110000 000000
EXTERNAL FUND
0
GRANT
GY
BEG DATE
DIRECTOR/MANAGER
ALLOT LEVEL DEFAULTS:
AVAIL BAL INDICATORS
REGULAR ABI'S
GRANT ABI'S
CONTRACT ABI'S
PROJECT ABI'S
NEXT: SEL
ALD D
EXPANSION OPTION
AGENCY UNIQUE
BUDGET ENTITY
REVOLVING FUND
EXTERNAL PROGRAM
CONTRACT
END DATE
GTALD D
EC
4
9
9
9
CTALD D
ED
3
9
9
9
NEXT-ADD-INQUIRY-UPDATE
07/19/2007
00
85100000
000000
00
CY
08:55:30
VERSION
OCA
IBI
CLEARING FUND
OFS
PROJECT
STATUS
02
00
000000
U
PJALD D
UD
3
9
9
9
ORG
EO
VR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 26
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 27
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Expansion Option Multiple Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
XOX1
07/19/2007
10:43:39
EXPANSION OPTION MULTIPLE UPDATE
L1 L2 L3 L4 L5 EO VR SI AU GF SF FID
BE
IBI EF EP STATE PROGRAM
CNTRT CY OFS BEG-DT
END-DT
CLR
RVL
OCA GRANT GY PROJECT
ALD GTALD CTALD PJALD EC ED UD GTEC GTED GTUD CTEC CTED CTUD PJEC PJED PJUD SC
85 20 00 00 000 BB 01 1B
B
D
D
D
4
50 2
3
85 20 00 00 000 DD 01 1A
B
D
D
D
4
D
D
NEXT: SEL
D
4
9
10 1
3
85 20 02 02 214 00 01 1A
D
3
3
9
10 1
3
3
9
050001 85200000 00
020001
9
9
9
9
000001 85200000 00
010001
9
9
9
9
1112110000 000000
9
ORG
9
9
U
1112110000 000000
9
000001 85200000 00
0001A
9
9
9
9
9
NEXT-ADD-INQUIRY-UPDATE
9
9
9
9
U
1112121000 000000
9
9
9
U
EO
VR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
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.)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 28
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Budget Entity Combination Table Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CSM1
BUDGET ENTITY:
08/09/2007
BUDGET ENTITY COMBINATION TABLE - INQUIRY
85100000
14:55:50
STATE PROGRAM NUMBER
EFFECTIVE FISCAL YEAR
1112110000
2007
1112112000
2007
1112111000
2007
1112122000
2007
NEXT REQUEST:
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
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
NUMBER
first 10 of 16 numeric characters;
the plan for the organization and use of resources to meet
specific objectives of the state.
EFFECTIVE FISCAL
YEAR
the appropriation year corresponding to
the state program
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 6
Page 29
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 2
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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),
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 3
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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:
ALD/ALI
GTALD/GTALI
CTALD/CTALI
PJALD/PJALI
A or 1
B or 2
C or 3
D or 4
E or 5
A
B
C
D
E
Allotment Level Organization
L1
L2
L3
L4
L5
L1
00
00
00
000
L1
L2
00
00
000
L1
L2
L3
00
000
L1
L2
L3
L4
000
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 4
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
20
+/-
+/-
+/-
+/-
+/+/-
+/-
+/-
+/-
OPER
+/-
+/-
+/-
+/-
RVL
+/-
-
-
D
D
+/-
+/-
+/-
+/-
OPER
+/-
+/-
+/-
+/-
RVL
+/-
CLR
+/-
32
RVL
+/-
33
CLR
51
53
OPER
RVL
58
59
Fund
Cash
Org.
Cash
Fund
Rel.
Allot.
+/-
6S
70
Records Releases
-
60
TR
Records Allotments
+/-
31
54
+/+/-
+/-
30
52
Description
+/+/-
22
34
Allot.
-
Effective Date:
September 1, 2007
-
-
-
Supersedes:
2003
Records Cash Receipts
(Allotment and Release Balances
are updated only with Expend.
Object Codes.)
Records revenue in a clearing
fund
Records revenue in a revolving
fund
Records AR Cash Receipts
(Allotment and Release Balances
are updated only with Expend.
Object Codes.)
Records Unencumbered
Disbursements
Records Revolving Fund
Unencumbered Disbursements
Records Payable Disbursements
Records Rev. Fund Payable
Disb.
Records Disbursement
Corrections
Records Rev. Fund Disb.
Corrections
Records Encumbrances &
updates Enc. Subsidiary
Description
Records updates to Enc.
Subsidiary
Records Encumbered
Disbursements
Chapter 7
Page 5
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
D
Records Rev. Fund Encumb.
Disb.
80
-
81
D
8S
+/-
Records Unencumbered
Payables and updates the
Subsidiary
Records Encumbered Payables
and updates Subsidiaries
Records updates to Accts.
Payable Subsidiary
Records JT Receipts and
Corrections (Allot. updated only
with expend. Object Codes)
Records JT AR Receipts and
Corrections (Allot. updated only
with expend. Object Codes)
Automated: Clears the Clearing
Fund & Records Revenue in the
Oper. Fund. (Allot. updated only
with expend. Object Codes
71
OPER
-
REV
-
-
-
96
+/-
+/-
+/-
+/-
97
+/-
+/-
+/-
+/-
OPER
+/-
+/-
+/-
+/-
CLR
+/+/-
+/-
+/-
+/-
98
99
CLR = Clearing Fund
RVL = Revolving Fund
OPER = Operating Fund
+ = increase
- = decrease
+/- = increase/
decrease
Automated JT Receipts- occurs
in certain situations within an
agency
D = the difference between
encumbrance/payable
amount and disbursement
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
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 6
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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/
Payables
Trans. 60, 6S, 80, 81, 8S
Encumbered Disbursements/
Payable Disbursements
Trans. 70, 71, 53, 54
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
Codes
SF
Fund
Cash
Org.
Cash
Fund
Rel.
11200
12100
12200
8
2,3
2,3
X
X
X
X
X
X
X
Effective Date:
September 1, 2007
Supersedes:
2003
Allot.
Chapter 7
Page 7
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
13100
*7****
93100
93200
94100
1
1,2,3,8
1,2,3,8
1,2,3,8
1,2,3,8
X
X
X
X
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
Allotments
No Checking
Allotments
No Checking
Allotments .
No Checking.
Fund Cash
Releases
Fund Cash
Releases
Fund Cash
Fund Cash
Releases
Org. Cash
Fund Cash
Releases
Cash
Allotments
Allotments
No Checking
Fund Cash
Org. Cash
EC
______ 4
_____ 9
ED
0
Releases
1
Releases
Allotments
Allotments
Releases
2
3
Releases
Allotments
4
9
Allotments
No Checking
Fund Cash
Allotments
Fund Cash
Org. Cash
Allotments
.
.
.
.
Allotments .
No Checking.
Florida Fact:
The State animal is the Florida
panther.
(source: Florida Department of State)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 8
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Automated Transactions - Available Balance Indicators and Balances Checked (cont.):
UD
AB
Ind.
0
SF=1
Releases
1
Releases
Allotments
2
Releases
3
Releases
Allotments
4
9
Allotments
No Checking
SF=2,3
Fund Cash
Releases
Fund Cash
Releases
Allotments
Fund Cash
Releases
Org. Cash
Fund Cash
Releases
Org. Cash
Allotments
Allotments
No Checking
SF=8
Fund Cash
.
Fund Cash
Allotments
Fund Cash
Org. Cash
Fund Cash
Org. Cash
Allotments
.
.
.
Allotments .
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:
Grants:
EC
ED
UD
AB
Ind.
SF=1
SF=2,3
SF=8
2
9
Grant Allot.
No Checking
Grant Allot.
No Checking
Grant Allot .
No Checking .
0
1
N/A
Grant Allot.
2
9
Grant Allot.
No Checking
Grant Cash
Grant Cash
Grant Allot.
Grant Allot.
No Checking
Grant Cash .
Grant Cash .
Grant Allot .
Grant Allot .
No Checking .
0
1
N/A
Grant Allot.
2
9
Grant Allot.
No Checking
Grant Cash
Grant Cash
Grant Allot.
Grant Allot.
No Checking
Grant Cash .
Grant Cash .
Grant Allot .
Grant Allot .
No Checking .
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 9
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Automated Transactions - Grant, Contract, and Project Available Balance Indicators and
Balances Checked (cont.):
Contracts:
EC
ED
UD
Projects:
EC
ED
UD
AB
Ind.
SF=1
SF=2,3
SF=8
2
9
Contract Allot.
No Checking
Contract Allot.
No Checking
Contract Allot.
No Checking .
0
1
N/A
Contract Allot.
2
9
Contract Allot.
No Checking
Contract Cash
Contract Cash
Contract Allot.
Contract Allot.
No Checking
Contract Cash
Contract Cash
Contract Allot.
Contract Allot.
No Checking .
0
1
N/A
Contract Allot.
2
9
Contract Allot.
No Checking
Contract Cash
Contract Cash
Contract Allot.
Contract Allot.
No Checking
Contract Cash
Contract Cash
Contract Allot.
Contract Allot.
No Checking .
2
9
Project Allot.
No Checking
Project Allot.
No Checking
Project Allot.
No Checking .
0
1
N/A
Project Allot.
2
9
Project Allot.
No Checking
Project Cash
Project Cash
Project Allot.
Project Allot.
No Checking
Project Cash
Project Cash
Project Allot .
Project Allot.
No Checking .
0
1
N/A
Project Allot.
2
9
Project Allot.
No Checking
Project Cash
Project Cash
Project Allot.
Project Allot.
No Checking
Project Cash
Project Cash
Project Allot
Project Allot.
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).
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 10
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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,
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 11
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
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.
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 12
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Available Balance Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ABMU
AVAILABLE BALANCE INQUIRY
L1 L2 L3 L4 L5
85
EO
VR
GAAFR FUND
BUDGET ENTITY
APPROP YEAR
OBJECT
GRANT
10/01/07
CONTRACT
STATE FUND
IBI
AU
PROJECT
FUND IDENTIFIER
APPROP CATEGORY
CFI
CURRENT YEAR
1
2
3
4
5
6
7
8
9
10
14:30:00
PRIOR YEAR
FUND CASH
FUND RELEASE
ORGANIZATION CASH
ALLOTMENT
GRANT FUND CASH
CONTRACT FUND CASH
GRANT ALLOTMENT
CONTRACT ALLOTMENT
PROJECT CASH
PROJECT ALLOTMENT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Available Balance Inquiry Screen – Inquiry Results (Example 1)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ABMENU09177 -TO CONTINUE AB INQUIRY, TYPE OVER INPUT DATA
ABMU
AVAILABLE BALANCE INQUIRY
L1 L2 L3 L4 L5
85 10 02 02 213
GAAFR FUND
BUDGET ENTITY
APPROP YEAR
X
X
X
X
1
2
3
4
5
6
7
8
9
10
EO
AA
VR
02
20
85100000
00
FUND CASH
FUND RELEASE
ORGANIZATION CASH
ALLOTMENT
GRANT FUND CASH
CONTRACT FUND CASH
GRANT ALLOTMENT
CONTRACT ALLOTMENT
PROJECT CASH
PROJECT ALLOTMENT
OBJECT
GRANT
STATE FUND
IBI
AU
10/01/07
CONTRACT
2
00
CURRENT YEAR
1,120,390.00
70,000.00
39,890.00
37,500.00
14:30:00
PROJECT
FUND IDENTIFIER
APPROP CATEGORY
CFI
010001
010000
PRIOR YEAR
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 13
FLAIR Procedures Manual Chapters 1-7 of 37
Florida Department of Financial Services
Available Balance Inquiry Screen-Inquiry Results (Example 2)
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ABMENU09177 -TO CONTINUE AB INQUIRY, TYPE OVER INPUT DATA
ABMU
AVAILABLE BALANCE INQUIRY
L1 L2 L3 L4 L5
85 10 02 02 213
GAAFR FUND
BUDGET ENTITY
APPROP YEAR
EO
00
VR
02
OBJECT
380000
10
85100000
00
GRANT
STATE FUND
IBI
AU
CONTRACT
1
00
CURRENT YEAR
1
X 2
3
X 4
5
6
7
8
9
10
FUND CASH
FUND RELEASE
ORGANIZATION CASH
ALLOTMENT
GRANT FUND CASH
CONTRACT FUND CASH
GRANT ALLOTMENT
CONTRACT ALLOTMENT
PROJECT CASH
PROJECT ALLOTMENT
10/01/07
15:58:53
PROJECT
FUND IDENTIFIER
APPROP CATEGORY
CFI
000001
040000
PRIOR YEAR
119,221.88
19,237.90
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
SPURS
Florida Fact:
The distance from Pensacola to Key
West is 792 miles, by road.
(source: Florida Department of State)
Effective Date:
September 1, 2007
Supersedes:
2003
Chapter 7
Page 14