Use Case Specification:



UI Modernization NJ SUCCESS

Use Case Specification: NJLWD Implements Financial Controls Case 15

Version 1.0

Revision History

|Date |Version |Description |Author |

|02/09/04 |1.0 |Case development |Gloria Fulham |

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Table of Contents

1. NJLWD Implements Financial Controls Case 15 1

1.1 Brief Description 1

2. Flow of Events 1

2.1 Basic Flow 1

2.1.1 Budget and Accounting receives reports of financial transactions 1

2.1.2 Budget and Accounting reviews reports 1

2.1.3 Budget and Accounting obtains a summary report from Bank 1

2.1.4 Budget and Accounting receives report of money needed for Federal Funds 1

2.1.5 Budget and Accounting deposits Federal Funds into depository account 1

2.1.6 Treasury notifies Budget and Accounting and Revenue of the breakdown of the monies to be paid 1

2.1.7 Budget and Accounting reviews account balances 1

2.1.8 Revenue advises Treasury amount of money to be transferred to NJLWD Bank Account 1

2.1.9 Budget and Accounting processes benefits withheld for Federal Income Tax 2

2.1.10 Budget and Accounting documents transactions 2

2.2 Alternative Flows 2

2.2.1 Budget and Accounting reconciles benefits withheld for overpayment offsets 2

2.2.2 Budget and Accounting reconciles Monies received from the recovery of overpayments 2

2.2.3 Human Services advises Budget and Accounting of Weekly Report of Child Support Garnishments withheld 2

2.2.4 Budget and Accounting reconciles the number of checks issued 2

2.2.5 Budget and Accounting reconciles employer charges 2

2.2.6 Budget and Accounting receives Waivers of Non-Fraud Debts 3

2.2.7 NJLWD establishes an Overpayment 3

2.2.8 Budget and Accounting initiates Write offs of Overpayment 3

2.2.9 Budget and Accounting redirects Reed Act Money 3

2.2.10 Check Masters Unit receives re-deposited checks 3

2.2.11 Collateral Claims and Budget and Accounting receive bills for Combined Wage Claims 3

3. Special Requirements – Business Rules 4

4. Preconditions 4

5. Post Conditions 4

6. Extension Points 4

6.1 Business and System Use Case Certify for Payments 4

6.2 Business and System Use Case Track Overpayments and Process Collections 4

6.3 Business and System Use Case Garnish for Child Support 4

Use Case Specification: NJLWD Implements Financial Controls

NJLWD Implements Financial Controls Case 15

1 Brief Description

This use case describes the financial control activities of Budget and Accounting and Treasury, which are out of scope activities for NJ SUCCESS. However NJ SUCCESS is responsible for sending the data and reports necessary for Budget and Accounting and Treasury to perform the following activities.

Flow of Events

1 Basic Flow

1 UC369 Budget and Accounting receives reports of financial transactions 

Budget and Accounting receive daily, weekly, monthly and quarterly reports on all financial transactions

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2 UC370 Budget and Accounting reviews reports 

Budget and Accounting review reports to ensure that all financial transactions reconcile using standard accounting principles.

3 UC371 Budget and Accounting obtains a summary report from Bank 

Budget and Accounting runs a report from the Bank to determine the amount of funds needed to cover benefits to be paid.

4 UC372 Budget and Accounting receives report of money needed for Federal Funds 

Budget and Accounting draws the money from Federal Funds to cover Federal benefits.

5 UC373 Budget and Accounting deposits Federal Funds into depository account 

6 UC374 Treasury notifies Budget and Accounting and Revenue of the breakdown of the monies to be paid 

Treasury wires the money into one depository account.

7 UC375 Budget and Accounting reviews account balances 

Budget and Accounting reviews account balances to ensure that sufficient funds exist in each account to cover payments charged to that account.

8 UC376 Revenue advises Treasury amount of money to be transferred to NJLWD Bank Account 

Treasury sends monies to appropriate accounts.

9 UC377 Budget and Accounting processes benefits withheld for Federal Income Tax  

Budget and Accounting wire transfers the total amount of money withheld for Federal Income Tax to the Federal Government on a daily basis.

10 UC378 Budget and Accounting documents transactions 

Budget and Accounting updates all financial records in accordance with standard principles of accounting. Every transaction conducted must be uniquely identified, documented up to the minute, and maintained for the integrity of the transaction.

Alternate Flows

2 Alternative Flows

1 UC759 Budget and Accounting reconciles benefits withheld for overpayment offsets 

In step 2.1.2 of basic flow, Budget and Accounting receives a report of all benefits withheld to offset overpayments. Budget and Accounting reconciles the reports by allocating the benefits withheld to the proper program fund based on the program code type where the overpayment originated. Continue with step 2.1.10 in basic flow.

2 UC760 Budget and Accounting reconciles Monies received from the recovery of overpayments 

In step 2.1.2 of basic flow, Budget and Accounting reconciles monies received from overpayments recovered by Benefit Payment Control. Budget and Accounting deposits payments into one account and then reimburses from other applicable accounts. Continue with step 2.1.10 in basic flow. See Use Case 11 NJLWD Tracks Overpayments and Processes Collections

3 UC761 Human Services advises Budget and Accounting of Weekly Report of Child Support Garnishments withheld 

In step 2.1.1 of basic flow, Budget and Accounting reconciles the daily reports of monies withheld for child support with Human Services report. Budget and Accounting sends the monies into the appropriate accounts. Continue with step 2.1.10 in basic flow.

4 UC762 Budget and Accounting reconciles the number of checks issued 

In step 2.1.2 of basic flow, Budget and Accounting sends to the Bank the number of checks that were generated. The Bank compares the number of checks generated to the number of checks issued. The numbers must reconcile. If the numbers do not reconcile, Budget and Accounting is notified by the Bank to investigate. Budget and Accounting advises the Bank of the results of the investigation. Continue with step 2.1.10 in basic flow.

5 UC763 Budget and Accounting reconciles employer charges 

In step 2.1.2 of basic flow, Budget and Accounting reconciles charges by adjusting the overpayment amounts, garnishments, Federal Income Tax withheld, and underpayments. The charges must reconcile with benefits paid. Continue with step 2.1.10 in basic flow.

6 UC764 Budget and Accounting receives Waivers of Non-Fraud Debts 

In step 2.1.2 of basic flow, Budget and Accounting receives a report by program code of the amount of debt and interest waived. Budget and Accounting adjusts records according. Continue with step 2.1.10 in basic flow. See Use Case 11 NJLWD Tracks Overpayments and Processes Collections.

7 UC765 NJLWD establishes an Overpayment 

In step 2.1.2 of basic flow, Budget and Accounting receives reports of overpayment amounts created by NJLWD. These reports must include the amount of fines and interest applied to the overpayment by the Bureau of Benefit of Payment Control. Continue with step 2.1.10 of basic flow. See Use Case 11 NJLWD Tracks Overpayments and Processes Collections.

8 UC766 Budget and Accounting initiates Write offs of Overpayment 

In step 2.1.2 of basic flow, Budget and Accounting receives a monthly Aging Report of all receivables. Aging Report includes pertinent information sufficient to initiate write off request. Budget and Accounting initiates a request for write off to the Department of Treasury. Continue with step 2.1.10 in basic flow.

9 UC767 Budget and Accounting redirects Reed Act Money 

In step 2.1.7 of basic flow, Budget and Accounting can redirect Reed Act Money to pay benefits if the Trust Fund is insufficient. Budget and Accounting must identify the source of the funds. Continue with step 2.1.10 of basic flow.

10 UC768 Check Masters Unit receives re-deposited checks 

In step 2.1.1 of basic flow, the Check Master Unit re-deposits all checks if they have not been re-deposited by the sending party. The re-deposited checks and a report are sent to the Bank. Budget and Accounting and Benefit Payment Control receive a report of re-deposited checks from the Check Master Unit. Check Master Unit also receives a report from the system which they must reconcile. Continue with step 2.1.10 of basic flow.

11 UC769 Collateral Claims and Budget and Accounting receive bills for Combined Wage Claims 

In step 2.1.2 of basic flow, Collateral Claims and Budget and Accounting receive quarterly bills to be sent to other states for Combined Wage Claims. Collateral reviews bills for accuracy and authorizes Budget and Accounting to forward the bill. Continue with step 2.1.10 of basic flow.

Special Requirements – Business Rules

Preconditions

Post Conditions

Extension Points

1 Business and System Use Case Certify for Payments

2 Business and System Use Case Track Overpayments and Process Collections

3 Business and System Use Case Garnish for Child Support

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