Job Aids for State Agency Personnel
The Office of Florida Financial Education provides state agencies and vendors with resources and effective instructional programs to enable them to have greater knowledge, skills, and responsibility for financial management and accurate reporting of the state’s resources in order to provide services to the citizens of Florida.
* Indicates a job aid that pertains to data management
A
Accounting - Debits and Credits
This job aid provides a quick reference for theeffects of debits and credits on different account types.
Accounts Payable Records *
This job aid provides guidance on how to review, evaluate, and take action on accounts payable records for data management.
Accounts Receivable Customer Records *
This job aid provides guidance on how to review, evaluate, and take action on accounts receivable customer records for data management.
Accounts Receivable Records *
This job aid provides guidance on how to review, evaluate, and take action on accounts receivable records for data management.
Agency Representations
This job aid identifies the various representations, checklists and certifications required by DFS. This information is designed to help Agency Management understand the purpose of each tool.
B
Beneficiary Payment Certification
This job aid provides steps and documentation requirements to process beneficiary payments.
C
Carry Forward Reminders & Tips
This job aid provides reminders about how to record accounting entries during dual year processing and tips for establishing and updating encumbrances and payables using carry forward funds.
CJIP Incentive Pay
This job aid provides information about the Criminal Justice Incentive Program (CJIP) payments, and how to calculate the proper CJIP payment amount when the employee has recorded Leave Without Pay (LWOP) during the pay period.
Confidential Vendor Records *
This job aid provides guidance on how to review, evaluate, and take action on confidential vendor records for data management.
D
Deliverables at a Glance
This job aid defines contract deliverables and provides guidance on how to determine appropriate deliverables for services.
Deliverables Vs. Documentation
This job aid clarifies the differences between deliverables and documentation, and when each should be used.
E
Employee Records in the State CFO (SC) File
This job aid provides instruction for how to search for and view employee records in the functions within the State CFO Files in FLAIR.
Employee Vendor (VE) File Record Search
This job aid gives step-by-step directions to perform a search in the Employee Vendor-(VE) File using any one of the three options available: search by employee ID, search by last name, and search by social security number.
Encumbrance Records*
This job aid provides guidance on how to review, evaluate, and take action on encumbrance records for data management.
EOS Access Transforms
This job aid provides guidance on how to extract selected data using the Transform functionality in EOS Access.
EOS Thin Client Vs. EOS Access
This job aid provides information regarding the changes users will experience when EOS Thin Client is upgraded to EOS Access.
F
Financial Consequences at a Glance
This job aid defines financial consequences and provides guidance on how to properly apply them.
N
New Account Code Function
This job aid gives step-by-step directions to use the New Account Code (NA) function in FLAIR. This function is used to convert LAS/PBS codes to 29-digit account codes, to add IBI and revenue categories to account codes, and to approve additions and send to DFS, Division of Accounting & Auditing for review and approval in order to have the new account codes added to the Account Description File.
P
Project Information File Records *
This job aid provides guidance on how to review, evaluate, and take action on project records for data management.
Property Master File Records *
This job aid provides guidance on how to review, evaluate, and take action on Property Master File records for data management.
Property Pending File Records *
This job aid provides guidance on how to review, evaluate, and take action on Property Pending File records for data management.
R
Report Distribution System (RDS) Access
This job aid provides instructions for how log in to RDS and provides explanation for fields in the library.
Report Distribution System (RDS) Find & Search Commands
This job aid provides instruction for how to use the find and search commands when viewing a report in RDS.
Report Distribution System (RDS) Viewing & Printing Tips
This job aid provides instruction for how to view reports in the RDS library and how to print reports.
Revolving Fund Records *
This job aid provides guidance on how to review, evaluate, and take action on revolving fund records for data management.
S
Scope of Work at A Glance
This job aid defines the scope of work section of a contract and provides guidance on how to write an effective scope of work.
State Training and Tracking System (STATS) Registration
This job aid gives instructions for how to register with the STATS Learning Management System to access online training available from the Office of Florida Financial Education.
Statewide Vendor File Record Search
This job aid gives step-by-step directions to perform a search in the Vendor-Statewide File (VS) using any one of the three options available; search by vendor ID, search by vendor name, and search by W-9 name.
Submission of Florida Substitute Form W-9
This job aid provides information to State Agency personnel regarding how a vendor may submit or update Substitute Form W-9 information to the State of Florida and how to verify a vendor’s W-9 status using MyFloridaMarketPlace (MFMP), Information Warehouse (IW) or the Vendor-Statewide File (VS) in FLAIR.
T
Tax Identification Number (TIN) Matching Process & Form 1099 Reporting And Corrections
This job aid provides information to State Agency personnel regarding the TIN matching process and discusses 1099 reporting and how to submit corrections to 1099 reportable payments.
TIBCO WebFocus Reporting Environment Repository Access
This job aid provide instruction on how to access and sign into WebFocus to access Information Warehouse data.
V
Vendor History (VH) Function in FLAIR
This job aid gives step by step directions to perform a search in the Vendor History (VH) File using the available options; search by vendor number, search by vendor name, search for vendor payment summary totals, search by warrant number, and search for warrant reconciliation information.
W
Works Training
This section provides various jobs aids and training videos as it relates to the Works solution.
Y
Year-End Debit Memo Guidance
This job aid provides guidance on transactions necessary to record Debit Memos in Departmental FLAIR after June 30th that should be applied for the previous fiscal year.
Year-End Calendar
This job aid identifies key dates and deadlines that agencies need to be aware of for processing items at year end and during dual year processing.
Year-End Carry Forward Monitoring Report
This job aid provides guidance on how to access and run the Carry Forward Monitoring Report.
Year-End June Interest Apportionment
This job aid provides guidance for processing transactions to record June’s interest apportionment.
Year-End Marking of Subsidiaries
This job aid gives instructions on how to use the CF function in FLAIR to choose to have subsidiary files marked, or not marked, on June 30th and to indicate if your agency wants to have a fixed capital outlay file created or not. Please note that choices have to be made using this function by June 30th of each year.
Year-End Receipts Processing
This PowerPoint training was developed to provide information on how to process FLAIR entries when deposits are not verified on June 30th.